25QE040_ATTACH1_PWS.pdf

LEASE OF COMMERCIAL VEHICLES

DODEA PACIFIC EAST DISTRICT – MAINLAND JAPAN

1.0 Agency: The Department of Defense Education Activity (DoDEA) is a Federally operated school system, responsible for planning, directing, coordinating, and managing pre-kindergarten through 12th grade educational programs on behalf of the Department of

Defense (DOD). DoDEA is globally positioned, operating 160 accredited schools in 8 districts located in 11 countries, 7 states, to include the territories of Guam, and Puerto Rico.

DoDEA employs approximately 11,828 employees who serve more than 66,943 children of active- duty military and DOD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

1.1 Background: The purpose of this contract is to provide administrative and logistical vehicle transportation services in support of DoDEA Pacific-East’s (Japan) educational mission. This service must adhere to Government of Japan (GOJ) and US Forces-Japan

(USFJ) motor vehicle laws and regulations.

1.2 Scope of Work: The contractor shall provide all personnel, materials, supervision and other items and other items and services necessary to provide required lease vehicles, routine maintenance services, emergency repairs and services as defined within this Performance

Work Statement (PWS). The contractor shall ensure vehicles and services provided meet all applicable Government of Japan (GOJ) and US Forces-Japan (USFJ) motor vehicle laws and regulatory guidance for the life of the contract.

2.0 REQUIREMENT OBJECTIVES

2.1 Objective 1. Leased Administrative and Logistical Support Vehicles Standards.

The Contractor shall provide the required administrative and logistical support vehicles as outlined in Table 1 below to specific delivery locations identified in

Technical Exhibit 1 – Vehicle Quantity and Delivery Locations. Coordination and procedure for drop-off and pick-up of vehicles shall be addressed at the post-award conference. All vehicles must be compliant with applicable GOJ and USFJ motor vehicle safety regulations and the manufacturer’s safety standards.

The Contract must deliver the vehicles by 15 August 2025.

TABLE 1: Contract Lease Vehicles

Vehicle

Description No. of Vehicles Leasing Term Yearly Quantity

4-passenger Sedan, 2wd 1 12 Months 12

4-passenger Mini-

Van, 2wd 7 12 Months 84

4-passenger Mini-

Van, 4wd 1 12 Months 12

8-passenger Van, 2wd 20 12 Months 240

8-passenger Van, 4wd 1 12 Months 12

Total Required

Vehicles 30 360

2.2 All leased vehicles shall be defect-free, safe, and secure for official personnel and cargo transportation. A leased vehicle is considered acceptable when the following conditions are met:

2.2.1 Vehicle Age: At the time of contract award, the Contractor may provide either newly manufactured vehicles or used vehicles that are three years old from their manufacture date. Each leased vehicle shall not exceed three (3) years of age during an effective lease period.

2.2.1.1 Vehicle Upgrades. The Contactor shall upgrade or replace vehicles to comply with the GOJ motor vehicle safety or environmental laws in the event such laws are enacted during the life of the contact, at no additional cost to the Government.

2.2.2 Manufacture Warranty: Each leased vehicle shall have a valid manufacture warranty through its leasing period. The warranty shall cover the cost of replacements and repairs of any manufacturing defective parts of a vehicle.

2.2.3 Liabilities Insurance: Each vehicle shall be insured under a valid liability insurance policy. The policy shall cover at least $200,000 per person and

$500,000 per occurrence for death or bodily injury; and $20,000 per occurrence for property damage or loss.

2.3 Vehicle Types. The Contractor shall provide vehicles free of any defects that may impair serviceability or detract from the vehicle’s appearance and equipped with the manufacture’s standard accessories and equipment for each vehicle type at the start of the period of performance for this contract.

2.3.1 4-Door Sedan. Shall be of the regular sedan variety and equipped with an automatic transmission; power steering; anti-lock brake system, power door locks, power window, heater/defroster, air conditioning and backup camera or similar device. The seating capacity shall support the safe transport of maximum five (5) passengers, light weight cargo, and luggage.

2.3.2 Minivan (Kei Jidoushya). Equipped with an automatic transmission; power steering; anti-lock brake system, power door locks, power window, heater/defroster and air conditioning, seating capacity for four (4) passengers, lightweight cargo, and supplies.

2.3.3 Passenger Van. Shall be of the standard size variety and equipped with an automatic transmission; power steering; anti-lock brake system, power door locks, power window, heater/defroster and air conditioning (passenger vans shall have separate air conditioning vents and controls for the rear seats), and a backup camera or similar device. The seating capacity shall support the safe transport of eight (8) passengers, light cargo, and luggage.

2.3.4 Other Requirements and Conditions for Lease Vehicles.

2.3.5 Keys: All vehicles supplied under this contract shall be delivered with two (2) sets of standard keys. Remote Entry or electronic keys may be provided as an option in addition to the standard keys. Loss of or damage to the keys (standard or remote/electronic) will be charged to the Government when incident occurred during Government use. Battery replacement for remote entry keys or electronic keys will be provided by the Contractor at no cost to the Government.

2.3.6 All-Wheel Drive / Four-Wheel Drive and Winterization Package. All Vehicles supplied to

Misawa shall be equipped at a minimum with all-wheel drive or 4WD and winterization package.

2.3.7 Tires. The Contractor shall equip all vehicle types with “All Season” tires.

2.3.7.1 The Contractor shall replace defective tires and tires exceeding normal wear and tear at no cost to the Government; Tire thread depth of less than

5/32 inches.

2.3.7.2 Snow Tires: The Contractor annually shall install on all vehicles assigned to Misawa, Japan, “stud less” winter snow tires during the winter months

November through April. During the time that winter tires are installed on the Misawa vehicles, the Contractor shall store the all- season tires at the

Contractor’s facility.

2.3.8 Appearance. The Contractor shall provide vehicles finished in a manufacture’s standard paint which is resistant to weathering and climate extremes. These vehicles shall be uniform colors across the fleet. The color of the vehicles shall be non-heat absorbing, and such that excessive washing is not required to maintain a good appearance.

2.3.9 Window Tinting. Vehicles shall have the manufacture’s standard heat-reflective tinting to shield occupants from direct sunlight. The tinting shall be of a type and applied in accordance with the Government of Japan motor vehicle laws.

2.3.10 License Plates. The Contractor shall provide and install two white (Japanese standard sized) license plates per vehicle, please see Technical Exhibit #2 – DoDEA License Plates.

2.3.10.1 The Contractor shall replace defective and/or worn license plates at no expense to the Government.

2.3.11 No Driver License Restriction. The Contractor shall provide vehicles under this

Contract which do not require a special driver’s license to be legally operated.

2.4 Objective 2. Routine Maintenance Services. All leased vehicles shall be scheduled for routine maintenance to ensure that each leased vehicle is safe for use and in compliance with applicable GOJ and USFJ motor vehicle safety regulations and the manufacturer’s safety standards. The Contractor shall be solely responsible to meet this objective. The Government is not responsible for any costs associated with routine maintenance services listed below.

2.4.1.1 Scheduled Maintenance and Inspection. Not less than twice annually, the

Contractor shall perform all periodic inspections and necessary maintenance on the vehicles to ensure that they are and remain in good and reliable operating condition.

2.4.1.2 Routine maintenance services include oil change, tire rotation, air filter replacement, lubricants and/or fluids fill-up, wiper blades replacement, corrosion control, and other necessary maintaining/preventing services that are aligned with industrial standard practices for each type of leased vehicles. Each vehicle provided or returned to the Government for use under this contract shall have sufficient gas/fuel, at least ¾ of the gas tank, for safety operation. The Contracting Officer’s Representative (COR) will notify the local Student Transportation Office (STO) to coordinate pick-up and drop-off of vehicles.

2.4.1.3 During scheduled routine maintenance, the Contractor shall supply all consumables required to include tires, lubricants, fluids, batteries, wiper blades, filters, and other such consumables as may be specific to the vehicle type.

2.4.1.4 Before returning the vehicle following preventive maintenance, the contractor shall wash the exterior and vacuum the interior.

2.4.1.5 Vehicle Replacement. The Contractor shall provide a replacement vehicle of the same or similar type from the same category/class within

24 hours upon notification in the event a vehicle must be replaced due to maintenance, incident, or accident at no additional cost to the government.

2.4.1.5.1 If the vehicle is temporary, then the temporary vehicle may be supplied with regular Japanese license plates rather than comply with Technical Exhibit #2 – DoDEA License Plates.

The local STO will arrange for Government Installation access for the temporary vehicle supplied under this paragraph.

2.4.1.5.2 The Contractor shall deliver and pick up replacement vehicles at the designated location where the unavailable vehicle(s) is/are based.

2.4.1.5.3 The fuel tank may not be full when returning the replacement vehicle.

2.4.1.6 Replacement of Worn Tires: All-season tires shall be installed for each leased vehicle. The Contractor shall replace defective tires and tires exceeding normal wear and tear. Tire thread depth of less than 5/32 inches.

2.4.1.7 For leased vehicles in the Misawa area, the Contractor shall change all-season tires to “stud less” winter snow tires during the winter months from November through

April for safety operation. Swapping tires shall be performed and stored in the

Contractor’s facility or warehouse.

2.4.1.8 Replacement of Worn License Plates: The Contractor shall replace defective and/or worn license plates.

2.4.1.9 Corrosion Control: Each vehicle shall have rustproofed and/or corrosion-inhibiting measures applied. Vehicles will be inspected for corrosion during scheduled maintenance cycles and defects noted shall be rectified by the

Contractor.

2.4.1.10 Towing and Roadside Assistance. Towing Services for broken-down vehicles due to engine failure, battery issues, or any causes that could be avoided or prevented through timely maintenance and/or inspection shall be the responsibility of the

Contractor. The Contractor shall arrange towing services and replace the broken vehicle with another same-type vehicle for use. The Government will not be responsible for costs associated with towing services under this circumstance.

In the event of vehicle breakdown, incident or accident, the Contractor shall make available roadside assistance and vehicle towing services to the Contractor’s designated facility, at no additional cost to the Government. This service must be available 24 hours, seven days of the week.

2.4.1.11 Fair Wear and Tear: The Government will not be responsible for minor damage that can be attributed to normal/fair wear and tear, nor reimburse the contractor for the costs of these repairs. Repair and maintenance for normal wear and tear from usage, like scuffs, dents, and interior wear, which do not affect the car's value significantly are part of routine maintenance.

Any dispute between the Contractor and COR and/or STO on this matter will be submitted, through the District Transportation Supervisor (DTS), to the Contracting Officer (CO) for a final determination.

2.4.1.12 No Cost to Government for Repair of Defects: All repairs to correct faults covered by warranty or stemming from manufacture’s defects or errors will be made by the Contractor.

2.5 Objective 3. Non-Routine Emergency Repairs and Services. This Objective addresses any repairs or services that are not covered under Objective 2 - Routine Maintenance Services. In the event of accident, loss, or damage resulting from fault, negligence, or wrongful act of the operator

(traffic violations), the Government will be responsible for the actual cost of such accident, loss, or damage.

2.5.1.1 Unscheduled (Corrective) Maintenance. Corrective maintenance shall be performed in accordance with the vehicle warrantee and GoJ motor vehicle laws, regulations, and safety standards.

2.5.1.2 The Government is responsible for repairs that are necessitated because of accidents, which occurred while the Government is operating the vehicle, or due to incidents (e.g., mirror broken while parked), which occurred while the Government has responsibility of the vehicle.

2.5.1.3 Accidents/Incidents/Theft. The Contractor shall perform corrective maintenance and/or repairs as a result of vehicle accidents, incidents, and theft at a fair and reasonable cost to the Government.

2.5.1.4 The Government will notify the Contractor within two (2) business day of an accident and/or theft and will arrange for the repairs of accident damage, including damage sustained to a stolen vehicle during the period prior to recovery.

2.5.1.5 Repair Cost Estimates. The Contractor shall provide the COR and/or STO with a cost estimate in English prior to beginning repair work. The estimate shall list as separate line items: costs for parts, consumables, and labor. The estimate will clearly state how many hours of labor will be required to perform the repair.

2.5.1.5.1 The CO will determine if the repair costs on the estimate are fair and reasonable and provide written concurrence. Repair work shall only begin after approval of the CO. Under no circumstance the

Contractor shall perform any services covered under this Objective without the CO’s approval.

2.5.1.6 Repair cost shall be charged to the appropriate CLIN upon completion of said repair.

2.5.1.7 Traffic Violations: Contractor shall forward all tickets for traffic violations to the COR immediately upon receipt. The Government operator will be responsible for payment of any fines and restitution of any fees resulting from the issued traffic ticket.

3.0 RETURN OF THE VEHICLES

3.1 Upon expiration of the period of performance as specified in the contract, vehicles will be returned to the Contractor at the designated U.S. Government installation

(Locations where the vehicles were initially delivered).

3.2 When a vehicle is scheduled for return on a Government or local holiday, the Contractor shall take possession of the vehicle on the following workday. The order shall reflect only those days within the contract’s period of performance. The Contractor takes responsibility for any additional days the vehicle is not retrieved past the return date specified in the contract and shall not hold the US Government liable for any damages that might occur, nor shall the Government utilize the vehicle, during this timeframe.

3.3 Upon turn in, the Contractor and a Government representative will conduct a joint inspection, identifying all damages, such as, but not limited to, scratches, dents, etc.

The inspection sheet shall be signed and dated by both the Contractor and the

Government representative. Normal ‘fair wear and tear’ will be documented. The

Contractor is responsible for picking up the vehicle.

3.4 The COR and/or STO shall print his grade, organization, and telephone number on the return order document, signs and dates it as acknowledgment that the vehicle was returned to the Contractor. The Contractor shall countersign the document to indicate acceptance of the returned vehicle.

4.0 CONTRACT MANAGEMENT

4.1 Contract Manager. The Contractor shall designate a Contract Manager who is fluent in the English language, both oral and written, and is responsible for the performance of work. The Contractor shall notify the COR in writing of the appointment within five (5) business days of the contract award, and at any such time as the Contract Manager changes.

4.2 Insurance. The Contract shall have and maintain liability insurance coverage on each vehicle throughout the life of the contract.

5.0 DELIVERABLES

5.1 Physical Delivery. The vehicles furnished hereunder shall be delivered for immediate use at the start date of the beginning of the period of performance. Vehicles and furnished accessories shall comply with all GoJ motor vehicle laws and safety standards in effect on the date of manufacture and must be modified or replaced to remain compliant with such new laws as may come into effect during the life of the Contract.

5.2 Local Contact Information. The Contractor shall provide to the COR and/or STO at each of the delivery locations the name and telephone number of local

Contractor personnel who shall be called for scheduled, unscheduled, and emergency work.

5.3 Vehicle Titles. At the time of vehicle delivery, the Contractor shall supply to the COR copies of the vehicle titles (Shakkenshou or equivalent document). These may be supplied electronically. (Although the Contractor maintains the title to and ownership of the vehicles; the shakkenshou is occasionally needed by the COR.)

5.4 Liabilities Insurance: Before the delivery of the leased vehicles, the Contractor shall notify the Contracting Officer in writing that a liability insurance that meets the

Objective 1.c has been obtained. A copy of the policy shall be furnished to the

Government upon availability.

5.5 Manufacturer Warranty: The Contractor shall provide a copy of the comprehensive standard manufacturer warranty to include the engine, transmission, and powertrain coverage for all vehicles provided under this contract.

5.6 Operator Manual: The Contractor shall provide to the Contracting Officer’s

Representative (COR) one copy of an English-Language Owner/Operators and

Maintenance manual for each model vehicle provided under this contract. The manual may be supplied electronically before or on delivery day of the leased vehicle.

5.7 Maintenance Schedule. Within 30 days of the awarding of this contract, and prior to 1

August of each optional year, the Contractor shall provide the COR a maintenance schedule in English. The maintenance schedule shall comply with the vehicle warrantee, Japanese laws and regulations and Japanese safety standards. All preventative maintenance will be scheduled not to conflict with the Government’s operational commitments. Prior to implementation, this schedule must be approved by the COR.

5.8 Maintenance Report. Twice annually, and not later than the 31st of July and January each year, the Contractor shall submit to the COR a report detailing all actual maintenance work performed on each vehicle. This report shall include, but not be limited to, parts, fluids, and consumables replaced, systems inspected, and items projected to be replaced during the next maintenance cycle.

5.9 Contractor Quality Control Plan. Within 30 days of Contract Award, the Contractor shall provide to the COR a Quality Control Plan (QCP) that adequately addresses how the Contractor plans to evaluate and maintain an Acceptable Quality Level

(AQL) for services described in this Contract. (See paragraph 9.0)

5.10 Contractor Quality Control Plan (QCP) Evaluation. The Contractor shall provide to the COR on or before the 31st day of July and January each year the results of the

Contractor’s Internal QCP Evaluation (May be combined with the Biannual

Maintenance Report).

DELIVERABLES

Description Frequency Deliver to Method Contract

Reference

Vehicles Start Date of the beginning of the Period of Performance

Various

Locations Physical Delivery 5.1

Local

Contact

Information

Start Date of the beginning of the Period of Performance COR Electronically 5.2.

Operator's

Manual

Start Date of the beginning of the Period of Performance COR Electronically 5.6

Vehicle

Titles

At the time of vehicle delivery

COR

Physically or electronically 5.7

Maintenance

& Inspection

Schedule

Within 30 days of contract award and prior to 01 August of each option year

COR Electronically 5.8

Maintenance

Report

Within 30 days of contract award and prior to 01 August of each option year

COR Electronically 5.9

Quality

Control Plan

Within 30 days of contract award COR Electronically 5.10

QCP

Evaluation

On or before the 31st day of

July & January of each year COR Electronically 5.11

Vehicle

Replacement When needed

Identified

Location Physical Delivery 2.4.1.5

6.0 QUALITY CONTROL

6.1 Acceptable Quality Levels. Refer to paragraph 8.0, Performance Requirement Summary (PRS).

6.2 Government Surveillance. The Government will use performance based contracting standards to evaluate all items within the performance objective table. This procedure will allow the Government to reduce the scope of Government evaluations as a result of quality Contractor performance, or increased evaluations in cases where the Contractor has performed poorly.

6.3 Defective Performance. The COR will notify the Contractor in writing in case of defective performance. Defective performance properly identified to the Contractor by the COR and then corrected properly and in a timely manner shall not result in a payment deduction, nor result in a Contract Discrepancy Report except as described below.

6.3.1 Non Time-Sensitive Defects. Those defects which do not remove a vehicle from service; or which do not require immediate remediation for the vehicle to be safely operated. Most minor maintenance issues are non-time sensitive. Some examples of non-time sensitive defects are minor corrosion developing, navigation system or radio not functioning, defective window tinting, etc. Contractor repair of vehicles damaged due to US –government driver error is also considered non-time sensitive for the purposes of this Contract, although we would expect such repairs to be made within a reasonable time period. The Contractor shall be provided three working days after notification to correct the defective performance.

6.3.2 Time Sensitive Defects. Defects which prevent a vehicle from being in service, or services not performed for which a specific time frame for those services is dictated by this Contract. All services described in the Performance Objective Table, for instance, are “Time Sensitive.” Failing to correct these defects in a timely manner will result in the COR filing a Contract Discrepancy Report.

6.4 Quality Control Actions by the Contractor.

6.4.1 Contractor Inspections. The Contractor shall develop, maintain, and document an inspection system acceptable to the Government covering the services under this Contract.

6.4.2 Contractor Quality Control Plan (QCP) Evaluation. The Contractor shall provide to the COR on or before the 30th day of June and December each year the results of the Contractor’s Internal QCP Evaluation (May be combined with the Biannual

Maintenance Report).

7.0 GOVERNMENT FURNISHED RESOURCES

7.1 Government Resources are not authorized under this PWS.

8.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Required

Service Standard

Acceptable

Quality

Level

Max

Degree of

Deviation from AQL

Method of

Surveillance Deduction

PWS

Reference

Vehicles delivered and serviceable

1) Proper quantities and types of properly equipped vehicles delivered to locations indicated in the

PWS.

2) Vehicles remain free of defects and serviceable.

100% 0

100%

Monthly inspection and/ or

Validated

Customer

Complaint

Contract

Discrepancy

Report issue per defective or missing vehicle.

2.1

PO-2

Reports

1) The contractor has an up-to-date scheduled maintenance plan IAW this

Contract.

2) The Contractor documented all scheduled and unscheduled maintenance and has submitted a timely report of maintenance performed

IAW this Contract.

100% 0

100%

Biannually inspection and/ or

Validated

Customer

Complaint

Contract

Discrepancy

Report issue per late report

2.4

PO-3

Scheduled

Maintenance

Performance

All scheduled maintenance has been completed IAW this

Contract.

100% 0

100%

Biannually inspection and/ or

Validated

Customer Complaint

Contract

Discrepancy

Report issue.

2.4

9.0 ACRONYMS AND DEFINITIONS

Accidents - Vehicle-related events in which a contractor’s vehicle with official passengers on board is the cause or focus and results in property damage, however slight, or causes injury, however slight, to official passengers.

Contract Discrepancy Report (CDR) DA Form 5479-R - A formal, written documentation used to document unsatisfactory Contractor performance. The CDR requires the Contractor to explain, in writing, why performance is unsatisfactory; how performance shall be returned to satisfactory levels, and how recurrence of the problem shall be prevented in the future. Final ruling/decision shall be made by the Contracting Officer.

Contract Specialist (CS) – A Government employee working with the CO to perform a broad range of administrative duties, including preparation and processing of contractual documents, tracking funding, liaison between Contractor and Government personnel, and provision of accurate and appropriate information to the CO and other contractual parties.

Contracting Officer (CO) – A Government official assigned to the Contracting Office authorized by written warrant to enter into, administer, terminate, and issue delivery orders under contracts.

The CO is the only Government official authorized to obligate funding. The CO is the final decision authority for any performance-based deductions or other adjustments levied on the Contractor for failure to perform.

Contracting Officer’s Representative (COR) - An individual designated IAW subsection

201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Contractor - A commercial activity that provides school transportation services IAW this

Performance Work Statement (PWS).

Contract Manager (CM) - A person who is responsible for contract performance on behalf of the Contractor and shall be designated in writing to the Contracting Officer (KO).

Department of Defense Education Activity (DoDEA) - An agency of the U.S. Department of

Defense responsible for the operation of schools for eligible children of Government authorized personnel.

Incidents - Any events that occur during the operation or non-operation of transportation services that have an adverse effect on either the performance of this contract or official passengers.

Quality Assurance Surveillance Plan (QASP) - A plan used by the Government to inspect and evaluate Contractor- provided services.

Services - The services performed, workmanship, and material furnished or used in the performance of this

Contract.

Student Transportation Office (STO) – An office with employees within DoDEA who possess management over a given area of responsibility for student transportation operations at a specific complex.

TECHNICAL EXHIBIT #1

Vehicle Quantity and Delivery Locations

Location/ Complex Office/ School

Vehicle Types

Sedan

4 Pax

Mini

Van

8 Pax

Van

PAC East DSO

Yokota Air Base

Bldg. #1584 Beigun, Yokota Kichi-nai, Fussa

City, Tokyo 197-0001

DSO 1

DSO ISS 3

DSO FIST 2

DSO FOS 1 1

Iwakuni School Complex

Marine Corps Air Station

(MCAS) Iwakuni

Bldg. #9550, Misumi-cho, Iwakuni-City, Yamaguchi-

Prefecture 740-0025

MC Perry PS

Iwakuni IS

Iwakuni MS

MC Perry HS 1

Iwakuni

STO/FOS

Misawa School Complex

Misawa Air Base

Bldg. #94, 1-chome, Hirahata, Misawa-City, Aomori Prefecture, 033-

*Sollars ES

*Edgren MHS 1

*Misawa

STO/FOS

Sasebo School Complex

Command Fleet Activity

(CFA) Sasebo, Bldg. #5113, Hario

Housing, 4057-27 Egami-cho, Sasebo-City, Nagasaki

Prefecture, 859-3244

Darby ES 1

Sasebo ES

EJ King HS 1

Sasebo STO /

FOS

Yokosuka School Complex

Command Fleet Activity

(CFA) Yokosuka, Bldg.

#774 Ikego Housing, 1 chome-Ikego, Zushi City, Kanagawa Prefecture, 249-

Yokosuka PS

Sullivans ES

Yokosuka MS

Kinnick HS 1

Ikego ES 1

DSO ISS 1

Yokosuka STO 1

Yokota School Complex

Yokota Air Base

Bldg. #1584 Beigun, Yokota Kichi-nai, Fussa

City, Tokyo 197-0001

Yokota West ES 1

Mendel ES 1

Yokota MS 1

Yokota HS 1

Yokota

STO/ISS

Zama School Complex

Camp Zama, Beigun Jutaku #919, Zama

City, Kanagawa Prefecture

228-0027

Arnn ES 1

Zama MHS 1

Zama STO/FOS 1

Naval Air Facility (NAF)

Atsugi Kanagawa Prefecture Lanham ES 1

TOTAL 30 1 8 21

TECHNICAL EXHIBIT #2

DoDEA License Plates

DODEA-Pacific East

012345

FOR OFFICIAL USE ONLY

TECHNICAL EXHIBIT #3

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR LEASED VEHICLES

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is Quality Assurance to ensure contract standards are achieved. This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective stated in the Performance Requirement Summary (PRS), paragraph 8.0.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise that the government desires to maintain a quality standard in the performance of vehicle lease services. The Government plans to use customer complaints and periodic inspections for quality assurance.

The contractor’s quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions.

The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

SURVEILLANCE METHOD: Customer Complaint

STANDARD: As indicated in the PWS

PROCEDURES: Any DoDEA employee or customer that observes unacceptable services, either incomplete or not performed, for any contract requirement shall immediately notify the

COR in writing. If the complaint conforms to the contract requirements, the COR shall inform the customer of the approximate time the unacceptable performance will be corrected and request the customer contact the COR if the service is not corrected. The COR will then forward the complaint to the Contract Manager (CM) via e-mail. The CM shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future performance. The COR will consider customer complaints as resolved unless notified otherwise by the customer. If the CM disagrees with the complaint after investigation of the issue or vehicles concerned and challenges the validity of the complaint, the

CM will notify the COR. The COR will investigate the complaint. If the COR determines the complaint invalid, he will document the findings and notify the customer. If after investigation the COR determines the complaint as valid, the COR will inform the CM, and the contractor shall take immediate corrective action. All corrective action including challenging the complaint must occur promptly such that unless exceptional circumstances exist, resolution occurs less than two hours after verbal notification to the CM. The COR will retain copies of all complaints for the files. Valid recurring customer complaints are unacceptable. If the COR receives a valid repeat complaint on the same service during the same performance period (e.g., year), the COR shall contact the Contracting Officer for appropriate action.

SURVEILLANCE METHOD: Periodic Inspections

STANDARD: As indicated by processes in the PWS.

PROCEDURES: The government COR will periodically inspect tasks covered under the contract to ensure contractor compliance with the appropriate paragraphs and contract sections.

The COR may use a checklist or other form of documentation to record results of the periodic inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the CM of the deficiencies.

The Contractor shall be given two business days after notification to correct the unacceptable performance for services that can be re-performed. The Government may issue a CDR for discrepancies noted as per the terms and conditions of the contract.