Attachment I SOW Athletics Bus FALL26.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 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.

These services are for the fall academic year. 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. The contractor employee drivers must have a REAL ID.

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 56 passengers shall be readily available as scheduled, with few instances where certain teams may require a smaller bus as indicated according to the schedule provided.

2.1.2 All vehicles capable of holding up to 56 passengers shall have undercarriage storage, WIFI, and clean, functional restroom facilities on board.

All buses and shuttles provided shall 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 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 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.

2.2 TASK TWO. Scheduling

2.2.1 The Contractor shall designate a single contact as Operations Coordinator (OC) who will work with the Government’s Athletics designated Travel Administrator (TA). The TA 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. The Contractor will provide an end-to-end scheduling system or process between the OC and TA.

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

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. 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. 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. 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 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 this contact, 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 and number of riders,

· the spot times,

· the pickup location,

· the drop off location,

· the expected return.

2.3.2 The Contractor shall provide and maintain electronic monitoring of vehicles in operation through a dispatch center that remains available and responsive with assistance on a “24/7” basis during service. Additionally, contractor shall provide trip reports electronically to the USCGA travel administrator when trips are confirmed/scheduled, throughout any issue or deviation encountered or required during operation, and following completion of each trip. 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 report shall be provided electronically at least monthly to the TA 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.

2.3.3 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. Contractor shall provide Emergency Action Plans to Government updated annually.

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, prior to commencement of contract services and immediately following any revision(s) to the policy(ies) or coverage. 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 contractor’s PM and the name(s) of any alternate(s) shall be provided to the Government as part of the Contractor's initial quote.

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.

3.3 EMPLOYEE IDENTIFICATION

3.3.1 Contractor employees visiting Government facilities must wear an identification badge displaying, at a minimum, the Contractor name; and 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.

3.4 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.

3.5 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 advance request to remove an employee, or notify the Contractor electronically through Key Personnel 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) will be from the date of award to twelve months.

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 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).

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 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