J039--36C257-22-AP-3461/RFQ 36C25722Q0665/Warehouse Equipment Maintenance/Service

Large Business Only Background This statement of work (SOW) describes the need for a preventive maintenance service contract for all our warehouse equipment located in all three (3) stations. This includes Electric Rider Forked Lift Trucks, and Electric Forklift pallet trucks. 1.0 Scope of Work 1.1 The contractor shall provide QUARTERLY preventive maintenance (PM) for all warehouse equipment, Electric Rider Forked Lift Trucks, and Electric Forklift pallet trucks located in Dallas @ 4500 S Lancaster Rd, Dallas Texas, Bldg. 44, Ft Worth @ 2201 SE Loop 820, Ft Worth, Texas 76119, and Bonham @ 1201 E. 9th St, Bonham, Texas 75418. Unless otherwise specified herein, the contractor shall provide all preventive maintenance necessary for the maintenance and repair of warehouse equipment, Electric Rider Forked Lift Trucks, and Electric Forklift pallet trucks as defined in this scope. 1.2. Maintenance and repair services shall include but not be limited to the following equipment located at Dallas, Ft Worth, and Bonham CBOCs: Location Make Model Serial# Frequency 4500 S Lancaster Rd, Dallas Texas, Bldg. 44 Dallas CRW WP3035-45 7A276015 90 DAYS Dallas CRW WP2335-45 5A806175 90 DAYS Dallas CRW WP2335-45 5A805744 90 DAYS Dallas CRW WP3035-45 7A276020 90 DAYS Dallas TOY 8HBW23 13043 90 DAYS Dallas TOY 8HBW23 13037 90 DAYS Dallas TOY 8HBW23 13042 90 DAYS Dallas TOY 7HBW23 46499 90 DAYS Dallas TOY 8HBW23 13041 90 DAYS Dallas TOY 8FGU20 74717 90 DAYS Dallas TOY 8FGU20 74708 90 DAYS Dallas HYUNDAI 30LC-7H HHKWWC14CD0000026 90 DAYS Dallas CRW WP2335-45 5A805937 90 DAYS 1201 E. 9th St, Bonham, Texas 75418 Bonham CLK ESC17 E357-0445-7255FB 90 DAYS Bonham CRW WP2300 5A372876 90 DAYS Bonham DAY 2LEB4 CBDA20151049 90 DAYS Bonham Lift Product Moto-Cart G068217 90 DAYS Bonham Pony Express Electric G08030055 90 DAYS Bonham Caterpillar Propane Forklift GP 18 90 DAYS Bonham Komatsu Diesel FD25T-16 90 DAYS Bonham Lift Rite Electric 1AGZU1 2201 SE Loop 820, Ft Worth, Texas 76119 Ft Worth CLK GEX20 GEX2030-2130-9655 90 DAYS Ft Worth CRW 3000 SE 5A519090 90 DAYS Ft Worth CRW 2300 SE 5A381168 90 DAYS - 2.0 Site Visit upon request if needed The vendors should make themselves familiar with the size and conditions of this (SOW) during the site visit that will be arranged prior to submitting the offers. During the site visit, the vendors will have the freedom to check on the equipment that falls under this (SOW) and ask questions to the technical staff about conditions and operations. A procurement representative will be there also to answer questions related to the contractual side of this contract. 3.0 Service Contractor Obligations The Service Contractor shall: Provide adequately supervised employees as required by the Laws of the jurisdiction to carry out the Services, Preventive Maintenance Service Contract For maintenance and repair of equipment. Execute, perform, and provide the Services in every respect to the reasonable satisfaction of the VA Healthcare system; Ensure appropriately qualified and experienced persons, shall be properly supervised or directed by the Service Contractor. Make good any damage to the equipment or any part thereof caused by any act or omission of the Service Contractor. Adhere to all rules and instructions within the VA Healthcare system (including any non-smoking policy, etc.). Immediately notify the COR in writing of all matters affecting its responsibility. Obtain the COR s approval for any Services to be undertaken outside the usual scheduled times for provision of the Services. Provide qualifications documents and job history of the Service Contractor s personnel if required by the COR. Provide evidence of training of all Service Contractor s personnel, if required by the COR. Ensure that any lost or unclaimed property found by the Contractor is passed to the COR at the first practicable opportunity. At the direction of the COR, remove from the VA Healthcare system compound any of the Service Contractor s personnel who misconduct themselves or are incompetent or negligent in performing their duties or who the US embassy considers are undesirable to perform the Services; and Provide to the COR, within one week of commencement of the Contract, a schedule specifying the nature and timing of all PM work to be completed. The contractor shall provide a written copy to the facility supervisor or his/her designee of all services performed stated in the contract. A detailed cost report for work performed during that visit will be provided to the facility supervisor or his/her designee within one week from the date of the service performed. 4.0 Preventive Maintenance Schedule and requirements The service contract will include a quarterly operating inspection. All maintenance to reference above must be followed in accordance with the operating and procedure manuals for all related equipment and as per the manufacturer s guidance and instructions. Personnel performing any related works to this (SOW) should be proven highly qualified and capable of handling their tasks correctly and efficiently. Each Routine Operating Inspection is to consist of the task actions listed herein for each equipment type and to be performed at the frequency listed. 5.0 FURTHER REQUIREMENTS 5.1. Parts and Material Replacement: Unless otherwise stated herein, consumables including adding limited quantities of lubricants are to be included as necessary to perform any Routing Operating Inspection(s) indicated with no extra charge. Only original parts are to be used. If not available, the contractor shall report that to the COR and take his/her approval. All parts used in the performance of these maintenances shall be new. If parts can be rebuilt/remanufactured that meet OEM specifications, the contractor should report that and take COR approval in advance. 5.2. Parts Warranty: The contractor will guarantee all parts are replaced or repaired by him/her for one year. If any of these parts are defected the contractor shall replace them as specified herein with no extra charge even if the contract period was expired. 5.3. Workmanship Warranty: The contractor shall guarantee the quality of all workmanship of the Analysis Service that is performed under the scope of services for a period of sixty (60) days after completion. Upon written notification within such a period, the contractor will agree to remedy and redo any service in a timely manner without cost to the VA. 6.0. The U.S. GOVERNMENT shall not provide material for this project. The contractor shall provide adequate quantities of materials to complete the project as specified. 7.0 SAFETY AND ACCIDENT PREVENTION: 7.1. The contractor shall formulate and submit, within 30 days after the conditional contract award date, a written safety and health plan for acceptance by the Government. The written plan shall include the details of the contractor's safety organization, responsibilities, method of program implementation, and how hazards and deficiencies shall be identified and corrected. It shall detail employee's responsibilities for: the protection of Government property and the safety of others, employee's responsibilities for reporting all mishaps, and establish procedures for reporting or correcting unsafe conditions, hazards, or practices. The plan shall also contain mishap notification and reporting procedures. The contractor shall have a central POC for safety and health-related issues. The POC shall be identified in writing to the COTR. 7.2. The contractor shall ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment. 7.3 The contractor shall immediately notify USDA safety personnel of all accidents/incidents involving employee use of and/or damage/injury to facilities, equipment, or personnel. 7.4 The contractor shall require their personnel to wear safety shoes/boots IAW OSHA standards. 7.5 The contractor shall provide all required personal protection equipment, e.g., respirators, hearing protection, eye protection, gloves, steel-toed boots, aprons, masks, face shields, reflective vests, etc. IAW OSHA standards. 8.0. ENVIRONMENTAL REQUIREMENTS 8.1 The contractor shall comply with all federal, state, and local environmental laws, and USDA policies and regulations including but not limited to Resource Conservation and Recovery Act (RCRA), Safe Water Drinking Act (SWDA), the Clean Air Act (CAA), and Federal Facilities Compliance Act (FFCA). 8.2 The use, handling, storage, and disposal of all toxic, hazardous, special or radiological wastes/materials shall be IAW all local, state, federal, and USDA environmental regulations and procedures. Personnel shall be trained by the Government on proper procedures to include spill response and clean up. 8.3 The contractor shall provide a complete environmental plan to assure compliance with all environmental statutes and regulations. One copy of the plan shall be provided to the COTR at the pre-performance conference and as changes occur. 9.0 EQUIPMENT MAINTENANCE SPECIAL INSTRUCTIONS 9.1. The following maintenance and operational checks will be made at each periodic PM visit in addition to the checkpoints described below: 1. Starting System 1.1. Clean batteries and cables. 1.2. Check and record specific gravity of lead-acid batteries. 1.3. Check for proper starter operation noting any unusual noises. 1.4. Check for proper cranking motor disconnect. 1.5. Load test the battery set. 2. Battery Charging System 2.1. Check the battery charger for proper operation. 2.2. Check the battery charging alternator for proper output. 2.3. Tighten all battery connections. 2.4. Check electrolyte level and fill. 3. Lube Oil System 3.1. Check oil level. 3.2. Check engine oil pressure 3.3. Check oil filter differential pressure 3.4. Take a sample of lube oil for analysis (once per year). Provide report to COR. 4. Air Intake and Exhaust System 4.1. Check clean air condition. 4.2. Listen for any unusual noises from this area. 4.3. Check air intake louvers for proper operation. 4.4. Ensure that air intake flow is not unduly restricted. 4.5. Exhaust system 4.6. Inspect exhaust silencer, flexible connection and exhaust piping. 4.7. Visually check exhaust outlet for excessive smoking. 4.8. Visually check crankcase breather for excessive smoking. 4.9. Check the exhaust temperature of each cylinder with infra-red gun 4.10. Cooling System 4.11. Check coolant level. 4.12. Check for proper amount of anti-freeze. Add as needed. Report findings. 4.13. Check radiator core for obstruction or buildup of foreign material. 4.14. Check general condition of engine coolant. 4.15. Check all belts for wear and proper tension. 4.16. Check all hoses for cracks and brittleness. 4.17. Check jacket water heaters and thermostats for proper operation. 5. Additional checks 5.1. Tighten loose wiring connections and note any potential problems. 5.2. A.C. Power Generator 5.3. Make a general inspection of all electrical connections on the regulator and generator. 5.4. Inspect generator brushes and slip rings. 5.5. Grease bearings if necessary. 5.6. Check and adjust the voltage regulator. 5.7. Replace any blown fuses. 5.8. Carefully inspect the engine for leaks or deterioration. 5.9. Make note of any unusual sounds during the walk-around inspection. 5.10. Review the Material Safety Data Sheet (MSDS) and dispose of the coolant at an authorized recovery facility. 5.11. Additional repairs, parts, and labor will not be completed under this contract. The COTR shall be responsible for continuous observations of the contractor's performance under this contract. All observations of incomplete or defective performance, or safety and health standards violated shall be recorded. Written notices issued by the CO shall require the contractor to reply, in writing, to the CO within five workdays after receipt, explaining the reasons for the existing conditions, the corrective action, and procedures taken to prevent a recurrence. Copies of the PM Service reports must be provided to the COR. 10.0 OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS 10.1. The contractor will provide service technicians that are specialized in serving the equipment above and have OEM training on these devices. 10.2. In the event any of the devices listed above have been removed from service prior to the start date of this contract or during the contract performance period, the cost will be prorated or credited back based of the specific devices annual contracted price. 10.3. Identification of Possible Follow-on Work Any service ticket that is still open and not closed out prior to the last day of this service contract will still be covered under the contract until the repair has been completed. 11.0 RISK CONTROL See section 3.4 for general safety guidelines regarding contractor work areas. The VA The hospital does provide PPE in the event the contractor needs gloves, gowns, masks, or face shields to safely protect themselves while serving the devices listed in Exhibit A. 12.0 PLACE OF PERFORMANCE All devices listed above are located in Dallas VA, Ft Worth, and Bonham 13.0 PERIOD OF PERFORMANCE Base Period: Effective Date of Award thru TBD Option Year One: June 15, 2023 June 14, 2024 Option Year Two: June 15, 2024 June 14, 2025 Option Year Three: June 15, 2025 June 14, 2026 Option Year Four: June 15, 2026 June 14, 2027 14.0 THE U.S. GOVERNMENT SHALL NOT PROVIDE MATERIAL FOR THIS CONTRACT