Statement of Work - UK Vehicle Lease -Final.pdf

STATEMENT OF WORK

DoDEA-Europe West District Commercial Vehicle Lease

United Kingdom (UK)

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

STATEMENT OF WORK

FOR

(United Kingdom (UK) Commercial Vehicle Lease)

1. General Information and Scope of Work.

1.1. The Department of Defense Education Activity (DoDEA), is a Federally-operated school system, responsible for planning, directing, coordinating, and managing prekindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD). DoDEA is globally positioned, operating 163 accredited schools in 8 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico. DoDEA employs approximately 11,607 employees who serve 71,406 children of active duty military and DoD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

1.2. The purpose of this contract is to provide commercial leased vehicles with associated supplies and equipment to support school operations. Safety is of the highest priority entrusted to the contractor under this contract. The contractor shall perform all services in a safe, prudent and professional manner accepting full and sole responsibility for the prompt and proper delivery of services.

1.3. Scope of work: Contractor shall provide the number and type of vehicles listed in the Schedule of Prices.

2. SCOPE OF VEHICLE PROVISIONS.

2.1. Contractor shall provide the type of vehicles listed in the Schedule of Prices, and as stated in the paragraphs below.

2.2. Vehicles furnished under this contract shall be driven throughout the UK and Europe. Vehicles shall:

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

2.2.2. Be no more than one-year-old;

2.2.3. Have no more than 20,000 kilometers (12,000 miles) on the odometer on delivery; and

2.2.3. Be free of all dirt inside and outside on delivery.

2.3. Government will be afforded unlimited mileage. Contractor shall replace vehicles at or before 5-years (60-months) of age from date of manufacture or 100,000 kilometers (60,000 miles) on the odometer, whichever occurs first.

2.4. Registration and licensing of vehicles is the Contractor’s responsibility. The Contractor shall ensure that all vehicles comply with applicable safety laws, rules and regulations of the country in which the vehicles are hired.

2.5. Contractor shall deliver the required vehicles to the Government installation on 1 August 2020 not later than 1500 hours, unless otherwise specified or agreed to by the Contracting Officer

Representative (COR) or designated Government Point of Contact (GPOC). On delivery, each vehicle shall contain an information sheet in English specifying, at a minimum:

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

2.5.2. The type of fuel to be used.

2.5.3. The correct tire pressure.

2.5.4. A list of accessories supplied with the vehicle.

2.5.5. When the next scheduled maintenance is due in terms of days or kilometers (miles).

2.5.6. The Contractor’s current telephone numbers and address

2.6. Receiving/delivery documents shall be signed and dated by both the COR/GPOC and Contractor, or Contractor’s authorized representative, as an acknowledgment that the Government received the vehicles in the condition specified. Upon delivery to the Government, the Contractor and the COR/GPOC will conduct a joint inspection, identifying all damages, such as, but not limited to, scratches, dents, etc. The inspection sheet shall be signed and dated by both parties.

2.7. Vehicles hired under this contract shall be delivered fully equipped with the items listed below.

Items shall meet all applicable specifications required by the vehicle manufacturer and the laws or regulations of the UK.

2.7.1. Automatic transmission.

2.7.2. Air conditioning.

2.7.3. All necessary documents for travel within the UK area as well as Germany, Belgium, and Netherlands (e.g., registration, insurance, etc.).

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

2.7.5. Two (2) full sets of keys.

2.7.6. Manufacturer installed seat belts for all passengers.

2.7.7. 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.

2.7.8. All-weather tires.

2.7.9. GPS to include UK and Europe mapping.

3. MAINTENANCE AND REPAIRS

3.1. Contractor has full responsibility to schedule preventative maintenance and repairs required to keep the vehicles in safe operating condition (e.g., periodic services and the repair/replacement of flat/worn, or blown-out tires, etc.), not to include operator maintenance as described in paragraph 3.3 below; and shall notify the COR/GPOC one-week prior to any scheduled maintenance appointment.

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

3.1.2. 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 COR/GPOC.

3.1.3. 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 24-hours.

3.2. Contractor shall supply all fluids, oils, and lubricants, except for fuel, diesel emission fluid, and windshield washer fluid.

3.3. Government personnel, assigned as drivers of the vehicles, will perform operator maintenance on hired vehicles. Operator maintenance shall include pre/post-trip safety checks, fluid levels, tire pressure, and refilling the fuel tank. The Government will notify the Contractor of any discrepancies or fluid leaks so vehicle can be scheduled for maintenance.

3.4. In a situation where an accident or mechanical failure renders the vehicles unsafe or inoperable, the Contractor shall provide a replacement vehicle of the same or similar type from the same type or better within 24 hours.

3.5. Contractor shall be responsible for all repairs to include repair parts (except as stated in paragraph 5 below). The Contractor shall provide, at no additional cost to the Government, 24-hour vehicle recovery services for the UK, Belgium, Germany and The Netherland locations, as required, to bring a contracted vehicle to the Contractor’s designated facility. The Contractor shall provide the repaired vehicle or a replacement vehicle of the same or similar type from the same category/class or better within 24 hours.

4. ACCIDENTS AND TRAFFIC VIOLATIONS.

4.1. Government will provide and place accident report forms in each vehicle upon delivery.

4.2. Contractor shall forward all tickets for traffic violations to the COR/GPOC 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.

5. CLAIMS: MINOR REPAIRS

5.1. These repairs are necessitated because of accidents, which occurred while the Government is operating the vehicle, or due to incidents (e.g., mirror broken while parked), which occurred while the Government has responsibility of the vehicle.

5.2. Should minor repairs be required, the Contractor shall provide an estimate to the Government.

Once the Government deems (in writing) the amount reasonable, the Contractor shall complete the repairs and submit a manual invoice directly to the COR/GPOC.

5.3. The Government will not be responsible for minor damage that can be attributed to normal/fair wear and tear, nor reimburse the contractor for the costs of these repairs. Any dispute between the Contractor and COR/GPOC on this matter will be submitted, through the District Transportation Supervisor, to the Contracting Officer for a final determination.

6. RETURN OF THE VEHICLES.

6.1. Upon expiration of the time period as specified in the contract, vehicles will be returned to the Contractor at the designated U.S. Government installation (Locations where the vehicles are initially delivered).

6.2. When a vehicle is scheduled for return on a Government or local holiday, the Contractor shall take possession of the vehicle on the following workday. The order shall reflect only those days within the contract’s period of performance. The Contractor takes responsibility for any additional days the vehicle is not retrieved past the return date specified in the contract, and shall not hold the US Government liable for any damages that might occur during this timeframe.

6.4. Upon turn in, the Contractor and a Government representative will conduct a joint inspection, identifying all damages, such as, but not limited to, scratches, dents, etc. The inspection sheet shall be signed and dated by both the Contractor and the Government representative. Normal/Fair wear and tear notations will be documented, as such. The Contractor is responsible for picking up the vehicle at the end of the order.

6.5. The COR/GPOC shall print his grade, organization, and telephone number on the return order document, signs and dates it as acknowledgment that the vehicle was returned to the Contractor. The Contractor shall countersign the document to indicate acceptance of the returned vehicle.

7. INVOICING.

6.1. The contractor shall invoice on a monthly basis to be processed via the Invoice, Receipt, Acceptance and Property Transfer iRAPT located in the Wide Area Workflow (WAWF) eBusiness Suite.

8. VEHICLE DELIVERY LOCATIONS

Alconbury:

1 – 5-Door Hatchback Car delivered to:

POC: Ms. Cheryl Jacob Alconbury Student Transportation Office RAF Alconbury, Huntingdon Cambs PR28 4DA Tel: 01480-844313

Lakenheath:

3 – 5-Door Hatchback Cars delivered to:

POC: Mr. Nelvin Morrow Lakenheath Student Transportation Office RAF Lakenheath Bldg. 804 Brandon, Suffolk IP27 9PN Tel: 01638-527013