POV PWS.docx

FA5000-11-R-0025

Attachment 1

Performance Work Statement (PWS)

FOR

PRIVATELY OWNED VEHICLES (POV) STORAGE

Joint Base Elmendorf Richardson (JBER), ALASKA

1 July 2011

POV Storage

Table of Contents

2.0 SECTION II SERVICE SUMMARY

3.0 SECTION III GOVERNMENT FURNISHED PROPERTY and SERVICES

4.0 SECTION IV GENERAL INFORMATION

5.0 SECTION V APPENDICES & EXHIBITS

SECTION 1

DESCRIPTION OF SERVICES

1.0 DESCRIPTION OF SERVICES

1.1 GENERAL SCOPE: The purpose of this contract is to provide storage services of privately owned vehicles (POVs) on JBER, AK. The Contractor shall assume all responsibility and liability for POVs between the time the Contractor accepts POV from service member or designated representative (referred to as customer) until customer accepts POV from the Contractor, to include all cost for receipt/delivery, re-occurring maintenance and processing of POVs for storage. The Contractor is not responsible for damage directly caused by negligence of the Government. Contractor shall ensure that snow does not build up on any vehicle to the point that snow damages stored POVs. Contractor shall provide information on the status of POV storage and resolving POV loss and/or damage claims with customers during performance period of contract, when requested by the Contracting Officer (CO).

The Contractor shall assume all responsibility and liability for real property from the time the Contractor accepts the real property from the customer of designated representative until the customer or designated representative accepts the real property back from the Contractor. Contractor is required to have the capability to absorb oil and other fluids in places where fluids from the stored vehicles have leaked on the ground.

The Contractor is neither responsible nor liable for damage caused by natural disasters as shown in definition of natural disasters.

1.1.1 Period of Performance:

1.1.2 The Contractor shall provide POV Storage Services as defined in this PWS. The Contractor shall perform a joint inspection of the POV with the customer at the designate storage site(s) on JBER (TBD).

1.1.3 Motorcycles are not considered POVs for the purposes of this contract and are not to be accepted into storage.

1.1.4 POV includes automobiles, sports utility vehicles, pickup trucks, and vans authorized by Surface Deployment and Distribution Command (SDDC) for Department of Defense (DOD) POV. Storing POV that exceed 20 measurement tons requires pre-approval from the Transportation Officer or designated representative.

1.2 Complete Service (In-Processing): The Contractor shall provide all related services necessary to prepare and properly store vehicle. Services include re-occurring maintenance and disconnecting and taping battery cables with an approved electrical tape. The Contractor will accept all approved vehicles unless it is determined by the QAP/COR that vehicle is an unacceptable vehicle as defined in this PWS. The Contractor shall ensure that the customer disables the vehicle alarm system, if so equipped with an alarm system. The Contractor may be required to work weekends or other than normal working hours and holidays in order to accommodate military members during peak turn-in periods. The Contractor shall be provided one week’s notice from the CO or COR to mobilize for a peak period. Contractor must be able to process at least 13 POVs, per day, during non-peak periods.

1.3 Complete Service (During Storage): Storage begins upon receipt of POV by the Contractor at the designated locations on JBER, AK. The Contractor is responsible for the proper management and employment of a proper work force, to ensure the processing, re-occurring maintenance, re-occurring security can be provided. The Contractor shall perform reoccurring maintenance as defined in APPENDIX A.1...

1.4 Complete Service (Out-Processing): The contract includes all related services necessary to prepare vehicle for operation and release from storage. Services include re-occurring maintenance, re-connecting battery cable and the safe charging of battery, as required, for batteries that are capable of being charged. The Contractor shall replenish the fuel tank with two gallons of appropriate fuel when the fuel tank gage reads less than 1/8 tank full. Additionally the Contractor shall wash the exterior of vehicle prior to releasing POV to owner or designated representative to ensure that a proper joint inspection of vehicle is possible. The Contractor will advise owner of POV or designated representative if fluid leaks are discovered during period of storage. The Contractor may be required to work weekends or other than normal working hours in order to accommodate military members during peak out-processing periods. The Contractor shall be provided one week’s notice from the CO or COR to mobilize for a peak period. Contractor must be able to process at least 13 POVs, per day, during non-peak periods.

1.5 Snow removal: Contractor will ensure that snow does not build up on any vehicle to the point damage to stored POVs occurs.

1.6 CONTRACTOR’S DUTIES

1.6.1 CUSTOMER SERVICE

1.6.1.1 Contractor shall complete POV turn-in processing within two hours or less of the customer signing in. The Government will ensure staggered arrival times of customers so that the two hour time requirement is not frustrated. Contractor shall have the capacity to in/out-process up to 75 vehicles per day during the peak periods and at least 13 POVs per day during non-peak periods.

1.6.1.2 The Contractor shall maintain a log, ensuring that the customer signs in at the time of arrival and signs out when the vehicle is in-processed/out-processed and is in the custody of the Contractor/customer.

1.6.1.3 The Contractor shall provide customer service comment cards to all customers. The Contractor shall encourage the customer to complete and submit the card before departing. The Contractor shall include the customer service card in the QCP for approval by the CO.

1.6.1.4 Unusual Occurrences: Between the time that Contractor accepts POV from customer until the customer accepts the POV from Contractor, if the POV is stolen, lost or damaged or if the property is subject to the probability of loss or damage so that without preventative measures being taken, loss or damage is likely to result, the Contractor shall immediately notify the CO or COR by the quickest means of communication. The Contractor shall take immediate action to protect the property from further loss or damage. The Contractor shall immediately notify the CO or COR of any unusual occurrence. Methods of contacting the CO or COR shall be provided by the Government upon award of this contract.

1.6.2 POV PROCESSING

1.6.2.1 The Contractor and the customer, together, shall jointly inspect the POV in a covered and well lighted area for peak periods on JBER, AK and accurately record the interior/exterior condition of the POV on the DD Form 788 or commercial equivalent; Contractor is responsible to provide cover and any required lighting during scheduled peak periods, if the USARK/JBER Tactical Vehicle Car Wash Facility is unavailable. The Contractor shall require that the POV be clean, externally and internally, to facilitate accurate inspections.

1.6.2.2 When the cleanliness of the POV being turned in by a customer impairs the inspection process, the Contractor shall request the customer to wash the exterior of POV prior to processing. It is not expected that the Contractor provide any washing facilities for the purposes of in-processing a vehicle.

1.6.2.3 The Contractor shall obtain from the customer one complete set of keys, to include keys for gas tank cap, trunk, and locking type hubcap or rim.

1.6.2.4 The Contractor shall be responsible for the repair or replacement of flat tire(s) after acceptance of the POV and before delivery to the customer. The Contractor shall use the vehicle’s spare tire to accomplish this if the flat tire is irreparable. Under no circumstances shall a spare tire of one vehicle be used on another vehicle. Contractor is upon notice of a low tire, to air it up to manufactures recommended pressure. Upon notice of a flat tire, remove the flat tire, if the tire can be repaired IAW local industry standards then repair the tire, or have the tire repaired and replace the tire. If the tire is not capable of repair, remove the flat tire (only if the vehicle has a spare tire) and put the spare on. If the vehicle has no spare, in order to mitigate damage to the rim of the vehicle, the Contractor shall place the vehicle where flat on a jack stand at the same level as the rest of the vehicle.

1.6.2.5 Loose personal property shall not be stored in the POV and is to be removed by the customer. The only exception is acceptable accessories.

1.6.2.6 If fluid leaks are discovered during monthly inspections and/or re-occurring maintenance, the Contractor will provide and place a drip pan, which is sufficient to trap any leakage of fluids, under the POV.

1.6.3 POV DOCUMENTATION

1.6.3.1 The Contractor shall prepare a file for each POV. The file shall include the DD Form 788 or commercial equivalent copies of the customer’s valid TCS orders (including amendments)and a Power of Attorney or letter of authorization or other documents as may be appropriate when it is determined that the customer will not be available for in/out processing of his/her POV.

1.6.3.2 On the DD Form 788 or commercial equivalent inspection form, the Contractor shall place the POV identification number taken from the POV or the customer’s POV registration and odometer reading from the POV during the in processing inspection phase. The Contractor shall annotate on this form whether the hubcaps and antenna are mounted or not. The initial odometer reading occurs during joint inspection and turn in of the POV, and it is entered on the front of the form.

1.6.3.3 After the POV has been jointly inspected; the Contractor shall distribute the DD Form 788 or commercial equivalent as follows: A legible copy of the DD 788 and one legible copy of the orders go into the glove compartment. One legible copy goes to the customer. The original is maintained in the file.

1.6.4 POV TURN-IN PROCEDURES

1.6.4.1 The Contractor shall maintain one copy of the signed vehicle claims instructions in its files and will give one legible copy to the owner or owner’s agent. The Contractor shall require the owner or authorized agent to present personal identification upon turning in the POV, a copy of the valid POV registration/title, and a Power of Attorney or letter of authorization, if an agent turns in the vehicle. The Contractor file is the property of the Government. The Contractor shall review the documentation received from the customer and prepare the necessary documentation to process the storage of the POVs.

1.6.4.2 The Contractor shall give the customer one legible copy of the DD Form 788 or commercial equivalent after all processing is completed.

1.6.5 POV PICK-UP PROCEDURES

1.6.5.1 Contractor shall make the POV available to the customer or government designated representative within seven (7) working days from receipt of written/electronic notification from the customer or a government designated representative.

1.6.5.2 The Contractor shall reconnect battery cables and charge battery, if necessary, for batteries that are capable of being safely charged, prior to releasing POV to owner.

1.6.5.2.1 Replenish fuel tank with two (2) gallons of appropriate fuel, as required, prior to releasing POV to owner.

1.6.5.2.2 Wash exterior of POV to ensure proper joint inspection of POV can be completed.

1.6.5.2.3 Inflate tires to manufacture’s recommended specifications.

1.6.5.3 When the customer or a designated government representative claims the vehicle, another joint inspection must be made for loss or damage. Any damage found at this inspection that was not noted on the original inspection when the POV was tendered shall be annotated on the DD Form 788 or commercial inspection form approved by the CO. A legible copy of this inspection form, showing any damage noted at time of tender and any damage noted at delivery, will be given by the Contractor to the owner or owner's agent.

1.7 FENCE INSTALATION. Contractor shall install permanent chain link fencing that meets JBER Installation Standards for fencing; an estimated total linear feet required is 2,474, to include four, each double wide entry/exit gates. Installation of all said fencing must be completed NLT 31 Oct 2011. JBER Fencing Standards identified in Appendix A. At conclusion of contract, fencing will remain in place and become property of the U.S. Government, JBER Installation. Government reserves the right to award permanent fence as a separate contract.

1.7.1 Temporary Fence Installation. In the event a permanent fence cannot be installed due to weather or Government delays, contractor shall install a temporary fence with an estimated total linear feet 2,474, to include four, each double wide entry/exit gates. The temporary fence will remain in place until a permanent fence can be installed. At the conclusion of the contract, if temporary fencing is still in place, fencing remains the property of the contractor. The fence shall be removed within ten (10) calendar days of the end of the contract, or after the ground has thawed sufficiently.

SECTION II

SERVICE DELIVERY SUMMARY

2.0 SERVICE SUMMARY/QUALITY ASSURANCE

2.1 CONTRACTOR QUALITY CONTROL

2.1.1 The Contractor shall establish and maintain a Quality Control Plan (QCP) that has been approved by the CO to assure that contract requirements are met as specified. A copy of the QCP shall be submitted to the CO within 30 days of contract award. The Contractor shall revise the plan of deficiencies requiring correction and submit it to the CO within 10 calendar days.

2.1.2 The Contractor shall maintain a file of all quality control inspections, inspection results, and any corrective action required and taken. This file shall be made available to the CO during regular work hours. The file shall be turned over to the CO within thirty (30) calendar days from the completion and/or termination of this contract.

2.2 GOVERNMENT QUALITY ASSURANCE

2.2.1 The Government will monitor the Contractor’s performance using predetermined quality assurance procedures. The Contractor will permit access to all designated storage sites on JBER, AK to the CO or COR, as needed. Final determination that services rendered are conforming is solely the responsibility of the Government. The Government Quality Assurance Program is not a substitute for Contractor quality control. Therefore, the Contractor shall be responsible for the maintenance of all records: re-occurring security, re-occurring maintenance, and in/out processing documents.

2.2.2 The Contractor shall provide a monthly work schedule to the COR at least two weeks prior to the start of each month. If changes to the work schedule occur, the Contractor shall provide those changes at least 24 hours prior to their occurrence. All changes to the work schedule must be coordinated with the COR.

2.3. Service Delivery Summary (SDS). The SDS chart is at the end of this section.

2.3.1. Lists the PWS requirements that the Government will surveil. The absence of any contract requirement from the SDS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract.

2.3.2. Defines the standard of performance for each listed service.

2.3.3. Sets forth the maximum allowable deviation from standard performance for that service that may occur for the listed service.

2.3.4. Defines the lot used as the basis for surveillance.

2.3.5. Government Quality Assurance. Contract performance will be surveilled to determine if it meets the contract standards. A variety of surveillance methods may be used.

2.3.6. Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance requirements of the contract. When the performance requirement is not met, the COR will notify the CO.

2.3.7. Service Delivery Summary.

SECTION III

GOVERNMENT FURNISHED PROPERTY

3.0 Government Furnished Supplies and Equipment

3.1 Government Furnished Storage: The Government will provide a twenty (20) foot metal storage container on site for contractor use during the contract.

3.2 Government Furnished Building: The Government shall provide two (2) 12x12 modular office structures for contractor’s use in base and all option year periods of this contract. Modular office structure to be located at the JBER POV Storage Lot in the Richardson Loop area, exact location TBD by government. Cost for connection of power from established electrical power drop box to be at Government expense.

SECTION IV

GENERAL INFORMATION

4.0 GENERAL INFORMATION

4.1 SAFETY

The CO or COR shall be allowed access to Contractor personnel and files during normal working hours and at other times as determined by the CO. All regulatory agencies, from any level or Government, whose responsibilities include inspections and other appropriate actions, shall be allowed to inspect the worksite to the extent necessary to carry out their responsibilities.

4.2 SECURITY

4.2.1. The Contractor shall be fully liable for the security of the POVs and the in-processed accessories against any loss, damage, destruction, and pilferage due to the inadequate security between the time the Contractor accepts the POV from owner or designated representative until the customer accepts the POV from the Contractor. The Contractor shall, within twenty-four (24) hours of notice of occurrence, provide a report of theft, pilferage, or breach of security to the CO or COR. Reports are required when the estimated value of the damage or missing item is valued at $100 or greater. This report shall contain a description of the occurrences and the resulting actions. The Contractor shall maintain accountability and control of keys for all locked areas containing POVs.

4.2.2. Outside of normal duty hours, to include Holidays and Weekends, the contractor will ensure a random physical security check is accomplished at least once every six hours or four times a day; security check should include checking of all gate locks and general security of POVs, immediately reporting any negative security findings to the CO or COR.

4.3 PERSONNEL

4.3.1 The Contract Manager, alternate(s), and Contractor employees who have contact with customers must be able to read, write, speak and understand English fluently. English shall be the only language used with regard to this contract for written correspondence, discussions and other business transactions.

4.3.2 The Contractor shall designate a Contract Manager and alternate, who is responsible for the contract operations and one of whom, is available to the CO at all times during the normal work day. The Contract Manager / Alternate(s) shall have full authority to act for the Contractor on all matters.

4.4 Contractor Access to Air Force Installations. The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on JBER, AK. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the CO listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The CO will endorse the request and forward it to the issuing base pass and registration office or security police for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate, to obtain a vehicle pass.

During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with AFI 31-101, Volume 1, The Air Force Installation Security Program, and AFI 31-501, Personnel Security Program Management. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office. Failure to comply with these requirements may result in withholding of final payment.

4.5. IDENTIFICATION BADGES. Contractor’s personnel on duty shall wear contractor provided identification badges displaying the employee’s name and the name of the contractor.

4.6 CONTRACTOR-FURNISHED SUPPLIES, EQUIPMENT AND SERVICES

4.6.1 The Contractor shall furnish all supplies, equipment, and services as required for performance. Contractor’s equipment shall be maintained in safe condition and meet OSHA standards and all applicable Federal, State, and Local laws, see http://thomas.loc.gov/.

4.6.2 Contractor, if necessary shall replenish two (2) gallons of proper type of fuel in any POV prior to it being turned over to the customer so that it may be driven to the nearest fueling facility. See C.2.6 for details.

4.6.3 Contractor will install permanent chain link fencing that meets JBER Installation Standards for fencing; See Attachment A. At conclusion of contract, fencing will remain in place and become property of the U.S. Government, JBER Installation.

4.7 CONTRACTOR LIABILITY

4.7.1 The Contractor shall provide a 30-day advance written notice to the CO in event of cancellation or any material change or reduction in the insurance coverage (see C.9.2, below). Upon cancellation of the present insurance policy, the Contractor must provide evidence of continuing insurance to the CPO at least ten (10) days prior to cancellation date of present policy;

4.7.2 The Contractor is liable to the owner, the owner’s insurer under principles of subrogation, or the United States for the full value of any loss or damage to the vehicle, its contents, accessories or internal working components that occurs between the time the Contractor accepts the POV from customer until customer accepts POV from the Contractor, for services provided by the Contractor or any of its Subcontractors. The Contractor is also liable for any damage caused by the negligence of any of its employees, agents or subcontractors, regardless of where the damage occurs. The Contractor is not liable for damage caused by the direct negligence of the Government.

4.7.3 Full value in this context means the total retail repair cost, to include applicable taxes, at the place where the owner elects to repair the vehicles; the un-depreciated replacement cost of those items that are not normally replaced during the life of the vehicles (e.g., glass, mirrors, wheels, bumpers, fenders, etc.); or the depreciated replacement costs of items that are normally replaced during the life of the vehicle or that depreciate because of wear (e.g., convertible tops, seat and floor coverings, tires, wiper blades, batteries). Repair and replacement costs must be fair and reasonable for the type of vehicle in the location where the repair will be done. The Contractor has the burden of proving by clear and convincing evidence that the claimed repair or replacement costs are unreasonable and what a reasonable cost would be for the locations where the repairs will be done.

4.7.4 The Contractor’s liability for loss or damage to any vehicle and its accessories shall be up to the entire fair market value of the vehicle and its accessories.

4.7.5 Fair market value for the vehicle and its accessories will be determined by reference to the retail value in the National Automobile Dealers Association (NADA) Official Used Car Guide for the storage area.

4.7.6 On claims for exterior damage to vehicles the Contractor shall be liable for the entire loss up to the fair market value of the vehicle.

4.7.7 Except as provided in paragraph C.8.8 below the owner, the owner’s private insurance, or the United States need only establish a prima facie case that the vehicle and its contents were tendered to the Contractor for storage under this contract; that it was lost and never returned to the owner or was returned to the owner with some loss or damage; and the cost of repair or replacement at the place where the vehicle is located. This will shift the burden of proof to the Contractor to prove by clear and convincing evidence that the loss or damage occurred before the vehicle was tendered; that the damage did not occur during storage; or that the replacement/repair costs are not reasonable for the type of repair. Failure to identify and note any damage or inoperable systems during the in-processing joint inventory will create a rebuttable presumption that all systems were operable at the time of in-processing, and that the vehicle was un-damaged at the time of in-processing.

4.7.8 Failure to identify and note any damage or inoperable systems during the in-processing joint inventory will create a rebuttable presumption that all systems were operable at the time of in-processing, and that the vehicle was un-damaged at the time of in-processing, and that the Contractor is therefore liable for such damage

4.7.9 The Contractor shall, at its own expense, defend any suits, demands, claims, or actions in which the United States might be named as a defendant, arising out of or as the result of the Contractor’s performance of work under this contract, whether or not such suit, demand, claim or action arose out of or was the result of the Contractor’s negligence. This shall not prejudice the right of the United States to appear in such a suit, participate in a defense and take such action as may be necessary to protect the interest of the United States. Nothing in the above provision shall in any way limit other remedies available to the United States as provided by law, or waive rights of the United States as provided by law.

4.7.10 The Contractor shall procure and furnish to the CO a certification of insurance from the insurance company to cover the POV’s while in possession and control of Contractor. The Contractor shall be responsible for and make whole, at its own expense, all loss and damage to POVs in the possession and control of the Contractor. The Contractor shall:

4.7.10.1 Provide a 30-day advance written notice to the CO or COR in event of cancellation or any material change or reduction in the coverage. Upon cancellation of the present insurance policy, the Contractor must provide evidence of continuing insurance to the CO at least ten (10) days prior to cancellation date of present policy;

4.7.11 The Contractor is liable for all damages to government real property, when it has been determined by competent authorities that damages were due to Contractor personnel or sub-Contractors negligence. This includes all damages to fences and all government stored items in or attached to designated POV storage sites on JBER, AK.

4.8. CLAIMS

4.8.1 Prior to the return of the vehicle to the owner, the Contractor may repair any damage or replace any loss. However, any repair or replacement must be sufficient to restore the vehicle and its contents to at least the same condition as it was at the time the Contractor took possession of the vehicle. Replacement items must be the same make, model, or type, or be of at least equivalent quality. If the Contractor replaces an item with a similar item of better quality, it may not charge the owner for the difference in cost. If the Contractor repairs any damage or replaces any lost item after the POV is tendered, and before it is returned to the owner, the Contractor shall advise both the owner and the CO/COR of the loss and/or damage. The Contractor is not required to make such repairs or replacements and may compensate the owner, the owner's insurer, or the United States for the full costs of any such repair or replacement within 45 days of receiving a claim, pursuant to C.9.1.3.

4.8.2 Either the owner, the owner’s insurer or the United States may file a claim against the Contractor for the loss and/or damage for which the Contractor is liable. Claims by the United States will most often be filed by an executive agency’s claims service. The agency’s claim will be for the full value of any loss and/or damage for which the Contractor is liable, regardless of how much the agency has paid the owner. The United States may include in its claim any amounts paid by an owner’s private insurer. Any amount recovered by the United States in excess of what the United States has paid the owner will be returned to the owner or to the owner’s private insurer, as appropriate. Many owners will elect to submit claims to their agency, for payment under the Military Personnel and Civilian Employee’s Claims Act, after they have failed to settle directly with the Contractor or in lieu of submitting a claim directly to the Contractor. As a condition of filing such claims, the owners must assign their claim to the United States. At that point they no longer have the legal capacity to settle their claim directly with the contractor.

4.8.3 The Contractor must settle (i.e. pay, deny, or make a final written offer) all claims within 45 days of the date the claim is sent to the Contractor, regardless of whether the claim is submitted by the owner, the owner's insurer, or the United States Government, unless the party filing the claim consents, in writing, to an extension of time. The Contractor must settle all claims for loss or damage for which it is liable, even if a third party or subcontractor actually caused the damage or loss.

4.8.4 The Contractor shall attempt to settle any loss or damage claims directly with the customer, preferably at the storage site. If the cost of repair cannot be determined at that time, the Contractor shall provide the owner or owner's agent, in writing, the address to which a claim can be submitted.

4.8.5 The Contractor shall provide a claims report, which is due within the first five (5) calendar days of each month, to the COR. The report shall include at a minimum the following: the total number of claims from customers, number of claims paid and settled, the amount of each settlement with the total amount paid and the total amounts of claims denied or denied in part and the reason for the denial.

4.9 Insurance: Contractor shall obtain insurance covering each vehicle for damage at no less than $30,000 per vehicle. Contractor shall provide proof of this insurance to the CO within ten (10) days of award of this contract.

4.10. TRANSITION OF SERVICES

4.10.1. Should the incumbent contractor under this contract become the successful offeror in the follow-on contract (Successor Contractor), performance shall end, as scheduled, per this effort and shall continue seamlessly per the new contract's requirements. Successor requirements will be in a follow-on contract, if necessary.

4.10.2. Should the incumbent contractor under this contract NOT become the successful offeror in the follow-on contract, the incumbent contractor shall be in possession of customer vehicles up to the transition to the successor contractor. Transition is complete when the incumbent contractor out-processes all vehicles to the successor contractor (in-processes). The successor contractor shall then be in possession of customer vehicles under a new contract. The transition shall be seamless to the customer or agent, who may or may not be present at the time of transition.

4.10.3. The transition of vehicles or the transfer of responsibility shall be as follows:

• The incumbent contractor under this contract shall perform as if out-processing the vehicle from storage.

• The successor contractor shall perform as if in-processing the vehicle for storage.

• The successor contractor shall in-process the vehicle in accordance with the new contract. Both contractors shall complete all requirements, inspections, preparations, and required documentation.

• The transition period shall be completed within 60 calendar days.

• The contractors shall be able to process the lesser of the two requirements for minimum number of vehicles per 24 hour period as described in both contracts for processing.

4.10.4. Once transfer of possession occurs, the incumbent contractor’s responsibilities for the vehicle ends and the successor’s responsibility begins. However the incumbent contractor’s liability for damage that occurred while in their possession and/or control remains.

4.10.5. The successor contractor shall transport vehicles from the present location to the new storage location, should they be different locations.

4.10.6. All contractors involved shall take all actions necessary to ensure a smooth, orderly, and efficient transition of storage operations, coordinating and cooperating with any incumbent /successor contractors and Government activities at the beginning and end of the contract, to include termination or normal contract completion. Problems encountered in the transition of operations shall be reported to the CO and/or COR for resolution.

4.10.7. The Contractor for this effort shall provide to the CO a transition plan, ten (10) days after award, to ensure the efficient and thorough transfer of documentation and vehicles from predecessor to successor contractor. The plan shall identify the nature and extent of the transition activities required and the timeframe for accomplishing each activity. At the conclusion of this contract, the Government will notify storage providers with information to disseminate to customers of the transition of services no less than thirty (30) calendar days prior to start of a follow-on contract performance. The incumbent contractor shall disseminate the information no later than fifteen (15) calendar days after receipt of the information. At the direction of the CO, the incumbent contractor shall transition vehicles to the successor contractor or other location(s) designated by the CO. The incumbent, successor and COR shall perform, without additional cost, a joint inspection of the vehicles during transition to document vehicle condition and the transfer of responsibility/liability. The date and time for the inventory will be coordinated with the COR/ITO/CO at least seven (7) working days prior to the expiration of the contract. At least 24 hours advance notice of the inventory will be given to the incumbent /successor contractors and Government representative(s).

4.10.8. The incumbent contractor shall accept vehicles for storage up to the last day of the period of performance, unless notified to discontinue receiving vehicles by the COR/ITO/Contracting Officer and that an award has been made to a successor contractor for follow-on services. The CO reserves the right to overlap performance of incumbent and successor contracts to accommodate transition. The incumbent shall transfer all paper or electronic copy documentation to the successor. The transfer of these files shall be coordinated through the COR/ITO/CO. All vehicles shall be transitioned as directed by the COR/ITO/CO.

4.10.9. The contractor shall, upon the CO’s written notice, transition services for up to 60 days after expiration of this contract.

APPENDIX A

A.1 DEFINITIONS

ACCEPTABLE ACCESORY – any ancillary piece of the vehicle that is not permanently attached: jack, jack tools, ash trays that can be removed, cigarette lighters, and spare tire. Other acceptable items are Non-Original Equipment Manufacturer (OEM) that is permanently installed and cannot be re-moved without the aid of tools: aftermarket stereos and speakers, DVD consoles and other entertainment devices, global positioning and systems.

CONTRACTING OFFICER – an individual who, by appointment, has been granted explicit authorization to enter into, administer, change the terms and/or terminate contracts as wells as make related determinations and findings. This is the only Government representative authorized to bind the Government. Agent of the Government that is authorized to commit the government in payment for service or supplies. Limited by the dollar amount and/or any other stipulations annotated on his/her warrant. Only a Contracting Officer can change the terms of a contract or issue additional work or change work.

CONTRACTING OFFICER REPRESENTITIVE (COR)/QUALITY ASSURANCE PERSONNEL (QAP) - a person designated in writing by the Contracting Officer to be responsible for ensuring that the Contractor complies with the terms and conditions of the contract. Responsibilities include documenting and surveillance of the contract services. The COR does not have the authority to authorize changes or variation in services required under the contract, or to authorize expenditures. For the purposes of this document COR & QAP are equal when either is referred to.

IN/OUT PROCESSING – joint inspections between Contractor and vehicle owner or owners representative to ensure a clean interior/exterior of a vehicle in order to accurately record or annotate the condition of the vehicle exterior, interior, and operating systems using the DD Form 788 or commercial equivalent. The ascertaining of proper legal ownership or other legal means (ex. IN PROCESSING, power of attorney or written authorization from owner, OUT PROCESSING, power of attorney or notarized written authorization from owner ) that the customer must have prior to placing the vehicle in the custody of the Contractor or receiving the vehicle from the Contractor. The documentation of required paperwork, signatures, and proper custody transfer of the customer’s vehicle to the Contractor and or back to the customer or authorized representative from the Contractor.

JOINT INSPECTION – the united activity of both the customer and Contractor to determine the condition of the vehicle, via inspection, prior to custody transfer. The inspection shall conclude with both inspecting parties agreeing upon all finding(s), comment(s) and annotations made on the inspection document. The inspection document shall be signed by both parties.

NATURAL DISASTERS - a manifestation especially of a violent or destructive natural force, that cannot be reasonably foreseen such as a lightning strike or earthquake that is beyond human power to cause or prevent. Contractor shall not be held liable for natural disasters.

NORMAL WORKING HOURS – Weekdays (Monday – Friday), except federal holidays, from 0800-1700.

OWNER – a member of the U.S. Armed Forces with orders, identification and have a letter from the transportation office authorizing POV storage (only one POV owned or leased by member or member’s dependent and for member’s personal use) showing proof of ownership.

PEAK PERIOD – a period during which very high in-processing or out-processing activities are expected to occur. During a peak period, anticipated to be one for in-processing and one for out-processing, three to four week period, each-, the Contractor must be capable of processing up to 75 vehicles per day at designated location on JBER. The Contractor will be notified by the Government not less than 7 calendar days in advance of the Peak IN/Out-processing periods. Processing during peak periods will require the Contractor to work weekends and holidays, as required.

PRIVATELY OWNED VEHICLES – vehicles owned or appearing to be owned by U.S. service personnel. For the purposes of this contract this definition specifically pertains to automobiles, sports utility vehicles, pick-up trucks, and vans (Does not include motorcycles).

QUALITY ASSURANCE (QA) – a planned and systematic pattern of actions necessary to provide confidence that adequate technical requirements are established; products or services conform to established technical requirements and acceptable performance is achieved.

QUALITY CONTROL PLAN (QCP) - the Contractor’s plan to effectively and efficiently manage the service objectives relating to security, Reoccurring maintenance, and facility(s) documentation requirements.

REOCCURRING MAINTENANCE – Contractor will conduct monthly maintenance of and/or checks for the proper inflation of tires and leakage of fluids. Tire air pressure will be maintained in accordance with recommended tire manufacture standard for each POV or specific item (i.e. tire manufacturer recommendation). All detected fluid leaks will require the Contractor to place a drip pan, sufficient to trap all fluids, under POV. Leaks relating to anti-freeze will be immediately reported to Contracting Officer. Contractor will annotate vehicle storage file when leaks are detected and ensure owner or designated representative is advised of fluid leak at time of out-processing. Contractor will be responsible for clean up and disposal of any/all fluids.

SECURABLE – the ability to safeguard against the entrance of un-authorized persons to prevent unlawful acts between the time the Contractor accepts POV from member or designated representative until member or designated representative accepts POV from Contractor. For the purpose of this contract securable implies locked locks on all entrances or a means of preventing entrance by unauthorized persons. Locks are to be provided by the contractor.

UNACCEPTABLE VEHICLE – a vehicle that has any non-functional safety feature, i.e. vehicle will start in any gear other than park or neutral for an automatic transmission, or any parking break that fails to keep a vehicle from moving while the vehicle that is in gear and at idle, or any primary braking system that fails to stop a vehicle while in gear and at an idle, or any vehicle that has an altered ignition system or ignition system that requires special instructions to start, or any vehicle that will start in gear (automatic transmission), or any vehicle that will start without the clutch depressed (manual transmission), or any vehicle that has any fluid leak – where one or more drops have formed and dripped or spilled on to the ground, or which is inoperable, or safety belts are inoperable. All other items that are in question shall be confirmed with the Government COR/QAP, who has the final say for items not listed here in this definition.

APPENDIX B

Permanent Fencing Standards

APPENDIX C

Government Furnished Property

APPENDIX D

Estimated Workload Data

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