Statement of Work (SOW)- Canadian Auto Liability Insurance.pdf

STATEMENT OF WORK

DJA-26-ALAD-PR-0051

CANADIAN AUTO LIABILITY INSURANCE

1.1 Background

The Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) is a law enforcement organization within the United States Department of Justice dedicated to reducing violent crime and protecting the public and has developed an excellent working relationship with other U.S.

law enforcement agencies, and various provincial police entities. This partnership has resulted in the necessity for auto liability insurance for cross-border activity of Bureau employees driving government owned vehicles on official business. The liability of the Federal Government for death, personal injury or property damage arising from the operation of motor vehicles within the United States is governed by the Federal Torts Claim Act (FTCA).

The FTCA has no extraterritorial application. ATF requires coverage that meets the legal insurance obligations within those Canadian Provinces that border the United States, which are British Columbia, Alberta, Saskatchewan, Manitoba, Ontario, Quebec and New Brunswick. Our current requirements would be coverage for 200 vehicles within the United States. We would need the ability to change vehicles covered as our fleet vehicles are replaced, as well as the ability to add additional vehicles to the policy, if operational requirements are dictated.

1.2 Objective

ATF requires insurance coverage that will cover our vehicles and drivers while in Canada on official duty. The liability policy must be underwritten so the coverage meets the legal insurance obligations within the United States and Canadian provinces that border the United States, such as British Columbia, Alberta, Saskatchewan, Manitoba, Ontario, Quebec and New Brunswick.

2.0 Scope

This requirement is to be accomplished for The Office of Management (OM), Material Management Branch, Fleet Management Section, Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF), Department of Justice (DOJ). The scope of this task is to obtain auto liability insurance for vehicles that travel to Canada.

3.0 Tasks. The Contractor will be assigned work through the Contracting Officer’s Representative (COR). All tasks shall have COR’s concurrence prior to starting work.

3.1 Task 1 – Contract Management

(a) The Contractor will provide the planning, direction, coordination and control necessary to accomplish all work requirements by designating a Program Manager (key personnel) who is responsible for the cost, schedule, and technical performance of the contract and who will serve as the Contracting Officer’s central point of contact with the government.

(b) Kick-Off Meeting: The Contractor will attend a kick-off meeting with ATF personnel, including the Contracting Officer’s Representative (COR) to discuss approach, policies, and procedures. The Contractor will provide a briefing to the ATF COR on the Contractor’s approach for accomplishing work required in this SOW. The Kick-Off Meeting will be held at ATF Headquarters, 99 New York Ave., NE, Washington, DC 20226. (Deliverable 1)

Task 2 – Insurance Requirements

(a) An insurance certificate to be carried in ATF always assigned vehicles. (Deliverable 2)

(b) The Contractor shall provide ATF with a written assessment of all vehicular damage per occurrence while ATF vehicles are in Canadian Provinces. The contractor has three (3) business days with which to provide a copy of said report to the COR/POC for the Field Division responsible. (Deliverable 3)

(c) Insurance Coverage as noted below:

The contractor shall provide third party liability vehicle insurance coverage, medical expenses, and legal assistance in the Canadian provinces noted above, for a 12-month base year and four 12-month option periods as follows:

Third party liability - up to $1,500,000.00 or the equivalent in U.S. Dollars.

Medical Expenses - up to $500,000 or the equivalent in U.S. Dollars.

Accident-related legal assistance.

Additional insurance for new vehicles purchased throughout the year will be required, up to, but not to exceed 20 additional vehicles. Pricing shall be prorated at the time of coverage.

In the event of an accident, a representative of the insurance company shall respond within 20 minutes after the accident to provide support. See the applicable chart below.

COVERAGE -The coverage identified below are to be computed utilizing the equivalency of United States currency. Coverage includes but may not be limited to:

COVERAGE

COVERED

AUTOS LIMIT PREMIUM

Uninsured Motorist 200 $1,000,000.00 Included

Underinsured Motorist 200 $1,000,000.00 Included Personal Injury Protection 200 Additional Personal Injury Protection 200

Property Protection 200 Accident- Related Legal Assistance 200 $500,000.00

Liability 200 $1,000,000.00

Auto Medical Expenses 200 $5,000.00

Physical Damage 200

(d) ATF's current requirements are estimated at 200 vehicles. Additionally, the agency requires the ability to change vehicles covered as the fleet vehicles are replaced, as well as the ability to add additional vehicles to the policy at a moment's notice (1-2 days).

The POINT OF ORIGIN for the vehicles consists of the following location broken down according to ID Card status in accordance with states requirements. Subject to Change:

Current Schedule of States – ID Cards ISSUED Alabama, Alaska, California, Colorado, Connecticut, Delaware, Hawaii, Idaho, Illinois, Indiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Montana, Nevada, New Hampshire, New Jersey, New York, North Dakota, Ohio, Oregon, Pennsylvania, Rhode Island, South Dakota, Utah, Washington, Washington, D.C., West Virginia, Wisconsin, and Wyoming

Current Schedule of States – ID Cards NOT ISSUED Arizona, Arkansas, Florida, Georgia, Iowa, Kansas, Kentucky, Louisiana, Mississippi, Missouri, Nebraska, New Mexico, North Carolina, Oklahoma, South Carolina, Tennessee, Texas, Vermont, and Virginia

(e) Insurance Identification Cards The contractor shall issue an insurance ID card for each vehicle under the policy. New vehicle ID cards shall be sent upon request. (Deliverable 4)

(f) Vehicle and Driver Information The Government will not release Personal Identifiable Information (PII) (i.e. driver license, Social Security Number or home garaging addresses) for any employees.

(g) Vehicle Identification Number Any VIN changes (replacements) or deletions will be handled only by the ATF Fleet Management Section and the Contractor. (Deliverable 5)

4.0 Deliverables

4.1 All electronic deliverables shall be prepared using Microsoft applications in formats selected by the Contractor unless specified otherwise in the Government Furnish Information (GFI). All deliverables shall be delivered to the COR electronically.

4.2 The Contractor shall make any noted corrections/revisions, within 5 business days, after government review and comment on deliverables. The COR will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with contract requirements. The Contractor shall ensure the accuracy and completeness of all deliverables. The Government will consider errors, misleading statements, incomplete irrelevant information, excessive rhetoric, or repetition as deficiencies and the Contractor shall make corrections at no additional cost.

4.3 Marking and Delivery: The Contracting Officer’s Representative (COR) will finalize the method in which report deliverables are to be submitted and marked for delivery. Report deliverables may be required to be submitted electronically and in hard copy.

4.4 All deliverables shall be in compliance with the applicable ATF policies, procedures, guidelines, and standards identified in this SOW.

4.5 The List of deliverables is indicated below.

SOW

Ref. #

Deliverable Format Due Date

3.1 Task 1

Deliverable 1 - Kick Off Meeting N/A Needs to be identified as 5 business days.

3.1 Task 2

Deliverable 2 – Insurance Certificate

Contractor’s Standard format as agreed to by the COR

Issued immediately upon ATF COR request.

3.1 Task 2

Deliverable 3 – Written Assessment of Vehicle Damage

Contractor’s Standard format as agreed to by the COR

Issued immediately upon ATF COR request.

3.1 Task 2

Deliverable 4 – Insurance Identification Cards

Contractor’s Standard format as agreed to by the COR

Issued immediately upon ATF COR request.

3.1 Task 2

Deliverable 5 – Vehicle Identification Number

Contractor’s Standard format as agreed to by the COR

Issued immediately upon ATF COR request.

5.0 Period of Performance. The period of performance for this requirement will be based on four option years of service as follows:

Base Year: January 31, 2026, through January 30, 2027.

Option Year One: January 31, 2027, through January 30, 2028.

Option Year Two: January 31, 2028, through January 30, 2029.

Option Year Three: January 31, 2029, through January 30, 2030.

Option Year Four: January 31, 2030, through January 30, 2031.

6.0 Place of Performance. The primary place of performance shall be at those Canadian Provinces that border the United States, which are British Columbia, Alberta, Saskatchewan, Manitoba, Ontario, Quebec and New Brunswick. The Contractor shall attend meetings at ATF Headquarters in Washington, DC as needed.

7.0 Contract Type. Firm Fixed Price contract.

8.0 Inspection and Acceptance

8.1 Inspection/Acceptance. Services delivered under this contract shall be inspected and accepted by the COR. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract.

8.2 The basis for acceptance shall be in compliance with the requirements/objectives/constraints set forth in the contract, and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses.

8.3 Acceptance Criteria. The COR will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality and overall compliance within the guidelines/requirements of the delivery order. The Contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and or excessive rhetoric, repetition, and “padding,” shall be considered deficiencies and shall be subject to correction by the contractor, at no additional cost to the Government. The Contractor shall make any noted corrections/revisions within 5 business days, after Government review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government will return it.

8.4 Rejection Procedures. If the COR rejects any deliverable, that rejected document will be handled in the following manner:

8.4.1 After notification that the deliverable did not meet the acceptance criteria, the Contractor shall resubmit an updated/corrected version within five (5) business days after receipt of Government comments.

8.4.2 Upon re-submission by the Contractor, the Government will reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government might consider the Contractor as having deficient performance with respect to the subject task/subtask.

8.4.3 Any rework of rejected deliverables will be completed at no additional cost to the Government.

8.4.4 No payments will be issued against rejected deliverables, until they are corrected and accepted by the Government.

9.0 Payment Procedures

9.1 ATF requires contractors to invoice electronically as deliverables are completed.

Invoices shall be identified by CLIN. Invoicing electronically saves time, money, and physical storage space for both the Government and the contractor. Each invoice must be a proper invoice in accordance with FAR 32.905(e). Electronic invoices should be submitted to finance.branch@atf.gov, the ATF COR and the CO. Electronic invoices will serve as the official original copy. Any questions may be directed to the ATF Finance Office at 202/648-7860.

9.2 If it is determined that the amount billed is incorrect, the invoice may be revised by the Government, or the Contractor may be required to submit a revised invoice.

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

(a) Name, address and telephone number of the Contractor.

(b) Date of invoice and invoice number.

(c) Contract number; also, modification number, if applicable; and task order number and its modification, if applicable.

(d) Description of the supplies/services rendered (including hours incurred and billing rate, if applicable).

(e) A schedule depicting the following information:

• Amount Invoiced by Task

• Authorized Amount by Task

• Remaining This Period by Task

• Cumulative Amount Invoiced by Task

• Value of Contract Balance by Task

(f) Name of Contracting Officer’s Representative (COR).

(g) Travel and ODCs

(h) Signature of authorized representative of the firm with the following invoice certification:

“The undersigned hereby certifies to the best of my knowledge and belief that the sum claimed under this contract is proper and due, and all the costs of contract performance have been paid, or to the extent allowed under the applicable payment clause, shall be paid by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and amounts involved are consistent with the requirements of this contract.”

BY:

TITLE:

DATE:

9.4 Contract Funding Status. The contractor should immediately notify the CO (with a copy to the COR), in writing, when billing has reached seventy-five percent (75 %) of the contract’s amount(s) or whenever remaining funds are not sufficient to cover anticipated performance through to the contract’s expiration date; whichever is sooner. The contractor is cautioned that performance of work above the contract’s ceiling is at the contractor’s risk.

10.0 Certification of Invoices

10.1 The Payment Office listed on the first page of the Award Document will make payment upon receipt of an accepted and properly submitted invoice.

10.2 Invoices/vouchers will be completed and submitted in accordance with Section 18.2 – Electronic Invoicing. The final invoice will be paid upon Government acceptance of the final deliverable. Please also provide a copy of the invoice to the Contracting Officer.

10.3 The COR’s certification of acceptance is an integral part of the correct invoice/voucher to be received by COR.

10.4 Upon certification, the COR will forward the invoice/voucher to finance department.

10.5 The Invoice/Voucher shall include:

(a) Contract or other authorization number.

(b) Product or service description.

(c) Quantities received, if applicable.

(d) Date(s) property or services accepted.

(e) Signature, printed name, title, phone number, and mailing address of the receiving official.

(f) POC to discuss invoice issues.

11.0 Payments

11.1 Electronic Invoicing

(a) ATF strongly encourages contractors to invoice electronically. Invoicing electronically saves time, money, and physical storage space for both the Government and the contractor.

(b) Each invoice must be a proper invoice in accordance with FAR 32.905.

Contractors able to submit invoices electronically should submit each invoice to finance.branch@atf.gov with a copy to the COR. Electronic invoices will serve as the official original copy. Any questions may be directed to the ATF Finance Office at (202) 648-7860.

11.2 Payment for all supplies and services shall be made upon Government acceptance, in accordance with the appropriate Payments Clause, FAR 52.232-7.

12.0 Personnel Qualifications. Contractor staff shall possess the following education, skills, training and experience necessary to complete the requirements of this agreement:

(a) Strong writing skills - ability to translate technical information in manner understandable to all levels of clients.

(b) Analytical, detail oriented and committed to accuracy mailto:finance.branch@atf.gov

(c) Ability to analyze coverage and forms

(d) Highly organized – ability to work on multiple projects simultaneously with frequent interruptions and changing priorities. Ability to report current status of items on immediate basis

(e) Excellent work habits - detail oriented, works accurately, follows specific instructions

(f) Excellent prioritization skills - sense of urgency

(g) Creative problem solver

(h) Current State Insurance License and appropriate Non-Resident Licenses

(i) High school diploma or equivalent

(j) Minimum three (3) years recent agency experience handling the service of multi-line commercial lines book of business

(k) Working knowledge of MS Office (Word, Excel, Outlook)

13.0 Key Personnel

Before replacing any individual designated as “Key” by the Government, The Contractor shall notify the COR and the CO no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. The Contractor shall not replace Key Contractor personnel without acknowledgment from the COR.

The following Contractor personnel are designated as Key for this requirement:

Insurance Agent

(a) Provide direct customer service support for clients.

(b) Issue appropriate documentation as needed including certificates of insurance, auto insurance

ID cards, etc.

(c) Compose or assist in composition of highly technical or sensitive correspondence.

(d) Ability to translate highly technical information for the client’s understanding.

(e) Completing applications, negotiating with underwriters and preparing proposals for new and renewal business proposals/offerings.

(f) Contact clients and/or underwriters to obtain additional information or answer questions.

(g) Resolves policy and coverage related concerns for clients and insurance carriers.

(h) Ability to communicate negative actions to the client, while offering a solution to remedy the situation.

(i) Binds, or places coverage with acceptable carriers adhering to appropriate carriers binding authority.

(j) Stays current on company insurance products and offerings. Keep abreast of developments in the marketplace, including product line offerings, changing insurance consumer trends and needs.

(k) Maintains accurate and timely documentation of communication pertaining to client’s insurance program.

(l) Reviews accounts handled for adequate coverage.

(m) Process changes requests and other coverage research issues.

(n) Assumes full responsibility for service and administration.

The Contractor shall provide a Point of Contact/Insurance Agent who shall be responsible for the timely support to ATF personnel needing to report a claim under the (Canadian Insurance Services). This individual shall be the single point of contact for the CO and the COR. The contractor’s Point of Contact (POC) and the name(s) of any alternate(s) who shall act on behalf of the Contractor and who have the authority to contractually bind said contractor. Only one alternate shall have full authority to act for the Contractor on all matters relating to work performance under this order. The POC and all designated alternates shall be able to read, write, speak and understand English.

13.1 Key Personnel Replacement. Before replacing any individual Contractor employee designated as Key by ATF, the Contractor shall notify the COR and the CO no less than 30 business days in advance, submit written justification for replacement, and provide the name and resume of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. All proposed substitutes will be assessed by ATF through resume review and interviews. The Contractor shall not replace Key Contractor personnel without approval from the COR. Final acceptance of substitutes will be dependent on the successful completion of the security background investigation.

The contractor shall provide the disciplines necessary to perform the duties identified in this contract. The Government reserves the right to reject proposed personnel if they do not meet the qualifications defined for the support positions requested. The Government does not expect the Contractor to waste Government time and money on personnel that are not suitable for the qualifications required and describe this contract. The Contractor shall absorb any costs resulting from substitutions of personnel initiated by the Contractor if they are deemed unsuitable. If Contractor personnel hired under this contract resign or are released, immediately notify the COR.

This contract may be modified during the course of this contract to either add or delete personnel as appropriate.

14.1 Contractor Assistance

The Contractor shall cooperate with Government authorities in any administrative, civil, or criminal proceedings, including providing documentation related to employees or performance issues under this contract.

15.0 Points of Contact

15.1 Contracting Points of Contract

The following ATF points of contact have been established to assist in executing and administering the contract. All requests for interpretation and assistance should be referred to:

Technical POC:

Timika Carreathers-Walton Contracting Officer’s Representative (COR) timika.carreatherswalton@atf.gov 202-648-7633 99 New York Avenue, NE, Washington, DC 20226

16.0 Contract Administration. Notwithstanding the contractor’s responsibility for total management responsibility during the performance of this contract, the administration of the contract will require maximum coordination between the Contracting Officer (CO), the Contracting Officer’s Representative (COR) and the contractor. The following individuals will be the Government points of contact during performance of the contract:

(a) Contracting Officer (CO): The CO is responsible for contract administration. The CO is the only person authorized to approve changes in the terms, conditions, delivery schedules, technical requirements or price, as set forth in the contract. Any changes not made expressly by the Contracting Officer will be considered to have been without authority. In such cases, the Contractor is operating at their own risk. No adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof. The CO is Brandon Hodnett brandon.hodnett@atf.gov. During any absence of the CO, identified for this contract, other warranted COs from ATF may authorize work under the contract.

(b) Contracting Officer's Representative (COR): A COR will be designated on authority of the CO to monitor all technical aspects and assist in administering the contract. The types of actions within the purview of the COR's authority are to assure that the Contractor performs the technical requirements of the contract; to perform, or cause to be performed, inspections necessary in connection with performance of the contract; to maintain both written and oral communications with the Contractor concerning the aspects of the contract within his/her purview; to monitor the Contractor's performance under the contract and notify the Contractor and CO of any deficiencies observed; and to coordinate Government furnished property availability and provide for site entry of Contractor personnel, if required.

mailto:brandon.hodnett@atf.gov

8.0 Inspection and Acceptance