Attach._1_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR BUS SAFETY AIDES AND SAFETY ATTENDANTS

1.0 INTRODUCTION. DODEA Mid Atlantic District, Field Site Puerto Rico (PR) requires safety aides and safety attendants. Service is for students, grades Pre-

Kindergarten through grade 12, attending DODEA Schools in Puerto Rico. The service is required for bus routes near high crime areas and special needs students.

2.0 DEFINITIONS. As used within this PWS, terms are defined below:

2.1 Managers (Primary and Alternate): The individuals appointed by the contractor to act as his/her representative and responsible for all services performed under this contract.

2.2 Extended School Year (ESY): A summer education program for students conducted during the months of June and July, up to twenty days in length.

2.3 Regular School Year (SY): The regular SY calendar which includes up to

180 student instruction days (Reference Technical Exhibit 1).

2.4 Route: The course of travel composed of two or more runs taken by a bus to transport students both to and from their assigned bus stop and designated school.

A route normally includes one AM and one PM run but may also include additional run(s) to transport Pre-Kindergarten students to and from school at mid-day.

2.5 Run: A one-way course of travel taken by a bus to transport students between their assigned bus stop and their designated school.

3.0 BACKGROUND AND PURPOSE. Field Site Office Puerto Rico operates four elementary and secondary schools for children of U.S. military and government civilian employees stationed in the U.S. territory of Puerto Rico. DoDEA

AMERICAS provides school bus transportation for these students which encompass field/study/athletic trips and late activity bus runs as well as the regular daily commute to/from Fort Buchanan schools, located in San Juan, PR, and Ramey

School, located near Aguadilla, PR. Bus service runs vary in duration from approximately (45) minutes to three hours.

There are approximately (12) daily roundtrip bus routes, (4) SPED bus routes, and (1) mid-day run for pre-K students at Fort Buchanan. There are approximately (3) daily roundtrip bus routes and (1) SPED bus route at Ramey School (Reference Technical

Exhibit 2). The tentative dates for the regular school year period is August 28, 2018 -

July 20, 2019 and Extended School Year (ESY) 20 June 2019 to 20 July 2019

4.0 SCOPE OF WORK. The contractor shall provide all personnel, program management, and other items necessary to perform all safety attendant tasks and functions as defined in the PWS.

4.1 PLACE of PERFORMANCE. The contractor shall provide Bus Aides and Safety

Attendants for the field site PR schools at Fort Buchanan, located in San Juan, PR, and Ramey School, located in Aguadilla, PR.

4.2 ADJUSTMENT TO SCHEDULE. For changes to student pick-up or drop-off, the contractor shall adjust employee work schedules within 2 days of notification. For emergency changes to schedules (i.e. weather, terrorism, emergency evacuation, etc.), the contractor shall respond to changes within one hour of notification.

4.3 PERFORMANCE REQUIREMENTS. The Contractor shall:

4.3.1 Provide Professionally Trained Bus Aides and Safety Attendants. These attendants shall:

4.3.1.1 Provide safety attendant services on student buses during daily commutes to/from school, including:

4.3.1.2 Report to assigned vehicle not less than 15 minutes prior to departure from the bus depot.

4.3.1.3 Ensure the students are boarding the correct vehicle by checking bus passes, confirming with dispatcher or teacher, or recognizing the student boarding vehicle.

4.3.1.4 Assist students in boarding the school bus, seating, securing the CSRS, and in properly stowing carry-on items.

4.3.1.5 Ensure that students remain properly seated and secured during travel.

4.3.1.6 Promote on-board safety by providing real-time correction of students acting or behaving in an unsafe manner or in a way that interferes with the safe operation of the bus.

4.3.1.7 Remain vigilant for signs of student distress – such as choking, vomiting, unconsciousness, seizure, misbehavior, or other abnormal conditions.

4.3.1.8 Respond to student distress by administering First Aid and alerting the bus driver to call for emergency assistance and/or proceed to the nearest medical facility.

4.3.1.9 Ensure students exit the bus at the designated bus stop and all students under 10 are met by a sponsor or designated adult. If unsure if the responsible adult is present, the safety attendant will ask the driver to assist in contacting the sponsor through the dispatcher. The safety attendant will not allow a student under 10 to exit the bus without a responsible adult present. If the responsible adult cannot be located, the student will return to the Bus Depot on the bus and await parent pick-up.

4.3.1.10 Communicate verbally to school officials or responsible parent or guardian at the end of the route, or bus stop drop off, of any unusual symptoms during the travel.

4.3.1.11 Report any student misbehavior or incident to the driver and assist the driver in completing and submitting accident/incident and student misbehavior reports.

4.3.1.12 Operate bus safety and security equipment as needed.

4.3.1.13 Complete Daily Post-Run Report upon completion of each daily run and submits it to the manager. This report shall document which bus the attendant rode and any/all program responsive safety related observations as well as information of a routine nature.

4.3.1.14 Complete Incident Report on the day a safety incident occurs. This report shall document safety related observations and any information for follow-up action reporting. The safety attendant shall provide discipline input directly to the driver and assist the driver in completing a discipline report.

4.3.2 Provide detailed reports to the COR as directed. The manager will complete and submit the following reports to the COR:

4.3.2.1 Daily Post-Run Summary Report. The manager will collect and review all Daily Post-Run reports submitted by Safety Attendants. The manager will synthesize the information into one Post-Run Summary Report and submit said report to the COR that same day.

4.3.2.2 Daily Incident Summary Report. The manager will collect and review all Daily Incident Reports submitted by Safety Attendants. The manager will synthesize the information into one Incident Summary Report and submit said report to the COR that same day.

4.3.2.3 Monthly Summary Report. This report shall summarize all of the information reported via the Daily Post Run Reports and Daily Incident

Reports for the preceding month and include analytical comments and perspective. It shall be submitted to the COR not later than the third business day of each month for activity in the prior month (i.e. the report submitted on the third business day in October will cover the preceding month of

September).

4.3.2.4 Semi-Annual Summary Report. This report shall summarize all activity reported in the Monthly Summary Reports. These reports shall include analytical comments and perspective and shall be submitted to the

COR not later than 30 November 2017 and not later than 31 May 2018 respectively.

4.4 PERSONNEL REQUIREMENTS.

4.4.1 Security. The contractor shall comply with DoDI 1402.5, Background

Checks on Individuals in DoD Child Care Services Programs.

4.4.2 Manager(s). The Contractor shall designate, in writing, a primary manager and an alternate leader who will have full authority to act on the contractor’s behalf on all matters relating to daily operations and performance under this PWS.

4.4.3 Personnel Appointments. The contractor shall provide the COR with written notification of personnel appointments within 5 business days of contract award and prior to any replacement of personnel assuming these duties.

4.4.4 Contact. The COR must be able to contact either the primary manger or alternate leader at any time, regarding emergencies, severe weather notifications, or other similar urgent, non-routine matters.

4.4.5 Training. Prior to the start of performing any duties under this PWS, the

Contractor shall ensure that all Safety Attendants are properly trained. Safety

Attendants shall be:

4.4.5.1 State local medical health certificate

4.4.5.2 Equipped with, and in possession of, an operational cell phone during the performance of duties.

4.4.5.3 Registered on the military installation prior to the start of services.

Contractor employees shall have their access badges with them at all times.

4.4.5.4 Qualified to access the military installation during increased force protection conditions.

4.4.5.5 Able to learned assigned routes through on the job training.

4.4.5.6 Able to learn all aspects of their duties with hands on training.

http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/140205p.pdf http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/140205p.pdf

4.4.5.7 Certified in CPR/First Aide/AED. Must keep certification current during duration of employment.

4.4.5.8 Fluently bilingual (able to speak and write in English and Spanish) at the time of application.

4.5 STANDARDS OF CONDUCT

4.5.1 Contractor personnel must comply with the Standards of Conduct detailed in

Technical Exhibit 3. The Contractor shall ensure that inappropriate conduct is not tolerated. The Contractor agrees that such behavior may be grounds for suspension or dismissal of a contractor’s employee from performance under this contract.

4.6 QUALITY CONTROL

4.6.1 The Contractor shall establish and maintain a quality control plan (QCP) to ensure work performed conforms to the scope of work. The QCP shall provide a method for identifying and correcting problems and preventing defective service.

As a minimum, the QCP shall address the areas identified in the Schedule of

Deductions table at Technical Exhibit 4. The contractor shall provide a copy of the QCP and a specific quality control point of contact to the Contracting Officer.

4.6.2 Inspections/Surveillance: The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The

Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

4.6.2.1 Incidental Observance. This action occurs when the COR or other

Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the

COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

4.6.2.2 Customer Complaint Surveillance. This action is instituted when the

COR receives a complaint from a stakeholder (which includes parents, school staff, passengers or other concerned community members) regarding contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the Contracting Officer for action.

The COR will notify both the Contract Manager and the complainant of the

Government’s response to their complaint.

4.6.3 Failure by the Contractor to perform critical performance elements in accordance with the PWS requirements are subject to the Schedule of

Deductions shown at Technical Exhibit 4.

4.7 POST-AWARD CONFERENCE. As needed, the Contractor, Contracting Officer, and COR shall meet to exchange quality control information or to discuss problems. It is the Government’s intent to conduct these meetings telephonically.

5.0 DELIVERABLES.

Deliverable PWS Ref. Delivery Date

Post Award Conference 4.7 Within two weeks after award and as needed

Safety Attendant Services 4.3.1.1 For the duration of School

Year

Daily Post Run Summary

Reports 4.3.2.1

Submit reports w/findings the same day as received

Daily Incident Summary

Reports 4.3.2.2

Submit reports w/findings the same day as received

Monthly Summary Reports 4.3.2.3

Third business day of each month for activity in the prior month

Semi-Annual Summary

Reports 4.3.2.4

End of November and end of May

6.0 SCHEDULE OF DEDUCTIONS (SDs). The Contractor is subject to deductions for incomplete or unsatisfactory security and safety attendant services A Contract

Discrepancy Report (CDR) will be issued by the COR or Contracting Officer. The CDR will explain the circumstances and findings concerning the incomplete or unsatisfactory service, and will state the amount of deduction from the invoice(s), if any. Technical

Exhibit 4 provides the complete SD list and rates of deduction.

7.0 TRANSITION OF CONTRACT SERVICES. The Contractor, if a new awardee, shall work directly with the incumbent to ensure minimum disruption of services. The

Contractor shall work with incumbent Contractor and Government personnel to ensure that there will be no service degradation during and after the transition-in period (initial

30-day period after date of contract or task order award) and during the transition-out period (30-day period prior to date of contract or task order expiration).

Technical Exhibit 1

SY 2018-2019 Calendar

Technical Exhibit 2

Safety Attendants

High Crime Regular Daily Bus Route Information

1. Daily Bus Routes Departing from Ft. Buchanan (San Juan Metro Area) and Returning to CSO

School Bus Depot, Monday-Friday in accordance with the School Year Calendar:

Estimated SY 2018-2019

Route Depart Time Return Time Run Time

HR/Min Ridership

AM:05 20 AM:07 10 2.10 52

PM:13 30 PM:16 00 2.30 50

AM:05 30 AM:07 00 1.30 48

PM:13 30 PM:15 00 1.30 45

2B

AM:05 30 AM:07 00 1.30 32

PM:13 30 PM:16 00 2.30 30

AM:05 30 AM:07 00 1:30 48

PM:13 30 PM:16 00 2.30 47

AM:05 30 AM:07 10 1:35 52

PM:13 30 PM:16 10 2:30 45

AM:05 20 AM:06 55 1:45 29

PM:13 30 PM:16 00 2:30 27

AM:05 20 AM:07 00 1:35 60

PM:13 40 PM:16 00 2:30 55

AM:05 20 AM:06 50 1:35 35

PM:13 40 PM:16 00 2:40 33

AM:05 20 AM:06 45 1:15 51

PM:13 30 PM:16 10 2:30 48

AM:05 30 AM:07 00 1:30 47

PM:13 30 PM:16 00 2.30 43

AM:05 30 AM:07 00 1:15 80

PM:13 30 PM:16 00 2:30 75

AM:05 30 AM:06 45 1:10 30

PM:13 30 PM:16 00 1:55 27

FT. BUCHANAN SPED Estimated

Route

Identification

Number

Depart Time Return Time Run Time

Hrs./Min

Total Route

Ridership

SPED 90 AM 05 00 AM 07 30 2.30 7

PM 13 30 PM 16 00 2.30 3

SPED 91 AM 05 00 AM 07 30 2.30 3

PM 13 30 PM 16 00 2.30 3

SPED 92 AM 05 00 AM 07 30 2.30 4

PM 13 30 PM 16 00 2.30 2

SPED94

AM 05 00 AM 07 15 2:15 1

PM 01 30 PM 03 45 2:15 1

Mid-day Run

Fort

Buchanan

AM: 10 00 AM:11 30 1:30 22

2. Daily Bus Routes Departing from and Returning to Ramey School Bus Depot Monday-Friday in accordance with the School Year Calendar:

SAFETY ATTENDANTS

High Crime Regular Daily Bus Route Information

RAMEY SCHOOL Estimated

Route Depart Time Return Time Run Time Ridership

AM:05 30 AM:07 20 1:50 39

PM:15 00 PM: 17 15 2:15 34

AM:06 00 AM:07 20 1:20 35

PM:15 00 PM:16 20 1:20 33

AM:06 00 AM:07 30 1:30 37

PM:15 00 PM:16 30 1.30 32

SPED

AM 05 25 AM 07 30 1.55 6

PM 14 45 PM 16 00 1.15 6

TECHNICAL EXHIBIT 3

STANDARDS OF CONDUCT

1.0. Contractor personnel shall NOT:

1.1. Use verbal assault, foul language, personal or racial insults, physical contact, or threats of physical violence to obtain a student’s name or to enforce discipline during the performance of contracted services.

1.2. Engage in any conduct of a sexual nature (verbal or physical) with students on/around the school grounds or on/within bus service vehicles.

1.3. Be under the influence of intoxicants, drugs or medications that impair the senses during the performance of contracted services.

2.0. Contractor personnel shall:

2.1. Limit physical contact with passengers to those actions necessary for the safety of the passengers; for example, to assist passengers in getting on or getting off the bus, to assist in fastening seat belts (where required), to break up fights, to administer First Aid (if applicable), to keep a passenger from falling or tripping, etc.

2.2. Not use tobacco, eat, or drink at any time while performing contracted services. This includes in and around contractor-operated vehicles, on school grounds, and on the installation. This further includes conduct that would result in the presence/scent of residual smoke on or around the transportation vehicle at the time of contracted services.

2.3. Not give or sell beverages, food, tobacco products, or merchandise to

Passengers.

2.4. Be properly attired and present a neat and clean appearance. Attire shall:

2.4.1. Be such that upon casual observance, contractor personnel can be identified and not be confused for a student.

2.4.2. Include shoes that cover both toe and heel and are appropriate for running, jumping and basic climbing.

2.4.3. Not include tank tops, shorts, or clothing with offensive language or gestures.

2.4.5. Include nametags that are clearly visible at all times during the performance of duties.

TECHNICAL EXHIBIT 4

SCHEDULE OF DEDUCTIONS

1.0. DD FORM 2772 Contract Discrepancy Report (CDR). The Contractor is subject to deductions for incomplete or unsatisfactory bus transportation services. For unsatisfactory or incomplete services, a CDR will be issued by the COR.

1.1. The CDR will explain the circumstances and findings concerning the incomplete or unsatisfactory service, and will state the amount of deduction from the invoice(s), if any.

1.2. The Government shall use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions. Deductions can be taken in addition to any other actions taken by the Contracting Officer.

2.0. CDR Issuance and Instructions.

2.1. The Government shall issue a CDR to the Contractor within two (2) working days of the knowledge of the discrepant event.

2.2. The Contractor shall respond to, and return the CDR within two (2) working days after receipt of the Report. Failure by the Contractor to timely respond shall result in a final determination by the Government without Contractor input.

2.3. The COR will provide a copy to the Contracting Officer. The Government will make a determination based upon the Contractor’s timely response and, as needed, apply the appropriate deduction.

2.4. The COR shall forward a completed CDR with the Government’s determination to the Contractor within 7 working days of their response submission (or 9 working days after CDR report date if no timely response is provided by the Contractor).

2.5. When a deduction determination is made, the amount of the deduction will be applied to the next invoice submitted by the contractor.

3.0. Schedule of Deductions Table.

Schedule of Deductions (SDs) Table

SD

No Deduction Description

Reference

PWS/TE

paragraph

Deduction

Per Affected

Service Run*

Contractor fails to provide qualified personnel for run (includes no shows and uncertified/untrained personnel)

4.4 100% of run

Security and/or Bus Aide fails to complete all required services during a run (i.e.

maintaining vigilance, responding to a medical emergency, calling for assistance, following proper drop off procedures, etc.)

4.3-4.3.2.4 100% of run

Failure of Contractor personnel to perform in accordance with the Standards of Conduct

Technical

Exhibit 3

20 % and, if applicable, removal of employee from contract services

* As used within this Table of Deductions, a Service Run is defined as one complete run of service, to include:

One service run to or from the school as part of the daily bus route service

One complete late school activity bus service run

One complete field trip service