PWS_Rental_Vehicles_SA.pdf

FA465925QM011

ATTACHMENT 3

PERFORMANCE WORK STATEMENT (PWS)

For

Adelaide Rental Car Services (23 April 2025)

1. General:

1.1 DESCRIPTION OF SERVICES: The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary rental vehicles negotiations and management services to assist the United States Government in meeting its travel needs for temporary duty travel & relocation.

1.1.1 This may include but is not limited to the following:

- Analysis; Assessment; Auditing; Change Management; Market research;

Consulting; Data collection and analysis; Operational overviews;

Operational support; Surveys; Evaluations; Financial Interface; Group room blocks; Reporting; Development/assessment.

1.1.2 Typical tasks may include, but are not limited to:

- Locating sources; Negotiating rental vehicle contracts and programs to meet agency needs; Analyzing agency rental vehicle spend and making recommendations to maximize use of funds; Managing long term rental vehicle needs of 30+ nights; Providing automated tools to support rental vehicle contracts and programs; Measuring performance of managed rental vehicle contracts and programs.

1.2 BACKGROUND: Supporting a military operational need, rental vehicles are required to be provided for the United States Air Force personnel from 21 June to 25 July 2025.

1.3 LOCATION: Rental vehicles accommodations must be within a 45-kilometer radius to RAAF Base Edinburgh, South Australia.

1.4 PERIOD OF PERFORMANCE: The period of performance for this PWS is 21 June

2025 to 25 July 2025. Vehicle bookings will begin on 21 June 2025.

Base Period: 21 June 2025 – 25 July 2025

1.5 NUMBER OF VEHICLES: The contractor shall provide 64 automatic, rental vehicles:

1.5.1 21 EA 4-SEATER SEDANS

1.5.2 14 EA 5-SEATER SEDANS

1.5.3 3 EA 7-SEATER VANS

1.5.4 15 EA 5-SEATER VANS

1.5.5 3 EA 4-SEATER VANS

1.5.6 8 EA 6-SEATER TRUCKS

1.6 RENTAL VEHICLES RATE: In accordance with the Defense Travel Management

Officer U.S. Government Rental Car Agreement #5, the below prices in Australian Dollars are the maximum for the type of car listed:

1.6.1 COMPACT 67 - AUD

1.6.2 ECONOMY 68 - AUD

1.6.3 FULL SIZE 72 - AUD

1.6.4 INTERMEDIATE 68 - AUD

1.6.5 PASSENGER VAN (5-8 PASSENGER) 101 - AUD

1.6.6 PASSENGER VAN (9-12 PASSENGER) 145 - AUD

1.6.7 STANDARD 77 - AUD

1.6.8 SUV (COMPACT) 74 - AUD

1.6.9 SUV (FULL SIZE) 135 - AUD

1.6.10 SUV (INTERMEDIATE) 72 - AUD

1.6.11 SUV (PREMIUM) 78 - AUD

1.6.12 SUV (STANDARD) 105 - AUD

2.0 Qualified Personnel:

2.1 CONTRACT MANAGER (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the Contracting Officer (CO). The CM or alternate shall have full authority to act on behalf of the contractor on all matters related to this contract. The CM shall work through the CO, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the CO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

3.0 Organizational Conflicts of Interest (OCI):

3.1 The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO. In the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may impose other remedies as necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

4.0 Quality Control (QC):

4.1 QUALITY CONTROL PLAN: A Quality Control Plan is not required to be submitted by the contractor. Quality control will be verified by the Contracting Officer and Contracting Administrator.

4.2 CONTRACTOR COMPLAINT MONITORING: The Contractor shall maintain a database tracking all customer complaints per vehicle, detailing the date, nature, severity, resolution, and customer feedback for each. This data will be analyzed weekly to identify any vehicle with more than five valid customer complaints. If this threshold is met, the Contractor shall immediately notify the United States Government and, within five (5) business days, submit a Corrective Action Plan outlining root cause analysis, specific improvement actions with timelines, and methods for monitoring effectiveness. The Contractor will ensure the complaint database is accurate and secured with appropriate confidentiality measures. There is no mandated format for the database or corrective action plan.

5.0 Requirements:

5.1 RENTAL VEHICLES: The contractor shall coordinate with the Contracting Officer to ensure all rental vehicles follow the United States Government Rental Car Agreement #5.

5.2 CHECK-IN PROCEDURES: The contractor shall ensure that the rental vehicles facility provides a check-in/check-out service for regular business hours, seven (7) days a week.

The front desk(s) will verify all United States Air Force personnel via valid identification (Military ID, Driver’s License, Passport, etc.).

5.3 SCHEDULING AND ASSIGNMENT OF QUARTERS/ROOMS: The contractor shall provide a method for tracking personnel rotation at the direction of the United States government. The contractor must be able to manage reservations at multiple rental vehicles. The contractor must have software with the ability to track which rental vehicles a member is assigned to. The United States government shall not be responsible for payment of accommodations provided to any individual that checks a rental vehicle without being previously coordinated in by the Contracting Officer. Any member who requests rental vehicles under this program who is not previously coordinated shall be responsible for standard vehicle rates and any applicable taxes. If an eligible member shows up and is not on the previously coordinated, and the CM is able to provide accommodations, the CM will confirm the member’s eligibility with the United States Government Representative or Contracting Officer over the phone prior to providing rental vehicles and the rental vehicles facility will be notified of changes within one (1) business day.

5.3.1 CANCELLATIONS/NO-SHOWS: The Contracting Officer (or a United States

Government Representative with pre-coordinated approval by the Contracting Officer) will submit cancelations no less than 24 hours’ prior to check in at no charge to the government. If a cancelation is not processed with 24 hours’ notice, or if there is a no-show, the United States government is responsible to pay for one (1) day of the rental vehicle and the contractor will cancel the member’s reservation at the request of the Contracting Officer. The contractor shall report all no shows to the Contracting Officer within one (1) business day after close of scheduled rental vehicles. Security Requirements: The United States Security Manager reserves the right to disqualify properties that do not meet at minimum the above security standards, or the security standards set forth in PWS Attachment 3.

5.3.2 The contractor shall comply with DFARS 224.103 and Department of Defense

Directive (DoDD) 5400.11 regarding Personally Identifiable Information (PII).

5.4 FINANCIAL RESOURCES: In accordance with FAR 9.104, to determine responsibility prior to award of a contract, the Offeror shall have adequate financial resources to perform the contract, or the ability to obtain them. The contractor shall provide acceptable evidence of sufficient financial resources, or ability to obtain financial resources, to perform the requirement for at least 90 days.

Attachments:

1) U.S. Government Rental Car Agreement