Athletics Bus 25 SOW work v 011725.docx

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 22 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 as scheduled, with few instances where certain teams may require a smaller bus.

2.1.2 All vehicles capable of holding up to 54 passengers shall have undercarriage storage, WIFI, and clean, functional restroom facilities on board.

All buses and shuttles provided will be neat, clean, and in good repair. All vehicles shall be equipped with heat and air conditioning throughout.

2.1.3 Multiple/additional vehicles may occasionally be required and shall be provided upon request with 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, 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 vehicles used in the performance of services shall not be marked (wrapped) to advertise anything except the company providing the service. Contractor vehicles shall adhere to 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.

2.2 TASK TWO. Scheduling

2.2.1 The Contractor shall designate a single contact as Operations Coordinator who will work with the Government’s Athletics designated administrators. The administrators will be the main Government points of contact (POCs) to communicate the travel needs for the teams. The administrators may or may not be the Contracting Officer’s Representative (COR). Once the USCGA anticipated schedules are known, the administrator will provide schedules, along with any subsequent updates as required, to the Contractor.

2.2.2 The Contractor shall furnish buses that can accommodate the team/group size as planned or updated by the Operations Coordinator.

2.2.3 The Contractor shall inform the travel administrator of identifying markings on the vehicle if the bus provided is not marked in the contractor company name, 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.

2.2.5 Athletic competition schedules are subject to changes including cancellations mainly due to weather related issues or due to health-related events such as COVID or other required health/safety protocols. These competitions are often scheduled within the following week. Other schedule changes may result from event formats (e.g. Championship rounds) or rescheduled games/events. The contractor’s ability to maintain and provide a sufficient fleet and flexibility with their workforce is essential to successful performance of the contract, particularly in response 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.

Government will incur no charge for cancellations occurring at least 24 hours prior to scheduled departure time. Cancellations occurring less than 24 hours prior to scheduled departure time may be subject to alternative pricing at designated contract rates. Additionally, should Contractor arrive more than one (1) hour behind schedule, all charges connected with alternate arrangements, either made by the US Coast Guard Academy or Contractor, will be the responsibility of the Contractor.

2.3 TASK THREE. Record Keeping

2.3.1 Throughout each season, the government travel administrator will send confirmation each week of the following week’s competition schedule to include, at a minimum:

· Coach name and contact information,

· sports team/club/activity/group,

· the spot times,

· the pickup location,

· the drop off location,

· the expected return.

2.3.2 The Contractor will provide trip reports via email to the USCGA travel administrator when trips are confirmed/scheduled. Reports shall contain, at a minimum:

· Driver name and contact information,

· Sports team/club/activity/group,

· Spot times,

· Pickup location,

· Drop-off location,

· Expected return,

· Estimated cost.

All post-trip invoices shall be provided at least monthly via email to the USCGA travel administrator and contain:

· Driver name and contact information,

· Sports team/club/activity/group,

· Actual spot times,

· Pick-up location,

· Drop-off location,

· Actual return time,

· Final cost.

2.3.2 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.

2.3.3 Incurred Cost Report: Contractor shall submit an Incurred Cost Report to the COR and to the Contracting Officer on a monthly basis via e-mail. This report shall include a summary of all trips completed under the applicable task order, including a breakdown of all costs and the remaining balances of funding. The report shall be separated according to the individual line items (Bus Services and Travel).

2.4 TASK FOUR. Proof of Insurance

The contractor shall submit to the USCGA COR and to the Contracting Officer proof of insurance for damage to property and injury to persons prior to commencement of contract services and immediately following any revision(s) to the policy or coverage. Current proof of insurance shall be provided upon demand at any time during the period of the contract upon request by the COR or Contracting Officer. 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 laws.

3.0 CONTRACTOR PERSONNEL REQUIREMENTS

3.1 QUALIFIED PERSONNEL

The Contractor shall provide fully-qualified 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 other states en route during performance.

3.2 CONTINUITY OF SUPPORT

The Contractor shall ensure that adequate levels of support for performance of this contract are maintained at all times, including ensuring availability of key personnel over dates and times as required. In the event of an anticipated deficit in support and/or non-availability of key personnel, the Contractor shall notify the COR no later than 24 hours prior to any such occurrence along with a plan to remediate the deficit including, in the case of key personnel, a plan to provide a pre-approved replacement. In the case of an unforeseeable/emergency deficit requiring replacement of key personnel due to injury or illness, the contractor shall notify the COR of any such occurrence no later than two (2) hours prior to any scheduled departure and provide a plan to remediate the deficit/non-availability including, in the case of key personnel, a pre-approved replacement.

3.3 PROJECT MANAGER – Key Personnel

The Contractor shall provide a Project Manager (PM), designated by the Government as Key Personnel, who shall be responsive for all contractor work under this SOW. The PM shall be the primary point of contact for the Contracting Officer and the COR. Only one Key Personnel shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The contractor’s proposed PM and the name(s) of any proposed alternate(s) shall be provided to the Government as part of the Contractor's proposal. Once confirmed, and before replacing any individual designated as Key, the Contractor shall notify the Contracting Officer no less than 15 business days in advance of any absence or termination/replacement, submit a written plan for replacement, and provide the name and qualifications of the intended replacement, which must be equal or superior to the qualifications of the PM being replaced, unless otherwise approved by the Contracting Officer. The PM and all designated alternates must be able to read, write, speak and understand English. The Contractor shall not replace Key Personnel without approval from the Contracting Officer. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.4.1 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.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level 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 display all identification and visitor badges in plain view above the waist at all times.

3.5.2 Contractor employees working on-site at Government facilities must wear a Government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.6 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 present a professional appearance at all times 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.

3.7 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.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. However, the Government at a later date may require all Contractor personnel to have Secret clearances. Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

All contractors shall have a valid government issued driver’s license to enter the Academy. This shall be presented at the entry gate to security personnel.

4.2 PERIOD OF PERFORMANCE

The period of performance (POP) shall be commensurate with the Indefinite Delivery Indefinite Quantity (IDIQ) contract. The POP shall commence on the date of award and contain five (5) one (1) year ordering periods.

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.

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 no later than five (5) business days after the date of award. The purpose of the Post Award Conference, which will be chaired 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 PROJECT PLAN

Not applicable.

4.8 BUSINESS CONTINUITY PLAN

Not applicable.

4.9 PROGRESS REPORTS

Not applicable.

4.10 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 via teleconference.

4.11 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).

4.12 INTELLECTUAL PROPERTY

Not applicable.

4.13 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.

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 for 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 contained in the Contractor’s accepted proposal. 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 to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 15 business days to review deliverables and make comments. The Contractor will have 10 business days to make corrections and redeliver.

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

8.0 DELIVERABLES

The Contractor shall consider due dates for items in BOLD below as mandatory. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

DISTRIBUTION

N/A