V--STUDENT TRAVEL Chemawa Indian School

AMN # 0001 for Solicitation 140A2321Q0285 TOTAL SMALL BUSINESS SETASIDE THIS ACQUISITION IS FOR 100% NATIVE OWNED SMALL BUSINESS SET ASIDE UNDER THE BUY INDIAN ACT (25 U.S.C.) The offeror represents as part of its offer that it [ ] does [ ] does not meet the definition of Indian economic enterprise as defined in 1480.201. The Bureau of Indian Affairs (BIA) is soliciting offers to procure Services for BIE, Chemawa Indian School, 3700 Chemawa Road NE, Salem, Oregon 97305. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a written solicitation will not be issued. Solicitation No. herein cited will be procured under FAR Part 12, Acquisition of Commercial Items. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05. This acquisition is set aside 100% Indian Small Business Economic Enterprise (ISBEE). In order to participate in this solicitation, vendors MUST qualify under the following NAICS Code is _561510___. DESCRIPTION: Contractor shall provide services consisting of domestic airline reservations and tickets for the Students attending Chemawa Indian School (CIS). The Contractor work with CIS travel coordinator in scheduling reservations for the students arriving at CIS for school during Fall; Holiday travel (December) to designated location and return travel to CIS (January); as well travel in May/June when school is dismissed for summer break. This will also include any emergency and/or as needed travel for the students during this period. The contractor will provide any all service IN ACCORDANCE WITH (IAW) the below Statement of Work (SOW). STATEMENT OF WORK TRAVEL FOR CHEMAWA INDIAN SCHOOL STUDENTS 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 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 BPA Call. 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 BPA Call. 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: Period of Performance: Base Year: August 1, 2021 to July 31, 2022 Option Year1: August 1, 2022 to July 31, 2023 Option Year 2: August 1, 2023 to July 31, 2024 Option Year 3: August 1, 2024 to July 31, 2025 Option Year 4: August 1, 2025 to July 31, 2026 QUOTE LINE ITEMS: (Please provide a breakdown of total cost for each item:) BASE YEAR: 1 AIRLINE SERVICE FEES: $ ________________ 2 BAGGAGE FEES: $ ________________ 3 UNACCOMPANIED MINOR FEES: $ ________________ 4 24/7 DAYS A WEEK ER ASSISTANCE: $ ________________ 5 AFTER HOURS AVAILABITY: $ ________________ 6 CUSTOM MANIFEST REPORT: $ ________________ 7 AIRLINE TICKETS: $ ________________ Travel Sub-Total $ _____________ Travel Total $____________ Include all Applicable Taxes (Navajo Nation and Arizona Taxes) $________ GRAND TOTAL: $__________________ OPTION YEAR 1: 1 AIRLINE SERVICE FEES: $ ________________ 2 BAGGAGE FEES: $ ________________ 3 UNACCOMPANIED MINOR FEES: $ ________________ 4 24/7 DAYS A WEEK ER ASSISTANCE: $ ________________ 5 AFTER HOURS AVAILABITY: $ ________________ 6 CUSTOM MANIFEST REPORT: $ ________________ 7 AIRLINE TICKETS: $ ________________ Travel Sub-Total $ _____________ Travel Total $____________ Include all Applicable Taxes (Navajo Nation and Arizona Taxes) $________ GRAND TOTAL: $__________________ OPTION YEAR 2: 1 AIRLINE SERVICE FEES: $ ________________ 2 BAGGAGE FEES: $ ________________ 3 UNACCOMPANIED MINOR FEES: $ ________________ 4 24/7 DAYS A WEEK ER ASSISTANCE: $ ________________ 5 AFTER HOURS AVAILABITY: $ ________________ 6 CUSTOM MANIFEST REPORT: $ ________________ 7 AIRLINE TICKETS: $ ________________ Travel Sub-Total $ _____________ Travel Total $____________ Include all Applicable Taxes (Navajo Nation and Arizona Taxes) $________ GRAND TOTAL: $__________________ OPTION YEAR 3: 1 AIRLINE SERVICE FEES: $ ________________ 2 BAGGAGE FEES: $ ________________ 3 UNACCOMPANIED MINOR FEES: $ ________________ 4 24/7 DAYS A WEEK ER ASSISTANCE: $ ________________ 5 AFTER HOURS AVAILABITY: $ ________________ 6 CUSTOM MANIFEST REPORT: $ ________________ 7 AIRLINE TICKETS: $ ________________ Travel Sub-Total $ _____________ Travel Total $____________ Include all Applicable Taxes (Navajo Nation and Arizona Taxes) $________ GRAND TOTAL: $__________________ OPTION YEAR 4: 1 AIRLINE SERVICE FEES: $ ________________ 2 BAGGAGE FEES: $ ________________ 3 UNACCOMPANIED MINOR FEES: $ ________________ 4 24/7 DAYS A WEEK ER ASSISTANCE: $ ________________ 5 AFTER HOURS AVAILABITY: $ ________________ 6 CUSTOM MANIFEST REPORT: $ ________________ 7 AIRLINE TICKETS: $ ________________ Travel Sub-Total $ _____________ Travel Total $____________ Include all Applicable Taxes (Navajo Nation and Arizona Taxes) $________ GRAND TOTAL: $__________________ Award will be made to the lowest priced offeror, whos quote conforming to the requirements herein, will be most advantageous to the Government, and is fair and reasonable. CONTRACT CLAUSES: The following FAR clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation - Commercial Items(Oct 2014), FAR 52.212-3, Offeror Representations and Certifications Commercial Items; FAR 52.212-4, Contract Terms and Conditions Commercial Items; and FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items. In paragraph (a) of FAR 52.212-5 the following applies: FAR 52.203-17, Contractor Employee Whistleblower Rights and Requirements To Inform Employees of Whistleblower Rights (JUNE 2020); FAR 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553); FAR 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L.108-77, 108-78). In paragraph (b) of FAR 52.212-5(b), the Contractor shall comply with the following FAR clauses that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive order applicable to acquisitions of commercial items: FAR 52.225-1 Buy American Act-Supplies (May 2014) (41 U.S.C. 10a-10d); FAR 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (AUGUST 2013)(31 U.S.C. 3332); and FAR 52.232-36, Payment by Third Party (May 2014) (31 U.S.C. 3332); 52.222-3, Convict Labor (JUNE 2003); 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2016); 52.222-21 Prohibition of Segregated Facilities (Apr 2015); 52.222-26, Equal Opportunity (Sept 2016); 52.229-3, Federal, State, and Local Taxes (Feb 2013). FAR and DIAR clauses are herein incorporated as follows: 52.216-2 Economic Price Adjustment-Standard Supplies; FAR 52-222-41 Service Contract Labor Standards; FAR 52.222-42- Statement of Equivalent Rates for Federal Hires; FAR 52.222-50 Combating Trafficking in Persons (Mar 2015); FAR 52.223-10, Waste Reduction Program (May 2011) FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving (Aug 2011); FAR 52.232-18, Availability of Funds (April 1984). Providing Accelerated Payments to Small Business Subcontractors and DIAR clauses are herein incorporated as follows: DIAR 1452.280-1 Notice of Indian small business economic enterprise set-aside ;DIAR 1450-16-1Homeland Security Presidential Directive, DIAR, 1452.280-2; DIAR, 1452.280-3 Subcontracting limitations; DIAR, 1452.280-4 Indian economic enterprise representation; DIAR, 1480.102 Buy Indian Act acquisition regulations; DIAR, 1480.503 Commercial item or simplified acquisitions; DIAR 1480.601 Subcontracting limitations; DIAR, 1452.226-70, Indian Preference; DIAR, 1452.226-71, Indian Preference Program. Department of the Interior Acquisition Regulation (DIAR) is available at www.doi.gov/pam/aindex.html. The following DIAR applies to this solicitation: Electronic Invoicing and Payment Requirements Internet Payment Platform (IPP) Payment requests must be submitted electronically through the U. S. Department of the Treasury Internet Payment Platform System (IPP). Payment request means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov. Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice [CO to edit and include the documentation required under this contract]: None. The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email contact@example.gov or phone +1 (555) 000-0000. Provide DUNS# and Tax ID# with a signed and dated quote, along with a completed copy of FAR Clause 52.212-3, Offeror Representations and Certifications - Commercial Items and DIAR 1452.280-4, Indian Economic Enterprise Representation. These two documents (completed 52.212-3 and DIAR 1452.280-4) are required to be considered for award. The RFQ is to be submitted to Gertrude Bryant by email at contact@example.gov. Any further questions regarding this announcement may be directed to Gertrude Bryant, Contract Specialist, via email. All contractors submitting offers must be registered in the SAM Registration (SAM) to receive contracts and purchase orders from the Federal Government pursuant to FAR Clause 52.204-7. To register or learn more about the SAM, go to: http://www.sam.gov Award will be made to the lowest priced offeror, whos quote conforming to the requirements herein, will be most advantageous to the Government, and is fair and reasonable. END