26REJAPANSAA_PWS Draft.pdf

PERFORMANCE WORK STATEMENT(PWS)

Safety Aides and Attendants

Mainland Japan -DoDEA Pacific East District

Department of Defense Education Activity

4800 Mark Center Drive Alexandria, VA 22350

1. General Information and Scope of Work.

1.1 The Department of Defense Education Activity (DoDEA) is a Federally operated school system, responsible for planning, directing, coordinating, and managing pre-kindergarten through 12th grade educational programs on behalf of the Department of Defense (DOD). DoDEA is globally positioned, operating 181 accredited schools in 8 districts located in 12 foreign countries, 7 states, Guam, and Puerto Rico. DoDEA employs approximately 15,000 employees who serve more than 78,000 children of active-duty military and DOD civilian families.

DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

1.2 The purpose of the contract is to provide bus safety aide and attendant transportation services for special needs students, Sure Start students, and pre-kindergarten through grade 2 students attending DoDEA Pacific schools located within mainland 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

1.3 The contractor shall provide all personnel including bus safety aides, bus safety attendants, supervision, services, supplies, and/or equipment necessary to provide services for DoDEA students within mainland Japan. Contracted services must be compliant with all DoDEA and Host Nation requirements for student transportation.

1.4 This service may require specialized equipment including, but not limited to, special or adapted buses, lifts and ramps to provide transportation for students with disabilities. These services shall be in compliance with all of the Department of Defense and Host Nation requirements for student transportation. School buses will be provided by the government in support of this contract.

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

2. Objectives (Requirements).

2.1 Objective One (1). Bus Safety Attendants

2.1.1 The Contractor shall provide Safety Attendants for runs for Pre-Kindergarten through Second Grade as ordered by the COR and/or the local Student Transportation Office (STO). Federal or Host Nation law requires a second adult on the bus to assist students in certain grades. Attendants shall work closely with drivers, forming a professional, mutually supportive relationship. Safety Attendants operate independently of drivers and their presence on the bus does not relieve the driver of any responsibilities or duties specified within the school transportation contract. Drivers continue to be responsible for the bus’s safe operation.

The contractor shall perform bus safety attendant services between the hours of 0530 to 1600 Monday through Friday for approximately 183 days each school year. The estimated quantities of work are listed in Technical Exhibit 1A, Workload Estimates.

2.1.2 Safety Attendants Standards: Safety Attendants shall be over the age of 18 and ride in the passenger compartment with students. Safety Attendants shall communicate in English using positive words in a respectful tone to encourage safe student behavior and to intervene whenever there is a serious or life-threatening situation.

2.1.3 Task One: The Safety Attendant shall assist student passengers in boarding and disembarking safely, and in securely fastening seat belts, Child Safety Restraint System (CSRS), and/or specialized equipment when specified by the COR, the local STO, or Host Nation law.

2.1.4 Task Two: Ensure students disembark the vehicle at their proper stops and assist the driver in ensuring there are no passengers or student personal articles/items remaining in the vehicle at the end of the run. At the school, release students only to the school staff at the loading zone. During the school-to-home run, do not release certain younger students (as identified by the COR and/or the local STO IAW the installation’s Child Supervision Policy) from the vehicle without the parent or designated caregiver present to take charge of the child. In the event the parent or caregiver is not at the stop the Safety Attendant shall notify the Safety Attendant/Aide (SAA) Supervisor and/or Contract Manager, who shall notify the COR and/or local STO for instructions. The Safety Attendant shall wait for a response from the SAA Supervisor and/or Contract Manager and relay the message or instruction to the driver.

2.1.5 Task Three: Assist driver in reporting passenger misconduct on a School Bus Misbehavior Report (Technical Exhibit 2A, School Bus Student Misbehavior Report). Safety Attendants shall document any student misbehavior on the School Bus Misbehavior Report and submit to the SAA Supervisor and/or Contract Manager, who will then submit to the local STO.

2.1.6 Standards: Employ and adhere to all the General Requirements and additional standards specified in PWS 2.3 and 2.4.

2.2 Objective Two (2). Safety Aides

2.2.1 The Contractor shall provide Safety Aides for runs as ordered by the COR and/or the local STO to assist special needs students in entering and exiting the vehicle and riding safely. The primary responsibility of the Safety Aide is to ensure the safe transport of special needs students on special education vehicles or when assigned to assist a special needs student on a commuting run. Safety Aides shall work closely with drivers, forming a professional, mutually supportive relationship. Safety Aides operate independently of drivers and their presence on the bus does not relieve the driver of any responsibilities or duties specified within the school transportation contract. Drivers continue to be responsible for the bus’s safe operation.

The contractor shall perform Safety Aides services between the hours of 0530 to 1600 Monday through Friday for approximately 183 days each school year. The estimated quantities of work are listed in Technical Exhibit 1, Workload Estimates.

2.2.1.1 Safety Aides Standards: Safety Aides shall be over the age of 18 and ride in the passenger compartment with students. Aides shall communicate in English using positive words in a respectful tone to encourage safe student behavior and to intervene whenever there is a serious or life-threatening situation.

2.2.2 Task One: The Safety Aide shall assist Special Education (SPED) passengers in boarding and disembarking safely, and in securely fastening seat belts, Child Safety Restraint System (CSRS), and/or specialized equipment when specified by the COR, the local STO, or Federal/Host Nation laws.

2.2.3 Task Two: Ensure pre-school and Preschool Services for Children with Disabilities (PSCD) students disembark the vehicle at their proper stops and assist the driver in ensuring there are no passengers or student personal articles/items remaining in the vehicle at the end of the run. At the school, release students only to the school staff at the loading zone. During the school-to-home run, do not release certain younger students (as identified by the COR and/or the local STO IAW the installation’s Child Supervision Policy) from the vehicle without the parent or designated caregiver present to take charge of the child. In the event the parent or caregiver is not at the stop the Safety Aide shall notify the SAA Supervisor and/or Contract Manager, who shall notify the COR and/or the local STO for instructions. The Safety Aide shall wait for a response from the SAA Supervisor and/or Contract Manager and relay the message or instruction to the driver.

2.2.4 Task Three: Assist driver in reporting passenger misconduct on a School Bus Misbehavior Report (Technical Exhibit 2A, School Bus Student Misbehavior Report). The Contractor shall document any student misbehavior on the Student School Bus Misbehavior Report and submit to the SAA Supervisor and/or Contract Manage, who will then submit to the COR and/or local STO.

2.2.5 Standards: Employ and adhere to all the General Requirements and additional standards specified in PWS 2.3 and 2.4.

2.2.6 Task Four: The contractor shall provide safety aides in support of the DoDEA Pacific Extended School Year (ESY) program. The ESY program provides additional educational services at the conclusion of the normal school year for special needs students. This program generally occurs between the months of June and July for a total of 25 school days.

This service is only required when there are students enrolled in the ESY program. If there are no students enrolled, the ESY program will not be scheduled.

The COR and/or the local STO will notify the contractor at least 10 days in days in advance of scheduling personnel for this support.

2.2.7 The ESY program generally occurs between the hours of 0700 through 1200 during the months of June and July for a total of 25 school days. The workload history (historical data) is listed in Technical Exhibit 1B, ESY Workload Estimate.

2.3 General Requirements: The following general tasks and standards apply to all the Objectives (Requirements), above in this section.

2.3.1 Program Management.

2.3.1.1 Contract Manager(s): The Contractor shall appoint a Primary and/or Alternate Contract Manager and Safety Attendant/Aide (SAA) Supervisor (for each location) who shall be responsible for the performance of work.

The Contractor shall submit to the COR the “Manager/Alternate and Safety Attendant/Aide Supervisor Designation Report” within five (5) business days of contract award or as changes in personnel occur.

2.3.1.1.1 The Contract Manager and/or Alternate(s) and SAA Supervisor shall have full authority to act for the contractor on all matters relating to daily operations of this contract.

2.3.1.1.2 The KO, COR, or the local STO must be able to contact either the Primary and/or Alternate Contract Manager and SAA Supervisor at any time, 24 hours a day, regarding emergencies, severe weather notification, or other similar urgent non-routine matters.

2.3.1.1.3 The Contract Manager and/or Alternate Manager and SAA Supervisor shall be at the scene of an accident or other emergencies within 60 minutes of notification.

2.3.1.1.4 The Contract Manager and/or Alternate Manager and SAA Supervisor shall be located within 100 miles of the servicing location and must be able to attend face-to-face meetings as required.

2.3.1.2 The Contract Manager and/or Alternate Manager and SAA Supervisor shall provide a Contract Personnel Report to the COR and/or local STO within 30 days of contract award, each option period, or as personnel changes occur. This report shall list all personnel performing duties under this contract by name, position and proof of their required certifications.

2.3.1.3 The Contract Manager and/or Alternate Manager and SAA Supervisor shall provide weekly Student Ridership Count to the COR and/or local STO at the end of each week or 1st days of the week after. The Contractor will use the S004 Tracking Report provided by the local STO.

2.3.1.4 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.

2.3.1.5 Unscheduled School Day Schedule Changes: The Contractor shall have Attendants and Aides ready for services within two (2) hours of notification by the COR and/or local STO.

2.3.1.6 Unscheduled School Day Cancelation: The Government will notify the Contract Manager and/or Alternate and SAA Supervisor in the event there is an unexpected School Day Cancelation within six (6) hours of the start of the first run of the canceled school day.

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

2.3.1.8 If the Government notifies the contractor at least six (6) hours, but no more than 24 hours before the first run of the canceled day, then the contractor will receive 50% consideration for the run/s not required.

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

2.3.1.10 Student Passenger Management: Check student school bus pass and/or student bus assignment roster to ensure only authorized student passengers board the school bus as specified or directed by the COR and/or the local STO. May be required to assist in developing and administering a seating plan for assigned bus.

2.3.1.11 Safety Attendants and Safety Aides shall participate in school safety and evacuation training drills. Typically, two drills occur throughout the school year.

2.3.1.12 First Aid Kits. Safety Attendants and Safety Aides shall be familiar with the use and application of its contents.

First Aid Kits will contain the following but not limited to; compress bandages, adhesive tape, Band- Aids and clear topical antiseptic or an antiseptic which does not stain.

2.3.1.13 Blood-borne Pathogen, Body Fluid Kits & Vomit Bag. Safety Attendants and Safety Aides shall be familiar with the use and application of its contents. Kits will aid in cleaning up spills and protect individuals from exposure to possible blood-borne pathogens.

2.3.1.14 Bioenvironmental and Hazardous Material Handling. The contractor shall comply with all Host Nation and U.S. Government regulations regarding the proper handling and disposing of bioenvironmental and hazardous materials. Bioenvironmental and hazardous materials include but are not limited to bodily fluids and waste.

2.3.2 Training

2.3.2.1 Safety Attendants and Safety Aides Training Requirements: Contractor personnel shall accomplish the following minimum training requirements annually prior to the first day of each new school year.

2.3.2.2 The contractor shall document and/or provide certification of personnel completion of training initially not later than 10 days before the first day of each new school year.

Requirement Narrative Module Block (Hours)

Anti-Terrorism Level l 2.5 Hours Cardiopulmonary Resuscitation 8.0 Hours (Initial and Bi-Annual) Cardiopulmonary Resuscitation 4.0 Hours (Annual Refresher) First Aid and Blood Borne Pathogens 4.0 Hours

Epinephrine Auto-Injector (EpiPen) 1.0 Hours Allergic Asthma Awareness 1.0 Hours School Safety Training 1.0 hours (Bi-Annually)

2.3.2.3 Anti-Terrorism Level l: The instructor may be a military AT/FP Official (OSI, CID, NCIS, etc.) or a DoDEA Pacific employee with AT Level II certification or online at https://atlevel1.dtic.mil/at/. The Government will provide contractor with point of contact for local trainer.

2.3.2.4 Cardiopulmonary Resuscitation (CPR): The instructor is a certified American Heart Association (AHA) or American Red Cross (ARC) member. There are many resources available within the military communities to contact and coordinate this vital training requirement. First responders such as fire department and hospital personnel and the ARC are viable sources. Eight hours of training is required for initial certification and four hours for re-certification.

2.3.2.5 First Aid and Blood Borne Pathogens: This training is required every two years. There are many resources available through the military communities.

2.3.2.6 Epinephrine Auto-Injector: This training is required annually to familiarize contract personnel on the protocols for Anaphylaxis and the use of an EpiPen auto-injector. The instructor is a certified AHA or ARC member.

There are many resources available within the military community to contact and coordinate this vital training requirement.

2.3.2.7 Allergic Asthma Awareness: This training is required annually to familiarize contract personnel on Anaphylaxis. Anaphylaxis is an allergic reaction that may be triggered by asthma, an insect bite, and/or a drug food allergy. There are many resources available within the military community to contract and coordinate this vital training requirement.

2.3.2.8 School Bus Safety and Evacuation Training: This bi-annual training is required to familiarize contract personnel on school bus emergency and evacuation procedures. This training will be provided by the local STO in conjunction with students and school officials.

2.3.3 Zero Tolerance Weapons Policy

2.4 Specific Requirements for Bus Safety Attendant and Aide Services (Applies to Objectives 1 and 2).

2.4.1 When the CO or COR authorizes an adult to ride on a bus route, the COR and/or the local STO will provide the adult’s identity to the Contract Manager/Alternate and SAA Supervisor two (2) hours prior to the start of the run.

2.4.2 The Contractor shall not move passengers from one vehicle to another during a run, except when utilizing a replacement vehicle or when instructed to do so by the COR and/or the local STO. In the event of an accident or incident, assess each passenger for injuries and provide first aid and/or Cardiopulmonary Resuscitation (CPR) to passengers as required until either emergency rescue personnel arrive on the scene; and take control of the situation until the vehicle reaches a medical facility.

2.4.3 Correct unsafe actions by students, especially to prevent an accident or injury, and to assist the driver, if behavior interferes with the driver's ability to operate the bus safely. When student behavior cannot be controlled, Safety Attendant or Aide shall advise driver to safely stop the school bus on the side of the road.

Safety Attendant or Aide shall notify the SAA Supervisor, who shall notify the COR and/or local STO for instruction. The Safety Attendant or Aide will inform the driver of the message and instruction received from the COR and/or local STO.

2.4.4 Accidents or Incidents. If an accident or incident occurs, the Safety Attendant or Aide, shall check each passenger for injuries, and shall provide first aid and/or call for medical assistance immediately after the accident or incident. The Safety Attendant or Aide shall notify the Contract Manager/Alternate and SAA Supervisor of the accident or incident within 10 minutes of occurrence. The Contract Manager/Alternate and SAA Supervisor shall notify the COR and/or local STO within five (5) minutes of notification. The Contractor shall provide telephonic updates to the COR and/or the local STO at least every 30 minutes thereafter until the accident scene is clear and service starts again. Per Japan Host Nation law, children may leave the accident scene, adults are not authorized to leave the accident scene unless Emergency (Police or Medical) personnel release them to do so. A replacement Safety Attendant or Aide must be provided to continue services.

Procedures to report a Serious Emergency during the run are below.

2.4.5 Accident. An accident is an event in which a contractor- operated 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 other person(s). Examples of accidents include but are not limited to:

2.4.5.1 Collision with another vehicle.

2.4.5.2 Hitting a pedestrian, cyclist, or large animal.

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

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

2.4.5.5 Equipment malfunction or mechanical

2.4.5.6 breakdown that results in injuries to those on board.

2.4.6 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:

2.4.6.1 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.

2.4.6.2 Security problems (e.g. student transportation vehicle is being followed by suspicious vehicles;

strangers approaching students at the bus stop or on/around school grounds; strangers questioning the driver or students about routes, schedules or passengers; bomb threats, etc.)

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

2.4.6.4 Confiscate toy weapons/prohibited items while on the bus, escort the student to the principal’s office, report the incident, and turn-in confiscated items to the principal. Prepare and submit student misbehavior report.

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

2.4.7 Respond to a Serious Emergency during the Run. In a serious emergency as identified below, the driver, or if he/she is incapacitated, the safety attendant or aide, if one is assigned, shall immediately contact Emergency Services and subsequently contact the Contract Manager/Alternate and SAA Supervisor, who shall immediately contact the COR and/or the local STO.

2.4.7.1 Hijacking of the school vehicle or hostage-taking of a student passenger(s).

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

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

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

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

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

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

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

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

2.4.8 Accident or Incident Reporting. The Contractor shall comply with the following procedures in the event of an accident or incident, providing the COR and/or the local STO 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. The written report shall include at a minimum:

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

2.4.8.2 The location of the accident or incident.

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

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

2.4.8.5 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.

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

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

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

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

2.4.8.10 If any Contractor employee is discovered and suspected of having a communicable disease that may result in an epidemic/pandemic, the contractor shall follow Center for Disease Control (CDC) and DoDEA guidelines for quarantine, disinfecting, and continued work performance.

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

3 Constraints.

3.1 Security

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

3.1.2 Contractor personnel who require routine physical access to a Federally controlled facility or military installation shall complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. Training can be accessed at https://jko.jten.mil/courses/atl1/launch.html and certificates of completion shall be provided to the COR and/or the local STO.

3.2 Safety

3.2.1 Loading/Unloading at a Stop. The Safety Attendant or Aide will assist the student in boarding and disembarking from the bus.

3.2.2 Student Misconduct. The Safety Attendant or Aide shall advise the school bus driver to stop the school bus as soon as practical in cases of serious misconduct i.e. assault, fighting and vandalism. The Contractor may contact the nearest U.S. Military or civilian police station if assistance is required. Then the Safety Attendant or Aide shall immediately notify the Contract Manager/Alternate and SAA Supervisor who shall contact the COR and/or local for instructions. The Safety Attendant or Aide shall inform the school bus driver of the response message or instruction.

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

3.3.1 Contractor staff shall be over the age of 18 and be able to communicate in English sufficiently to converse with student passengers, parents, COR, STO, and school officials.

3.3.2 Safety attendants and aides shall have current first aid and CPR certifications by receiving training in American Red Cross First Aid. The certifications shall be no more than three (3) years old and shall be made available for review upon request by the COR and/or the local STO.

3.3.3 All safety attendants, safety aides, SAA Supervisor, and Contract Manager/Alternate 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.

3.3.4 Contractor personnel shall be properly attired and present a neat and clean appearance. Safety attendants and aides shall wear a nametag or display any identification badge(s) in a visible location.

3.3.5 The contractor agrees that inappropriate conduct shall not be tolerated and may be grounds for suspension or dismissal of a contractor employee from performance under this contract in addition to any remedy taken.

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

3.3.5.2 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.

3.3.5.3 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.

3.3.5.4 Shall not use tobacco products to include vaping, 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.

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

3.3.5.6 Shall not play music tapes, CDs, or videos unless approved by the COR and/or the local STO.

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

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

3.3.5.9 If working in a DoDEA sanctioned program involving children under the age of 18, per Public Law No 101-647, Section 231, Pub. L. No. 102- 190, Section 1094, and DoDI 1402.05, childcare checks must also be completed.

3.3.6 In accordance 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. In accordance with section 20351 of Title 34, Crime Control and Law Enforcement, United States Code. DoD Contactors must complete a Tier 1 Investigation with State Criminal History Repository (SCHR) checks formerly known as: Child Care National Agency Check and Inquiries, 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 within the last 5 years.

Results of an advanced FBI fingerprint check must be provided before completion of the full Tier 1

Investigation.

3.3.7 If applicable, the government will initiate, process, and make any adjudicative determinations for contractors working on a DoDEA contract that are US citizens or Foreign Nationals that have resided in the US for three years or more.

3.3.8 When permitted by the host government, foreign government checks of individuals serving on DoD installations overseas must be requested directly by the employing Military Service or agency in accordance with Volume 1231 of the DoDD 1400.25, as an alternative, DoD Components may request that overseas Military Service investigative elements obtain appropriate host-government checks and accept such checks if they are comparable to those required by section 20351 of Title 34, Crime Control and Law Enforcement. Where it is not possible to obtain criminal history checks comparable to those required by section 20351 of Title 34, foreign nationals will not be eligible for employment in childcare services.

3.3.9 The COR and/or the local STO is responsible for obtaining and submitting the required background processing packages to DoDEA Security Management Division (SMD) to be processed. The processing timeline for completed childcare checks could be 120 days or more for completion by Defense Counterintelligence and Security Agency (DCSA). The adjudication and final determination will occur after the investigative results have been received by DoDEA SMD for action.

Required documents to initiate processing are:

SMD – Contractor Background Request Form (NIP) DD Form 2981, Basic Criminal History and Statement of Admission

DD 3058 IRC (Installation Records Check)

DoDEA IRC/FAP (Family Advocacy Program Check)

Consent Form OF 306 Declaration for Federal Employment

*Service Specific forms may be required, Army ASAP (DD 5018-R)

3.3.10 DoDEA SMD will the request Personnel Security Investigations Center of Excellence (PSI-CoE) initiate a Tier 1 Investigation, SCHR checks using code “8” or position code “H” and provide further instruction on requirements to obtain FBI fingerprint Special Agreement Check (SAC) with SCHR (State Criminal History Repository). No person, regardless of circumstances, will be approved to provide childcare services if the background check results disclose any of the following criteria:

3.3.10.1 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.

3.3.10.2 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.

3.3.10.3 Individuals permitted to perform duties solely under Line-of-Sight Supervision (LOSS) must be marked conspicuously by means of distinctive clothing, badges, wristbands, or other visible and apparent markings visible from a distance. Conspicuous postings or printed information must communicate the purpose of such markings to staff, customers, parents, and guardians.

3.3.10.4 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 DoD-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 re-verifications, as required by this issuance.

3.3.10.5 The contractor’s LOSS supervisor must have:

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

b. Complied with the periodic re-verification requirements for a recurring criminal history background check, as required.

c. Not previously exhibited reckless disregard for an obligation to supervise a contractor.

3.3.10.6 DoD contractors are required to self-report any disqualifying information as soon as it occurs to the COR or the local STO and will report the information to DoDEA 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 verification every five years. If derogatory information surfaces within the 5 years before the re-verification, 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.

3.3.10.7 Installation Entry Passes Background Checks.

As part of the requirement for contractor personnel to gain access to the installation a background check will be conducted by military officials. Because this contract requires unsupervised contact with students and/or unescorted access to school facilities, contracted employees will go through a rigorous background check. All allegations, arrests and/or convictions discovered will be scrutinized and may be caused to deny access.

3.3.10.7.1 The Government will issue all required installation entry passes to Contractor employees who have successfully cleared the military’s background check at no cost to the Contractor. Installation entry passes shall only be used in performance of duties under this contract.

3.3.10.8 Force Protection.

Installation Access under Different Force Protection Conditions for Contractor Personnel. Installation access requirements may change without notice based on various threat-based scenarios as dictated by the installation commander. The COR and/or the local STO, in concert with the DoDEA Force Protection Officer, will advise the contractor of any noted access changes. In the event of a change in the security environment, security threats increase, the Government may require:

a. The Contractor to implement alternate runs or schedules.

b. Inspection of Contractor-operated vehicles and/or parking areas by U.S. military or federal security personnel.

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

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

e. Installation Access under Different Force Protection Conditions for Contractor Personnel. Installation access requirements may change without notice based on various threat-based scenarios as dictated by the Installation Commander. The COR or the local STO, in concert with the DoDEA Pacific Region Force Protection Officer, will advise the Contractor of any noted access changes.

3.3.11 Maintain the most current background checks on file and shall make them available to the COR and/or the local STO upon request.

3.3.12 Criminal Offenses: The Contractor shall not hire anyone with a criminal record to perform under this contract.

The Contractor shall immediately inform the COR and/or the local STO 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.

3.3.12.1 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 enumerated below:

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

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

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

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

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

f. 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.

3.3.12.2 The Contractor shall immediately inform the COR and/or the local STO 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.

4. Government Furnished Property and Facilities.

4.1 The Government will provide usage of a shared facility, telephones, office furniture, and utilities to accommodate the Contractor employees at the Mainland Japan locations. The Government will also provide a parking facility at Japan locations where buses are be kept and parked. The Contractor shall report any Government furnished items/equipment needing repair or replacement to the COR or the local STO. General office supplies will be provided by the contractor.

4.2 The Government will provide the contractor the following:

Item Name/Model Quantity

Office Telephone 1 EA Chair 1 EA Desk Workstation 1 EA

4.3 Computer and Internet Agreement. The Contract Manager/Alternate and SAA Supervisor shall be provided access to DoDEA network. Contractor employees shall be required to sign DoDEA Form 6600.1- F1 (DoDEA Computer and Internet Access Agreement for Employees, Contractors, and Volunteers) and apply for a Computer Access Card (CAC) prior to gaining access to DoDEA’s information technology resources. This includes connecting to a DoDEA network in order to obtain access to the Internet. No user’s account will be assigned to a Contractor unless DoDEA Form 6600.1-F1 has been signed and on file. A record of the signed agreement shall be maintained by the Contractor and a copy shall be provided to the COR and/or the local STO.

4.4 The contractor shall not make any alterations to government furnished facilities without specific written permission from the COR and/or the local STO. The contractor shall return all facilities/space to the Government in the same condition as received, fair wear and tear and approved modification excepted.

4.5 The contractor shall only use the facility in the performance of the contract.

4.6 The facilities are not guaranteed for the life of the contract and is subject to change depending on the Government’s mission or space availability. Should there be a change, the Government will provide to the contractor a minimum of one month notification in the event the contractor must be moved to another location/space.

4.7 The Government will provide necessary keys and locks to safeguard government property.

4.8 Contractor shall properly clean and maintain government furnished property, equipment, and grounds.

4.9 Equipment or property used in support of the PWS shall be left and secured on the bus at the end of the day.

4.10 All debris and waste generated from the workday will be placed at the designated location in accordance with separation and disposal procedures as instructed by the COR and/or the local STO or site supervisor.

5 Deliverables

5.1 Service Contract Reporting (SCR) The Contractor shall report all its labor hours (including subcontractor labor hours) required to perform the services provided under this Indefinite Delivery/Indefinite Quantity contracts’ task orders in the System for Award Management (SAM), https://sam.gov. Reporting on all task orders shall be for labor executed during each fiscal year’s period of performance (Oct 01 – Sep 30). Instructions on reporting are found at: https://dodprocurementtoolbox.com/site-pages/service-contract- reporting-scr.

Additional guidance such as quick start guides, informational videos, and frequently asked questions, go to https://sam.gov and search the “HELP” section. Should you have issues using SAM, please contact the Federal Service at https://ww.fsd.gov.

5.2 Deliverables – See table below.

Description Frequency Delivery To Method PWS Reference

Student Ridership Count Report

Weekly Local STO *Electronically 2.3.1.3

Student School Bus Misbehavior Report

As required Local STO *Electronically 2.1.5 & 2.2.4

Contract Manager, Alternate Manager, Safety Attendant/Aide Supervisor Designation Report

Within 5 days of contract award or as changes in personnel occur

COR and/or local

STO

*Electronically 2.3.1.1

Contract Personnel Report

Within 30 days of Award and each Option year, or changes in changes in personnel occur

COR and/or Local

STO

*Electronically 2.3.1.2

Criminal Background Check Report

Upon request COR and/or local

STO

*Electronically 3.3.1.1

Employee Training Report

Annually, 10 days before start of each school year

COR and Local

STO

*Electronically 2.3.2.2

Contractor Quality Control Plan

Within 30-days after Award

COR *Electronically 7.4

Accident/Incident Report Per occurrence COR and/or local

STO

*Electronically 2.4.9

6 Acronyms and Definitions. 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 other 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 DoDEA transportation vehicle and does so on a given day.

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

Career Practicum (CP) - A job education program requiring curricular transportation services on the military installation.

Child Safety Restraint System (CSRS) - A restraining device, conforming to State and Federal laws, used to supplement a seat belt to secure a child during transportation. The age or size of a child requiring such device is normally defined by State and Federal 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) DA Form 5479-R - A formal, written documentation used to document unsatisfactory Contractor performance. The CDR requires the Contractor to explain, in writing, why performance is unsatisfactory; how performance shall be returned to satisfactory levels, and how recurrence of the problem shall be prevented in the future. Final ruling/decision shall be made by the Contracting Officer.

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

Contracting Officer (KO) – A government official with warranted authority to obligate the government by entering, modifying, and terminating government contracts, and making related determinations, findings, and Contracting Officer’s Final Decisions (COFD). The KO appoints Contracting Officer Representatives (COR), to include Contracting Officer Technical Representatives (COTR), in writing, with specified duties to assist administering the contract.

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

Contractor - A commercial activity that provides school transportation services IAW this Performance Work Statement

(PWS).

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

Day – Day consists of runs between the first stop on the first run of the day and the last stop on the last run of the day. The route schedules determine the exact service hours and number of runs.

Danger Zone - The area around a student transportation vehicle at a stop where most student injuries occur. It is an area 6 feet to both sides of the vehicle and 10 feet in front of the vehicle. Particular care is required when a bus stop has less than 6 feet clearance between the road edge and the designated waiting area. The most critical areas are immediately to the front of the student transportation vehicle and at the right rear.

Department of Defense Education Activity (DoDEA) - An agency of the U.S. Department of Defense responsible for the operation of schools for eligible children of Government authorized personnel.

District Transportation Supervisor (DTS) – An employee within DoDEA who possesses supervisory authority over a given area of responsibility for student transportation operations.

Duress – A situation involving control of the student transportation vehicle being taken over by someone other than the driver or Safety Aide, or similar serious incident that places the student transportation vehicle and its passengers in a critical, life-threatening situation.

Epidemic – A widespread occurrence of an infectious disease in a community.

Improvised Explosive Devices (IED) - Those devices placed or fabricated in an improvised manner incorporating destructive, lethal, noxious, pyrotechnic or incendiary chemicals, designed to destroy, disfigure, distract, or harass.

Incidents - Any events that occur on/around the school loading/unloading zone or during school transportation services that have an adverse effect on either the performance of this contract or passengers.

Installation Access Control Office (IACO) – The security office on the military Installation where contractor base passes are requested, processed, and issued.

Non-Service Day – This is a day on which no Student Transportation Services are required. The COR or the local STO will identify such days. School make-up days are not non-service days.

Pandemic – A disease prevalent over a whole country or the world.

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

Quality Control - Those actions taken by the Contractor to control the performance of services so that the requirements of the contract are met.

Quality Control Plan - The contractor's system for controlling quality of performance to ensure quality services are provided to the government in accordance with the contract’s terms and conditions.

Registered Rider - A student who is authorized to ride a DoDEA transportation vehicle but who may choose not to ride on a given day.

Route - A route consists of one or more runs, scheduled in one day. Typically, a route consists of a run to the school in the morning and a run to the Commuting Area in the afternoon.

Run – Below are the types of runs:

- Daily Commute/Special Needs Runs either originate in the Commuting Area and terminate at the school or originate at the school and terminate in the Commuting Area. Runs are required Monday through Friday between 0600 and 1600 hours. Special Needs and Pre-K to 2nd Grade runs may require curb-to-curb service as identified by the COR or the local STO.

Safety Aide – Are adults with special training that equips them to supervise or assist students with disabilities or special needs identified in the IEP and special instructions provided by the COR or the local STO and IAW PWS requirements.

Safety Attendant – (Provisional), Are adults that supervise and assist Kindergarten through Grade Two (2) students in entering and exiting the vehicle and riding safely IAW PWS requirements.

Safety Attendant/Aide (SAA) Supervisor - A person who is responsible for contract performance on behalf of the contractor at the site location and shall be designated in writing to the Contracting Officer (KO).

School Bus Student Misbehavior Report - Identifies the student behavior standards on or around school buses and is used to identify and document violations of…