Attachment 1 PWS.pdf

DODEA PACIFIC

LEASED AND MAINTENANCE OF SCHOOL BUSES

PERFORMANCE WORK STATEMENT (PWS)

INTRODUCTION

The Department of Defense Education Activity (DoDEA) Pacific requires the lease and maintenance of three types of school buses in support of DoDEA schools within Okinawa, Japan.

1.0 SCOPE OF WORK

The contractor shall provide all personnel, equipment, materials, supervision and services necessary to provide leased bus and maintenance service requirements as specified below. The contractor shall ensure buses and services provided meet all applicable Government of Japan (GOJ) motor vehicle laws and regulatory guidance.

1.1 INTENDED USE

The buses covered by this specification are intended for general administrative use by the U.S. Government for transporting American school age children (prekindergarten to high school) on military posts and the local economy at low to moderate speeds with stop and go driving and must be capable of operation on expressways and highways for short to medium distance trips. The vehicles furnished hereunder shall be delivered for immediate use. Buses and furnished accessories shall comply with all Japanese Motor vehicle safety standards for the Road Transportation Vehicle Law and all other Japanese motor vehicle safety standards in effect on the date of manufacture for vehicles whose main purpose is to transport school age children.

The vehicles covered by this PWS may be used to support military operations during real world, contingency operations. In the event of a contingency operation where DoDEA Pacific employees are evacuated, the USMC Regional Contracting Office (RCO) Far East, Okinawa Japan will administer this contract and will appoint a COR to perform Quality Assurance and Surveillance over this contract until such time DoDEA Pacific employees return or can assume administration.

2.0 PERFORMANCE STANDARDS

The Contractor shall provide leased school buses capable of transporting both student passengers and light over-head storage.

2.1. General Administration.

2.1.1. Contract Manager. The Contractor shall designate a Contract Manager who is fluent in the English language. The Contract Manager shall be identified to the Contracting Officer Representative (COR) upon Contract Award, and at any such time as the Contract Manager changes. The Contract Manager shall be the primary point of contact for the contractor with responsibilities to include, but not limited to arranging/providing (at the beginning of the period of performance and as changes occur) familiarity training of the buses such as operations, features, and instrumentation to drivers at each location, responding to and resolving discrepancy reports/complaints, ensuring timely submission of deliverables, quality control, and coordinating (as necessary) maintenance scheduling and repairs.

2.2. Bus Types

2.2.1. School Bus. Buses with seating capacity for not less than 47 passengers.

2.2.2. Micro-Bus. Micro-buses with seating capacity for not less than 18 passengers.

2.2.3. Micro-Bus (With Lift). Micro-buses capable of carrying at least one (1) wheel chair bound student with seating capacity for not less than 14 passengers and equipped with an industry standard wheel chair lift device.

2.2.4. Tour-Bus. Tour bus with no less than 49 passenger capacity.

2.2.5. Delivery. Buses shall be delivered for use at the beginning of the performance period. The contractor shall provide a bus inventory at the beginning of the performance period, including future inventory changes. All buses shall be staged on Camp Foster and operated in Okinawa, Japan. The mailing address on Okinawa is: Okinawa STO, Unit 35007, BOX 0031, FPO, AP 96373-0031, Attention: Walter Dedrick. The physical delivery address on Okinawa is: Okinawa STO, Building# 5821, Camp Foster, Chatan, Okinawa, Japan 904-0000, Attention: Walter Dedrick.

2.3. Maintenance Requirements. The contractor shall provide all labor, materials, parts, tools and equipment necessary to perform all maintenance required to ensure safe operability of all leased buses. The lease price shall include all required routine service and maintenance, to include maintenance and repair for normal wear and tear, as well as, repairs for which the Government is not liable. The contractor is permitted to drive buses for purposes such as repair or maintenance when performing under the contract. The contractor is responsible for providing pick-up and delivery to and from Government facility, but is authorized to use on premises facilities to reduce out of service time for the fleet during routine maintenance. The contractor shall provide suitable capacity replacement buses within two (2) hours of notification for all buses that are out of commission due to maintenance or repair.

2.3.1. The contractor shall provide an initial Scheduled Maintenance Plan identifying the frequency and forms of preventative maintenance to be performed by bus type to the COR within 30 days of the contract award, and prior to 31 August of each option year. Schedule updates shall be provided as required.

2.3.2. The Maintenance Plan shall include, as a minimum, the date, time, and DoDEA license plate number of each bus scheduled for pick-up and delivery, and maintenance to be performed. Actual maintenance performed shall be documented upon completion in accordance with paragraph 2.3.3 below.

2.3.3. Scheduled Maintenance. Scheduled maintenance are, but not limited to those services performed on a periodic basis such as, oil and filter changes, tire rotation, tune-ups, replacement of hoses and belts, brake service in accordance with industry standards. The contractor shall coordinate the pick-up of buses with the COR unless on premises facilities are used. The contractor may be required to sign a hand receipt for all buses that are turned over to the company and leave the facility.

2.3.4. Unscheduled Maintenance. Unscheduled maintenance are those services required to bring the leased bus back within operational and safety standards at the contractor’s cost and shall be included in the lease price such as, but not limited to rust/corrosion, power plant, power train, electrical systems, replacing broken or burned out headlights, correcting seatbelt malfunctions, replacing failed components, repairing flat tires. The contractor shall provide a replacement bus when performed maintenance will interfere with normal bus operations.

2.3.5. Corrective Maintenance. Corrective maintenance are those services required for which the

Government is at fault/liable such as due to operator error, accidents, vandalism, and unforeseen events to bring the bus back within operational safety standards.

2.3.5.1. The Contractor shall perform corrective maintenance and/or repairs at a fair and reasonable cost to the Government.

2.3.6. Repairs. The contractor shall keep the buses in good repair, condition, and working order and shall furnish any and all labor, parts, mechanisms, and devices required to keep the buses in good mechanical working order. The contractor will be compensated for the actual or estimated cost, as determined equitable by the Contracting Officer Representative (COR) if the cost is below the micro-purchase threshold or the Contracting Officer, for repairs resulting from loss or damage due to causes for which the Government and authorized personnel are responsible. The contractor is responsible for all loss or damage caused by the negligence of its agents or employees when buses are in the contractor’s possession.

2.3.7. Minor Repairs. These repairs are necessitated because of accidents, which occurred while the Government or

Government contractor are operating the vehicle, or due to incidents (e.g., mirror broken while parked), which occurred while the Government has responsibility of the vehicle. Should minor repairs be required, the Contractor shall provide an estimate to the Government. Once the Government deems (in writing) the amount reasonable, the Contractor shall complete the repairs and submit a manual invoice directly to the COR. The government will not be responsible for minor damage that can be attributed to normal/fair wear and tear. The government will not reimburse the contractor for the costs of these repairs. Any dispute between the Contractor and COR on this matter will be submitted, through the District Transportation Supervisor, to the Contracting Officer for a final determination.

2.3.8. No Cost to Government for Repair of Defects. All repairs to correct faults covered by warrantee, or stemming from manufacture’s defects or errors may not be charged and will be made by the Contractor at no cost to the Government.

2.3.9. Bus Maintenance Records. The contractor shall document and maintain an individual maintenance record for all leased buses provided in accordance with this PWS. The contractor shall make these records available within ten (10) calendar days upon request.

2.3.10. Local Contact Information. The Contractor shall provide the names and telephone numbers of local contract personnel who are to be contacted for scheduled, unscheduled, and emergency work to the COR at the beginning of the performance period.

2.4. Emergency Services.

2.4.1. Roadside Service. In the event of bus breakdowns, the contractor shall make available road side assistance within two (2) hours of being notified by the COR.

2.4.2. Towing. The contractor shall be responsible for providing 24-hour towing service for buses unable to be repaired by road side service. Towing due to breakdowns shall be at no cost to the Government.

2.5. General Bus Requirements.

2.5.1. Buses shall comply with all applicable Government of Japan laws, vehicle/bus safety and maintenance requirements.

2.5.2. Body. The exterior body shall be painted, clear coated, polished and free of physical damage and rust at all times. Window seals shall not allow leaks into the interior at any time and should be replaced when dry rot is present.

2.5.3. Corrosion Control. The contractor shall incorporate corrosion detection, treatment, and control program as part of the maintenance program. Visible rust shall not be present on surfaces of bus body or wheels.

2.5.4. Controls and Operating Mechanisms. All controls, operating mechanisms and doors shall be located for right hand drive. Controls shall be complete and conveniently operable by the driver when in a seated position.

2.5.5. Accessories. As a minimum, each school bus shall be equipped to comply with GOJ standards with the following accessories: Vinyl yellow school bus decals on all sides of the bus, interior lighting, driver’s sun visor, interior rear view mirrors (minimum 11” long x 5” wide), front and rear bumpers, spare tire (for each type of tire) and wheel/rim (for each type of wheel/rim), tire wrench, inspection hammer, jack and tool kit, highway warning kit, mounted 5 lb. multi-purpose dry chemical fire extinguishers with pressure gauge that are inspected periodically to ensure operability in case of an emergency. Fire extinguishers that are inoperable are replaced by the contractor as part of meeting GOJ standards.

2.5.6. Passenger Seating. Seats shall be bench type capable of seating two passengers. Distance between the front edge of the seat and the seatback immediately in front shall be a minimum of 10” to allow for ample legroom. The width of the aisle shall be a minimum of 21”, however a few of the back rows may narrow to 19.3 inches. Micro-bus aisle width shall be a minimum of 15 inches. No jump seats shall be installed. The seats must conform to all Japanese safety standards for vehicles whose main purpose is to transport school age children. The buses shall not have jump seats or ashtrays.

2.5.7. Seat Belts. All bench type seats shall be equipped with two (2) seat belts each. All seat belts must comply with Japanese industry safety regulations and laws. The driver’s seat belt shall be a standard 3 point shoulder harness retractor type.

2.5.8. Passenger Service Door/Entrance Way. Service door must be easily operated by the driver while seated in the driver’s seat. The door closing mechanism must comply with industry safety standards. The hand rail to exit and enter the bus must be positioned and angled to allow for small children to maintain a grip on the rail at all times when entering and exiting the bus. The steps leading up the bus must be covered with a non-skid surface.

2.5.9. Back Rest Seat Covers. Clear vinyl seat covers will be replaced when worn, torn or otherwise unserviceable due to fair wear and tear at no additional cost to the government as long as it does not exceed 100 replacement seat covers.

2.5.10. Passenger Floor. Vinyl (or equivalent) floor mat, non-slip type. Carpet is not acceptable flooring.

2.5.11. Tires. Manufacturer’s standard “commercial thread” tires conforming to the bus size. The contractor shall replace defective tires and tires exceeding normal wear and tear at no cost to the Government in accordance with paragraph 2.3.3. Re-capped or retreaded tires are not acceptable.

2.5.12. Emergency Exit. Emergency exit shall be provided and identified in written English. A warning buzzer shall sound whenever the emergency exit door handle/lever safety cover is removed. Emergency exit is not required for micro-buses.

2.5.13. Exterior Mirrors. The driver’s mirrors must provide full visibility to the front and sides of the school bus and meet industry safety standards for commercial buses.

2.5.14. License Plate. The Contractor shall provide and install two license plates per vehicle. Technical

Exhibit 2,

2.5.15. Windows. Passenger windows shall be fixed closed, preventing passengers from sticking their arms outside or throwing objects out of the bus. The driver’s seat is excluded from this requirement.

2.5.16. Radio/Intercom. Standard factory installed stereo and public address system with speakers required.

2.5.17. Destination Sign Compartment. All buses shall be equipped with standard factory installed sign board located on the front center of the roof above the wind shield. The sign shall be capable of depicting destinations, usage, or other pertinent information. Upon contract award, the Government shall provide the required destination list for installation prior to start of performance if required. Technical Exhibit 3,

2.5.18. Exterior School Bus Sign. Buses of all types shall use the permanent sticker type sign as shown in Technical Exhibit 4 and required by Japanese Law on all four sides.

2.5.19. Overhead Storage Rack. Buses shall be furnished with factory standard storage bins capable to hold light items such as backpacks, laptops and other small items.

3.0 GOVERNMENT-FURNISHED PROPERTY

3.1. The following Government Furnished Property (GFP) m a y be provided for school buses (as applicable) at the Government’s expense.

3.1.1. School Bus Route Signs

3.1.2. Fuel

3.1.3. Child Safety Restraint Systems (CSRS)

3.1.4. Video Surveillance System

3.1.5. Vehicle Maintenance Bays that are already part of the facility

3.2. Installation of Government Furnished Equipment/Property (GFE/GFP). The contractor agrees to allow the government to install the Government-Furnished Equipment/Property on leased buses under the contract.

3.3. The Government throughout the life of this contract may require additional government furnished property to be installed on the buses. All additions and deletions of GFE/GFP will be coordinated. All changes shall be incorporated into the contract by modification.

4.0 DELIVERABLES.

4.1 Delivery. Buses furnished hereunder shall be delivered for immediate use at the start date of the beginning of the period of performance. Buses and furnished accessories shall comply with all Japanese motor vehicle laws and safety standards in effect on the date of manufacture, and must be modified or replaced to remain compliant with such new laws as may come into effect during the life of the contract.

4.2. Bus Inventory. The contractor shall furnish an inventory listing of all buses. List shall include chassis number, make, model, year and DoDEA license plate number.

4.3. Repair Cost Estimates. The Contractor shall provide the COR with a cost estimate prior to beginning repair work IAW para. 2.3.7.

4.4. Local Contact Information. The Contractor shall provide (at the beginning of the performance period) to the Contracting Officer’s Representative (COR) and the U.S. Government representative at each of the delivery locations the name and telephone number of local contract personnel who shall be called for scheduled, unscheduled and emergency work.

4.5. Contractor Quality Control Plan. Within 15 calendar days of the contract award, the Contractor shall provide to the Contracting Officer’s Representative (COR) a Quality Control Plan (QCP) that adequately addresses how the Contractor plans to evaluate and maintain an Acceptable Quality Level (AQL) for services described within the PWS. Evaluation of the Quality Control Plan shall be conducted on an as needed basis or upon request by the Government.

4.6. Maintenance Schedule. Within 30 days of the contract award, the Contractor shall provide the COR a scheduled maintenance schedule in English. The maintenance schedule shall comply with the bus warranty, Japanese laws and regulations and Japanese safety standards. All preventative maintenance will be scheduled not to conflict with the Government’s operational commitments. Prior to implementation, the schedule must be approved by the COR.

4.7. Maintenance Report. The Contractor shall submit to the COR when requested and within 15 calendar days. Report shall detail maintenance performed on each bus for the duration requested.

4.8 Deliverables Summary

Document Submit To Due Applicable PWS Section

Bus Inventory CO/COR At the beginning of the performance period.

2.2.4

Repair Estimate CO/COR Prior to Repair 2.3.7. & 4.3.

Local Contact Information

COR At the beginning of the performance period.

2.3.1

1. &

Quality Control Plan CO/COR Within 15 days after contract award. 4.5.

QCP Evaluation CO/COR As Needed/Requested 4.5.

Maintenance Schedule COR Within 30 days of the contract award

4.6.

Maintenance Report COR Upon request and within 15days 4.7.

5.0 QUALITY CONTROL

5.1 Performance standards. The contractor shall provide bus lease services in accordance with the performance standards identified in the Performance Objectives table below and commonly used commercial practices

5.2 Acceptable Quality Level (AQL). The AQL is the minimum level of quality that the contractor is expected to meet. Deviations from the AQL are permitted as identified in the Performance Objective table below.

Performance Objectives

Required Service

Standard Acceptable Quality Level

Max Degree of Deviation from

AQL

Method of Surveillance

Deduction

PO-1 Buses 1) Buses shall meet Government 100% of the No Deviations Monthly 0.1 % of the

Delivered and Serviceable IAW

PWS 2.2.2

of Japan standards, remain free of defects, and be serviceable time & Customer Complaint monthly price of bus lease and maintenan ce CLIN for each bus per day not delivered, defective or non-

PO-2 Reports IAW Para.

4.6 & 4.7

1) The contractor has an up to date scheduled maintenance plan provided within 30 days after contract award

2) The Contractor documented all scheduled and unscheduled maintenance and has submitted a timely report/record of the maintenance

98% of reports are up to date, all scheduled/ unscheduled maintenance is sufficiently documented, and provided timely

Not more than 2% of reports are untimely

Biannually

Monthly

To be negotiated

PO-3

Scheduled Maintenance Performance IAW

All scheduled maintenance has been completed

98% of scheduled maintenance completed

Not more than 2% of scheduled maintenance is incomplete

Biannually

Customer Complaint

To be negotiated

PO-4

Unscheduled Maintenance IAW para. 2.3.4

Buses are returned within 3 days or as agreed with problem(s) corrected and meet safety standards. A comparable replacement bus was provided

98% of unscheduled maintenance completed satisfactorily

Not more than 2% of unscheduled maintenance is incomplete

Periodically

PO-5 Repairs IAW para. 2.3.6

Buses are repaired and returned within 3-days or as agreed in working order. A comparable replacement bus was provided as necessary

98% of repairs are completed satisfactorily

Not more than 2% of repairs are completed unsatisfactorily

PO-6

Emergency Services IAW para. 2.4

The contractor provided roadside service within 2-hours or as agreed and/or towing within a reasonable time for repairs and return to service

98% of emergency services are completed timely

Not more than 2% of emergency services are untimely and/or unsatisfactorily

5.3 Government Surveillance. The Government will use performance based contracting standards to evaluate all items within the performance objective table. This procedure will allow the Government to reduce the scope of its evaluations as a result of quality Contractor performance, or increased evaluations in cases where the Contractor has performed poorly. The Government reserves the right to modify performance objectives during the life of the contract, in order to ensure that the right outcomes are being assessed and that performance objectives are appropriate. Any changes will be accomplished via a bilateral modification.

5.4. Unacceptable Performance. The COR will notify the Contractor in writing in case of unacceptable performance. Unacceptable performance that was properly identified to the Contractor by the COR is defined as services not being accomplished/corrected properly and/or in a timely manner. When the contractor’s performance is unacceptable, the contractor shall respond to a “Contract Discrepancy Report” (CDR) when provided by the COR.

The CDR will require the Contractor to explain, in writing, the cause of the discrepancy and the corrective action taken to obtain an acceptable level(s) of performance. Unacceptable performance that is corrected properly and in a timely manner will not result in a payment deduction. For low time-sensitive defects, the Contractor will be provided three working days or a reasonable time after notification to correct the defective performance. The contractor may be allowed a 2-hour or reasonable response time for time sensitive defects.

5.4.1. Definition of “Services”. “Services”, as used in this section, includes the services performed, workmanship, and material furnished or used in the performance of this Contract. The Contractor shall maintain buses in a satisfactory operating condition to ensure detection and correction of developing failures either before they occur or before they develop into major defects.

5.5. Remedies. The Government reserves the right to seek remedies in accordance with 52.212- 4(a)

Inspection/Acceptance for performance that falls below the acceptable performance levels. Consideration will be based on the extent of damages (costs for extra bus rental, time, etc.) caused by the contractor’s performance falling below the standard.

5.6. Government Actions in case of Contractor Non-Performance. If any of the Services do not conform to Contract requirements, the Government may (in ascending order of severity):

5.6.1. Require the Contractor to perform the services again in conformity with Contract requirements, at no additional cost to the Government.

5.6.2. Require the Contractor to take necessary action to ensure that future performance conforms to Contract requirements.

5.6.3. Reduce the Contract price to reflect the reduced value of the services performed.

5.6.4. By contract or otherwise perform the services and charge to the Contractor any cost incurred by the

Government that is directly related to the performance of such service.

5.6.5. Terminate the Contract for Default.

5.7. Quality Control Actions by the Contractor.

5.7.1 Contractor Quality Control Plan. The contractor shall develop and maintain a Quality Control Plan (QCP) that adequately addresses how the Contractor plans to evaluate and ensure an acceptable Quality Level (AQL) for services described within the PWS. Reference para. 5.0. An internal evaluation of the QCP shall be conducted as needed or upon request.

5.7.2. Contractor Inspections. The Contractor shall develop, maintain, and document an inspection system acceptable to the Government covering the services under this Contract.

5.8. Quality Assurance Actions by the Government.

5.8.1. Government Inspections. The Government has the right to inspect and test all services called for by the Contract, to the extent practicable at all times and places during the term of the Contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

6.0 DISINCENTIVES

6.1. Negative Incentives: The contractor may maximize profit under a fixed price contract through effective performance or have payments reduced because of failure to meet the performance standards. The Government may assess a standard deduction of 0.1 % for Performance Objective (PO-1) of the affected lease and maintenance CLIN per each bus not delivered (missing), defective or non-operational.