Vehicle Rental

COMBINED SYNOPSIS/SOLICITATION 264404 This is a combined synopsis/solicitation for commercial items- vehicle rental- prepared in accordance with the format in Subpart 12.6 of the Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This RFQ 264404, incorporates FAR provisions and clauses in effect though Federal Acquisition Circular 2005-25 and is an unrestricted procurement under NAICS 532112, Size Standard $18.5M. An award will be made using simplified acquisition procedures in accordance with FAR Part 13, as a one-year Indefinite Delivery, Indefinite Quantity (IDIQ) contract with a single 1-year option period. Minimum single order is 13 vehicles and maximum single order is 20 per year. The requirement is as follows: The USDA Forest Service, Sierra Cascade Province (SCP), requires multiple vehicles (light/medium trucks & SUV's) for seasonal use within the 3 forests comprising the SCP: Modoc, Lassen, and Plumas National Forests. The base contract includes a 1-year option period but the active-use rental period is monthly and seasonal, generally ranging from May 1 thru November 30 each year, and varying by specific vehicle and location of use. Vehicles will be operated by licensed FS personnel and subject to operation on paved roads, over narrow and unimproved roads, through mountainous, timbered terrain, where scratches and dents may occur to the body portion of the vehicles. Mileage should not exceed 1,000 miles per month/vehicle. Vehicles supplied must be 2006 model year and newer, with less than 50,000 miles and must be supplied within 48-hours notice. Types of vehicles that may be required are: Item No. 001 Vehicle Type #1: 4X4 Full-Size SUV (no Suburbans) White in color (preferred), engine- 6-cyl gas, CA emissions, automatic transmission, special traction rear axle, differential towing/mountain ration, am/fm radio, air conditioning, intermittent wipers, drivers-side airbag, mud and snow tires. Item No. 002 Vehicle Type #2: 4X4 Crew Cab (not Extended Cab) with Camper Shell White in color (preferred), 4X4 six-pack locking camper shell (18 high), - or 1-ton with single rear axle, 6 bed, engine- 8-cyl gas- minimum 5.4 liter, CA emissions, manual transmission, GVWR- minimum 11,000 - 12,000, special traction rear axle, differential-towing/mountain ratio, drivers-side airbag, camper mirrors, vinyl seats and rubber floor mats, seat covers, am/fm radio, air conditioning, intermittent wipers, mud and snow tires. Item No. 003 Vehicle Type #3: 4x4 Crew Cab (not Extended Cab) with Utility Bed White in color (preferred), 4x4 six pack with utility bed (36 high) and camper shell (18 high), - or 1-ton with single rear axle, 8 bed, engine-gas 8-cyl minimum 5.4 liter, CA emissions, transmission - manual preferred, GVWR-minimum 11,000-12,000, special traction rear axle, differential-towing/mountain ratio, camper mirrors, drivers-side airbag, vinyl seats and rubber floor mats, seat covers, am/fm radio, air conditioning, intermittent wipers, mud and snow tires. Utility bed: Low-profile, long horizontal compartment with a short vertical compartment at the rear and a tall vertical compartment in front. This will allow for carrying long tools in the horizontal compartment. One compartment must be at least 14 to allow the carrying of chain saws. Item No. 004 Vehicle Type #4: 4X4 -Ton Standard-Cab Pickup White in color (preferred), engine - gas, 8-cyl minimum 5.3 liter, 6 bed, CA emissions, special traction rear axle, differential - towing/mountain ratio, light truck mud & snow tires - minimum 16, tool cross box in bed - secure locking, vinyl seats & rubber floor mats, seat covers, am/fm radio, air conditioning, intermittent wipers, drivers-side airbag. Item No. 005 Vehicle Type #5: 4X4 Compact (Ranger-type) Extended-Cab Pickup White in color (preferred), engine - gas, 6-cyl minimum 5.3 liter, 6 bed, CA emissions, automatic transmission, special-traction rear axle, differential - towing/mountain ratio, light truck mud and snow tires - minimum 16, tool cross box in bed - secure locking, vinyl seats and rubber floor mat, seat covers, am/fm radio, air conditioning, intermittent wipers, drivers-side air bag. Item No. 006 Vehicle Type #6: 4X4 - Ton Standard Cab Pickup White in color (preferred), engine- gas, 8-cyl minimum 5.3 liter, 6'bed, CA emissions, automatic transmission, special-traction rear axle, differential-towing/mountain ratio, light truck mud and snow tires- minimum 16, tool cross box in bed- secure locking, vinyl seats and rubber floor mat, seat covers, am/fm radio, air conditioning, intermittent wipers, drivers-side air bag. Item No. 007 Vehicle Type #7: 4X4 - Ton Pickup White in color (preferred), engine- gas, 8-cyl minimum 5.3 liter, 6 bed, CA emissions, automatic transmission, special-traction rear axle, differential-towing/mountain ratio, light truck mud and snow tires- minimum 16, tool cross box in bed- secure locking, vinyl seats and rubber floor mat, seat covers, am/fm radio, air conditioning, intermittent wipers, drivers-side air bag. Item No. 008 Vehicle Type #8: 4X4 Compact Standard Pickup White in color (preferred), engine- gas, 6 cyl, CA emissions, automatic transmission, special-traction rear axle, differential- towing/mountain ration, light truck mud and snow tires, tool cross box in bed- secure locking, am/fm radio, air conditioning, intermittent wipers. Delivery locations: All vehicles are to be transported FOB to, and later returned from, one of the following national forest locations: 1) Lassen National Forest: LNF Equipment Shop, 1301 5th St., Susanville, CA 96130 2) Modoc National Forest: MNF Equipment Shop, 706 West 12th Alturas, CA 96101 3) Plumas National Forest: PNF Equipment Shop, 875 Mitchell Ave., Oroville, CA 95965 SUBMISSION OF OFFERS: Monthly rental quotes must be provided for each of the 8 Item Numbers for both the initial contract year and the single option year. The Forest Service will evaluate the quotes/offers and make an award resulting from this solicitation to the responsible vendor(s) whose quotes/offers conform to this solicitation and determined to be most advantageous to the Government based on ability to meet basic requirements, delivery, and price. Closing date and time for receipt of quotes is April 28, 2009, 12:00 p.m., (PDT). Mail quotes to: USDA Forest Service Acquisitions, Lassen National Forest, Attn: Jeff Greis, 2550 Riverside Dr., Susanville, CA 96130. Offers may also be sent via fax to 530-252-6408, or email to: jmgreis@fs.fed.us. Include your DUNS and TIN numbers in your quotes. For quotes to be considered, offerors must be registered in CCR (Central Contractor Registration- http://www.ccr.gov/) and include with their offers a completed copy of the Offerors Representations and Certifications, Commercial Items (FAR 52.212-3). The following FAR provisions and clauses apply to this RFQ, and are incorporated by reference: FAR 52.212-1 Instructions To Offerors Commercial Items (Sept 2006), FAR 52.212-3 Offeror Representations and Certifications Commercial Items (Nov 2006), FAR 52.212-4; Contract Terms and Conditions-Commercial Items (Feb 2007), and FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (May 2007). In addition, the following FAR provisions are, also, incorporated in this solicitation: 52.208-4 Vehicle Lease Payments, 52.208-7 Tagging of Leased Vehicles and 52.228-8 Liability and Insurance-Leased Motor Vehicles. ADDENDUM TO FAR 52.212-4 (also by reference) FAR 52.236-7 PERMITS AND RESPONSIBILITIES (NOV 1991) FAR 52.236-13 ACCIDENT PREVENTION (NOV 1991) 52.216-27 Single or Multiple Awards (OCT 1995) 52.217.8 Option to Extend Services (NOV 1999) NOTICE TO OFFERORS CONCERNING REPRESENTATIONS AND CERTIFICATIONS: This solicitation contains FAR Clause 52.204-7, Central Contractor Registration and FAR Provision 52.204-8, Annual Representations and Certifications. In accordance with FAR 4.1201 prospective contractors are required to submit annual representations and certifications via the Online Representations and Certifications Application (ORCA) at "http://orca.bpn.gov/". Please ensure completion prior to submission of your quote. Also note that paragraph (b) of FAR 52.204-8, applies. Quotes or offers shall contain a statement that the ORCA requirement has been made. DELIVERY/RETURN SCHEDULE (Anticipated 2009 Seasonal Schedule): Del Date/ Vehicle Type/ Del Location/ Return date 5/15/ #1/ LNF/ 10/15 5/01/ #2/ LNF/ 11/30 5/01/ #2/ LNF/ 11/30 5/15/ #2/ PNF/ 9/30 6/18/ #2/ PNF/ 8/18 6/18/ #2/ PNF/ 8/18 6/01/ #3/ TBD/ 11/30 6/01/ #4/ TBD/ 11/30 6/01/ #5/ PNF/ 11/30 6/01/ #5/ PNF/ 11/30 6/01/ #6/ TBD/ 11/30 6/01/ #7/ TBD/ 11/30 6/01/ #8/ TBD/ 11/30 MAINTENANCE AND REPAIR OF VEHICLES: A. Pre-delivery Service. All vehicles shall be serviced by the Contractor immediately prior to delivery. This service shall include oil change, with new oil, fuel filters, and full tanks of gas. B. Routine Service. The Government will perform the manufacturer's required interval routine service to the vehicles during the rental period. All fuel, lubricants, and filters necessary for operation of the vehicles will be provided by the Government as part of the routine service. C. Repairs. All repairs including parts and labor shall be the responsibility of the Contractor with the exception of flat tires. Vehicles shall be returned to use within 48-hours of breakdown or a loaner vehicle provided. In lieu of repairing the vehicle, the Contractor may furnish a like vehicle within the 48-hour period. A daily credit in the amount of the daily lease amount will be allowed by the Contractor for vehicles unavailable for service due to repairs other than tires. RETURN OF VEHICLES: Vehicles shall be returned by the government with a full tank of gas. Contractor has 48-hours from phone notification to pick up vehicle at the original delivery point. Removal of the vehicles by the Contractor shall be done between the hours of 8:00 AM and 4:00 PM Monday through Friday, except Federal holidays. BASIS FOR PAYMENT: Upon the submission of proper invoices, the government shall pay rent for each vehicle at the monthly rate specified in this contract. Vehicle rent shall begin the day after the vehicle is delivered to the possession of the Government. Rent shall not accrue for any vehicle during any period when the vehicle is unavailable or ususable as a result mechanical breakdown or due to the Contractor's failure to render services for the operations and maintenance as prescribed in the contract. Vehicle rental payments will be paid 30 days in arrears. Contractors shall submit invoices for the previous month's rental payment on a per- vehicle basis by the 15th of each month. Prorated lease payments will be based on the daily rate (1/30th of the monthly rate). FAR 52.216-22 INDEFINITE QUANTITY (OCT 1995) (a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract. (b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the - maximum. The Government shall order at least the quantity of supplies or services designated in the Schedule as the - minimum. (c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. (d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 11/30/11. FAR 52.216-18 ORDERING (OCT 1995) (a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from May 1, 2009 thru April 30, 2011. (b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control. (c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule. ORDERING PERIOD, OPTION YEAR I Upon Exercise of the option, the ordering period of this contract shall extend from May 1, 2010 to April 30, 2011. FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor prior to contract expiration; provided that the Government gives the Contract a preliminary written notice of its intent to extend at 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 24 Months. FAR 52.216-19 ORDER LIMITATIONS (OCT 1995) (a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than one (1) vehicle the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under this contract. (b) Maximum order. The Contractor is not obligated to honor-- (1) Any order for a single item in excess of 13 vehicles; (2) Any order for a combination of items in excess of 20 vehicles; or (3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in subparagraph (1) or (2) above. (c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) above. (d) Notwithstanding paragraphs (b) and (c) above, the Contractors shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within Seven (7) days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source. PUBLIC OFFICIALS NOT PERSONALLY LIABLE There shall be no personal liability upon the Contracting Officer or officer in charge, their agents or employees, for any act performed in the discharge of any duty imposed or the exercise of any power or authority conferred upon them by, or within the scope of the contract, it being understood that in all such matters they act solely as agents and representatives of the Government. Contracting Office Address: USDA Forest Service Sierra Cascade Province Acquisitions 2550 Riverside Dr. Susanville, CA 96130 Place of Performance: Modoc, Lassen, and Plumas National Forests, CA Point of Contacts: Technical: Jane Bean, SCP Fleet Manager, 530-252-6404 Contact: J. M. Greis, Contracting Officer, 530-252-6479, Fax 530-252-6408