DRAFT PWS for Sources Sought JCLC New York Military Academy Windsor NY.pdf

PERFORMANCE WORK STATEMENT (PWS)

BUS AND SUBURBAN SERVICES

JCLC ADVENTURE NORTH

25 JUNE – 30 JUNE 2021

Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide school bus and suburban services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform bus and suburban services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: CCR 145-2 requires each JROTC unit to annually conduct a JCLC (JROTC Cadet Leadership Challenge). Training categories include required, integrated, and organized activities.

Required training includes leadership reaction course, high ropes and low ropes courses, land navigation, rock wall climbing and rafting. Integrated training includes physical training, field sanitation, leadership, and drill-and-ceremonies. Bus and Suburban services are required to transport cadets, cadre, chaperones and medical personnel to / from training sites.

1.3 Objectives: The basic service objective is to safely transport individuals to / from designated locations as shown in PART 5 of this document.

1.4 Scope: Transportation services are to be performed. Services include picking up individuals (cadets, cadre, chaperones, and medical personnel) from one location and delivering them to a pre-determined destination using school buses approved by the Orange County School District. The contractor shall accomplish the safe and timely delivery of individuals travelling on their busses.

1.5 Period of Performance: The period of performance shall be for 26 June – 30 June 2021.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. Due to the short nature of this contract, the contractor will not have to deliver a QCP.

However, the contractor is to initiate his /her own Quality Control provisions and monitor them daily. The contractor should be responsive to the government representative if confronted with problems that concern safety or timeliness. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is required to perform services on holidays if they fall within the timeframe 27 June – 1 July 2020.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0630 – 2200 during the time period of 26 June – 30 June 2021. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at various locations. See Part 5 of this document.

1.6.6 Type of Contract: The government will award a firm fixed price contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract is not required to have a security clearance

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use

1.6.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: The contractor is responsible for ensuring all employees possess and maintain current driver’s license with School Bus endorsements and other appropriate certification during the execution of this contract.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: N/A. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are “NONE”.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 Contractor Travel Non-applicable.

1.6.14 Other Direct Costs Non-applicable):

1.6.15 Data Rights Non-applicable: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent

Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD Non-applicable: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall not have personnel on board, during the phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.6.18 Projected 2021 dates for JCLC North are 25 June – 30 June 2021

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 JCLC JROTC Cadet Leadership Challenge JROTC Junior Reserve Officers’ Training Corp KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services Non-applicable.

3.2 Facilities Non-applicable.

3.3 Utilities Non-applicable.

3.4 Equipment Non-applicable.

3.5 Materials Non- applicable.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance (Non-applicable):

4.3. Materials. The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.4. Equipment. The contractor shall provide 44-passenger bus services for Cadets attending JCLC Adventure North at New York Military Academy from 26 - 30 June 2021. Six (6) 44-passenger buses will be used to transport Cadets from their respective high schools to camp at New York Military Academy on 26 June 2021 and return them on 30 June 2021. Up to eight 44-passenger buses will be utilized daily to support JCLC Adventure North from 26 June – 30 June 2021 to transport Cadets to/from training sites during the hours of 0700-1700. One Suburban or equivalent will be provided for Cadre use from 25 - 30 June 2021 for in- and around- transportation, as well as for supervision and for oversight of the numerous bus movements. Advance Party personnel report on Friday, 25 June 2021. Buses must meet NY Department of Transportation guidelines and rules for established school buses. Daily maintenance checks and proper fueling and fluid level additions will occur prior to conducting transportation missions.

4.5. Summary of Requirements. An excel spread sheet has been prepared with exact times & locations for the entire movement of cadets for the entire camp period for ease in planning.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 The contractor shall provide 1 Suburban or rental van for JROTC instructors for transportation in support of JCLC Adventure North 2020 from 25 June – 30 June 2021. This vehicle is required for supervision as well as command & control. There are no limits to mileage use. The vehicle will potentially travel only in New York, Pennsylvania, or New Jersey.

5.2 Transportation of Cadets to and from JCLC Adventure North 2021:

5.2.1 The contractor shall depart Washingtonville HS, Washingtonville, NY, with cadets at 0830 hours on 26 JUN 2021 for JCLC Adventure North located at the New York Military Academy in Cornwall, New York, and arrive by 1000 HRS. For the return trip, the contractor shall depart the New York Military Academy, Cornwall, NY at 1030 HRS on 30 June 2021 and arrive at Washingtonville HS NLT 1200 HRS.

5.2.2 The contractor shall depart Minisink HS, Slate Hill, NY, with cadets at 0800 HRS on 26 JUN 2021 for JCLC Adventure North located at the New York Military Academy in Cornwall, New York, and arrive by 1000 HRS. For the return trip, the contractor shall depart the New York Military Academy at 1030 HRS on 30 June 2021 and arrive at Minisink HS NLT 1230 HRS.

5.2.3 The contractor shall depart Valley Central HS, Montgomery, NY, with cadets at 0830 HRS on 26 JUN 2021 for JCLC Adventure North located at the New York Military Academy in Cornwall, New York, and arrive NLT 1000 HRS. For the return trip, the contractor shall depart the New York Military Academy at 1030 HRS on 30 June 2021 and arrive at Valley Central HS NLT 1200 HRS.

5.2.4 The contractor shall depart James O’Neil HS, Highland Falls, NY, with cadets at 0830 hours on 26 JUN 2021 for JCLC Adventure North located at the New York Military Academy in Cornwall, New York, and arrive by 1000 HRS. For the return trip, the contractor shall depart the New York Military Academy, Cornwall, NY at 1030 HRS on 30 June 2021 and arrive at James O’Neil HS, Highland Falls, NY NLT

1200 HRS.

5.3 Transportation in Support of JCLC Adventure North 2021 Training

5.3.1 In addition to the above commitments, the contractor shall provide up to eight (8) 44-passenger buses, 2 mini-busses (supports area where 44 pax will not safely travel – shuttle) and 1 suburban to be utilized by JCLC Adventure North at the New York Military Academy, Cornwall, NY from 26 JUN – 30 June 2021 to support the following JCLC Adventure North training events on the dates indicated : (note:

total bus numbers may be reduced by utilizing a bus for subsequent (follow-on trips) – see spread sheet for a summary of requirements. All buses must be NY Department of Transportation approved. Drivers will wear Personal Protective Equipment in accordance with current New York state guidance (i.e. masks).

27 JUN 2021

0730-1600: NYMA to West Point, NY – 4 busses (rappel & LRC)(2 small busses between sites) 0730-1600: NYMA to Middletown, NY – 4 buses (high ropes) Note: If inclement weather and rappel & LRC training is cancelled, busses will be utilized to take cadets on a tour of Hyde Park (President Roosevelt’s Home).

28 JUN 2021

0730-1600: NYMA to West Point, NY – 4 busses (rappel & LRC)(2 small buses between sites) 0730-1600: NYMA to Middletown, NY – 4 buses (high ropes) Note: If inclement weather and rappel & LRC training is cancelled, busses will be utilized to take cadets on a tour of Hyde Park (President Roosevelt’s Home).

29 JUN 2021

0730-1630: NYMA to Silver Canoe, 37 South Maple Ave., Port Jervis, NY – 8 buses

30 JUN 2021:

1030-Complete: See paragraph 5.2.1 above for cadets to return to schools – 6 buses

5.4 Specific Tasks

5.4.1 Food and drinks will be permitted on the buses.

5.4.2 Bus clean-up will be provided by the contractor.

5.4.3 Cadets will bag all trash from their en route lunch meals and will remove those trash bags from the buses upon arrival at each destination.

5.4.4 Contractor will provide one (1) Suburban or equivalent rental vehicle, reliable, well maintained and mechanically sound, for Cadre use during JCLC for in and around transportation and to oversee bus movement from 26 June – 1 July 2020.

5.5. CONTRACTOR MANAGEMENT REPORTING (CMR): N/A

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) (Non-applicable).

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE PERFORMANCE STANDARD PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

Bus Maintenance Contractor shall maintain copies of the most recent vehicle inspection reports for all vehicles. Reports shall be made available upon request.

Inspection & Observation

98% Efficiency

Responsibilities - Contractor

Contractor shall verbally notify government designee immediately regarding any incident or injury to persons in the bus, including bus accidents. A written Incident Report shall be submitted within one (1) Business Day following verbal notification.

Notification and/or

Bus Drivers Contractor shall provide an adequate number of qualified bus drivers to ensure that all assigned buses are utilized. Contractor shall have an adequate number of substitute drivers (refer to Subparagraph 10.4.2), available to respond as needed, within one (1) hour of notification

Inspection and/or

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Itemized invoice for service rendered

Once at completion of contract

1 Electronically Wide Area Work Flow (WAWF)

Contracting Manpower Reporting

N/A