24Q2000_SOL_Attachment_1_PWS.pdf

PERFORMANCE WORK STATEMENT

On-Board Video Surveillance System (OBVSS) for

Student Transportation Buses

In

Japan, Pacific East Region

Department of Defense Education Activity

4800 Mark Center Drive

Alexandria, VA 22350

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104

1 General Information and 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 eight districts located in eleven foreign countries, seven states, Guam, and Puerto Rico. DoDEA employs approximately 11,800 employees who serve more than 69,000 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.

DoDEA operates as a field activity of the Office of the Secretary of Defense (Personnel and

Readiness). It is headed by a director who oversees all agency functions for DoDEA headquarters in Alexandria, Virginia. DoDEA’s schools are divided into three geographic areas: Europe, the

Pacific, and the Americas.

1.2 Background: In order to ensure the safe transport of DoDEA students, DoDEA requires the

On-board Vehicle Surveillance System (OBVSS), a digital bus video camera system with audio capability designed to record on board images and sound. Data captured by the OBVSS would be transferred from the bus to a Student Transportation Office (STO) for review (of picture and sound) on a Government computer or laptop. DoDEA requires that each bus be equipped with three or four cameras with synchronized audio capability for monitoring passenger behavior on the bus and monitoring the loading and unloading of passengers. Periodically, buses are retired and/or replaced at various locations in mainland Japan. This causes the need to remove the

OBVSS equipment from the retired buses and to reinstall the OBVSS equipment on replacement buses.

1.3 Scope of Work: The Contractor shall (a) Provide or maintain an integrated school bus video camera recording system; (b) Remove existing Mobile Digital Video Recorder (DVRs) from buses that currently have the previously installed equipment as required; (c) Train designated government employees on the operation, maintenance and warranty program; (d) Provide digital video playback software needed for Viewing Camera Data that is Windows 11 capable of obtaining DoDEA IT approval for use (e) Provide maintenance/repair services as needed.

The military force structure may change to increase or decrease in personnel, which in turn may increase or decrease ridership, routes, and bus commuting zones in schools within DoDEA.

2 General Requirements

2.1 On-board Video Surveillance System Equipment: The Contractor shall provide all labor, tools, equipment, parts, wiring, conduits, brackets (with ancillary screws, nuts, bolts, and miscellaneous materials) and transportation/lodging required to provide maintenance, repair, and perform removal/installation services for OBVSS systems installed on DoDEA school buses throughout mainland Japan. The Contractor is required to be authorized, in writing, by the applicable equipment manufacturer to import, repair and maintain their company’s hardware and DVR viewing software applications and accessories. A list of the school locations and number of existing OBVSS Systems is shown in Attachment 1. A list of the equipment requirements is shown in Attachment 2. All equipment must meet and maintain all cloud compliancy standards as well as FAR 52.204-25-Prohibition on Contracting for Certain

Telecommunications and Video Surveillance Services or Equipment guidelines. Please note that on Japanese buses, the driver’s side is on the right and the exit is on the left. All buses are

24V DC.

2.2 Equipment Installation and/or Removal - The Contractor shall install OBVSS systems that are required for school buses throughout mainland Japan as indicated in Attachment 1and remove as directed by the COR.

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104

The Contractor shall ensure:

• All equipment shall be installed in a manner where it cannot be accessed by passengers during normal operations.

• Wiring should be uniformly color-coded and tagged.

• Once installed, wiring and cabling diagram shall be provided to COR.

• All equipment will be securely fastened in place and will be resistant to movement due to rough roads, accidents, or tampering.

• Coordinate Installation scheduling with local STO in conjunction with the COR no later than 15 August, 2024.

• The contractor shall provide placement options and receive approval from the COR prior to camera installation placement. A visual and audio example of the coverage area should be provided, if possible.

• If new buses are added to the fleet, the Contractor will provide additional units and setup.

2.3 Contractor Personnel Standards:

2.3.1 The Contractor agrees that inappropriate conduct shall not be tolerated and may be grounds for suspension of base privileges of a Contractor employee, which will prohibit the ability to perform under this contract.

2.3.1.1 Contractor personnel shall not use verbal assault, foul language, personal or racial insults, threats of personal violence, or comment on the personal appearance of students in any language.

2.3.1.2 Contractor personnel shall be properly attired and present a neat and clean appearance.

2.3.1.3 Contractor personnel shall not engage in any conduct of a sexual nature, verbal or physical; including, but not limited to, the reading or display of nudity or pornographic material.

2.3.1.4 Contractor personnel shall not engage in physical contact with students, except as required for reasons of safety, first aid or CPR; show verbal or physical affection toward students; or take photographs of students.

2.3.1.5 Contractor personnel shall not use tobacco products, eat, or drink, or report for work under the influence of or impaired by alcohol, drugs, or medications which may affect the ability to perform safely under this contract.

2.3.1.6 Contractor personnel shall not sell, give to, or accept from students any beverage, food or tobacco product, or any gift or item, irrespective of monetary value.

2.3.1.7 Contractor personnel shall not wear clothing with insignia reflecting religious, political or social messages or slogans; but shall dress in a neat, professional manner.

2.3.1.8 Contractor personnel shall not wear shoes with open toes and/or shoes with heels higher than 4 centimeters while performing under this contract

2.3.2 The contractor shall appoint an employee located in Japan as Contract Manager, who shall be responsible for the performance of work at each location. The contractor shall notify the COR in writing of the appointment within 5 business days of contract award

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104 or prior to any replacement personnel assuming these duties.

2.3.2.1 The Contract Manager shall speak, read, and write the English language when communicating with the COR, Contract Specialist, and Contracting Officer.

2.3.2.2 The Contract Manager must be able to attend face-to-face meetings as required.

2.3.2.3 The Contract Manager shall have full authority to act and make immediate decisions for the contractor on all matters relating to daily operations of this contract. The contract manager shall have experience in program management, supervision, and OBVSS equipment.

2.3.2.4 The COR must be able to contact the Contract Manager any time problems occur regarding the OBVSS. The contract manager must be able to respond to any emergency requirements within 24 hours. Upon initial call, the Contract Manager must give the COR the maintenance plan and technician’s name eight (8) hours prior to arrival at the location.

2.3.3 Technician: The contractor shall designate a technician to be the overall point of contact with the government COR for work performed under this contract. The technician shall be fluent in English to be able to read, write, and speak in order to communicate with the COR. Any maintenance/repairs must be accepted by the COR and/or local STO.

2.4 Training: The Contractor shall provide training to designated Government members on the use of the newly installed OBVSS equipment following installation and any updates that alter operation procedures and interface.

2.5 Maintenance and Sustainment Support Services: The Contractor shall visit each site twice a year, in accordance with the Preventative Maintenance Schedule, and perform inspections of the OBVSS on each bus. Inspections will consist of checking the system wiring, camera focus, camera picture quality, camera position, functionality of built-in microphones, the recording quality/capability of the DVR, and making necessary adjustments to make the system fully operational. When repairs or maintenance are required, the Contractor shall respond and repair within five (5) business days.

2.5.1 Preventative Maintenance: The Contractor shall provide preventative maintenance services bi-annually, which consists of checks of equipment, performance, visual inspections, equipment fault diagnosis, cleaning, lubricating, and minor servicing and adjustments. The Contractor shall repair or replace defective equipment to restore the OBVSS as soon as possible.

2.5.1.1 The Contractor shall begin the preventative maintenance inspections within 30 days of the beginning of the contract performance period. These inspections shall be scheduled every six months of each calendar year.

2.5.1.2 The Contractor shall provide a Maintenance Report to the COR within five (5) working days after each preventative maintenance visit by electronic mail. The report, at a minimum shall include the following:

• Vehicle Identification Number

• Date/Time Inspection Started/Work Completed (start time to finish)

• Description of maintenance performed

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104

• Incomplete repairs that require additional replacement of

OBVSS parts, and estimated completion date

2.5.2 Unscheduled Corrective Maintenance: The Contractor shall troubleshoot the defective OBVSS and return system to its fully operational capabilities. The

Contractor shall respond to an Unscheduled Corrective Maintenance request by the

COR within five (5) business days.

2.5.2.1 The Contractor shall notify the COR and/or local STO when the repair is completed. The COR and/or local STO shall accept the repair prior to the technician leaving the site.

2.6 Warranty: The contractor shall provide a warranty for the life of the contract on all components and software. The contractor shall provide a process to maintain operability of the system with minimum on‐site repair visits.

2.7 Liability: The contractor is responsible for all damages caused by their equipment or systems to the buses outside of normal wear and tear.

2.8 Replacement Parts and Materials: Although all components and software are covered under the warranty of this contract, the Contractor is authorized to purchase all repair parts and/or materials necessary to maintain and sustain the OBVSS in the event of unexpected damages.

The Contractor may not exceed the Not-To-Exceed amount shown in the Materials Contract

Line-Item Number (CLIN) of Section B, Schedule of Supplies or Services and Prices. Any multiple or single items costs over $500.00 must have prior approval by the COR.

3 Constraints

3.1 Security

3.1.1 Location Access: All locations are controlled access areas and require prior coordination before access will be granted to contractor personnel. A list of all contractor personnel and numbers of personnel that will be needed on each job shall be submitted to the Government COR prior to start of work. All personnel will be required to be escorted on base at all times.

3.1.1.1 All contractor personnel and transportation modes to and from the

Installation are subject to search.

3.1.1.2 All Contractor personnel shall be required to conform to the applicable base regulations, to include:

• Designated routes

• Parking Regulations

• Vehicle speed limits

• Automotive liability insurance

• Valid license plate

• Valid Driver’s license

3.1.2 Installation Passes. The local supporting military installation will issue all required installation passes to Contractor employees at no cost to the

Contractor. To be eligible to perform work under this contract, the

Contractor shall meet all applicable installation access requirements specific to each installation. The COR and/or local STO will provide the

Contractor copies of the installation access forms as referenced above.

Installation passes shall be in the employee’s possession at all times while on a military installation.

3.2 Bus Locations: Vehicles are in Mainland Japan. The bus locations are shown in

Technical Exhibit 1. This can vary as requirements as each complex changes.

4 Contract Deliverables

4.1 Schedule: The contractor shall provide a work schedule to the COR immediately after the award of the contract. The schedule will include projected timelines for performing installation of equipment at all locations within 15 days.

4.2 Preventative Maintenance Schedule: The Contractor shall provide a Preventative

Maintenance Schedule to the COR within 30 days after contract award. The schedule shall include projected timelines for performing the preventative maintenance at all locations.

4.3 Maintenance Report: The Contractor shall provide a Maintenance Log to the COR within five (5) working days after each maintenance visit. The report shall comply with PWS Section 2.5.1.2.

Deliverable Format Number of

Copies

PWS

Reference

Planned Frequency

Schedule MS Word 1 4.1 Scheduled immediately after contract award;

Completed 15 days after award

Preventive

Maintenance

Schedule

MS Word 1 2.5.1.1 and 4.2 30 days after contract award

Maintenance Report MS Word 1 2.5.1.2 and 4.3 Five (5) working days after each maintenance visit.

5 DEFINITIONS

Contracting Officer (KO or CO) – A Government official assigned to the Contracting

Office authorized by written warrant to enter into, administer, terminate, and issue task or delivery orders under contracts. The CO is the only Government official authorized to obligate funding. The CO provides written appointment of Performance Assessment personnel and has the final responsibility for Performance Assessment in accordance with

(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 KO 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 KO (CO).

Onboard Video Surveillance System (OBVSS) – System of cameras, microphones, data storage, and support equipment used to monitor and record activity on and around the bus.

Student Transportation Office (STO) – Team located at each complex that provide transportation support and guidance. This includes student busing and DoDEA transportation requirements. The team provides a local Point of Contact for transportation requests and customer support.

6 PERFORMANCE REQUIREMENT SUMMARY (PRS)

6.1 All requirements and objectives identified above must be fulfilled 100% of the time to meet the needs of a safe and efficient student transportation program.

6.2 In the event of a non-performance or failure to meet an objective, a Contract Deficiency

Report (CDR) will be issued by the KO with instructions on further steps necessary for corrective action.

6.2.1 Contractor performance of all objective and task standards in accordance with these PWS requirements are subject to the COR’s inspection and acceptance.

6.2.2 The PRS Table below provides a crosswalk summary of the objectives with the performance standards, Acceptable Quality Levels (AQL), and planned method of surveillance by the Government.

7 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

7.1 The Government will utilize a QASP to develop a surveillance plan to monitor the

Contractor’s performance on the contract. The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at the Government’s discretion.

PWS Attachments:

1) Attachment 1 – List of Existing OBVSS Equipment and Location

2) Attachment 2 – OBVSS Equipment Requirements

3) Attachment 3- Shipping Information – Instructions for FOB Shipment

4) Attachment 4 – Conceptual Location of Cameras and approximate Field of Vision

Requirements

Performance Objective Performance Standard Acceptable Quality

Level (AQL)

Inspection Method

OBVSS Equipment Objective PWS 2.1 100% Compliance Periodic Surveillance through observation

Equipment

Installation/Removal Objective

PWS 2.2 100% Compliance Periodic Surveillance through observation

Training Objective PWS 2.3 100% Compliance Training suspense date

Technician Objective PWS 2.4 100% Compliance Meeting suspense date

Maintenance and Sustainment

Support Services Objective

PWS 2.5 100% Compliance Meeting suspense date

Replacement Parts and

Materials Objective

PWS 2.8 100% Compliance Periodic Surveillance through observation

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104

Attachment 1 – List of Existing OBVSS Equipment and Location

Vehicle Requirements

Pacific East Locations for OBVSS Bus Installations

Atsugi Iwakuni Misawa Sasebo Yokosuka Yokota Zama Total

14-20 Paxs Micro-Bus w/Lift Gate

(SPED)

1 0 1 1 1 1 0 5

18-24 Paxs Micro-Bus

2 2 1 11 2 0 1 19

44-53 Paxs Bus

2 10 8 7 25 17 17 86

46 Paxs Tour Bus

0 2 2 1 2 2 2 11

Totals 5 14 12 20 30 20 20 121

Attachment 2 – OBVSS Equipment Requirements

Mobile Digital Video Recorder (DVR)- The Contractor’s proposed solution shall meet the following minimum requirements:

• Digital video cameras have 100% display and audio recording capabilities of all passengers and driver inside the buses.

• 100% Solid State Digital memory SD card or other removable Hard Disk with ≥200GB (or greater) capacity (optional on-line storage capacity with a minimum of 15 days of data).

• Three (3) axis accelerometer and G‐sensor for charting playback

• Codec must be high compression for small video feedback.

• Endless loop recording mode.

• USB port for external video file storage when needed.

• Equipment and disk media shall be securely housed to prevent theft or tampering.

• Windows 11 compatible Computer Software Needed for Viewing Camera Data.

System Requirements– The Contractor’s proposed solution shall meet the following requirements:

• System shall not be equiped with a monitor for the

Bus Driver to use while operating the vehicle.

• Camera System must be able to begin recording when the ignition switch has been turned on.

• The Camera System Hardware and Software should be resistant enough to withstand the Triple Digital

Heat and Cold (110+ and -10 degrees inside the bus).

• The Camera System Hardware and Software

Recording Quality must remain the same in environments when the bus will be driving thru rural unpaved and harsh roads.

• The Camera System will need to be installed on both large capacity daily commute buses, Tour buses, and micro buses.

• Camera System shall be unaffected by having power removed suddenly, with no negative effect on the recording system, system hardware, operating system, stored data/video/Audio, or on the system’s ability to function normally once the power is fully restored.

• All Data Recorded shall be time and date stamped in

Video Playback.

Digital Video Playback System (DPS) – The Contractor’s proposed solution shall meet the following minimum

• 100% viewing coverage within the vehicles simultaneously while recording.

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104

• Event indexing

• Easy to use on‐screen menu.

• Minimum 4K Video Resolution or higher

• DVR Viewer compatible with Windows 11 (or compatible) Software for PC or Laptop

• Software must be able to operate on DoDEA computer network.

o Must be compatible with IT requirements.

o Final award is contingent upon the approval of the software by DoDEA IT.

• Zoom capability.

• Side by Side video capability (video collaging capability)

• Video Playback Requirements:

• Ability to download images with a fast retrieval to a

PC.

• Multi-tasking ability while downloading.

• Tamper proof recording format - recorded data shall be deemed acceptable as evidence in legal proceedings.

• Hardware design should easily allow all data (video clips and still images to be transferred to standard

CD‐ROM, USB/Flash Memory Stick or DVD formats.

Camera Features and Specifications – The Contractor’s proposed solution shall meet the following minimum

• Able to operate using the buses electrical system.

• Color Surveillance video.

• 4K cameras or better, with lens options such as:

wide-angle, fisheye, 360, standard, etc.

• Cameras to cover all areas inside the bus cabin (with zero (0) blind spots).

• Overlapping camera coverage.

• The Government anticipates the minimum use of seven (7) cameras on tour/coach buses, and minimally five (5) cameras on micro-buses with multiple channel capabilities to capture maximum visibility and complete coverage of the interior cabin.

However, if the offeror determines that a quantity or quality other that those stipulated on the solicitation is needed to meet the requirements, then the

Contractor is to provide rationale.

• Capabilities to add additional cameras as necessary to capture all areas inside the bus cabin.

• System must be able to record in a minimum of ten

(10) frames per second, per channel. Minimum resolution of 4K.

• All cameras must be able to perform to facial recognition levels.

• Cameras must be able to auto focus, especially in high sunlight or night recording. The quality must remain the same and not be compromised regardless of the lighting conditions.

Controlled Unclassified Information (CUI) Source Selection Information - See FAR 2.101 and 3.104

• Camera microphones must be able to record clear, comprehensible, and uninterrupted audio while not being affected by weather or vibration.

• Cameras shall have Infrared or Night Recording capabilities that display clear imaging in the dark or with low light available.

• All equipment (cameras/hard drives/cables) shall be under warranty for the life of the contract.

• Tamper proof encased cameras.

• Minimum 15 days of data storage capacity.

• *Optional: Flush-mounted cameras.

• Online storage is *optional, but ideal.

• If *optional online storage is provided, also provide admin rights for online account creation/deletion.

Camera configuration - The camera locations may change depending on applicable bus design. The Contractor shall provide cameras configured to fulfill these minimum requirements:

• Interior, front. Facing rear, covering all passenger compartment.

• Interior, front (wide angle). Facing front door, capturing driver and entrance/egress path and immediately outside front door.

• Interior, side. Facing toward middle right seats.

• Interior, side. Facing toward middle left seats

• Interior, rear. Facing forward, capturing all passenger compartment.

• Interior, front. Facing out front windshield, capturing bus forward path.

• Exterior, rear. Facing out rear window, capturing back rows

• If buses are removed from service, the Contractor shall deliver excess equipment to COR for proper disposal.

• At the discretion of the COR, the Contractor shall remove the OBVSS digital video cameras/mics, mounting bracket and DVR from one bus and reinstall it on a replacement bus. Cables shall be professionally installed in small conduits (cables shall not be visible). Contractor shall provide all required cables/mounting hardware required for the re-installation.

• When removing systems from busses, the Contractor shall not cause damage to the bus or leave visibly abandoned cables, holes, or hardware.

• Contractor shall respond to Removal/Reinstallation requests by the COR within ten working days.

Attachment 3- Shipping Information – Instructions for FOB Shipment

SHIPPING INFORMATION

INSTRUCTIONS FOR FOB SHIPMENT

DoDEA PACIFIC EAST DISTRICT

Mark for: DODEA PACIFIC EAST DISTRICT

POC: Mr. David W. Smith

Transportation Coordinator

Mailing Address: DODEA PACIFIC EAST DISTRICT

ATTN: POC: Mr. David W. Smith

Unit 45005, Camp Zama, APO, AP 96343-5005

Attachment 4 – Conceptual Location of Cameras and approximate Field of Vision Requirements

Conceptual Location of Cameras.

• Interior, front. Facing rear, covering all passenger compartment.

• Interior, front (wide angle). Facing front door, capturing driver and entrance/egress path and immediately outside front door.

• Interior, side. Facing toward middle right seats.

• Interior, side. Facing toward middle left seats.

• Interior, rear. Facing forward, capturing all passenger compartments.

• Interior, front. Facing out front windshield, capturing bus forward path.

• Exterior, rear. Facing out rear window, capturing back rows.