Attachment 1 - Peformance Work Statement.pdf

Performance Work Statement FA5703-12-R-0020

Attachment 1: pg 1 of 8

PERFORMANCE WORK STATEMENT (PWS)

VEHICLE LEASING

US AIR FORCES, KUWAIT

(28 July 2012)

SECTION 1

GENERAL

1.1. SCOPE OF WORK. The contractor shall provide all labor, transportation, equipment, materials, personnel and supervision necessary to supply safe operational vehicles in accordance with this contract.

1.2. POINT OF CONTACT. The contractor will provide a point of contact within the company to interface with the contract representative on issues concerning all leased vehicles. Names, business address, phone numbers, and hours of operation are the minimum information required. The contractor shall also provide an afterhours name and telephone number of an individual that speaks English for emergency contact purposes. Contractor shall provide all information for 24 hours a day/7 days a week contact.

SECTION 2

DEFINITIONS

2.1. TECHNICAL DEFINITIONS PECULIAR TO THIS PWS

2.1.1. Acceptance inspection – An inspection shall be performed on all vehicles and equipment prior to acceptance of delivery. This inspection shows the overall condition of the vehicle. Major discrepancies must be corrected prior to placing the vehicle in service if use of the vehicle would aggravate the problem, or if the discrepancy creates a safety hazard. Minor damages shall be annotated on delivery notes as acceptable, and the Government will not be held liable for these damages.

2.1.2. Acts of God – Public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather.

2.1.3. Accident repairs – Repairs required as a result of collision; regardless of whether the object collided with a vehicle, or whether the vehicle requiring repairs was the moving unit.

2.1.4. Criminal Act – A violation of civil law.

2.1.5. Disabled vehicle – A damaged, worn out, or malfunctioning vehicle.

2.1.6. Fair wear and tear – The deterioration of items attributed to normal usage.

2.1.7. Government - United States Government

2.1.8. Hostile act – An act of war.

2.1.9. Scheduled maintenance – Periodic prescribed inspections or servicing of equipment, accomplished on a calendar or mileage basis. At a minimum shall include, but is not limited to, replacement of the oil, fuel and air filters, and engine oil and wiper blades.

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

Attachment 1: pg 2 of 8

SECTION 3

GOVERNMENT FURNISHED ITEMS AND SERVICES

3.1. Fuel. The Government is responsible for supplying the fuel used in all leased vehicles except the fuel used prior to the Government acceptance of the vehicle. The vehicle shall be returned from servicing with approximately the same amount of fuel as when the vehicle was turned over for service. Likewise, upon completion of the contract the vehicle will be turned over to the contractor with no less than one-quarter tank of gas.

3.2. Joint Inspection. The contractor’s representative and the Government contract representative must perform a joint inspection and shall document in writing, vehicle condition upon delivery and return. This will be the sole validating document used when returning the vehicles to the contractor. (See page 7 of Attachment 1) The

Government will not be responsible for any damage or missing items not documented on the inspection checklist or for fair wear and tear. The contractor and Government contract representative will sign the inspection document. The Contracting Officer or representative will supervise both joint acceptance and returning inspections and will endorse all documentation.

SECTION 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1. GENERAL. Contractor shall provide specified vehicles and all services required to keep the vehicles in a safe and operational condition. Vehicles will be delivered within the time specified with the contract or as coordinated through the Contracting Officer and must meet minimum acceptance criteria provided herein. Failure to pass the acceptance/inspection in the time frame specified within the contract may result in a monetary penalty. The

Government reserves the right to return any number of vehicles prior to expiration of the current lease term without a penalty. Vehicles not retrieved at the expiration of the Delivery Order period of performance shall not constitute a financial obligation to the Government.

4.1.1. Quality Control Plan. The contractor must develop and maintain a quality control program to ensure systematic inspection of services provided in accordance with this PWS and other commonly accepted commercial practices. Implement procedures to identify and prevent defective services from reoccurring. Identify to the

Contracting Officer Representative (COR) and Contracting Officer a contractor employee who will function as a

Quality Control Inspector. This individual must be appointed in writing and available to the COR and Contracting

Officer at all times during contract hours of operation. The COR will notify the Quality Control Inspector when there are customer complaints. The contractor shall provide a copy of the Quality Control Plan to the Contracting

Officer not later than 30 days after notice of award is received. As a minimum, the program should include the following:

Procedures for ensuring safety of vehicle is being properly maintained.

Maintenance safety checks to identify and eliminate hazards.

Documentation procedures to validate checks have been accomplished.

4.1.2. First Time Initial Delivery of Vehicles. The contractor shall deliver the specified quantity of vehicles with two sets of keys. This shall be done in 10-days as follows: Delivery shall be coordinated with the Government contract representative. Delivery shall be accomplished during normal business hours of 8:00 AM to 5:00 PM (local time), unless otherwise approved by the Contracting Officer or a designated representative. The contractor shall provide a schedule of vehicle deliveries and type of vehicles to meet the 10-day period no later than two (2) days after notice of award.

4.1.2.1 Contractor Change Over: The Government reserves the right to conduct site visits in all contractor-operated facilities. In the event that a follow on contract is awarded to other than the incumbent, the incumbent Contractor will allow 30 days to permit an orderly changeover to the successor Contractor. The contractor shall submit a scheduled plan to the Contracting Officer detailing the quantity of vehicles that will be picked up and in accordance with the thirty (30) day deadline.

4.1.3. Insurance. The contractor shall carry full insurance coverage with zero deductible to cover the cost for

Attachment 1: pg 3 of 8 replacement or repair of vehicles lost, stolen, or damaged through criminal acts, natural acts (commonly called Acts of God), or hostile acts (Government will determine if hostile act coverage is necessary based on offeror’s quoted price). This is to preclude the Government from being held liable for claims generating from any of the above. In addition to full coverage, the contractor will carry full coverage liability, medical, and collision insurance with zero deductible to cover all medical, legal and repair expenses to be paid for repairs, injuries or death settlement expenses when a vehicle is involved in a motor vehicle accident.

4.1.3.1. If for some reason the vehicle is required to be present for civil action, the contractor shall provide 48-hour notification to the Government. If the vehicle is going to be required for longer than 24 hours, the contractor will provide a replacement vehicle. Contractor shall be responsible for any expenses contributed to traffic violations.

The government shall not reimburse the contractor for traffic violation expenses.

4.1.3.2. All vehicles shall be registered, licensed and insured for the full coverage required under the laws of

Kuwait. Vehicles shall meet Kuwaiti motor vehicle safety standards and must include the following; all vehicles must have manufactured installed seatbelts for driver and all passengers; all vehicles must have drivers and passenger side airbags. All vehicles damaged as a result of an accident and documented by valid Kuwaiti Police report, or applicable Government substitute, shall be covered under contractor’s full coverage insurance to include full cost of vehicle replacement. Contractor is required to retrieve and provide all Police reports for accidents or damages occurring off-base from Kuwaiti Police Station. Any repairs disputed by contractor’s insurance company will be brought to the Contracting Officers attention.

4.1.4. Records. The contractor shall maintain records of transactions with the Government and, upon request, make such records available to properly designated Government contract representative within five (5) working days.

4.1.5. After notification of award the contractor will make all necessary arrangements to ensure that employees, which require base passes in the performance of this contract, have all paperwork completed prior to the effective date of the contract.

4.2 VEHICLES. The following minimum criteria shall be met at the time of the acceptance inspection:

4.2.1. Condition. Both the exterior and the interior of the vehicles must be free of excessive soil, rust, odor, and damage. Upholstery must be clean and free of cuts, burns, odor and stains.

4.2.2. Safety Items. Each vehicle must meet all host nation safety requirements and have, as a minimum, the following safety features: properly functional seat belts in all passenger positions, properly mounted rear view mirrors, serviceable windshield wipers, parking brakes, and horn. The vehicle will also have functioning driver and passenger airbags.

4.2.3. Heating and Air Conditioning. Both heating and air conditioning are required in all vehicles.

4.2.4. Transmission. All vehicles shall have an automatic transmission, unless otherwise coordinated and approved in writing by the Contracting Officer.

4.2.5. Towing package. All crew-cab and extended cab pickups must have installed towing hitch. Size and class of hitch should meet the manufacturers’ maximum towing capacity recommendation.

4.2.6. Window tint. All vehicles must be equipped with window tint film. Window tint film will meet the laws and regulations of Kuwait in regards to opacity and installation. Window tint will be replaced at no cost to the

Government when becoming excessively faded or unserviceable.

4.2.7 Roadside repair. Each vehicle will have a spare tire, lug wrench, serviceable jack, and proper tires based on the manufacturer specifications/recommendations. All vehicles will be equipped with a locking gas cap.

4.3. SERVICES. The contractor shall provide the following services:

4.3.1 Maintenance.

Attachment 1: pg 4 of 8

4.3.1.1. The contractor shall perform scheduled and unscheduled maintenance at the contractor’s facility, unless otherwise authorized by the Contracting Officer or a designated representative. The contractor shall retrieve vehicles requiring unscheduled maintenance from Ali Al Salem, Kuwait City International Airport (KCIA), and Arifjan, Camp Buehring, or other location as designated by the Contracting Officer. Upon completion of maintenance services, the contractor shall return vehicles to the designated location. Pickup and drop-off of vehicles is at no additional cost to the Government. Vehicles shall be returned clean and with the same amount of gas as when initially picked up for maintenance. Scheduled maintenance intervals for all leased vehicles will be provided by the vendor at the onset of the contract. Actual specifications of what will be accomplished on a scheduled basis will be provided to the USAF for use by Contracting Officer Representative (COR) personnel to verify/validate actual work being accomplished in accordance with the contract. The definitions of actual maintenance performed will be provided on request.

4.3.1.2. The contractor shall provide a tow vehicle, suitable for recovering vehicles requiring maintenance services or have become disabled as identified by the Government contract representative at no additional cost to the

Government.

4.3.1.3. The contractor will provide parts, labor, materials, supervision, and expertise necessary to complete required maintenance tasks. Parts include those items that must be replaced due to fair wear and tear such as windshield wipers, tires, headlamps, filters, fluids, and lubricants at no additional cost the Government. The contractor will replace any tire when the tread becomes less than 6.35 millimeters or when the Government contract representative through the Contracting Officer determines any unsafe condition. Contractor is responsible for replacing windshields with cracks or visual obstructions that interfere with the vehicle operator’s line of sight. Tire failure will be replaced at no additional cost to the Government.

4.3.1.4. The contractor shall provide a written schedule of all scheduled maintenance to the Contracting Officer no later than 30 days after acceptance of the vehicles.

4.3.2. Replacement of Vehicles during Maintenance Periods. The contractor shall provide a safe and serviceable replacement vehicle for each vehicle removed from service for scheduled/unscheduled maintenance by 1430 on the date of turn-in if repairs are estimated to take more than 24 hours. Contractor shall pick-up vehicles requiring service; drop-off replacement vehicle and return serviced vehicle to a designated location at no additional cost to the Government. The 24 hours begins when the contractor acknowledges receipt of the vehicle from the Government. The replacement vehicle shall be of the same type as the vehicle being serviced.

If a vehicle replacement is not provided within 24 hours of the contractor receiving a vehicle requiring maintenance, the daily lease rate of the vehicle in for maintenance/service shall be deducted from the overall invoice for each 24-hour period or portion thereof that the Government is without the replacement vehicle. If a replacement vehicle is provided, but not the same type, then the lower of the two daily rates shall be charged. Daily rates are calculated by dividing the monthly rates by 30 and the weekly rates are calculated by dividing the monthly rate by 4.

Government has the option to request a permanent replacement of any vehicle which has been turned in for repeat maintenance and not corrected to manufacture specification. Repeat maintenance is defined as repairs made three or more times for the same assembly or sub-assemblies.

4.3.3. Maintenance required as a result of misuse or abuse. The contractor will provide a written itemized estimate of repairs and an estimated time to complete the repairs within 24 hours of receiving the vehicle. If all repairs cannot be accomplished within 24 hours, a replacement vehicle shall be provided by the end of that 24-hour period.

For minor damage and non-safety items the contractor shall waive repairs at the discretion of the Contracting

Officer. Waived repairs shall be accomplished at the next scheduled maintenance for the vehicle. Upon completion of the repairs, a complete itemized final bill for the cost of repairs shall be provided to the Government at the time the vehicle is returned.

4.3.4. Vehicle Requirements (General). The contractor shall provide vehicles that are less than 2 years old and have less than 40,000KM on the odometer at the beginning of the contract and at the beginning of each option year that is exercised. This requirement may be waived by the Government on a case-by-case basis only if the vehicle is determined to be in acceptable mechanical condition. Vehicles will be returned for replacement once the vehicle reaches approximately 150,000KM or as determined necessary by the Government contract representative. Vehicles will be in very good physical condition and mechanically sound with no visible leaks, damage or signs of excessive wear and tear. Retread tires are unacceptable on the vehicle and/or as a spare tire. Any tires determined by the

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Government contract representative not meeting these specifications will be rejected and the contractor will be required to replace tires at no additional cost to the Government.

4.3.4.2. All vehicles shall be registered and licensed in accordance with the laws of Kuwait. Front and rear of all vehicle license plates shall be securely fastened with screws or bolts in four corners. The contractor shall maintain registration documents and a laminated copy placed in all vehicles. Vehicles shall meet Kuwaiti motor vehicle safety standards and previously mentioned requirements listed in paragraph 4.1.2.2.. An additional copy of vehicle registration and insurance will be provided to the Government contract representative.

4.3.4.3. All vehicles shall have at a minimum an AM/FM radio, exhaust screens, maintenance free batteries, air conditioning/heating, manufacturer operators manual and two (2) full set of keys. Floor mats shall be provided for all vehicles with carpeted interiors.

4.3.4.4. Full size truck or equivalent type vehicles shall have a minimum of an 8-cylinder engine with a ground clearance equal to or greater than 14 inches. Tires shall be, or equal to, Goodyear All-terrain, Wrangler Silent

Armor (Load range: E, Traction: A, Temperature C, Speed rating: R). Any tires determined by the Government contract representative not meeting these specifications will be rejected and the contractor shall be required to replace tires at no additional cost to the Government.

4.3.4.5. SUV 4 Dr 4X4 type vehicles shall have a minimum of a 6-cylinder engine, ground clearance greater than 14 inches, and be the largest of the class II SUVs available. Class II SUVs are defined as having a Gross Vehicle

Rating (GVW) that does not exceed 5400 pounds. The government has the right to refuse any SUV that is less than

4800 GVW. Tires shall be, or equal to, Goodyear All-terrain, Wrangler Silent Armor (Load range: E, Traction: A, Temperature C, Speed rating: R). Any tires determined by the Government contract representative not meeting these specifications will be rejected and the contractor shall be required to replace tires at no additional cost to the

Government.

4.3.4.6. All buses shall have seatbelts available for each seat to include center seats.

4.3.5. Emergency Response. In the event of a vehicle breakdown, the contractor shall respond within 2 hours of notification to recover, repair or replace vehicles that are within 80KM radius of the designated location of assignment and 3 hours outside of 81KM radius, at no additional cost to the Government. The contractor shall provide 24-hour/7 days a week emergency response telephone number for receiving notification of vehicle breakdown. In the event the contractor fails to meet this time standard, 25% will be deducted from the daily lease rate for that vehicle. In addition, for every hour after the initial time standard an additional 10% will be deducted from the daily rate for that vehicle.

4.3.5.1. Contractor will jumpstart vehicles on Ali Al Salem within 1 hour of notification by the COR. If contractor cannot respond in the 1 hour the Government has authority to jumpstart the vehicle with no liability for damage that may occur.

4.3.6. Vehicle Modification. The Government reserves the right to perform minor modifications on leased vehicles

(i.e. installation of land mobile radio equipment, security light bars, camper shells, toolboxes) as long as they do not visibly deface the vehicle. The Government also reserves the right to perform more robust modifications on a select number of lease vehicles supporting the base security mission. These modifications may include, but are not limited to, installation of mounted camera and control systems as well as tracking and identification systems. The

Government will be responsible for any maintenance of these modifications. Vehicles will be returned to the original condition prior to final turn in to the contractor. If repairs are required to restore vehicle damaged by installation of these items, the contractor shall provide an itemized estimate to the Government contract representative within five (5) working days of return of the vehicle. The Contracting Officer will determine the method of restitution of these repairs.

4.3.7. Phase-In Inspection. The contractor shall coordinate vehicle deliveries with Government contract representative and Contracting Officer. A joint inspection between the contractor, Government contract representative and the contracting officer will be performed upon delivery of any vehicle, but prior to acceptance of any vehicle, to determine vehicle acceptance or rejection. For accountability, delivery receipts and/or rejection

Attachment 1: pg 6 of 8 receipts will be accomplished to account for vehicle condition, acceptance, or rejection. See Attachment 1 for vehicle inspection sheet that will be required.

4.3.8. Phase-Out Inspection. The contractor shall provide documentation at Phase-In Inspection to include what constitutes normal wear and tear on return of vehicles after contract completion. (i.e., interior stains, size of scratches and chips, tears in interior).

4.4 SERVICE DELIVERY SUMMARY.

Performance Objective SOW Para Performance Threshold

Inspect vehicles being returned from routine maintenance is clean and in same physical condition with as much fuel as when initially picked up for maintenance.

4.3.1.1 No more than two (2)

customers complaints per month

Inspect vehicles being returned from unscheduled maintenance is clean and in same physical condition with as much fuel as when initially picked up for maintenance and that the repair was completed satisfactorily.

4.3.1.1 No more than two (2) customer

complaints per month

Replacement vehicles provided by 1430 if repairs are estimated to take more than 24 hours after a vehicle removal from service

4.3.2 No more than two (2) customer

complaints per month

Emergency response within 2 hours 4.3.5 100% of the time

SECTION 5

5. TYPICAL VEHICLE USAGE:

The following table does not reflect the required quantity of vehicles for the contract. It is a list of vehicles that are normally used on a monthly basis and fluctuations in quantities can and do occur from month to month.

5.1. NON-PERSONAL SERVICES: Contractor shall provide specified vehicles, or equal to, (see table below, column “Manufacture Model”) under this requirement and provide all service requirements listed within this

Performance Work Statement. With the Contracting Officer’s written approval, the contractor may submit a vehicle that is equivalent, to include all the specific instructions. The contractor shall provide all specifications to the

Contracting Officer for equivalent vehicles in writing for approval.

CLIN Description

Specific

Instructions

Manufacture

Model QTY

0001 (B121) Bus 25-29 Passenger

Toyota Coaster, Mitsubishi Rosa 5

0002 (B185) Van 8 Passenger, 4X2 Ford E-Series 8

0003 (B188) Van 7 Passenger, 4X2

Dodge caravan, Toyota Previa 3

0004 (B192) Van 15 Passenger GMC Savanna, Chevy Express

0005 (B221) Truck, 4 Door, 4X2, half ton carrying capacity

Dodge Dakota, Chevy Colorado, Ford Ranger 57

0006 (B213) Truck, 4 Door, 4X4, half ton carrying capacity min V6 and no step rails

Dodge Dakota, Chevy Colorado, Ford Ranger 30

Attachment 1: pg 7 of 8

0007 (B222) Truck full size, 4 Door, 4X4, 7000-8510 or less

Dodge 2500, Ford F250, Chevy 2500 35

0008 (B228) Compact SUV, 4X4, 4800-5400 GVW 53

0009 (E842) Forklift, electric, 4-6K lifting capacity 1

0010 (B213) Truck, 4 Door, 4X4, half ton carrying capacity

Min V6, no step rails, and off-road

Goodyear

Wrangler

MT/R with

Kevlar sidewall tires or equivalent.

Dodge Dakota, Chevy Colorado, Ford Ranger 6

0011 (B222) Truck full size, 4 Door, 4X4, 7000-8510 or less

Short bed, no step rails, and off-road

Goodyear

Wrangler

MT/R with

Kevlar

Dodge 1500, Ford F150, Chevy 1500 5

0012 (B228) Compact SUV, 4X4, 4800-5400 GVW

Min V6, no step rails, and off-road

Goodyear

Wrangler

MT/R with

Kevlar

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