ADAB_PWS_-_23_Oct_2013.pdf

PERFORMANCE WORK STATEMENT (PWS)

VEHICLE LEASING

AL DHAFRA AIR BASE (ADAB), UAE

23 October 2013

1. SECTION 1, DESCRIPTION OF SERVICE.

1.1. Scope of Work. This requirement is for a non-personal service. The Contractor shall provide vehicles in accordance with this PWS, using the pre-established unit prices included in the accompanying Indefinite

Delivery-Indefinite Delivery (IDIQ) contract. In addition, the Contractor shall provide scheduled and unscheduled maintenance to ensure the vehicles are in safe and serviceable condition throughout the lease period. The Government’s estimated requirement is for 322 vehicles per year. However the Government reserves the right to award all, more, or some of this quantity. Vehicle types and quantities will be based on the ADAB vehicle authorization list (VAL).

2. SECTION 2, DEFINITIONS.

2.1. Joint Inspection –An inspection performed by both the Government representative and the contractor representative in order to document the condition of a vehicle on the day of acceptance. A joint inspection document template shall be provided by the Contractor and will be approved by the

Government.

2.2. Rent/ Lease – Vehicle is in the possession of the Government

2.3. Criminal Act – A violation of UAE law

2.4. Disabled Vehicle – Vehicle that is unsafe and unserviceable, as determined by the Contracting Officer’s

Representative (COR), to the point it cannot be driven without causing harm to the driver, the vehicle, or the local area

2.5. Fair Wear and Tear – The deterioration of items attributed to normal usage. Examples of fair wear and tear are scratches, faded seats, faded plastic, discolored glass, discolored headlights, faded carpeting, minor dimples from road debris, and windshield chips

2.6. Government – Government of the United States

2.7. Hostile Act – Attack or other use of force by any civilian, paramilitary, or military force or terrorist(s)

(with or without national designation) against the United States, US forces and, in certain circumstances, US nationals, their property, US commercial assets, or other designated non-US forces, foreign nationals, and their property.

2.8. Act of God- A legal term for events outside of human control, such as sudden floods or other natural disasters, for which no organization/ individual can be reasonably held responsible

2.9. Prime Contractor- Contractor who has a contract directly with the Government

2.10. Independent Sources- Independent contractors that are not related to, affiliated with, nor influenced by, the prime contractor or other subcontractors

2.11. 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

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

2.13. Incidental Charges – All costs not related to the monthly fixed lease price or maintenance/repair costs due to fair wear and tear, such as obtaining Emirati police reports, re-licensing fees, SALIK tolls, and repairs for uninsured damage

2.14. Re-Licensing Fees – Fees for charges to the contractor to maintain its vehicle licenses in the UAE

2.15 SALIK Tolls – Fees charged by Dubai’s electronic toll collection system

2.16. Defects. Unserviceable parts or systems due to faulty parts or poor quality maintenance service that is not caused by the customer’s misuse

2.17. Prorated Daily Rate- The pre-established monthly vehicle unit price divided by 30.

2.18. Vehicle Lease Manager (VLM) - Vehicle Management personnel that act as liaisons between the

Contractor and the Government . Also known as the Contracting Officer’s Representative. (COR)

2.19 Exceptional Condition - Free of dents, dings, mars, scratches, broken plastic, torn rugs, torn sets, stains, leaks, loose components, and rattling

2.20 Equal or Greater Vehicle Type - Lease rate is equal to or greater than

3. SECTION 3, VEHICLE ACCEPTANCE

3.1. Schedule of Delivery. The Contractor shall provide a schedule of delivery for all vehicles under this contract no later than five (5) days after receiving notification of award of a task order. Once the delivery plan is approved by the Contracting Officer or the COR, the Contractor shall coordinate vehicle deliveries with the COR and the Contracting Officer. A joint inspection between the Contractor and the COR will be performed upon delivery of vehicles prior to acceptance of any vehicle to determine vehicle acceptance or rejection. For accountability, delivery receipts and/or rejection receipts will be accomplished to account for vehicle condition, acceptance, or rejection.

3.2. Phase Out Plan. The contractor shall provide the COR and the Contracting Officer a vehicle phase out plan 90 days prior to contract expiration. The contractor will assist in a fleet exchange with the new contractor if the incumbent is not awarded the follow-on contract.

3.3. Delivery. Once all vehicles are delivered in accordance with the contractor phase-in schedule the

Contractor shall fulfill vehicle requirements for 10 or fewer vehicles within 30 days and requirements for more than 10 vehicles within 60 days. The Government reserves the right to modify not more than 10% of the required vehicle types per month. For example, the Government may change the requirement for 30 two-door 4x2 pickup trucks to 30 four-door sedans. The Contractor has the same amount of time established within the parameters of para. 3.1 to deliver the newly required vehicles. The Government also reserves the right to permanently return vehicles to the contractor without replacement provided the

Government notifies the Contractor at least 14 days’ prior to turn in. The contractor will make the appropriate adjustments to the monthly billing and inventory quantity on the date the Contractor accepts a returned vehicle. The Contractor shall deliver vehicles only on the date/time specified by the Contracting

Officer or COR to building 401 of ADAB. If the vehicle is delivered on any other date the Government may choose not to accept the vehicle and is not responsible for paying any additional rent. The Contractor shall make every effort to deliver vehicles during normal business hours of 8:00 AM to 5:00 PM local time unless otherwise requested by the Contracting Officer or COR.

3.4. Late Delivery. The Contractor shall meet the requested delivery date and thus is responsible for quoting a delivery date they can meet that takes into account possible delays. If the Contractor fails to deliver the vehicle on the required delivery date, the Contractor shall give the Government consideration.

At the Contracting Officer’s discretion the consideration may consist of but is not limited to, one of the following:

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

3.4.2. Accepting a loaner of equal or greater vehicle type long term. If the Contracting Officer or COR approves the loaner, the Contractor shall charge the lower of the two monthly rates until the requested vehicle type is delivered.

3.4.3. Cancelling the order in its entirety.

3.5. Types of Vehicles. Vehicles provided under this contract shall be in strict accordance with the descriptions located in Attachment 1.

3.6. Vehicle Swaps.

3.6.1. The Contractor shall deliver each vehicle early enough to be in-processed and available on the date and time specified by the Contracting Officer or COR and early enough to allow for out-processing time of the outgoing vehicle. This overlapping time frame will not exceed three (3) days.

The Contractor shall notify the Contracting Officer if this time has passed and the old vehicle has not been turned in. If a vehicle has not been turned in, the Government will be notified and the rent period shall begin/end as documented on the applicable task order(s).

3.6.2. Non-Availability Statement. If the requested vehicle type is filling a Vehicle Authorization List

(VAL) vacancy and the Contractor is unable to deliver the specified vehicle type on the task order on the required delivery date, the Contractor shall submit a Non-Availability Statement via e-mail to the contracting officer:

3.6.2.1. Example - Non-Availability Statement:

By signing I certify on behalf of my leasing company that we do not currently have in stock the requested quantities of 4-door 4X2s (CLIN 0012AB) to meet the VAL but agree to deliver the full amount no later than (dd/mmm/yyyy).

3.6.3. The Contractor may fulfill the VAL vacancy with a greater than or equal vehicle type at the lower of the two monthly rates listed on the approved price list. (Example: A 4x4 pickup may be substituted for a 4x2 pickup authorization at the 4x2 pickup price).

3.7 Joint Inspection. The Contractor and the COR shall perform a joint inspection prior to accepting a vehicle.

A joint inspection shall be performed prior to accepting a vehicle from the Contractor and prior to the

Contractor accepting the vehicle from the Government. The inspection documents shall indicate the date of the inspection and the condition of the vehicle in detail on a joint inspection sheet provided by the

Contractor.

3.8 Vehicle Condition. Vehicles shall be in exceptional condition, per UAE regulations, and mechanically sound with no visible leaks, damages or signs of wear and tear. If the vehicle is deemed unsafe or unserviceable and not within the criteria listed below, the Government shall reject the vehicle and the

Contractor may be required to give consideration at the Contracting Officer’s discretion. The following minimum criteria shall be met at the time of the acceptance inspection:

3.8.1 Vehicle Year and KM Requirement. The Contractor shall deliver vehicles that are less than three (3) years old and/or have less than 60,000 KM on the odometer. Forty- four (44) PAX buses shall not be older than three (3) years old and/or exceed 200,000 KM on the odometer; whichever occurs first.

Vehicles that are in exceptional condition, but which do not meet these criteria, can be accepted at the discretion of the Contracting Officer or COR.

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

3.8.3 Safety Items. Each vehicle must meet all UAE safety requirements and have as a minimum the following safety features: seat belts for the driver and all passengers, rear view mirrors to include side view mirrors on the driver and passenger sides, serviceable windshield wipers, parking brake, horn, and serviceable lights (interior and exterior). The vehicles must also have driver and passenger airbag when available from the manufacturer.

3.8.4 Heating and Air Conditioning. All vehicles must contain heating and air conditioning in good working condition.

3.8.5 Transmission. All vehicles must have an automatic transmission unless a specific requirement exists for a standard transmission. The Government reserves the right to accept a vehicle with a standard transmission when suitable evidence is provided that no automatic transmissions are available to meet the requirement.

3.8.6 Tires. Tires must be new or at least have 90% of the tread remaining. The tire type shall be of the highest quality and be in compliance with the vehicle’s manufacturer specifications/recommendations. A full size spare tire must be in all the vehicles and also have at least 90% of the tread remaining. Re-grooved or re-capped tires will not be used on any vehicles.

3.8.7. Toll Passes. All vehicles shall come with current SALIK toll passes.

3.9 General Items. All vehicles shall have, at a minimum, maintenance free batteries, two (2) full set of keys, fuel type labeled on the fuel door, and, in the glove compartment, the Manufacturer’s Operating Manual (in

English). Windshield screens and floor mats shall be provided for all vehicles. Each vehicle shall have a lug wrench and jack in compliance with the manufacturer’s recommendations. In addition, each vehicle shall have a safety kit and fire extinguisher in accordance with local laws.

4 SECTION 4, MAINTENANCE

4.1 Maintenance Plan. The Contractor must provide to the Government an initial maintenance plan prior to contract award to include information pertaining to scheduling, facilities, personnel, tools, supplies, parts, maintenance consumables and equipment. The Contractor shall describe how it intends to execute routine maintenance procedures on the fleet of vehicles. The plan must provide service in accordance with applicable manufacturer’s guidelines; demonstrate the ability to provide trained mechanics, illustrate adequate off-site maintenance facilities (if necessary), and explain how vehicles will be transported to the off-site location from the secure compound on base (if necessary) without degradation to fleet readiness or availability; and discuss how the Contractor intends to execute its response, repair and recovery requirements to include resourcing of personnel and equipme nt to accomplish tasks. In addition, the Contractor is required describe its system for maintaining vehicle records and reports. The system must provide automated “real-time” maintenance record keeping and reporting capability in a software platform compatible with Microsoft software applications.

4.2 Mechanical Support. The contractor must provide the necessary personnel, tools, supplies, parts, maintenance consumables, and equipment for the immediate mechanical support of ADAB’s lease vehicle fleet. The contractor will provide the following maintenance services on-site Sunday to Thursday from

8:00 am to 5:00 pm: scheduled preventive maintenance, to include oil and filter changes, air filter replacement, and fuel filter replacement. Other services the Contractor will provide are: air conditioning servicing, tire repair and replacement, the replacement of lights, both interior and exterior, replacement of wiper blades, servicing of all fluid levels except fuel, replacement of vehicle belts, and minor interior repairs. The contractor will replace any tire when the tread becomes less than 1/4 inch or when the

Contracting Officer, Fleet Management or UAE law enforcement deems it to be unsafe. The Contractor’s mechanics will not use Government-owned supplies for the servicing or maintenance of lease vehicles.

4.2.2 Maintenance Stall. The 380th Expeditionary Logistics Readiness Squadron’s Vehicle Management

Flight will furnish a maintenance stall area for the Contractor’s use in providing the services described in paragraph 4.1. The mechanics will keep their appointed maintenance stall neat and orderly as determined by the Vehicle Management Flight Chief, Vehicle Fleet Manager, or Vehicle

Management Superintendent. The Contractor will dispose of used/unserviceable parts and/or items and all hazardous waste streams at an off-base facility of its choice.

4.3 Scheduled Preventative Maintenance. The Contractor shall provide a written schedule for all scheduled maintenance to the Contracting Officer’s Representative not later than 30 days after the Government acceptance of all leased vehicles. This plan shall encompass all vehicles leased to the Government via this contract. The Contractor shall provide scheduled preventive maintenance and replacement parts in accordance with manufacturer’s standards every three months or every 5,000 kilometers, whichever comes first at no additional cost to the Government. The Contractor shall provide replacement parts, labor, materials, supervision, and expertise necessary to complete required maintenance tasks. Replacement parts include those items that must be replaced due to fair wear and tear such as windshield wipers, tires (if the tread is less than ¼ inch), batteries, belts, headlamps, light bulbs, filters, oil, fluids and lubricants. In addition, the Contractor will maintain a reasonable amount of replacement parts in stock, as determined by the COR, to reduce vehicle down-time.

4.4 Unscheduled Maintenance and Repairs. The Contractor shall provide unscheduled maintenance and repair to bring vehicles up to a safe and serviceable condition. If unable to perform the maintenance or repair on base, the Contractor is responsible for removing the vehicle to repair facility off base. Upon completion of the maintenance service, the Contractor shall return vehicles to ADAB. The vehicles shall be returned clean (vehicle condition standard outlined in paragraph 3.8.2) and with a least as much fuel as when initially picked up for maintenance. Pickup and drop-off of the vehicle shall be at no additional cost to the Government.

4.5 Loaner Vehicles. The Contractor shall provide a loaner vehicle free of charge to the Government any time a primary vehicle is unavailable for more than 24 hours. The 24 hour period starts from the time period the primary vehicle became unavailable and while rent is still being incurred. The condition of the loaner shall be the same as required of the primary vehicle in paragraph 3.8. In addition, the loaner shall be of equal or greater vehicle type than the primary vehicle. If no loaner of equal or greater vehicle type is provided within 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 contractor shall replace Primary vehicles not returned within 30 days, at the Contracting Officer or COR’s approval, with another vehicle of equal or greater vehicle type. The Government will pay the lesser of the two rates until the requested vehicle type is delivered.

4.6 Vehicle Tow/ Recovery Service. The Contractor shall provide a tow/recovery service for disabled vehicles at no cost to the Government. Tow/recovery drivers and their vehicles shall maintain current passes to access ADAB. Vehicle recovery will also be provided for vehicles involved in accidents on and off base. The Contractor shall respond within three (3) hours of notification to repair or replace vehicles and shall respond within 12 hours of notification to recover vehicles that are within 160 KM radius of

ADAB at no cost to the Government. The Contractor shall provide a 24 hour seven (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, one day’s rent will be deducted from the lease rate for every hour after the initial time standard has lapsed. Any vehicles disabled in restricted areas must be moved to an accessible area the Contractor or the Government must supply an escort for removal purposes.

4.7. Warranty of Service. The Contractor shall provide a one (1) year warranty against defects on leased vehicles from start of the leasing period on the task order. Additionally, the Contractor shall warranty all maintenance parts and service free from defect for one (1) year from the repair date.

4.8. Vehicle is a “Lemon”. If a leased vehicle is a “lemon”, the Government shall request a replacement vehicle and full refund of the cost to repair the vehicle if the repairs failed to bring the vehicle to safe and serviceable condition, if incurred. For a vehicle to be classified as a “lemon” the vehicle must (1) have a defect that is under warranty and/ or (2) the repairs failed to bring the vehicle to safe and serviceable condition after reasonable (specified) number of attempts. If the repair is due to a defect the cost to repair the vehicle shall not pass to the Government. If the defect is substantial, as determined by the Contracting

Officer or COR, the Contractor is given one chance to repair the defect. A substantial defect is a defect that impairs the vehicle’s use, value, or safety, such as faulty brakes or steering. If the defect is not substantial, the Contractor is given two chances to repair the defect. If the repair is not due to a defect the

Contractor shall follow instructions in paragraph 8.2, Determining Reimbursement of Incidental Fees and will be given one chance to repair a substantial repair and two chances to repair non-substantial repair. If the repair is unsuccessful after the specified chances the vehicle is classified as a “lemon” and shall be replaced at the Contracting Officer or COR’s approval with an equal or greater vehicle type and the

Government shall pay the lesser of the two monthly rates temporarily until the requested vehicle type is delivered.

5. SECTION 5, VEHICLE TURN-IN

5.1. 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.

5.2. Off-Base Emirati Police Report. If there are damages on the exterior of the vehicle the Contractor is responsible for obtaining any off-base Emirati police reports. The Government will make every attempt to obtain any on-base police reports two weeks prior to the turn-in date and give the Contractor a copy of the report. Once the on-base report is received by the Contractor, the Contractor will make every effort to obtain the off-base Emirati police report before the turn-in date. When a Government representative notifies the Contractor of damage incurred on a leased vehicle, the Contractor shall assist the Government personnel in obtaining a police report. The Government will reimburse the Contractor for the cost of the police report. The cost will be charged against the incidental fee CLIN of the contract.

5.3. Vehicle Modification. The Government reserves the right to perform minor modifications on leased vehicles (e.g., installation of land mobile radio equipment, security light bars, camper shells, tool boxes) as long as they do not visibly deface the vehicle. The Government will be responsible for any maintenance of these modifications. Vehicles will be returned to their original conditions prior to final turn in to the contractor. If repairs are required to restore vehicles damaged by the installation of these items the contractor shall provide an estimate to the Contracting Officer within 5 working days of return of the vehicle. These costs will be charged against the incidental charges CLIN of the contract

6. SECTION 6, GOVERNMENT’S RESPONSIBILITIES

6.1. Turn-in and Registration Renewal

6.1.1. Clean Vehicles. Each vehicle shall be cleaned b y t he Go vern me nt before turning the vehicle i n to the Contractor. The vehicle will be washed, sanitized of personal items and cleaned and free of dirt and oil as reasonably possible.

6.1.2.1. Minor Damages. Minor dents, scratches, and incidental damage not attributed to fair wear and tear will not be repaired or billed until the vehicle is permanently returned to the

Contractor. The Contracting Officer or COR will determine the severity and/or safety risks.

6.2. Fuel. The Government is responsible for supplying any fuel used in all leased vehicles except the fuel used prior to the Government acceptance of the vehicle or to transport the vehicle off-base for maintenance/repairs.

7. SECTION 7, CONTRACTOR’S RESPONSIBILITIES

7.1. Vehicle Registration and Renewal. All vehicles shall be registered, licensed and insured for the full coverage required under the laws of the UAE and the conditions of this PWS. Two copies of the current vehicle registration and insurance will be placed in the glove compartment.

7.2. Scheduling Service, Inspections and Renewal Registration. The Contractor is responsible for monitoring and scheduling maintenance, Emirati inspections, and registration renewals for its vehicles.

The Contractor shall e-mail an annual schedule to the customer and courtesy copy the Contracting Officer and COR no later than 30 days following Government acceptance of a vehicle. Prior to a vehicle’s due date, the Contractor shall coordinate pick up with the Government via e-mail. Arrangements must be made within a reasonable time and the Contractor shall courtesy copy the Contracting Officer on all correspondence. Reasonable time shall not be less than 30 days prior to the scheduled maintenance date and the registration renewal date. If the Contractor does not receive a response from the Government the

Contractor shall continue notifying the customer and courtesy copying the Contracting Officer for assistance.

7.3. Records. The Contractor shall maintain records of transactions with the Government and upon request make such records available to the Contracting Officer or COR within 5 working days.

7.4 Point of Contact. The contractor will provide at least two points of contact within the company to interface with the Contracting Officer and COR 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 after-hours name and telephone number for emergency contact. The

Contractor shall provide point of contact information allowing the Government to reach the point of contact

24 hours a day, and 7 days a week, should a need arise for emergency service.

7.5. Insurance. The contractor shall carry insurance to cover the replacement/repair cost of Government-leased vehicles stolen or damaged through accidents caused by external forces/parties (not caused by U.S.

military members or U.S. Government employees), criminal acts, natural acts (commonly called Acts of

God), or hostile acts in the minimum amounts required by UAE law. The insurance shall also cover the costs/damages of third parties involved in an accident, or property damaged as a result of the accident, whether caused by the Government, a Government employee/military member, third party, or external forces.

All vehicles shall be registered, licensed and insured as required by the laws of the UAE. The level of insurance coverage shall be 100% with no deductible to be paid by the Government. The contractor shall provide a copy of vehicle registration and insurance to the Fleet Management Contracting Officer's

Representative and include a copy in the vehicle. The contractor shall monitor both the registration and insurance for each vehicle, and ensure both are up-to-date and valid at all times. The contractor shall immediately provide a replacement for each vehicle that has an expired registration and/or insurance. The replacement vehicle shall be of the same type as the vehicle with the expired insurance and/or registration if available, or a suitable substitute must be provided and approved by the Contracting Officer or

Contracting Officer's Representative.

7.6. Notice. If a vehicle is required to be present for legal action, the Contractor shall provide written notice 72 hours in advance to the Government. If the vehicle is going to be required for longer than 24 hours, the

Contractor will provide a loaner vehicle.

7.7. Tickets on Leased Vehicles. The prime contractor will provide a report each month of the calendar year to the Contracting Officer responsible for this contract, and any other organization designated by the

Contracting Officer, including the following information:

(1) The total number of traffic violations, fines, or local government fee requests received for vehicles leased under this contract.

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

7.8 Lost Vehicle Keys. Vehicle keys lost by the Government will be immediately reported to the Contractor for replacement at the Government’s expense. The lost key fee must be invoiced for payment within 30 days of the request for a duplicate key. If not invoiced within 30 days, the Government will not be held liable for the fee. The Contractor is under no obligation to replace electronic vehicle locking/unlocking devices unless those mechanisms are the only means available for locking/unlocking or starting the vehicle, in which case the device will be treated as a duplicate key. The Government will be charged for any missing or lost electronic locking/unlocking devices upon permanent vehicle turn in to the Contractor.

8. SECTION 8, PAYMENT

8.1. Vehicle Lease Payments

8.1.1. Upon the Contractor’s submission of proper invoice, or vouchers the Government shall pay rent for each vehicle at the rate(s) specified in this contract.

8.1.2. Rent shall accrue from the effective date of the task order or from the date each vehicle is delivered to the Government, whichever is later, and 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, rent shall accrue only for the period that each vehicle is in the possession of the

Government.

8.1.3. Rent shall not accrue for any vehicle that the Contracting Officer or COR 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.

8.1.4. 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 contract.

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

8.2. Determining Reimbursement of Incidental Fees. Each task order issued via this IDIQ contract will have a

Firm-Fixed Price, no profit, CLIN for Incidental Charges. The Incidental Charges CLIN is reserved for all costs not related to the monthly fixed lease price or maintenance/repair costs attributed to fair wear and tear.

Examples of incidental charges are the costs of obtaining Emirati police reports, re-licensing fees, SALIK toll fees, and repairs for uninsured damage. The Contractor is responsible for accounting for costs appropriately and for maintaining records, including supporting documentation, adequate to demonstrate that costs claimed have been incurred. When requesting reimbursement from the Government for lease vehicle repairs the Contractor shall submit quotes from at least two independent sources at no additional cost to the

Government. The quotes shall have the company’s business letter head to identify the company’s name and address. In addition, when submitting an invoice, the Contractor shall submit proof of payment or receipt to the Contracting Officer. The Government shall only reimburse the Contractor the cost that has been substantiated and incurred at the amount the Contractor paid on the receipt for the charges approved. If the claimed cost cannot be adequately supported, the Contracting Officer may disallow all or part of the claimed cost.

9. SECTION 9, SERVICES SUMMARY

REQUIRED SERVICE

STANDARD

METHOD

SURVEILLANCE

THRESHOLD

Paragraph

Page

Is the contractor providing safe and serviceable vehicles?

Safe vehicles received upon initial delivery and during replacements

Direct Observation

100%

Par 1.1, Page 1

Par 3.8.2 to Par

3.8.6, Pages 3-4

Para 4.4. Page 4

Has the contractor ensured all leased vehicle have a valid

SALIK (toll pass)?

Required Decal affixed to each lease vehicle Direct Observation 100% Par 3.8.7. Page 4

Has the contractor provided needed on vehicle equipment, safety kit, and fire extinguisher in accordance with all laws?

Required items stowed in each vehicle Direct Observation 100% Par 3.9. Page 4

Are the vehicles provided in the proper condition and do they contain the correct amount of fuel?

Clean vehicles received upon initial delivery, during replacements, and after repairs.

95%

Par 3.8, Pages 3

Para 3.9. Page 3

Para 4.4, Page 4

Mechanically sound vehicles after repairs.

No visible leaks, functioning

A/C systems, and tire with adequate service life remaining.

Direct Observation

100% (Safety

Related)

95% (Minor repairs, awaiting parts)

Par 3.8.2 to Par

3.8.6, Pages 3-4

Are the vehicles being returned from maintenance with discrepancies corrected, worn out parts replaced, and warranty service?

All identified discrepancies at turn-in will be corrected prior to returning the vehicle to the Government

100% (Safety

Related)

95% (Minor repairs, awaiting parts)

Par 4.3 Page 4

Par 4.4 Page 4

Par 4.7. Page 6

Does the contractor provide replacement vehicles within 24 hours of request?

Replaces vehicle within 24 hours of request Direct Observation 100%

Par 4.5. Page 5

Does the contractor provide

Emergency Response (Vehicle

Tow/Recovery Service) for disabled vehicles at no cost to the

Government?

Responds within 2 hours after notification Direct Observation 100%

Par 4.6. Page 5

Does the contractor schedule services, inspections, and renewals to ensure all vehicles are registered and have required liability insurance?

Required registration and proof of insurance available in vehicle’s glove box compartment

Direct Observation 100% Par 7.1. Page 6

Par 7.2. Page 6

Par 7.5. Page 6

Does the contractor adhere to the written schedule provided at acceptance of the contract for all scheduled maintenance?

Plan provided each month Direct Observation 100% Par 4.3. Page 4

Does the contractor have repair personnel available on site, with sufficient skills and supplies to accomplish routine minor repairs and preventive maintenance inspections, to include oil, coolant, fuel, transmission filters and replacement fluids?

Personnel and needed consumables available on site, per business hours listed in PWS. (Sunday through

Thursday from 8:00 AM to

5:00 PM)

Direct Observation 100% Par 4.2. Page 4

Par 4.3. Page 4

Par 4.4. Page 4

ATTACHMENT 1:

Quantities specified below are yearly estimates and are subject to change. Actual vehicle quantities will be indicated on the individual task orders.

VEHICLE TYPE: Qty: M/C: VEHICLE NOMENCLATURE:

Compact Sedan

B102 SEDAN, COMPACT, 4 PASSENGER

Station Wagon

B150 STATION WAGON, COMPACT 4 DOOR

8 Passenger Van

B185 TRUCK, CARRYALL, 4X2, 8 PASSENGER VAN

15 Passenger Van

B192 TRUCK, CARRYALL, 4X2, 15 PASSENGER VAN

Truck Panel Van

B168 TRUCK, PANEL, 4X2, UNDER 6,999 GVW

Compact Pickup 4x2

B200

TRUCK. PICK-UP, COMPACT, 4X2 4599G GROSS VEHICLE WEIGHT

& UNDER

1/2 Ton Pickup 4x2

B204 TRUCK, PICK-UP, 1/2 TON, REGULAR CAB, 4X2, 3 PASSENGER

1/2 Ton Pickup 4x4

B211

TRUCK, PICK-UP, 1/2 TON, REGULAR CAB, 4X4 4600-5799 GVW,

3 PASSENGER

6 Passenger Pickup 4x2

B217

TRUCK, PICK-UP, 1 TON, 4X2, 4 DOOR, CREW CAB 6 PASSENGER,

7000-8510 GVW

6 Passenger Pickup 4x4

B222

TRUCK, PICK-UP, 1 TON, 4X4, 4-DOOR, CREW CAB 6 PASSENGER,

7000-8510 GVW

Compact Pickup 4x4

B227

TRUCK, PICK-UP COMPACT, 4X4, 2-3 PASSENGER UNDER 4599

GVW

Truck Cargo 4x2 TWG

B225

TRUCK, CARGO, 1 TON, 4X2, 4-DOOR, CREW CAB, DUAL REAR

WHEELS, 7,000-8510 GVW

29 Passenger Bus

B121 BUS, SCHOOL TYPE, 25-29 PASSENGER, 4X2

Ambulance

B165

TRUCK, AMBULANCE VAN, MODULAR 4X4 (TYPE 3

CONFIGURATION)

7 Passenger Van

B188 TRUCK, CARRYALL, 4X2, 7 PASSENGER VAN

Stake And Platform Truck

B265

TRUCK, PICK-UP, 1 1/2 TON, 4X2, STAKE AND PLATFORM, 3

PASSENGER, 10,000 GVW

Truck Pickup Extended Cab 4x4

B213 TRUCK, COMPACT PICKUP, 4X4, CREW CAB, UNDER 7000 GVW

Truck Pickup Extended Cab 4x2

B221 TRUCK, COMPACT PICKUP, 4X2, CREW CAB, UNDER 7000 GVW

Truck Cargo 4x4 TWG

B226

TRUCK, PICKUP, 1 TON, 4X4, 4-DOOR, CREW CAB, DUAL REAR

WHEELS, 7,000-8510 GVW

4x4 SUV Compact (Captiva or Equal)

B228

TRUCK, COMPACT SPORT UTILITY VEHICLE, 4X4, 5 PASSENGER,

UNDER 5,400 GVW

4x4 SUV Compact (Rav4 or Equal)

B228

TRUCK, COMPACT SPORT UTILITY VEHICLE, 4X4, 5 PASSENGER,

UNDER 5,400 GVW

4x4 SUV Compact (Xterra or Eqal)

B228

TRUCK, COMPACT SPORT UTILITY VEHICLE, 4X4, 5 PASSENGER,

UNDER 5,400 GVW

Type III Ambulance.pdf

4x4 SUV Compact (Escape or Equal)

B228

TRUCK, COMPACT SPORT UTILITY VEHICLE, 4X4, 5 PASSENGER,

UNDER 5,400 GVW

4 X 4 SUV Compact (GMC Teran or Equal)

B228

TRUCK, COMPACT SPORT UTILITY VEHICLE, 4X4, 5 PASSENGER,

UNDER 5,400 GVW

4 X 4 SUV Compact (Outlander with Leather Package or Equal

B228

TRUCK, COMPACT SPORT UTILITY VEHICLE, 4X4, 5 PASSENGER,

UNDER 5,400 GVW