RFQ_Amendment_01_HE1260-17-T-0005.pdf

HE1260730567

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

The purpose of this modification is to amend the solicitation to 1) add questions and answ ers dated 12 Dec'16, 2) extend the response date to 30 Decmber 2016, and remove the w ording "the contractor shall equip all vehicles types w ith "All Season" tires."

1. CONTRACT ID CODE PAGE OF PAGES

J 1 14

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

16C. DATE SIGNED

BY 12-Dec-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-0005

X 9B. DATED (SEE ITEM 11)

06-Dec-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 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

12-Dec-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-0005

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 13-Dec-2016 10:00 AM to 30-Dec-2016 10:00 AM.

The following have been added by full text:

QUESTIONS & ANSWERS 12 DEC'16

Questions and Answers for HE1260-17-T-0005, Dated 12 December 2016 Q1) Topic: Sedan seating capacity for 5 passengers

1) Please advise engine displacement by cc (cubic centimeter) ANSWER TO PART 1) SEE PWS PARAGRAPH 2.2.1. ANY SIZE ENGINE IS ACCEPTABLE. THERE IS NOT A DESIRED DISPLACEMENT, ONLY THAT IT IS CAPABLE OF MOVING THE CAR, FIVE FULL SIZE ADULTS, AND A TRUNK FULL OF LUGGAGE..

2) Please advise your choice between the following (a) and (b)

a) Hybrid Vehicle (gasoline engine combined with electric motor.

b) Vehicle with gasoline engine only.

ANSWER TO QUESTION 1 PART 2) SEE PWS PARAGRAPH 2.2.1.WE ARE OKAY WITH A HYBRID VEHICLE IF

IT IS ABLE TO BE OBTAINED.

Q2) Topic: Accidents/Incidents from Negligence by Other Party

1) Please confirm that paragraph 2.4.2.3 refer to or stipulate only the contractor's performance of the corrective maintenance and/or repairs of the damages caused to the leased vehicles as a result of vehicle accidents and incidents caused by another party not driving the leased vehicles and the said paragraph does not refer to or stipulate the following damages, liabilities and injuries as a result of the said vehicle accidents and incidents.

(a) Maintenance or repair of the damages caused to the vehicles belong to the Other Party.

(b) Third party liability consisting of bodily injury liability and property damage liability including damage to vehicles belong to Other Party.

(c) Personnel injury including the Government driver and passengers of the leased vehicles.

ANSWER TO QUESTION 2 PART 1) YES.

2) Meantime we understand that the damages caused to the leased vehicles due to the reasons such as but not limited to the following (a), (b) and (c) are not from negligence by the Government but from negligence by Other Party. Then may we understand that in such cases we shall work with the Military Claim Office in order to demand and collect compensation money from Other Party with respect to repair cost of the said damages caused to the leased vehicles. However please understand and accept that if there is a possibility that the whole or a part of the compensation money may not be collected in such cases eithier from Other Party or from the Military Claim Office, we have to prepare our own budget to bear considerable amount of the repair cost and to include it in the vehicle leasing cost.

(a) Accidents from negligence by Other Party who did not enter into automobile insurance contract ( Property damage insurance of third party liability coverage) .

(b) Accidents from negligence by Other Party who entered into automobile insurance contract but insurance coverage is not effective because of exceptional cases such as drunken driving , driving without driver's license and etc.

(c) Accidents from negligence by Other Party in which the Other Party cannot be identified, for example, hit-and-run accidents.

ANSWER TO QUESTION 2 PART 2) YES.

Q3) Topic: The Contractor shall equip all vehicles types with “All Season “ tires.

Please delete this sentence since it is not necessary to use All Season tires in Okinawa.

ANSWER TO QUESTION 3) THE PWS HAS BEEN REVISED AT PARAGRAPH 3.5 TO REMOVE THE

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

-----End of Question and Answer-----

The following have been modified:

PERFORMANCE WORK STATEMENT

DODEA PACIFIC SOUTH

(OKINAWA-PACIFIC REGIONAL OFFICE)

LEASED ADMINISTRATIVE VEHICLES

PERFORMANCE WORK STATEMENT (PWS)

Revised December 12, 2016

INTRODUCTION

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

Vehicles provided in accordance with this PWS are intended for general administrative use by DoDEA Pacific South and the DoDEA Pacific Regional Office 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, both oral and written. 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 Sedan Seating capacity for five (5) passengers.

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.

2.3 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 # 4, 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. The contractor must notify the COR at least two weeks prior to scheduled maintenance to ensure the vehicles are available.

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 a day, 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 accompanying U.S. military personnel, dependents) at no cost to the Government. The contractor shall work with the Military Claims office for such accidents/incidents. When the government is assigned a percentage of liability for an accidents/incident, see instead, paragraph 2.4.2.2 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.

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).

3.6 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 and Okinawa. 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.

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 #4 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 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 its 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.

5.5.2 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. Technical Exhibit 4, Performance Objectives.

TECHNICAL EXHIBIT # 1

Delivery Requirements & Locations Required Date February 1, 2017

SCHOOL/OFFICE

VEHICLE AUTHORIZATION

Cargo Van

8 Paxs Van Mini Van Sedan

DSO 0 3 0 1

SUPPLY/MAIL 1 0 0 0

LOGISTICS/FACILITIES 0 1 0 0

DSO TOTAL 1 4 0 1

PACIFIC REGIONAL OFFICE 0 1 0 0

REGIONAL TOTAL 0 1 0 0

STO 0 1 0 0

STO TOTAL 0 1 0 0

AMELIA EARHARDT IS/BOB HOPE PS 0 1 0 0

KADENA ES /STEARLEY HEIGHTS ES 0 1 0 0

KINSER ES 0 1 0 0

KILLIN ES/ZUKERAN ES 0 1 0 0

BECHTEL ES 0 1 0 0

LESTER MS 0 1 0 0

RYUKU MS/ KADENA MS 0 1 0 0

KADENA HS 0 1 0 0

KUBASAKI HS 0 1 0 0

SCHOOL TOTALS 0 9 0 0

OVERALL DISTRICT/REGIONAL TOTAL 1 15 0 1

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 Technical Exhibit 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

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

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)