SOW_75N91021Q00007.pdf

STATEMENT OF WORK (SOW)

1.0 TITLE

National Cancer Institute (NCI) Shuttle Services

2.0 BACKGROUND

The National Cancer Institute (NCI) is the Federal Government's principal agency for cancer research and training. In February 2013, approximately 2500 employees were relocated to the NCI Shady Grove campus building at 9609 Medical Center Drive, Rockville, MD due to federal and local mandates to promote the consolidation of federal offices and buildings. To continue carrying out NCI’s mission, the agency requires the safe and timely transportation of employees between NCI facilities located in Frederick and Rockville, Maryland, the National Institutes of Health (NIH) main campus, and local public transportation stops.

3.0 SCOPE

As an independent organization, and not as an agent of the Government, the Contractor shall provide all necessary transportation services including all labor personnel, materials, equipment, supplies, management, supervision, administration, permits, licenses, registrations, reports, and insurance necessary to successfully complete the requirements and tasks contained within this SOW.

4.0 PURCHASE ORDER REQUIREMENTS

4.1 SHUTTLE ROUTES

The Contractor shall provide sufficient shuttle buses for the daily transportation of properly badged NCI personnel and authorized visitors from the following locations:

4.1.1 NCI SHADY GROVE CAMPUS

Route Name Name of Stop/Address Frequency Hours of Operation

Estimated Daily Passengers

Shady Grove Metro

Start: NCI Shady Grove Campus (9609 Medical Center Drive, Rockville, MD 20850)

Destination: Shady Grove Metro Station (15903 Somerville Drive, Rockville MD 20855)

Continuously during Peak Hours:

6:15 a.m.-12:00 p.m.

Reduced frequency during Non-Peak Hours: 12:24 noon- 3:45 p.m.

6:15 AM-7:00

PM ET

1,200

Express Campus to Campus via NIH Medical Center Metro

Start: NCI Shady Grove Campus (9609 Medical Center Drive, Rockville, MD 20850)

Stop: NIH Medical Center Metro (8810 Rockville Pike, Bethesda, MD 20814)

Destination:

NIH Main Campus 31 Center St.

Bethesda, MD 20892

Continuously during Peak Hours:

6:45 am-12:45 p.m.

Reduced frequency during Non-Peak Hours: 12:45 p.m.- 3:45 p.m.

6:45 AM-7:00

PM ET

1,350

*Please see Attachment A - NCI Shady Grove Schedules and Attachment B - COVID-19 Shady Grove Schedules for more detail on arrival times.

4.1.2 NCI FREDERICK CAMPUS

Route Name Name of Stop/Address

Frequency Hours of Operation

Estimated Daily

Passengers

NCI Fredrick/ NCI Advanced Technology Research Facility, NCI Shady Grove, NIH Campus

Start: NCI Fredrick (1050 Boyles St, Building 426 B Frederick, MD 21702), Stop 1: NCI Shady Grove Campus (9609 Medical Center Rockville, MD 20850)

Stop 2:

NIH Main Campus Building 31 A Center Dr.

Bethesda, Maryland 20895

Stop 3:

NIH Building 10 Center Dr. South Entrance Bethesda, MD 20814

Destination: Natcher Center 45 Center Dr. Bethesda, MD 20894

4 round trips with the following departing times:

7:00 A.M.; 10:30 A.M.; 1:15 P.M.;

5:00 P.M.

7:00 AM-

7:30PM ET

15-20

4.1.3 WASHINGTON METROPOLITAN AREA TRANSIT AUTHORITY (WMATA)

The Contractor shall secure and maintain a Permit for the use of WMATA bus bays.

The Contractor shall adhere to all established WMATA rules, regulations, posted signs, placards, and WMATA staff direction while at any WMATA station.

4.2 VEHICLE REQUIREMENTS

4.2.1 GENERAL VEHICLE REQUIREMENTS

Each shuttle shall provide a minimum capacity for 24 passengers, plus the driver, and shall be equipped to accommodate passengers on wheelchairs.

Any vehicle used in performance of the required services shall not be older than five (5) years at any point during the period of performance.

When appropriate, alternate vehicles that carry less than the 24 passengers, such as a van, may be utilized. However, prior approval must be obtained from the NCI Contracting Officer’s Representative (COR).

The Contractor shall ensure that all shuttle buses have a safe, comfortable environment with fully functional climate control (heat/air conditioning).

Each vehicle shall contain an exterior mount bicycle rack that are designed for use on commercial vehicles.

The Contractor shall provide and maintain all equipment for immediate two-way communication between the driver and the Contractor’s base terminal.

4.2.2 DISABILITY EQUIPMENT

All vehicles shall be equipped for accessibility to persons with disabilities (including wheelchair accommodations) and shall comply with the most recent Uniformed Federal Accessibility Standards (UFAS) and the Americans with Disabilities Act (ADA).

The Contractor shall ensure that shuttle operators are trained to operate disability related equipment and identify proper functionality.

Shuttle operators shall aid disabled individuals, as necessary, for safe entry, transit, and departure from the vehicle.

4.2.3 SIGNAGE

The Contractor shall provide electronic signage that is visible to passengers on all shuttles indicating designation. (i.e. Campus, Shady Grove Metro Station, NIH Medical Center Metro, Fredrick, etc.).

Signage shall be clearly visible on the outside of buses for passengers to easily identify destination. Signage measurements should be proposed and implemented to enhance the identification of the shuttle bus and communicate its destination.

Name plates for the shuttle bus drivers must always be clearly visible to passengers.

The name, telephone number, and an email address of the NCI COR shall be visibly displayed on all vehicles so that passengers may provide any comments, complaints, or inquiries, regarding the shuttle bus service.

All shuttle buses shall have:

• Front marquees to indicate the bus route;

• A marked standee line or bar;

• Emergency doors clearly marked

4.3 ELECTRONIC ARRIVAL AND DEPARTURE TECHNOLOGY

All passenger shuttles shall be equipped with electronic arrival and departure technologies (such as NextBus, Syncromatics or similar devices), including electronic signage at selected NCI locations determined by the Government.

The Contractor shall provide a Global Positioning System (GPS) shuttle tracker that allows for the real time viewing of shuttle bus locations. The trackers system shall be accessible via mobile device and PC’s. The software must be widely compatible with signage devices that will be provided and utilized by the Government at the various passenger pick-up locations. The minimum requirements for the GPS tracker include the following:

• Shuttle arrival & Departure times

• Daily shuttle arrival and departure schedules for the day

• Short Message Service (SMS) texting on shuttle arrivals

• Touchtone telephonic access of schedules

• Functionality that enables sign-up for notification of shuttle arrival alerts

• Traffic alerts and estimated time to next stop

The tracker system must be compatible with the NCI Shuttle Kiosk Directory, Government-owned equipment, that is programmed to aid with displaying real time arrival and departure time for each vehicle. The kiosk includes the following equipment:

• Monitor: ELO 4201L

• Computer: Dell 3040

• Braille Keyboard: Matrix Touch 83PKB

• Proximity Sensor: Watchport D

4.4 AUTOMATIC PASSENGER COUNTER (APC) SYSTEM

The Contractor shall install and maintain an Automatic Passenger Counter (APC) system on each vehicle so that real time passenger counts can be retrieved and reported monthly. The minimum requirements for the APC system include the following:

• Directional counts

• Integrated wirelessly

• Operated by battery or hardwire

• A minimum detection width of 4 ft.

• Outdoor rated

• Displays counts locally and reporting capabilities

4.5 VEHICLE SAFTEY AND MAINTENANCE

The Contractor shall comply with all with all directives, orders, rules, and standards from the U.S. Department of Transportation (DOT) and State Regulations.

The Contractor shall adhere to all applicable Federal Motor Carrier Safety Inspection Regulations.

Usage of cell phone text messaging or held cell phone while operating a passenger shuttle vehicle is prohibited.

The Contractor shall maintain a company vehicle maintenance program to ensure the systematic inspection and maintenance of all vehicles and operating equipment. Operating equipment such as braking systems, hazard and warning signals, head lamps or lights, reflective material strip and tail lamps, turn signals, disability equipment, and any other parts, accessories, or equipment that may affect the safe operation of the vehicles shall always be in a safe and reliable condition.

The Contractor shall provide a copy of the vehicle maintenance records to the NCI Contracting Officer (CO) and/or Contracting Officer’s Representative (COR) at any time upon request.

If at any point a vehicle and any of its components are not fully operational to carry out the requirements of this SOW, the vehicle shall immediately be removed from service until full repairs can be made. In the interim, the Contractor shall continue to supply the appropriate number of shuttles to continue all required services.

Each vehicle shall be kept clean and free of garbage, debris, recyclables, newspapers, and periodicals. Drivers shall clean the vehicle periodically throughout the day as needed, and at the end of each operational day.

The Contractor shall purchase fuel for all vehicles in performance of the shuttle routes identified in Section 4.1 above from the fueling station located on the NIH campus. As a general guide, the Government is committed to using biodiesel and/or low sulfur fuels. On an emergency basis only, fuel may be purchased from other sources upon the approval by the NCI COR. Contractor vehicles not directly used for transportation purposes for NCI passengers shall be fueled at the Contractor’s.

The Contractor shall keep records and logs of mileage, maintenance, accidents, and repairs for all vehicles used under this purchase order and shall be provided quarterly to the COR and at any time upon request.

The Contractor shall keep vehicle inspection records for at least one year.

4.5.1 SPECIAL CORONAVIRUS DISEASE 2019 (COVID-19) REQUIREMENTS

The Contractor shall stay well-informed of the Center for Disease Control (CDC) guidelines for cleaning and disinfecting all vehicles.

The Contractor shall follow all Center for Disease Control (CDC) guidance for the cleaning and disinfection of non-emergency transport vehicles as related to the COVID-19 pandemic.

Cleaning and disinfection of shuttles shall occur, at a minimum, at the beginning and end of each shift. The following are the CDC guidelines for cleaning and disinfecting non-emergency transport vehicles (https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/disinfecting-transport-vehicles.html):

At a minimum, clean and disinfect commonly touched surfaces in the vehicle at the beginning and end of each shift and between transporting passengers who are visibly sick. Ensure that cleaning and disinfection procedures are followed consistently and correctly, including the provision of adequate ventilation when chemicals are in use. Doors and windows should remain open when cleaning the vehicle. When cleaning and disinfecting, individuals should wear disposable gloves compatible with the products being used as well as any other PPE required according to the product manufacturer’s instructions. Use of a disposable gown is also recommended, if available.

• For hard non-porous surfaces within the interior of the vehicle such as hard seats, arm rests, door handles, seat belt buckles, light and air controls, doors and windows, and grab handles, clean with detergent or soap and water if the surfaces are visibly dirty, prior to disinfectant application. For disinfection of hard, non-porous surfaces, appropriate disinfectants include:

o EPA’s Registered Antimicrobial Products for Use Against Novel Coronavirus SARS- CoV-2external icon, the virus that causes COVID-19. Follow the manufacturer’s https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/disinfecting-transport-vehicles.html https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/disinfecting-transport-vehicles.html https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 instructions for concentration, application method, and contact time for all cleaning and disinfection products.

o Diluted household bleach solutions prepared according to the manufacturer’s label for disinfection, if appropriate for the surface. Follow manufacturer’s instructions for application and proper ventilation. Check to ensure the product is not past its expiration date. Never mix household bleach with ammonia or any other cleanser.

o Alcohol solutions with at least 70% alcohol.

• For soft or porous surfaces such as fabric seats, remove any visible contamination, if present, and clean with appropriate cleaners indicated for use on these surfaces. After cleaning, use products that are EPA-approved for use against the virus that causes COVID-19external icon and that are suitable for porous surfaces.

• For frequently touched electronic surfaces, such as tablets or touch screens used in the vehicle, remove visible dirt, then disinfect following the manufacturer’s instructions for all cleaning and disinfection products. If no manufacturer guidance is available, consider the use of alcohol-based wipes or sprays containing at least 70% alcohol to disinfect.

Drivers and passengers are required to wear a mask while on board each vehicle.

Personnel may be requested by NIH to submit to COVID-19 testing, in accordance with NIH policy, to work in NIH Institutes and Centers (ICs). If required by NIH policy, personnel who test positive for COVID-19 or who do not wish to submit to COVID-19 testing will not have access to or be permitted to work in NIH ICs until they have satisfied the access requirements in the NIH policy. A contract personnel’s decision to opt out of COVID-19 testing will not constitute grounds for any performance delays or establish any government liability for additional costs.

The Contracting Officer may determine that an excusable delay is appropriate under applicable FAR clause 52.212-4(f) (Excusable Delays) in cases where a positive test result is recorded, and contract personnel must be quarantined due to an exposure to COVID-19. However, cases where a positive test result is recorded will not establish any government liability for additional costs.

All Contract Personnel working onsite, or operating vehicles are required to read the Attachment C – NIH Return to Work Guidance and submit a signed copy of Attachment D – Appendix I.

4.6 ACCIDENTS AND EMERGINCY INCIDENTS

If parts, accessories, and/or equipment begin to malfunction during operating hours (e.g., heat/air conditioning, equipment to accommodate disabilities, etc.), the Contractor shall make every effort to correct the problem within 2 hours to ensure patron satisfaction and shuttle arrival & departure time is held to schedule. The Contractor shall submit to the NCI COR a report within five business (5) days that includes the identification of the malfunction, a plan of https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html action to fix the malfunction, and a timeframe for when the malfunction was or will be resolved.

For any systemic problem (e.g., insurance lapse; all vehicles destroyed), the Contractor shall submit a plan of correction to the COR within five business (5) days from the initial COR’s request and/or identification of the problem.

In the event of delays caused by construction, traffic exceeding what is normally expected, hazardous conditions, road closures, etc., the Contractor shall be permitted to deviate from established routes to avoid delay so long as the deviation is approval by the COR. Approved deviations shall be minimal and shall not impact overall requirements.

The Government shall not be held responsible for any traffic violation performed by the Contractor in performance of the required services. All traffic summons or parking tickets received by a driver shall be the sole responsibility of the Contractor.

In the event of an accident or failure of a vehicle while in route, the Contractor’s driver shall do their utmost to ensure the safety of all passengers. The Contractor shall immediately dispatch vehicle(s) to the scene to transport stranded passengers and notify the NCI CO and COR of the incident and any/all actions taken. The Contractor shall be required to repair or replace any inoperative vehicle within (1) hour, beginning from the time the vehicle is first determined to be inoperative. The services shall not be considered restored until the Contractor notifies the NCI CO and COR. If the Contractor fails to repair or replace the inoperative vehicle with a similar vehicle as outlined, the agency may secure a replacement vehicle from other sources regardless of the reasons causing the downtime. Within three (3) business days, the Contractor shall provide a written report of the vehicular accident.

The Contractor shall respond via email to all comments, complaints, and inquiries received by the NCI COR within 24 hours of receipt unless the COR requests an immediate response due to the severity of a potential issue.

4.7 SHUTTLE SERVICE OPERATIONS

4.7.1 OPERATIONAL HOURS

The Contractor shall operate shuttles for the NCI Shady Grove Campus from 6:00 A.M. ET to 7:00 P.M. ET Monday through Friday, excluding legal Federal holidays, as necessary.

The Contractor shall operate shuttles for the NCI Frederick Campus from 6:00 A.M. ET to 4:00 P.M. ET Monday through Friday, excluding legal Federal holidays, as necessary.

4.7.2 FEDERAL HOLIDAYS

All Government offices will be closed, except for minimum essential personnel required for in-house operations, during the ten standard Federal holidays and other days as announced by the Federal Government. Except as otherwise specified, the Contractor shall not schedule routine work on Federal holidays. When such holidays fall on a Saturday, the preceding Friday will be considered a holiday. When such holidays fall on a Sunday, the succeeding Monday will be considered a holiday. No services or deliveries shall be performed on Saturdays, Sundays or Federal holidays listed below:

Holiday Day Observed

New Year’s Day First day of January Martin Luther King Jr. Birthday Third Monday of January Presidents Day Third Monday of February Memorial Day Last Monday of May Independence Day Fourth day of July Labor Day First Monday of September Columbus Day Second Monday of October Veterans Day 11th day of November Thanksgiving Day Fourth Thursday of November Christmas Day 25th day of December

4.7.3 INCLEMENT WEATHER AND EMERGENCY WORK CLOSURES

When an unforeseen emergency resulting in the closure of Government facilities or curtailment of routine work activities occurs, the Government will make announcements of closures in the following manner: during normal duty hours, the Government will provide notification; during non-duty hours, notification will be made through local radio, television channels and online at www. OPM.gov.

The Contractor is responsible to ensure sufficient staff is on duty to support any non-cancelled operation during inclement weather, even if the Government has announced official closure or liberal leave. The Shuttles shall operate during inclement weather until receiving notification from the COR to cease shuttle services due to an official closure of federal facilities within the region. The Contractor is to adhere to the OPM Government status during inclement weather.

In addition, the COR shall notify the Contractor of Federal Government closures in the event they are announced during an official workday.

In the case of an official closure by the Federal Government, the Contractor is required to have staff available 5 hours after any official closure, but not to exceed the operational hours of each route.

In the event the Federal Government is closed by the OPM prior to the start of an official workday, the Contractor will not be required to operate the passenger shuttle during the hours of the closure.

4.7.4 PROJECT MANAGEMENT

The Project Manager (PM) shall conduct the overall management coordination and be the central point of contact with the Government.

The PM shall be located onsite at the NCI Shady Grove campus building during operational hours.

The PM and their designated alternate(s) shall be identified as key personnel and shall have the full authority to act on the behalf of the Contractor.

The PM shall be available telephonically during normal duty hours within 60 minutes from telephone contact made by the NCI COR or designate to discuss problem areas. After shuttle operation hours, the manager or designated alternate shall be available within 2 hours after receiving notice.

The PM shall be responsible for a full range of management duties including supervising, administering, and managing the onsite implementation of this contract, planning, scheduling, conducting staff meetings, report preparation and submittal of deliverables to the COR, evaluating Contractor subordinate employees, establishing, and maintaining records, and vehicle maintenance reports.

On a quarterly basis, the PM shall provide the COR a record of the drivers assigned to each route as part of a regular checklist review process. The reported checklist shall include each shuttle driver’s current licensees and certifications to ensure each driver is in good standing.

Sixty (60) business days prior to the Purchase Order’s expiration, the PM shall provide and present a Transition plan to the COR to facilitate the transfer of passenger shuttle operations to the successor Contractor.

4.8 INSURANCE

The Contractor and first-tier subcontractors shall procure and maintain the insurance coverage specified below in performance of this SOW.

At the time of award, the Contractor shall furnish to the CO a certificate of insurance evidencing the below coverage and that it meets the requirements stated herein, as well as for each such first-tier subcontractor, if applicable. With respect to subcontractor’s insurance, an insurance coverage certificate is required at least five (5) days prior to the entry of each such subcontractor's personnel on the Government installation.

If the Contractor’s insurance policy coverage is cancelled or there is a material change, the Contractor’s insurance company shall provide a written notice of the change to the NCI Contracting Officer within thirty (30) days prior to the effective date of the change.

Insurance coverage for automobiles shall be in the following minimum amounts:

1. Liability Insurance with bodily injury of at least $200,000 per person, and $500,000 per occurrence.

2. Property Damage of $20,000 per occurrence.

3. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

4.9 PERSONNEL QUALIFICATIONS AND REQUIREMENTS

4.9.1 GENERAL PERSONNELL REQUIREMENTS

The Contractor shall always have in his/her employ a sufficient number of capable and qualified employees to properly, adequately and economically carry out the requirements outlined in this SOW.

The Contractor’s PM and executive staff shall always strive to provide leadership at the highest level.

The Contractor’s PM and executive staff shall consist of professionals with a combination of education, experience, and skills in Management and/or the Transportation Industry commensurate with the scope of this SOW.

Contractor employees hired to perform under this contract shall be a citizen of the United States or an alien who has been lawfully admitted for permanent residence as evidenced by an Alien Registration Card form 1-51.

All employees shall have a firm command of the English language. Proficiency in English for means that the Contractor or subcontractor employees must be able to read, speak and write English well enough to (i) carry out written and oral instructions regarding the proper performance of duties; (ii) read English language media, signs, credentials, and badges normally encountered in the normal course of performing their duties; (iii) provide direction to and understand and answer questions from English-speaking individuals utilizing the services; and

(iv) write incident reports and statements in the English language.

The Contractor shall not employ any person undergoing sentencing for imprisonment.

Contractor employees shall adhere to standards of conduct as it is a reflection on themselves, their employer, NCI, and the Federal Government. The Contractor shall be responsible for implementing policies that encourage shuttle operators’ conduct and ensure that all passengers are always treated with discretion, respect, and courtesy.

4.9.2 DRIVERS

The Contractor shall ensure that all drivers have successfully met/completed all training, certifications, and background screenings (to include both criminal and sex offender) required under state law and as indicated herein.

The Contractor shall ensure all drivers follow the Department of Transportation Federal Motor Carrier Safety Regulations.

Drivers shall have a Maryland commercial driver’s license and shall be able to pass all vision, skill, and ability tests for both initial licensing and renewal of credentials.

Driver’s shall have a minimum of a high school degree and or GED.

Drivers shall maintain a valid commercial and state driver’s license. Both commercial and state licenses shall always be in the Driver’s possession when operating a motor vehicle in performance of this SOW.

4.9.3 UNIFORMS

Contractor personnel shall present an appearance and grooming standards that commands public trust and respect in performance of shuttle services

All staff are required to wear a uniform under this contract and shall wear a standard Contractor issued uniforms while on duty. Personnel in uniform shall wear the same color and style. All personnel shall always wear the complete uniform, as further described below, while on duty. No Contractor employee shall enter on duty until he/she has a complete set of uniforms, including any accessories. The appearance of uniforms shall be maintained so that all items fit well, are cleaned, and pressed. Tennis shoes and/or sandals are not acceptable footwear.

The cleaning of the uniforms shall be the responsibility of the Contractor or Contractor employees. The Government will not provide any type of laundry service for Contractor uniforms.

All staff assigned to this contract award will be issued an official HHS/NIH Identification Card upon successful completion of HSPD-12 background requirements. If unable to obtain clearance, the individual shall not be assigned to perform duties under this contract. Official HHS/NIH identification cards shall always be worn while performing shuttle services.

An identification name tag shall include the first and last name of the driver, the name of their employer, and shall always be worn while on duty.

The Driver’s name tag and Government issued ID shall always be visible while on duty.

4.9.4 TRAINING

The Contractor is required to provide all the necessary and ongoing training for their employees to successfully perform the requirements of this SOW.

This training shall stress the importance of conflict avoidance and problem resolution. Training shall also include certification for operation of commercial vehicles and handling mechanical emergencies.

Drivers shall be trained in bus operations (including use of equipment to serve disabled passengers), customer service, cardiopulmonary resuscitation (CPR), and shall receive semi-annual refresher training.

4.9.5 REMOVAL AND TERMINATION OF PERSONNELL

The Government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the standards of conduct or appearance.

The Government reserves the right to request the removal of any of the Contractor’s employees assigned to the shuttle operations for reasonable cause. The NCI COR will coordinate with the CO to decide the removal of any employees from the work site. The request for removal of Contractor employee(s) will only be made to the Contractor’s PM and/or designated representative.

In the event of a dispute, the employee shall be removed from performance of services until there is a resolution of the facts and the CO renders a final decision.

When the reason for the removal of an employee is due solely to misconduct or security on the part of the employee, a replacement shall be at the Contractor’s expense and not chargeable to the Government. A determination of “unfit for duty” may be made from, but not limited to, incidents involving the following types of misconduct: Neglect of official duties, which includes sleeping while on duty, unreasonable delays or failure to carry out assigned tasks, and/or conducting personal affairs during official time, falsification or unlawful concealment, removal, mutilation, or destruction of Government property, official records or documents, or concealment of material facts by willful omissions from official records or documents, disorderly conduct, use of abusive or offensive language, flirting or sexually suggestive language or actions, any form of discrimination or sexual harassment, quarreling, intimidation by words, actions or fighting as well as participation in disruptive activities which interfere with the normal and efficient operations of the Government, theft, vandalism, immoral conduct or any other criminal actions, selling, consuming, or being under the influence of intoxicants, drugs, or substances, which produce similar effects, unauthorized use of Government communications equipment or other Government property including, but not limited to telephones, copying/fax machines.

4.9.6 DISCIPLINARY ACTION

Contractor employees are subject to criminal actions as allowed by law in certain circumstances. These include, but are not limited to the following:

Falsification or unlawful concealment, removal, mutilation, or destruction of Government property, official records or documents, or concealment of material facts by willful omission from official records or documents.

Unauthorized use of Government equipment, property, theft, vandalism, or immoral conduct.

Unethical, improper use or misrepresentation of official authority or credentials.

Contractor employees shall conform to all local, state, federal and any other applicable regulations in performance of services. The Contractor shall take the appropriate action in the event an employee(s) becomes involved with civilian authorities because of misconduct or any other investigation, and within one (1) hour from the incident notify the NCI COR. The Contractor shall provide the NCI COR with a written report of the incident and the status of the employee(s) within twenty-four (24) hours of the incident. Upon notification by civilian authorities of a pending investigation of a Contractor employee(s), the Contractor’s Project Manager shall immediately notify the NCI COR verbally and follow-up in writing with an explanation of the circumstances and the action taken.

4.10 START UP PLAN AND TASKS

The Contractor shall perform the following tasks prior to operating shuttles for the routes indicated in Section 4.1 above. The Contractor shall strive to begin operating shuttle routes as soon as possible but shall not exceed ninety (90) calendar days from award.

4.10.1 Phase I: Start-up Plan for Shuttle Services

a. The Contractor shall provide and present to the COR a start-up plan within five (5) business days after contract award. The Phase I: Start-up Plan for Shuttle Services shall contain:

• The status of recruitment efforts to hire qualified, well trained, and licensed professionals to operate the motor vehicles under the contract, as well as those positions necessary to provide oversight of the project.

• The status of training of each staff member.

• The status of background checks for each staff member proposed to work on the contract.

• The status of Contractor staff obtaining NIH Identification (badging) as required by this SOW.

• Status of securing and utilizing alternative parking facilities for vehicles while not in use. Once shuttles begin operating, the Contractor may utilize the NCI Shady Grove parking garage.

b. The Phase I Start-up Plan shall be presented in a kick-off meeting hosted by the COR.

The Contractor shall be prepared for an in-person meeting at the NCI Shady Grove campus however, due to COVID-19 restrictions, the kick-off meeting may be held remotely, as determined by NIH/NCI guidelines. The Phase I Start-up Plan, including all supporting documentation, shall be delivered in both hard copy and electronically via email (PDF format) to the COR prior to the kick-off meeting.

4.10.2 Phase II: Technology Systems Plan

a. The Contractor shall provide and present to the COR a plan regarding the installation of Electronic Arrival and Departure Technology and Automatic Passenger Counter (APC) Systems within thirty (30) business days following contract award. The plan shall provide a timeline to implementation that shall not exceed ninety (90) calendar days from award. In addition, the plan shall contain the status of fleet vehicles (both on hand and to be delivered), and each vehicle’s technology status.

b. The Phase II Technology Systems Plan shall be presented in a status meeting hosted by the COR. The Contractor shall be prepared for an in-person meeting at the NCI Shady Grove campus however, due to COVID-19 restrictions, the kick-off meeting may be held remotely, as determined by NIH/NCI guidelines. The Phase II Technology Systems Plan, including all supporting documentation, shall be delivered electronically via email (PDF format) to the COR prior to the status meeting.

5.0 TYPE OF ORDER

The resulting award shall be a Firm-Fixed-Price Purchase Order plus an Award-Fee Incentive.

The services acquired under this contract are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods.

5.1 QUALITY ASSURANCE INCENTIVE PLAN

The quality of the services to be provided are of vital importance to the NCI, and will be monitored, evaluated, recognized, and rewarded as outlined in the attached Quality Assurance Incentive Plan (QASP). Please refer to Attachment E – QAIP, which outlines specific performance measures.

6.0 PERIOD OF PERFORMANCE

The period of performance shall be for one 12-month base period plus four 12-month option periods as follows:

Base Period: 03/26/2021-03/25/2022 Option Period One: 03/26/2022-03/25/2023 Option Period Two: 03/26/2023-03/25/2024 Option Period Three: 03/26/2024-03/25/2025 Option Period Four: 03/26/2025-03/25/2026

7.0 PLACE OF PERFORMANCE

Shuttle route transportation shall be performed amongst the various locations as identified in Section 4.1 above.

The project manager shall work on site at the NCI Shady Grove campus located at 9609 Medical Center Drive, Rockville, MD 20850, as identified in Section 4.7.4 above.

All other work shall be performed at the Contractor’s facility.

8.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

All services delivered to the COR will be deemed to have been accepted 30 business days after date of delivery, except as otherwise specified in this task order if written approval or disapproval has not been given within such period. The following individual shall be the COR for this purchase order:

(a) Performance of work under this task order must be subject to the technical direction of the Contracting Officer's Representative identified above. The term "technical direction" includes direction to the Contractor that fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

(b) Technical direction must be within the scope of the statement of work.

The Contracting Officer's Representative does not have authority to issue technical direction that:

(1) Constitutes a change of assignment or additional work outside the statement of work;

(2) Constitutes a change as defined in the clause entitled "Changes";

(3) In any manner causes an increase or decrease in the task order price, or the time required for performance;

(4) Changes any of the terms, conditions, or requirements of the task order;

(5) Interferes with the Contractor's right to perform under the terms and conditions of the task order; or

(6) Directs, supervises, or otherwise controls the actions of the Contractor's employees.

(c) Technical direction may be oral or in writing. The Contracting Officer's Representative shall confirm oral direction in writing within five business days, with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers Representative. If, in the opinion of the Contractor, any direction of the Contracting Officers, Representative, or his/her designee, falls within the limitations in (b), above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government business day.

(e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled "Disputes."

9.0 REPORTS AND DELIVERABLES

All deliverables shall be submitted via email and in PDF format for inspection by the NCI COR and returned for corrective action if necessary. If no requests for revisions are provided within 5 business days, the deliverables shall be considered acceptable.

DELIVERABLE/REFERENCE DELIVERABLE DESCRIPTION DUE DATE

#1 – Section 4.8

A current certificate of insurance as evidence that the required insurance coverage has been obtained for period of performance identified in Section 6.0 above

Immediately Upon Award

#2 – Section 4.10.1

The Phase I Start-up Plan shall be presented in a kick-off meeting hosted by the COR. The Phase I Start-up Plan, including all supporting documentation, shall be delivered in both hard copy and

Within five (5) business days of award electronically via email to the COR prior to the kick-off meeting.

#3 – Section 4.10.2

The Phase II Technology Systems Plan shall be presented in a status meeting hosted by the COR. The Phase II Technology Systems Plan, including all supporting documentation, shall be delivered electronically via email to the COR prior to the status meeting.

Within thirty (30) business days of award

#4 – Section 4.4

Automatic Passenger Counter (APC) System Report

3rd business day of each month

#5 – Section 4.6

A written report identifying malfunctioning vehicle equipment or systematic problems

Within 5 days from each occurrence.

#6 – Section 4.9.6

A written report of incidents involving civilian authorities and the status of the employee(s)

Within twenty-four

(24) hours of the incident.

#7 – Section 4.5 Vehicle maintenance records

Quarterly and within 3 business days upon request

#8 – Section 4.6

A written report shall be provided due to a vehicular accident. The report shall contain a copy of the accident report.

Within three (3) business days of the accident.

#9 – Section 4.7.4

A record of the drivers assigned to each route including each shuttle driver’s current licensees and certifications.

Quarterly

#10 – Section 4.7.4

A Transition plan to facilitate the transfer of passenger shuttle operations to the successor Contractor.

Sixty (60) business days prior to the Purchase Order’s expiration

#11 – Section 4.6

Logs of mileage, maintenance, accidents, and repairs for all vehicles

Within three (3) business days of request

#12 – Section 4.2.3

Email response to all comments, complaints, and inquiries received by the COR.

Within 24 hours of receipt unless the COR requests an immediate response due to the severity of a potential issue.

10.0 PAYMENT

Payment shall be made monthly in arrears. Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

I. Invoice Requirements A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats, for oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the

Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS:

Contract Number; Purchase Order Number; Task or Delivery Order Number and

Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.

7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in

WWW.SAM.GOV.

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

* NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

For inquiries regarding payment call: (301) 496-6088

II. Invoice Payment

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. Electronic Invoice Submission

Effective Wednesday, April 1, 2020, all NIH Contractor invoices shall be sent electronically via email to the NIH Office of Financial Management (OFM) and the NIH Contracting Officer (CO) using the electronic submission instructions contained in Attachment F.

IV. Interest Penalties

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

V. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS, FAR

52.232-40 (December 2013)

a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.