Attach__1_-_SOW.pdf

Department of Defense Education Activity (DoDEA) Americas-Southeast District

Regular Daily Commute/Special Needs

LOGISTICS

Student Transportation Services

Statement of Work (SOW)

Laurel Bay, SC

1.0 Scope. The Contractor shall provide all personnel, supervision, services, vehicles, and equipment necessary to safely transport students and other authorized individuals to and from their designated schools, alternate sites for classes and authorized school activities. The types of transport runs required include Daily Commute, Special Needs, Career Practicum, Short Notice Runs, and Co-curricular/Curricular after-school activities on the route. Schedules to include overnights, PreSchool, Sure Start and Extended School Year (ESY). The safety and security of the passengers is of highest priority in the performance of contract services.

2.0 Government Responsibilities. The military force structure may change to increase or decrease in personnel, which in turn may increase or decrease ridership, routes, and bus commuting zones in schools within the Department of Defense Education Activity Americas (DoDEA-A).

2.1 Route Schedules. The Contracting Officer’s Representative (COR) will provide the Contractor a copy of each route schedule prior to the beginning of scheduled services each school year.

Additionally, the COR will issue the Contractor a new route schedule when a change to a requirement is made. Route schedules will include route number, all runs, stops, authorized passengers by location, school location, and departure/arrival times. The COR will identify any services requiring a safety attendant, enhanced safety attendant, safety aide, and/or special equipment (Child Safety

Restraint System) or devices.

2.2 Installation Passes. To be eligible to perform work under this contract, the Contractor shall meet all applicable installation/base access requirements specific to each Military Installation. The COR will provide the Contractor copies of the installation access forms and assist the Contractor with getting the passes. Passes shall be each employee’s possession at all times while on a military installation. The Contractor shall return base passes to the appropriate office within one (1) business day upon termination of employment or completion of this contract. Regulatory references will be provided by COR as requested.

In order to gain access to Marine Corps Air Station(MCAS)Beaufort and Laurel Bay Housing Area non-Federal Government and non-DoD issued ID cardholders require identity proofing and vetting to determine fitness and eligibility for access. Specifically, a check of records through the National

Crime Information Center (NCIC) Interstate Identification Index (III) is the installation’s minimum background check for access to MCAS Beaufort and Laurel Bay Housing Area to include entrance of visitors.

MCAS Beaufort and Laurel Bay Housing Area apply the following non-Federal Government cardholder criteria to determine the authorized type of access control credentials:

Contractors: RAPIDGate or 30-Day Pass followed by 4-DayPass*

Sub-Contractors: RAPIDGate or 30-Day Pass followed by 4-Day Pass*

Vendors: RAPIDGate or 30-Day Pass followed by 4-Day Pass*

Suppliers: RAPIDGate or 30-Day Pass followed by 4-Day Pass*

Service Providers: RAPIDGate or 30-Day Pass followed by 4-Day Pass*

Delivery Personnel: RAPIDGate or 30-Day Pass followed by 4-Day Pass*

* Contractors will be issued a one-time pass for 30 days. Upon expiration of the 30 day pass, they will only be issued a 4 day pass every 4 days thereafter, for the duration of the contract.

Contractor Common Access Card (CAC) Eligibility: Contractor personnel authorized CAC’s are exempt from RAPIDGate enrollment.

Contractor personnel who are ineligible for a CAC will be required to either obtain a 30-Day pass followed by a 4-Day pass or enroll in the RAPIDGate Program. RAPIDGate is a voluntary program due to associated costs. For further information concerning contractor access, please contact the Security Manager Office at 843-228-7090. For information concerning enrolling in

RAPIDGate please visit their website at www.rapidgate.com.

NOTE: The Government will not be responsible for any access delays. Delays that may result from inadequate planning are contractor responsibility. Any and all costs associated with

RAPIDGate are the sole responsibility of the contractor.

2.3 School Unloading/Loading Zone Procedure. For the transport of special needs students, school staff will receive special needs passengers at the vehicle in the school unloading zone and bring authorized passengers to the vehicle in the school loading zone.

2.4 Student Ridership Counts. The COR will provide blank forms to the Contractor when a student count is requested as specified in Addendum F.15.

3.0 Contractor Responsibilities.

3.1 Contract Manager. The Contractor shall provide a Contract Manager who shall be responsible for the oversight of performance requirements. The name and phone number(s) of this person and an alternate, who shall act for the Contractor when the primary Contract Manager is absent, shall be designated in writing to the COR and Contracting Officer no later than 10 days after contract award.

3.1.1 The COR and the Contracting Officer must be able to contact either the primary or alternate

Contract Manager 24 hours a day regarding emergencies, severe weather notifications, or other urgent matters.

3.1.2 When notified by the COR or Contracting Officer, the primary or alternate Contract Manager shall be at the scene of an accident or other emergency within 30 minutes of notification.

3.2 Contractor Personnel Standards/Requirements. Contractor personnel assume responsibilities that directly affect the safety, well-being, and security of DoDEA-A students. Contractor personnel hold a position of trust that requires maturity, stability, reliability, and good character. The

Contractor shall provide personnel that are properly screened/vetted, trained, and qualified to perform duties in according with the standards and requirements specified in Addendum B.

3.3 In accordance with DoDI 1402.05, Background Checks on Individuals in DoD Child Care Services

Programs. Individuals who have regular contact with children under 18 years of age in DoD-sanctioned child care services programs will undergo a criminal history background check in order to protect the health, safety, and well-being of children in such programs. In accordance with section 13041 of Title 42, United States Code, DoD Contactors must complete a Child Care

National Agency Check and Inquiries (CNACI), which includes an FBI criminal history background check conducted through the Criminal Justice Identification Services Division of the

FBI and SCHR checks through State repositories of all States that a provider or contractor or prospective provider or contractor lists as current and former residences in an employment application. Results of an advanced FBI fingerprint check must be provided before completion of the full CNACI.

4.0 Contractor Operations.

4.1 The Contractor shall adhere to applicable Federal laws, installation regulations, safety, and security requirements and procedures specified in Addenda B, C, and D.

http://www.rapidgate.com/ http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/140205_dodm_2017b.pdf

4.2 The Contractor shall provide vehicles and safety equipment that meet all standards required by

Federal laws, as well as the requirements for vehicles specified in Addendum E.

4.3 The Contractor shall comply with the transportation standards and procedures, and shall submit

Student Ridership Counts and Misbehavior reports as outlined in Addendum F.

4.4 The Contractor shall adhere to procedures for responding to a serious emergency, and shall submit a written Accident or Incident Report as specified in Addendum G.

4.5 Subcontracting. The Contractor shall obtain the Contracting Officer’s approval prior to replacing a subcontractor. 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 are capable of meeting all requirements associated with this contract. DoDEA has determined that individual consent action is required to protect the Government adequately because subcontracts need special surveillance for transportation services. The Contractor shall submit a subcontract notification and supporting data to the Contracting Officer within seven (7) business days of award to ensure that the proposed subcontract is appropriate for the risks involved and consistent with current policy and sound business judgment.

Even if using subcontractors, the Contractor remains responsible for satisfactory performance under the contract.

4.6 Route Schedule Adjustments.

4.6.1 Severe Weather. The Base Commander and District Superintendent will notify School Officials who will notify the COR of severe weather or hazardous driving conditions that result in cancellations or delays to the best of their ability within two (2) hours of beginning scheduled service). The COR will notify the contractor. 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.

4.6.2 Early Dismissal. When school is dismissed earlier than normally scheduled due to an emergency or adverse weather conditions, the Contractor shall have vehicles at the school(s) and ready for services within two (2) hours of notification by the COR for performance of a Short-Notice Run.

4.6.3 Other Adjustments. The COR may reschedule transportation services when unforeseeable events

(e.g., suspension of school or change in school program) require adjustment. In such an event, the

COR will advise the Contractor of required adjustment(s) to the student transportation schedule(s) at least two (2) hours prior to services being performed.

4.6.4 Notification to the Contractor. For all above adjustments, in the event that the Contractor is notified by the COR less than two (2) hours prior to a scheduled run, the Contractor will be paid the full price of the adjusted/canceled run.

4.7 Runs and Changes. The Contractor shall have two (2) working days from the time of receipt to implement a run change, except in cases of unforeseen events (e.g., severe weather). The

Contractor is encouraged to suggest route changes that contribute to safety or efficiency of services.

5.0 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).

6.0 Performance Requirements Summary. The Performance Requirement Summary (PRS) Chart in

Addendum H is a listing of transportation services that will be monitored during the contract term.

The PRS Chart also lists the surveillance method that the Government will use during monitoring, as well as the standards of performance, the acceptable quality level of performance, and remedies for non-compliance that are available if the Contractor fails to perform at the acceptable quality level. In addition to customer complaints, the additional surveillance methods are:

100% Inspection: With this method, performance is inspected/evaluated at each event occurrence.

Periodic Inspection: This method, sometimes called “planned sampling,” consists of planned sampling at specific dates or time intervals.

6.1 The standards used in the PRS Chart are intended to be completely consistent with the Contract terms and conditions and the Statement of Work and are not meant to create, extend, revise, or expand any obligation of the Contractor beyond that defined in the Contract terms and conditions and Statement of Work. In case of apparent inconsistency between the standards as stated in the

Contract Terms and Conditions, the Statement of Work, and the PRS Chart, the Contract Terms and

Conditions and the Statement of Work shall prevail.

6.2 The goal of the PRS is to ensure reliable and consistent delivery of transportation services to provide safe student transportation from home to school and return. If the Contractor performance does not meet the acceptable quality level, the Government may apply any or all of the remedies for non-compliance stated in the PRS Chart, as well as issue a Contract Discrepancy

Report (CDR), as stated in Addendum H.

7.0 Quality Control. The Contractor shall be responsible for internal quality control, and shall implement an effective, and proactive Quality Control Plan (QCP) that continually enhances (not merely maintains) an advanced level of quality in service throughout the life of the contract. The

QCP is a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The QCP shall be submitted to the Contracting

Officer for approval no later than 15 business days after the award of the contract or task order.

The Contractor shall submit changes made to the approved QCP to the Contracting Officer for review and acceptance no later than five (5) business days after the changes occur to the QCP. The requirements for the QCP are specified in Addendum I.

8.0 Contractor Manpower Reporting Requirements. The Contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DoDEA via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

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

Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year, beginning with 2018. Contractors may direct questions to the help desk at:

http://www.ecmra.mil/.

9.0 Deliverables. The Contractor shall provide all deliverables identified in this SOW.

9.1 Contract Manager/Alternate Information. The Contractor shall provide, in writing, the name and phone number(s) of the Contract Manager and an alternate, who shall act on behalf of the

Contractor when the primary Contract Manager is absent, to the Contracting Officer and COR in accordance with paragraph 3.1.

9.2 Personnel List. Not less than 30 calendar days before services begin, the Contractor shall provide the COR a typed list of all personnel to perform services under this contract in accordance with paragraph 3.2 and Addendum B.15. The Contractor shall report any changes to this list to the COR within five (5) business days.

9.3 Training Memorandum. Within five (5) days after completion of each safety training and security training, the Contractor shall provide a memorandum to the COR identifying the date, time, location, names of instructor(s) and trainee(s), and a brief statement, summary, or synopsis of the topics and content of material presented at the training session, in accordance with paragraph 3.2 and

Addendum B.6.

9.4 Daily Security Inspections. Within 10 calendar days after contract award, the Contractor shall provide the COR a copy of its contractor-created daily/security checklists for meeting the minimum security requirements in accordance with paragraph 4.1. The completed checklist shall accompany the driver during all runs, and subsequently be maintained on file with the Contractor for one (1) year, in accordance with Addendum C.3.

9.5 Reserved Vehicle List. Not less than 15 calendar days before services begin and as changes occur thereafter, the Contractor shall provide the COR a list identifying all regular and replacement vehicles to be used under this contract, in accordance with paragraph 4.2 and

Addendum E.1.6.

9.6 Student Ridership Count Reports. Upon request, the Contractor shall provide counts of actual ridership upon request and submit the written Student Ridership Count Reports to the COR, in accordance with paragraph 4.3 and Addendum F.15. (See also paragraph 2.4).

9.7 Student Misbehavior Reports. In the event of student misbehavior, the Contractor shall complete the School Bus Student Misbehavior Report at Attachment B. The completed report shall be submitted to the COR by the end of the day, if the incident occurred on a morning run; and by

10:00 AM the next school day, if the incident occurred on a midday or afternoon run. See paragraph 4.3., and Addenda F.1.1 and F.16.

9.8 Accident or Incident Reports. The Contractor shall notify the COR verbally within 10 minutes of an accident or incident occurring and provide updates at least every 30 minutes. The

Contractor will submit a written accident or incident report to the COR by close of business the next duty day in accordance with paragraph 4.4, and Addenda G.1 and G.4.1.

9.9 Transition of Contract Services. The Contractor shall work with the incumbent Contractor or new contractor to provide Transition-In and/or Transition-Out services over a 30-day period, if necessary, in accordance with paragraph 5.0.

9.10 Quality Control Plan. The final QCP shall be submitted (by email in word or excel) to the

Contracting Officer for approval no later than 15 business days after the start of the contract performance period. The Contractor shall submit any changes made to the approved QCP to the

Contracting Officer for review and acceptance no later than five (5) business days after the changes occur to the QCP, in accordance with paragraphs 4.5 and 7.0 and Addendum I.

9.11 Contractor Manpower Reporting Requirements. The Contractor shall report all contractor labor hours (including subcontractor labor hours) via a secure data collection site at the web address http://www.ecmra.mil/ no later than 31 October of each calendar year, in accordance with paragraph 8.0.

9.12 Records. Records of all performance requirements carried out by the Contractor, to include all subcontractors, shall be retained and made available to the Government at any time, upon request during the contract period. The Contractor shall also give notice of transportation services not completed in accordance with contract requirements and specify reason for not completing work

(e.g., waiting for personnel and vehicles, preparing cost estimates, etc.).

9.13 Vehicle Requirements.

Requirements for All Vehicles. The Contractor shall have within its fleet a number of school buses which are capable of navigating all military-installation housing areas and carrying both students who qualify for special transportation based on their IEP or DoDEA Accommodation Plan and students not requiring special transportation. These buses shall:

Comply with the Federal Motor Vehicle Safety Standards (FMVSS), Federal Motor Carrier Safety

Administration (FMCSA);

Comply with South Carolina state requirements/Highway Safety Program Guideline No. 17 Pupil

Transportation Safety for school buses, which may include, but not be limited to having a first aid kit, fire extinguisher, driver’s side stop sign, bumper mounted pedestrian barrier, rear door alarm and strobe light on each bus; and, Meet the South Carolina Pupil Transportation Standards. The age for school bus fleet shall not exceed ten (10) years and the mileage shall not exceed 150,000 miles on chassis.

Be equipped with digital surveillance systems. Contractor shall maintain these digital systems in good working condition and replace any systems not operational within a reasonable time. The

COR and Administrator Officer shall request to view all videos recorded on the bus during the performance of the contact.

All buses shall be inspected, serviced, and in place no later than 1 August of each School Year.

Additional Requirements for Special Education Transportation Vehicles. Motor vehicles used to transport special education students:

Shall be appropriate for transportation of a student with a disability;

Shall be equipped with a seat belt for each passenger and functional climate control (air conditioning and heaters). The contractor is responsible for providing Child Safety Restraint

System (CSRS). Note: CSRS includes car/booster seats and harnesses) for all Special Needs students as well as Pre-kindergarten students utilizing the Special Needs buses. Any specialized

CSRS required will be provided by the Government.

Insurance. The Contractor is required to have adequate insurance to cover claims related to any accidents due to inadequate performance of duty by drivers. The Contractor shall obtain and maintain:

Commercial liability insurance coverage required under South Carolina State laws and regulations, prior to the performance of services under that awarding contract.

The contractor shall provide a copy of the insurance certificate to the COR and Contracting Officer within 5 days of contract award.

10.0 Supporting Addenda.

Addendum A – Definitions

Addendum B – Contractor Personnel Standards and Requirements

Addendum C – Security Standards and Requirements

Addendum D – Safety Procedures

Addendum E – Vehicle Standards and Requirements

Addendum F – Transportation Standards and Procedures

Addendum G – Accident and Incident Procedures and Reporting

Addendum H – Performance Requirements Summary

Addendum I – Quality Control

Addendum J – Required Deliverables

A-1

ADDENDUM A – Definitions

Accidents - Occurs when a vehicle collides with another vehicle, pedestrian, animal, road debris, or other stationary obstruction, such as a tree, pole, or building. Traffic collisions often result in injury, death, and property damage.

Activity Run - A run that departs the school after 1700 hours to transport students who participate in co-curricular after-school activities from the school to housing areas or transportation terminals.

Adaptive Seat Device – tools that stabilize persons with a disability in an optimum position.

Actual Rider - A student who is authorized to ride a DoDEA transportation vehicle and does so on a given day.

AQLs – Acceptable quality levels in compliance with SOW (see Addendum H).

Authorized Passengers - Individuals authorized to be transported under the contract, to include students, DoDEA officials, military/ police, security personnel, and others specifically authorized by the Contracting Officer or Contracting Officer’s Representative.

Automated Vehicle Locator (AVL) – An electronic device with the technology to track vehicle location.

Career Practicum (CP) - A job education program requiring curricular transportation services on the military installation.

Child Safety Restraint System (CSRS) - A restraining device, conforming to Federal laws, used to supplement a seat belt to secure a child during transportation. The age or size of a child requiring such device is normally defined by Federal law, but generally applies to children less than twelve years of age, or who are shorter than 150 centimeters (60 inches) in height.

Commuting Area - A specific geographic area used to determine eligibility for transportation of dependent students to a DoD-operated school. School bus services will be provided to all authorized students residing outside the walking distance and within the designated commuting area according to this manual. A map and or a narrative description will be used to identify the commuting area.

Contract – An agreement between the Government and Contractor enforceable by law.

Contract Discrepancy Report (CDR) DA Form 5479-R - A formal, written document used to record unsatisfactory Contractor performance. The CDR requires the Contractor to explain, in writing, why unsatisfactory performance occurred; how performance shall be returned to satisfactory levels; and how recurrence of the problem shall be prevented in the future. The Contracting Officer shall issue the final ruling or decision as to whether a discrepancy occurred and any deduction for the discrepancy.

Contracting Officer (CO) – A Government official assigned to the Contracting Office authorized by written warrant to enter into, administer, terminate, make related determinations and findings, and issue task orders under contracts. The CO is the only Government official authorized to obligate funding. The CO provides written appointment of Performance Assessment personnel and has the final responsibility for Performance Assessment in accordance with FAR Part 42. The CO is the final decision authority for any performance-based deductions or other adjustments levied on the Contractor for failure to perform.

Contracting Officer’s Representative (COR) - An individual designated in accordance with

201.602-2 of the Defense Federal Acquisition Regulation Supplement (DFARS) and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Contract Specialist (CS) – A Government employee working with the CO to perform a broad range of https://en.wikipedia.org/wiki/Vehicle https://en.wikipedia.org/wiki/Collision https://en.wikipedia.org/wiki/Road_debris https://en.wikipedia.org/wiki/Utility_pole

A-2 administrative duties, including preparation and processing of contractual documents, keeping the contract funded, liaison between Contractor and Government personnel, and provision of accurate and appropriate information to the CO and other contractual parties.

Contractor - A commercial entity that provides school transportation services in accordance with this

Statement of Work (SOW).

Contract Manager (CM) - A person who is responsible for contract performance on behalf of the

Contractor and shall be designated in writing to the CO.

Co-curricular – Transportation provided for authorized after-school activities to/from school to activity location, and sports sites. Runs are performed during and after normal school hours utilizing separate buses (see Addendum J, TE 5). Co-curricular Runs are requested by the STO and paid with the

Unscheduled Co-Curricular CLIN.

Curricular – Transportation provided for authorized field trips, shuttle bus runs between schools, runs to gym/sports fields. Runs are performed during normal school hours utilizing existing bus routes. Curricular Runs are requested by the STO and paid with the Unscheduled Curricular CLIN.

Danger Zone - The area around a student transportation vehicle at a stop where most student injuries occur. It is an area 1.83 meters (6 feet) to both sides of the vehicle and 3.05 meters (10 feet) in front of the vehicle. Particular care is required when a bus stop has less than 1.83 meters (6 feet) clearance between the road edge and the designated waiting area. The most critical areas are immediately to the front of the student transportation vehicle and at the right rear.

Day (DA) – Formerly known as Operational Day (OD) - On any given route, the period between the first stop on the first run of the day and the last stop on the last run of the day typically between the hours of 0600 and 1900. The route schedules determine the exact service hours and number of runs to include practicum runs during the middle and after school. Services are provided on school make-up days. During heightened security, additional driving hours may be required beyond the day and will be negotiated on a case-by-case basis.

DBIDS - An access verification system for Installation Pass and DoD Identification (ID) cardholders that are registered into a database and assigned installation access privileges. All contract personnel servicing this contract must be registered in DBIDS.

DoDEA Accommodation Plan - A plan developed for students with special needs in accordance with

Department of Defense Regulation (DoDR) 2500.14.

Department of Defense Education Activity (DoDEA) - An agency of the U.S. Department of

Defense responsible for the operation of schools for eligible children of Government authorized personnel.

Extended School Year (ESY). The ESY program provides additional educational services at the conclusion of the normal school year for special needs students. The ESY program occurs between the last week of June to the last week of July for 20 school days. Typical requirement is one or two buses per base transporting ESY students to and from home/school). Transportation will only be required in the morning. ESY buses are requested by the COR or local STO and are paid for with a specific

CLIN.

Extended Learning Opportunity (ELO) - A program designed to allow additional instruction and study to improve students’ skills and knowledge outside of the traditional classroom setting. A typical session last approximately one and half (1-1/2) hours, after normal school hours for approximately twenty (20 to 30) days in length.

Field Trips – School study trips, also known as curricular trips.

Ground Guide- An adult capable of assisting with the safe movement of a vehicle in reverse or to https://www.dodea.edu/Offices/PolicyAndLegislation/upload/2500_14.pdf

A-3 traverse difficult traffic patterns.

Improvised Explosive Devices (IED) - Those devices placed or fabricated in an improvised manner incorporating destructive, lethal, noxious, pyrotechnic, or incendiary chemicals, designed to destroy, disfigure, distract, or harass.

Individual Education Program (IEP) - A program developed for special education students in accordance with Department of Defense Instruction (DoDI) 1342.12 designating which services a student shall receive.

Incidents - Any events that occur on/around the school loading/unloading zone or during school transportation services that have an adverse effect on either the performance of this contract or the safety of passengers.

Inspection - Examination of services by Government personnel utilizing applicable inspection methodologies to determine conformance to contract requirements, terms, and conditions.

Installation Access Control Office (IACO) – The security office on the military Installation where contractor base passes are requested, processed, and issued.

Installation Access Control System (IACS) – An access verification system for Installation Pass and DoD Identification (ID) cardholders that are registered into a database and assigned an installation access privileges. IACS will produce Installation Passes and verify DoD ID card privileges to access controlled installations.

Mid-day Run – A segment of a route which transports students between schools and/or other base facilities and to/from school and their home. Mid-day Runs are normally performed in-between the

AM and PM runs utilizing existing bus routes. Most Mid-Day bus runs are short on-base-runs supporting Sport/Gym runs, and shuttle runs between school facilities. Requirements, when needed, will be identified by the COR or local STO. Mid-day Run cost is included in the operational day cost of the routes.

Non-Service Day - This is a day on which no Student Transportation Services are required. The

COR will identify such days. School make-up days are not non-service days.

On Board Audio/Video Surveillance System (OBVSS). The Contractor is required to provide

OBAVSS equipment for all vehicles used to transport students on all routes.

Other authorized individuals - U.S. Military Police and those persons authorized in writing by the

Contracting Officer (CO) or the Contracting Officer’s Representative (COR) or Alternate COR.

Overnight Transportation – Transportation that normally stays with the group and reimbursement for hotel fees are based upon rates listed in the Joint Travel Regulations (JTR). This is normally for

Co-Curricular Trips and must be approved by the DSO.

Quality Assurance (QA) – Actions taken by Government personnel, including inspections, to determine if the products/services delivered by the contractor meet the contract requirements. Quality assurance involves a broader range of activities than just inspection.

Quality Assurance Evaluator (QAE) - A Contracting Officer’s representative (see DFARS 252.201-

7000) who has been appointed to inspect Contractor-provided services.

Quality Assurance Surveillance Plan (QASP) - The Government’s plan used to inspect and evaluate Contractor-provided services.

Quality Control - Those actions taken by the Contractor to control the performance of services so that the requirements of the contract are met.

Quality Control Plan (QCP) - The Contractor's system/plan for controlling quality of performance http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/134212m.pdf http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf

A-4 to ensure quality services are provided to the government in accordance with the contract’s terms and conditions.

Registered Rider - A student who is authorized to ride a DoDEA transportation vehicle, but who may choose not to ride on a given Day.

Route - A route consists of one or more runs, scheduled in one day. Typically, a route consists of a run to the school in the morning and a run to the Commuting Area in the afternoon.

Run (RN) – There are 4 types of runs:

- Daily Commute/Special Needs Runs either originate in the Commuting Area and terminate at the school or originate at the school and terminate in the Commuting Area, and consist of up to 15 stops in between. Runs normally do not exceed one hour in length and are generally required

Monday through Friday between 0600 and 1600 hours.

- Double-Route - Performing two routes using same bus and driver.

- Double-Run - Using the same bus/driver to complete two (2) runs in the same direction.

Example, completing a short AM run for an elementary route and an additional AM short run for a secondary school and likewise for the PM runs.

- Career Practicum Runs (CP) either originate at the school and terminate at the designated work location (military or local business site) or originate at the designated work location and terminate at the school, and consist of up to 10 stops in between. Career Practicum Runs normally do not exceed one half hour in length, and will be required Monday through Friday between 0800 and 1430.

- Activity Bus Runs originate at the school and terminate in the Commuting Area and consist of up to eight (8) stops in between. Activity Bus Runs normally do not exceed one (1) hour in length, and may be required Monday through Friday between 1500 and 1900.

- Short Notice Runs (SNR) are identical to Daily Commute/SPED Runs except that they are ordered for emergency purposes or for inclement weather to originate at the school and terminate in the Commuting Area; the Contractor will have two (2) hours from the time notice is provided by the Government to perform Short Notice Runs.

Safety Aide - An individual trained specifically for assisting passengers with special needs identified in the special instructions provided by the COR and in accordance with SOW requirements.

Safety Attendant - Formerly known as Safety Guides - When requested by the COR, the Contractor shall provide a safety attendant for routes or runs to assist Sure Start/Kindergarten through Grade 2 students in entering and exiting the vehicle and riding safely.

School Bus Services - These services are for the repetitive daily transportation of students (and other authorized individuals) to and from their home bus stop to/from designated schools and other education sites.

School Bus Student Misbehavior Report - Identifies the student behavior standards on or around school buses and is used to identify and document violations of these standards by students.

School Officials – Principal, Assistant Principal, Chief of Logistics, District Transportation

Supervisor (DTS), Administrative Officer (AO).

Security Attendant - An individual possessing specialized security training assigned to the bus, its route, or run. Security Attendants will be hired and managed under a separate DoDEA-Americas contract with a commercial security company in support of the Student Transportation Security

Services Program (STSSP).

Specialized Safety and Security Equipment/Devices – Transportation equipment including special

A-5 or adapted devices, buses, lifts, and ramps used to facilitate the transportation of children with disabilities.

Sponsoring Official/Organization - A designated DoDEA-Americas individual and/or organization at the Student Transportation Office, District Transportation Supervisor, or District Logistics Chief who performs Installation Pass responsibilities or has oversight based on the relationship to the

Installation Pass applicant.

Staggered Routes - The Staggered Route concept is utilized in this contract to significantly reduce the number of buses utilized to provide student transportation to and from the schools. Under the staggered route concept, in the morning one school students are picked up first and brought to the school. After the completion of that school’s run, the bus will repeat the route and pick up the other school students and bring them to school. In the afternoon, the first school students are loaded at their

School Loading Zone and brought to their home bus stop. The same bus will return to the second

School Loading Zone, load their students and take them to their home stop. For student bus pass management purposes only, the staggered bus routes will have a unique bus route number and

SPED/PSCD routes will have unique bus route numbers.

Statement of Work (SOW) - A document that describes a service in terms of output requirements and the required quality level or standard of acceptable performance of those outputs.

Student - An individual who is officially enrolled for attendance at a DoDEA school, or at a non-

DoDEA school if such attendance is approved by DoDEA.

Student Counts - A report of the number of Actual Riders on each school transportation run by each bus stop.

Student Transportation Office (STO) - Formerly known as School Bus Office (SBO) - Location where the COR/ACOR registers riders, coordinates all facets of buses services, and implements the school bus rules.

Student Transportation Services - These services are for the repetitive daily transportation of students (and other authorized individuals) to and from their designated schools and other education sites.

Surveillance – Quality assurance and other actions taken by Government personnel to determine contractor conformance and non-conformance with contract performance requirements. Surveillance is a broader term than inspection or QA because it encompasses the examination of the business as well as the technical aspects of the contract. However, the term “quality assurance surveillance” refers to those surveillance actions directly related to quality assurance.

Unsatisfactory/Incomplete Service - A service output that does not meet the standards of performance detailed in SOW.

Unscheduled Transportation Service – Transportation services above and beyond known requirements on schedule and incorporates curricular and co-curricular services.

Walking Distance for DoD Installations - The walking distance for grades 6 and below shall not normally exceed 1mile from their primary residence to the school or designated bus stop. Students in grade 7 and above may walk up to 1 ½ miles from their primary residence to the school or designated bus stop unless a major thoroughfare presents a safety hazard.

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ADDENDUM B – Contractor Personnel Standards/Requirements

B.1. Removal of Contractor Personnel. The Contracting Officer reserves the right to remove any

Contractor employee from performance of duty under this contact for cause (especially in cases where student safety is concerned). In all such cases, the Contracting Officer or COR will notify the Contractor of the occurrence and issue leading to the removal of the Contractor employee.

The Contractor shall, within 3 business days provide its written course of action to assure continued services, and address the continued suitability or non-suitability of the employee to perform under this contract.

B.2. Age and Health.

B.2.1. Drivers, Safety Attendants, and Safety Aides shall be at least 21 years old.

B.2.2. Drivers, Safety Attendants, and Safety Aides shall be free of communicable diseases and physical or mental impairment that would affect the ability to perform duties under this contract.

B.3. Language Ability.

B.3.1. The Contract Manager and alternate shall be able to speak, read, and write in the English language sufficiently to ensure communication with the COR, school officials, Contract

Specialist, and Contracting Officer.

B.3.2. The drivers shall be capable of communicating in the English language.

B.3.3. Safety Attendants and Safety Aides shall be able to speak and read the English language when communicating with student passengers, COR/ACOR, school officials, Contract Specialist, and

Contracting Officer.

B.3.4. Safety Attendants and Safety Aides shall also be able to speak the English language sufficiently to ensure communication with the driver and first-responders in emergency situations.

B.4. Citizenship.

B.4.1. Contractor employees performing on this contract shall be U.S. citizens

B.5. Restrictions. Drivers, Attendants and Safety Aides shall not perform security-related duties on a bus (vehicle) ridden by a student family member.

B.6. Training. Two types of training are required under this SOW: Safety and Security.

B.6.1. Safety and Security Training for Contract Manager and Alternate Contract Manager

B.6.1.1. The Government will provide annual training prior to the start of the school year.

B.6.1.2. Required attendees: Contract Manager and Alternate Contract Manager. Additionally, the

Contractor may send another employee who will be responsible for providing this training to employees.

B.6.1.3. Duration: maximum of eight (8) hours.

B.6.1.4. Safety Training covers accident/incidents, student management, use of child safety seats, handling students with disabilities, safety procedures, loading zone familiarization and operations, emergency evacuations/reporting procedures, safe havens, and safety precautions at loading zone and bus stops.

B.6.1.5. Security Training in this session will provide an overview of what is covered separately with the bus drivers and Safety Attendants.

B.6.2. Safety and Security Training for Dispatchers, Drivers, Safety Aides, and Safety Attendants

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B.6.2.1. The Contractor’s Contract Manager, Alternate Contract Manager, or other trainer shall provide annual training in July or August based on the training they received under B.1.1.

B.6.2.2. A security contractor shall provide a three-hour Security/Force Protection training course.

B.6.2.3. Required attendees: Dispatchers, all drivers and alternate drivers, and assigned Safety

Attendants and Safety Aides.

B.6.2.4. Duration: minimum of seven (7) hours, including both Safety and Security Trainings.

B.6.2.5. Safety Training covers accident/incidents, student management, use of child safety seats, handling students with disabilities, safety procedures, loading zone familiarization and operations, emergency evacuations/reporting procedures, safe havens, and safety precautions at loading zone and bus stops.

B.6.2.6. Security Training covers introduction and orientation to terrorism and crime, vehicle security inspection, surveillance detection, emergency response, and protection and non-disclosure.

B.6.2.7. The Contractor shall prepare a memorandum that identifies the date, time, location, names of instructor(s) and trainee(s), and a brief statement, summary or synopsis of the topics, and content of material presented (e.g., instruction syllabus) to document the Safety and Security Training sessions. The Contractor shall provide a copy of the attendance record to the COR upon completion of training.

B.6.3. Training of Individuals Hired After the July/August Training Sessions.

B.6.3.1. The Contractor shall provide both Safety and Security training to any covered employees assigned to provide services under this SOW, who did not attend the sessions immediately prior to the school year.

B.6.3.2. The Contractor shall prepare a memorandum that identifies the date, time, location, names of instructor(s) and trainee(s), and a brief statement, summary or synopsis of the topics, and content of material presented (e.g., instruction syllabus) to document the Safety and Security Training sessions. The Contractor shall provide a copy of the attendance record to the COR upon completion of training.

B.6.4. Refresher Training

B.6.4.1. All individuals required to take the annual Safety and Security Trainings shall attend refresher training in January each year.

B.6.4.2. The Contractor’s Contract Manager, Alternate Contract Manager, or other trainer will provide refresher Safety and Security Training in January to all drivers, alternate drivers, Safety Aides, and Safety Attendants. The refresher Safety Training has a minimum duration of one (1) hour.

B.6.4.3. The Contractor shall prepare a memorandum that identifies the date, time, location, names of instructor(s) and trainee(s), and a brief statement, summary or synopsis of the topics, and content of material presented (e.g., instruction syllabus) to document the Safety and Security Training sessions. The Contractor shall provide a copy of the attendance record to the COR upon completion of training.

B.7. First Aid, Cardiopulmonary Resuscitation (CPR), and Special Needs Training.

B.7.1. Drivers, Safety Attendants, and Safety Aides shall have current first aid and CPR certifications either by receiving training from the Red Cross First Aid. The certifications shall be no more than three (3) years old and shall be made available for review upon request by the COR.

B.7.2. Drivers and Safety Aides shall be trained in assisting special needs students as prescribed by

Federal laws to include proper fastening/securing of harnesses, wheelchairs, and other special

B-3 equipment.

B.8. Background Check. Drivers, Safety Attendants, Safety Aides, and other personnel that may come into contact with student passengers shall be cleared annually by a local background check

(local police criminal records check) at NO COST to the Government.

B.8.1. The check shall be completed within the first 30 days following the date of award, annually, and as requested thereafter.

B.8.2. Drivers, Safety Attendants, and Safety Aides shall be cleared by background check before they begin performance of duty under this contract. All new hires during the course of a task order shall also be cleared by background check before they begin performance of duty.

B.8.3. The Contractor shall maintain the most current background checks on file and shall make them available to the COR when requested.

B.9. Criminal Offense. The Contractor and all individuals performing services on behalf of the

Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

B.9.1. Contractors shall immediately notify the COR and the Contracting Officer if they know or suspect an employee, subcontractor, or subcontractor’s employee has committed a criminal offense.

B.9.2. The Government reserves the right to require the Contractor to replace, at no cost to the

Government, any employee, subcontractor, or subcontractor’s employee due to suspected or actual commission of a criminal offense.

B.10. Safety Attendant/Safety Aide. The Contractor shall provide a Safety Attendant/Safety Aide for runs as requested by the COR to assist small students in entering and exiting the vehicle, and riding safely. If no Safety Attendants/Aides are assigned, the driver shall assume these responsibilities. Safety Attendants/Aides shall be at least 21 years old, and shall work closely with drivers, forming a professional, mutually-supportive relationship. However, they operate independently of drivers and their presence on the bus does not relieve the driver of any responsibilities or duties specified within the school transportation contract. Drivers continue to be responsible for the bus’s safe operation. When requested for a run, the Contractor-provided

Safety Attendant/Aide shall:

B.10.1. Assist student passengers in boarding and disembarking safely, and in securely fastening seat belts, Child Safety Restraint System (CSRS), and/or specialized equipment when specified by the COR or federal law.

B.10.2. Ensure students remain seated with securely fastened seat belts if seats are so equipped, CSRS

(if applicable), or wheelchair- occupant restraint system when required.

B.10.3. Communicate with passengers to encourage safe student behavior and to intervene whenever there is a serious or life threatening situation and to encourage safe student behavior. Passenger behavior that requires corrective action shall be identified on a School Bus Misbehavior Report and provided to the COR.

B.10.4. Ensure students disembark the vehicle at their proper stops and assist the driver in ensuring there are no passengers or student personal articles/items remaining in the vehicle at the end of the run. At the school, release students only to the school staff at the loading zone. During the school-to-home run, do not release certain younger students (as identified by the COR, e.g., kindergarten (KDN) - 2nd Grade) from the vehicle without the parent or designated caregiver present to take charge of the child. In the event the parent or caregiver is not at the stop the bus driver shall notify the Contract Manager, who shall notify the COR for instructions. The driver

B-4 shall wait for a response from the Contract Manager before continuing the bus route.

B.10.5. Use positive words with a respectful tone when speaking to students.

B.10.6. In the event of an accident or incident, assess each passenger for injuries and provide first aid and/or Cardiopulmonary Resuscitation (CPR) to passengers as required until emergency rescue personnel arrive on the scene; and take control of…