Attachment 2 - Vehicle Rental BPA PWS 13 Feb 2020.pdf

PERFORMANCE-BASED WORK

STATEMENT

FOR

VEHICLE LEASE SERVICE

18 LRS/LGRV, KADENA AB, OKINAWA, JAPAN

13 FEB 2020

SECTION 1

DESCRIPTION OF SERVICES

1.1. Scope of Work. The contractor shall provide a safe, operational, vehicle and service in accordance with this Performance-based Work Statement (PWS).

1.2. Points of Contact. Contractor will provide points of contact within their company to interface with the 18th Contracting Squadron and designated representatives from the Vehicle Management Flight (VMF) on issues concerning the leased vehicles. Names, business address, phone numbers, and hours of operation are the minimum information requirements. Contractor shall provide a name and telephone number for emergency contact after hours.

1.3. Definitions

1.3.1. Acceptance inspection - An inspection that is performed on the vehicle and equipment prior to acceptance.

1.3.2. Accident repairs - Repairs required as a result of a collision with another object resulting in damage to the vehicle.

1.3.3. Scheduled maintenance - Periodic prescribed inspections or servicing of equipment, accomplished on a calendar, mileage, or hours-of-operation basis.

1.3.4. Unscheduled maintenance - Maintenance that is not scheduled but is required to correct deficiencies and to restore the vehicle or equipment to a serviceable condition.

1.3.5. Fair wear and tear - The deterioration of items attributed to normal usage.

1.4. Vehicle Lease Requirements. Contractor shall provide safe and serviceable vehicles. The vehicles will be non-smoking with less than 60,000 kilometers on the odometer or no older than 3 years. Each vehicle will be in excellent physical condition and mechanically sound, with no visible leaks, damage or signs of wear. Vendor will also provide insurance on all rental vehicles.

1.4.1. Condition. Both exterior and interior of vehicle must be free of soil, rust, smoke, tobacco or damage during the initial vehicle acceptance inspection. The individual designated from the VMF will determine acceptable condition following scheduled or unscheduled maintenance. The Contracting Officer (CO) has final determination authority if differences of opinion arise between the contractor and the representative from the VMF.

1.4.2. Safety items. Each vehicle must meet all Japanese and USG safety requirements and have, as a minimum, the following safety features: passenger and driver’s side airbags, head lights, turn signals, emergency flashers (visible on four (4) sides of the vehicle), seat belts, rear view mirrors, windshield wipers, parking brake, and horn.

1.4.3. Heating and Air Conditioning. Operational heating and air conditioning are required in the vehicle.

1.4.4. Vehicle Specifications. Vehicle shall comply with Federal Vehicle Standards.

(Reference: http://vehiclestd.fas.gsa.gov/CommentCollector/StdItem).

1.4.4.1 Specifications Summary. Vehicles shall meet the following specifications:

a. Body Type- Sedan (1100cc or greater engine size), 8 passengers van (Noah type) or equivalent, 10 passengers van (HIACE Type) or equivalent, Cargo van (HIACE Type or equivalent), (25 to 28 passengers Bus).

b. Color- One basic solid color on the exterior

c. Transmission - Vehicle shall have an automatic transmission

d. Brakes - Vehicle shall have power assisted brakes

e. Steering - Vehicle shall have power steering

Air Bags Minimum - Vehicle shall have front impact air bags

f. Occupant Restraint System Minimum - Vehicle shall be equipped with seatbelts

g. Tires - Vehicle tires shall be radial type.

h. Vehicle shall have air conditioning and heater

i. Vehicle shall have no more than 60,000 kilometers on the odometer or no older than 3 years.

j. The vehicle will be labeled in some way of the type of fuel that it requires.

k. The vehicle will be equipped with a spare tire

1.5. Services. The contractor shall provide the following services:

1.5.1. Maintenance. Contractor shall provide all scheduled and unscheduled maintenance to repair the vehicles. The cost of maintenance will be included in the Blanket Purchase Agreement price. The contractor will provide all needed tools and facilities to conduct the maintenance or repair. Contractor will dispose of all debris and waste generated or accumulated during maintenance.

1.5.1.1. The contractor shall be responsible for all repairs. The cost of repairs shall be included in the Blanket Purchase Agreement price. The USG will only be held financially responsible for loss or damage to vehicles due to negligence as outlined in the Federal Acquisition Regulation (FAR) Clause 52.228-8 “LIABILITY AND INSURANCE-

LEASED MOTOR VEHICLES”.

1.5.1.2. Scheduled Maintenance. The contractor shall notify the VMF representative when warranty/scheduled maintenance or repair is due.

1.5.1.3. Unscheduled Maintenance. Unscheduled maintenance will be performed by the contractor as required.

1.5.1.4. Repairs necessary due to defect or malfunction of the vehicle will be performed at no cost to USG.

1.5.1.5. The USG will be responsible for the cost of all repairs required due to negligence or misuse of the vehicle by the USG.

1.5.1.6. Tires. The contractor will be responsible for the replacement of tires due to normal wear and tear. If tires become damaged due to fault of USG employee or negligence USG will cover the cost of repair.

1.5.1.7. Response Time. Contractor will respond to service calls from the VMF representatives within 24-hours. If the service call is placed during a Japanese holiday, the contractor will respond within the first 24 hours after the holiday has concluded.

1.5.1.8. Repair time. If for any reason the rental vehicle will be down for maintenance for longer than 24 hours, a replacement vehicle should be made available as soon as possible. The contractor shall provide a substitute vehicle that meets or exceeds the requirements set forth in this Performance Work Statement. The substitute will be provided at no additional cost to the Government.

1.5.1.9. Authorized service providers. The contractor shall provide a list of mechanics on island that are authorized to service the vehicle. The list shall be in English and include name, address, phone number, hours of operation, and driving directions or a map of the location.

1.5.1.10. Towing. Contractor shall provide towing service, available 24 hours a day, 7 days a week, at no cost to the USG.

SECTION 2

SERVICE SUMMARY

(Service Required) Ensure Requested Vehicles meet Specification Summary

(Reference) 1.4.4.1.

(Threshold) No more than 3 deficiencies per month.

Ensure Contractor meets response time criteria

1.5.1.7. No more than 3 deficiencies per month

SECTION 3

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. Fuel. USG is responsible for supplying fuel used in vehicle after acceptance. Upon acceptance fuel tank shall be full. The vehicle will be labeled in some way of the type of fuel that it requires.

3.2. Emergency Lighting and Command and Control Radio Equipment. USG is responsible for installation and removal of all such equipment and will ensure vehicle is returned to original configuration upon termination of the lease.

3.3. Joint Inspection. Contractor’s representative and VMF Representative must perform a joint inspection and document in writing the condition of the vehicle upon initial delivery. An inspection will also be performed upon completion of the call when the vehicle is returned to the contractor.

SECTION 4

GENERAL INFORMATION

4.1. Delivery. The time frame for delivery will be as follows: The leased vehicle is required to be in place the date upon requested by the USG. Delivery shall be accomplished during normal business hours of 0800 and 1600, unless requested otherwise by VMF representatives. Contractor will be responsible for delivery and pick up of all vehicles to and from Kadena AB. Vehicles will be delivered to and picked up at

BLDG 268, VMF.

4.2. Records. Contractor shall maintain records of transactions with the USG and, upon request, make such records available to the VMF representative or designated representatives within 72-hours.

4.2.1. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DODI 3020.37. IAW AFI 63-124, para 2.7.1, and DODI 3020.37 this requirement is not considered mission essential.

4.3. Insurance:

4.3.1. Japanese Road Laws

a. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 the Road Law (Japan) (prohibited acts relative to roads) No person shall commit the following described acts:

(1) Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

(2) Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

b. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

4.3.2. Required Insurance (In addition to that required by Japanese Law)

a. The Contractor shall procure and maintain during the entire period of his performance under this Blanket Purchase Agreement the following minimum insurance on each vehicle used by the Contractor at the work site.

Type: Automobile Property Damage Insurance Amount: ¥3,000,000.00 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000.00 or Dollar equivalent

All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

b. Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the USG in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this Blanket Purchase Agreement is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

c. The Contractor agrees to insert the substance of this clause, including this Paragraph in all subcontracts hereunder.

4.4. Submission of Invoice The Contractor shall submit all invoices electronically via the internet through Wide Area Work Flow (WAWF) address listed below:

https://wawf.eb.mil/ WAWF training may be accessed online at http://wawftraining.com/

4.4.1 Invoice Timeliness The Contractor shall submit invoice(s) no later than 30 calendar days after call/order completion.

http://wawftraining.com/