SOW_Secretary-QT-s Vehicle.docx

U.S. DEPARTMENT OF COMMERCE

1401 CONSTITUTION AVENUE, NW

WASHINGTON, D.C. 20230

DESCRIPTION/SPECIFICATION/WORK STATEMENT

1. SECTION 1, BACKGROUND.

1.1. The mission of the U.S. Department of Commerce is to help American businesses thrive, creating jobs here at home while being competitive abroad. Our programs touch the daily lives of the American people in many ways, with a wide range of responsibilities in the areas of trade, economic development, technology, entrepreneurship and business development, environmental stewardship, and statistical research and analysis.

2. SECTION 2, DESCRIPTION OF SERVICES.

· Model: Large, Top Trim SUV (similar to Chevrolet Suburban or Ford Expedition)

· Engine: 5.7L V8 EcoTec3 with Active Fuel Management, Direct Injection and Variable Valve Timing includes aluminum block construction with Flex Fuel (similar to Chevrolet Suburban or Ford Expedition) capability, capable of running on unleaded or up to 85% ethanol (STD)

· Capable of above average acceleration, braking and maneuverability

· Transmission: 6-speed automatic, electronically controlled with overdrive and tow/haul mode (STD)

· 4-wheel drive

· Traction Control

· High Capacity Alternator

· Keyless Entry System

· Remote Vehicle Starter

· 18 inch Chrome Rims and Tires

· Interior Color: Black

· Seating: Front bucket with leather-appointed seating heated seat cushions and seat backs, 10-way power driver and passenger seat includes 6-way power cushions, driver seat 2-position memory, 2-way power lumbar control and power recline (STD)

· Seating: Second row leather bucket seats

· High-end trim level and all options to include reading lamps and air conditioning and heating

· Capable of handling installation of a permanently fixed secure phone available for rear seats

· Exterior Color: Black

· Capable of handling installation of permanently fixed emergency lights and siren

· Curb Weight: 5,775 lbs.

5.1. In the event of an accident, the contracting officer and the contractor will be informed no later than the next working day. For Government administrative/insurance purposes only, the vehicles will be operated as Government Owned Vehicles.

5.2. In the event of an accident due to government negligence/fault, both parties have the right to report and assess the damage.

5.3. Negligence and faults do not include damage caused by “fair wear and tear”, which is defined as surface scratches and rubs of ½” or less in diameter, paint/rock chips of ½“ or less in diameter, small dents of ½” or less in diameter , as well as chipped windscreens, windows, or lamps that do not require replacement to be in accordance with District of Columbia DOT laws.

5.4. All claims for damage, including reimbursement, e.g. windscreens, tires, dents, etc., caused due to the negligence or fault of the government shall be submitted to the Contracting Officer for his/her final decision in accordance with FAR Clause 52.212-4(d) Disputes.

5.5. Vehicle is a “Lemon”. If a leased vehicle is a “lemon”, the Government shall request a replacement vehicle and full refund of the cost to repair the vehicle if the repairs failed to bring the vehicle to safe and serviceable condition, if incurred. For a vehicle to be classified as a “lemon” the vehicle must (1) have a defect that is under warranty and/ or (2) the repairs failed to bring the vehicle to safe and serviceable condition after reasonable (specified) number of attempts. If the repair is due to a defect the cost to repair the vehicle shall not pass to the Government. If the defect is substantial, as determined by the Contracting Officer or COR, the Contractor is given one chance to repair the defect. A substantial defect is a defect that impairs the vehicle’s use, value, or safety, such as faulty brakes or steering. If the defect is not substantial, the Contractor is given two chances to repair the defect. If the repair is not due to a defect the Contractor shall follow instructions in paragraph 9.2, Determining Reimbursement of Incidental Fees and will be given one chance to repair a substantial repair and two chances to repair non-substantial repair. If the repair is unsuccessful after the specified chances the vehicle is classified as a “lemon” and shall be replaced at the Contracting Officer or COR’s approval with an equal or greater vehicle type and the Government shall pay the lesser of the two monthly rates temporarily until the requested vehicle type is delivered.

6. SECTION 6, VEHICLE TURN-IN

6.1. Turn-in Inspection. At the turn-in inspection, the Contractor shall provide a copy of the joint inspection sheet that was completed when the vehicle was accepted by the Government at the joint inspection. The joint inspection of the turned-in vehicle shall only document damages not listed on the prior joint inspection sheet and damages not attributed to fair wear and tear. If there are damages the Contractor is responsible for providing pictures of the extent of the damages at no additional cost to the Government. The joint inspection sheet and the pictures shall be the only valid documentation of the condition of the vehicle. The Government will not be responsible for undocumented damages or damages covered by the Contractor’s insurance. The Contractor will provide the Government a final bill of all costs associated with repairs within 30 days of permanent turn-in date or forfeit all damage claims.

6.2. Vehicle Modification. The Government reserves the right to perform minor modifications on leased vehicles (e.g., installation of land mobile radio equipment, security light bars, camper shells, tool boxes, etc.) as long as they do not visibly deface the vehicle. The Government will be responsible for any maintenance of these modifications. Vehicles will be returned to their original conditions prior to final turn in to the contractor. If repairs are required to restore vehicles damaged by the installation of these items the contractor shall provide an estimate to the Contracting Officer within 5 working days of return of the vehicle. These costs will be charged against the incidental charges CLIN of the contract.

7. SECTION 7, GOVERNMENT’S RESPONSIBILITIES

7.1. Turn-in and Registration Renewal

7.1.1. Clean Vehicles. Each vehicle shall be cleaned by the Government before turning the vehicle in to the Contractor. The vehicle will be washed, sanitized of personal items and cleaned and free of dirt and oil as reasonably possible.

7.1.2.1. Minor Damages. Minor dents, scratches, and incidental damage not attributed to fair wear and tear will not be repaired or billed until the vehicle is permanently returned to the Contractor. The Contracting Officer or COR will determine the severity and/or safety risks.

7.2. Fuel. The Government is responsible for supplying any fuel used in the leased vehicle except the fuel used prior to the Government acceptance of the vehicle or to transport the vehicle off Departmental property.

8. SECTION 8, CONTRACTOR’S RESPONSIBILITIES

8.1. Renewal Registration. The Contractor is responsible for monitoring and scheduling registration renewals for its vehicle. The Contractor shall e-mail an annual schedule to the customer and courtesy copy the Contracting Officer and COR no later than 30 days following Government acceptance of a vehicle. Prior to a vehicle’s due date, the Contractor shall coordinate pick up with the Government via e-mail. Arrangements must be made within a reasonable time and the Contractor shall courtesy copy the Contracting Officer on all correspondence.

8.2. Records. The Contractor shall maintain records of transactions with the Government and upon request make such records available to the Contracting Officer or COR within 5 working days.

8.3. Point of Contact. The contractor will provide at least two points of contact within the company to interface with the Contracting Officer and COR on issues concerning the leased vehicle. Names, business address, phone numbers, and hours of operation are the minimum information requirements. The Contractor shall also provide an after-hours name and telephone number for emergency contact. The Contractor shall provide point of contact information allowing the Government to reach the point of contact 24 hours a day, and 7 days a week, should a need arise for emergency purposes.

8.4. The vehicle shall be registered and licensed as required by the all federal and the District of Columbia DOT laws. The contractor shall provide a copy of vehicle registration to the Fleet Management Contracting Officer's Representative and include a copy in the vehicle. The contractor shall monitor both the registration for the vehicle, and ensure it is up-to-date and valid at all times.

8.5. Lost Vehicle Keys. Vehicle keys lost by the Government will be immediately reported to the Contractor for replacement at the Government’s expense.

9. SECTION 9, PAYMENT

9.1. Vehicle Lease Payments

9.1.1. Upon the Contractor’s submission of proper invoice, or vouchers the Government shall pay rent for the vehicle at the rate(s) specified in this contract.

NIST Accounts Payable Office Bldg. 101, Room A-836 MS 1621 100 Bureau Drive, Gaithersburg, MD 20899 Telephone: (301) 975-2261 Fax: (301) 975-8283 Email: invoice@nist.gov and COR: TBD

9.1.4. Rent shall accrue from the date the vehicle is delivered to the Government, and shall continue until the expiration of the contract term or the termination of this contract or when the vehicle is permanently turned-in, whichever is the earliest date. However, rent shall accrue only for the period that each vehicle is in the possession of the Government.

9.1.5. Rent shall not accrue for any vehicle that the Contracting Officer or COR determines does not comply with the Condition of Leased Vehicles clause of this contract or otherwise does not comply with the requirements of this contract until the vehicle is replaced or the defects are corrected.

9.1.6. Rent stated in monthly terms shall be prorated on the basis of 1/30th of the monthly rate for each day the vehicle is in the Government’s possession.

9.2. Determining Reimbursement of Incidental Fees. This contract will have a Firm-Fixed Price, no profit, CLIN for Incidental Charges. The Incidental Charges CLIN is reserved for all costs not related to the monthly fixed lease price or maintenance/repair costs attributed to fair wear and tear. The Contractor is responsible for accounting for costs appropriately and for maintaining records, including supporting documentation, adequate to demonstrate that costs claimed have been incurred. When requesting reimbursement from the Government for lease vehicle repairs the Contractor shall submit quotes from at least two independent sources at no additional cost to the Government. The quotes shall have the company’s business letter head to identify the company’s name and address. In addition, when submitting an invoice, the Contractor shall submit proof of payment or receipt to the Contracting Officer. The Government shall only reimburse the Contractor the cost that has been substantiated and incurred at the amount the Contractor paid on the receipt for the charges approved. If the claimed cost cannot be adequately supported, the Contracting Officer may disallow all or part of the claimed cost.