20Q00062 SOW.pdf

Attachment 1 to RFQ No. FA520920Q00062

STATEMENT OF WORK (SOW)

FOR

RENTAL VEHICLES WITH MAINTENANCE

FOR

353SOG/DET’1

YOKOTA AB, JAPAN

11 Jun 2020

STATEMENT OF WORK (SOW)

FOR

RENTAL VEHICLES WITH MAINTENANCE FOR 353SOG/DET1’S USE AT YOKOTA

1. DESCRIPTION OF SERVICES. The Contractor shall provide all personnel, equipment, tools, materials, management supervision, quality control and labor necessary to provide rental vehicles with maintenance to Yokota Air Base, for use of 353SOG/Det1, as defined in this SOW, in accordance with commercial practice and Japanese law. The Contractor shall provide rental vehicles that meet the specifications identified in Attachment 1.

2. RENTAL VEHICLE REQUIREMENT.

2.1. The Contractor shall provide rental vehicles to Yokota for 353SOG/DET1’s use (Yokota Air Base, Fussa-shi, Tokyo). See Attachment 1 for the vehicle specifications.

The rental vehicles shall have Japanese rental car number plate, “WA” number plate.

The vehicle shall be manufactured in compliance with the Road Trucking Vehicle Law (Doro Unso Sharyou Hou), the Government of Japan (GOJ). The title of the vehicle remains with the Contractor. Following minimum insurance coverage including exclusion of liability compensation fees (免責補償制度) is required for rental vehicles with drivers of all ages: Vehicle insurance certificates are required to obtain installation 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.

2.2. 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 rental vehicles. 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.

2.3. Delivery/Pick UP. The Contractor shall deliver the vehicles with a full tank of gas to 353SOG/DET1, Yokota. After the vehicles have been delivered, the Contractor shall no longer provide fuel. The Contractor shall pick up the vehicles at the same place where they were delivered after completion of the rental period. All vehicles shall be returned with a full tank of gas by the Government when retrieved by the Contractor upon completion of the rental 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.

2.4. Joint Inspection. The Contractor and Government will conduct a joint inspection of all vehicles at the time of delivery to ensure the vehicles 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 vehicles are picked up by the Contractor for return, in order to document the condition of the vehicles.

3. MAINTENANCE. The rental vehicles shall be maintained properly to keep the vehicle in operational condition throughout the rental period. The contractor shall replace rental vehicles periodically, or the Contractor shall pick up/return the vehicles from/to 353SOG/DET1 at Yokota AB for maintenance. If maintenance is required, the Contractor shall notify the government two (2) days in advance and provide a replacement vehicle until maintenance is completed. When the rental vehicles are replaced, the Contractor shall provide replacement vehicles that meet the specifications identified in Attachment 1. When a vehicle requires maintenance/repair resulting in an absence of the vehicle, the Contractor shall provide loaner/replacement vehicle at no cost to the Government at the same time of the day as the rental vehicle is picked up/turned in for maintenance/repair. The loaner vehicle does not have to be exactly the same model as the vehicle being rented but shall be a similar type. The Contractor shall pick up/return the vehicle/replacement vehicle from/to 353SOG/DET1, Yokota AB. The maintenance cost shall be included in the rental vehicle 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 rental vehicles periodically at the maintenance shop or dealer designated by the Contractor. “Periodic Maintenance” is intended for “Compulsory Inspection” in accordance with the Article 48 of Road Trucking Vehicle Law, and the supplemental regulations of GOJ for rental vehicles.

For regular/small size vehicle: 3-month For large vehicle (Cargo truck, panel van and bus, etc.): 6-month

Upon completion of each periodic maintenance/inspection, the Contractor shall prepare and submit a written report to the Government within two (2) business days.

The report shall include the date and time of the maintenance/inspection, description of the vehicle and its location, description of repairs, and the name of the personnel performing the maintenance/inspection. 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 tires, batteries, and components identified in the periodical inspection.

3.2. On-Call Repair. The Contractor shall repair any defects and damages on the rental vehicles caused by normal fair wear and tear at no cost to the Government within five (5) business days of notification. The Contractor shall prepare and submit a written report in the same way as described in the preventive maintenance for on-call repairs. Contractor shall be responsible for retrieving or repairing the rental vehicles. The Contractor shall provide loaner/replacement vehicle in the same way as described in maintenance section above.

3.3. Emergency and Recovery Services. The Contractor shall provide 24-hour on call road service. If a vehicle breaks down or becomes inoperable on or in route to/from Yokota Air Base; (through no fault or negligence of the U.S. Government) the Contractor shall recover/tow, repair, and, if needed, replace the vehicle at no additional cost to the Government. The Government representative shall notify the Contractor and Contracting Officer of the accident. The Contractor shall respond to the emergency notification for recovery services within two (2) hours. The Contractor shall recover the inoperable vehicle and deliver the replacement vehicle within twenty-four (24) hours of notification.

3.4. Non-Operating Charges.

3.4.1. Non-Operating Charge (Minor Damages). If the vehicle sustains minor damage (i.e. dents, scratches, etc.) that resulted from fault or negligence by the U.S.

Government and the vehicle is returned to the Contractor’s motor pool or the designated location, a Non-Operating Charge for minor damages shall be paid per vehicle via a supplemental/mutual agreement of both parties.

3.4.2. Non-Operating Charge (Non-Minor Damages). If a vehicle is damaged (other than minor damage covered in paragraph 3.4.1 above), which resulted from fault and/or negligence of the U.S. Government and renders the vehicle inoperable, and the vehicle can not be returned to the Contractor’s motor pool or the designated location, the U.S. Government shall pay the Non-Operating Charge for non-minor damages via a supplemental/mutual agreement of both parties.

3.5. Towing Charges. The actual cost of the towing service for inoperable vehicle to the Contractor’s motor pool or the designated location shall be paid by the Government via a supplemental/mutual agreement of both parties, if the damage to the vehicle is fault of the U.S. Government.

4. Contractor Personnel

4.1. 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 in writing 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.

4.2. 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.

4.3. 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.