Performance Work Statement Long Term Lease 15 July 25.pdf

Performance Work Statement

For Long Term Vehicle Lease

5th Security Forces Squadron

15 July 2025

1.0 Introduction

This Performance Work Statement (PWS) defines the requirements for a long-term vehicle lease to support the 5th Security Forces Squadron at Minot Air Force Base (AFB). The contractor shall provide leased vehicles that meet the specifications outlined below.

2.0 Scope

The Contractor shall provide and lease (as specified) the following vehicles:

• Five (5) White or Black 4x4 Pickup Trucks

• One (1) White or Black All-Wheel Drive (AWD) SUV

• One (1) White or Black 4x2 ½ Ton Pickup Truck

• One (1) White or Black 15-Passenger Van

3.0 Vehicle Specifications and Requirements

3.1 All vehicles must be equipped with automatic transmission.

3.2 The contractor shall permit the installation of magnetically mounted emergency lights and sirens. No permanent modifications to the vehicles will occur and control of these devices will be through handheld equipment, requiring no internal vehicle installations.

3.3 Lease vehicles will include unlimited mileage.

4.0 Vehicle Readiness/Fueling

4.1. Vehicles will be properly licensed, clean, well maintained, be no more than five years old, and have no more than 80,000 miles on the odometer.

4.2. Each vehicle will be provided with a full tank of gas. The government will return the vehicle with a full tank of gas or with the same amount of fuel as when the government received the vehicle.

4.3 The vehicle to be leased will be ready for use upon delivery or pick-up.

5.0 Off Road Usage

5.1 Contractor will allow leased vehicles for operation off a paved road in the United States, but only on road surfaces intended for the use of private passenger motor vehicles and upon which standard vehicle tires are appropriate.

5.2 Operation off a paved road as set forth herein will not affect the Damage Waiver and/or Liability Protection coverage provided to the government.

6.0 Roadside Assistance

Basic Emergency Roadside Service assistance will be available for vehicle mechanical failures, mechanical defects or breakdowns at no additional charge.

7.0 Lease Terms and Conditions

7.1 The lease agreement shall be for a minimum of 365 days and a maximum of 17 months, with one option for contract extension.

7.2 According to AFI 24-302 para 4.4.7.1 and following: Unless the rental/lease company requires purchasing insurance, rented/leased vehicles are obtained with the Air Force providing self-insurance. The U.S. government is self-insured for loss or damage to government property and the liability of government employees for actions within the scope of their duties. The Federal Tort Claims Act covers third party claims arising from federal employee negligence in the operation of government-furnished vehicles.

7.3 According to FAR 52.228-8 Liability and Insurance-Leased Motor Vehicles

(a) The Government shall be responsible for loss of or damage to-

(1) Leased vehicles, except for-

(I) Normal wear and tear; and

(ii) Loss or damage caused by the negligence of the Contractor, its agents, or employees; and

(2) Property of third persons, or the injury or death of third persons, if the Government is liable for such loss, damage, injury, or death under the Federal Tort Claims Act (28 U.S.C. 2671- 2680).

(b) The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, resulting from the fault, negligence, or wrongful act or omission of the Contractor, its agents, or employees.

(c) The Contractor shall provide and maintain insurance covering its liabilities under paragraph (b) of this clause, in amounts of at least $200,000 per person and $500,000 per occurrence for death or bodily injury and $20,000 per occurrence for property damage or loss.

(d) Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the interests of the Government shall not be effective (1) for such period as the laws of the State in which this contract is to be performed prescribe or (2) until 30 days after written notice to the Contracting

Officer, whichever period is longer. The policies shall exclude any claim by the insurer for subrogation against the Government by reason of any payment under the policies.

(e) The contract price shall not include any costs for insurance or contingency to cover losses, damage, injury, or death for which the Government is responsible under paragraph

(a) of this clause.

7.4 In the event of an accident or if repairs become necessary, the contracting officer will notify the contractor to request a replacement vehicle, if necessary, and for instructions for the disposition of the disabled vehicle. The government will notify the contractor of any accident and provide a police report if one is reasonable available.

8.0 Maintenance Responsibilities

8.1 The contractor shall detail in their offer the requirements for servicing vehicles, including the recommended service intervals, and any limitations or requirements placed on the government for performing such maintenance. The Contractor shall be responsible for all preventative and corrective maintenance and servicing of the leased vehicles throughout the lease term. This includes, but is not limited to:

Preventative Maintenance: This includes, but is not limited to, oil changes, tire rotations, fluid checks and top-offs, filter replacements, and other routine maintenance items.

Corrective Maintenance: The Contractor shall be responsible for promptly correcting any mechanical malfunctions or damage to the vehicles, excluding damage caused by Government negligence or misuse, which shall be addressed in accordance with Section 9.0 “Damages, Replacements, and Claims Procedures.”

Scheduling and Downtime: The Contractor shall coordinate all maintenance and repairs with the government to minimize disruption and downtime. The Contractor shall provide replacement vehicles meeting all contract requirements during scheduled and unscheduled maintenance periods exceeding 72 hours, at no additional cost to the Government.

This section does not absolve the Government’s responsibility for reporting any mechanical issues or necessary repairs in a timely manner to the Contractor as described in the preventative maintenance schedule.

9.0 Damages, Replacements, and Claims Procedures

9.1 Damage Notification and Inspection

Upon discovery of any damage to a leased vehicle, the 5th Security Forces Squadron will notify the contractor within 24 hours. The government will document the damage through photographs and a written report, which will be submitted to the contractor and the Contracting Officer. When applicable and available, a police or incident report will also be provided.

9.2 Contractor Inspection and Determination

Within three (3) business days of notification, the contractor shall inspect the vehicle (or coordinate with the government for inspection at the vehicle’s location) and provide a written determination indicating whether the damage is covered under the lease terms, falls under normal wear and tear, or is the responsibility of the government based on the provisions outlined in FAR 52.228-8.

9.3 Replacement Vehicle Requirements

If the damaged vehicle is determined to be inoperable or requires repairs that will take longer than 72 hours, the contractor shall provide a temporary replacement vehicle that meets or exceeds the original specifications at no additional cost to the Government. The replacement shall be delivered within 72 hours of the determination that the vehicle is unusable unless otherwise agreed upon by the Contracting Officer.

9.4 Vehicle Total Loss and Disposal

In the event a leased vehicle is deemed a total loss due to damage, accident, or any other reason, the Contractor shall be solely responsible for all aspects of the vehicle's removal from the installation. This includes, but is not limited to:

Determination of Total Loss: The Contractor shall cooperate fully with the Government and the designated insurance provider in determining whether a vehicle is a total loss. The Government's determination of total loss shall be final.

Notification: The Contractor shall notify the Contracting Officer within 3 business days the vehicle being declared a total loss. Notification shall include copies of all relevant insurance documents, and the proposed disposal plan.

Vehicle Removal: The Contractor shall remove the vehicle from Government property within 3 business days of the vehicle being declared a total loss. The vehicle shall be removed at no cost to the Government.

Replacement Vehicle: In the event of a total loss, the Contractor shall provide a replacement vehicle meeting all the requirements of this contract within 72 hours of the total loss declaration. The replacement vehicle shall be a comparable model year and similarly equipped to the replaced vehicle, subject to availability and Government approval. Any difference in cost between the original leased vehicle and the replacement vehicle shall be negotiated between the Contractor and the Contracting Officer.

Liability: The Contractor shall hold the Government harmless from any and all liability arising from the damaged vehicle, its removal, and its disposal.

9.5 Claims Submission and Resolution

If damage is determined to be the Government’s responsibility, the contractor shall submit a formal claim to the Contracting Officer. The claim must include:

• A damage estimate or invoice from a certified repair facility

• Photos of the damage

• A completed Standard Form 95 (if applicable)

• Any supporting documentation necessary to validate the claim

Claims shall be submitted within 30 calendar days of damage determination. The Contracting Officer will review and coordinate appropriate payment or resolution in accordance with FAR, the Federal Tort Claims Act, and applicable Air Force procedures.

9.6 Dispute Resolution

If a dispute arises concerning responsibility or the amount of a damage claim, the matter will be elevated to the Contracting Officer for resolution. The Contracting Officer’s final decision shall be documented in writing and may be subject to appeal in accordance with FAR 33.206 and 33.211.

10.0 Delivery and Pickup

10.1 The contractor is responsible for vehicle delivery and pickup. The date and time will be coordinated with the designated Point of Contact (POC) within the 5th Security Forces Squadron.

10.2 Standard delivery/pickup hours are 7:30 AM to 4:30 PM, Monday through Friday, excluding Federal Holidays and days on which Federal Holidays are observed. The contractor may request authorization for delivery/pickup outside these hours by submitting a written request to the Contracting Officer (CO), with coordination from the POC and subsequent approval from the CO, at no additional cost to the Government. Contractor personnel access will be limited to designated drop-off and pick-up locations.

11.0 Federal Holidays

The following are recognized Federal Holidays:

• New Year's Day

• Martin Luther King, Jr. Day

• Washington's Birthday (Presidents' Day)

• Memorial Day

• Juneteenth Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

12.0 Base Access/Passes:

The Contractor shall be responsible for obtaining all necessary passes or other items required for access to the installation. The Contractor shall request contractor passes through the Contracting Office by providing the names of employees requiring passes on the contractor’s company letterhead. Pass requests will be forwarded by the Contracting Office to the 5th Security Forces Squadron Visitor Control Center who will conduct the required criminal history background check for each employee upon arrival. Personnel identified with a felony conviction within the past 10 years, any sex crimes and or homicide will be denied base access. Upon completion or termination of the contract or an individual release from employment, the contractor shall retrieve the identification issued above and surrender it to the 5th Security Forces Squadron Pass and ID Section located in the Visitor Control Center.

13.0 Records:

All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in the PWS, that are the responsibility of the contractor are the property of the Government and shall remain so upon termination or completion of the contract. The contractor shall keep these items current and maintain and dispose of them in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program and the Air Force Records Disposition Schedule which can be provided by the CO upon request. Records shall be turned over to the Government upon completion of the contract unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act. The Minot AFB Installation Records Management Office (5 BW/IPR), 723-7917, will provide assistance and training to the contractor to ensure compliance with Federal record keeping requirements.