25RE017_Attachment 1_PWS_041125.pdf

PERFORMANCE WORK STATEMENT(PWS)

Student Transportation Services (STS)

Daily Commute (DC)

For Hanscom AFB, Massachusetts

Department of Defense Education Activity

4800 Mark Center Drive

Alexandria, VA 22350

Table of Contents

1. General Agency Information

2. General Scope

3. Requirements (Objectives)

3.1 Objective 1. Student Transportation Services Program Management and Operations

3.2 Objective 2. Student Transportation

4. Constraints

4.1 Security

4.2 Safety

4.3 Communication

4.4 Accident / Incident / Emergency Procedures

4.5 Privacy Protection

4.6 Vehicles

4.7 Contractor Personnel Standards

4.8 Background Checks

4.9 Mandatory Training and Certifications

5. Quality Assurance Surveillance Plan (QASP)

6. Performance Requirement Summary (PRS)

7. Acronyms and Definitions

8. Technical Exhibit 1 - School Transportation Security Inspection Checklist

9. Technical Exhibit 2 - School Bus Student Misbehavior Report

10. Technical Exhibit 3 – Formal Visibility Test

PERFORMANCE WORK STATEMENT

STUDENT TRANSPORTATION SERVICES (STS)

DODEA SCHOOLS IN HANSCOM AFB, MASSACHUSETTS

1. General Agency Information

The Department of Defense Education Activity (DoDEA), as one of only two Federally operated school systems, is 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 10 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico.

DoDEA employs approximately 14,000 employees who serve more than 64,000 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 post-secondary 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 from DoDEA headquarters in Alexandria, Virginia. DoDEA's schools are divided into 3 geographic areas:

Europe, the Pacific, and the Americas.

2. General Scope

2.1 The purpose of the contract is to provide student transportation services. Safety is of the highest priority entrusted to the Contractor under this contract. The Contractor shall perform all services in a safe, prudent, and professional manner accepting full and sole responsibility for the prompt and proper delivery of services and always maintain good order of passengers. Transportation services for students must be completed in the safest and most efficient manner possible following all Federal, state, and local laws and military installation regulations.

2.2 The Contractor shall provide all personnel including drivers, safety aides, supervision, services, supplies, and/or equipment necessary to perform student transportation services for eligible students traveling from Hanscom AFB in Lincoln, MA to Bedford High School (BDS). In delivering the required services, the Contractor shall comply with all relevant DoDEA, state, and federal requirements.

2.3 DoDEA currently requires Daily Commute (DC) Student Transportation Services (STS) for approximately 85 students residing in Hanscom Air Force Base (Hanscom AFB) and attending Bedford High School (BHS) in Bedford, Massachusetts for 180 days during each school year, with 5 additional days scheduled as potential make-up days for school closures during any snow days / severe weather. DoDEA also requires co-curricular, after-school transportation services for approximately 40 students for approximately 108 days each school year.

https://www.dodea.edu/aboutDoDEA/Thomas_Brady.cfm https://www.dodea.edu/Europe/index.cfm https://www.dodea.edu/Pacific/index.cfm https://www.dodea.edu/Americas/index.cfm

3. Requirements (Objectives)

3.1 Objective 1. Student Transportation Services Program Management and Operations

The tasks listed below are provided to help the Contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the Contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

3.1.1 Task One - Contract Management: The Contractor shall submit the following:

3.1.1.1 Personnel List: The Contractor shall provide the Contracting Officer’s Representative (COR) a typed list of all personnel to perform services under this contract at contract award or within 30 calendar days before services begin in an option period, as applicable. The Contractor shall provide a dated, revised personnel list to the COR as changes occur. The list is preferred to be in Excel spreadsheet format, but can be in another format if approved by the COR. The list shall identify each person in alphabetical order in the following manner: full name (last name, first name, middle initial), date of birth, job title (Driver, Safety Attendant, etc.), country of citizenship, and identification document number / passport number.

3.1.1.2 Bus Stop Time Report: The Contractor shall provide the COR with a report that records the time at which the Driver arrives and departs each stop for each route under this contract. The report shall be provided to the COR within two (2) business days upon COR request. The report may be in in any format the Contractor chooses. These files shall be maintained by the Contractor for the duration of each Task Order and provided to the COR upon request.

3.1.1.3 Student Ridership Registration Report: The Contractor shall provide the school bus ridership registration report, including names of students per stop, within two weeks of the start of school and upon COR’s request. The list is preferred to be in Excel spreadsheet format, but can be in another format if approved by the COR. These reports shall be maintained by the Contractor for the duration of each Task Order and provided to the COR upon request.

3.1.1.4 Vehicle list: The Contractor shall provide the COR with a list at contract award or within 30 calendar days before services begin in an option period, as applicable, identifying all vehicles that will be used under this contract.

Each vehicle must comply with maximum passenger capacity as well as comply with Federal, state, and local laws, inspection requirements, and regulations concerning the transportation of students. Updated lists shall be submitted by the Contractor to the COR whenever changes occur.

3.1.1.5 Accident or Incident Reports: The Contractor shall immediately verbally report all incidents, injuries, and accidents to the COR and Bedford High

School (BHS) personnel, followed by a written report to be submitted to the COR by the end of the following business day. Refer to Section 3.6. for accident and incident reporting requirements.

3.1.1.6 Student Misbehavior Report: As required, a student misbehavior report shall be completed by the Contractor personnel and submitted to the Contract Manager, who will in turn notify the Student Transportation Office (STO) by the end of the business day for a morning run and by 10:00 am the next business day for an afternoon run.

3.1.1.7 Invoices: Invoices from the Contractor to the Government are due NLT the 15th of each month following services provided. E.g., a January invoice would be due NLT February 15th.

3.1.1.8 Training Memorandum: Before services begin, the Contractor shall prepare a memorandum that identifies the date, time, location, names of instructor(s) and trainee(s), and a brief statement, summary, or synopsis of the topics and content of material presented (e.g., instruction syllabus) to document the Safety and Security Training Sessions. The Contractor shall provide a copy of the memorandum to the COR within five (5) business days of completion of training or before services begin, whichever date occurs first.

3.1.1.9 Miscellaneous: The following additional reports/data shall be maintained by the Contractor and provided to the COR upon request:

(1) Commercial General Liability Insurance

(2) Vehicle Safety Inspection(s)

(3) Vehicle Security Inspections

(4) Driver’s License(s) with the appropriate class and, if necessary, a current passenger transportation license

(5) First Aid/CPR/AED Training Certificate(s)

(6) Annual and as Requested Criminal History Background Check

(7) Installation Records Check(s)

(8) Quality Control Plan

3.1.1.10 Quality Control Plan (QCP):

3.1.1.10.1 The Contractor shall develop its Quality Control Plan (QCP) and provide it to the COR for approval. The QCP is a living document and may be changed in accordance with the contract's requirements. When the contract is revised, the Government may request the Contractor to submit an updated QCP to the Contracting Officer for acceptance. At a minimum, the QCP shall address/include the following:

(1) How the Contractor will control quality of personnel and services.

(2) Define the roles and responsibilities of the Contractor's operating personnel.

(3) Describe how implementation of daily transportation operations, process improvement changes, and the correction of deficiencies will be accomplished.

(4) An inspection plan or checklist tailored to the specific vehicle(s) being cleaned and serviced under this contract. The inspection plan or checklist shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the Contract and shall include, but is not limited to:

(5) Date of inspection performed.

(6) Location of inspection.

(7) Description of findings.

(8) Description of action(s) taken (if necessary).

(9) Signature and date of completion. Describe the training program established to ensure that Contractor employees are capable of successfully accomplishing all work task(s) under this contract Describe methods detailing how the Contractor wil1 monitor deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.

(10) Describe how the Contractor shall measure and document performance against the PWS.

3.1.1.11 Frequency of Deliverables – See table below:

Milestone/Deliverable Format PWS Reference

Delivery Recipient Frequency

Student Ridership Registration Report Excel 3.1.1.3,

4.5.2 COR

Weekly, and also within two business days of when changes occur.

Student School Bus Misbehavior Report (Technical Exhibit 2)

Word 4.4.3.3 COR By 10 AM for both prior PM infractions and same-day infractions.

Contract Manager/ Alternate Designation Report

Word 3.1.1.1

KO, CS

and COR Within five (5) business days of contract award or as changes in personnel occur.

Contract Personnel Report Excel 3.1.1.1 CS and

COR

Within 30 days of contract award, each option period or as changes occur.

Vehicle List Excel 3.1.1.4, 4.6

CS and

COR

Within five (5) business days of contract award or as changes in vehicles occur

Criminal Background Check Report

Word & Excel 4.8.9 CS and

COR

Within 30 days of contract award, each option period, or as changes occur.

Employee Training Report Word & Excel 4.9.2 CS and

COR

NLT two weeks prior to the start of each school year each option period or as changes occur.

Accident/Incident Report Word 3.1.1.5, 4.4

CS and COR As required.

Contractor’s Quality Control Plan

Word 3.1.1.10 CS and

COR

NLT two weeks prior to the start of each school year each option period or as changes occur.

Invoices Data Input

3.1.1.7, Per FAR Clause

52.216-7

WAWF

NLT the 15th of each month following services provided.

Example: January invoice is due NLT Feb 15th.

3.1.2 Task Two - Route Establishment: The Contractor shall provide bus services to students living in established commute areas and outside of the established walking area. The Contractor shall collaborate with the Government to develop bus schedules, routes, and bus stops for approval by the COR.

3.1.2.1 Route Establishment Standards: The elapsed time between the first pick up and school drop off shall not exceed 60 minutes in normal instances. Any route longer than 60 minutes requires the COR and District Transportation Supervisor (DTS) approval. The Contractor shall ensure transportation does not depart bus stops or school loading zones prior to the designated time on the route sheet, except for safety or security reasons, and/or as approved by the COR. Note: Ridership will be provided to the Contractor prior to the issuance of each task order by a BHS Representative.

3.1.2.2 Projected School Bell Times:

Single Bell Times Morning Afternoon Bedford High School (BHS) 07:45a 14:24p

Note: Early Release Day is normally on Wednesdays. Bedford High School (BHS) releases at 12:55p on these days. There are other miscellaneous early release days throughout the school year, with a release time of 11:08a. The Contractor shall be responsible for requesting current calendars from the school, and providing copies to the COR.

a. For Regularly Scheduled AM Routes. Vehicles shall arrive at their designated school no earlier than 30 minutes, and no later than 10 minutes, prior to the Morning Bell Time.

b. For Regularly Scheduled PM Routes. Vehicles shall arrive at their designated schools no earlier than 30 minutes and 15 minutes before the Dismissal Bell Time.

c. For Late Afternoon/Activity Bus Routes. Vehicles shall arrive at their designated pick-up and drop-off points/stops no earlier than 15 minutes and no later than 10 minutes of the scheduled times.

3.1.3 Task Three - Short Term & Long-Term Schedule Adjustments: The Contractor shall accommodate any short term and long-term adjustments in scheduling to include, but not be limited to, late morning runs for delayed openings or early releases.

3.1.3.1 Short Term Adjustments Standards:

3.1.3.1.1 Unscheduled School Day Schedule Changes: The Contractor shall have vehicles at the school(s) or inspection point and ready for services within two (2) hours of notification by school system via email and or public or radio broadcast.

3.1.3.1.2 Unscheduled School Day Cancellation: The Contractor shall coordinate with school personnel to cancel bus service in the event there is an unexpected school day cancelation and shall notify the COR immediately by phone and by email within one business day.

3.1.3.2 Long Term Adjustment Standards:

3.1.3.2.1 The Contractor shall implement long-term route schedule adjustments within two (2) business days of receipt of a route change request from the COR.

3.1.4 Task Four – Meetings: The Contractor shall attend virtual meetings at no additional cost to the Government and provide the medium through which each meeting occurs, record each meeting’s minutes. Submit the draft minutes to the COR within two business days of the event and finalize the minutes two business days after receipt of written feedback from the COR. Note: All associated costs with attending any face-to-face meetings shall be incorporated into the pricing of the respective CLINs/SLINs as outlined in the contract.

3.1.4.1 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award IAW FAR Subpart 42.5.

3.1.4.2 Other Post-Award Meetings: Meet with the Contracting Officer (KO), COR, and/or other Agency personnel, as appropriate, to review Contractor performance, as required by DoDEA. The KO may discuss the Agency’s view of Contractor performance, and the Contractor shall apprise the Agency of any problems being experienced. The Contractor shall take appropriate action to resolve any outstanding issues the Agency raises.

3.2 Objective 2. Student Transportation

3.2.1 Transport students and other authorized individuals to and from their designated schools and assigned bus stops before the start of and at the completion of the students’ school day. The tasks listed below are provided to help the Contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the Contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

3.2.2 Task One - Passenger Identification: Drivers shall verify that only authorized persons are boarding the buses by checking against the current Student Ridership Registration Report. If a student is not on the passenger list, the driver shall not allow him/her to board the bus. Drivers shall notify the Contract Manager (CM) or Alternate CM who will notify the COR.

3.2.2.1 Passenger Identification Standard: If the student is not on the passenger list, then the driver shall notify the CM or Alternate CM who will request instruction from the COR. Two business days prior to their request, all unauthorized students wishing to ride the bus, need to contact the appropriate BHS school personnel who will inform the CM or Alternate CM. The CM or Alternate CM will notify the COR of the request, who will approve or deny

it. Note: Students shall present a pass signed by the COR or the COR’s designee to the bus driver to ride.

3.2.2.2 Drivers shall refuse entry onto the bus of any adult who is not a DoDEA official, a military/Local police officer, or anyone who has not been specifically authorized by the Contracting Officer or the COR.

3.2.2.3 When the Contracting Officer or COR authorizes an adult to ride on a bus route, the COR will provide the adult’s identity to the Contract Manager prior to the start of the run.

3.2.2.4 If an adult tries to board a bus without the COR’s authorization, then the Driver or Safety Attendant shall notify the Contract Manager. If the adult refuses to disembark from the bus, or otherwise becomes threatening, the Driver shall immediately call local police for assistance. The Driver shall not continue the route with the unauthorized adult on board.

3.2.3 Task Two – Daily Commute Student Transportation: Passengers are to be picked up and dropped off at their designated locations at the times specified on route schedules. The Driver shall receive the student at the pick-up point and may assist the student while boarding. Drivers shall perform all stops/runs on the route schedule unless directed otherwise by the COR.

3.2.3.1 The Contractor shall equip Driver with the capability for reliable, mobile, hands-free, two-way, intelligible voice communications with the Contractor’s contract manager (CM) and Bedford High School’s designated transportation emergency officials. The equipment should be self-contained, portable, self-powered and requiring no external connection to vehicles so that it can be used by Drivers and applicable on any route or run.

3.2.3.2 The Contractor shall be fully responsible for implementing, operating, maintaining, testing, and sustaining communications capabilities, including provision of all equipment and service carriers.

3.2.3.3 Anytime a delay of 10 minutes or longer in completing a run is expected or occurs, the Contractor shall immediately notify the COR of the vehicle status.

Whenever such a delay occurs, the contactor shall correct the problem within sixty (60) minutes of notification at no additional cost to the Government.

3.2.3.4 Vehicles shall not arrive at any authorized stop later than the scheduled time or more than 10 minutes before the scheduled time.

3.2.3.5 Drivers shall use only the forward curbside door to the passenger compartment for passengers to enter or exit the vehicle except when an emergency exit is necessary.

3.2.3.6 Drivers shall not use hazardous actions, such as violent braking or acceleration, to gain the attention of, or control over, the passengers.

3.2.3.7 The Contractor shall not move passengers from one vehicle to another during a run, except when providing a replacement vehicle or when instructed to do so by the COR.

3.2.3.8 Drivers shall not back up a vehicle without an adult Ground Guide during the run when students are on board (except in an emergency) and shall not back up the vehicle without an adult Ground Guide in the school loading/unloading zone.

3.2.3.9 During a run, when a vehicle becomes disabled or is delayed because of a traffic accident, the Driver shall contact the Contract Manager who shall obtain permission from the COR prior to releasing students to parents or to designated authorized individuals that walk or drive to the vehicle’s location.

If such release is approved, the Driver shall verify a parent’s or authorized person’s identification prior to releasing a student to a parent or a designated individual.

3.2.3.10 Drivers are responsible for thoroughly inspecting the passenger compartment immediately after the last stop of each run to ensure no passengers remain in the vehicle. If any passenger remains on a vehicle at the completion of a service, the Driver shall immediately notify the Contract Manager who will immediately contact the COR. The passenger(s) shall be safely transported to the location specified by the COR as soon as possible.

3.2.3.11 Check for lost and found articles. Any articles left behind by passengers shall be tagged to identify the vehicle route, run and date found and be delivered to the COR the next business day.

3.2.3.12 Student Transportation Inbound Standards: At the school(s), Drivers shall wait with their vehicles and passengers until a member of the school staff is available to take charge of the passengers. If a staff member is not present within five (5) minutes of the vehicle's arrival time (or scheduled arrival time, whichever is later) at the school, the Driver shall immediately notify the Contract Manager, who shall contact the COR for instructions.

3.2.3.13 Student Transportation Outbound Standards: Students shall not be unloaded at school before the scheduled time unless approved by the COR.

3.2.4 Task Three - Student Activity Transportation:

3.2.4.1 Curricular Activity transportation: (e.g., physical education class, career practicum, etc.). The Contractor shall transport students and other authorized individuals between schools and their designated on-or-off installation site as described in schedule provided by the COR.

3.2.4.2 Co-Curricular Late Activity Transportation: (e.g., late activity bus, sports practices, etc.). The Contractor shall transport students and other authorized individuals for after school activities between schools and their designated on-or-off installation site as described in the schedule provided by the COR.

3.2.4.3 Co-Curricular transportation Standards:

3.2.4.3.1 The Contractor shall maintain two-way communications with all bus Drivers during transportation of students on this contract.

3.2.4.3.2 Anytime a delay of 10 minutes or longer in completing a run is expected or occurs the Contractor shall immediately notify the COR of the vehicle status, whenever such a delay occurs the contactor shall correct the problem within sixty (60) minutes of notification at no additional cost to the Government.

3.2.4.3.3 Vehicles shall not arrive at any authorized stop later than the scheduled time or more than 10 minutes before the scheduled time.

3.2.4.3.4 Drivers shall use only the forward curbside door to the passenger compartment for passengers to enter or exit the vehicle except when an emergency exit is necessary.

3.2.4.3.5 Drivers shall not use hazardous actions, such as violent braking or acceleration, to gain the attention of, or control over, the passengers.

3.2.4.3.6 The Contractor shall not move passengers from one vehicle to another during a run, except when providing a replacement vehicle or when instructed to do so by the COR.

3.2.4.3.7 Drivers shall not back up a vehicle without an adult Ground Guide during the run when students are on board (except in an emergency) and shall not back up the vehicle without an adult Ground Guide in the school loading/unloading zone.

3.2.4.3.8 During a run, when a vehicle becomes disabled or is delayed because of a traffic accident, the Driver shall contact the Contract Manager who shall obtain permission from the COR prior to releasing students to parents or to designated authorized individuals that walk or drive to the vehicle’s location. If such release is approved, the Driver shall verify a parent’s or authorized person’s identification prior to releasing a student to a parent or a designated individual.

3.2.4.3.9 Drivers are responsible for thoroughly inspecting the passenger compartment immediately after the last stop of each run to ensure no passengers remain in the vehicle. If any passenger remains on a vehicle at the completion of a service, the Driver shall immediately notify the Contract Manager who will immediately contact the COR.

The passenger(s) shall be safely transported to the location specified by the COR as soon as possible.

3.2.4.3.10 Check for lost and found articles. Any articles left behind by passengers shall be tagged to identify the vehicle route, run and date found and be delivered to the COR the next business day.

4. Constraints

This section includes the parameters under which the Contractor must perform the duties of the PWS.

4.1 Security

4.1.1 Installation Access under Different Force Protection Conditions for Contract or Personnel: Installation access requirements may change without notice based on various threat-based scenarios as dictated by the installation commander. The COR, in concert with the DoDEA-E District Force Protection Officer, will advise the Contractor of any noted access changes.

4.1.2 Security/Force Protection Conditions: In the event security threats increase, the Government may require:

4.1.2.1 The Contractor to implement alternate routes or schedules.

4.1.2.2 Inspection of Contractor vehicles and/or parking areas by U.S. military and/or Authorized security personnel.

4.1.2.3 The Contractor to park vehicles used in performance of this contract in a secure installation/site identified by the Government.

4.1.2.4 The Contractor to perform security inspections as directed by the Government.

4.2 Safety

4.2.1 Danger Zone - the area around a vehicle at a stop where most student injuries occur. It is an area 1.83 meters (6 feet) to both sides and rear of the vehicle and 3.05 meters (10 feet) in front of the vehicle. Particular care is required when a bus stop has less than

1.83 meters (6 feet) clearance between the road edge and the designated waiting area.

The most critical areas are immediately to the front of the vehicle and at the right rear.

The below schematics also depict the prohibited seats for students, denoted with an X, and the restricted seats, denoted with an O, which can only be used with manufacturer-approved seat belts.

4.2.1.1 Buses.

4.2.1.2 Vans, Sedans, and Station Wagons.

4.2.1.3 At Bus Stops and Loading/Unloading Zones. Before entering or leaving any bus stop or loading/unloading zone, the Driver shall ensure that all students are completely clear of the Danger Zone as defined above.

4.2.1.4 Entering a Stop. Drivers shall enter each stop cautiously. If actions of students waiting at the stop are unruly or unsafe, the Driver shall either enter the stop very slowly, motioning students to move back safely away from the vehicle, or, traffic and road conditions permitting, stop the vehicle before entering the bus stop and wait for student behavior to become safe before moving into the stop.

4.2.1.5 Loading/Unloading at a Stop. Drivers/Safety Attendants shall open the forward curbside passenger door only after the vehicle has come to a complete stop.

4.2.1.6 Unloading at a Bus Stop or School Unloading Zone. Drivers shall exercise due caution that all passengers are cleared from the Danger Zone before placing the vehicle in motion. Drivers shall discourage students from cross in

ZONE

DANGEROUS

WAITING AREA

SCHOOL BUS STOP

M O

ST

D

A N

G E

R O

U S the street directly in front of or behind the vehicle.

4.2.1.7 Departing a Bus Stop or School Loading/Unloading Zone. Drivers shall check all mirrors to ensure no student remains in the Danger Zone before closing the passenger door. Drivers shall ensure that all passengers are seated and secured in seat belts if equipped and child safety restraint system devices (if applicable), all doors are securely closed and make a visual safety check around the vehicle for pedestrians and vehicular traffic before placing the vehicle in motion.

4.2.1.8 Additional Considerations at School Loading/Unloading Zones. For added safety precautions with respect to student pedestrians, etc., Drivers shall adhere to the established school loading/unloading zone vehicle traffic flow pattern and shall not pass any vehicle that is already in the loading/unloading zone unless directed by the COR or the vehicle is inoperable. When picking up students at school, Drivers shall not place the vehicle into motion until it is released by the school loading zone supervisor or the COR.

4.2.1.9 Driver’s Presence. When passengers are boarding, Drivers shall be in their vehicles or assisting students with boarding. Drivers shall not leave their vehicles when passengers are on board, except in cases of emergencies.

When it is necessary for Drivers to leave their seat or leave the vehicle while passengers are on board, reasonable safety precautions such as applying the emergency brake, shutting the engine off, and removing the ignition key shall be taken before leaving the seat or the vehicle.

4.3 Communication

4.3.1 The Contractor must have/equip Drivers with reliable, mobile, two-way, hands-free, intelligible voice communications between the Contractor’s local site-level supervisor and other Contractor and designated DoDEA officials as deemed required.

4.3.2 The equipment should be self-contained, portable, self-powered and requiring no external connection to vehicles so that it can be used by drivers and applicable on any route or run.

4.3.3 The Contractor shall be fully responsible for implementing, operating, maintaining, evaluating, and sustaining communications capabilities, including provision of all equipment and service carriers.

4.3.4 Anytime a delay of 10 minutes or longer is expected or occurs in completing a run, the Contractor shall immediately notify the COR of the vehicle status. Whenever such a delay occurs, the Contactor shall correct the problem within sixty (60) minutes of notification at no additional cost to the Government.

4.3.5 During a run, when a vehicle becomes disabled or is delayed because of a traffic accident, the Driver shall contact the Contract Manager who shall obtain permission from the COR prior to releasing students to parents or designated authorized individuals that walk or drive to the vehicle’s location. If such release is approved, the Driver shall verify a parent’s or authorized person’s identification card prior to releasing a student to a parent or a designated individual.

4.3.6 In the event of an unforeseen event that would cause a delay, the Driver should contact the Contract Manager, who will contact the COR or ACOR if possible. The DTS should be contacted, if necessary.

4.4 Accident / Incident / Emergency Procedures

4.4.1 If an accident or incident occurs, the Driver, Safety Attendant, or Safety Aide shall check each passenger for injuries and shall provide first aid and/or call for medical assistance immediately after the accident or incident.

4.4.2 Accident - an event in which a contractor’s vehicle with students on board is involved in an event that results in property damage, however slight, or causes injury, however slight, to student(s) and/or another person(s). Examples of accidents include but are not limited to the following examples:

4.4.2.1 • Collision with another vehicle.

4.4.2.2 • Hitting a pedestrian, cyclist, or large animal.

4.4.2.3 • Leaving the roadway and striking any object, and/or overturning.

4.4.2.4 • Evasive driving or emergency actions that injure any passenger on board.

4.4.2.5 • Equipment malfunction or mechanical breakdown that results in injuries to those on board.

4.4.3 Incident - Any event that occurs on/around the school loading/unloading zone or during school transportation services that has an adverse effect on either the performance of this contract or passengers, such as the following examples:

4.4.3.1 Any event causing the Driver to take evasive action (e.g., swerving, slamming on brakes, etc.) which could cause injury to a passenger or to a pedestrian, or which could cause damage to a vehicle or other property.

4.4.3.2 Security problems (e.g., suspicious vehicles are following student transportation vehicle; strangers approaching students at bus stops or on/around school grounds; strangers questioning the Driver or students about routes, schedules, or passengers; bomb threat; etc.).

4.4.3.3 Passenger misbehavior with severe impact (e.g., weapons/prohibited items, assault or battery, vandalism of the vehicle, etc.).

4.4.3.4 An individual health-related emergency requiring professional medical attention (e.g., epileptic seizure, etc.).

4.4.3.5 Hijacking of the school vehicle-taking of a student passenger(s).

4.4.3.6 Gunfire was directed at the school vehicle, or in its immediate vicinity.

4.4.3.7 Rocks, bottles, or other objects being thrown at the school vehicle.

4.4.3.8 Person or persons, or other vehicle(s) surrounding the school vehicle or impeding its movement.

4.4.3.9 Attempts to force the school vehicle from the road or street.

4.4.3.10 An unauthorized person(s) boarding the school vehicle and refusing to leave.

4.4.3.11 Assault by a person(s) causing grievous harm or injury to a vehicle passenger(s).

4.4.3.12 Major vehicle accident that seriously injures a student passenger(s) requiring immediate help from first responders (police, medical, etc.).

4.4.3.13 Fire aboard the school vehicle that causes evacuation of a student passenger(s).

4.4.4 Reporting Accidents / Incidents

4.4.4.1 The Contractor shall comply with the following procedures in the event of an accident or incident, providing the COR, District Force Protection Officer, and installation security representative with initial telephonic report immediately and an email report within 30 minutes of the accident/incident.

A written Accident or Incident Report should be prioritized and must be submitted by close of business of the same day. The Government may also require updated reports as needed. The written report shall include at a minimum:

4.4.4.1.1 The contract number and the date and time of the accident or incident.

4.4.4.1.2 The location of the accident or incident.

4.4.4.1.3 The route number and name of Driver involved in the accident or incident.

4.4.4.1.4 The make, model, manufacture year, and size of the Contractor’s vehicle(s) involved in the accident.

4.4.4.1.5 The names of personnel and passengers involved in the accident or incident, plus the names of all students on board the vehicle when the accident/incident occurred.

4.4.4.1.6 The names of all personnel and passengers injured and type of injury, if known, involved in the accident or incident.

4.4.4.1.7 A chronological narrative of the events leading up to the accident or incident, as well as a sketch or photographs.

4.4.4.1.8 Whether police were on the scene. If the police were on the scene, any citations or findings made by the police concerning the accident, the police officers name and grade, and any police report numbers. Any recommendations or comments by the Contractor concerning the accident or incident.

4.5 Privacy Protection

The Contractor shall ensure privacy and sensitive data protection at all times, by performing the actions and taking precautions including, but not limited, to the following:

4.5.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e. first & last name and any other unique personal information.

4.5.2 Handling Sensitive Information: Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. Collect and/or store all agency-owned or agency-controlled PII in accordance with the relevant requirements of the Privacy Act, 5, U.S.C., may be found at the following URL:

https://www.justice.gov/opcl/privacy-act-1974.

4.5.3 Privacy Training: Ensure Contractor staff who have access to DoDEA students, teachers and/or staff personally identifiable information (PII) successfully complete the DoD Privacy Act/Personally Identifiable Information (PA/PII) training at the following URL: https://dl.dod.cyber.mil/wp-content/uploads/trn/online/disa_pii_v50_final_web/index.html before gaining access to the data and yearly thereafter (within the first three months of the school year).

Provide copies of the certificates of completion to the COR which can be audited at any time by the Chief Information Security Officer (CISO) or his/her degree.

4.5.4 Privacy Verification: Provide the COR written verification of compliance to the Privacy requirements (listed above) 120 calendar days prior to the expiration of each year’s contract option period, or as required by the COR. Note: After reviewing the Contractor’s verification, DoDEA reserves the right to ask for further verification data for DoDEA to comply with DoD’s evolving privacy mandates.

4.6 Vehicles

4.6.1 Vehicles should be in good working order and capable of meeting all the demands associated with student transportation requirements:

4.6.2 Contractor shall provide proof that all vehicles used on this contract have been inspected and approved following Massachusetts state laws and federal regulation for student transportation vehicles no later than 30 calendar days before the start of the school year throughout the term of the contract.

4.6.3 The Contractor shall ensure all buses can navigate all military installation housing areas.

4.6.4 Vehicles transporting students shall comply with school bus requirements and DoDEA requirements for student transportation.

4.6.5 The Contractor shall utilize the School Transportation Security Checklist (Technical Exhibit 1)

4.6.6 Display vehicle route number signage in a clear readable manner near the loading door of the bus.

4.6.7 Ensure all vehicle interiors are clean, and the exterior presents a clean appearance at the start of the operational day and vehicles are aired out thoroughly to provide a smoke free environment before transporting passengers.

4.6.8 Maintain a temperature of 65-85 degrees (Fahrenheit) for the entire passenger compartment, regardless of weather conditions, from time of pick-up of the first passenger to the discharge of the last passenger utilizing heating, ventilation or air conditioning.

4.6.9 Provide replacement buses as needed to ensure mission requirements are attainable.

They replacement bus shall meet Massachusetts safety guidelines and have a completed inspection checklist available upon request by the COR prior to being put into mission status.

4.6.10 Emergency replacement buses due to maintenance or accidental purposes shall be onsite within 45 minutes of the incident.

4.6.11 School-related items (e.g., sports equipment, musical instruments, science projects) that need to be transported on the bus and are considered to be a safety or security hazard by the Driver must be stowed in any area that the Driver deems appropriate.

4.6.12 Drivers shall post/display Route Number signs in the vehicle's windows for daily commute runs only after the pre-run security inspection of the vehicle at the inspection point has been completed.

4.6.13 Vehicle Security Inspections.

4.6.13.1 The Contractor shall have a procedure to conduct and document daily vehicle security inspections prior to performing services under this contract. The Contractor’s Quality Control Plan shall contain a daily vehicle inspection checklist.

4.6.13.2 The Contractor shall utilize the School Transportation Security Checklist (Technical Exhibit 1). The Contractor shall maintain records of daily vehicle security inspections during the life of the contract and provide to the COR, upon request.

4.6.13.3 The daily security inspection conducted by the Driver shall include a search for suspicious objects (e.g., improvised explosive devices) and indicators of tampering with the vehicle (e.g., anything out of the ordinary that could cause harm to student passengers or damage the vehicle). If something unusual or suspicious is found, the Driver shall not touch anything but shall evacuate the area around the vehicle and shall immediately notify the Contract Manager of the findings. The Contract Manager shall determine if the school should be notified and/or if a replacement vehicle should be dispatched, then immediately notify the COR.

4.6.13.4 Visibility. The Driver shall always ensure adequate visibility as required by the Formal Visibility Test (Technical Exhibit 3)

4.6.13.5 If buses are equipped with a GPS system (telematic), the Government shall be granted access to the system and all records. Records shall be maintained at the Contractor facility and only released to individuals authorized by the COR. The Contractor is responsible for maintenance of the installed equipment.

4.7 Contractor Personnel Standards

4.7.1 All Contractor personnel must meet the requirements set forth in this PWS to ensure a safe and efficient manner for transporting DoDEA students.

4.7.2 Contractor personnel including all drivers, the Contract Manager, and the Alternate Contract Manager shall be able to proficiently speak, read, and write in English.

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

Transportation drivers shall wear a nametag or display any identification badge(s) in a visible location in the driver’s compartment of the vehicle.

4.7.4 All Contractor Drivers and Safety Aides shall be free of communicable diseases and physical or mental impairment that would affect the ability of the individual to perform the duties of the position to include the use of alcohol or drugs while performing the duties set forth in this PWS.

4.7.5 The Contractor agrees that inappropriate conduct shall not be tolerated and may be grounds for the suspension or dismissal of a Contractor employee from performance under this contract in addition to any remedy taken. When in the presence of students or school personnel, Contractor personnel shall not do the following:

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

4.7.5.2 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.

4.7.5.3 Contractor personnel shall not engage in any 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.

4.7.5.4 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.

4.7.5.5 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.

4.7.5.6 Contractor personnel shall not play music tapes, CDs, or videos unless approved by the COR.

4.7.5.7 Contractor personnel shall not wear clothing with insignia reflecting religious, political or social messages or slogans; but shall dress in a neat, professional manner (i.e., Polo shirt/Button Down, khaki slacks, denim pants, etc.).

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

4.7.5.9 Drivers shall not use mobile devices without hands-free abilities, for the duration of the run.

4.8 Background Checks

4.8.1 In accordance with Massachusetts laws for state and federal criminal background checks for individuals working in public and private schools (Massachusetts General Laws chapter 71, section 38R) and with DoDI 1402.05, Background Checks on Individuals in DoD Child Care Services Programs, individuals who have regular contact with children under 18 years of age in DoD-sanctioned childcare services programs will undergo a criminal history background check in order to protect the health, safety, and well-being of children in such programs.

4.8.2 In accordance with section 13041 of Title 42, United States Code, DoD Contactors shall complete a background investigation which includes an FBI criminal history background check conducted through the Criminal Justice Identification Services Division of the FBI and SCHR checks through state repositories of all states that a provider or Contractor or prospective provider or Contractor lists as current and former residences in an employment application

4.8.3 The Government will initiate the investigations, process, and make adjudicative determinations for Contractors working on a DoDEA contract that are US citizens.

The Contractor may need to provide documents for a fee, which are non-reimbursable to the Contractor.

4.8.4 All individuals who also have a current or prior DoD affiliation shall also undergo an installation records check (IRC) and Family Advocacy Program (FAP) check.

4.8.5 No person, regardless of circumstances, will be approved to provide childcare services if the background check results disclose any of the following criteria, the Contractor may not work on the contract to ensure the safety, well-being and security of children under the age of 18.

4.8.6 That the individual has been convicted in either a civilian or military court (to include any general, special or summary court-martial conviction) or received non-judicial punishment (under Article 15 of chapter 47 of Title 10, U.S.C., also known and referred to in this instruction as "the Uniform Code of Military Justice (UCMJ)" for any of the following:

(a) A sexual offense.

(b) Any criminal offense involving a child victim

(c) A felony drug offense.

4.8.7 That the individual has been held to be negligent in a civil adjudication or administrative proceeding concerning the death or serious injury to a child or dependent person entrusted to the individual's care.

4.8.8 DoD Contractors are required to self-report any disqualifying information as soon as it occurs to the COR and the COR will report the information to DoDEA Security Management Division (SMD) for action. The Contractors are also to complete a new DD2981 (Basic Criminal History and Statement of Admission) during annual agreement extensions, renewals, or awards. After the initial Child Care checks, Contractors are subject to reverification every five years. If derogatory information surfaces within the 5 years before the reverification, the DoD Component will take action to protect children by reassigning or suspending from having contact with children, any Contractor until the case is resolved.

4.8.9 The Contractor is required to complete all documents (including electronic requirements) accurately and entirely and submit package to the COR for processing.

Documents needed are:

(1) DD2981 Basic Criminal History and Statement of Admission DoDEA IRC/FAP Consent Form

(2) Form 3058 – DoD Consent to Conduct Installation Records Check

(3) Childcare Residency Requirement Worksheet

(4) Form 5018 – ASAP Client’s Consent Statement for Release of Treatment

Information

(5) Contractor Intake Form

(6) Form 306 – Declaration of Federal Employment

(7) Other documents or web-based requirement as required.

4.8.10 The Contractors are also to complete a new DD2981 during annual agreement extensions, renewals, or awards. After the initial childcare checks, Contractors are subject to reverification every five years. If derogatory information surfaces within the 5 years before the reverification, the DoD Component will take action to protect children by reassigning or suspending from having contact with children, any Contractor until the case is resolved.

4.8.11 The COR will submit the background processing packages to DoDEA SMD to be processed. The processing timeline for completed childcare checks could be 120 days or more for completion by DCSA. The adjudication and final determination will occur after investigative results have been received by DoDEA SMD for action.

4.8.12 Contractor shall maintain the most current internal background checks on file and make them available to the COR upon request.

4.8.13 Criminal Offenses: The Contractor shall not hire anyone with a criminal record to perform under this contract. The Contractor shall immediately inform the COR when it is learned that an employee has been arrested for a criminal offense. A past criminal offense of any nature shall be grounds for removal, as determined by the Contracting Officer. The Contractor shall also immediately inform the COR when any action is taken to suspend or revoke the driver’s license of any driver preforming under this contract.

4.8.13.1 The Contractor shall not assign any person to perform duty under this contract whose background or criminal record a conviction of any of the offenses enumerated below:

4.8.13.1.1 Assault and battery, domestic violence / abuse, homicide, or manslaughter; against a child under the age of 18.

4.8.13.1.2 Child abuse, child neglect, child sexual molestation, pedophilia, child pornography or any crime involving a child.

4.8.13.1.3 Public indecency, sexual assault, rape or any crime of a sexual nature.

4.8.13.1.4 Felony conviction of use, possession, or distribution of illegal drugs or controlled substances.

4.8.13.1.5 Reckless driving or driving while under the influence of alcohol or drugs.

4.8.13.1.6 Individual has been held to be negligent in a civil adjudication or administrative proceeding about the death or serious injury to a child/dependent…