Attachment_4_PWS_July_2019.pdf

FA4528-19-R-A016

Attachment 1

Performance Work Statement

For

SCHOOL BUS SERVICES

At

MINOT AFB, NORTH DAKOTA

July 2019

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES Page 3

2. SERVICE SUMMARY Page 5

3. GOVERNMENT-FURNISHED PROPERTY Page 6

4. CONTRACTOR FURNISHED ITEMS & SERVICES Page 6

5. GENERAL INFORMATION Page 6

6. CONTRACTOR PERSONNEL Page 7

7. SAFETY REQUIREMENTS Page 8

8. QUALITY CONTROL Page 9

9. QUALITY ASSURANCE Page 9

10. DEFINITIONS Page 10

11. RECORDS MANAGEMENT Page 10

12. APPLICABLE PUBLICATIONS AND FORMS Page 10

13. APPENDICES Page 11

PERFORMANCE WORK STATEMENT

FOR

SCHOOL BUS SERVICES

1. DESCRIPTION OF SERVICES

The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform bus service as defined in this Performance Work Statement (PWS), and in accordance with National Standards for Pupil Transportation, the Federal Motor Carrier Safety Administration, Title 49, volume 5 Code of Federal Regulations, Department of Public Instruction Office Services, North Dakota Century Code (Sections 15 & 39), the National Fire Protection Agency 10 (NFPA 10), and the State of North Dakota School Bus Driver’s Guide. The current estimated number of students utilizing the bus service at Minot AFB is 700 children in grades K through 8. This number is provided for informational purposes only.

Actual numbers may vary.

1.1 Specific Tasks

1.1.1 Schedules. School bus service shall be provided between the hours of 0700 and 1630, Monday through Friday, per the yearly schedule in paragraph 1.1.1.1. The exact performance period will be specified in the contract each year and the number of days may change each option year with the school schedule. The Government may choose to end this service anytime between 25 March and 15 April. Written Notification must be given no later than 7 days prior to the intended end date and followed by a modification. The service is for Memorial Middle School, North Plains Elementary, and Dakota Elementary Schools. The required areas of pick-up/drop-off will extend to Minot AFB Housing, Temporary Lodging Facilities, the School Age Program Annex at Bldg.

168, and the Minot AFB Youth Center located at Bldg. 286. Additionally, the School Age Program Annex route must have an assigned aide present during the entire route. An estimated one day per month will be designated as a Late Start/Early Release day for the students. The number of Late Start/Early Release days may change each option year with the school schedule.

On these days, morning bus service is not required for late starts and afternoon bus service will not be required for early releases. No service will be required on school holidays, regularly scheduled school vacations, or when schools are closed due to inclement weather.

1.1.1.1 School bus service will be provided as follows:

Base Year: 4 Nov 2019 – 03 Apr 2020 Option Year 1: 2 Nov 2020 – 02 Apr 2021 Option Year 2: 1 Nov 2021 – 01 Apr 2022 Option Year 3: 7 Nov 2022 – 31 Mar 2023 Option Year 4: 6 Nov 2023 – 29 Mar 2024

1.1.2 Scheduled bus transportation is to arrive at all schools no earlier than 10 minutes prior to scheduled start of the school day and no later than 5 minutes prior to school starting time.

Students must be picked up at the close of the school day and transported to scheduled drop-off points as early as possible within safety guidelines and speed limits.

1.1.3 The Contractor shall prepare an electronic schedule of each bus route with arrival and drop-off for each stop. Schedules provided will designate route times and identify specific bus stops. Stops must not be further than three housing units from student’s pickup/drop off address for North Plains Elementary and Dakota Elementary and no further than five housing units for Memorial Middle with any exceptions based on geography, road conditions, weather, or construction being submitted by the contractor and approved in writing by the COR or CO at least annually. The

Contractor shall ensure that initial schedules and updated schedules are computer generated using an EXCEL program so that the schedules may be printed as compactly as possible.

1.1.3.1 An electronic copy of the Contractor’s route(s) and arrival and drop-off schedule(s) shall be provided to the Contracting Officer (CO) at least three weeks prior to the first day of each contract period to transport students. The CO will approve the Contractor’s route(s) and arrival and drop-off schedule(s) and then distribute this information to the Contracting Officer Representative (COR), who will in turn provide this info to the schools and parents.

1.1.3.2 A driver’s schedule shall designate passengers by name and specific stop, prior to the start of the route(s) for accountability purposes. This information will be built from the parent intention forms accepting transportation services. An electronic copy of these schedules will be provided to the CO and revisions will be provided when applicable.

1.1.3.3 During the contract service period, the Contractor shall provide the CO with an updated copy of the route(s) and schedules when entire routes are changed. The Contractor will notify the COR when day-to-day schedule changes are made.

1.1.4 School make-up class days shall be considered as normal school days. The Contractor shall be responsible for providing the transportation to the schools during make-up days within contract periods.

1.1.5 The Government shall give the Contractor three days advance notification of school make-up days. Any added costs associated with pickup or route changes shall be subject to negotiation under the Changes clause as prescribed in FAR Part 52.212-4(c), Contract Terms and Conditions- Commercial Items.

1.1.6 The Contractor shall operate buses during snow and ice conditions unless schools are not open on such days. They shall monitor school closings and contact schools for this information. School Bus Service is not considered mission essential and their absence during school closings does not hinder the 5th Bomb Wing mission.

1.1.7 Should school start late, finish late, or close early due to weather conditions, the Contractor shall provide transportation in accordance with the hours of the school day. Contractor shall ensure transportation is available at times designated for late start or school dismissals. See appendix 2.

1.1.7.1 The determination to close schools early will be made by the local school district in coordination with base officials. This determination will be forwarded to the Contractor by the COR as soon as it is made.

1.2 Authorized Passengers.

1.2.1 The following are persons who may use this service:

- Dependent school children attending on-base schools with a signed parent intention form accepting transportation services; students are allowed a 3 school day grace period from the beginning of their ridership to receipt of signed form.

- Authorized and properly identified USAF and/or Civil Service employees.

- Bus Aid, if applicable.

1.2.2 Each passenger must have a note depicting new/temporary location of pickup/drop-off in order to ride a bus they are not regularly scheduled to ride.

1.3 Conduct of Personnel.

1.3.1 It is the responsibility of a driver to ensure orderly conduct of passengers and perform all duties necessary to promote the welfare and safety of passengers. In the instance of minor infractions of discipline, such as profanity, standing while the bus is in motion, extending arms out of the windows, etc. the bus driver shall report the infraction to the contract manager upon return from the run, who in-turn informs the COR by electronic means. Major infractions, such as fighting, acts which endanger safety of passengers or drivers, possession of weapons, or possession of illegal narcotics shall be reported to the nearest appropriate law enforcement authority.

1.3.2 The driver shall not permit any illegal or unsafe practice. If the driver feels that the unruly behavior of the students compromises the safety of the others on the bus, they may notify the Law Enforcement Desk at (701) 723-3096 and stop the bus until a uniformed officer arrives.

1.3.3 For any complaint against personnel, which include passengers or drivers, the surveillance system

(see 4.5) will be utilized to assist in substantiating or un-substantiating the allegation. Any complaint not acknowledged or received back in 5 duty days will be considered substantiated.

1.4 Vehicle Inspection/Serviceability:

1.4.1 If any vehicle is determined to be unsafe or unsatisfactory as determined by a no-notice inspection by the COR using the ND Highway Patrol School Bus Inspection sheet, the Contractor shall provide replacement vehicles to maintain the schedule until the unsafe or unsatisfactory conditions have been corrected.

1.4.2 Reports. The Contractor is required to provide annual ND highway patrol safety inspection documentation to the COR. The safety inspection shall be made available upon request.

2. SERVICE SUMMARY

Service Objective PWS Paragraph Performance Threshold Remedy

SS-1

Safety requirements and compliance of mandatory regulations, AFIs, etc.

Para. 1.4 inclusive, Para. 7.1, 7.1.2

0 recurring customer complaints/COR inspection sheet write-ups

Correct Immediately and Retrain upon notification

SS-2

Accident Reporting Procedures

Para. 7.1.1 0 recurring customer complaints

Correct Immediately and Retrain upon notification

SS-3

Maintain Orderly Conduct of Personnel

Para. 1.3 inclusive

No more than 3 substantiated customer complaints per month.

Re-performance on the next route after notification

SS-4

Timely Pick-up/Delivery of Personnel

Para 1.1 inclusive Not less than 95% on-time rate (measured by substantiated delays weekly per school)

Rectify Immediately upon notification

SS-5

Provide Route/Stop Schedule

Para 1.1.3 inclusive

0 recurring customer complaints

Re-performance within 24 hours of notification

SS-6

Quality Control Contractor’s Quality Control Plan (incorporated into contract after award).

Para 8 inclusive No more than 3 valid defects per month

Contractor shall provide a written Corrective Action Report.

Recurring customer complaints are defined by the following example: If Customer X complains that their call was not handled in the way they expected either by misinformation, non-courteous service, or incorrect procedures, the Contractor must correct the defect by implementing measures to ensure a recurrence of the situation does not happen. At this time no defect is recorded against the Contractor’s performance. However, if the performance threshold in the Section 2 Service Summary is exceeded during the contract period, a defect is recorded and reported to the CO for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items.

3. GOVERNMENT FURNISHED PROPERTY

3.1 The Government shall furnish at the beginning of the contract, and as needed throughout the contract period, secure parking spots for up to twelve (12) buses, electrical plug ins for up to twelve (12) buses, one set of Area Maps and an annual list of students accepting transportation services.

3.2 The Government shall furnish information regarding demolition/construction of base housing.

4. CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items or services specifically stated to be Government furnished, the

Contractor shall furnish everything required to perform this Performance Work Statement.

4.2 Communication: All vehicles shall be equipped with some kind of on-board communication to communicate with the Contract Manager and COR when needed. If cell phones are used, it is illegal to use a hand-held phone while driving. Either park and talk or use a hands-free device.

4.3 Radar detectors use is prohibited on the base.

4.4 All vehicles shall be equipped with public address (PA) systems. These PA systems will provide a way for bus drivers to safely share with students important information such as arrival and departure times, restore order to a bus with unruly children, and communicate during emergency situations.

4.5 Surveillance system. Surveillance systems are required to be in every bus to monitor the conduct of all persons on board. The system shall feature audio and video capabilities where footage can be transmitted as requested to the COR.

4.5.1 Information contained on the surveillance system must be maintained for the entire period of performance, and 90 days after the period of performance has passed. Information may not be distributed and can only be used For Official Use Only (FOUO) purposes, with permission from the CO.

5. GENERAL INFORMATION

5.1 Hours of Operations

5.1.1 Office Hours: The Contractor shall maintain customer service hours between the timeframe of

0700 (7:00 AM) and 1630 (4:30 PM) hours, Monday through Friday, beginning on or about 01 November and ending on or about 15 April.

5.1.2 Recognized Holidays. No office hours shall be required on school holidays, regularly scheduled school vacations, or when schools are closed due to inclement weather.

5.2 Contractor Full-Time Equivalent Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the School Bus Services via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

5.2.1 Reporting inputs will be for the labor executed during the period of performance for each

Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each Calendar year. Contractors may direct questions to the Contract Manpower Reporting Application (CMRA) help desk.

5.2.2 Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data.

5.2.3 User Manuals. Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

5.2.4 84.46% Bus Cost Reimbursement. During negotiations it was discussed and determined that in the local area there is opportunity for using the bus fleet for other contracts allowing for additional income. Therefore, the Government and the Contractor have agreed to accept the % calculation approach for the bus fleet total. However, if the situation changes and the fleet is used to generate more revenue, the government reserves the right to enter negotiations affecting a change to the contract pertaining to the per day and half day costs.

6. CONTRACTOR PERSONNEL

6.1 Contract Manager. 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(s) who shall act for the Contractor when the Contract Manager is absent shall be designated in writing to the CO before the start of the contract.

6.1.1 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.

6.1.2 The Contract Manager or alternate shall be available during normal office hours within 1 hour to meet on the installation with Government personnel designated by the CO to discuss problem areas. After normal duty hours, the manager or designated alternative shall be available within 2 hours.

6.1.3 The Contract Manager and alternate(s) must be able to read, write, speak, and understand English.

6.2 Employees. Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name. Drivers shall be dressed to present a clean, neat appearance at all times when performing under this contract.

Shoes and socks are required to be worn while operating vehicles. All employees must be able to read, write, speak, and understand English.

6.2.1 The Contractor shall ensure that employees have current and valid professional certifications before starting work and the duration of the period of performance. All bus drivers shall meet all local license requirements for bus drivers and be trained IAW National Standards for Pupil Transportation, the State of North Dakota School Bus Driver’s Guide, the Federal Motor Carrier Safety Administration, Title 49, volume 5 Code of Federal Regulations, Department of Public Instruction Office Services, North Dakota Century Code (Sections 15 & 39), and the National Fire http://www.ecmra.mil/ http://www.ecmra.mil/

Protection Agency 10 (NFPA 10). Any such license(s) shall be in possession of the drivers when operating a vehicle under this contract. Any such license(s) shall be available for inspection by the COR on request.

6.2.2 Prior to performance. Training must be documented and maintained IAW North Dakota School

Bus regulations. All drivers should possess a current copy of the State of North Dakota School Bus Driver’s Guide and it shall be available for review by the COR on request.

6.2.3 The Contractor shall not employ any person who is an employee of the United States Government, if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DoD Instruction 5500.7.

6.2.4 The Contractor is cautioned that off-duty, active duty military personnel hired under this contract may be subject to permanent change of station (PCS) orders, change in duty hours, or be deployed at any time. Military Reservist and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform. Their absence at any time shall not constitute an excuse for non-performance under this contract.

6.2.5 The Contractor shall not employ persons identified as a potential threat to the health, safety, security, and general well-being or operational mission of the installation or its population. All personnel hired for work on this contract who will in the performance of their duties, have regular contact with minors, must have the required Tier I criminal background checks completed IAW DoDM 1402.05, section 3.4.

6.2.6 Smoking. Smoking is not permitted in any Government building or work area. Contractor personnel are also prohibited from smoking in school buses at any time.

6.2.7 Upon notification from the CO, the Contractor shall replace any driver who operates a vehicle in an unsafe manner, as determined by the Government.

7. SAFETY REQUIREMENTS

7.1 Vehicle operators must comply with all traffic laws and regulations for Minot AFB and those identified within the Performance Work Statement, IAW National Standards for Pupil Transportation, the State of North Dakota School Bus Driver’s Guide, the Federal Motor Carrier Safety Administration, Title 49, volume 5 Code of Federal Regulations, Department of Public Instruction Office Services, North Dakota Century Code (Sections 15 & 39) and the National Fire Protection Agency 10 (NFPA 10).

7.1.1 Any accident involving any vehicle providing service under this contract shall be reported to the

COR, CO, and Contracting Administrator (CA) on the same day of the accident. The Contractor shall also submit an electronic report to the CO, which shall include: the time and date of occurrence, the place of occurrence, a list of personnel directly involved, and a narrative description of the accident that includes a chronological order of the accident and any/all circumstances. This report shall be submitted as soon as possible and in no instance later than 72 hours after the accident. Any accident reports required by the other applicable Government authorities shall be submitted by the Contractor. Any breakdowns or other anomalies to the schedule shall be reported to the COR and school as soon as possible so they are aware if there are any delays to the service.

7.1.2 Daily, before heading back to the garage, drivers are required to “sweep” the bus at their last stop on base. Sweeping in this context is defined as checking the interior of the bus by walking the aisle looking for passengers, sleeping children, and any items left on the bus. In the event that a child is found during the “sweep,” that child must be delivered immediately to the designated drop-off point before the bus departs the installation. Other items left on the bus may remain on the bus until claimed by the rightful owner.

7.2 Identification of Vehicles. Prior to commencement of this contract, the Contractor shall submit to the CO a list of the vehicles to be used during the contract giving the make, year, and vehicle identification number. The list shall be updated when buses/vehicle are to be added/deleted to the Contractor’s fleet.

7.2.1 Buses shall be clearly marked to indicate the bus route being serviced.

7.3 Obtaining Base Passes. In order to obtain base passes, the Contractor shall submit a list of all drivers to the CA 2 weeks prior to the commencement of work. All passes shall be returned to CA upon expiration or termination of the contract.

7.4 Notification of Environmental Spills. If the Contractor spills or releases any type of bus fluid into the environment, the Contractor shall immediately report the incident to the COR or CO, to include the time, location, substance released, e.g, gasoline, engine oil, antifreeze, etc., and estimated quantity of the spill. This information shall then be immediately reported to Environmental Management, 5 CES/CEIE at (701) 723-4825 or (701) 723-1964. The Contractor shall be held liable for the spill or release of such substances, and is expected to clean up all spills, and properly dispose of all associated materials at no additional cost to the Government.

8. QUALITY CONTROL

8.1 The Contractor shall develop, implement, and maintain a comprehensive Quality Control Plan

(QCP) that assures compliance with all requirements of this PWS. Safety violation(s) will constitute an unsatisfactory condition(s) and will be documented as such. If the Contractor exceeds the error rate as listed on the Service Summary (Section 2), they may be subject to a lower performance evaluation rating. The QCP shall also include procedures for training, qualification, and any required certification of employees prior to performance of assigned duties under this contract. Procedures shall include assignment of management responsibility for employee task qualification to specific positions/individuals within the Contractor’s organization, as well as the quality control process that will be utilized to ensure compliance.

8.2. The plan shall include a description of the methods to be used for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable as outlined in the Service Summary (section 2).

8.3. The plan shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

8.4. The plan shall include a description of the records to be kept to account for passengers, document inspections, customer complaint log, and corrective or preventive actions taken.

8.5. The records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

9. QUALITY ASSURANCE

9.1 Government Personnel will evaluate the Contractor’s performance through intermittent on-site observations and receipt of complaints from base personnel. When an observation or valid complaint indicates defective performance, the COR will require the Contract Manager or Representative at the site to acknowledge the observation either in writing or electronically. The acknowledgement of the observation does not necessarily constitute concurrence, only that they have been made aware of the defective performance. The COR may increase the number of observations because of repeated failures discovered during periodic inspections or because of repeated customer complaints. Government surveillance of tasks not listed in the Service Summary (SS) or by methods other than those listed in the SS (such as provided for by the Inspection for Services Clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions.

9.2 The CO may require the Contract Manager to meet with the CO, CA, COR, and other Government personnel as deemed necessary. The Contractor may request a meeting with the CO when he or she believes such a meeting is necessary. Written minutes of any such meetings shall be recorded in the contract and signed by the CO or CA. If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the CO within 10 calendar days following receipt of the minutes.

10. DEFINITIONS

10.1 Contracting Officer (CO). The only person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

10.2 Contracting Administrator (CA). Assigned pre and post award functions related to the administration of contracts.

10.3 Defect/Complaint. A service output that does not meet the standard of performance associated with it in the Service Summary (SS) / an unsatisfactory inspection.

10.4 Quality Assurance. Those actions taken by the Government to assure services meet the requirements of the Performance Work Statement.

10.5 Contracting Officer Representative (COR). A Government person assigned for surveillance of

Contractor performance.

10.6 Service Summary (SS). Identifies the key service outputs of the contract that will be evaluated by the Government to assure Contractor meets performance standards.

11. RECORDS MANAGEMENT

All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in the PWS, that are the responsibility of the contractor are the property of the Government and shall remain so upon termination or completion of the contract. The contractor shall keep these items current and maintain and dispose of them in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, Air Force Manual (AFMAN) 33- 363, paragraph 6.4, Air Force Manual (AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule which can be provided by the COR or CO upon request. Records shall be turned over to the Government upon completion of the contract unless otherwise stated.

All records are subject to the Freedom of Information and Privacy Act. The Minot AFB Records Management Office (5 CS/SCXR), 723-3529/3186, will provide assistance and training to the contractor to ensure compliance with Federal record keeping requirements.

12. APPLICABLE PUBLICATIONS AND FORMS

Publications and forms applicable to this Performance Work Statement are listed below. The publication and forms are mandatory for use on the subject contract. The Contractor shall obtain, maintain, and adhere to all publications listed below and ensure all publications are current.

Publication

• Title 49, volume 5 Code of Federal Regulations

• State of North Dakota School Bus Driver’s Guide Department of Public Instruction Office Services 600 East Boulevard Avenue Bismarck, ND 58505-0440

(701) 328-2272

• National Standards for Pupil Transportation Missouri Safety Center Humphreys 201 CMSU Warrensburg, MO 64093

(660) 543-4830

• North Dakota Century Code (Sections 15 & 39)

• National Fire Protection Agency 10 (NFPA 10)

13. APPENDICES

Appendix 1 School Schedule

School Start/Close Arrival Times Arrival Times Early/Latest (AM) Latest (PM)

Memorial Middle School 0740/1445 0730/0735 1445 North Plains Elementary 0830/1505 0820/0825 1505 Dakota Elementary 0900/1535 0850/0855 1535

School start times may change, but the interval between each school’s start times will remain the same to ensure transportation will not be affected for the buses used to transport students to more than one school.

The required areas of pick-up/drop-off will extend to Minot AFB Housing, Temporary Lodging Facilities, the School Age Program Annex at Bldg. 168, and the Minot AFB Youth Center located at Bldg. 286.

Appendix 2

School Schedule (Winter Weather Delayed)

School Start/Close Arrival Times Arrival Times Early/Latest (AM) Latest (PM)

Memorial Middle School 1000/1445 0950/0955 1445 North Plains Elementary 1030/1505 1020/1025 1505 Dakota Elementary 1100/1535 1050/1055 1535

School start times may change, but the interval between each school’s start times will remain the same to ensure transportation will not be affected for the buses used to transport students to more than one school.

The required areas of pick-up/drop-off will extend to Minot AFB Housing, Temporary Lodging Facilities, the School Age Program Annex at Bldg. 168, and the Minot AFB Youth Center located at Bldg. 286.