FA570225QC007 - A2-PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

VEHICLE LEASING SERVICES

ON

AL UDEID AIR BASE, QATAR

VERSION 1.2

Dated:

19 OCTOBER 2024

TABLE OF CONTENTS

1.0 GENERAL

1.1 General Information

1.2 Description of Service

1.3 Contractor Personnel

1.4 Period of Performance

1.5 Quality Assurance

1.6 Hours of Operation

2.0 CONTRACT ADMINISTRATION

2.1 Contracting Officer’s Representative (COR)

2.2 Installation/Base Access

2.3 Post Award Conference/Periodic Progress Meetings

2.4 Progress Meeting

2.5 Identification of Contractor Employees

2.6 Management of Employee Workforce

2.7 Civil Actions

2.8 Quality Control

3.0 PERFORMANCE SERVICES

3.1 Delivery/Drop Offs

3.2 Vehicle Specs and Requirements

3.3 Condition Non-Compliance

3.4. General Items

3.5. Vehicle Year Requirement

3.6. Odometer

3.7. Vehicle Registration and Renewal

3.8. Insurance

4.0 VEHICLE USAGE

4.1 Traffic Violations

4.2 Traffic Tickets and Fines

5.0 VEHICLE TURN IN

5.1 Clean Vehicles

5.2 Turn in Inspection

5.3. Early Turn in

5.4. Task Order Phase out Coordination

5.5. Vehicle Exchanges

5.6. Loaner Vehicles

5.7. Vehicle Tow/Recovery Service

6.0 CUSTOMER SERVICE FUNCTION

6.1 Personnel Requirements

6.2 Records Requests

6.3 Historical Records ……

6.4 Accountability

7.0 MAINTENANCE AND SERVICES

7.1 Maintenance

7.2 Monthly Schedule

7.3 Maintenance Items

7.4 Damages

7.5 Qatari Police Reports

7.6 Services Summary

7.7 Services Summary Matrix

8.0 KEY TERMS/DEFINITIONS

8.1 General

8.2. Defects

8.3. Disabled or Inoperable Vehicles ……

8.4. Fair Wear and Tear

8.5. Government Employees

8.6. Incidental Fees

8.7. Joint Inspection

8.8. Manufacturer Standards

8.9. Prime Contractor

8.10 Lease

8.11 Scheduled Maintenance

8.12 Unscheduled Maintenance

8.13 Vehicle is a “Lemon”…

9.0. VEHICLE LEASE PAYMENTS ……

9.1 Vehicle Invoice Submission …

10.0 EXCESSIVE WEAR AND TEAR TABLE

1.0. GENERAL

1.1. GENERAL INFORMATION. This is a non-personal services contract to provide vehicle lease services for the United States Government on Al Udeid Air Base, Qatar (AUAB). Individual U.S.

Government employees shall not directly exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the U.S. Government.

Dependent upon mission needs, this requirement outlines the need for a lease agreement of up to

800 vehicles.

1.2. DESCRIPTION OF SERVICE. Unless otherwise stated, the Contractor shall provide all personnel, equipment, tools, materials, transportation, management, supervision, quality control, customer service, and labor necessary to provide vehicles in accordance with (IAW) this

Performance Work Statement (PWS), using pre- established daily, monthly, and yearly unit prices.

In addition, the Contractor shall provide scheduled preventative maintenance and unscheduled maintenance to ensure the vehicles are in safe and serviceable condition IAW the vehicle manufacturer’s standards throughout the lease period. Finally, the Contractor will not utilize subcontracting methods to fulfill the requirements in this PWS.

1.3. CONTRACTOR PERSONNEL. The Contractor will furnish fluent English-speaking points of contact (POC) with names and information to include telephone number, address, and email, available to provide emergency services twenty-four (24) hours a day, seven (7) days a week.

1.3.1. Host Nation Requirements. The Contractor shall be responsible for coordinating with the

Unit Pass Coordinator (UPC) for obtaining any necessary licenses, base access requirements, permits, visas, etc. required to perform this contract and for complying with any laws, codes, and regulations applicable to the performance of work in the state of Qatar. The Contractor will possess a current Commercial Vehicle Rental License for the State of Qatar, and must be able to provide proof, with all documents as required. The contractor will also have ownership of their own major maintenance and minor maintenance facilities, their own vehicle standby yards, their own mobile maintenance trucks, their own break-down tow trucks, and will own all vehicles utilized in this contract, and must be able to provide proof of ownership of all the aforementioned documents as required. All Contractors and their respective employees shall comply with AUAB and host nation regulations.

1.4. PERIOD OF PERFORMANCE. The period of performance (POP) of the Indefinite

Delivery / Indefinite Quantity (ID/IQ) shall be one (1) base-year and one (1) 12-month option-year IAW FAR 52.217-9.

1.5. QUALITY ASSURANCE. The U.S. Government shall evaluate the Contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the U.S. Government must do to ensure that the Contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). A representative of base safety shall have the authority under this contract to conduct random and unannounced safety check of all vehicles provided by the Contractor. In addition, all lease vehicles may be inspected on a random, no-notice basis, by the Vehicle Fleet Manager, Vehicle

Management Superintendent, or Vehicle Fleet Maintenance and Analysis representative. The

Contractor must correct safety discrepancies immediately. Findings resulting from the inspection that are not resolved by the Contractor, shall be reported to the Contracting Officer.

1.6. HOURS OF OPERATION. The Contractor shall conduct business, between the hours of

0800 AST to 1700 AST, Sunday thru Thursday, except when the U.S. Government facility is closed due to local or national emergencies, administrative closings, or similar U.S. Government directed facility closings. The U.S Government will provide the Contractor with a 24 hour notice before a scheduled facility closure. The Contractor shall, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS, when the U.S. Government facility is not closed for the above reasons. When assigning personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

2.0 CONTRACT ADMINISTRATION.

2.1. CONTRACTING OFFICER’S REPRESENTATIVE (COR). The U.S. Government will evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are received. The COR will use the QASP to conduct the oversight/surveillance process of the contract. The COR will evaluate the contractor’s performance through on-site inspections of the contractor’s quality control program and receipt of complaints from customers. The contractor shall be responsible for initially validating customer complaints; however, the COR shall make a final determination of the validity of customer complaint(s) in instances of disagreement with customer(s).

2.1.1. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The Contractor will not be entitled to any relief through any equitable adjustment(s), claim(s), or any other means, to include, but not limited to payments/recompense, or adjustment of the terms and conditions of the contract, for any changes or modifications made without the CO’s express approval and authorization.

2.2. INSTALLATION/BASE ACCESS. The Contractor shall be responsible for the timely coordinating, obtaining and maintaining of all base access passes and badges required for any necessary licenses, permits, visas, background inquiries, etc. to perform this contract, in coordination with the UPC and/or CO/COR.

2.2.1. The Contractor shall maintain a badged workforce to accomplish all requirements of this

PWS throughout the length of this contract and any task orders (TO) that may extend beyond the ordering period of this contract. The Contractor is responsible to obtain and keep gate passes current for entry and exit from AUAB for all vehicles leased, for the entire period of the lease.

It is advised to also obtain and keep current gate passes for spare replacement vehicles to be utilized for scheduled and/or unscheduled maintenance so as to ensure all requirements of the

PWS are adhered to and there is no delay in providing spare replacement vehicles.

2.2.1.1. To facilitate a smooth phase-in, a badging matrix report shall be submitted to the UPC and CO/COR no later than thirty (30) days after award.

2.2.1.2. The Contractor shall submit a monthly report of all badged personnel that shows the names, type of badge, badge expiration date, and projected date of badge renewal application submission.

*Badging for regular work hours access for up to twelve (12) hours a day may take up to sixty (60) days to complete. Badging for 24 hours a day/7 days a week access may take up to ninety (90) days to process.

2.3. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS. The Contractor shall attend any and all post-award conference, conferences convened by the contracting activity, or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart

42.5, “Post Award Orientation.”

2.4. PROGRESS MEETING. The CO, COR, and other Government personnel, as appropriate, will meet periodically (no less than quarterly) with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the Contractor of how the U.S. Government views the Contractor's performance and the Contractor will apprise the U.S. Government of any problems or concerns. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the U.S. Government.

2.5. IDENTIFICATION OF CONTRACTOR EMPLOYEES. All contract personnel attending meetings are required to clearly identify themselves as Contractor personnel to avoid creating an impression that they are U.S. Government employees or officials.

Contractor produced documents or reports shall be suitably marked as Contractor products and that Contractor participation is appropriately disclosed.

2.6. MANAGEMENT OF EMPLOYEE WORKFORCE.

2.6.1. All contractor employees that are required to operate vehicles in performance of duties on or off base must possess a valid Qatari driver’s license.

2.6.2. The Contractor and all Contractor employees shall comply with all security procedures and instructions applicable to AUAB as per guidance given from base access badging office.

2.6.3. Foreign National personnel hired for this contract will not be issued a Common Access

Card (CAC).

2.7. CIVIL ACTIONS. If a vehicle is required to be present for civil action, the Contractor shall provide written 48-hour notification to the U.S. Government. If the vehicle is going to be required for longer than 24 hours for a civil action, the Contractor shall provide a vehicle of equal or greater utility and quality within 24 hours of the vehicle’s non- availability.

2.7.1. Rental Costs. In the event a vehicle must be present for a civil action, the U.S. Government will continue to pay for this vehicle in accordance with the terms and conditions of the contract and TO, but will not be responsible for the cost of the loaner.

2.8. QUALITY CONTROL. The Contractor shall develop and maintain a Quality Control Plan to ensure services are performed IAW this PWS. The Contractor is required to submit a Quality

Control Plan IAW with the PWS outlined in the solicitation within 15 days of contract award.

3.0 PERFORMANCE SERVICES.

3.1. VEHICLE DELIVERY/DROP OFFS. The Contractor shall deliver and drop off all vehicles to the AUAB Vehicle Management facility (Building 6837) no later than the date and time specified on the Task Order (TO), as well as the scheduled and unscheduled maintenance as coordinated with Vehicle Management Personnel.

3.1.1. Delivery Coordination. All vehicles shall be delivered IAW the terms and conditions provided for in this PWS and each TO, as applicable. The Contractor shall deliver all vehicle(s) to Vehicle Management on the date and time specified by the CO or COR, and shall take into account the time necessary for in-processing and out-processing of vehicles. The Contractor shall provide the COR and the CO a Vehicle Phase In/Out Plan no later than ten (10) calendar days before delivery. The Contractor shall obtain COR approval of the vehicle delivery schedule prior to delivery. Delivery and turn-in documentation for each vehicle must be provided by the contractor, and signed by COR and the contracting company at the time of transaction.

3.1.2. Transmission. Vehicles will be equipped with an automatic transmission for each individual TO and any other vehicles utilized throughout the contract.

3.1.3. Fuel. All vehicles delivered to the U.S. Government shall have a full tank of fuel.

The U.S. Government is responsible for supplying the fuel used in all leased vehicles once the U.S. Government takes acceptance of the vehicle through the duration of the lease. The

Contractor shall be liable for all fuel costs when the vehicle is not in direct possession of the U.S. Government.

3.2. VEHICLE SPECS AND REQUIREMENTS. Vehicles received for TO shall follow all requirements and be equipped with the following:

3.2.1. Windows: Must be free of all cracks, holes, and any other obstructions. Front windows will be electric power controlled.

3.2.2. Tires: Must have a minimum of 50% original tread remaining, and be free of dry weather cracks, splits, cuts, sidewall bulges, and must be within the tires expiration date. All tires must be radial, retread tires are forbidden. All tires must be of the same type, manufacturer, and size.

Vehicle must have an operational manufacturer supplied spare tire and a car jack for lifting of the vehicle during tire changes. When requested full size spare must be provided at no additional cost to the U.S. Government.

3.2.2.1. Tire Changes/Repairs/Replacements: The Contractor is responsible for tire repair services to include repairing or replacing the tire.

3.2.3. Vehicle Lighting: All vehicles manufactured installed lighting must be operational. The following are examples of manufacture installed lighting, but not all inclusive: brake lights, turn signal indicator lights, clearance lights (if installed).

3.2.4. Horn: Must be operational and of an audible tone to be heard by other vehicles on roadways with windows closed.

3.2.5. Cleanliness: Interior and exterior of vehicles shall be free of all dirt, rust, trash, debris, odor, damage, defects, and any other discrepancies of any type. Upholstery must be clean and free of cuts, tears, burns, stains, damage, defects, and any other discrepancies of any type.

3.2.6. 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.

3.2.7. Air Conditioning: Vehicle must have operational air conditioning.

3.2.8. Exhaust System: Must be in good working order, free of leaks, cracks, holes, and rust.

3.2.9. Doors: Must have driver-controlled power door locks. All doors will open, close and lock properly without the aid of any foreign objects (i.e. wire, etc.)

3.2.10. Seatbelts: Must be installed and in working condition in drivers and all passenger seating positions to include passenger vans.

3.2.11. Airbags: Must have driver and front passenger side airbags installed.

3.2.12. Service Bulletin/Recalls: Contractor must remove the vehicle from service if it is identified in a manufacture service bulletin or recall of any sort and will replace that vehicle with a loaner within 24 hours.

3.2.13. Safety Items: Contractor must provide safety items required by Qatar Traffic Laws, unless otherwise agreed and/or approved by Vehicle Fleet Manager and/or Vehicle Management

Superintendent; i.e. fire extinguisher, first aid kit, reflective triangle, etc.

3.2.13.1. If the vehicle does not meet the vehicle manufacturer’s specifications/standards and the criteria listed above, the U.S. Government may reject the vehicle as being unacceptable and the

Contractor shall provide a replacement vehicle to the U.S. Government within twenty-four (24) hours.

3.2.13.2. In any situation where the Contractor provides a vehicle from a category other than the category specified in the Task Order, the vehicle must be from a category that meets or exceeds the category originally contracted for at no additional cost to the U.S. Government.

3.2.14. Telecommunications: All vehicles must be in compliance with Telecommunications

Act 889. The U.S. Government is prohibited from utilizing covered telecommunications equipment and services from vendors who sell products containing spyware.

3.3. CONDITION NON-COMPLIANCE. If the Contractor cannot supply the vehicles in the conditions IAW with this PWS, the Contractor must:

3.3.1. Submit documentation within three (3) workdays of the issued requirement citing their reason(s) for noncompliance.

3.3.2. Provide a Get-Well Date (dd/mm/yyyy) for when the vehicle(s) meeting the aforementioned mentioned conditions will be available. The CO will submit an approval/disapproval letter concerning the noncompliance within 3 workdays of receiving the Contractor’s letter.

3.4. GENERAL ITEMS. All vehicle general items must meet the manufacturer’s standards. When a vehicle is no longer in compliance with all of the following general items, the Contractor shall remove the vehicle from the fleet and provide a permanent replacement vehicle. All vehicles shall have at a minimum:

3.4.1. A maintenance free battery.

3.4.2. Manufacturer Operator Manual in the glove compartment.

3.4.3. Two full sets of keys for each vehicle that shall be provided to AUAB

Vehicle Management upon vehicle delivery.

3.4.4. All lease vehicle windows shall be able to be tinted with UV protection tint with

OEM or higher quality material as authorized by host nation laws.

3.4.5. All bus passenger windows shall have curtains or be tinted as allowed by host nation laws.

3.4.6. Windshield screens and floor mats shall be provided for all vehicles.

3.4.7. Each vehicle shall have a complete tire changing kit, to include at least one spare tire, a lug nut wrench (including key for keyed lug nuts), and jack available within the vehicle.

3.5. VEHICLE YEAR REQUIREMENT. Vehicles shall be owned by the contracting company and meet the following minimum criteria throughout the life of the contract. The Contractor shall ensure the vehicles leased to the Government meet the following requirements:

3.5.1. Less than three (3) years old (based on vehicle model year), at any time throughout the

PoP of the individual Task Order unless specified elsewhere (e.g. Section 3.6.4).

3.5.2. Have less than 80,000 km on the odometer, at any time throughout the PoP of the individual TO.

3.5.3. Have not been determined to be a lemon as described in paragraph 8.13.

3.5.4. Forty- four (44) passenger (PAX) and larger buses shall be less than five (5) years old

(based on the model year, from the date of Task Order award) and have less than 160,000km, at any time throughout the PoP of the individual TO.

3.6. ODOMETER. Lease cost shall include unlimited kilometers traveled within Qatar.

3.7. VEHICLE REGISTRATION AND RENEWAL. All vehicles shall be registered and licensed, as required, under the laws of Qatar. A copy of the current vehicle registration shall be placed in the glove compartment of each vehicle. Vehicles will not be accepted by the U.S. Government without a current vehicle registration at the time of acceptance.

3.8. INSURANCE. The Contractor shall provide Third Party (Liability) insurance covering all leased vehicles, which meets Qatari laws and regulations in addition to FAR 52.228-8:

Liability and Insurance - Leased Motor Vehicles.

3.8.1. The insurance shall be valid for all U.S. Government civil service personnel, U.S.

military personnel, and all Contractor personnel working in Qatar on a contract with the

U.S. Government. A copy of the insurance policy shall be placed in the glove compartment of each vehicle. Neither the Government nor the vehicle driver shall be liable for any deductible for any claim initiated against the leased vehicle’s insurance policy, if deemed as not at fault.

4.0 VEHICLE USAGE.

4.1. TRAFFIC VIOLATIONS. The Contractor shall provide the following reports:

4.1.1. Weekly report for Traffic violations by every Thursday of the week. Along with official supporting documentation (i.e. copies of citations, tickets, and fines) from Ministry Of

Interior.

4.1.2. Badging Matrix Report. See Section 2.2.1.1.

4.1.3. Vehicle Accountability Report. See Section 6.7.

4.2. TRAFFIC TICKETS AND FINES. The Contractor shall provide the U.S. Government a weekly report of traffic tickets and fines, including any required police reports. The U.S.

Government will ensure personnel pay for the accrued fines in accordance with the Al

Udeid Air Base Instruction.

4.2.1. The following information shall be included in the report:

• The total number of traffic violations

• Fines

• Local Government fee requests received for vehicles leased

• The vehicle make, model, license number

• Time/date/reason the violation was assessed.

• The TO number the vehicle falls under.

5.0. VEHICLE TURN IN. The Contractor shall plan to accept vehicle turn-ins daily, during normal business hours as per PWS Section 1.6.

5.1. CLEAN VEHICLES. Prior to turn in, the U.S. Government shall ensure vehicles are sanitized of personal items, free of trash, and excessive debris.

5.2. TURN-IN INSPECTION. At the turn-in inspection, the Contractor shall provide a copy of the joint inspection sheet that was completed when the vehicle was accepted by the Government at the joint inspection. The joint inspection of the turned-in vehicle shall only document damages not listed on the prior joint inspection sheet and damages not attributed to fair wear and tear. If there are damages not covered by the insurance company the Contractor is responsible for providing pictures of the extent of the damages at no additional cost to the Government. The joint inspection sheet and the pictures shall be the only valid documentation of the condition of the vehicle. The Government will not be responsible for undocumented damages or damages covered by the Contractor’s insurance. The Contractor will provide the Government a final bill of all costs associated with repairs within 30 days of permanent turn-in date or forfeit all damage claims.

5.3. EARLY TURN-IN. The CO and COR will coordinate with the Contractor to turn-in a vehicle on the agreed upon date and time. Early turn-ins shall be coordinated, in writing, with the CO and

COR. The U.S. Government and Contractor may mutually agree, in writing, to turn-in the vehicle(s) up to seven (7) calendar days before the end date in the Task Order. In the event vehicle(s) are turned in 7 days before the expiration of the associated Task Order, the contractor shall prorate the lease and refund any amount in excess of the original lease.

5.4. TASK ORDER PHASE OUT COORDINATION. The Contractor shall provide the CO and COR a Vehicle Phase In/ Out spreadsheet thirty (30) calendar days prior to the end of each

Task Order’s period of performance. If the Contractor fails to provide this plan, they waive their right to claim fees for any affected vehicles.

5.5. VEHICLE EXCHANGES: The Contractor shall deliver the new vehicle the calendar day prior to ensure it is processed and available on the date and time specified by the CO and/or COR and allow for out-processing time of the outgoing vehicle. Overlapping period will not exceed a twenty-four (24) hour period. The Contractor shall notify the CO and COR if the U.S.

Government fails to turn in the old vehicle on the agreed upon date and time.

5.6. LOANER VEHICLES. The Contractor shall provide a fully safe and serviceable loaner vehicle for a 1 for 1 vehicle exchange at no additional cost to the U.S. Government for each vehicle removed from service for reasons such as, but not limited to, inspections, registration renewal, and scheduled or unscheduled maintenance.

5.6.1. Late Loaners. After the twenty-four (24) hour period, if no loaner is provided, the daily lease rate of the primary vehicle shall be adjusted (by dividing the monthly cost by thirty

(30) and removing 1/30 of the price for each day the Government does not have a loaner vehicle) from the monthly invoice, to include the twenty-four (24) hour grace period. Late vehicles will also result in a demerit on the performance assessment report (PAR), which may reflect negatively on the Contractors overall performance report.

5.7. VEHICLE TOW/RECOVERY SERVICE. The Contractor shall have the capability to provide vehicle tow/ recovery service for disabled vehicles both on and off base at no extra cost to the U.S. Government. Vehicle tow/recovery service drivers shall maintain current passes to access AUAB throughout the contract and any Task Order made from this contract. The

Contractor shall have the capability to be onsite within three (3) hours of notification to recover vehicles on AUAB; and shall respond within twenty-four (24) hours of notification to recover disabled vehicles anywhere within Qatar. If the Contractor is unable to tow/recover the vehicle(s) due to its location within a secured area of AUAB, the 379 ELRS will assume responsibility to tow/ recover the vehicle(s) out of the secured area and turn the vehicle(s) over to the contractor.

5.7.1. Tow/Recovery Loaner. During the event of a Vehicle Tow/Recovery Service, the Contractor shall be responsible for providing a loaner vehicle at no additional cost to the Government IAW paragraph 5.7.

5.7.2. Emergency recovery operations by U.S. Government. The Contractor shall allow qualified U.S. Government personnel to jump start vehicles in case of emergency circumstances.

6.0. CUSTOMER SERVICE FUNCTION.

6.1. PERSONNEL REQUIREMENTS. The contractor shall provide at a minimum, 2 fluent

English-speaking personnel for its Customer Service Function that can be reached by the COR as stated in the PWS. The Customer Service function will perform the following duties: all records keeping, accounting, record scheduled and unscheduled maintenance actions, track which units the vehicles are assigned to, manage the issuance and turn-ins of loaner vehicles. These personnel will coordinate with the COR on relaying status of repairs and estimated time in commission

(ETIC’s) to customers.

6.2. RECORDS REQUESTS. All vehicle or base access badging records request shall be made available to the CO or COR within five (5) working days.

6.3. HISTORICAL RECORDS The Contractor will maintain an electronic and/or hard copy of all maintenance actions, joint inspections, registration proof, accident reports, and any document pertaining to all leased vehicles for the duration of the contract.

6.4. ACCOUNTABILITY. Upon award of the contract and subsequent Task Orders, the

Contractor shall provide a vehicle accountability report to the COR, including the beginning odometer, vehicle plate number, make, model and Vehicle Identification Number (VIN). The

Contractor shall conduct a semi-annual (twice yearly) accountability including the same information and provide the report to the COR and CO.

7.0. MAINTENANCE AND SERVICES.

7.1. MAINTENANCE. The Contractor shall provide all replacement parts, labor, materials, supervision and expertise necessary to complete maintenance tasks in accordance with the manufacturer’s recommendations and IAW this PWS. Upon completion of maintenance service

(scheduled and unscheduled), the Contractor shall return the vehicle to AUAB Vehicle

Management or designated location. The vehicle shall be returned clean (cleaning standard outlined in Section 3.2.5.) and with the same amount of fuel as when it was turned in at no additional cost to the Government. Vehicles returning to AUAB shall be supplied with proper registration documentation before return is accepted.

7.1.1. Scheduled Maintenance. The Contractor shall provide scheduled maintenance and replacement parts and fluids in accordance with manufacturer’s standards. The Contractor shall accept vehicles for scheduled maintenance at independently owned maintenance facility locations that comply with industry standards.

7.1.2. Unscheduled Maintenance. The Contractor shall provide unscheduled maintenance and repairs to bring vehicles into full compliance with the manufacturer’s standards.

7.1.3. Preventative Maintenance and Inspection/Registration Renewal. The Contractor is responsible for monitoring and scheduling Qatari inspections and registration renewals for leased vehicles. The Contractor shall provide the following month’s preventative maintenance, and inspection/registration renewal to the COR no later than the 15th day of each month.

7.1.4. Status Report. The Contractor shall provide a weekly status on all vehicles removed from

AUAB to the COR for any service including, but not limited to, inspections, registration renewal, and scheduled or unscheduled maintenance. The weekly status shall include, at minimum, the following data:

• License Plate Number

• Vehicle Make and Model

• Date Contractor Received Vehicle

• Date Contractor Expects Vehicle to Return to AUAB

• Status of Inspection/Registration Renewal/Maintenance

• Task Order Number the vehicle falls under

7.2. MONTHLY MAINTENANCE SCHEDULE. Contractor shall provide a monthly schedule of vehicles requiring preventative maintenance. The Contractor shall provide the following month’s schedule to the COR no later than the 15th day of each month. Failure to submit this report waives the Contractor’s rights to any resulting damages to vehicles that would have otherwise been covered by the report.

7.3. MAINTENANCE ITEMS. Inclusive of manufacturer’s standard maintenance and inspection items, the following items will be addressed during scheduled/unscheduled maintenance and inspections.

7.3.1. Tires. Tires may not last as long as the manufacturer’s life expectancy due to the terrain at

AUAB and Qatar. If during inspection, whether scheduled or unscheduled, tires that are required to be replaced due to tread wear shall still be considered fair wear and tear, and will be replaced at no additional cost to the U.S. Government. For damages beyond what can be considered fair wear and tear, the Contractor shall provide all supporting documentation, which includes, but is not limited to images, police report, price quote, etc. The COR will determine if the damages can be considered beyond fair wear and tear. If a dispute arises between the

Contractor and the COR, the CO will make the final determination.

7.3.2. Windshields. Windshields and windows may also accumulate fair wear and tear as a result of rocks and/or heat and shall be considered fair wear and tear at no additional cost to the

U.S. Government. Windshields and windows cracked or chipped due to rocks or other objects shall also be considered fair wear and tear at no additional cost to the U.S. Government.

All cracked windshields shall be replaced within 7 calendar days 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 can be repaired upon the COR and/or the CO’s approval.

7.3.3. Tint. Heat conditions can cause tint delamination in glass to separate giving them a hazy look causing loss of vision. This is considered fair wear and tear and will be required to be replaced at no additional cost to the U.S. Government.

7.4. DAMAGES. The Contractor may submit a claim to the U.S. Government IAW FAR 52.233-

1, Disputes, for the costs to repair any damages to the vehicles beyond fair wear and tear. A police report shall only be submitted when required for any repairs or accidents for which the U.S.

Government operator is allegedly at fault. If the U.S. Government operator was determined to be not at fault, the Contractor shall be responsible for recovering the costs of repair from the other party to the accident or the individual’s insurance company who was at fault. The U.S. Government is not responsible for damages resulting from fair wear and tear.

7.4.1. Minor Damages. At the Government’s discretion, minor dents, scratches, and incidental damage may not be repaired or billed until the U.S. Government turns the vehicle in to the

Contractor, either permanently or for registration renewal.

7.4.2. 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. The Government shall not be liable for any incidental costs that cannot be properly substantiated by the aforementioned supporting documentation.

7.5. QATARI POLICE REPORTS. The Contractor will work in conjunction with the U.S.

Government in order to obtain copies of local police reports within 7 calendar days of all accidents that occur outside of AUAB at no additional cost to the U.S. Government. 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 U.S. 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 provided to the Contractor so the

Contractor may obtain the off-base Qatari police report.

7.6 SERVICES SUMMARY: The below table identifies each deliverable report and schedule required of the PWS and the frequencies in which they are required. Reports will be provided to the U.S. Government at no additional cost.

Reports and

Schedules Initial Report Due Date Re-occurrence

Vehicle Phase In/Out

Spreadsheet

30 calendar days after award and

30 days prior to the contract end date

10 days prior to delivery/pickup

Badging Matrix Report 30 calendar days after contract 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 1st)

Traffic Violation Report

& Invoice

1st day of the second month after delivery of vehicles Weekly (due on Thursday)

Quality Control Plan 15 calendar days after agreement award Update as needed

Vehicle Status Report 7th day of the first month after delivery of vehicles Weekly

Vehicle Accountability

Report

30 calendar days after agreement award Semi-annually

7.7. SERVICES SUMMARY MATRIX.

8.0. KEY TERMS/DEFINITIONS.

8.1. GENERAL - For purposes of this PWS, Government refers to the United States Government and the United States Air Force as represented by the CO, or appointed COR. Customer refers to the 379 ELRS. Contractor refers to the Contractor and their respective personnel.

8.2 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.

8.3. DISABLED OR INOPERABLE VEHICLE - Vehicle that is unsafe and/or unserviceable as determined by the CO or COR.

8.4. FAIR WEAR AND TEAR - Damages that occurs during normal use or due to the aging of the vehicle that can be based on the age and odometer reading of the vehicle; this includes, but is not limited to minor dents, scratches, fading upholstery, tire wear, brake wear, clutch wear and other incidental damages.

8.5. GOVERNMENT EMPLOYEES - Military members of all branches of military service, all United States Government civilian employees and coalition forces.

8.6. INCIDENTAL FEES - Approved fees that are not classified as lease fees. Examples of incidental fees are cost for missing tire jacks or spare tires, and any other fees as determined by the CO as within scope of these CLINs.

8.7. JOINT INSPECTION - The Contractor and COR/designated Government representative shall perform a joint inspection prior to accepting a vehicle from the

Contractor and turning in a vehicle to 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.

8.8. MANUFACTURER’S STANDARDS - As stated within vehicles owner’s manual.

8.9. PRIME CONTRACTOR - Contractor who was awarded the contract directly from the

Government.

8.10. LEASE – Vehicle is in the possession of the Government.

8.11. SCHEDULED MAINTENANCE - Periodic prescribed inspections or servicing of vehicles, accomplished on a calendar, odometer/kilometers, or hours-of-operation basis in accordance with the manufacturer’s recommended intervals.

8.12. UNSCHEDULED MAINTENANCE - Maintenance that is not scheduled but is required to correct deficiencies or other vehicle problems and restore the vehicle to a safe and serviceable condition IAW the vehicle manufacturer’s standards.

8.13. VEHICLE IS A “LEMON” - For a vehicle to be classified as a “lemon”, the vehicle must have three failed repair attempts due to a manufacturer’s defect and/or Contractor’s inability to execute necessary repairs to bring the vehicle into compliance with manufacturer’s standards in a timely manner within a six (6) month period. If a leased vehicle is deemed a “lemon,” the

Contractor shall provide a replacement vehicle.

9.0. VEHICLE LEASE PAYMENTS.

9.1. VEHICLE INVOICE SUBMISSION - Upon the submission of proper invoices or vouchers, the Government shall lease each vehicle at the rate(s) specified in this contract.

9.1.1. Lease shall accrue from the date of delivery. The lease shall continue until the expiration of the contract term or the termination of this contract or when the vehicle is permanently turned- in, whichever is the earliest date. However, lease shall accrue only for the period that each vehicle is in the possession of the Government.

9.1.2. Lease shall not accrue for any vehicle that the Contracting Officer determines does not comply with the Condition of Leased Vehicles clause of this contract or otherwise does not comply with the requirements of this contract, until the vehicle is replaced or the defects are corrected.

9.1.3. Lease 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 contract.

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

10.0. EXCESSIVE WEAR AND TEAR TABLE. The purpose of this table is to serve as a guide when evaluating damages on vehicles. It is not all inclusive, nor shall it serve as the only resource.

The determination shall be made by the COR and if a dispute arises between the Contractor and the COR, the CO will make the final determination.

Exterior Description/Example

Scratch Length > 2 in. (5.08 cm)

Dent Multiple dents on a single panel or a single dent >

1” (2.54 cm) in diameter

Undercarriage e.g., Damage due to bottoming out

Missing Parts e.g., Sections of the bumper or molding, mirrors, etc.

Paint Damage Excessive wear where bare metal is visible

Chips Excessive chips where bare metal is visible

Interior Description/Example

Seats, Headlining, Carpets, Lining

Fabrics, Floor Covering e.g., Burns, holes, permanent stains tears, rips, cuts > 2 in. (5.08 cm)

Seats, Headrests, Glove Box, Cargo Tie- Downs, Trim Pieces, Side-Panels, Truck-

Liners, Bed-Liners, Controls, Knobs e.g., Missing, broken, or inoperable

Parts and Accessories Description/Example

Keys and Remotes Missing

Wheels Deep cracks, bent, or gouged

Spare Tire or Tire Inflator Kit Missing

Tire Jack and Tools Missing or Broken

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