Tinian Vehicle Rental PWS_edits.docx

356TH EXPEDITIONARY CIVIL ENGINEER GROUP

TINIAN RENTAL VEHICLE

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

16 APRIL 2025

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES

2. GENERAL INFORMATION

3. GOVERNMENT-FURNISHED PROPERTY

4. ADMINISTRATIVE/COORDINATION

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1. DESCRIPTION OF SERVICES. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials and any other items or services to support with vehicle rentals in Tinian in accordance with all specifications within this document, attachments, commercial standards, local standards, Tinian ordinances, and U.S. laws. Vehicle rentals shall be at the same or higher levels of quality as in the commercial marketplace to the maximum extent possible. The intent of this Indefinite Delivery Indefinite Quantity (IDIQ) contract is to facilitate the entirety of the 356th Expeditionary Civil Engineer Group’s (356 ECEG) transportation needs for all its members.

1.1 IDIQ ORDERING PERIOD. The Period of Performance will be for 17 months, effective from the date of award.

1.2 ORDERING. Orders under this agreement will be issued in the format of DD1155. Government Purchase Card (GPC) may be used as a payment method when an order is placed.

1.3 DELIVERY & PICKUP. Delivery and/or pickup of vehicles will be coordinated through the 356 ECEG Fleet Manger (ECEG/VM) for each order made under this agreement.

1.3.1 Delivery will be made to the location agreed upon when placing the order and point of contact in Tinian, by the date and time agreed to between the rental agent and the 356 Expeditionary Civil Engineer Group Fleet Manager.

1.3.2 The contractor shall pick up vehicles upon conclusion of requirement, No Later Than (NLT) 3 calendar days from the end of the period of performance, at the agreed upon location.

1.3 RENTAL VEHICLE REQUIREMENTS. The contractor shall provide all parts, labor, supervision, tools, materials, equipment, and transportation, for the maintenance and management necessary for the delivery of the types of leased vehicles, with unlimited mileage for the ordering period duration as listed in Attachment A, Vehicle Specifications. The contractor shall coordinate all aspects of the vehicles for this agreement with ECEG/VM.

1.3.1 VEHICLE REQUIREMENTS: All vehicles rented under this contract shall conform to the requirements listed below:

· Conform to all manufacture specifications.

· Meet Federal, State, and Municipal laws, codes, and regulations.

· Are properly licensed and registered; registration should not lapse/expire during POP.

· If this is unavoidable due to short-term temporary tags, contractor representative shall inform the ECEG/VM at time of delivery. Contractor representative shall provide replacement tags to the Fleet Manager no later than 3 days prior to temporary registration expiration.

· Are no more than 5 years old from date of rental/lease and the odometer will have less than 75,000 miles.

· No modified suspensions (example: non-factory suspension lifts).

· Full fuel tank and all fluid levels in vehicle properly serviced.

· Functional door locks.

· Fully cleaned exterior, interior, and trunk.

· Upholstery in good condition.

· Exterior with minimal scratches and dents. (See Note: 1)

· No cracked or missing glass.

· Seat belts all present, functioning, and serviceable.

· All lights, blinkers, and horns, functioning and operational.

· Functioning and serviceable windshield wipers.

· Operational windshield washer fluid spray.

· Operational serviceable brakes and emergency brakes.

· All mirrors present, secure, and without cracks.

· All manual window cranks and power windows operational.

· Serviceable spare tire, jack, and lug wrench in vehicle.

· Functional instruments and gauges.

· Functional and serviceable heater.

· Functional and serviceable air conditioner.

· Tires in good condition and properly serviced.

· Have 4 wheel drive capability or ground clearance no less than 6”.

· Overall vehicle in good running condition. (See Note: 2)

Note 1: Exterior of vehicle will not have excessive damage. Dents must be less than (3) three inches in diameter.

Note 2: Good running condition includes but not limited to; No: Anti-braking System (ABS), Airbag, Traction Control or Check Engine Light indicators.

Note 3: ECEG/VM reserves the right to reject any vehicle they deem unserviceable even if the vehicle meets the requirements listed above. The company will supply a loaner or replace any vehicle that is to be fixed or has been found unserviceable by ECEG/VM with a vehicle of the same class or equal to what was rejected.

1.4.2 VEHICLE REPLACEMENT: The contractor shall have a 24-hour capability to tow disabled vehicles, provide replacement keys, and to replace any vehicles within 1 business day of notification. Any vehicle replacements that do not meet the specifications of the originally ordered type or equivalent is subject to differentials being withheld from the invoice(s).

1.4.2.1 Unless an exception for 1.4.2.2 applies, the contractor shall bear the entire risk of loss of or damage to the rented vehicles (including costs of towing, administrative costs, loss of use, and replacements), from any cause. To include, without limitation: casualty, collision, fire, tire damage, falling objects, overhead damage, glass breakage, vandalism, theft and normal wear and tear.

1.4.2.2 The contractor shall not bear the entire risk or loss of damage if said loss or damage was incurred in part or wholly due to one or more of the following:

· Collision where an authorized driver is found to be liable.

· Obtaining the vehicle through fraud or misrepresentation.

· The damage or loss is caused intentionally by an authorized driver.

· Operation of the vehicle by a driver who is under the influence of intoxicants or any prohibited drugs.

· Use of the vehicle for any illegal purpose.

· Use of the vehicle in pushing or towing another vehicle.

· Use or permitting the vehicle to carry passengers or property for monetary gain.

· Operation of the vehicle in live artillery fire exercises or used in training for tactical maneuvers.

· Operation of the vehicle in a test, race, or contest.

· Operation of the vehicle by a person other than an authorized driver.

· Operation across international boundaries unless specifically authorized at the time of rental.

· Theft of the rented vehicle wherein the renter cannot produce the vehicle keys, unless the renter can definitively prove that the keys were stolen through theft or robbery.

· Operation of the vehicle off paved, graded, state or professionally maintained roads, or driveways, except when the contractor has agreed to this in writing beforehand

2. GENERAL INFORMATION.

2.1 DEFINITIONS

2.1.1. Acceptance inspection: An inspection that is performed on the vehicle and equipment prior to acceptance.

2.1.2. Scheduled maintenance: Periodic prescribed inspections or servicing of equipment, accomplished on a calendar, mileage, or hours-of-operation basis to maintain vehicle safety and serviceability.

2.1.3. Unscheduled maintenance: Maintenance that is not scheduled but is required to correct unforeseen deficiencies and to restore the vehicle to a safe and serviceable condition.

2.1.4. Normal, fair wear and tear: The deterioration of items attributed to normal usage (i.e. minor scratches and dent smaller than a quarter of an inch).

2.1.5. Unserviceable: Not in working order or fulfilling its function adequately; unfit for use.

2.1.6. Vehicle Incident: Damage caused by acts of nature, natural disasters or mechanical failures are vehicle incidents.

2.1.7. Vehicle Accident: A vehicle or vehicular equipment accident is a result of a major or minor impact/collision with another vehicle or object.

2.1.8. Vehicle Add-on: Add-ons do not change the original configuration, or impact the primary structure, hydraulic power system, load-bearing capacity, steering, braking capability, positive control features, steering, lifting, power train or load carrying/restraint systems of a vehicle.

2.2 SPECIFICATIONS: The contractor shall provide the following:

2.2.1. MAINTENANCE. Contractor will provide all scheduled and unscheduled maintenance to repair the vehicle to a safe and serviceable condition. The contractor will provide all needed tools and facilities to conduct the maintenance or repair. Contractor will dispose of all debris and waste generated or accumulated during maintenance.

2.2.1.1. The contractor shall be responsible for the maintenance and repairs of the leased vehicles throughout the duration of the contract. While the contractor is not required to estimate or include the cost of unforeseen repairs in the contract price, they are expected to maintain a reserve or have insurance coverage to manage such expenses as they arise. The United States Government (USG) will only assume financial responsibility for loss or damage to vehicles that is directly attributable to a willful or negligent act of improper operation or care by government personnel, in accordance with the Federal Acquisition Regulation (FAR) Clause 52.228-8, 'Liability and Insurance-Leased Motor Vehicles.' This clause delineates the circumstances under which the government will be liable, ensuring that the contractor is not unfairly burdened with costs due to government negligence.

2.2.1.2. SCHEDULED MAINTENANCE. The Contractor shall notify the ECEG/VM representative when warranty/scheduled maintenance or repair is due.

2.2.1.3. UNSCHEDULED MAINTENANCE. Unscheduled maintenance will be performed by the contractor as required.

2.2.1.4. The USG will be responsible for the cost of all repairs required due to negligence or misuse of the vehicle by the USG, subject to available funds.

2.2.1.5. TIRES. The contractor will be responsible for the replacement of tires due to normal wear and tear. If tires become damaged due to fault of USG employee or negligence USG will cover the cost of repair, subject to available funds.

2.2.1.6. RESPONSE TIME. Contractor will respond to service calls from the ECEG/VM representatives within 24-hours. If the service call is placed during a U.S. holiday, the contractor will respond within the first 24 hours after the holiday has concluded.

2.2.1.7. REPAIR TIME. If for any reason the rental vehicle will be down for maintenance for longer than 24 hours, a replacement vehicle shall be made available as soon as possible. The contractor shall provide a substitute vehicle that meets or exceeds the requirements set forth in this Performance Work Statement. The substitute will be provided at no additional cost to the USG.

2.2.1.8. TOWING. Contractor shall provide towing service, available 24 hours a day, 7 days a week, at no additional cost to the USG.

2.2.1.9 VENDOR’S ROADSIDE ASSISTANCE. Roadside assistance must be included with the insurance. Services such as tire replacement, jump start, and tow service are to be provided by the vendor both during and outside of business hours, with specific provisions for on-base and off-base assistance.

2.2.1.10 TRACKING (GPS) DEVICES AND CAMERA ACTIVATION. Vehicles leased/rented to the Government will not be tracked, and there will be no GEO Tag or Key FOB tracking capabilities. If on-board cameras cannot be removed, they must be covered upon request. Memorandums confirming the deactivation or non-existence of tracking and camera capabilities are required from the vendors.

2.2.1.11 NORMAL, FAIR WEAR AND TEAR POLICY (NFWT). The Government will adhere to the standardized NFWT policy to define what constitutes normal wear and tear for leased vehicles. This policy will be consistently applied to all vendors. Under the NFWT policy, minor damages such as hair-thin scratches or coin-size dents will be covered by the insurance policy and will not result in additional charges to the Government. Damages that exceed the scope of NFWT, including but not limited to extensive body part repair and replacement, interior parts damage, and Non-Operational Charges (NOC) starting from the third accident, will be detailed in the Memorandum with predefined costs for partially operational and non-operational vehicles. The Government will assume financial responsibility for damages arising under specific conditions, such as unauthorized drivers, violations of the rental agreement terms, driving under the influence, operating without a valid license, and other scenarios explicitly listed in the agreement. This approach ensures a fair and equitable treatment of wear and tear across all contracts.

IAW 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.

2.3 QUALITY ASSURANCE OF RENTAL VEHICLES. The contractor shall maintain a robust quality assurance program that ensures each rental vehicle delivered to the Government meets or exceeds a set standard of quality, reliability, and performance consistent with industry best practices. This program shall include regular inspections, maintenance, and any necessary repairs before vehicle delivery to ensure that the "product" – the rental vehicle – is in excellent operating condition. The contractor shall also develop and implement procedures to identify, prevent, and ensure non-recurrence of any issues with the vehicles. While the rental service is ongoing, the quality of the vehicles provided shall be maintained throughout the contract period, ensuring that the Government receives a consistently high-quality product. This approach aligns with the acquisition plan's treatment of the rental vehicles as products, emphasizing the tangible nature of the vehicles and the expectation of receiving a product that meets established quality criteria at the time of delivery and throughout the use of the vehicle.

2.4 QUALITY ASSURANCE. The Government will evaluate the contractor’s performance by appointing a representative (ECEG/VM personnel) to monitor performance to ensure services are received.

2.5 CONTRACTOR PERSONNEL.

2.5.1. CONTRACT MANAGER. The contractor shall appoint and provide a contract manager who shall be responsible for all requirements in these specifications. No later than (NLT) five (5) days after contract award, the name of this person and alternate(s), who shall act for contractor when manager is absent, shall be designated in writing to Contracting Officer (KO)/GR. The contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal duty hours.

2.5.2. EMERGENCY POINT(S) OF CONTRACT. The contractor shall provide a point of contact sheet listing available twenty-four (24) hours a day with names and telephone numbers of individuals to call in the event if emergency service is required for any aspect of this contract. The contractor shall respond to all emergency calls within twelve (12) hours from the time the call is placed or notified by the GR.

2.6 GOVERNMENT REMEDIES. The Contracting Officer (CO) will follow Federal Acquisition Regulation (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.

2.7 GOVERNMENT REPRESENTATIVE (GR). The contractor shall coordinate all aspects of this project with the GR. Completed work shall be subject to inspection and acceptance by GR. The GR shall NOT direct or redirect any contractor action(s). This can only be done by the CO.

2.8 CONTRACTING OFFICER (CO) AUTHORITY. Only the CO has authority to enter into, administer, terminate, or modify the terms and conditions herein. Any changes made by persons other than the CO will be considered an Unauthorized Commitment and subject to Ratification Actions in accordance with the Federal Acquisition Regulation part 1.602-3.

2.8.1 REPORTS OF DAMAGES, DESTRUCTION, INJURY, OR DEATH

2.8.1.1. The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment, material, supplies, freight, or property of any type, whether Government owned or not. The term “contractor” includes the contractor, its agents, or employees.

2.8.1.2. The contractor shall submit these reports to both the CO and the GR as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Report may be either verbal or facsimile.

(2) A complete written report shall be submitted to the GR and the CO within ninety- six (96) hours after occurrence of the incident.

2.8.1.3. RESPONSIBILITY FOR DAMAGES. The contractor shall immediately notify both the GR and the CO of any damage caused by the U.S. Government within ninety-six hours of discovery during the performance of this agreement.

3. GOVERNMENT-FURNISHED PROPERTY.

3.1. FUEL. USG is responsible for replenishing fuel used in vehicle after acceptance. Upon acceptance and return of vehicle fuel tank shall be full. The vehicle will be labeled in some way to display which type of fuel it requires.

3.2. VEHICLE ADD-ON. No add-on equipment will be installed on rented or leased assets, unless approved in writing by authorized ECEG/VM.

3.2. JOINT INSPECTION. Contractor’s representative and ECEG/VM representative must perform a joint inspection and document in writing the condition of the vehicle upon initial delivery. An inspection will also be performed upon completion of the contract when the vehicle is returned to the contractor.

4. ADMINISTRATIVE/COORDINATION.

4.1. DELIVERY. Vehicle is required to be delivered on the date requested by the USG. Delivery details (delivery method, location, time, etc.) shall be arranged between contractor and VMF representatives.

4.2. RECORDS. Contractor shall maintain records of transactions with the USG and upon request, make such records available to the VMF representative or designated representatives within 3 working days.

4.3. ROAD LAWS AND INSURANCE

4.3.1. Tinian Road Laws

a. The contractor shall comply with Tinian Road Laws while on US Military installations to specifically include Article 43 the Road Law (Japan) (prohibited acts relative to roads) No person shall commit the following described acts:

(1) Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

(2) Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

b. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

4.4 CAR INSURANCE

The company must provide standard car insurance typically offered on their vehicles for the entire performance period of the IDIQ. In the event of a significant accident, regardless of the incident type (with another vehicle, damage to other property, person), the driver will obtain a police report for all on/off base accidents, which will be provided to the company. The company will supply a loaner or replace the vehicle while the damaged vehicle is being fixed to manufacturer specifications. The Government requires that a comprehensive car insurance policy be incorporated into the total contract price for vehicle rentals. This policy must encompass coverage for a wide range of incidents, including but not limited to accidents, theft, and damage, in addition to providing a full suite of roadside assistance services. The inclusion of the insurance policy within the overall contract price is intended to mitigate the Government's risk of incurring unforeseen expenses and to reduce the administrative effort associated with managing separate insurance claims. This requirement is aimed at achieving a consolidated and predictable cost structure, facilitating more accurate budgeting and financial management. Vendors are expected to integrate the cost of such insurance coverage into their proposed pricing, ensuring a transparent and streamlined procurement process. At a minimum the insurance policy shall have the following criteria:

- Includes the most comprehensive roadside assistance services.

- Has the broadest definition of NFWT to cover most minor damages.

- Offers clear and limited charges for damages beyond NFWT.

- Provides coverage for multiple accidents without significant additional charges.

- Has the fewest exclusions and limitations on coverage.

ATTACHMENT A, VEHICLE SPECIFICATIONS

1. (8) Eight: Pick-up Trucks (4 Passenger)

2. (3) Three: Commercial Van (15 Passenger) Examples: Ford Transit, Ford Sprinter, or Similar Vehicle