DRAFT Transportation Shuttle SOW.pdf

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PERFORMANCE OF WORK / STATEMENT OF WORK

NIST Shuttle Services

1.0. BACKGROUND INFORMATION

The National Institute of Standards and Technology (NIST) / Facilities Services Division provides management of the Transportation Program for NIST customers, associates, and visitors at the Gaithersburg Campus.

The Transportation program was established to encourage employees to use public transportation when commuting to and from work.

2.0. PURPOSE

The Contractor shall provide all labor and vehicles for transportation services to NIST customers, associates, and visitors. NIST intends to award a firm fixed price Contract for bus/vehicle service to transportation hubs that are local to the NIST Gaithersburg, Maryland campus.

The Contractor shall provide all support for project oversight, equipment, administration and technical execution of this contract. The Contractor is responsible for maintaining accurate records of project activities as required in this contract.

2.1. Place of Performance

NIST Campus located in Gaithersburg, Maryland, and the Washington Metropolitan Area

2.2. Regular Business Hours

Regular business hours are Monday through Friday, 6:30 am to 6:30 pm Eastern Time, excluding Federal holidays and NIST closures.

Shuttle service hours may be reduced at the CORs discretion.

Cancellations within 48 hours of the service to be rendered will result in 75% of payment.

Cancellations outside of 48 hours prior to the service will result in nonpayment.

2.3. Period of Performance

Base Period: 4/5/2026 – 3/31/2027 Option Period 1: 4/1/2027 – 3/31/2028 Option Period 2: 4/1/2028 – 3/31/2029 Option Period 3: 4/1/2029 – 3/31/2030 Option Period 4: 4/1/2030 – 3/31/2031

An extension period, not to exceed 6-months, per FAR Clause 52.217-8 is also considered.

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3.0. SCOPE OF WORK

The Contractor shall provide all support for project oversight, equipment, administration and technical execution of this contract. The Contractor is responsible for maintaining accurate records of project activities and must have a minimum of 6 drivers on staff that meet the requirements of this contract.

The Contractor shall ensure consistent on-time service. In the event of mechanical breakdown or lack of transportation of any nature, the Contractor shall immediately notify the COR (or ACOR if applicable) and provide replacement vehicle(s) with a qualified driver(s) and resume service within one hour of the service interruption. It is critical that the driver maintain constant contact with their dispatcher. The expected service standard for failure to meet service requirements shall not exceed one incident per quarter.

The Contractor shall ensure that the driver and/or dispatcher are available while services to NIST are being performed.

3.1. Transportation Orders

All orders will be requested via email. The email will contain all pertinent information to conduct the requested service. Confirmations will be generated by the contractor and sent to the COR for verification.

Each Transportation Order shall, at a minimum, provide the following:

• Date/Time

• Shuttle type (see below Tasks)

• # of Passengers

• Routes/Destinations

• Notes

The Contractor shall review the transportation order from NIST and provide a priced confirmation detailing all the specifics listed above and any additional relevant information. Confirmation should be a PDF document and provided via email no less than 48 hours of receipt of order, unless required sooner due to the transportation order requirements.

3.2. Tasks

3.2.1. Task 1 – METRO Shuttle

The contractor shall:

• Provide a 36 or 40-passenger bus with clear/visible signage stating “NIST” and a driver to operate METRO Shuttle service from building 101 to Shady Grove Metro.

• Take an alternate route upon request to go the Visitor’s Center and unload at the bus stop on North Drive, facing East. If not requested in the initial order, the shuttle will not deviate from its normal route.

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3.2.2. Task 2 – MARC Shuttle

The contractor shall:

• Provide a 15-passenger van or a 20-passenger mini-bus with clear/visible signage stating “NIST” and a driver to operate the MARC Shuttle service from Building 101 to the Metropolitan Grove MARC Station in the AM and to the Gaithersburg MARC Station in the PM.

• The driver will make six runs in the morning and five runs in the afternoon in accordance with MARC Shuttle’s AM & PM schedule.

3.2.3. Task 3 – SURF Program

Contractor will provide at least one 55-passenger coach bus and a driver for transportation services from local hotels to various NIST laboratory buildings for students participating in the SURF Program. In most recent year the driver will pick up SURF Program students from three local hotels in the morning and bring them to the NIST campus. In the afternoons the driver will pick up the students at various buildings on the NIST campus and return them back to the three hotels. The SURF program will be scheduled for four months in the summer, typically May - August.

3.2.4. Task 4 – NIST Center for Neutron Research (NCNR) Summer School

Contractor will provide at least one 55-passenger coach bus and a driver for transportation services from at least one hotel to the NCNR Building 235. The driver will provide transportation during the week from NIST Building 101 to NCNR Building 235 and back to the hotels at the end of each day.

3.2.5. Task 5- NIST Cybersecurity Risk Management Conference

Contractor will provide six 55-passenger coach buses and drivers for 700 conference attendees over a two-day period. Two buses will be stationed at each of the three hotels and provide transportation to the NIST campus. At the end of each day for this two-day conference the six buses will provide transportation back to the three hotels.

3.2.6. Task 6- General Transportation Services with 3-day notice

Contractor will provide transportation services with the appropriate size vehicle (e.g. 57-passenger bus, 32- passenger bus, 36 or 40-passenger bus, 15-passenger van, and 7-passenger SUV, and 6-passenger sedan) to facilitate requested ad hoc services, including no notice emergency service requests. The Contractor may price other vehicles they believe will meet the standards set forth in this contract.

Drivers and vehicles shall pickup/drop off people from local Metro drop-off locations and from destinations in the Washington Metropolitan Area as defined on individual call orders.

The COR will make every attempt to provide the Contractor with a three-day notice of the need for transportation services; however, this is not guaranteed, and the Contractor shall make its best effort to accommodate any request provided with less notice.

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3.3. Reporting

The Contractor shall provide the following reports:

3.3.1. Dispatch Schedule

The dispatch schedule shall report all planned activities for the next month. The dispatch schedule should include each service by order number, description of the event supported, planned number of riders, destination and pick-up/drop-off location, planned vehicle (size) for service and assigned driver.

The dispatch schedule shall include assurances that identified drivers have approved badges and are cleared for campus access by the NIST Security Office.

3.3.2. Dispatch Schedule Updates / Revisions

The Contractor shall provide updated dispatch schedules in the current month as changes are made to schedule and/or transportation orders, to include but not limited the following:

• Order cancellations

• Order reschedules

• Change in assigned driver(s)

• Change in destination and/or pick-up/drop-off location

• Change in vehicle

3.3.3. Weekly Passenger Report

The Contractor shall provide a Weekly Passenger Report of the total number of passengers per run. The report may be broken down by individual transportation orders.

3.3.4. Monthly Activity Report

The Contractor shall provide a Monthly Activity Report on transportation orders performed during the prior month that resulted in any problems or issues. The report shall also include any recommendations that were brought to the attention of the COR during the reporting period or other noteworthy incidents.

3.4. Safety on the NIST Campus

NIST is committed to maintaining a work environment that safeguards the public and the environment, as well as personnel and property. The contractor is responsible for following 49 CFR Part 37 and Parts 300-399.

All Contractor personnel must be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, waste disposal, and traffic laws.

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3.5. Training

The Contractor shall:

• Provide, as necessary, and maintain records of driver trainings and certifications necessary to maintain their Commercial Driver's License (CDL).

• Provide, as necessary, and maintain records of safety-related training required by applicable OSHA, state and local regulations or standards for affected contractor personnel (including subcontractor personnel) that perform work under this award. Such training may include, for example, training for proper use of PPE, respirator use, fall protection, crane operation, forklift operation; electrical safety, or other safety-related topics.

• The Contractor shall make those records available to the contracting officer, contracting officer’s representative, or other authorized personnel within 7 calendar days of receipt of their written request, and annually thereafter or upon request.

• Require contractor personnel (including subcontractors) to attend required NIST-specific health or safety training that is required by the award.

4.0. REQUIREMENTS FOR CONTRACTOR PERSONNEL

4.1. CDL licensed Drivers (Key Personnel)

The Contractor shall provide a minimum of six (6) CDL licensed drivers with a minimal of 3-years of experience with no traffic violations or chargeable accidents within the last 12 months.

The Contractor shall provide a copy of their drivers’ CDL Class "B" license with both passenger and airbrake endorsements certifying that they meet the Department of Transportation (DOT) and State of Maryland requirements to operate a commercial passenger vehicle.

The Contractor shall ensure that all drivers providing services under this Contract passes a background check. A list of all potential drivers with their names, social security numbers and citizenship information shall be provided to the COR and CO for submission to the NIST Security within 5 business days award.

Driver(s) shall have knowledge and be able to read a map of Gaithersburg, Maryland and the Washington Metropolitan Area.

4.2. Dispatcher (Key Personnel)

The Contract shall provide an offsite dispatcher with a minimum of 3 years’ experience in transportation dispatching services. Experience shall be in similar size, scope, and complexity to this requirement or greater.

The Contractor shall ensure that the dispatcher is available while services under this requirement are being performed and keep the COR updated with any changes in service or performance issues as they are identified.

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4.3. Point of Contact

The Contractor shall provide and identify a focal point of contact (FPOC) for this contract.

The FPOC shall be responsible for receiving and responding to, but not limited to, the following:

• Transportation Orders

• Quality Control and/or Performance Issues

• Report and Record Requests

The FPOC shall be available and attend any meeting requested by the COR and/or CO. Routine meetings are not anticipated in the requirement, so any meeting required shall be scheduled as necessary around all participants’ availability.

5.0. TRANSPORTATION REQUIREMENTS

The Contractor shall directly own no less than four of the vehicles listed below with at least two being capable of transporting 36 or 40 passengers or larger that meet the requirements of this scope.

• 57-passenger coach bus

• 32-passenger bus

• 24-passenger bus

• 36/40-passenger bus

• 15-passenger van

• 7-passenger SUV

• 6-passenger sedan

The Contractor shall provide a handicap-accessible vehicle when necessary. The COR shall provide this requirement when ordering services.

All vehicles shall be properly licensed, registered, inspected, and road-worthy.

6.0. SECURITY

NIST is a restricted campus. An identification badge is required for campus access and entry into buildings.

Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office.

All Contractor personnel shall provide or show their identification to the armed Security Police when entering the campus or otherwise requested.

The Contractor shall ensure that all drivers providing services under this contract have been cleared by security as detailed below.

6.1. Homeland Security Presidential Directive (HSPD)-12

The Contractor personnel (and/or any subcontractor personnel) who require physical access to NIST facilities or logical access to NIST IT networks or systems must comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and

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Contractors; OMB M-05-24; OMB M-19-17; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors; NIST HSPD-12 policy; and Executive Order 13467, Part 1 §1.2.

6.2. Roster

The Contractor shall provide a current and accurate roster of drivers and relevant personnel (similar to an Org Chart) to the COR and CO within 5 business days of the award date of this contract (preferably with the CDL copies).

Any revisions to the roster because of staffing changes must be submitted within 5 business days of the change.

Driver changes shall be submitted to the COR and CO no less than two weeks in advance, prior to the driver performing any NIST services under this contract. Failure to submit changes timely may result in Contractor personnel being denied access to the campus and inability to perform the required services.

The COR will notify the Contractor of the appropriate level of investigation required for each staff member. If the employee is filling a new position, the Contractor must provide a position description, and the Government will determine the appropriate suitability level.

6.3. Position Sensitivity Designations Requirement

All Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation that complies with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR).

The following position sensitivity designation levels apply to this solicitation/contact: Low Risk.

6.4. Vehicle Inspection

Periodic inspections will be conducted by the Contracting Officer's Representative (COR) to ensure that vehicles pass general quality standards.

The vehicles shall have functional heating and air conditioning; they shall be clean of all debris, odor and trash. The seats, grab bars, handles, and all common public areas shall be cleaned down daily with bleach or other cleansers; exterior will be clean and free of debris. The seats and storage areas shall be in good repair with no damage that prevents their use to include torn fabrics and sharp metal edges.

The vehicles shall be handicapped accessible when order requires. The vehicles shall have passed all state inspection requirements for safe operation and registration of any vehicle used for NIST service.

NIST reserves the right to inspect all vehicles to ensure standard is met. The Contractor at the direction of the COR and documented evidence of failure to this standard, may request a vehicle replacement for scheduled service.

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7.0. QUALITY

7.1. Quality Control Plan

The Contractor shall develop, implement, and maintain a Quality Control Plan (QCP) to ensure contract compliance, and act to ensure that potential problems or risks to service performance are identified, documents, and resolved prior to failure or immediately upon identification.

In the event of findings by the Government Quality Assurance Program, the Contractor shall implement progressively responsive quality control measures commensurate with the severity of the Government's findings.

The Contractor may be required to update or revise the final QCP after approval due to changing Government requirements or identified shortfalls.

7.2. Quality Assurance Program

The Government’s role in quality assurance is to ensure that the Contractor is achieving the quality levels established in the performance of these services and focuses on the Contractors’ QC plan. NIST periodically validates the execution of the Contractor's QCP by reviewing performance, reports, rider experience or complaints, and the timeliness of corrective actions.

The Government shall inspect the Contractor’s performance using a quality assurance surveillance plan (QASP) through random inspections, scheduled inspections, or any other method of inspection by the COR or designee that the Government determines reflects the actual performance of this Contract.

Contractor performance shall be evaluated based on the performance success or deficiencies, success or failure in meeting contract requirements, and the Contractor’s record of correcting deficiencies when noted.

While corrective actions shall be noted, a record of significant performance deficiencies shall lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action.

8.0. PAYMENT SCHEDULE

The Contractor will be paid, in accordance with the payments clause in the contract and as otherwise noted in this document, upon receipt of a proper invoice.

Invoices shall be submitted monthly in arrears, following performance of services.

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9.0. SCHEDULE OF DELIVERABLES

Deliverable Description Reference Format Due Date Quality Control Plan (QCP)

Quality Control Plan (QCP)

7.1. Word Draft required

with proposal.

Approved Final due within 5 business days of award date.

Roster List of drivers and personnel accessing the campus

6.2. PDF/Word/Excel Within 5

business days of award date

Training Records Contractor personnel health or safety training or certification records.

3.5. PDF/Word Within 7

calendar days of request

Driver CDL copies

Class “B” CDL copies.

4.1. PDF/Word Within 5

business days of award date.

Dispatch Schedules

Report all planned activities for the next month.

3.3.1. Word 20th day of the

prior month

Dispatch Schedule Updates

Provide updates for the current month dispatch schedule.

3.3.2. Word Same day as

identified

Weekly Passenger Report

Number of passengers per run.

3.3.3. Word Every Friday

Monthly Activity Report

Report any and all issues or problems experienced or recommendations.

3.3.4. Word 10th Day of

Each Month

10.0. Attachments

TBD