CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION – SEE FAR 2.101 AND 3.104

DEPARTMENT OF WAR EDUCATION ACTIVITY (DoWEA)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Okinawa Vehicle Lease

1. Introduction

1.1 Background

The Department of War Education Activity (DoWEA), one of only two federally operated school systems, is responsible for planning, directing, coordinating, and managing pre-kindergarten through 12th-grade educational programs for the Department of War (DoW). Globally positioned, DoWEA operates 160 accredited schools in 9 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico, employing approximately 11,828 staff members to serve over 69,000 children of active-duty military and DoW civilian families.

DoWEA is dedicated to providing a world-class education that prepares school-aged children of military families for post-secondary education and/or career success, and for being active contributors in a 21st-century global society. DoWEA operates as a field activity of the Office of the Secretary of War (Personnel and Readiness), overseen by a Director at DoWEA headquarters in Alexandria, Virginia. Schools are organized into three geographic areas: Europe, the Pacific, and the Americas.

1.2 Scope

The Contractor shall provide vehicle lease, onboard video surveillance system (OBVSS), telematics, fleet management system, connectivity, maintenance, and support services, including all labor, materials, supervision, equipment, licensing, subscriptions, and technical support necessary to ensure continuous vehicle availability, safety, visibility, and operational readiness.

Services include vehicle delivery, preventive and corrective maintenance, emergency roadside services, replacement vehicle support, OBVSS functionality, telematics data relay, fleet management system access, system maintenance, data retention, data retrieval, and compliance with Government of Japan (GOJ) motor vehicle laws, Status of Forces Agreement (SOFA) requirements, and applicable DoWEA requirements.

Vehicles shall be capable of operating on installation roads and local Okinawa roadways, including highways and expressways. The Contractor shall ensure the Government has authorized access to required fleet management, telematics, and OBVSS data during the period of performance for operational oversight, safety review, incident response, maintenance visibility, and contract surveillance purposes.

2. Requirement Objectives

2.1 Objective 1: Vehicle Lease and Readiness

The Contractor shall provide safe, compliant, fully operational, and technology-enabled vehicles that are ready for immediate use and capable of supporting DoWEA student transportation requirements. Vehicles shall include onboard video surveillance system (OBVSS), telematics, connectivity, and fleet management system capabilities necessary to support vehicle readiness, student safety, operational visibility, incident review, and contract oversight.

The following listed tasks help the contractor understand the requirements to meet the objective but are not exhaustive. The contractor must develop a complete solution using a performance-based approach:

Supporting Tasks for Requirement (Objective #1):

2.1.1 Vehicle Provisioning. The Contractor shall provide leased vehicles capable of transporting students and small overhead cargo that meet DoWEA student transportation requirements and comply with Japanese vehicle laws, including registration and inspection requirements. Vehicles shall be equipped with OBVSS, telematics, connectivity, and fleet management system capabilities as required by this PWS.

2.1.2 Delivery and Inventory: Vehicles shall be delivered at the beginning of the period of performance. The Contractor shall provide a complete inventory of all vehicles, including make, model, year, VIN/chassis number, license plate, seating capacity, assigned vehicle number, OBVSS equipment status, telematics equipment status, and any other identifying information necessary to verify fleet composition, system capability, and operational readiness.

2.1.3 Vehicle Readiness: The Contractor shall ensure all vehicles are fully operational and available for scheduled service. All vehicles shall be free of mechanical defects, clean and presentable, and meet all safety, operational, OBVSS, telematics, and connectivity requirements prior to being placed in service.

2.1.4 Licensing and Compliance: The Contractor shall ensure all vehicles are legally registered and compliant with the Government of Japan and SOFA requirements.

2.1.5 Vehicle Types and Capacity: The Contractor shall provide the following minimum vehicle types:

• School Bus: Seating capacity for a minimum of 47 passengers.

• Tour Bus: Seating capacity for a minimum of 49 passengers.

• Micro-Bus: Seating Capacity for a minimum of 18 passengers.

• Micro-Bus (with Lift): Buses capable of carrying at least one (1) wheelchair bound student with seating capacity for a minimum of 14 passengers and equipped with an industry standard wheelchair lift device.

• Passenger Van: Seating Capacity for a minimum of 7 passengers.

2.1.6 Vehicle Configuration and Equipment: All vehicles shall comply with Host Nation safety laws and shall be configured with the required safety, accessibility, OBVSS, telematics, and fleet management system capabilities identified in this PWS.

2.1.6.1 General Compliance

All vehicles shall:

• Comply with GOJ vehicle laws, safety standards, and inspection requirements

• Be maintained in a clean, safe, and serviceable condition at all times

• Be free of visible defects, excessive wear, corrosion, or damage that could impact safety, reliability, or appearance

2.1.6.2 Vehicle Body and Exterior Condition

The Contractor shall ensure:

• Exterior surfaces are painted, polished, and free of dents, rust, or corrosion

• Corrosion control measures are implemented, including detection, treatment, and prevention

• Window seals prevent leaks and are replaced when deterioration occurs

• All exterior markings and signage are visible and maintained

2.1.6.2 Controls and Driver Operation

All vehicles shall be configured for safe driver operation including:

• Right-hand drive configuration

• Fully functional control systems accessible from the seated driving position

• Properly operating steering, braking, and signaling systems

2.1.6.4 Passenger Seating and Interior Layout

• Bench-style seating designed to accommodate two passengers per seat

• Minimum seat spacing to allow adequate legroom

• Minimum aisle width:

• Standard and tour buses: ≥21 inches (rear rows may reduce to ~19 inches)

• Micro-buses: ≥15 inches

• No jump seats installed

• Seats meet all GOJ safety requirements for student transportation

2.1.6.5 Seat Belts

• All passenger seats shall include two seat belts per bench seat

• Seat belts shall meet GOJ safety standards

• Driver seat shall have a 3-point shoulder harness

2.1.6.6 Passenger Safety and Access

Each bus shall include:

• A passenger service door operable by the driver from a seated position

• Entry and exit steps with non-slip surfaces

Commented [DF1]: School and Tour?

• Handrails positioned to safely support small children boarding and exiting

2.1.6.7 Flooring

• Floors shall be constructed of non-slip vinyl or equivalent material

• Carpeted flooring is not permitted

2.1.6.8 Emergency and Safety Equipment

All buses shall be equipped with:

• Clearly marked emergency exits (except where not required for micro-buses and vans)

• Audible warning system for emergency exit activation

• 5 lb. multi-purpose fire extinguisher (regularly inspected and operational)

• Highway warning kit

• Tool kit including jack, tire wrench, and inspection hammer

2.1.6.9 Mirrors and Visibility

• Exterior mirrors shall provide full visibility to the front and sides of the vehicle

• Mirrors shall meet commercial vehicle safety standards

2.1.6.10 Windows

• Passenger windows shall remain fixed or controlled to prevent extension of limbs or objects outside the vehicle

• Driver window may remain operable

2.1.6.11 Tires and Wheels

• Tires meet manufacturer specifications and are appropriate for vehicle type

• No re-capped or retreaded tires are used

• Tires are replaced as needed due to wear or defects at no cost to the

Government

2.1.6.12 Interior Equipment and Systems

Each bus shall include:

• Interior lighting sufficient for visibility

• Rear view mirrors for interior monitoring

• Standard radio and public address (PA) system

• Destination sign board located above the windshield

2.1.6.13 Signage

• The Contractor shall ensure all required signage is installed and maintained:

2.1.6.13.1 Exterior Signage:

o “School Bus” markings on all sides as required by GOJ law o Hazard warning signage

2.1.6.13.2 Interior Signage:

o Passenger safety instructions, including:

o Remain seated o No smoking/eating/drinking o Responsibility for personal belongings

2.1.6.14 Storage

• Overhead storage compartments shall be provided for light items such as backpacks and school supplies

2.1.6.15 Accessibility (Wheelchair Lift-Equipped Buses)

Buses requiring wheelchair accessibility shall be:

• Equipped with an industry-standard, fully operational, and safety standard-compliant wheelchair lift

• Capable of safely accommodating at least one wheelchair-bound passenger

2.1.6.16 License Plates and Identification

• Contractor shall provide and install required license plates

• Vehicles shall display identification markings in accordance with DoDEA and

GOJ requirements

2.1.6.17 Onboard Video Surveillance System (OBVSS)

The Contractor shall provide vehiclees equipped with a fully functional onboard video surveillance system capable of supporting student safety, incident review, operational oversight, and contract surveillance.

At a minimum, the OBVSS shall:

• Provide interior camera coverage sufficient to observe passenger seating areas, the aisle, entry/exit area, and general student movement within the vehicle.

• Provide exterior camera coverage sufficient to support review of loading, unloading, traffic, and safety-related incidents.

• Record clear video during normal daylight, low-light, and nighttime operating conditions.

• Capture audio within the passenger compartment.

• Include date, time, and vehicle identification metadata on recorded video.

• Retain recorded video for the minimum period as established by this contract.

Allow authorized Government personnel to request, review, and receive video footage associated with safety incidents, parent complaints, student conduct concerns, accidents, traffic complaints, or other official transportation matters.

• Be fully operational prior to a vehicle being placed into scheduled student transportation service.

2.1.6.19 Telematics Capability

The Contractor shall provide vehicle equipped with telematics capability to support fleet visibility, operational monitoring, maintenance planning, safety oversight, and performance analysis.

At a minimum, the telematics capability shall provide authorized Government personnel visibility of:

• Real-time vehicle location.

• Vehicle route history.

• Vehicle mileage or odometer data.

• Engine operating status.

• Vehicle utilization.

• Excessive idling.

• Diagnostic trouble codes or fault alerts.

• Speed, harsh braking, harsh acceleration, or other driver/vehicle safety indicators.

• Vehicle availability and operational status.

Commented [DF2]: What does this mean? Recommend removing or clarifying.

Commented [HB3R2]: Removed

Commented [DF4]: See previous comment

Commented [HB5R4]: Removed

Commented [DF6]: See above

Commented [HB7R6]: Removed

2.1.6.20 Fleet Management System Access

The Contractor shall provide access to a fleet management system that allows authorized

Government personnel to view fleet status, vehicle location, telematics data, system alerts, vehicle utilization, and other information necessary to support student transportation oversight.

The fleet management system shall, at a minimum:

• Provide authorized Government users with web-based access.

• Display fleet status and vehicle location information.

• Provide reporting and Microsoft-compatible export capability for fleet utilization, mileage, route history, maintenance-related data, and system alerts.

• Allow the Government to monitor vehicle availability and identify vehicle that are unavailable, degraded, or otherwise not ready for service.

• Support Government review of telematics information needed for accident review, traffic complaints, late bus concerns, route validation, and operational analysis.

• Include user access controls to ensure only authorized personnel can access the system.

• Be available to the Government throughout the period of performance.

2.1.6.21 Connectivity and Data Relay

The Contractor shall provide the connectivity, subscriptions, licensing, data relay capability, and technical support necessary for OBVSS, telematics, and fleet management system functionality.

The Contractor shall ensure required systems are capable of transmitting or making available vehicle location, telematics, fleet status, and OBVSS data to authorized

Government personnel in accordance with the requirements of this PWS. Connectivity shall be sufficient to support routine operational oversight, incident review, data retrieval, and system monitoring throughout Okinawa, including installation roads and local roadways normally used for DoWEA student transportation services.

Temporary loss of connectivity shall not prevent continued onboard recording, where applicable. Systems shall store required data locally or through an alternate method until connectivity is restored and data can be transmitted, synchronized, retrieved, or otherwise made available.

2.1.6.22 System Availability and Readiness

OBVSS, telematics, connectivity, and fleet management system capabilities shall be operational prior to a vehicle being placed into scheduled student transportation service.

The Contractor shall monitor system functionality and correct system deficiencies that affect required visibility, recording, data relay, or Government access.

A vehicle with non-operational OBVSS, non-operational telematics, or unavailable fleet management system connectivity may be considered degraded or unavailable for service when the deficiency prevents the Government from obtaining required safety, oversight, incident review, or operational data.

2.1.7 The Contractor shall ensure that vehicles be maintained in a clean, safe and serviceable condition at all times. Vehicles shall also be free of visible defects, excessive wear, corrosion, or damage that could impact safety, reliability, or appearance.

2.1.8 Performance Standards and Acceptable Quality Levels (Objective 1):

Performance Standard (PS1) – Vehicles are delivered, available, operational, properly configured, and meet all safety, regulatory, OBVSS, telematics, connectivity, and fleet management system requirements prior to scheduled use.

Acceptable Quality Level (AQL1) – 100% of vehicles meet safety and regulatory requirements prior to service. 100% of vehicles are equipped with required OBVSS and telematics capabilities prior to service. No vehicle with a safety-critical deficiency shall be placed into service.

2.2 Objective 2: Maintenance and Fleet Sustainment

The Contractor shall ensure all leased vehicles remain safe, operational, available, and fully capable of meeting DoWEA student transportation requirements through effective maintenance, repair, inspection, system sustainment, and quality control practices. This includes maintenance and sustainment of the vehicle, OBVSS, telematics equipment, connectivity, data relay capability, fleet management system access, and all related system components necessary to support operational readiness, student safety, and Government oversight.

The following listed tasks help the Contractor understand the requirements to meet the objective but are not exhaustive. The Contractor must develop a complete solution using a performance-based approach:

Supporting Tasks for Requirement (Objective #2):

2.2.1 Preventive Maintenance. The Contractor shall perform scheduled preventive maintenance in accordance with manufacturer recommendations, applicable regulatory requirements, and industry standards to prevent failure and ensure safe operation. Preventive maintenance shall include, but is not limited to, vehicle mechanical systems, tires, brakes, fluids, safety equipment, OBVSS components, telematics equipment, connectivity devices, and any other systems required for the vehicle to meet operational readiness requirements.

2.2.2 Maintenance Planning. A detailed maintenance plan shall be submitted within 30 days of contract award and updated as required. The maintenance plan shall describe the Contractor’s approach for scheduled maintenance, unscheduled maintenance, inspections, corrosion prevention, safety checks, OBVSS sustainment, telematics sustainment, connectivity support, system troubleshooting, replacement parts, quality control, and restoration of vehicles and required systems to operational status.

2.2.3 Scheduled and Unscheduled Maintenance. The Contractor shall perform scheduled maintenance at planned intervals, unscheduled maintenance to correct mechanical, safety, OBVSS, telematics, connectivity, or fleet management system deficiencies, and all repairs necessary to restore operational readiness. Maintenance shall be performed in a manner that minimizes disruption to DoWEA student transportation operations.

2.2.4 Replacement Vehicles. If a vehicle is unavailable, the Contractor shall provide a replacement vehicle of equal or greater passenger capacity and capability within two (2) hours of notification by the Government. Replacement vehicles shall meet all applicable safety, regulatory, capacity, accessibility, OBVSS, telematics, connectivity, and fleet management system requirements prior to use for scheduled student transportation service, unless otherwise authorized by the Government.

2.2.5 Repair Responsibilities. The Contractor bears costs for normal wear, maintenance, repair, replacement, troubleshooting, and sustainment of vehicles and required systems. This includes vehicle systems, OBVSS, telematics equipment, connectivity devices, and related components required by this PWS. The Contractor is also responsible for all loss or damage caused by the negligence of its agents or employees when buses are in the Contractor’s possession.

Repair estimates for damages caused by the Government must be submitted and approved prior to work. The Contractor will be compensated for the actual cost, not to exceed the amounts articulated on the Repair CLIN for each period of performance.

2.2.6 Maintenance Documentation. The Contractor shall maintain records for all vehicles and required systems and provide them within 10 calendar days upon request. Records shall include scheduled maintenance, unscheduled maintenance, safety inspections, corrective repairs, OBVSS maintenance, telematics maintenance, connectivity/system troubleshooting, replacement vehicle use, and any deficiencies affecting vehicle or system readiness.

2.2.7 OBVSS and Telematics Sustainment. The Contractor shall ensure OBVSS, telematics, connectivity, and fleet management system capabilities remain operational throughout the period of performance. The Contractor shall troubleshoot, repair, replace, update, or restore required system components when deficiencies are identified by the Contractor, Government, driver, safety attendant, or other authorized personnel.

2.2.8 System Deficiency Response. The Contractor shall respond to reported OBVSS, telematics, connectivity, or fleet management system deficiencies in a timely manner.

Deficiencies that prevent required video recording, vehicle location visibility, data relay, system access, or incident review shall be documented, tracked, and corrected as soon as practicable.

The Contractor shall notify the Government of the deficiency, estimated correction timeline, operational impact, and any temporary workaround.

2.2.9 Software, Licensing, and Subscription Support. The Contractor shall maintain all software, licensing, subscriptions, firmware, user access, and technical support necessary for required OBVSS, telematics, connectivity, and fleet management system functionality. Lapses in licensing, subscriptions, user access, or system support shall not prevent the Government from accessing required data or system capabilities during the period of performance.

2.2.10 Data Retention and Retrieval Support. The Contractor shall support Government requests for retrieval, review, export, or preservation of OBVSS, telematics, and fleet management system data related to safety incidents, accidents, traffic complaints, student conduct matters, parent complaints, route validation, maintenance concerns, or other official transportation purposes. The Contractor shall ensure OBVSS data is preserved for a minimum of

1 (one) calendar year aligning with each period of performance. The Contractor shall ensure telematics data is preserved for a minimum of 18 months.

2.2.11 End-of-Service Data Clearing and Certification. Upon removal of a vehicle from service under this contract, contract completion, vehicle replacement, or any other event ending

Government use of a vehicle, the Contractor shall ensure Government-related OBVSS, telematics, and fleet management system data is cleared, deleted, transferred, preserved, or otherwise handled in accordance with contract requirements and Government direction.

The Contractor shall provide written certification that required data-clearing actions have been completed using the format provided at Attachment 1, Data Clearing Certification. Written certification shall be submitted to the COR within the timeframe specified by the Government and prior to final release of the vehicle from Government use, unless otherwise approved by the

KO.

2.2.12 Performance Standards and Acceptable Quality Levels (Objective 2):

Performance Standard (PS2) – Maintenance is performed on schedule, documented, and sufficient to ensure vehicles, safety equipment, OBVSS, telematics, connectivity, and fleet management system capabilities remain operational and available for required DoWEA student transportation services.

Acceptable Quality Level (AQL2) – 100% compliance with required safety inspections and maintenance schedules. Zero safety-critical deficiencies in service. OBVSS, telematics, connectivity, and fleet management system deficiencies are documented, reported, tracked, and corrected within required timelines or as otherwise approved by the Government.

2.3 Objective 3: Emergency and Roadside Support

The Contractor shall provide timely emergency, roadside, towing, and replacement vehicle support to minimize disruption to DoWEA student transportation services and ensure vehicles remain safe, operational, and available for scheduled use.

Emergency and roadside support includes response to mechanical breakdowns, safety-critical deficiencies, vehicle disablement, and other conditions that prevent a vehicle from safely completing or supporting scheduled transportation service.

The following listed tasks help the Contractor understand the requirements to meet the objective but are not exhaustive. The Contractor must develop a complete solution using a performance-based approach:

Supporting Tasks for Requirement (Objective #3):

2.3.1 Roadside Assistance. The Contractor shall respond to vehicle breakdowns, safety-critical deficiencies, or other conditions that prevent a vehicle from safely continuing service within two

(2) hours of notification by the Government. Roadside assistance shall include assessment of the vehicle condition, coordination with the Government, determination of whether the vehicle can safely continue service, and initiation of towing, repair, or replacement vehicle support when required.

2.3.2 Towing Services. The Contractor shall provide 24-hour towing for inoperable, unsafe, or otherwise disabled vehicles at no cost to the Government. Towing shall be coordinated in a manner that protects student safety, minimizes service disruption, and ensures the vehicle is transported to an appropriate repair or storage location.

2.3.3 Emergency Replacement Vehicle Support. When a vehicle cannot safely continue service or cannot meet required operational readiness requirements, the Contractor shall provide a replacement vehicle in accordance with PWS 2.2.4. Replacement vehicles used for emergency support shall meet all applicable safety, regulatory, capacity, accessibility, OBVSS, telematics, connectivity, and fleet management system requirements prior to use for scheduled student transportation service, unless otherwise authorized by the Government.

2.3.4 Emergency Communication and Status Updates. The Contractor shall provide timely status updates to the Government during roadside, towing, or emergency replacement vehicle events. Updates shall include the nature of the issue, vehicle number, location, estimated response time, estimated repair or recovery timeline, replacement vehicle status, and any operational impacts to scheduled transportation service.

2.3.5 Technology System Failures Affecting Emergency Response. If OBVSS, telematics, connectivity, or fleet management system failures affect the Government’s ability to determine vehicle location, review incident information, monitor vehicle status, or support emergency response, the Contractor shall provide alternate coordination, status updates, and data retrieval support until required system functionality is restored.

2.3.6 Performance Standards and Acceptable Quality Levels (Objective 3):

Performance Standard (PS2) – Emergency, roadside, towing, and replacement vehicle support are provided within required timelines and in a manner that minimizes disruption to DoWEA student transportation services.

Acceptable Quality Level (AQL3) – 98% on-time emergency and roadside response within required timelines. 100% of safety-critical roadside deficiencies are assessed, documented, and coordinated with the Government prior to the vehicle returning to service.

3. Constraints

3.1 Security and Installation Access. Contractor personnel shall comply with all installation access requirements, including background checks, badging, escort requirements, and SOFA requirements. The Contractor shall ensure personnel performing vehicle delivery, maintenance, repair, roadside assistance, towing, OBVSS support, telematics support, fleet management system support, or other contract-related services have the necessary installation access or are otherwise coordinated for access in accordance with local procedures.

3.2 Work Hours and School Schedules. Services shall be performed in accordance with

DoWEA school calendars, including normal school days, early releases, school closures, schedule adjustments, extracurricular transportation, and other transportation requirements identified by the Government. The Contractor shall plan maintenance, repairs, system support, software updates, and other sustainment actions in a manner that minimizes disruption to scheduled student transportation services.

3.3 Regulatory Compliance. The Contractor shall comply with all applicable FAR, DFARS, DoW/DoWEA policies, USFJ regulations, SOFA requirements, Government of Japan laws and regulations, Host Nation vehicle inspection requirements, labor requirements, privacy requirements, data handling requirements, and any other applicable requirements governing the vehicles, personnel, services, systems, and data provided under this contract.

3.4: Geographic Constraints. Services shall be performed throughout Okinawa, including U.S.

military installations, installation access roads, local roadways, highways, expressways, and other locations required to support DoWEA student transportation services. The Contractor shall account for Okinawa operating conditions, including traffic congestion, typhoons, heavy rain, salt-air corrosion, high humidity, heat, and limited cellular coverage areas when planning vehicle readiness, maintenance, roadside support, OBVSS functionality, telematics capability, connectivity, and data relay support.

3.5 Government Access to Systems and Data: The Contractor shall provide authorized

Government personnel access to required OBVSS, telematics, connectivity, and fleet management system data during the period of performance. Access shall be sufficient to support operational oversight, route visibility, incident review, maintenance visibility, contract surveillance, and other official student transportation purposes. The Contractor shall not restrict

Government access to required systems or data except as required by law, regulation, contract terms, cybersecurity requirements, or written direction from the KO.

3.6 Data Protection and Privacy: The Contractor shall protect all OBVSS, telematics, fleet management system, and transportation-related data generated or maintained under this contract.

Data shall be used only for official contract performance, student transportation oversight, safety, maintenance, incident review, route analysis, and other Government-authorized purposes. The

Contractor shall not release, disclose, sell, transfer, or use data for any unauthorized purpose.

Access to data shall be limited to authorized personnel with a need to know.

3.7 Cybersecurity and System Access Controls: The Contractor shall maintain appropriate cybersecurity, account management, and access control practices for all OBVSS, telematics, connectivity, and fleet management systems used to perform this contract. Systems shall support individual user accounts, role-based or permission-based access, password protection, and removal or modification of user access when directed by the Government. The Contractor shall promptly report suspected unauthorized access, compromise, loss, or disclosure of contract-related data to the Government.

3.8 System Availability and Connectivity Limitations: The Contractor shall plan for reliable

OBVSS, telematics, connectivity, and fleet management system performance throughout the areas normally used for DoWEA student transportation services. Temporary cellular or network connectivity limitations shall not relieve the Contractor of the requirement to record, retain, synchronize, retrieve, or otherwise make required data available. The Contractor shall notify the

Government of known or recurring connectivity limitations that affect required system functionality or Government access.

3.9 Technology Changes and Compatibility: The Contractor shall not make changes to

OBVSS, telematics, connectivity, fleet management system platforms, data access methods, system functionality, reporting capability, or user access that materially reduce required

Government visibility, data availability, reporting, or operational capability without prior

Government coordination and approval. Technology updates, replacements, or configuration changes shall maintain or improve required capabilities.

3.10 No Interference with Vehicle Safety or Operation: OBVSS, telematics, connectivity devices, displays, wiring, antennas, sensors, or other technology components shall not interfere with vehicle safety, driver visibility, emergency exits, passenger movement, accessibility equipment, seating, seat belts, required signage, or compliance with GOJ vehicle inspection requirements.

4. Government-Furnished Resources

4.1 Government Furnished Property (GFP)

The Government may provide fuel, route signage, Child Safety Restraint Systems (CSRS), route information, student transportation information, and other Government-controlled items or information necessary to support student transportation services under this contract.

Government-furnished items shall be used only for authorized contract performance and shall be protected, maintained, accounted for, and returned or disposed of in accordance with contract requirements and Government direction.

4.2 Installation of Equipment

The Contractor shall allow the installation, placement, use, removal, and replacement of

Government-furnished items necessary to support student transportation services, including route signage and Child Safety Restraint Systems (CSRS), when directed by the Government.

The Contractor shall coordinate with the Government prior to installing, relocating, modifying, or removing any Government-furnished item. Government-furnished items shall not be altered, damaged, discarded, replaced, or transferred without Government approval.

The Contractor shall ensure Government-furnished items do not interfere with vehicle safety, passenger movement, emergency exits, accessibility equipment, seat belts, required signage, OBVSS, telematics, connectivity equipment, fleet management system functionality, or compliance with GOJ inspection requirements.

4.3 Contractor-Provided Systems and Services

The Contractor shall provide all vehicles, OBVSS, telematics, connectivity, data relay capability, fleet management system access, software, licensing, subscriptions, technical support, maintenance, repair, replacement, and sustainment necessary to meet the requirements of this

PWS, unless specifically identified elsewhere in the contract as a Government-furnished item or

Government responsibility.

Required contractor-provided systems and services shall be fully operational, supported, and available to authorized Government personnel throughout the period of performance in accordance with this PWS.

4.4 Government-Provided Information

The Government may provide route, stop, school, calendar, transportation, student ridership, vehicle assignment, and other operational information necessary for contract performance. The

Contractor shall protect Government-provided information and use it only for authorized contract performance, operational coordination, safety oversight, maintenance support, reporting, and other Government-approved student transportation purposes.

The Contractor shall not disclose, release, transfer, sell, or use Government-provided information for any unauthorized purpose.

4.5 Return, Removal, and Closeout of Government-Furnished Items

Upon vehicle replacement, removal of a vehicle from service, contract completion, or other event ending Government use of a vehicle, the Contractor shall coordinate with the Government for the return, removal, transfer, or disposition of Government-furnished items installed, placed, or used on the vehicle.

The Contractor shall not release a vehicle from Government use until Government-furnished items have been removed, returned, transferred, or otherwise dispositioned in accordance with

Government direction, unless otherwise approved by the KO.

5. Contract Data Deliverables

Deliverable Format No. of

Copies

PWS

Reference Frequency/Delivery Date

Submit

To

Vehicle

Inventory Word/Excel 1 2.1.1, 2.1.2

At start of PoP and as updated

COR

OBVSS and

Telematics

Inventory

Word/Excel 1

2.1.6.18, 2.1.6.19, 2.1.6.20, 2.1.6.21

At start of PoP and as updated

COR

Fleet

Management

System Access

Information

Word/PDF 1 2.1.6.20, 3.5, 3.7

Prior to start of service and as updated

COR

Maintenance

Plan Word/PDF 1 2.2.2

Within 30 days after contract award; annually thereafter

COR

Maintenance

Records Word/Excel/PDF 1 2.2.6

Within 10 calendar days upon request

COR

Weekly

Maintenance and Vehicle

Availability

Report

Word/Excel 1 2.2.3, 2.2.4, 2.2.6

Weekly when vehicles are unavailable, degraded, or under repair

COR

OBVSS,

Telematics, and

System

Deficiency

Report

Word/Excel 1 2.2.7, 2.2.8, 2.2.9

Weekly when deficiencies exist; upon request

COR

Monthly Fleet

Management

Report

Excel/PDF 1

2.1.6.19, 2.1.6.20, 2.2.10

Monthly COR

Incident Data

Retrieval

Report

Word/PDF 1 2.1.6.18, 2.2.10, 3.9 Upon Government request COR

Deliverable Format No. of

Copies

PWS

Reference Frequency/Delivery Date

Submit

To

Repair

Estimates Word/PDF 1 2.2.5

Prior to beginning corrective maintenance work requiring

Government approval

COR

Quality Control

Plan (QCP) Word/PDF 1

2.0, 2.1, 2.2, 2.3

Within 15 days after contract award; updates as required

KO/COR

Data Protection and System

Access

Procedures

Word/PDF 1 3.6, 3.7, 3.9

Within 30 days after contract award; updates as required

COR

Local Contact

Information Word/PDF 1 2.2, 2.3, 3.1

At start of PoP and as updated

COR

Data Clearing

Certification

Government-provided template 1 2.2.11

Upon vehicle removal, vehicle replacement, contract completion, or as directed by the

Government

COR

5.1 Description of Deliverables

5.1.1 Vehicle Inventory. Contractor shall provide a complete and current listing of all leased vehicles, including make, model, year, VIN/chassis number, license plate, seating capacity, assigned vehicle number, vehicle type, accessibility configuration, and operational status. This ensures the Government maintains visibility of fleet composition, accountability, and readiness at all times.

5.1.2 OBVSS and Telematics Inventory. Contractor shall provide a complete listing of

OBVSS, telematics, connectivity, and fleet management system capability for each vehicle. The inventory shall identify whether required systems are installed, operational, connected, accessible, and associated with the correct vehicle. The inventory shall include system identifiers, device status, assigned vehicle number, and any known limitations or deficiencies.

5.1.3 Fleet Management System Access Information. Contractor shall provide information necessary for authorized Government personnel to access the fleet management system, including login procedures, user roles, system access points, basic user instructions, support contacts, and procedures for adding, removing, or modifying Government user accounts. Access information shall be updated whenever system access methods, user roles, or support procedures change.

5.1.4 Maintenance Plan. Contractor shall submit a document that outlines the maintenance approach, including schedules, service intervals, maintenance procedures, inspection processes, corrosion prevention, replacement vehicle support, OBVSS sustainment, telematics sustainment, connectivity support, fleet management system sustainment, and corrective action procedures to ensure fleet reliability and compliance with DoWEA, Federal, and Host Nation standards.

5.1.5 Maintenance Records. Contractor shall provide records for all maintenance performed for each leased vehicle and required system. Records shall include scheduled maintenance, unscheduled maintenance, safety inspections, corrective repairs, OBVSS maintenance, telematics maintenance, connectivity/system troubleshooting, replacement parts, and any deficiencies affecting vehicle or system readiness. These records ensure traceability, accountability, and verification of compliance with maintenance requirements.

5.1.6 Weekly Maintenance and Vehicle Availability Report. Contractor shall provide the status of vehicles undergoing maintenance or repair, including work being performed, estimated return-to-service date, delays, operational impact, replacement vehicle status, and whether the affected vehicle or replacement vehicle meets required OBVSS, telematics, connectivity, and fleet management system requirements.

5.1.7 OBVSS, Telematics, and System Deficiency Report. Contractor shall provide a report identifying OBVSS, telematics, connectivity, fleet management system, software, licensing, subscription, data relay, or Government access deficiencies. The report shall include the affected vehicle or system, date identified, description of deficiency, operational impact, corrective action taken or planned, estimated correction timeline, and current status.

5.1.8 Monthly Fleet Management Report. Contractor shall provide a monthly report summarizing fleet utilization, mileage, vehicle availability, route history or operational activity, system alerts, telematics trends, maintenance-related indicators, and other fleet management data necessary to support operational oversight, maintenance planning, safety review, and contract surveillance.

5.1.9 Incident Data Retrieval Report. Contractor shall provide documentation when OBVSS, telematics, or fleet management system data is requested, retrieved, exported, preserved, or otherwise provided in support of an official transportation matter. The report shall identify the vehicle, date/time range, type of data requested, reason for request, date requested, date provided, and any limitations affecting data availability or retrieval.

5.1.10 Repair Estimates. Contractor shall provide details of anticipated costs for Government-liable repairs, including labor hours, parts, materials, and any affected vehicle or system components. Repair estimates allow the Government to determine cost reasonableness prior to work authorization.

5.1.11 Quality Control Plan. Contractor shall submit a plan that describes the Contractor’s internal quality assurance processes, including inspection methods, performance monitoring, system monitoring, deficiency tracking, corrective actions, reporting procedures, and processes for ensuring compliance with vehicle, safety, maintenance, OBVSS, telematics, connectivity, fleet management system, data protection, and AQL requirements.

5.1.12 Data Protection and System Access Procedures. Contractor shall provide procedures describing how OBVSS, telematics, fleet management system, and transportation-related data will be protected, accessed, retained, retrieved, released, and deleted. The procedures shall also address user account management, access controls, role or permission settings, suspected unauthorized access reporting, and removal or modification of user access when directed by the

Government.

5.1.13 Local Contact Information. Contractor shall identify key personnel responsible for routine coordination, emergency coordination, maintenance support, roadside assistance, towing, OBVSS support, telematics support, fleet management system support, data retrieval support, and contract management. Contact information shall be kept current throughout the period of performance.

5.1.14 Data Clearing Certification. Contractor shall provide written certification that required data-clearing actions have been completed when a vehicle or any OBVSS device containing data is removed from service under this contract, replaced, released from Government use, or at contract completion. Certification shall be completed using the Government-provided format at

Attachment 1, Data Clearing Certification, and submitted in accordance with PWS 2.2.11.

6. Definitions

Access Controls: Measures used to limit access to systems, platforms, accounts, data, video, telematics information, or fleet management system information to authorized personnel only.

Authorized Government Personnel: Government employees, CORs, KOs, transportation personnel, school officials, safety personnel, law enforcement personnel, or other individuals authorized by the Government to access systems, data, reports, video, or information generated or maintained under this contract for official purposes.

Vehicle Availability: The condition in which a vehicle is fully operational, compliant with safety requirements, equipped with required systems, and ready for scheduled use without restriction.

Connectivity: The capability required to transmit, synchronize, access, retrieve, or otherwise make available OBVSS, telematics, vehicle location, fleet status, and related system data through cellular, wireless, cloud-based, or other approved means.

Contracting Officer (KO): The individual with the authority to enter into, administer, modify, or terminate this contract and make related determinations and findings. Only the KO has authority to legally bind the Government.

Contracting Officer’s Representative (COR): An individual designated in writing by the KO to monitor and evaluate contractor performance. The COR is authorized to inspect services, review deliverables, and provide technical direction within the scope of the contract but shall not modify contract terms.

Corrective Maintenance: Maintenance required to restore equipment, vehicles, systems, or components to operational condition due to damage, failure, degradation, or deficiency. This includes contractor-responsible repairs due to normal wear and tear and Government-liable repairs due to accidents, misuse, or external events for which the Government is responsible under the contract.

Data Clearing: The process of deleting, removing, transferring, preserving, sanitizing, or otherwise handling Government-related OBVSS, telematics, fleet management system, or transportation-related data when directed by the Government, when a vehicle is removed from service, when a vehicle is replaced, or at contract completion.

Data Clearing Certification: Written certification provided by the Contractor confirming required data-clearing actions have been completed in accordance with contract requirements and Government direction.

Data Relay: The process by which OBVSS, telematics, fleet management system, vehicle location, system status, or related data is transmitted, synchronized, uploaded, downloaded, retrieved, or otherwise made available to authorized users.

Deficiency: Any failure to meet a contract requirement, performance standard, specification, system requirement, reporting requirement, or other obligation established by the contract.

Emergency Services: Contractor-provided roadside assistance, towing, emergency replacement vehicle support, emergency coordination, or other support required to address inoperable, unsafe, disabled, or otherwise unavailable vehicles.

Fleet Management System: A contractor-provided system, platform, dashboard, application, or service that allows authorized Government personnel to view fleet status, vehicle location, telematics data, vehicle utilization, maintenance-related data, system alerts, reports, and other information necessary to support student transportation oversight.

Government of Japan (GOJ) Requirements: All applicable laws, regulations, and inspection requirements governing motor vehicle operations in Japan, including vehicle registration and safety inspections, commonly referred to as Shaken.

Government-Furnished Property (GFP): Property, equipment, items, or materials provided by the Government for contractor use in performing the contract.

Government-Provided Information: Route, stop, school, calendar, transportation, student ridership, vehicle assignment, or other operational information provided by the Government to support contract performance.

Incident Data: OBVSS, telematics, fleet management system, vehicle location, audio, video, route history, or other system data associated with accidents, traffic complaints, student conduct matters, parent complaints, safety incidents, route validation, investigations, claims, maintenance concerns, or other official transportation matters.

Incident Data Retrieval: The process of locating, preserving, exporting, providing, or otherwise making available OBVSS, telematics, fleet management system, or related data associated with an official transportation matter.

Local Contact Information: Contractor-provided contact information for personnel responsible for routine coordination, emergency coordination, maintenance support, roadside assistance, towing, OBVSS support, telematics support, fleet management system support, data retrieval support, and contract management.

Maintenance Records: Contractor-maintained documentation of scheduled maintenance, unscheduled maintenance, inspections, repairs, troubleshooting, replacement parts, OBVSS maintenance, telematics maintenance, connectivity support, fleet management system support, and other work performed to maintain vehicle and system readiness.

OBVSS: Onboard Video Surveillance System. A vehicle-mounted video surveillance system used to record, retain, retrieve, and review interior and/or exterior video and, audio associated with student transportation operations.

Okinawa Military Community (OMC): All U.S. military installations and associated areas within Okinawa, Japan, where DoWEA transportation services are required.

Operational Readiness: The ability of a vehicle, system, or fleet to perform required transportation missions immediately upon scheduled use. For this contract, operational readiness includes vehicle safety, serviceability, required OBVSS functionality, telematics functionality, connectivity, and fleet management system visibility.

Period of Performance (PoP): The time period during which the Contractor is required to perform services under the contract.

Preventive Maintenance (PM): Scheduled servicing performed to maintain vehicles, systems, and components in safe and operable condition and prevent mechanical, safety, operational, OBVSS, telematics, connectivity, or fleet management system failure.

Quality Assurance Surveillance Plan (QASP): The Government’s plan for monitoring contractor performance through inspections, reviews, surveillance methods, deliverable review, and evaluation of performance against contract requirements and acceptable quality levels.

Repair Estimate: A detailed cost breakdown, including labor, parts, materials, hours, and affected vehicle or system components, submitted by the Contractor for Government approval prior to performing Government-liable repairs.

Replacement Vehicle: A substitute vehicle of equal or greater passenger capacity and capability provided when a primary vehicle is unavailable. Replacement vehicles shall meet applicable safety, regulatory, capacity, accessibility, OBVSS, telematics, connectivity, and fleet management system requirements unless otherwise authorized by the Government.

Safety-Critical Deficiency: Any defect, failure, condition, or deficiency that poses an immediate risk to passenger safety, vehicle operation, emergency response, or safe completion of transportation services, requiring removal from service until corrected or otherwise addressed in accordance with Government direction.

Scheduled Maintenance: Maintenance performed at predetermined intervals based on manufacturer recommendations, usage, mileage, service hours, regulatory requirements, system requirements, or other approved maintenance schedules.

Serviceable Condition: A…