RFP No. 002-18
Date RFP is issued: Wednesday, June 13, 2018
Due Submission Date: Friday, July 6, 2018
Type of Contract: This is a non-exclusive fixed fee contract. GlobalConnect Division (GC) and Meridian Center for Cultural Diplomacy (MCCD) at Meridian International Center (Meridian) shall pay the contractor a fixed fee on a per-trip basis against a valid invoice as outlined under the cost summary item.
Contract Term: One-year period from the date to start services with two one-year options to renew.
Estimated Annual no. of various Program Participants: 1,000
In accordance with the requirements of this proposal, the undersigned offers and agrees, if their proposal is accepted to furnish any and all services for which the prices are submitted in accordance with the conditions specified by the proposal.
The bidder assumes sole responsibility for the complete effort required in this RFP. No special consideration shall be given after bids are received due to bidder’s failure to be knowledgeable of all the requirements under this RFP. By submitting a proposal in response to this RFP, the bidder confirms that it has satisfied itself of all the requirement of this RFP.
No RFP will be accepted if submitted after the close of business by 6 p.m. on the due date: FRIDAY JULY 6, 2018
Download RFP No. 002-18 *.PDFMeridian International Center (Meridian) works with U.S. Government Agencies, foreign governments, and private-sector clients worldwide to create lasting international partnerships through leadership and cultural exchanges. Through these partnerships, Meridian has conducted exchange programs for more than 65,000 foreign professionals over the last 50 years and organized cultural exhibitions to 357 host venues in 44 U.S. states and 55 countries.
Meridian connects U.S. and foreign governments with the private sector to respond to global challenges and sustain impact through working with the U.S. government to develop partnerships with emerging powers like China and India and traditional allies like France and Spain.
Meridian also administers annually 40% of all the International Visitor Leadership Program projects which are sponsored and funded by the Bureau of Educational and Cultural Affairs for about 4,000 distinguished visitors to the U.S. every year.
GlobalConnect/MCCD at Meridian is seeking proposals to select a transportation contractor to provide chartered bus, mini-motor coach and van transportation services for the official use in running various Federal and private exchange programs. This RFP covers usage within the Washington, DC metropolitan area, including the District of Columbia, Maryland, and Virginia.
The selected transportation agency (“Contractor)” will provide chartered bus/motor coach/van transportation services for GC and MCCD official program participants. Buses/motor coaches/vans must be equipped and serviced with the following:
The winning bidder(s) shall commence no work until all the necessary insurance documents on the operated coach buses/vans and their operating drivers are submitted to Meridian.
The Contractor must file with the Department of Transportation proof of insurance (motor carrier registration).
The Contractor shall insure that each bus/van driver who supplies services under the awarded contract will have the following:
Please submit a price schedule of the per-trip fixed fee services for various seating capacity buses/vans offered along with any extra hourly payment charge and/or gratuity and cancellation fees.
Meridian will pay the Contractor against the agreed fixed price schedule listed in the bidder’s proposal for all due transportation expenses within 30 days of invoice receipt.
GC/MCCD assumes no responsibility and bears no liability for cost incurred by bidders in the preparation and submittal of proposals in response to this RFP.
If a joint venture is submitting a bid, the agreement between the parties relating to such joint venture is required to be submitted with the joint ventures proposal. Authorized signatures from each party compromising the joint venture must sign the bid proposal.
The Contractor who’s submitting the proposal is required to be in good business standing and should adhere to all U.S. Federal and State Regulations and to all other applicable registrations laws. Proof of a valid business registration is required prior to conducting business with GC/MCCD. Failure to submit such valid registration with a bid will render the bid materially non-responsive.
The contractor shall obtain and maintain in full compliance and affect all required licenses, permits, and authorizations necessary to perform this contract. The Contractor shall supply GC/MCCD with evidence of all such licenses, permits and authorizations. This evidence shall be submitted subsequent to the contract award.
All data, technical information, materials gathered, oriented, developed, prepared, used or obtained in the performance of the contract, including but not limited to, all reports, surveys, plans, written procedures which are completed for or are a result of services required under this contract shall and remain the property of GC/MCCD and shall be delivered to GC/MCCD upon a 30-day notice.
All financial, statistical, personnel, itinerary and/or technical data supplied by GC/MCCD to the contractor is confidential. The contractor is required to use reasonable care to protect the confidentiality of such data. Any use, sale or offering of this data in any form by the contractor, or any individual or entity in the contractor’s charge or employ, will be considered a violation of this contract and may result in termination for cause. In addition, such conduct may be considered a breach of contract that is liable to litigation.
The contractor shall not use Meridian, GC, or MCCD’s name, logos, images, or any data or results arising from the contract without first obtaining the prior written consent of Meridian/GC/MCCD.
GlobalConnect/MCCD may, for a valid reason, issue a stop order directing the contractor to suspend work under the contract for a specific time. The contract services shall be paid until the effective stop date of the stop order.
The bidder is required to follow the instructions contained in this RFP and in the bid cover sheet in preparing and submitting its bid proposal. The bidder is advised to read thoroughly and follow all instructions.
Each bidder is given wide latitude in the degree of detail it elects to offer or extent to which plans, designs, systems, procedures are revealed. However, insufficient detail may result in a determination that the bid proposal is materially non-responsive or may lower its technical score.
Each bidder is required to submit one (1) complete original bid proposal, utilizing PDF or Word format, and to include all the relevant documents, registration and other membership certificates, via email to Quentin Lide, Director of Administration, at qlide@meridian.org and copy to Alyssa Bogosian at abogosian@meridian.org.
Detailed resumes should be submitted for all supervisory and key personnel to be assigned to the contract.
GlobalConnect/MCCD will only accept written questions and inquiries from all potential bidders receiving this RFP. Written questions should be emailed to Quentin Lide, Director of Administration, at qlide@meridian.org
The deadline to submit questions is by no later than close of business on Tuesday, July 3, 2018.
Download RFP No. 002-18 *.PDFThe bidder shall set forth its overall technical approach and plans to meet the requirements of the RFP in a narrative format. The narrative should convince GC/MCCD that the bidder understands the objectives that the contract intends to meet and the nature of the required work level necessary to successfully complete the contract. In addition to the points listed in the scope of work, the proposal should address the following questionnaire. The bidder should limit their response to 20 pages:
