DFAS-IN Material Handling Vehicle Maintenance Services

Solicitation / RFP / RFQ

This solicitation (HQ042326QE024) is for Material Handling Vehicle Maintenance services, with a Product Service Code of J023. The acquisition is set aside for Small Business.

The contract will cover scheduled preventative maintenance for EZ-GO Carts, Forklifts, and Pallet Jacks. It also includes unscheduled maintenance and repairs, including labor and parts. Specifics include:

• EZ-GO Carts: 6 carts requiring 4 maintenance services each per year (24 total annually).
• Forklifts: 5 forklifts requiring 4 maintenance services each per year (20 total annually).
• Pallet Jacks: 5 pallet jacks requiring 4 maintenance services each per year (20 total annually).
• Unscheduled Maintenance (Labor): Estimated 30 hours per year, performed on an as-needed basis. Minimum 2-hour charge per assignment. Time and Materials pricing arrangement.
• Unscheduled Maintenance (Parts): Estimated $1,100 per year for parts. Time and Materials pricing arrangement.

Services are to be performed in accordance with the Performance Work Statement (PWS).

• Pricing Arrangement: Primarily Firm Fixed Price for scheduled maintenance, and Time and Materials for unscheduled maintenance and repairs.

• Period of Performance: Multiple periods ranging from May 1, 2026, to April 30, 2031, with options extending to April 30, 2031.

• Estimated Value: The size standard for NAICS code 811310 is USD 12,500,000.00.

• Offer Due Date: April 10, 2026, at 12:00 PM Local Time.

• Evaluation Basis: Lowest Price Technically Acceptable (LPTA).

• Technical Acceptability: Requires submission of all necessary documents, demonstration of meeting PWS requirements, and no exceptions to the RFQ.

• Payment Instructions: Invoices and receiving reports are to be submitted via Wide Area WorkFlow (WAWF).

• This acquisition is set aside for Small Business.

• The solicitation includes numerous FAR and DFARS clauses, including those related to contract administration, cybersecurity, and Buy American/Free Trade Agreements.

• Inspection and acceptance will occur at the destination. See PWS for specific criteria.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for non-personal services for the maintenance and repair of material handling vehicles at the Defense Finance and Accounting Service (DFAS) in Indianapolis, IN.

• Provide maintenance and repair for approximately 16 vehicles, including electric pallet jacks, electric forklifts, and electric EZ-GO carts.

• Services include scheduled (quarterly) preventative maintenance and unscheduled maintenance/repair.

• Work must be performed in accordance with manufacturer guidelines and in a manner that minimizes disruption to building occupants.

• The Contractor shall provide all skilled personnel, equipment, parts, materials, transportation, tools, and supervision.

• Period of Performance: One base year and four one-year option periods.

• Place of Performance: DFAS-Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249, and the Post Rd. Warehouse at 3250 North Post Road, Building 3, Suite 315, Indianapolis, IN 46226.

• Normal Hours of Operation: Monday through Friday, 0700-1700 hours, excluding Federal holidays. Government approval is required for work outside normal hours.

• Scheduled preventative maintenance is required quarterly.

• Unscheduled maintenance/repair requires on-site diagnosis within two business days of notification.

• Approved unscheduled maintenance/repairs must be completed within five business days of approval (if parts are available).

• The Contractor shall maintain records of all maintenance and repairs performed for each vehicle and provide a written service report upon completion of work.

• All service, parts, and labor shall be warranted for a minimum of 30 days.

• Contract Type: Firm Fixed Price (FFP).

• Vehicle List: Subject to change; DFAS reserves the right to increase or decrease the number of units.

• Personnel Qualifications: Technicians must possess specific certifications (e.g., Craftsman Motor Vehicle, ASE, powered industrial truck manufacturer) and at least one year of experience. They must also meet OSHA standards.

• Key Personnel: A primary Point-of-Contact (POC) or Program Manager (PM) is required.

• Safety: Compliance with Indiana State Codes, OSHA, and DFAS safety requirements is mandatory.

• Disposal of Materials and Cleanup: Contractor is responsible for cleaning up after each work period and disposing of debris.

• Utilities: Government will provide water and electricity.

• Security: Contractor personnel must meet specific employment conditions, including possessing a REAL ID, being 18 years or older, U.S. Citizen or National status, SSN, Selective Service registration (if applicable), and residing in the U.S. Fingerprinting and background checks may be required.

• Invoices: Must be submitted no later than 10 calendar days following performance of work and include a report of services provided. Payment is timely 95% of the time.

Solicitation / RFP / RFQ

This document is a solicitation (Request for Quotation - RFQ) for Material Handling Vehicle Maintenance Services, prepared in accordance with FAR Part 12. The requirement is solicited as a total small business set-aside. The associated NAICS code is 811310 with a small business size standard of $12.5M.

• Technical Certification: Technicians must possess specific certifications (e.g., Craftsman Motor Vehicle Certification, ASE, or equivalent), specialized training for OSHA standards related to material handling vehicles, and a minimum of one year of experience in maintenance and repair of material handling vehicles. Proof of these qualifications is required.

• Price Quote: Vendors must provide a Firm Fixed Price (FFP) for Scheduled Preventative Maintenance for the base and option periods. For Unscheduled Maintenance and Repair, a fully burdened hourly rate is required for the base and option periods.

• Period of Performance: Anticipated to be a one-year base period with four additional one-year option periods.

• Contract Type: Firm Fixed Price (FFP) for preventative maintenance. Hourly rates for unscheduled maintenance and repair.

• Questions Deadline: April 7th, 2026, at 12:00 PM (Noon) EST.

• Quotations Deadline: April 10th, 2026, at 12:00 PM (Noon) EST.

• Submission Method: All quotes must be emailed to the contracting specialist and contracting officer listed. The email subject line must include the RFQ number. The first attachment should detail Technical Capability, and the second should be the Price Quote. The email body can serve as a cover letter.

• Evaluation Criteria: Award will be based on Lowest Price Technically Acceptable (LPTA). Technical Certification will be evaluated on an Acceptable/Unacceptable basis. Quotes must be technically acceptable and the lowest priced to be considered for award. The government reserves the right to conduct additional technical evaluations.

• Quote Validity: Quotes must remain valid for a minimum of 60 days.

• Set-Aside: Total small business set-aside.

• NAICS Code: 811310

• Small Business Size Standard: $12.5M

• The Service Contract Act of 1965 applies. Wage Determination Number 2015-4787 Revision 31 is applicable.

• Protests can be filed with the contracting officer, GAO, or the Agency's Chief of Contracting Office.

Form / Attachment / Pricing Sheet

This document is a Schedule of Items spreadsheet detailing the CLINs (Contract Line Item Numbers) for material handling vehicle maintenance services. It outlines the quantities, units of issue, and estimated costs for both scheduled preventative maintenance and unscheduled repairs over a base year and four option years. Bidders are instructed to fill in the yellow-highlighted fixed rate values.

• Scheduled Preventative Maintenance: Covers EZ-GO Carts (24 services/year), Forklifts (20 services/year), and Pallet Jacks (20 services/year) for each contract year. DFAS reserves the right to adjust quantities.
• Unscheduled Maintenance and/or Repairs: Includes separate CLINs for Technician Labor (estimated 30 hours/year) and Parts & Materials (estimated 1100 units/year). DFAS reserves the right to adjust hours and quantities.
• Pricing: Bidders must provide unit prices for scheduled maintenance and an hourly rate for technician labor. The cost for Parts & Materials is estimated by the government.
• Contract Period: Includes a Base Year and four Option Years.
• Total Estimated Cost: The total for the Base Year and each Option Year is estimated at $5,500.00, primarily driven by the Parts & Materials estimate.

This document is critical for bidders to understand the scope and estimated volume of maintenance services required. It provides the structure for pricing the opportunity, including specific quantities for scheduled maintenance and estimated needs for unscheduled repairs. Bidders must carefully review the CLIN descriptions and provide accurate pricing in the designated fields to formulate their proposals.