Attachment_1-_PWS.pdf

DODEA PACIFIC WEST (KOREA)

LEASED ADMINISTRATIVE VEHICLES

PERFORMANCE WORK STATEMENT (PWS)

INTRODUCTION

The Department of Defense Education Activity (DoDEA) – Pacific West Korea requires leased administrative vehicle services for DoDEA schools located in South Korea.

Vehicles provided in accordance with this PWS are intended for general administrative use by DoDEA - Korea for transporting passengers and cargo.

1.0 SCOPE OF WORK

The contractor shall provide all personnel, materials, supervision and other items and services necessary to provide leased vehicle and maintenance service requirements as defined within this Performance Work Statement (PWS).

The contractor shall ensure vehicles and services provided meet all applicable Korea motor vehicle laws and regulatory guidance.

2.0 LEASED VEHICLE REQUIREMENTS

The Contractor shall provide leased vehicles capable of transporting both passengers and cargo. The estimated quantities and vehicle types are listed in Technical Exhibit 1, Workload Estimates.

2.1 Contract Personnel.

Contract Manager. The Contractor shall designate a Contract Manager who is fluent in the

English language. The Contract Manager shall be identified to the COR upon Contract Award, and at any such time as the Contract Manager changes.

2.2 Vehicle Types.

2.2.1 Sedan. Seating capacity for four (4) passengers.

2.2.2 Van. Seating capacity for eight (8) passengers and the ability to transport light cargo and luggage.

2.3 General Vehicle Requirements.

2.3.1 Basic Factory Warranty. The Contractor shall provide a bumper-to-bumper, comprehensive, factory new car and powertrain warranty for all vehicles supplied in accordance with this Performance Work Statement.

2.3.2 Driver License Restriction. The Contractor shall provide vehicles under this Contract which will not require a special driver’s license to be legally operated.

2.3.3 License Plates. The Contractor shall provide and install two white (Korea standard sized) license plates per vehicle.

2.3.3.1 The Contractor shall replace defective and/or worn license plates at no expense to the

Government.

2.4 Maintenance.

2.4.1 Maintenance at Contractor’s Expense

2.4.1.1 Scheduled Maintenance & Inspections. Not less than twice annually, the

Contractor shall perform all periodic inspections and necessary maintenance on the vehicles to ensure that they are and remain in good and reliable operating condition.

2.4.1.2 During scheduled periodic maintenance, the Contractor shall supply all consumables required to include tires, lubricants, fluids, batteries, wiper blades, filters, and other such consumables as may be specific to the vehicle type.

2.4.1.3 Vehicle Emergencies & Towing. In the event of vehicle breakdown, Contractor shall make available road side assistance and vehicle towing services within two hours of notification. This service must be available 24 hours seven days of the week.

2.4.1.4 Vehicle Replacement. In the event a vehicle is inoperable or cannot be repaired, Contractor shall provide vehicle replacement of similar type at no cost to the government within four hours of notification.

2.4.2 Maintenance at the Government’s Expense

2.4.2.1 Unscheduled (Corrective) Maintenance. Corrective maintenance shall be performed in accordance with the vehicle warranty and IAW Korean laws and safety standards.

2.4.2.2 Accidents/Incidents. The Contractor shall perform corrective maintenance and/or repairs as a result of vehicle accidents and incidents at a fair and reasonable cost to the Government.

2.4.2.2.1 Cost Estimates. The Contractor shall provide the COR with a cost estimate prior to beginning repair work. The estimate shall list as separate line items: costs for parts, consumables, and labor. The estimate will clearly state how many hours of labor will be required to perform the repair. The CO will determine if the repair costs on the estimate are fair and reasonable. Repair work shall only begin after approval of the CO.

2.4.2.2.2 Payment for Repairs: Payment for unforeseen repairs (as described above) will typically be made under a designated repair CLIN of the base and following years. This CLIN is not to be used for repairs which are otherwise covered by or are the responsibility of the Contractor in accordance with the terms of this Contract.

2.4.2.2.3 No Cost to Government for Repair of Defects: All repairs to correct faults covered by warranty or stemming from manufacture’s defects or errors may not be charged to the repair CLIN and will be made by the Contractor at no cost to the Government.

2.4.2.2.4 Tax. In accordance with FAR 52.229-6, “Taxes- Foreign Fixed Priced

Contracts,” the Government shall not be charged taxes.

3.0 PERFORMANCE STANDARDS

The Contractor shall provide vehicles equipped with the manufacture’s standard accessories and equipment for each vehicle type at the start of the period of performance for this Contract.

3.1 Vehicle Age. The Contractor shall provide newly manufactured vehicles.

3.2 Transmission Type. All vehicle types shall be equipped with automatic transmission only.

3.3 Brakes. All vehicle types shall be equipped with an anti-lock brake system.

3.4 Tires. The Contractor shall equip all vehicles types with “All Season” tires.

3.4.1 The Contractor shall replace defective tires and tires exceeding normal wear and tear at no cost to the Government IAW paragraph 2.4.1.1 & 2.4.1.2 (Scheduled Maintenance and Inspections) (above).

3.4.2 Snow Traction Devices. The Contractor shall equip all vehicle types with snow traction devices.

3.5 Appearance. With the exception of the sedan, the vehicles shall be finished in a manufacture’s standard paint which is resistant to weathering and climate extremes. These vehicles shall be a generally uniform color across the fleet. The color of the vehicles shall be non-heat-absorbing and such that excessive washing is not required to maintain a good appearance. Sedan shall be black.

3.6 Air Conditioning. All vehicle types shall be equipped with air conditioning to cool the vehicle interior during hot weather. Passenger vehicles shall have separate air conditioning vents and controls for the rear seats.

3.7 Heater/Defroster. Adequate size and capacity to provide a comfortable temperature throughout the vehicle during cool or subfreezing weather. Separate heating vents and controls for the rear passenger compartment of passenger vehicles shall include rear window defrosting and a rear window wiper and sprayer on vehicles equipped with rear glass windows.

3.8 Window Tinting. Rear and passenger windows shall have manufacture’s standard heat-reflective tinting to shield occupants from direct sunlight. The tinting shall be of a type and applied in accordance with Korean Law. Tinting shall allow for visual inspection of the interior of the vehicle from outside, and shall allow passengers to see through the windows.

4.0 DELIVERABLES

4.1 Delivery. The vehicles furnished hereunder shall be delivered for immediate use at the start date specified in the period of performance. Vehicles and furnished accessories shall comply with all

Korean motor vehicle laws and safety standards in effect on the date of manufacture, and must be modified or replaced to remain compliant with such new laws as may come into effect during the life of the Contract.

4.2 Local Contact Information. The Contractor shall provide to the Contracting Officer’s Representative

(COR) and the US Government representative at each of the delivery locations the name and telephone number of local Contractor personnel who shall be called for scheduled, unscheduled, and emergency work.

4.3 Contractor Quality Control Plan. Within 30 days of Contract Award, the Contractor shall provide to the Contracting Officer’s Representative (COR) a Quality Control Plan (QCP) that adequately addresses how the Contractor plans to evaluate and maintain an Acceptable Quality Level (AQL) for services described in this Contract. Technical Exhibit 3, Performance Objective Table.

4.4 Maintenance Schedule. Within 30 days of the awarding of this contract, and prior to 1 June of each optional year, the Contractor shall provide the COR a maintenance schedule in English. The maintenance schedule shall comply with the vehicle warranty, Korea laws and regulations and Korea safety standards. All preventative maintenance will be scheduled not to conflict with the Government’s operational commitments. Prior to implementation, this schedule must be approved by the COR.

4.5 Maintenance Report. Twice annually, and not later than 30 June and 31 December, the Contractor shall submit to the COR a report detailing all actual maintenance work actually performed on each vehicle. This report shall include, but not be limited to, parts, fluids, and consumables replaced, systems inspected, and items projected to be replaced during the next maintenance cycle.

4.0 QUALITY CONTROL

4.1 Acceptable Quality Level. Refer to Technical Exhibit 3, Performance Objective Table.

4.2 Government Surveillance. The Government will use performance based contracting standards to evaluate all items within the performance objective table. This procedure will allow the Government to reduce the scope of its evaluations as a result of quality Contractor performance, or increased evaluations in cases where the Contractor has performed poorly.

4.3 Defective Performance. The COR will notify the Contractor in writing in case of defective performance.

Defective performance properly identified to the Contractor by the COR and then corrected properly and in a timely manner shall not result in a payment deduction, nor result in a Contract Discrepancy Report except as described below:

4.3.1 Non Time-Sensitive Defects. The Contractor shall be provided three working days after notification to correct the defective performance.

4.3.2 Time Sensitive Defects. Cannot be re-performed and shall result in the COR filing a

Contract Discrepancy Report.

4.4 Definition of “Services”. “Services”, as used in this section, includes the services performed, workmanship, and material furnished or used in the performance of this Contract.

4.5 Quality Control Actions by the Contractor.

4.5.1 Contractor Inspections. The Contractor shall develop, maintain, and document an inspection system acceptable to the Government covering the services under this

Contract.

4.5.2 Contractor QCP Evaluation. The Contractor shall provide to the COR on or before the

15th day of June and December each year the results of the Contractor’s Internal QCP

Evaluation.

4.6 Quality Assurance Actions by the Government.

4.6.1 Government Inspections. The Government has the right to inspect and test all services called for by the Contract, to the extent practicable at all times and places during the term of the

Contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

4.7 Government Actions in case of Contractor Non-Performance. If any of the Services do not conform to

Contract requirements, the Government may (in ascending order of severity):

5.7.1 Require the Contractor to perform the services again in conformity with Contract requirements, at no additional cost to the Government.

5.7.2 Require the Contractor to take necessary action to ensure that future performance conforms to Contract requirements.

5.7.3 Reduce the Contract price to reflect the reduced value of the services performed.

5.7.4 By contract or otherwise perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service.

5.7.5 Terminate the Contract for Default.

5.0 INCENTIVES & DISENCENTIVES

5.1 Payment Deduction for Non-Performance (PO-1, Vehicles Delivered and Serviceable). Standard deductions per vehicle not delivered or found to be defective shall be 6% of the lease and maintenance

CLIN per defective or missing vehicle.

5.2 Payment Deduction for Non-Performance (PO-2, Reports).

5.2.1 Five Days Late or Less: Standard deductions for Maintenance reports submitted up to five days after the due dates: 2% of the monthly price of vehicle lease and maintenance

CLIN.

5.2.2 Five Days late or More: For reports not submitted or submitted 5 or more days late: 5% of the monthly price of vehicle lease and maintenance CLIN.

5.3 Payment Deduction for Non-Performance (PO-3 Scheduled Maintenance Performance). Standard deductions for Scheduled Maintenance not performed shall be 6% of the monthly price of vehicle lease and maintenance CLIN per vehicle not receiving the required services.

TECHNICAL EXHIBIT # 1

WORKLOAD ESTIMATES

KOREA

Location/

Complex

Office/

School

Vehicle Types

Sedan Van

Seoul Seoul ES/MHS/STO

Mail

Osan

Osan ES/MHS/STO

Mail

Humphreys Hump ES/MS/HS/STO 2

Daegu Daegu ES/MHS/STO 1

Humphreys DSO 1 4

Totals 1 10

TECHNICAL EXHIBIT # 2

QUALITY ASSURANCE SURVEILLANCE

PLAN (QASP) FOR

LEASED VEHICLES

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is Quality Assurance to ensure contract standards are achieved. This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the list of

Performance Objectives in this contract (reference Tech. Exhibit # 4).

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

This QASP is based on the premise that the government desires to maintain a quality standard in the performance of vehicle lease services. The Government plans to use customer complaints and periodic inspections for quality assurance.

The contractor’s quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions.

The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

SURVEILLANCE METHOD: Customer Complaint

STANDARD: As indicated by the PWS.

PROCEDURES: Any DoDEA employee or customer that observes unacceptable services, either incomplete or not performed, for any contract requirement shall immediately notify the COR in writing.

If the complaint conforms to the contract requirements, the COR shall inform the customer of the approximate time the unacceptable performance will be corrected and request the customer contact the

COR if the service is not corrected. The COR will then forward the complaint to the Contract Manager

(CM) via email. The CM shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future performance. The

COR will consider customer complaints as resolved unless notified otherwise by the customer. If the

CM disagrees with the complaint after investigation of the issue or vehicles concerned and challenges the validity of the complaint, the CM will notify the COR. The COR will investigate the complaint. If the COR determines the complaint invalid, he will document the findings and notify the customer. If after investigation the COR determines the complaint as valid, the COR will inform the CM and the contractor shall take immediate corrective action. All corrective action including challenging the complaint must occur promptly such that unless exceptional circumstances exist, resolution occurs less than two hours after verbal notification to the CM. The COR will retain copies of all complaints for the files. Valid recurring customer complaints are unacceptable. If the COR receives a valid repeat complaint on the same service during the same performance period (e.g., year), the COR shall contact the Contracting Officer for appropriate action.

SURVEILLANCE METHOD: Periodic Inspections

STANDARD: As indicated by processes in the PWS.

PROCEDURES: The government COR will periodically inspect tasks covered under the contract to ensure contractor compliance with the appropriate paragraphs and contract sections. The COR may use a checklist or other form of documentation to record results of the periodic inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, notify the contract manager (CM) of the deficiencies. The contractor shall be given two days after notification to correct the unacceptable performance for services that can be re-performed. In event the discrepancies are subject to deductions, a Contract Discrepancy Report (CDR) may be issued and deductions applied as per the terms and conditions of the contract.

TECHNICAL EXHIBIT # 3

PERFORMANCE OBJECTIVE TABLE

Required Service

Standard Acceptable Quality Level

Max Degree of Deviation from AQL

Method of Surveillance

Deduction

PO-1 Vehicles delivered and serviceable

1) Proper quantities and types of properly equipped vehicles delivered to locations indicated in the PWS.

2) Vehicles remain free of defects and serviceable.

100% 0 100% Monthly 6% of the monthly price of vehicle lease and maintenance CLIN per defective or missing vehicle.

PO-2 Reports 1) The contractor has an up to date scheduled maintenance plan IAW this Contract.

2) The Contractor documented all scheduled and unscheduled maintenance and has submitted a timely report of maintenance performed IAW this Contract.

100% 0 100%

Biannually

For or reports submitted up to five days after the due dates: 2% of the monthly price of vehicle lease and maintenance CLIN.

For reports not submitted or submitted 5 or more days late:5% of the monthly price of vehicle lease and maintenance CLIN.

PO-3 All scheduled 100% 0 100% 6% of the monthly

Scheduled maintenance has been Biannually price of vehicle

Maintenance completed IAW this lease and

Performance Contract. maintenance CLIN per vehicle not receiving the required services.