Attachment 1 - Statement of Work for USTRANSCOM Courier Vehicle Lease Services.pdf

STATEMENT OF WORK

Courier Vehicles

USTRANSCOM TCJ3-C (DCD-MN)

Royal Air Force (RAF) Mildenhall, Defense Courier Station

25 July 2025

STATEMENT OF WORK (SOW)

1.0. DESCRIPTION OF SERVICE.

The contractor shall provide all equipment, tools, materials, and associated labor necessary to provide vehicle leasing services. The contractor shall perform the services required in this Statement of Work (SOW) in accordance with the terms and conditions under the associated contract. These services shall include the leasing of vehicles, including any necessary modifications, for a term that ensures the cost-effectiveness of said modifications while enabling vehicle replacement on a schedule of every three (3) to five (5) years to ensure the safety and operational readiness of personnel operating in austere environments. Specific lease terms, vehicle requirements, and modification specifications will be provided by the unit Vehicle Control Officer (VCO) or authorized designee and are further detailed in section 2.0. VEHICLE REQUIREMENTS. Lease terms shall comply with all applicable Federal Acquisition Regulations (FAR) and other relevant government regulations.

1.1. LEASE VEHICLE

All vehicles shall have United Kingdom number plates and shall be a model common to the local area (ex: Mercedes Sprinter/Ford Transit and Mercedes Vito/Ford Transit Custom). The title of the vehicle shall remain with the Contractor. The Contractor shall deliver the vehicle to the place specified in the contract. The performance starts on the day specified in the contract. The Contractor shall pick up the vehicle at the same place where they delivered after completion of the lease period.

1.2. REGISTRATION

All vehicles leased under this contract shall be registered to operate in United Kingdom and European Union. The Contractor shall complete all actions necessary to acquire and pay for the tags/road tax/Ministry of Transport (MOT)/ and registration fees.

1.3. CONDITIONED OF LEASED VEHICLE

The vehicle furnished under this contract shall be roadworthy, free from known faults or deficiencies, and compliant with all applicable United Kingdom laws and regulations. Both the vehicle's exterior and interior shall be free of excessive dirt, damage, and rust. The vehicle shall meet the manufacturer's standards for safety and operation. If, upon delivery, the vehicle does not meet these criteria, the United States Government may reject it. If the Contracting Officer determines that any furnished vehicle is non-compliant 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 paragraph (m) Termination for Cause of this contract.

2.0. VEHICLE REQUIREMENTS.

LARGE CARGO VAN NOTE: Manual transmission is acceptable provided it meets both air condition and payload requirements.

2.1. Vehicle Type:

Panel Van

2.1.1. Make/Model:

2.1.2. Mercedes Sprinter

Models: 315/317/319 Trim: VAN L3 H2 PRO/SELECT

2.1.3. Ford Transit

L3/L4 High Roof

2.1.4. Or Equivalent Vehicles.

2.1.5. Configuration:

Drive Side: Right-Hand Drive Market Spec: UK Specifications Drivetrain: Rear-Wheel Drive (RWD)/All-Wheel Drive (AWD) Seating: 2/3-Seater Options Gross Vehicle Weight: 3.5 Tons

2.2. Vehicle Type:

Crew Van

2.2.1 Make/Model:

2.2.2. Mercedes Vito.

Variant: Crew Van PRO Wheelbase: L2 (Medium) Seating: 5-Seater

2.2.3. Ford Transit Custom.

Variant: Crew Van

2.2.4. Or Equivalent Vehicles.

2.2.5. Configuration:

Drive Side: Right-Hand Drive Market Spec: UK Specifications

2.3. Additional Requirements:

2.3.1. Functioning air conditioning and heating systems

2.3.2. Cruise Control/electronic speed control

2.3.3. Automatic transmission

2.3.4. All vehicles shall run on diesel grade fuel

2.3.5. No more than 5,000 miles on the odometer upon receipt

2.3.6. Vehicles shall not exceed one (1) year in age from the time of delivery.

2.3.7. The Government representative, at the time of delivery and inspection, will verify the vehicle's age through the Driver and Vehicle Licensing Agency (DVLA) website:

https://vehicleenquiry.service.gov.uk/.

2.3.8. Equipped with reverse camera incorporated into dash or overhead mirror aftermarket or by manufacture

2.3.9. Built in GPS Navigation System with lifetime map updates OR Apple/Android car play for hands free map navigation, radios for monitoring traffic/weather, and USB/USB-C charging connections

2.3.10. Operable power windows and locks with functioning doors. Standard vehicle locks equipped from the factory are sufficient https://vehicleenquiry.service.gov.uk/

2.3.11. Standard safety equipment i.e. Drivers/Passenger Airbags, Anti-Lock Brake System (ABS) and Electronic Stability Control (ESC) per DODI 6055.4 section 3.5 vehicle standards sub-para 4.

2.3.12. Vehicles shall be equipped with heavy-duty, full-size, all-season tires mounted on standard rims.

The Contractor shall ensure tires are replaced before reaching 40,000 miles of wear, five (5) years of age from the date of manufacture, or when the tread depth falls below 4/32 of an inch – whichever comes first. This ensures optimal safety and roadworthiness for vehicles frequently used on long journeys.

2.3.13. Extended range fuel tanks

2.3.14. Integrated Cargo Securing System: The cargo compartment shall be equipped with a robust and integrated system for securing cargo. This system shall include both integrated anchoring points within the cargo area and enough compatible securing devices to effectively prevent cargo movement during transport.

2.3.15. Two sets of keys per vehicle

2.3.16. Large Van capable of 2,400lbs payload (1083) or greater cargo load volume 14m3, Crew Van capable of 1,905lbs payload (866 kg) or greater cargo load volume 3.6m3

2.3.17. Power assisted steering

2.3.18. Owner’s manual 1 per vehicle

2.3.19. Plastic coating/plywood applied to floor/walls in cargo area to prevent damage

2.3.20. Neutral color i.e. exterior free of graphics, designs, or decals

2.3.21. International Green insurance Card (1 per vehicle)

2.3.22. Fire Extinguisher (A+B+C)

2.3.23. Equipped with UK/European standard vehicle roadside equipment:

(a) Emergency Flashers

(b) Standard jack

(c) Lug Wrench

(d) Spare tire

(e) First Aid Kit

(d) Traffic Triangles (3)

(f) Reflective vest/jacket (1 per passenger seat)

2.4. Specialized Cargo Van Security Requirements:

2.4.1. If vehicle is manufactured with the passenger compartment separated from cargo compartment, separation panel shall be constructed of 16-gauge or thicker metal. If the vehicle passenger compartment is open to the cargo compartment; both compartments (passenger compartment and cargo compartment) shall be separated by using a 16-gauge or thicker steel panel. Cargo area shall be completely closed on sides, top and bottom (no windows in cargo area).

2.4.2. The following specifications shall be met for the cargo compartments:

2.4.3. Cargo cage compartments shall be constructed of 16-gauge metal, top and bottom and sides. Top, bottom, and side walls only required on cargo vans with windows or openings on sides of vehicles.

Vehicles with fully enclosed cargo compartments only require rear doors and front wall to separate passengers (factory standard cargo separation barrier meeting 16-gauge metal is acceptable).

2.4.4. Opening shall be maximized to allow full capacity of cargo space.

2.4.5. Cargo cage compartment shall be secured with two welded double-rod locking devices and high security hasps. Capable of being secured with two S&G Model 8077 series combination locks (Figure 1).

2.4.6. Internally mounted security doors shall be constructed of 16-gauge steel mesh or steel grating, at a minimum, and shall be installed such that no gap is larger than 2 inches in any direction. Holes in the mesh or grill shall be no larger than 2 square inches.

2.4.7. Vehicles shall have single rear wheels and axles and shall not have tandem axles or duel rear wheel.

2.4.8. Larger Cargo Van shall include internally mounted security doors which shall be constructed of 16-gauge steel mesh or steel grating (If solid sheet steel is used shall have mesh window 8x10 or greater for cargo inspections on each steel panel) equipped to side door. Holes in the mesh or grill shall be no larger than two square inches. Opening shall be maximized to allow full capacity of cargo space. Cargo compartment shall be secured with two welded double-rod locking devices and high security hasps. The contractor shall weld two high security hasps on cargo compartment for padlocks (interior doors not exterior). Capable of being secured with two S&G Model 8077 series combination locks (Figure 1).

2.4.9. Welded Hasps: This van requires 2 welded hasps. (Figure 2; Figure 3)

2.4.10. Welded Locking Rods: This van requires 2 welded locking rods behind the left door or better.

(Figure 4; Figure 5)

2.4.11. Cargo Inspection Access: Steel panels will have cutouts to allow for cargo inspections. These cutouts will be covered with 16-gauge steel mesh grating. The mesh grating openings must not exceed 2 inches in size. The grating will be securely affixed to the van with no more than a 2-inch gap between the grating and the van structure. (Figure 8)

2.4.12. Sprinter Cargo Area: There should be no space around the welded frame of the cage and the vehicle. Frame should allow for maximum cargo capacity within the cargo area. Frame should be as close to the door opening as possible, not to hinder the door opening/closing ability. Provided there are no windows in the cabin or rear, cage requirements are only for the passenger and cargo dividing wall and rear entry doors of steel mesh with no greater than 2-inch holes. (Figure 11)

2.4.13. Doors: Double doors are preferred in rear for both vans for ease of loading and unloading cargo.

Passenger compartment is required for smaller van. (Figure 14)

3.0. GENERAL INFORMATION

3.1. VEHICLE DELIVERY/ INSPECTION.

The Contractor shall deliver all vehicles to the Government representative at the parking lot of the RAF Mildenhall Visitors Center. The Contractor is responsible for unloading the vehicle at the time of delivery. Upon delivery, the Contractor will complete a joint inspection of each vehicle and document its condition (hire note). Both parties will sign the joint inspection report, and the Government representative will retain a copy. The Contractor will forward all original inspection forms to the designated Contract Officer Representative at RAF Mildenhall through the Government representative upon vehicle acceptance. Each vehicle shall have a minimum of one-quarter (1/4) tank of fuel upon delivery, for which the Government assumes responsibility upon the vehicle's return.

3.2. VEHICLE CLASS NON-AVAILABILITY.

When the contractor cannot provide the same vehicle type and class as required by the Government, a larger class may be temporarily substituted if there is no additional cost to the Government. The contractor shall provide a non-availability statement to the Government to support the unauthorized vehicle being provided in which the Government can approve or reject.

3.3. RECEIPT CONDITION.

The vehicles provided under this contract shall be in good, clean, safe, and serviceable operating condition, in accordance with the owner’s manual. This condition applies whenever the Contractor returns a vehicle to the Government, whether at contract start or after repair.

3.3.1 Vehicle Age and Mileage: At the start of the contract, the leased vehicles shall meet the following criteria:

Age: No more than six (6) months old.

Mileage: No more than 5,000 miles on the odometer.

Note: While the Government may utilize the vehicles beyond these initial mileage limits throughout the contract period, the Contractor shall ensure that all vehicles are well-maintained and meet the required safety and operational standards.

3.4. MILEAGE LIMIT.

The base lease price for each vehicle shall include a mileage allowance of 25,000 miles per year per vehicle. Given the potential for mission requirements to exceed this allowance, the Contractor shall provide a clear and transparent per-mile overage rate for mileage exceeding the included allowance. This overage rate shall be included as a separate line item in the Contractor's proposal. The Government reserves the right to evaluate proposals based on the overall cost, including the potential for overage charges, and may consider proposals with alternative mileage allowances if they demonstrate a clear cost benefit while meeting mission requirements.

4.0. INSURANCE COVERAGE.

4.1. Lease price includes full coverage insurance and all applicable taxes, licenses, registration fees, and any other requirements as mandated by UK law. The extent of the coverage will cover the operator of the vehicle and protect them against third party claims. Vendor shall maintain the full coverage insurance in accordance with UK Law and proof thereof on each vehicle and provide copies of this insurance to the user upon initial issue of vehicles and upon renewal of insurance as it becomes due.

4.2. Contractor will also provide an International Green insurance card with the vehicle. Coverage shall include Europe and allow the vehicle to legally operate in and around European counties without issue.

5.0. VEHICLE SERVICES.

The Contractor shall provide the following services for all vehicles leased under this contract:

5.1. Maintenance and Repair. The Contractor shall be fully responsible for all scheduled and unscheduled maintenance and repairs, whether covered by the manufacturer's warranty or not. This includes providing all parts, labor; including those subject to fair wear and tear (e.g., windshield wipers, tires, headlamps, filters, fluids, lubricants), and expertise necessary to return the vehicle to safe and serviceable operating condition.

5.1.1. Scheduled Maintenance. The Contractor shall provide a written maintenance schedule to the Government at the time of vehicle delivery.

5.1.2. Unscheduled Maintenance.

The Contractor shall:

(a) Perform all unscheduled maintenance and repairs at facilities designated by the Contractor.

(b) Be responsible for all towing and associated costs to and from maintenance facilities.

(c) Provide the Government with a 24/7 contact phone number for emergencies.

5.1.3. Fair Wear and Tear. For the purposes of this contract, fair wear and tear is defined as damage occurring during normal use or due to the aging of the vehicle, commensurate with its age and mileage.

Examples include minor dents, scratches, fading seats, tire wear, brake wear, clutch wear, and other incidental damage. Consistent with section 5.1, the Contractor's responsibility for maintenance and repairs extends to items subject to fair wear and tear, and the costs associated with such wear and tear are included in the lease price.

5.2. Replacement Vehicles. The Contractor acknowledges that vehicles leased under this contract may require specialized parts or services not readily available in the local market, potentially resulting in longer repair times. In the event a leased vehicle requires maintenance or repairs exceeding seventy-two

(72) hours and cannot be operated safely, the Contractor shall provide a replacement vehicle to the Government.

5.2.1. The replacement vehicle shall be of similar size and functionality to the vehicle being replaced.

5.2.2. The replacement vehicle shall be provided at no additional charge to the Government.

5.3. Government Responsibilities.

5.3.1. The Government shall not perform maintenance or repairs on leased vehicles.

5.3.2. The Government shall promptly report to the Contractor any observed vehicle defects, malfunctions, or damage that could affect the safe and reliable operation of the vehicle. Such reports should include a clear description of the issue.

5.3.3. The Government shall be responsible for:

(a) Fueling the vehicle for daily operations.

(b) Checking and maintaining engine oil and windshield washer fluid levels.

(c) Regularly checking tire pressure and reporting any concerns to the Contractor.

(d) Reporting to the Contractor the need for service when other fluid levels (e.g., coolant, power steering, brake fluid) are low.

5.4. Vehicle Tow/Recovery Service. The Government shall not incur any charges for towing due to vehicle failure. Upon proper notification, the contractor shall recover disabled vehicles. Disabled vehicles are vehicles unsafe and/or unserviceable to the point it cannot be driven without causing harm to the driver or the local area. This service shall be available 24 hours a day. If the recovery service is not available 24 hours a day, alternatives shall be negotiated and agreed to by the contract representatives.

6.0. DAMAGE AND ACCIDENT.

6.1. Contractor Liability. The Contractor assumes full responsibility and bears all risk of loss or damage to the leased vehicles, regardless of the cause.

6.1.1. The Contractor shall hold the U.S. Government harmless for all incidents listed above.

6.2. Accident Procedures.

6.2.1. In the event of damage to a leased vehicle, the Government shall immediately contact the Contractor for a resolution.

6.2.2. If the vehicle is inoperable due to damage, the Contractor shall provide a replacement vehicle of similar type and capacity to the Government within [Insert Negotiated Timeframe].

6.2.3. The Contractor shall respond to accident notifications from the Government within four (4) hours to initiate appropriate action.

8.0. ADMINISTRATIVE INFORMATION.

8.1. During normal duty hours: 0900 - 1600 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.

8.2. The Contractor shall be responsible for ensuring that all maintenance and repair services required under Section 5.0 (Vehicle Services) are performed in a timely manner to minimize vehicle downtime.

The Contractor shall coordinate all scheduled and unscheduled maintenance and repair activities with the unit Vehicle Control Officer (VCO) or authorized designee. The Contractor is responsible for ensuring all facilities have the necessary certifications to properly execute the needed repairs.

8.3. The Government will, at its own expense, provide all gas, washing, parking, storage, and tolls for automobiles leased hereunder.

8.4. A working day is defined as Monday through Friday. Both British and American Holidays that fall on a weekday, (Monday through Friday), are not considered “working days.”

9.0. LIABILITIES.

The contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, resulting from the fault, negligence, or wrongful act or omission of the contractor, its agents, or employees.

10.0. REMEDIES.

The Contracting Officer shall follow FAR 52.212-4, Contract Terms and Conditions – Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

11.0. PERIOD OF PERFORMANCE.

The period of performance is as follows:

Base Period: 11/01/2025 – 10/31/2026 Option Period 1: 11/01/2026 – 10/31/2027 Option Period 2: 11/01/2027 – 10/31/2028 Option Period 3: 11/01/2028 – 10/31/2029 Option Period 4: 11/01/2029 – 10/31/2030

12.0. RETURN CONDITION.

The Government will return vehicles to the contractor in clean condition. The designated Government representative will ensure accessories received with the vehicle are inside the vehicle at time of turn in.

13.0. IMAGE REFERENCES.

(a) Figure 1 S&G Model 8077 Series Combination Lock

(b) Figure 2 Welded Hasps

(c) Figure 3 Welded Hasps

(d) Figure 4 Welded Locking Rods

(e) Figure 5 Welded Locking Rods (Ex.)

(f) Figure 6 Mercedes Sprinter

(g) Figure 7 Sprinter Side Door

(h) Figure 8 Cargo Inspection Access

(i) Figure 9 Pad Lock Ability

(j) Figure 10 Sprinter Back Door

(k) Figure 11 Sprinter Cargo Area

(l) Figure 12 Mercedes Vito

(m) Figure 13 Vito Cargo Cage and Pad Lock Ability

(n) Figure 14 Cage Locking Mechanism and Locking Clasp

Figure 1 S&G Model 8077 Series Combination Lock

Figure 3 Welded Hasps

Figure 2 Welded Hasps (Ex.)

Figure 5 Welded Locking Rods (Ex.)

Figure 4 Welded Locking Rods

Figure 6 Mercedes Sprinter

Figure 7 Sprinter Side Door

Figure 8 Cargo Inspection Access

Figure 9 Pad Lock Ability

Figure 10 Sprinter Back Door

Figure 11 Sprinter Cargo Area

Figure 12 Mercedes Vito

Figure 13 Vito Cargo Cage and Pad Lock Ability

Figure 14 Cage Locking Mechanism and Locking Clasp

See above for locking clasp for rear cage. Must be able to fit 2 standard S&G Locks (one on top, another on bottom).

Cage should have locking mechanism to secure the cage at bottom or top of the cage.