Statement_of_Work.doc

STATEMENT OF WORK

The following services to be provided for:

Chemawa Indian School 3700 Chemawa Road NE Salem, Oregon 97305 Purpose:

Contractor shall provide domestic airline reservations and tickets for the students attending Chemawa Indian School (CIS) between the periods of August 1, 2021 through June 30, 2022. The travel service is for an estimated 375 students and 100 unaccompanied minors for 4 tickets per school year. Contractor shall provide airline reservations and tickets for the 4 separate travel periods on dates established by the school.

1. Description of Service:

A. Contractor shall work with CIS travel coordinator in scheduling reservations for the students coming to Chemawa in the Fall, out at Christmas, back in January and home in May. This will also include any emergency and/or as needed travel for the students during this period.

B. While the maximum number of students boarding at the school at any one time is limited by the availability of housing, students may withdraw and new students admitted during this period. Therefore, there could be in excess of more than 350 to 400 individual travelers during this specified time.

C. In some cases, students may be required and approved to travel to and from school to their homes at any time during this period for emergency situations only. This is limited and usually consists of either a single student and/or no more than 5 students.

D. The Contractor shall be available from 8:00 a.m. to 5:00 p.m., Monday through Friday (PST) for travel arrangements, itineraries, scheduling, etc. The contractor, in rare instances, shall provide emergency services outside of regular working hours and on weekends.

E. Contractor shall be able to plan and book travel on commercial airlines throughout all 50 of the United States. As well as be able to plan and book complex travel arrangements during a single trip including all connections and transfers. On rare occasions, CIS staff may request specific travel routes to meet specific requirements.

F. Contractor will need to provide to the designated person at CIS a detailed traveler’s itinerary and confirmation number in advance of each student travel at the time of billing. The itinerary may be provided electronically via email. The contractor may be asked to provide an electronic copy of the itinerary to other CIS staff members as requested by the designated person.

G. Services will also cover any unaccompanied minor fees needed for the student per the specific airline regulations. Baggage fees will be included for the student per the specific airline regulation. Any additional baggage or overweight charges will need to be paid by the student at the time of check-in.

H. The Contractor shall provide a single bill or invoice for each trip. The bill or invoice shall include the total cost of the trip, including any taxes, usage fees, and other charges that would normally be associated with the trip as well as any booking and or transaction fees charged by the Contractor as well as the unaccompanied minor fees and the one (1) allowable baggage fee if applicable.

2. Conditions:

A. Travel shall only be booked on licensed commercial carriers whose primary business is transporting passengers from one destination to another or as specified under this contract As well as comply with all mandatory U.S. Government and Federal Aviation Administration (FAA) regulations for air travel.

B. Travel shall normally be planned and booked via the most direct route with preference given to straight through flights. When no direct flights are available, flights should have the least amount of stops/plane changes and provide fully refundable tickets and/or government fare tickets, as well as consideration for the total time required for the trip. Tickets are to be grouped together by destination as much as possible and use as few connecting airports as possible, even if it means an additional cost for flights. Special requests outside these parameters may be made in certain circumstances.

C. Travel shall normally be planned and booked to be completed in the same day that the trip begins unless no other routing or combination of routes is available to complete the trip on the starting date, in that instance, the contractor will need to work closely with the designated person at CIS before travel is booked for the safety of the student.

D. If a ticket is not used for the following reasons, missed flight, cancelled flight, etc., all fare cost shall be refunded to the Government (not applied to different ticket costs).

E. Vendor will submit all proper invoices and statements on a monthly or bi-monthly system as arranged by the Contracting Office. Invoice will need to be detailed and include invoice number, name of traveler, airlines, ticket/confirmation number, itinerary, amount, etc. Statement will reflect the invoices billed for that period as specified under this contract. .

F. Reports needed by vendor: A) Arrival and Departure Manifest from/to Portland, OR Airport. B) Detailed travel report listing all itineraries with student names, cost of air fare, unaccompanied minor fee and luggage fee (for incoming travel to school only – this report is used to calculate travel certification for budget purpose).

G. Payment will be processed through the IPP system and or as specified by the Contracting Officer. The government will adhere not only to the Prompt Payment Act, but if applicable, the FAR regulation on providing Accelerated Payments.

3. Period of Service:

The period of performance for travel arrangement/reservation services under this contract call will be: August 1, 2021 through July 30, 2022 with 4 contract renewal year options.