Vehicle Rental SOW.pdf

Statement of Work Vehicle Rental

11 May 2026 – 27 July 2026

1. Description of Requirement

The contractor shall provide all maintenance, equipment, facilities and transportation in performance of a vehicle rental contract for the period of 11 May 2026 – 27 July 2026 provided to the Pheonix Corporation while on Saipan.

1.1. Period of Performance

The performance period for this requirement is 11 May 2026 – 27 July 2026.

1.2. Vehicles

Vehicles shall be registered, licensed, issued, and comply with all applicable safety and environmental laws, ordinances, rules and regulations issued by the Local and Federal Government and the Owner’s Manual. The contractor shall be capable of providing the following vehicles: Vans (15 Pax, 11 pax and 7 pax), Buses (25 Pax), and Sedans.

2. General Information

2.1. Delivery

The contractor shall deliver the vehicles to a designated government representative as determined by the Contracting Officer. The contractor shall assume all risks and costs associated with either the failure to obtain a license and permits which may be required or failure to comply with any laws, degrees, regulations, or standards which may apply to this performance as required by the Local Government.

2.2. 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.

This receipt condition only applies at delivery.

2.3. License and Registration

Vehicles shall be registered and licensed and comply with all applicable safety and environmental laws, ordinances, rules and regulations issued by the local Government.

2.4. Roadside Service

The contractor shall provide 24 hours, 7 days per week roadside service program for the

11 May 2026 – 27 July 2026 rented vehicles. The contractor shall provide the membership certificate and all pertaining documentation to the designated government representative upon initial turnover of the vehicle.

2.5. Miles Limit

The rental price for each vehicle shall include unlimited miles per vehicle.

2.6. Contractor Maintenance

The contractor shall provide routine maintenance required to maintain the vehicle as specified in the owner’s manual or to keep the vehicle in a safe operating condition. The contractor shall complete routine maintenance within 24 hours after delivery of the vehicle to the contractor; if a vehicle is taken by the contractor for maintenance, a replacement vehicle, of same specifications, will be provided by the contractor at no additional charge.

The contractor shall provide the required coolant/anti-freeze, oil, brake fluid, windshield washer fluid, and all other items required during regular operator maintenance. The contractor will perform regular operator maintenance on the vehicle to include checking and maintaining the correct level of motor oil and other readily accessible fluid levels such as the engine coolant, windshield washer solution, and brake fluid. The Government shall not be left without a vehicle during maintenance times. Maintenance includes but is not limited to:

2.6.1. Oil changes;

2.6.2. Lubrication;

2.6.3. Light bulb exchanges;

2.6.4. Tire exchanges;

2.6.5. Fuse replacement;

2.6.6. AdBlue Filling (diesel engine only).

2.7. Government Maintenance

The Government driver will check and maintain the correct tire pressure and fill the fuel tank. The contractor shall perform all maintenance and repairs. When the Government replaces a flat tire with the spare tire, the Government shall turn the flat tire into the contractor. The contractor shall repair/replace the tire at no additional cost to the

11 May 2026 – 27 July 2026 Government. The contractor shall coordinate with the government representative to arrange a date and time for tire pick-up.

2.8. Repairs

The designated government representative or contracting officer shall inform the contractor when he/she suspects the need of repair and coordinate a time and date for pick-up by the contractor. The contractor shall be responsible for the cost of all repairs;

towing; tire and battery replacement; and wreckage, unless it is caused by negligence on the part of the Government. These repairs also include maintenance required to upkeep vehicle health and to prolong vehicle life. If the Government causes damage through negligence, then the contractor shall repair the vehicle and submit a claim to the Government as described in paragraph 2.12.

2.9. Repair Time

The Government shall not be left without a vehicle during repair times.

2.10. Normal Wear and Tear

Normal wear and tear includes:

2.10.1. Minor scratches, small dents, and small chips in the paint caused by everyday driving to include dents caused by other vehicles’ doors hitting vehicles during opening and closing;

2.10.2. Chips and cracks in the windshield caused by flying debris on the road;

2.10.3. Flat tires caused by road debris such as nails or screws or caused by unavoidable holes in the road;

2.10.4. Seat, upholstery and internal wear to include, but not limited to; fading to fabric, scratches to plastic around the door handles, plastic threshold/foot board around doors, scratches or rub marks from loading/unloading luggage, etc.

2.11. Exceptions to Full Insurance Coverage

Within the following cases listed below, the renter’s maximum liability is the full value of the vehicle:

(1) Driving under the influence of alcohol or drugs

11 May 2026 – 27 July 2026

(2) Renters failure to provide a complete report from the local police department in the case of any damage or theft, lack of documents, or incomplete documents for insurance purposes.

(3) Failure to present the vehicle’s keys and original documents in case of theft (i.e. leaving the vehicle unsecured with the keys inside)

(4) Damage caused to the engine or to any parts of the vehicle due to:

(a) Use of an improper kind of fuel

(b) Negligence or improper use of vehicles (i.e. damages to engine or parts of the engine caused by failure to stop the vehicle after breaking the oil tank or cooling radiators)

(c) Insufficient fluids: periodic check of fluid levels is mandatory and will be advised by the contractor representative if needed

(d) Not presenting the vehicle for regular inspection when specified mileage is reached

(e) Hydraulic shock

(f) Damages occurred underneath and in the interior of the vehicles or to the tires or wheels, transmission, clutch which are not a result of an accident.

2.11.1. All of these documents – incident report, repair request, and receipt acceptance – authorize the contractor to submit a claim to the Government for costs incurred through repairs via Government negligence. The Government will not accept claims that do not follow this guidance.

2.12. 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. The contractor shall inspect the vehicle and notify the contracting officer of any damages other than normal wear and tear. The Government shall be responsible for any damage found other than normal wear and tear. The contractor shall provide an invoice with supporting documentation (e.g., pictures, forms showing condition of vehicle at turnover to government, forms showing condition when returned to the contractor, damage reports, and independent estimates (in English)). The Government will not consider invoices without documentation. The contractor must submit invoices to the contracting officer within 14 calendar days of vehicle turn-in. If the Government does not receive an invoice submitted in English within 14 calendar days after vehicle turn-in, it may

11 May 2026 – 27 July 2026 deny payment for the invoice. The designated government representative will sign any damage reports and forms detailing the conditions of vehicles on the dates of turnovers to the government and returns to the contractor.

2.12.1. In the event that the contractor swaps out vehicles due to repairs or damages, the contractor shall not make new claims against the government, nor leave the replacement vehicle with the intent to create a separate claim.

3. Administrative

3.1. English Correspondence

The contractor shall submit all correspondence in English as well as maintain the capability to communicate in English well enough to accomplish any task via email, telephone, or other form.

3.3 Insurance

The contractor shall provide Third party liability

3.3.1 The Government Representative shall inform the Contracting Officer and contractor when he/she suspects the need for major repair and coordinate a time and date for pickup and/or replacement of the vehicle to the Government’s normal place of business. The contractor shall be responsible for the cost of all major repairs; towing; tire and battery replacement; and wreckage, unless caused by negligence on the part of the Government.

These major repairs also include major maintenance required to upkeep the vehicle and prolong vehicle life. If the Government causes damage through negligence then the contractor shall file an insurance claim request for equitable adjustment within 14 working days of Government vehicle turn-in for the insurance deductible.

3.3.2 The contractor shall perform minor emergency repairs. The contractor shall file a request for equitable adjustment if due to negligence of the Government within 14 working days of Government vehicle turn-in.

3.2. Government Convenience

The Government reserves the right to return any vehicle with a 1-day written notice at no additional cost to the government. When the Government does not provide a 1-day written notice, the Government will determine consideration to the contractor at the end of the vehicle turn-in.

11 May 2026 – 27 July 2026

3.3. Government Furnished Property and Service

There will be neither Government Furnished Property nor Government Furnished Service.

3.4. PAYMENT - CREDIT CARD.

Payment will be made via Government Commercial Purchase Card (GPC).

All information may be communicated by phone, fax, and/or e-mail, as required.

The invoice for all services is issued after the end of the service period listed in each Call Order, and/or agreed upon time period. Other charges incurred outside of this agreement are to be invoiced separately to the individual responsible, inclusive of any damages to the vehicle not identified as pre-existing at the time of acceptance, speeding tickets or any other legal violations associated with the vehicle.

Any additional charges to the vehicles otherwise not covered underneath this agreement will not be paid for and the contractor should take steps to ensure they are reimbursed by the drivers responsible for creating additional charges outside this agreement.