Final_SOW (SAFO Vehicles).pdf

FY25 Vehicle Lease Agreement for NCIS, Darwin, Australia and Other Areas Throughout Australia

Page | 1

STATEMENT OF WORK (SOW)

1. OBJECTIVE

The purpose of this requirement is to obtain non-tactical vehicle (NTV) transportation services for the Naval Criminal Investigative Service (NCIS) in their participation in Marine Rotational Forces Darwin (MRF-D) training and mission-critical investigations around Darwin and other areas throughout Australia.

2. BACKGROUND

The NCIS Resident Unit, Darwin (SADW) requires the use of two 4x4 sports utility vehicle (SUV) type vehicles which can handle both rough terrain and high temperatures. By providing these required vehicles, this supports SADW agents in their mission by having the ability to quickly respond to and secure criminal and counter-intelligence/counter-terrorism cases in and around the country. Agents have the need to use these vehicles for day-to-day travel and cannot perform their job duties without this form of transportation. Due to the MRF-D mission of enhancing collective regional security and utilizing different areas for training, NTVs are necessary for driving to trainings and investigations in the Outback. The suspension design and all-wheel drive is more capable for high ground clearance, making it more suitable for the many potentially challenging rough roads and flooded areas in the area. All NTV leases include Australia-wide 24/7 roadside assistance and are approved for use in all states. These leased vehicles have unlimited kilometers (mileage) and no geographical restrictions, having the ability to drive on or off-road (including on the interstate, military bases, military training areas, air-side, remote off-shore islands via barge transport, etc.). There is no U.S. Base Motor Transport available to facilitate this need.

3. PERIOD OF PERFORMANCE

60 Months Total (1-Year Lease with 4-Options Periods based on delivery of NTV received/returned dates):

CLIN 0001 Base Period: 01 July 2025 – 30 June 2026** CLIN 0002 Base Period Vehicle Claims: 01 July 2025 – 30 June 2026**

CLIN 1001 Option Period 1: 01 July 2026 – 30 June 2027** CLIN 1002 Option Period 1 Vehicle Claims: 01 July 2026 – 30 June 2027**

CLIN 2001 Option Period 2: 01 July 2027 – 30 June 2028** CLIN 2002 Option Period 2 Vehicle Claims: 01 July 2027 – 30 June 2028**

CLIN 3001 Option Period 3: 01 July 2028 – 30 June 2029** CLIN 3002 Option Period 3 Vehicle Claims: 01 July 2028 – 30 June 2029**

CLIN 4001 Option Period 4: 01 July 2029 – 30 June 2030** CLIN 4002 Option Period 4 Vehicle Claims: 01 July 2029 – 30 June 2030** **Dates are notional only.

The Government may extend the term of the contract in accordance with FAR 52.217-9, Option to Extend the Term of the Contract – Services incorporated into the resulting contract.

Additionally, the Government may need to extend the performance period beyond the established 60 months stated above. FAR 52.217-8, Option to Extend Services, provides the regulatory authority to extend contract performance up to an additional six (6) months.

Page | 2

4. DEFINITION OF TERMS

4.1. New Vehicles: New vehicles are defined as motor vehicles i.e., vans, sedans, sport utility vehicle (SUV), and trucks that are sold or provided in the current model year and have not been previously used by another party. They should have less than 1,610 km (~1,000 miles) on the odometer and be equipped to the specific vehicle specifications attached to this SOW.

4.2. Ex-Fleet or Used Vehicles: For SUVs, vehicles must be no more than two years old, and have no more than 80,000 km on the odometer and be equipped with air conditioning, seat belts for all seats, a spare tire, a jack, and a complete set of tools for changing a flat tire.

4.3. Applicable Rates: Specific definitions are provided below. Monthly rate shall apply for services that are at least 30 days and if the customer has completed a minimum of one month of service, succeeding days will be at the pro-rated monthly rate. If the service was initially planned for one month and the service is ceased prior to the completion of the month, the daily rate (if service was kept 6 or less days) or weekly rate (service was kept at least 7 days but not more than 29 days) will apply. Annual rate shall apply for services covering 12 months.

4.4. Vehicle Claim: This includes traffic violations and damage to vehicles. The Contractor will put a $5,000

AUD (~$3,300 USD) deductible in the contract and the Government will pay everything over that dollar amount.

5. VEHICLES

5.1. List of Vehicles

CLIN Type QTY Base Year Start Date Base Year End Date 0001 4-door 10-speed

Automatic 4x4 SUV 1 01 July 2025 30 June 2026

0002 4-door 8-speed Automatic 4x4 SUV

1 01 July 2025 30 June 2026

5.2. It is the Contractor’s responsibility for the following:

5.2.1. Provide new or used vehicles (under two years old) as required by the Contracting Officer. The Contractor shall retain title of the vehicles. The Government will not have or acquire any right, title, or interest in, or to, any vehicle included in this lease except the right to use and operate it as provided herein.

5.2.2. The Contractor shall provide vehicles that are properly registered, licensed, and comply with all local safety laws ordinance rules and regulations. All vehicles shall contain a set of owner’s/operator’s manuals.

5.2.3. Used vehicles (under two years old) shall be in compliance to paragraph 4.2.

5.2.4. The Contractor shall have warranties for all vehicles. The warranty provisions are to be the manufacturers’ standard warranty for new vehicles. The Contractor shall provide a comparable replacement or loaner, acceptable to the Government, with no lapse during warranty problems/repairs.

Replacement vehicles shall be provided at no additional cost to the Government unless the vehicle repair is due to operator negligence. In the event the Contractor notifies the Government of safety emissions or other inspection or recall campaign, the Government will immediately follow the Contractor’s instructions with respect thereto.

Page | 3

5.2.5. The Contractor shall ensure the vehicle has current safety check at all times at no cost to the Government.

5.2.6. The vehicles will contain a full tank of gas at the time of pick up and drop off.

5.3. Vehicle Specifications

All vehicles will be provided with a Vehicle Identification Number (VIN), license plate, and must match or exceed the minimum specifications stated in the attached vehicle specification and noted below:

5.3.1. 4-door 10-speed, Automatic 4x4 SUV

Four Door SUV, 4WD 10-Speed Automatic with Sequential Shifter transmission Seven-seater with leather seats Air Conditioning Engine: 3346cc (Diesel) 4x4 LED Daytime Running Lights Fuel Tank Capacity: 110L Tires & Rims: 18-inch wheels Brake Type: Ventilated Discs Anti-Lock Braking System 10 SRS Airbags Vehicle Stability Control Power Windows Audio System with Navigation Parking Sensors USB Charging Port Wireless Charger Speakers Fog Lamps Automatic High Beam

5.3.2. 4-door 8-speed, Automatic 4x4 SUV

Four Door SUV, 4WD 8-Speed Automatic with Sequential Shifter transmission Seven-seater with leather seats Air Conditioning Engine: 2755cc (Diesel) LED Daytime Running Lights Fuel Tank Capacity: 110L Tires & Rims: 18-inch wheels Brake Type: Ventilated Discs Anti-Lock Braking System 9 SRS Airbags Vehicle Stability Control Power Windows Audio System with Navigation Parking Sensors

Page | 4

USB Charging Port Wireless Charger Speakers Fog Lamps Automatic High Beam

5.4. Vehicle Maintenance

5.4.1. The Contractor shall ensure each vehicle meets or exceeds the following minimum maintenance standards at the time of acceptance and throughout the lease period:

5.4.1.1. Condition: Both the exterior and interior of the vehicle shall be free of excessive soil, rust, and damage. All mechanical controls shall be operable. All vehicle systems shall be operable and kept in line with manufacturer’s recommended maintenance program.

5.4.1.2. Safety Items: The Contractor will maintain each vehicle pursuant to local city and country safety requirements. In addition, each vehicle shall have the following operational safety features: seatbelts for the driver and each passenger, headlights, reverse camera, windshield wipers, parking brake, and horn.

5.4.1.3. Replacement Tires: The Contractor will inspect and rotate tires during regular maintenance servicing. Contractor will provide replacement tires if required at time of maintenance servicing at no charge to the Government.

5.4.2. The Contractor will provide routine/standard maintenance (i.e., oil changes, air filter changes, windshield wiper repair, ensure proper tire pressure, wheel alignment, rotate tires, etc.) on all vehicles for the duration of the contract. The location for routine/standard maintenance shall be located in the Northern Territory Darwin area. Contractor will provide 30-day notice to the Contracting Officer’s Representative (COR) on coordinating and scheduling the routine/standard maintenance appointment.

Upon completion of the initial inspection when the leased vehicle is found to be satisfactory, the Contractor shall ensure the service required for all unsatisfactory problems are replaced or fixed according to safety and quality control standards. When a major operational problem to a vehicle is identified or if a scheduled service cannot be completed within 24 hours, the Contractor will accept the vehicle for repair and replace with an equivalent model as a temporary replacement.

6. INSPECTIONS

6.1. Receive/Check-out Inspection:

6.1.1. The Commissioned Officer, Staff Non-Commissioned Officer (SNCO), or COR and the Contractor’s representative will inspect the vehicle and complete a Receive/Check-out Inspection Checklist acknowledging acceptability of the vehicle. Any dents, scratches or other discrepancies must be noted on the checklist. The US government (USG) representative will print his or her rank, full name, and work section, sign the Contractor’s checklist with any discrepancies noted.

6.1.2. All Receive/Check-out Inspection Checklist sheets shall be sent to the COR no later than five

(5) business days after pickup. The inspection sheet shall have a legible signature (Rank/First Name/Last Name/Work Section) of the Officer, SNCO, or COR who performed the Receive/Check-out inspection.

6.2. Return Inspection:

6.2.1. It is the responsibility of the Contractor to wash the vehicle upon return.

Page | 5

6.2.2. Upon return of the vehicle, both the Contractor representative and COR shall conduct a joint inspection of the vehicle. No claim for damages will be allowed without signed evidence of this joint return inspection. If the United States Government (USG) disputes damage claim made by the Contractor, this fact shall be recorded on the joint return inspection sheet and signed by the USG representative. Only commissioned Officers, SNCOs, and CORs are authorized to inspect and sign the joint return inspection sheet. In the event a vehicle is returned with damage, a commissioned Officer or COR must sign the joint return inspection sheet.

6.2.3. All Return Inspection sheets shall be sent to the COR no later than five (5) business days after return. The inspection sheet shall have a legible signature (Rank/First Name/Last Name/Work Section) of the Officer, SNCO, or COR who performed the return inspection.

6.2.4. Minor Damages: The Contractor will be responsible for minor damages not exceeding $5,000 AUD, equivalent to roughly ~$3,300 USD. (Examples of minor damages are scratches, minor dents to fenders or vehicle body, damages to windscreens, or damages not attributed to a moving vehicle accident.) All claims exceeding $5,000 AUD (~$3,300 USD) will be submitted to the Contracting Officer within ten (10) business days after vehicle return. The Contractor will submit to the Contracting Officer the following documentation in order to be considered a valid and complete package:

6.2.4.1. Return Inspection checklist signed by the Government Representative and Contractor’s Representative

6.2.4.2. Photographs of damages

6.2.4.3. A minimum of two (2) repair estimates from independent estimators for the damage claim submitted

6.2.4.4. Annotate the contract number on all documents

6.2.5. After review of all damage claim documentation, the Contracting Officer will make a determination for equitable adjustment and a modification will be issued. The adjustment will cover the negotiated damages minus $5,000 AUD (~$3,300 USD).

6.3. Turnover to Option Year(s)

6.3.1. Option Year turnover will commence immediately upon completion of the current base one-year lease contract agreement.

6.3.2. If a new or different vehicle will replace the currently leased vehicle due to damages or unacceptable conditions, the requirements of paragraph 6.1 Receive/Check-out Inspection will apply for the replacement vehicle.

6.3.3. If the Government extends use of the current leased vehicle into the Option Year, the Government and Contractor will fill out a new Receive/Check-out Inspection Checklist sheet.

6.3.4. Replacement tires: 30-days prior to the start of the Option Year, vehicle tire inspection will be performed on all contracted vehicles. The Contractor shall replace any tire when the tread depth becomes less than 4 millimeters or when any unsafe condition is determined in writing by the COR or the ACO.

7. VEHICLE ACCIDENTS/BREAKDOWNS

7.1. Vehicle Accident and Breakdown Service:

Page | 6

7.1.1. The Contractor shall provide a reputable vehicle accident and breakdown response service 24 hours a day, seven (7) days a week in the event a vehicle becomes un-roadworthy due to mechanical breakdown or accidental damage. Within 4 hours of receiving a request, the Contractor will provide a replacement vehicle (of the same or better vehicle class) for any vehicle that becomes un-roadworthy due to mechanical breakdown, accidental damage, or when servicing will take longer than one day.

All pick up and removal of inoperable vehicles caused by mechanical breakdown shall be the contractor’s responsibility and expense. All costs to pick up and remove inoperable vehicles caused by an accident or driver negligence resulting in mechanical failure will require invoices to be submitted to the Contracting Officer for equitable adjustment and a modification to be issued.

7.2. Instructions for Moving and non-Moving Vehicle Accident Damages Incurred during the Period of Performance:

7.2.1. The Government’s Representative involved in the accident will be responsible to contact the Contractor and COR no later than 8 hours after the accident.

7.2.2. The Government’s Representative will be responsible to provide a written statement, from all involved, including a police report and photographs of the accident damages. Documentation shall include names and phone numbers of all involved.

7.2.3. The Contractor will notify the Contracting Officer within three (3) business days of any accident damages incurred during the leasing period of performance. Following this notification and within ten (10) business days, the Contractor will submit to the Contracting Officer the following documentation in order to be considered a valid and complete package:

7.2.3.1. Receive/Check-out Inspection checklist signed by the Government Representative and Contractor’s Representative

7.2.3.2. A copy of the Government’s Representative accident written statement

7.2.3.3. A copy of the Police Report

7.2.3.4. A minimum of two (2) repair estimates or an independent or an independent assessment for the damage claim submitted

7.2.3.5. Annotate the contract number on all documents

8. VEHICLE INSURANCE

8.1. Insurance Policies:

The Contractor shall provide to the Contracting Officer within 10 calendar days after contract award, a notarized copy of the Contractor’s vehicle insurance policy. The Contractor shall provide and maintain full coverage insurance on all vehicles under this contract in accordance with local law. This insurance shall cover all accidents, on or off road, whether or not another party is involved. The Contractor shall be responsible for any damages to a vehicle that does not have the insurance coverage described in this paragraph. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the interest of the U.S.

Government shall not be effective (1) for such period as the laws of the host nation in which this contract is to be performed prescribe or (2) until 30 days after written notice to the Contracting Officer, whichever period is longer. The policies shall exclude any claim by the insurer for subrogation against the U.S. Government by reason of any payment under the policies. The Contractor shall provide an updated insurance policy to the Contracting Officer within 24 hours any time the insurance policy changes. (i.e., different insurance company, different coverage level, new AOR

Page | 7 added or subtracted). The insurance is required for damage up to $5,000 AUD ($3,300 USD) and that the government will pay legitimate claims for damage above $5,000 AUD ($3,300 USD).

8.2. Uninsured Damages:

The Contractor may submit a claim to the Contracting Officer for any vehicles destroyed or damaged, while in the possession of the Government, due to negligence. The claim shall include a detailed proposal, documentation substantiating the claim, and an invoice for the replacement vehicle if required by the contracting office. The Government will compensate the Contractor in an amount determined by the Contracting Officer. The amount must be proven to be fair and reasonable based upon market conditions. For example, three quotes from different dealers for the same make, model, and trim level plus or minus one model year and 10,000 KMs. All paperwork proving that the vehicle was destroyed or damaged will be provided to the Contracting Officer prior to authorizing payment.

Transportation services payments for a destroyed vehicle will end at the time of destruction, and no further transportation service payments will be made on the vehicle unless the lessor can supply an equivalent vehicle to replace it within 24 hours of the destruction. The Government, however, is not responsible for vehicles under the Contractor’s control at the time of damage or destruction. Total settlement fees shall not exceed the fair market value of the vehicle adjusted for the fair market value of any modifications made to the vehicle.

9. FINES

The Government will not permit the Contractor’s vehicles to be used in violation of any host nation laws, rules, or regulations. If the Government is in violation of any host nation laws, rules, or regulations, they will reimburse the Contractor for fines or penalties incurred against the Contractor’s vehicles, and paid by the Contractor. If violations of host nation law occur, written notices, legal documentation, paid traffic tickets, paid traffic fines, etc., will be used by the U.S. military as evidence. The Contractor shall forward all documentation in regard to these violations to the COR and the Contracting Officer. Only actual fine and penalty costs, verified by the COR and Contracting Officer will be paid. No other legal fees or fees criminal in nature will be paid by the U.S. Government, nor will any overhead, G&A, or profit be paid on the fines or penalties.

10. AUTHORITIES

The U.S. Government (Exercise Executive Agent) retains the right to make changes to this SOW, prior to contract award, based on factors that are unknown at this time (i.e., funding is formally decreased, direction from U.S. Indo-Pacific Command due to changing dates shifting slightly, etc.). The Contracting Officer is the only person authorized to approve any changes to the requirements of the contract and not withstanding provisions contained elsewhere in the contract, the authority remains solely with the Contracting Officer. In the event the Contractor effects any change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price as a result of the change.

11. MISCELLANEOUS NOTES

All rates quoted are to United States Dollars (USD) and Goods and Services Tax (GST) exclusive. The US Government will cooperate with the contractor to ensure the Contractor’s documentation requirements under Australian law are met.