2_Atch 1_SOW_15 Apr 22.pdf

Attachment 1 to PO No. FA520922PXXX RFQ No. FA520922QS006

STATEMENT OF WORK (SOW)

FOR

LEASE OF VEHICLE(S) WITH MAINTENANCE

753 SOAMXS AND 21 SOS, AT YOKOTA AIR BASE

YOKOTA AB, JAPAN

15 Apr 2022

STATEMENT OF WORK (SOW)

FOR

LEASE OF VEHICLE(S) WITH MAINTENANCE

753 SOAMXS AND 21 SOS, AT YOKOTA AIR BASE

1. DESCRIPTION OF SERVICES. The Contractor shall provide all personnel, equipment, tools, materials, management supervision, quality control and labor necessary to provide lease vehicle(s) with maintenance to 753 SOAMXS and 21 SOS, Yokota Air Base, as defined in this SOW, in accordance with commercial practice and Japanese law. The Contractor shall provide lease vehicle(s) that meet the specifications identified at the end of the SOW.

2. LEASE VEHICLE REQUIREMENT.

2.1. The Contractor shall lease vehicle(s) to 753 SOAMXS and 21 SOS’s use (Yokota AB, Fussa-shi, Tokyo). The leased vehicle(s) be the Government’s official vehicle(s) by attaching Japanese number license plate. The contractor shall provide licensing and registration with a legal Japanese license plate. The vehicle shall be manufactured in compliance with the Road Trucking Vehicle Law (Doro Unso Sharyou Hou), Government of Japan (GOJ). The title of the vehicle remains with the Contractor. Japanese insurance and registration at the local land transportation office shall be taken care by the Contractor and associated fee shall be included in the leasing price. The Contractor shall deliver the vehicle to the place specified in the contract.

The performance period starts on the day specified in the contract. The contractor shall pick up the vehicle at the same place where they were delivered after completion of the lease period.

2.2. JAPANESE INSURANCE COVERAGE AND REGISTRATION. Following minimum insurance coverage including exclusion of liability compensation fees (免責補償制度) is required for leased vehicle(s) with drivers of all ages:

a. Compulsory insurance (Jibaiseki Hoken in Japanese) known as JCI.

b. Voluntary insurances (Nin-i Hoken) for death or bodily injury with minimum amount of

Y30,000,000 per person.

c. Voluntary insurances for property damage with minimum amount of ¥3,000,000 per accident.

d. There should be no age limitation for the driver.

e. There should be no indemnification (Menseki in Japanese).

f. Insurance should cover the towing service in case of accident and substituting car during inoperability due to accident.

g. Automobile physical damage insurance (Sharyo Hoken in Japanese)

2.3. Condition of Leased Vehicle. Vehicle furnished under this contract shall be of good quality and in safe operating condition, and shall comply with the Road Trucking Vehicle Law (Doro Unso Sharyou Hou), Government of Japan (GOJ) applicable to the lease vehicle(s). The Government shall accept or reject the vehicle promptly after receipt. If the Contracting Officer determines that any vehicle furnished is not in compliance with this contract, the Contracting Officer shall promptly inform the Contractor in writing. If the Contractor fails to replace the vehicle or correct the defects as required by the Contracting Officer, the Government may --

(a) By contract or otherwise, correct the defect or arrange for the lease of a similar vehicle and shall charge or set off against the Contractor any excess costs occasioned thereby; or

(b) Terminate the contract under para (m), Termination for Cause of this contract.

2.4. Delivery/Pick UP. The Contractor shall deliver the vehicle(s) with a full tank of gas to the Government. After the vehicle(s) have been delivered, the Contractor shall no longer provide fuel.

The Contractor shall pick up the vehicle(s) at the same place where they were delivered after completion of the leasing period. All vehicle(s) shall be returned with a full tank of gas by the Government when retrieved by the Contractor upon completion of the leasing period. The Contractor shall not claim a charge for a full tank of fuel. If any vehicle is less than full, the Contractor shall notify the Government at the time of pick-up. Once the Government is notified, they will fill the tank.

2.5. Joint Inspection. The Contractor and Government will conduct a joint inspection of all vehicle(s) at the time of delivery to ensure the vehicle(s) meet the requirements of this SOW and to ensure that all dents, scratches or other damages are documented. A joint inspection will also be conducted when the vehicle(s) are picked up by the Contractor for return, in order to document the condition of the vehicle(s).

3. MAINTENANCE. The leased vehicle(s) shall be maintained properly to keep the vehicle(s) in operable conditions anytime during the leasing period. The Contractor shall pick up/return the vehicle from/to the designated locations in the Government installation. The Contractor shall provide loaner/replacement vehicle (Daisha in Japanese) at no cost to the Government at the same time as the leased vehicle is picked up/turned in for maintenance/repair when a vehicle requires maintenance/repair resulting in an absence of the vehicle for more than 2 work days and it is requested by the Government. The loaner vehicle shall be a similar type as the leased vehicle. The maintenance cost shall be included in the monthly leasing price. No separate payment incurred for maintenance shall be made to the Contractor. Vehicle shall be maintained periodically as stated in below sub- paragraphs. The Contractor shall repair any defects and damages caused by normal fair wear and tear, and replace items which include but are not limited to consumed oils, parts, batteries, and components identified in the periodical inspection or an on-call repair request at no cost to the Government.

3.1. Preventive Maintenance. The Contractor shall inspect the leased vehicle at least every 6 months at the Contractor designated maintenance shop or dealer. The contents of the maintenance should meet the “Compulsory Inspection” in accordance with the Article 48 of Road Trucking Vehicle Law, and the supplemental regulations of GOJ. When annual inspection and 6-month inspection take place at the same time, annual inspection serves the 6-month inspection as well.

Upon completion of each periodic maintenance/inspection, the Contractor shall prepare and submit a written report to the Government within three (3) business days.

The report shall include the date and time of the maintenance/inspection, description of the vehicles and its location, description of repairs, and the name of the personnel performing the maintenance/inspection. The Contractor shall repair any defects caused by normal fair wear and tear, and replace consumed oils, parts, and components identified in the periodical inspection at no cost to the Government. This includes, but is not limited to, tires and batteries. The Contractor shall notify the Government for inspection schedule at least two (2) weeks in advance.

3.2. On-Call Repair. The Contractor shall repair any defects and damages caused by normal fair wear and tear at no cost to the Government within (5) working days. This includes, but is not limited to the replacement of un-repairable tires. The Contractor shall prepare and submit a written report in the same way as described in the preventive maintenance section above. The Contractor shall be responsible for retrieving or repairing the leased vehicle. The Contractor shall provide loaner/replacement vehicles in the same way as described in maintenance section above.

3.3. Damage and Accident. The Government reserves the right to repair any damages on the leased vehicle caused by negligence or fault of the Government at no cost to the Contractor at repair facilities and towing services authorized by the Contractor.

In case of an accident where the cost of repair is less than the cost of replacing the vehicle and requires the repair of the leased vehicle, the Government representative shall notify the Contractor and Contracting Officer of the accident. The Government selects repair facilities authorized by the Contractor for repair. The Contractor agrees to accept the repairs completed by authorized repair facilities, and release any demand or claim from the Government on all repairs made when the leased vehicle is returned to the Contractor, upon expiration of the contract.

In case of need for towing service contact, the Government shall contact 24-hour support towing services provided by contractor when the Government is not capable of towing the damaged leased vehicle to recover in the operation area.

In case of an accident where the cost of repair is greater than the cost of replacing the damaged vehicle, the Government may terminate the contract for the convenience of the Government. Compensation for the value of the damaged vehicle will be paid to the contractor for the purchase price of the vehicle less the depreciated value during the lapsed contract period, via a supplemental/mutual agreement of both parties.

4. GENERAL INFORMATION.

4.1. Quality Control. The contractor shall develop and maintain a quality program to ensure the lease vehicle with maintenance is provided in accordance with this SOW and commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective vehicle lease.

4.2. Contract Manager. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates who shall act for the Contractor when the manager is absent, shall be designated and informed to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

4.3. Contractor Employees. Contractor personnel shall be easily recognizable as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the contractor’s company name and the employee’s name.

4.4. Third Country Nationals (TCN). The Security Forces on each base control entry to the base.

Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

4.4. Security Requirements. The Contractor shall ensure each employee obtains all the required passes and identification items for access to U.S. Government’s installations, for delivery/pick-up.

These items are issued by the Security Forces Pass and Registration Section. The Contractor and employees shall return passes and identification cards to Security Forces within approved time.

4.5. Vehicle Registration, License and Insurance. The U.S. Government will issue all required Site Passes to Contractor personnel. The Contractor shall bear the expenses for all documents required on their behalf to procure military Site Passes. Vehicle insurance certificates are required to obtain Site Passes and shall cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property

Damage - ¥3,000,000 per occurrence. The prime Contractor shall be responsible for all passes issued to his/her own or subcontractor employees under this contract. The Contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.