PWS FAA Transport Services 5.5.25_DRAFT.pdf

FEDERAL AVIATION ADMINISTRATION

ACADEMY TRANSPORTATION SERVICES

PERFORMANCE WORK STATEMENT (PWS)

PERFORMANCE WORK STATEMENT (PWS)

FAA Academy Transportation Services

5 May 2025

PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

The FAA Academy provides transportation services to/from specific lodging properties and the Mike Monroney Aeronautical Center (MMAC) for students attending training at the Center. The intent of these services is to obtain satisfactory transportation services that fulfill the requirements of the FAA Academy Training Services Support Division (AMA-020).

The mission of the Federal Aviation Administration (FAA) Academy is to provide quality, cost-effective learning solutions to develop a highly skilled workforce for the FAA and the global community. To fulfill our mission, the Academy provides technical training and develops/conducts training courses; maintains and manages the FAA’s distance learning systems; and provides training program management and consultation services. Working in support of the overall FAA mission, we are constantly striving to be the leader in aerospace learning solutions and the best aviation training organization globally.

2.0 SCOPE OF WORK

The contractor must provide all equipment, personnel, services, and incidentals required to furnish local transportation services to and from the Mike Monroney Aeronautical Center (MMAC), 6500 Mike Monroney Boulevard, Oklahoma City, OK 73169. Transportation Services are for Academy students and federal personnel conducting official business while temporarily residing in the local Oklahoma City area.

The FAA requires the contractor to facilitate a day shift and an evening shift by running three routes for the day shift and two routes for the evening shift. The day routes have three trips each for a total of nine trips. The evening routes have one trip each for a total of two trips. Each trip has multiple stops. At minimum, the contractor shall use a 22-seat vehicle for the routes; however, if available, the contractor is encouraged to use a larger vehicle, which would eliminate the need for overflow transportation. If overflow transportation is needed, an appropriately sized vehicle is to be used at a reduced rate. The vendor may provide smaller vans for On-Demand transports.

Initial transportation routes will be provided with arrival/departure times. The contractor will provide pick-up and drop-off times for each stop on each route, providing students with on-time class arrivals (route times must allow for enough time to dispatch overflow transportation). Transportation services will be required Monday through Friday with service routes for day and evening classes. This excludes federally established holidays.

Transportation services are required to/from several specific lodging properties and the Mike Monroney Aeronautical Center (MMAC) for numerous students attending training at the Center Monday-Friday. Class times during the day are 0700 to 1530, and during the evenings are 1530 to 2400. Routes and Lodging Providers are subject to change based on location and need. Changes within routes are at no additional cost to the government and within twenty (30) miles of the Center. The FAA has the authority to add or subtract Routes or STOPs as necessary in accordance with the mission by a verbal agreement from the Contracting Officer (CO)/Contracting Officer Representative (COR), followed by a written modification to the contract. If additional routes are needed, the FAA may host negotiations for vendor discussions. Vehicles will be ready for student passengers to load between 5:50 am and 6:10 a.m. Central Time (negotiable based on the contractor's proposed schedule).

The contractor driver must inspect and ensure that each passenger boards with proper credentials: either an FAA Welcome/New Hire Letter and photo ID; a Personal Identity Verification (PIV) Badge; Official Travel Orders and photo ID; or a Temporary Student ID Badge. Only passengers with the appropriate credentials identified above will be allowed transportation services. Upon daily boarding, the contractor driver captures all riders to complete each daily route/stop and submits them to the FAA COR weekly and as needed.

The information captured will include the Date, Time, Route, and number of students for each.

2.0 ON DEMAND TRANSPORT TYPES

The vendor shall provide On Demand Transports of the following types. All calls will come from Student Services (405) 954-3923 personnel only, not the student. The contractor must dispatch appropriately sized (contractor’s decision) vehicles per the call. The contractor must always load or unload students in a safe and well-lit location at the loading points provided to the FAA. When loading points are unavailable, the student is to be dropped at the entrance nearest the destination.

On Demand Transports will be invoiced at a set rate depending on the trips per month.

Invoice will be billed at two different rates. The first rate will be for trips from one (1) up to eight (8) per month. The second rate will be for trips of nine (9) or more per month. On Call Transports must arrive for the student pickup within 45 minutes of receiving the call from Student Services.

2.1 ON CALL Transport

Impromptu (as needed) transportation service will be required as needed to transport students from the MMAC to different metropolitan locations. A second On Call transport vehicle will be dispatched for pickup as requested and must arrive within 45 minutes of the return phone request.

2.2 Out Processing Transport

Performance Assessment (PA) Out Processing Transportation will be requested as needed to transport a student(s) from the MMAC to their place of temporary lodging on their final day of employment. PA Out Processing transports shall arrive within 45 minutes after receiving an official call from Student Services personnel.

2.3 Overflow Transportation

If the transport vehicle for the daily routes becomes full, overflow transportation may be provided to transport authorized passengers/students between various stops on the Transportation Schedule and the MMAC. The contractor/driver will have the authority to request overflow transportation utilizing the smallest seating capacity needed.

Additional vehicles will each be charged at the Overflow rate on all routes.

4.0 FAA MMAC Organization Transportation

Supplemental transportation, referred to as Rental Services, may also be ordered under this contract. All supplemental “Rental type transportation” services will be conducted separately from the FAA Academy operation with separate funding. This contract will provide a separate line item priced at a fixed hourly, daily, and weekly rate. The government will provide its specific transportation requirements for estimates, at a minimum, 24 hours before the need.

The COR (FAA) will contact the contractor via phone or email to initiate a Rental estimate request. The contractor must respond electronically, first with an initial Estimate within 24 hours, followed by a more detailed Confirmation of Services. The Confirmation of Services will provide the cost estimate/quote with all the details provided by the FAA at the time of the request, such as the event title, date, time, location, and additional specifics: pick-up and departure pick-up location and time. (Note: Specific itinerary is not always available at the time of request and is subject to change.)

The contractor shall provide the Rental Services without disrupting or delaying the students' class arrivals and departures.

5.0 Phase-In/Phase-Out Requirement In Accordance With the PWS (Not Separately

Priced)

A Phase-In period is required and is estimated to be thirty (30) calendar days. This Phase-In period should be addressed within the technical portion of the contractor’s submittal. The contractor must begin familiarizing employees with required procedures not more than fourteen (14) days before the effective contract starting date. The Phase-in is provided to accomplish the following tasks, which will assist in maintaining high quality during the transition period.

a) Submit required security forms and data for all drivers and pertinent personnel for required background investigations. A 3–6-week approval time is required for every driver. Include additional drivers in the background check process in the event the first choice does not clear the investigation.

b) Familiarize drivers with security requirements to board the motor coach.

c) Familiarize drivers with route information, emphasizing timeliness and transitioning of evening classes.

d) Familiarize drivers with MMAC Campus.

Likewise, a Phase-Out period may be required for up to thirty (30) calendar days. The contractor is required to address the Phase-Out period within the technical portion of the contractor’s submittal.

Phase-In and Phase-Out efforts must not be separately priced.

5.1 The Phase-In plan must cover the following:

Details how the contractor will minimize disruption and start-up requirements.

Considers security limitations.

Includes coordinating with the current transportation contractor.

Considers any other special considerations of the prospective provider.

This plan will be ready to implement after the contract award and must address the offerors’ proposed plan for conducting the transition of operations from the incumbent contractor.

The Phase-In plan will clearly outline the steps, processes, and tasks the contract will take to ensure a timely and effective transition. The Phase-In plan must address, as a minimum, the following:

a) Overall timelines outlining the 30-day Phase-In process.

b) Mechanism(s) used to ramp up to required staffing levels, meeting specific qualifications, and education requirements.

c) Number and position title(s) of all personnel known at the time the proposal was submitted to the Government.

d) Methods to be used to identify and transfer management of present tasks or requirements status without interruption or loss of quality.

e) Designated person(s) to respond quickly and identify solutions based on unanticipated problems arising during the transition period.

f) Government equipment inventory and inspection of public facilities to be used by the contractor.

g) Required safety and security training as specified in the contract (must be completed within the 30-day transition period)

5.2 The Phase-Out plan must cover the following:

At the conclusion of any performance period, including any option periods or extensions, the services provided under this contract may revert to an in-house Government operation or be awarded to another contractor. The contractor will be required to assist in transition activities identified by CO and COR.

6.0 General Requirement

The contractor shall be responsible for maintaining and repairing the vehicles under this contract to ensure that they always operate safely, according to Department of Transportation standards.

The age of the vehicles shall not exceed eleven (11) years through the contract period of performance. All transportation vehicles must be equipped with heating and air conditioning systems in good operating condition. The interior of all vehicles must be sanitary and meet the comfort standards of similar equipment providing transportation to the public.

In the event of an accident during the performance of this contract, the COR or CO is expected to be notified by email or phone on the day of the accident. A full and complete accident report must be submitted to the COR within 72 hours of the event.

All vehicle operators must inspect vehicles for any articles left by passengers. Any article discovered by the vehicle operator must be turned in to the Student Services staff.

This is a non-personal services contract. The government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the government.

Vehicles must be clearly identified by professionally lettered insignia with no less than 6-inch lettering that reads “FAA ACADEMY” and displays the appropriate route number. Such identification must be displayed in the identification window on the front of each vehicle.

Similarly, signs (magnetic or otherwise) must be displayed on both sides of the vehicle. If the front window display blocks the driver’s view, the signage will be allowed on both sides of the vehicles. Every effort to put the signage somewhere on the dashboard must be made so it is visible to oncoming traffic, security guards, and standing students.

All FAA identification signs/markings must be removed or covered any time a transportation vehicle is not being used for FAA purposes. The following should be prominently displayed for the visibility of all passengers.

1. A color-coded map identifying the correct route for regularly scheduled trips.

2. Signage that lists the proper required identification (i.e., Federal Photo ID) must be displayed at the entrance of all vehicles.

3. “NO SMOKING” signs.

Additional signage may be necessary in accordance with Centers for Disease Control (CDC) guidelines for public transportation.

Each vehicle must be equipped with mobile/cell phones in working condition to always allow instant communication between the driver and the contractor’s dispatch office.

Additional Contractor's responsibility: The contractor provides personnel who meet or exceed established standards to effectively perform the services required herein. The personnel shall be licensed, qualified, experienced, and demonstrate the capability of performing the services with minimal supervision or government oversight.

Drivers’ Responsibility: All drivers must wear a company logo shirt or uniform. Shirts must bear a badge or monogram with the contractor’s business name or logo, and the driver’s name must be labeled on the left side of the chest. In addition, FAA badge security identification must be displayed on the front of their person. The proper location of the badge is to be worn below the neck and above the waist.

In response to On Demand Transports, smaller vehicles with minimum seating may be used with the contractor’s professional vehicle signage properly displayed, and the driver must be dressed in accordance with the paragraph above.

Managerial Operations: The contractor must skillfully and professionally manage the total work effort required herein to ensure satisfactory and timely completion of these services. This effort includes a full range of management duties, including, but not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control. The government does not consider the removal or dismissal of employees who are not fully able to perform the normally assigned duties or who violate any security or health requirement as a relief to the contractor for the fully required performance.

Contingencies: It is the contractor's responsibility to ensure they have enough badged drivers and operational vehicles to fulfill the needs of this contract. The contractor must consider the three (3) to six (6) week timeframe necessary for background checks and processing of each badge event. The contractor must provide contingencies for absent employees during their regular work hours and have a suitable replacement for the absentee employee.

Vehicle Performance: All vehicles providing service in the performance of this contract must be subject to a walk-through inspection and acceptance by the CO, COR, or their authorized representative before being placed into service under this contract. In addition, all vehicles may be subject to periodic scheduled and unscheduled inspections to determine their compliance with applicable laws, regulations, and conditions contained herein. Upon request, the contractor must provide inspection and maintenance reports to the CO or COR on all vehicles used for the FAA Academy transportation service.

The daily inbound and outbound vehicles to the MMAC are on a continuous loop Monday through Friday, excluding federal holidays. The contractor will check the MMAC status line,

(405) 954-0040, daily before beginning each morning route and call again for each evening route to ensure the center is open for business and the classes have not been rescheduled.

Upon notification from the CO, COR, and AMA Management, the contractor must provide transportation services to accommodate any temporary schedule change, such as an early departure.

After the contractor is notified of a route change, they must furnish the revised pick-up times/safe locations (keep lighting in mind for evening drop-off) to the CO and COR within two (2) business days, and the MMAC Transportation Schedule will be updated appropriately.

The contractor will ensure students arrive at the center for their required class(es) on time and will provide (timely) any additional vehicle(s) needed for an overflow situation. The contractor’s driver will notify any students unable to board their vehicle with a prewritten notice (the driver will date and sign) that another transport is on the way, and then notify Student Services of the additional transportation dispatched for the number of students waiting. The student may use the prewritten documentation upon late arrival to class.

If Inbound Transportation looks to be delayed by more than 15 minutes, the contractor will notify Student Services when arrival is expected and what the contingency plan is if needed for safe arrival, i.e., waiting for an accident to clear the road.

The contractor shall notify the COR if a housing provider on the route is closed or if students are not boarding at the STOP for a prolonged period.

7.0 PLACE OF PERFORMANCE

All work associated with performance on this contract will be accomplished in the Oklahoma City, Oklahoma metropolitan area.

8.0 DELIVERABLES

The FAA Academy requires ridership tracking data to be submitted. Real-time capability is preferred; however, full reporting is not due until the end of each week, and one combined monthly report (See Table 1 for Deliverables).

Ridership Data: Must consist of the date, route number, driver name, number of riders at each STOP, and pick-up/drop-off time with monthly totals.

Ridership Reports: The contractor must submit the required Ridership Data to the COR monthly. The records will have the total student rider count for each day, route, and pick-up/drop-off time, and then an overall total count for the month per route and per STOP. The ridership report must start on the first workday of the month. Extra beneficial information the FAA could use but is not required is the student’s name and lodging provider for each.

Deliverables and their expected completion date are shown in Table 1, Deliverables.

TABLE 1 DELIVERABLES

DELIVERABLE DESCRIPTIONS

A W A R D

Weekly

Monthly

Annually

As needed

Provide transportation services in accordance with the MMAC Transportation Schedule

Monday - Friday except for federal holidays

Transportation STOP pick-up time(s), verify or update safe locations to pick-up and drop-off Before contract Award and updated within two days of route changes.

x x

Certificate of Insurance as required by FAR 52.228-5 and the FMCSR Annually i.e. 10 days after the Award and annually thereafter.

x x

Certificate of Title(s) Upon award and purchase of new vehicles. x x

Fleet list Make/Model/Year/Assigned Vehicle Number Annually i.e. 10 days after the Award and annually thereafter.

x x

Driver list MVR Full Name/ Driver Class/ Assigned Vehicle No.

Annually no less than one week prior to the start of the Option Year. Updated with each personnel change.

x x

Vendor Staff Contact List Full Name/Office Phone/Cell Phone/Email.

Updated with each personnel change.

x x

Invoice/Billing Statement Monthly, by the 10th day of the following month, to include itemized, detailed *Reporting must be written within the statement and actual reports as needed by the COR or Academy.

X

Ridership Reports: Upon boarding, the contractor driver captures all riders to complete each daily route/stop and submits them to the FAA COR weekly as needed. The information must include the Date, Time, Route, and number of students for each.

Provide MMAC Organization Transportation (FAA/MMAC Tenant Organization) “Rental Transportation” services/with separate Billing Statement On Request by the FAA, government dignitaries, and other organizations on center.

*Provide Estimates/Quotes (FAA/MMAC Tenant Organization) for transportation services.

*Within 24 hours of the COR or Academy’s request.

*x

*Provide the COR a Confirmation of Service on letterhead for the MMAC Customer. A Detailed Statement of acceptance for Rental in addition to an estimate/quote *Within 24/48 hours of accepting the work.

*PREWRITTEN NOTICE to STUDENT Provide the following instructions: “This Transport is full. An additional Motor coach has been called for your convenience. Please standby for an immediate pick-up. The Student Services (405) 954-3923 office has been notified in the event of a delay. ***Do not leave the area and miss your transport. Further delayed arrival by you may not be excused***”

*Provide On Demand Trip Records -Out Processing (Performance Assessments) -On Call

(include the date and time of call, Student Services liaison name, route, lodging provider, and driver’s signature)

*Itemized detailed reporting must be written within the invoice billing statement each month, and actual reports must be produced for Ridership, Prewritten Notice, and On Demand as needed by COR or Academy.

9.0 Period of Performance

The period of performance is a base year plus four (4) option years should the government choose to exercise them.

10.0 Government Furnished Equipment

There is no government furnished equipment provided for this effort.

11.0 Definitions

Authorized Passengers: Academy students, FAA employees, their dignitaries, and FAA tenant organizations located at the MMAC.

Confirmation of Service: A detailed letter is provided to the COR on the vendor's letterhead. The letter will state the acceptance of the Rental agreement, accepting the work for the MMAC Customer. The letter will contain all details known at the time of the estimate for the Rental in addition to the quote within 24/48 hours of accepting the work. A disclaimer may be used (Quote subject to change with additional services, dates, and times)

Contracting Officer (CO): The sole person authorized to act on behalf of the government to negotiate and award contracts and modifications and to administer them through to completion.

Contracting Officer’s Representative (COR): The authorized government representative acting within the limits of their delegated authority for the management of specific projects or functional activities.

Contractor/Vendor: The transportation service provider awarded the FAA Academy Transportation Contract.

Incidentals Contractor/Driver to provide student assistance with loading/unloading of wheelchair and any other disability-related equipment being transported.

Local Transportation Services: to and from the MMAC, 6500 Mike Monroney Boulevard, Oklahoma City, OK 73169, for authorized passengers.

MMAC Organization “Rental” Transportation: An appropriate seat capacity vehicle will be provided with a minimum of 24-hour notice for FAA official business employees, their dignitaries, and FAA tenant organizations located at the MMAC. This means renting a service by the day, week, or hour for a special event. An estimate/quote will be provided on letterhead within 24 hours. Separate invoices will be provided using the parent contract number and the Delivery Order Task Order Number (DOTO) for the respective

MMAC Tenant organization(s).

On Call Transportation: An On Demand Impromptu (as needed) transportation service provided on request by the Student Services liaison.

Overflow Transportation: Additional transport that occurs when the initial transport for the daily routes becomes full. Additional vehicles will each be charged at the Overflow rate.

Out Processing Transportation: An On Demand Impromptu (as needed) transportation request from a Student Services liaison, the transport pick up from MMAC to a lodging provider for a student who has either tested unsuccessfully on their last day at the FAA Academy, resigned, or been terminated for cause.

Period of Performance: Specified dates and times for this contract performance.

Phase-In: A time of familiarization prior to the inception of the contract so the contractor can begin acquainting their employees with required procedures, processes, ROUTES/STOPS, and the MMAC Campus.

ROUTE: A sequence of designated STOPs mapped out in a specific order at specific times.

Routes are determined by the COR and FAA Academy management and are subject to change based on FAA Academy needs.

STOP: A designated location for the vehicle to load and unload students. Locations and times are decided based on a multitude of safety factors for the student, driver, vehicles, location property, and oncoming traffic. The location is determined by the contractor /vendor via discussions with the COR and or CO for approval.

TIME: A specific time determined to load a vehicle or depart the MMAC. Times are based on a multitude of factors relating to Class start and end times. Location determined by the contractor via discussions with the COR and or CO for approval.

TRIP: One-way (incoming transportation vehicle) from student housing locations listed on the MMAC Transportation Schedule to the MMAC; or, one-way (outgoing transportation vehicle) from the MMAC to student housing locations.

Federal Holidays: According to the OPM.gov website, federal law (5 USC 6103) establishes the public holidays for Federal employees. Please note that most Federal employees work on a Monday-Friday schedule. For these employees, when a holiday falls on a non-workday – Saturday or Sunday—the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday).

24-hour clock (or) Military Time: To reduce the risk of misinterpretation, a 24-hour (military) time clock must be used for all aspects of this contract, class time, transportation schedule, STOP pick-ups/drop off, and invoice billing.