DRAFT - SOW - Vehicle Rental (Airshow 2027).pdf

DRAFT

Statement of Work (SOW)

Vehicle Rentals (Air Show 2027) Beale AFB, California

June 2026

BACKGROUND: The 9th Reconnaissance Wing (9 RW) will host an open house Air Show from 16 - 18 April 2027, at Beale Air Force Base, California. The -9 RW Air Show Committee is seeking rental vehicles.

The purpose of this Statement of Work (SOW) is to outline the requirements and expectations for the execution of vehicle rental services.

SCOPE OF WORK:

The offeror shall provide rental vehicles for the execution of the 2027 Beale Air & Space Expo, Legacy of Reconnaissance Air Show, and adhere to the standards in this SOW. The Air Show 2027 will take place on 16 - 18 April 2027 and the vehicle rentals will need to be in place 15 April 2027 by 9:30 AM PST at Beale AFB, California. The offeror shall provide all personnel, labor, materials, equipment, management, supervision, coordination, lodging, and transportation to and from the location required to accomplish this work unless otherwise stated herein.

SPECIFIC REQUIREMENTS:

1) Vehicle Rental Specifications:

51 - 4 passenger, Gas Standard Car’s 17 Minivans or Full-size SUVs 1 to 10 - 4 passenger, Gas Standard Car’s (The Government has the right to increase the quantity by increments of 1 up to a maximum of 10 additional vehicles No Later Than 26 March 2027 @ 1630).

Refueling (Acceptance of Fuel - The contractor price should include the cost of refueling the vehicle to the level at which it was received from the customer.) - (The Government has the right to exercise this option No Later Than 26 March 2027 @ 1630).

2) Delivery and Pickup:

Vehicles shall be delivered to Beale, AFB by noon on Thursday, 15 April. The designated location on Beale AFB is to be determined.

Vehicles shall be picked up from Beale, AFB by noon on Monday, 19 April at the designated location which is still to be determined.

The vendor will access the installation through the Commercial Vehicle Inspection Area on South Beale Road for vehicle inspections. Each vendor will be issued a base pass for seamless entry and exit at the commercial gate throughout the Air Show. Delivery personnel must undergo background checks as a prerequisite for Installation Entry. It is mandatory for delivery personnel to submit a Visitor EAL Template to the 9th Security Forces Squadron no later than two weeks before the visit. The Visitor EAL Template must include comprehensive details such as Full Name, Date of Birth, Driver's License Number, and State. Any vehicles entering the installation must have proof of registration and insurance.

The government will not provide Individual licenses.

CONTRACTOR RESPONSIBILITIES:

Insurance: Must hold liability insurance policy for no less than one million dollars ($1,000,000.00) for the individual or company. Offeror shall provide adequate insurance to cover replacement costs of any vehicle and equipment used in support of the Air Show. The government will not be held liable for damage, loss, or theft of any equipment transported onto the installation. All vehicles will be insured in case of any accidents.

All vehicles will be fully serviced and fueled.

Each vehicle shall be in good working condition and meet all applicable federal and California safety and maintenance standards. All rental vehicles need to be clean inside and out, free of any illegal substances and/or smells before brought onto the installation. Any vehicles not meeting the

DRAFT

specifications as described, will be rejected by the Requesting Agency POC with a suitable replacement on the same day of delivery.

The Contractor shall provide a guarantee all rental vehicles will be in full operational condition and provide replacements for any breakdowns within 4 hours.

In the event of an emergency or traffic obstruction, the Beale Grounds Transportation Unit shall have the authority to tow any rental vehicle as necessary to clear the obstruction.

PERIOD OF PERFORMANCE:

The Period of Performance will be from 16 - 18 April 2027.

SECURITY REQUIREMENTS:

All contractor employees shall always carry contractor photo identification. Contractor employees shall comply with any base security measures implemented at all times. This includes but is not limited to vehicle and goods searches and identification checks during times of increased security. All personnel employed by the contractor in performance of this contract, or any representative of the contractor entering the Government installation, shall abide by all security regulations of the installation.

The offeror shall be responsible for the action of any of their sub-contractors and their employees who are working on Beale AFB.

The offeror, if hiring U.S. citizen(s), shall ensure that they are in possession of a valid State driver's license or State issued Identification Card and birth certificate. If the employee/hire is not a U.S.

citizen, the contractor and/or subcontractor may hire non-U.S. citizens if they are in possession of Green Card, Social Security Card, Resident Card, Work Visa and State issued Identification Card. If driving on base a state driver's license and car insurance is required.

Weapons of any sort are not authorized on Beale AFB, this includes guns, knives, swords, nun chucks, brass knuckles, or any other weapon that has a sole purpose to injure or maim. Combination tools such as a Leatherman and small pocketknives with folding blades less than four inches are authorized if used in the performance of duty. Those found in violation of this directive are subject to apprehension, criminal charges, and debarment from the installation.

The U.S. Federal Government is the most vocal opponent of the drug industry, and it has set the de facto international standards regarding the legality and illegality of different drugs. Illegal controlled substance and narcotics are not authorized on Beale AFB whatsoever, controlled substances may not be transported on the installation via vehicle or on an individual person, i.e., marijuana/Cannabis, cocaine, crack cocaine, LSD, Methamphetamine (Meth), Heroin, Anabolic steroids, Psilocybin mushrooms, are some of forbidden substances (this list is not all inclusive). Prescription medications are authorized for the person the medication is issued to; however, the medication must not be expired, and the label must clearly indicate the name of the person the medication is issued to.

Otherwise, the prescription medication may be deemed illegal by the law enforcement officials. Those found in violation of this directive are subject to apprehension, criminal charges, and debarment from the installation.

ACCIDENT/INCIDENT REPORTING AND INVESTIGATION:

The contractor shall record and report to the POC and the 9th Security Forces Squadron (Military Police) all available facts relating to each instance of accidental damage to government property or injury to either contractor or government personnel. The contractor shall secure the accident scene and wreckage until released by the accident investigative authority through the POC. If the Government elects to conduct an investigation of the incident the contractor shall cooperate fully and assist the government personnel until the investigation is completed.