Attachment_2_SOWBusBPA_Feb_2016.doc

SAQMMA16Q0002 ATTACHMENT 2 SCOPE OF WORK

GROUP TRANSPORTATION SERVICE

BLANKET PURCHASE AGREEMENT

U.S. Department of State

A.

GENERAL

1.

This statement of work (SOW) includes provisions for group transportation services throughout the United States but primarily in the Washington, DC metropolitan area for one base year with four one-year options under the terms of a blanket purchase agreement (BPA). Services may be ordered for the following vehicle types, all of which will be provided with operator:

a.

Large (coach) 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 passengers f.

Van: 7 passengers or less 2.

The Government may request services on an unscheduled or scheduled, one-time or recurring, short- or long-term basis for groups as small as two passengers requiring a single vehicle or as large as 250 passengers requiring multiple vehicles or combinations of vehicles over multiple days.

3.

Services will normally be required Monday through Friday less Federal government holidays during normal work hours of 8:00 a.m. to 5:00 p.m., but some requirements will occur on weekends, holidays and outside normal hours.

4.

No guaranteed minimum level of service will be ordered under this Request for Quote (RFQ) for any vehicle categories in the bid schedule. Should an award be made, requests for services will be ordered as needed via call against the basic BPA.

B.

REQUIREMENTS

Services

Non-Recurring: Intermittent, generally non-recurring 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 include 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.

Recurring: Recurring service 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.

2.

Equipment: Vehicles utilized in support of this BPA shall:

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

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

Be equipped (buses) with handicapped accessible lifts or ramps. The Service Provider (SP) will ensure that all handicapped accessible equipment is fully functional and that the operators know how to use it. The SP will also provide all necessary tie-downs and other ancillary equipment necessary to ensure the safety of all passengers.

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, and disinfected during flu season, 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 from sickness of passengers or that might cause a slip-hazard shall be removed immediately.

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

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

g.

Externally display company name and Washington Metropolitan Area Transit Authority (WMATA) certificate number and/or other information required by local operating area authority.

h.

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, while not prohibited, should be avoided.

3.

Operators: All Operators utilized in support of requirements will:

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

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

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

Obey all applicable traffic laws in performance of requirements.

Exude a continuously polite, professional demeanor with respect to passenger and Government representative interaction.

f. Assist handicapped passengers to include loading, securing, and offloading wheelchairs.

Ensure vehicles under their care are clean and 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.

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

i.

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.

C.

ORDERING & PRICING

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. For each request for service, the COR or designee will specify the schedule, destination, vehicle capacity, vehicle quantity and any special requirements necessary to support requirements identified in the call.

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.

Every effort will be made to notify the SP 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.

The COR or designee will issue calls for non-recurring services to the SP via verbal, email or facsimile transmission.

In response to each non-recurring service call, the SP will provide a written response to the COR or designee by email or facsimile; the response will include an itemized price proposal for the level of service requested in the call. The price proposal submitted in response to the call may not exceed pricing specified in the price schedule for this RFQ, but may include any discounts offered by the SP for services requested.

Upon approval of the price quote, the COR will authorize the SP to provide the service.

Recurring: 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.

Should a requirement for recurring service arise, the COR (via the Contracting Officer [CO]) will submit a formal RFQ to all SPs submitting proposals under the BPA. Each RFQ 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).

Each RFQ will specify a due-date for the SP to provide a ‘best-and-final’ cost proposal to the CO for provision of the services specified in the RFQ SOW.

The COR will review all proposals and determine the price reasonableness of each. If the Government decides to make an award, the award decision will be made based on a ‘best value’ determination from among the proposals determined to be ‘fair and reasonable.’ Once an award decision is reached, the CO will issue a formal call and within scope modification to the basic agreement to incorporate the SOW requirements and pricing.

While SPs may choose not to provide a proposal in response to a recurring service RFQ, price proposals submitted in response to each recurring service RFQ must be for ‘all or nothing’ service; proposals that do not cover all services defined in the RFQ will be rejected as non-responsive, as will price quotes received after the due-date specified in the RFQ.

3. Call Order Price Proposals

At least thirty (30) calendar days prior to the end of the BPA period of performance, the Service Provider may formally petition the Contracting Officer (CO) for a rate adjustment to take effect in the renewal year in order to compensate for legitimate cost increases that are outside the Service Provider’s control and could not have been foreseen at the time of initial price proposal submission. All such requests must include a revised price schedule proposal and full justification for the requested increase. If accepted, the CO will issue a formal modification to the BPA to incorporate the adjusted rates; no rate changes, surcharges or modifications to the bid schedule are authorized unless and until formally accepted by the CO and incorporated into the BPA via a modification. If no formal request for a rate adjustment is made, the existing prices will carry-forward to the renewal period of performance.

Costs for incidental expenses (such as for service-related airport access, lodging, parking, permits, and tolls) will be reimbursed at actual cost and should not be included in the bid schedule pricing; such expenses should be included on individual invoices for each trip, with such charges and fees clearly itemized and separated from normal support charges. Any costs associated with operator gratuities to be paid in accordance with industry norms should be included in the offeror’s hourly rates as specified in the bid schedule; gratuities shall not be included on invoices and will not be paid by the DOS.

SPs should state in their call order proposals if handicapped accessible vehicles, alternative fuel vehicles and/or vehicles equipped with restrooms are available upon request, and if so, any related additional charges for each. When additional charges exist for such items, the charges will be considered incidental expenses over and above rates specified in the bid schedule; as such, they must be quoted by the Service Provider and agreed to in advance by the Contracting Officer’s Representative (COR) before payment will be authorized.

D.

ADMINISTRATIVE REQUIREMENTS

Invoice Submission & Payment:

Invoices will be submitted either bi-weekly or monthly. Charges for non-recurring services may be 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 must be submitted separately, and only to the Office of Claims by one of the following methods:

(1) Email:

dospayments@state.gov

(2) Facsimile: 866-483-3436 (Toll Free)

Attn: Office of Claims

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

Name and address of SP*

Dun & Bradstreet Universal Number System (DUNS)*

(3) Date of invoice

(4) Unique SP invoice number

(5) Remittance contact information

(6) Shipping terms, ship to address (if applicable)

(7) Payment terms

(8) Total quantity of items

(9) Total invoice dollar amount

(10) BPA number; include modification/call number as applicable

(11) Order line item number and information (see subparagraph d)

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

For proper payment, each 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 as applicable to the individual call:

Description of the services rendered for each line item

Line item quantity

(3) Line item unit price

(4) Total line item unit price

(5) Delivery date

(6) Contract line item number (CLIN)

(7) Order/award line item number if invoicing against a task or delivery order or BPA.

In the event it becomes necessary to adjust charges for billing purposes (for example, to account for holidays, unscheduled closures, cancellations, missed/delayed requirements, etc.), the COR will calculate a prorated dollar adjustment which will be applied to the invoice for the service in the form of a credit or debit to the total cost. Usually, the adjustment will be based on some form of the cost divided by the period of performance specified in the call. The COR will submit the prorated amount to the SP for concurrence; if agreed, the prorated amount (debit or credit) will be applied to the invoice in question. If the SP and the COR cannot agree a pro-ration is warranted or cannot agree on a prorata dollar amount, the matter will be referred to the CO for resolution.

Upon receipt, SP invoices are routed for approval and authorization to make the payment. In order to ensure timely payment, it is imperative that the information specified in subparagraph D.1.a above is included on every invoice.

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

The Prompt Payment Act dictates that a valid invoice will be paid with thirty (30) days or e subject to a late payment penalty. The 30-day period begins on the latest of three dates; invoice date, date valid invoice received, or date goods/services accepted.

i.

To request payment status on a past due invoice, SPs should contact the Office of Claims Customer Service by toll-free telephone at (877)704-9473, or by email at commercialclaims@state.gov. Additional correspondence should be addressed to:

U.S. Department of State

Global Financial Services

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

Charleston Financial Service Center

P.O. Box 150008

Charleston, SC 29415-5008

Cancellations:

The Government will provide the SP 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 SP incurs expenses relative to cancellations received less then 24 hours prior to the requirement, the SP 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.

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

3.

Traffic/Parking Violations: The SP is solely responsible for proper adjudication of any traffic or parking citations incurred by SP operators while performing under this BPA.

4.

Parking: With the exception of temporary staging space for SP vehicles to be used in support of scheduled requirements, no parking space is available under this BPA.

5.

Sub-Contracting: The SP is 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 SP utilizes sub-contractors to support requirements, No additional charges will be incurred by the Government for services provided in the Washington, DC metropolitan area.

The SP 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 metropolitan area. Such charges must be specified in the SP’s price proposal for each call, shall include a brief written explanation of necessity (which will become part of the COR’s contract file), and shall be accepted by the Government prior to provision of services. For the purposes of this RFQ, the DC metropolitan area is defined as any location more than 100 miles outside the Capital Beltway.

6.

Communications:

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

Either directly or indirectly via the designated SP points of contact, the Government must be able to contact SP operators while enroute to convey intermittent schedule changes, ascertain reasons for delay, determine locations, etc.

The SP must notify the COR immediately whenever SP vehicles will be late for any scheduled pickup, become disabled while enroute, or are involved in an accident with DOS employees aboard and whenever a DOS employee is injured while utilizing SP services (for example, injured from slipping while boarding a bus).

In the event a SP vehicle becomes inoperable while in transit to pick up passengers or in the course of provision of services while passengers are on-board, the SP will immediately dispatch a replacement vehicle(s) of sufficient capacity to complete the trip as scheduled. Upon dispatch of the replacement vehicle, the SP will notify the COR of the delay, the current location of the inoperable vehicle and the estimated arrival time of the replacement vehicle(s).

In these instances and upon request of the COR, the SP will provide basic information needed by the COR to complete internal safety reports.

7.

Building Access: Upon SP request, the COR will attempt to obtain access to DOS facilities for SP operator comfort breaks. However, due to security restrictions such access is not guaranteed and should not be assumed.

8.

Complaints: SP operators shall exercise a professional, courteous demeanor at all times in dealing with passengers. Operators should refer any passenger complaints to the COR or designee; under no circumstances should SP operators engage in argument or confrontation passengers. The Government reserves the right to immediately remove and/or permanently bar any SP operator from provision of services under this BPA.

9.

Cell Phones & Radios: Under no circumstances may SP 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.

10.

Government Furnished Space/Equipment/Supplies/Materials: None.

11.

Safety & Security: The SP will inspect vehicles for safety defects; vehicles found to have safety defects will not be placed in service. The COR reserves the right to immediately remove any SP vehicle from service (or request provision of a replacement vehicle) due to safety concerns. In addition, each vehicle utilized will 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 will be conducted prior to each trip and intermittently during each trip, and immediately after the vehicle has been left unattended. Any unclaimed personal items found during vehicle inspections will be turned in to the COR or designee as soon as possible.

12.

Permits, Licenses & Certificates: The SP is required to provide all necessary recurring and/or annual permits, licenses, and certificates necessary to support BPA requirements; associated costs should be included in the SP’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 SP and determined customary, reasonable and necessary by the COR.

13.

Insurance:

The SP 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.

14.

Intermittent Schedule Changes: Occasionally, passengers will request changes in destination or itinerary while en route. The SP will honor any such requests that will not result in a cost increase. All other requests, including those to a predetermined shuttle service route, will 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 SP 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.

15.

Language Proficiency: All SP employees and subcontractors assigned under this contract shall be fluent in spoken English, and have the capability to comprehend written instructions.