Attch_1_PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

SCHOOL BUS SERVICE

FA4690-17-Q-0002

ELLSWORTH AFB, SD

18 OCTOBER 2016

Attachment #1

TABLE OF CONTENTS

SECTION TITLE PAGE

1 DESCRIPTION OF SERVICES 2

1.1 SCOPE 2

1.2 SPECIFIC TASKS 2

1.3 PERSONNEL 3

1.4 AUTHORIZED/UNAUTHORIZED PASSENGERS 4

1.5 RIDERSHIP 5

1.6 CONDUCT OF PASSENGERS 5

1.7 ACCIDENT REPORTING 6

1.8 COMMUNICATION 6

1.9 IDENTIFICATION OF VEHICLES 6

1.10 CONDITION OF BUSES 6

2 SERVICE SUMMARY 7

2.1 SERVICE SUMMARY 7

3 GENERAL INFORMATION 7

3.1 SECURITY REQUIREMENTS 7

3.2 QUALITY ASSURANCE 7

3.3 GOVERNMENT REMEDIES 8

3.4 VEHICLE INSPECTION/SERVICEABILITY 8

3.5 HOURS OF OPERATION 8

3.6 PERFORMANCE OF SERVICES DURING CRISIS 9

DECLARED BY THE NATIONAL COMMAND

AUTHORITY OR OVERSEAS COMBATANT

COMMANDER

3.7 LABOR HOUR REPORTING 9

APPENDIX 1 DEFINITIONS 9

APPENDIX 2 SCHOOL START & DISMISSAL TIME/BREAK 9

DOWN OF STUDENTS PER SCHOOL

PERFORMANCE WORK STATEMENT

SCHOOL BUS SERVICES

18 October 2016

SECTION 1

DESCRIPTION OF SERVICES

1.1 SCOPE. The contractor shall provide and maintain the required number of school buses to transport, conveniently and safely, any and all students under the provisions of this contract. The current estimated range of students requiring transportation at Ellsworth AFB is between 250 and

350 children in grades K through 12.

1.2 SPECIFIC TASKS.

1.2.1 Schedules: School bus service shall be provided between the hours of 0700 and 1630

Monday through Friday, beginning on or about the first day of school and ending on or about the last day of school with two option years. Contractor shall mobilize at least 30 days before the contract start in accordance with (IAW) paragraph 1.3 of this performance work statement.

1.2.2 Scheduled bus transportation is to arrive at the school no earlier than times 15 minutes prior to the times listed below and no later than 5 minutes prior to the school start time. Pick up of students within 10 minutes after the close of the school day and transport to scheduled drop-off points.

SCHOOL DROP OFF TIME PICKUP TIME

Douglas High School 0705-0750 1510 - 1520

Douglas Middle School 0712-0755 1505 – 1515

Vandenburg Elementary School 0715-0745 1445 – 1455

Badger Clark Elementary School 0745-0800 1450 – 1510

Francis Case Elementary School 0745-0800 1450 - 1510

1.2.3 The contractor shall prepare a schedule of bus routes with arrival and drop-off times for each stop; the buses shall not depart any scheduled stop sooner than the scheduled time and shall not depart any scheduled stop later than 5 minutes after scheduled departure time. One copy of the contractor’s initial bus route(s) and arrival and drop-off schedule(s) shall be provided to the contracting officer 30 days before performance for the option years for approval. Any changes to these schedules must be coordinated through the Contracting

Officer Representative (COR) and copies provided to the contracting officer within three days of changes. Schedules provided will designate routes and identify specific bus stops.

The contractor shall notify the (COR) when day-to-day schedule changes are made, to include a change in drivers. Any deviations to the schedule shall be reported to the COR and school as soon as possible.

1.2.4 The contractor shall provide sufficient number of buses to support the requirement and ensure that bus sizes are adequate to provide seating for each child. The contractor shall also have a sufficient amount of replacement buses at all times.

1.2.5 School make-up days shall be considered as normal school days. The contractor shall be responsible for determining the number of buses and providing transportation to those schools having make-up days.

1.2.6 The COR shall give the contractor three days advance notification of school make-up days.

1.2.7 The contractor shall operate buses during snow and ice conditions unless schools are not open on such days. Should schools close early due to snow or ice conditions, the contractor shall ensure students are picked up at the time designated for closure. The contractor shall monitor school closings and/or early dismissals and contact schools for this information at the following numbers:

SCHOOL PHONE NUMBERS

Douglas High School (605) 923-0030

Douglas Middle School (605) 923-0050

Vandenburg Elementary School (605) 923-0060

Badger Clark Elementary School (605) 923-0080

Francis Case Elementary School (605) 923-0070

1.2.8 Should schools start late, the contractor shall provide transportation in accordance with the hours of the school day. The contractor shall ensure transportation is available at times designated by the Douglas School District.

1.2.9 Bus service areas on Ellsworth AFB will be Rushmore Heights Housing Area, Prairie

View Housing Area, and Black Hills Estate. See attachment 2.

1.3 PERSONNEL.

1.3.1 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 contracting officer before the start of contract performance.

1.3.2 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.

1.3.3 The contracting officer may require the contractor to have a progress meeting with the contracting officer, contract administrator, Contracting Officer Representative (COR) and other government personnel as deemed necessary. The contractor may request a meeting with the contracting officer when he or she believes such a meeting is necessary.

1.3.4 The contract manager and alternate(s) shall be able to read, write, speak and understand

English.

1.3.5 Employees: Contractor personnel shall present a neat appearance and be easily recognized. (Examples of what not to wear: short shorts, tank tops, torn clothing, obscene or inappropriate phrases/graphics) This may be accomplished by wearing distinctive clothing bearing the name of the company and employee name or by wearing appropriate badges, which contain the company name and employee name. Drivers shall be dressed to present a clean and 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. Contract personnel shall conduct themselves in a professional manner when associating with minors under their care. Additionally, contract personnel shall refrain from using inappropriate language and/or actions.

1.3.6 Drivers employed by the contractor to operate vehicles under the provisions of this contract shall meet all the requirements as set forth in the laws of the State of South Dakota, specifically, but not limited to, South Dakota Codified Law Chapter 32-12A, Commercial

Driver’s Licenses and Permits. Documentation of such requirements shall be made available to the government upon request. Each bus shall be operated in accordance with traffic regulations established by South Dakota Codified Law and Ellsworth Air Force Base AFI 31-

218 “Motor Vehicle Traffic Supervision”.

1.3.7 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 Dir 5500.7. Employee shall have US citizenship.

1.3.8 The contractor is cautioned that off duty, active 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.

1.3.9 Upon notification from the contracting officer, the contractor shall replace any driver who operates a vehicle in an unsafe manner or using inappropriate language and/or actions, as determined by the government.

1.4 AUTHORIZED/UNAUTHORIZED PASSENGERS.

1.4.1 The following are persons who may use this service:

1.4.1.1 Dependent school children of active duty military members

1.4.1.2 Dependent school children of Civil Servants, NAF employees, and DECA employees

1.4.1.3 Parents of school children acting as monitor volunteers with prior approval from the contractor who will maintain a list of volunteers.

1.4.2 The following are persons who may not use this service

1.4.2.1 Handicapped Students: Buses used for this contract shall not be used for transportation of students that have a permanent mental handicap or a permanent physical handicap which requires assistance, whether physically or mechanically, to enter or exit the bus.

1.5 RIDERSHIP

1.5 The number of students that require daily school bus services has historically ranged between 250 to 350 students. On average, the contractor will need to support transporting the following:

1.5.1 Approximately 23 Douglas Middle School students in the morning and 27 in the afternoon with a daily average of 50. Approximately 15 Douglas High School students in the morning and 18 in the afternoon with a daily average of 33. Middle

School and High School student riders shall be combined to ride on the same buses.

1.5.3 Approximately 58 Francis Case/Badger Clark Elementary School students in the morning and 67 in the afternoon with a daily average of 125.

1.5.4 Approximately 20 Vandenberg Elementary students in the morning and 24 in the afternoon, with a daily average of 44.

1.6 CONDUCT OF PASSENGERS.

It is the responsibility of the driver to ensure orderly conduct of passengers and perform all duties necessary to promote the welfare and safety of passengers. In the event 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. To ensure the safety of students and drivers, audio/visual recording equipment is installed on the buses. Major infractions, such as fighting, acts which endanger safety of passengers or drivers, possession of weapons, possession of illegal narcotics, or vandalism shall immediately be reported to the nearest appropriate law enforcement authority through the contract manager by means covered in Para. 1.7 of the PWS. The driver shall not permit any illegal or unsafe practice. If the driver feels that the unruly behavior of the student compromises the safety of the others on the bus, he/she shall stop the bus and immediately, notify the Box Elder Law Enforcement Office at (605) 923-1401 or the On Base Law

Enforcement desk at (605)385-4001 and remain stopped until a uniformed officer arrives.

Once the situation has been resolved by either of the Law Enforcement listed above the contract manager will notify the COR at (605)385-4852 upon completion of the route.

1.7 ACCIDENT REPORTING.

Any accident involving any vehicle providing service under this contract shall be reported orally to the COR by 1600 of the accident day. The contractor shall also submit a report to the contracting officer which shall include: the time and date of occurrence, place of occurrence, a list of personnel directly involved, weather conditions, 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 that occur on base will need to be worked thru Security Forces, Base Safety, and the Medical clinic required by the other applicable government authorities shall be submitted by the contractor.

1.8 COMMUNICATION:

Vehicles shall be equipped with on board communication to communicate with the contract manager when/as needed. Items such as cellular phones or land mobile radios may be utilized. Communication equipment shall comply with base frequency regulations. Before using any radio communication devices on Ellsworth AFB the contractor shall obtain clearance in writing from the Communications Squadron. If cellular phones are used, the drivers must be at a complete stop while speaking on the phone and the driver phone number(s) shall be provided to the contract manager.

1.9 IDENTIFICATION OF VEHICLES.

1.9.1 Prior to commencement of this contract, the contractor shall submit to the contracting officer a list of the vehicles to be used during the contract giving the make, year, license plate number and vehicle identification number. This list shall be updated when buses are to be added/deleted to the contractor’s fleet.

1.9.2 Buses shall have Ellsworth AFB identified on the sides of the bus to clearly distinguish it from other buses and the bus route must be clearly displayed inside and above the windshield of the bus.

1.10 CONDITION OF BUSES

1.10.1 Buses must meet all federal and state regulations pertaining to school buses.

Reference: United States Code 49 CFR 571 and South Dakota Codified Law Chapter 32. In accordance with South Dakota (SD) State Law, each bus used in this contract shall be inspected by the South Dakota Highway Patrol (SDHP) at least annually and achieve a pass rating. It is the responsibility of the contractor to arrange for this inspection directly with the

SD Highway Patrol. A copy of the inspection will be provided to the COR.

1.10.2 All buses will be equipped with audio and visual recording equipment sufficient to record all areas of the bus. All audio/video records will be treated as private records and kept secure. Additionally, a recording of the actions of student passengers and/or employees may be used as evidence in any disciplinary action brought against any student or employee, arising out of the student's or employee’s conduct on the bus.

1.10.3 Operators must conduct daily vehicle inspections that include but are not limited to the following items: tires, lights, fluid levels, proper operation of all safety devices to include school lights, emergency exits and window defrosters. Daily inspection logs must be kept on file for 1 year. Contractor should utilize DOT Inspections forms and requirements and must maintain forms with each vehicle file. The inspection forms must be readily available upon request by the COR.

1.10.4 Any bus found to have a discrepancy shall immediately be removed from service until the problem has been corrected and the COR has been notified.

SECTION 2

SERVICE SUMMARY

2.1 SERVICE SUMMARY.

SS# Service Objective PWS

Paragraph

Performance Threshold

Timely pick-up/delivery of students

1.2.2 3 valid defects per month

Provide route schedule 1.2.3

Provide initial schedule on time.

Provide updated schedules within 3 days of changes.

3 Submission of accident reports 1.7 0 incidents per month

4 Condition of buses 1.10 3 valid defects per month

Correction of defective performance

3.2 1 incident per month

SECTION 3

GENERAL INFORMATION

3.1 SECURITY REQUIREMENTS.

All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the Government installation, shall abide by all security regulations of the installation. All employees shall possess base provided identification cards and Vehicle Registration Certificates for personal vehicles requiring access to Ellsworth AFB.

When any employee no longer works for the contractor at the installation, the contract manager shall return any Government-furnished identification cards/passes to the Government. These passes are at no cost to the contractor. CORs shall act as the focal point for assisting the contractor in attaining the proper identification and badges.

3.2 QUALITY ASSURANCE.

According to FAR 52.212-4(a), Inspection/Acceptance, the government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. A government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s performance and receipt of complaints from base personnel. An initial inspection will be conducted within 30 days of contract award. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from customers located on the installation. The government shall be responsible for initially validating customer complaints. The government representative shall make final determination of the validity of customer complaint(s). In the event there is a disagreement with the customer(s), the Contracting Officer will make the final determination. Government personnel will record all surveillance observations. When an observation through periodic inspection indicates defective performance, the COR will require the contract manager or representative at the site to initial the observation. The contractor shall have no more than 2 hours from notification time, to respond and begin correcting a nonconforming service summary

(SS#) item. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgement that he or she has been made aware of the defective performance. He or she is not necessarily agreeing that the performance is unacceptable. If the contractor wants to dispute the results of the surveillance, the COR must refer them to the contracting officer for resolution of the matter.

3.3 GOVERNMENT REMEDIES:

The contracting officer shall follow the terms and conditions of the contract to include appropriate Federal Acquisition Regulation (FAR) clauses, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

3.4 VEHICLE INSPECTION/SERVICEABILITY.

3.4.1 The contractor shall have a formal preventative maintenance program to ensure that all vehicles are serviceable and mechanically safe. The contractor shall maintain records of each bus to include, but not limited to, all preventative maintenance performed and a current South

Dakota Highway Patrol Bus Inspection form. The Contractor should maintain files on each vehicle in their office and be able to produce them when requested.

3.4.2 End of run checks will be performed after each run is completed.

3.4.3 Audio and visual recording equipment will be installed on each bus.

3.4.4 Placards will be placed on the back as well as a side window identifying the bus and route.

3.4.5 The contractor shall perform daily safety and maintenance inspections. If any vehicle is determined to be unsafe or unsatisfactory, the contractor shall provide a replacement vehicle to maintain the schedule.

3.4.6 All maintenance and repair of buses is the sole responsibility of the contractor and shall be performed off base. Buses shall be available for inspection in the contractor’s off-base parking area upon the request of the government.

3.5 HOURS OF OPERATION.

3.5.1 Office Hours: The contractor shall be available between the timeframe of 0700 and

1630, Monday through Friday, throughout the school year.

3.5.2 Recognized Holidays: No services shall be required on school holidays, regularly scheduled school vacations, or when schools are closed due to inclement weather.

3.5.3 Base Closures. Closure information can be obtained by calling 385-7623

3.6 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER: None

3.7 LABOR HOUR REPORTING

The Contractor is (Including sub-contractor hours) required to report for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields in the Contract Manpower Reporting Application

(CMRA) web site at http://www.ecmra.mil. 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

CMRA help desk.

APPENDIX 1 - DEFINITIONS.

1. Contracting Officer. Only person with authority to enter into, administer, and/or terminates contracts and makes related determinations and findings

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

3. Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Statement of Work.

4. Contracting Officer Representative. A government person assigned for surveillance of contractor performance.

5. Service Summary (SS). Identifies the key service outputs of the contract that will be evaluated by the government to assure contractor meets performance standards.

APPENDIX 2 – SCHOOL START & DISMISSAL TIME/BREAK DOWN OF

STUDENTS PER SCHOOL.

DOUGLAS SCHOOL DISTRICT 2015-2016

ALL CLASSES BEGIN APPROXIMATELY AUGUST 24, 2017

SCHOOL/GRADE START DISMISSAL

Badger Clark//K&1 8:05 a.m. 2:50 p.m.

Francis Case/2&3 8:05 a.m. 3:00 p.m.

Vandenberg/4&5 8:00 a.m. 2:45 p.m.

Middle School/6-8 8:00 a.m. 3:05 p.m.

High School/9-12 8:05 a.m. 3:10 p.m.