ANNEX A - Statement of Work
1. SCOPE
1.1. Purpose
1.1.1 The Canadian Armed Forces (CAF) operating in Okinawa, Japan requires ongoing vehicle rental services to support mobility within Japan. This service will be required from 01 May 2024 to 30 June 2024.
1.2 Background
1.2.1. As part of its work within Okinawa, Japan, the CAF will require vehicle rentals for the safe and secure mobility of its members.
2. REQUIREMENTS
2.1 The Contractor must provide rental vehicle services arranged through a combination of fixed contracted vehicles and optional contracted vehicles as indicated in the matrix at section 2.1.3. All vehicles must be for multiple drivers throughout their rental period.
2.1.1 Fixed quantity vehicles are required from 01 May until 08 June 2024. All rentals must be guaranteed for the entire contract period. The CAF will require up to a maximum of nineteen (19) rental vehicles for mobility within the country as well as the ability to access Kadena Air Base. The CAF requires 19 full time vehicles (15 full size sedans, 3 Vans and 1 ½ ton truck).
2.1.2 There may be a requirement to increase the number of vehicles on an “as requested” basis. This requirement for optional vehicles will be communicated to the Contractor at the earliest available time, but no later than two (2) days prior to the anticipated date.
2.1.3 Table of acceptable vehicles:
Vehicle Requirement
Vehicles Type Passengers Dates Technical Specifications FIXED Quantity Optional Quantities Dates
Full Size Sedan 4-passenger 01May – 07Jun Must have automatic transmission 3 TBD TBD
Full Size Sedan 4- passenger 08 May – 07 Jun 12 TBD TBD
Minivan 7-passenger 01 May-07 Jun 1 TBD TBD
Minivan 7-passenger 08 May – 05 Jun 2 TBD TBD
Truck - ½ ton 5-passenger 08 May – 05 Jun 1 TBD TBD
*Note – Other vehicle types can be requested through the issuance for a DND 626 Task Authorization – a list of other available vehicles will need to be provided by the Service Provider
2.2 Minimum Technical Requirements
2.2.1 In addition to the requirements outlined in para 2.1 all vehicles provided through this contract must meet the following minimum specifications:
2.2.1.1 All vehicles must be in safe operating condition according to manufactures’ specification;
2.2.1.2 All vehicles must be cleaned, mechanically inspected, and serviced prior to delivery;
2.2.1.3 All vehicles must be able to be used within Japan, including Kadena Air Base and must include unlimited mileage;
2.2.1.4 All vehicles must have no more than 75,000 kilometres on the odometer and be less than four (4) years old model at the time of delivery;
2.2.1.5 All vehicles must include two (2) sets of keys. One set will be held at the destination rental location;
2.2.1.6 SUVs and Vans must have collapsible seats to maximise available cargo space;
2.2.1.7 All vehicles must be provided with a full tank of fuel;
2.2.1.8 All vehicles must have power steering.
2.3 Mandatory Requirements:
2.3.1 In addition to the requirements outlined in paragraphs 2.1 and 2.2 above, all vehicles provided through this contract must meet the following mandatory specifications:
2.3.1.1 All vehicles must have English speaking roadside emergency service by way of a phone number that can be contacted twenty-four (24) hours a day, seven (7) days a week;
2.3.1.2 All vehicles must have functioning seat belts for all occupant positions within the vehicle;
2.3.1.3 All vehicles must be equipped with power locks and power windows;
2.3.1.4 All vehicles must be equipped with air conditioning, an interior heating system, and a radio that are in good working order;
2.3.1.5 All vehicles must have all tires in good condition, with at least 75% or greater tread life remaining;
2.3.1.6 All vehicles must have one (1) full size spare tire on a rim which is compatible with the vehicle and in good condition (with at least 75% or greater tread life remaining) along with manufacturers’ original tools necessary to change a flat tire;
2.3.1.7 All vehicles must have a reverse camera, (audible detection system may be acceptable as a substitute, only if approved by the technical authority);
3 CONTRACTOR RESPONSIBILITIES
3.1 As part of the contract, the Contractor will be responsible to provide the following services to be included in the price of any vehicle rentals:
3.1.1 The Contractor must be able to provide the services outlined in the Statement of Work throughout Japan, including Kadena Air Base;
3.1.2 The Contractor must provide vehicles in good condition, cleaned, mechanically checked and inspected prior to the start of use for any vehicles delivered;
3.1.3 The Contractor must have the specified vehicles ready at the time of the request;
3.1.4 The Contractor must provide routine maintenance and repairs from normal wear and tear as detailed in para 9;
3.1.5 The Contractor must change worn tires (below 50% tread life or 3.5mm, whichever is more);
3.1.6 If necessary, the Contractor must provide the towing and/or recovery of the vehicle from the point of vehicle breakdown to the Contractor’s repair facility;
3.1.7 The Contractor must allow the vehicle to be inspected by an appointed member of CAF prior to acceptance of delivery;
3.1.8 The Contractor must ensure that all vehicles meet Japanese safety guidelines for motor vehicles;
3.1.9 The Contractor must pay all cost associated with maintenance and repairs for rental vehicles (Parts and Labour);
3.1.10 The Contractor must, at the end of the contract and within five (5) working days, provide a written estimate for any vehicle repairs as a result of CAF use. This estimate will refer to the original vehicle delivery inspection sheet.
3.1.11 The Contractor must arrange for all pertinent documentation, including insurance, to allow for more than one driver per vehicle; and
3.1.12 Obtaining vehicle permits, license plates, and any other constraint that is required for the rental vehicles to legally operate in Japan are the Contractor’s responsibility. The administration must be completed within 48 hours of a contract request. All cost associated with insuring and maintaining the rental vehicle’s roadworthiness must be paid for by the Contractor.
3.2 The Contractor must provide a fluently speaking English point of contact to liaise with CAF representatives from the time of their quote to the completion of the contract. This representative must be available 24/7 and must have the authority to make decisions on behalf of the Contractor;
3.3 The Contractor must provide the Contract Authority with a Point of Contact (POC) for all matters relating to this SOW for rental vehicles. The POC must be available from 08:00 AM to 6:00 PM GMT+300 outside these hours, a contact person and number must be provided if different from the designated individual. These individuals must be able to communicate effectively in English;
3.4 The Contractor must replace any vehicles at no cost to the CAF if it has more than 90,000 kilometres on the odometer at any time during the contract;
3.5 The Contractor must not compromise CAF operational security and/or disclose any details about CAF and this SOW to anyone; and
3.6 The Contractor must only invoice the CAF for rental vehicles that are in fully serviceable condition and that are in the CAF’s possession.
3.7 At contract award, the Contractor must provide a price list of all types of vehicles offered by the Contractor. This list will be used when requesting vehicles on an “as and when needed basis”
4 CAF RESPONSIBILITIES
4.1 As part of the contract, the CAF will:
4.1.1 Identify an on-site Point of Contact (PoC) for the requested services at the start of the contract. This designated on-site PoC is the CAF TA (Technical Authority) or another representative for whom the work is being carried out. The TA is responsible for all matters concerning the technical requirements of the work only;
4.1.2 Provide qualified operators for each vehicle with a valid International Driving Permit (IDP)
4.1.3 Conduct daily driver inspections;
4.1.4 Investigate any damages to determine if caused by driver neglect;
4.1.5 Ensure fuel tanks are filled upon return of rented vehicles to the company;
4.1.6 Be responsible to pay all vehicle tickets and fines resulting from driver error by any CAF member and will be processed separately and not within this contract;
4.1.7 The CAF TA will inform the Contractor no later than forty-eight (48) hours before any associated vehicle cancellations, changes or termination to the rental; and
4.1.8 For optional vehicles, the Technical Authority will confirm the number of vehicles required, as a minimum, two (2) days prior to delivery.
5. VEHICLE BREAK DOWNS
5.1 In the event that a vehicle requires repairs, the Contractor must provide and deliver another vehicle as a replacement within four (4) hours. The replacement vehicle must meet or exceed the standards, size, and category of the original vehicle. Should the replacement vehicle require repairs, the Contractor must provide a replacement vehicle within two (2) hours and will not charge the CAF for the time required to provide the second replacement vehicle until it has been delivered and inspected by the TA or representative;
5.2 In the case that the vehicle cannot be replaced, the task authorization shall be terminated and an invoice will be submitted for only the rental service that was provided.
6. DELIVERY INSPECTION AND RETURNS
6.1 The Contractor agrees to repair or replace, without delay, any vehicles found with any latent problems, defects, or concealed damage when requested by the TA. No extra charges shall be incurred during the replacement or repair of the vehicle, as it is the sole responsibility of the Contractor to deliver vehicles.
6.2 The Contractor must be able to deliver the required vehicles to, and collect vehicles from, locations in the country of Japan, including but not limited to, Kadena Air Base.
6.3 All vehicles under the fixed portion of the contract must be in location and ready to use to use on 01 May 2024 at the latest.
7. ACCEPTANCE
7.1 In the event a vehicle is defective or otherwise does not conform to the requirements of this SOW, the TA or representative shall have the right to reject the vehicle.
8. TRAFFIC VIOLATIONS
8.1. The Contractor will not pay for any traffic violations. If any traffic violations are paid by the Contractor without approval from the CAF, CAF will not reimburse the amount paid by the Contractor.
9. LOSS, DAMAGE AND REPAIRS
9.1. It is expressly agreed and understood that the CAF is only responsible for losses and damages to the vehicles supplied under the SOW during the lease period that result from negligence or carelessness by members of the CAF.
9.1.1 The CAF is responsible to pay for lost or damaged keys.
9.2. The CAF is not responsible for losses or damages due to normal wear and tear and will not be liable for the cost of repairs due to rental vehicle failure or breakdown which result from normal wear and tear. Some examples of normal wear and tear are:
9.2.1. Flat tires incurred during operations on paved or gravel roads;
9.2.2. Broken deck flooring that is worn by normal use or by improper installation;
9.2.3. Metal fatigue (for example, breaks at weld, broken springs, hinges, rust, etc.);
9.2.4. Replacement of headlights, wiper blades, and other parts due to routine wear and tear; and
9.2.5. Repairs for minor damages resulting from non-negligence (for example, chips in windows, tiny dents or scratches on the doors and general body area).
9.3 Where a vehicle is returned to the Contractor in a damaged condition, the Contractor must provide to the Technical Authority a written estimate as to the cost of repair of the damage or replacement of the loss. This estimate will be provided within five (5) business days of the vehicle’s return;
9.4 In case of losses, damages, and repairs that are the responsibility of the CAF; the CAF has the right to obtain its own estimates through a third party with a 30-day period. This will validate the Contractor’s estimates. Once the value of the repairs have been established, the CAF will enter into a separate contract that is not part of the Contract, whereby the Contractor will invoice the CAF for the repairs in accordance with the new contract for the repairs;
9.5 The CAF is self-insured. Loss and theft of vehicles rented under this contract, not covered by the Contractor’s insurance and that are the responsibility of the CAF will be self-underwritten by Canada; and
9.6 The provisions above shall not be deemed to limit in anyway insurance the Contractor is obligated to hold by law or by the Contract.
10. INSURANCE
10.1 The Contractor must provide full coverage insurance on all vehicles with a zero (0) deductible for all CAF members, including:
10.1.1 Comprehensive Insurance must include a comprehensive damage waiver (CDW), insurance for bodily injury, property damage liability, and theft protection insurance (TPI) for the vehicle with zero (0) deductible;
10.1.2 The Contractor must arrange for all pertinent documentation including insurance to allow for more than one driver per vehicle. Drivers may have a minimum of age of eighteen (18) years old;
10.1.3 The Contractor must ensure that the insurance coverage is valid for all CAF members, DND employees or any other personnel as specified by the TA, driving using their International driving permits;
10.1.4 Any vehicle that has been in a collision that requires repair, the Contractor is responsible to replace the vehicle within forty-eight (48) hours of notice by the TA;
10.1.5 Proof of insurance will be provided on the delivery of any vehicles; and
10.1.6 Upon changes or updates to insurance policies, the new documents will be provided to the TA or representative.
