JULY_2013_MULTI-DAY_DC_TRIP.docx

STATEMENT OF WORK (SOW)

MULTI-DAY TOUR – WASHINGTON D.C.

STATEMENT OF WORK (SOW)

MULTI-DAY TOUR – WASHINGTON D.C.

1.0. SCOPE OF WORK: The contractor shall furnish all transportation, lodging, tour guides, buffet meals, supplies, management supervision, and labor to provide a guided tour of Washington, DC, as specified herein. Such services shall be provided in accordance with U. S. practices and laws and in accordance with the conditions set forth in this Statement of Work.

1.1. The contractor shall conduct a three-day guided tour of monuments, historical sites, government facilities, museums, and other significant cultural sites in Washington, D.C. for a diverse group of international military students (IMS) and US escorts from USCG Training Center Yorktown, VA.

1.2. The Contractor shall provide documentation to the students that reflect the historic monuments and museums in the Washington, D.C. area.

1.3. The contractor shall provide a licensed tour guide familiar with the attractions and history of the Washington, D.C. area. The tour guide shall be able to verify extensive experience working with IMS and provide tours tailored to the military member’s needs.

1.4.Tour group size will consist of and NOT exceed 30 IMS and 3 US escorts. The exact number of military students and U.S. escorts will be provided not less than 10 days prior to execution in order to present the most accurate count possible.

2.0. POINTS OF CONTACT: The contractor shall provide a 24 hour point-of-contact (POC) to interface with the senior member of the Coast Guard escort team on issues concerning rooms, meals, vouchers, schedule, and transportation. The authorized senior member of the Coast Guard escort team will be able to coordinate no-cost changes to the itinerary based on unforeseen circumstances due to weather, traffic, etc.

3.0. PERFORMANCE PERIOD: The tour is scheduled for Friday July 12, 2013 through Sunday July 14, 2013.

4.0. QUALITY CONTROL: The contractor shall establish and maintain a complete quality control program for the performance requirements of this contract.

5.0. LIABILITY: The Government assumes no liability for damage caused by the occupants. The Contractor shall be responsible for resolving any damage claims caused by an occupant; and, the Contractor shall be responsible for notifying the Contracting Officer and his/her designated representative of any claims against an occupant and the nature of the incident not later than 24 hours prior to the departure day.

6.0. TOUR GUIDE: The contractor shall furnish a licensed tour guide familiar with the attractions and history of the Washington, DC area. The tour guide shall be able to verify extensive experience working with IMS and providing tours tailored to those military member’s needs. The tour guide shall remain flexible to the group dynamics and provide the group with a brief historical importance of the locations specified on the scheduled itinerary. The role of the tour guide to add value to the tour as it relates to historical places. The tour guide shall research current events and activities within the dates of the schedule event. The tour guide is not to direct the motorcoach driver.

6.1. The tour guide shall remain with the group throughout the day to the maximum extent practicable, providing information on the monuments, historical sites, government facilities, museums, etc, to be visited by the group. At a minimum, the tour shall include visits to the Capital, Supreme Court, White House (tour), Lincoln Memorial, Korean Memorial, Vietnam Memorial, WWII Memorial, Arlington Cemetery, Pentagon Memorial, and Iwo Jima Memorial.

6.2. The tour guide shall be responsible for distributing any tourism-related documents, handouts or guides (if any) pertaining to the tour sites being visited.

7.0. PHOTOGRAPHER: The tour company shall provide a professional photographer to produce a large 24 x 11 photograph of the military members in front of Capitol Hill. This shall be scheduled to take place at 3:00PM on Tuesday afternoon (while the students are still in uniform after their visit to Coast Guard Headquarters). Prior to the group’s departure from Washington DC on Friday morning, each member of the tour shall receive a copy of the photograph.

8.0. TRANSPORTATION: The contractor shall provide round-trip transportation between Training Center Yorktown, VA, and Washington, D.C., to include all transportation during the tour of Washington, D.C. A specified bus itinerary shall be provided to the driver by the escort team based on the scheduled events of the tour and noting drop-off and pick-up times.

8.1. Motorcoach. Transportation shall be in the form of a 55-passenger deluxe motorcoach. The contractor shall provide a well-maintained motorcoach with a current inspection certificate and no violations for vehicle maintenance. The motorcoach shall be operated by driver/drivers who possess current commercial driving licenses and who meet the Federal Motor Carrier Safety Administration (FMCSA) interstate qualification standards. Motorcoach providers who have an “unsatisfactory” safety rating shall not be used in the performance of this tour. The motorcoach provider shall carry a minimum of $5,000,000 insurance coverage.

8.1.1. The motorcoach shall be equipped with TV monitors and DVD player, AM/FM stereo, microphone, Hands-Free GPS capability and a clean, working on-board lavatory facility. Both the exterior and the interior condition of the motorcoach must be free of excessive soil, rust, and damage.

The vehicle shall have an operable heating and air conditioning climate control system to ensure the comfort of passengers. Should the motorcoach require any unscheduled maintenance then the contractor shall ensure that a comparable replacement vehicle is provided to continue the tour without disruption to the proposed itinerary.

8.1.2. The motorcoach driver(s) shall be experienced and familiar with navigating in and around the Washington, DC area. The motorcoach driver shall research all current and potential area activities that may restrict access to various tour routes and attractions for the period of the tour. The contractor shall ensure the motorcoach driver(s) is aware of alternate routes to avoid disruption.

8.1.3. The contractor shall provide the driver’s resume. In accordance with the Coast Guard Training Center Yorktown Security instruction, the contractor shall provide the drivers full name, address as it appears on his/her driver’s license and birth date no later than 3 business days prior to tour departure date. Information shall be emailed to Mr. Terry Ellis, Base Force Protection and Security Officer, at terry.l.ellis@uscg.mil

9.0. MEALS: The contractor is responsible for arranging all meals or providing meal vouchers/cash as detailed below. The total meal cost per student and Coast Guard escort shall not exceed the JTR per diem rate for Washington, DC.

9.1. Breakfast. The contractor shall provide a breakfast meal vouchers for each military student and Coast Guard escort for all days. Breakfast vouchers shall be used in conjunction with the hotel’s own restaurant or forfeited by the group member. The price of the vouchers or allotments must be included in the contract price of the tour package.

9.2. Lunch. The contractor shall provide a lunch meal voucher or cash allotment not to exceed $12.00 each military student and Coast Guard escort for Saturday and Sunday. The price of the vouchers or allotments must be included in the contract price of the tour package.

9.3. Dinner. The contractor shall coordinate Friday, Saturday, and Sunday dinner meals for the times specified in the proposed itinerary for the entire group of military students and Coast Guard escorts. Contractor will ensure that restaurant will be NO MORE than two miles walking distance from the hotel that the group is staying at. The evening meals are designated as time to explore international culture and cuisine. Nationally recognized chain restaurants that specialize in specific authentic cuisine are required. Food shall be prepared, handled and served in accordance with the National Restaurant Association’s ServSafe standards.

9.3.1. Each restaurant shall provide a self-serve buffet meal with a wide variety of meat, fish and vegetarian entrées, and vegetable, starch, dessert, and beverage choices. Fruit juices shall be part of the meal and not separately priced. Under no circumstances are alcoholic beverages allowed under this contract.

9.3.2. Each restaurant shall have a sanitation rating of “A”. All students and escorts shall be seated together using a maximum of 3 co-located tables.

9.3.3. If the restaurant is unable to accommodate the tour group then an alternate buffet style restaurant must be approved by the designated Coast Guard group leader. The price of each dinner meal shall be included in the contract price of the tour package.

10.0. LODGING: 4 Star Rating. The contractor shall furnish all facilities. furniture, equipment and supplies, management supervision, and labor to provide lodging accommodations. Such services shall be provided in accordance with U.S. laws and in accordance with the conditions set forth in this Statement of Work. Lodging costs shall not exceed the JTR lodging rate for the Washington, DC area,

10.1. The contractor shall furnish 15 Double rooms and 3 Single rooms at a nationally recognized facility for USCG Training Center Yorktown IMS and US escorts. The sleeping facilities furnished shall be solely on the basis of one individual to a bed. Different rooms shall be provided to lodge males separately from female guests. Tour members shall not be segregated to specific floors or blocks of rooms without prior approval from the senior member of the escort team.

10.2 Primary hotel location shall be within walking distance not to exceed one mile from the Washington Mall. Close proximity is essential for IMS to be exposed to the program’s requisite 13 areas of State Department requirements within the specified tour timeframe. Alternate hotel location option can be in the Crystal City (Arlington, VA) area.

10.3. The Government will not be liable for any local or long distance telephone calls made by the occupants. Occupants are required to clear any outstanding room charges prior to checking out.

10.4. Rooms shall be constructed and finished to provide good light and sound attenuation. All windows shall be provided with blackout lining, shades, or blinds. If drapes are provided, they must screen out sunlight. Sufficient electrical outlets shall be available and in good working condition. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking locks. Each room occupant shall be provided with a room key. Each room shall have a working telephone, television, and internet ready access. Rooms shall have adequate heating and cooling capabilities.

10.5. Bathrooms must be constructed to provide convenient sanitary facilities. Bathrooms must contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms should have adequate lighting and grounded electrical outlets for use of electrical razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains.

10.6. All furnishing and equipment shall be clean and in good repair. The following minimum furnishings are required:

a. Lamp 1 per desk or writing table

b. Adequate clothes storage drawers and closet space

c. Desk or writing table with chair

d. Trash container

10.7. The following amenities are desired but not required. If these amenities are provided, they shall be at no additional cost to the government.

a. Internet access provided to Escorts

b. Radio

c. Working tables and chairs

d. Restaurant within the facility (in-room service is not authorized under this contract.)

e. Refrigerators or ice machines

f. Chair, occasional

g. Alarm clock

h. 24 hour wake up service

i. Message service

10.8. Government personnel should not be billeted under this contract arrangement without presenting proper authorization to the contractor. The contractor’s selected hotel shall be adequately manned to provide a 24 hour check in and check out service, 7 days a week. Individuals of the same sex, designated for double room occupancy, shall be billeted in rooms with two beds. If these rooms are not available, single rooms shall be used.

10.9. Daily custodial services shall include, but is not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap, bath towels, hand towels, sanitized drinking glasses, facial tissues, and a cloth bath mat.

10.10. Linen service shall be provided at least once a week or when occupancy changes, whichever occurs first. Additional blankets shall be made available if requested by occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be at least six inches thick to provide proper support.

10.11. The contractor shall keep all hallways, corridors, grounds, and other adjacent areas under the contractor's control in a clean, neat, and safe condition.

10.12. All rooms shall have DO NOT DISTURB signs available. Contractor's employees shall respect them when displayed.

13.0. INFORMATION SERVICES. The contractor’s designated customer service representatives shall be able to explain to the room occupants any miscellaneous charges not covered by this statement of work, e.g., telephone charges. The contractor shall provide tour participants with information on bus schedules, taxis and other local transportation, dining facilities and locations, and commercial telephone directory service.