Bus Tour 2023 - QandA.docx

U.S. Department of Education 2023 Secretary of Education’s Bus Tour Request for Quote ED-2023-BUS Questions and Answers

1. We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

This is an annual requirement; however, the contract period of performance is usually only about two months long. The previous contract was active from July 2022 to September 2022. The contract information is below:

2. WHAT IS THE EXACT STARTING LOCATION OF TOUR? Cost calculations are based on a cost per mile portal to portal, in our case from [City/State – redacted].

For pricing purposes, vendors can assume the tour will start near Emporia, KS and that the bus will need to be in that location on September 3, 2023.

3. Any update on the selected States between Kansas and Minnesota and the anticipated total miles of the Bus Tour?

For security, messaging, and other reasons, the intermediate stops are not yet available for release. The table below shows the number of stops, the estimated drive miles and time between stops, and a Total Estimated Miles.

Drive

Drive

Drive

Drive

Drive

Drive

Drive

Drive

Drive

Drive

Drive

Drive

4. WHAT/WHERE ARE THE INTERMEDIATE STOPS AND THE END POINT OF THE TOUR.? As we are being asked to pay for the driver's hotel rooms it would be most helpful to not only know the location, but the exact hotel names.

For security, messaging, and other reasons, the intermediate stops are not yet available for release. The table below shows the number of stops, the estimated drive miles and time between stops, and a Total Estimated Miles. To reduce risk and cost, the Department will add the driver rooms to our hotel room block so that the contractor can receive the government rate for the bus drivers. In addition, contractors should use the average government rate of $122.00/night in estimating costs for driver hotel rooms.

5. The scope of works states that "The final tour schedule and tour stop locations will be provided to the contractor no later than August 25, 2023". However, it's kind of hard to provide a quote without having a destination. Mileage, gas, the number of buses all affect the price. The price changes due to the mileage so is there a possible way to provide a guesstimate of mileage? Useful information to get an accurate quote would be the mileage, number of people, number of stops, how many buses are needed each day? The draft bus route isn't really helpful, and we do these types of jobs all of the time. One little thing can change the entire price.

For security, messaging, and other reasons, the intermediate stops are not yet available to release. See response to Question 3 for an estimate of mileage. The estimated number of people on the bus at any time will be 7-15 people. There are 16 planned stops. Only one wrapped bus is needed.

6. Please confirm the period of performance is between Sept 4th and September 8th (5 days) and what is the anticipated total mileage for the 5 State cross-country type of bus tour?

The bus tour dates are 9/4/2023 – 9/8/2023. But also note the requirement to have the bus wrapped and ready for inspection on 9/3/2023.

7. Does the requirement to provide a minimum of four bus options with photos also include an interest in Electric-Powered Buses?

As stated in the SOW, ED requires a well-maintained Provost-style bus (also known as Executive Motor coach or Entertainment bus) with meeting space, private room, bathroom, etc. We would consider an electric-powered bus that otherwise meets the bus specifications stated in the SOW. We have no specific requirement for gas, diesel, electric, etc. However, in the quote response, please identify how far the Electric Bus can go, how long to recharge, and any other info ED will need to consider use of an electric bus.

8. Please confirm the minimum and maximum number of passengers that will be in the Executive Tour Bus at each event and traveling between State locations ?

The number of passengers will be 7-15.

9. Please confirm that the “Raise the Bar” design/artwork will be provided to the contractor to wrap the bus(s) on or before August 21, 2023 ?

The bus wrap artwork will be provided to the contractor on or before August 21, 2023.

10. HOW CAN WE INCLUDE PRICING FOR F & B, WHEN WE HAVE NO IDEA AS TO THE DESIRES OF THE COR AND CORRESPONDING LIST?

All vendors shall include a price of $500.00 for F&B. ED will provide a separate Contract Line Item (CLIN) with a firm-fixed-price of $500.00 for food and beverage. This CLIN will be funded with non-appropriated funds.

11. WHERE IS THE CONTRACT KICK OFF MEETING TO BE HELD?

When meetings are necessary, the contractor shall meet with ED, over the phone, in person, or virtually.

12. WITH ALL DUE RESPECT, THE INSPECTION OF THE BUS AND WRAP THE DAY BEFORE THE TOUR STARTS (SOMEWHERE IN KANSAS) IS A BIT TOO LATE IN THE GAME.

The Department has used this same approach for each bus tour in the recent past with no issues. The intent is not to tie up the bus too long and drive up the cost. The offeror may provide a revised inspection timeline for ED’s consideration, as necessary.

13. INVOICING AND PAYMENT. IN OUR WORLD IT IS TYPICAL THAT A DOWNPAYMENT/DEPOSIT IS REQUIRED, ANOTHER PAYMENT PRIOR TO THE ORDERING OF THE VERY EXPENSIVE WRAP MATERIAL AND ANOTHER INVOICE AT THE START OF THE TOUR. IS ALL OF THE ABOVE ACCEPTABLE?

In accordance with FAR Parts 12, 13 and 32, for purchases of commercial items, especially those with a total contract value below the simplified acquisition threshold ($250,000.00), financing of the contract is normally the contractor's responsibility. It is the responsibility of the contractor to provide all resources needed for performance of the contract. However, since the use of deposits to secure a bus is a standard commercial practice in this industry, the contracting officer may authorize payment of a security deposit to hold a bus when doing so will be in the best interest of the Government. Any security deposit or other commercial advance payment that may be appropriate for procuring a bus, shall be limited to 15 percent of the contract price prior to the start of performance in accordance with FAR 32.202-1(b).

14. ONCE AN INVOICE IS RECEIVED, HOW LONG DOES IT TAKE FOR A DIRECT DEPOSIT INTO THE CONTRACTOR'S BANK ACCOUNT TO HIT?

Generally, the contractor will receive the direct deposit within 2-3 business days from the day the Contracting Officer approves the invoice in IPP.GOV.