Attachment 1 - Performance Work Statement.pdf

Performance Work Statement - Car Rental Contract

Non-personal Services:

The contractor shall provide all management, supervision, labor, equipment, materials, tools, supplies, facilities, transportation, licenses and other items necessary to perform the Car Rental Service located at Spangdahlem Air Base, Service shall include drop-off and pick-up of all items to be serviced to Spangdahlem Air Base.

1. DESCRIPTION OF REQUIREMENT

1.1 Scope of Services

The Contractor shall provide all necessary labor, management, and inventory to furnish commercial, non-tactical rental vehicles (NTVs) for official Government business. Vehicles shall be provided as detailed in the approved price list.

1.2 Ordering Mechanism

Vehicles will be provided on an "as-requested" basis. Requests will only be considered valid when placed by the Contracting Officer (CO), a designated Government Purchase Card (GPC) holder, or an explicitly authorized Government representative.

1.3 Period of Performance

The effective period of this agreement and the associated firm-fixed prices is strictly from 15 May 2026 through 14 August 2026.

1.4 Authorized Operator

Vehicles furnished under this agreement shall be operated solely by authorized U.S. Government personnel (military or civilian) and properly credentialed DoW (Department of War) contractors performing official duties.

1.5 Availability and Inventory

The Contractor shall ensure sufficient vehicle inventory is available to meet the Government's requirements during the agreed-upon period, subject to standard commercial availability and reasonable advance notice.

2. DELIVERY

2.1 Coordination and Location

The Contractor shall deliver the rental vehicles to the agreed-upon location at Spangdahlem Air Base.

Delivery times and specific drop-off locations will be coordinated with the designated Government Point of Contact (POC) at the time the order is placed.

2.2 Vehicle Condition

Vehicles shall be delivered in clean condition (interior and exterior), mechanically sound, fully operational, and with a full tank of fuel.

2.3 Joint Inspection

At the time of delivery, the Contractor and the Government POC shall conduct a joint inspection of the vehicle. Both parties must document and agree upon any pre-existing damage (e.g., scratches, dents), starting mileage, and fuel level prior to Government acceptance.

2.4 Delivery Receipt

The Contractor shall provide a delivery receipt/rental agreement to be signed by the Government POC. This receipt MUST include Vehicle Make/Model, License Plate Number, Vehicle Identification Number (VIN), starting mileage, fuel level, and a record of the joint inspection.

2.5 Reservation Expiration

The Government reservation for the rental vehicle expires 24 hours after the scheduled delivery or pick-up time, or 24 hours after notification that the vehicles are ready (whichever is later). Expired reservations shall incur no cancellation fees or costs to the Government.

3. INVOICES AND PAYMENT

3.1 Payment Method

Payment for all services and vehicles rendered under this agreement shall be made exclusively via the U.S.

Government Purchase Card (GPC).

3.2 Invoicing Requirements

The Contractor shall submit a detailed, itemized invoice upon completion of the rental period or on a monthly basis for long-term rentals. Invoices MUST include: Contractor name, date(s) of service, vehicle type(s), rental period, unit price, and total amount due.

3.3 Payment Processing and Acceptance

The GPC will only be charged after successful delivery, inspection, and acceptance of the rental vehicles by the authorized Government Point of Contact. Advance payments are strictly prohibited.

3.4 Tax Exemption

As a U.S. Government entity, this transaction is exempt from Value Added Tax (VAT) and standard local taxes. The Government will provide the necessary VAT-exemption forms upon request.

3.5 Surcharges

The Contractor shall not assess or add any processing fees, merchant fees, or surcharges to the invoice for the use of the Government Purchase Card.

4. PRICE LIST

4.1 Firm-Fixed Pricing

Prices established in the approved Price List are firm-fixed for the entire period of performance (15 May 2026 – 14 August 2026). The Contractor shall not alter these rates during the agreement period.

4.2 All-Inclusive Rates

The unit price for each vehicle type shall be all-inclusive. This rate strictly includes, but is not limited to:

unlimited mileage, routine maintenance, vehicle delivery and pick-up fees to/from Spangdahlem Air Base, and standard required liability insurance.

4.3 Prohibited Surcharges

The Contractor shall not charge the Government any additional hidden fees. This includes a strict prohibition on "under 25" young driver fees for military personnel, fees for additional authorized Government drivers, or administrative processing fees.

4.4 Vehicle Substitutions and Upgrades

If a specific vehicle class requested from the approved price list is unavailable at the time of reservation or delivery, the Contractor shall provide a vehicle from a higher class at the original, lower price of the requested class. The Government will not pay premium rates due to Contractor inventory shortages.

4.5 Fuel Charges

Vehicles must be delivered with a full tank of fuel. The Government is responsible for returning the vehicle with a full tank. If not returned full, the Contractor may charge a refueling fee, which must be clearly stated on the approved Price List and not exceed local average market fuel rates plus a reasonable stated service fee.