STATEMENT OR WORK_DCS Mission Vehicles 04 October 2024.pdf

Statement of Work

(SOW)

Defense Courier Division Mission Vehicles

USTRANSCOM TCJ3-C (DCD-MN)

Royal Air Force (RAF) Mildenhall, Defense Courier

Station, Bldg. 550 04 October 2024

STATEMENT OF WORK (SOW)

1.0. DESCRIPTION OF SERVICE. The contractor shall provide all equipment, tools, materials, and associated labor necessary to provide vehicle leases. The contractor shall perform services required in this Statement of Work (SOW) in accordance with the terms and conditions under the associated contract.

1.1. LEASE VEHICLE: Vehicles provided shall not at any time exceed 5 years in manufactured age. All vehicles must have United Kingdom number plates and shall be common to the local area (ex: Mercedes Sprinter and Mercedes Vito) and blend in with traffic to maintain a low profile and not call attention to the vehicle or its contents. All vehicles shall run on diesel grade fuel. The title of the vehicle remains with the Contractor. The Contractor shall deliver the vehicle to the place specified in the contract. The performance starts on the day specified in the contract. The Contractor shall pick up the vehicle at the same place where they delivered after completion of the lease period.

1.2. REGISTRATION: All vehicles leased under this contract shall be registered to operate in United Kingdom and European Union. The Contractor shall complete all actions necessary to acquire and pay for the tags/road tax/registration.

1.3. CONDITIONED OF LEASED VEHICLE: The vehicle furnished under this contract shall be good quality and in safe operating condition and shall comply with the United Kingdom Law applicable to the vehicle. Both the exterior and the interior of the vehicle must be free of excessive soil, rust, and damage. If the vehicle does not meet the vehicle manufacturer’s standards and does not meet the criteria listed above, the United States Government may reject the vehicle promptly after receipt. If the Contracting Officer determines that any vehicle furnished is not in compliance with this contract, the Contracting Officer shall promptly inform the Contractor in writing. If the Contractor fails to replace the vehicle or correct the defects as required by the Contracting Officer, the Government may –

(a) By contract or otherwise, correct the defect or arrange for the lease of a similar vehicle and shall charge or set off against the Contractor any excess costs occasioned thereby; or

(b) Terminate the contract under para (m) Termination for Cause of this contract.

2.0. VEHICLE REQUIREMENTS:

2.1. Make/Model:

Right Hand Drive UK Specs 3.5 Ton Mercedes Sprinter PROGRESSIVE L3, 315 CDI, High roof, 2/3-seater, Panel Van or equivalent Right Hand Drive UK Specs Mercedes Vito PROGRESSIVE L2, 116 CDI, 5 seater Crew Van or equivalent

2.2. Functioning air conditioning and heating systems

2.3. Cruise Control/electronic speed control

2.4. Automatic transmission

SPRINTER NOTE: Manuel Transmission accepted IF meeting AC & Payload requirements.

2.5. Equipped with revising camera incorporated into dash or overhead mirror by manufacture

2.6. Built in GPS Navigation System with lifetime map updates OR Apple/Android car play for hands free map navigation, radios for monitoring traffic/weather with Bluetooth/USB/USB-C charging connections

2.7. Comfort captain’s chairs for driver and co-driver with lumbar support and arm rest

2.8. Operable power windows and locks with functioning doors. Standard vehicle locks equipped from the factory are sufficient

2.9. Standard safety equipment ie. Drivers/Passenger Airbags, Anti-Lock Brake System (ABS) and Electronic Stability Control (ESC) per DODI 6055.4 section 3.5 vehicle standards sub-para 4.

2.10. Heavy-duty full-size All-season tires mounted on standard rims (Will not exceed 5 years in age or 80K mileage)

2.11. Extended range fuel tanks, both models

2.12. Cargo securing devices/capabilities provided within cargo compartment

2.13. Two sets of keys per vehicle

2.14. Large Van capable of 2,400lbs payload (1083) or greater cargo load volume 14m3, Crew Van capable of 1,905lbs payload (866 kg) or greater cargo load volume 3.6m3

2.15. Power assisted steering

2.16. Owner’s manual 1 per vehicle

2.17. Plastic coating/plywood applied to floor/walls in cargo area to prevent damage

2.18. Neutral color i.e. exterior free of graphics, designs, or decals

2.19. International Green insurance Card (1 per vehicle)

2.20. Equipped with standard vehicle roadside equipment:

2.20.1. Emergency Flashers

2.20.2. Standard jack

2.20.3. Lug Wrench

2.20.4. Spare tire

2.20.5. First Aid Kit

2.20.6. Traffic Triangles (3)

2.20.7. Reflective Vest/jacket (1 per passenger seat)

2.21. Fire Extinguisher (A+B+C)

2.22. Specialized Cargo Van Security Requirements

2.22.1. If vehicle is manufactured with the passenger compartment separated from cargo compartment, separation panel shall be constructed of 16-gauge or thicker metal. If the vehicle passenger compartment is open to the cargo compartment; both compartments (passenger compartment and cargo compartment) shall be separated by using a 16-gauge or thicker steel panel.

Cargo area shall be completely closed on sides, top and bottom (no windows in cargo area).

2.22.2. The following specifications must be met for the cargo compartments:

2.22.3. Cargo cage compartments shall be constructed of 16-gauge metal, top and bottom and sides.

Top, bottom, and side walls only required on cargo vans with windows or openings on sides of vehicles. Vehicles with fully enclosed cargo compartments only require rear doors and front wall to separate passengers (factory standard cargo separation barrier meeting 16-gauge metal is acceptable).

2.22.4. Opening shall be maximized to allow full capacity of cargo space.

2.22.5. Cargo cage compartment shall be secured with two welded double-rod locking devices and high security hasps. Capable of being secured with two S&G Model 8077 series combination locks (see attached image as an example).

2.22.6. Internally mounted security doors shall be constructed of 16-gauge steel mesh or steel grating, at a minimum, and shall be installed such that no gap is larger than 2 inches in any direction. Holes in the mesh or grill shall be no larger than 2 square inches.

2.22.7. Vehicle shall have single rear wheels and axle and shall not have tandem axle or duel rear wheel.

2.22.8. Larger Cargo Van shall include internally mounted security doors which shall be constructed of 16-gauge steel mesh or steel grating (If solid sheet steel is used must have mesh window 8x10 or greater for cargo inspections on each steel panel) equipped to side door. Holes in the mesh or grill shall be no larger than two square inches. Opening shall be maximized to allow full capacity of cargo space.

Cargo compartment shall be secured with two welded double-rod locking devices and high security hasps. The contractor shall weld two high security hasps on cargo compartment for padlocks (interior doors not exterior). Capable of being secured with two S&G Model 8077 series combination locks (see below images as an example).

2.22.9. Specialized Cargo Van requires 2 welded hasps like below or better.

2.22.10. Specialized Cargo Van requires 2 welded locking rods behind left door like below or better.

Mercedes Sprinter

Sprinter Side Door

Pad Lock Ability

Steel panel will have cut outs for cargo inspections. Mesh steal grating must meet the no greater than opening of 2-inch requirement and be of 16-gauge steel.

There should be no space around the welded frame of the cage and the vehicle. Frame should allow for maximum cargo capacity within the cargo area. Frame should be as close to the door opening as possible, not to hinder the door opening/closing ability.

Sprinter Back Door

Sprinter Cargo Area

Steel panel will have cut outs for cargo inspections. Mesh steal grating must meet the no greater than opening of 2-inch requirement and be of 16-gauge steel.

Mercedes Vito

Vito Cargo Cage and Pad Lock Ability

(Separating wall can be standard from manufacture with windows covered by wood or same standards steel mesh grating as above.)

Provided there are no windows in the cabin or rear, cage requirements are only for the passenger and cargo dividing wall and rear entry doors of steel mesh with no greater than 2-inch holes.

Prefer double doors in rear for both vans for ease of cargo loading/unloading.

Passenger compartment is required for smaller van.

See above for locking clasp for rear cage. Must be able to fit 2 standard S&G Locks (one on top, another on bottom). Cage should have locking mechanism to secure the cage at bottom or top of the cage.

3.0. GENERAL INFORMATION

3.1 VEHICLE DELIVERY/ INSPECTION. Contractor will deliver all vehicles to a designated government representative at RAF Mildenhall operated by the United States Air Force. Contractor is required to un-load vehicle at time of delivery. Upon delivery, the contractor and Government representative will complete a joint inspection (hire note) of each vehicle to document the condition of each vehicle upon arrival. Copies of joint inspections will be signed by each agent and provided to Government Representative after the inspection. All contractor inspection forms shall be forwarded to the designated Control Officer Representative at RAF Mildenhall through the representative upon acceptance. Upon delivery, each vehicle shall have a minimum of 1/4th tank of fuel. The Government will be responsible for this amount upon return.

3.2. VEHICLE CLASS NON-AVAILABILITY. When the contractor cannot provide the same vehicle type and class as required by the Government, a larger class may be temporarily substituted as long as there is no additional cost to the Government. The contractor must provide a non-availability statement to the Government to support the unauthorized vehicle being provided in which the Government can approve or reject.

3.3. RECEIPT CONDITION. The vehicles shall be in good, clean, safe, and serviceable operating condition in accordance with the owner’s manual. This receipt condition applies whenever the contractor returns a vehicle to the Government whether at contract start or after repair. The vehicles shall be no more than one year old and have no more than 15,000 miles on the odometer. This receipt condition only applies at contract start. The vehicle leased to the Government must start with less than 15,000 miles but may exceed that through miles incurred by the Government.

3.4. MILAGE LIMIIT. The lease price for each vehicle shall include unlimited miles per year per vehicle.

4.0. INSURANCE COVERAGE

4.1. Lease price includes full coverage insurance and all applicable taxes, licenses, registration fees, and any other requirements as mandated by UK law. The extent of the coverage will cover the operator of the vehicle and protect them against third party claims. Vendor must maintain the full coverage insurance in accordance with UK Law and proof thereof on each vehicle and provide copies of this insurance to the user upon initial issue of vehicles and upon renewal of insurance as it becomes due.

4.2. Contractor will also provide an International Green insurance card with the vehicle.

Coverage should include Europe and allow the vehicle to legally operate in and around European counties without issue.

5.0. SERVICES. The following services shall be provided by the Contractor:

5.1. SCHEDULED MAINTENANCE. The contractor shall perform both scheduled and unscheduled maintenance. The contractor shall provide all parts, labor, and expertise necessary to complete required maintenance tasks. Parts include those items that must be replaced due to fair wear and tear such as windshield wipers, tires, headlamps, filters, fluids

(i.e. motor oil, antifreeze), and lubricants. Fair wear and tear is defined as damages that occurs during normal use or due to the aging of the vehicle that can be based on the age and mileage of the vehicle; examples of fair wear and tear are minor dents, scratches, fading seats, tire wear, brake wear, clutch wear and other incidental damage.

5.2. The Contractor shall submit a written maintenance schedule at time of vehicle delivery.

5.3. UNSCHEDULED MAINTENANCE. The Contractor shall ensure all unscheduled maintenance is accomplished for vehicles leased under this contract for maintenance items covered/not covered by the manufacturer's warranty at facilities designated by the Contractor.

The Government will follow all instructions by the Contractor in the event of a notification of safety, emissions, or other inspection or recall campaign.

5.4. The Contractor shall be responsible for all towing and towing cost to/from maintenance facilities if the leased vehicle is inoperable due to mechanical malfunctions/failure. The Contractor shall provide an after-hours contact phone number in case of emergencies.

5.5. The Contractor shall provide a replacement vehicle of equal size, style and color for any vehicle leased hereunder that requires maintenance or repairs for which the Contractor is responsible when such maintenance or repairs cannot be completed within forty-eight (48) hours.

The replacement vehicle shall be provided at no additional charge to the Government.

5.6. VEHICLE TOW/RECOVERY SEVICE. The Government shall not incur any charges for towing due to vehicle failure. Upon proper notification, the contractor shall recover disabled vehicles. Disabled vehicles are vehicles unsafe and/or unserviceable to the point it cannot be driven without causing harm to the driver or the local area. This service should be available 24 hours a day. If the recovery service is not available 24 hours a day, alternatives must be negotiated and agreed to by the contract representatives.

6.0. GOVERNMENT MAINTENANCE

6.1. The Government shall not perform maintenance on leased vehicles. The Government must inform the contractor immediately of any discovered vehicle discrepancies. The Government will check and service fuel, engine oil, and the windshield washer reservoir levels. All other fluid levels, i.e., coolant, power steering, brake and batteries are checked by the Government and reported to the contractor for servicing when required. The Government will also maintain check and maintain the correct tire pressure.

6.2. The Government will furnish fuel for the daily operations of the vehicles.

7.0. DAMAGE AND ACCIDENT.

7.1. The contractor assumes and shall bear the entire risk of loss or damage to the leased vehicles (including costs of towing, administrative costs, loss of use, and replacements), from any and every cause whatsoever, including but not limited to casualty, collisions, fire, flood, upset, malicious mischief, vandalism, tire damage, falling objects, overhead damage, glass breakage, strike, civil commotion, theft and mysterious disappearance. The contractor will hold harmless the U.S. Government for all incidences stated above.

7.2. ACCIDENT REPAIRS. In the event a leased vehicle is damaged the Contracting Officer Representative will contact the contractor for resolution. If the vehicle is inoperable due to the damage, the contractor shall provide a new vehicle of the same type and capacity to the Government within forty-eight (48) hours. Once notified of damage by the Government, the contractor shall respond within four hours to take action.

8.0. ADMINISTRATIVE INFORMATION

8.1. During normal duty hours: 0900 - 1600 hours Monday - Friday, the Contractor shall provide a cell phone and/or pager number, in addition to providing an emergency number for after normal duty hours.

8.2. The Contractor shall provide at least 3 list approved maintenance/repair facilities to the Government with their proposal.

8.3. The Government will, at its own expense, provide all gas, washing, parking, storage, and tolls for automobiles leased hereunder.

8.4. A working day is defined as Monday through Friday. Both British and American Holidays that fall on a weekday, (Monday through Friday), are not considered “working days.”

LIABILITIES. 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.

REMEDIES. The Contracting Officer shall follow FAR 52.212-4, Contract Terms and Conditions – Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

9.0. PERIOD OF PERFORMANCE:

In accordance with the DFARS 207.470 Statutory requirements, and 10 U.S.C.2401a, the terms of the contract can be no more than 18 months. Therefore, the period of performance is as follows:

Base Period: 11/01/2024 – 10/31/2025

Option Period 1: 11/01/2025 – 10/31/2026

Option Period 2: 11/01/2026 – 10/31/2027

Option Period 3: 11/01/2027 – 10/31/2028

Option Period 4: 11/01/2028 – 10/31/2029

10.0. Return Condition

The Government will return vehicles to the contractor in clean condition. The designated Government representative will ensure accessories received with the vehicle are inside the vehicle at time of turn in. If the Government does not receive an invoice within 14 calendar days after vehicle turn-in, it may deny payment for the invoice.