PWS - 2027 AIRSHOW RENTAL CARS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Commercial Vehicle Rental Services (Airshow Support)

Document Identifier: PWS-72LRS-2027-001

Prepared For: 72nd Logistics Readiness Squadron (72 LRS), Tinker Air Force Base

(AFB), OK

Document Type: Performance Work Statement (PWS)

Date: 3 September 2024

Status: DRAFT

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Performance Work Statement | PWS-72LRS-2027-001

1.0 DESCRIPTION OF SERVICES / SCOPE

The 72nd Logistics Readiness Squadron (72 LRS) at Tinker Air Force Base requires a short-term, commercial vehicle rental contract to support performer, dignitary, and mission-essential staff transportation during the upcoming Tinker AFB Airshow (scheduled for planning purposes on 5–6 June 2027).

The Contractor shall provide all commercial vehicles, comprehensive zero-deductible insurance coverage, routine and emergency maintenance, on-site logistics staging, and administrative management necessary to fulfill the requirements detailed in this Performance Work Statement (PWS).

The objective of this acquisition is to secure a turnkey, Firm-Fixed-Price (FFP) vehicle fleet with zero financial or physical liability to the United States Government for vehicle wear, loss, or damage.

2.0 VEHICLE REQUIREMENTS & SPECIFICATIONS

2.1 Fleet Composition and Salient Characteristics

All vehicles provided under this contract shall meet the following baseline standards:

• Model Year: Late model, not exceeding four (4) model years prior to the event year (i.e., Model Year 2023 or newer).

• Condition: Clean interior and exterior, fully detailed, safe, and fully operational with all original equipment manufacturer (OEM) safety features active.

• Fuel Status: Delivered to Tinker AFB with a full tank of fuel (100% capacity) for each vehicle.

• Tires and Mechanics: Tires must have substantial legal tread depth (minimum 4/32 inch) and be free of visible defects; brakes, air conditioning, and electrical systems must be in prime operational condition.

2.2 Vehicle Allocation Schedule

The allocation of vehicles below is based on baseline planning estimates. The Government reserves the right to adjust quantities within vehicle classes prior to official contract award based on final flight line requirements and support personnel counts.

Item Vehicle Class / Type Representative Model / Salient Characteristics

Minimum Capacity

Qty

0001 Compact / Mid-Size Sedan

Ford Focus, Toyota Camry, Chevrolet Malibu, or equivalent

5 Passengers / Standard Trunk

0002 Multi-Passenger Van Dodge Grand Caravan, Ford Transit Wagon, Chevrolet Express, or equivalent

7 to 15 Passengers / Multi-Seating

0003 Light-Duty Pickup Truck

Ford F-150, Ram 1500, Chevrolet Silverado 1500, or equivalent (1/2 Ton)

Standard Cab / Enclosed Bed or Open Cargo Bed

TOTAL 86

3.0 INSURANCE, LIABILITY, AND DAMAGE WAIVERS (CRITICAL)

This contract operates strictly under a Zero-Liability Commercial Model for the United States Air Force and the United States Government. The Contractor’s Firm-Fixed-Price proposal shall inclusively incorporate all risks, insurance policies, and liability offsets associated with operating the rental fleet in an active military airfield environment.

3.1 Loss Damage Waiver (LDW) / Collision Damage Waiver (CDW)

The Contractor shall include comprehensive, zero-deductible Loss Damage Waiver (LDW) and Collision Damage Waiver (CDW) coverage within the firm-fixed-price rate for every vehicle delivered.

3.2 Assumption of Risk & Government Indemnification

The Government, authorized operators, military personnel, and designated performers shall bear zero financial liability for any:

• Physical collision or roll-over damage

• Total vehicle loss or theft

• Vandalism or foreign object debris (FOD) impact damage

• Windshield, glass, or lamp cracks and chips

• Tire punctures, sidewall tears, rim damage, or blowouts

• Scratches, dents, interior stains, or routine wear-and-tear

3.3 Post-Rental Claims Prohibition

The Contractor is strictly prohibited from submitting post-rental damage invoices, supplementary repair estimates, loss-of-use claims, processing fees, or administrative surcharges to the Government or any authorized driver after vehicle turn-in.

4.0 DELIVERY, ISSUANCE, AND RETURN PROCEDURES

4.1 On-Base Delivery and Fleet Staging

• Delivery Date: The Contractor shall deliver the entire fleet of eighty-six (86) vehicles on 3 June 2027 between the hours of 0700 and 1600 Central Time (CT).

• Transport Method: Vehicles shall be delivered using commercial multi-car haulers to the designated staging area on Tinker AFB.

• Pre-Delivery Inspection: The Contractor and the designated 72 LRS Vehicle Control Officer (VCO) /

Contracting Officer Representative (COR) will conduct a joint inventory check upon staging.

4.2 Base Access and Security Protocol

• Entry Point: All commercial transport carriers and hauler operators must enter Tinker AFB exclusively through the designated commercial Truck Gate.

• Security Vetting: Contractor personnel and transport drivers must comply with all 72d Security

Forces Squadron base security inspection, identification, and REAL ID verification requirements.

• Escort Requirements: Upon security clearance at the gate, a designated 72 LRS Government Point of

Contact (POC) will meet and escort commercial carriers directly to the designated on-installation staging footprint.

4.3 Authorized Vehicle Operators

Any active duty military member, Department of War civilian employee, foreign military partner/allied flight crew member, or designated airshow performer holding a valid state, territory, or international driver’s license is recognized as an authorized operator under this contract.

• The Contractor shall not require individual driver registrations, specific name listings on rental agreements, nor assess any secondary or additional driver surcharges.

4.4 Demobilization and “As-Is” Return Policy

• Retrieval Date: The Contractor shall retrieve the entire fleet from the Tinker AFB staging area on 8

June 2027 between 0800 and 1700 Central Time (CT).

• Turn-In Process: At the conclusion of the event, 72 LRS will marshal all vehicles back to the designated staging area. Vehicle turn-in by the Government shall consist solely of accounting for the vehicle physical presence and handing over the keys.

• “As-Is” Acceptance: The Contractor shall accept all vehicles in “as-is” condition upon retrieval. Fuel level deficits upon return shall not incur administrative refueling penalties or surcharges beyond standard contract fuel adjustment clauses, if applicable.

5.0 PRICING, INVOICING, AND FEES

5.1 Firm-Fixed-Price All-Inclusive Structure

The Contractor shall provide a Firm-Fixed-Price (FFP) quote that covers all performance elements, including:

1. Base daily rental rates for all eighty-six (86) vehicles for the entire performance period (3 June 2027 through 8 June 2027).

2. Comprehensive zero-deductible LDW/CDW insurance coverage.

3. Inbound transport, staging, outbound retrieval, and vehicle hauler mobilization.

4. Unlimited mileage on all vehicle classes.

5. All mandatory state and local commercial fees, surcharges, environmental recovery fees, and licensing offsets.

5.2 Unallowable Surcharges and Exclusions

The Government will not pay any un-forecasted trailing expenses, after-hours pickup fees, standard cleaning/detailing fees (unless severe biohazardous contamination occurs), administrative processing fees, or loss-of-use charges.

6.0 MAINTENANCE, BREAKDOWNS, AND ROADSIDE SUPPORT

6.1 Routine and Emergency Maintenance

The Contractor is solely responsible for ensuring vehicles are delivered in top mechanical operating order.

6.2 Vehicle Replacement Standard

In the event of a mechanical breakdown, flat tire, warning light illumination, air conditioning malfunction, or safety-related operational issue:

• The Contractor shall provide 24/7 dispatch point-of-contact support.

• The Contractor shall provide a replacement vehicle of equal or greater class delivered to Tinker AFB within four (4) hours of initial notification by 72 LRS personnel.

• All towing, recovery, transport, and replacement logistics shall be executed at zero additional cost to the Government.

7.0 CONTRACTOR ADMINISTRATIVE & SYSTEM

REQUIREMENTS

7.1 System for Award Management (SAM.gov) Registration

The Contractor must maintain an active, valid, and compliant registration in the System for Award Management (SAM.gov) under the appropriate NAICS code (e.g., 532111 - Passenger Car Rental) at the time of proposal submission, contract award, and throughout the duration of performance.

7.2 Wide Area Workflow (WAWF) Electronic Invoicing

The Contractor shall submit all requests for payment electronically through the Department of War Wide Area Workflow (WAWF) application in accordance with applicable Defense Federal Acquisition Regulation Supplement (DFARS) clauses.

• Invoices must be submitted as a 2-in-1 or Combo format reflecting the negotiated Firm-Fixed-Price line items.

• Invoicing may occur only after full demobilization and Government acceptance of fleet turn-in on 8 June 2027.

8.0 GOVERNMENT-FURNISHED PROPERTY AND POINTS OF

CONTACT

8.1 Government-Furnished Staging Footprint

The Government will provide a secure, paved on-installation staging area on Tinker AFB for initial drop-off, key transfer, daily parking coordination, and final retrieval.

8.2 Primary Points of Contact

• Contracting Officer (CO): 72d Contracting Squadron (72 CONS), Tinker AFB, OK

• Contracting Officer Representative (COR) / Technical POC: 72nd Logistics Readiness Squadron (72

LRS / LGRV), Tinker AFB, OK https://www.sam.gov/ https://www.sam.gov/