Attachment 2 - PWS Hickam Open House MACA Event Bus and Parking.pdf

PERFORMANCE WORK STATEMENT

1. GENERAL PROCEDURE:

1.1. The Contractor shall provide transportation for all attendees for the Hickam Open House on 16 November 2024 to and from designated parking locations, consolidated pick up locations and any other locations/routes prescribed in the contract. The Contractor will also negotiate with Aloha Stadium to provide parking for 1,000 vehicles for the Hickam Open House on 16 November 2024.

1.2. The Contractor shall provide all personnel, supervision, transportation services, vehicles, vehicle maintenance, fuel, supplies and equipment necessary to safely transport event attendees to and from all locations as designed in the contract.

1.3. The safety and security of the passengers is of the highest priority in the performance of these contract services.

2. ROUTES:

2.1. The Contractor shall be responsible for completing the following routes in accordance with the proposed bus route schedule:

2.1.1. Route No. 1: Aloha Stadium Parking Lot to/from Hickam AFB Hangar 19 Gate

2.1.2. Route No. 2: NEX Parking Lot to/from Hickam AFB Hangar 19 Gate

2.1.3. Route No. 3: Hickam AFB Burger King Lot to/from Hickam AFB Hangar 19 Gate

2.1.4. Route No. 4: Aloha Stadium Rail Drop off to/from Hickam AFB Hangar 19 Gate

2.1.5. Contingency Route ROMEO: Supplemental Route 1

2.1.6. Contingency Route SIERRA: Supplemental Route 2

2.1.7. Contingency Route TANGO: Supplemental Route 3

2.1.8. Contingency Route UNIFORM: Supplemental Route 4

2.2. The Contractor shall not deviate from these routes and schedules unless authorized in writing (e.g. email) from the Contracting Office (CO), Contracting Officer Representative (COR), or Transportation Manager. In the event of a natural disaster, storm, road closure, or any uncontrollable traffic related event, the Contractor shall provide an alternate route in writing to the COR for further dissemination and shall continue transportation services for all event attendees to and/or from the original destination.

2.2.1. The driver shall step outside of the bus and make an announcement five (5) minutes prior to departing each location.

2.2.2. The Contractor shall remain in compliance with the State of Hawaii laws/regulations that place limits on the number of hours a bus driver may drive.

2.2.3. Driver Breaks: All vehicles shall be locked and closed (no passengers on board) during driver’s lunch and break times.

2.2.4. Drivers shall depart from locations within the 30-minute time blocks on the route schedules (Attachment 1). Exception: drivers shall depart earlier than the scheduled departure time if the bus is filled to max capacity.

3. SCHEDULE

3.1. Buses 1-20 will execute Route 1. See Attachment 1 for proposed schedule.

3.2. Buses 21-25 will execute Route 2. See Attachment 1 for proposed schedule.

3.3. Buses 26-30 will execute Route 3. See Attachment 1 for proposed schedule.

3.4. Buses 31-35 will execute Route 4. See Attachment 1 for proposed schedule.

3.5. Contingency Route ROMEO is a supplemental route for Route 1. As designed in 2.2., appointed event staff may direct any of the bus drivers to terminate or temporarily suspend their assigned route and transition to this contingency route.

3.6. Contingency Route SIERRA is a supplemental route for Route 2. As designed in 2.2., appointed event staff may direct any of the bus drivers to terminate or temporarily suspend their assigned route and transition to this contingency route.

3.7. Contingency Route TANGO is a supplemental route for Route 3. As designed in 2.2., appointed event staff may direct any of the bus drivers to terminate or temporarily suspend their assigned route and transition to this contingency route.

3.8. Contingency Route UNIFORM is a supplemental route for Route 4. As designed in 2.2., appointed event staff may direct any of the bus drivers to terminate or temporarily suspend their assigned route and transition to this contingency route.

3.9. Contingency routes will be activated in the event there is a backlog in passenger movements requiring supplemental bus support or reallocation of bus assets.

3.10. When/if any contracted buses are not running a route, they will be on standby on Hickam AFB at a location determined in the final contract and/or immediately available for recall in the event of a contingency route activation or a mass evacuation.

4. EQUIPMENT REQUIREMENTS

4.1. The Contractor shall ensure that all vehicles meet the following requirements:

4.1.1. Buses 1-20 shall be motorcoaches that can accommodate a minimum of fifty (50) passengers. A minimum of five (5) shall be ADA compliant for handicap accessibility.

4.1.2. Buses 21-25 shall be motorcoaches that can accommodate a minimum of fifty (50) passengers and all five (5) shall be ADA compliant for handicap accessibility.

4.1.3. Buses 26-30 shall be motorcoaches that can accommodate a minimum of forty-four (44) passengers and all five (5) shall be ADA compliant for handicap accessibility.

4.1.4. Buses 31-35 shall be motorcoaches that can accommodate a minimum of fifty (50) passengers and all five (5) shall be ADA compliant for handicap accessibility.

4.1.5. Each vehicle shall be equipped with functioning air conditioners and seatbelts.

4.1.6. Each vehicle shall be equipped with functioning microphone/PA system.

5. ADDITIONAL VEHICLE REQUIREMENTS:

5.1. Buses shall meet all current applicable Federal, State and Local specifications and regulations including, but not limited to, licensing, registration and safety standards. Contractor shall be responsible for all designed routes and have buses available for back up in the event contingency situations.

5.2. Contractor shall have back-up buses that meet the same requirements as the primary buses. In the event of a contingency or emergency where a back-up bus will be required, the back- up bus shall arrive to transport people within 1-hour from being notified.

5.3. Vehicles shall be registered in the state of Hawaii.

5.4. Vehicles shall have current registration.

5.5. Vehicles shall be clean, regularly maintained, and in good repair always during the performance of this contract.

5.6. Vehicles shall undergo continual preventive maintenance.

5.7. The Government reserves the right to inspect Contractor equipment and vehicles and require documentation of compliance with contract specifications. Such an inspection, if conducted, does not constitute a warranty by the Government that the Contractor's vehicles and equipment are properly maintained. The Government reserves the right to restrict the Contractor's use of any equipment and vehicles which are determined to need repair, unclean, unsafe, damaged on the interior or exterior body, and/or are not in compliance with contract specifications. The restriction of such equipment and vehicles shall not relieve the Contractor from providing all required services as defined herein.

6. CONTRACTOR’S QUALITY ASSURANCE PLAN:

6.1. The Contractor shall provide to the Contracting Officer, a copy of the Contractor's Quality Assurance Plan. This document shall identify the management concept for ensuring compliance with all contract requirements and shall include the following:

6.1.1. Contingency plan: A description of the Contractor’s plan of transport event attendees (include ADA considerations) in the event a bus breaks down. This plan shall include delays of less than forty-five (45) minutes.

6.1.2. Driver absence: The Contractor shall provide a description of the Contractor’s plan to replace a driver due to absence of a scheduled driver(s).

6.1.3. Severe Weather: The Contract Manager shall advise the COR of any specific weather conditions that warrant a schedule change. The COR must approve any change to the schedule in advance.

6.1.4. The Contractor shall notify the COR of severe weather or hazardous driving conditions that result in cancellations or estimated delays longer than 45 minutes.

6.1.5. Other Adjustments: The Contracting Officer may verbally authorize a change in schedule when unforeseeable events require an adjustment in the route or schedule.

6.1.6. The Contractor shall identify all regular and replacement vehicles the Contractor intends to utilize, and the vehicle list shall be updated when vehicles are replaced.

6.1.7. Accident and Incident Reports: The Contractor shall identify the process that the Contractor and Contractor’s personnel will utilize to notify the COR verbally within 10 minutes of an accident or incident occurring. The Contractor shall also identify the process that will be used to submit a written accident or incident report to the COR by close of business the next day following an accident or incident.

6.2. Any changes to the initial plan shall be submitted within seven (7) days before implementation to the COR and Contracting Officer for approval.

7. CONTRACTOR’S PERSONNEL

7.1. Contractor and contractor personnel assume responsibilities that directly affect the safety, well-being, and security of the passengers. All Contractor personnel hold a position of trust that requires maturity, stability, reliability, and good character. The Contractor shall provide (and is responsible) personnel that have initiated a background check (and passed), are properly licensed, screened/vetted, trained, authorized by the state, and qualified to perform the required services. The Contractor’s employees are employees of the Contractor and shall not be considered DoD employees for any purpose.

7.2. All drivers shall be age of 21 years or older and shall maintain neat, clean and professional appearance. Drivers shall be licensed in accordance with the State of Hawaii to include any special licensure required.

7.3. Driver shall have at least three (3) years of experience driving a bus with a minimum of

(48) passengers.

7.4. Drivers shall not have any DUI offenses on driving record.

7.5. Contractor personnel shall have the ability to communicate in English.

7.6. The Contractor shall provide an excel spreadsheet to the Contracting Officer Representative (COR) immediately upon contract award to identify all primary/alternate operators that will need base access. This listing shall include Full Name, Date of Birth (DOB), Driver License Number, Social Security Number (SSN), and date(s) base access is needed. If Contractor requires base access on any day other than November 16, 2024, such as for a site survey, they shall provide written justification to the COR for the additional requested access.

7.7. The COR will act as the “Sponsor” and submit the listing to JBPH-H Nimitz Visitor Control Center, Pass & ID, Special Events (647SFS.JBPHH.SpecialEvents@us.af.mil) for vetting and processing. The COR will provide the base passes to the Contractor once received.

8. SUBCONTRACTING: The Contractor shall obtain the Contracting Officer’s approval prior to providing or replacing a subcontractor. If a Subcontractor is utilized the Contractor is responsible for acquiring all subcontractors necessary to perform mission requirements, maintaining good working relationships with subcontractors, subcontractors’ Quality Control measures, and ensuring subcontractors can meet all requirements associated with this contract.

The Contractor is responsible for all records to include the vehicle maintenance records of Subcontractors.

9. FAILURE TO PROVIDE SERVICE: If the Contractor fails to furnish the required services within the time frames established, 766 ESS reserves the right to obtain the service from another source and charge the Contractor for any excess cost that may be incurred as a result. The Contractor shall also give notice within 24 hours of transportation services not completed in accordance with contract requirements and specify reason for not completing the service.

10. REPORTING REQUIREMENTS: The COR shall distribute surveys to beneficiaries, using feedback as a measure of customer satisfaction. The Contractor shall monitor transportation log information and customer surveys for timeliness and level of satisfaction with customer service. The Contractor shall respond to each report of unsatisfactory service within five (5) working days of receipt of the written report. The response shall address specific corrective action to remediate the reported situation and steps taken to preclude recurrence.

11. INSURANCE REQUIREMENTS: The Contractor is required to have adequate insurance to cover claims related to any accidents due to inadequate performance of duty by drivers.

11.1. Commercial liability insurance: The Contractor shall provide the Commercial liability insurance coverage required under the State of Hawaii laws and regulations, prior to the performance of services under that awarding contract. The contractor shall provide a copy

11.2. Workers’ Compensation and Employers’ Liability Insurance: The Contractor is required to comply with applicable Federal and State workers’ compensation and occupational disease statues.

11.3. General Liability: Contractor shall maintain bodily injury liability insurance coverage written on a comprehensive form of policy that meets the requirements of the State of Hawaii.

11.4. Automobile Liability: The Contractor shall provide Automobile Liability insurance in accordance with the laws of the State of Hawaii.

11.5. Evidence of Coverage: Award of a contract cannot be made until the Contractor furnishes to the Contracting Officer, a certificate from his/her insurance company indicating that coverage outlined in the above schedule, has been obtained and that it may not be changed or canceled without written notice to the Contracting Officer. The furnishing of such evidence of insurance coverage may not be waived. The insurance policy must include a thirty-day notice of change or cancellation.

12. ALOHA STADIUM CONTRACT REQUIREMENTS:

12.1. The Contractor shall provide parking for 1,000 vehicles at Aloha Stadium for the Hickam Open House on 16 November 2024. Aloha Stadium Parking attendants shall scan guest’s tickets upon entry into Aloha Stadium and be directed to the lower lot. Our guests will not be charged any entry fee into the parking lot. The Contractor will receive a PowerPoint to train preexisting parking attendants to scan EventBrite tickets and Airmen will be on site to train the morning of, to ensure no encroachment into the Swap Meet parking. Parking will be facilitated from 0800-1500, with vehicles able to depart lot unencumbered until 1700.

12.2. Aloha Stadium will provide staff to scan the EventBrite tickets and collect no fees from guests. The Contractor shall ensure Aloha Stadium provides all personnel to scan guests in and ensure preexisting Swap Meet medical coverage is in place in the event of a minor medical emergency.

12.3. The safety and security of the passengers is of the highest priority in the performance of these contract services.

12.4 Wings of Aloha Event staff and busses will not be charged upon entry. Event staff will be in uniform and have event signs on dashboard of vehicles.

13. SCHEDULE

13.1. Aloha Stadium parking attendants will be prepared for event staff to enter at 0800 and prepared for guest arrival by 0830.

13.1.1 Event staff will arrive from at 0800 to set up tents and prepare for guests. Guests will arrive between 0830-1430 to be loaded onto waiting buses for transport onto base.

14. EQUIPMENT REQUIREMENTS

14.1. The Contractor shall ensure Aloha Stadium can meet the following requirements:

14.1.1. 1,000 spots available starting at 0900 with attendants to scan tickets and direct guests to bus loading area.

14.1.2 Cars will be safe in lower lot.

15. CONTRACTOR’S QUALITY ASSURANCE PLAN:

15.1. The Contactor shall provide to the Contracting Officer, a copy of the Contractor's Quality Assurance Plan. This document shall identify the management concept for ensuring compliance with all contract requirements and shall include the following:

15.1.1. Contingency plan: A description of the Contractor’s plan for parking if predesignated spots are unable to be utilized. We must be notified within 24 hours if all 1,000 spots are not available.

15.1.2. Parking Attendant absence: The Contractor shall provide a description of the Aloha Stadium’s plan to replace an attendant due to absence of a scheduled attendant(s).

15.1.3. Severe Weather: The Contract Manager shall advise the COR of any specific weather conditions that warrant a schedule change. The COR must approve any change to the schedule in advance.

15.1.10. Incident Reports: The Contractor shall identify the process that the Contractor and Contractor’s personnel will utilize to notify the COR verbally within 30 minutes of an incident occurring. The Contractor shall also identify the process that will be used to submit a written accident or incident report to the COR by close of business the next day following an accident or incident.

15.2. Any changes to the initial plan shall be submitted within seven (7) days before implementation to the COR and Contracting Officer for approval.

16. ALOHA STADIUM’S PERSONNEL

16.1. Contractor and contractor personnel assume responsibilities that directly affect the safety, well-being, and security of the passengers. All Contractor personnel hold a position of trust that requires maturity, stability, reliability, and good character. The Contractor shall provide (and is responsible) personnel that are properly screened/vetted, trained, authorized by the state, and qualified to perform the required services. The Contractor’s employees are employees of the Contractor and shall not be considered DoD employees for any purpose.

16.2. Parking attendants will be given breaks/lunch in accordance to preexisting staff rules.

16.3. Contractor personnel shall have the ability to communicate in English.

17. SERVICE SUMMARY: The following service summary (SS) table identifies the performance objectives and performance thresholds for critical tasks associated with providing bus transportation services in support of the Hickam Open House event. The SS and the contractor’s incorporated Quality Control Plan provide information on the expected level of contractor performance and the expected method of Government confirmation of service provided. The threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Paragraph Method of Evaluation Performance

Threshold Contractor personnel shall comply with security requirements

1.4 Periodic Inspection 100% Compliance

Contractor shall perform designated routes

2.1 Periodic Inspection 100% Compliance

Contractor shall transition drivers to contingency routes if/when directed by appointed event staff

2.2 Periodic Inspection if

Occurrence 100% Compliance

Contractor shall perform bus shuttles in accordance with the proposed bus schedule

3, Attachment 1 Periodic Inspection 85% Compliance

Contractor shall provide busses with all requested functioning

4.1.4, 4.1.5, 5.3-5.6 Periodic Inspection 100% Compliance equipment and requirements Contractor shall follow all accident reporting procedures

6.1.6 Inspection if accident

occurs 100% Compliance

All Contracted personnel shall be properly licensed, vetted, screened, trained and authorized

7.1-7.5 Random personnel inspection 100% Compliance

Contractor shall have adequate insurance to cover all claims

11 Policy Review 100% Compliance

18. Contract Data Requirements List (CDRL) Summary: This list identifies the deliverable requirements in for this contract. The Contracting Officer is the minimum recipient for all deliverables. Others may be identified and communicated with the contractor.

Deliverable PWS Paragraph Submission Due

Quote N/A

Contractor shall provide a quote for services by the deadline prescribed by the COR.

Bus Route Plan 2

Draft with Quote.

Final within 5 calendar days after award.

Bus Schedule 3

Draft with Quote.

Final within 5 calendar days after award.

Listing of vehicles that will be provided to include passenger capacity, ADA accessibility and required equipment

Draft with Quote.

Final within 5 calendar days after award.

Quality Assurance Plan 6

Draft with Quote.

Final within 5 calendar days after award.

Excel listing of all Contractor personnel

(to include all 7 Draft with Quote.

Final within 2 required information listed in 7.7) that will be performing work under the Contract and/or needing base access.

calendar days after award.

Certificate for evidence of insurance coverage 11.5

Draft with Quote.

Final within 5 calendar days after award.