SOW - Bus Tour 2023 - Final.docx

Statement of Work – 2023 Secretary of Education, Bus Tour

U.S. Department of Education 2023 Secretary of Education’s Bus Tour Statement of Work

I. INTRODUCTION

Overview/Background The United States Department of Education (ED) is embarking on its annual bus tour by the Secretary of Education. Secretary Miguel Cardona will travel on the bus and make several stops at schools, university campuses, and other venues to engage key senior officials, educators, business stakeholders, and students to discuss issues related to this year’s bus tour theme, which is “Raise the Bar”. The 2023 tour will take place September 4-8, 2023. The tour is planned for the Mid-West making specific stops starting in Kansas and ending in Minnesota with other states in between.

II. PURPOSE OF THE PROCUREMENT

ED requires a well-maintained executive motor coach (entertainment bus) along with bus wrapping services, including removal of the wrap at the end of the bus tour. ED will provide approved artwork for the contractor’s use in laying out and producing an acceptable bus wrap.

TASK 1: TRANSPORTATION

Bus Transportation Requirements: Well-Maintained Provost-style bus (also known as Executive Motor coach or Entertainment bus) with:

· Satellite TV

· Substantial continuous open area for meeting in the front of the bus. Preferred seating: bench seating with tables and/or tables and chairs

· Private room (for 2 to 6) with space to stretch out in the rear of the bus. Must include TV, and a couch. No bed necessary. Private bathroom preferred, but not required.

· Clean, functional bathroom. Bathroom should have a separate entrance from the rear room, i.e., no walkthrough.

· Large size refrigerator and microwave

· Wi-Fi

· GPS

Vehicle shall be stocked with a specified minimum quantity of food and beverage (F&B), paper products, and pantry items at the start of each day of the tour. The Contracting Officer’s Representative (COR) will provide a list of required F&B items to the contractor prior to the start of the tour. Contractor shall obtain prior approval from the COR if F&B substitutions are necessary. Daily, the driver shall replenish the stock of F&B, paper products, and pantry items available to passengers inside the bus.

Replacement Vehicle: A replacement bus shall be provided if the selected, wrapped bus is disabled. The contractor shall secure equivalent replacement at no additional cost to the government. The contractor shall be responsible for any lodging and other costs incurred as a result of delays in the bus tour due to a disabled bus.

Driver Requirements: The contractor shall provide two (2) dedicated drivers with clean driving records. The contractor shall provide the social security numbers of all proposed drivers to the Secretary of Education’s security team at least seven (7) calendar days before the start of the bus tour. The ED security team will have final approval authority for the acceptability of all bus drivers, including any replacement drivers required after the start of the bus tour. Drivers shall be responsible for keeping the bus clean and ensuring the food and beverage requirements are met. In addition, a bus driver Supervisor or Dispatcher shall be available each day of the bus tour (September 4-8, 2023) from 6 a.m. to 10 p.m. to communicate ED’s needs and requirements directly to drivers.

The contractor shall ensure all drivers:

· have a valid driver’s license, including a valid commercial driver’s license (CDL) with the proper endorsements for driving a motorcoach/charter bus in each state on the bus tour itinerary

· have had one (1) or fewer accidents where the bus driver was at fault in the last three years

· keep restrooms clean and stocked with toilet paper, soap, and individual towels to wipe hands. Garbage shall be removed from the bus at each stop unless the location does not have a disposal area. If no disposal area, the trash shall be put under the bus for later disposal.

· ensure the food and beverage requirements are met

· are always equipped with a charged cell phone during the tour.

· Driver’s cell phone numbers shall be provided to ED

· remain at the scene with the bus for the duration of each event at each tour stop, unless cleared by the COR or program lead to depart.

The contractor shall consider the final tour schedule and itinerary and plan driver meals, breaks, bus refueling, etc., accordingly. The contractor is responsible for providing the drivers with their meal expenses. The contractor is responsible for driver lodging, i.e., making hotel arrangements and payments for driver hotel rooms. On or before August 28, 2023, ED will supply the contractor with a list of the hotels to be used by the Secretary and ED staff throughout the bus tour. It is preferred that the contractor utilize the same hotels for drivers AND that the bus be parked at the same hotel being utilized by the Secretary. However, if a hotel does not allow bus parking or otherwise cannot accommodate bus parking, the closest hotel to the Secretary is desired. The contractor shall consider a hotel’s ability to handle overnight parking for motorcoaches when selecting hotels for drivers.

TASK 2: BUS WRAP DESIGN AND PRODUCTION

The contractor shall have experience providing bus wrapping services.

The Department will provide the specific design/artwork to be used to wrap the busThe ED-approved design will coordinate with the 2023 bus tour concepts and themes.

The COR and other ED technical advisors shall be able to communicate directly with the contractor’s staff responsible for wrapping the bus, including any subcontractors involved in wrapping the bus. ED shall have the ability to review, comment on, and request edits on all bus wrap decisions. The contractor shall meet with ED, over the phone, in person, or virtually, to discuss bus wrap design or production, as required. The contractor shall use artwork/design that is pre-approved by ED to create the bus wrap. Contractor shall be responsible for applying wrap to the selected bus (or coordinating application of the wrap) as well as removal of the bus wrap to the specifications of the bus owner. The bus wrap shall cover the front, sides, and rear of the bus.

Bus Wrap Requirements:

ED mocks up and comments on proposed bus wrap layout and provides request for any changes. (Up to 4 edits to existing designs shall be permitted).

Within 2 business days of receipt of draft front, sides, and rear designs.

TOUR SCHEDULE:

The final tour schedule and tour stop locations will be provided to the contractor no later than August 25, 2023. It may be necessary to occasionally deviate from the tour schedule. The maximum number of additional stops ED may request is two. Additional stops will be no more than 100 miles to and/or from the tour stops before and/or after the final schedule is provided. ED will not adjust the tour start or end date nor start location after the final schedule is provided to the contractor.

The bus, with ED-approved wrap, any tour-related signage, or other products such as food, etc. required for the bus tour shall remain on the bus and be available to ED for the duration of the tour, i.e., from the time the bus wrap application is complete until the end of the tour. The ED-approved drivers shall be available for the duration of the drive period from tour start to tour finish. Drivers shall be on-site at tour start location no later than one (1) hour prior to event start time. Bus will be inspected one day prior to the event start date. All supplies shall be in place the day prior to the start date of the tour.

Contract Kick-Off Meeting Meet to confirm requirements, dates, etc.

Within 2 business days of contract award

Pre-tour Meeting Meet in person (if local) or via phone to discuss final tour logistics Within in 3 days prior to tour start date