Draft PWS_Hickam Open House 2025 cao 10JUL2025.pdf

PERFORMANCE WORK STATEMENT

1. GENERAL PROCEDURE:

1.1. The Contractor shall provide event support for all attendees for the Hickam Open

House on 12 September 2025 – 13 September 2025 to include transportation, sanitation, and waste management.

1.1.1. The Contractor shall provide transportation for all attendees for the Hickam Open House events on 12 September 2025 – 13 September 2025 to and from designated parking locations, consolidated pick up locations and any other locations/routes prescribed in the contract. The Contractor will also negotiate to provide parking for 1,000 vehicles for the Hickam Open House on 13 September 2025.

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

1.1.3. The Contractor shall provide and manage sanitation services for the event, to include latrines, handwashing stations, and trash receptacles.

1.1.4. The Contractor shall provide support for security measures to the event, to include supplying equipment.

2. BUS TRANSPORTATION, ROUTES, AND SCHEDULE:

2.1. The Contractor shall be responsible for providing 20 motorcoach buses.

2.2. The Contractor shall be responsible for creating a route plan in accordance the allotted number of busses, and a bus route schedule aligned with the event schedule.

2.3. 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.

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

2.5. 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.

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

2.7. Drivers shall depart from locations within prescribed time blocks on the route schedules. Exception: drivers shall depart earlier than the scheduled departure time if the bus is filled to max capacity.

2.8. 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.

3. EQUIPMENT REQUIREMENTS

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

3.1.1. Buses 1-10 shall be motorcoaches that can accommodate a minimum of fifty

(50) passengers. A minimum of one (1) shall be ADA compliant for handicap accessibility OR the Contractor shall have the ability to recall an ADA compliant bus from another route in the event ADA support is needed from this location.

3.1.2. Buses 11-15 shall be motorcoaches that can accommodate a minimum of fifty (50) passengers. A minimum of one (1) shall be ADA compliant for handicap accessibility with a desired quantity of all five (5) buses to be ADA accessible. The Contractor shall maximize/prioritize the number of ADA buses for this route (Route 2) since it will be advertised to the public as the parking location for customers needed ADA accessible transportation.

3.1.3. Buses 16-20 shall be motorcoaches that can accommodate a minimum of forty-four (44) passengers. A minimum of one (1) shall be ADA compliant for handicap accessibility OR the Contractor shall have the ability to recall an ADA compliant bus from another route in the event ADA support is needed from this location.

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

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

4. ADDITIONAL VEHICLE REQUIREMENTS:

4.1. 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.

4.2. 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.

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

4.4. Vehicles shall have current registration.

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

4.6. Vehicles shall undergo continual preventive maintenance.

4.7. 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.

5. PARKING

5.1. The Contractor shall locate and reserve parking space for up to 1000 vehicles for the Hickam Open House on 13 September 2025. Parking will be facilitated from 0800-1500, with vehicles able to depart a lot unencumbered until 1700.

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

5.3. Parking lot will be prepared for event staff to enter at 0800 and prepared for guest arrival by 0830.

5.3.1. Event staff will arrive 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.

6. SANITATION

6.1. The Contractor shall be responsible for event sanitation. Sanitation requirements will include installation and management of portable toilets, handwashing stations, and the management of waste.

6.2. The Contractor shall provide 30 portable toilets: 28 single units and 2 ADA compliant for handicap accessibility. The location of the setup is Hickam Airfield, with designated area determined later.

6.3. The Contractor shall provide 7 handwashing stations that will be set up adjacent to the portable toilets.

6.4. Portable toilets and handwashing stations will be installed at location NLT 1300 on September 11 and will remain until 1700 September 13. Waste from toilets will be removed on September 12 at 1600, and handwashing stations will also be replenished at regular intervals.

7. CONTRACTOR’S QUALITY ASSURANCE PLAN:

7.1. 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:

7.1.1. 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.

7.1.2. 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).

7.1.3. 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.

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

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

7.1.6. 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.

7.1.7. 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.

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

8. CONTRACTOR’S PERSONNEL

8.1. 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

8.2. 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.

8.3. 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.

8.4. Driver shall have at least three (3) years of experience driving a bus with a minimum of (48) passengers.

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

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

8.7. 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.

8.8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

12.1. 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

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

12.3. 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.

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

12.5. 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.

13. CONTRACTOR’S QUALITY ASSURANCE PLAN:

13.1. 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:

13.1.1. 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.

13.1.2. 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).

13.1.3. 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.

13.1.4. 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.

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

14. 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

1.1.4 Periodic Inspection 100% Compliance

Contractor shall perform designated routes

2.2 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

2.2 Periodic Inspection 85% Compliance

Contractor shall provide busses with all requested functioning equipment and requirements

4.1 – 4.7 Periodic Inspection 100% Compliance

Contractor shall follow all accident reporting procedures

7.1.7 Inspection if accident

occurs

100% Compliance

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

8.1-8.5 Random personnel inspection

100% Compliance

Contractor shall have adequate insurance to cover all claims

12 Policy Review 100% Compliance

15. 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

Draft with Quote.

Final within 5 calendar days after award.

Bus Schedule

Final within 5 calendar days after award.

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

Final within 5

Parking Plan

Draft with Quote Final within 5 award

Sanitation Plan

Draft with Quote Final within 5 award

Quality Assurance

Plan

7 Draft with Quote.

Final within 5 calendar days after award.

Excel listing of all Contractor personnel (to include all required information listed in

7.7) that will be performing work under the Contract and/or needing base access.

Final within 2 calendar days after award. Required by 1 Sep 2025.

Certificate for evidence of insurance coverage

12.5 Draft with Quote.

Final within 5