ANNEX A - STATEMENT OF REQUIREMENT
Statement of Requirement
Rentals in Okinawa, Japan – 30 Sept 22 to 07 Nov 22
1.0 BACKGROUND
1.1 The Department of National Defence (DND) will be operating in Okinawa, Japan between the dates of 30 Sept 22 to 07 Nov 22. Fifty (50) personnel will need car rentals for a period of thirty-eight (47) days.
2.0 OBJECTIVE
2.1 The Canadian Armed Forces (CAF) has a requirement for rental vehicles, without drivers, while conducting flying operations in Okinawa, Japan during the period of 30 Sept 22 to 07 Nov.
3.0 TASKS/REQUIREMENTS
Provide rental vehicle of the following types of vehicle:
5 x full-size sedans, 11 x passenger vans, and 3 x trucks. Vehicles are to have four (4) doors and be capable of having a carrying capacity of five (5) people and their luggage (minimum two 20kg pieces of luggage per person);
3.2 The above tasks (as applicable) must be provided in accordance with the technical requirements detailed herein; requirements that MUST be met for each vehicle include:
Be in good condition, cleaned, mechanically checked, serviced and highway inspected prior to delivery.
Be no more than four years old and have no more than 75,000 kilometers.
Have air conditioning, in good serviceable working order.
Have power steering system.
Have an automatic transmission.
Have all tires in new or near new condition, with at least seventy five percent (75%) or greater tread life remaining.
Have a spare tire on a rim (compatible with the vehicle) in new or near new condition (with at least seventy five percent (75%) or greater tread life remaining) along with manufacturers’ original tools necessary to change a flat tire.
GPS rental must be provided and GPS units’ software must be updated to be current (ie within the last twelve months).
Specificationsns detailed above are the minimum requirements. The Contractor may
provide alternatives that exceed these requirements.
Insurance requirements that must be provided for each vehicle include:
Insurance that is defined as covering Collision Damage Waiver (CDW) shall be provided at a flat rate, and shown separately at Annex B. Other insurances, such as personal accident, bodily Injury, property damages, theft, and liability will be the responsibility of the individual members. Incidents as a result of driver intoxication or removal of items within the vehicle that are not as a result of theft will be the sole responsibility of the member.
The Public Liability and Property Damage (PL/PD) insurance minimum coverage of one million dollars ($1,000,000.00).
3.5 Delivery and return location:
Group
Requirement
Pick up Info
Drop Off Info
405 Sqn
5 X Sedans
11 X Passenger Vans
3 X Trucks
30 Sept 22 – Kadena Air Base
07 Nov 22 – Kadena Air Base
Delivery and inspection of the vehicles process must be completed in accordance with the following:
Upon delivery of the vehicle being provided, any damages or problems must be annotated on the Vehicle Inspection Sheet. Any vehicle that is not in a good state will not be accepted by the CAF Point of Contact.
The CAF Point of Contact reserves the right to amend the Vehicle Inspection Sheet for any latent problems.
defects or concealed damage within the first ten (10) days of delivery. Any amendments made to the Vehicle Inspection Sheet will be provided to the Contractor within 24 hours.
The Contractor agrees to repair or replace without delay any vehicles found with any latent problems, defects.
or concealed damage if so requested by the CAF Point of Contact. No extra charges shall be incurred by the CAF during the replacement or repair of the vehicle, as it is the sole responsibility of the Contractor to deliver vehicles in satisfactory condition.
The CAF Point of Contact and the Contractor shall sign duplicate copies of the Vehicle Inspection Sheet which shall be retained for use upon return of the vehicles at the termination or completion of the contract.
3.7 Acceptance of the vehicles process must be completed in accordance with the following:
At time of vehicle delivery, in the event a vehicle is defective or otherwise not in conformity with the requirements of this SOR, the CAF Point of Contact shall have the right either to reject the vehicle or have the vehicle replaced within 24hrs.
Acceptance or rejection of the vehicle shall be made as promptly as practicable.
3.8 Return of the vehicle process must be completed in accordance with the following:
The CAF Point of Contact and the Contractor shall note any damage or problems with the vehicles that do not correspond to the original Vehicle Delivery Inspection Sheet.
The CAF shall only consider damage or problems with the vehicles that do not correspond to the original Vehicle Delivery Inspection Sheet for compensation.
The Contractor must provide a written estimate for any vehicle repairs as a result of neglect by CAF use within 12 hours of the return of the damaged vehicle.
Loss, damages and repairs of the vehicles must be addressed in accordance with the following:
The CAF is NOT responsible for losses or damages due to normal wear and tear. The CAF will not be liable for the cost of repairs to rental vehicle failure or break down due to fair wear and tear. Some examples of normal wear and tear are:
Flat tires incurred during operations on paved or gravel roads;
Metal fatigue (i.e. breaks at weld, broken springs, hinges, etc);
Replacement of headlights, wiper blades, etc; and
Repairs for minor damages resulting from non-negligence (e.g. chip in window, tiny dents in doors and general body area) shall not be authorized.
It is expressly agreed and understood that the CAF is ONLY responsible for losses, damages and repairs to the vehicles supplied under the Contract during the rental period that are caused by or contributed to by negligence or carelessness of the employees, officers or agents of Canada that are not covered by comprehensive insurance.
For losses, damages and repairs that are the responsibility of the CAF and not covered by comprehensive insurance, the CAF has the right to obtain its own estimates through a third party on the identified repairs, in order to validate the Contractor’s estimates. Once the value of the repairs had been established, the CAF will enter into a separate contract whereby the Contractor will invoice the CAF for the repairs in accordance with the new contract for the repairs.
Repair and Maintenance must be completed in accordance with the following:
Maintaining vehicle from normal wear and tear.
Picking up the vehicle within 12 hours and delivers the vehicle within the following 12 hours. In the case that the vehicle cannot be repaired within the time lines, the Contractor shall provide another vehicle as a replacement. The vehicle must be of the same size and category of the original vehicle or better. Should the replacement vehicle require repairs, the Contractor must provide a new vehicle within 24 hours and will not bill Canada for the time required to provide the replacement vehicle until it has been delivered and inspected by the CAF Point of Contact.
Requirement for facilitating the processing of traffic tickets will be as follows:
All CAF personnel must pay, within the specified timeline, all parking fines or traffic tickets during the rental period.
In the event that fines have not been paid, the Contractor will invoice the CF Point of Contact for traffic tickets received as a result of offenses caused by the CF or its personnel while operating the rental vehicle (eg. speeding tickets, parking tickets). An agreement administrative fee shall be applied.
CONSTRAINTS
The Contractor will be given forty-eight (48) hours’ notice of when services requested may need to be cancelled.
Vehicles must be able to be driven by multiple drivers.
Under normal circumstances, all paperwork must be completed by the Contractor in advance of the CAF personnel arriving to expedite the vehicle pick up process as quickly as possible.
CAF will permit personnel between 21 and 24 years old, to drive rental vehicles as long as they are driving on authorized Canadian government/Canadian military business. A surcharge will be allowed as shown in Annex B - Basis of Payment.
5.0 RESONSIBILITIES
Contractor Responsibilities
Contractor must provide vehicles that have a minimum of a one quarter (¼) tank of fuel upon issuance and agree to accept the vehicle to be returned with the same quantity of fuel that it was issued with.
Contractor must provide a local point of contact and provide a contact number for a Contractor representative to respond to CAF queries on a twenty four (24) hours, seven (7) days a (24/7) week basis. Local is defined as being resident in the vicinity of Okinawa to where the vehicle(s) are being rented. This point of contact must have the authority to liaise with the CAF Point of Contact on site and ensure any issues can be resolved promptly.
The Contractor must ensure that all documentation, including insurance, to allow more than one driver per vehicle is prepared and provided at no extra cost to the CAF. This documentation will be provided to the CAF Point of Contact at vehicle pick up.
CAF Responsibilities
The CAF will provide fuel for the vehicles while in their use.
The CAF will ensure that each vehicle will be returned with the same quantity and type of fuel (diesel or gasoline) it was issued with.
The CAF will contact police to file and obtain a police report for any loss, damages and repairs to the vehicle. The police report will determine liability for damages for the purposes of insurance.
6.0 DELIVERABLES
6.1 The Contractor must provide the following deliverables in accordance with this statement of requirement on an as-and-when requested basis.
Rentals of the following types of vehicle:
5 x Full-size Sedan
11 x Passenger Van
3 x Truck w Hitch
Assist the processing of traffic violations by ensuring the CAF Point of Contact is provided the information as quickly as possible. Ensure all information relevant to the rental vehicle involved in the violation is provided (ie vehicle type, tag number, pick up and drop off dates).
7.0
MECHANICAL BREAKDOWN
7.1 In the event that a rental vehicle mechanically breaks down, it must be replaced promptly
with a similar vehicle. If it cannot be replaced promptly with a similar vehicle, the
Contractor will upgrade, at the same rate as the broken rental vehicle, to the next
available category; or provide a similar vehicle from another rental agency at the same
rate as that of the broken rental vehicle.
