Description
Statement of Objective Transportation Services for the 2008 National Veterans Golden Age Games Indianapolis, IN Tuesday, August 19, thru Monday, August 25, 2008 Purpose: The purpose of this task order is to obtain transportation services for the 2008 National Veterans Golden Age Games being held in Indianapolis August 19 - August 25, 2008 Background: National Veterans Golden Age Games History: The National Veterans Golden Age Games (NVGAG) is the premier senior adaptive rehabilitation program in the United States, and the only national multi-event sports and recreational seniors' competition program designed to improve the quality of life for all older veterans, including those with a wide range of abilities and disabilities. The NVGAG is one of the most progressive and adaptive rehabilitative senior sports programs in the world. The Games serve as a qualifying event for competition in the National Senior Games in a number of competitive events. Attendees: Military veterans age 55 or older who receive health care at any VA medical facility are eligible to compete in the NVGAG. This group also includes health care providers and coaches. Persons attending will include both ambulatory and wheel chair bound participants. Overview of Required Services: Transportation services will be required for the 2008 NVGAG. The NVGAG will be held August 19, 2008 through August 25, 2008, in Indianapolis, IN. The Department of Veterans Affairs' Roudebush VA Medical Center Indianapolis, IN (VAMC) is the primary games sponsor. It is expected that as many as 1200 participants/coaches and family members will be needing transportation to/from the airport to hotels, events, and activities. Approximately 120 participants will need wheelchair-accessible vans and/or wheelchair-accessible bus transportation; kneeling buses are requested when possible. All vehicles must have functioning air conditioning systems. Additionally, a "trolley" is requested to be used as a roving transport within the downtown areas. The hours request for this is 0900 to 2100 hours Wednesday the 20th through Sunday the 24th. Scope: On Tuesday, August 19, 2008, the VAMC Indianapolis will require buses, passenger vans and wheelchair accessible vans, plus drivers, to transport passengers from the Indianapolis International Airport to one of 7 different hotels within downtown Indianapolis. This service will be required beginning at 0700 and 2400. On Wednesday, August 20, 2008, transportation services will be required to pick-up participants on a regular basis from all hotels and transport them to the Indianapolis Convention Center for event registration and opening ceremonies, and to provide return transportation to hotels. This service will be required between 0630 and 0130 (on the 21st). On Thursday, August 21, 2008, transportation services will be required to transport participants to/from the hotels and convention center beginning at 0630 and lasting until 2400. From the convention center, and hotels, participants will need to be transported to/from event venues. These venues and their event times are: Coffin Golf Course - 0630 to 1330 Western Bowling Center - 0630 to 1830 Major Taylor Velodrome -1600 to 2200 On Friday, August 22, 2008, transportation services will be required to transport participants to/from the convention center beginning at 0630 and lasting until 0130 (on the 23rd). From the convention center, and hotels, participants will need to be transported to/from event venues not held at the convention center. These venues and their event times are: Indiana University Natatorium - 1300 to 2030 American Legion Mall - 0630 to1630 Coaches Reception; Indiana War Memorial - 1800 to 2300 On Saturday, August 23, 2008, transportation services will be required to transport participants to/from the hotels and convention center beginning at 0630 and lasting until 0130 (on the 24th). From the convention center, and hotels, participants will need to be transported to/from the event not held at the convention center. This venue and its event times are: American Legion Mall - 0630 to 1700 On Sunday, August 24, 2008, transportation services will be required to transport participants to/from the hotels and convention center beginning at 0630 and lasting until 2300. From the convention center, and hotels, participants will need to be transported to/from the event not held at the convention center. This venue and its event times are: American Legion Mall - 0630 to 1230. On Monday, August 25, 2008, transportation services will need to be provided for participants from the hotels to the Indianapolis International Airport from 0500 until 2200. Provide transportation from the volunteer parking lot (single location), located within the downtown area and the Roudebush VA Medical Center to events, activities, and tours of duty as needed from Thursday, August 21 through Sunday, August 24. Provide transportation throughout the downtown area, to include the Indianapolis Motor Speedway from Wednesday, August 20 through Saturday, August 23. Approximate times will be from 0900 - 1800 daily. Program Objectives: The contractor is responsible for determining the appropriate number of vehicles and drivers to meet the requirements set forth by this statement of objective. The contractor will be provided points of contacts at each hotel, venue and activity, to better help coordinate the process. The contractor shall be responsible for ensuring all equipment is in good working order and is safe for passengers. The vehicles must be insured and proof of insurance must be within the proposal package. Drivers shall be properly certified and licensed for the class of service provided. Copies of driver's licenses shall be provided within ten (10) days of award and updated prior to providing services. Pricing should reflect the cost for the entire day. This cost is to reflect the total number of buses, drivers, and hours anticipated to fulfill the request, including the potential schedule of bus runs, pickups and drop offs. Pricing should also reflect cost of additional hours for each type of transportation vehicle should they be needed. The total number of participants, coaches, family members, dignitaries will not be known until approximately 3 months prior to the event. The contractor shall provide a professional, experienced transportation coordinator to plan all routes, times, and logistical services for the Golden Age Games. Period of Performance: Tuesday, August 19, 2008 - 0700 through Monday, August 25th (when the last person is dropped off at the airport). Constraints: Unknown, exact total number of competitors, coaches, and care providers. Possible venue changes. Multiple event, hotel, and venue locations. Possibility of incoming flight delays. Special activates (Item 9 under Scope) are not yet fully planned; to include times, number of attendees, dates and locations.