23-APEX-IRT XX CE Kilohana Purchase Description.docx

PURCHASE DESCRIPTION

RENTAL CE HEAVY EQUIPMENT

23-APEX-IRT XX FY23 CIVIL ENGINEERING MISSION CAMP KILOHANA

1. BACKGROUND INFORMATION. The Air National Guard (ANG) A3 has a requirement for rental equipment for the Air National Guard (ANG) Individual Readiness Training APEX (IRT) project at Camp Kilohana Saddle Rd Hilo HI 96720. These vehicles are required to unload construction materials, perform site work, construct foundations, transport passengers, and haul materials/tools. It will also accomplish mission essential training for 600+ personnel.

2. RENTAL REQUIREMENTS

NOTE: The Government does reserve the option to vary quantities by+/- 30% due to operational requirements and to make multiple awards to meet said requirements.

LIST A: EQUIPMENT RENTAL

DELIVERY/RETURN LOCATION

Camp Kilohana Saddle Rd Hilo HI 96720

Ford E350

Camp Kilohana Saddle Rd Hilo HI 96720

· 4x4 Toyota Rav 4

Camp Kilohana Saddle Rd Hilo HI 96720

· 4x4

· 6 passenger Ford F 250

Camp Kilohana Saddle Rd Hilo HI 96720

· Lift gate Isuzu NPR HD

Camp Kilohana Saddle Rd Hilo HI 96720

· 90+ hp

· Tracked

· Bucket

· Forks John Deere 333 G

Camp Kilohana Saddle Rd Hilo HI 96720

· 500 lb capacity

· All terrain Genie Z40

Camp Kilohana Saddle Rd Hilo HI 96720

· 10’ digging depth

· 8,000 lbs

· 12’ Bucket

· 18” bucket John Deere 35G

Camp Kilohana Saddle Rd Hilo HI 96720

· Secondary containment

· 12V transfer pump Better Built model #29214988

· 100 hp

· 4x4

· 24” bucket John Deere 310

3.0. SCOPE

3.1 Equipment: The Contractor shall ensure rental equipment is delivered with all necessary original equipment parts in accordance with (IAW) the operator’s manual and have a full tank of fuel. All parts must be fully functional IAW the operator’s manual.

3.2. Quantity: The Government reserves the right to vary quantities by +/- 30% due to operational requirements. The Government also reserves the right to increase or decrease the Period of Performance (POP) dates due to mission requirements. In the event changes occur, the Contracting Officer (KO) will notify the Contractor within 24 hours to make adjustments accordingly. The Government shall not be charged for decreasing quantities or POPs due to mission changes. Any changes shall be prorated at the calculated daily amount to adjust for increasing or decreasing requirements.

3.3. Contractor’s Representatives and Supervisors: The Contractor shall have a company representative on call to respond to maintenance requests with full telephone coverage and authority to make decisions on behalf of the company on a 24-hour basis. The time for a required maintenance call starts when the Government calls the company representative. The Contractor shall have functioning voicemail. Lack of receiving capabilities by the Contractor does not relieve the Contractor of liability for the required service call timeframe to repair or replace equipment.

3.4. Delivery Instructions: All rental equipment shall be delivered and set up shall be complete, with equipment ready for use. All rental vehicles and equipment shall have a full tank of fuel upon initial delivery.

3.4.1 All Construction Equipment (List A): Equipment/Vehicles shall be delivered by 10:00 AM local time on 24 May 2023, to Camp Kilohana Saddle Rd Hilo HI 96720.

3.4.2 Recovery of Rental Equipment: The Contractor shall coordinate with the Contracting Officer’s Representative (COR) for recovery of the rental equipment at the end of the POP. The Contractor shall remove all rental equipment within 48-hours after the POP. Should equipment remain in place beyond 48-hours, the Government is not liable for usage, theft, loss, damage, or replacement costs due to the Contractor's negligence to take possession of owned items. If for any reason the Contractor is unable to pick-up equipment, notify the KO in writing 24-hours prior to scheduled pick-up date.

3.4.3. All Construction Equipment (List A): Equipment/Vehicles shall be recovered at time and date coordinated by the COR at Camp Kilohana Saddle Rd Hilo HI 96720.

3.4.4. The Government will return the rental vehicles and equipment with any unused fuel and is not responsible for refueling nor paying any fees/cost associated with refueling of equipment at the end of the Period of Performance (POP) for each location.

3.5. Rental Maintenance/Repairs/Replacements: The Contractor shall be available by phone to provide 24-hour repair and/or replacement services for the leased equipment, including all weekends and holidays, at the Contractor’s expense. The Contractor shall within 24-hours repair or replace the equipment. All repairs and replacement costs are included in the price. All backup units utilized in the event of primary failure shall be at no additional cost to the Government.

3.6. Pre-Inspection Requirements: The Contractor shall coordinate with the COR to assure all delivery confirmations prior to arrival. At time of delivery, the Contractor shall complete a joint pre-inspection with the COR verifying that items delivered are in the correct location and are operational in accordance with the contract requirements. Contractor must be present until these joint inspections are complete.

3.7. Post-Inspections Requirements: The Contractor shall complete a joint post-inspection with the COR verifying that items have been returned in as-delivered condition with only normal wear and tear. The Government will not be responsible for returning the equipment with full fuel tanks or paying to refuel the vehicles at the end of the POP.

3.8. Inspection Sheets: All pre- and post-inspection/acceptance sheets must be provided to the KO and COR after joint completion by the COR and Contractor. Inspection sheets must be signed and dated. Both parties’ names must be printed legibly and signed. Pre & Post-Inspection Sheets shall be hard copies only and not by Portable Electronic Device or Portable Handheld Device. The COR is not authorized to sign any electronic device that the vendor uses.

3.9. Post Award Conference / Periodic Progress Meetings. The Contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contactor’s performance. At these meetings, the Contacting Officer (KO) will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

4.0. TERMS.

4.1. Price: Price shall include delivery, pickup and operation of related equipment as applicable on the last POP day. Price information will be submitted with the offer as follows:

· CLIN 0001: Equipment Rental (List A).

Any offers submitted without the above information are subject to denial due to not meeting the requirements of the rotational unit.

4.2. Claims. If a claim is submitted by the Contractor, it will require the joint inspection pre-and post-inspection/acceptance sheets to accompany the claim form. Both must be provided to the KO at the time of claim submission. The pre-and post-inspection/acceptance sheets must only be signed by the authorized receiving representative that is indicated in the contract. Inspection/acceptance sheets must be signed and dated. Both parties’ names must be printed legible and signed.

If a claim is submitted without the pre-and post-inspection/acceptance sheets, the claim is subject to be denied. The Contractor must submit their claim invoice in the following format:

CLAIM FORMAT

5.0. CONTRACTING OFFICER'S REPRESENTATIVE AND THEIR AUTHORITY

5.1. The KO may designate individual(s) to act as the COR under this contract. The COR staff will represent the KO in the administration of the contract but will not be authorized to change any of the terms and conditions of the contract.

5.2. No oral statements of any person, whosoever will in any manner or degree modify or otherwise affect the terms of this contract. The KO shall be the only person authorized to approve changes in any of the requirements under this contract, notwithstanding any provisions contained elsewhere in this contract, and said authority shall remain solely with the KO.