25QE060 Att1_AMD1_Performance Work Statement 2025.06.04.pdf

HE125425QE060_PWS_AMD1

PERFORMANCE WORK STATEMENT (PWS) FOR

UNITED KINGDOM (UK) COMMERCIAL VEHICLE LEASE

I. THE SCOPE OF WORK

The Department of Defense Education Activity (DoDEA) is procuring Lease of Commercial Vehicles as a Firm-Fixed-Price service contract in support of schools’ operation in the UK.

The Contractor shall provide all necessary labor, supervision, transportation, equipment, and supplies to furnish the required vehicles and perform routine maintenance for the vehicles during the contract period of performance.

The contractor shall ensure vehicles and services provided meet all applicable motor vehicle laws and regulatory of the UK.

II. PERFORMANCE LOCATION

The required vehicles shall be delivered to the following designated locations in the UK below:

Alconbury Middle High School (AMHS) Student Transportation Office (STO) RAF Alconbury, Huntingdon Cambridgeshire PR28 4DA

Lakenheath Intermediate School (LIS) Student Transportation Office (STO) RAF Lakenheath Bldg. 804 Brandon, Suffolk IP27 9PN

III. THE CONTRACT PERIOD OF PERFORMANCE

The contract includes a base-year period, four (4) additional one-year options to extend the term of the contract, and a 6-month period to extend any services under the contract. Exercising the options is solely discretion of the Government.

Base Year Period: 1 August 2025 through 31 July 2026 Option Period 1: 1 August 2026 through 31 July 2027 Option Period 2: 1 August 2027 through 31 July 2028 Option Period 3: 1 August 2028 through 31 July 2029 Option Period 4: 1 August 2029 through 31 July 2030

IV. THE CONTRACT SPECIFIC REQUIREMENTS

A. The Required Vehicles: The Contractor shall provide commercial vehicles as required below.

Description Quantity Unit of Measurement

Delivery Location

4- Door Large-Size Sedans, (5-passenger) 4.6 to 4.8 meters in length

3 Each 1 vehicle to AMHS STO 2 vehicles to LIS STO

Medium Passenger Van (5-passenger crew van)

1 Each LIS STO

B. The Vehicles Conditions:

1. The furnished vehicles shall be allowed to operate in the UK and Europe. Registration, licensing, and Ministry of Transport (MOT) testing of vehicles is the Contractor’s responsibility. The Contractor shall ensure that all vehicles comply with applicable safety laws, rules, and regulations of the UK.

2. An acceptable vehicle is required to have the following features:

i. Automatic transmission;

ii. Air conditioning;

iii. All necessary documents for travel within the UK and European destinations (e.g., registration, insurance, etc.,);

iv. A functional spare tire (mounted on rim and properly inflated);

v. Two (2) full sets of keys;

vi. Manufacturer installed seat belts for all passengers;

vii. The tools necessary to safely change a spare tire or make minor repairs or adjustments in accordance with the vehicle manufacturer’s specifications. As a minimum, this will include a lug wrench, screwdriver, and jack;

viii. All-weather tires; and

ix. GPS to include UK and Europe mapping.

3. The furnished vehicles shall:

i. Be in good, safe, and serviceable operating condition in accordance with the vehicle’s manufacture manual;

ii. Be operated using petrol (unleaded), hybrid, or diesel fuel

iii. Be no more than three (3) years old;

iv. Have no more than 40,000 kilometers (approximately 24,900 miles) on the odometer on delivery; and

v. Be clean inside and outside on delivery.

4. The furnished vehicles shall include the following information (in English) at the time of delivery (or replacement) of vehicles:

i. The manufacturer, year, model, and serial number of the vehicle;

ii. The type of fuel to be used;

iii. The correct tire pressure;

iv. A list of accessories supplied with the vehicle;

v. Routine Maintenance Scheduled for the vehicle (date, kilometers (miles), services needed, etc.,) and Contact information for the maintenance.

C. Required Routine Maintenance Schedule

1. Routine Maintenance: the Contractor has full responsibility to schedule preventative maintenance and repairs required to keep the vehicles in safe operating condition.

i. All maintenance and repairs shall be performed outside of Government installations.

ii. Turn-in for service and maintenance will occur at the facility where each vehicle was originally delivered to the Government unless otherwise agreed to by the Government.

iii. The Contractor shall provide replacement vehicles of the same or similar type from the same category/class, upon vehicle turn-in, for the service period if more than 48-hours.

iv. Maintenance Services shall include oil change, tire rotation, air filter replacement, lubricants and/or fluids fill-up, wiper blades replacement, corrosion control, and other necessary maintaining/preventing services that are aligned with industrial standard practices for each type of leased vehicles.

2. Normal Tear and Wear: The term applies to tyres, brakes, clutches, and mechanical components or areas such as the cabin trim or furnishings that do not affect the vehicle’s quality or value. Normal damage from usage such as scuffs, dents, and interior wear, which do not affect the car's value significantly, are considered normal wear and tear.

3. Repair And Maintenance For Normal Wear And Tear: the Contractor shall be responsible for repairs due to mechanical failure through wear and tear through a vehicle’s lifespan as the vehicle’s parts or components are subject to ordinarily subject to routine replacement in line with age and usage.

4. Towing Services for broken-down vehicles due to engine failure, battery issues, or any causes that could be avoided or prevented through timely maintenance and/or inspection shall be the responsibility of the Contractor. The Contractor shall arrange towing services and replace the broken vehicle with another same-type vehicle for use. The Government will not be responsible for the costs associated with towing services under this circumstance.

5. Replacement of Old Vehicles

The Contractor shall replace vehicles that exceed 60 months of age from the date of manufacture or 100,000 kilometers (60,000 miles) on the odometer, whichever occurs first.

V. OTHER CONTRACT REQUIREMENTS

A. Vehicles Inspection

A joint inspection will be conducted upon delivery and return of vehicles. The Contractor and the Contracting Officer Representative (COR) or a government designated official will inspect the vehicles to identify the vehicles’ condition. Delivery/Receiving documents shall be signed and dated by both parties.

B. Maintenance Schedule Within 30 days of the awarding of this contract, and prior to 1 August of each optional year, the Contractor shall provide the COR a maintenance schedule in English. The maintenance schedule shall comply with the vehicle warrantee, the UK laws, regulations, and 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.

C. Schedules Maintenance Coordination

The Contractor shall coordinate with the COR two (2) weeks prior to the scheduled maintenance of the leased vehicles.

D. Accidents and Traffic Violations

1. Accidents The Government will notify the Contractor within 24 hours of an accident. The Contractor shall support the Government when accident occurs. In the event of an accident, loss, or damage resulting from fault, negligence, or wrongful act of the operator (traffic violations), a government employee or agent, the Government will be responsible for the actual cost of such accident, loss, or damage. The actual cost reimbursement will be processed under the Federal Tort Claims Act, and the contract clause at 52.228-8 of this Contract. The costs for insurance or contingency to cover losses, damage, injury, or death for which the Government is responsible under this Objective are not part of the contract’s price. The Contractor shall submit all necessary documents (i.e., competitive quotes, an itemized list, final invoice, and receipt of the repair costs) and a written statement to assert the payment to the Contractor for the Government approval.

2. Traffic Violations:

The Contractor shall forward all tickets for traffic violations to the COR immediately upon receipt. The Government operator will be responsible for payment of any fines and restitution of any fees resulting from the issued traffic ticket.

VI. GOVERNMENT FURNISHED ITEMS

Government furnished items or property are not provided under this contract.

VII. CONTRACT ADMINISTRATIVE MATTERS

A. Pre-work Conference: conference will be scheduled after the award of the contract. The

Contractor shall participate in the conference and provide a list of Points of Contact (POC) for specific roles and responsibilities under the contract. The Contractor shall designate a Contract Manager who is responsible for the performance of work. The Contractor shall notify the Government as soon as possible if there is a change to its personnel assigned under the contract.

B. Invoicing and Payments

1. Invoicing: The contractor shall invoice on a monthly basis to be processed via Wide

Area Workflow (WAWF) on Procurement Integrated Enterprise Environment (https://piee.eb.mil/). See the contract clause at 252.232-7006 for guidance.

2. Payments: All payments shall be made after all services are performed and accepted.

C. Business Hours: 0800 – 1700 from Monday to Fridays (except holidays listed below) https://piee.eb.mil/ o New Year's Day (January 1) o Birthday of Martin Luther King, Jr. (Third Monday in January) o Inauguration Day (January 20, every 4 years following a presidential election) o Washington's Birthday (Also known as Presidents Day; third Monday in o February) o Memorial Day (Last Monday in May) o Juneteenth National Independence Day (June 19) o Independence Day (July 4) o Labor Day (First Monday in September) o Columbus Day (Second Monday in October) o Veterans Day (November 11) o Thanksgiving Day (Fourth Thursday in November) o Christmas Day (December 25)

VIII. QUALITY CONTROL

A. Quality Control Plan (QCP) Within 30 days of the Contract Award, the Contractor shall provide to the COR a QCP that adequately addresses how the Contractor plans to evaluate and maintain an Acceptable Quality Level (AQL) for performance meeting all of the contract requirements detailed in Section IV above.

B. Quality Assurance Surveillance Plan (QASP) The Government will address the Plan with the Contractor at the Pre-work Conference.

Various techniques will be used for surveillance to include an annual review for overall performance, bi-annually review on Routine Maintenance Services, and customer-complaint review on operation supports. The Contractor’s performance will be measured and evaluated objectively based on the contracted quantities and established timelines for each contract requirement.

The Government will provide the Contractor with current vehicle mileage readings on a monthly basis as a routine communication metric.

C. AQL

The Contractor’s performance is acceptable when it meets all of the contract requirements detailed in Section IV above.

D. Unacceptable Performance The Contractor’s performance is unacceptable when it fails to provide the required vehicles and services required under Section IV of the contract. A Notice of Non-Compliance will be provided to the Contractor identifying the performance issues for rework.

E. Rework If the Contractor fails to correct the unacceptable work or rework the contract requirements satisfactorily, the Government may take any of the following actions as appropriate:

1. Partially terminate (or descope the contract) to remove the undelivered items or unacceptable services from the contract to reduce the price of the contract. (See the contract clause at 52.212-4(l))

2. The Government may use its own resources to complete the unacceptable services with a reduction on the contract’s price; or the Government may choose to have another vendor to work on unacceptable work at the Contractor’s expense. The Contractor shall be responsible for all re-procurement costs.

3. Failure to correct the unacceptable work several times may result in termination of the contract for cause in its entirety (See the contract clause at 52.212-4(m))

(End of PWS)