Amendment_01.pdf

HE126017ZEROJAPANVEHICLE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

This solicitation iis being amended to: 1) Extend the response deadline to 30 November, 2016, 2) Attach a Questions and Answ ers document dated 23 November, 2016, and 3) Incorporate changes to the PWS at Paragraph 2.4.2.2 as found in the attached Performance Word Statement (PWS) for Mainland Japan Revised November 23,2016.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 14

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 22-Nov-2016

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HE1260-17-T-0002

X 9B. DATED (SEE ITEM 11)

08-Nov-2016

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

23-Nov-2016

CODE

DODEA-PACIFIC - PROCUREMENT DIVISION

MS. STEPHANIE VANDINE

UNIT 35007

APO AP 96376-5007

HE1260 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HE1260-17-T-0002

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

INDUSTRY QUESTIONS AND ANSWERS

Industry Questions and Answers dated 23 November, 2016

1) Reference Page 39 PWS Clause 2.2.3.1, "Rear door windows (if equipped) shall be darktinted."

Please confirm if the rear door windows of existing leased Cargo Vans are ok for you. Also, please confirm if you accept filmed rear door windows instead of darktinted rear door windows in case of brand new vehicle."

Answer: Yes, either the solid rear doors, or dark-tinted windows (film OK) is acceptable. (Although the existing contract had required solid rear doors); Experience has shown that tinted rear windows are preferable. Thus the change for this PWS.

2) Reference Page 39 PWS Clause 2.2.3.2, "Cargo Vans shall have backup cameras and/or obstacle detection warning devices.” If we propose to provide Cargo Vans that consist of brand new vehicle and existing leased vehicle, do we have to equip both of them with backup cameras and/or obstacle detection warning devices ?

Answer: Either the backup camera or the obstacle detection warning device is required. It is not necessary to have both devices.

3) Reference Page 39 PWS Clause 2.2.3.1 and 2.2.3.2, “Cargo Vans”. May we understand that clause2.2.3.1 and 2.2.3.2 refer to only "2.2.3 Cargo Van" and do not refer to "2.2.1 Mini-Van（Kei Jidousha)?

Answer: Yes that is correct. 2.2.3.1 and 2.2.3.2 refer only to full-sized cargo vans e.g. Nissan Caravan type.

4) Reference Page 40 PWS Clause 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." We provide 24/7 Roadside Assistance and Towing services. However please kindly accept that our response to your emergency phone call requesting for the said services is in Japanese only.

Answer: The Japanese Language 24/7 roadside assistance is acceptable.

5) Reference Page 40 PWS Clause 2.4.1.4, "Corrosion Control”: We apply special rust-proofing (Ziebart) to the vehicle that will be used in Okinawa because it is necessary due to the conditions peculiar in Okinawa. However, we apply manufacturer's standard rust-proofing to the vehicle that will be used in mainland Japan. So please confirm your acceptance of manufacturer's standard rust-proofing.

Answer: Any corrosion control method, including the manufacturer’s standard rust-proofing or enhanced methods, that meet the standard at PWS paragraph 2.4.1.4 throughout the life of the contract will be acceptable.

6) Reference Page 40 PWS Clause 2.4.2.2, “ Accidents/Incidents from Negligence by Government Drivers. The Contractor shall perform corrective maintenance and/or repairs as a result of vehicle accidents and incidents caused by Government personnel that are driving the vehicle at a fair and reasonable cost to the Government. " The proposed clause 2.4.2.2. is not acceptable to us due the following reasons (1) and (2). So please accept to change the proposed clause 2.4.2.2. to clause 2.4.2.2 stipulated under the current lease contract that is quoted hereunder.

(1) Under the proposed clause 2.4.2.2, for example, in case the window glass is damaged by flying stone(s) when the vehicle is running on the express way, we understand its replacement cost shall be born by us. Therefore it is necessary for us to estimate and include contingency repair budget in the monthly leasing charge that shall be large enough to cover repair expenses for all of the expectable vehicle damages caused by the accidents that are not due to Government Driver's Negligence.

(2) Thus monthly leasing charge will be much increased. So if you directly pay repair cost such as replacement cost of window glass damaged by flying stone, it will be much cheaper than paying the increased monthly leasing charge.

“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."

Answer: See paragraph” 2.4.2.2 Accidents/Incidents.” in the revised PWS dated 23 Nov’16.

7) Reference Page 41 PWS Clause2.4.2.3, " Accidents/Incidents from Negligence by Other Party.” The proposed clause is not acceptable to us and not included in the current lease contract So please delete the whole clause from PWS.

Answer: This paragraph will remain in the PWS and will not be deleted from this new requirement.

8) Reference Page 41 PWS Clause3.1, "Vehicle Age.” Please confirm if our following understanding is correct. If the vehicle age is not more than 6 years at the time of contract award, the Contractor may provide the vehicle throughout the 5 contract years ( base year plus 4 times of an optional year ) as long as other conditions of the vehicle meets the PWS. i.e., even if the age of vehicles become more than 6 years in the option year 1 (2nd year), are they ok for you ?

Answer: Yes. The reference to six years old is only at the start of the period of performance (Anticipated to be 1 February 2017).

9) Reference Page 42 PWS Clause3.5.2, "Snow Traction Devices: The Contractor shall equip all vehicle types within mainland Japan with snow traction devices such as “Spike Spiders”. " Please explain us as to the followings. (1) What is Snow Traction Devices and Spike Spiders and what about their features and shapes ? Do they mean snow chain ? (2) Do you accept both type of Snow Traction Device not only the one made of metal material but also the one made of rubber ?

Answer: Yes, Rubber snow traction devices meet this requirement. Chains also meet the requirement but are not expected.

10) Reference Page 45 , “TECHNICAL EXHIBIT#1 " “Japan DSO” Please explain as to where Japan DSO is.

Answer: The Japan DSO is located at Yokota Air Base. The DSO is in addition to the other vehicles listed for the Yokota schools and STO.

11) No reference in the solicitation, Reallocation of existing leased vehicles If we propose to provide existing leased vehicle(s) , do you accept that such vehicle(s) will be reallocated taking into consideration of proposed vehicle allocation in TECHNICAL EXIBIT 1.

Answer: Reallocation of existing vehicles is acceptable if: 1). The relocation movement is performed at Contractor Expense, & 2). Prior coordination is made with DoDEA.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 25-Nov-2016 10:00 AM to 30-Nov-2016 10:00 AM.

The following have been modified:

LEASED VEHICLES PWS

DODEA PACIFIC

LEASED ADMINISTRATIVE VEHICLES

PERFORMANCE WORK STATEMENT (PWS) FOR MAINLAND Japan Revised November 23, 2016

INTRODUCTION

The Department of Defense Education Activity (DoDEA) Pacific requires leased administrative vehicles services for DoDEA schools and offices located within Mainland, Japan.

Vehicles provided in accordance with this PWS are intended for general administrative use by DoDEA Pacific 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 Government of Japan (GOJ) motor vehicle laws and regulatory guidance for the life of the Contract.

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.

2.1.1 Contract Manager. The Contractor shall designate a Contract Manager who is fluent in the English language. The Contract Manager shall be identified to the Contracting Officer’s Representative (COR) upon Contract Award, and at any such time as the Contract Manager changes.

2.2 Vehicle Types.

2.2.1 Mini-Van (Kei Jidousha). Seating capacity for four (4) passengers and the ability to transport light in weight cargo and supplies.

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

2.2.3 Cargo Van. Seating capacity for two (2) passengers and the ability to transport large cargo items and supplies.

2.2.3.1 Cargo Vans shall be of the “Panel Van” variety; without windows in the cargo compartment. Rear door windows (if equipped) shall be dark-tinted.

2.2.3.2 Cargo Vans shall have backup cameras and/or obstacle detection warning devices.

2.2.4 Four-Wheeled Drive. All vehicle types provided for Misawa shall be four wheel drive (4WD).

2.3 General Vehicle Requirements.

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

2.3.2 License Plates. The Contractor shall provide and install two white (Japanese standard sized) license plates per vehicle. Technical Exhibit # 2, DoDEA License Plates.

2.3.2.1 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. Aging vehicles may require large components to be replaced due to fair wear and tear.

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 Corrosion Control: Each vehicle shall have rust-proofing and/or corrosion-inhibiting measures applied. Vehicles will be inspected for corrosion during scheduled maintenance cycles and defects noted shall be rectified by the Contractor at no charge to the Government for the life of this Contract.

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 warrantee and IAW Japanese 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, except those Accidents/Incidents meeting the description of Accidents/Incidents from Negligence of Other Party, at PWS paragraph 2.4.2.3.

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 COR will determine if the repair costs on the estimate are fair and reasonable. Repair work shall only begin after approval of the COR

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 warrantee, 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.

2.4.2.3 Accidents/Incidents from Negligence by Other Party. The Contractor shall perform corrective maintenance and/or repairs as a result of vehicle accidents and incidents caused by another party not driving the vehicle (e.g. Japanese nationals, military personnel, civilians accompnaying U.S.

military personnel, dependents) at no cost to the Government. The contractor shall work with the Military Claims office for such accidents/incidents.

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. At the time of award, the Contractor may provide either newly manufactured vehicles or vehicles no more than six years old. For option years, the contractor may provide the same vehicles at the time of award or new vehicles with similar conditions.

3.2 Vehicle Upgrades. The Contractor shall upgrade or replace these vehicles to comply with new Japanese motor vehicle safety or environmental laws in the event such laws are put in place during the life of the contract, at no additional cost to the Government.

3.3 Transmission Type. The Contractor shall equip all vehicle types with an automatic transmission.

3.4 Brakes. The Contractor shall equip all vehicle types with an anti-lock brake system.

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

3.5.1 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).

3.5.2 Snow Traction Devices. The Contractor shall equip all vehicle types within mainland Japan with snow traction devices such as “Spike Spiders”.

3.5.3 Snow Tires: The Contractor annually shall install on all vehicles assigned to

Misawa, Japan, “studless” winter snow tires during the winter months November through April, IAW paragraph 2.4.1.1 & 2.4.1.2 (Scheduled Maintenance and

Inspections)(above). During the time that winter tires are installed on the Misawa vehicles, the Contractor shall store the all-season tires at the Contractor’s facility.

3.6 Appearance. 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.

3.7 Air Conditioning. Compatible with vehicle type and shall be of adequate capacity to cool the vehicle interior during hot weather in all areas of Japan. Passenger vehicles shall have separate air conditioning vents and controls for the rear seats.

3.8 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.

3.9 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 Japanese Law. Tinting shall allow for visual inspection of the interior of the vehicle from outside, and shall allow passengers to see through the windows.

3.10 Winterization. The Contractor shall equip all vehicles delivered to or later relocated to

Misawa, Japan with Manufacturer’s standard winter auxiliary equipment for that type of vehicle. These measures shall be accomplished not later than 30 November of each option year.

4.0 DELIVERABLES

4.1 Delivery. The vehicles furnished hereunder shall be delivered for immediate use at the start date of the beginning of the period of performance. Vehicles and furnished accessories shall comply with all Japanese 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. Vehicles shall incorporate climate-specific features for their intended area of use as described elsewhere in this PWS.

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 Acceptable Quality Level (AQL) for services described in this Contract. Technical Exhibit #3, Quality Assurance Surveillance Plan (QASP).

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 warrantee, Japanese laws and regulations and Japanese 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.

5.0 QUALITY CONTROL

5.1 Acceptable Quality Level. Refer to Tech Exhibit #3 Performance Objective Table.

5.2 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 it’s evaluations as a result of quality Contractor performance, or increased evaluations in cases where the Contractor has performed poorly.

5.3 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:

5.3.1 Non Time-Sensitive Defects. Those defects which do not remove a vehicle from service; or which do not require immediate remediation in order for the vehicle to be safely operated. Most minor maintenance issues are non-time sensitive.

Some examples of non-time sensitive defects are: minor corrosion developing, navigation system or radio not functioning, defective window tinting, etc.

Contractor repair of vehicles damaged due to US –government driver error are also considered non-time sensitive for the purposes of this Contract, although we would expect such repairs to be made within a reasonable time period. The Contractor shall be provided three working days after notification to correct the defective performance.

5.3.2 Time Sensitive Defects. Defects which prevent a vehicle from being in service, or services not performed for which a specific time frame for those services is dictated by this Contract. All services described in the Performance Objective Table, for instance, are “Time Sensitive”. Failing to correct these defects in a timely manner will result in the COR filing a Contract Discrepancy Report.

5.4 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.

5.5 Quality Control Actions by the Contractor.

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

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. Technical Exhibit 4, Performance Objectives.

5.5.2

TECHNICAL EXHIBIT # 1

Delivery Requirements & and LocationsWorkload Estimates

Required Date Feburary 1, 2017

JAPAN

Location/ Complex

Office/ School

Vehicle Types Mini Van

4 Passengers Van

8 Passengers Cargo Van

Japan DSO

DSO - 4 -

West Annex 1 1 - Logistics 1 1 - Facilities - - 2

Atsugi Lanham ES 1 - -

Iwakuni

Iwakuni STO 1 - - MC Perry ES 1 - - Iwakuni ES 1 - - MC Perry HS - 1 - Japan DSO-Iwakuni - 1 -

Misawa

Misawa STO 1 - - Sollars ES 1 - - Edgren HS - 1 - Japan DSO-Misawa - 1 -

Sasebo

Sasebo STO - 1 - Darby ES 1 - - Sasebo ES 1 - - EJ King HS - 1 -

Yokosuka

Yokosuka STO 1 - - Ikego ES 1 - - Sullivans ES 1 - - Yokosuka MS 1 - - Kinnick HS - 1 - Japan DSO-Yokosuka - 1 -

Yokota Yokota STO 1 - - Yokota West ES 1 - - Mendel ES 1 - - Yokota MS 1 - - Yokota HS - 1 -

Zama Zama STO 1 - - Arnn ES 1 - - Zama MS - - - Zama HS - 1 -

Totals: 20 16 2

TECHNICAL EXHIBIT # 2

DoDEA License Plates

DODEA-Pacific

XXXXX

FOR OFFICIAL USE ONLY

TECHNICAL EXHIBIT # 3

QUALITY ASSURANCE SURVEILLANCE PLAN 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 or TE 4.

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 # 4

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

Scheduled Maintenance Performance

All scheduled maintenance has been completed IAW this Contract.

100% 0

100% Biannually

6% of the monthly price of vehicle lease and maintenance CLIN per vehicle not receiving the required services.

(End of Summary of Changes)