GENERAL: The contractor shall provide all personnel, labor, supervision, equipment, tools, parts, vehicles, and other items necessary to perform/provide/ensure the delivery/transportation/operational use of Refrigerated and Freezer trailers. The purpose for the refrigerated and freezer trailer rentals are to store frozen turkeys and other holiday food items required to be refrigerated for the upcoming holiday season at the specified commissary location. The performance start and end dates may vary at each location and are shown on the Trailer Specification Data Sheets and will be reflected on the solicitation and contract award documents. All invoices must be submitted through the Wide Area Work Flow (WAWF) system for payment. Payment instructions will be detailed within the solicitation and contract award.
Contractor shall:
1. Coordinate the delivery and pick-up of the refrigerated reefer trailer(s) with Commissary Officer or designee no later than ten (10) working days prior to start date, and three (3) working days prior to ending date of rental period. Rental period ends on the store’s requested pick-up date regardless of actual pick-up date unless a written modification is issued to extend the rental period. Contracting Officer shall be included on email traffic, regarding drop-off and pick-up arrangements.
2. Diesel Refrigerated trailers shall be delivered full of fuel and contractor shall have before and after fuel readings annotated on the delivery/pick-up tickets. Contractor shall obtain signature verification of diesel fuel level from Commissary Officer or designee upon delivery and provide a copy of the delivery ticket to Commissary personnel. (Note: Authorized Commissary personnel will be responsible to assure the trailer is adequately refueled after delivery.)
3. Refrigerated trailers shall be in good working order, cleared of all debris, and includes but is not limited to, all electrical cables for hook-up, fluids, and temperature monitored upon delivery.
4. Set temperature as required by the Commissary Officer or designee.
5. Damage reports upon delivery and upon pickup shall be provided and shall be signed off by the Commissary Officer or designee. A copy of any such report shall be provided to Commissary personnel prior to the delivery driver leaving the Commissary location.
6. Contractor may bill monthly for charges incurred from the first to last day of the prior month, or may bill for the full Firm Fixed Price (FFP) amount at the end of the rental period. The rental fee is to be fully burdened and shall include any and all costs, whether direct or indirect associated with any given trailer at the defined location/rental period and is expressed as a Firm Fixed Price for each location. Additional days, if requested, or caused by DeCA, shall be billed at the Daily Overage Rate outlined in the contract. Any portion of a “day” will be considered by the Government to be one (1) full day and may be charged the full Daily Overage Rate. Any and all overage days caused by the contractor shall be coordinated with the Contracting Officer by the contractor within one (1) business day of the contractor’s knowledge of the overage in order to be billable.
7. Contractor agrees to provide an emergency response notification time of 3 hours after an emergency call due to a malfunction of trailer and immediately begin restoration of service.
8. Contractor is responsible to provide 24-hour emergency on-site repair. Emergency POC for service-related issues shall be provided to the Commissary prior to delivery. Repairs shall be completed within 24 hours of initial receipt of emergency phone call or a substitute trailer provided within that same 24 hours so there is no interruption of services. (“Initial receipt of emergency call” is considered the time of the initial call to the Emergency POC.) Contractor shall notify Contracting Officer
immediately of any repairs necessary or damage to the trailer rental after placing a repair and/or
service call with the contractor. The Contractor shall be responsible for any costs incurred by the
loss of product stored within the trailer caused by equipment failure.
• Note: All repairs claimed by the contractor to have been caused by commissary
negligence must be established with documented proof and must be submitted to the
Contracting Officer for consideration. Repairs required due to contractor negligence, or as
a result of faulty equipment, shall be repaired at the sole expense of the contractor.
• If the contractor fails or refuses to correct or re-perform within a reasonable time
(24 hours for Emergency Maintenance), the Contracting Officer may by contract or
otherwise, correct or replace the defect or non-conforming work with similar services and
charge the contractor the costs of such correction or replacement, or make a negative
equitable adjustment in the contract price in the amount of such costs.
9. Contractor shall provide restoration of equipment to such condition that it may be used effectively
for its designated purposes. Repairs may be accomplished by overhaul or by replacement that cannot
be corrected to an effective and functional state. It includes major repairs or replacement of trailer
that are expected to occur periodically throughout the life cycle of trailers. Repairs are comprised of
Emergency Maintenance, which includes but not limited to restoring or replacing equipment damaged
by fires, explosions, storms, acts of nature, disasters and equipment failures.
10. Contractor shall establish and operate an in-house Call Center that is available 24 hours day/365 days
per year. The contractor Call Center must be capable of receiving telephonic and electronic requests.
11. The contractor service representative shall check-in by signing in and out of the visitor’s log located
in the admirative office of the specified commissary location, along with notifying the Store Director
or designee.