26QE044_Attachment 1_PWS.pdf

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

PERFORMANCE WORK STATEMENT (PWS)

Safety Aide and Attendant Services for Student Transportation in

Okinawa, Japan -DoWEA Pacific South District

Department of War Education Activity

4800 Mark Center Drive

Alexandria, VA 22350

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

Table of Contents

1. Introduction

1.1 General Background

1.2 Scope of Work

2. Objectives

2.1 Objective One (1). Bus Safety Attendant Services

2.2 Objective Two (2). Safety Aide Services for Special Education Students (SPED)

2.3 Administrative Requirements

2.4 Required Security and Safety Training

3. Constraints

3.1 Childcare eligibility

3.2 Criminal Offenses

3.3 Employee background clearances

3.4 Installation School Access

3.5 English and local language fluency

3.6 Employee Health

3.7 Employee Attire and Appearance

3.8 Code of Conduct

3.9 Required Certifications for Medical Emergencies

3.10 Security/Force Protection Conditions

3.11 Safety and Vehicle Area Restrictions

4. Performance Requirement Summary (PRS)

4.1 Contract Deficiencies

4.2 The PRS Table - Quality Standards

5. Quality Assurance Surveillance Plan (QASP)

6. Contract Data Deliverables

7. Acronyms and Definitions

8. TECHNICAL EXHIBITS

TECHNICAL EXHIBIT A - School Bus Misconduct Reporting Tool

TECHNICAL EXHIBIT B – Student Passenger Behavior Standards

TECHNICAL EXHIBIT C – School Bus Accident/Incident Report Template

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

1. Introduction.

The Department of War Education Activity (DoWEA), DoWEA, 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 War (DoW). DoWEA is globally positioned, operating 161 accredited schools in 9 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico.

DoWEA employs about 14,000 employees who serve over 67,000 children of active-duty military and DoW civilian families. DoWEA is committed to ensuring that all school-aged children of military families are provided with 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.

DoWEA 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 DoWEA headquarters in Alexandria, Virginia.

DoWEA's schools are divided into 3 geographic areas: Europe, the Pacific, and the Americas.

1.1 General Background

DoWEA requires student transportation Safety Aide and Safety Attendant services for the Okinawa Military Community in Japan. The Contractor shall provide all personnel necessary to provide Safety Aide services to Special Education (SPED) student passengers, and Safety Attendant services required for pre-kindergarten through second grade students attending DoWEA Pacific schools located within Okinawa, Japan. Contracted services shall comply with DoWEA and Japan Nation requirements for student transportation and performed in accordance with the route sheets the Government provides the Contractor throughout the school year.

1.1.1 Daily school bus routes operate on each school day of the year, beginning in August and ending in June of the following year. The regular school year is approximately one-hundred seventy-five (175) days of instruction, excluding U.S. Federal holidays, staff-only service days and traditional recess holiday periods such as Christmas-New Year’s and Easter. Following the regular school year, DoWEA also offers the Extended School Year (ESY) program for special education (SPED) students. The ESY program provides additional educational services at the conclusion of the normal school year for students with identified disabilities. This program occurs between the months of June and July for a total of 25 school days. If there are no SPED students enrolled, the ESY program will not be scheduled.

1.1.2 Daily routes normally consist of two (2) runs: the morning in-bound run to the destination school, and the afternoon out-bound run from the school.

1.1.3 The contractor shall perform bus safety attendant services between the hours of 0530 to 1600 Monday through Friday for approximately 180 days each school year. Actual route and route times may differ based on student enrollment. The Government will provide the official route schedule and itinerary after student registration is completed and whenever updates are issued.

1.2 Scope of Work

1.2.1 The purpose of the contract is to provide bus Safety Aide and Safety Attendant transportation services for special education (SPED) students and pre-kindergarten through grade 2 students attending DoWEA Pacific schools located within Okinawa, Japan. 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.

1.2.2 The Contractor shall take full responsibility for ensuring prompt and proper delivery of services while always maintaining good order of passengers. Transportation services for students must be completed in the safest and most efficient manner possible following all DoWEA, Host Nation laws and military installation regulations.

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

2. Objectives

2.1 Objective One (1). Bus Safety Attendant Services: The Contractor shall provide Safety Attendants for runs as ordered by the Contract Officer’s Representative (COR) to assist students (Pre-K through 2nd grade) in entering and exiting the vehicle and riding safely. Aides shall work closely with drivers, forming a professional, mutually supportive relationship. Safety Attendants shall assume the following responsibilities:

2.1.1 Task 1 - Assist with Student Boarding & Disembarking: Assist student passengers in boarding and disembarking safely. This includes securely fastening seat belts, Child Safety Restraint System (CSRS), and specialized equipment when specified by the COR or Host Nation law. Ensure students embark and disembark the vehicle properly and at their correct stops. Refer to PWS 3.4 for Danger Zone Constraint when assisting passengers with boarding and disembarking:

2.1.1.1 For Inbound runs (home-to-school), release students only to the school staff at the loading zone.

2.1.1.2 For Outbound runs (school-to-home), ensure students disembark the vehicle at their proper stops.

2.1.1.2.1 During the Outbound runs, do not release Pre-K through 2nd grade students from the vehicle without the parent or designated caregiver present to take charge of the child.

2.1.1.2.2 In the event the parent or caregiver is not at the stop within 5 minutes of the vehicle’s arrival or scheduled arrival, whichever is later, the Safety Attendant shall notify their Contract Manager (CM) who shall notify the COR for instructions. The bus driver shall wait for a response from the contract manager before continuing the bus route.

2.1.1.2.3 Assist the driver in ensuring there are no passengers or student personal items remaining in the vehicle at the end of the route.

2.1.2 Task 2 - Ensure Student on-board Safety: Ensure students remain seated with securely fastened seat belts and CSRS (if applicable). Ensure student passenger compliance with the behavior standards outlined in TECHNICAL EXHIBIT B, Student Passenger Behavior Standards. Safety Attendants shall assume the following responsibilities:

2.1.2.1 Correct unsafe actions by students to prevent an accident or injury and assist the driver when unruly student behavior interferes with the driver's ability to operate the bus safely. In such cases, the Safety Attendant may assist the driver in preparing the School Bus Student Misbehavior Report, but the driver shall remain responsible for reporting the incident.

2.1.2.2 Communicate with passengers to encourage safe student behavior and intervene whenever there is a serious or life-threatening situation. Ride in the passenger compartment with students and communicate in English using positive words in a respectful tone to encourage safe student behavior.

2.1.2.3 Assist driver in reporting passenger misconduct via the School Bus Misconduct Reporting Tool (TECHNICAL EXHIBIT B, SCHOOL BUS MISCONDUCT REPORTING TOOL) for the driver to provide to the COR. A student misbehavior report shall be completed and handed in by the end of the business day for the morning route and by 10:00am the next business day for an afternoon route.

2.1.3 Task 3 - Assist with Transportation Security: Conduct en-route surveillance detection and report any suspicious activity through their Contract Manager (CM) to COR. Observe, assist with, and report the following:

2.1.3.1 Unusual and suspicious activities including, but not limited to:

Unauthorized surveillance of the school bus and passengers.

Unauthorized person(s) attempting to gain access to the school bus.

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

2.1.3.2 Security concerns such as, but not limited to:

Hijacking of the school bus or hostage-taking of passenger(s).

Unauthorized people boarded the school bus and refused to leave.

Gunfire directed towards or in the immediate vicinity of the school bus.

2.1.3.3 Civil disturbances including, but not limited to:

Throwing rocks, bottles, or other objects toward the school bus or passengers at school bus stops.

Person(s) or other vehicle(s) impeding or disrupting school bus operations; or attempting to force the school bus from the road.

2.1.4 Task 4 - Assess and Respond to Emergency Situations:

2.1.4.1 Assess emergencies involving, but not limited to:

Assault, hostile behavior, or other disturbance on the school bus causing injury to the passenger(s) (to include unruly student behavior interfering with school bus operations).

Vehicle accidents causing injuries that require immediate help from first responders (police, paramedics, firefighters, etc.).

Fire onboard the school bus.

Students or authorized passengers in distress due to health or medical emergencies.

2.1.4.2 Respond to emergencies by performing actions such as, but not limited to:

Attempt to control the situation, directing students or authorized passengers to different seats on the school bus.

Direct unauthorized passengers to leave the school bus.

Direct the bus driver to safe havens or other locations that can provide refuge for students.

Provide first aid or CPR if necessary.

Contact law enforcement, fire, or medical services, as necessary.

Correct on-the-spot unsafe actions by students to prevent accidents or injuries and inform the driver of the facts and circumstances.

2.1.4.3 Accidents or Incidents. If an accident or incident occurs, the Safety Attendant shall check each passenger for injuries, shall provide first aid and Cardiopulmonary Resuscitation (CPR) if needed, and shall call for medical assistance immediately after the accident or incident. The Safety Attendant or Safety Aide shall notify their Contract Manager (CM) within 30 minutes of the accident or incident occurring. The Contract Manager shall notify the COR within five (5) minutes of the notification. The Contractor shall provide telephonic updates to the COR at least every 30 minutes thereafter until the accident scene is clear and service starts again.

2.1.4.3.1 Accident or Incident Reporting. The Contractor shall comply with the following procedures in the event of an accident or incident, providing the COR with initial telephonic reports and submitting a written “Accident or Incident Report” by close of business the next duty day. The Government may also require updated reports as needed. Refer to report template sample TECHNICAL EXHIBIT C, SCHOOL BUS ACCIDENT/INCIDENT REPORT. The written report shall include at a minimum:

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

The location of the accident or incident.

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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

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

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.

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

A chronological narrative of the events leading up to the accident or incident.

Whether police were on the scene. If the police were on the scene, any citations or findings made by the police concerning the accident, and any police report numbers.

Any recommendations or comments by the Contractor concerning the accident or incident.

2.2 Objective Two (2). Safety Aide Services for Special Education Students (SPED): The Contractor shall provide Safety Aides for runs as ordered by the COR to assist special education (SPED) students with their school bus transportation, in accordance with the student’s Individualized Education Plan (IEP) and/or their DoWEA Accommodation Plan. Safety Aides shall have the primary responsibility for the specific student to whom they are assigned, with secondary responsibility for the remainder of the bus passengers. Aides shall work closely with drivers, forming a professional, mutually supportive relationship. Safety Aides shall assume the following responsibilities:

2.2.1 Task 1 - Assist with Student boarding and disembarking: The Aide shall assist SPED student passengers in boarding and disembarking safely, fastening seat belts, CSRS, and specialized equipment when specified by the COR Federal and Host Nation laws.

2.2.1.1 Adhere to the procedures for passenger boarding, use of safety belts, special passenger seating, and safe vehicle operation. Refer to PWS 3.4 for Danger Zone Constraint when assisting passengers with boarding and disembarking.

2.2.1.2 Secure the CSRS and wheelchairs in accordance with the manufacturer’s stipulated procedures on vehicles transporting Pre-K and students requiring special transportation. (Note: CSRS includes car/booster seats and harnesses)

2.2.1.2.1 DoWEA requires seat belts on all SPED buses but not on the non-SPED daily commute buses, unless required by Host Nation law.

2.2.1.3 Ensure passengers board and disembark at their designated stop locations.

2.2.1.3.1 In NO EVENT shall a passenger be allowed to exit a vehicle except at their authorized bus stop unless otherwise authorized in writing by the COR.

2.2.1.4 When curb-to-curb service is authorized, release these passengers only when a parent or designated person is present at the designated stop.

2.2.1.4.1 In the event the parent or designated person is not present within five minutes of the vehicle's arrival (or scheduled arrival, whichever is later) at the designated stop, the driver shall immediately notify the Contract Manager. The Contract Manager shall then contact the COR for instructions. The driver shall take the passenger(s) to the location specified by the COR.

2.2.2 Task 2 - Ensure Student on-board Safety

2.2.2.1 Ensure students remain seated with securely fastened seat belts and CSRS (if applicable). Ensure student passenger compliance with the behavior standards outlined in TECHNICAL EXHIBIT C, Student Passenger Behavior Standards. Safety Aides shall assume the following responsibilities:

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

2.2.2.2 Correct unsafe actions by students to prevent an accident or injury and assist the driver when unruly student behavior interferes with the driver's ability to operate the bus safely. In such cases, the Safety Aide may assist the driver in preparing the School Bus Student Misbehavior Report, but the driver shall remain responsible for reporting the incident.

2.2.2.3 Be positioned on the vehicle in a location that allows them to have effective oversight of the student. This location may vary from trip to trip depending on the time of day and passenger needs.

2.2.2.4 Communicate with passengers to encourage safe student behavior and intervene whenever there is a serious or life-threatening situation. Ride in the passenger compartment with assigned students and communicate in English using positive words in a respectful tone to encourage safe student behavior.

2.2.2.5 Assist drivers in reporting passenger misconduct via the School Bus Misconduct Reporting (TECHNICAL EXHIBIT B, SCHOOL BUS MISCONDUCT REPORTING TOOL) for the driver to provide to the COR. A student misbehavior report shall be completed and handed in by the end of the business day for the morning route and by 10:00am the next business day for an afternoon route.

2.2.3 Task 3 - Assess and Respond to Emergency Situations:

2.2.3.1 Assess emergencies involving, but not limited to the following:

Assault, hostile behavior, or other disturbance on the school bus causing injury to the passenger(s) (to include unruly student behavior interfering with school bus operations).

Vehicle accidents causing injuries that require immediate help from first responders (police, paramedics, firefighters, etc.).

Fire onboard the school bus.

Students or authorized passengers in distress due to health or medical emergencies.

2.2.3.2 Respond to emergencies by performing actions such as, but not limited to:

Attempt to control the situation, directing students or authorized passengers to different seats on the school bus.

Direct unauthorized passengers to leave the school bus.

Direct the bus driver to safe havens or other locations that can provide refuge for students.

Provide first aid or CPR if necessary.

Contact law enforcement, fire, or medical services, as necessary.

Correct on-the-spot unsafe actions by students to prevent accidents or injuries and inform the driver of the facts and circumstances.

2.2.3.3 Accidents or Incidents. If an accident or incident occurs, the Safety Aide shall check each passenger for injuries, shall provide first aid and Cardiopulmonary Resuscitation (CPR) if needed, and shall call for medical assistance immediately after the accident or incident. The Safety Aide shall notify their Contract Manager within 10 minutes of the accident or incident occurring. The Contract Manager shall notify the COR within five (5) minutes of the driver’s notification. The Contractor shall provide telephonic updates to the COR at least every 30 minutes thereafter until the accident scene is clear and service starts again.

2.2.3.3.1 Accident or Incident Reporting. The Contractor shall comply with the following procedures in the event of an accident or incident, providing the COR with initial telephonic reports and submitting a written “Accident or Incident Report” by close of business the next duty day. The Government may also require updated reports as needed. Refer to report template sample Technical Exhibit 4, SCHOOL BUS ACCIDENT/INCIDENT REPORT. The written report shall include at a minimum:

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

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

The location of the accident or incident.

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

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

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.

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

A chronological narrative of the events leading up to the accident or incident.

Whether police were on the scene. If the police were on the scene, any citations or findings made by the police concerning the accident, and any police report numbers.

Any recommendations or comments by the Contractor concerning the accident or incident.

2.3 Administrative Requirements

2.3.1 Task 1 - Contract Management:

2.3.1.1 The Contractor shall appoint one (1) Primary and one (1) Alternate Contract Manager (CM) which shall be the representatives responsible for managing this contract and supervising performance. The contractor shall notify the Contracting Officer Representative (COR) in writing of the appointments within 5 business days of contract award or prior to any replacement personnel assuming these duties (Deliverable 1).

2.3.1.2 The Primary or Alternate Contract Manager shall be located within 40 miles of the installation and must be able to attend face-to-face meetings as required.

2.3.1.3 The Contract Manager and Alternate(s) shall have full authority to act and make immediate decisions for the contractor on all matters relating to the daily operations of this contract. The Primary Contract Manager shall have experience in program management, supervision, and transportation management.

2.3.1.4 The Primary or Alternate Contract Manager shall respond to the COR at any time, not just during regular school hours, regarding notifications such as early releases, emergencies, severe weather notification, or any other urgent non-routine matters. The contractor’s Primary or Alternate Contract Manager must respond to any emergency requirements within 30 minutes. The Primary or Alternate Contract Manager shall arrive within 30 minutes to the designated location when required by the COR. The Contract Manager shall have full authority to make immediate decisions on behalf of the Contractor for all emergency-related situations that occur under this contract.

2.3.2 Task 2 - Personnel List: The Contract Manager or Alternate Contract Manager shall provide a Contract Personnel Report to the COR within 30 days of contract award and upon any personnel changes. This report shall list all personnel performing duties under this contract by name, position and proof of their required certifications and background checks. (Deliverable 2).

2.3.3 Task 3 - Background check applications: For any employee assigned to work on this contract, the Contractor shall have personnel ready by 01 August of each school year that have undergone all background investigations required and have been approved by the respective installation access screening process:

2.3.3.1 The Contractor shall ensure that all U.S. citizen personnel performing under this contract who have regular contact with students are eligible for and maintain a favorably adjudicated non-sensitive background investigation conducted in accordance with applicable federal statutes and Department of War regulations.

2.3.3.2 The Contractor shall ensure that all U.S. citizen personnel performing under this contract who have regular

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

contact with students are eligible for and maintain a favorably adjudicated non-sensitive background investigation conducted in accordance with applicable federal statutes and Department of War regulations.

2.3.3.3 No U.S. citizen contractor employee shall perform duties involving unsupervised contact with students until all required investigations and determinations have been completed and favorably adjudicated.

2.3.4 Task 4 - Scheduling Safety Attendant/Aides:

2.3.4.1 Unscheduled School Day Schedule Changes: The Contractor shall have aides and attendants ready for services within two (2) hours of notification by the COR.

2.3.4.2 If the Government does not notify the Contractor at least two (2) hours prior to the start of the route, the Contractor receives full consideration for the route.

2.3.4.3 Unscheduled School Day Cancelation: The Government will notify the Contract Manager in the event there is an unexpected School Day Cancelation within six (6) hours of the start of the first route of the canceled school day.

2.3.4.4 If the Government notifies the contractor 24 hours before the first route of the canceled school day, then the contractor will not charge the Government for services not required.

2.3.4.5 If the Government notifies the contractor at least six (6) hours, but not more than 24 hours before the first route of the canceled day, then the Contractor will receive 50% consideration for the route(s) not required.

2.3.4.6 If the Government does not notify the contractor at least six (6) hours before the first route of the canceled school day, then the Contractor receives full consideration for the route(s).

2.3.5 Task 5 - Training Memorandum: 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 described under PWS para 2.5. 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.

2.3.6 Task 6 - Employee performance records - The Contractor shall provide employee performance records and reports within two (2) business days of the Government’s request. These will usually be requested in the event of a negative incident or claim against a specific employee.

2.4 Required Security and Safety Training

2.4.1 Task 1 – Attend Annual DoWEA Security Training: Prior to starting the school year, all contractor personnel assigned to this contract shall attend the DoWEA annual Government-sponsored Security Training session. This is an annual three-to-four-hour government contracted security training course covering the Security/Force Protection Module and successfully must complete an end-of-course examination. The purpose of the annual security training is to provide student transportation contractors with knowledge and awareness of the basic antiterrorism and crime practices and techniques tailored to student transportation, prior to the beginning of the school year. Annual training sessions will normally take place from June through August;

however, training shall be completed prior to the beginning of each contract school year. Refresher training is typically held in January. Training location will be coordinated between DoWEA transportation and the security training contractor. Virtual training is not authorized; only in-person training will be accepted.

Usually, with prior coordination with the student transportation office, training is held at a DoWEA school or at the bus contractor facilities.

2.4.1.1 The Annual Security training session will cover:

Introduction to Terrorism (security training curriculum) Overview of Crimes against Children (security training curriculum)

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SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

Vehicle inspections (security training curriculum) Surveillance Detection and Attack Recognition (security Training curriculum) Incident Reporting (security Training curriculum) Security Emergency Response (security Training curriculum) Standard Response Protocol Host nation first responder’s function.

Actions on bus during emergencies Safe Havens and locations.

Protection of Information (security Training curriculum)

2.4.2 Task 2 – Contractor’s Internal Security Training

2.4.2.1.1 Future employees: for new hires (contract managers, safety attendants, and safety aides) that are employed after the conduct of the Government-sponsored contractor’s Security Training, the Contractor shall provide interim security/force protection training presented in the security contractor’s training session until the newly hired personnel can attend the annual security training session before the beginning of the next school year.

2.4.2.1.2 Internal refresher training: the Contractor shall create and conduct a one (1) hour refresher training session for all personnel providing services for this contract. The refresher training will briefly cover the same topics as the annual Security training session and will be conducted during the month of January to refresh contract employees on security procedures.

2.4.3 Task 3 – Create internal Annual Safety Training: This shall be a three-to-four-hour training created by the Contractor, covering vehicle pre-route inspections, accident/incidents, student management, use of child safety seats, handling students with disabilities, safety procedures, loading zone familiarization and operations, emergency evacuations / reporting procedures, safe havens, safety precautions at loading zone and bus stops. The purpose of the annual safety training is to provide the Contractor’s employees with knowledge and awareness of bus safety practices and techniques tailored to student transportation.

2.4.3.1 Annual Safety training sessions will cover at a minimum:

Standards of conduct Vehicle safety pre-route inspections Accident and incident procedures and reporting Safety procedures Student management Use of child safety seats Handling students with disabilities Loading zone and bus stops safety procedures, familiarization and operations Emergency evacuations and reporting procedures.

2.4.3.2 The Contractor is responsible for creating the training materials, covering the topics covered under PWS

2.5.3.1. The Contractor shall coordinate the training material and presentation with the COR for approval.

The Contractor shall provide the draft training material for approval to the COR no later than 5 days after the effective date of the contract award or 5 days after the beginning of each option period, as applicable.

2.4.4 Task 4 – Contractor’s Internal Safety Training:

2.4.4.1 Prior to starting the school year, all contractor personnel assigned to this contract shall attend the Contractor’s annual Safety Training session.

2.4.4.2 Future hires: the Contractor shall provide interim Bus Safety training until the newly hired personnel can attend the annual Safety Training session before the beginning of the next school year.

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

3. Constraints

3.1 Childcare eligibility: In accordance with DoWI 1402.05 it is DoW policy that individuals, DoW contractors, subcontractors, staff, or providers in DoW facilities or installations who have regular contact with children under 18 years of age in DoW-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. All individuals who also have a current or prior DoW affiliation must also undergo an installation records check (IRC). The Contractor may need to provide documents for a fee, which are non-reimbursable to the contractor.

3.1.1 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, such as:

3.1.2 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:

3.1.2.1 A sexual offense.

3.1.2.2 Any criminal offense involving a child victim.

3.1.2.3 A felony drug offense.

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

3.2 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 performing under this contract.

3.2.1 The Contractor shall not assign any person to perform duty under this contract whose background or criminal record includes both an arrest and a conviction of any of the offenses including but not limited to the following:

Assault and battery, domestic violence / abuse, homicide, or manslaughter.

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

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

Use, possession, or distribution of any illegal drugs or controlled substance.

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

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

3.2.2 The Contractor shall immediately inform the COR when an employee preforming services under this contract is arrested for a criminal offense. The employee shall be immediately removed from preforming under the resulting contract. Furthermore, the Contractor shall also immediately inform the COR when the driver’s license of any driver performing under this contract is suspended or revoked.

3.3 Employee background clearances: All personnel assigned to this contract shall have the necessary security

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SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

background clearances required prior to starting performance on this contract. The contractor shall confirm that each staff member has the appropriate clearances prior to beginning work. This includes, but is not limited to, background checks and any other requirements set forth by DoW regulations available at https://www.esd.whs.mil/DD/DoW-Issuances/. Personnel without the requisite security clearance will not be permitted to access any DoWEA facilities or systems, thereby ensuring compliance with federal security mandates. Refer to PWS para 2.3.3 for required applications and para 2.4.1 and 2.4.2 for clearance standards.

3.3.1 Line-of-Sight Supervision (LOSS): Contractor personnel shall not begin work or perform any duties until the Government provides written notification confirming Personnel Security approval for Line-of-Sight Supervision (LOSS) or other authorization to work; submission of security paperwork or initiation of screening does not authorize work. LOSS is the continuous visual observation and supervision of an individual whose background check has not yet cleared and who has a favorable interim suitability or fitness determination while he or she is engaged in child interactive duties or in the presence of children in a DoW-sanctioned program or activity. The person providing supervision must have undergone a background check and received a final favorable suitability or fitness determination and be current on all periodic reverifications, as required by this issuance.

3.3.1.1 The Contractor's LOSS supervisor must have:

(1) Undergone a criminal history background check and received a favorable fitness or suitability determination.

(2) Complied with the periodic reverification requirement for a recurring criminal history background check, as required.

(3) Not previously exhibited reckless disregard for an obligation to supervise a Contractor.

3.3.1.2 Individuals approved to work under LOSS must be marked conspicuously by means of distinctive clothing, badges, wristbands, or other visible markings recognizable at a distance. Conspicuous postings or printed information must communicate the purpose of such markings to staff, customers, parents, and guardians.

3.3.2 Self-reporting: DoW contractors must self-report any disqualifying information as soon as it occurs to the

COR, and the COR will report it to DoWEA SMD for action. The Contractors are also to complete a new DD2981 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 DoW Component will protect children by reassigning or suspending contact with children, any Contractor until the case is resolved.

3.4 Installation School Access: The contractor must coordinate all installation/building access requirements with DoWEA security personnel to facilitate the proper entry of its staff into DoWEA facilities. This coordination is essential to ensure compliance with established security protocols and to maintain the safety of all personnel.

The contractor shall provide advance notice for any personnel requiring building access, including relevant identification and security clearance documentation. Additionally, all contractor personnel must adhere to applicable security measures, including those related to badge issuance, visitor logs, and any other entry protocols mandated by DoWEA. Refer to PWS para 2.3.3 for required clearances for installation access.

3.5 English and local language fluency: All Safety Aides, Safety Attendants and Contract Managers shall be at least 19 years old and fluent in the English (minimum of B1 Level) and Host Nation Language. They must be able to communicate at a minimum at the B1 Level, both in verbal and written communication, in the English language to converse with student passengers, parents, COR, and school officials.

3.5.1 The B1 English level is considered an “intermediate” verbal and communication skill level. The following is an overview of the skill level at the B1 level:

3.5.2 Able to understand main points of clear, standard speech on familiar matters regularly encountered in work, school, leisure, etc.

3.5.3 Can deal with most situations likely to arise while travelling.

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

3.5.4 Rate of Speech (words per minute) is 120 words per minute or less with occasional errors with new or complex words.

3.5.5 Extensive knowledge of conversational English plus some basic technical vocabulary related to work or personal hobbies.

3.6 Employee Health: All Safety Attendants, Safety Aides and Contract Managers 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.

3.6.1 If any Contractor employee is discovered and suspected of having a communicable disease that may result in an epidemic/pandemic, the contractor shall follow CDC and DoWEA guidelines for quarantine, disinfecting, and continued work performance.

3.6.2 If any student is found to be infected with a communicable disease that bears risk of pandemic / epidemic, the contractor and school shall follow CDC and DoWEA guidelines for quarantine, disinfecting, and continued ridership.

3.7 Employee Attire and Appearance: 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.

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

3.7.2 Shall not wear shoes with open toes and/or shoes with heels higher than 4 centimeters while performing under this contract.

3.8 Code of Conduct:

3.8.1 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.

3.8.2 Shall not use verbal abuse, foul language, personal or racial insults, threats of personal violence, or comment on the personal appearance of students in any language.

3.8.3 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.

3.8.4 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.

3.8.5 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.

3.8.6 Shall not sell, give to, or accept from students any beverage, food or tobacco product, or any gift or item, irrespective of monetary value.

3.8.7 Shall not play music tapes, CDs, or videos unless approved by the COR.

3.9 Required Certifications for Medical Emergencies:

3.9.1 First Aid & Cardiopulmonary Resuscitation (CPR): Safety Attendants, and Safety Aides shall maintain current First Aid and CPR certifications either by receiving training from Host Nation Red Cross or American Red Cross (ARC) equivalent. The certifications shall be no more than two (2) years old and shall be made

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

available for review upon request by the COR.

3.9.2 Anaphylaxis and Epinephrine Auto‑Injector (EAI): Safety Attendants, and Safety Aides shall maintain current certification on the protocols for Anaphylaxis and the use of an EpiPen auto-injector. Training and certification can be acquired through American Red Cross or equivalent Host Nation organization.

3.10 Security/Force Protection Conditions: In the event security threats increase, the Government may require alternate runs or schedules which may cause delays in route duration.

3.11 Safety and Vehicle Area Restrictions: Safety Attendants and Safety Aides shall ensure that Students do not occupy hazardous zones around vehicles during loading/unloading, staging, or parking. 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’s edge and the designated waiting area. The most critical areas are immediately to the front of the vehicle and at the right rear.

3.11.1 Danger Zone - The schematics below 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.

Buses:

Vans, Sedans, Station Wagons, other Vehicles:

DANGER ZONE

MOST DANGEROUS

WAITING AREA

SCHOOL BUS STOP

M O

ST

D

A N

G E

R O

U S

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

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

3.11.3 Unloading at a Bus Stop or School Unloading Zone. Safety Attendant and Aides must ensure that all passengers are cleared from the Danger Zone before the vehicle in motion. Safety Attendant and Aides shall discourage students from crossing the street directly in front of or behind the vehicle.

3.11.4 Departing a Bus Stop or School Loading/Unloading Zone. Safety Attendant and Aides must check ensure no student remains in the Danger Zone before passenger door is closed by the driver. Safety Attendant and Aides 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.

3.11.5 Safety Attendant and Aide’s Presence. When passengers are boarding, Safety Attendant and Aides shall be assisting students to board. Safety Attendant and Aides shall not leave their vehicles when passengers are on board, except in cases of emergencies. When it is necessary for Safety Attendant and Aides to leave their seat or leave the vehicle while passengers are on board, reasonable safety precautions such as alerting the driver to apply emergency brake, shutting the engine off, and removing the ignition key in case of emergency.

4. Performance Requirement Summary (PRS)

4.1 Contract Deficiencies

4.1.1 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.

4.1.2 In the event of non-performance or failure to meet an objective, the KO will issue a Contract Discrepancy Report (CDR) with instructions on further steps necessary for corrective action.

4.2 The PRS Table - Quality Standards

4.2.1 The 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.

DANGER ZONE

MOST DANGEROUS

WAITING AREA

SCHOOL BUS STOP

M O

ST

D

A N

G E

R O

U S

M O

ST

D

A N

G E

R O

U S

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

5. Quality Assurance Surveillance Plan (QASP).

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.

Quality Standard PWS Requirement

Acceptable Quality Level (AQL)

Method of Surveillance

Objectives - Safety Attendant, Safety Aide Services

Objectives 1 and 2, PWS 2 98% Compliance Planned Sampling/ Validated Customer Complaint

Reporting / Notification PWS 2.3

No more than 1 late per month

Planned Sampling/ meeting suspense date

Security PWS 2.1.3, 2.2.3, 2.3.5, 2.5 100% Compliance Planned Sampling/Validated Customer Complaint/attendance rosters

Safety PWS 2.1.2, 2.2.2, 2.3.5, 2.5 100% Compliance Planned Sampling/ Validated Customer Complaint

Contractor Personnel Standards PWS 2.4 98% Compliance Planned Sampling

Accident / Incident Reporting PWS 2.1.4.2. and 2.2.3.3

98% Compliance Planned Sampling/ Validated Customer Complaint

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

6. Contract Data Deliverables The Contractor shall provide all deliverables in accordance with the requirements set forth in this PWS. Each deliverable shall include clear, concise, and complete documentation, meeting the quality standards agreed upon in this contract and outlined in the table below:

Deliverable PWS Section Frequency Format/Standard Number of Copies

Delivery

POC

Appointment/ designation of Contract Managers

2.3.1 Within 5 business

days of contract award or prior to any replacement personnel assuming these duties

PDF or WORD

1 COR and

CS

Personnel List 2.3.2 Contract award or within 30 calendar days before services begin in an option period, as applicable.

PDF or WORD

*Can be in another COR approved format

1 COR

Training Memorandum

2.3.5 Within 5 business

days of completion of training or before services begin, whichever date occurs first

Government format 1 COR

Employee background checks

2.3.3 Within 5 business

days of COR request

Contractor format 1 COR

Accident or Incident Report

2.1.4.2 and 2.2.3.3

As incidents/accidents occur within PWS established timelines

Government format

(TECHNICAL

EXHIBIT C)

1 COR

Student School Bus Misbehavior Report

2.1.3, 2.2.3.3, TECHNICAL

EXHIBIT B

As incidents occur within PWS established timelines

COR approved format (SharePoint Form)

1 COR

Employee required certifications

2.4.6 Within 5 business

days of COR request

Contractor format 1 COR

Employee records

2.3.6 Within 2 business

days of COR request

Contractor format 1 COR

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION –SEE FAR 2.101 AND 3.104

7. Acronyms and Definitions

The following is an alphabetical list of definitions of key words used or acronyms:

Accidents - Vehicle-related events in which a contractor’s vehicle with student(s) on board is the cause or focus and results in property damage, however slight, or causes injury, however slight, to student(s) and/or another person(s).

Adaptive Seat Device – tools that stabilize the disabled in an optimum position.

Alternate Contracting Officer Representative (ACOR) - An individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Actual Rider - A student who is authorized to ride a DoWEA transportation vehicle and does so on a given day.

Authorized Passengers - Individuals authorized to be transported under the contract, to include students, DoWEA officials, military/Host Nation police, security personnel, and others specifically authorized by the Contracting Officer or Contracting Officer’s Representative.

Child Safety Restraint System (CSRS) - A restraining device, conforming to Host Nation laws, used to supplement a seat belt to secure a child during transportation. The age or size of a child requiring such a device is normally defined by Host Nation law but generally applies to children less than twelve years of age, or who are smaller than 150 centimeters (60 inches) in height.

Commuting Area - A geographic area that determines a student’s eligibility for transportation.

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