Combined Synopsis Solicitation for Rental Vehicles in Guam.pdf

DEPARTMENT OF THE AIR FORCE

Air Force Installation contracting center

Operating location air mobility command Scott air force base, illinois

Fly, Fight and Win – Through agile, innovative and mission-focused business solutions

23 May 2023

DOCUMENT TYPE: COMBINED SYNOPSIS/SOLICITATION

SOLICITATION NUMBER: FA445223Q0012

SUBJECT: RENTAL VEHICLES

RESPONSE DATE: 2 June 2023 at 5:00 pm Central Daylight Time

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in

FAR Subpart 12.6, as supplemented with additional information included in this notice. The solicitation FA445223Q0012 is being issued as a Request for Quotation (RFQ) using FAR 13, Simplified Acquisition Procedures.

The solicitation document and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular FAC 2023-02, effective date 14 Feb 2023.

Notice to Offeror(s)/Supplier(s): The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs

The North American Industry Classification System (NAICS) code is: 532111 - Passenger Car Rental.

Offerors must be registered in the System for Award Management (SAM) at https://sam.gov/content/home in order to be considered for award. A current copy of a prospective awardee’s Representation and Certification will be validated using the SAM website prior to the issuance of an award.

For information regarding the service acceptor or point of acceptance, please refer to 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023) (incorporated by full text) below

This notice is a request for quotations. Therefore, all quotations received prior to the RFQ close date will be considered.

If you have any questions or inquiries, please email Lauren Thoele at lauren.thoele@us.af.mil and Major Brooke Cultra at brooke.cultra@us.af.mil no later than (NLT) 30 May 2023, 11:00 AM Central Daylight Time (CDT). All questions received after this time may not be answered or entertained.

Please submit your quote through email to the above point of contact (POC) NLT 25 May 2023, 5:00 PM Central Daylight Time (CDT). It is the vendor’s responsibility to monitor the SAM (https://sam.gov) system for amendments issued Combined Synopsis: FA445223Q0012 in reference to this requirement. Any potential amendments will be posted in the same fashion as the solicitation.

All Contractors who provide goods/services to the DoD must be registered in the System for Award

Management (SAM) Found at https://sam.gov. Failure to comply with SAM registration will deem the Offeror non-responsive and may be ineligible for award.

Please provide a quote for the line items listed below. If you can not provide all of the vehicles requested for the required time frame but can provide a portion of the vehicles requested, we will still accept your quote for review. When submitting your official quote, please complete all applicable clauses or provisions in Attachment 2, and return it as part of your response to this solicitation. There is no need to return Attachment 1. Failure to submit all rquired documentation may deem your quote non-responsive. Please ensure quotes in response to this solicitation are valid through 2 August 2023.

Table A.

CLIN Description Quantity Days

Requested (2‐22 July)

Total Days Requested (Quantity X

Days)

Unit Price/ Day

Total (Total Days

Requested X Unit Price)

0001 SUVs 3 21 63

0002 12 Passenger Van 12 21 252

0003 Crew Cab Pickup Truck 5 21 42

0004 Minivan 8 21 126

Box Truck (= 6 passenger vehicle + 10 cubic ft. trunk/bed) 3 21 84

Pickup Truck (minimum 3 out of 10 must have tail hitch) 10 21 210

0007 Small Car 16 21 189

Total

Award will be made based on pricing in Table A. Pricing will be verified with the apparent awardee based on the evaluation process listed in section 5 of this document.

2. VENDOR INFORMATION

Vendor Name: Tax ID:

Quoted By: UEI:

Title: CAGE:

Phone: Business Size:

Email: Discount Terms:

3. PICK-UP/RETURN

The Government will pick up the vehicles from the Contractor’s facility at a time coordinated with the contractor after award. The vehicle(s) shall have a full tank of gas at the time of pick up.

The Government shall return the vehicle(s) to the same place where they were picked up after completion of the rental period.

After the vehicle(s) have been picked up by the Government, the Contractor shall no longer provide fuel. All vehicle(s) shall be returned with a full tank of gas by the Government at the completion of the rental period. The Contractor shall not claim a charge for a full tank of fuel. If any vehicle is less than full, the Contractor shall notify the Government. Once the Government is notified, they will fill the tank.

The Contractor and Government will conduct a joint inspection of all vehicle(s) at the time of pick-up to ensure the vehicle(s) meet the requirements of this SOW and to ensure that all dents, scratches, or other damages are documented. A joint inspection will also be conducted when the vehicle(s) are returned by the Government at the conclusion of the rental period to document the condition of the vehicle(s).

4. INSURANCE AND LIABILITY

The contractor shall provide all insurance required by law inclusive in the pricing of the rental vehicles. In the event an accident occurs, vehicles will be replaced within 24 hours with a vehicle of equal specifications.

Emergency and Recovery Services. The Contractor shall provide 24-hour, 7 days/week on call road service. If a vehicle breaks down or becomes inoperable (through no fault or negligence of the Government), the Contractor shall recover/tow, repair, and, if needed, replace the vehicle at no additional cost to the Government. The Government representative shall notify the Contractor and Contracting Officer of the incident. The Contractor shall respond to the emergency notification for recovery services within two (2) hours. The Contractor shall recover the inoperable vehicle and deliver the replacement vehicle within twenty-four (24) hours of notification.

Damages. If a vehicle sustains damage beyond normal wear and tear that resulted from fault or negligence by the Government, damages shall be paid per vehicle via a supplemental/mutual agreement of both parties. For purposes of this contract, “normal wear and tear” includes, but is not limited to, minor scratches and dents to vehicle’s exterior, minor damage to seat coverings, and the presence of dirt or sand. The Government shall file a report with local police/base security at the time of any incidents. If damages that resulted from fault or negligence by the Government render the vehicle inoperable, the Contractor shall recover the vehicle. The cost of towing service shall be paid by the Government via a supplemental/mutual agreement of both parties.

The contractor will notify the Contracting Officer as early as possible upon learning of any fines issued to USG personnel utilizing rental vehicles under this contract.

5. BASIS FOR AWARD/EVALUATION PROCEDURES

Award will be made IAW FAR 12 and 13 procedures and the procedures specified in this notice, and on the basis of the lowest total aggregate price quote that is technically acceptable. A contract may be awarded to the offeror deemed responsible IAW FAR 9.1, as supplemented, whose quote conforms to the notice’s requirements and is judged to represent the technically acceptable quote with the lowest complete and reasonable price. The Government will evaluate the lowest price offeror for technical acceptability as follows:

o Price – responses will be ordered from lowest to highest based on Table A submission.

o Technical – technical capabilities will be evaluated as acceptable or unacceptable based on the table below and the information provided in comparison with the SOW.

Rating Description

Acceptable Quote clearly meets the minimum requirements of the solicitation, SOW, and specifications provided.

Unacceptable Quote does NOT clearly meet the minimum requirements of the solicitation, SOW, and specifications provided.

In the event no single offeror can provide all required vehicles, the Government reserves the right to award multiple contracts from this solicitation for all or part of this requirement. If multiple awards are required, individual awards will be issued for the combinations of vehicles that meet the requirement to the fullest extent, are deemed technically acceptable as described above, and result in the fewest awards and the lowest aggregate price to the Government.

Award will be made on the initial evaluation of quotes received in response to this RFQ. Therefore, offerors are cautioned to ensure that initial quotes contain your best terms from a technical and price standpoint.

Quotes shall provide makes and models of proposed vehicles in response to this solicitation limited to

3 pages (8.5” by 11”) using no greater than Times New Roman 12-point font.

ATTACHMENTS:

Attachment 1: Rental Vehicles SOW Attachment 2: Provisions and Clauses for Rental Vehicles in Guam