Attachment_1_Performance_Work_Statement.pdf

Draf tPERFORMANCE WORK STATEMENT

VEHICLE LEASING

AL UDEID AIR BASE, QATAR

23 September 2016 t

TABLE OF CONTENTS

SECTION 1 DESCRIPTION OF SERVICE Page 3

SECTION 2 VEHICLE ACCEPTANCE Page 3

SECTION 3 MAINTENANCE AND SERVICE Page 5

SECTION 4 VEHICLE TURN-IN Page 8

SECTION 5 GOVERNMENT’S RESPONSIBILITIES Page 9

SECTION 6 CONTRACTOR’S RESPONSIBILITIES Page 10

SECTION 7 PAYMENT Page 13

SECTION 8 QUALITY ASSURANCE Page 14

SECTION 9 GENERAL INFORMATION Page 17

SECTION 10 CONTRACTOR MANPOWER REPORTING Page 17

SECTION 11 DEFINITIONS Page 17

SECTION 12 APPENDIX Page 18

SECTION 1 - DESCRIPTION OF SERVICE

1.1. Scope of Work. This requirement is for non-personal service. The Contractor shall provide all personnel, equipment, tools, materials, transportation, management, supervision, quality control and labor necessary to provide manual and automatic transmission vehicles in accordance with the Performance Work Statement (PWS), using pre-established unit prices included in the accompanying Blanket Purchase Agreement. The vehicles leased will be driven on paved and unpaved roads at Al Udeid Air Base (AUAB). Government employees assigned to AUAB will drive the leased vehicles. In addition, the Contractor shall provide scheduled and unscheduled maintenance to ensure the vehicles are in safe and serviceable condition in accordance with (IAW) the vehicle manufacturer’s standards throughout the lease period.

1.2 Points of Contact. The Contractor will provide at least two (2) fluent English-speaking points of contact (POC) within the company to interface with the Contracting Officer (CO) and Contracting Officer’s Representative(s) (COR) on issues concerning leased vehicles. At a minimum, the contractor shall provide the POC names, business address, phone numbers, and hours of operation to the CO. The Contractor shall also provide an after-hours name and point of contact information including telephone number, for twenty-four (24) hours a day / seven (7) days a week emergency service.

SECTION 2 - VEHICLE ACCEPTANCE: Contractor to Government

2.1. Delivery. The Contractor shall deliver vehicles to the main gate of AUAB no later than the date/time specified on the call. The Contractor shall plan to deliver vehicles in the morning;

and pickup permanently returned vehicles in the afternoon during normal business hours of 8:00 AM to 5:00 PM, unless otherwise requested in writing by the Contracting Officer.

2.2. Late Delivery. The Government relies on the Contractor to deliver the vehicles on the agreed delivery date to accomplish their mission. If the Contractor fails to deliver the vehicles on the required delivery date, the Contracting Officer may request consideration from the Contractor in addition to documenting the Contractor’s failure to meet this PWS requirement.

The consideration may be, but is not limited to, the following:

2.2.1. Deducting rent at a daily rate for the number of days the vehicle is late.

2.2.2. Providing a loaner vehicle in a different category that meets the minimum requirements of the primary vehicle IAW Section 2.5, “Vehicle Condition”.

2.2.3. Any other terms as determined by the Contracting Officer.

2.3 Delivery Coordination. All vehicles shall be delivered IAW the terms and conditions provided for in this PWS and each call, as applicable. The Contractor shall deliver the new vehicle(s) on the date and time specified by the Contracting Officer or COR and shall take into account the time necessary for in-processing and out-processing of vehicles. The Contractor shall provide the Contracting Officer’s Representative and the Contracting Officer a Vehicle

Phase In/Out Spreadsheet, Appendix A, no later than fifteen (15) calendar days before delivery.

The Contractor shall obtain COR approval of the vehicle delivery schedule prior to delivery.

2.4. Joint Inspection. The Contractor and COR or the Contracting Officer Designated representative shall perform a joint inspection prior to accepting a vehicle from the Contractor.

The inspection shall document the condition of the vehicle(s) on a joint inspection sheet provided by the Contractor. The inspection sheet shall include, but not limited to, any visible scratches, dents, leaks, glass chips/cracks, damages, etc. The Contractor shall provide a copy of the completed joint inspection sheet to the CO and COR.

2.5. Vehicle Condition. The vehicles shall be delivered with no visible leaks or damages IAW the vehicle manufacturer’s standards. If the vehicle does not meet the vehicle manufacturer’s standards and does not meet the criteria listed below, the Government may reject the vehicle and the Contractor may be required to give consideration at the Contracting Officer’s discretion. If the Government does reject a vehicle, the Contractor shall provide a replacement vehicle to the Government within twenty-four (24) hours. The Government will accept a vehicle from another category as long as it meets or exceeds the minimum requirements of the primary vehicle. The Government shall not pay any additional costs if the Contractor provides another category of vehicle with a higher rate. The vehicles shall meet the following minimum criteria:

2.5.1. Vehicle Year and KM Requirement. Throughout the life of the contact, the Contractor shall ensure the vehicles leased to the Government are less than three (3) years old (based on vehicle model year) and have less than 60,000 KM on the odometer. Forty-four (44) passenger (PAX) and smaller buses shall be less than three (3) years old and have less than 90,000 KM. Once a vehicle exceeds one of these maximum standards, the Contractor shall remove the vehicle from the fleet and provide a permanent replacement vehicle.

2.5.2. Lease cost shall include unlimited mileage.

2.5.3. Condition. Both the exterior and the interior of the vehicles must be clean, free of soil, rust, dirt, trash, debris and damage. Upholstery must be clean and free of cuts, tears, burns or stains.

2.5.4. Safety Items. Each vehicle must meet all host nation safety requirements and have, as a minimum, the following safety features: seat belts, rear view mirrors, windshield wipers, parking brake, horn and serviceable lights (interior and exterior). The vehicle will also have driver and passenger airbags, when available from the manufacturer. All safety items must meet the vehicle manufacturer’s standards. In addition, each vehicle shall have a road safety kit (reflectors, road flares if required, etc.) and fire extinguisher in accordance with local laws.

2.5.5. Heating and Air Conditioning. Heating and air conditioning must be operational in all vehicles and comply with the vehicle manufacturer’s standards.

2.5.6. Tires. Tires must be in new condition. The tire type shall be in accordance with the vehicle manufacturer’s specifications. A full-sized spare tire must be in all vehicles and must be in excellent condition. Tire tread wear within 4/32” of the wear bar shall be replaced. The Contractor shall issue a replacement for any unserviceable tires within twenty-four (24) hours of notification by the COR. The replacement shall be at no additional cost to the Government.

2.5.7. Brakes. Must be in good mechanical working order capable of stopping the vehicle in forward and reverse motion as intended and designed by the manufacturer. Brakes must be free of noise and vibration when applied. Parking brake must be functional and capable of holding the vehicle in a parked position without allowing the vehicle to move.

2.5.8. Horn. Must be operational and of sufficient volume to be heard by other vehicles on roadways with windows closed.

2.5.9. Airbags. Must have driver and front passenger airbags installed, when available from the manufacturer.

2.5.10. General Items. All vehicles shall have, at a minimum, maintenance free battery, mesh screen welded over vehicle exhaust pipe, three (3) full sets of keys and the Manufacturer’s Operator Manual in the glove compartment. Windows shall be tinted on all leased vehicle windows. The level of tint applied to all windows of leased vehicles may be up to the maximum level authorized by Qatari Law. All bus passenger windows shall have curtains or be blacked out, as allowed by local laws. Windshield screens and floor mats shall be provided for all vehicles. Each vehicle shall have a lug nut wrench (including key for keyed lug nuts) and jack available within the vehicle. All general items must meet the manufacturer’s standards.

2.5.11. Contractor shall deliver vehicles with a full tank of fuel.

2.6. Vehicle Registration and Renewal. All vehicles shall be registered and licensed, as required, under the laws of Qatar. Two copies of the current vehicle registration shall be placed in the glove compartment of each vehicle.

2.7. Insurance. The Contractor shall provide Third Party (Liability) insurance covering the vehicles, which meets Qatari laws and regulations in addition to FAR 52.228-8 – Liability and Insurance -- Leased Motor Vehicles. The insurance shall be valid for civil service personnel and US military. A copy of the insurance policy shall be placed in the glove compartment of each vehicle.

SECTION 3 - MAINTENANCE AND SERVICE

3.1. Scheduled Preventive Maintenance. The Contractor shall provide scheduled preventive maintenance and replacement parts in accordance with manufacturer’s standards. The Contractor shall accept and return vehicles for preventative maintenance at the on-base location designated by the COR.

3.1.1. The Contractor shall provide replacement parts, labor, materials, supervision and expertise necessary to complete required maintenance tasks in accordance with the manufacturer’s recommendations. Replacement parts include those items that must be replaced due to “normal wear and tear”. This include, but not limited to, windshields, windows (as a result of heat conditions), windshield wipers, tires (if the tread is less than 4/32”), brakes, clutches, batteries, belts, headlamps, light bulbs, filters, oil, fluids, and lubricants, at no additional cost to the Government. “Normal wear and tear” is defined as general use on and around Al Udeid Air Base. The Government will operate vans, buses and cars only on paved or well-maintained gravel roads. Trucks and SUVs will operate in only mild to moderate off-road conditions.

3.1.2. The Contactor shall only use original equipment manufacturer (OEM) parts for both scheduled and unscheduled maintenance. Non-OEM parts may be allowed when commercial parts are unavailable. The Contractor shall obtain approval by the COR prior to using non-OEM parts.

3.1.3. Monthly Schedule. Contractor shall provide a monthly schedule of vehicles requiring preventative maintenance. The Contractor shall provide the following month’s schedule to the Contractor Officer Representative (COR) or designated representative no later than the 15th day of each month. The Government will provide a monthly vehicle mileage report, if requested.

3.2. Unscheduled Maintenance and Repairs. The Contractor shall provide unscheduled maintenance and repairs to bring vehicles up to the manufacturer’s standards. If unable to perform the maintenance or repair on base, the Contractor shall remove the vehicle from base within (24) hours of determining the need for off-base service. Upon completion of maintenance service, the Contractor shall return the vehicle to AUAB vehicle management or designated location. The vehicle shall be returned clean (cleaning standard outlined in Section 2) and with at least as much fuel as when initially picked up for maintenance. Also, vehicles returning to AUAB shall be supplied with proper registration documentation before return is accepted. Pickup and drop-off of the vehicle shall be at no additional cost to the Government.

3.2.1. The Contractor shall repair electrical and mechanical parts caused by “normal wear and tear” at no additional cost to the Government. The Government is responsible for service and repair costs related to “other than normal wear and tear” issues. “Normal wear and tear” covers issues brought by the normal and intended use of vehicles on and around Al Udeid Air Base as defined in Section 11, Definitions. The Government will operate vans, buses and cars only on paved or well-maintained gravel roads. Trucks and SUVs will operate in mild to moderate off-road conditions. The Contractor shall submit an invoice for all service and repair costs related to “other than normal wear and tear” within 10 days of service/repair completion.

3.2.2. Tires may not last as long as the manufacturer’s life expectancy due to the terrain at AUAB. Tread wear, regardless of the manufacturer’s life expectancy, will be considered “normal wear and tear.” Sidewall damage, unless a result of a manufacturer defect, will generally be considered “other than normal wear and tear.”

3.2.3. Heat conditions in the summer time can cause tint lamination in glass to separate giving them a hazy look causing loss of vision. This is considered normal wear and tear and will be required to be replaced. Windshields and windows cracked or chipped due to rocks or other objects will be considered “other than normal wear and tear”. All cracked windshields shall be replaced due to the possibility of spreading and worsening. As long as windshield chips are safe, serviceable, and do not impair the vision of the driver, chips are repairable. The Contractor shall submit an invoice for all windshield replacements and/or chip repairs within 10 days of service/repair completion.

3.2.4. The Government is responsible for the cost to repair any damages to the vehicles, e.g. paint scratches, dents, or signal damage (lights, indicator lens, etc.), unless a police report is submitted following an accident for which the Government is not at fault. If the Government was determined to be not at fault, the Contractor shall be responsible for recovering the costs of repair from the individual (or individual’s insurance company) who was at fault. The government is not responsible for damages resulting from normal wear and tear.

3.2.5 Minor Damages. At the Government’s discretion, minor dents, scratches, and incidental damage may not be repaired or billed until the Government turns the vehicle in to the Contractor, either permanently or for registration renewal, at which time one police report will be filed to cover all damages.

3.2.6. Qatari Police Reports. If there are damages on the exterior of the vehicle, the Contractor is responsible for obtaining all off-base Qatari police reports. For on-base accidents, the Government is responsible for reporting the damages to the 379th Expeditionary Security Forces and Qatari Police at the Emergency Communications Center. A document showing proof of the damages will be given immediately to the Contractor so the Contractor may obtain the off-base Qatari police report. The Government will reimburse the Contractor the cost of all required police reports.

3.3. Scheduling Inspections and Renewal Registration. The Contractor is responsible for monitoring and scheduling Qatari inspections and registration renewals for their vehicles.

Contractor shall provide a monthly schedule of vehicles requiring inspection or registration renewal. The Contractor shall provide the following month’s schedule to the COR or designated representative no later than the 15th day of each month.

3.4. Loaner Vehicles. The Contractor shall provide a loaner vehicle for each vehicle removed from service for more than twenty-four (24) hours for inspections, registration renewal, and scheduled or unscheduled maintenance. The twenty-four (24) hours starts from the time (a) the Contractor was notified that the primary vehicle became inoperable or (b) a vehicle that is still operable is delivered to the Contractor’s on base service area for scheduled or unscheduled maintenance.

3.4.1. The loaner shall meet the minimum requirements of the primary vehicle. The Government will accept a vehicle from another category as long as it meets or exceeds the minimum requirements of the primary vehicle. The Government shall not pay any additional costs if the Contractor provides another category of vehicle with a higher rate.

The loaner vehicle shall meet the criteria outlined in Section 2.

3.4.2. If no loaner is provided within twenty-four (24) hours, the daily lease rate of the primary vehicle shall be deducted from the monthly invoice for every day the Government is without a vehicle. The deduction will be in addition to documentation and other actions by the Contracting Officer resulting from the Contractor’s failure to meet this PWS requirement.

3.5. Vehicle Tow/Recovery Service. The Contractor shall provide a vehicle tow/recovery service for disabled vehicles both on and off base. The service shall be at no additional cost to the Government. Vehicle tow/recovery service drivers shall maintain current passes to access AUAB in accordance with Section 6. The Contractor shall be onsite within two (2) hours of notification to recover vehicles on AUAB; and shall respond within twenty-four (24) hours of notification to recover vehicles that are within 160 KM radius of AUAB. The Contractor shall provide a twenty-four (24) hour / seven (7) days a week emergency response telephone number for receiving requests for tow/recover service.

3.5.1. The Contractor shall provide a loaner vehicle as outlined in Section 3.4., if applicable.

3.5.2. The Government will provide escorts during vehicle tow/recovery services, if the Contractor is unable to receive unescorted badge access. The Government must move any vehicles disabled in restricted areas to an accessible area or the Government must supply an escort for removal purposes.

3.6. Emergency towing/jumpstarting by Government. The Contractor shall allow Vehicle Management Government personnel to provide immediate repair/recovery operations on AUAB for urgent situations. These include, but are not limited to, jump starting critical mission vehicles or towing vehicles by qualified vehicle operators out of any location to a more secure location.

3.7. Permanent Replacement Vehicle for Repeated Unscheduled Maintenance. Contractor shall fix electrical and mechanical issues within two (2) visits. If a vehicle requires maintenance for the same issue three (3) times in any 12-month period, the Government may request a permanent replacement for the vehicle. At the Government’s request, the Contractor shall permanently remove the original vehicle from its fleet of primary and replacement vehicles for this call and provide a permanent replacement vehicle of an equal or greater vehicle type.

SECTION 4 - VEHICLE TURN-IN: Government to Contractor

4.1. Turn-in Inspection. The Contractor shall plan to accept vehicle turn-ins in the afternoon.

At the turn-in inspection, the Contractor shall provide a copy of the initial joint inspection sheet;

damages not listed on the original joint inspection sheet shall be documented on a turn-in joint inspection sheet . The turn-in joint inspection sheet and any pictures taken at the time of inspection will be the only valid documentation of the condition of the vehicle. The procedures in Section 3.2. “Unscheduled Maintenance and Repairs” shall be used for any required repairs or damage not listed on the original joint inspection sheet. Section 5.3.2. “Reporting Damages” outlines the Government’s responsibility to initiate an on-base police report prior to turn-in if damage exists on the exterior of the vehicle.

4.2. Early/Late Turn-in. The Contractor shall notify the Contracting Officer or COR if the Government fails to turn in the old vehicle on the agreed upon date and time. The Government and Contactor may mutually agree to turn in the vehicle up to seven (7) days before or after the end date in the call without an adjustment to the call price. Early/late turn-in shall be coordinated, in writing, with the CO prior to turn-in.

4.3. Phase Out Coordination. The Contractor shall provide the COR and the Contracting Officer the attached Vehicle Phase In/Out Spreadsheet thirty (30) calendar days prior to the end of each call period of performance. The Contractor shall assist in a fleet exchange with the new Contractor if the incumbent is not awarded a follow-on agreement.

SECTION 5 - GOVERNMENT RESPONSIBILITIES

5.1. Use of Vehicles . The Government hereby contractually indemnifies and holds the Contractor harmless from host nation forfeitures, damages, or penalties resulting from violation of laws, rules or regulations by United States Government employees. The Government will operate vans, buses and cars only on paved or well-maintained gravel roads. Trucks and SUVs will operate in only mild to moderate off-road conditions.

5.2. Traffic Tickets and Fines. The Government shall be responsible for reimbursing the Contractor for all costs associated with traffic tickets and fines, including any required police reports.

5.3. Vehicle Turn-in.

5.3.1. Clean Vehicles. The Government shall clean all vehicles prior to turn-in, either permanently or for registration renewal. The vehicle will be washed, vacuumed, sanitized of personal items, cleaned, and free of soil, rust, dirt, trash, debris and oil as reasonably possible.

5.3.2. Reporting Damages. Two (2) weeks prior to permanently turning-in the vehicle or when the registration is due, the Government is responsible for reporting the damages on the exterior of the vehicle to the 379th Expeditionary Security Forces and Qatari Police at the Emergency Communications Center. A document showing proof of the damages will be given to the Contractor so the Contractor may obtain the off-base Qatari police report prior to the turn-in date.

5.4. Fuel. The Government is responsible for supplying the fuel used in all leased vehicles once the Government takes acceptance of the vehicle.

5.5. Maintenance Space. The Government will provide the Contractor with an open, unenclosed space to conduct vehicle maintenance of leased vehicles and for minimal storage. The dimensions of this open space are approximately 21 feet x 30 feet. The area has no power/electricity source. The Contractor shall be responsible for bringing their own power source, as needed. The power source must be in compliance with base standards.

5.5.1. Contractor is required to provide their own office for one site supervisor to process paperwork and conduct business with relation to the government.

5.5.2. All Contractor-furnished equipment utilized shall be removed from AUAB at the expense of the Contractor, and at no expense to the Government, once the call is completed, expired, or terminated.

5.6. Monthly Vehicle Mileage Report. The Government will provide a monthly vehicle mileage report to assist with scheduling preventative maintenance, if requested by the Contractor.

SECTION 6 - CONTRACTOR’S RESPONSIBILITIES

6.1. Point of Contact. The Contractor shall provide two (2) fluent English-speaking points of contact within the company to interface with the Contracting Officer and designated representative on issues concerning leased vehicles. Names, business address, phone numbers, and hours of operation are the minimum information requirements. The Contractor shall also provide an afterhours name and telephone number for emergency contact. The Contractor shall provide all information for 24 hours a day/7 days a week contact. The Contractor shall provide all required information to the CO and the COR within 10 days of Agreement award.

6.2. Management of Employee Work Force.

6.2.1. The Contractor shall have a site lead on base during normal hours of operation that must be able to read, speak and understand fluent English. The tow truck operator shall be able to read, speak and understand fluent English or shall be accompanied by the site manager when recovering vehicles.

6.2.2. Contractor employees are not allowed to access Government computers.

6.2.3. If Contractor employees are required to operate vehicles in performance of duties, the employees must possess valid Qatari driver’s licenses.

6.3.4. Contractor shall ensure that their employee workforce have service vehicles to perform their daily duties (i.e. bringing batteries, fluids/oils, parts, or tires on/off base, towing service, mobile calls, etc.)

6.3. Base Access and Badging. The Contractor shall maintain a badged workforce to accomplish the task requirements of this PWS to include proper and timely submission of badging requests. To facilitate a smooth phase-in, a badging matrix report shall be submitted to the COR and CO within thirty (30) days of agreement award. Thereafter, the contractor shall submit a monthly report of all badged personnel that shows the names, type of badge (red or yellow), badge expiration date, and if needed, projected date of badge renewal application submission. Badging for regular work hours access, up to twelve (12) hours a day, may take up to sixty (60) days to complete. Badging for 24/7 access may take up to ninety

(90) days to process.

6.4. Hazardous Waste and Materials Management. The Contractor shall comply with the overseas environmental baseline guidance document and AUAB environmental directives. The Contractor shall obtain authorization from the COR prior to bringing any hazardous material on base.

6.4.1. The Contractor is authorized to use available hazardous waste accumulation tank for used liquids/oil disposal through the 379th Expeditionary Civil Engineering Squadron (ECES/CEI) Installation Management Flight. Coordination will be arranged through the 379 ECES/CEI, EPM (Environmental Program Manager) and/or Environmental Operations Manager (EOM) office.

6.4.2. The Contractor shall be subject to unannounced environmental inspections by the Government. The Contractor shall ensure policies and procedures are established that protect personnel and the community, and minimize or eliminate the risk to the environment.

6.4.3. All chemical and material products shall meet performance specifications and shall not violate the environmental requirements of any applicable local or US federal entity. It shall be the Contractor's responsibility to ensure project compliance with all environmental regulations, ordinances, and/or statutes of any sovereign governing the Contractor or as identified by specific call. Furthermore, it shall be the Contractor's responsibility to ensure that all waste products generated in assigned efforts are disposed of in a safe manner, complying with all applicable regulations. In no event will the Government be liable for the Contractor's failure to comply with applicable environmental requirements. The Contractor agrees to hold harmless the United States Government should the Contractor violate any environmental regulation, ordinance, or statute. In the case where more than one environmental requirement is present, the Contractor shall comply with the stricter requirement. Should there be a conflict between environmental regulations/ordinances/statutes and the agreement specifications, the Contractor shall contact the Contracting Officer for a written resolution in writing. Any adjustment in the specifications or contract terms by the Contractor, without such a resolution, shall be at the Contractor’s risk and expense.

6.5. Housekeeping. The Contractor shall maintain a high standard of housekeeping that presents a clean, neat, and professional appearance to include offices, vehicle operations, and maintenance bay areas on base. Any parts taken off vehicles requiring disposal during repairs will be removed by the Contractor at the end of each duty day, this includes tires.

6.6. Pay Tickets on Leased Vehicles. If a traffic ticket is received for a vehicle leased by the Government, the Contractor shall promptly clear the ticket and submit for reimbursement by the

Government. At a minimum frequency, the Contractor shall submit a monthly report each month of the calendar year, of all traffic fines by the 7th of the following month. The Contractor will provide a report, which shall include supporting documentation (for example, copies of citation, tickets and fines), to the Contracting Officer Representative responsible for this agreement and any other organization designated by the Contracting Officer. The following information shall be included in the report:

6.6.1. The total number of traffic violations, fines or local Government fee requests received for vehicles leased under this agreement.

6.6.2. The vehicle make, model, license number and time/date/reason the violation was assessed.

6.7. Notice. If a vehicle is required to be present for civil action, the Contractor shall provide written 48-hour notification to the Government. If the vehicle is going to be required for longer than 24 hours, the Contractor shall provide a loaner vehicle.

6.7.1. The Government will continue to pay for the leased vehicle during civil action and the loaner vehicle when the civil action results from actions of the Government or a 3rd party while the vehicle is under the care, custody or control of the Government.

6.8. Records. The Contractor shall maintain records of all vehicle maintenance and miscellaneous document transactions with the Government and, upon request, make such records available to the Contracting Officer or designated representative within five (5) working days.

6.9. Quality Control. The Contractor shall develop and maintain a quality assurance program to ensure services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The Contractor shall submit a quality control plan within fifteen

(15) days of agreement award. The plan shall include:

6.9.1. A description of the inspection system to cover all services listed in the Services Summary (SS) in Section 8. Description shall include processes to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

6.9.2. A description of the methods and checklists to be used for identifying and preventing deficiencies in the quality of service provided.

6.9.3. The records of inspections and follow-up corrective actions taken shall be kept and made available to the Government throughout the agreement performance period and for the period after agreement completion until final settlement of any claims under this agreement.

6.9.4. A method of documenting and certifying employee training. This documentation will be kept on file for COR review upon request.

6.10. Schedules/Reports. The Contractor shall provide following reports:

6.10.1. Vehicle Phase In/Out Spreadsheet. See paragraphs 2.3 and 4.3.

6.10.2. Preventative Maintenance, Inspection/Registration Renewal, and Badging Renewal Schedules. The Contractor shall provide the following month’s preventative maintenance, inspection/registration renewal, and badging renewal schedules to the COR or designated representative no later than the 15th day of each month.

6.10.3. Reporting of Traffic Violations. The Contractor shall provide a monthly report of all traffic violations by the 7th of the following month, along with supporting documentation (for example, copies of citations, tickets, and fines).

6.10.4. Badging Matrix Report. See Section 6.3.

6.10.5. Quality Control Plan. See Section 6.9.

6.11. Reports and Schedule Submission Summary: The below table identifies each deliverable report and schedule required of the PWS and the frequencies in which they are required.

Reports and Schedules

Initial Report Due Date Re-occurrence

Vehicle Phase In/Out Spreadsheet

30 days after agreement award and 30 days prior to the agreement end date

15 days prior to delivery/pickup

Badging Matrix Report.

30 days after agreement award Monthly (due the 15th)

Preventative Maintenance Schedule

15th day of the first month after delivery of vehicles

Monthly (due the 15th )

Inspection/Registration Renewal Schedule

15th day of the first month after delivery of vehicles

Monthly (due the 15th)

Traffic Violation Report & Invoice

7th day of the second month after delivery of vehicles

Monthly (due the 7th)

Quality Control Plan 15 days after agreement award Update as needed

SECTION 7 - PAYMENT

7.1. Vehicle Lease Payments. Upon the submission of proper invoices or vouchers, the Government shall pay rent for each vehicle at the rate(s) specified in this contract.

7.1.1. Procedures for adjusting the call price due to early or late deliver and turn-in are contained in paragraphs 2.1, 2.2, 4.1 and 4.2.

7.1.2. Rent shall not accrue for any vehicle that the Contracting Officer determines does not comply with Section 2.5 “Vehicle Condition” or otherwise does not comply with the requirements of this agreement, until the vehicle is replaced or the defects are corrected.

7.1.3. Rent shall not accrue for any vehicle during any period when the vehicle is unavailable or unusable as a result of the Contractor’s failure to render services for the operation and maintenance of the vehicle as prescribed by this agreement.

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

7.1.5. If a vehicle leased on an annual rate is returned prior to twelve (12) months, the price will be adjusted by the difference between the annual and month-to-month rate over the period the Government had the vehicle.

7.2. Determining Reimbursement of Incidental Costs. The Contractor is responsible for accounting for costs appropriately and for maintaining vehicle records, including supporting documentation, adequate to demonstrate that costs related to incidentals have been incurred.

7.2.1. “Other Than Normal Wear and Tear.” The Contractor shall submit documentation to demonstrate that the repair was a result of use “other than normal wear and tear.”

7.2.2. Damages. Reimbursement for damages may include the cost of the police report.

The Contractor shall submit a quote or documentation from the insurance company to support the cost. If the Government was determined not at fault, the Contractor shall be responsible for recovering the costs of repair from the individual (or individual’s insurance company) who was at fault.

7.2.3. Traffic Fines and Police Reports. The Contractor shall submit an invoice along with the monthly report of all traffic violations including supporting documentation (for example, copies of police reports, citations, tickets, and fines).

7.2.4. Supporting Documentation and CO Determination. When submitting an invoice, the Contractor shall submit proof of payment or receipt to the Contracting Officer. The Government shall only reimburse the Contractor for costs that have been substantiated and incurred by the Contractor, as shown on the purchase receipt. If the costs cannot be adequately supported or determined to be unreasonable, the Contracting Officer may request additional information or reject all or part of the costs.

SECTION 8 - QUALITY ASSURANCE

8.1. Services Summary (SS): Monitoring methods include, but are not limited to, periodic inspections, customer complaint and 100% surveillance. Re-performance of unacceptable services at no additional cost will be the preferred course of action when appropriate. The absence of any agreement requirement from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of this agreement.

Performance Objective Reference Performance Standard IAW PWS Performance Threshold

PO – 01:

Monthly Reports

6.10.

6.11.

Due no later than the 15th day of each month.

a. Vehicle Phase In/Out Spreadsheet

b. Badging Matrix Report

c. Preventative maintenance Schedule

d. Inspection/Registration Renewal Schedule

e. Traffic Violation Report & Invoice

f. Quality Control Plan

Three (3) missed report submissions

PO – 02:

Vehicle Repair/Replacement

3.7.

Contractor shall fix electrical and mechanical issues within two

(2) visits. If a vehicle requires maintenance for the same issue three (3) times in any 12-month period, the Government may request a permanent replacement for the vehicle. At the Government’s request, the Contractor shall permanently remove the original vehicle from its fleet of primary and replacement vehicles for this agreement and provide a permanent replacement vehicle of an equal or greater vehicle type.

Shall not exceed three (3) validated vehicle performance complaints annually

PO – 03:

Delivery of Vehicles

2.1.

2.2.

The Contractor shall deliver vehicles no later than the date/time specified on the call to AUAB.

If the Contractor fails to deliver the vehicle on the required delivery date, the Contracting Officer may request consideration from the Contractor in addition to documenting the Contractor’s failure to meet this PWS requirement.

One (1) validated late delivery per month

PO – 04:

Loaner Vehicles

3.4.

The Contractor shall provide a loaner vehicle for each vehicle removed from service for more than twenty-four (24) hours for inspections, registration renewal, and scheduled or unscheduled maintenance.

Shall not exceed

(5) validated late loaner vehicle deliveries per month

8.2. Quality Assurance. The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this agreement. The COR will use the Contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the Contract Administrator (CA) a Corrective Action Report (CAR) for issuance to the Contractor. The Contractor shall respond to the CAR IAW instructions provided on the report, and return it to the CA and COR within the date/time specified therein.

8.3. Performance Assessment.

8.3.1. Periodic Validations. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annually, or annually) and may be adjusted, based on quality trends.

8.3.2. Customer Complaints. The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor.

8.3.3. Performance Thresholds. Exceeding the performance threshold for any of these performance objectives in any one-month period shall result in a documented performance deficiency on the Performance Assessment Report (PAR) or letter of concern from the CO, depending on the severity of the performance deficiency.

Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a agreement period shall constitute an immediate progress meeting with the multi-functional team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance.

8.4. Surveillance Matrix. The Services Summary is the list of performance objectives and standards that must be performed by the Contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file. Performance objectives define the desired outcomes. Performance Thresholds define the level of service required under the agreement to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance to determine the quality of the Contractor's performance as it relates to the performance element standards. The Performance Requirements Summary (PRS) will be used to form the foundation of the COR's inspection checklist.

In evaluating the quality of Contractor’s performance, the following performance ratings may be used.

Performance

Rating Criteria

Excellent / Outstanding

Performance meets contractual requirements and exceeds many to the Government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and Contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the Contractor were effective.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the Contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the Contractor has not yet identified corrective actions. The Contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the Contractor’s corrective actions appear or were ineffective.

8.5. Periodic Progress Meetings. The Contractor, CO, COR, and other Government personnel as appropriate shall periodically meet to discuss the Contractor’s performance. At a minimum, quarterly progress meetings shall be conducted. The following issues shall be discussed:

opportunities to improve the Agreement, any modifications required of the Agreement, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. If any major issues arise, a monthly progress meeting shall be made until issues are resolved. The Contractor shall provide a summary of unsatisfactory inspections and customer complaints, and provide insight into any identified trends. The minutes of these meetings will be written, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor will provide a written notification to the CO identifying areas of non-concurrence for resolution.

SECTION 9 - GENERAL INFORMATION

9.1. Contracting Officer’s Representative (COR). The Government will periodically evaluate the Contractor’s performance by appointing a representative to monitor performance and ensure services are provided in accordance with the PWS. The Government representative will evaluate the Contractor’s performance through various surveillance methods. The COR shall be responsible for initially validating customer complaints. However, the CO will make the final determination of the validity of each complaint, especially in cases of disagreement between the Contractor and COR.

9.2. Contracting Officer (CO) Authority. Only the contracting officer has the authority to enter into, administer, terminate or modify the BPA terms and conditions. Any changes made by persons other than the CO will be considered an Unauthorized Commitment and may not be considered legally binding.

SECTION 10 - CONTRACTOR MANPOWER REPORTING

10.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this agreement for vehicle lease via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September.

While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

SECTION 11 - DEFINITIONS.

11.1. Vehicle Abuse – is any damage to a vehicle that was intentional and/or could have been avoided. Examples include, but are not limited to, improper re-fueling, missed scheduled maintenance without prior coordination, and unreported damage.

11.2. Accident – Result of collision, regardless of cause.

11.3. Defects – Unserviceable parts and/or systems that do not meet manufacturer’s standards due to defective parts or poor quality maintenance service that is not caused by the customer’s misuse.

http://www.ecmra.mil/

11.4. Designated Representative – U.S. DoD (military and civilian) personnel and Fleet Management. Can also be known as the Vehicle Control Officer (VCO) or Contracting Officer Representative (COR).

11.5. Disabled or Inoperable Vehicle – Vehicle that is unsafe and/or unserviceable to the point it cannot be driven without causing harm to the driver or the local area.

11.6. Government Employees – Military members of all branches of military service, civilian Government personnel and coalition forces.

11.7. Incidental Fees – Approved fees that are not classified as rent or lease fees. Examples of incidental fees are cost for missing tire jacks or spare tires, police reports, and traffic tickets.

11.8. Independent Sources – Independent subContractors that are not related affiliated nor influenced by the prime Contractor or other subContractors.

11.9. Normal Wear and Tear – Damages that occur during normal use or due to the aging of the vehicle that can be based on the age and mileage of the vehicle. Examples of normal wear and tear are minor dents, scratches, fading seats, tire wear, brake wear, clutch wear and other incidental damages. During normal use on and around Al Udeid Air Base, the Government will operate vans, buses and cars only on paved or well-maintained gravel roads. Trucks and SUVs will operate in only mild to moderate off-road conditions.

11.10. Prorated Daily Rate – Monthly rate/30 days.

11.11. Scheduled Maintenance – Periodic prescribed inspections or servicing of vehicles, accomplished on a calendar, mileage/kilometers, or hours-of-operation basis in accordance with the manufacturer’s recommended intervals.

11.12. Unscheduled Maintenance – Maintenance that is not scheduled but is required to correct deficiencies and restore the vehicle to a safe and serviceable condition IAW the vehicle manufacturer’s standards.

SECTION 12 - APPENDIX

APPENDIX A

VEHICLE PHASE IN/OUT SPREADSHEET

Please fill out and send the spreadsheet to the designated Contract Administrator (CA) and COR Vehicle Year Make Model VIN/Serial License Plate Number Comments (Phase in or Phase out)