B06 Industry RFI with Comments for JPMRC 27-01 OahuPTA NTV Rentals.pdf

Questions and Answers for JPMRC 27-01 Contract : W91QVP-27-Q-A017

Service/Supply Description: JPMRC 27-01 OAHU/PTA NTV Rentals

# Question Text Response Text 1 Partial CLIN / Oahu-only quote: Section L requires “total pricing for all

Contract Line-Item Numbers (CLINs)” and “complete, accurate pricing for all CLINs listed.” May the Government evaluate and consider for award a quotation that prices only CLIN 0001 (Oahu 6×15-passenger vans) and omits or marks “no bid” on CLIN 0002 and CLIN 0003? If not, will the Government entertain award of CLIN 0001 alone from a complete three- CLIN quote under FAR 52.212-2(c) (acceptance of part of an offer)?

The Government will not evaluate or consider quotations that price only CLIN 0001. Offerors must provide complete pricing for all CLINs as required in Section L. The Government will not make award on CLIN 0001 alone from an otherwise complete three-CLIN quotation.

2 Age / mileage: Salient Characteristics require vehicles ≤5 model years and ≤50,000 miles at pickup. Will the Government consider an alternate comparable vehicle that exceeds either limit only if documented FMC with full maintenance records, or is the age/mileage ceiling absolute (pass/fail)?

No. The age and mileage thresholds (≤5 model years and ≤50,000 miles at pickup) are absolute, pass/fail requirements. Alternate vehicles exceeding either limit will not be accepted.

3 4-hour replacement (Oahu / CLIN 0001): For CLIN 0001 on Oahu, does “within 4 hours” run from contractor notification, and is a temporary comparable vehicle acceptable for the full 4-hour clock while a permanent replacement is mobilized on-island? Any preferred staging / handoff location relative to HNL?

The 4-hour replacement requirement begins at the time of Government notification to the Contractor.

Use of a temporary comparable vehicle may be considered on a case-by-case basis while a permanent replacement is mobilized. Replacement vehicles shall not incur additional costs to the Government and must be approved by KO.

4 HNL pickup vs alternate Oahu delivery: For CLIN 0001, is Daniel K. Inouye International Airport (HNL) the required primary pickup/return point, or may the contractor propose an alternate Oahu commercial location (e.g., near-island fleet yard) if Government drivers can meet there? Any staging constraints at HNL vs off-airport handoff?

Daniel K. Inouye International Airport (HNL) is the primary pickup/return location. However, the Government may consider an alternate commercial location if it is determined to be in the best interest of the Government and does not hinder mission requirements.

5 Counter / all-inclusive: Salient 4.0.h prohibits counter agreements/waivers. Please confirm that execution under the awarded contract alone (no U-Haul/dealer consumer contract at pickup) is acceptable, and that commercially unavoidable pass-throughs (if any) must be absorbed in the FFP unit price rather than billed to the Government.

Quotes shall be all inclusive and must be absorbed in the Firm fixed Price provided in the Solicitation.

6 Roadside fees: Please confirm that “no additional per-incident fees” for 24/7 roadside means the contractor may not charge the Government for tow/jump/lockout/tire events when the vehicle is inoperable through no fault of the Government, even if the underlying commercial roadside provider itemizes those events internally.

Confirmed. Under the FFP structure, the price must be all-inclusive, and no additional per-incident roadside fees (tow, jump, lockout, tire, etc.) may be charged to the Government when the vehicle becomes inoperable through no Government fault.

7 Funds / award timing: The solicitation states funds are not currently available. If award is delayed past 10 October 2026, will the Government extend PoP Day-for-day, issue a bilateral schedule mod, or expect the contractor to hold the quoted FFP unchanged for a later start within the 60-day quote validity?

In the event funds are not readily available at period of performance start date, the Contracting office will notify the Contractor in advance and will issue a modification on the award to adjust the dates accordingly.

8 Section 1.0 of the Salient Characteristics states that Government personnel will conduct pickup and return at Kona International Airport, Hilo Airport, and Daniel K. Inouye International Airport, as applicable.

Please identify which Big Island vehicles are to be picked up and returned at KOA and which, if any, are to be picked up and returned at

ITO.

Kona International Airport (KOA) is the preferred pickup and return location for all Big Island vehicles. If any vehicles must be positioned at Hilo International Airport (ITO), the Government will specify those requirements in advance.

9 Please confirm that the four-hour period begins when the contractor is notified that the vehicle is inoperable. Please also confirm whether the temporary comparable vehicle must meet the same seating or vehicle-class requirement as the disabled vehicle, or whether another commercially comparable vehicle may be used temporarily until the specified replacement vehicle becomes available

The four-hour replacement requirement begins at the time the Government notifies the contractor that the vehicle is inoperable. A temporary comparable vehicle may be accepted on a case-by-case basis while a full replacement is mobilized. Replacement vehicles shall not incur additional costs to the Government and must be approved by KO.

10 Please confirm whether a commercial rental provider may require the Government driver to present a driver's license and acknowledge receipt of the vehicle without executing any additional contractual terms, waivers, insurance elections, or rental agreements.

A commercial rental provider may require the Government driver to present a valid driver’s license and acknowledge receipt of the vehicle, provided no additional contractual terms, waivers, or consumer rental agreements are executed prior to KO approval.

11 M3 Global may utilize commercial rental providers in performance of the requirement. Please confirm that an offeror may communicate the minimum vehicle specifications, quantities, locations, dates, insurance requirements, roadside-assistance requirements, and replacement requirements necessary to obtain commercial supplier or subcontractor quotations, provided that the offeror does not disclose its own pricing, proposal content, Government communications, competitor information, or other procurement-sensitive information.

Offerors may communicate minimum vehicle specifications, quantities, locations, dates, insurance requirements, roadside-assistance requirements, and replacement requirements to potential suppliers or subcontractors as necessary to obtain quotations. Offerors must not disclose pricing, proposal content, Government communications, competitor information, or any procurement-sensitive information. This level of communication is permissible and does not violate Section L, Paragraph 10.

12 Please confirm whether these records are required as part of the quotation submission or are to be provided at vehicle pickup and acceptance.

Maintenance and service records demonstrate compliance with manufacturer recommendations are not required as part of the quotation submission. These records must be provided at the time of vehicle pickup and acceptance to verify compliance.

13 Please confirm that the Government requires true four-wheel-drive capability rather than an all-wheel-drive pickup or equivalent vehicle.

The Government requires true four-wheel-drive (4×4) capability for CLIN 0002 due to mission terrain analysis. An all-wheel-drive pickup or equivalent vehicle does not meet the requirement.

14 Section L, Item 1 and Section M, 52.212-2(c): Will the Government accept a quote on a single CLIN (CLIN 0003, PTA) and make award by CLIN? Or must offerors price all three CLINs to be considered technically acceptable?

The Government will not evaluate or consider quotations that price only CLIN 0003. Offerors must provide complete pricing for all CLINs as required in Section L. The Government will not make award on CLIN 0003 alone from an otherwise complete three-CLIN quotation.

15 Section C and Section M, vehicle type and seating capacity for CLIN 0003: Would the Government accept two 12-passenger Mercedes-Benz Sprinter vans (2024 and 2025 model year) and one 15-passenger Mercedes-Benz Sprinter van (2025 model year), all at or under approximately 20,000 miles and equipped with high-capacity rear air conditioning, in place of 7-8 passenger vans? Each van holds 10+ pieces of luggage in a dedicated rear cargo area at full seating, so personnel and their gear travel together without a separate cargo vehicle.

The Government will evaluate alternative vehicle configurations to determine whether they meet or exceed the minimum required seating, cargo capacity, mileage, and safety standards. Acceptance is not guaranteed until technical review confirms compliance with all salient characteristics.

16 Section B, CLIN 0003 quantity: Would the Government consider two (2) 15-passenger Mercedes-Benz Sprinter vans (30 seats total) in lieu of

Any alternative that increases total seating/cargo capacity may be considered; however, the three (3) 7-8 passenger vans (21-24 seats total)? This would provide greater total seating and cargo capacity while requiring fewer drivers.

Government must verify that the proposed configuration fully satisfies mission requirements, does not introduce operational limitations, and aligns with the intended CLIN structure.

17 Section L, Item 1, solicitation attachments: Please confirm the complete list of attachments that form part of this solicitation (including the Statement of Work) and whether a separate Order Form is required with the quote.

A complete submitted Solicitation response will include:

- Complete and signed solicitation document

- Complete order form with Contractor pricing

18 Section F, delivery and access for CLIN 0003: Please confirm the pickup and return location for the PTA vehicles. Is Kona International Airport (KOA) acceptable, or is delivery to PTA or Hilo International Airport (ITO) required? If contractors must enter PTA for delivery or replacement vehicles, what installation access process applies, and can it be completed before the period of performance to support the replacement response time?

The Government will clarify whether KOA, ITO, or PTA delivery is required. If contractor entry to PTA is necessary, the contractor must comply with installation access, background check, and badging procedures prior to the period of performance.

19 Section B, Unit of 'Each': Should the unit price reflect one vehicle for the entire period of performance (10 OCT 26 through 25 NOV 26)?

Unit prices will consist of rates covering 1 vehicle per day. In the event we need to add an additional vehicle or plus/minus period of performance dates rates will be used to calculate cost difference.

20 Damage and liability: The solicitation does not specify responsibility for damage to contractor vehicles during Government use. Will the Government be responsible for damage beyond normal wear and tears (including collision, off-road, and interior damage)? If so, what process should the contractor use to document and submit damage claims? If not, should offerors include damage risk costs in the unit price?

The Government’s responsibility for damage beyond normal wear and tear will be governed by applicable FAR clauses and the terms of the solicitation. In the event damages are done beyond normal wear and tear the Contractor may submit a claim via email with the Contracting Officer and the review process will take place. Vendors must provide documents to support their claim.

21 Vehicle condition documentation: The SOW states that no separate rental agreement, waiver, or supplemental terms will be required at pickup. May the contractor conduct a joint vehicle condition inspection (photos and a condition checklist, with no terms or conditions) at pickup and return to document vehicle condition?

A non-contractual, factual condition inspection (photos/checklist) may be permitted, provided it does not incur additional costs to the Government and adds no additional terms or conditions. It shall not conflict with Section C/SOW or Government acceptance procedures.

22 Vehicle use: Will vehicles be operated only by U.S. Government personnel, or also by multinational partner personnel? Will vehicles be operated on unimproved or range roads at PTA, or primarily on paved roads?

U.S Government Personnel. Both Paved and unimproved or range road.

23 FAR 52.217-8, Option to Extend Services: Does the Government anticipate exercising this option? If exercised, how would the extension rate be calculated when the unit price covers the full period of performance (for example, prorated daily)? Could the notice period be longer than 24 hours prior to expiration?

The Government may exercise the option based on mission needs. If exercised, pricing will be prorated consistently with the established CLIN structure.

The notice period will follow the clause requirements unless modified.

24 Section G, invoicing: May the contractor invoice monthly in WAWF for services rendered, or only upon completion of the period of performance? Please also confirm the WAWF document type (for example, Invoice 2in1).

Because the period of performance is a short duration, the vendor will only submit invoice upon completion of the PoP. Utilizing the WAWF (2In1 Invoice)

25 Mileage: Are vehicles expected to have unlimited mileage for the period of performance?

Unless otherwise stated, vehicles must support unlimited mileage during the period of performance, consistent with typical Government rental requirements.