26QE020_PWS_032426.docx

REPEATERS LEASE SERVICE FOR RADIO COMMUNICATION BETWEEN CSO TRANSPORTATION DISPATCHER AND

GSA SCHOOL BUSES

DOWEA MID ATLANTIC DISTRICT FIELD SITE -PR FORT BUCHANAN, PR 00934

1.0 Introduction Section

DoWEA Mid Atlantic District, Field Site PR uses 51 GSA Serviced FMVSS compliant school buses IAW Federal and Puerto Rico law. Buses are equipped with two-way VHF radio using 2 Serviced repeater stations to link the buses to the dispatch offices. Main dispatch is located at Fort Buchanan, San Juan Area, PR and a satellite office operates at Ramey Coast Guard Station, Aguadilla, PR. One repeater is located in Monte del Estado-Maricao/Mayaguez and the other is located in Bayamon Peak Site. The Bayamon Peak repeater supports buses operating in the Fort Buchanan area of PR and the other repeater supports buses in Ramey, Aguadilla, PR.

1.1 Background -Subsection

1.1.1 For school year (SY) 2025-26, the Department of War (DoWEA) will provide PK-12 instruction in 161 schools to over 67,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, the Mid-Atlantic District and Southeast Direct together serve almost 20,000 students in 50 schools located in seven states, Puerto Rico (PR), and Cuba. Military-connected students experience high mobility rates across the nation and throughout the world. Consequently, DoWEA makes a concerted effort to establish a worldwide systemic education network, mitigating the transitional barriers to military-connected students’ success. DoWEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

1.1.2 Existing equipment (base stations), portable radios, antennas at the DDESS-PR Dispatching Office, Transportation Division and school buses were purchased on April 2007 under HEVAS6-07-F-0003 thru ICOM America, Inc. ICOM Puerto Rico representative is A & G Group Inc. Repeaters service have been contracted-out thru a local service provider that also provides services and sales for equal or similar equipment.

1.2 Scope – Subsection

The Contractor shall provide repeater service operation of 150.8000 MHz (or a specific radio frequency within the Very High Frequency Band (VHF)) to provide island wide coverage. The contractor shall provide repeater lease services for two antenna repeaters that will connect a modern VHF communication system; that will provide comprehensive communication coverage, reduce overall operating cost and improve quality of radio transmissions.

1.3 DoWEA expects to award one firm fixed price contract with one twelve (12) month base year and four twelve (12) month option years.

2.0 Requirement Objectives – Section

2.1 Repeater Stations (Objective #1)

The objective of the Repeaters Services for Radio Communication Between CSO Transportation Dispatcher and GSA School Buses is to ensure that all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide two (2) Repeater Stations for radio communication at DoWEA PR (Fort Buchanan and Ramey Site).

2.1.1 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 a total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.1.2 Acceptable Quality Level (AQL 1) - Tasks will be completed within standards and requirements of service contract with 100% compliance with the contract’s requirements.

Supporting Tasks for Requirement

2.2.1 Airwaves Access

The Contractor shall provide airwaves access for radio communication terrain-vehicles.

2.2.2 Radio Frequency

The Contractor shall provide necessary radio frequency for communication all around PR.

2.2.3 Simultaneous and/or Individual Access

The Contractor shall provide two maintained repeater stations enabling dispatch to communicate with drivers via portable radio. These stations must allow dispatch to broadcast to the entire fleet or contact specific drivers individually without any loss in signal quality or performance. The infrastructure must support concurrent group access and individual access, ensuring consistent signal integrity across all transmissions.

2.2.4 Disruption in the Services Notification

The Contractor shall inform immediately the COR of any disruption in the services due to unforeseen circumstances within a 15-minute timeframe when a disruption occurs.

2.2.5 Commercial Frequency

The Contractor communication services shall operate using the commercially available frequency for the Puerto Rico area.

2.2.6 Emergency Response

The contractor shall ensure that they respond to emergencies within a 5 -15 mins timeframe by sending communication to the COR regarding all communication outages and with updates.

2.2.7 Replacement Parts/Equipment

Replacement parts/equipment shall be available for purchase as needed for out of warranty repairs with any applicable handling, shipping fees, travel, etc. This task will be covered under Other Direct Costs (ODCs). During the performance of this requirement, the contractor shall be required to provide replacement parts in order to satisfy the mission. Another Direct Cost Contract Line-Item Number (CLIN) will be incorporated into the resulting contract to cover any cost. NO LABOR will be authorized to be billed against this ODC CLIN. Actual ODC expenses shall be submitted within five (5) working days after the material is finished. Not to Exceed $3,500.00 per period of performance.

2.2.8 Repair/Services Rates

Service Calls for minor repairs/services that don’t require any parts. Minor repairs/services consist of radio reprogramming and antenna realignment. Rates shall apply per hourly rate for Repair-Not to Exceed $3,500.00 per period of performance.

3.0 Constraints- Section

3.1 Performance Standards and Acceptable Quality Levels Performance Standard (PSI) Tasks will be completed from 0500-1900 Monday-Saturday until completion of Performance Period for DoWEA locations in Puerto Rico (Fort Buchanan and Ramey Aguadilla).

3.2 FCC Licensing Permits

The Contractor shall provide evidence of Federal Communications Licensing permits for Government Agencies during the Solicitation phase. Contractors shall provide their licensing with the quote.

3.3 Technical Support

The Contractor shall provide email and live telephone technical support for the full period of performance. Telephonic support during the period of performance must be available during the bus operation hours of all DoWEA locations in Puerto Rico (Fort Buchanan and Ramey Aguadilla) from 0500-1900 Monday-Saturday Puerto Rico local time. (Puerto Rico is in the Atlantic Time Zone and does not currently observe Day Light Standard Time).

3.4 Participate in a Post-Award Conference

The Contractor shall participate in a post-award video or teleconference within five business days after award.

3.5 Installation/Base Passes and Access

The local supporting military installation will issue all required installation/base passes to Contractor employees at no cost to the Contractor. F Passes shall be in each Contractor employee's possession at all times while on a military installation. The Contractor shall return base passes to the appropriate office within one business day upon termination of employment or completion of this contract. The Contractor shall ensure that it coordinates Installation/Base Passes Access well in advance of the projected start dates for their employees as the turnaround is unpredictable and can vary for different locations.

3.6 Visitor Policies

The Contractor shall ensure all Contractor employees strictly comply with established DoWEA visitor policies pursuant to DoWEA Regulation 4700.2, Internal Physical Security, March 2001 and DoWEA Regulation 4700.1, DoWEA Antiterrorism Program and Standards Para 4.7.11, which can be provided by the COR upon request. This shall include the mandatory use of visitor badges necessitating the positive identification of all visitors and Contractors. Visitor or Contractor non-compliance with the visitor policy will be documented within 24 hours of occurrence for follow-up with the Contracting Officer or Installation Commander, as appropriate.

3.7 Identification Badges

All Contractor and subcontractor personnel who require physical access to a Federally-controlled facility and/or access to a Federally-controlled information system shall follow the Federal Information Processing Standards Publication (PIPS PUB) Number 201 "Personal Identity Verification of Federal Employees and Contractors"; and the associated Office of Management and Budget (0MB) implementation guidance for personal identity verification 0MB Guidance M-05-24, dated August 5, 2005, "Implementation of Homeland Security Presidential Directive (HSPD) 12-Policy for a Common Identification Standard for Federal Employees and Contractors" as required by FAR 4.13. The Contractor shall provide picture identification badges to all Contractor personnel. Identification badges shall be worn and visible at all times while Contractor personnel are on Government premises. Badges shall display a recent picture of Contractor employee, the Contractor employee's name, company name, and expiration date.

3.8 Personnel List

Provide a list of all personnel to perform services under this contract.

4.0 Government-Owned & Contractor Provided Resources - Section.

4.1 The contractor shall be provided with access to the equipment listed below in Table I & II as necessary IAW PWS Section 2.27 & 2.28 for all Government Owned Equipment listed below:

Table I - Fort Buchanan: Government Owned

Base Stations - Transceiver VHF IC-Fl2 l with ICOM HM-152 Microphone- 148.675 MHz

Hand Held Portable Radio-VHF 4.0-5.0W output preset at 148.675MHz- ICOM Model

Hand Held Portable Radio-VHF 4.0-5.0W output preset at 148.675MHz-TAIT

Table II - Ramey: Government Owned

Base Stations - Transceiver VHF IC-Fl21 with ICOM HM-152 Microphone- 148.675 MHz

Hand Held Portable Radio-VHF 4.0-5.0W output preset at 148.675MHz - ICOM Model

Hand Held Portable Radio-VHF 4.0-5.0W output preset at 148.675MHz - Hytera

4.2 The contractor shall provide DoWEA with the equipment listed below listed below in Table III as indicated in IAW PWS section 2.2.3:

Table III - Contractor Provided Equipment

Fort Buchanan: Contractor - Service Agreement-VHF Band -

150.800 MHz- Shared Channels

Fort Buchanan: Contractor - Service Agreement-VHF Band -

150.800 MHz- Shared Channels

5.0 Contract Deliverables Section.

TECHNICAL EXHIBIT 1 DELIVERABLES SCHEDULE

MILESTONE/DELIVERABLE

FORMAT

PWS

REFERENCE

PLANNED

FREQUENCY

RENCE

AFTER AWARD.

6.0 Definitions -Section

Acceptance of Services - Acceptance" means the act of an authorized representative of the Government by which the Government for itself or as agent of another (1) assumes ownership of existing identified supplies tendered or (2) approves specific services rendered as partial or complete performance of the contract. The term, conditional acceptance, means acceptance of supplies or services that do not conform to contract quality requirements or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

Contract Line Item Number (CLIN) - Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment. The use of the term "line item" includes "subcontract line number", (SLIN), as applicable.

Contract Discrepancy Report (CDR) - The Government's formal process/format, normally tied into the Government's QASP (definition below), that notifies the contractor of and tracks any observed quality or performance discrepancy between the contractor's performance and the quality/performance objectives of this PWS. CDRs are formally written and tracked on any number of official documents/forms (e.g., DD Form 1772, DA Form 5479, etc.), and require timely responses from both the contractor and Government personnel to address/resolve.

Contracting Officer (KO) - The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of authority delegated via a Contracting Officer's warrant.

Contracting Officer's Representative (COR) - An individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. The COR is responsible for surveilling and inspecting contractor performance and providing written recommendation for acceptance of services. This individual shall have overall responsibility for the coordination of contractor performance in accordance with the performance work statement and any resulting task order that may be issued by the KO. Duties also include technical assistance to the KO and surveillance and compliance duties as further enumerated in this plan.

Contract Specialist (CS) - Contracting career field professionals without the authority (i.e. not warranted) to enter into contracts on behalf the Government.

Contractor - Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Defense Federal Acquisition Regulation Supplement (DFARS) - Defense Federal Acquisition Regulation Supplement. The DFARS implements and supplements the FAR. The DFARS contains requirements of law, DoD-wide policies, delegations of FAR authorities, deviations from FAR requirements, and policies/procedures that have a significant effect on the public. The DFARS should be read in conjunction with the primary set of rules in the FAR.

Department of Defense (DoD/DOD) - Department of Defense means the Department of Defense, the military departments, and the defense agencies.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered but may include non-physical things such as digital reports.

Eastern Standard Time (EST) - is a standard time zone in use from the first Sunday in November to the second Sunday in March—when Daylight Saving Time (DST) is not in effect. Eastern Daylight Time (EDT) is used during the remainder of the year.

Federal Acquisition Regulation (FAR) - Federal Acquisition Regulations is the primary regulation for use by all executive agencies in their acquisition of supplies and services with appropriated funds. The FAR also contains standard solicitation provisions and contract clauses and the various agency FAR supplements.

Government-furnished property - property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification.

Performance Requirements Summary (PRS) - Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific and objective terms with measurable outcomes.

Other Direct Costs (ODCs) - any cost that can be identified specifically with or traced to a particular final cost objective.

Quality Assurance Surveillance Plan (QASP) -Government's plan to monitor contractor's performance, by method and frequency; all those critical areas performance required on the service contract to monitor the contractor's performance on the contract Requiring Activity (or Agency) (RA) - Office, agency, or activity that has the mission requirement for an interagency acquisition.

Subcontractor - One that enters into a contract with a prime contractor. Note: The Government is not privy to the contract(s) with the subcontractor.

7.0 Performance Requirement Summary (PRS) - Section

Performance Objective

Task 2.2.1, Airwaves access The Contractor shall provide airwaves access for radio communication - terrain-vehicles Contractor shall provide airwaves access 100% of the time

Monthly Review of Customer Complaints, Spot Checks via Random Inspections

COR

Puerto Rico Contractor shall provide the necessary frequency 100% of the time

Monthly Review of Customer Complaints, Spot Checks via Random Inspections

COR

Dispatching to users-drivers Contractor shall provide simultaneous/individual access 100% of the time

Monthly Review of Customer Complaints, Spot Checks via Random Inspections

COR

PWS 3.2, FCC Licensing permits The Contractor shall provide evidence of FCC Licensing permits for Government Agencies during the Solicitation phase. Contractor shall provide their licensing with the quote.

During the Solicitation phase. Contractor shall provide their licensing with the quote.

N/A

COR

Task 2.2.4, Disruption in the services The Contractor shall inform immediately the COR of any disruption in the services due to unforeseen circumstances.

Contractor shall notify the COR within fifteen (15) minutes of disruption

COR

Task 2.2.5, Commercial frequency The Contractor communication services shall operate using the commercially available frequency for the Puerto Rico area.

Contractor shall use commercial frequencies 100% of the time

COR

Task 2.2.6, Emergency response The Contractor shall ensure a satisfactory level of proficiency to respond to emergencies.

Contractor shall provide a satisfactory response to emergencies with 100% of the time.

COR

PWS 3.3, Technical support The Contractor shall provide online email and live telephone technical support for the full period of performance. Telephonic support during the period of performance must be available during the bus operation hours of all DoWEA locations in Puerto Rico (Fort Buchanan and Ramey Aguadilla) from 0500-1900 Monday-Saturday Puerto Rico local time. (Puerto Rico is in the Atlantic Time Zone and does not currently observe Day Light Standard Time).

The Contractor shall provide technical support from 0500-1900 Monday-Saturday

Monthly Review of Customer Complaints, Spot Checks via Random Inspections

COR

parts/equipment shall be available for purchase as needed for out of warranty repairs with any applicable handling, shipping fees, travel, etc. Not to Exceed $3,500.00 per period of performance.

The Contractor shall have replacement parts/equipment 90% of the time for repairs not covered by warranty.

Monthly Review of Customer Complaints, Spot Checks via Random Inspections

COR

$3,500.00 per period of performance.

The Contractor shall apply per hourly rates not to exceed $3,500.00

COR

8.0 Quality Assurance Surveillance Plan (QASP) - Subsection:

The Government will utilize a QASP 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.

END of PWS

11 Feb 2026