V--BUS CHARTER FOR NATIONAL VETERANS WHEELCHAIR GAMES

33rd NATIONAL VETERANS WHEELCHAIR GAMES July 12 - July 19, 2013 BUS CHARTER & TRANSPORTATION (Amended from VA248-13-R-1545 to correct accidental designation as Recovery Act Procurement and to change (g) in Contractor Responsibilities) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. The solicitation number is VA248-13-R-1545_1 and is issued as a request for proposal (RFP), with a closing date of 5/29/2013. All proposals must be received by the close of business on that date. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-66. The associated North American Industrial Classification System (NAICS) code for this procurement is 485510 with a small business size standard of $14.0 million. This requirement is a Small Business set-aside and only qualified offers' may submit bids. All questions and proposals must be directed to the contract officer, John S. Burch at contact@example.gov. No phone calls will be accepted. STATEMENT OF WORK DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1.0 PURPOSE The requirement is for the contractor to provide a wheelchair accessible transportation bus service for the 33rd National Veterans Wheelchair Games, hosted by the James A. Haley Veterans' Hospital for a period of 8 days, from Friday, July 12 through July 19, 2013. An estimated 550 disabled Veteran participants all using either wheelchairs or power chairs/scooters, along with their family members/coaches/special event staff and volunteers will need to be transported daily. The contractor will prepare 20 fully accessible, low-floor, public transit-style buses to accommodate at least 6-8 wheelchairs at one time per bus, and all the remaining seats to accommodate ambulatory passengers. The 20 buses are based on the total number of buses needed on a given day, plus additional emergency back-up buses based on attached transportation schedule. Enough emergency back-up buses should be available to keep the required 20 buses continually operating. The contractor will provide transportation service between the following venues: Tampa International Airport (4100 George J. Bean Parkway, Tampa, FL 33607) Tampa Convention Center (333 S. Franklin Street, Tampa, FL, 33602 Tampa Marriott Waterside Hotel and Marina (700 S. Florida Avenue, Tampa, FL 33602) Pin Chasers Midtown (4847 North Armenia Ave, Tampa, FL 33603) Pin Chasers Veterans (5555 West Hillsborough Ave, Tampa, FL 33634) Raymond James Stadium (4201 North Dale Mabry HWY, Tampa FL 33607) HCC Tennis Complex (3901 Tampa Bay Blvd, Tampa, FL 33614) Jefferson High School (4401 West Cypress St, Tampa, FL 33607) Silver Dollar Shooters Club (17202 Target Way, Odessa, FL 33556) Clearwater Long Center (1501 North Belcher Rd, Clearwater, FL 33765) Lake Seminole Park (10015 Park Blvd., Seminole, FL 33777) 2.0 SCOPE The 33rd National Veteran Wheelchair Games will take place over 8 days beginning Friday July 12th, 2013 and concluding Friday July 19th, 2013. The resultant contracts will include comprehensive transportation services for transporting participants from the Tampa International Airport to the Tampa Marriott Waterside Hotel and Marina; transporting participants from the Tampa Convention Center to and from the various venues and social events throughout the Tampa Bay area during the week; and transporting participants back to Tampa International Airport on Friday July 19, 2013. All travel to be performed in conjunction with the attached transportation schedule. Wheelchair Accessible Transportation Service vendors shall transport all participants (i.e., contestants), including any special equipment (e.g. wheelchairs (standard and electric), scooters and any other mobility aides) to and from all various points throughout the week of the Games. Each vehicle shall be staffed with a driver. Volunteers will be provided by the James A. Haley Veterans' Hospital's community volunteers to assist with securing the disabled Veteran participants into the wheelchair tie-down system on the buses (i.e. seatbelts and straps). The Contractor will provide minimum number of buses for each Event Day that can each accommodate at least 6 to 8 wheelchair participants per bus (according to attached schedule). Backup buses are included in the required 20 buses. It is anticipated that approximately 550 wheelchair participants and their caregivers/coaches will be arriving by air on July 12th, 2013. Comprehensive arrival and departure times and terminal information will be provided approximately one month prior to the start of the games. Some participants will have service animals (Registered Service Dogs). Service animal guidelines are in accordance with Americans with Disabilities Act, and are trained not to be aggressive while working. Contractor busses will operate continuously during scheduled event intervals; The Event Transportation Coordinator can, through the designated Project Manager provided by the Contractor, direct and redirect individual vehicle destinations. The Contractor is to provide a designated Project Manager who is required to be on-site at all times during the event to assist VA POC in directing or redirecting vehicle destinations. The Department of Veterans Affairs (VA) will conduct an inspection of the vehicles provided by contractor to insure compliance with the American Disabilities Act and VA requirements. The Transportation Coordinator will provide a comprehensive transportation plan to the VA six (6) weeks prior to the beginning of the Event. This will include at a minimum, the completed bus schedule, events schedule, maps and directions to all venue's from the Tampa Convention Center, and cell phone contact list. 3.0 REFERENCES " Americans with Disabilities Act of 1990 (ADA) ADA Circular C 4710.1, "Americans with Disabilities Act Requirements-Vehicle Acquisition " Code of Federal Regulations (CFR) Part 604 " Department Of Transportation Regulations (DOT) 4.0 PERFORMANCE REQUIREMENTS CONTRACTOR RESPONSIBILITIES (a) Contractor Project Manager. The contractor shall provide a project manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer in the Offer submission. The Contractor Project Manager will be required to be on-site during the week of the games in order to work closely with The NVWG Event Transportation Coordinator. (b) Contractor Employees. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population. (c) Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Contractor field service engineers shall be dressed to present a clean, neat appearance at all times when performing under this contract. (d) Contractor personnel shall smoke only in designated areas. (e) In the event an employee of the Contractor is injured while on VA medical facility property the COTR must be notified of this occurrence as soon as possible, but no later than 4:00 p.m. the next work day following the incident. (f) Contractor must have extensive knowledge of the area. All traffic pattern changes must be coordinated with the Event Transportation Coordinator to ensure a written emergency route plan is in place prior to the event to prepare for heavy traffic, severe weather, accidents, and/or anything that could inhibit buses from taking the initial route. (g) Contractor will provide pictures and/or illustrations of specifications included with the type of buses to be utilized and display how the wheelchair passengers will be secured. SECURITY REQUIREMENTS The Contractor must wear badges bearing the Contractor's company name, identification picture and name of the individual employee in English during performance of services under this contract. The Contractor assumes full responsibility for any parking violations. The VAMC will not invalidate or make reimbursement for parking violations of the contractor's personnel under any circumstances. The C&A requirements do not apply and a Security Accreditation Package is not required. EVENT SCHEDULE A final schedule will be provided to vendor upon award. Contractor is required to provide transportation plan 6 weeks prior to event. INSURANCE REQUIREMENTS (a) The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee's Public Liability Insurance in accordance with Federal and State of Florida laws. (b) The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. (c) The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. (d) The Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) days notice to the Contracting Officer. CONTRACTOR-FURNISHED ITEMS AND SERVICES The contractor shall furnish everything to effectively carry, less Government-available wheelchair temporary tie-down hardware and, if applicable, portable ramps, required to perform this contract in accordance with all of its terms. This includes, but is not limited to, offered vehicles, drivers, supporting staff, communications support, and other standard industry equipment involved in commercial provision of services of the nature for which offer was made (i.e., line item-specific services.) 5.0 ADDITIONAL REQUIREMENTS The NVWG Event Schedule is critical to the success of the event to serve the Veterans. Coordinating the events and activities for up to 550 disabled Veterans with wheelchairs as their primary mobility is a momentous challenge. The fabric to keeping it going is the transportation schedule; keeping the buses moving is key. Since wheelchairs will be of different widths and lengths, a full size city bus is needed to accommodate the various sizes allowing for a center aisle to allow ambulatory volunteers to strap in the chairs. If the load/ unload time is not expeditious, then the transportation will not be consistent or effective. This will impact the start and finish of the events and the worst possible potential is that a Veteran could be disqualified or not able to participate because they missed their event. Because of this, we need busses that can load and unload at many different locations requiring them to be self-contained with a fold out or mechanical ramp and in most cases a kneeling mechanism or its equivalent. Based on experience of previous games, it has been determined that low-floor busses are essential to meet the needs of the NVWG and that twenty (20) are needed for these games. Low floor buses are self-contained and take about a minute to position and 1-2 minutes per Veteran to load/unload. The use of hydraulic lifts on the buses are not practical since they are not manufactured to handle the daily volume needed for this program and in some cases the chair is too wide or heavy to safely fit on a lift. In addition, the time involved in the use of the lift takes at a minimum 5 - 10 minutes per Veteran depending on the size of the chair and ability of the Veteran to drive their chair in a cramped/tight space. 6.0 PLACE OF PERFORMANCE / HOURS OF OPERATION The primary location where contractor will be required to work is the Tampa Convention Center located at 333 S. Franklin Street, Tampa, FL, 33602. The contractor's personnel will require proper identification at all times. Contractor shall be required to comply with all security and personnel identification processes expected by the facility. 7.0 PERIOD OF PERFORMANCE Dates: July 12, 2013 to July 19, 2013 Hours: Friday, July 12, 2013 9:00am-10:00pm Saturday, July 13, 2013 10:00am-8:00pm Sunday, July 14, 2013 6:30am-10:00pm Monday, July 15, 2013 6:30am-10:00pm Tuesday, July 16, 2013 6:30am-12:00pm Wednesday, July 17, 2013 7:30am-6:00pm Thursday, July 18, 2013 6:30am-1:00pm Friday, July 19, 2013 3:00am-3:00pm ***Times are approximate and could be subject to change. Dates and times are also annotated on attachment. 8.0 ADDITIONAL INFORMATION 1. Attachments: a. Events Schedule b. Transportation Schedule c. Estimated Drive Times to Venues See attached document: VA248-13-R-1545. See attached document: NVWG Event Schedule. See attached document: NVWG Transportation Schedule. See attached document: Estimated Drive Times.