RFP No. 75N98023R00023 - Shuttle Services.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 3/2005)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS

UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS

EMERGING SMALL

BUSINESS

8 (A)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

RFP Number: 75N98023R00023

- 2 -

NOTICE TO OFFERORS

This solicitation is being processed under a Partnership Agreement (PA) between the Department of Health and Human Services (HHS) and the Small Business Administration (SBA), under which the SBA has delegated to HHS, authority to enter into 8(a) contracts directly with eligible 8(a) firms. The PA implements innovative and effective methodology designed to streamline the acquisition process for awards under the 8(a) program. The Office of Acquisitions (OA), Office of Logistics Acquisition Operations (OLAO), is a designated pilot agency under the PA.

Any solicitation and subsequent awards processed under the referenced PA, OA, OLAO, will make the award directly to the 8(a) firm. SBA will not be a signatory to the award resulting from this solicitation. SBA will, however, retain responsibility for 8(a) certification, administer other eligibility related issues under the 8(a) program, and be available to 8(a) firms for counseling and assistance.

If you have any questions pertaining to this PA, please contact Sheryn Noel, Contracting Officer, at noels@mail.nih.gov.

HHS/SBA PA (OCTOBER 23, 2012, until amended) Servicing Small Business Administration Field Office

To facilitate communications, it is requested that the 8(a) participant submitting this offer/bid provide the following information regarding the firm's cognizant servicing Small Business Administration (SBA) office.

Servicing SBA Office

Address

Cognizant SBA Business Opportunity Specialist's Name

Phone mailto:noels@mail.nih.gov

- 3 -

PART I - THE SCHEDULE

THE INFORMATION SET FORTH IN SECTION A - SOLICITATION/CONTRACT FORM, HEREIN

CONTAINS IMPORTANT INFORMATION FOR ANY OFFEROR INTERESTED IN RESPONDING TO

THIS SOLICITATION. ANY CONTRACT RESULTING FROM THIS SOLICITATION WILL INCLUDE IN

ITS SECTION A - SOLICITATION/ CONTRACT FORM, ACCOUNTING, APPROPRIATION AND

GENERAL INFORMATION APPLICABLE TO THE CONTRACT AWARD.

THE CONTRACT SCHEDULE SET FORTH IN SECTIONS B THROUGH H, HEREIN, CONTAINS

CONTRACTUAL INFORMATION PERTINENT TO THIS SOLICITATION. IT IS NOT AN EXACT

REPRESENTATION OF THE CONTRACT DOCUMENT THAT WILL BE AWARDED AS A RESULT OF

THIS SOLICITATION. THE CONTRACT COST OR PRICE AND OTHER CONTRACTUAL PROVISIONS

PERTINENT TO THE OFFEROR (i.e., those relating to the organizational structure [e.g., Non-Profit, Commercial] and specific cost authorizations unique to the Offeror's proposal and requiring Contracting Officer Prior Approval) WILL BE DISCUSSED IN THE NEGOTIATION PROCESS AND WILL BE INCLUDED

IN THE RESULTANT CONTRACT. THE ENCLOSED CONTRACT SCHEDULE IS INTENDED TO

PROVIDE THE OFFEROR WITH THE NECESSARY INFORMATION TO UNDERSTAND THE TERMS

AND CONDITIONS OF THE RESULTANT CONTRACT.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

ARTICLE B.1. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

The purpose of this solicitation is to provide shuttle services to transport employees and patients throughout the NIH campus and to several locations off-campus. In addition, patient shuttle services include transportation to and from regional airports, medical/recreational trips, and other select locations which support the NIH community.

This requirement is being procured as an Indefinite Delivery Indefinite Quantity type contract under FAR Part 12 (Commercial Items), FAR Part 15 (Contracting by Negotiations), and FAR Part 37.6 (Performance Based Acquisition).

ARTICLE B.2. OPTION PRICES

a. Unless the Government exercises its option pursuant to the option clause referenced in ARTICLE H.

SPECIAL CONTRACT REQUIREMENTS, this contract consists only of the Base Period specified in the Performance Work Statement as defined in SECTIONS C and F, for the price set forth in ARTICLE B.3 PRICING SCHEDULE, Base Year of this contract.

b. Pursuant to FAR Clause 52.217-9 set forth in ARTICLE H. SPECIAL CONTRACT REQUIREMENTS of this contract, the Government may, by unilateral contract modification, require the Contractor to perform the Option Period(s) specified in the Performance Work Statement as defined in SECTIONS C and F of this contract. If the Government exercises this/these option(s), notice must be given before the expiration date of the contract. Specific information regarding the time frame for this notice is set forth in the OPTION PROVISION Article in SECTION H of this contract. The fixed price of this contract will be increased as set forth in Option Years 1 through 4 in ARTICLE B.3. PRICING

SCHEDULE.

- 4 -

ARTICLE B.3. PRICING SCHEDULE

The final contract will contain the price/cost provisions agreed upon by the Government and the Offeror.

The Contractor shall furnish Shuttle Services for the NIH for a twelve (12) month base period with four (4) twelve-month option periods.

The Contract Line Items (CLINs) are fixed hourly rates/runs. It is anticipated this solicitation will be awarded as a Performance Based contract.

a. The total estimated amount of this contract is To be determined at time of award.

b. Incentive Payments:

1. The Contractor's performance hereunder will be observed and evaluated continuously by the Government. At the end of each evaluation period (performed quarterly) the Contracting Officer will review performance based on the standards and criteria established in the Method to Calculate Quarterly Incentive/Deduction listed as Attachment #3 hereto and made a part of this contract.

2. The findings of the evaluation will determine the amount of the available incentive payment earned by the Contractor for the identified evaluation period. In no event, however, will any unearned incentive payments become available in subsequent evaluation periods.

3. The Contracting Officer/Contracting Officer's Representative will notify the Contractor, in writing, of the available incentive payment actually earned for a given evaluation period. Upon receipt of this notification, the Contractor may submit an invoice for payment of the total incentive payment earned.

4. The evaluation/determination of incentive payment shall be binding on both parties and not subject to the Disputes Clause.

c. Upon delivery and acceptance of the services described in the Performance Work Statement of this contract and identified in the schedule of charges below, the Government shall pay to the contractor the unit price(s) set forth below:

- 5 -

Base Year: _____________ through _____________ (To be completed at time of award)

*No incentive is awarded in the first two (2) quarters of the contract.

Line Item No. Description

Maximum Estimated Quantity Unit Unit Price Total

1 EMPLOYEE SHUTTLE

1a Campus (Red) 6,858 Hours

1b Campus Limited Perimeter/Bldg.

10 Express 4,572 Hours

1c Rockledge (Green) 7,112 Hours 1d NSC (Orange) 3,429 Hours 1e Fishers Lane (Blue) 3,472 Hours

1f Metro/Building 10 South Express 3,429 Hours 1g Bldg 10 After Hours 1,651 Hours 1h Special Event Shuttle 200 NTE Hours

1i Alternative Transportation Services Option 12 Months

2 PATIENT ROUTES

2a Children's Inn/Family Lodge 4,131 Hours 2b Safra Family Lodge 1,524 Hours 2c BWI Airport 1,240 Runs 2d Reagan National Airport 1,800 Runs 2e Dulles Airport 1,702 Runs 2f Hotel South 5,248 Runs 2g Hotel North 4,656 Runs 2h Recreational Therapy Shuttle 3,328 NTE Hours 2i Transportation 4,608 Hours

Desk 3 Onsite Project Management 12 Months

Nextbus Technology (or equivalent) 12 Months

Fuel Surcharge (Botton Rate TBD Ceiling TBD 12 Months

6 Incentive Payment Per Quarter $50,000.00 $100,000 Base Year - Total

- 6 -

Option Year 1: _______________ through __________________

Estimated Quantity Unit Unit Price Total

1 EMPLOYEE SHUTTLE

1a Campus (Red) 6,858 Hours

1b Campus Limited Perimeter/Bldg.

10 Express 4,572 Hours

1c Rockledge (Green) 7,112 Hours 1d NSC (Orange) 3,429 Hours 1e Fishers Lane (Blue) 3,472 Hours

1f Metro/Building 10 South Express 3,429 Hours 1g Bldg 10 After Hours 1,651 Hours 1h Special Event Shuttle 200 NTE Hours

1i Alternative Transportation Services Option 12 Months

2 PATIENT ROUTES

2a Children's Inn/Family Lodge 4,131 Hours 2b Safra Family Lodge 1,524 Hours 2c BWI Airport 1,240 Runs 2d Reagan National Airport 1,800 Runs 2e Dulles Airport 1,702 Runs 2f Hotel South 5,248 Runs 2g Hotel North 4,656 Runs 2h Recreational Therapy Shuttle 3,328 NTE Hours 2i Transportation 4,608 Hours

Desk 3 Onsite Project Management 12 Months

Nextbus Technology (or equivalent) 12 Months

Fuel Surcharge (Botton Rate TBD Ceiling TBD 12 Months

Option Year 1 - Total

- 7 -

Option Year 2: _______________ through __________________

Estimated Quantity Unit Unit Price Total

1 EMPLOYEE SHUTTLE

1a Campus (Red) 6,858 Hours

1b Campus Limited Perimeter/Bldg.

10 Express 4,572 Hours

1c Rockledge (Green) 7,112 Hours 1d NSC (Orange) 3,429 Hours 1e Fishers Lane (Blue) 3,472 Hours

1f Metro/Building 10 South Express 3,429 Hours 1g Bldg 10 After Hours 1,651 Hours 1h Special Event Shuttle 200 NTE Hours

1i Alternative Transportation Services Option 12 Months

2 PATIENT ROUTES

2a Children's Inn/Family Lodge 4,131 Hours 2b Safra Family Lodge 1,524 Hours 2c BWI Airport 1,240 Runs 2d Reagan National Airport 1,800 Runs 2e Dulles Airport 1,702 Runs 2f Hotel South 5,248 Runs 2g Hotel North 4,656 Runs 2h Recreational Therapy Shuttle 3,328 NTE Hours 2i Transportation 4,608 Hours

Desk 3 Onsite Project Management 12 Months

Nextbus Technology (or equivalent) 12 Months

Fuel Surcharge (Botton Rate TBD Ceiling TBD 12 Months

Option Year 2 - Total

- 8 -

Option Year 3: _______________ through __________________

Estimated Quantity Unit Unit Price Total

1 EMPLOYEE SHUTTLE

1a Campus (Red) 6,858 Hours

1b Campus Limited Perimeter/Bldg.

10 Express 4,572 Hours

1c Rockledge (Green) 7,112 Hours 1d NSC (Orange) 3,429 Hours 1e Fishers Lane (Blue) 3,472 Hours

1f Metro/Building 10 South Express 3,429 Hours 1g Bldg 10 After Hours 1,651 Hours 1h Special Event Shuttle 200 NTE Hours

1i Alternative Transportation Services Option 12 Months

2 PATIENT ROUTES

2a Children's Inn/Family Lodge 4,131 Hours 2b Safra Family Lodge 1,524 Hours 2c BWI Airport 1,240 Runs 2d Reagan National Airport 1,800 Runs 2e Dulles Airport 1,702 Runs 2f Hotel South 5,248 Runs 2g Hotel North 4,656 Runs 2h Recreational Therapy Shuttle 3,328 NTE Hours 2i Transportation 4,608 Hours

Desk 3 Onsite Project Management 12 Months

Nextbus Technology (or equivalent) 12 Months

Fuel Surcharge (Botton Rate TBD Ceiling TBD 12 Months

Option Year 3 - Total

- 9 -

Option Year 4: _______________ through __________________

ESTIMATED TOTAL BASE + ALL OPTION YEARS $

d. The estimated contract amount and quantity for items set forth in paragraphs a. & c. above are not a guarantee and are estimated quantities due to the number of workdays and holidays per month and unexpected government closures.

Estimated Quantity Unit Unit Price Total

1 EMPLOYEE SHUTTLE

1a Campus (Red) 6,858 Hours

1b Campus Limited Perimeter/Bldg.

10 Express 4,572 Hours

1c Rockledge (Green) 7,112 Hours 1d NSC (Orange) 3,429 Hours 1e Fishers Lane (Blue) 3,472 Hours

1f Metro/Building 10 South Express 3,429 Hours 1g Bldg 10 After Hours 1,651 Hours 1h Special Event Shuttle 200 NTE Hours

1i Alternative Transportation Services Option 12 Months

2 PATIENT ROUTES

2a Children's Inn/Family Lodge 4,131 Hours 2b Safra Family Lodge 1,524 Hours 2c BWI Airport 1,240 Runs 2d Reagan National Airport 1,800 Runs 2e Dulles Airport 1,702 Runs 2f Hotel South 5,248 Runs 2g Hotel North 4,656 Runs 2h Recreational Therapy Shuttle 3,328 NTE Hours 2i Transportation 4,608 Hours

Desk 3 Onsite Project Management 12 Months

Nextbus Technology (or equivalent) 12 Months

Fuel Surcharge (Botton Rate TBD Ceiling TBD 12 Months

Option Year 4 - Total

- 10 -

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

A. GENERAL REQUIREMENTS

A.1. Background:

The National Institutes of Health (NIH) is the steward of medical and behavioral research for the Nation. Its mission is science in pursuit of fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to extend healthy life and reduce the burdens of illness and disability. The goals of the agency are as follows:

• Foster fundamental creative discoveries, innovative research strategies, and their applications as a basis to significantly advance the Nation’s capacity to protect and improve health.

• Develop, maintain, and renew scientific human and physical resources that will assure the Nation’s capability to prevent disease.

• Expand the knowledge base in medical and associated sciences to enhance the Nation’s economic well-being and ensure a continued high return on public investment in research.

• Exemplify and promote the highest level of scientific integrity, public accountability, and social responsibility in the conduct of science.

The Office of Research Services (ORS), which includes the Division of Amenities and Transportation Services (DATS), provides a portfolio of services to the NIH Community that supports its mission of uncovering new knowledge about the prevention, detection, diagnosis, identification, and treatment of disease and disability. Those services range from providing animal care and facilities to library and conference services to services related to security, safety, and transportation (shuttle services). ORS supports all 27 Institutes and Centers (ICs) that operate in multiple locations, including the primary location on the Bethesda campus. Annual shuttle ridership is approximately half a million employees and 200,000 patients and family members.

A.2. Purpose:

To provide shuttle services to transport employees and patients throughout the NIH campus and to several locations off-campus. In addition, patient shuttle services include transportation to and from regional airports, medical/recreational trips, and other select locations which support the NIH community.

A.3. Goals and Performance Objectives:

Overall Goal: Efficient, effective, and reliable shuttle services that provide timely, convenient, and safe transportation for NIH employees, patients, patients’ families, and visitors to and around the various NIH facilities, the District of Columbia Metro area, and the region.

Objectives:

A. Deliver safe, reliable, and convenient shuttle services for NIH employees, patients, patients’ families, and visitors, including the disabled.

B. Provide superior customer service to all riders.

C. Operate an NIH patient shuttle transportation desk that provides reliable information on NIH patient shuttles and arranges taxi transportation for patients.

D. Integral to this endeavor is the deployment of a vehicle fleet selected to optimize fuel efficiency and minimize the emission of greenhouse gases. Develop and execute a thorough, continuous improvement initiative aimed at pinpointing and executing precise modifications to significantly

- 11 -enhance the operational efficiency and effectiveness of shuttle services. Strive to curtail expenditures while upholding satisfactory performance benchmarks.

E. Maintain a robust program management structure that is bolstered by a corporate commitment to deliver superior shuttle services to NIH.

A.4. Contractor Requirements:

Independently and not as an agent of the Government, the Contractor shall furnish and maintain all necessary services, qualified personnel, equipment, and supplies, not otherwise provided by the Government, to manage and operate employee and patient shuttles. The Contractor shall have and maintain all required permits and registrations to operate shuttle vehicles within the District of Columbia Metro area as well as between the Baltimore Washington International Thurgood Marshall Airport, Ronald Reagan Washington National Airport, and Dulles International Airport.

The Government has the unilateral right to order services exceeding those specified in Article B of the contract for any existing shuttles specified within the scope of performance as well as for any new shuttle runs. The Contractor will be obligated to provide services at the current rate.

A.4.1. Overall Performance Requirements

It shall be the Contractor’s responsibility to design methods and systems of how best to deliver the services to meet the Government’s quality and performance requirements. The requirements to provide shuttle service to the NIH community are performance-based with a focus on desired results and outcomes that will lead to reliable shuttle management and operations. This represents a challenge to the Contractor to develop and apply innovative and efficient approaches to the contract requirements. Performance-based contracting is a result of the overall shift in government management toward commercial business practices.

The Contractor will respond to comments and complaints from patrons and the Government Contracting Officer’s Representative (COR) or representative within 24 hours of notification by the Government unless Government officials request an immediate response depending on the severity of the incident. In the case of equipment malfunctioning, the Contractor will immediately correct the problem to ensure patron satisfaction and safety (i.e., heat/air conditioning, handicap equipment, etc.). If the problem is systemic, the Contractor will submit a plan of correction to the COR.

B. SHUTTLE SERVICES

There are two general programs of shuttle services: Employee Shuttle Service and Patient Shuttle Service.

The following requirements apply to both the Employee Shuttle Service and the Patient Shuttle Service.

Employee and Patient Shuttle routes and times are subject to change. The Contractor is responsible to comply with and ensure the following:

• Provide and maintain equipment in each shuttle to allow immediate communication between the driver and the Contractor’s terminal. Communication between the patient shuttles and the Clinical Center is required to always include hands free communication for vehicles in transit while the patient shuttle is in operation, including weekends and holidays.

• All shuttle drivers and dispatchers have a valid Commercial Driver’s License (CDL) Class B with passenger and airbrakes endorsement in accordance with Department of Transportation (DOT) Regulations, an excellent driving record, and all required training, certification, and background screening.

• All personnel involved in operating a motor vehicle within the scope of this contract of any class must always have a valid state motor vehicle operator’s license in his/her possession.

- 12 -

• All buses, shuttles, and vans must be equipped for accessibility for persons with disabilities. The current hotels on the Patient Shuttle Route have limited access for this size of shuttle. Therefore, the exception for this operation is to use one regular van suitable for passengers and luggage, as well as an ADA-equipped van to operate in tandem. The ADA-equipped van must have handrails, a retractable step, or a portable step.

• Passengers using a mobility assistance device referred to as a “Scooter” who wish to use the NIH

Shuttles will be advised by the driver they will not be able to sit on the Scooter while the shuttle is in transport. The shuttle driver shall instruct the passenger that due to safety concerns with securing Scooters they shall call for a Para-Transit vehicle unless the passenger can transfer to a passenger seat on the shuttle without assistance. If the passenger is capable of transferring to a seat, they will be given the option to remain on the Scooter and be boarded using the ADA wheelchair-accessible lift unless they choose to board by foot. In the event the passenger cannot exit the scooter without assistance, the shuttle driver shall contact the supervisor and request the Para-Transit Van for transport. The driver shall remain with the passenger until the arrival of either the supervisor or the Paratransit Van. The shuttle driver cannot operate the vehicle with any passenger seated in a mobility device unless the shuttle has been equipped with a designed platform for the device and the passenger (such as a scooter, child jogger, stroller, etc.).

• To maintain the safe operation of shuttles, all shuttles will be cleaned bi-weekly, i.e., exterior washed, interior swept and free of trash, windows washed, and seats and handrails sanitized. During viral outbreaks or pandemics, the Agency may require the Contractor to disinfect shuttles once a day occurring during the rotation of shuttles or time agreed upon by the COR based on shuttle schedules and at night with an appropriate disinfecting chemical such as Vital Oxide (or similar) to mitigate the transmission of viruses, and other infectious agents. This disinfection will be directed by the COR or designee as the COR deems appropriate. If a shuttle has not been cleaned and is not in safe operational condition, the vehicle will be removed from the route until cleaning can be completed.

However, the Contractor shall continue to supply the appropriate number of shuttles to continue the route. This process is necessary to provide safe, reliable, and convenient shuttle services for NIH employees, patients, and visitors.

• The use of a passenger service animal is authorized on all shuttle vehicles. Service animals are dogs that are individually trained to do work or perform tasks for people with disabilities. Service animals must be harnessed or leashed unless those devices would interfere with the work the service animal performs. In cases where the service animal is not leashed or harnessed, the handler must have the service animal under voice or signal control.

• All shuttle buses will have safety barriers around the shuttle driver compartment to safeguard against the transmission of infectious diseases such as the flu or other contagious viruses.

• All buses, shuttles, and vans cannot be older than five (5) years during the contract period of performance. All shuttles, and shuttle components, e.g., wheelchair lifts, air conditioning, and heating, will be in fully operational condition when providing transportation services at the NIH for employees and patients. If a shuttle is not in fully operational condition, the vehicle will be removed from the route until such time that repairs can be made. The Contractor shall continue to supply the appropriate number of shuttles to continue the route.

• All shuttles must be equipped with electronic arrival and departure technologies such as Automatic

Passenger Counter, Mobile Data Terminal (MDT), and Annunciator System with LED Display Sign or similar devices. This also includes electronic readers and Interactive Touchscreen Shuttle Kiosk(s) at select (by the Government) NIH locations. The shuttle kiosks located in each of the select NIH locations will track each of the shuttles on the NIH Shuttle Contract through GPS technology. All electronic technologies must be Rehabilitation Act of 1973 as Amended; Section 508 compliant.

Shuttle buses and vans will also be equipped with forward, rear, and side video recording cameras,

- 13 -

NO AUDIO Recording is authorized. Riders are provided notice through signage upon entering that video recording is taking place on the shuttle. All shuttle buses shall have bike racks installed on the front of them.

• Provide Signage on Shuttles Indicating Designated Routes (i.e., Campus, Campus Limited, Building

10 Express, Rockledge, Metro/Building 10 South Express, NSC, Fishers Lane, etc.). Other signage may be periodically required.

• Patient Shuttle buses shall only contain a placard indicating NIH.

• Signage shall be clearly visible from all points on the outside of buses. Measures to enhance the identification of the shuttle routes should be proposed and implemented to enhance communication and bus/route recognition for the customer.

• Nameplates for the drivers of shuttles for each of the shuttles shall be always clearly visible to all passengers.

• The telephone number and email address of the Contracting Officer’s Representative shall be visibly displayed on all shuttles so that customers may provide comments.

• Shuttle buses shall have front marquees to indicate the bus route.

• Employee and Patient shuttle buses must be marked with a standee line or bar.

• Employee and Patient shuttle buses must have emergency doors clearly marked.

• All applicable Motor Carrier Safety Inspection Regulations shall be adhered to.

• If NIH wishes to adhere commercial wrapping to each shuttle with promotional advertisements on buses, the contractor may be requested to facilitate such request with all costs paid by the requesting NIH party.

B.1. EMPLOYEE SHUTTLE SERVICES

B.1.1. Provide shuttle services for employees and others conducting official NIH business.

The Contractor shall provide a minimum of a 24-passenger bus, plus driver and the ability to accommodate wheelchairs to transport employees around the NIH campus as well as several locations on Executive Boulevard, Rockledge Drive, Rock Spring Corridor, Fishers Lane, and other satellite buildings. Review Employee Shuttle Schedules at https://www.ors.od.nih.gov/pes/dats/nihshuttleservices/Pages/shuttle.aspx.

Buses may be no smaller than the 24-passenger bus however they must be able to accommodate the daily fluctuation of passenger ridership.

The Contractor shall provide continuous employee shuttle service with the general hours of 6:00 a.m. to 9:30 p.m. Some routes will start and finish earlier than the mentioned hours of operation.

Route Hours of Operation Route

EMPLOYEE

Campus 6:30 a.m. - 6:40 p.m.

Rockledge 6:00 a.m. - 7:10 p.m.

Metro/Building 10 South Express 6:00 a.m. – 6:00 p.m.

NSC 6:00 a.m. - 6:30 p.m.

Building 10 Express 6:00 a.m. – 10:00 a.m. & 4:30 p.m. – 8:00 p.m.

https://www.ors.od.nih.gov/pes/dats/nihshuttleservices/Pages/shuttle.aspx

- 14 -

Campus Limited 10:00 a.m. – 4:20 p.m.

Fisher’s Lane 7:30 a.m. – 5:30 p.m.

The Contractor shall ensure that all shuttle buses have a comfortable environment with fully functional seasonal climate control.

All vehicles the Contractor provides shall meet the needs of the physically disabled including wheelchair accommodations to comply with the most recent Uniformed Federal Accessibility Standards (UFAS) and the Americans with Disabilities Act (ADA). The shuttle driver shall assist disabled individuals as necessary to ensure they are properly placed into the vehicle and secured during transit. The Contractor is responsible for ensuring that shuttle operators are familiar with all disability equipment and its proper functioning.

Where appropriate, a van may be used in place of a shuttle bus, and with the COR’s concurrence. All shuttle buses shall hold at each stop location for a minimum of 30 seconds.

B.1.2. Provide Shuttle Service Information

Information on NIH-linked Web Site - The Contractor shall assist the COR with website information, provide employee shuttle maps, maintain, update employee shuttle schedules, and assist in maintaining and updating the employee shuttle website. The Contractor shall not be responsible for creating the website.

B.1.3. Special Event Shuttle

These shuttle services are not a part of the everyday shuttle routes. The NIH will occasionally require a special event shuttle(s) based on events occurring on the campus not to exceed 200 hours per year. Shuttle services will not be authorized unless requested and authorized by the Government Contracting Officer’s Representative.

B.2. PATIENT SHUTTLE SERVICES

The Contractor shall adhere to the ORS/DATS Administrative Standard Operating Procedures (SOP), Procedures and Official Use of Patient Shuttles. The primary purpose of the airport and hotel shuttle service is to transport patients, patients’ families, NIH visitors, and employees on official business or Government travel.

The following are the Patient Shuttle Routes.

Shuttle Routes Route Hours of Operation

Children's Inn/Family Lodge Monday - Friday 7:00 a.m. - 6:00 p.m.

Saturday and Holidays 7:00 a.m. – 5:00 p.m.

Sundays 9:00 a.m. - 9:00 p.m.

Safra Family Lodge 6:30 a.m. – 6:00 p.m.

*Bldg. 10 After Hours (Monday – Friday) 6:00 p.m. - 12:00 a.m.

Hotel South Monday - Friday 6:00 a.m. - 7:00 p.m.

Sunday 1:00 p.m. – 5:00 p.m.

Holidays 8:11 a.m. - 4:00 p.m.

Hotel North Monday - Friday 6:00 a.m. - 7:00 p.m.

Sunday 1:30 p.m. - 4:30 p.m.

- 15 -

Holidays 8:40 a.m. – 4:30 p.m.

BWI Airport Monday - Friday 10:00 a.m. - 8:30 p.m.

Sunday 11:00 a.m. 9:00 p.m.

Holidays 10:00 a.m. - 8:30 p.m.

Reagan National Airport Monday - Friday 7:30 a.m. - 8:30 p.m.

Sunday 12:00 p.m. – 10:00 p.m.

Holidays 12:00 p.m. - 8:00 p.m.

Dulles Airport Monday - Friday 9:30 a.m. - 7:30 p.m.

Sunday 12:00 p.m. - 8:30 p.m.

Holidays 12:00 p.m. - 8:00 p.m.

Recreation No set schedule: As requested

Review Patient Shuttle Schedules at:

http://www.ors.od.nih.gov/pes/dats/transportation/PatientShuttles/Pages/patient_shuttles.aspx

All drivers are required to meet and maintain the required immunization requirements by the Clinical Research Center.

Patient Confidentiality: The confidentiality of NIH patients must be observed at all times. Drivers shall not speak of patients by name or in any way allow written information (name lists) to be seen or handled by unauthorized individuals.

Patients Becoming Ill While in Transit: In the event a patient becomes ill while in the vehicle, the driver must call 911 immediately. The driver shall also notify his/her immediate supervisor who will then contact the Contracting Officer’s Representative.

Drivers to Assist Patients: The driver of a patient shuttle is to assist any patient or patient family member/friend with boarding and exiting a patient shuttle vehicle. This includes assisting any individuals with luggage or other personal items. This assistance is to be provided at areas such as airports, hotels, hospitals, NIH patient inspection entrance, NIH Clinical Center, and any location where the patient shuttles operate. The Contractor is responsible for training all shuttle drivers in assisting patients in this manner. The shuttle driver is to assist disabled individuals as necessary to ensure that they are properly placed into the vehicle and secured during transit. The Contractor is responsible for ensuring that shuttle operators are familiar with all disability equipment and its proper functioning.

Medications: The driver of a patient shuttle will not be permitted to dispense or assist with providing any medication to a patient at any time.

B.2.1. Provide Patient Shuttle Services to and From Airports

Van Requirements for Shuttle Services To and From Airports: Vans or small buses, capable of transporting the driver plus at least 12 passengers, one wheelchair, and luggage, shall be provided.

Each vehicle must be equipped with retractable steps for the safety of the patients. All vehicles must be wheelchair accessible.

Signage Required for Shuttles Providing Transportation To and From Airports: The vans or small buses will have the words “NIH” prominently displayed on the sides and rear of each vehicle, except where otherwise indicated.

Provide Patient Shuttle Services to and from Dulles International Airport: The Contractor shall transport http://www.ors.od.nih.gov/pes/dats/transportation/PatientShuttles/Pages/patient_shuttles.aspx

- 16 -

Clinical Center research patients and/or their family members and staff to and from the Dulles International Airport located in Dulles, Virginia, and the Children’s Inn, Family Lodge, and the Clinical Research Center.

Drivers shall be responsible for assisting patients in the loading and unloading of their luggage up to 50 pounds and providing additional assistance as stated in Section B2.

Drivers must announce arrival and departure in the lobby of the Clinical Research Center, Children’s Inn, and Family Lodge.

Drivers must make stops and meet patients/passengers at the designated locations as follows:

• Curbside at the lower-level passenger pick up, 2H Baggage Claim at the NIH Shuttle Sign.

• These locations are subject to change.

Departure and arrival times are in accordance with the schedule.

If Dulles International Airport is closed, or flights have been limited for other reasons, patient shuttle service may be directed to Ronald Reagan Washington National Airport. Should this occur, the number of trips will remain the same as outlined in the hours of operation.

Provide Patient Shuttle Services to and from Ronald Regan Washington National Airport: The Contractor shall transport Clinical Center research patients and/or their family members and staff to and from the Ronald Regan Washington National Airport located in Washington, D.C. and the Children’s Inn, Family Lodge, and the Clinical Center located in Bethesda, MD.

Drivers shall be responsible for assisting patients in the loading and unloading of their luggage up to 50 pounds and providing additional assistance as stated in Section B.2.

Drivers must announce arrival and departure in the lobby of the Clinical Center, Children’s Inn, and Family Lodge.

• Terminal A: Ground Level at the NIH Shuttle Sign.

• Ticketing: Upper Level - Curb between doors 3 and 4 at the NIH Shuttle Sign.

Departure and arrival times are in accordance with the schedule.

If Ronald Reagan Washington National Airport is closed, or flights have been limited for other reasons, patient shuttle service may be directed to Dulles International Airport. Should this occur, the number of trips will remain the same as outlined in the hours of operation.

Provide Patient Shuttle Services to and from Baltimore Washington International Thurgood Marshall Airport (BWI): Provide shuttle services to Clinical Center patients and/or their family members and staff to and from BWI Airport, Children’s Inn, Family Lodge, and the Clinical Center at NIH. Drivers shall be responsible for assisting patients in the loading and unloading of their luggage up to 50 pounds and providing additional assistance as stated in Section B.2.

• Concourse D: Upper Level, Outside Curb Area - Door #13

• Departure and arrival times are in accordance with the schedule.

- 17 -

Drivers must announce arrival and departure in the lobby of the Clinical Center, Children’s Inn, and Family Lodge.

B.2.2. Provide Patient Shuttle Services to and from local Hotels and Motels.

The Contractor shall provide shuttle service to and from various motels and hotels along Wisconsin Avenue/Rockville Pike corridor to transport patients to the Clinical Center. The current hotels on the Patient Shuttle Route have limited access for size shuttles. The exception for this operation is to use one regular van suitable for passengers and luggage and an ADA-equipped van to operate in tandem, i.e., handrails, retractable step, or portable step.

Driver shall announce arrival and departure in the lobby of the hotel/motel and assist in loading and unloading luggage up to 50 pounds. Departure and arrival times are in accordance with the attached schedule. Review Patient Shuttle Schedules.

B.2.3. Provide Recreational Therapy Shuttle Services

The Contractor shall provide shuttle services for the transportation of patients and their family members/escorts from the Clinical Center to various points of interest within a 50-mile radius of Bethesda, Maryland.

An average of eight (8) trips per week of 2-8 hours duration will be scheduled.

The Clinical Center shall notify the Contracting Officer’s Representative on the 25th day of each month of the schedule for the following month. A copy of this schedule will be provided to the Contracting Officer’s Representative who in turn will provide a copy to the Contractor.

Whenever possible, cancellation notice of any trip shall be provided within four (4) hours of the scheduled departure time. Cancellations made within four (4) hours will not be charged to the Government.

Vans or small buses, capable of transporting the driver plus at least 24 passengers, one wheelchair, and luggage shall be provided.

Vehicles must be equipped with wheelchair accessibility and appropriate equipment available for all passengers to board the bus properly. No NIH markings shall be displayed on the vehicle.

Drivers shall remain within the vicinity of the NIH assigned group leader throughout the trip.

B.2.4. Provide shuttle service for the Children’s Inn and Family Lodge and West Drive Patient Entrance

The Contractor shall provide a small bus/van that seats a minimum of 16 passengers, the first two rows behind the driver must be equipped with seat belts, plus two wheelchair passengers for shuttle services for patients and families to and from the Children’s Inn and Family Lodge to locations on the campus during the weekday hours of 7:00 a.m. - 6:00 p.m., at which time the Building 10 After Hours Shuttle takes over and operates until midnight. Priority will be given to the Children’s Inn/Family Lodge Shuttle patients. This shuttle service also operates on Saturdays and Federal Holidays from 7:00 a.m. until 5:00 p.m. and on Sundays from 9:00 a.m. until 9:00 p.m. between the Children’s Inn, Family Lodge, Medical Center Metro, Commercial Vehicle Inspection Facility (CVIF), and the Clinical Center. The Safra Family Lodge will have a dedicated shuttle between the hours of 6:30 a.m. – 9:40 a.m. & 3:00 p.m. -5:10 p.m. and will operate on a fixed schedule from the Family Lodge, Clinical Center, and Medical Center Metro. During all other hours of operations transportation will revert to the Children’s inn/Family Lodge Shuttle

Additionally, the Children’s Inn/Family Lodge Shuttle will operate to and from the West Drive Patient Entrance during the weekday hours of 7:00 a.m. - 6:00 p.m., Saturdays and Federal Holidays from 7:00 a.m. until 5:00 http://www.ors.od.nih.gov/pes/dats/transportation/PatientShuttles/Pages/hotel_shuttles.aspx http://www.ors.od.nih.gov/pes/dats/transportation/PatientShuttles/Pages/hotel_shuttles.aspx

- 18 -p.m. with stops to the Medical Center Metro every 30 minutes and on Sundays from 9:00 a.m. until 9:00 p.m. The West Drive security officer or CC Hospitality staff assigned to West Drive will request shuttle pickup for a patient and/or family member by page notification PAGER # 68.

B.2.5. Provide After-Hours Campus Shuttle Service

The Contractor shall provide an after-hours shuttle (20+ passenger) to and from the Clinical Center to several parking lots on the NIH campus, or other locations, as requested.

After Hours Shuttle - stops are at Building 10, the Medical Center Metro on South Drive, Lot 41 A/B, and other locations as requested by passengers.

Hours of operation will be from 6:00 p.m. to 12:00 a.m. The bus shall operate on a set schedule from 6:00 p.m. to 8:00 p.m.

Between 8:00 p.m. and 12:00 a.m., the driver will be on-call at the Transportation Desk in Building 10, north lobby, and will take passengers to the above locations as needed. The bus shall also serve the Children’s Inn and Family Lodge on an on-call basis.

B.2.6. Provide Weekday, After Hours and Weekend Shuttle Service for Patients between the Gateway Visitor Center and Commercial Vehicle Inspection Facility

The Contractor shall provide a weekday, after-hours, and weekend shuttle service (20+ passenger bus for Building 10 After Hours and Children’s Inn/Family Lodge Shuttles and 15 passenger van for Hotel Shuttles) to and from the Gateway Visitors Center (Metro), Commercial Vehicle Inspection Facility (CVIF), the Clinical Center, Children’s Inn, and the Family Lodge.

• Building 10 After Hours Shuttle services the Children’s Inn and Family Lodge between the hours of 10:00 p.m. and midnight. The shuttle shall pick up patients and family members at the Metro, outside of the Perimeter Fence (the last shuttle shelter in the bus loop) and proceed to CVIF. Once at the CVIF, the shuttle shall also pick up any patients that may have walked to this location.

• The Children’s Inn/Family Lodge Weekend Shuttle shall operate by page notification to the Metro (outside loop) and CVIF. PAGER # 67 between the hours of 7:00 a.m. through 5:00 p.m. on Saturday and 9:00 a.m. through 9:00 p.m. on Sunday.

• Hotel Shuttles will also pick up patients at the CVIF and transport them to the Clinical Center. Once at the Clinical Center, the Children’s Inn/Family Lodge Shuttle can be paged for pick up, according to the shuttle schedule.

B.2.7. Provide Patient Shuttle Transportation Desk

The Contractor shall staff an NIH patient shuttle transportation desk located in Building 10. The contractor will provide minimum staffing of six (6) employees with a minimum of two (2) Transportation Desk employees and one (1) supervisor during operational hours to ensure successful operations. The Transportation Desk shall provide information on NIH employee and patient shuttles. Per the requirements of this contract, Transportation Desk employees shall schedule shuttles for the CC Recreation and special event shuttles as required. The Patient Shuttle Transportation Desk shall be staffed during the following hours:

Transportation Desk Hours Monday – Friday 7:00 a.m. – 7:00 p.m.

Sunday 9:00 a.m. – 7:00 p.m.

Holidays 9:00 a.m. – 5:00 p.m.

The Government shall provide four (4) computers for the Patient Transportation On-Site Office which will be used for Government-related reports, email, and other contract-related functions. All other office equipment

- 19 -necessary to successfully perform this contract is the responsibility of the Contractor.

The Transportation Desk staff shall also arrange taxi services for authorized patients/guardians with approved taxi Contractors under the guidance of the Clinical Center Contracting Officer’s Representative (COR) for the taxi contracts. The contract staff is responsible for arranging patient taxicabs for requested trips by the CC and verifying with the appropriate contact if there are any questions. The contract staff is responsible for writing and providing a taxi voucher to the taxi driver after the driver has completed the trip. In the event there is a change in policy and taxi vouchers must be provided to Admissions, they will be submitted in the format requested by the Government by 7:00 pm each day. If there are any vouchers unable to be completed, documentation to the NIH Shuttle Contract COR and the CC Taxi Contract COR should be provided with the reason and expected completion time. The contractor will be responsible for all taxicab costs that are associated with any error made by the transportation desk staff when scheduling the trips.

B.2.8. Government Observed Holidays

The Contractor will follow the federal government holiday schedule listed below regarding the shuttle operations. The Contractor is responsible for providing the appropriate staffing and shuttles for the appropriate holidays.

Holidays not worked are Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas, and New Year’s Day.

Holidays that will follow a holiday schedule as outlined in the PWS are Martin Luther King Day, President’s Day, Juneteenth National Independence Day, Columbus Day, Veteran’s Day, and any other day that is determined to be a federal holiday by the Office of Personnel Management.

The Contracting Officer's Representative (COR) shall notify the Contractor of any changes to a Government Holiday/Closures or modifications to operating schedules.

B.2.9. Training for Patient Shuttle and Transportation Desk Personnel

In addition to the training provided to employees by their employer, patient shuttle drivers and employees assigned to the Transportation Desk in the Clinical Center will be required to attend appropriate training courses provided by the Clinical Center. These courses will be provided free of charge to the Contractor by the Clinical Center.

Advance scheduling will be provided to ensure that all assignments/schedules are maintained. Training will include the following courses and schedules:

Course Initial CC Orientation Mandatory Annual Training

NIH/CC-Orientation

Required once upon entry, within 30 days of start date

N/A

NIH EEO Online Training Sexual Harassment, Disability Awareness, Diversity Management in the Workplace

Required once upon entry N/A

NIH Computer Security Awareness Online Training

Required for ALL modules upon entry

Annual review required

NIH Government Ethics Online Training

Required once upon entry, Annual review required

CC-Safety and Emergency Required upon entry

- 20 -

Course Initial CC Orientation Mandatory Annual Training

Procedures

1) Infection Control

2) Universal Precaution

3) Emergency Procedures

4) Hazard Communications

5) Patient Safety

Annual review required

Annual review required Annual review required

CC Patient Confidentiality

Required upon entry Annual review required

CC Diversity Appreciation and Communications

Required upon entry Recommended review every 3 years

CC Performance Improvement

Required upon entry Recommended review as required by supervisor

CC Customer Service

Required upon entry Recommended review every 3 years

The above list may not be all-inclusive. Additional training classes may be required by the Clinical Center management that all employees, including contract staff, will need to take. The Clinical Center will provide a training schedule to the Contracting Officer’s Representative allowing ample time to adequately schedule personnel. Scheduling of personnel may result in service being modified on that day.

B.2.10. Immunization Requirements

The Contractor will ensure Special Immunization Requirements are met and maintain documentation for workers with occupational exposure to blood or other potentially infectious materials.

Contractors must ensure that they comply with all applicable federal and state government regulations regarding the control of infectious diseases in healthcare facilities. Contractors should consult the specific regulations for further details, exemptions, documentation, and recordkeeping requirements. Contractor requirements include, but are not limited to:

Contractor employees who have patient contact must demonstrate proof of immunity to measles, mumps, and rubella at preplacement or be immunized with at least two doses of the measles, mumps, rubella (MMR) vaccine. The Contractor must keep immunization records or the serologic status of each worker on file.

(Prevention of Measles, Rubella, Congenital Rubella Syndrome, and Mumps, 2013: Summary Recommendations of the Advisory Committee on Immunization Practices (ACIP). MMWR 62(RR04); 1-34.)

Contractor employees who have patient contact must have varicella immune status on file. Those who do not have a clear history of varicella infection (chickenpox) should be tested for varicella immunity. Varicella vaccine should be offered to those who are nonimmune. The Contractor shall keep records of each worker’s varicella immune status.

Contractor employees who have patient contact must be immunized annually with the influenza vaccine.

Those with medical contraindications (severe allergic reaction to the vaccine, severe egg allergy, or a history of Guillain-Barre syndrome) must submit physician documentation to be exempted from immunization.

Contractor personnel with religious objections to immunization must file a statement to that effect each year to decline the vaccine. Records of immunization, declination, or exemption must be kept by the Contractor for one year. (Influenza Vaccination of Health-Care Personnel: Recommendations of the Healthcare Infection

- 21 -

Control Practices Advisory Committee (HICPAC) and the Advisory Committee on Immunization Practices

(ACIP). 2006; 55(RR02);1-16)

Contractor employees who have patient contact must be immunized for Tetanus, Diphtheria, and Pertussis. A one-time administration of tetanus toxoid, reduced diphtheria toxoid, and acellular pertussis vaccine (Tdap) is strongly encouraged for all contract staff aged 19 and older who have not yet received a dose of Tdap. Tdap should be administered regardless of the interval since the last tetanus, or diphtheria toxoid-containing vaccine. The Contractor shall keep the immunization records status of each worker on file.