Attachment I SOW.pdf

Statement of Work Athletic Team Transportation United States Coast Guard

Attachment I

1.0 GENERAL

1.1 Background

The United States Coast Guard Academy (USCGA) is located in New London, CT. The USCGA supports an NCAA Division III athletic program that includes 22 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 10 hours plus in length (one way) for spring break training.

1.2 Scope

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

1.3 Objective

The objective of this contract is to secure services to safely transport athletic teams to the location of their event on time and then safely return them back to the USCGA.

1.4 Applicable Laws

The Contractor, while in performance of its duties under this contract, shall comply with and observe the laws of the State of Connecticut and all other applicable laws including all 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, including up to 54 passengers.

2.1.2 The vehicles shall have undercarriage storage, WIFI, and restroom facilities on board. All buses provided will be neat, clean, and in good repair. The vehicles shall be equipped with heat and air conditioning throughout.

2.1.3 There may be days when multiple vehicles are required. The contractor shall be able to support such demand based on the scheduled events. A typical weekend day may have two (2) to three (3) buses scheduled and a heavy day may have 4-5 buses scheduled.

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. Vehicles must adhere to maintenance and safety/emission inspection requirements of the state where the vehicle is registered. Vehicles must also be equipped with all required safety devices conforming to Federal, State, and local regulations.

2.2 TASK TWO. Scheduling

2.2.1 The contractor shall designate a single contact to work with the Government’s travel administrator. The travel administrator will be the main Government point of contact (POC) to communicate the travel needs for the teams. The travel administrator may or may not be the Contracting Officer’s Representative (COR). Once the USCGA anticipated team schedule is known, the travel administrator will provide the Contractor with the anticipated team schedule.

2.2.2 The contractor shall furnish a bus that can accommodate the team size.

2.2.3 The contractor shall inform the travel administrator of the bus markings, 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 and drivers are expected to be courteous, professional, and know the best route to the site before they arrive at USCGA.

2.2.5 Schedules are subject to cancellation mainly due to weather related issues and often times may be rescheduled to the following day. Schedules are also subject to cancellation due to COVID protocols. Other schedule changes come from event formats (e.g. Championship rounds) or rescheduled games bumped from earlier times. The contractor shall have a sufficient fleet and flexibility with their workforce to provide service in the midst of these types of fluctuations.

Cancellations can come as late as a few hours before scheduled departure time.

2.2.6 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 and notify the COR and/or designated travel coordinator 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 two (2) hours, USCGA at its option, may elect to secure a replacement vehicle from other sources, regardless of the reason that caused the downtime.

2.2.7 The anticipated fall schedule will be available July 2022. The anticipated winter schedule will be available October 2022. The anticipated spring schedule for 2023 will be available January 2023.

2.3 TASK THREE. Record Keeping

2.3.1 The contractor will provide trip reports via email to the USCGA travel administrator when trips are confirmed/scheduled that will contain at a minimum the driver name and contact information, sport's team, the spot times, the pickup location, the drop off location, the expected return, and the estimated cost. The post trip invoices shall be provided via email to the USCGA travel administrator and contain at a minimum the same information with the exception estimated cost which will be replaced with the actual 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 whether or not injuries are involved or who is at fault.

2.3.3 Incurred Cost Report

A report shall be submitted 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 current task order, including a breakdown of all costs and the remaining balances. The report shall be separated by the individual line items (Bus Services and Travel).

2.4 TASK FOUR. Proof of Insurance

The contractor shall submit to the USCGA Contracting Officer's Representative (COR) and to the Contracting Officer with proof of insurance for damage to property of injury to persons prior to commencement of contract. Proof of insurance shall be made available at any time during the period of the contract if the COR or contracting officer requests proof of insurance. Insurance coverage and levels shall be in accordance with the State of Connecticut and any applicable federal laws.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW. All drivers will adhere to current laws for vehicle operation.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times.

3.3 Project Manager

The Contractor shall provide a Project Manager (PM) who is responsible for all work performed under this contract.

The PM shall be the main point of contact for the Contracting Officer (KO) and the Contracting Officer’s Representative (COR). The PM shall be available to the COR by telephone Monday through Friday between the hours of 0800 and 1700 Eastern Time. The PM shall be available for resolution of problems within one hour of notification. The PM shall also be available to be contacted after hours when busses are deployed or expected to be deployed.

3.5 Employee Identification

3.5.1 Contractor employees visiting Government facilities shall 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 shall comply with all Government escort rules and requirements. All Contractor employees shall 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.

3.6 Employee Conduct

Contractor’s employees shall 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 shall ensure Contractor employees present a professional appearance at all times, and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall 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, 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

All contactors 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 three (3), one (1) year ordering periods.

4.3 Place of Performance

The primary place of performance will initiate and end at the US Coast Guard Academy but will extend offsite to the locations of activities.

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.

4.5 Travel

Contractor travel may be required to support this requirement. 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 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 is to discuss technical and contracting objectives of this contract. The Post Award Conference may be held by 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 shall 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 shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and 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 contract. However, if contractor employees encounter personable identifiable information.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and 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 shall 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.

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 send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are 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

8.0 DELIVERABLES

ITEM SOW

REFERENCE DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 4.6 Post Award Conference Five Business Days after Award

N/A

2 2.3.1

Trip confirmation which details the bus driver’s name and contact information, sport’s team, the departure time, the pickup location, the drop off location, the expected return time, and the estimated cost

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

USCGA Travel Administrator

3 2.3.2 Mishap/Accident Reporting One (1) day after accident COR, Contracting Officer

4 2.3.3 Incurred Cost Report Within the first week (7) days of each month.

COR, Contracting Officer

5 2.4 Proof of Insurance Five (5) days after contract award. Or, three

(3) days after request

COR, Contracting Officer