B08_SOW_Golf_Cart_Rentals_.pdf

National Park Service U.S. Department of the Interior

Passenger Cart Rentals 2024 1551 Trap Road Vienna, VA, 22182 National Park Service Wolf Trap National Park for the Performing Arts (WOTR)

Date: January 23, 2024

STATEMENT OF WORK FOR Passenger Carts Rentals

1. BACKGROUND

Wolf Trap National Park for the Performing Arts is an urban park established for the presentation of the performing arts. The park holds performances at the Filene Center between the months of May and mid-September each year. During the upcoming 2024 season the Filene Center will hold performances of upwards of 7000 guests nightly. Some past awards for gasoline or electric-powered carts were unable to transport the required volumes of people daily and for the season.

This was especially true for the older electric-powered carts with lead-acid cells which occasionally were unable to ascend even the gentle slopes in the park as their battery power diminished (sometimes completely losing power before their daily requirement was fulfilled).

GSA Schedules exist for purchase and lease of vehicles but not for short term rental.

2. PURPOSE

Wolf Trap National Park for the Performing Arts ("Wolf Trap") requires rental of five (5) vehicles with six (6) passenger capacity electric golf cart type vehicles for transporting visitors with accessibility needs during its Summer 2024 performance season (May 2024 to September 2024).

3. GENERAL

A. The Contractor, not as an agent of the Government, shall provide delivery and pick up of the rental or leased equipment. Contractor shall schedule and coordinate in accordance with the Government requirements to assure effective and economical completion of all contract actions described herein.

B. Travel: The contractor shall be responsible for all travel necessary to complete the work described in the Scope of Work.

4. REQUIREMENTS

A. Deliver five (5) rented passenger electric power carts to 1551 Trap Rd, Vienna VA

22182 by May 1 every year and pick up by September 30 every year. Exact pick delivery and retrieval of golf cart can be coordinated with the contract officer representative every year as exact delivery and retrieval dates may change.

1) The carts shall be able to traverse up and down paved and sloped inclines for continuously for several hours while fully loaded.

2) Each cart must be electric powered with recharging equipment included.

3) Each must be able to transport driver and five passengers continuously for several hours before and after each show, traversing up and down sloped, paved streets.

4) The carts shall be canopy-covered, have windshield, headlights, horn, taillights and directional signals.

5) The carts shall have the industry standard golf cart tires (factory) measure 18″ tall (outer diameter) x 8.5″ wide (across the tread) x 8″ at the bead (inner diameter).

6) The carts shall be low profile to allow for easy access for those with accessibility challenges.

7) Carts supplied will be no older than 2 years old.

8) Batteries supplied shall be a new set.

B. Schedule pick up of the five (5) rented passenger carts electric-powered from 1551 Trap Rd, Vienna VA 22182 at the conclusion of the period of performance.

C. Be responsible for any maintenance coverage of any normal wear and tear to the equipment.

D. Remove and replace any failed equipment within 24 hours of notification of any such failure.

5. LIMITATIONS AND WORK CONDITIONS

The following Park Specific conditions may be applicable to work within park boundaries.

A. WEATHER – Sudden and dramatic changes in climate conditions are common. The contractor must be prepared to alter work plans and provide protection for workers and equipment.

B. CLOSURES – Park officials may close portions of the park at any time to protect visitors from hazardous conditions or to implement official duties of the park.

C. EQUIPMENT SECURITY – Nearly all Park land is accessible by the public 24-hours a day throughout the year. Contractor must make delivery to a park location as designated by the COR/POC and must supply two (2) keys per unit given directly to COR/POC or their designee.

D. RESOURCES – As a unit of the National Park System, the Park is tasked to preserve unimpaired its natural and cultural resources and values. The contractor shall make every effort to ensure no impacts are made deleterious to these resources.

E. INVASIVE EXOTICS – To reduce the chance that harmful, non-native plants or organisms will be transported from off-Park locations to the delivery site, the contractor, prior to entering the Park, shall clean all soils, roots, seeds, and other sources of plant parts and pathogens from carts supplied for this contract.

F. WILDLIFE – All wildlife is protected within the park boundaries. Some species that reside in the park receive special State and Federal protection due to their rare, threatened, or endangered status. Few wildlife species present any danger to individuals working within the park. Species that have the potential to do harm to individuals can usually be avoided. Unless wildlife is presenting an immediate threat to individuals, harassment or destruction of wildlife is strictly prohibited.

G. DELIVERIES --No deliveries are permitted on federal holidays or weekends.

Exemptions to these requirements may be requested to the COR/POC at least three (3) business days prior to the requested schedule change.

6. CONTRACTOR’S USE OF PREMISES

A. The contractor is responsible for acknowledging and shall abide by all the laws, regulations, and codes, set forth by United States Codes Title 16, Title 18, and Title 54. It is the contractor’s responsibility to stay current, informed, and knowledgeable on all updates or amendments associated with these U.S. Codes.

B. The contractor is responsible for acknowledging and shall abide by all laws, regulations, and codes, set forth by Title 36 of the Code of Federal Regulations (36CFR).

It is the contractor’s responsibility to stay current, informed, and knowledgeable on all updates or amendments associated with 36CFR.

C. The contractor is responsible for acknowledging and shall abide by all laws, regulations and codes set forth by Wolf Trap National Park for the Performing Arts’ Superintendent’s Compendium, which gathers authority from {36 CFR 1.7(b)}. The Superintendent’s Compendium grants authority to each park superintendent to develop and establish regulations that are more or less restrictive than a given regulation in a certain instance. It is the Contractor’s responsibility to stay current, informed, and knowledgeable on all updates or amendment associated with the park specific Superintendent’s Compendium.

It is typically updated each year; however, it can be amended at any time at the discretion of the park’s superintendent.

D. The contractor is responsible for acknowledging and shall abide by all laws, regulations and codes set forth by the cities, counties, and states in which work is being performed.

7. PERIOD OF PERFORMANCE (options for four additional contracts) Initial Year = May 1, 2024 – April 30, 2025 Option Year 1 = May 1, 2025 – April 30, 2026 Option Year 2 = May 1, 2026 – April 30, 2027 Option Year 3 = May 1, 2027 – April 30, 2028 Option Year 4 = May 1, 2028 – April 30, 2029

8. THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR

CONTRACT ADMINISTRATION

A. Contracting Officer: The Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO, is authorized to amend, modify, or deviate from the contract.

https://uscode.house.gov/browse/&edition=prelim https://uscode.house.gov/browse/&edition=prelim https://uscode.house.gov/browse/&edition=prelim https://www.govinfo.gov/app/collection/cfr https://www.nps.gov/wotr/learn/management/compendium-of-regulatory-provisions-wolf-trap-national-park-for-the-performing-arts.htm https://www.nps.gov/wotr/learn/management/compendium-of-regulatory-provisions-wolf-trap-national-park-for-the-performing-arts.htm

B. Contracting Officer's Representative (COR): The COR will be designated in writing at the time of award to assist the CO in the day-to-day on-site administration of the contract requirements. The responsibilities of the COR include but are not limited to the following as specified in their appointment letter.

1) Determining the compliance and adequacy of performance by the Contractor in accordance with the terms and conditions of this contract.

2) Ordering re-performance of unacceptable work or performance by other mean, etc.

C. Point-of-Contact (POC): The POC will be used if an official COR cannot be designated at the time of award. The POC will not be designated in writing and will assist the CO/COR in the day-to-day on-site administration of the contract requirements.

9. DESIGNATION OF CONTRACTING OFFICERS REPRESENTATIVE (COR)

A. The Contracting Officer will designate a certified FAC-COR as the Contracting Officer's Representative (COR) at time of award. The COR will receive a designated COR Appointment Letter.

B. The COR is responsible for administering the performance of the equipment supplied under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by a proper contractual document executed by the Contracting Officer prior to completion of the contract.

C. The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly.

(This does not apply to individual assignments which were issued by the Contracting Officer’s Representative provided they do not affect the delivery schedule or performance period stated in the contract.)

D. On all matters that pertain to the contract terms the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the Contracting Officer’s Representative requests effort outside the scope of the contract, the Contractor should so advise the Contracting Officer’s Representative. If the Contracting Officer’s Representative persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

E. The COR's major duties and responsibilities are contained in the Forest Service Handbook of Contract Administration. The COR is delegated full authority under this contract except for the following actions which are reserved for the Contracting Officer:

1) Approve Change Orders and Modifications

2) Take action to terminate the contract for default or Government convenience.

3) Make contract adjustments under the Differing Site Conditions clause.

4) Grant extensions of contract time.

5) Approve assignment of claims.

6) Make final decisions under the Disputes clause.

7) Make final acceptance under the contract.

8) Make final decisions under the Suspension of Work clause.

9) Make equitable adjustments.

10) Authorize change in amount of Payment Retention.

11) Approve subcontractors.

12) Approve payments with deductions or final payment.

13) Approve use and possession prior to completion.

14) Enforce the warranty provisions.

15) Issue any direction that would result in a possible change to contract requirements.

10. POINT OF CONTACT (POC)

A. The POC will be used if an official COR cannot be designated at the time of award.

The POC will not be designated in writing and will assist the CO in the day-to-day on-site administration of the contract requirements.

B. The POC is responsible for administering the performance of the equipment under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by a proper contractual document executed by the CO prior to completion of the contract.

C. The CO should be informed as soon as possible of any actions or inactions by the Contractor or the Government which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly. (This does not apply to individual assignments which were issued by the CO provided they do not affect the delivery schedule or performance period stated in the contract.)

D. On all matters that pertain to the contract terms the Contractor must communicate with the CO. Whenever, in the opinion of the Contractor, the POC requests effort outside the scope of the contract, the Contractor should so advise the CO. If the POC persists and there still exists a disagreement as to proper contractual coverage, the CO should be notified immediately, preferably in writing if time permits. Proceeding with delivery without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

E. The POC has limited authority under this contract and responsibilities may include, but are not limited to:

1) Determining the compliance and adequacy of performance by the Contractor in accordance with the terms and conditions of this contract.

2) Ensuring adequacy of schedule and Quality Control Plan, including changes.

3) Ordering re-performance of unacceptable work or performance by other means, etc.

4) Approval of invoices and submitted reports.

11. SUBMITTAL PROCEDURES:

A. Bidder shall state in their bid the make and model of the proposed cart to fulfill this contract.

B. Bidder should attach any available specification document and picture of proposed equipment.

12. PAYMENT

A. A pencil copy submittal of invoicing shall be sent electronically via email to the COR/POC for review and recommendation, prior to the submission of the invoice in IPP.

Once the COR/POC has reviewed the pencil copy and believe it to be accurate, they will, in writing, recommend that invoicing be submitted in the Government’s Invoice Processing Platform (IPP). Pencil copies submitted in IPP without the recommendation of the COR/POC may be rejected.

B. Payment for this procurement shall be processed using the Government’s Invoice Processing Platform located at www.ipp.gov. It is important to note, if a Contractor is experiencing issues or needs assistance submitting a pay application, that they contact IPPs Customer Support at 866-973-3131 Monday – Friday 8:00 am – 6:00 pm ET. They have the capability of providing step-by-step instructions.

C. Payment can be submitted as a lump sum for the entire lease or rental when the period of performance is complete and accepted by the Government or monthly schedules can be used for progress payments.

13 QUALITY ASSURANCE AND CLOSEOUT

A. When the contractor has supplied the equipment outlined above for the duration of this contract, a release will be signed and a final payment will be made.

http://www.ipp.gov/