SOW for Charter Bus Services with United States Coast Guard at FORCECOM.pdf

STATEMENT OF WORK (SOW)

FOR

CHARTER BUS SERVICES

1.0 GENERAL

1.1 INTRODUCTION

The mission of U.S. Coast Guard, Training Centers (TRACEN) is to build the enlisted corps by preparing America’s volunteers for success in the Coast Guard. USCG TRACEN’s develops recruits into smartly disciplined, physically fit and basically trained apprentices who are ready and willing to protect and defend the people of the United States and assist mariners at sea. The Coast Guard must always project a professional appearance, including the transportation of new members of our military service.

1.1 BACKGROUND

This Statement of Work (SOW) establishes the scope, requirements, and expectations for charter bus services to be provided to the U.S. Coast Guard's Force Readiness Command (FORCECOM). The purpose of this SOW is to outline the responsibilities, deliverables, and performance standards for transportation services between the U.S. Coast Guard Training Center (TRACEN) Cape May, NJ, and U.S. Coast Guard Training Center (TRACEN) Yorktown, VA, as well as between TRACEN Yorktown and Richmond International Airport, Richmond, VA. All services provided under this SOW must comply with applicable federal, state, and local regulations.

1.2 OBJECTIVE

The objective of this Statement of Work (SOW) is to outline the requirements and expectations for providing safe, reliable, and comfortable charter bus transportation services for the U.S.

Coast Guard’s Force Readiness Command. The contractor is tasked with transporting personnel between specified locations, including U.S. Coast Guard Training Centers in Cape May, NJ, and Yorktown, VA, as well as between Yorktown and Richmond International Airport, VA. The services must comply with all applicable federal, state, and local regulations, ensuring that buses are properly maintained, drivers are trained and courteous, and safety standards are met. Additionally, the contractor must provide appropriate insurance coverage and demonstrate a commitment to delivering high-quality service while adhering to the required performance and regulatory standards. The SOW also specifies that a Fixed Price Indefinite-Delivery Requirements Contract will be awarded to the contractor offering the best value, considering cost, past performance, and delivery terms.

1.3 SCOPE

Provide safe, reliable, and comfortable bus transportation services for passengers to specified destinations. Ensure all buses are properly maintained, regularly inspected, and comply with all relevant safety and regulatory standards. Adhere to all applicable local, state, and federal laws and regulations concerning transportation services. Employ trained and courteous bus drivers who are knowledgeable about routes, safety protocols, and customer service. Provide appropriate insurance coverage for passengers and the bus fleet or ordered, or that conditions affecting requirements will be stable or normal.

1.4 APPLICABLE STANDARDS/DOCUMENTS

The Contractor shall comply with the Federal Motor Carrier Safety Regulations (FMCSRs) as prescribed by the U.S. Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA) and all other applicable federal, state, local and municipal laws, regulations, and requirements in performance of work under the contract. The Contractor shall maintain an active Operating Authority from the FMCSA and required insurance coverage to provide interstate transportation throughout the entire contract period of performance.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 The contractor will provide charter bus transportation services on a weekly basis, starting on the agreed-upon date, between the U.S. Coast Guard Training Center (TRACEN) in Cape May, NJ, and the U.S. Coast Guard Training Center (TRACEN) in Yorktown, VA, as well as between TRACEN Yorktown and Richmond International Airport (RIC) in Richmond, VA.

The initial trip will take place on a Sunday, with the contractor picking up students from TRACEN Cape May and transporting them to TRACEN Yorktown the same day. Later in the week, on the following Saturday, buses will transport students from TRACEN Yorktown to Richmond International Airport. This service will continue on a weekly recurring basis with the same schedule: Sunday transfers from TRACEN Cape May to TRACEN Yorktown, and Saturday transfers from TRACEN Yorktown to Richmond International Airport. The contractor will ensure that all buses are properly equipped for student comfort and safety, with timely arrivals and departures, and provide necessary staff for coordination and assistance.

All interested companies must provide quotation(s) for the following:

Task Description Estimated

Quantity Passengers Per Trip

Cost Per Trip

2.1.2 Sunday Charter Bus Service

From: TRACEN Cape May to TRACEN Yorktown Time 0800 to 1400

42 Trips 80 - 120 $

2.1.3 Saturday Charter Bus Service

From: TRACEN Yorktown to Richmond International Airport 2 separate trips will be needed T1 0500 to 0600 T2 0800 to 0900

42 Trips 80 - 120 $

This estimate is not a representation to an offeror that the estimated quantity will be required The Contractor shall provide all the services as set forth in this Statement of Work (SOW). Each passenger is expected to have 3 to 4 bags, with each bag weighing an average of 30 pounds.

2.1.2 SUNDAY CHARTER BUS SERVICE

The Contractor shall provide charter bus services to transport Coast Guard personnel from U.S.

Coast Guard Training Center Cape May to U S Coast Guard Training Center Yorktown.

Departures are scheduled for Sundays at 08:00 AM Eastern Time. Buses must arrive at the pickup location no later than 30 minutes prior to the scheduled departure to ensure timely boarding and accommodate any necessary pre-departure procedures. The Contracting Officer Representative (COR) will notify the contractor at least four business days in advance regarding the number of buses required and the specific pickup times. The number of buses requested may vary each week based on the number of personnel to be transported, with 1 to 3 buses potentially needed.

2.1.3 SATURDAY CHARTER BUS SERVICE

The Contractor shall provide charter bus services to transport Coast Guard personnel from U.S.

Coast Guard Training Center Yorktown to Richmond International Airport. Departures are scheduled for Saturdays at 05:00 AM Eastern Time and 08:00 AM Eastern Time. Buses must arrive at the pickup location no later than 30 minutes prior to the scheduled departure to ensure timely boarding and accommodate any necessary pre-departure procedures. The Contracting Officer Representative (COR) will notify the contractor at least four business days in advance regarding the number of buses required and the specific pickup times. The number of buses requested may vary each week based on the number of personnel to be transported, with 1 to 3 buses potentially needed.

2.2 TECHNICAL REQUIREMENTS

2.2.1 Contractor-Furnished Equipment: The contractor shall provide charter motor coach buses with a minimum seating capacity of 52 passengers.

2.2.2 Cleanliness: The interior and exterior of each bus must be thoroughly cleaned and well-maintained, presenting a professional and welcoming appearance at all times.

2.2.3 Mechanical Condition: Buses must be kept in excellent mechanical condition to ensure safe, reliable operation. All buses shall be in full compliance with applicable federal, state, local, and municipal laws and regulations, including up-to-date inspections as required by law.

2.2.4 Climate Control and Restroom Facilities: All buses shall be equipped with fully operational heating, ventilation, air conditioning (HVAC) systems, and restroom facilities throughout the contract period.

2.2.5 Pre-Departure Inspection: Each bus shall undergo inspection by authorized U.S. Coast Guard personnel before passengers are loaded. Any bus that fails to meet the requirements outlined in this Statement of Work will be rejected prior to boarding.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is always maintained. The Contractor must ensure that all contract support personnel are present for all hours of the workday during days when bus services are needed.

3.3 EMPLOYEE IDENTIFICATION

3.3.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, 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.

3.3.2 Contractor will provide names of drivers providing the services including birthdate, home address and phone number. This information will be required for the bus drivers to gain access to the Coast Guard Training Center property.

3.4 EMPLOYEE CONDUCT

Contractor’s 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 Contractor employees always present a professional appearance and that their conduct must not reflect discredit 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.

3.5 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), 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 request to remove an employee.

3.6 ALCOHOL AND CONTROLLED SUBSTANCES

Contractor employees shall not possess, distribute, consume, use, or cause to be used any controlled substance or alcohol before or during performance of the services or on Government property. Any employee using a controlled substance prescribed by a physician shall get written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any contractor or contractor employee found to be in violation of this section will be permanently prohibited from performing services. Actions taken under this section shall not relieve the contractor of the requirement to provide sufficient personnel to perform adequate and timely service as required in this contract.

3.7 CONTRACTOR POINTS OF CONTACT (POCs)

The Contractor shall provide the names, phone numbers and e-mail addresses of POCs to contact regarding the contract during normal business hours and after hours. The Contractor shall provide updated POC information as needed to the Contracting Officer and Contracting Officer’s Representative (COR).

3.8 SUBCONTRACTING

Any sub-contracting of buses/employees must conform to all requirements outlined in this Statement of Work.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with two one-year option periods as follows:

Base Period September 15, 2025, through September 14, 2026 Option Period One September 15, 2026, September 14, 2027 Option Period Two September 15, 2027, September 14, 2028

4.3 PLACE OF PERFORMANCE

U.S. Coast Guard, Training Center, Cape May, located at 1 Munro Ave Cape May

NJ 08204

U S Coast Guard Training Center Yorktown, 1, Yorktown, VA 23692 Richmond International Airport located at 1 Richard E Byrd Terminal Dr.

Richmond, VA 23250

5.0 GOVERNMENT FURNISHED RESOURCES

5.1 The Government will provide all necessary information, data and documents 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 5.0.

6.1 CONTRACTOR FUNRISHED EQUIPMENT

The Contractor shall provide charter motor coach buses with a minimum seating capacity of 52 passengers, ensuring that all buses are properly maintained, regularly inspected, and comply with all relevant safety and regulatory standards. Buses must be clean, well-maintained, and present a professional appearance both inside and out. They must also be kept in safe, dependable mechanical condition, with current inspections in accordance with applicable federal, state, local, and municipal laws. Heating, ventilation, and air conditioning systems, as well as restroom facilities, must be fully operational throughout the contract period. Additionally, all buses will undergo inspection by authorized U.S. Coast Guard personnel prior to passenger boarding, and any bus that does not meet the requirements outlined in this Statement of Work may be rejected before loading.

7.0 SECURITY REQUIREMENTS

7.1 RAPIDGate® Enrollment

The USCG Bases offers an access control solution to support security requirements while offering streamlined access procedures for contractors. For ease of entry, the Contractor shall enroll in the RAPIDGate® program and remain enrolled throughout the contract period of performance.

RAPIDGate manages the non-Common Access Credential (CAC) eligible vendor/contractor companies and their employees who require access to USCG Bases. Vendor/contractor CAC eligibility has been restricted to only those who require physical access to a United States Coast Guard and logical access to a DoD or DHS network or system. The RAPIDGate Enrollment Information contains additional information regarding the RAPIDGate® program will be provided upon award by the COR.

7.2 The Contractor will ensure each bus has the appropriate insurance certificate on board, as well as each driver will carry a valid commercial driver’s license.

7.3 Security requirements for Contractor’s coming onboard a government facility is subject to change at any time during the contract period of performance. If requirements change, the Contractor will be notified of the steps that need to be taken to conform to these requirements.

These steps could include submittal of paperwork and fingerprints for Financial and Criminal background checks. Failure to comply with the security requirements will prevent base access and could lead to contract termination.

8.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1 The Contractor shall implement their commercial Quality Control Plan (QCP). The QCP shall outline management, safety and maintenance under the contract and shall contain Quality Checklists.

8.2 The Contractor may be required to meet with the COR and/or Contracting Officer as often as necessary to exchange quality control information or to discuss problems/concerns.

9.0 GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS

The Contracting Officer's Representative (COR) is responsible for representing the Contracting Officer in all facets of quality for the services required. The designated personnel will carry out inspections, reviews, approvals and handle deficiencies; and ultimately accept on behalf of the Contracting Officer. The functions of the COR will be outlined in a COR Appointment Memorandum and is supplement by the following functions. Government personnel, other than the Contracting Officer and the COR, from time to time, may observe the Contractor’s operations. However, these personnel may not interfere with Contractor performance.

10.0 GOVERNMENT REMEDIES

In the event the Contractor fails to provide/maintain the equipment, manpower, insurance, Operating Authority, and/or licenses necessary to accomplish the work required, the Government reserves the right to obtain the services elsewhere. The Government will deduct from the Contractor’s invoices, or at the Government’s discretion, will bill the Contractor for any differences in costs for the services, including any cost incurred in obtaining said services and any other damages incurred by the Government because of the Contractor’s failure to provide services. (This section is in addition to other Government remedies outlined in the contract.)

11.0 DELIVERABLES

The Contractor shall submit the following reports and other deliverables as identified below. The format shall be PC compatible.

Deliverable Frequency No. of Copies and To Whom

Date Required

“Certificate of Insurance” as required by FAR 52.228-5 and the FMCSR

Annually One/Contracting Officer

10 days after award and annually thereafter

“Quality Control Plan (QCP)” As needed Two/COR and Contracting Officer

With initial offer and within 5 days after changes made to the

QCP

Responses to “Contract Discrepancy Reports (CDRs)”

As needed Two/COR and Contracting Officer

Within 5 days of receipt of CDRs from the Contracting Officer and/or the COTR

“Incident Reports” After each incident

Two/COR and Contracting Officer

Within 2 days after incident