Attachment_1_Statement_of_Work.pdf

STATEMENT OF WORK

The following services to be provided for:

Riverside Indian School 101 Riverside Drive Anadarko, OK 73005

Purpose:

Contractor shall provide airline reservations and tickets for Riverside Indian School student travel as provided in the SOW. Contractor shall provide domestic airline reservations and tickets for the school year travel for students attending Riverside Indian School (RIS) who reside outside of Oklahoma for the 2021-2022 school year.

RIS is an off-reservation boarding school that can house up to 520 students.

Approximately 80 percent of the student enrollment resides outside of Oklahoma.

Note: Due to the COVID pandemic this SY2021-2022 enrollment may be down significantly.

1. Description of Services:

A. Contractor shall work with RIS travel coordinator in scheduling reservations for the students including any helicopter reservation/travel for students from the Havasupai Reservation and individual bus service travel as specified.

B. The Contractor shall be available from 8:00 am to 5:00 pm, Monday through Friday (CST) for travel arrangements, itineraries, scheduling, etc.

C. Contractor shall be able to plan and book travel on commercial airlines throughout all 50 of the United States. As well as be able to plan and book complex travel arrangements during a single trip including all connections and transfers. On rare occasions, RIS staff may request specific travel routes to meet specific requirements.

D. Contractor will need to provide to the designated person at RIS a detailed traveler’s itinerary and confirmation number in advance of each student’s travel. The itinerary may be provided electronically via email. The contractor may be asked to provide an electronic copy of the itinerary to other RIS staff members as requested by the designated person.

E. Services will also cover any unaccompanied minor fees needed for the student per the airline regulations. One baggage fee per student will be included per the specific airline regulation. Any additional baggage or overweight charges will need to be paid by the student at the time of check-in.

F. The contractor shall provide a single bill or invoice for each trip. The bill or invoice shall include the total cost of the trip, including any taxes, usage fees, and other charges that would normally be associated with the trip as well as any booking and/or transaction fees charged by the contractor as well as the unaccompanied minor fees and the one (1) allowable baggage fee if applicable.

2. Conditions:

A. Travel shall only be booked on licensed commercial carriers whose primary business in transporting passengers from one destination to another. As well as comply with all mandatory U.S. Government and Federal Aviation Administration (FAA) regulations for air travel.

B. Travel shall normally be planned and booked to be completed in the same day that the trip begins unless no other routing or combination of routes is available to complete the trip on the starting date. In such instances, the contractor will need to work closely with the designated person at RIS before travel is booked for the safety of the student.

C. Travel shall normally be planned and booked in the most economical method available, providing fully refundable tickets and/or government fare tickets, as well as consideration for the total time required for the trip. Special requests outside these perimeters may be made in certain circumstances.

D. If a ticket is not used due to a missed flight, cancelled flight, etc. all fare cost shall be refunded to the Government and not applied to a different ticket cost.

E. Contractor shall submit all invoices and statements on a monthly or bi-monthly basis as arranged by the Contracting Office. Invoices must be detailed and include invoice number, name of traveler, airlines, ticket/confirmation number, itinerary, amount, etc.

F. Payment will be processed through Invoice Processing Platform System (IPP) or as specified by the Contracting Officer. The government will adhere not only to the Prompt Payment act, but if applicable, the FAR regulation on providing Accelerated Payments. Payment should be set up in IPP for 3 to 5 business days.

3. Period of Service:

The period of performance for travel arrangement/reservation services under this

BPA -

There will be three (3) separate BPA Calls as follows:

a. Beginning of school travel: Between July 2021 - September 2021.

b. Christmas break travel; Departing from RIS to student homes and returning to

RIS after Christmas break: November 2021 - January 2022

c. End of School Year travel: April 2022 - May 2022