Sol.SAQMMA09R0343.pdf

Solicitation Document No.

SAQMMA09R0343

Document Title

GROUP TRANSPORTATION SERVICES

1. DESCRIPTION OF AGREEMENT:

The contractor shall furnish the following supplies or services, described in the

Schedule of Supplies/Services and Prices/Costs and Description/Specifications/

Statement of Work (SOW) under the Blanket Purchase Agreement (BPA), if and when requested by the Contracting Officer (or the authorized representative of the

Contracting Officer) during a specified period and within a stipulated aggregate amount, if any.

MINIMUM AND MAXIMUM BPA AGREEMENT ORDER AMOUNT --

(a) The minimum and maximum for this BPA Agreement shall be any quantity or combination of supplies and services equal to the amount(s) set forth in paragraph 3, page 13, Purpose: a, b, c, d, e, and f of the solicitation/Agreement. If this Agreement contains options, the minimum for each option shall apply separately and independently to that option. The Government may request services on an unscheduled, one-time or recurring, short-or long-term basis for groups as small as two passengers requiring a single vehicle or a large as 250 passengers requiring multiple vehicles or combinations of vehicles over multiple days. Services will normally be required Monday through Friday less Federal government holidays during normal work hours of 8:00 am to 5:00 pm, but some requirements will occur on weekends, holidays and outside normal hours. No guaranteed minimum level of service will be ordered under this Agreement for any vehicle categories in the pricing schedule, paragraph 2 below. Request for services will be ordered as needed per Call Orders against the BPA Agreement.

(b) The Purchase Limitation for individual purchase for commercial item acquisitions conducted under

Subpart 13.5 is $5.5 million (including Base and Option Year)

2. SCHEDULE OF SUPPLIES/SERVICES AND PRICES/COSTS

BASE YEAR: Period of Performance start date _____and end date______ (will be inserted at the time of award.)

SCHEDULE OF ITEMS

GROUP 1

EST UNIT

CLIN DESCRIPTION UNIT QTY PRICE

001 Bus, Large:

001A Hour-Regular Each 8,640 $____

001B Hour-Premium Each 6,000 $____

001C Minimum Hours/Call Hour 100 $_____

TOTAL $_______

Document Title

GROUP 2

CLIN DESCRIPTION UNIT QTY PRICE

002 Bus, Intermediate

002A Hour-Regular Each 8,640 $____

002B Hour-Premium Each 6,000 $____

002C Minimum Hours/Call Hour 100 $____

TOTAL $_________

GROUP 3

CLIN DESCRIPTION UNIT QTY PRICE

003 Bus, Medium

003A Hour-Regular Each 8,640 $____

003B Hour-Premium Each 6,000 $____

003C Minimum Hours/Call Hour 100 NA

GROUP 4

CLIN DESCRIPTION UNIT QTY PRICE

004 Bus, Small

004A Hour-Regular Each 8,640 $____

004B Hour-Premium Each 6,000 $____

004C Minimum Hours/Call Hour 100 NA

TOTAL $_______

GROUP 5

EST. UNIT

CLIN DESCRIPTION UNIT QTY PRICE

005 Van, 8-15 Passenger

005A Hour-Regular Each 8,640 $____

005B Hour-Premium Each 6,000 $____

005C Minimum Hours/Call Hour 100 NA

Document Title

SCHEDULE OF SUPPLIES/SERVICES AND PRICES/COSTS (CONTINUED)

GROUP 6

CLIN DESCRIPTION UNIT QTY PRICE

006 Van, 7 Passenger

006A Hour-Regular Each 8,640 $____

006B Hour-Premium Each 6,000 $____

006C Minimum Hours/Call Hour 100 NA

GROUP 7

EST

CLIN DESCRIPTION UNIT QTY PRICE

007 Cost Reimbursable Expenses LT 1 $5,000 TOTAL $5,000

Note: All cost reimbursable expenses received by the contractor for vehicle services (such as for service-related parking, tolls, permits and airport access) under the required contract shall be invoiced to the Government at actual cost, inclusive of all charges but with no markup for contractor overhead, profit or other fee or charge. Any such markup shall be included in the contractor‘s fixed price for vehicle transportation services.

THE TOTALS FOR THESE LINE ITEMS REPRESENT ESTIMATED AMOUNTS

Estimated Total, Base Year

Minimum: $_________

Maximum: $_________

Document Title

OPTION YEAR 1: Period of Performance start date _____and end date______(will be inserted at the time of award.)

CLIN DESCRIPTION UNIT QTY PRICE

001 Bus, Large:

001A Hour-Regular Each 8,640 $____

001B Hour-Premium Each 6,000 $____

001C Minimum Hours/Call Hour 100 NA

TOTAL $________

CLIN DESCRIPTION UNIT QTY PRICE

002 Bus, Intermediate

002A Hour-Regular Each 8,640 $____

002B Hour-Premium Each 6,000 $____

002C Minimum Hours/Call Hour 100 NA

TOTAL $________

CLIN DESCRIPTION UNIT QTY PRICE

003 Bus, Medium

003A Hour-Regular Each 8,640 $____

003B Hour-Premium Each 6,000 $____

004 Bus, Small

004A Hour-Regular Each 8,640 $____

004B Hour-Premium Each 6,000 $____

Document Title

CLIN DESCRIPTION UNIT QTY PRICE

005 Van, 8-15 Passenger

005A Hour-Regular Each 8,640 $____

005B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

006 Van, 7 Passenger

006A Hour-Regular Each 8,640 $____

006B Hour-Premium Each 6,000 $____

006C Minimum Hours/Call Hour 100 NA

TOTAL $__________

GROUP 7

EST. UNIT

Note: All cost reimbursable expenses received by the contractor for vehicle services (such as for service-related parking, tolls, permits and airport access) under the required contract shall be invoiced to the Government at actual cost, inclusive of all charges but with no markup for contractor overhead, profit or other fee or charge. Any such markup shall be included in

Estimated Total, Option Year 1

Document Title

OPTION YEAR 2: Period of Performance start date _____and end date______(will be inserted at the

CLIN DESCRIPTION UNIT QTY PRICE

001 Bus, Large:

001A Hour-Regular Each 8,640 $____

001B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

002 Bus, Intermediate

002A Hour-Regular Each 8,640 $____

002B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

003 Bus, Medium

003A Hour-Regular Each 8,640 $____

003B Hour-Premium Each 6,000 $____

TOTAL $__________

CLIN DESCRIPTION UNIT QTY PRICE

004 Bus, Small

004A Hour-Regular Each 8,640 $____

004B Hour-Premium Each 6,000 $____

TOTAL $___________

Document Title

CLIN DESCRIPTION UOI QTY PRICE

005 Van, 8-15 Passenger

005A Hour-Regular Each 8,640 $____

005B Hour-Premium Each 6,000 $____

TOTAL $____________

CLIN DESCRIPTION UOI QTY PRICE

006 Van, 7 Passenger

006A Hour-Regular Each 8,640 $____

006B Hour-Premium Each 6,000 $____

Note: All cost reimbursable expenses received by the contractor for vehicle services (such as for service-related parking, tolls, permits and airport access) under the required contract shall be invoiced to the Government at actual cost, inclusive of all charges but with no markup for contractor overhead, profit or other fee or charge. Any such markup shall be included in

Estimated Total, Option Year 2

Document Title

OPTION YEAR 3: Period of Performance start date _____and end date______(will be inserted at the

CLIN DESCRIPTION UNIT QTY PRICE

001 Bus, Large:

001A Hour-Regular Each 8,640 $____

001B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

002 Bus, Intermediate

002A Hour-Regular Each 8,640 $____

002B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

003 Bus, Medium

003A Hour-Regular Each 8,640 $____

003B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

004 Bus, Small

004A Hour-Regular Each 8,640 $____

004B Hour-Premium Each 6,000 $____

Document Title

CLIN DESCRIPTION UNIT QTY PRICE

005 Van, 8-15 Passenger

005A Hour-Regular Each 8,640 $____

005B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

006 Van, 7 Passenger

006A Hour-Regular Each 8,640 $____

006B Hour-Premium Each 6,000 $____

Note: All cost reimbursable expenses received by the contractor for vehicle services (such as for service-related parking, tolls, permits and airport access) under the required contract shall be invoiced to the Government at actual cost, inclusive of all charges but with no markup for contractor overhead, profit or other fee or charge. Any such markup shall be included in

Estimated Total, Option Year 3

Minimum: $ _______________

Maximum: $_______________

Document Title

OPTION YEAR 4: Period of Performance start date _____and end date______(will be inserted at the time of award.)

CLIN DESCRIPTION UNIT QTY PRICE

001 Bus, Large:

001A Hour-Regular Each 8,640 $____

001B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

002 Bus, Intermediate

002A Hour-Regular Each 8,640 $____

002B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

003 Bus, Medium

003A Hour-Regular Each 8,640 $____

003B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UNIT QTY PRICE

004 Bus, Small

004A Hour-Regular Each 8,640 $____

004B Hour-Premium Each 6,000 $____

Document Title

CLIN DESCRIPTION UNIT QTY PRICE

005 Van, 8-15 Passenger

005A Hour-Regular Each 8,640 $____

005B Hour-Premium Each 6,000 $____

CLIN DESCRIPTION UOI QTY PRICE

006 Van, 7 Passenger

006A Hour-Regular Each 8,640 $____

006B Hour-Premium Each 6,000 $____

Note: All cost reimbursable expenses received by the contractor for vehicle services (such as for service-related parking, tolls, permits and airport access) under the required contract shall be invoiced to the Government at actual cost, inclusive of all charges but with no markup for contractor overhead, profit or other fee or charge. Any such markup shall be included in

Estimated Total, Option Year 4

Minimum: $ _______________

Maximum: $_______________

Document Title

3. DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Objective: The U.S. Department of State, Fleet Operations Division is responsible for providing quality and professional group transportation services on regular scheduled and non-regular scheduled basis for the Department‘s employees within the Washington Metropolitan Areas.

Purpose: Award multiple Blanket Purchase Agreements (BPAs), with a base and four option years.

The contractor shall provide all personnel, equipment, and permits necessary to provide group transportation services for the Department of State employees throughout the Washington Metropolitan

Areas and as specified within the Statement of Work. Services under the BPAs will be ordered for the following vehicle types, all of which shall be provided with an operator:

a. Large bus: coach type bus, 45 or more passengers

b. Intermediate bus: up to 44 passengers

c. Medium bus: up to 36 passengers

d. Small bus: up to 24 passengers

e. Van: 8-15 passenger

f. Van: 7-passenger or less.

Required Services

Non-Recurring Transportation Services: Intermittent, generally non-recurring transportation services may be requested to support one-time requirements or to support a series of similar requirements over a relatively short time period, generally defined as fourteen (14) calendar days or less. Individual requests for non-recurring service may entail support for as little as one trip lasting one hour utilizing a single vehicle or support for up to twenty consecutive hours each day over a period of several days utilizing multiple vehicles or combinations of vehicles. Examples of non-recurring service includes transport of a travel party consisting of 15 individuals (with baggage) to an airport and multiple day continuous transport of a group of 35 visiting dignitaries to local attractions over several days.

Non-Recurring: Non-recurring services are services of a short-term intermittent nature, which may last a few hours or several days and include varying itineraries, schedules and routes.

a. Every effort will be made to notify the contractor(s) at least eight (8) business hours in advance of requirements for non-recurring services. However, requests may be made for ―immediate‖ or ―as soon as possible‖ service to meet emergent requirements.

b. The Contracting Officer will request for non-recurring services to the contractor(s) in writing and submitted via regular mail, email or facsimile transmission.

c. In response to each non-recurring service request, the contractor(s) shall provide a written response to the Contracting Officer via courier, hand delivered, email or facsimile as specified in each service request; the response shall include an itemized price proposal for the level of service requested in the task orders. The price proposal submitted in response to the task orders may not exceed pricing specified in the price schedule for the agreement, but may include any discounts offered by the contractor for services requested.

d. Upon receipt approval of the price proposal, the Contracting Officer will authorize the contractor to provide the service.

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Recurring Transportation Services: Recurring transportation services may be requested to support on-going, recurrent, multiple-day requirements lasting longer than fourteen (14) calendar days.

Examples of recurring service include scheduled shuttle bus service over a fixed route in accordance with a pre-determined schedule for several months and daily transport of individuals between government and training facilities each day over a period of several weeks.

Recurring Services: Recurring services are services that occur repeatedly on a regular and recurring basis, usually on fixed schedules over pre-determined routes over a period of several weeks or months.

a. Should a requirement for recurring service arise, the request shall be issued in writing to the Contractor by the Contracting Officer or the Contracting Officer's Representative (COR) and will describe the specific support required by the Department of State. Each request will include a SOW identifying specific requirements and a price schedule template. The SOW will describe the level of service being sought, including schedules, vehicle types/capacities and quantities, and any special requirements (such as handicap accessibility, baggage transport, and restrooms).

b. The Contractors may choose not to provide a proposal in response to a recurring service request, price proposals submitted in response to each recurring service request must be for ‖all or nothing‖ service; proposals that do not cover all services defined in the request will be rejected as non-responsive, as will price proposals received after the due-date specified in the request.

Contractor Owned Property: The contractor shall provide the following equipment and operators as described below:

Equipment: Vehicles utilized in support of the agreement shall:

a. Be less than eight (8) years old for buses (Agreement Line Item Numbers (CLINs 0001-0004) and less than six (6) years old for vans (CLINs 0005 and 0006).

b. Adhere to all maintenance and safety/emission inspection requirements of the state in which the vehicle is registered.

c. Be equipped with handicap accessible lifts or ramps when requested by the Contracting Officer‘s

Representative (COR) in the call for service. The Contractor shall ensure all handicap accessible equipment is fully functional, and shall provide all necessary tie-downs and other ancillary equipment necessary to ensure the safety of all passengers.

d. Be maintained in a consistently clean, safe and serviceable condition. Exteriors of the vehicles shall be cleaned regularly (including windows) to remove dirt and road salts. Interiors of the vehicles shall be cleaned periodically to include removal of debris, sweeping of floors, wiping of surfaces, cleaning of windows, and brushing/vacuuming of cloth seats, which shall also be free of large rips/tears (greater than two inches in length). Restrooms on any vehicles so equipped shall be maintained in a continuously clean, sanitary condition, including the continuous availability of paper and hand-sanitizing products. Any fluids on the floor that might cause a slip-hazard shall be removed immediately.

e. Be equipped with standard first aid kits, fire extinguishers, slip-resistant steps and aisles, and interior placards stating that eating, drinking and smoking shall not be permitted.

f. Be operated (in whole or in part) on non-petroleum-based alternative fuels (such as electricity, ethanol, compressed natural gas, propane or bio-diesel) to the maximum extent possible given cost, fuel availability and equipment availability factors.

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g. Be externally displayed with the company‘s name and Washington Metro Area Transit Authority

(WMATA) certificate number and/or other information required by local operating area authority.

h. Display temporary signage visible to boarding passengers indicating group, destination or itinerary information as specified by the COR for each trip; temporary signage may be computer generated on standard paper stock. In order to convey a more professional appearance, hand-written signs are prohibited.

Operators: All Operators utilized in support of requirements shall,

a. Meet all state and federal licensing requirements, including medical certifications and drug/alcohol testing, for the type and class of vehicle operated.

b. Maintain a neat, clean and professional appearance in both dress and personal hygiene considered appropriate for a ‗business casual‘ work environment.

c. Display the name of the contractor on exterior of clothing, either by patch or removal tag affixed to exterior clothing.

d. Obey all applicable traffic laws in performance of requirements.

e. Exude a continuously polite, professional demeanor with respect to passenger and

Government representative interaction.

f. Ensure vehicles under their care are maintained in safe working order, operated in a safe manner at all times, inspected for mechanical defects and other potential safety or security hazards, and are not left unsecured when unattended.

g. Not utilize cell phones while the vehicle is in motion without a hands-free device.

h. Check all passengers for proper identification before allowing passengers to board the vehicle. Identification requirements will be provided by the COR upon award and/or for each trip.

Ordering:

Services may be requested for as little as one hour, up to twenty consecutive hours in a single calendar day, or on consecutive business days spanning several weeks or months. Each requested task for service under the agreement will specify the schedule, destination, vehicle capacity, vehicle quantity and any special requirements necessary to support requirements identified in the task order request and competed upon all contractors. A Task Order Request is a request for proposal; it is not a Task Order and does not authorize performance. Each Task Order will specify a due-date for the contractor to provide a ‖best-and-final‖ cost proposal to the Contracting Officer for provision of the services specified in the SOW.

(b) Each Task Order Request shall include, at a minimum:

(1) A description of the Work to be performed;

(2) Reporting, briefings, and/or other deliverable requirements; and

(3) The estimated period of performance or required completion date.

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(c) The Contractor shall, within a matter of hours for the same-day service of the receipt of a Task

Order Request, submit to the COR a written technical proposal and a separate detailed cost proposal.

The cost proposals shall include the following, as applicable:

(1) The required number of labor hours by labor classification and labor rates;

(2) Premium hours and rates by labor category;

(3) Direct material, travel, subsistence, and similar costs;

(4) Dollar amount and type of any proposed subcontract(s);

(5) Total estimated price; and

(6) Proposed completion dates.

(d) The COR will review the proposal and forward his written recommendation, along with a copy of the proposal, to the Contracting Officer. The Contracting Officer will issue a written Call Order to the

Contractor to begin work.

(e) The Government shall not be obligated to pay the Contractor any amount in excess of the total

Call Order amount, and the Contractor shall not be obligated to continue performance if to do so would exceed the total Call Order amount.

(f) If an emergent/short-fused requirement occurs for ordering services during the period of performance under the BPA the COR will verbally order services directly from the contractors with notification to the Contracting Officer that funds are available and the services being ordered are under the terms and conditions of the agreement.

(g) All call orders issued under the agreement will be competed upon all awardees.

Cancellations:

a. The Government will provide the Contractor with as much advance notice of cancellations as possible. The government will not be charged for cancellations made 24 hours or more prior to the start of scheduled requirements. If the Contractor incurs expenses relative to cancellations received less than 24 hours prior to the requirement, the Contractor may invoice the Government for up to two

(2) hours at the hourly rates specified in the bid schedule for each vehicle specified in the call.

b. While the Contractor is not required to accept any work under this BPA, the Contractor shall make every effort to support individual requirements once the Contractor has agreed to provide the requested service. The Contractor shall notify the government immediately if the Contractor must cancel or will be late for a scheduled requirement. Repeated cancellations, tardiness and no-shows will be cause for cancellation of this BPA.

Traffic/Parking Violations: The Contractor shall be solely responsible for proper adjudication of any traffic or parking citations incurred by Contractor‘s operators while performing under this BPA.

Parking: The exception of temporary staging space for Contractor vehicles to be used in support of scheduled requirements there will be no parking space available under this BPA.

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Sub-Contracting: The Contractor shall be responsible for the performance of any sub-contractors utilized in performance of BPA requirements; all terms and conditions of the BPA remain in full effect. In the event the Contractor utilizes sub-contractors to support requirements,

a. No additional charges will be incurred by the Government for services provided in the

Washington, DC metropolitan area.

b. The Contractor may add up to twenty percent (20%) to the basic rates specified in the bid schedule to account for geographic price differences charged by sub-contractors for services provided outside the DC area. Such charges must be specified in the Contractor‘s price proposal for each call and shall include a brief written explanation of necessity (which will become part of the Government‘s contract file), and shall be accepted by the Government prior to provision of services. Meanwhile, for the purposes of this RFQ the DC Metropolitan area is defined as any location within 100 miles of the

Capital Beltway.

Communications:

a. The Contractor must provide office telephone/cell phone numbers for one primary project manager and one secondary project manager who can be contacted at any time to resolve problems, provide status, location or estimated time of arrival of Contractor vehicles, convey changes in itinerary to the operator, etc.

b. Either directly or indirectly via the designated Contractor points of contact, the

Government must be able to contact Contractor operators while in route to convey intermittent schedule changes, ascertain reasons for delay, determine locations, etc.

c. The Contractor must notify the COR immediately whenever Contractor vehicles will be late for any scheduled pickup, become disabled while in route, or are involved in an accident with

DOS employees aboard and whenever a DOS employee is injured while utilizing services (for example, injured from slipping while boarding a bus).

(1) In the event a Contractor‘s vehicle becomes inoperable while in transit to pick up passengers or in the course of provision of services while passengers are on-board, the Contractor shall immediately dispatch a replacement vehicle(s) of sufficient capacity to complete the trip as scheduled.

Upon dispatch of the replacement vehicle, the Contractor shall notify the COR of the delay, the current location of the inoperable vehicle and the estimated arrival time of the replacement vehicle(s).

(2) In these instances and upon request of the COR, the Contractor shall provide basic information needed by the COR to complete internal safety reports.

Building Access: Upon Contractor‘s request, the COR will attempt to obtain access to DOS facilities for Contractor‘s operators comfort breaks, however due to security restrictions such access is not guaranteed and should not be assumed.

Complaints: Contractor‘s operators shall exercise a professional, courteous demeanor at all times in dealing with passengers. Operators shall refer any passenger complaints to the COR or designed

Government Technical Monitor (GTM); under no circumstances shall the Contractor‘s operators engage in arguments or confrontations with passengers. The Government reserves the right to immediately remove and/or permanently bar any Contractor operator from provision of services under this BPA.

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Cell Phones & Radios: Under no circumstances shall the Contractor‗s operators utilize cell phones without a hands free device while the vehicle is in motion. Vehicle radios may be played at low volume, and only on continuous news or easy listening stations.

Safety & Security: The Contractor shall inspect all vehicles for safety defects; vehicles found to have safety defects shall not be placed in service. The COR reserves the right to immediately remove any

Contractor‘s vehicle from service, if there are any safety concerns or request/direct? The Contractor shall provide a suitable replacement vehicle. In addition, each vehicle utilized shall be inspected for potential security-related concerns (such as unattended packages on, under or in close proximity to the vehicle, unsecured storage or mechanical compartments, etc.); these inspections shall be conducted prior to each trip and intermittently during each trip, and immediately after the vehicle has been left attended. Any unclaimed personal items found during vehicle inspections shall be turned in to the

COR or designee GTM as soon as possible.

Permits, Licenses & Certificates: The Contractor shall provide all necessary recurring and/or annual permits, licenses, and certificates necessary to support BPA requirements; associated costs should be included in the Contractor‘s bid proposal. One-time fees assessed on a per-trip basis (for example, a vehicle fee to enter a federal park) may be itemized on invoices as incidental expenses; such fees will be authorized for payment when properly identified on the invoice by the Contractor and determined customary, reasonable and necessary by the COR.

Insurance:

a. For the duration of this BPA, the Contractor must carry, provide and maintain, at the

Contractor‘s expense liability, property damage and personal injury insurance as specified in the

Federal Acquisition Regulation (FAR); Volume II, Part 52, sub-paragraphs 52.228-7 through 52.228-

10 apply. As a minimum the Contractor shall carry the level of insurance required by law in the jurisdiction in which the Contractor‘s shall be licensed to operate or in the jurisdiction where

Contractor‘s vehicles are registered. If no such requirements exist, the Contractor shall, as a minimum, provide insurance in the following amounts,

(1) Liability to Third Persons:

(a) Death or bodily injury of not less than $1,000,000 for each person and

$5,000,000 per occurrence, and

(b) Property damage or loss of not less than $1,000,000 per occurrence.

(2) Vehicular and General Public Liability Insurance:

(a) Death or bodily injury of not less than $1,000,000 for each person and

$5,000,000 for each occurrence, and

(b) Property damage or loss of not less than $1,000,000 for each accident and

$5,000,000 in the aggregate.

b. The Contractor shall agree to maintain workers‘ compensation and other legally required insurance with respect to the Contractor‘s own employees and agents.

c. The policies evidencing required insurance shall also contain an endorsement to the effect that any cancellation or material change adversely affecting the Government's interest shall not be effective until thirty (30) days after the insurer or the Contractor shall give a written notice to the CO.

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If, during the performance period of the BPA the Contractor changes insurance providers, the

Contractor must provide evidence that the Government will be indemnified to the limits specified above for the entire period of the BPA, either under the new policy or a combination of old and new policies.

d. The Contractor shall provide evidence of the insurance required under this BPA within fifteen (15) calendar days after BPA award. Failure to timely submit this evidence in a form acceptable to the CO may result in termination of the BPA by the DOS.

Intermittent Schedule Changes: Occasionally, passengers will request changes in destination or itinerary while in route. The Agreement shall honor any such requests that will not result in a cost increase. All other requests shall be referred to and approved in advance by the COR. If the COR cannot be contacted in time to support the request, requested changes in service for which the

Contractor intends to seek additional payment may be provided upon written notice from the senior member of the group being transported that the change is essential to successful completion of the mission at hand; the written notice may be informal (i.e., hand-written) but must be provided to the

COR with the invoice as justification for any additional charges.

Language Proficiency: All Contractor‘s employees and subcontractors assigned under this agreement shall be fluent in English spoken language, and have the capability to comprehend written instructions provided in English.

4. PERIOD OF PERFORMANCE:

The agreement shall be effective on the date of the Contracting Officer's signature, and shall remain in effect until one calendar year.

5. PLACE AND DELIVERY OF PERFORMANCE:

Washington DC Metropolitan area, including throughout the United States as required. Delivery under this BPA shall be made to the following address (es) and as specified in each individual call order:

U.S. Department of State

A/OPR/GSM

Room B-258

2201 C St. NW

Washington, DC 20520

6. EXTENT OF OBLIGATION:

The Government is obligated only to the extent of authorized purchases actually made under the BPA.

7. PURCHASE LIMITATION:

The limitation for individual purchases for commercial item acquisitions conducted under Subpart 13.5 is $5.5 million.

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8. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA:

The following individuals are authorized to purchase under the BPA are as follows:

Mr. Barry Shpil

Mr. Chappell Garner

Address: Fleet Operations Division (A/OPR/GSM/FO)

2201 C. Street, NW

Washington, DC 20520-7818

9. A CALL ORDER PLACED UNDER THIS AGREEMENT SHALL CONTAIN THE

FOLLOWING INFORMATION:

(1) Date of order;

(2) BPA number and order number;

(3) Item and description, quantity, and unit price;

(4) Performance date;

(5) Place of performance (including consignee);

(6) Accounting and appropriation data;

(7) Any other pertinent information, applicable to the order

10. CONTRACT ADMINISTRATIVE DATA:

Contracting Officer: JoAnn Carroll

Contract Administrator: Ms. Tracy R. Ford

Telephone Number: (703) 875-5857

Fax Number: (703) 875-5895

First Class Mailing: U.S. Department of State

Office of Acquisition Management

P.O. Box 9115, Rosslyn Station

Arlington, Virginia 22219

Courier or Hand Delivery: U.S. Department of State

Office of Acquisition Management

Room 200

1701 N. Ft. Myer Drive

Arlington, Virginia 22209

(Enter through 1700 N. Lynn St.)

Contracting Officer's

Representative (COR): Mr. Barry Shpil

Telephone Number: (202) 647-3628

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11. CONTRACTING OFFICER’S REPRESENTATIVE (08/99)

(a) The Contracting Officer may designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this agreement. Each designee shall be identified as a Contracting Officer's Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the BPA, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

12. INVOICES SUBMISSION:

Charges for non-recurring services may be invoiced individually or consolidated on a single invoice as long as services provided in response to each individual call are clearly delineated. Individual invoices must be submitted for each recurring service call; invoices for recurring services will be submitted either bi-weekly or monthly.

Invoice submission is only via the Office of Claims‘ Commercial Claims Operations fax server, toll-free number: 866-483-3436, unless otherwise indicated. Each invoice must be transmitted separately.

To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and Address of the Contractor

(2) Dun and Brad Street Universal Number System (DUNS)

(3) Date of invoice

(4) Unique Vendor Invoice Number

(5) Remittance Contact Information

(6) Shipping Terms, Ship to Address

(7) Payment Terms

(8) Total Quantity of Items

(9) Total Invoice Amount

(10) Requisition Number, Contract Number and Order/Award Number, with modification number if applicable.

(11) Order line item number and information (see below instructions)

The name and DUNS of the contractor on the invoice must match the information indicated on the order/award for proper payment.

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IMPORTANT: For proper payment, the invoice must detail products and/or services delivered on a line item basis in direct accordance with the corresponding order/award/contract. Each line item must contain the following information:

(1) Description of the services rendered for each line item

(2) Line Item Quantity

(3) Line Item Unit Price

(4) Total Line Item Invoicing Amount

(5) Delivery Date

(6) Contract Line Item Number (CLIN)

(7) Order/Award Line Item Number if invoicing against a task or delivery order or Blanket

Purchase Agreement (BPA)

Please note that many task or delivery orders against Department of State or GSA contracts or blanket purchase agreements may have a separate and unique line item number in addition to the umbrella Contract Line Item Number (CLIN). The order line item number as well as the umbrella award CLIN must be referenced at each invoice line item level in such cases.

All payment to domestic claims will be disbursed by electronic funds transfer EFT. Vendors who are registered in the Central Contractor Registration (CCR) should verify and re-confirm their financial information in the database prior to invoicing. Vendors who wish to request a waiver of CCR or payment by check must submit their justification to their assigned contracting officer for consideration at least 30 days prior to billing. For vendors who are granted an EFT exception, the payment address on the invoice must match the remittance address in the vendor record cited in the award.

Additional correspondence should be addressed to:

Name:

U.S. Department of State

Global Financial Services

Attn: Office of Claims (RM/GFS/F/C)

Charleston Financial Service Center

Mailing Address:

Post Office Box 150008

Charleston, SC 29415-5008

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Telephone Numbers:

Director‘s Secretary Voice 843-202-3761

Fax 843-746-0749

Official Office Hours: 8:00 am – 5:00 pm

To request Payment Status on a Past Due Invoice contact:

Office of Claims Customer Service

Email: commercialclaims@state.gov

Phone: 877-704-9473 Toll Free

Person to Contact: Supervisor, Vendor Claims

Email: GFS-ChiefVC@state.gov

Phone: 843-202-3881

(End of clause)

13. OTHER TERMS AND CONDITIONS

The terms and conditions included in this BPA apply to all purchases made pursuant to it. In the event of an inconsistency between the provision of this BPA and the Contractor‘s invoice, the provisions of this BPA to include Call Order will take precedence. All services shall conform to the Schedule of

Supplies/Services and Prices/Costs and Description/Specifications/ Statement of Work (SOW) under the Blanket Purchase Agreement (BPA).

14. SPECIAL REQUIREMENTS

NONPAYMENT FOR UNAUTHORIZED WORK :

No payments will be made for any unauthorized supplies or services, or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of his own volition or at request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions of the

BPA.

PRICE ADJUSTMENTS:

(a) Fuel Cost Market Fluctuations:

(1) After the first six months of the base year or any option year, the service provider may submit to the Contracting Officer a formal request for a price increase to the hourly rate for any CLIN to account for unexpected market fluctuations in fuel costs. Such requests must be fully justified, and as a minimum must include documentation that reflects average DC metropolitan area market fuel mailto:commercialclaims@state.gov mailto:GFS-ChiefVC@state.gov

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(2) Upon evaluation of a price increase request, the Contracting Officer may accept the request in total as submitted, reject the request in its entirety or accept the request in part by authorizing a price adjustment as some level less than requested. If a requested price adjustment is granted in total or in part, the newly established rates will take effect on the date specified by the Contracting Officer via formal modification. In no case will adjusted pricing be applied to any services rendered prior to the date specified by the Contracting Officer in the modification.

(3) Price increases authorized by the Contracting Officer will remain in effect, -for the remainder of the base year or option year in which the adjustment was authorized and

-for any succeeding option year(s), unless a subsequent price increase request is submitted prior to exercise of the option year for which the increase is being sought.

(4) Any requests for price increase in an option year must be formally submitted to the

Contracting Officer (to include full justification) at least 45 calendar days prior to exercise of the option year for which the price adjustment is being sought. If accepted in total or in part, the

Contracting Officer will include the revised pricing in the modification excising the option year.

(5) Should the market price of fuel decrease, the service provider may submit a formal request to decrease CLIN pricing accordingly, in which case only a revised price schedule is required; no justification statement or supporting documentation is required. The service provider is encouraged to reflect intermittent price decreases in ―best and final‖ price estimates provided for individual calls.

(6) At the end of the base year and/or at the end of option years 1 through 3, the Contracting

Officer may submit a price decrease proposed bilateral modification for the following year to the service provider for any CLIN if warranted by market conditions. In these instances, the service provider may accept the proposed modification, reject the proposed modification or submit a counter-proposal for the Contracting Officer‘s consideration. If no change in price is agreed upon by both parties, the existing price schedule will remain in full effect and those prices will be utilized to determine award of individual calls during the period of performance based on a best-value determination by the government.

(b) Sub-Contracting Surcharge:

(1) It is recognized that some government requirements outside the DC metropolitan area may require the service provider to sub-contract with other commercial service providers in order to meet government requirements. It is further recognized that the cost of commercial group transportation services may be significantly higher in other geographic areas.

(2) In instances where the service provider must sub-contract work outside the DC metropolitan area and the cost of that work to the service provider is higher than the pricing reflected in the current BPA price schedule, the service provider may submit a price proposal to the COR that reflects the service providers actual cost for sub-contracting plus no more than a 3% surcharge to cover service provider administrative expenses. Any such proposal must include a written price quote from the sub-contract vendor on the sub-contractor‘s company letterhead. While all sub-contractor actual costs may be passed-through to the government, the 3% surcharge may only be applied to operational charges for labor and equipment; the 3% surcharge may not be applied to incidental expenses such as sub-contractor incurred parking fees, tolls, permits, gratuities, or costs associated with personnel travel (such as hotel, meals and lodging) related to the requirement.

(3) Upon receipt of a price proposal as described above, the COR will either accept the proposal via submission of a call notice to the service provider or will reject the proposal and notify the service provider that the services will be acquired by other means. When accepted, the service provider‘s invoice for services rendered must include a copy of the sub-contractor‘s final invoice.

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(c) Gratuities: The cost of all gratuities must be included in the offeror‘s price schedule hourly rates for each CLIN. Gratuities shall not be charged separately on any invoice; any invoice that reflects gratuity charges will be rejected by the COR. This requirement also applies to any sub-contractor invoices as addressed in other portions of this solicitation; specifically, sub-contractors must include the cost of gratuities in their labor and equipment pricing and may not list gratuities separately as a miscellaneous expense.

SECURITY REQUIREMENTS: The service performed under this requirement is unclassified.

SMOKE-FREE WORKPLACE NOTICE:

(a) The Department of State has been designated a smoke-free workplace.

(b) Definitions. ―Smoking‖ means a lighted cigar, cigarette, pipe or other tobacco product. ―Smoking

Areas‖ means those designated exterior spaces where the smoking of tobacco products is permitted.

(c) Applicability. The Smoke-Free Work Workplace policy applies to all occupants o f the Main

State Complex; as well as all Department of State occupied space in other domestic buildings, whether owned, rented or leased, and to all Department of State owned, rented, or leased vehicles.

(d) Policy. It is the policy of the Department of State to promote a health environment. Accordingly, the Department had adopted a policy prohibiting smoking in the interior of all domestic buildings and facilities effective August 1, 1993.

TECHNICAL DIRECTION:

(a) Performance of the work hereunder shall be subject to technical instructions, whether oral or written, issued by the Contracting Officer‘s Representative specified in the BPA. As used herein, technical instructions are defined to include the following:

(1) Directions to the contractor which suggest pursuit of certain lines of inquiry, change work emphasis, fill in details or otherwise serve to assist in the contractor‘s accomplishment of the Statement of Work

(2) Guidance to the contractor that assists in the interpretation of specifications or technical portions of work description.

(b) Technical instructions must be within the general scope of work stated in the BPA. Technical instructions may not be used to: (1) assign additional work under the BPA; (2) direct a change as defined in the ―Changes‖ clause of this BPA; (3) increase or decrease the BPA price or estimated BPA amount (including fee), as applicable, the level of effort, or the time required for BPA performance; or (4) change any of the terms, conditions or specifications of the BPA.

(c) If, in the opinion of the contractor, any technical instruction calls for effort outside the scope of the BPA or is inconsistent with this requirement, the contractor shall notify the Contracting

Officer in writing within ten working days after the receipt of any such instruction. The contractor shall not proceed with the work affected by the technical instruction unless and until the contractor is notified by the Contracting Officer of the technical instruction is within the scope of this BPA.

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(d) Nothing in the foregoing paragraph shall be construed to excuse the contractor from performing that portion of the agreeable work statement, which is not affected by disputed technical instruction.

PROHIBITION AGAINST USE OF SUBCONTRACTORS:

The contractor is not authorized to subcontract for the provision of any of the services required under this BPA without written approval of the Contracting Officer.

TRANSPORTING VEHICLES:

The contractor shall be responsible for the daily transport of vehicles utilized in meeting BPA requirement between contractor facilities and locations specified by the Government in each call.

SAFEGUARDING OF INFORMATION:

The contractor and its employees shall exercise the utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except in the necessary performance their duties or upon written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use of and become the exclusive property of the U.S. Government.

Furthermore, no article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer.

These obligations do not cease upon the expiration or termination of this contract. The contractor shall include the substance of this provision in all agreements of employment and in all subcontracts hereunder.

NOTICE OF DELAYS TO THE GOVERNMENT:

In the event the contractor encounters difficulty meeting the agreement performance of the requirement, or when the contractor anticipates difficulty in complying with the delivery schedule, or whenever the contractor has knowledge that any actual or potential situation is delaying or threatens to delay the performance of the agreement, the contractor shall immediately notify the Contracting

Officer and COR/GTM, in writing or verbally, providing pertinent details. This data shall be informational only in character, and shall not be construed as a waiver by the Government for any delivery schedule or date of any rights or remedies provided by law or under the agreement.

15. OPTION TO EXTEND THE TERM OF THE BLANKET PURCHASE AGREEMENT

(BPA)

(a) The Government may extend the term of this BPA by written notice to the Contractor;

provided that the Government gives the contractor a preliminary written notice of its intent to extend at least 30 days before the BPA expires. The preliminary notice does not commit the

Government to an extension.

(b) If the Government exercises this option, the extended BPA shall be considered to include this option clause.

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FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This BPA incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://acquisition.gov/far/index.html

DOSAR clauses may be accessed at: http://www.statebuy.state.gov/dosar/dosartoc.htm

NUMBER TITLE DATE

52.217-8 Option to Extend Services NOV 1999

52.217-9 Option to Extend the Term of the Contract MAR 2000

FAR 52.252-2 CLAUSE INCORPORATED IN FULL TEXT

52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (MAR

2009)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price.

If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights--

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any

Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the

Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to the Contract Disputes Act of 1978, as amended (41 U.S.C.

601-613). Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by http://acquisition.gov/far/index.html http://www.statebuy.state.gov/dosar/dosartoc.htm

Document Title reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts…