Darwin Rental SOW.docx

Darwin Statement of Work (SOW) for Rental Vehicles

1. Scope. The Contractor shall provide all personnel, equipment, tools, materials, management, supervision, quality control and labor necessary to provide rental vehicles to United States Government (USG) personnel as defined in this SOW, in accordance with commercial practice and U.S. laws. The Contractor shall provide rental vehicles that meet the specifications identified in this SOW from 9-28 July 2025.

2. RENTAL VEHICLE REQUIREMENT

2.1. Vehicles will be properly licensed and registered in accordance with applicable laws and regulations, be clean, well maintained, and in a safe operating condition. Both the exterior and interior of the vehicles shall be free of excessive soil, rust, and damage. All automatic door locks, windows, seats, etc. shall be operative. All vehicle systems shall be operative and maintained in accordance with the manufacturer's recommendations.

2.2. All vehicles must have automatic transmissions and include heating and air conditioning. Tires must be new or in exceptional condition.

2.3. The following vehicles will be provided:

2.4. If the vehicles do not meet the criteria listed above or elsewhere in this SOW, the US Government may reject the vehicle promptly after receipt. If the Contracting Officer determines that any vehicle furnished is not in compliance 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 terminate the contract IAW Federal Acquisition Regulation (FAR) Part 12.

3. INSURANCE AND LIABILITY

3.1. 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.

3.2. 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.

3.3. 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.

3.4. 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.

4. PICK-UP/RETURN

4.1. The Government will pick up the vehicles from the Contractor’s facility at a time coordinated with the contractor after award. The vehicles shall have a full tank of gas at the time of pick up. The Government shall return the vehicles to the same place where they were picked up after completion of the rental period.

4.2. 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.

4.3. The Contractor and Government will conduct a joint inspection of all vehicles at the time of pick-up to ensure the vehicles 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 vehicles are returned by the Government at the conclusion of the rental period to document the condition of the vehicles.

5. GENERAL INFORMATION

5.1. Contract Manager. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates who shall act for the Contractor when the manager is absent, shall be designated and provided to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

5.2. Contracting Officer. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The Contracting Officer is the only authorized person who can legally bind the Government and who can make changes to the terms and conditions of a contract.

5.3. The Government Coordinator, Contracting Officer, and Contract Administrator names and contact information will be provided to the contractor upon award.