Immediate Reaction Air Transportation Services for the transport of bio-hazardous material

Request for Information USPS Air Transportation CMC Washington, DC In accordance with the Postal Service's Supplying Principles and Practices 2008, USPS is issuing a request for information (RFI) as a sources sought notice. A. The Postal Service does not intend to award a contract on the basis of this solicitation or to pay for the information solicited. B. This solicitation is issued for the purpose of identifying suppliers who can provide immediate reaction air transportation services for the transport of bio-hazardous material and accompanying passengers between Miami, Florida, and San Juan, Puerto Rico (MIA-SJU-MIA). This is an invitation for potential suppliers to register interest in providing air transportation and supporting services. Potential suppliers are asked to submit responses that provide information about their companies to meet or exceed our provided requirements. This process identifies what is in the marketplace and provides an opportunity to pre-qualify potential suppliers. Unlike a request for proposal (RFP), an RFI provides the Postal Service with useful information to further assess whether it is feasible and may lead to innovative solutions and a better understanding of how the requirements can be met. The most suitable potential suppliers at this stage are logical sources to fill the requirements in the future should the need arise. 1.01 Overview The purpose of this ordering agreement is to enable the United States Postal Service to procure immediate reaction air transportation services for the transport of bio-hazardous material and accompanying passengers from and to designated airports in a fully dedicated jet aircraft with the capability to transport passengers with cargo exactly as specified throughout this information between Miami, Florida, and San Juan, Puerto Rico (MIA-SJU-MIA). This agreement will become a Firm Fixed Price contract upon acceptance of an order by the supplier (in writing) to provide service as ordered by the Postal Service and agreement on price (all-inclusive rate). 1.02 Series of Events In the event of a bio-hazardous incident, the following series of events will occur: *Biohazard Detection System (BDS) indicates an alert *Air transportation supplier is notified. Supplier has two hours from time of initial contact to be fully crewed, fueled and flight-ready. *U.S. Postal Inspection Service (USPIS) responds to facility and collects BDS samples as evidence. *Two accompanying USPIS Inspectors will arrive at supplier's aircraft with evidence container and carry-on luggage. *Aircraft will depart immediately after boarding of evidence container and accompanying Inspectors. Pilots are encouraged to safely fly at the fastest possible speed in order to arrive at destination in the shortest period of travel time. *Upon arrival, inspectors will transfer evidence container to Laboratory Response Network (LRN) representatives *If aircraft is based at point of origin departure, pilots will wait for two accompanying Inspectors for return flight. If aircraft is based other than point of origin, upon arrival and completion of mission, aircraft is cleared to reposition unless return trip is requested by Postal Service. 1.03 Scope of Service The Postal Service will retain a list of potential charter passenger jet aircraft providers. Each supplier must keep the Postal Service updated on critical information such as aircraft type availability, location of aircraft (base), 24-hour telephone contact number, and other appropriate operational information. Initial Supplier Contact When a need is determined, the Postal Service (USPIS Inspector or designated postal employee) will place an order for service via telephone. If for some reason contact with a representative of the supplier is not made (communication with an individual versus voicemail), the Postal Service will contact the next supplier on the list and provide notice of potential use. After fifteen minutes from initial contact telephone call, Inspectors will contact original supplier for second chance. If no individual answers, Postal Service will proceed to contract with the next available supplier on the list. Upon confirmation of order by both parties, supplier will immediately begin to crew aircraft, prepare aircraft for flight and notify necessary agencies and request priority departure from airport authority. The supplier must make every attempt to meet the projected time for aircraft preparation (crew, fueling, etc.). If a significant delay occurs in aircraft preparation, the contract may be terminated for default and the Postal Service may obtain transportation from an alternative supplier. Supplier will provide the following information to the Postal Service: *Physical location of aircraft *Directions to aircraft *Aircraft tail number *Estimated time aircraft will be available for departure *Flight number *Names of Pilot, Co-Pilot and other crewmembers *Additional information as appropriate Once an order is placed and accepted, the aircraft type, tail number, flight crew, and flight schedule accepted by the Postal Service will become the contractual agreement. The supplier will provide the required size, quantity, and condition of passenger jet aircraft necessary to perform the services described within the Statement of Work in the most expeditious manner. The aircraft will operate as dedicated aircraft during the agreed upon hours of operation. The supplier may be required to submit aircraft status reports to the Postal Service. The priority of this agreement is the mandate to expeditiously transport Postal passengers and evidence container safely to final destination. Both parties agree to cooperate and collaborate to provide necessary information and documentation to the necessary agencies in order to receive priority departure, flight and landing status. Both parties further agree to process necessary documentation to meet the provisions of this agreement as soon as possible after completion of flight mission. Aircraft Lift Capabilities. Aircraft provided by the supplier must have sufficient capacity to safely transport, at a minimum, two passengers, luggage, and evidence container in most expeditious manner. The supplier must provide jet aircraft that meets or exceeds the requirements. By submitting an offer, the offeror agrees that the US Postal Service will have access to the entire capacity of the aircraft. Absolutely, no unauthorized passengers, baggage, cargo, freight or other product may be transported on this flight. Aircraft Maintenance The supplier is responsible for the maintenance of contracted aircraft in compliance with the Federal Aviation Regulations as applicable to the type of certificate for the aircraft provided, (for example, Part 121, subpart L) as applicable, and all other applicable U.S. Government regulations. The supplier is completely and exclusively responsible for the safety and maintenance (and all applicable costs) of all aircraft. Aviation Fuel The supplier will be responsible for obtaining and uploading all aviation fuel necessary to operate the aircraft. The supplier will be responsible for any and all costs associated with aviation fuel and its upload into the aircraft. The Postal Service will not reimburse the supplier for any fuel costs as a pass through reimbursement (see all-inclusive rates). The Postal Service will not assume responsibility for, or reimburse the supplier for, the purchase of fuel necessary to position or deposition the aircraft as a pass through expense. De-icing The aviation supplier is responsible for obtaining de-icing fluid and application services of aircraft, if necessary. Flight Crews The supplier must provide fully trained and qualified flight crews certified under FAR 121 or 135 regulations to operate all flights. Flight crew must be properly trained in accordance with DOT and other federal agencies regulations applicable to transporting hazardous materials, including Division 6.2, infectious substances. The supplier must ensure that the necessary clearances and background checks have been performed on each pilot, co-pilot and crewmember. Upon request, the supplier should be prepared to provide background and security clearance information to the USPIS concerning any employee involved in the operations of the flight. Landing Slots and Parking Fees The supplier will acquire and pay for all necessary landing and parking at each air stop. Alternate Landing Sites If the supplier is ordered to land at an alternate airport, the supplier will immediately contact the Inspection Service or the official designated contact person and provide necessary information. 1.04 Dedicated Air Transportation Division of Responsibilities Postal Service The Postal Service will: *Cooperate with supplier, airport authorities, pilots and all related agencies in order to expedite flight operations. *Ensure completion of all necessary paperwork and documentation other than that which is the responsibility of the air transportation supplier. *Ensure safety of flight crew members. *Ensure prompt payment for services rendered. Air Transportation Supplier The air transportation supplier will: *Cooperate fully with the Postal Service, government agencies, airport authorities, and customer, if necessary. *Provide aircraft that meets or exceeds requirements. *Respond to USPIS contact immediately, resulting in an aircraft that is crewed and flight ready within 2 hours. *Operate aircraft safely and expeditiously to provide transport service to and from each air stop specified in the service schedule and requirements. *Prepare flight documents and other paperwork as necessary for efficient operation and required clearances. *Arrange for fuel upload and other related flight services (such as de-icing) necessary for the safe and efficient operation of their aircraft. *Maintain communications updating the Postal Service as necessary through designated points of contact using various communication media. *Immediately inform the Postal Service of any and all aircraft changes or delays. *Refrain from communicating with media (newspaper, radio, television and other sources of news or communications services). Instruct all employees of company to refrain from communicating with media. Staffing: The supplier must provide adequate staffing to operate aircraft, and manage its flight operation. Crew Lounge: The Postal Service will not provide a furnished crew lounge at any air stop. Flight Planning: The supplier shall notify the appropriate personnel of aircraft flight information as required. The supplier will be responsible for necessary ramp operations, including: *Unlocking and opening the aircraft door, *Approval and acceptance of flight plan *Maintenance and preflight inspection *Closing and locking the aircraft door *Crew transport from and to aircraft 1.05 Furnished Aircraft Information The supplier will provide detailed information about the aircraft(s) available by completing the - Detailed Aircraft Worksheet. The supplier will complete a separate worksheet for each aircraft offered. The supplier is encouraged to keep the Postal Service updated on aircraft information such as the location of aircraft when no in use and new aircraft availability. Suppliers are encouraged to provide website addresses, email links, and maintain contact with the Postal Service in order to provide accurate and up to date aircraft information. 1.06 Ordering The Postal Service will order services under this agreement via telephone (followed by written confirmation from Contracting Officer). Therefore, it is imperative that the supplier ensure that the most current telephone number, assessable 24 hours a day, email address and mailing address information is on file with the appropriate Postal personnel. 1.07 Minimum Guarantee There is no commitment or obligation by the Postal Service to purchase (place order) throughout the term of this Agreement. However, once an order is placed and accepted, the Postal Service will pay the all-inclusive rate for the flight ordered, one way or round trip, unless both parties otherwise agree to a change of terms and conditions. There is no guarantee on the part of the supplier that an aircraft/crew will be available during the term of the Agreement. However, once the supplier accepts an order to perform service, the supplier will be obligated to provide the aircraft and services as offered for the agreed upon period of time. 1.08 Schedule After an order is placed by the Postal Service and accepted by the supplier, the flight schedules accepted by the Postal Service will become the contractual schedule of the transportation mission. 1.09 Electronic Presentation of Data (EPD) by Suppliers Suppliers must present data electronically to the Postal Service in a format acceptable to the Postal Service (usually spreadsheet and/or email). Required data elements include but are not limited to: *Origin city airport *Destination city airport *Flight number *Tail number *Pilot, so-pilot, and crewmember names *Scheduled and actual departure and arrival times *Actual flight time and average speed *Activities that hindered or delayed operation The supplier will provide their OAG code to the Postal Service prior to performing service. The supplier will be responsible for providing technology compatible with USPS systems for purposes of sending and receiving data electronically. 1.10 Security The supplier must demonstrate that a security program exists that encompasses all facets of its operation and meets: *All applicable FAA, TSA and local airport authority requirements regarding airport security *Provides for security of the aircraft and passengers *Provides for necessary background checks and security clearances for all employees The supplier must cooperate fully with any security program implemented by any Federal agency and/or developed by the Postal Service and all security issues stated within this agreement that apply. The supplier will immediately notify the USPIS when a security violation has been identified; advise the Postal Service of its plans to correct the security violation; provide the Postal Service a plan to prevent the security deficiency from reoccurring; and notify the Postal Service when the security violation has been corrected. The supplier will grant access to and cooperate fully with duly authorized Postal Service personnel such as the USPIS and Office of the Inspector General, or their authorized representatives. 1.11 Treatment of Exceptional Types of Cargo The supplier agrees to accept hazardous materials, including Division 6.2 for transport, and the following will apply: Hazardous Materials (HAZMAT) Hazmat and restricted materials are defined as a substance or material in a quantity and form that may pose a risk to health, safety, or property in commerce. The supplier will comply with all applicable Hazardous Materials Regulations including 49 CFR 100 through 199 and any and all FAA, DOT, USPS state and local laws and regulations pertaining to HAZMAT. Prior to boarding hazardous material, USPIS will: *Examine and ensure that the integrity of the evidence container is intact *Ensure proper labeling *Verify completion of necessary documentation 1.12 Cooperation with Other Agencies The Postal Service and supplier agree to fully cooperate with any and all agencies in order to expedite the completion of the flight mission. 1.13 Post Flight Debrief After completion of the flight, the Postal Service will meet with the supplier for a post-flight operation debrief. Discussion items will include fulfillment of critical operation activities, overall performance and lessons learned. The supplier's performance will be a factor of consideration by the Postal Service for ranking of future use. If you believe that you can accommodate the Postal Service requirements, please submit your responses to this office via e-mail message, US Mail, or fax (202 268 5879) on or before August 10, 2010 In responding to the RFI, listed below is information that can be provided but are not limited: *Company overview *Subsidiaries or associated companies *Affiliations/accreditations/certifications *Market intelligence *Competitive positioning *Supplier capabilities *Summary of services or products pertaining to RFI requirement *TCO *All-inclusive per trip cost summary *Organizational chart, annual report, or financial information *References and qualifications Your responses should be directed to: Diane A. Houston Purchasing Specialist Air Transportation CMC 475 L'Enfant Plaza SW Room 1P650 Washington DC 20260-0650