Vehicle rental specifications_CAO 1 Mar 2024.docx

RENTAL VEHICLE SPECIFICATIONS

18 LRS KADENA AB, OKINAWA, JAPAN

1 Mar 2024

SECTION 1

DESCRIPTION/GENERAL INFORMATION

1. DESCRIPTION OF SPECIFICATIONS. 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 Okinawa Prefecture in accordance with this specifications document, the attached appendixes and with commercial standards, local standards, Japanese ordinances, and Japanese laws. Vehicle rentals shall be at the same levels as in the commercial marketplace to the maximum extent possible.

1.1 BPA PERIOD OF PERFORMANCE: Three (3) years, effective from the date of award through 15 September 2027.

1.2 VEHICLE RENTAL REQUIREMENTS. The contractor shall provide vehicle rentals as listed in this specifications document. The contractor shall coordinate all aspects of this project with the designated Government Representative (GR).

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. 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 Minimum requirements for vehicles:

2.2.1 Minimum requirements for 8 Passenger vans

Vans will seat 8 passengers safely with seatbelts (7 passenger vans are acceptable if 8 passenger vans are not available).

2.2.2 Minimum requirements for Sedans

Sedans will be full size sedans that seat 5 passengers safely with seatbelts (SUVs are acceptable if full size sedans are not available).

2.3. Minimum requirements for providing leased vehicles.

2.3.1 All vehicles will have at least 70% tire tread upon delivery.

2.3.2 All vehicles will be clean and full of fuel upon delivery.

2.3.3 All vehicles will come with an inspection sheet annotating existing vehicle damage upon delivery (reviewed with requirement owner).

2.3.4 Vendors will have all vehicles delivered to Kadena Air Base (escorted by the requirement owner).

2.3.5 Vendor will provide replacement vehicles for on-hand vehicles that require maintenance.

2.3.6 Vendor will not charge for any damage to a vehicle attributable to normal fair wear and tear.

2.3.7 Vendor will coordinate scheduled maintenance with at least 5 workdays notice with the requirement owner; will coordinate a replacement vehicle delivered.

2.4 SPECIFICATIONS: The contractor shall provide the following:

2.4.1. 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.

2.4.1.1. The contractor shall be responsible for all repairs. The cost of repairs shall be included in the contract price. The USG will only be held financially responsible for loss or damage to vehicles due to willful or negligent act of improper operation or care, as outlined in the Federal Acquisition Regulation (FAR) Clause “52.228-8 Liability and Insurance-Leased Motor Vehicles”

2.4.1.2. Scheduled Maintenance. The Contractor shall notify the VMF representative when warranty/scheduled maintenance or repair is due.

2.4.1.3. Unscheduled Maintenance. Unscheduled maintenance will be performed by the contractor as required.

2.4.1.4. 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.

2.4.1.5. 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.

2.4.1.6. Response Time. Contractor will respond to service calls from the VMF representatives within 24-hours. If the service call is placed during a Japanese holiday, the contractor will respond within the first 24 hours after the holiday has concluded.

2.4.1.7. 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.

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

2.5 QUALITY CONTROL. The contractor shall utilize its existing quality control program to ensure the services are performed IAW commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non- recurrence of defective services.

2.6 QUALITY ASSURANCE. The Government will evaluate the contractor’s performance by appointing a GR to monitor performance to ensure services are received.

2.7 CONTRACTOR PERSONNEL.

2.7.1. 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.

2.7.2. 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.

2.8 GOVERNMENT REMEDIES. The Contracting Officer (KO) 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.

2.9 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 KO.

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

2.11 SECURITY AND SAFEY REQUIREMENTS.

2.11.1 Reports of Damages, Destruction, Injury, or Death

2.11.1.1. 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, servants or employees.

2.11.1.2. The contractor shall submit these reports to both the KO 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 KO within ninety- six (96) hours after occurrence of the incident.

2.11.2 Responsibility for Damages. The contractor shall immediately notify both the GR and the KO of any damage caused by the U.S. Government during the performance of this contract.

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 VMF.

3.2. Joint Inspection. Contractor’s representative, VMF 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. GENERAL INFORMATION

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. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING CRISIS IAW DODI 3020.37. IAW AFI 63-124, para 2.7.1, and DODI 3020.37. This requirement is not considered mission essential.

4.4. Insurance:

4.4.1. Japanese Road Laws

a. The contractor shall comply with Japanese 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.

4.4.2. Required Insurance (In addition to that required by Japanese Law)

All vehicles must be properly inspected in accordance with JCI requirements.

a. The USG is self-insured for loss or damage to government property and the liability of government employees for actions within the scope of their duties. The Federal Tort Claims Act covers third party claims arising from federal employee negligence in the operation of government-furnished vehicles. Rented/leased vehicles are obtained with the Air Force providing self- insurance.

b. The Contractor agrees to insert the substance of this clause, including this Paragraph in all subcontracts hereunder.

4.5 Car insurance

The company must provide standard car insurance typically offered on their vehicles. 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.