23Q4012_ATTCH1_PWS_REVISED_082523.pdf

1. SCOPE OF WORK.

1.1 Agency: The Department of Defense Education Activity (DoDEA), is a Federally operated school system, responsible for planning, directing, coordinating, and managing pre-kindergarten through 12th grade educational programs on behalf of the Department of Defense (DOD). DoDEA is globally positioned, operating 160 accredited schools in 8 districts located in 11 countries, 7 states, to include the territories of Guam, and Puerto Rico. DoDEA employs approximately 15,000 employees who serve more than 69,688 children of active-duty military and DOD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

1.2 Background: The purpose of this contract is to lease vehicles for administrative and logistical functions in support of DoDEA Pacific West District’s mission in Guam.

1.3 Scope of Work: The Contractor shall provide all personnel, materials, supervision and other items and services necessary to provide leased vehicles and maintenance services as defined within this Performance Work Statement (PWS). The Contractor shall ensure vehicles and services provided meet all applicable Federal and Government of Guam motor vehicle laws and regulatory guidance for the life of the Contract.

2. REQUIREMENT OBJECTIVES.

2.1 Objective 1. Leased Administrative Vehicles. Leased vehicles are provided for the safe and secure transport of both official personnel and cargo.

2.1.1 The Contractor shall provide leased vehicles capable of transporting both passenger and cargo. The estimated quantities and vehicle types are listed in Technical Exhibit 1 (TE1), Delivery Locations.

2.1.1.1 The Contractor shall deliver all vehicles to the designated drop off locations as stated in TE1, or at an alternate location agreed upon by the parties, no later than 10 calendar days after the contract award date unless a different arrangement is reached by the parties.

2.1.1.2 Vehicles shall be free of any cosmetic defects that may impair serviceability or detract from a vehicle’s appearance.

2.1.1.3 Vehicle mileage shall be commensurate to the age of the vehicle stated in paragraph 2.2.1 below and in accordance with the industry’s current yearly average of 13,000 miles per vehicle (approximately between 13,000 and 67,000 miles) on the odometer upon award of the contract and be free of all dirt inside and outside on delivery. Photographic evidence of mileage, for each vehicle, shall be submitted to the Government prior to delivery and no later than three (3) business days after contract award.

2.1.1.4 If the Contracting Officer’s Representative (COR) determines on the Government’s behalf that any vehicle furnished is not in compliance with the contract, the Contractor and Contracting Officer (KO) will be notified within two (2) business days.

2.1.2 Vehicle Types.

2.1.2.1 Sedans. Shall be of the Compact Size variety and equipped with an automatic transmission, power steering, power door locks and air conditioning. The seating capacity shall support the safe transport for four (4) passengers and the vehicle shall have industry standard cargo space for light weight cargo and luggage for the vehicle type.

2.1.2.2 Cargo Van. Shall be Standard Size and of the panel van variety, equipped with an automatic transmission, power steering, power door locks, backup camera, oversized side view mirrors with a wide-angle view, air conditioning and a minimum payload capacity of 2,000 pounds. Cargo vans shall have no windows in the compartment, including the rear doors of the vehicle. The seating capacity shall support the safe transport for two (2) passengers.

2.1.2.2.1 Alternate Vehicle to Cargo Van. Shall be of a mid-size type pickup truck with a regular cabin, equipped with an automatic transmission, power steering, power door locks, backup camera, oversized side view mirrors with a wide-angle view, air conditioning, minimum cargo capacity of 43 cubic feet, and a minimum payload capacity of 1,400 pounds. The cabin’s seating capacity shall support the safe transport of two (2) passengers.

2.2 Objective 2. Vehicle Performance Standards. Motor transportation vehicles shall be in compliance with

Federal Motor Vehicle Standards (49 CFR 571) and applicable Government of Guam motor vehicle safety regulations and the manufacturer’s safety standards.

2.2.1 Vehicle Age. At the time of the contract award, the Contractor shall provide vehicles of model years between 2019 and 2023. For the option year, the Contractor shall provide the same vehicles provided at the time of award or replacement vehicles with similar conditions.

2.2.2 Vehicle Upgrades. The Contactor shall upgrade or replace vehicles to comply with the Government of Guam motor vehicle safety or environmental laws in the event such laws are enacted during the life of the contact, at no additional cost to the Government.

2.2.3 Manual. The Contractor shall deliver one (1) set of the Owner/Operator and Maintenance manual for each vehicle provided.

2.2.4 Appearance. The Contractor shall provide vehicles finished in a manufacture’s standard paint which is resistant to weathering and extreme climate conditions. The vehicles shall be uniform in color across the fleet. Vehicular paint shall be non-heat absorbing and such that excessive washing is not required to maintain a good appearance.

2.2.5 Brakes. The Contractor shall equip all vehicles with an anti-lock brake system.

2.2.6 Tires. Tires shall be of the appropriate type for each vehicle category and climate conditions, as well as commensurate tread wear and milage based on the age of each vehicle. The Contractor shall replace defective tires and tires exceeding normal wear and tear prior to delivery to the Government and in accordance with, para 2.3.1.1 (Scheduled Maintenance & Inspections).

2.2.7 Driver License Restriction. The Contractor shall provide vehicles under this contract which do not require a special driver’s license to be legally operated.

2.2.8 Air Conditioning. Compatible with vehicle types and shall be of adequate capacity to cool the vehicle interior.

2.2.9 Window Tinting. Vehicles shall have the manufacture’s standard heat-reflective tinting and be applied in accordance with the Government of Guam motor vehicle laws.

2.2.10 Keys: Two (2) full sets of keys shall be delivered for each vehicle provided.

2.2.11 Vehicle Registration: The Contractor shall provide one (1) current and valid registration copy for each vehicle under this contract at the time of vehicle delivery.

2.3 Objective 3. Vehicle Maintenance. Motor transportation vehicles shall be maintained in compliance with the Manufacture’s and Government of Guam motor vehicle operational maintenance safety standards.

2.3.1 Scheduled Maintenance & Inspections. The Contractor shall schedule preventative maintenance with one-week’s written notice to the COR, and any needed repairs to keep the vehicles in a safe operating condition (e.g., periodic services, repair/replacement of flat/worn tires, etc.), excluding operator level maintenance tasks described in paragraph 2.3.3 below.

2.3.1.1 All maintenance and repairs shall be performed at the Contractor’s facility or alternate designated facility.

2.3.1.2 Vehicle turn-in for scheduled maintenance or repairs shall occur at the Delivery Locations stated in TE1 unless otherwise coordinated with the COR.

2.3.1.3 The Contractor shall provide a replacement vehicle, at no additional cost to the Government, of the same or similar type, or better, upon vehicle turn-in for the duration of the service period if such will require more than 24 hours.

2.3.2 Fluids. The Contractor shall supply all fluids, oils, and lubricants, except for fuel, diesel emission fluid, and windshield washer fluid, during preventative maintenance services.

2.3.3 Operator Level Maintenance. Government vehicle operators will perform operator level maintenance on contracted vehicles. Operator maintenance will include pre/post-trip safety checks, fluid level checks, tire pressure check, and refilling the fuel tank. The Government will notify the Contractor of fluid leaks or other discrepancies identified during operator level maintenance tasks and request vehicle be scheduled for maintenance immediately, but no later than three (3) business days from the Government’s notification.

2.3.4 Unserviceable Vehicle. In a situation in which a vehicular incident or mechanical failure renders a contracted vehicle unsafe or inoperable, the Contractor shall provide a replacement vehicle, at no additional cost to the Government, of the same or similar type, or better, within 24 hours of the Government’s notification of such an event.

2.3.5 Vehicle Recovery Services. The Contractor shall provide, at no additional cost to the Government, 24-hour vehicle recovery services to deliver a contracted vehicle to the Contractor’s facility or alternate repair facility. When needed, the COR will notify the CM, alternate, or after-hours POC of the need for this service within two (2) hours of a reported incident.

2.3.6 Minor Repair Claims: Repairs may be needed because of accidents or vehicular incidents (e.g., mirror broken while parked) which occur while the Government has responsibility of a contracted vehicle.

2.3.6.1 Should minor repairs be required, the Contractor shall provide an itemized estimate to the KO and COR for review prior to executing any repairs. The KO will determine whether the estimated amount is reasonable or not and present a written determination of price reasonableness to the Contractor. When estimated amounts are not deemed reasonable, the KO will negotiate the amount with the Contractor until a fair amount is agreed upon.

2.3.6.1.1 When estimated amounts, up to $2,500.00, are deemed reasonable, the Contractor shall complete the repairs and the Government may pay via Governmentwide Commercial Purchase Card.

The COR will inform the Contractor of the payment method required when the KO presents the Contractor with the written determination of price reasonableness.

2.3.6.1.2 When estimated amounts, over $2,500.00, are deemed reasonable, the Contractor shall complete the repairs and submit an invoice in accordance with the contract, which shall be accompanied by the KO’s written determination of price reasonableness.

2.3.6.2 Fair Wear and Tear. The Government will not be responsible for minor damage that can be attributed to normal, fair wear and tear, nor reimburse the Contractor for the costs of these repairs. Disputes between the Contractor and COR on this point will be submitted to the KO for final determination.

2.3.7 Traffic Violations: Contractor shall forward all legal citations for traffic violations to the COR immediately upon receipt. The Government operator will be responsible for payment of fines and restitution of any fees resulting from the issued traffic citation.

3. RETURN OF THE VEHICLES.

3.1 Upon expiration of the time period as specified in the contract, vehicles will be returned to the Contractor at the Delivery Locations listed in TE1, unless otherwise arranged by the COR.

3.2 When a vehicle is scheduled for return on a Government or local holiday, the Contractor shall take possession of the vehicle on the following workday. The Contractor takes responsibility for any additional days the vehicle is not retrieved past the return date specified in the contract and shall not hold the US Government liable for any damages that might occur during this timeframe.

3.3 Upon vehicle turn in, the Contractor and the COR will conduct a joint inspection, identifying all damages, such as, but not limited to, scratches, dents, etc. The inspection sheet shall be signed and dated by both parties. Normal, fair wear and tear notations will be documented as such. The Contractor shall be responsible for picking up the vehicles at the end of the contract’s performance period.

3.4 The COR will enter organization, telephone number, sign, and date return document as acknowledgment that the vehicles were returned to the Contractor. The Contractor shall countersign the document to indicate acceptance of the returned vehicles.

4. INVOICING.

4.1 The Contractor shall invoice on a monthly basis via the Wide Area Workflow (WAWF) module in the Procurement Integrated Enterprise Environment (PIEE) portal and in accordance with DFARS Clause 252.232- 7006, Wide Area WorkFlow Payment Instructions.

CONTRACT MANAGEMENT CONSTRAINTS.

4.2 Contract Manager. The Contractor shall designate a Contract Manager (CM) and an alternate who shall be available during the district’s regular business hours and responsible for the performance of work. Additionally, the Contractor shall provide an after-hours point of contact (POC) who shall provide support during unforeseen, after-hours incident(s) if other than the CM or alternate. The Contractor shall notify the COR in writing of all designations no later than three (3) calendar days from award date. Designations shall include the names, phone numbers, email addresses of the CM, alternate, and after-hours POC. Changes to these designations shall be coordinated with the KO and COR immediately upon discovery of the need for such a change with written appointment provided no later than three (3) calendar days from the coordination date.

4.3 Liability Insurance. The Contractor shall provide written proof of liability insurance for each vehicle covering its liabilities to the KO and COR, in accordance with FAR 52.228-8, Liability and Insurance – Leased Motor Vehicles, no later than three (3) calendar days from the contract award date.

5. GOVERNMENT FURNISHED RESOURCES.

5.1 Government resources are not authorized under this PWS.

6. CONTRACT DELIVERABLES.

Deliverables Format

PWS

Reference Delivery Method:

E-Mail/Recipient

Delivery Schedule

Leased Motor Vehicles N/A 2.1.1.1 In person; COR No later than 10 calendar days after contract award date

Photographic evidence of mileage for each vehicle

JPG, PNG,

or equivalent 2.1.1.3

Electronic/email; KO and COR

Prior to delivery and no later than 3 business days after contract award

Vehicle Registration; one (1) copy per vehicle

Paper Documents

2.2.11 In person; COR At the time of vehicle delivery

Contract Manager, Alternate, after-hours POC

MS Word, Adobe .pdf or similar

4.2 Electronic/email; KO

and COR

Initial, 3 calendar days from award date; updates, 3 calendar days from coordination date

Liability Insurance MS Word, Adobe .pdf or similar

4.3 Electronic/email; KO

and COR No later than 3 calendar days from award date

Quality Control Plan MS Word, Adobe .pdf or similar

Technical Exhibit 2

Electronic/email;

COR

No later than 3 calendar days after delivery of vehicles

7. ACRONYMS AND DEFINITIONS.

Accidents - Vehicle-related events in which a contractor’s vehicle with official passengers on board is the cause or focus and results in property damage, however slight, or injury, however slight, to official passengers.

Contract Discrepancy Report (CDR) - A formal, written documentation used to document unsatisfactory Contractor performance. The CDR requires the Contractor to explain, in writing, why performance is unsatisfactory;

how performance shall be returned to satisfactory levels, and how recurrence of the problem shall be prevented in the future. Final ruling/decision shall be made by the Contracting Officer (KO).

Contract Specialist (CS) – A Government employee working with the KO to perform a broad range of administrative duties, including preparation and processing of contractual documents, tracking funding, liaison between Contractor and Government personnel, and provision of accurate and appropriate information to the KO and other contractual parties.

Contracting Officer (KO) – A Government official assigned to the Contracting Office authorized by written warrant to enter into, administer, terminate, and issue delivery orders under contracts. The KO is the only Government official authorized to obligate funding. The KO provides written appointment of Performance Assessment personnel and has the final responsibility for Performance Assessment IAW FAR Part 42. The KO is the final decision authority for any performance-based deductions or other adjustments levied on the Contractor for failure to perform.

Contracting Officer’s Representative (COR) - An individual designated IAW subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Contractor - A commercial activity that provides school transportation services IAW this Performance Work Statement (PWS).

Contract Manager (CM) - A person who is responsible for contract performance on behalf of the Contractor and shall be designated in writing to the Contracting Officer (KO).

Incidents - Any events that occur during the operation or non-operation of transportation services that have an adverse effect on either the performance of this contract or official passengers.

Quality Assurance Surveillance Plan (QASP) - A plan used by the Government to inspect and evaluate Contractor-provided services.

Quality Control Plan (QCP) - The Contractor’s written plan identifying specific quality standards, practices, and resources relevant to the contract’s requirements.

8. PERFORMANCE REQUIREMENTS SUMMARY (PRS).

PRS PWS Par Standard Acceptable

Quality Level

Max Degree of Deviation from AQL

Deduction

#1 Vehicles delivered and serviceable

2.1

1) Quantities and types of vehicles delivered to locations indicated in TE1.

2) Vehicles are free of defects and are serviceable.

100% 0 5% from first invoice for missing or defective vehicle(s).

#2 Scheduled Maintenance

2.3

All scheduled maintenance has been completed IAW the contract.

100% 0

5% from monthly invoice for each vehicle not receiving the required services.

TECHNICAL EXHIBIT # 1

DELIVERY LOCATIONS

Location Location Address

POC Sedan (4-Passenger)

Cargo Van

Guam

Community Superintendent Office (CSO) 100 Johnson Road Hagatna, Guam 96910

POC: Stephanie C. Brehler-Brown

Andersen Elementary School Bldg. 1600 Ponape Drive Yigo, Guam 96929

POC: Stephanie C. Brehler-Brown

McCool Elementary-Middle School 311 Amaryllis Ave Sumay, Guam 96915

POC: Stephanie C. Brehler-Brown

Guam High School 401 Stitt Street Hagatna, Guam 96910

POC: Stephanie C. Brehler-Brown

Totals: 2 3

TECHNICAL EXHIBIT # 2

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is Quality Assurance to ensure contract standards are achieved. This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the list of Performance Objectives in this contract.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise that the government desires to maintain a quality standard in the performance of vehicle lease services. The Government plans to use customer complaints and periodic inspections for quality assurance.

The contractor’s quality control plan (QCP) is the driver for service quality. The contractor shall implement a comprehensive program of inspections and monitoring actions and provide a copy to the KO and COR for familiarization no later than three (3) calendar days after delivery of vehicles.

SURVEILLANCE METHOD: Customer Complaint

STANDARD: As indicated by the PWS.

PROCEDURES: Any DoDEA employee that observes unacceptable services, either incomplete or not performed, for any contract requirement shall immediately notify the COR in writing. If the complaint conforms to the contract requirements, the COR shall inform the customer of the approximate time the unacceptable performance will be corrected and request the customer contact the COR if the service is not corrected. The COR will then forward the complaint to the CM via email. The CM shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future performance. The COR will consider customer complaints as resolved unless notified otherwise by the customer. If the CM disagrees with the complaint after investigation of the issue or vehicles concerned and challenges the validity of the complaint, the CM will notify the COR. The COR will investigate the complaint. If the COR determines the complaint is invalid, the COR will document the findings and notify the customer. If after investigation, the COR determines the complaint is valid, the COR will inform the CM and the contractor shall take immediate corrective action. All corrective action including challenging the complaint must occur promptly such that unless exceptional circumstances exist, resolution occurs less than two (2) hours after verbal notification to the CM. The COR will retain copies of all complaints in the contract files. Valid recurring customer complaints are unacceptable. If the COR receives a valid repeat complaint on the same service during the same performance period (e.g., year), the COR will contact the Contracting Officer for appropriate action.

SURVEILLANCE METHOD: Periodic Inspections

STANDARD: As indicated by processes in the PWS.

PROCEDURES: The COR will periodically inspect tasks covered under the contract to ensure contractor compliance with the appropriate paragraphs and contract sections. The COR may use a checklist or other form of documentation to record results of the periodic inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, notify the CM of the deficiencies. The contractor shall be given two days after notification to correct the unacceptable performance for services that can be re-performed. In event the discrepancies are subject to deductions, a Contract Discrepancy Report (CDR) may be issued, and deductions applied as per the terms and conditions of the contract.