25QE060 AMD1_QA Sheet 2025.06.04.pdf

AMD1_Q&A

RFQ HE125425QE060, UK LEASE OF VEHICLES

QUESTIONS AND ANSWERS

1. Question:

Can we request an extension to RFQ due date/time?

Answer:

Yes. The RFQ due date/time is extended from June 6, 2025, 04:00PM EDT to June 22, 2025, 04:00PM EDT.

2. Question:

Petrol Requirement for Crew Van: The PWS specifies that the furnished vehicles must operate using petrol (unleaded) fuel. However, in the UK market, 5-passenger crew vans are almost exclusively available as diesel, and petrol-powered vans are rare or unavailable from most commercial fleet suppliers. Can the government confirm whether a diesel (or hybrid) crew van would be acceptable under this contract if petrol is not reasonably available in the UK?

Answer:

Yes, a diesel (or hybrid) crew van is acceptable. The Performance Work Statement (PWS) Section IV.B.3.ii is revised for fuel requirement.

3. Question:

Use of Rental Agreement vs. Long-Term Lease. Would a rental model — structured to meet all contract requirements and billed to the Government at a firm-fixed monthly rate — be acceptable in place of a traditional multi-year lease?

Answer:

Commercial rental model/structure using daily/monthly rate fluctuations is not acceptable for this multi-year lease requirement.

This requirement is for long-term (annual) contract with four (4) renewal options. Rental rates are fixed (meaning no changes) for a 12-month period. When an option is exercised, the monthly rates are modified to reflect the new fixed rates for the exercised option-year.

Attachment 2 – Line-Items List is revised. A Price breakdown table is added to support quotation.

4. Question:

Option Year Notification Timeline. When will the Government notify the contractor regarding the exercise of each option year? Is the standard 30-day notice period intended, or should we anticipate longer?

Answer:

The Government will send/email a written notification to the Contractor for its intent to exercise the next option 30 days before the contract expires. A modification to the contract will be executed unilaterally by the Government within 15 days before the contract expires.

For example: Base Period is: 1 August 2025 through 31 July 2026.

A preliminary written notice of intent to extend the contract will be provided to the Contractor on or before the 1 July 2026 (*).

A modification to the contract will be executed on or before 17 July 2026.

If an Offeror wishes to receive the preliminary written notice of intent 60 days before the contract expires, the Offeror shall make a written request for this 60-day period along with its quotation.

5. Question:

In the solicitation item one notes that the NAICS code is 532112. Is a proposal for rental vehicles acceptable? (532111)

Answer:

Yes. It is acceptable.

6. Question:

IN the PWS in B. 2. iii. There is a notation regarding European destinations, can you provide the countries which would be included in the potential destinations?

Answer:

European destinations include the UK, France, Germany, Luxemburg, the Netherlands, and Belgium.

7. Question:

In the PWS in B.2.iV. - functional spare tire – mounted on rim and inflated: The Ford Kuga is the only vehicle which as an option for a spare tire as described. Is providing a spare tire when provided by the manufacturer acceptable? Alternatively, manufacture's provide an inflation kit for the tire – is providing the inflation kit when the spare tire is not provided acceptable?

Answer:

Providing a spare tire when provided by the manufacturer is acceptable. A manufacturer’s inflation kit for the tire is acceptable.

8. Question In the PWS in 3.xi. petrol is required. Some requested vehicle types are not manufactured with petrol as an option. In those cases, is a petrol hybrid or petrol hybrid and diesel fulfillment acceptable?

Answer:

Yes, a petrol hybrid or a petrol hybrid and diesel fulfillment is acceptable. Please the answer for question 1 above.

9. Question Will price adjustments be considered at the option year renewal?

No. Price adjustment is not applicable for the resultant contract.

10. Question What is the estimated annual mileage for each vehicle type?

Estimated annual mileage for each vehicle type is 7,000 miles.

11. Question V. Other contract requirements – Will users be required to provide current mileage readings on a monthly basis to support requirements in this section?

Answer:

Yes. The Government will provide current mileage readings on a monthly basis to support requirements. (PWS VIII. B is revised to address this requirement)

12. Question V.A. Will the contractor rental agreement meet the requirement for joint inspection documentation?

Answer:

If an offeror wishes to enter a subcontract or an agreement with its suppliers to full fill the contract’s requirements, the offeror is allowed to do so. However, the government's contractual relationship is with the prime contractor, not the subcontractor. Therefore, the prime contractor will be fully responsible for the subcontractor's work and would be the one held accountable by the government.

13. Question V.D.1. Wil the user of the vehicle be required notify the contractor within 24 hours of an accident so that contractor can notify the government? Will the government provide a separate CLIN for claim invoicing?

Answer:

Yes. The Government will notify the Contractor within 24 hours of an accident. PWS V.D.1 is revised to address this requirement.

No. A separate CLIN will not be provided for claims and/or payments related to an accident.

Please see answer to question 14 below for payments related to an accident.

14. Question V.D.2 - Will Government guarantee operator payment of fines and fees and all similar charges by ensuring operator payment within 60 days? After 60 days will the Government submit payment for invoice submitted under a designated CLIN for unpaid fines?

Fines, fees, traffic violation tickets, parking tickets, or any similar charges against a government’s employee (operator) for traffic violations will be paid directly to issuers by the employee as soon as the employee receives a notification or a copy of the violation ticket.

When a government’s employee at fault causes an accident, the Government is responsible for the cost of repairing the damaged vehicle. Repair cost can be either paid directly to a repair shop by a government purchase card (GPC) or reimbursed to the Contractor within 60 days from the day the cost of repairing the damaged vehicle is settled between two parties.

Reimbursement can be made by a GPC or other electric transfer methods.

15. Question VII.B. Please confirm that the bid should be provided in US Dollars and invoiced in US Dollars. Will the government consider a bid in BPS and invoice in BPS?

Answer:

Bids in BPS and invoice in BPS are allowed and acceptable.

Contract awarded amount and payments made under the resultant contract; however, will be in U.S. Dollar matching the current face value of the U.K. Pound Sterling.

16. Question Line Items List - Please confirm that all charges such as license recovery, fees, etc. should be included in the total price.

Answer:

Yes, all applicable costs to deliver the required vehicles to designated location should be included in the monthly rates.

Please note that Fines, fees, traffic violation tickets, parking tickets, damaging repair costs are not covered under this contract, hence these costs shall not be included in the monthly rates. Please sees answers for questions 13 and 14.

17. Question Can the Government confirm the below details:

Vehicle make Vehicle model Vehicle reg Collection address Collection contact Delivery Address Delivery contact Special instructions – i.e. jet wash required, fuelled to a certain level etc Preferred date of collection/ delivery

Answer:

Offerors have broad discretion to select vehicles to bid on this contract opportunity, as long as those vehicles meet the requirements set forth in PWS Section IV.

Delivery location is provided in PWS Section II.

Vehicles Delivery Date is expected on 1 August 2025.

Fuel Level should be at ¼ of fuel tank which is needed for safe operation of the vehicle.

Other information will be available after the contract award.

18. Question Can we place a bid for 36 months with a possible extension of 12 months, but no longer than 48 months due to limited vehicle manufacturer warranty and possible supply risk?

Answer:

No. Quotation is evaluated based on All-or-None basis. Incomplete pricing quote is considered nonconforming with the RFQ and will not be considered further for award.

19. Question We are not able to provide vehicle insurance for customers with the vehicle. Will the Government obtain insurance itself?

Answer:

The Government is self-insured and liable for its own negligence or wrongful acts. Please see answers for questions 13 and 14 above.

20. Question Payments are marked as having to be submitted through the WAWF system. We do not use this and will not submit the invoicing through this. We would email the invoices over and provide payment links for payments to be made. Is this acceptable?

Answer:

No. Payments under a government’s contract will be processed through WAWF, there is no exception.

21. Question

Servicing is carried out either at our service centres or via mobile technician (Although not everything can be completed by mobile). We do not provide a loan vehicle for service work unless it is longer than 2 hours (Most servicing work is under 2 hours). We ask that you either drop the vehicle to our branch, or wait with the vehicle until completed

Answer:

PWS IV.C A loan vehicle is not required for routine maintenance if the maintenance services are less than 2 hours. However, the Government will not be responsible for drop-off or pick-up the vehicles as it is the Contractor’s responsible to perform such services.

(End of AMD1 Q&A)