3c_SOW Bus Athletics SAP 25.26.pdf

STATEMENT OF WORK (SOW)

FOR

U.S. Coast Guard Athletics Bus Services

1.0 GENERAL

1.1 BACKGROUND

The U.S. Coast Guard Academy (USCGA) is located in New London, CT. The USCGA is a top military college granting Bachelor of Science degrees in one of nine engineering or professional majors. Graduates earn a commission as an Ensign in the Coast Guard to serve their nation.

In addition to a full academic and military training experience, USCGA also supports an NCAA

Division III athletic program that includes 23 varsity sports and six chartered clubs with over 600 student athletes. These athletes need transportation to away contests as well as offsite practice locations. Our athletic conference contains schools in the New England area; therefore, the majority of trips are within 2-3 hours of the Academy and within the same day. However, there are several multi-day trips as well as trips outside of the New England area, and some trips are over 10 hours (one way) for events, such as spring break training.

1.2 SCOPE

The contractor shall provide all personnel and vehicles necessary to transport USCGA Athletic teams to and from all events and competitions. There are three seasons to the athletic year: the fall, winter, and spring. The bus schedule for athletics changes from year to year based on the teams finalizing their schedules.

1.3 OBJECTIVE

The objective of this contract is to secure services to safely transport CGA cadets, athletes, coaches, staff, and civilian guests to the location of their event on time and then safely return them back to USCGA.

1.4 APPLICABLE DOCUMENTS

The Contractor, while in performance of its duties under this contract, shall comply with and observe the laws of the State of Connecticut and other states en route, along with all other applicable laws including Department of Transportation rules and regulations.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Vehicle Requirements: Types, Capabilities & Quantities

2.1.1 The contractor shall provide vehicles to accommodate athletic teams and staff. Buses with a capacity of up to 54 passengers shall be readily available. All vehicles capable of holding up to

54 passengers shall have undercarriage storage, have WIFI, and must provide functional restroom facilities on board. There may be a few instances where certain teams may require a smaller bus. The bus size will be identified when scheduled by the Government, the Contractor file:///C:/Users/SEPrice/SCOPE%20PARAGRAPHS.doc shall furnish a bus that can accommodate the team size. Smaller buses not normally providing a restroom, shall have storage and WIFI. All buses provided shall be clean and in good repair. All vehicles shall be equipped with heat and air conditioning.

2.1.2 The contractor must operate a dedicated dispatch center responsible for real-time monitoring of all buses under their management. This dispatch center must:

• Be staffed during all operational hours of the bus service.

• Provide a direct phone line and/or email contact that the Government can use to report issues or request updates.

• Actively track bus locations, schedules, delays, and incidents.

• Respond promptly to any inquiries or concerns raised by the Government.

2.1.3 Multiple/additional vehicles may occasionally be required and shall be provided upon request with a minimum of 72 hours advance notice to the contractor. A typical weekend day may have two (2) to three (3) buses scheduled and a heavy day may have four (4) to five (5) buses scheduled. The need for multiple vehicles is estimated at approximately 35 days per academic year, based on historical demand. The contractor shall provide services as required for such demand based on the scheduled events and advance notice provided.

2.1.4 The Government will order and provide an itinerary for overnight travel at least five business days in advance of the scheduled bus need date.

2.1.5 The vehicles used in the performance of services shall not be marked (wrapped) except to indicate the company providing the service. Contractor vehicles shall adhere to all maintenance and safety/emission inspection requirements of the state where the vehicle is registered. Vehicle must also be equipped with all required safety devices, fully functioning and conforming to all applicable federal, state, and local regulations.

2.1.6 The Contractor shall, in the event of an accident or failure of a vehicle, ensure the safety of all passengers. The Contractor shall immediately dispatch a replacement vehicle to the location of the stranded passengers, notify the COR and/or designated POC of the incident, and any actions taken. The Contractor shall be required to repair or replace the inoperative vehicle within two (2) hours, beginning from the time the vehicle is first determined to be inoperable. If the

Contractor fails to repair or replace the inoperative vehicle with a similar vehicle within three (3) hours, the USCGA may elect to secure a replacement vehicle from other sources, regardless of the reason that caused the downtime. The Contractor will be assessed for any costs incurred by the USCGA in securing replacement services.

2.1.7 Should the Contractor arrive more than one (1) hour behind schedule, the USCGA may elect to secure a replacement vehicle from other sources, regardless of the reason that caused late arrival time. The Contractor will be assessed for any costs incurred by the USCGA in securing replacement services.

2.2 TASK TWO. Scheduling

2.2.1 The Contractor shall designate a single contact who will work with the Government’s

Athletics designated Travel Administrator (TA). The TA will be the main Government point of contact (POC) to communicate the travel needs for the teams. The TA may or may not be the

Contracting Officer’s Representative (COR). Once the USCGA anticipated schedules are known, the TA will provide schedules. Updated or changed schedules will be provided as required.

2.2.2 The Contractor shall provide an end-to-end scheduling system or process. This may be fulfilled through a web-based scheduling system, a dedicated scheduling portal, or a clearly defined manual process. The system or process must:

• Allow authorized personnel to submit transportation requests in advance.

• Provide confirmation of scheduled trips, including departure and return times, driver contact information, and vehicle details.

• Include a mechanism for modifying or canceling requests.

• Be accessible to designated athletic department staff.

2.2.3 The Contractor shall inform the TA of identifying markings on the vehicle(s), if the bus provided is not marked in the company providing the service, not later than 24 hours before pickup time.

2.2.4 The bus shall arrive 30 minutes prior to departure time for each event. Drivers are expected to be courteous, professional, and knowledgeable of the best route to the destination before arriving at USCGA. Typical pickup times for weekday embarkment are between

12:00PM and 5:00PM for same-day events. Typical pickup times for weekend embarkment are between 6:00AM and 10:00AM. Pickup times for return trips and overnight trips will be estimated and communicated [with schedule requests] and updated as needed in case of schedule changes due to event outcomes.

2.2.5 Athletic competition schedules are subject to changes including cancellations mainly due to weather related issues. These competitions are often rescheduled within the following week.

Other schedule changes may result from event formats (e.g. Championship rounds) or rescheduled games/events. The contractor’s shall provide a sufficient fleet with the flexibility to respond to unanticipated and/or unavoidable changes. Cancellations may occur as late as a few hours before scheduled departure times. The Government will notify the Contractor of unavoidable cancellations as soon as is practicable.

2.3 TASK THREE. Record Keeping

2.3.1 Contractor shall provide a pre-trip report through their scheduling system or process to the

USCGA TA. Reports shall contain, at a minimum:

• Driver name and contact information,

• Sports team/club/activity/group,

• Spot times (arrival to base)

• Pickup location,

• Departure time from base

• Anticipated arrival time to drop-off location,

• Estimated departure time from drop-off location

• Expected return time to base

• Estimated FFP based on contract’s pricing arrangement.

2.3.2 All post-trip reports shall be electronically submitted to the TA within three (3) business days following each trip. The following shall be provided:

• Sports team/club/activity/group,

• Actual spot times,

• Pick-up location,

• Drop-off location,

• Actual return time,

• Firm-fixed-price for each trip—shall be IAW with contract’s pricing.

2.3.3 Mishap/Accident Reporting: The Contractor shall report to the COR all accidents and mishaps involving Contractor personnel and/or passengers, regardless of injury or fault.

2.4 TASK FOUR. Proof of Insurance

The contractor shall submit to the USCGA COR and to the Contracting Officer proof of current insurance for damage to property and injury to persons, as well as for auto liability and general liability of at least $5 million. Additionally, current proof of insurance shall be provided upon request by the COR or Contracting Officer at any time during performance of the contract.

Insurance coverage and levels shall be maintained in accordance with applicable laws and regulations of the State of Connecticut and any states where the respective teams may travel (i.e.

Rhode Island, New York, Massachusetts), as well as any applicable federal and municipal laws and regulations.

3.0 CONTRACTOR PERSONNEL REQUIREMENTS

3.1 QUALIFIED PERSONNEL

The Contractor shall provide fully-qualified, licensed, vetted, and certified personnel to perform all requirements as specified in this SOW. All drivers will adhere to current laws and regulations for vehicle operations within Connecticut and all other states en route during performance.

3.2 PROJECT MANAGER

The Contractor shall provide a Project Manager (PM), who shall be responsive and responsible for overseeing all contractor work under this SOW. The PM shall be the primary point of contact for the Contracting Officer and the COR. The PM and all designated alternates must be able to read, write, speak and understand English.

3.2.1 The Project Manager shall be available to the COR via telephone and email between the hours of 0800 and 1700 EST, Monday through Friday, and for planned trips on weekends and holidays and must respond to a request for discussion or resolution of technical problems within one (1) hour of notification. The PM shall be available by telephone and email after hours when buses are deployed or expected to be deployed.

3.4 EMPLOYEE IDENTIFICATION

3.4.1 Contractor employees visiting Government facilities must wear an identification badge displaying, at a minimum, the Contractor name; and the employee’s photo, name, and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.4.2 All contractor employees shall have a REAL ID-compliant identification at all times.

3.5 EMPLOYEE CONDUCT

Contractors employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at

Government facilities. The Contractor must ensure their employees present a professional appearance at all times and their conduct does not reflect negatively on the United States or the

Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the

Contractor of the responsibility to continue providing the services required under the contract.

The Contracting Officer will provide the Contractor with a written explanation to support any advance request to remove an employee, or notify the Contractor electronically through the

Project Manager upon discovery of any urgent requirement to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. All contractors shall possess and present to security personnel a valid, government-issued driver’s license in order to enter the Academy.

4.2 PERIOD OF PERFORMANCE

The period of performance (POP) shall commence on December 1, 2025 through June 30, 2026.

4.3 PLACE OF PERFORMANCE

The primary place of performance will initiate and end at the U.S. Coast Guard Academy, but will extend offsite to locations of athletic competitions as required.

4.4 HOURS OF OPERATION

The Contractor shall provide transportation services Sunday through Saturday. Departure and arrival times will vary based on the scheduled events and associated locations.

4.5 TRAVEL

Travel by contractor personnel is required in order to support this contract. All travel required by the Government outside the local commuting area(s) will be in accordance with FAR 31.205-

46. The Contractor shall be responsible for obtaining written COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR within five (5) business days after the date of award. The purpose of the Post Award

Conference, conducted by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Post Award Conference will be held at the Government’s facility, located at 15 Mohegan Avenue, New London, CT or via teleconference.

4.7 PROGRESS MEETINGS

The Project Manager must be available to meet with the COR upon request to exchange information and resolve emergent technical problems and issues. These meetings shall take place electronically, virtually, and/or by phone at the COR/Contracting Officer’s discretion.

Additionally, the PM shall attend a virtual and/or in-person meeting at least semi-annual.

4.8 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

4.9 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is not required under this

SOW. However, if contractor employees encounter personally identifiable information (PII), contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with federal law and all other applicable government policy and regulation, and alert the COR immediately of the occurrence and nature of the disclosure.

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide all necessary schedules to the Contractor for work required under this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in

SOW 2.0 and SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons in case of non-acceptance. If the deliverable is acceptable, the

COR will notify the Contractor by email of acceptance of the deliverable.

7.1 The COR may reject or require correction of any deficiencies found in the deliverables that are determined contrary to the information and/or requirements of the SOW and the contract. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity, at the COR/Contracting

Officer’s discretion, to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 15 business days to review deliverables and return any comments/corrections. The Contractor will have 10 business days following receipt to make corrections and redeliver. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall facilitate and assist with reviews of deliverables to assure that the established schedule is maintained.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved.

8.0 DELIVERABLES

ITEM

SOW

REFERENCE

DELIVERABLE /

EVENT

DUE BY

1 4.6 Post Award

Conference

Five business days after award

2 4.7 Progress Meetings Semi-annually

3 2.3.1 Pre-trip Report

On Mondays for the forthcoming week of bus trips, but not later than 24 hours before planned trip.

4 2.3.2 Post-trip report

Within three (3) business days after trip.

5 2.3.3 Mishap/Accident reporting

One (1) day after accident

ITEM

SOW

REFERENCE

DELIVERABLE /

EVENT

DUE BY

6 2.4 Proof of Insurance

Five (5) days after contract award, Or three (3) days after request