TRANCEN Cape May Charter Bus Services SOW 2022.pdf

STATEMENT OF WORK

Charter Bus Services for U.S. Coast Guard Training Center Cape May, NJ

1.0 INTRODUCTION

The U.S. Coast Guard is procuring charter bus services to and from the U.S.O. Lounge at the Philadelphia International Airport (PHL) and the U.S. Coast Guard, Training Center (TRACEN), Cape May, NJ. All services shall be performed in accordance with applicable state and federal regulations. The Contractor shall provide all of the services as set forth in this Statement of Work (SOW).

2.0 BACKGROUND

The mission of U.S. Coast Guard, Training Center Cape May is to build the enlisted corps by preparing America’s volunteers for success in the Coast Guard. TRACEN Cape May develops recruits into smartly disciplined, physically fit and basically trained apprentices who are ready and willing to protect and defend the people of the United States and assist mariners at sea. The Coast Guard must project a professional appearance at all times, including the transportation of new members of our military service.

3.0 APPLICABLE STANDARDS/DOCUMENTS

The Contractor shall comply with the Federal Motor Carrier Safety Regulations (FMCSRs) as prescribed by the U.S. Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA) and all other applicable federal, state, local and municipal laws, regulations, and requirements in performance of work under the contract. The Contractor shall maintain an active Operating Authority from the FMCSA and required insurance coverage to provide interstate transportation throughout the entire contract period of performance.

4.0 SCOPE OF WORK

4.1 Charter Bus Services to and from the U.S.O. Lounge at the Philadelphia International Airport and the U.S. Coast Guard Training Center, Cape May, NJ (CLIN X0001).

4.1.1 The Contractor shall provide charter bus services to transport inbound Coast Guard personnel for pick up at the U.S.O. Lounge at the Philadelphia International Airport and transport them to TRACEN Cape May. Pickups shall be performed on Tuesdays between 4:30 PM and 9:00 PM, Eastern Time. TRACEN Cape May will provide notification to the contractor each Monday on the number of buses needed and pick up times. This may vary each week depending on the number of arriving personnel expected. (1-4 buses may be requested; however 2-3 buses is most common).

4.1.2 The Contractor shall also provide charter bus services to transport outbound Coast Guard personnel from TRACEN Cape May to the Philadelphia International Airport. Pickups shall be performed on Friday at approximately 12:30 PM, Eastern Time. TRACEN Cape May will provide notification each Thursday of the number of buses needed and pick up times. Typically it is 1 or 2 buses, and varies each week depending on the number of departing personnel expected.

Occasionally buses may not be needed, or departing buses will be needed on a day other than a Friday, which may occur in the event of a holiday. If buses are needed on a day other than Friday, TRACEN Cape May will provide notification to the contractor at least 48 hours prior to pick up.

4.1.3 On a rare occasion, when 12 or more recruits miss the bus on Tuesday evening; one bus will be needed to pick up recruits at the Philadelphia International Airport at 8:00 AM, Eastern Time on Wednesday and transport to TRACEN Cape May. If this occurs, TRACEN Cape May will provide notification to the contractor on Tuesday evening between 7:00pm – 9:00pm.

4.1.4 Occasionally the Contractor shall also provide a bus on a Sunday at approximately 7:00 PM, Eastern Time to transport personnel from the Philadelphia International Airport to TRACEN Cape May. TRACEN Cape May will provide notification to the contractor at least 48 hours prior to pick up.

4.2 Charter Bus Services - Hurricane Evacuation (CLIN X0002).

4.2.1 In the event of a hurricane, a mandatory evacuation of TRACEN Cape May may be ordered. Within 10 hours of receiving TRACEN Cape May’s request, the Contractor shall provide an adequate number of buses to safely transport recruits and other personnel (each with at least a full seabag or suitcase) to Fort Dix, NJ. The maximum number of people that may need transportation is estimated to be up to 1,000 depending on the number of recruits in training. All recruits should depart TRACEN Cape May at the same time. TRACEN Cape May will initiate communications (but not officially order the bus services) with the Contractor when a hurricane poses a significant threat to the Training Center. This should allow additional planning time prior to the 10 hour evacuation notice. The TRACEN has evacuated three times in the past twenty years.

4.2.2 Fort Dix, NJ is the primary evacuation location; however there may be an occasion when Fort Dix is unavailable for TRACEN Cape May evacuation. An alternate site, preferably within the tristate area, will be determined should this occasion arise. Any tolls, and/or mileage incurred that is in excess of Fort Dix (96 miles), will be paid on a prorated basis per mile based on the contracted cost per bus.

4.2.3 Following the passing of the storm, transportation will also be needed from Fort Dix, NJ (or alternate site) to Cape May, NJ. Within 10 hours of receiving TRACEN Cape May’s request, the Contractor shall provide an adequate number of buses to safely transport the same people (with their belongings) back to Cape May, NJ.

4.2.4 Any sub-contracting of buses must conform to all requirements outlined in this Statement of Work.

5.0 TECHNICAL REQUIREMENTS

5.1 Contractor Furnished Equipment. The Contractor shall provide charter motor coach type buses that are 52 passenger seats or larger. All buses shall be no more than 10 model years old at time of use.

5.2 Cleanliness. The interior and exterior of the bus must be clean, well maintained, and present a professional appearance.

5.3 Mechanical Condition. Buses shall be maintained in such a way to ensure that they are operating in a safe and dependable condition. All buses shall have current inspections as required by applicable federal, state, local and municipal laws, regulations, and requirements.

5.4 Climate Control and Rest Room Facilities. Heating, ventilating and air conditioning systems and installed rest rooms facilities on all buses shall be fully operational during the entire contract period of performance.

5.5 Buses shall be inspected by Coast Guard authorized personnel prior to loading passengers.

Any bus that does not meet or exceed the requirements in this Statement of Work may be rejected prior to loading.

6.0 PERSONNEL REQUIREMENTS/QUALIFICATIONS

6.1 The Contractor shall provide personnel who meet or exceed established standards in order to effectively perform the services required herein. The personnel shall be licensed, qualified, experienced and demonstrate the capability of performing the services with minimum supervision.

6.2 The Contractor shall manage the total work effort associated with operations and all other services required herein in a skillful and professional manner to assure fully adequate and timely completion of these services. Included in this function is a full range of management duties including, but not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records and quality control.

6.3 Removal or dismissal of employees, who are not fully able to perform the normally assigned duties or violate any security or health requirement, does not relieve the Contractor of the requirement to provide sufficient personnel to adequately perform services required. The Contractor shall provide contingencies for employees who are absent during their regular work hours. The Contractor shall have in place a suitable replacement for the absentee employee within two hours of initial notification by the Contracting Officer’s Representative (COR).

6.4 Employee Training / Operation of Equipment. The Contractor shall ensure that each employee used in the performance of this contract is adequately trained and instructed to safely and competently perform the work. All equipment operators shall be fully trained and capable to use equipment in the performance of the contract.

6.5 Alcohol and Controlled Substances. Contractor employees shall not possess, distribute, consume, use, or cause to be used any controlled substance or alcohol before or during performance of the services or on Government property. Any employee using a controlled substance prescribed by a physician shall get written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any contractor or contractor employee found to be in violation of this section will be permanently prohibited from performing services.

Actions taken under this section shall not relieve the contractor of the requirement to provide sufficient personnel to perform adequate and timely service as required in this contract.

6.6 Contractor Points of Contact (POCs). The Contractor shall provide the names, phone numbers and e-mail addresses of POCs to contact regarding the contract during normal business hours and after hours. The Contractor shall provide updated POC information as needed to the Contracting Officer and Contracting Officer’s Representative (COR).

7.0 SECURITY REQUIREMENTS

7.1 RAPIDGate® Enrollment

The USCG Base TRACEN Cape May offers an access control solution to support security requirements while offering streamlined access procedures for contractors. For ease of entry, the Contractor shall enroll in the RAPIDGate® program and remain enrolled throughout the contract period of performance. RAPIDGate manages the non-Common Access Credential (CAC) eligible vendor/contractor companies and their employees who require access to USCG Base TRACEN Cape May. Vendor/contractor CAC eligibility has been restricted to only those who require physical access to a United States Coast Guard and logical access to a DoD or DHS network or system. The RAPIDGate Enrollment Information attachment contains additional information regarding the RAPIDGate® program.

7.2 The Contractor will ensure each bus has the appropriate insurance certificate on board, as well as each driver will carry a valid commercial driver’s license.

7.3 Security requirements for Contractor’s coming onboard a Government facility is subject to change at any time during the contract period of performance. If requirements change, the Contractor will be notified of the steps that need to be taken to conform to these requirements.

These steps could include submittal of paperwork and fingerprints for Financial and Criminal background checks. Failure to comply with the security requirements will prevent base access and could lead to contract termination.

8.0 GOVERNMENT-FURNISHED PROPERTY, MATERIAL, EQUIPMENT, AND/OR

INFORMATION

8.1 Not Applicable

9.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

9.1 The Contractor shall implement their commercial Quality Control Plan (QCP). The QCP shall outline management, safety and maintenance under the contract and shall contain Quality Checklists.

9.2 The Contractor may be required to meet with the COR and/or Contracting Officer as often as necessary to exchange quality control information or to discuss problems/concerns.

10.0 GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS

The Contracting Officer's Representative (COR) is responsible for representing the Contracting Officer in all facets of quality for the services required. The designated personnel will carry out inspections, reviews, approvals and handle deficiencies; and, ultimately accept on behalf of the Contracting Officer. The functions of the COR will be outlined in a COR Appointment Memorandum and is supplement by the following functions. Government personnel, other than the Contracting Officer and the COR, from time to time, may observe the Contractor’s operations. However, these personnel may not interfere with Contractor performance.

11.0 GOVERNMENT REMEDIES

In the event the Contractor fails to provide/maintain the equipment, manpower, insurance, Operating Authority, and/or licenses necessary to accomplish the work required, the Government reserves the right to obtain the services elsewhere. The Government will deduct from the Contractor’s invoices, or at the Government’s discretion, will bill the Contractor for any differences in costs for the services, including any cost incurred in obtaining said services and any other damages incurred by the Government as a result of the Contractor’s failure to provide services. (This section is in addition to other Government remedies outlined in the contract.)

12.0 DELIVERABLES

The Contractor shall submit the following reports and other deliverables as identified below.

The format shall be PC compatible.

Deliverable Frequency No. of Copies and To Whom Date Required

“Certificate of Insurance” as required by FAR 52.228-5 and the FMCSR

Annually One/Contracting Officer 10 days after award and annually thereafter

“Quality Control Plan (QCP)” As needed Two/COR and

Contracting Officer

With initial offer and within 5 days after changes made to the QCP

Responses to “Contract Discrepancy Reports (CDRs)”

As needed Two/COR and Contracting Officer

Within 5 days of receipt of CDRs from the Contracting Officer and/or the COTR

“Incident Reports” After each incident Two/COR and Contracting Officer Within 2 day after incident

8.0 GOVERNMENT-FURNISHED PROPERTY, MATERIAL, EQUIPMENT, AND/OR INFORMATION