Attachment 3 - Performance Work Statement.pdf

356TH EXPEDITIONARY CIVIL ENGINEER GROUP

GUAM RENTAL VEHICLE

BLANKET PURCHASE AGREEMENT (BPA)

PERFORMANCE WORK STATEMENT (PWS)

15 July 2025

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES

2. GENERAL INFORMATION

3. SERVICE SUMMARY

4. GOVERNMENT-FURNISHED PROPERTY

5. ADMINISTRATIVE/COORDINATION

6. DELIVERABLES

SECTION 1

DESCRIPTION OF SERVICES

1. DESCRIPTION OF SERVICES. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials and any other items or services to support with vehicle rentals in Guam in accordance with all specifications within this document, attachments, commercial standards, local standards, Guam ordinances, and U.S. laws. Vehicle rentals shall be at the same or higher levels of quality as in the commercial marketplace to the maximum extent possible. The intent of this Blanket Purchase Agreement (BPA) is to facilitate the entirety of the 356th Expeditionary Civil Engineer Group’s (356 ECEG) transportation needs for all its members.

1.1 BPA ORDERING PERIOD. 2 Years, effective from the date of award. Tentative Period of Performance (POP) is 27 September 2025 to 26 September 2027. Since this is an agreement, the official performance period will not start until a call/order is placed against the BPA. The period of performance for each placed call shall not exceed 12 months. This BPA will be centralized, with only the CO authorized to place calls.

1.2 ORDERING. BPA Calls will be competed amongst BPA holders at the call level. BPA “calls’ under this agreement will be issued in the format of DD1449. Government Purchase Card (GPC) may be used as a payment method when a call is placed.

1.3 DELIVERY & PICKUP. Delivery and/or pickup of vehicles shall only be coordinated through the CO and COR for each order made under this agreement.

1.3.1 Delivery will be made at the designated staging area (Attachment C), Andersen Air Force Base (AAFB), Guam or to a designated alternate location on AAFB, by the date and time agreed to between the Contractor, CO, and COR.

1.3.2 During Delivery, a Joint inspection (JI) (see section 5.2 for procedure) shall be completed and signed by both parties before vehicles are accepted by 356 ECEG.

1.3.3 After completion of the Joint inspection a “vehicle turnover receipt” shall be completed and signed by the contractor and CO or COR, showing transfer of positive control of the vehicle.

1.4 VEHICLE TURN IN In the event a vehicle is to be turned back in to the contractor, being for fleet reduction or for permanent swap, a Joint Inspection and vehicle turnover receipt shall be completed. Coordination for vehicle turn in shall be with the CO.

1.4.1 The contractor shall pick up vehicles upon conclusion of requirement, No Later

Than (NLT) 3 calendar days from the end of the period of performance, designated staging area (Attachment C). Coordination for pick up shall be with the CO.

1.5 VEHICLE REPLACEMENT/ PERMANENT SWAP: The contractor shall have a 24-hour capability to tow disabled vehicles, provide replacement keys, and to replace any vehicles within 2 business day of notification. Any vehicle replacements that do not meet the specifications of the originally ordered type or equivalent is subject to differentials being withheld from the invoice(s), or rejection. Coordination for vehicle replacement shall be done by the CO.

1.5.1 Replacement vehicles shall undergo a Joint Inspection (JI), (section 5.2), and shall have a signed vehicle turnover receipt before it can be accepted.

1.6 RENTAL VEHICLE REQUIREMENTS. The contractor shall provide all parts, labor, supervision, tools, materials, equipment, and transportation, for the maintenance and management necessary for the delivery of the types of leased vehicles, with unlimited mileage for the ordering period duration as listed in Attachment A, Vehicle Specifications. The contractor shall provide vehicle fleet log (IAW Section 6.1) to the CO and COR.

1.6.1 VEHICLE REQUIREMENTS: All vehicles rented under this contract shall conform to 52.208-5 Condition of Leased Vehicles, and the requirements listed below:

• Conform to all manufacture specifications.

• Meet Federal, State, and Municipal laws, codes, and regulations.

• Are properly licensed and registered; registration should not lapse/expire during POP.

- If this is unavoidable due to short-term temporary tags, contractor representative shall inform the Fleet Manager at time of delivery.

Contractor representative shall provide replacement tags to the Fleet Manager no later than 3 days prior to temporary registration expiration.

• Are no more than 5 years old from date of rental/lease and the odometer will have less than 75,000 miles.

• No modified suspensions ex: non-factory suspension lifts.

• Full fuel tank and all fluid levels in vehicle properly serviced.

• Functional door locks.

• Functional doors, trunks, hatches, and/or tailgates

• Fully cleaned exterior, interior, and trunk.

• Upholstery in good condition.

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

• No cracked or missing glass.

• Seat belts all present, functioning, and serviceable.

• All lights, blinkers, and horns, functioning and operational.

• Functioning and serviceable windshield wipers.

• Operational windshield washer fluid spray.

• Operational serviceable brakes and emergency brakes.

• All mirrors present, secure, and without cracks.

• All manual window cranks and power windows operational.

• Serviceable spare tire, jack, and lug wrench in vehicle.

• Factory wheel lug nuts – no aftermarket or security lug nuts

• Functional instruments and gauges.

• Functional and serviceable heater.

• Functional and serviceable air conditioner.

• Tires in good condition and properly serviced.

• Tire tread depth shall not be less than 2/32”.

• Overall vehicle in good running condition. (See Note: 2)

Note 1: Exterior of vehicle will not have excessive damage. Dents must be less than (3) three inches in diameter.

Note 2: Good running condition includes but not limited to; No: Anti-braking System (ABS), Airbag, Traction Control or Check Engine Light indicators.

Note 3: Vehicle Fleet Manager (VFM) reserves the right to reject any vehicle they deem unserviceable even if the vehicle meets most of the requirements listed above. The company will supply a loaner or replace any vehicle that is to be fixed or has been found unserviceable by the VFM; with a vehicle of the same class or equal to what was rejected within 24 hours.

1.6.2. VEHICLE ADD-ON. No add-on equipment will be installed on rented or leased assets, unless approved in writing by authorized ECEG/VFM.

1.6.3 Vehicle Window Tinting: Window tinting on all provided vehicles, to include loaners, shall not exceed more than 80% of light reflected. Additionally, window tint shall not exist more than 6 inches below the bottom edge of the top windshield trim.

1.7. ON HAND CONSUMABLE SUPPLY: The contractor shall provide a supply of highly consumable items for Government to maintain on hand at Andersen AFB or North West Field (See attachment B). This will alleviate unscheduled maintenance calls for items covered on the list. Provided items shall meet or exceed OEM standards.

SECTION 2

General Information

2. GENERAL INFORMATION.

2.1 DEFINITIONS

2.1.1. Acceptance inspection: An inspection that is performed on the vehicle and equipment prior to acceptance.

2.1.2. Scheduled maintenance: Periodic prescribed inspections or servicing of equipment, accomplished on a calendar, mileage, or hours-of-operation basis to maintain vehicle safety and serviceability.

2.1.3. Unscheduled maintenance: Maintenance that is not scheduled but is required to correct unforeseen deficiencies and to restore the vehicle to a safe and serviceable condition.

2.1.4. Fair wear and tear: The deterioration of items attributed to normal usage (i.e. minor scratches and dent smaller than a quarter of an inch).

2.1.5. Unserviceable: Not in working order or fulfilling its function adequately; unfit for use.

2.1.6. Vehicle Incident: Damage caused by acts of nature, natural disasters or mechanical failures are vehicle incidents.

2.1.7. Vehicle Accident: A vehicle or vehicular equipment accident is a result of a major or minor impact/collision with another vehicle or object.

2.1.8. Vehicle Add-on: Add-ons do not change the original configuration, or impact the primary structure, hydraulic power system, load-bearing capacity, steering, braking capability, positive control features, steering, lifting, power train or load carrying/restraint systems of a vehicle.

2.2 SPECIFICATIONS: The contractor shall provide the following:

2.2.1. MAINTENANCE. Contractor shall provide all scheduled and unscheduled maintenance to repair the vehicle to a safe and serviceable condition. The contractor shall provide all needed tools, personnel, facilities, parts, and consumables to conduct the maintenance or repair. Contractor shall dispose of all debris and waste generated or accumulated during maintenance IAW local regulations.

2.2.1.1. The contractor shall be responsible for the maintenance and repairs of the leased vehicles throughout the duration of the contract. The United States Government (USG) shall only assume financial responsibility for loss or damage to vehicles that is directly attributable to a willful or negligent act of improper operation or care by government personnel, in accordance with the Federal Acquisition Regulation (FAR) Clause 52.228-8, 'Liability and Insurance-Leased Motor Vehicles.' This clause delineates the circumstances under which the government will be liable, ensuring that the contractor is not unfairly burdened with costs due to government negligence.

2.2.1.2. SCHEDULED MAINTENANCE. The Contractor shall notify the COR when warranty/scheduled maintenance or repair is due, in accordance with scheduled maintenance plan and schedule submitted by the Contractor (listed in section 6.1).

Coordination for scheduled maintenance will be done by the COR

2.2.1.3. UNSCHEDULED MAINTENANCE. Unscheduled maintenance will be performed by the contractor as required. If timeframe for unscheduled repairs exceeds 48 hours from dropoff, a loaner vehicle or permanent swap shall be provided. Coordination for unscheduled maintenance will be done be either CO or COR.

2.2.2. TIRES. The contractor will be responsible for the replacement of tires due to normal wear and tear. Tire tread depth shall not be less than 2/32”.

2.2.3. RESPONSE TIME. Contractor will respond to service calls from the ECEG/VFM representatives within 24-hours. If the service call is placed during a U.S. holiday, the contractor will respond within the first 24 hours after the holiday has concluded.

2.2.4. REPAIR TIME. If for any reason the rental vehicle will be down for maintenance for longer than 48 hours, a replacement vehicle shall be made available (Section 1.5) . The contractor shall provide a substitute vehicle that meets or exceeds the requirements set forth in this Performance Work Statement. The substitute will be provided at no additional cost to the USG.

2.2.5. TOWING. Contractor shall provide towing service, available 24 hours a day, 7 days a week, at no additional cost to the USG.

2.2.6. VENDOR’S ROADSIDE ASSISTANCE. Roadside assistance must be included with the insurance. Services such as tire replacement, jump start, and tow service are to be provided by the contractor both during and outside of business hours, with specific provisions for on-base and off-base assistance.

2.2.7. TRACKING (GPS) DEVICES AND CAMERA ACTIVATION. Vehicles leased to the Government shall not be tracked, and there shall be no GEO Tag or Key FOB tracking capabilities. If on-board cameras cannot be removed, they must be covered upon request. Memorandums confirming the deactivation or non-existence of tracking and camera capabilities are required from the contractors.

2.2.8. NORMAL, FAIR WEAR AND TEAR POLICY (NFWT). The Government will adhere to the standardized NFWT policy to define what constitutes normal wear and tear for leased vehicles. This policy will be consistently applied to all contractors. Under the NFWT policy, minor damages such as hair-thin scratches or coin-size dents will be covered by the insurance policy and will not result in additional charges to the Government. Damages that exceed the scope of NFWT, including but not limited to extensive body part repair and replacement, interior parts damage, and Non- Operational Charges (NOC) starting from the third accident, will be detailed in the Memorandum with predefined costs for partially operational and non-operational vehicles. The Government will assume financial responsibility for damages arising under specific conditions, such as unauthorized drivers, violations of the rental agreement terms, driving under the influence, operating without a valid license, and other scenarios explicitly listed in the agreement. This approach ensures a fair and equitable treatment of wear and tear across all contracts.

IAW FAR 52.228-8 - Liability and Insurance-Leased Motor Vehicles.

(a) The Government shall be responsible for loss of or damage to-

(1) Leased vehicles, except for-

(i) Normal wear and tear; and

(ii) Loss or damage caused by the negligence of the Contractor, its agents, or employees; and (2) Property of third persons, or the injury or death of third persons, if the Government is liable for such loss, damage, injury, or death under the Federal Tort Claims Act (28 U.S.C.2671-2680).

(b) 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.

(c) The Contractor shall provide and maintain insurance covering its liabilities under paragraph (b) of this clause, in amounts of 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.

(d) Before commencing work under this agreement, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the interests of the Government shall not be effective (1) for such period as the laws of the State in which this agreement is to be performed prescribe or (2) until 30 days after written notice to the Contracting Officer, whichever period is longer. The policies shall exclude any claim by the insurer for subrogation against the Government by reason of any payment under the policies.

(e) The contract price shall not include any costs for insurance or contingency to cover losses, damage, injury, or death for which the Government is responsible under paragraph (a) of this clause.

2.3 QUALITY ASSURANCE OF RENTAL VEHICLES. The contractor shall maintain a robust quality assurance program that ensures each rental vehicle delivered to the Government meets or exceeds a set standard of quality, reliability, and performance consistent with industry best practices. This program shall include regular inspections, maintenance, and any necessary repairs before vehicle delivery to ensure that the "product" – the rental vehicle – is in excellent operating condition. The contractor shall also develop and implement procedures to identify, prevent, and ensure non-recurrence of any issues with the vehicles. While the rental service is ongoing, the quality of the vehicles provided shall be maintained throughout the agreement period, ensuring that the Government receives a consistently high-quality product. This approach aligns with the acquisition plan's treatment of the rental vehicles as products, emphasizing the tangible nature of the vehicles and the expectation of receiving a product that meets established quality criteria at the time of delivery and throughout the use of the vehicle.

2.4 QUALITY ASSURANCE. The Government will evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are received.

2.5 CONTRACTOR PERSONNEL.

2.5.1. CONTRACT MANAGER. The contractor shall appoint and provide a contract manager who shall be responsible for all requirements in these specifications. No later than (NLT) five (5) days after contract award, the name of this person and alternate(s), who shall act for contractor when manager is absent, shall be designated in writing to Contracting Officer (KO)/GR. The contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal duty hours.

2.5.2. EMERGENCY POINT(S) OF CONTACT. The contractor shall provide a point of contact sheet listing available twenty-four (24) hours a day with names and telephone numbers of individuals to call in the event if emergency service is required for any aspect of this agreement. The contractor shall respond to all emergency calls within twenty four (24) hours from the time the call is placed or notified by the CO or COR.

2.6 GOVERNMENT REMEDIES. The Contracting Officer (CO) will follow Federal Acquisition Regulation (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.

2.7 CONTRACTING OFFICER REPRESENTATIVE (COR). The contractor shall coordinate all aspects of this project with the COR. Completed work shall be subject to inspection and acceptance by COR. The COR shall NOT direct or redirect any contractor action(s). This can only be done by the CO.

2.8 CONTRACTING OFFICER (CO) AUTHORITY. Only the CO has authority to enter into, administer, terminate, or modify the terms and conditions herein. Any changes made by persons other than the CO will be considered an Unauthorized Commitment and subject to Ratification Actions in accordance with the Federal Acquisition Regulation part 1.602-3.

2.9. REPORTS OF DAMAGES, DESTRUCTION, INJURY, OR DEATH

2.9.1. The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this agreement. For the purposes of this clause, the term “property” includes equipment, material, supplies, freight, or property of any type, whether Government owned or not.

The term “contractor” includes the contractor, its agents, or employees.

2.9.2. The contractor shall submit these reports to both the CO and the COR as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Report may be either verbal or facsimile.

(2) When submitting damage claim, Contractor shall provide evidence that the damage occurred while under Government use, outside of normal fair wear and tear.

2.9.3. NOTIFICATION OF DAMAGES. The contractor shall notify both the COR and the CO of any damage caused by the U.S. Government during the performance of this agreement. Contractor shall provide photographs of damage being reported to both the COR and CO.

SECTION 3

Service Summary

3.1 Service Summary. Monitoring methods include periodic inspections, 100% inspection and customer complaint. Complaints include any form of non-compliance violation notice or warning from any official entity. Re-performance of unacceptable services at no additional cost will be the preferred course of action when appropriate.

The absence of any contract requirement from the Service Summary shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The below Performance Thresholds identify the SATISFACTORY level of performance.

Performance Objective PWS Section Performance Threshold

Method of Surveillance

PO – 01:

Provide replacement vehicle.

1.5 2.2.4

No more than one valid defect per month

100% Inspection Periodic Inspection

Customer Complaint

PO – 02:

Perform required Scheduled Maintenance (preventative maintenance and inspection (PM&I))

2.2.1.2 No more than two

valid defects per month

Periodic Inspection Customer Complaint

PO – 03:

Perform Unscheduled Maintenance

2.2.1.3 No more than one

valid defect per month

Periodic Inspection Customer Complaint

PO – 04:

Vehicle registration (both paperwork and license plate sticker) and insurance are current.

1.6.1 No more than one

valid defect per month

100% Inspection Periodic Inspection

Customer Complaint

PO – 05:

Maintain 24-hour capability to tow disabled vehicles and roadside assistance.

1.5 2.2.5 2.2.6

No more than one valid complaints per month

Periodic Inspection Customer Complaint

PO – 06:

Contractor must provide vehicles IAW PWS (unless specific requirement waived by Vehicle Maintenance Fleet Manager

1.6 1.6.1

No more than two valid complaints per month

100% Inspection Periodic Inspection

Customer Complaint

PO – 07:

Delivery / Pickup of vehicles at specified time/location.

1.3 1.4

No more than two valid complaints per month

Periodic Inspection Customer Complaint

PO – 08:

Maintain on hand consumable supply levels.

1.7 No more than one

valid complaint per month

Periodic Inspection Customer Complaint

PO – 09:

No Tracking devices and/or on-board cameras in vehicle.

2.2.7 Zero deficiencies

permitted

100% Inspection Periodic Inspection

Customer Complaint

PO – 10:

Provide Deliverables IAW PWS timelines

6.1 No more than one

valid complaint per month.

Periodic Inspection Customer Complaint

SECTION 4

Government – Furnished Property

4.1. FUEL. USG is responsible for replenishing fuel used in vehicle after acceptance. Upon acceptance and return of vehicle fuel tank shall be full. The vehicle will be labeled in some way to display which type of fuel it requires.

SECTION 5

Administrative/Coordination

5.1. DELIVERY. Vehicles shall be delivered on the date requested by the USG. Delivery details (delivery method, location, time, etc.) shall be arranged between Contractor and CO.

5.2. JOINT INSPECTION. Contractor’s representative and/or ECEG/VFM representative shall perform a joint inspection and document in writing the condition of the vehicle upon initial delivery. An inspection will also be performed upon completion of the contract when the vehicle is returned to the contractor. Both initial and turn in joint inspections shall be performed for any loaner vehicle issued as well. The joint inspection documents, both the contractor’s internal forms and the AF VFM form, shall be signed by both Contractor’s representative and ECEG/ Fleet Manager or VFM representative, and a copy be made immediately available to the ECEG/Fleet Manager or VFM representative. The ECEG/Fleet Manager or VM representative may elect to photograph vehicles to capture existing vehicle condition.

5.3. RECORDS. Contractor shall maintain records pertaining to this BPA to include but not limited to those listed in Section 6, Deliverables. Submission of records shall be IAW Section 6 or upon request by the CO or COR, making such records available within 3 working days.

5.4. ENTRY ACCESS LIST (EAL). Contractor shall maintain an EAL and notify the CO if any changes are made to the EAL. Contractor shall provide EAL names and respective documents for all personnel that require base access to Andersen AFB during the period of performance during each call. This includes 24/hr tow capability. CO shall coordinate with base Pass/ID to submit required documentation, and will notify Contractor when passes are available for pickup. Required documentation for EAL submission includes a completed base access affidavit for each individual, and a photocopy of a federally compliant ID: Real ID (driver’s license with gold star), U.S. Passport/Passport Card, Permanent Resident Card, Naturalization Certificate with ID, or photocopy of U.S. Birth Certificate with ID. Pickup of passes require each personnel listed to sign for and show required identification at the Andersen AFB Visitor Control Center (VCC). VCC does not permit one individual signing for and picking up passes for others. (See Section 5, Deliverables)

5.5 CAR INSURANCE

Contractor shall provide standard car insurance per FAR 52.228-8 (c). Liability and Insurance- Leased Motor Vehicles.

(c)The Contractor shall provide and maintain insurance covering its liabilities under paragraph

(b) of this clause, in amounts of 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.

(d)Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the interests of the Government shall not be effective (1) for such period as the laws of the State in which this contract is to be performed prescribe or

(2) until 30 days after written notice to the Contracting Officer, whichever period is longer. The policies shall exclude any claim by the insurer for subrogation against the Government by reason of any payment under the policies.

SECTION 6

Deliverables

6.1. Deliverables shall be provided at the call level.

Item Number Deliverable Description

Format Due Date

1 Scheduled Maintenance Plan

Includes timelines and procedures for each vehicle provided during call period.

One (1) electronic copy in PDF or Excel file type

NLT 4 days after call award

2 Entry Access List (EAL) Name and Document List

List of personnel and applicable documents required to gain base access to fulfill PWS requirements.

One (1) electronic copy in PDF file type

NLT 4 days after call award

3 Vehicle Fleet Log Log of active fleet provided during call, and historical vehicle listing (capturing loaner vehicles and permanent swaps).

One (1) electronic copy in PDF or Excel file type

NLT 2 days after vehicle delivery, and weekly thereafter for duration of call.

ATTACHMENT A, VEHICLE SPECIFICATIONS

Exact vehicle type and amount shall be determined at the call level.

1. Mid-Size Sedan (5 Passenger) Example: Toyota Corolla or Similar Vehicle

2. Mid-Size SUV (5 Passenger) Example: Toyota RAV-4 or Similar Vehicle

3. Mid-Size Crew Cab 4-Door 1/4 Ton 2WD Pickup Truck (4-5 Passengers) Example: Toyota Tacoma or Similar Vehicle

4. Standard-Size Minivan (7-8 Passengers) Example, Toyota Sienna or Similar Vehicle

ATTACHMENT B, CONSUMABLES LIST

Consumables provided by the Contractor to the Government to maintain on hand supply levels. COR shall coordinate with the Contractor to refresh on hand supply levels when they reach 50% of required supply maintenance level, and maintain a log of all received consumables.

Item Number Consumable Name Supply Maintenance Level Initial Due Date

1 Windshield Wiper Fluid 10 Gallons (Pre-diluted only) NLT 7 days after call award

2 Wiper Blades 1 Set per each vehicle make/model provided

NLT 7 days after call award

ATTACHMENT C, DESIGNATED STAGING AREA

Designated staging area for drop off/pickup shall be the lot outside the entrance to Visitor Control Center (VCC) access road, off of Hwy 9. This lot shall be the default location unless another location is agreed upon between CO, COR, and Contractor (Section 1.3.1, 1.4.1).

13°35'01.7"N 144°53'11.2"E