SOW - Vehicle rental FV.pdf

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

See FAR 3.104

U.S. Department of State (DoS)

Bureau of International Narcotics and Law Enforcement Affairs

U.S. Embassy Guatemala

Vehicle Rental Services for Vetted Units in Guatemala City

191NLE24Q0062

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

SECTION 1

SOLICITATION CONSIDERATIONS

1.1 SYSTEM FOR AWARD MANAGEMENT

This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to FAR 4.1102 and other applicable regulations and guidelines.

Information can be found at www.sam.gov.

1.2 TRADE AGREEMENTS ACT (19 U.S.C. 2512(A)) (TAA)

Pursuant to the Trade Agreements Act (19 U.S.C. 2512(a)) (TAA), Federal acquisitions of supplies may be made only from offerors that shall supply products of an eligible country under any of the free trade agreements entered into pursuant to the TAA. An article is considered a product of a country only if it is wholly a product of that country or if it has been, substantially transformed, in that country into a new and different article of commerce with a name, character, or use distinct from that of the original article(s). Note that any item that is a discreet article as it is sold in commerce, regardless of its ultimate function or use, cannot be considered, substantially transformed, and based solely on its integration into IT or other systems.

1.3 UNAUTHORIZED DISCLOSURE

The Contractor and its employees shall exercise the utmost discretion concerning all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer.

All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use and become the exclusive property of the

U.S. Government. Furthermore, no article, book, pamphlet, email, recording, broadcast, speech television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

See FAR 3.104 for additional information.

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Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

SECTION 2

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS/RESPONDENTS

SUBMISSION INFORMATION PERTAINING TO REQUEST FOR QUOTE

2.1 INFORMATION TO CONTRACTOR

Contractors are reminded that information furnished under this Request for Quote (RFQ) may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business or that contain trade secrets or proprietary or personnel information shall be clearly marked. Marking of items shall not necessarily preclude disclosure when Department of State (DOS) determines disclosure is warranted by FOIA.

However, if such items are not marked, all information contained within the submitted documents shall be deemed releasable.

2.2 QUESTIONS CONCERNING THE REQUEST FOR PROPOSAL

Offerors are warned against contacting any INL personnel other than the Contracting Officer and Contract Specialist prior to award of the Contract resulting from this RFQ. If such a contact occurs and found to be prejudicial to competing vendors, the vendor making such a contact may be excluded from award consideration.

2.3 CONTRACTOR RELATIONSHIPS

The Department of State (DOS) encourages the use of subcontractors. In addition, the

Department requires that any potential Organization Conflict of Interest be identified in the proposal to ensure proper firewalls established prior to award.

2.4 MULTIPLE PROPOSALS/ALTERNATIVE SOLUTIONS

Contractors shall not submit, nor shall the Government accept or evaluate, multiple proposals offering alternative solutions. Contractors shall not submit, nor shall the Government accept or evaluate, multiple solutions within one proposal.

2.5 PERIOD OF ACCEPTANCE OF OFFERS

Contractors shall agree, if the proposal is accepted within ninety (90) calendar days (unless a greater period is inserted by the contractor) from the date specified in the solicitation for receipt of proposals, to furnish any or all of the requirements upon which prices are proposed at the price set opposite each item, performed and/or delivered at the designated point(s) within the time specified.

2.6 SPECIFIC SUBMISSION INSTRUCTIONS

Vendors shall limit the number of pages to no more than twenty (20), 12 Point Font, Times

New Roman, pdf.

Proposal/Quotes MUST include the following to be considered compliant:

• PRICE: unit and extended prices, inclusive of delivery charges in USD.

• DELIVERY DATE: Proposed delivery date.

• DESCRIPTION: Description/nomenclature of the item being quoted; product literature may be provided. Quotation must demonstrate compliance with all required features. Also include description of warranty terms.

• PICTURES: Pictures or catalog of items quoted on should be sent as attachment and is required.

• DEMONSTRATED EXPERIENCE: At least five (5) years of providing similar services.

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

SECTION 3

STATEMENT OF WORK (SOW)

3.1 BACKGROUND

The Bureau of International Narcotics and Law Enforcement Affairs (INL) is responsible for the development, supervision, coordination, and implementation of international narcotics control assistance activities and international criminal justice development programs for the

US Department of State (DOS). US Embassy Guatemala/INL requires Vehicle Rental for

Vetted Units for 12 Months plus 4 option years.

3.2 DESCRIPTION OF SERVICE

The International Narcotics and Law Enforcement Section (INL) of the U.S. Embassy in

Guatemala requires commercial vehicle rental for mid-size sedans, trucks, SUVs, and minivans/panel in Guatemala. The Contractor shall provide all personnel, equipment, tools, materials, transportation, management, supervision, quality control, customer service, and labor necessary to provide up to forty leased vehicles for three vetted units. The Contractor shall provide safe, operable, and serviceable vehicles in accordance with this Statement of

Work (SOW), using pre-established unit prices.

• (Entity 1): 2 Sedans, 3 Pickup Trucks, 1 Minivan, 4 SUVs = 10 vehicles

• (Entity 2): 9 Sedans, 4 Pickup Trucks, 7 SUVs = 20 vehicles

• (Entity 3): 3 Pickup Trucks, 1 SUV, 1 Sedan = 5 Vehicles

3.2.1. Description of Vehicles. SUVs (four door mid-large size w/spare tire), Trucks with open bed (2-4 door w/spare tire), Sedans (four door w/spare tire) & Vans (Mid-size no more than 15 seats w/spare tire). Each one of these vehicles need to be in good working condition that can withstand terrain with small rocks/hills and that are neutral in color. The color can be white, black, gray, blue, or silver without any large decals or any paint designs that are noticeable (racing stripes, flames, etc.).

3.3. GENERAL INFORMATION

3.3.1. Contractor Personnel – The Contractor shall provide at least two (2) point of contact

(POCs) within the company to communicate with the COR and vetted units. The Contractor shall provide the POC names, business address, phone numbers, email addresses and duty hours to the COR. The Contractor shall also provide an “after-hours” POC name and information including telephone number, address, and email, for twenty-four (24) hours a day, seven (7) days a week emergency service if available.

3.3.2. Information Security – The Contractor shall not disclose the identity, contact, and workplace information to any third party. The Contractor shall not disclose the date and time of delivery, nor the number of vehicles, without the express writer permission of the CO and

COR.

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

3.3.3. Period of Performance – The period of performance shall be of five (5) years – base year plus four (4) option years.

3.3.4. Hours of Operation – The contractor is responsible for conducting business and all deliveries, between the hours of xxx to xxxx Monday through Friday at the Contractor’s premises, unless otherwise previously coordinated with the COR.

3.3.5. Non-Availability – If requested vehicle type cannot be provided, the contractor shall notify the government NLT 48 hours prior to delivery and provide a vehicle with equal or greater capability at no additional cost to the government.

3.4. PERFORMANCE SERVICES

3.4.1. Vehicle Delivery and rotation Services -- Contractor shall ensure vehicles are delivered as per the rotation sequence of each entity. Each vehicle shall have a full tank of fuel at the time of delivery. The rotation sequence for each entity varies. Contractor shall ensure all vehicles shall be delivered as applicable. Rotation starts the day vehicles are picked up.

For entity 1 and 3 the rotation is every four (4) weeks and for entity 2 the rotation is every two

(2) weeks. Entities can perform an extraordinary rotation if required at any given time during the period of performance. Any rented vehicle shall not be re-rented to the same entity for at least three rotations and to a different entity for at least three months. No ID shall be required from personnel when they pick up the rental vehicle.

3.4.2. Brand -- Contractor shall provide similar or equal brands Hyundai, Mazda, Mitsubishi, Honda, and Kia when renting vehicles.

3.4.3. Vehicle Registration and Plates -- All vehicles shall have valid number plates and current registration. Vehicles with consecutive number plates shall not be rented to the entities.

Any entity shall not be driving same model car with number plates that are only different by one number.

3.4.4. Transmission – Sedan vehicles shall be automatic transmission. Trucks, SUVs, and

Minivan shall be manual transmission.

3.4.5. Fuel -- All vehicles shall run on diesel or gasoline fuel. Sedan vehicles shall be gasoline.

Trucks, SUVs, and Minivan shall be turbo diesel.

3.4.6. Window Tinting -- All vehicles shall have tinted windows. Side and back windows shall be tinted at 18% VLT and windshield shall be tinted at 25% VLT. Tinting shall be similar or equal to 3M.

3.4.7. Delivery Condition -- All vehicles delivered shall be fully operational and with no leaks or damages.

3.4.7.1. Both the exterior and the interior of the vehicles must be clean, free of soil, rust, dirt, trash, debris, odor, damage, defects, or any other discrepancies of any type. Upholstery must be clean and free of cuts, tears, burns, stains, damage, defects, or any other discrepancies of any type.

3.4.7.2. If the Government does reject a vehicle as being unacceptable, the Contractor shall provide a replacement vehicle to the Government within twenty-four (24) hours.

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

3.4.7.3. In any situation where the Contractor provides a vehicle from a category other than the category specified in the order, the vehicle must be from a category that meets or exceed the category originally contracted for. The Government shall not pay any additional costs if the Contractor provides another category of vehicle with a higher rate.

3.5. SAFETY ITEMS – Each vehicle must meet safety requirement and have, at a minimum, the following safety features on each vehicle: seat belts, rear-view mirrors, side-view mirror, windshield wipers, parking brake, horn, and serviceable lights (interior and exterior). All safety items must meet the vehicle manufacturer’s standards. In addition, each vehicle shall be equipped with roadside safety kit.

3.6. GENERAL ITEMS – All general items must meet the manufacturer’s standards. When a vehicle is no longer in compliance with all of the following general items, the Contractor shall remove the vehicle from the fleet and provide a permanent replacement vehicle. All vehicles shall have at a minimum: a maintenance free battery, manufacturer operator manual in the glove compartment, a complete tire changing kit, to include at least one spare tire, a lug nut wrench (including key for keyed lug nuts), and jack available within the vehicle.

3.7. VEHICLE YEAR REQUIREMENT – Vehicles shall meet the following minimum criteria throughout the life of the contract. The Contractor shall ensure the vehicles rental to the Government are:

3.7.1. Less than 4 years (old) based on vehicle model year, at any time throughout the PoP.

3.7.2. Have less than 100,000 miles on the odometer, at any time throughout the PoP.

3.8. FEATURES

3.8.1. Heating and Air Conditioning – Heating and air conditioning must be operational in all vehicles and comply with the vehicle manufacturer’s standards.

3.8.2. Tires – The tire type shall be the vehicle manufacturer’s specifications. A spare tire must be in all vehicles and must be in safe and serviceable condition.

3.8.3. Odometer – Rental cost shall include unlimited miles traveled. The Government shall not be liable for any amount of distance traveled, there are no limits with regards to distance traveled.

3.8.4. Insurance – Contractor shall provide full insurance covering the vehicles with a $0.00 deductible. In case of an incident or accident, the driver shall provide license and other identification documents.

3.9. VEHICLE USAGE

3.9.1. Traffic Violations – The Contractor shall forward all citations for traffic violations to the U.S. Government point of contact within 48 hours of receipt. Citations must annotate the date and the vehicle number plate. This shall include traffic violations, penalty charge notices, speeding violations, parking violations and any other fines levied upon vehicles while rented.

3.9.2. The government will determine the individual operating the vehicle at the time of the citation and operator shall be personally responsible for reimbursing the Contractor for all verifiable paid costs associated with traffic tickets and fines.

3.10. VEHICLE TURN IN

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

3.10.1. Reporting Damages -- Upon discovery of damages and prior to turning in vehicles, the Government is responsible for reporting any damage to a rented vehicle within 24 hours to the COR.

3.10.2. Early/Late Turn-in – The Early/Late turn-ins shall be coordinated, with the COR prior to any early or late turn-in.

3.10.3. Temporary Vehicles – The Contractor shall provide a temporary vehicle at no additional cost to the Government for each primary vehicle removed from service for reasons such as, but not limited to, inspections, recalls, breakdowns and scheduled or unscheduled maintenance. The Contractor shall provide the temporary vehicle within 12 hours, from the time the primary vehicle is removed. The contractor will notify the COR when vehicles will be exchanged temporarily.

3.10.4. Vehicle Tow – The Contractor shall have the capability to provide or obtain vehicle tow/recovery service for disabled vehicles off the installation. The Contractor shall provide a twenty-four (24) hour, seven (7) days a week emergency response telephone number for receiving request for tow/recovery service.

3.10.5. Emergency repair – The Contractor shall provide a road assistance service to provide immediate repair/recovery operations for urgent situations. These include, but are not limited to, towing vehicles, jump starting vehicles, battery replacement, and tire repairs.

3.11. MAINTENANCE AND SERVICES

3.11.1. Maintenance -- The Contractor shall provide all replacement parts, labor, materials, supervision, and expertise necessary to complete maintenance tasks in accordance with the manufacturer’s recommendations. Upon completion of maintenance service (scheduled and unscheduled), the Contractor shall return the vehicle.

3.11.2. Scheduled Maintenance – The Contractor shall provide and pay for routine maintenance necessary for vehicle upkeep. Routine maintenance includes all tasks recommended by the vehicle manufacturer at regularly scheduled intervals, including but not limited to oil changes, filter replacement, and topping-off fluids. The Contractor must provide at least 72 hours’ notice for vehicle required scheduled maintenance. A replacement vehicle must also be provided.

3.11.3. Monthly Schedule – The Contractor shall provide a monthly schedule of vehicles requiring preventive maintenance. The Contractor shall provide the following month’s schedule to the COR no later than the 15th day of each month.

3.11.4. Unscheduled Maintenance – The Contractor shall provide unscheduled maintenance and repairs to bring vehicles into full compliance with the manufacturer’s standards.

3.11.5. Breakdown Repair – The Contractor will provide and pay for towing (roadside recovery), maintenance, and repair of contracted vehicles. In the event of a breakdown, the

Contractor shall arrange towing within one hour of notification.

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

3.11.6. Windshields – Windshields and windows may also accumulate fair wear and tear as a result of rocks and/or debris impact and shall be considered fair wear and tear at no additional cost to the Government. All cracked windshields shall be replaced within 72 hours due to the possibility of spreading and worsening. As long as windshield chips are safe, serviceable, and do not impair the vision of the driver, chips and be repaired upon the COR’s approval.

3.12. REPORTING

3.12.1. Contractor shall provide a monthly report of all vehicles to the COR during the first 5 days of the month. The report shall include incidents, turnover of key personnel, mishaps that have occurred. The report shall include vehicle registration, make, model, and fuel type of each vehicle. submit a monthly report to the Government.

3.12.2. The report shall specify contract financial status by:

a. Identifying total quantity of active and closed delivery orders and associated value.

b. Current and cumulative value performed per each line-item number.

c. Current and cumulative invoiced amount per each line item; and

d. Current and cumulative liquidated (i.e. paid) amount per each line item.

3.12.3. Notice of Possible Delays -- If the Contractor encounters difficulty in meeting performance requirements, or anticipates difficulty in complying with order delivery schedule or any date, or whenever the Contractor has knowledge that any situation is delaying or threatens to delay the timely performance of a delivery order, the Contractor shall immediately notify the Contracting Officer and the Contracting Officer’s Representative, in writing, giving pertinent details.

3.12.4. Non-Compliant Services -- The Contractor shall identify and explain the cause of any non-compliant services and/or supplies and the Contractor’s plan to resolve the issue(s). The report shall be provided no later than three (3) business days of an occurrence.

(e) SERIOUS INCIDENT REPORTING

The Contractor shall provide a Serious Incident Report (SIR) for any and each serious incident.

For the purposes of this section, “serious incident” means any incident that results or is likely to result in:

• Embarrassment or harm to the reputation of the U.S. Government, host country, and or

DOS.

• Negative impact to program performance.

• Serious injury or bodily harm to self or others.

• Property damage, U.S. Government Furnished Equipment (GFE) or otherwise; or

• Policy and legal violations, either programmatic, federal, host country, or contract / delivery order stipulated.

The SIR shall contain and identify (briefly), in executive summary format (1 page or less), the

“Who, What, Where, When, and How” of the incident. It shall be objective (i.e. without any type of interpretation, emotion, or motive).

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act.

The SIR shall be provided no later than four (4) hours after occurrence of a serious incident.

The Contractor shall use the following subject line format when submitting SIRs.

SIR (Initial, Follow-up, or Final), Task Order Number, Contractor, and Location

The body of the email notification shall contain the synopsis of the action and the full report shall be attached. Only one SIR shall be submitted per email.

Points of Contacts:

Jose Miguel Chang – INL COR Level II changjm@state.gov

+502 4636-6182

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