2025 APoHR - Shuttle Bus PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

SHUTTLE BUS SERVICES

FA4800-XX-X-XXXX

2025 Air Power Over Hampton Roads (Air Show)

Joint Base Langley-Eustis, VA

TABLE OF CONTENTS

PWS Contract Number Contract Title DD MM YY

1.0. SCOPE OF WORK

2.0. DESCRIPTION OF SERVICES

3.0. GENERAL INFORMATION

4.0. SERVICES SUMMARY

5.0. GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND

SERVICES

6.0. SERVICE CONTRACT REPORTING REQUIREMENTS MANPOWER REPORT

1.0. SCOPE OF WORK. The contractor shall provide all management, transportation, tools, supplies, equipment, and labor necessary to facilitate shuttle bus services on Joint Base Langley-Eustis (JBLE), Langley Air Force Base (LAFB), Virginia (VA) in a manner that shall ensure continuous and reliable service. 124 buses (25 must be ADA compliant) are required to provide shuttle services to and from JBLE and its satellite parking locations (Hampton Coliseum and the Virginia Peninsula Community College) during the 2025 Air Power Over Hampton Roads Air Show during the hours of 0600 – 1800 on 26 – 27 April 2025.

2.0. DESCRIPTION OF SERVICES.

2.1. Primary Service #1 (Shuttle Buses). The contractor will provide 124 buses total, 25 must be handicap accessible. The buses must be 2010 models or newer, with functioning air conditioning.

The buses must be clean and free of debris, and the seats must not have any tears or holes. Each bus must be able to accommodate between 41-51 passengers. All buses must meet the State of Virginia, the Department of Transportation, Interstate Commerce Commission Regulations, and Federal Motor Vehicle Safety Standards.

2.2. Primary Service #2 (Shuttle Bus Drivers). The contractor will provide 124 legally licensed and insured bus drivers to drive the shuttle buses. The drivers must be fully qualified under the laws of the State of Virginia as a Class C licensed driver, have received the minimum training required by the State of Virginia, and comply with all federal, state and local laws. The drivers must be dressed in the appropriate company uniform and must present a professional and neat appearance. The contractor and drivers will provide all required information to the 633d Security Forces Squadron in a timely manner in order to access JBLE.

2.3. Primary Service #3 (Adequate Staffing). The contractor will provide adequate staffing, at no additional charge, to coordinate the shuttle service. The contractor will ensure that passengers with disabilities have the highest transportation priority to avoid long wait periods. The contractor should expect to bus approximately 40,000 guests each day, with 124 buses running on rotation to and from the designated pick-up and drop-off locations.

2.4. Primary Service #4 (Equipment Maintenance). In accordance with federal and state laws, the contactor will be responsible for all maintenance, fuel, and repairs during the contract performance. In the event of an inoperable bus while transporting passengers, the contactor will immediately resolve the issues by dispatching another bus to the location or facilitating repairs within the hour. All refueling must occur when no passengers are on the bus. If necessary, the contractor will provide a substitute service at no additional cost to the government and submit a Delay Report as required.

Repairs. The contractor shall identify, in writing, all necessary repairs considered to be out of the scope of preventative maintenance as defined within this PWS. The contractor shall accomplish all work order tasks during normal duty hours; however, occasions may arise that require work to be accomplished outside of these hours. The contractor shall coordinate all routine work outside of normal duty hours with the government representative and the Contracting Officer.

Vehicle Inspection Report. The contractor is responsible for obtaining a valid safety inspection for the provided buses. Proof of each vehicle inspection must be provided to the identified government representative at least 2 weeks in advance of the event. The contractor must also provide copies of the driver’s daily vehicle inspection report for all buses used in contract performance in accordance with 49 CFR 396.11, 396.11 Driver vehicle inspection report(s) upon request by the government representative or Contracting Officer (CO) in accordance with AFI 24-302 paragraph 10.7.

2.4.1. The government representative will approve each repair that has a total cost under $2,500.00 and the Contracting Officer (CO) will approve each service call/repair that has a total cost of $2,500.00 and greater. The contractor is not authorized to perform unscheduled work without the below approvals.

2.4.1.1. All work with the total cost of each repair under the micro-purchase threshold limit (currently $2,500.00) shall be approved by the government representative first before the contractor is authorized to perform. The contractor shall repair the affected system or area within the mutually agreed upon time after notification.

2.4.1.2. All work with the total cost of each repair over the micro-purchase threshold limit (currently $2,500.00) is required to be approved by a CO to determine the price to be fair and reasonable. The process for CO approval is outlined below.

2.4.1.2.1. When the contractor identifies a repair that is estimated to cost $2,500.00 or more, the contractor shall contact the government representative first and provide them with the scope of work for repairs. The contractor shall not provide any pricing or estimates, for any repair that is estimated to cost $2,500.00 or more. The contractor shall only provide the scope of work to the government representative.

2.4.1.2.2. The government representative will submit a repair request to the 633 CONS contract specialist, who will then send a Request for Quote (RFQ) to the contractor.

2.4.1.2.3. The contractor shall provide their quote to the 633 CONS contract specialist, who will then coordinate with the government representative to ensure technical acceptability. Once the government representative provides their technical review to the 633 CONS contract specialist, a Letter of Direction (LOD) will be issued by 633 CONS for the contractor to begin the repairs.

The contractor shall complete the repairs within the mutually agreed upon time stated in the LOD after the LOD notification. A minimum of three (3) quotes shall be submitted by the contractor for items that are not proprietary to the Original Equipment Manufacturer (OEM).

2.4.1.3. The contractor shall invoice for all repairs after the work is completed and submit all tickets for the work as one (1) attachment in iRAPT.

2.4.2. The contractor will be reimbursed for parts at cost. The contractor shall ensure they obtain the best possible prices and discounts from suppliers. The contractor shall not add a mark up to their cost. The contractor shall provide a copy of the vendor invoice to the CO or government representative depending on the amount of the repair. For individual parts that exceed $250.00 the contractor shall provide three quotes to show the best value was obtained.

2.5. Personnel Qualifications. The shuttle bus drivers must be legally licensed and insured.

The drivers must be fully qualified under the laws of the State of Virginia as a Class C licensed driver, have received the minimum training required by the State of Virginia, and comply with all federal, state, and local laws. The drivers must be dressed in the appropriate company uniform and must present a professional and neat appearance.

2.6. Deliverables. The contractor shall submit all deliverables in electronic form and shall produce reports using the Microsoft Office suite of applications. All deliverables must meet professional standards and the requirements set forth in contractual documentation. The contractor shall be responsible for delivering all end items specified.

Schedule of Deliverables Item Due Date

Contractor's Quality Control Plan (QCP) If applicable, include the Mission-Essential Contractor Services Plan in the QCP

NLT 10 business days after contract award

Current Employee Listing NLT 10 business days after contract award and upon change in personnel

Shuttle Bus Driver Information (Copy of valid license, insurance card, training certification, etc.)

NLT 45 calendar days prior to the event (12 March 2025)

Vehicle Inspection Report NLT 10 business days prior to the event (14 April 2025)

3.0. GENERAL INFORMATION.

3.1. Hours of Operation. The hours of operation are 0600 - 1800 Eastern Standard Time (EST), Saturday, 26 April 2025 to Sunday, 27 April 2025. If the contractor wishes to perform any services outside of the normal hours of operation, the contractor shall coordinate with the government representative and the Contracting Officer (CO) no later than one week prior to the scheduled event. In the event of emergency circumstances, accommodations may be made on a case by case basis.

3.1.1. Base Closure Days. If the Base Commander determines the base is closed due to snow, hurricane, or Acts of God, the contractor shall reschedule work planned for this time.

3.1.2. Federal Holidays. The Contractor shall not be required to work any of the following federal holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Juneteenth- June 19th Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

3.1.2.1. If a holiday falls on Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the contractor shall be responsible for rescheduling services for the first day post the holiday observance.

3.2. Essential Contractor Service. The Government has identified all or a portion of the contractor services performed under this contract as essential contractor services in support of mission essential functions. Essential services include 124 shuttle buses and 124 licensed/insured drivers. These services are not considered essential during exercises.

3.3. English Language Requirement. All contractor personnel shall read, understand, speak and write English fluently.

3.4. Contract Manager. The Contractor shall provide a contract manager and an alternate who shall be responsible for the performance of the work; these duties can be an additional duty.

These individuals shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract and shall be designated, in writing, to the Contracting Officer (CO). The alternate contract manager shall act for the contract manager when the manager is absent.

3.4.1. The contract manager or alternate shall be available within 2 hours to meet on the installation or by telecom with the CO and/or with other government personnel designated by the CO during normal duty hours to discuss issues or concerns.

3.5. Communication. Contractor personnel shall always maintain open and professional communication with government personnel. Complaints validated by the government representative shall be reported in writing to the CO and the contractor for action. Failure of the contractor to take corrective action on validated complaints raised by the government representative and the CO will be considered a failure to perform.

3.6. Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene.

3.7. Contractor Identification. All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious are required to identify themselves as such to avoid being mistaken for Government officials. Contractors performing work at Government workplaces will provide their employees with an easily readable identification (ID) badge indicating the employee's name, the contractor's name, the functional area of assignment, and a recent color photograph of the employee.

Contractors shall require their employees to wear the ID badges visibly when performing work at Government workplaces. Contractor personnel must also ensure that all e-mails, documents, or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All signature blocks on e-mails shall indicate the Contractor's name.

All e-mail address lines shall include CTR in the address line.

3.8. Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such a person seeks and receives approval in accordance with the Department of Defense (DoD) Directive 5500.7 and Air Force policy. If prior military, personnel must have been discharged under honorable conditions with no administrative actions taken against them.

3.9. Security Requirements for Unclassified Contracts. The contractor shall ensure the necessary pass and identification items required for contract performance are obtained for all personnel.

3.9.1. Listing of Personnel. The contractor shall maintain a current listing of personnel. The list shall include the employee’s name, social security number and level of security clearance. The list shall be validated and signed by the company’s Facility Security Officer (FSO) and provided to the sponsoring agency’s security manager, the government representative, and the CO. An updated listing shall be provided when an employee’s status or information changes.

3.9.2. Temporary Base Access Passes. The contractor shall ensure that each employee obtains the following pass and identification items: all necessary cards, passes, buttons, decals, or other items required for access to the areas and the installation. Upon contract award and the replacement of any employees, the contractor will be required to complete a base access request form which will be submitted to the government representative. The government representative will submit the pass request to the 633d Security Forces Squadron (633 SFS) to obtain the necessary identification items. Upon approval of the pass request by 633 SFS, the contractor employee will be required to obtain any individual and vehicle identifications media at the 633 SFS Pass and Identification Section, 20 Nealy Ave (Bldg 5) on Langley AFB, VA.

3.9.3. Pass and Identification. Not required.

3.9.4. Employee clearance requirements. As a minimum, contractor personnel must be able to obtain and maintain a TIER 1, favorable suitability/fitness determination under 5 CFR 731 or equivalent. The Government will submit background investigations for positions that require a Common Access Card (CAC) and/or IT access only. Prior to CAC issuance, an FBI fingerprint check must be completed without adverse comment, and the T1 Investigation or equivalent must be initiated. CACs will not be issued before the fingerprint check results have been completed and the investigation has been opened/scheduled at Office of Personnel Management (OPM).

Contractor personnel receiving unfavorable T1 Investigations shall not be employed. The sponsoring Government agency will submit requests for investigation on AF Form 2583, Request for Personnel Security Action, at no additional cost to the contractor. The contractor shall comply with the requirements of DoDM 5200.02, AFM 16-1405 Personnel Security Program and AFI 33-119, Electronic Mail (E-Mail) Management and Use.

3.9.5 Physical Security (Security of Government Property). The contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and squadron assets and materials shall be secured.

3.9.6. Entry Procedures to Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force (AF) controlled/restricted areas where contractor personnel will work.

3.9.7. Reporting Requirements. The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service Matters. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. The contractor personnel’s immediate supervisor shall brief him/her upon initial on-base assignment and as required thereafter.

3.9.8. Retrieving Identification Media. The contractor shall return all identification media to the sponsoring agency’s security office, the COR or the CO upon completion/termination of the contract or upon departure of any personnel during the course of the contract. Failure to do so may delay payment to the contractor. Final payment may be withheld until identification media is returned.

3.9. Key Control. Keys shall not be provided to the contractor.

3.10. Traffic Laws. The contractor and/or contractor personnel shall comply with the installation traffic code as specified in Virginia State Law and Air Force Instruction (AFI) 31-218, Motor Vehicle Traffic Supervision (current edition). The Contractor and/or contractor personnel shall comply with current instruction on cell phone use while on any military installation.

3.11. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any military installation. This prohibition includes any individual who may otherwise possess any legally issued concealed weapons permit.

3.12. Smoking in Air Combat Command (ACC) Facilities. Contractors are advised that the ACC Commander has placed restrictions on the smoking of tobacco products in ACC facilities.

AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contract personnel and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

3.13. ENVIRONMENTAL MANAGEMENT: Joint Base Langley-Eustis (JBLE) is dedicated to the conservation, protection, and enhancement of the environment. The contractor shall comply with all: federal laws and regulations; state and local laws, ordinances, and regulations;

and Installation policies and procedures. JBLE Installation specific policies and procedures:

3.13.1. Joint Base Langley-Eustis – Langley Air Force Base. The contractor must comply with all provisions of the JBLE-Langley Environmental Special Conditions. You can review or download the document at http://www.jble.af.mil/Units/Air-Force/Langley-Environmental/ under the "Contracting- Compliance" heading. This is a living document that is updated periodically so ensure you have the latest version. If you have any questions, please contact your project manager or the 633d Contracting Officer first and have them contact the 633d CES Environmental Element on your behalf.

3.13.2. Joint Base Langley-Eustis - Fort Eustis. The contractor must comply with JBLE-I 32-101, Environmental Management with related Environmental Management Procedures (EMPs). EMPs are reviewed and/or updated at least annually. JBLE-I 32-101 and EMPs can be reviewed and downloaded at:

http://www.jble.af.mil/Units/Army/Eustis-Enviromental.

http://www.jble.af.mil/Units/Air-Force/Langley-Environmental/ http://www.jble.af.mil/Units/Army/Eustis-Enviromental

3.14 Operations Security (OPSEC)

3.14.1. This contract has been determined to have critical or sensitive information that must be protected via the implementation of a contractor prepared/Government approved OPSEC Plan.

3.14.2. The Contractor shall meet the requirements and responsibilities established in the Operations Security Instruction, AFI 10-701. As a result, the contractor, in accordance with AFI 10-701 Chapter 8, as supplemented, is required to develop an OPSEC program plan to address how the contractor (to include subcontractors if applicable) plans to protect critical and sensitive contracted information, and upon the government’s approval, implement the OPSEC program plan, which shall be submitted to the government with the proposal.

3.14.3. The Contractor's employees who have access to mission critical information shall complete all initial and annual OPSEC training provided by the requirement owning organization’s OPSEC coordinators within 90 days of the employee’s initial assignment to the contract. The Government (Customer’s OPSEC Coordinator) will be responsible for providing all OPSEC Initial and annual training for the “Prime” contractor. It will be the “Prime” Contractor’s responsibility to provide and ensure all subcontractors receive the necessary OPSEC initial and annual training.

3.14.4. This contract has been determined to not have critical or sensitive information requiring an OPSEC Plan.

4.0. Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements and standards set forth in this contract. A government representative shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking management information reports, investigating customer complaints, or otherwise inspecting the task or its results to determine whether performance meets the standards contained in this PWS. The government representative will record inspection results. Results of the surveillance then become the official Air Force record of the contractor’s performance. The Government reserves the right to employ any method of inspection whether specified in the PWS or not. When performance standards have not been met, the government representative will initiate a Corrective Action Report (CAR) or Performance Assessment Report (PAR), and provide to the Contracting Officer (CO ) for issuance to the contractor. The contractor shall respond in accordance with instructions provided and return it to the CO no later than the suspense given by the CO."

4.1. Performance Evaluation. The purpose of the Services Summary is to define performance evaluation and payment procedures. The Performance Objective (column 1) describes what the government will survey. Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold (PT) of the contract. When the PT is exceeded, the COR will document the performance issue in a Corrective Action Report (CAR) or a Performance Assessment Report (PAR) and provide it to the Contracting Officer to finalize it and issue the report to the contractor.

4.1.1. The Government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through inspections of reports and contractor services documentation. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates.

4.1.2. If any of the services do not conform to contract requirements, the Government may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may:

- Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and

- Reduce the contract price to reflect the reduced value of the services performed.

4.1.3. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period may result in an immediate Progress Meeting with the Multi-Functional Team (MFT). All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

4.2. Quality Control. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with this contract and PWS. The contractor shall develop and implement procedures to identify and prevent non-performance and continual repeat of defective service. A written Quality Control Plan (QCP) shall be submitted to the CO and COR for review and feedback. The plan shall be submitted no later than 10 working days after award. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

4.3. Quality Assurance. The Government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The government representative shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking management information reports, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The government representative will record surveillance results. Results of the surveillance then become the official Air Force record of the contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the government representative will initiate a Corrective Action Report (CAR) or Performance Assessment Report (PAR), and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR in accordance with instructions provided and return it to the Contracting Officer no later than the suspense given.

4.4. Surveillance Methods.

4.4.1. 100% Surveillance. This method requires the government representative to inspect the service each time it occurs. Results shall be annotated on the inspection checklist. Any deficiency shall be documented and the contractor shall re-perform service as directed by the government representative. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection for trending purposes.

4.4.2. Periodic Surveillances. This method requires the government representative to employ a spot check style of evaluation based on the contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the government representative.

4.4.3. Customer Complaint. This method requires the customer to fill out a locally generated form provided by the government representative or Contracting Officer. The government representative will verify the complaint and notify the contractor of valid complaints. The contractor shall acknowledge the complaint within 2 hours and inform the government representative of his recommendation. Any deficiency shall be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. The contractor shall respond to the Customer Complaint in accordance with the instructions provided and return it to the Contracting Office within 5 calendar days of receipt. Any unsatisfactory inspection identified but re-performed acceptably, shall still be counted as an unsatisfactory inspection.

4.5. Periodic Progress Meetings. The Contracting Officer, Functional Commander, government representative, or other government personnel as appropriate, and the contractor shall periodically meet to discuss the contractor’s performance. The following issues shall be discussed: observed positive performance and steps taken by the contractor to prevent unsatisfactory performance, any modifications required of the contract, opportunities to improve performance, unsatisfactory inspections and trends against each performance objective.

4.5.1. The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, and distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Officer identifying areas of non-concurrence for resolution within 10 days of receipt.

5.0 GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY, SUPPLIES

AND/OR SERVICES.

There is no Government-furnished property for this Contractor that meets the intent of FAR Part 45. There is Government equipment that will remain in the control and accountability of the Government.

Equipment Inventory. An inventory of Government equipment to be used by the contractor to perform this requirement shall be done within five (5) calendar days after the start of the contract period, and not later than ten (10) calendar days before the completion of the contract period (including any option periods). The Contractor and CORs shall conduct a joint inventory of all Government equipment and the Contractor shall sign a hand receipt for all equipment provided by the Government. During joint inventory, any items of equipment missing or not in working order shall be recorded and the Contracting Officer notified in writing. The Contractor and the Government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

5.1. Contractor Furnished Items and Services. Except for those items or services specifically stated in this PWS to be government-furnished, the contractor shall furnish everything required to perform this contract in accordance with all of its terms and conditions. It is the contractor’s responsibility to ensure contractor personnel are familiar with and understand the contents of this PWS as well as the company’s handbooks/handouts, etc. prior to beginning work.

5.2. Security, Fire and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance services for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

6.0. SERVICE CONTRACT REPORTING REQUIRMENTS MANPOWER REPORT

6.1. The Contractor shall comply with FAR 52.204-14 Service Contract Reporting Requirements when applicable.