SRCSGT | V | Non-personal support services contract to provide, operations and administration of the Transportation Motor Pool (TMP) for the new Walter Reed National Military Medical Center (WRNMMC), Bethesda, MD.

FBO DAILY ISSUE OF JUNE 16, 2011 FBO #3491
SOURCES SOUGHT

V -- Non-personal support services contract to provide, operations and administration of the Transportation Motor Pool (TMP) for the new Walter Reed National Military Medical Center (WRNMMC), Bethesda, MD.

Notice Date: 6/14/2011
Notice Type: Sources Sought
NAICS: 485999 — All Other Transit and Ground Passenger Transportation
Contracting Office: US Army Medical Research Acquisition Activity, ATTN: MCMR-AAA, 820 Chandler Street, Frederick, MD 21702-5014
ZIP Code: 21702-5014
Solicitation Number: W81XWH11R0340
Response Due: 7/5/2011
Archive Date: 9/3/2011
Point of Contact: David D. Denton, 301 619-6857
E-Mail Address: US Army Medical Research Acquisition Activity
(david.d.denton@us.army.mil)
Small Business Set-Aside: Service-Disabled Veteran-Owned Small Business
Description: The U.S. Army Medical Command has a requirement for a non-personal support services contract to provide, operations and administration of the Transportation Motor Pool (TMP) for the new Walter Reed National Military Medical Center (WRNMMC), Bethesda, MD. This requirement includes operation and administration of all aspects of the TMP to include operation of the daily activities of the motor pool, i.e. dispatch and scheduling of vehicles, provision of drivers for all vehicles, administration of the office and records keeping, minor preventive maintenance inspections of GSA lease vehicles, refueling of vehicles, operationand maintenance of POL point, and scheduling of drivers for a vairety of daily and specialty shuttle missions. TMP is located at the Forest Glen Military Annex at Silver Spring, MD. Shuttle service will be operated from three installations, WRNMMC, Bethesda, MD., Malcom Grow Hopsital, Andrews AFB, Suitland, MD and Fort Belvoir Community Hospital, Fort Belvoir, VA. DRAFT PWS Follows:SECTION C-1 GENERAL 1. GENERAL: This is a non-personnel services contract to provide Transportation Support Services. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1. DESCRIPTION OF SERVICES/INTRODUCTION: The contractor shall provide all personnel, supervision, and non-personal services necessary to perform the Walter Reed National Military Medical Center, Transportation Support Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. 1.2. BACKGROUND INFORMATION: The Base Realignment and Closure (BRAC) of the Walter Reed Army Medical Center (WRAMC) and realignment of healthcare functions to the new Walter Reed National Military Medical Center (WRNMMC) in Bethesda, MD and the Ft. Belvoir Community Hospital (FBCH) in Ft. Belvoir, VA necessitates the transfer of the former WRAMC Transportation Motor Pool functions and operations to the Forest Glen Annex. The overall TMP mission is to provide transportation support for four Major Mission Objectives (MMOs) described below. Each MMO supports the Forest Glen mission and health care at the new WRNMMC and FBCH. The critical and sensitive nature of the support may require the contractor to provide 24 hour, 7 day a week service. 1.3. SCOPE OF WORK: The scope of this contract includes four (4) Major Mission Objectives (MMOs). 1.3.1. MISSION OBJECTIVE 1: Transportation Motor Pool (TMP) Operations consists of vehicle operation, dispatching, shuttles, fuel management and scheduling vehicle maintenance at Forest Glen. Government furnished vehicles will be provided under this contract. 1.3.2. MISSION OBJECTIVE 2: Support for the U.S. Army Element (Troop Command) consists of shuttle services from their temporary quarters to Walter Reed National Military Medical Center (WRNMMC). 1.3.3. MISSION OBJECTIVE 3: Provide the Warrior Transition Brigade shuttle service throughout the National Capital Region for our Wounded Ill and Injured (WTB/WII) to attend their designated appointments. 1.3.4. MISSION OBJECTIVE 4: AIREVAC Mission Support - Patient Evacuation Vehicles (PEVs) are custom built patient transport vehicles used to provide transportation of our wounded warriors to and from a designated Airport or designated Medical Treatment Facility within the National Capitol Region. AIREVAC missions require personnel to be on call 24 hours a day 7 days a week with as little as, but not limited to, a 3 hour lead time for notifications for routine Military Chanel Flights and/or Civilian Private Medical Emergency requests. PEV drivers shall arrive at Andrews ASF or alternate Airport a minimum of 2 hours prior to aircraft arrivals or departures. All missions are coordinated and directed solely at the discretion of the Patient Movement Cell 1.4. PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows: Base Year Option Year I Option Year II Option Year III Option Year IV 1.5 GENERAL INFORMATION 1.5.1 QUALITY CONTROL: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's quality control program is the means by which he assures himself that his work complies with the requirement of the contract. One copy of the Contractor's Quality Control Program shall be provided to the KO thirty (30) days before the contract start date. Revisions shall be provided to the KO as they occur. The program shall include an inspection system covering all services to be performed, which will identify any deficiencies in the quality of services. After acceptance of the quality control plan the contractor shall receive the contracting officer's acceptance in writing of any proposed change to his QC system. 1.5.2. RECORDS MAINTENANCE: On-site records must be kept of all inspections conducted by the Contractor and any necessary corrective actions taken. This documentation shall be made available to the Government upon request at any time during the term of this contract. 1.5.2.1. FILES: The contractor shall maintain sufficient files to document information contained in all reports required under this PWS. All functional files shall be maintained and retired IAW AR 25-400-2 (ARIMS). The contractor shall make all records and files applicable to this contract available for review by an agency or individual authorized access by the KO and/or COR. 1.5.3. QUALITY ASSURANCE: The Government will evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (TE-1). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.5.4. PERFORMANCE EVALUATION MEETINGS. The Contractor's representative shall meet at least weekly with the COR during the first two (2) months of the contract. Subsequent meetings shall be held as often as necessary as determined by the KO and COR. 1.5.5. RECOGNIZED HOLIDAYS: Transportation Motor Pool operations will be closed during weekend and holidays. Contractor shall provide shuttle support to the Troop Command on weekend and holidays. TE3. New Year's DayLabor Day Martin Luther King Jr.'s BirthdayColumbus Day President's DayVeteran's Day Memorial DayThanksgiving Day Independence DayChristmas Day 1.5.6. HOURS OF OPERATION: The contractor is responsible for conducting business per TE-3 (Work Load Data) 1.5.7. PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at various locations but the main control center is located at Building Sitter Ave. Forest Glen, MD. 20910 1.5.8. TYPE OF CONTRACT: The Government will award a firm fixed price. 1.5.9. SECURITY REQUIREMENTS: Contractor personnel performing work under this contract must have a favorable National Agency Check (NAC) at time of the proposal submission, and must maintain the level of security required for the life of the contract. Andrews Air Force Base requires personnel to possess airfield certification to access the Airfield. 1.5.9.1. CITIZENSHIP: Contractor employees shall be citizens of the United States or, if aliens, be legal residents of the United States. 1.5.9.2. VEHICLE REGISTRATION. Contractor/employee-owned motor vehicles entering military installations shall have valid state licenses and shall be registered with the vehicle Registration Section of the Provost Marshall Office. All registration and licensing requirements are outlined by the Provost Marshalls Office and must be adhered too. 1.5.10. PHYSICAL SECURITY: The Contractor shall be responsible and liable for the security of all Government-furnished property. The purpose of physical security is to prevent unauthorized entries, theft of Government property or accidental exposures to toxic chemicals. The contractor shall use the facilities consistent with Federal, Army, and State policies and standards. 1.5.10.1. Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government will be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. 1.5.10.1.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. 1.5.10.1.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor's employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. 1.5.11 SPECIAL QUALIFICATIONS: 1.5.11.1 Project Manager - The Project Manager and/or Alternate shall have at least five (5) years experience in managing a similar size/type of operations which required similar technical knowledge and management skills described in this PWS. Personnel qualifications shall be provided to the KO prior to the start of the contract. 1.5.11.2 Dispatcher - Must be able to manage vehicle dispatching procedures. 1.5.11.3. Drivers - The Contractor shall provide personnel who possess the appropriate certificate and license(s). Personnel in training status shall not be a substitute for qualified personnel. Minimal qualifications are: Bus drivers/operators Class B CDL Light vehicle operators - 5 Ton and below (Class C) Patient Evacuation Vehicles (PEVs) - Class A and Additional Training required 1.5.11.3.1. Anyone operating government furnished equipment/vehicles shall have a valid state operator's license appropriate for the equipment being operated. The driver shall obtain a valid Army Accident Avoidance card and complete the Army Traffic Safety Program training. The Contractor shall maintain records of these licenses and training certificates. Drivers are responsible and will pay for all moving violations and provide a copy of paid fines to their supervisors and to the COR. 1.5.11.3.2. Drivers' Physical Examinations: The contractor shall ensure that all vehicle operators have received Department of Transportation (DOT) regulated physical exams. 1.5.11.3.3. Drivers shall be qualified in operating American Disability Act (ADA) equipped Vehicles for loading and unloading Wheel Chaired (W/C) patients and qualified to operate wheel chair lifts. Drivers shall assist transferrable patient (patient who can get out of wheel chair and walk onto shuttle). For non transferrable patients Driver is responsible for securing the wheelchair on the wheelchair lift and to strap and secure the Wheelchair into position onboard the vehicle. 1.5.11.3.4. Contractor shall comply with Preventive Maintenance Check and Services (PMCS) for monthly inspections. Ensuring vehicles on extended dispatch are inspected prior to renewing the dispatch and to collect data required for monthly mileage report. Drivers shall ensure Log Books are kept current and updated at all times. Drivers shall be required to know emergency procedures for maintenance and accident problems outlined in the logbook. Why is this listed under Special Requirements instead of Task 5? 1.5.11.3.5. Contractor shall ensure that the driver completes an accident report (SF91) and notify the COR within 24 hours of the accident. Contractor shall immediately notify the COR upon any serious accidents (fires or fatalities). Isn't this covered in the accident/safety section? 1.5.12. POST AWARD CONFERENCE: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. 1.5.13. CONTRACTING OFFICER REPRESENTATIVE (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 1.5.14 KEY PERSONNEL: The following personnel are considered key personnel by the government: The contractor shall provide a program manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the program manager is absent shall be designated in writing to the COR. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The program manager or alternate shall be available 24 hours a day / 7 days a week. Upon request the Project Manager or alternate shall physically report within two (2) hours to meet at the TMP FG with the KO and/or COR. 1.5.15. IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. 1.5.15.1. Employees shall wear a uniformed color shirt with sleeves with name tag, long pants, and shoes. The contractor shall provide an identification badge for each employee performing service under this contract. Employee's name, picture, and name of contractor shall be prominently displayed on the identification badge. Government will provide common access card to gain access to military installations. Contractor shall submit to the COR a written list of employees within 5 days of contract start date. The list needs to include shall include each employee's name, work assignment, and proof or training, certification, qualifications or experience as required. Personnel identification changes shall be submitted not later than five (5) calendar days prior to implementation of change. In emergency situation, where a five (5) calendar day notice is not possible the Contractor shall submit notice of change, in writing, to the COR not later than twenty-four (24) hours after change is implemented. 1.5.15.2. Conduct of Contractor Employees: The Contractor's employees shall observe and comply with all applicable local and higher headquarters regulations, policies, and procedures. The Contractor shall ensure that personnel present a professional appearance at all times and that their conduct shall not reflect discredit on the U.S. Army or other DOD organizations. The Government will direct the Contractor the removal of an employee for reasons of misconduct or security. The removal of an employee shall not relieve the contractor of the requirement to provide sufficient personnel to provide adequate and timely service. 1.5.16. DATA RIGHTS: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government will be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. 1.5.17. PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during both 14 day phase in / phase out periods. 1.5.17.1. Phase-in Period. There will be a phase-in period between award and the full performance start date, for the purposes of Contractor staffing, cross training and familiarization. The phase-in period shall be no longer than 14 calendar days in duration, to commence upon award. The Contractor shall submit a phase-in plan as part of the technical proposal. The phase-in plan shall include at a minimum a schedule for implementation and the following actions: Direct observation of tasks performed by Government employees. Familiarizing employees with all requirements and procedures. Selection of trained and experienced personnel. Meeting all security requirements Perform required training. Obtain required certifications, licenses and endorsements. A detailed explanation of potential phase-in period problems and how the Contractor shall address those potential problems. By the end of the phase-in period the Contractor shall be prepared to perform this PWS in full, with all key and non-key personnel in place and performing assigned functions. 1.5.17.1.1. Phase-In Period Access: During the phase-in period, the Contractor will be allowed entry to all locations of work, to familiarize supervisors, key personnel and staff with equipment, reporting procedures, work schedules, operating procedures, and other matters. The Contractor will also be permitted to inventory and take possession of property and equipment. The COR will arrange access. 1.5.17.2. Phase-Out Period. Fourteen (14) days prior to the end of the contract period, and fourteen (14) calendar days thereafter, the contractor shall coordinate with the successor contractor to affect a smooth and orderly transition. The contractor shall remove all contractor-owned property from the Government-furnished spaces by midnight on the last day of the contract. The Contractor shall be provided a forty-five (45) day notice of any requirement to transition the support. 1.5.18. SAFETY: The contractor shall comply with Occupational Safety and Health Act (OSHA) standards, EM 385-1-1, U.S. Army Corps of Engineers Safety and Health Requirements Manual, and AR 385-10, Army Safety Program. Copies of EM 385-1-1 and AR 385-10 are available at the Installation Safety Office. The Contractor shall be responsible for organizing, planning, coordinating, and controlling the implementation of the Fort Detrick's Fire, Safety, and Emergency Procedure Plans. The TMP Safety Standard Operations Plan shall address responsibilities and procedures to be followed by contractor personnel in this area. 1.5.19. NON-GOVERNMENT VEHICLE ACCIDENT REPORTING. All accidents involving the contractor occurring on Government premises shall be reported to Provost Marshal Office (PMO). 1.5.20. CORRESPONDENCE: The contractor shall prepare all correspondence/reports relating to TMP operations and management required in the execution of the services required in the PWS. Correspondence shall consist of replies, request for assistance, suggestions, reports as required by higher headquarters, and other routine correspondence to installations or other activities. Correspondence shall be answered in two (2) working days and, when suspended, shall be answered to meet the suspense. 1.5.21. REQUIRED REPORTS/DOCUMENTS: The contractor shall furnish the Government the required reports, as listed in TE2. Documents applicable to services to be performed under this PWS have been coded as mandatory. The Government will make available applicable regulations and publications at contract start date. Supplements, amendments, or revisions to mandatory documents may be issued during the term of the contract and shall be in full force and effective immediately upon receipt by the contractor. If such a change causes an increase or decrease in contract price, an equitable change or charge shall be negotiated. Upon completion of this contract, the contractor shall return to the government all publications provided to the contractor by the government.
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Place of Performance: Address: US Army Medical Research Acquisition Activity ATTN: MCMR-AAA, 820 Chandler Street Frederick MD; Zip Code: 21702-5014
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V -- Non-personal support services contract to provide, operations and administration of the Transportation Motor Pool (TMP) for the new Walter Reed National Military Medical Center (WRNMMC), Bethesda, MD.