Attach 1 - Passenger Vehicle Lease PWS_26MAR25.pdf

13th AIR TASK FORCE

Commercial Vehicle Lease

Performance Work Statement (PWS) 26 March 2025

1. SCOPE OF CONTRACT

1.1The Contractor shall provide all personnel, equipment, tools, materials, management, supervision, quality control, and labor necessary to provide rental vehicles to United States Government (USG) personnel at Joint Base Elmendorf-Richardson (JBER), in accordance with commercial practice and U.S. laws. The Contractor shall provide the requested number of rental vehicles that meet the specifications identified in Para 2 from 2 May 2025 through 10 May 2025.

1.2. The vehicle required under this contract shall be authorized in accordance with AFI 24-302, Vehicle Management and be listed in the Federal Vehicle Standards.

1.3. Upon contract completion, the Government and Contractor will make arrangements for the pick-up the leased vehicles.

2. VEHICLE REQUIREMENTS

2.1. General Specifications: All vehicles leased under this contract shall conform to the requirements listed below:

1) Conform to manufacturer specifications.

2) Meet Federal, State, and Municipal laws, codes, and regulations

3) Are properly licensed and registered; registration should not expire during rental period.

4) Are no more than 5 years old and less than 150,000 miles. (See Note: 1).

5) No modified suspensions such as non-factory suspension lifts.

6) Fuel tank full and all fluid levels properly serviced.

7) Door locks functional.

8) Fully cleaned exterior, interior, and trunk.

9) Upholstery in good repair.

10) Exterior with minimal scratches and dents. (See Note: 2).

11) No cracked or missing glass.

12) Seat belts all present and serviceable.

13) All lights, blinkers, and horn operational.

14) Serviceable windshield wipers.

15) Windshield washer fluid spray operational.

16) Brakes and emergency brakes operational.

17) All mirrors present, secure, and without cracks.

18) All window cranks and power windows operational.

19) Serviceable spare tire, jack, and lug wrench in vehicle.

20) Functional instrument and gauges.

21) Functional and serviceable heater.

22) Functional and serviceable air conditioner.

23) All-weather tires in good repair and properly serviced.

24) Good running condition. (See Note: 3).

25) Vehicles must come with two (2) sets of keys.

Note: 1. Local Fleet Manager may exempt this requirement on select vehicles based on overall vehicle condition and availability.

Note: 2. Exterior of vehicle will not have excessive damage. Dents must be less than (3) three inches in diameter.

Note: 3. Good running condition includes but not limited to; No ABS, Airbag, Traction Control or Check Engine Light indicators. Local Fleet Management reserves the right to reject any vehicle they deem unserviceable even if the vehicle meets the requirements listed above.

2.2. Specific Requirements: The contractor shall provide the following vehicles to the specified locations:

1. Sedans (13):

o Passenger vehicle able to seat four (4) passengers, including the driver, as well as one (1) luggage bag per person.

o Unlimited Miles.

2. Minivans (13):

o Passenger vehicle able to seat seven (7) passengers, including the driver, as well as one (1) luggage bag per person.

o Unlimited Miles.

3. Either Sedans or Minivans (13 - Contractor's Choice): Same specifications as above.

3. DELIVERY SPECIFICATIONS

3.1. The vendor must provide a detailed plan for delivery of the vehicles to Joint Base Elmendorf-Richardson, AK.

4. INSTALLATION OF SPECIAL EQUIPMENT OR MARKINGS

4.1. The Government may install additional specialized equipment (i.e., communication equipment, light kits) required by the using activity.

4.2. The Government may place non-permanent markings or decals, identifying the using activity, on each side, and or on the front and rear bumpers, of any motor vehicle leased under this contract. The Government shall use markings or decals that are removable without damage to the vehicle.

4.3. The Contractor may use placards for temporary identification of vehicles except that the placards may not contain any reference to the Contract that may be construed as advertising or endorsement by the Government of the Contractor.

4.4. Installation and removal of special equipment and/or markings/decals shall be at the Government’s expense.

4.5. The Government is responsible for any damages incurred due to the installation of additional government equipment in/on the vehicle.

5. INSURANCE COVERAGE

5.1. The Government is self-insured.

6. SCHEDULED MAINTENANCE

6.1. The Contractor shall provide all scheduled maintenance on vehicles leased under this contract to include the preventative maintenance such as (tire rotations, wheel balancing etc.) as well as the lighting and warning system. The cost for all maintenance shall be included in the unit prices in solicitation. Maintenance services shall be performed at facilities located no farther than 20 miles outside the location of the vehicle at the time of notification of service (JBER, AK). The Contractor shall provide a list of approved maintenance/repair facilities to the Government within ten (10) working days of contract award.

7. UNSCHEDULED MAINTENANCE

7.1. The Government is responsible for all incidental (non-accident) damages while the vehicle is within their possession.

7.2. The Contractor shall repair any defects on the leased vehicle caused by vehicle malfunction(s) at no additional cost to the Government, within five (5) working days of notification. The Contractor shall prepare and submit a written report in the same way as described in the scheduled maintenance section 5.3.

7.3. The Contractor is responsible for all towing and towing cost to/from the maintenance facility if the leased vehicle is inoperable due to mechanical malfunctions/failure. The Contractor shall provide an after-hours contact phone number in case of emergencies.

7.3.1. If vehicle maintenance is to take longer than two days, a replacement vehicle shall be provided for government use in the interim time.

8. ACCIDENT DAMAGES

8.1. 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.

8.1.2. The Government shall obtain repair cost from at least three (3) repair facilities approved by the Contractor. The Government will only select repair facilities authorized by the contractor to make the repairs. The Contractor agrees to accept repairs made by an authorized repair facility as complete and agrees to 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. The Contractor shall provide to the Government an invoice of all parts, costs and labor hours required to complete repairs on the damaged vehicle.

8.1.3. In case of need for towing service, the Government shall contact 24-hour support towing services provided by the Contractor. When the vehicle is located in a controlled area on the base, the Government shall tow the vehicle to the nearest accessible area for pickup by the vendor.

8.1.4. 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.

9. GOVERNMENT FURNISHED MATERIALS/TOOLS

9.1. The Government shall provide standard operator care, limited operator maintenance (check fluids, lights) and interior/exterior cleaning of the vehicle.

9.2. The Government shall furnish fuel for the normal daily operations of the vehicle.

10. QUALITY CONTROL

10.1. The Government shall employ quality control program/procedures to identify, prevent and ensure non-recurrence of defective services. Through implementation of the Government’s quality control program/procedures, the Government shall receive quality services meeting the requirements of this contract.

11. QUALITY ASSURANCE

11.1. The Government will ensure that the Contractor's performance meets the requirements of this PWS through a thorough inspection of the vehicles upon delivery, and by addressing any issues reported by users during the rental period.

11.1.1. Inspection at Delivery: The Government will conduct a comprehensive inspection of each vehicle upon delivery to verify that it meets the acceptance criteria outlined in Section 9. Any discrepancies or deficiencies must be reported to the Contractor immediately.

11.1.2. User Reporting: Users of the rental vehicles are responsible for reporting any operational issues, safety concerns, or other problems to the Contractor. The Contractor is responsible for responding to and resolving reported issues in a timely manner.

11.1.3. Documentation: The Government will maintain records of vehicle inspections upon delivery. The Contractor will maintain records of all reported issues and their resolutions.

12. GOVERNMENT REMEDIES

12.1. The Contracting Officer shall follow FAR 52.212-4., Contract Terms and Conditions- Commercial Products and Commercial Services (Nov 2023), for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

13. SECURITY REQUIREMENTS

13.1. The Contractor’s employees shall conform to all base regulations and directives pertaining to security, traffic and fire while on this installation.

13.2. The Contractor shall be responsible for the actions of any subcontractors and contractor employees.

14. BASE PASSES

14.1. Should the Contractor and/or subcontractors need a base identification card or vehicle pass;

each employee must have possession of his/her pass at all times while working on this contract.

Contract employees will not enter any restricted areas. No security clearance is required, but the Contractor shall provide, on company letterhead, the names of each employee with the following information: Social Security Number, date of birth, vehicle tag number, and home address not later than five (5) business days prior if access is needed to the installation. The Contractor shall be responsible for the return of passes issued to employees who separate from the contract before the expiration date of each contract period including any extensions to the contract. Lost or stolen passes shall be reported immediately to the Contracting Officer with a written follow up to the Contracting Officer within seventy-two (72) hours.

15. HOURS OF OPERATION

15.1. The Contractor shall provide the Government with a local or toll free phone number.

15.2. During normal duty hours: 0700 - 1700 hours Monday - Friday, the Contractor shall provide a cell phone and/or pager number, in addition to providing an emergency number for after normal duty hours. This information shall be given to the Contracting Officer and the customer within ten (10) working days of contract award.

15.3. Services call system: The Government requires that the Contractor submit a plan to accomplish service calls and requests. This plan shall be included in the Contractor’s quality control plan.

16. APPLICABLE PUBLICATIONS AND FORMS

16.1. The Contractor will provide factory operator manuals.

17. GENERAL INFORMATION

17.1. The Government will, at its own expense, provide all gas, washing, parking, storage, and tolls for automobiles leased hereunder. The Contractor shall, at its own expense, provide all other maintenance services not specified in this paragraph at any authorized contractor approved facility.

17.3. The Government will pay all fines on the vehicle or on the use of operation thereof (excluding only net income or gross receipts taxes payable on or measured by rentals paid hereunder and registration and license fees), and shall indemnify and hold the Contractor harmless from and against any and all such fines, assessments, fees, charges, and all expenses, penalties, and forfeitures incurred in connection therewith.

17.4. The Government will not have or acquire any right, title, or interest in, or to, any automobile included in this lease except the right to use and operate it as provided in this contract.

17.5. State, Local, Personal Property Taxes; Emission, Inspections, State, Safety Inspections and vehicle registration fees (State Tags) are the responsibility of the Contractor.