Livery RFQ 2023-2028.pdf

USCGA CADET ACTIVITIES FUND

LIVERY SERVICE SOLICITATION# CAFLS2023-2028

REQUEST FOR QUOTE

LIVERY SERVICE

July 1, 2023 – June 30, 2028

Date Issued: 17 April 2023

QUOTES ARE DUE no later than 1200 noon local time, 15 May 2023.

All quotes must be submitted electronically to Lara Schrage at Lara.J.Schrage@uscga.edu.

General information and instructions for quotes are contained herein.

On Tuesday, 02 May 2023 at 1000 (10:00 AM) the Cadet Activities Fund staff will present a one hour fact finding site visit

If interested in participating, please notify Lara Schrage at the email address stated above by 28 April 2023.

TABLE OF CONTENTS

TITLE PAGE(S)

CONTRACTOR INFORMATION 2

TERMS AND CONDITIONS OF THE REQUEST FOR QUOTE 3

GENERAL INFORMATION 4-5

NONAPPROPRIATED CONTRACT CLAUSE TABLE OF CONTENTS 6

NONAPPROPRIATED CONTRACT CLAUSES 7-11

SUPPLIES OR SERVICES PRICING 12-14

CONTACT INFORMATION 15

ATTACHMENTS

(1) Statement of Work (pages 18-21)

(2) Liberty Routes Summary (page 22)

(3) Livery Contractor Profile (page 23)

(4) General CGA Livery Service Annual Timeline (page 24) mailto:Lara.J.Schrage@uscga.edu

Livery Service July 1, 2023 through June 30, 2028

If this quote is accepted by the U.S. Coast Guard Academy Cadet Activities Fund within 30 calendar days from the date quotes are due, the undersigned (Contractor) offers and agrees to furnish any or all of the items at the prices quoted, delivering to the designated point(s) at the times specified.

CONTRACTOR INFORMATION

Type of business: (Check appropriate box)

( ) Individual ( ) Partnership ( ) Corporation

Tax ID Number

Incorporated in the State of (complete if a corporation)

Full Name and Business Address of Contractor (street, city, state, zip code, phone, and e-mail)

Full Name and Business Address of Contractor * (street, city, state, zip code, phone, and e-mail) Signature and Title of Person Authorized to Sign This Quote

Signature/Title

Date

NOTE: There is no legal or financial responsibility accruing to the U.S. Government under this contract. This is a contract exclusively between the U.S. Coast Guard Academy Cadet Activities Fund and the chosen contractor.

USCGA Business Operations Director Date

EFFECTIVE DATE OF AWARD

TERMS AND CONDITIONS OF THE REQUEST FOR QUOTE

1. AWARD. The right is reserved, as the interest of the U.S. Coast Guard Academy (USCGA) Cadet Activities Fund (CAF) may require, to reject any or all Requests for Quotes (RFQ) received. The CAF may accept any RFQ unless qualified by specific limitation of the Contractor. The contract shall be awarded to that responsible party whose quote, conforming to the RFQ, will be of the greatest value to the CAF, based on evaluation criteria stated below. The CAF reserves the right to make this award without discussion.

2. PRICES. As part of this RFQ, the Contractor shall provide price quotes as requested in the SUPPLIES OR SERVICES PRICING section. Additional prices for items or services not listed, but offered in addition to this RFQ by the Contractor, which the Contractor feels are noteworthy, may be added as an extra page to the quote.

Any extra page(s) provided by the Contractor will be considered part of the RFQ and therefore will be subject to all of the enclosed terms and conditions. Furthermore, any extra items or services offered shall be priced for the base period and four (4) option years. The USCGA CAF is under no obligation to include added items or services in the award document.

3. CALENDAR DAYS. All reference to days shall be calculated as calendar days (not business days).

4. QUOTES.

A. Data. Each Contractor shall furnish the information required in the RFQ. The Contractor shall initial and date each page of their RFQ document.

B. Clarifications. Any questions pertaining to this RFQ shall be made within five (5) days of receipt of the same to allow for discussion and issuance of amendment to the solicitation, if warranted. Questions shall be addressed in writing via e-mail to: Lara.J.Schrage@uscga.edu.

C. Late. No quote or amendment received after the deadline will be considered. The only exception is when it is determined that the untimely delivery was caused solely by USCGA personnel or equipment after proper receipt of delivery.

D. Mistake. Contractors are responsible for examining the entire solicitation package.

E. Submission. Quotes and amendments shall be submitted electronically to Lara Schrage at

Lara.J.Schrage@uscga.edu.

F. Withdrawal. Quotes may be withdrawn by written notice provided such notice is received prior to the deadline for the receipt of quotes. Any withdrawal shall be sent to Lara Schrage at Lara.J.Schrage@uscga.edu.

G. Specifications. Quotes shall be based upon the specifications herein. These specifications shall become part of the contract awarded.

5. CONTENT OF QUOTE PACKAGE. Quote package shall consist of the following:

A. Completed RFQ – Contractor Information Sheet.

B. Each Contractor shall supply the names, addresses, contact names, email addresses, and telephone numbers for at least three (3) businesses or colleges/universities for whom the Contractor has provided livery services over the past three (3) years.

C. Each Contractor shall include a profile of their company (see Attachment 3) and resume of the Contractor’s Representative.

D. Provide a copy of the most recent letter or field report from the Department of Transportation; Federal Motor Carrier Safety Administration compliance review, or an audit indicating a safety rating or score.

Also, FMSCA # must be provided.

6. EVALUATION CRITERIA. Basis of award will be pricing, safety record, company profile, and feedback from references.

mailto:Lara.J.Schrage@uscga.edu

GENERAL INFORMATION

1. The CAF is a non-appropriated fund instrumentality (NAFI) established for the purpose of defraying the expenses incurred by the Corps of Cadets. The CAF is the legal entity contracting with the Contractor for provision of support services as outlined in this document. The U. S. Coast Guard Academy Business Operations Director (CGA BOD) is the Contracting Officer.

2. The purpose of the CAF Livery Service contract is to provide safe transportation for the USCGA Corps of Cadets in support of various cadet programs and activities.

3. The period of performance for this contract is as follows:

A. BASE YEAR LIVERY SERVICES 1 July 2023 – 30 June 2024 B. FIRST OPTION YEAR LIVERY SERVICES 1 July 2024 – 30 June 2025 C. SECOND OPTION YEAR LIVERY SERVICES 1 July 2025 – 30 June 2026 D. THIRD OPTION YEAR LIVERY SERVICES 1 July 2026 – 30 June 2027 E. FOURTH OPTION YEAR LIVERY SERVICES 1 July 2027 – 30 June 2028

4. This contract consists of a base year and four (4) option years for providing livery service to the

USCGA. The four (4) succeeding option years are to be exercised at the sole discretion of the Contracting Officer. If the Contracting Officer elects not to exercise the option years, the Contractor will be notified of this decision in writing at least 60 days prior to the end of the contract period.

5. The right is reserved, as the interest of the CAF may require, to reject any or all RFQs received. The CAF may accept any RFQ unless qualified by specific limitation of the Contractor. The contract shall be awarded to that responsible contractor whose RFQ submission, conforming to the RFQ, will be of the greatest value to the CAF, with price and other factors considered. The CAF reserves the right to make this award without discussion.

6. The Contracting Officer is the only individual authorized to execute the award of this contract and subsequent modifications. All changes to this contract are to be considered modifications hereto and must be prepared in writing and must be signed by both parties in the same manner as this contract to be effective.

7. The CAF Business Manager is designated as the Contracting Officer’s Representative (COR) for the purpose of technical surveillance of workmanship and inspection of materials only, for work being performed under this contract. Golf Company Representatives will assist the COR by scheduling livery services. This clause in no way authorizes anyone other than the Contracting Officer to commit the Government to changes in the terms of the contract.

8. The following information will be provided to the Contractor at the time of award: COR’s full name, email address and telephone number; and the USCGA Golf Company Representative’s full names, email addresses, and telephone number(s).

9. The Contracting Officer may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and/or conditions, or fails to provide the Contracting Officer upon request, with adequate assurances of future performance. In the event of termination for cause, the Contracting Officer shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Contracting Officer for any and all rights and remedies provided by law. If it is determined that the Contracting Officer improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

10. A single Contractor’s Representative shall be assigned as the point of contact for scheduling livery services and providing a monthly liberty loop hour summary.

11. The Contractor shall provide proof of insurance coverage reflecting at a minimum those requirements stated in NAF Contract Clause 11 below. The Contractor shall provide the CAF with proof of insurance for damage to property or injury prior to commencement of the contract.

Such insurance shall be secured from an insurance company authorized by law to transact business insurance in the State of Connecticut throughout the contract period, including any exercised option years.

12. The rules and regulations of driving upon the USCGA Base shall apply to the Contractor and his/her employees while on the premises of the USCGA Base. These regulations include, but are not limited to, presenting valid identification for Base entrance, and obeying all posted directives, and providing strict adherence to Security Police direction.

13. The Coast Guard has established procedures to control smoking at the USCGA. Smoking is allowed on Base in “designated smoking areas” only. The Contractor shall comply with this regulation when performing services on Base. Smoking in vehicles is strictly prohibited during all times of provided service. This regulation will be made available to the Contractor upon request.

14. The Contractor shall, without additional expense to the CAF, obtain all licenses and permits required for the prosecution of the work. The Contractor shall be responsible for all damages to persons or property that occur as a result of the Contractor’s or his/her employee’s fault or negligence in connection with the prosecution of the work. The Contractor shall also be responsible for all materials delivered and work performed until completion and final acceptance.

15. Any failure by a member of the USCGA at any time, or from time to time, to enforce or require strict performance of any terms or conditions of this contract will not constitute waiver thereof and will not affect or impair such terms or conditions in any way or the USCGA’s rights at any time to avail itself of such remedies as it may have for any breach(es) of such terms and conditions.

NONAPPROPIATED FUND CONTRACT CLAUSES TABLE OF CONTENTS

CLAUSES MADE INAPPLICABLE BY THE TYPE OF ORDER OR CONTRACT ARE

SELF- DELETING.

1. DEFINITIONS

2. ADVERTISEMENTS

3. ASSIGNMENT

4. COMMERCIAL WARRANTY

5. DISCOUNTS FOR PROMPT PAYMENT

6. DISPUTES

7. EXAMINATION OF RECORDS (not applicable)

8. GRATUITIES

9. HOLD AND SAVE HARMLESS

10. INSPECTION (not applicable)

11. INSURANCE

12. INVOICES

13. LAW GOVERNING CONTRACTS

14. LEGAL STATUS

15. MODIFICATIONS

16. ORDER OF PRECEDENCE (not applicable)

17. PAYMENTS

18. PROOF OF SHIPMENT (not applicable)

19. TAXES

20. TERMINATION FOR CONVENIENCE

21. TERMINATION FOR DEFAULT

22. VARIATION IN QUANTITY

23. PROTESTS

24. DEBRIEFING OFFERORS

(Incorporated by Reference)

25. COVENANT AGAINST CONTINGENT FEES

26. WALSH-HEALEY PUBLIC CONTRACTS ACT

27. EQUAL OPPORTUNITY

28. AFFIRMATIVE ACTION–VETERANS

29. AFFIRMATIVE ACTION–HANDICAPPED WORKERS

30. EMPLOYMENT REPORTS – VETERAN

31. RESTRICTIONS ON CERTAIN FOREIGN PURCHASES

32. EXTRAS

33. CHANGES – FIXED PRICE

34. CONTRACTOR INSPECTOR REQUIREMENTS

35. RESPONSIBILITY FOR SUPPLIES

36. CLEARANCE AND DOCUMENT – SHIPMENTS

37. CONVICT LABOR

38. CONTRACT WORK HOURS & SAFETY STANDARDS ACT

39. SERVICE CONTRACT ACT OF 1965 (AS AMENDED)

40. CHANGES – FIXED PRICE

41. INSPECTION OF SERVICES – FIXED PRICE

NONAPPROPRIATED FUND CONTRACT CLAUSES

1. DEFINITIONS. As used throughout this contract, the following terms and abbreviations have the meaning set forth below:

a. The term “Contract” means this agreement or order and any modifications hereto.

b. The abbreviation “NAFI” means Nonappropriated Fund Instrumentality of the United States

Government. The term “CAF” represents the nonappropriated fund program at the installation within the NAFI.

c. The term “Contracting Officer” means the person executing or responsible for administering this contract on behalf of the CAF which is a party hereto, or his/her successor or successors.

The Contracting Officer is the U.S. Coast Guard Academy Business Operations Director.

d. The term “Contractor” means the party responsible for providing supplies/equipment and/or services at a certain price or rate to the CAF under this contract.

e. The term “Contracting Officer’s Representative” (COR) means a person appointed by the Contracting Officer to monitor performance and act as a liaison between the Contractor and the Contracting Officer.

2. ADVERTISEMENTS. The Contractor agrees that none of its, nor its agent’s, advertisement to include publications, merchandise, promotions, coupons, sweepstakes, contests, sales brochures, etc., shall state, infer or imply that the Contractor’s products or services are approved, promoted or endorsed by the United States Coast Guard, United States Coast Guard Academy, the NAFI, or CAF.

3. ASSIGNMENT. A Contractor may not assign their rights or delegate their obligations under this contract without prior written consent of the Contracting Officer.

4. COMMERCIAL WARRANTY. The Contractor agrees that the supplies/equipment or services furnished under this contract shall be covered by the most favorable commercial warranties the Contractor gives to any customer for such supplies/equipment or services and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the CAF by any other clause of this contract. The printed terms and conditions of such warranty will be provided to the CAF with the delivery of any supplies/equipment or services covered.

5. DISCOUNTS FOR PROMPT PAYMENT. In connection with any prompt payment discount offered, time will be computed from the date of the Contractor’s invoice. Payment is deemed to have been made as of the date on the payment check.

6. DISPUTES. Except as otherwise provided in this contract, any dispute or claim concerning this contract which is not disposed of by agreement shall be decided by the Contracting Officer, who shall state his/her decision in writing and mail or otherwise furnish a copy of it to the Contractor. Within 90 days from date of receipt of such copy, the Contractor may appeal by mailing or otherwise furnishing to the Contracting Officer a written appeal addressed to the Commanding Officer of the CAF. The decision of this authority shall be final and conclusive. If no such appeal is filed, the decision of the Contracting Officer shall be final and conclusive. The Contractor shall be afforded an opportunity to be heard and to offer evidence in support of any appeal under this clause. Pending final decision on such a dispute, the Contractor shall proceed diligently with the performance of the contract and according to the decision of the Contracting Officer, unless directed to do otherwise by the Contracting Officer.

7. EXAMINATION OF RECORDS. Not applicable.

8. GRATUITIES.

a. The CAF may, by written notice to the Contractor, terminate the right of the Contractor to proceed under this contract if it is found after notice and hearing, by the Contracting Officer, that gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the Contractor, or any agent or representative of the Contractor, to any officer or employee of the Government or the CAF with a view toward securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such contract.

b. In the event this contract is terminated as provided in paragraph “a” hereof, the CAF shall be entitled

(1) to pursue the same remedies against the Contractor as it would pursue in the event of a breach of contract by the Contractor, and (2) as a penalty in addition to any other damages to which it may be entitled by law to exemplary damages in an amount (as determined by the Contracting Officer), which shall not be less than three nor more than ten times the cost incurred by the Contractor in providing any such gratuities to any such officer or employee.

c. The rights and remedies of the CAF provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under this contract.

9. HOLD AND SAVE HARMLESS. The Contractor shall indemnify, save harmless and defend the CAF, the NAFI, U.S. Coast Guard, Federal Government, its outlets and customers from any liability, claimed or established, for violation or infringement of any patent, copyright or trademark right asserted by any third party with respect to goods hereby ordered or any part thereof. Contractor further agrees to hold CAF harmless from all claims or judgments for damages resulting from the use of products listed in this contract, except for such claims or damages caused by or resulting from negligence of the CAF customers, employees, agents or representatives. Also, the Contractor shall at all times hold and save harmless the CAF, the NAFI, U.S. Coast Guard, Federal Government, its agents, representatives, and employees from any and all suits and expenses which arise out of acts or omissions of the Contractor, its agents, representatives, or employees.

10. INSPECTION. Not applicable.

11. INSURANCE.

a. The Contractor shall, at their expense, procure and maintain, during the entire performance period of this contract, insurance of at least the kinds and minimum amount set forth herein and insurance required by the State of Connecticut.

b. At all times during performance, the Contractor shall maintain with the Contracting Officer a current Certificate of Insurance showing at least the insurance required herein, and providing thirty (30) days written notice to the Contracting Officer by the insurance company prior to cancellation or material change in policy coverage.

c. The Contractor shall also require all first-tier subcontractors, who will perform work on a Government installation, to procure and maintain the insurance required herein during the entire period of their performance. The Contractor shall furnish (or assure that it has been furnished) to the Contracting Officer a current Certificate of Insurance meeting the requirements of “b” above for each such first-tier subcontractor, at least five (5) days prior to entry of each such subcontractor’s personnel on the installation.

In implementation of the insurance clause above, the Contractor shall procure and maintain:

(1) Workman’s compensation as prescribed by the laws of the state in which the work will be performed and employer’s liability insurance.

(2) General liability insurance wherein the NAFI and the United States are included as named insured stating that such insurance is primary (secondary to or contributory with no other insurance) for personal injury or death and legal liability resulting from damage to the property of passengers or of others for any one accident in an amount not less than five million dollars, $5,000,000.00, are required.

(3) The Contractor is responsible for damage or loss to his owned or leased equipment. Claims will be honored only if it can be shown that the CAF was negligent and caused damage or loss to the Contractor’s equipment.

12. INVOICES. An invoice is a written request for payment under the contract for supplies/equipment delivered or for services rendered. In order to be proper, an invoice should include (and in order to support the payment of interest penalties must include) the following:

a. Invoice date;

b. Name of Contractor;

c. Contract number, contract description of services, quantity, contract unit of measure and unit price, and extended total;

d. Date of service;

e. Name and address to which payment is to be sent (name must be the same as that in the contract or on a proper notice of assignment);

f. Name (where practicable), title, telephone number and mailing address of person to be notified in event of a defective invoice; and

g. Any other information or documentation required by other provisions of the contract.

Unless otherwise specified, invoices shall be prepared and submitted in duplicate hard copy (one copy shall be marked “Original”) or electronically to the COR.

13. LAW GOVERNING CONTRACTS. In any dispute arising out of this contract, the decision of which requires consideration of law questions, the rights and obligations of the parties shall be interpreted and determined according to the substantive and procedural laws of the United States of America.

14. LEGAL STATUS. The NAFI and CAF are integral parts of the United States Coast Guard and are instrumentalities of the United States Government. Therefore, NAFI contracts are United States Government contracts; however, they do not obligate appropriated funds of the United States. NO APPROPRIATED

FUNDS OF THE UNITED STATES SHALL BECOME DUE OR BE PAID A CONTRACTOR BY

REASON OF THIS CONTRACT.

15. MODIFICATIONS. No agreement or understanding to modify this contract will be binding upon the CAF unless it is made in writing and signed by a Contracting Officer from the office that issued the contract or its successor.

16. ORDER OF PRECEDENCE. Not applicable.

17. PAYMENTS. Payment of prices stated in this contract will be made according to the Prompt Payment Act, as amended. Payment is deemed to have been made as of the date on the payment check.

18. PROOF OF SHIPMENT. Not applicable.

19. TAXES. The prices herein reflect full reduction for taxes, which are nonapplicable. In addition to the exemption from Federal excise taxes by virtue of exportation, all tangible personal property sold to NAFIs for resale are exempt from sales and use taxes. All sales other than for resale depend on state law or federal constitutional immunity for exemption from state sales and use taxes.

20. TERMINATION FOR CONVENIENCE. The Contracting Officer, by written notice, may terminate this contract, in whole or in part when it is in the best interest of the CAF. If this contract is for supplies/equipment and is so terminated, the Contractor shall be compensated according to FAR Subparts

49.1 and 49.2 in effect on the date of this contract award. To the extent that this contract is for services and is so terminated, the CAF shall be liable only for payment according to the payment provisions of this contract for services rendered prior to the effective date of termination, providing there are no Contractor claims covering non-recurring costs for capital investment. If there are any such Contractor claims, they shall be settled according to FAR Subparts 49.1 and 49.2.

21. TERMINATION FOR DEFAULT. The Contracting Officer, by written notice, may terminate this contract in whole or in part for failure of the Contractor to perform any of the provisions hereof. In such event, the Contractor shall be liable for damages including the excess cost of reprocuring similar supplies/equipment or services; provided that, if (1) it is determined for any reason that the Contractor was not in default; or (2) Contractor’s failure to perform is without the Contractor’s or subcontractor’s control, fault or negligence, the termination must be deemed to be a termination for convenience. As used in this provision, the term “subcontractor” means subcontractor at any tier.

22. VARIATION IN QUANTITY. No variation in quantity of any item listed in this contract will be accepted unless authorized by the Contracting Officer.

23. PROTESTS. Offerors are encouraged to resolve any complaints or issues they may have with the Contracting Officer in an informal manner. However, where a Contractor is not satisfied with a procurement decision of the Contracting Officer, that Contractor may file a written protest with the Contracting Officer.

The Contracting Officer will issue a final decision on the protest. Any protest must be lodged within 10 calendar days of notification of the contract award to be considered. Any interested party who is dissatisfied by the Contracting Officer’s final decision on the protest may file a written appeal with the Commanding Officer, the Coast Guard Academy Superintendent. Appeals must be made within seven (7) calendar days from receipt of the decision of the Contracting Officer. Determinations made by the Commanding Officer are final.

24. DEBRIEFING OFFERORS. All unsuccessful Offerors, upon request, shall be debriefed and furnished the basis for the selection decision. A request for debriefing shall be made by the Offeror by written request within seven (7) calendar days after receipt of the notice from the Contracting Officer that the Offeror did not received the award. Debriefings may be done verbally (including by telephone) or in writing by the Contracting Officer.

CLAUSE NO. REFERENCE CLAUSE TITLE

25 52.203-5 Covenant Against Contingent fees (Contracts over $100,000)

26 52.222-20 Walsh-Healey Public Contracts Act (Supply Contracts in excess of $10,000) (not with foreign Contractors)

27 52.222.26 Equal Opportunity (Supply and Service Contracts over $10,000)

28 52.222.35 Affirmative Action for Special Disabled Veterans and Vietnam Era Veterans

(Supplies and Services over $10,000)

29 52.222-36 Affirmative Action for Handicapped Workers (Supplies and Service Contracts over $25,000)

30 52.222-37 Employment Reports on Special Disabled Veterans and Vietnam Era Veterans (Supplies and Services Contracts over $10,000)

31 52.225-13 Restrictions on Certain Foreign Purchases

32 52-232-11 Extras

33 52.243-1 Changes–Fixed Price

34 52.246-1 Contractor Inspector Requirements

35 52.246-16 Responsibility for Supplies

36 52.247-52 Clearance and Documentation Requirements-Shipment to DOD Air or Water Terminal Transshipment Points

37 52.222-3 Convict Labor (Contracts over $2,500)

38 52.222-4 Contract Work Hours and Safety Standards Act- Overtime Compensation–General (Contracts over $100,000)

39 52.222-41 Service Contract Act of 1965, as amended (Contracts over $2,500)

40 52.243-1 (ALT1) Changes – Fixed Price

41 52.246-4 Inspection of Services – Fixed Price

SUPPLIES OR SERVICES PRICING

Base Period July 1, 2023 – June 30, 2024

Contractor is required to furnish all labor, services, equipment, tools, materials, personnel, supervision, and expenses for providing approximately 1,600 hours of livery services per the base period for the USCGA Corps of Cadets at a billable rate as specified in Attachment 1, Statement of Work. The General Timeline of Services required is contained in Attachment 4.

The CAF is to be billed at a fixed rate per hour. All billable hours will begin and end when the vehicle arrives at the Coast Guard Academy. All transit and dead head hours shall be included in the rates quoted as well as a minimum charge or hours per vehicle, if applicable.

ITEM

NO.

VEHICLE DESCRIPTION ESTIMATED

HOURS

PRICE

PER HOUR

EXTENDED PRICE

12-Passenger vehicle or equivalent

24-Passenger vehicle or equivalent

36-Passengervehicle or equivalent

46-Passenger vehicle or equivalent

57-Passenger vehicle or equivalent

1,000

Total Contract Value Base Period July 1, 2023 – June 30, 2024:

(Sum of Items 001 - 005)

1,600

Notes:

First Option Year July 1, 2024 – June 30, 2025

Contractor is required to furnish all labor, services, equipment, tools, materials, personnel, supervision, and expenses for providing approximately 1,600 hours of livery services per the base period for the USCGA Corps of Cadets at a billable rate as specified in Attachment 1, Statement of Work. The General Timeline of Services required is contained in Attachment 4.

The CAF is to be billed at a fixed rate per hour. All billable hours will begin and end when the vehicle arrives at the Coast Guard Academy. All transit and dead head hours shall be included in the rates quoted as well as a minimum charge per vehicle, if applicable.

VEHICLE DESCRIPTION ESTIMATED

HOURS

PRICE

36-Passengervehicle or equivalent

Base Period July 1, 2024 – June 30, 2025:

(Sum of Items 101 - 105)

Second Option Year July 1, 2025 – June 30, 2026

Contractor is required to furnish all labor, services, equipment, tools, materials, personnel, supervision, and expenses for providing approximately 1,600 hours of livery services per the base period for the USCGA Corps of Cadets at a billable rate as specified in Attachment 1, Statement of Work. The General Timeline of Services required is contained in Attachment 4.

The CAF is to be billed at a fixed rate per hour. All billable hours will begin and end when the vehicle arrives at the Coast Guard Academy. All transit and dead head hours shall be included in the rates quoted as well as

VEHICLE DESCRIPTION ESTIMATED

HOURS

PRICE

36-Passengervehicle or equivalent

Base Period July 1, 2025 – June 30, 2026:

(Sum of Items 201-205)

Third Option Year July 1, 2026 – June 30, 2027

Contractor is required to furnish all labor, services, equipment, tools, materials, personnel, supervision, and expenses for providing approximately 1,600 hours of livery services per the base period for the USCGA Corps of Cadets at a billable rate as specified in Attachment 1, Statement of Work. The General Timeline of Services required is contained in Attachment 4.

The CAF is to be billed at a fixed rate per hour. All billable hours will begin and end when the vehicle arrives at the Coast Guard Academy. All transit and dead head hours shall be included in the rates quoted as well as

VEHICLE DESCRIPTION ESTIMATED

HOURS

PRICE

36-Passengervehicle or equivalent

Base Period July 1, 2026 – June 30, 2027:

(Sum of Items 301-305)

Fourth Option Year July 1, 2027 – June 30, 2028

Contractor is required to furnish all labor, services, equipment, tools, materials, personnel, supervision, and expenses for providing approximately 1,600 hours of livery services per the base period for the USCGA Corps of Cadets at a billable rate as specified in Attachment 1, Statement of Work. The General Timeline of Services required is contained in Attachment 4.

The CAF is to be billed at a fixed rate per hour. All billable hours will begin and end when the vehicle arrives at the Coast Guard Academy. All transit and dead head hours shall be included in the rates quoted as well as

VEHICLE DESCRIPTION ESTIMATED

HOURS

PRICE

36-Passengervehicle or equivalent

Base Period July 1, 2027 – June 30, 2028:

(Sum of Items 401-405)

CONTACT INFORMATION

Contact information for CAF COR and the Contractor’s Representative:

UNITED STATES COAST GUARD ACADEMY

CADET ACTIVITIES FUND

Mrs. Lara Schrage Contracting Officer’s Representative Contractor’s Representative

Command Mailing Address Contract Address

Cadet Activities Fund U.S. Coast Guard Academy 29 Mohegan Avenue New London, CT 06320

Telephone Number Telephone Number

860-444-8281

POC Email: lara.j.schrage@uscga.edu Email:____________________________ mailto:lara.j.schrage@uscga.edu

ATTACHMENT #1

Statement of Work

Livery Services USCGA Corps of Cadets Transportation

1. Description of Services. The Contractor shall provide all personnel, equipment, and transportation necessary to provide livery services for members of the Corps of Cadets at the United States Coast Guard Academy and authorized personnel.

2. Specific Tasks.

2.1 The Contractor shall provide for the pickup and transportation of U.S. Coast Guard Academy Corps of Cadets for the purpose of providing a means for them to go to local attractions in the New London County area (per various routes stated in Attachment 2)

2.2 The Contractor shall provide livery service to and from the Hartford and Providence airports (Bradley International Airport in Windsor Locks, CT, and T. F. Green airport in Providence, RI ) during leave periods for the Corps of Cadets (i.e., Thanksgiving, Christmas, and Spring Break).

2.3 The Contractor shall provide livery services for Corps of Cadet events at the Coast Guard Foundation Stonington Lodge property in Stonington, CT, on an as needed basis.

2.4 The Contractor shall provide livery services for cadet clubs, programs, and activities on an as needed basis.

2.5 The Contractor shall require all riders to show Cadet Military ID when boarding the vehicle(s). In extenuating circumstances, if a cadet does not have their military ID, that cadet will be allowed to board only if that cadet provides an alternative picture ID and another cadet with a military ID can vouch for him/her.

3. Hours of Operation.

3.1 In general, liberty van service will run from 1600-2200 on Friday evenings; from 1200 - 2400 on Saturdays; and from 1200-1800 on Sundays. Due to fluctuating schedules, the Golf Company liaison will provide the actual liberty route time schedules needed at the beginning of each month (see Attachment 2 for various route options).

3.2 Club and activities on an as needed basis. Requests for service will provide a minimum of three (3) weekdays notice.

3.3 All other services on an as needed basis. Requests for service will provide a minimum of three (3) weekdays notice.

4. Contractor Personnel.

4.1 Personnel shall be licensed to operate a commercial motor vehicle and shall comply with all state and federal laws as well as Coast Guard Academy Base regulations regarding operation of a motor vehicle.

4.2 The Contractor shall provide to the Academy a copy of their drug testing policy and individual background checks for drivers, upon request.

4.3 Contractor personnel shall exercise and exhibit professional decorum, composure, and stability at all times.

4.4 The behavior and language exhibited by contractor personnel shall be professional, appropriate, and respectful at all times.

4.5 The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance.

5. Contractor Furnished Items and Services.

5.1 Vehicles Required.

a. The Contractor shall provide a sufficient number of passenger buses for the transportation of Cadets from Chase Hall to the various stops along the preset route (see Attachment 2). A minimum of one (1) of the 24-passenger buses (or equivalent) shall be furnished to allow for the liberty van to run on the hour. Larger passenger buses or an additional 24-passenger bus may be requested on an as needed basis.

b. The Contractor shall provide the bus size requested by the Golf Company Representative. If the bus size is not available, the Contractor shall send a larger bus, but shall bill at the smaller bus rate. The Golf Company Representative will typically request 46-passenger buses when the traveling party is less than 75% capacity (e.g. 35 for a 46-passenger bus) and the larger buses when the travel party exceeds this amount or the equipment required to travel with the group needs additional storage.

5.2 Travel Day Expectations. The bus shall arrive 30 minutes prior to the provided departure time request and drivers are expected to be courteous, professional, and know the best route to the site before they arrive. For overnight trips, the USCGA CAF will provide lodging for the bus driver, but no per diem for food or other expenses.

5.3 Schedule Changes. Schedules are subject to cancellation and modification. The Contractor must have a sufficient fleet and flexibility with their workforce to provide service in the midst of fluctuations.

5.4 Vehicle Breakdowns. In the event a vehicle breaks down, or has a loss of functions within the vehicle (e.g., AC or heat), the Contractor shall complete a repair of the bus or send a comparable replacement in no more than two (2) hours from time of the breakdown/malfunction. Failure to do so will result in non-payment for that particular charter.

Extenuating circumstances will be considered if this window of time is not met at the sole discretion of the Contracting Officer.

6. Reservations and Billing.

6.1 Reservation Confirmations. An electronic confirmation reflecting each reservation’s details is required. At a minimum, the confirmation shall reflect the name of club/group being transported; pick-up time, date, and location; drop-off time, date and location; size/type of vehicle to be provided; and price.

6.2 Billing rates. The CAF is to be billed at a fixed rate per hour. All billable hours will begin and end at the Coast Guard Academy. All transit and dead head hours shall be included in the rates quoted as well as minimum charges for each vehicle quoted, if applicable.

6.3 Invoices. All invoices are due to the Golf Company Representative no later than five (5) working days after the end of each month. At a minimum, the invoice shall include the name of the club/group being transported; type of vehicle used; number of hours charged and rate, dates used, and destination location.

7. Liability. The Contractor, by acceptance of this contract, agrees that the United States Coast Guard, the United States Coast Guard Academy, their officers, agents and employees, shall not be responsible for damages to property or injuries to persons which may arise from or be incident to this contract, or for damages to the property of the Contractor, or for damages to the property or injuries to the Contractor’s employees, officers, agents or servants, or others which may arise from or be incident to this contract. The Contractor further agrees by acceptance of this contract to hold harmless and indemnify the United States, the United States Coast Guard, the United States Coast Guard Academy, their officers, agents and employees, from any and all liability, loss, damages, costs or expenses which are sustained, incurred, or required arising out of the actions of the Contractor in the course of the contract.

8. State and Federal 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.

9. Estimated Quantities. Based on historical data, it is estimated that approximately 1,600 hours of livery service will be required of the contractor during a base period. These are estimated quantities only. The Contractor will be paid only for actual services provided. These hours include, but are not limited to, the weekly liberty route, Corps of Cadet events at Stonington Lodge as needed, cadet clubs and activities events, and transportation to and from Bradley International Airport in Windsor Locks, CT, and T. F. Green airport in Providence, RI (see Attachment 4 for more details).

10. Period of Performance. The contract award covers the following base period and four option years:

Base Period - July 1, 2023, through June 30, 2024 Option Year One - July 1, 2024, through June 30, 2025 Option Year Two - July 1, 2025, through June 30, 2026 Option Year Three - July 1, 2026, through June 30, 2027 Option Year Four - July 1, 2027, through June 30, 2028

11. CGA Personnel Authorized to Initiate or Modify Livery Services requests:

The people in the following positions will be the only CGA personnel authorized to initiate and modify a request for livery services:

a) COR

b) Administrative Assistant, Commandant of Cadets Office (860) 444-8280

c) The following Golf Company Representatives:

i. Golf Company Officer (860) 444-8231

ii. Golf Company Chief (860) 701-6646

iii. Golf Company Livery Division Officer (1/c Cadet)

Cadets on duty in the CGA Cadet Watch Office are only authorized to place calls for updates to the Contractor’s drivers dispatched for the Friday through Sunday established liberty routes (i.e., CHDO, RCDO, ACDO). The only exemption is in the event of an emergency.

This authorized personnel information will be updated by a Golf Company Representative at the beginning of each semester and the summer training period.

12 Cost of Fuel Adjustment. If the average cost per gallon of gas over a three-month period rises to greater than $5.00 based on recognized state-wide surveys, the Contractor may request an additional adjustment. Both parties agree to negotiate such future additional adjustment request in good faith.

13 Tracking system. Contractor shall provide two (2) options for communication between the CGA Watch Office and/or the individual cadets riding the shuttles and the contractor’s dispatch or bus driver to track the location of the bus during liberty hours. A GPS system or a website/App that the cadets can access from their phones is preferred. Options shall be secured to safeguard risks to movement of military members.

ATTACHMENT #2 Liberty Routes Summary

CGA Liberty Loop Distance and Time Averages

***For scheduling purposes, the anticipated need for the buses and reasonable modifications to the routes will be provided by a Golf Company Representative to the Contractor one week prior to the beginning of each month.

Generally, only one (1) bus is requested, but occasionally on weekends with special local activities an additional bus may be requested to do a particular loop. No more than two (2) buses per weekend day will be requested for liberty loops.

Route 1 Distance in miles Est. Time

CGA Archways / / New London Train Station 1.7 6-10 min Chili's 2 6-10 min Buffalo Wild Wings 1.4 5-8 min Target 0.8 3 min Books A Million (BAM) 0.3 2-4 min Waterford 9 1.8 5-10 min Wal-Mart 0.7 3 min CGA Archways 4.5 8-15 min

Route 2 CGA Archways / / Old Mystic Village 9 15-20 min Mystic Pizza 2 5-10 min CGA Archways 9.5 15-20 min

Route 3 – periodically for concerts or events CGA Archways / Mohegan Sun Casino 11.5 15-20 min

ATTACHMENT #3 LIVERY CONTRACTOR PROFILE

Please provide short responses in the “Response” column. “Comments” for each question are optional unless the question requests further information. If more space is needed for a response, additional sheets may be attached.

Question Response Comments

1. a) When was your company established?

b) How long have you been providing livery and bus services in the State of Connecticut?

2. Location of the depot that will be servicing the CGA during this contract period.

3. Generally, what percentage of your livery service is performed by your employees?

What percentage would be performed by sub-contractors?

4. Identify any experience you have had with providing livery service programs to colleges or large businesses.

5. Do you have a website? If so, please list the URL.

6. On a separate page, please list for each type of vehicle in fleet that will be used to service this contract a basic description of vehicle and amenities, if any, age of vehicles, and quantity owned.

7. Provide a summary of the Company’s drug and alcohol policy.

Attachment #4 General CGA Livery Service Annual Timeline

First Semester – July 1st – December 31st

• Potential liberty shuttles for cadre (July) – 24 Pax

• Cadets return second week of August – (Potential for Liberty shuttle during this week)- 24 pax

• Weekend shuttle schedule begins ~ (2nd to last weekend or last weekend of August)

• Music Program travel begins (Glee Club & Windjammers last week in August) -

• Fall Activities begins (generally 8-10 clubs/activities/community service events, as needed from

September through December)

• NYC Morale/race all day (3-5 of the 52 pax)

• Thanksgiving Break - Corps leaves Tuesday before Thanksgiving - shuttles to airports (BDL &

PVD) – 12 pax and 24 pax

• Thanksgiving Break - Corps returns Sunday after Thanksgiving - shuttles from airports (BDL &

PVD) 12 pax and 24 pax

• Winter Break - Corps leaves mid-December - shuttles to airports for two (2) days, two (2) shuttles per day (BDL & PVD only) 12 pax primarily and 24 pax

Second Semester – January 1st – June 30th

• Winter Break- Corps returns first week of January - shuttles from airports for two (2) days, two (2) shuttles per day (BDL & PVD only). 12 pax and 24 pax

• Potential liberty shuttle during MAP week (first week of January)

• Liberty shuttle schedule resumes (second weekend of January) – 24 pax

• Winter Activities resume (generally 5-6 clubs/activities, as needed from January through March)

• Spring Break - Corps leaves first or second weekend in March- shuttles to airports one (1) day only, two (2) shuttles (BDL & PVD only). 12 pax

• Spring Break - Corps returns following weekend - 1 shuttle from each airport (BDL & PVD only)

12 pax

• Spring Activities begin (generally 5-6 clubs/activities, as needed from April through May)

Dates and times to be determined for trips that occur throughout the year (generally within 150 miles from

CGA).