SOLICITATION NOTICE
V -- Automobile Rental Services
- Notice Date
- 4/9/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of Health and Human Services, Program Support Center, Division of Acquisition Management, Parklawn Building Room 5-101 5600 Fishers Lane, Rockville, MD, 20857
- ZIP Code
- 20857
- Solicitation Number
- 03X800241
- Archive Date
- 5/8/2003
- Point of Contact
- Anita Nearhoof, Contract Specialist, Phone 301-443-5312, Fax 301-443-3849, - Janet Miller, Contracting Officer, Phone 301-443-2478, Fax 301-443-3849,
- E-Mail Address
-
anearhoof@psc.gov, jmiller@psc.gov
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation shall not be issued. This solicitation number 03X800241 is issued as a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-12, dated January 24, 2003. This RFQ is to provide automobile rental services to various agencies and employees of the Department of Health and Human Services (DHHS). The period of performance shall be a base year of 3 months, plus 4 - 12-month option periods. Background: DHHS currently operates motor pools under which Government leased or owned vehicles are provided to employees with a minimum of administrative effort. DHHS wants to replace the motor pools with the use of rental cars on an as needed basis and wants the rental process to involve a minimum of administrative effort. Statement of Work: The Contractor shall provide small and mid-size vehicles and mini-vans for use between sites in the Washington, D.C. metropolitan area. On occasion, a vehicle may be needed for travel to the Baltimore and Philadelphia metropolitan areas. Rental shall general be one business day; however, overnight travel may be required on an infrequent basis. It is anticipated that no more than 15 vehicles will be needed at any one time. However, no minimum number of vehicles per day is guaranteed and vehicle distribution among the three classes of vehicles may not be balanced. The Contractor shall deliver vehicles to the sites identified below. A secure parking area will be provided at each site. Each site will have a secure staffed desk where the Contractor can deposit keys and the paperwork for each vehicle delivered. The Government will not provide transportation to return rental agency personnel to their work sites. All vehicles except for overnight rentals will be returned to the secure parking area at the end of the rental period and shall be picked up by the rental agency prior to 6:00 a.m. the next business day. All vehicles must be cleaned and serviced prior to successive rentals. In all cases, rental vehicles shall have all required documentation, such as a copy of the contract and registration with the keys and shall be ready for immediate departure by the traveler. Vehicle drop off points are: Program Support Center National Institutes of Health 5600 Fishers Lane 1 Center Drive Rockville, MD and Bethesda, MD Visitor's Parking Lot B1 Parking Lot The location of the secured desk at each site will be provided after award. Mileage and Fueling: Unlimited mileage is required for each rental vehicle. The Contractor shall refuel all vehicles. A review of pricing for fuel shall occur during the third month of each quarter, beginning with the second full quarter in the first performance period. In conducting a fuel price review, the Government will survey no less than five (5) commercial fueling stations in Rockville, MD, and will determine an average per gallon price for 87-octane fuel. Fuel prices charged by the Contractor shall not exceed that average. Ordering of Vehicles: The Government will notify the Contractor prior to noon the business day before rental vehicles are required. The notification to the Contractor will include the number and types of vehicles, the location of the drop off, and the earliest time that the vehicle can be dropped off. The rental period shall not commence earlier than the time identified in the notification for drop off. There may also be the need to request a "last minute" or emergency vehicle after the deadline mentioned above. Authorized Drivers: All Government employees in the vehicle with a valid driver's license shall be authorized to drive the rental vehicle, unless individually restricted by the operator's license. Liability and other insurance: Government personnel will not be subject to any fee for loss to the vehicle for Collision Damage Waiver, and, in the case of an accident, will not be responsible for the loss or damage to the vehicle, except as stated below. The Contractor shall maintain in force, and at its sole cost, insurance coverage or a duly qualified self-insurance program, which will protect the United States and its employees against liability for personal injury, death and property damage arising from each use of a vehicle. Personal injury/wrongful death limits shall be equal to the highest minimum for the state and/or District of Columbia in which the vehicle operates during each rental. The conditions, restrictions and exclusions of the applicable insurance for any rental shall not be less favorable to the Government and its employees than the coverage afforded under standard automobile liability policies. Where more favorable terms are available, those terms shall be automatically extended. Standard coverage shall include mandatory no-fault insurance where required by law. The Contractor warrants that to the extent permitted by law, the liability and property damage coverage provided are primary in all respects to other sources of compensation, including claims statues or insurance available to the Government, renter or additional authorized driver. Proof of such insurance shall be provided. The Contractor assumes and shall bear the entire risk of loss or damage to the rented vehicles (including costs of towing, administrative costs, loss of use and replacements), from any and every cause whatsoever, including, without limitation, casualty, collision, fire, upset, malicious mischief, vandalism, tire damage, falling objects, overhead damage, glass breakage/cracking/chipping, strike, civil commotion, theft and mysterious disappearance, except where such loss and/or damage is caused by one or more of the following: a. An accident due to negligence on the part of a Government driver, where there is credible evidence of such negligence, such as a police report citing the driver for a traffic violation. b. Obtaining the vehicle through fraud or misrepresentation c. Operating the vehicle under the influence of alcohol or any prohibited drugs d. Use of the vehicle for illegal purposes e. Use of the vehicle in pushing or towing another vehicle f. Using or permitting the vehicle to be used for hire g. Operating the vehicle in any training maneuver or for any purpose other than that for which vehicles of this type are normally rented by a private citizen h. Operating the vehicle in a test, race or contest of any kind i. Operation of the vehicle by an unauthorized driver j. Operating outside of the United States unless specifically authorized at the time of rental k. In the event the vehicle is stolen and the renter cannot produce keys to the vehicle, unless a formal Police report indicates the keys were stolen through some form of theft or robbery l. Operating of the vehicle off paved, graded and professionally maintained roads or driveways. These exceptions are not valid where prohibited by state law. Vehicles: The vehicles shall be well maintained, insured, properly licensed and clean for each use. All vehicles shall meet all state and local safety standards, shall be no more than two years old and will have no more than 40,000 miles on the odometer at the time of delivery to the site. The vehicle shall have a full gas tank at the time of rental, minus whatever gas is consumed in moving directly from the rental location to the drop off point. Such fuel usage is expected to be negligible. It shall be the Contractor's responsibility to refuel all rented vehicles. The Contractor shall provide renters with a 24-hour telephone number for reporting accidents, disabled vehicles and for requesting a replacement vehicle, if necessary. Inoperative rental vehicles within 25 miles of either the Fishers Lane location or the Center Drive location shall be replaced within two hours. The renter of a vehicle involved in an accident shall, in all cases, file a police report and provide a copy of that police report to the rental agency and the Government Project Officer. Renters shall, in addition, complete a rental company accident report, if so requested. Liaison: The Government will operate a Vehicle Transportation Office (VTO). This office will order vehicles and monitor changes in fuel costs. The Contractor shall appoint a liaison as a specific point of contact for this requirement. Pricing: Vehicle rates shall operate throughout the performance period. The Contractor may, at the Contractor's own initiative lower prices or offer special rates that are available to consumers, but may not increase prices. (Prices shall be quoted on a per vehicle/per daily use basis) Line Requirement Performance Period 1 Performance Period 2 Performance Period 3 Performance Period 4 Performance Period 5 001 Make up to 15 compact and/or mid size vehicles available on any given day during the performance period (Separate pricing shall be provided for each class of vehicles) 002 Make up to 3 minivans available 003 87 Octane, unleaded fuel (pricing on a per gallon basis, for the period from start through end of period of performance 004 Weekly Rates (Separate pricing shall be provided for each class of vehicles) 005 Pricing for Last Minute/Emergency Requests Performance Standards: The Contractor's performance shall be measured as follows: Performance Requirement Performance Standard Performance Measure Negative Incentive "Clean, licensed, insured, well-maintained vehicles, delivered on time, to the appropriate locations. Customer requirements are met. Observation of the Vehicle Transportation Officer and survey of customer satisfaction after use. * Vehicle delivered late ? 2 points * Vehicle inoperable at pick up ? 4 points * Vehicle inoperable during use ? 3 points * Vehicle registration expired ? 5 points * Vehicle not delivered to proper location ? 3 points Any combination leading to 15 points in a given month, or any part of an additional 15 point "block" results in $250 deduction from payment due contractor. Uninsured vehicle. Government is not unnecessarily exposed to liability risk. Accident investigation determines government driver not at risk, but Contractor seeks damage recovery from Government Deduct full damage claim from payment to contractor. Contractor unable to provide vehicle. Customer requirements are met. All vehicle rental requirements are met Late vehicle (above) is a vehicle delivered 60 minutes or less after scheduled time. Anything beyond 60 minutes is an undelivered vehicle Value of renting from another company is deducted from any invoice due this contractor. Technical Evaluation Criteria: Proposal will be technically evaluated as follows: 1) Understanding the Requirement. Offerors will be evaluated on how well they propose to meet this requirement. The offeror shall explain how they can use technology to facilitate ordering and invoicing processes. (40 points) 2)Offerors shall describe how they will handle emergency requirements, including the shortest notice time available, and how it will affect price, if at all. (40 points) 3) Liaison Responsibilities. The offeror shall provide a detailed explanation of the liaison's qualifications, including their level of authority to deal with situations that may arise under this contract. (20 points) Technical and cost are considered equal. Award will be made to the offeror whose proposal represents the best value to the Government. The provision at FAR 52.212-1, "Instructions to Offerors-Commercial Items", and 52.212-2, "Evaluation-Commercial Items" is hereby incorporated by reference. Each offeror shall include a completed copy of the provisions at FAR 52.212-3, "Offerors Representations and Certifications-Commercial Items" and their Dunn & Bradstreet number with their quote. Offerors wishing to respond to this solicitation shall provide this office with a price quote for the requested items, along with the required representation and certification. Offerors not in possession of the full text may contact this office and a copy shall be provided, or they may be accessed electronically at the following address: http://www.arnet.gov/far/. The FAR clause 52.212-4, "Contract Terms and Conditions-Commercial Items" and Clause 52.212-5, "Commercial Items" are applicable to this requirement. All questions concerning this RFQ must be submitted in writing to the Contract Specialist. PLEASE NOTE THAT ANY AMENDMENTS TO THIS SOLICITATION SHALL BE PROCESSED IN THE SAME MANNER AS THIS SYNOPSIS/SOLICITATION. ALL QUOTES MUST CLEARLY INDICATE THE SOLICITATION NUMBER 03X800241 and be sent to the Contract Specialist's attention at the above address or faxed to the Contract Specialist's attention at 301-443-3849. All quotes from responsible sources, fulfilling the requirements of this solicitation, shall be considered if received by 3:00 pm, April 23, 2003.
- Place of Performance
- Address: 5600 FISHERS LANE/ROCKVILLE/MD
- Zip Code: 20857
- Country: USA
- Zip Code: 20857
- Record
- SN00299464-W 20030411/030409213432 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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