RFQ_19SZ2319Q0003_Vehicle_Rental_with_and_without_Driver_for_VIP_Visits_to_Switzerland.pdf

United States Embassy Bern, Switzerland

Date: October 31, 2018

To: Prospective Quoters

Subject: Request for Quotations Number: 19SZ2319Q0003

Enclosed is a Request for Quotations (RFQ) for Vehicle Rental with and without Driver for VIP Visits to

Switzerland. If you would like to submit a quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable quotation at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

We highly recommend you to attend the Pre-Proposal Conference at 02:00 p.m. local time on November

12, 2018 at the U.S. Embassy in Bern, Switzerland (see also page 71 and 72 in the RFQ).

We will be briefing you and answering your questions on the Vehicle Rental with and without Driver for

VIP Visits to Switzerland solicitation and contract. Please ensure that you bring a copy of the solicitation and a valid identity document with you to the conference. Please send us the full name of the individuals who will attend the meeting no later than Thursday, November 8, 2018 to the following e-mail address:

BernGSOContracting@state.gov.

Since this requirement is over $30,000, the U.S. Government requires the successful offeror to have a real

DUNS number (www.dnb.com) and to be registered in the SAM database (System for Award

Management; www.sam.gov) prior to the award (see also page 80 in the RFQ). We highly recommend you begin this registration process early as it may take several weeks to complete.

Quotations are due by November 23, 2018, 5:00 p.m. local time.

We look forward to hearing from you.

Sincerely, Leslie Abitz

Contracting Officer

Enclosure:

Standard Form 1449

Solicitation 19SZ2319Q0003 mailto:BernGSOContracting@state.gov http://www.dnb.com/ http://www.sam.gov/

TABLE OF CONTENTS

Section 1 – The Schedule

SF 18 or SF 1449 cover sheet

Continuation To SF-1449, RFQ Number 19SZ2319Q0003, Prices, Block 23

Continuation To SF-1449, RFQ Number 19SZ2319Q0003, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

Attachment 1 to Description/Specifications/Performance Work Statement, Government

Furnished Property

Section 2 – Contract Clauses

Contract Clauses

Addendum to Contract Clauses – FAR and DOSAR Clauses not Prescribed in Part 12

Section 3 – Solicitation Provisions

Solicitation Provisions

Addendum to Solicitation Provisions – FAR and DOSAR Provisions not Prescribed in Part

Section 4 – Evaluation Factors

Evaluation Factors

Addendum to Evaluation Factors – FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 – Representations and Certifications

Offeror Representations and Certifications

Addendum to Offeror Representations and Certifications – FAR and DOSAR Provisions not

Prescribed in Part 12

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV.02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR7789952

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19SZ2319Q0003

6. SOLICITATION ISSUE DATE

October 31, 2018

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

PAUL AESCHLIMANN, GSO/PROCUREMENT

b. TELEPHONE NUMBER (No collect calls)

+41 31 357 72 64

8. OFFER DUE DATE / LOCAL TIME

November 23, 2018 / 5:00 P.M.

9. ISSUED BY CODE SZ230 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

U.S.EMBASSY BERN

SULGENECKSTRASSE 19

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

ATTN: GSO/P

BERN 3007

SWITZERLAND

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

U.S. EMBASSY BERN

SULGENECKSTRASSE 19

ATTN: GSO/P

BERN 3007

SWITZERLAND

U.S. EMBASSY BERN

SULGENECKSTRASSE 19

ATTN: GSO/P

BERN 3007

SWITZERLAND

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

U.S EMBASSY BERN BY ELECTRONIC MEANS:

SULGENECKSTRASSE 19 BERNDBO@STATE.GOV

ATTN: FMO/DBO

BERN 3007

SWITZERLAND

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS

IN OFFER

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

IDIQ CONTRACT AWARD FOR VEHICLE

RENTAL WITH AND WITHOUT

DRIVERS

NTE

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

FUNDING CITATIONS WILL BE PROVIDED ON INDIVIDUAL DELIVERY/TASK ORDERS.

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

1 COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON

ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED ____________.

YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR

CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

LESLIE ABITZ, CONTRACTING OFFICER

31c. DATE SIGNED

STANDARD FORM 1449 (REV. 2/2012) BACK

19. ITEM NO. 20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

IDIQ CONTRACT AWARD FOR VEHICLE

RENTAL WITH AND WITHOUT

DRIVERS

FOR DETAILS, SEE FOLLOWING

SOLICITATION

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

RFQ 19SZ2319Q0003 – Vehicle Rental with and without Driver for VIP Visits to Switzerland Page 4 of 97

SECTION 1 – THE SCHEDULE

SUPPLIES OR SERVICES AND PRICES/COSTS

CONTINUATION TO SF-1449

RFQ NUMBER 19SZ2319Q0003

PRICES, BLOCK 23

1. SCOPE OF SERVICES

1.1 GENERAL

The Contractor shall provide passenger and equipment transportation services; vehicle rental, chauffeur and dispatch for logistical services on a Switzerland wide basis with possible border crossings. Services shall include planning, administration and dissemination of all vehicles during the contract period as per instructions of individual task orders and in accordance with Section – Description/Specifications/Work Statement and the Exhibits of this contract. The period covered by this contract is addressed in Section 2.

1.2 VEHICLE WITH DRIVER

The daily rates with driver shall include all the costs necessary to accomplish the work as required by this contract, including all managerial cost, administrative cost, vehicles, drivers, communication equipment, and all vehicle operation expenses, including but not limited to fuel, oil and all other maintenance such vehicles. They also include passenger insurance.

1.3 VEHICLE WITHOUT DRIVER

The daily rates without driver shall include all the costs necessary to accomplish the work as required by this contract, including all managerial cost, administrative cost, vehicles, communication equipment, and all vehicle operation expenses, including but not limited to fuel, oil and other maintenance of such vehicles. They also include passenger insurance, driver insurance & vehicle insurance.

2. TYPE OF CONTRACT

a) This is an indefinite-delivery, indefinite-quantity, type contract with firm-fixed rates.

Orders will be placed by firm, fixed-price task orders.

b) The contract will be for a one-year period from the date of the contract award (base year), with four one-year options.

c) During the contract period, the Government shall place orders for a minimum of

CHF 10,000.00. The Contractor shall furnish to the Government, when and if ordered, the services specified in the Schedule up to and including the amount of CHF 7,000,000.00 during the contract period (base + all option years).

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d) No additional sums will be payable on account of any escalation in the cost of materials, equipment of labor, because of the Contractor’s failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract. Changes in the unit prices or time to complete will be made only due to changes made by the

Government in the work to be performed, or by delays caused by the Government.

Payments based on quantities and unit prices will be made only to the extent specifically provided in the contract. The estimated quantities listed in the Scope of Work are estimates only and the Government does not guarantee that such quantities will be ordered.

3. PRICES

a) The prices in CHF shall include all direct and indirect costs, insurance (see FAR 52.228-

4 and 52.228-5), overhead, and profit. The prices include all expenses and materials required to complete the work.

b) The Contractor shall provide the rental of vehicles and the rental of vehicles with driver at the rates shown below. Orders for all services shall be placed by firm-fixed price task orders.

The Contractor shall be paid at firm-fixed rates for satisfactory performance of all services under this contract. The Contractor’s firm-fixed rates shall include the vehicles, drivers, all direct costs such as: petrol, salaries, benefits and per diem costs, taxes, insurance premiums, materials and equipment, (e.g. communication equipment such as cell phones with hands-free module), maintenance and repair costs, transition and/or start-up costs (if any), indirect costs, administrative overhead and profit.

The Contractor warrants that the rates herein include all allowances and reasonable costs that are allocable to the service to be performed and materials to be provided. All prices are to be listed in CHF exclusive of VAT. Vehicle prices are to be provided on 8 hour flat rates inclusive all mileage and 8 Chauffeur working hours. Overtime hours are those worked in excess of the flat rate of 8 hours. Some bus rates are considered a 24 hour flat rate including number of drivers required by local law to cover a 24 hour period. All flat rate and hourly prices apply regardless of weekdays, Sundays, Holidays and time of day/night.

c) The quantities in 3.2, 3.3, 3.4, 3.5 and 3.6 are estimates only and are not guaranteed by this contract. See section 4. below for contractual minimum and maximum amounts.

d) The Government may issue orders requiring vehicles at multiple locations. Except as specified in the Delivery-Order Limitations clause or in section 4. there is no limit on the number of orders that may be issued.

It is anticipated that each task order will be fully funded by delivery orders. The vehicle rental and chauffeur services shall be invoiced and reimbursed on a task order basis up to but not exceeding the funded level. The funded level can only be increased through modification to the delivery order by the Contracting Officer. However, if the estimated

RFQ 19SZ2319Q0003 – Vehicle Rental with and without Driver for VIP Visits to Switzerland Page 6 of 97 quantities are not fully utilized during the specific contract term, the Contracting Officer shall have the unilateral right to de-obligate excess funds.

e) Include any cost of Workers’ Compensation and War-Hazard Insurance in the prices.

This insurance shall not be a direct reimbursement.

f) The Government will make payment in local currency (CHF).

Payment will be paid by the U.S. Embassy in Bern, Switzerland or by the individual traveler/user.

g) The cost shall incl. the vehicles, drivers (including overnight costs, if applicable), all managerial costs, administrative costs, communication equipment (i.e. cell phones only with hands-free module), and all vehicle operation expenses, including but not limited to fuel, oil, all other maintenance and insurance of such vehicles and the drivers and all other costs that are necessary to accomplish all work required by this contract.

3.1 VALUE ADDED TAX (VAT)

The Government will not reimburse the Contractor for VAT under this contract.

The Contractor shall not include a line for VAT on invoices as the U.S. Embassy has a tax exemption certificate with the host government. This will be sent to the Contractor upon request for each invoice. See Section 5. Submission of Invoices and Payment.

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3.2 BASE PERIOD PRICES

3.2.1. Schedule of supplies, services and prices – Base Year – 12 months start and end date to be determined at contract award.

The following CLINs 0001 through 0015 provide for car rental with drivers and overnight expenses as specified below.

CLIN Description

Unit day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

Daily Flat Rate day

Mid-size station wagon –

4 door

Full size sedan

Full size SUV – 5 door

Van – 6 seater – driver plus 5

0006A

Van – 8 seater – driver plus 7

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0006B

Van – 8 seater – driver plus 7 up to 3 hour transfer.

each

0006C plus 7

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours as required by law.

Van – 12 seater – driver plus 11, with luggage space

0008A

Van – 16 seater – driver plus 15

Daily Flat Rate, price includes vehicle plus 1

(one) driver for 8 hours.

0008B

Hourly cost for additional drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 0008A.

hour

0008C plus 15

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours as required by local law.

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0009A

Bus – 22 seater – driver plus 21, with luggage space

Daily Flat Rate, price includes vehicle plus 1

0009B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 0009A.

Van – Cargo – driver plus

Truck with tail gate and cargo box, 3.5 tons

0012A cargo box, 7.5 tons

0012B cargo box, 7.5 tons up to 3 hour transfer

0013A

Bus – 32 seater – driver plus 31, with luggage space

Daily Flat Rate, price includes vehicle plus 1

0013B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 0013A.

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0014A

Bus – 55 seater – driver plus 54, with luggage space

Daily Flat Rate, price includes vehicle plus 1

0014B

Bus – 55 seater – driver plus 54, with luggage space

3 hour transfer, price includes vehicle plus 1

(one) driver for up to 3 hours.

0014C drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 0014A.

plus 54, with luggage space, 24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

SUBTOTAL excl. VAT

(Sum CLINS 0001 - 0015)

CHF

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The following CLINs 0016 through 0022 provide for rental of vehicles without driver as specified below.

day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

Daily Flat Rate incl.

delivery and pick up after rental period.

Full size Sedan

Daily Flat Rate incl.

delivery and pick up after

Daily Flat Rate incl.

delivery and pick up after plus 11, with luggage space

Daily Flat Rate incl.

delivery and pick up after rental period.

2, 3.5 tons

Daily Flat incl. delivery and pick up after rental period.

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Truck with tail gate and cargo box, 7.5 tons

Daily Flat Rate incl.

delivery and pick up after

(Sum CLINS 0016 – 0021)

Additional costs for overtime day / hour

Unit price Estimated quantity / days

Total estimated amount

Overtime

Vehicle plus driver for time worked over the regular 8 hours, regardless of weekday or holiday or time of day.

CLIN 0022

Overall total cost – Base Year

TOTAL excl. VAT

(Sum CLINS 0001 – 0022)

(A) CHF

* This estimated amount is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will be less than the amount shown.

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3.3 FIRST OPTION YEAR

3.3.1 Schedule of supplies, services and prices – First Option Year – 12 months start and end date to be determined at contract award.

The following CLINs 1001 through 1015 provide for car rental with drivers day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

4 door plus 5

1006A plus 7

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1006B

Van – 8 seater – driver plus 7

1006C plus 7

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours plus 11, with luggage space

1008A plus 15

Daily Flat Rate, price includes vehicle plus 1

1008B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 1008A.

1008C plus 15

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

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1009A

Bus – 22 seater – driver plus 21, with luggage space

Daily Flat Rate, price includes vehicle plus 1

1009B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 1009A.

cargo box, 3.5 tons

1012A cargo box, 7.5 tons

1012B cargo box, 7.5 tons

1013A plus 31, with luggage space

Daily Flat Rate, price includes vehicle plus 1

1013B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 1013A.

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1014A

Bus – 55 seater – driver plus 54, with luggage space

Daily Flat Rate, price includes vehicle plus 1

1014B plus 54, with luggage space

3 hour transfer, price includes vehicle plus 1

(one) driver for up to 3

0014C drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 1014A.

plus 54, with luggage space

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

(Sum CLINS 1001 - 1015)

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The following CLINs 1016 through 1022 provide for rental of vehicles without driver as day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

Daily Flat Rate incl.

delivery and pick up after

Full size sedan, Daily Flat Rate incl.

delivery and pick up after

Daily Flat Rate incl.

delivery and pick up after plus 11, with luggage space

Daily Flat Rate incl.

delivery and pick up

2, 3.5 tons

Daily Flat Rate incl.

delivery and pick up after

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Truck with tail gate and cargo box, 7.5 tons

Daily Flat Rate incl.

delivery and pick up after

(Sum CLINS 1016 – 1021) day / hour

Unit price Estimated quantity / days

Total estimated amount

Overtime

Vehicle plus driver for time worked over the regular 8 hours, regardless of weekday or holiday or

CLIN 1022

Overall total cost – First Option Year

(Sum CLINS 1001 – 1022)

(B) CHF

* This estimated amount is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will be less than the amount shown.

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3.4 SECOND OPTION YEAR

3.4.1 Schedule of supplies, services and prices – Second Option Year – 12 months start and end date to be determined at contract award.

The following CLINs 2001 through 2015 provide for car rental with drivers day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

4 door plus 5

2006A plus 7

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2006B

Van – 8 seater – driver plus 7

2006C plus 7

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours plus 11, with luggage space

2008A plus 15

Daily Flat Rate, price includes vehicle plus 1

2008B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 2008A.

2008C plus 15

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

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2009A

Bus – 22 seater – driver plus 21, with luggage space

Daily Flat Rate, price includes vehicle plus 1

2009B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 2009A.

cargo box, 3.5 tons

2012A cargo box, 7.5 tons

2012B cargo box, 7.5 tons

2013A plus 31, with luggage space

Daily Flat Rate, price includes vehicle plus 1

2013B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 2013A.

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2014A

Bus – 55 seater – driver plus 54, with luggage space

Daily Flat Rate, price includes vehicle plus 1

2014B plus 54, with luggage space

3 hour transfer, price includes vehicle plus 1

(one) driver for up to 3

2014C drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 2014A.

plus 54, with luggage space

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

(Sum CLINS 2001 - 2015)

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The following CLINs 2016 through 2022 provide for rental of vehicles without driver as day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

Daily Flat Rate incl.

delivery and pick up after

Daily Flat Rate incl.

delivery and pick up after

Daily Flat Rate incl.

delivery and pick up after plus 11, with luggage space

Daily Flat Rate incl.

delivery and pick up

2, 3.5 tons

Daily Flat Rate incl.

delivery and pick up after

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Truck with tail gate and cargo box, 7.5 tons

Daily Flat Rate incl.

delivery and pick up after

(Sum CLINS 2016 – 2021) day / hour

Unit price

Estimated quantity / days Total estimated amount

Overtime

Vehicle plus driver for time worked over the regular 8 hours, regardless of weekday or holiday or

CLIN 2022

Overall total cost – Second Option Year

(Sum CLINS 2001 – 2022)

(C) CHF

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3.5 THIRD OPTION YEAR

3.5.1 Schedule of supplies, services and prices – Third Option Year – 12 months start and end date to be determined at contract award.

The following CLINs 3001 through 3015 provide for car rental with drivers day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

4 door plus 5

3006A plus 7

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3006B

Van – 8 seater – driver plus 7

3006C plus 7

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours plus 11, with luggage space

3008A plus 15

Daily Flat Rate, price includes vehicle plus 1

3008B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 3008A.

3008C plus 15

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

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3009A

Bus – 22 seater – driver plus 21, with luggage space

Daily Flat Rate, price includes vehicle plus 1

3009B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 3009A.

cargo box, 3.5 tons

3012A cargo box, 7.5 tons

3012B cargo box, 7.5 tons

3013A plus 31, with luggage space

Daily Flat Rate, price includes vehicle plus 1

3013B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 3013A.

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3014A

Bus – 55 seater – driver plus 54, with luggage space

Daily Flat Rate, price includes vehicle plus 1

3014B plus 54, with luggage space

3 hour transfer, price includes vehicle plus 1

(one) driver for up to 3

3014C drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 3014A.

plus 54, with luggage space

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

(Sum CLINS 3001 - 3015)

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The following CLINs 3016 through 3022 provide for rental of vehicles without driver as day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

Daily Flat Rate incl.

delivery and pick up after

Daily Flat Rate incl.

delivery and pick up after

Daily Flat Rate incl.

delivery and pick up after plus 11, with luggage space

Daily Flat Rate incl.

delivery and pick up

2, 3.5 tons

Daily Flat Rate incl.

delivery and pick up after

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Truck with tail gate and cargo box, 7.5 tons

Daily Flat Rate incl.

delivery and pick up after

(Sum CLINS 3016 – 3021) day / hour

Unit price

Estimated quantity / days Total estimated amount

Overtime

Vehicle plus driver for time worked over the regular 8 hours, regardless of weekday or holiday or

CLIN 3022

Overall total cost – Third Option Year

(Sum CLINS 3001 – 3022)

(D) CHF

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3.6 FOURTH OPTION YEAR

3.6.1 Schedule of supplies, services and prices – Fourth Option Year – 12 months start and end date to be determined at contract award.

The following CLINs 4001 through 4015 provide for car rental with drivers and overnight expenses as specified below.

day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

4 door plus 5

4006A plus 7

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4006B

Van – 8 seater – driver plus 7

4006C plus 7

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours plus 11, with luggage space

4008A plus 15

Daily Flat Rate, price includes vehicle plus 1

4008B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 4008A.

4008C plus 15

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

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4009A

Bus – 22 seater – driver plus 21, with luggage space

Daily Flat Rate, price includes vehicle plus 1

4009B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 4009A.

cargo box, 3.5 tons

4012A cargo box, 7.5 tons

4012B cargo box, 7.5 tons

4013A plus 31, with luggage space

Daily Flat Rate, price includes vehicle plus 1

4013B drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 4013A.

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4014A

Bus – 55 seater – driver plus 54, with luggage space

Daily Flat Rate includes vehicle plus 1 (one) driver for 8 hours.

4014B plus 54, with luggage space

3 hour transfer, price includes vehicle plus 1

(one) driver for up to 3

4014C drivers per vehicle, if total allowable drive time by law is exceeded in

CLIN 4014A.

plus 54, with luggage space

24 hour Flat Rate incl.

necessary quantity of drivers to cover 24 hours

(Sum CLINS 4001 - 4015)

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The following CLINs 4016 through 4022 provide for rental of vehicles without driver as day / hour

Unit price Estimated quantity

Total estimated amount

Mid-size Sedan – 4 door

Daily Flat Rate incl.

delivery and pick up after

Full size Sedan

Daily Flat Rate incl.

delivery and pick up after

Daily Flat Rate incl.

delivery and pick up after plus 11, with luggage space

Daily Flat Rate incl.

delivery and pick up

2, 3.5 tons

Daily Flat Rate incl.

delivery and pick up after

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Truck with tail gate and cargo box, 7.5 tons

Daily Flat Rate incl.

delivery and pick up after

(Sum CLINS 4016 – 4021) day / hour

Unit price

Estimated quantity / days Total estimated amount

Overtime

Vehicle plus driver for time worked over the regular 8 hours, regardless of weekday or holiday or

CLIN 4022

Overall total cost – Fourth Option Year

(Sum CLINS 4001 – 4022)

(E) CHF

* This estimated amount is based on total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will be less than the amount shown.

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3.7 OVERALL TOTAL COST –

ONE BASE- AND FOUR OPTION YEAR CONTRACT PERIODS

OVERALL TOTAL EXCL. VAT

BASE YEAR

(Sum CLINS 0001 – 0022)

(A) CHF

FIRST OPTION YEAR

(Sum CLINS 1001 – 1022)

(B) CHF

SECOND OPTION YEAR

(Sum CLINS 2001 – 2022)

(C) CHF

THIRD OPTION YEAR

(Sum CLINS 3001 – 3022)

(D) CHF

FOURTH OPTION YEAR

(Sum CLINS 4001 – 4022)

(E) CHF

ONE BASE AND FOUR OPTION YEARS

(F) =

(A+B+C+D+E)

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3.8

The above rates shall include all the costs necessary to accomplish the work as required by this contract, including all managerial cost, administrative cost, vehicles, drivers, communication equipment (i.e. cell phones only with hands-free speaking system), and all vehicle operation expenses, including but not limited to fuel, oil, all other maintenance and insurance of such vehicles. Amenities to the passengers such as water bottles and umbrellas that they may borrow are at no additional cost to the Government.

The Contractor shall be liable for all tickets that occur in road traffic, this includes but is not limited to speeding tickets and parking tickets.

3.8.1

If the specified number of sedans, minivans, and shuttles/passenger vans are not available, the following substitutions are allowable:

minivans substituted for sedans;

shuttles/passenger vans substituted for minivans or sedans

Sedans shall not be used in place of minivan or shuttles/passenger vans. Simply stated, larger vehicles may replace smaller vehicles, but smaller vehicles may not replace larger vehicles. If the Contractor makes substitutions, billing and payment shall be at the contract rate for type of vehicle ordered by the Government.

3.8.2

The daily rate shall be charged for any consecutive 8-hour period within a calendar day.

Start time is the time when a driver/vehicle reports to duty. Bus and truck costs with drivers should include the tentative necessary change of drivers if driving limits under the Swiss law are exceeded. All prices are applicable wherever the vehicles are required within Switzerland. It is the Contractor’s responsibility to have the adequate number of drivers available per bus / truck and the Contractor will manage necessary driver schedule and changes.

3.8.3

Costs rate for self-drive vehicles shall be charged per 24 hours including delivery and pick up of the vehicle at the required location.

4. CONTRACT MINIMUM AND MAXIMUM AMOUNTS

4.1 CONTRACT MINIMUM

During the contract period of One [1] Base- and Four [4] Option Year Periods, the Government shall place orders for a minimum of CHF 10,000.00.

This is the contract minimum for this period of performance.

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4.2 CONTRACT MAXIMUM

During the contract period of One [1] Base- and Four [4] Option Year Periods, the amount of all orders shall not exceed CHF 7,000,000.00.

This is the contract maximum for this period of performance.

5. TRANSMISSION OF DELIVERY ORDERS

a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from date of award through base period or option periods if exercised.

b) Delivery orders may be sent by mail, courier or electronic means such as e-mail. E-mail is the normal method.

c) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

d) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.

6. SUBMISSION OF INVOICES AND PAYMENT

a) Invoices shall be submitted after vehicle rental services were provided or used referencing the Government’s official Purchase Request Number (PR) in an original by regular mail or by electronic means at the following address:

Postal address By electronic means

U.S. Embassy Bern BernDBO@state.gov

FMO/DBO

Postfach 5266

3001 Bern

b) Payment for services will be upon presentation of an acceptable invoice.

c) The Government will make all payments in Swiss Francs (CHF). Payments will be made via Electronic Fund Transfer (EFT) in accordance with Federal Acquisition

Regulation FAR32.9 “Prompt Payment”.

mailto:BernDBO@state.gov

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d) To avoid possible delay in payment, please ensure the invoice:

1. is correctly addressed;

2. references the correct PR number (see a));

3. provides complete bank details. This includes IBAN, bank address, clearing and

SWIFT-BIC.

e) The official tax exempt certificate Amtlicher Gebrauch – A will be sent to the

Contractor upon request for each invoice.

f) No advance payments will be made for any vehicle rental services in this contract.

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CONTINUATION TO SF-1449

RFQ NUMBER 19SZ2319Q0003

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. GENERAL

The Contractor shall provide passenger transportation services for the U.S. Embassy in Bern, Switzerland. The Contractor shall provide all managerial, administrative, direct labor personnel, vehicles, drivers, communication equipment (i.e. cell phones only with hands-free speaking system), all running expenses (i.e., fuel, oil, etc.) including all servicing and insurance of such vehicles that are necessary to accomplish all work required by this contract.

2. DEFINITIONS

“Calendar Day” means the twenty-four hour period from midnight to midnight. Saturdays, Sundays and all holidays are considered calendar days.

“Business Day” means the twenty-four hour period from midnight to midnight from Monday through Saturday.

“COR" means the Contracting Officer's Representative of the U.S. Embassy in Bern.

“Government" or “USG” means the Government of the United States of America unless specifically stated otherwise.

“Ordering Officer" means the Contracting Officer’s Representative of the U.S. Embassy in

Bern.

“Services” means the services performed, workmanship, and equipment furnished or utilized in the performance of the services.

3. MANAGEMENT

a) Contracting Officer’s Representative The Contracting Officer’s Representative (COR) is responsible for validating requests from vehicle users, and providing instructions for vehicle use to the Contractor on a daily or less frequent basis.

b) Authorized Service Requesters The Embassy will provide a list with the names and phone numbers of all authorized service requester(s). Service requesters are only authorized to order service within the boundaries established in the task orders and are not authorized to order services from vehicles that are not included in the task orders.

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3.1 PROJECT MANAGERS

a) For the performance period of one [1] base- and four [4] option years (60 months), the Contractor shall designate one [1] Project Manager who shall be the

Contractor’s point of contact. The Project Manager shall be responsible for managing the Contractor’s work under this contract, including delegating requests to drivers along with any instruction required, and ensuring a smooth and effective operation. In case of major events the Project Manager needs to be present at site during business hours and available 24/7 to the Embassy

Authorized Service Requestors operating at a specific location. The Contractor’s

Project Manager and Alternate Project Manager contact details are:

(The Contractor must ensure that a substitute is available at any time.)

b) The Project Manager shall be fluent in the English language. During the first

90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

[To be completed at time of contract award]

1st Project Manager:

Telephone Number:

E-mail:

Alternate Project Manager:

Telephone Number:

E-mail:

c) Documentation of Usage Each driver shall obtain a certifying signature from the vehicle user on Daily

Vehicle Use Record at the end of service each day. Daily vehicle usage record must be provided, through the Contractor’s Project Manager, daily to the

Transportation Officer on site. The Contractor shall attach copies of these forms to the invoice as a supporting document to verify the hours of service.

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4. VEHICLES

a) General

Heating and Air condition (A/C) shall be mandatory for all vehicle types with the exception of cargo vans / trucks over 3.5 tons.

GPS Navigation systems are required.

Adequately equipped: including snow tires and chains if necessary for conditions.

b) Types of Vehicle The Government requires the following types of vehicles, if ordered under this contract.

All vehicles shall be of the latest model and in excellent condition with air-conditioning.

The Contractor shall provide registration numbers before the vehicles are used.

Type

Mid-size sedan – 4 door Bus – 32 seater – driver plus 31 with luggage space

Mid-size station wagon –

4 door Bus – 55 seater – driver plus 54 with luggage space

Full size sedan

Van – Cargo – driver plus 2

Full size SUV – 5 door

Van – Cargo – driver plus 2

Van – 8 seater – 3.5 tons, hourly Flat Rate driver plus 7

Truck with tail gate and

Van – 6 seater – cargo box, 3.5 tons driver plus 5

Truck with tail gate and

Van – 6 seater – driver plus 5 cargo box, 7.5 tons with sliding sun roof

Van – 12 seater – driver plus 11

Van – 16 seater – driver plus 15

Bus – 22 seater – driver plus 21

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c) Subcontractor for Buses/Bus Drivers If the Contractor does not own its own buses, the Contractor must include a copy of a valid contract with a large bus company (ownership of a minimum of 10 each 50 passenger buses), ensuring the availability of a minimum of 15 each 16-19 passenger vans at any given times. This contract shall have a validity of a minimum of 12 months beyond the due date of the proposal for this solicitation. A copy of the contract must be provided together with all other documents required at the time the proposal is due.

d) Replacement/Servicing

The Contractor shall provide a replacement vehicle equivalent to the type that requires replacement, due to accident, breakdown, or any other reason, within four (4) hours of notice by the driver or by the COR.

5. OVERNIGHT AND MEAL EXPENSES

Overnight lodging expenses and all meal expenses (not more than two meals per day) shall be included in the daily vehicle rate.

6. COMMUNICATION EQUIPMENT

The Contractor shall provide two-way communication equipment (such as radios, cellular phones, or pagers; not vehicle phones) which shall be required to be carried by the driver at all times during their working shift at no extra cost to the United States Government.

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7. DISPATCH POINTS

a) Specific VIP Events / Other Events

Dispatch points for specific VIP events and all other events will be provided to the

Contractor at the start of each event.

b) Level of Service During ongoing services, vehicles/drivers should be able to report to duty as specified by the Authorized Service Requestors. Usually these times are 15 minutes prior for regular passenger pick-ups and 60 minutes prior of the scheduled arrival of the passenger for airport pick-ups.

8. PERSONNEL / STANDARDS OF CONDUCT

a) The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as required. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the

United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

b) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

c) The Contractor shall not allow its employees, while on duty, to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

d) Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct;

unethical or improper use of official authority or credentials; security violations; and organizing or participating in gambling in any form.

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e) All employees must be in good general health without physical disabilities that would interfere with the acceptable performance of their duties. All employees shall be free from communicable disease. They shall possess binocular vision, correctable to 20/30

(Snellen) and shall not be colorblind. They shall be capable of hearing ordinary conversation. The Contractor shall provide a qualified work force capable of providing the services specified in this contract.

f) The Contractor shall ensure that all personnel assigned to this contract possess the skills and experience necessary for accomplishing their individual tasks.

g) The Contractor shall provide qualified drivers for each vehicle specified in this contract.

Drivers employed to perform services shall be experienced and competent in the performance of such services, and shall possess the appropriate license and insurance.

Without additional cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the prosecution of work under this contract. The

Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the Contracting

Officer with its proposal. Application, justification, fees, and certifications for any licenses required by the host government are entirely the responsibility of the Contractor.

As part of the initial proposal, the Contractor shall submit and include in the proposal a written guaranty that the Contractor can provide up to 200 licensed drivers and vehicles and up to 8 dispatchers at any given point. Contactors should provide proof of past large events and past performances, including list of past drivers and dispatchers.

Contractors should include in their proposals the maximum number of drivers the company can provide for a single event.

Additionally, the Contractor shall submit a list with the name of all drivers and all bus drivers along with all a copy of passport or ID for each driver.

h) The Contractor shall provide the Government all information required for drivers with any security clearance, accreditation, vehicle access, and licenses required to provide services under this contract. The Government may run background checks on all proposed Contractor employees. The Government reserves the right to deny access to

U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this contract.

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i) Standards

Each driver shall meet minimum standards including:

1. Language Skills Have a basic level of English or German language skills.

2. Business Attire

All drivers shall wear a suit and tie (business attire), accreditation and nametags at all times.

3. Local Knowledge All drivers shall be familiar with the duty locations so as to know alternate routes should primary route be impassable or otherwise not the best alternative at any given time.

4. License Possess a valid driver’s license for sedans and passenger vans/shuttles, and a large passenger transport license for coaches. In addition, all drivers provided by the

Contractor have to have a special passenger transportation permit in accordance with local law. In case this is not feasible for some drivers, it is the Contractor’s responsibility to acquire a waiver from the local authority. This waiver would have to be presented to the USG prior to any service.

j) Accreditation for VIP Events

If the event organizer requires drivers and vehicles to be registered and badged before the start of the event, the Contractor shall ensure all permissions are received before the first shift of the drivers start at no additional cost to the USG.

k) Training The Contractor shall provide training for all drivers in areas such as operating procedures and communication equipment/systems. (e.g. fixed or mobile GPS systems).

l) Cancellation of Vehicle Requirements The Government may cancel vehicle/driver orders in part or in full up to 2 days (48 hours) prior to the start date of a particular event without any cost to the United States

Government. For a cancellation of vehicle and driver requirements less than 2 days (48 hours) prior to an event, the Contractor is entitled to full compensation for vehicle and driver costs.

m) Dispatcher

Upon request, the Contractor shall provide dispatchers for direct movements of drivers and vehicles commensurate to the size of the delegation. Dispatchers should speak fluent

English and be available to staff for a 24 hour operation, if necessary. During specific

VIP events, the Contractor will be required to provide their own on-site space for drivers and dispatchers to work and wait.

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n) Working Hours / Overtime (OT)

A minimum of 8 hrs. should be regular working hours, before OT will occur.

Time to/from start/end locations should be included in the daily vehicle rate.

8.1 PERSONAL INJURY, PROPERTY LOSS OR DAMAGE (LIABILITY)

The Contractor hereby assumes absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of the services under this contract. The Contractor's assumption of absolute liability is independent of any insurance policies.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

a) any property of the Contractor,

b) its officers,

c) agents,

d) servants,

e) employees, or

f) any other person, arising from and incident to the Contractor's performance of this contract.

The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

8.2 INSURANCE

a) The Contractor, at its own expense,…