24R2007_SOL_Attachment_1_PWS_Rev_022024.pdf

Controlled Unclassified Information (CUI)-Source Selection Information - See FAR 2.101 and 3.104

PERFORMANCE WORK STATEMENT

Student Transportation Services

Pacific East District Yokota Air Base, Japan

Department of Defense Education Activity 4800 Mark Center Drive Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

PAC East District, Yokota Air Base Transportation Services

1. General Information and Scope of Work.

1.1 Agency: The Department of Defense Education Activity (DoDEA) is a Federally operated school system, responsible for planning, directing, coordinating, and managing pre-kindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD). DoDEA is globally positioned, operating 160 accredited schools in 8 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico. DoDEA employs approximately 11,800 employees who serve more than 66,000 children of active-duty military and DoD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

DoDEA operates as a field activity of the Office of the Secretary of Defense (Personnel and Readiness). It is headed by a director who oversees all agency functions for DoDEA headquarters in Alexandria, Virginia.

DoDEA’s schools are divided into 3 geographic areas: Europe, the Pacific, and the Americas.

1.2 Background: DoDEA Pacific East requires school bus driver services for pre-K through grade 12 students authorized to utilize school bus transportation services to attend DoDEA Pacific East schools located within Yokota Air Base, Japan. The contractor shall provide all personnel, materials, supervision and other items and services necessary to safely transport students and other authorized individuals to and from their designated schools, to include services for Daily Commute, Special Needs, Special Needs Extended School Year, Curricular Study Trips, Co-Curricular and Long-haul/Overnight travel. The safety of the passengers is of highest priority in the performance of services.

1.3 Scope of Work: The purpose of the contract is to provide student transportation services. Safety is the highest priority entrusted to the contractor under this contract. The contractor shall perform all services in a safe, prudent, and professional manner accepting full and sole responsibility for the prompt and proper delivery of services. Maintain good order of passengers at all times. Transportation services for students must be completed in the safest and most efficient manner possible following all host nation laws and military installation regulations.

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 DoDEA.

2. Requirement (Objectives).

2.1 Objective 1. Student Transportation Services Program Management and Operations.

2.1.1 Task One Contract Manager: The contractor shall provide all personnel including drivers, dispatcher, and supervision services. The contractor shall appoint a Primary and an Alternate Contract Manager that shall be responsible for the performance of the work. The contractor shall notify the COR in writing of the appointments five (5) business days prior to contract award or after the appointment of replacement personnel assuming these duties.

2.1.1.1 The Primary and Alternate Contract Manager shall be fluent in English and Japanese language and have the full authority to act and make immediate decisions for the contractor on all matters relating to the daily operations of this contract. The primary contract manager shall have experience in program management, supervision, and transportation management.

2.1.1.2 The primary and alternate contract manager shall be located within 50 miles of the installation and must be able to attend face-to-face meetings as required.

2.1.1.3 The primary and/or alternate contract manager must be available to monitor bus loading and unloading zones 2 days per week minimum to ensure compliance efforts are made with the contract and any potential subcontractors.

2.1.1.4 The Primary and/or Alternate Contract Manager must be able to respond to any emergency requirements within 60 minutes. Upon an initial call, the contract manager has 60 minutes to arrive at the location designated by the COR to assist, as necessary. The contract manager shall have full authority to make immediate decisions on behalf of the contractor for all emergency-related situations that occur on this contract.

2.1.1.5 The COR must be able to contact either the Primary or Alternate Contract Manager at any time during the work week, 24 hours a day, regarding emergencies, severe weather notification, or other similar urgent non-routine matters. The Primary and/or Alternate Contract Manager must be able to report in person to Yokota Air Base within 60 minutes during the school year upon request.

2.1.2 Task Two Contract Management: The Contractor shall submit the following:

2.1.2.1 Transportation Personnel List: Within 30-days of date of award or exercise of any option period, the contractor shall provide the Contracting Officer’s Representative (COR) a typed list of all personnel performing the transportation duties under this contract by name and position title/function and proof of required certifications. Updated lists shall be submitted upon change in staff or as requested by the COR.

2.1.2.2 Student Ridership Count: The contractor shall count the total number of riders on each bus route and bus stop on each service day. The contractor shall submit the ridership report to the COR not later than (NLT) the 5th of the month from the previous month’s ridership (e.g., October ridership count will be due NLT Nov 5th). Ridership reports can be requested by the COR/KO at any point during the SY outside of the regularly established requirements. Ridership reports shall be maintained by the Contractor and made available to the COR upon request.

2.1.2.3 Incident Report and Accident Report: The contractor shall report all incidents, injuries, and accidents to the COR or STO within one (1) hour of any/all such events via telephone/email. Written reports in the proper format shall be submitted to the COR within two (2) working days of the incident.

2.1.2.4 Student Misbehavior Report: The contractor shall provide student misbehavior reports to the COR. Student misbehavior reports that occur during the morning run must be completed and handed in by the end of the business day; misbehavior reports that occur during the afternoon run must be completed and handed in by 10:00 hrs. the next business day.

2.1.2.5 Invoice -Wide Area Workflow (WAWF): The Contractor will submit invoices in WAWF NLT the 10th of each month following services provided. (Example. January invoice is due NLT February 10th). The COR may request invoice review prior to submission in WAWF at any time.

2.1.2.6 Mileage and Fuel Report: The contractor shall provide a monthly mileage and fuel report to the COR NLT the 20th of each month. The report must include the following: school bus license plate number, start and ending odometer reading, total number of miles, and fuel consumption. Fuel consumption shall be tracked by fuel key and logged by the driver after each refueling.

2.1.2.7 Training Memorandum: Before services begin, the contractor shall provide a copy of the training memorandum to the COR. The training memorandum must include the following: Date, time and location of training, name of instructor(s), name of trainee(s), and a brief statement summary or synopsis of the topics and content of the material presented (e.g., instruction syllabus) to document the Safety and Security Training Session. The contractor shall provide a copy of the training memorandum to the COR before service begins or within five (5) business days after completion, whichever date occurs first.

2.1.2.8 Quality Control Plan (QCP): The Contractor shall be responsible for internal quality control, and shall implement an effective, measured, and proactive Quality Control Plan (QCP) that continually enhances, not purely maintains, an advanced level of quality in service throughout the life of the contract. The QCP is a Contractor-generated plan for monitoring the quality of services to identify and correct shortcomings before the level of performance becomes unacceptable. The minimum criteria are identified in 2.1.2.8.3.

2.1.2.8.1 The Contractor shall submit the QCP to the KO for review NLT 15 business days after the award date of the contract. The Contractor shall submit any changes to the QCP to the Contracting Officer (KO) and COR for review and comments no later than five business days after making the changes to the QCP.

2.1.2.8.2 "The Contractor shall retain all its records of quality control conducted by the Contractor against the performance requirements. These records shall be made available to the Government upon request. “The Contractor shall also give notice of transportation services not completed, in accordance with contract requirements, and shall specify reason(s) for not completing work. The QCP is a living document and may change depending on the needs of the contract. The Contractor is to provide the government the QCP whenever it is updated for review in accordance with PWS 2.1.2.8.1.

2.1.2.8.3 When the contract is revised, the KO may request the Contractor to provide an updated QCP to the KO for acceptance. The QCP shall address and include the following, as a minimum:

- How the Contractor will control quality of personnel and services.

- Definition of the roles and responsibilities of the Contractor’s operating personnel.

- How the contractor will implement daily transportation operations, process improvement changes, and correct any deficiencies.

- Detailed description of the training program established to ensure that Contractor employees are capable of successfully accomplishing all work task(s) under this contract.

- How the Contractor will monitor deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.

- An inspection plan or checklist tailored to the specific buses that require cleaning and servicing under this contract. The inspection plan or checklist shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the Contract and shall include, but is not limited to:

- Date inspection was performed

- Location of inspection

- Description of findings

- Description of action(s) taken if necessary

- Signature of inspector

- Date inspection was completed

2.1.2.9 Miscellaneous: The following additional reports/data shall be maintained by the contractor and available for inspection by the COR upon request:

Commercial General Liability Insurance School Transportation Security Inspections Driver’s License(s) First Aid/CPR/AED Training Certificate(s) Annual and as Requested Criminal History Background Check Medical Certification Report Installation Records Check(s) Quality Control Plan

2.1.3 Task Three Route Establishment: The contractor shall provide services to students living in established commuting areas and outside of the established walking areas. The contractor shall collaborate with the Student Transportation Office (STO) to develop bus schedules, routes, and bus stops for approval by the COR. (See Technical Exhibit 1, 2 and, 3). The COR has the authority to approve route changes with immediate effect. The COR will notify the contract manager of any changes as soon as possible but no later than two (2) hours after any changes have been made.

2.1.3.1 Route Establishment Standards. The elapsed time between first pick-up and school drop-off shall not exceed 60 minutes. Any route longer than 60 minutes requires justification and the approval of the District Transportation Supervisor (DTS).

2.1.3.2 The contractor shall ensure transportation does not depart bus stops or school loading zones prior to the designated time on the route sheet, except for safety or security reasons, and/or approval by the COR. The contractor shall perform all scheduled services.

2.1.3.3 Projected Bell Times:

Bell Times Morning Afternoon M, W, Th, Fri Afternoon Tu Yokota HS 0800 1430 1330

Yokota MS 0800 1430 1330 Yokota WES 0750 1400 1300 Mendel ES 0800 1410 1310

2.1.4 Task Four Schedule Adjustments: The contractor shall accommodate any short-term and long-term adjustments in scheduling to include, but not limited to, late morning runs for delayed openings or early release.

2.1.4.1 Short-term adjustment: Unscheduled School Day Schedule Changes. The contractor shall have the school buses at the school or inspection point and ready for service within two (2) hours of notification by the COR.

2.1.4.2 Unscheduled School Day Cancellation. The Government will notify the Contract Manager in the event there is an unexpected School Cancellation at a minimum two (2) hours prior to the start of the first run of the canceled school day. If the Government notifies the Contractor at least two (2) hours, but not more than 24 hours before the first run of the cancelled day, then the Contractor will receive 50% consideration for the routes not required.

If the Government does not notify the Contractor at least two (2) hours before the first run of the cancelled school day, then the Contractor receives full consideration for the run(s).

2.1.4.3 Long-term adjustment: The contractor shall implement long term route schedule adjustments within two (2) business days upon receipt of notification of a route change requested by the COR.

2.1.4.4 The Contractor shall implement curricular, co-curricular, long-haul, and far east schedule changes within two (2) business days of receipt of a schedule change request from the COR.

2.1.4.5 Incorporate any variances in scheduling to include, but not be limited to, late morning runs for delayed openings, early releases for inclement weather, and midday runs for school “half days.”

2.1.5 Task Five Passenger Identification: Bus drivers shall verify that only authorized persons are boarding the buses by checking student bus passes or the COR-provided passenger lists. If a student does not present his/her pass and is not on the passenger list, drivers shall complete a School Bus Misbehavior Report (Technical Exhibit 5), and submit it to the COR. A student misbehavior report shall be completed and handed in by the end of the business day for the morning run and by 10:00 the next business day for an afternoon run.

2.1.5.1 Passenger Identification Standard:

2.1.5.1.1 If no Safety Attendant is present, the school bus drivers shall visually check each student’s bus pass upon boarding the bus to ensure they are authorized to ride.

2.1.5.1.2 If the student does not present his/her pass, the driver shall verify the student’s name on the student riders tracking report.

2.1.5.1.3 If the student’s name is not listed on the passenger list, the bus driver shall annotate the name of the student not having a bus pass and not listed on the student riders tracking report and immediately notify the Contract Manager who shall notify the STO in conjunction with the COR, however at no time shall the driver deny a student from boarding a bus unless directed by the STO in conjunction with the COR.

2.1.5.1.4 School Bus drivers shall refuse entry onto the bus of any adult, who is not a DoDEA official, a U.S. Military/Host Nation Policeman, Safety Attendant, or anyone who has not been specifically authorized by the KO or STO in conjunction with the COR.

2.1.5.1.5 When the KO or STO in conjunction with the COR authorizes an adult to ride on the bus route, the COR will issue the adult a bus pass and will provide the adult’s identity and the authorized period to ride on the route to the Contract Manager prior to the start of the run. The school bus driver shall confirm the adult’s authorization to ride on the bus route by checking the adult’s DoDEA issued bus pass. No other identification document shall be accepted. If an adult tries to board a bus without a DoDEA issued bus pass or an expired pass, the driver shall notify the Safety Attendant and the Contract Manager. If the adult refuses to disembark from the bus, or otherwise becomes threatening, then the driver shall immediately call Host Nation or US Military police for assistance. In no case shall the driver continue the route with an unauthorized adult on board.

2.2 Objective 2. Daily Commute (DC) Student Transportation. Transport students and other authorized individuals to and from their designated schools and assigned bus stops before the start of, and at the completion of, the students’ school day during the regular School Year (SY) and the Extended School Year (ESY) in a safe and efficient manner.

2.2.1 Task One Student Transportation: Daily commuting service is defined as morning (AM), midday (MD), and afternoon (PM) commuting runs. The daily commute buses must arrive at applicable loading/unloading zones a minimum of ten (10) minutes prior to the start of school, but no earlier than 20 minutes. For MD and PM routes, the school bus shall be in place to pick up students 10 minutes prior to the last bell time at the end of the school day. All routes should last no longer than 60 minutes for any given student.

2.2.1.1 AM commuting runs will consist of picking up student passengers at their assigned school bus stops both on-base and off-base and then transporting them along the designated school bus routes to the respective school’s bus loading/unloading zone where the students will exit the school bus.

2.2.1.2 MD commuting runs will consist of picking up students enrolled in half-day educational programs at each respective school’s bus loading/unloading zone where the students will enter the school bus and transporting them along the designated school bus route back to their assigned school bus stops both on-base and off-base where the students will exit the school bus.

2.2.1.3 PM commuting runs will consist of picking up students at each respective school’s bus loading/unloading zone where students will enter the school bus and transporting them along the designated school bus routes back to their assigned school bus stops both on-base and off-base where the students will exit the school bus.

2.2.2 Task Two Safety Procedures: The bus driver shall work closely with the Safety Attendant to the specific bus route. The Safety Attendant is responsible for monitoring student behavior on the bus and preparing the Student Misbehavior Report (SMR). If no Safety Attendant is assigned on the bus route, the driver shall assume the below responsibility:

2.2.2.1 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 required under Host Nation law.

2.2.2.2 Ensure students remain seated with securely fastened seat belts, CSRS (if applicable), or wheelchair-occupant restraint system when required.

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

2.2.2.4 Ensure students disembark the vehicle at their proper stops and ensure 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 daily commute runs, do not release Pre-K, Kindergarten and Special Needs students from the school bus without the parent or designated authorized individual present to take charge of the student. In the event the parent or authorized individual is not at the bus stop within five (5) minutes of the vehicle’s arrival or scheduled arrival, whichever is later, the bus driver or Safety Attendant will notify the contract manager who shall notify the COR for instructions. The bus driver or Safety Attendant will wait for a response from the contract manager before instructing the driver to continue the bus route.

2.2.2.5 Use English with positive words and a respectful tone when speaking to students.

2.2.2.6.1 If no Safety Attendant is assigned on the bus route, the driver may contact the Contract Manager if assistance with English is needed.

2.2.2.7 In the event of an accident or incident, the driver and Safety Attendant will 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 the situation or until the school bus reaches a medical facility.

2.2.2.8 Rectify observed unsafe actions by students, especially to prevent an accident or injury and to restore good order and discipline when unruly student behavior interferes with the driver's ability to operate the bus safely. In such cases, the Safety Attendant may assist the driver in preparing the School Bus Student Misbehavior Report.

2.2.3 Student Transportation Standard:

2.2.3.1 The contractor shall ensure transportation does not depart bus stops or school loading zones prior to the designated time on the route sheet. Inbound buses shall arrive at all schools no earlier than (NET) 10 minutes prior to scheduled school starting time but NLT 20 minutes after scheduled school start time.

2.2.3.2 School buses shall be in place and ready to load students 15 minutes before scheduled school dismissal.

2.2.3.3 Anytime a delay of 15 minutes or longer in completing a run is expected or occurs, the contractor shall immediately notify the COR of the vehicle status. Whenever such a delay occurs, the contractor shall correct the problem within 60 minutes of notification at no additional cost to the U.S. Government. The contractor shall submit a written report to the STO in conjunction with the COR.

2.2.3.4 The contractor will ensure that drivers will not stop and disembark riders at any other location than the designated bus stops without approval from the STO in conjunction with the COR.

2.2.3.5 Drivers shall only use the forward curbside door to the passenger compartment for passengers to enter and exit the vehicle. Emergency exit will be used when necessary.

2.2.3.6 Drivers shall not use hazardous actions, such as violent braking or acceleration, to gain the attention of, or control over, the passenger.

2.2.3.7 The contractor shall not move passengers from one vehicle to another during a run, except when providing a replacement vehicle or when instructed by the STO in conjunction with the COR.

2.2.3.8 Drivers shall not back up a vehicle without an adult spotter during the run when students are on board (except in emergency situations) and shall not back up the vehicle without an adult spotter in the school loading/unloading zone.

2.2.3.9 When a school bus becomes disabled or delayed because of a traffic accident, the driver shall contact the Contract Manager who shall obtain permission from the STO in conjunction with the COR prior to releasing students to their parents or designated authorized individuals that walk or drive to the vehicle’s location. If such release is approved, the driver shall verify a parent’s or authorized individual’s identification card prior to releasing the student to the parent or the designated individual.

2.2.3.10 Safety is of the highest priority entrusted to the contractor under this contract. The contractor shall perform all services in a safe, prudent, and professional manner accepting full and sole responsibility for the prompt and proper delivery of services.

2.2.3.11 Safety Attendants are assigned to assist young and small students in entering and exiting the vehicle and riding safely. If no Safety Attendants are assigned, the driver shall assume this responsibility.

2.2.3.12 The contractor shall maintain two-way communications with all bus drivers during transportation of students to include Scheduled Services, Unscheduled Services, and Extended School Year. Communication shall be available 30 minutes prior and 60 minutes after any scheduled service.

The Contractor will provide the communication devices for the drivers.

2.2.3.13 Ensure all bus passenger compartments are thoroughly inspected at the last stop of each service or after each unscheduled service to ensure no passengers remain in the vehicles and put up the “Bus Empty” sign. If there is a passenger remaining on a bus, the driver shall immediately notify the Contract Manager who shall contact the STO in conjunction with the COR. The passenger(s) shall be safely transported to the location specified by the STO in conjunction with the COR.

2.2.3.14 Check for lost and found articles. Any articles left behind by passengers shall be tagged to identify the vehicle route, run and date found and be delivered to the STO or contract manager by the next business day.

2.2.4 Inbound Passengers at the School Unloading Zone. Student passengers shall not be unloaded at school before the scheduled time unless approved by the STO in conjunction with the COR. At the school(s), drivers shall wait with their school bus and passengers until a member of the school teaching staff is available to take charge of the students. If a staff member is not present within five (5) minutes of the school bus arrival time at school, the bus driver shall immediately notify the Contract Manager, who shall contact the STO in conjunction with the COR for instructions.

2.2.5 Outbound Passengers at their Designated Drop-off Point. The school bus driver or Safety Attendant shall release certain younger students identified by the STO in conjunction with the COR (e.g., Special Needs, Pre-Kindergarten and Kindergarten) only when a parent or designated authorized individual is present. If this person is not present at the designated bus stop within five (5) minutes of the school bus’s arrival time or scheduled arrival time, whichever is later, the school bus driver shall immediately notify the Contract manager who shall then contact the STO in conjunction with the COR for instructions. The school bus driver shall then take the passenger(s) to the location specified by the STO in conjunction with the COR.

2.3 Objective 2. Special Needs Transportation (SPED) requires unique skill sets and resources to transport students with special needs safely to and from designated locations. Transport students and other authorized individuals to and from their designated schools and assigned bus stops before the start of, and at the completion of, the students’ school day during the regular school year (SY) and the extended school year (ESY) in a safe and efficient manner. The contractor may utilize double runs as the schedule permits to minimize cost to the Government.

2.3.1 Task One SPED Transportation Services. The Contractor shall provide specialized transportation services for students identified with Special Needs, to include wheelchair accessible vehicles with wheelchair lifting devices and trained personnel if necessary or specified on the student’s Individual Education Plan (IEP). The STO in conjunction with the COR will provide the Contractor a listing of students requiring this service and their specific pickup locations, times, and destinations. The STO in conjunction with the COR will update this listing as changes occur.

2.3.1.1 When directed, the contractor shall provide curb-to-curb service for special needs students. The driver for SPEN shall:

2.3.1.1.1 Ensure all routes are performed as described in the route sheet. Buses shall not depart any bus stop before the route sheet departure time and shall arrive at each school before the schools’ start and end time. Buses must arrive at school at a time which allows students at least a minimal time needed to safely transition between bus and first/last school session.

2.3.1.1.2 Ensure passengers are picked up and discharged at their designated stop locations. In NO EVENT shall a passenger be allowed to exit a vehicle except at their authorized scheduled bus stop unless otherwise authorized in writing by the COR or KO.

2.3.1.1.3 When curb-to-curb service is authorized, release these passengers only when a parent or designated person is present. In the event this person is not present within five minutes of the vehicle's arrival (or scheduled arrival, whichever is later) at the designated stop, the driver shall immediately notify the Contract Manager. The Contract Manager shall then contact the COR for instructions. The driver shall take the passenger(s) to the location specified by the COR.

2.3.1.1.4 The Contractor shall schedule bus transportation to arrive at all schools no later than 10 minutes prior to scheduled school starting time. Buses shall be in place and ready to load students 15 minutes before scheduled school dismissal.

2.3.1.1.5 Incorporate any variances in scheduling to include, but not limited to, late morning runs for delayed openings, early releases for inclement weather, and midday runs for school “half days.”

2.3.2 Task Two Safety Procedures. A Safety Attendant shall be assigned as required by a student’s Individual Education Plan (IEP) or DoDEA Accommodation Plan. Bus drivers assigned to SPED routes are required the following:

2.3.2.1 Shall be CPR/AED and First Aid Certified for the age group of the students they are supporting.

2.3.2.2 Assist passengers requiring assistance in boarding and disembarking the vehicle.

2.3.2.3 Adhere to the procedures for passenger boarding, use of safety belts, special passenger seating, and safe vehicle operation. Install and/or secure the provided Child Safety Restraint System (CSRS) and wheelchairs in accordance with the manufacturer’s stipulated procedures on vehicles transporting Pre-K and/or students requiring special transportation.

(Note: CSRS includes car/booster seats and harness). DoDEA requires seat belts on all SPED vehicles but not on the non-SPED daily commute buses, unless required by Host Nation law.

2.3.2.4 In case of emergency evacuation, the bus driver must be able to carry and transport the CSRS with student from the bus to the evacuation location.

2.3.3 Task Three Extended School Year (ESY) Transportation Service. The ESY program supports identified students requiring additional educational services. This service is only required when there are students enrolled in the ESY program. If there are no students enrolled, the ESY transportation service will not be scheduled.

2.3.3.1 When required, the Contractor shall provide school bus driver(s) to transport ESY students for approximately six (6) weeks starting mid-June until the end of July of each year. Currently, the service requires one (1) school bus route per day between 0700 and 1200 hours. The STO in conjunction with the COR will notify the Contractor thirty (30) days in advance of scheduling the ESY transportation service.

2.3.3.2 When curb-to-curb service is authorized, release these passengers only when a parent or designated person is present. In the event this person is not present within five minutes of the vehicle's arrival (or scheduled arrival, whichever is later) at the designated stop, the driver shall immediately notify the Contract Manager. The Contract Manager shall then contact the COR for instructions. The driver shall take the passenger(s) to the location specified by the COR.

2.4 Objective 4. Unscheduled Requirements. Curricular, Co-Curricular, and Long-Haul. Transport students and other authorized individuals between schools and to and from their designated schools and off-base sites for authorized school activities during normal school hours and outside of the school normal hours. The length of these trips may not allow a driver to return in time to drive a scheduled route. Historical information is available upon request.

2.4.1 Task One Curricular. Curricular transportation provided in support of the Mendel ES, Yokota ES, Yokota MS, and Yokota HS curriculum. The Contractor shall transport students and other authorized individuals between schools and their designated on or off installation site as described in schedule provided by COR. Destinations include but are not limited to museums, parks, factories, and historical sites that are normally within 100 kilometers of the installation. Departure and return times are normally the same day between 0800 and 1430 hours. Curricular Runs include but not limited to the following:

2.4.1.1 Academics and SPED runs are typically 4 to 6 hours.

2.4.1.2 LIMS are typically 1 to 2 hours.

2.4.2 Task Two Co-Curricular. Co-curricular transportation provided for authorized Yokota HS Athletic activity. The Contractor shall transport students and other authorized individuals between schools and their designated on or off installation site as described in schedule provided by COR. Destinations include but are not limited to Camp Zama, Yokosuka Navy Base, Misawa AB, MCAS Iwakuni, Nagoya, Kobe, Practice Facilities, and local Host Nation Schools. Departure times and r e t u r n times are normally the same day between 0500 and 2300 hours. Co-curricular Runs include but not limited to the following:

2.4.2.1 Athletics and JROTC runs are typically, but not limited to, 4 to 6 hours.

2.4.2.2 Activity Bus (currently not used) but typically, but not limited to, 1 hour.

2.4.2.3 Career Practicum typically, but not limited to, 1 hour.

2.4.3 Task Three Local Transportation (Shuttle Service). Shuttle service provides transportation in support of visiting schools. Destination include but not limited to the following: lodging, food court, and event facilities. This service can be multiple runs on one work order request. (See definition under Section 7)

2.4.4 Task Four Long-Haul. Long-Haul Transportation Service provides transportation in support of Yokota HS Athletic and Far East programs. Destinations include but are not limited to Misawa AB, MCAS Iwakuni, Practice Facilities and local Host Nation Schools in the Yokota AB area. Departure times are return times are normally between 0001 and 2359 hours. This service normally departs the installation on a Friday and returns on a Sunday. The contractor shall follow Host Nation Laws regarding the number of drivers per bus. This typically does not exceed two (2) buses per trip with two (2) drivers per bus.

2.4.4.1 The Contractor shall be responsible for all cost associated with the long-haul transportation to include parking, drivers’ lodging, meals, and incidentals.

2.4.5 Task Five Far East Program. Far East transportation service provides transportation in support of Far East Events. Destination includes but are not limited to Camp Zama, Yokosuka NB, Misawa AB, MCAS Iwakuni, and other designated locations. Departure times and r e t u r n times are normally the same day between 0001 and 2359 hours.

2.4.6 Curricular, Co-Curricular, Long-Haul, Far East Requirement Standards:

2.4.6.1 The Contractor shall perform Curricular, Co-Curricular, Long-Haul, and Far East school bus transportation services for any twenty-four (24) hour period, including Saturday, Sunday, and U.S.

and Japanese holidays except for the New Year’s holiday 1 & 2 January. The Contractor shall follow the most direct route to the destination.

2.4.6.2 Completed Work Order. The Contractor shall return a completed Work Order form for Curricular, Co-Curricular, Long-Haul, and Far East transportation services to the STO in conjunction with the COR within two (2) days after completion of services.

2.4.6.3 The contractor shall maintain two-way communications with all bus drivers during the transportation of students on this contract. The contractor shall provide communication devices for the drivers.

2.4.6.4 The driver shall use only the forward curbside door to the passenger compartment for passengers to enter or exit the vehicle. Emergency exit will be used when necessary.

2.4.6.5 The driver shall not use hazardous actions, such as violent braking or acceleration, to gain the attention of, or control over, the passenger.

2.4.6.6 Drivers shall not back up a vehicle without an adult spotter during the run when students are on board (except in emergency situations) and shall not back up the vehicle without an adult spotter in the school loading/unloading zone.

2.4.6.7 The contractor shall not move passengers from one vehicle to another during a run, except when providing a replacement vehicle or when instructed by the COR.

2.4.6.8 Ensure all bus passenger compartments are thoroughly inspected at the last stop of the run to ensure no passengers remain in the vehicle and put up the “Bus Empty” sign. If there is a passenger remaining on a bus, the driver shall immediately notify the Contract Manager who shall contact the COR. The passenger(s) shall be safely transported to the location specified by the COR as soon as possible.

2.4.6.9 Check for lost and found articles. Any articles left behind by passengers shall be tagged to identify the vehicle route, run and date found and be delivered to the closest STO or contract manager by the next business day.

2.4.6.10 Anytime a delay of 15 minutes or longer in completing a run is expected or occurs, the Contractor shall immediately notify the COR of the vehicle status.

2.4.6.11 Vehicles shall not arrive at any authorized stop later than the scheduled time or more than 10 minutes before the scheduled time.

2.4.6.12 During a run, when a vehicle becomes disabled or is delayed because of a traffic accident, the driver shall contact the Contract Manager who shall obtain permission from the COR prior to releasing the students to parents or designated authorized individuals that walk or drive to the vehicle’s location. If such release is approved, the driver shall verify a parent’s authorized person’s identification card prior to releasing a student to a parent or a designated individual.

2.4.7 Parking: The Contractor shall be responsible for all cost associated with parking.

3. Constraints. This section includes any limitations or restrictions within which contractor must perform duties of the

PWS.

3.1 Security

3.1.1 Installation Access under Different Force Protection Conditions for Contractor Personnel.

Installation access requirements may change without notice based on various threat-based scenarios as dictated by the installation commander. The COR, in concert with the DoDEA-East District Force Protection Officer, will advise the contractor of any noted access changes.

3.1.1.1 Base Access (Contractors): The local supporting military installation will issue all required installation passes to Contractor employees at no cost to the Contractor. To be eligible to perform work under this contract, the Contractor shall meet all applicable installation access requirements specific to each installation. The STO in conjunction with the COR will provide the Contractor copies of the installation access forms as referenced above. Installation passes shall be always in the employee’s possession while on a military installation. The Contractor shall return installation passes to the appropriate office within one (1) business day upon termination of an employee or completion of this contract.

3.1.2 Security/Force Protection Conditions

3.1.2.1 In the event security threats increase, the Government may require:

3.1.2.1.1 The Contractor to implement alternate routes or schedules.

3.1.2.1.2 Inspection of Contractor vehicles and/or parking areas by U.S. military and/or Host Nation security personnel.

3.1.2.1.3 The Contractor to park vehicles used in performance of this contract in a secure installation/site identified by the Government.

3.1.2.1.4 The Contractor to perform security inspections as directed by the Government.

3.1.3 Zero Tolerance Weapons Policy. Weapons are items carried, presented, or used in the presence of another person in a manner likely to make a reasonable person fear for their safety. Contractor personnel shall not carry and/or possess weapons of any type while performing duties on or off any installation.

3.1.4 School Transportation Security Inspection. The Contractor shall have a procedure to conduct and document daily school transportation security inspections prior to performing services. The COR will provide the Contractor a copy of the school transportation security inspection checklist, Technical Exhibit 4, NLT 10 calendar days after contract award. The Contractor shall maintain records of the completed daily school transportation security inspections for one (1) year and should be available when requested by the COR.

3.1.4.1 The daily school transportation security inspection conducted by the driver shall include a search for suspicious objects (e.g., improvised explosive devices) and indicators of tampering with the vehicle (e.g., anything out of the ordinary that could cause harm to student passengers or damage the vehicle). If something unusual or suspicious is found, the driver shall not touch anything but shall evacuate the area around the vehicle and shall immediately notify the Contract Manager of the findings. The Contract Manager shall determine if the Host Nation Police should be notified and/or if a replacement vehicle should be dispatched, then immediately notify the COR.

3.1.4.2 When the route sheet has identified an off-post location for inspecting the bus, the contracture shall ensure that the bus is at the inspection location at the prescribed time on the route sheet to allow the Safety Attendant to inspect the bus.

3.1.4.3 If alerted to a security concern/incident by the Safety Attendant, the driver shall notify the Contract Manager, who will contact the COR and adhere to their directions.

3.1.5 Posting and Display of Route Number Signs on Daily Commute Runs. When in use on a DoDEA run:

3.1.5.1 Drivers shall post/display route number signs in the vehicle's windows for daily commute runs only after the Safety Attendant has completed the pre-run security inspection of the vehicle at the inspection point.

3.1.5.2 When no Safety Attendant is assigned to a daily commute run, the driver shall post the route number sign in the vehicle's windows only after completing the driver conducted pre-run school bus safety inspection.

3.1.5.3 The driver shall remove the route signs and school transportation documents (e.g., route sheet, route numbers, student passengers list, safety/security inspection checklist, etc.), and store them in a secure location.

3.1.5.4 If the vehicle is parked in a secured parking area (e.g., Contractor’s fence-enclosed motor park, garage, secured U.S. military installation, etc.), the Contractor shall ensure the protection of school transportation documents.

3.1.6 Communications Capabilities. Drivers shall meet the following communications standards:

3.1.6.1 The Contractor shall equip drivers with the capability for reliable, mobile, two-way communications between the contractor’s local site-level supervisor and other contractor and designated DoDEA officials as deemed required.

3.1.6.2 The Contractor shall be fully responsible for implementing, operating, maintaining, testing, and sustaining communications capabilities, including provision of all equipment and service carriers.

3.1.6.3 The Contractor shall ensure that communications capability is available and reliable at all times so that when called upon under any and all circumstances the capability can and will deliver.

In that regard, the Contractor shall schedule and conduct regular, periodic tests of communications capabilities sufficient to support confidence that the capabilities are functioning in good order and report the results, to include any identified dead zones, to the COR. The report shall include corrective measures taken by the Contractor when deficiencies are discovered. In addition, the COR may, at her/his discretion, order reliability tests at any time to the extent s/he deems necessary.

3.1.7 Safety and Security Training

3.1.7.1 Prior to starting the school year, the Primary and Alternate Contract Manager, all drivers, replacement drivers, and dispatcher shall attend an annual Government-sponsored Safety and Security Training session. Sessions are normally held June to August as coordinated with the COR. The Contractor may substitute the firm’s training manager for the Alternate Contract Manager.

3.1.7.2 Prior to starting the school year, the Contractor shall annually provide dispatchers, drivers, and replacement drivers, a minimum of seven (7) hours safety and security training covering the topics presented in the annual Safety and Security Training Session. The Contractor training shall include a minimum of one (1) hour of the Security/Force Protection Module.

3.1.7.3 As a part of the seven hours safety and security training, a security contractor shall provide the following training courses to identified bus Contractor personnel either in conjunction with the annual bus Contractor training session or during separate session(s):

3.1.7.3.1 Training session will be completed prior to the beginning of each school year to cover force protection, 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, safety precautions at loading zone and bus stops. The contractor is responsible for training new employees hired after the annual training is completed.

3.1.7.3.2 Security/Force Protection Module (i.e., vehicle security inspection, surveillance detection, and emergency response). When ordered by the KO or COR during the school year, a security contractor shall provide a three-hour Security/Force Protection Module training course to new drivers, replacement drivers, and new Contractor trainer(s) that have not completed the formal security training.

3.1.7.4 The Contractor shall also provide the Safety and Security Training to new drivers and replacement drivers that are employed after the conduct of the Contractor’s Safety and Security Training Session. For new drivers and replacement drivers that are employed after the conduct of the security contractor’s training, the bus Contractor trainer shall provide interim security/force protection training presented in the security contractor’s training session until a security contractor is scheduled during the school year to conduct the formal training and must successfully complete an end-of-course examination.

3.1.7.5 The Contractor shall prepare a training 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 Session. The contractor shall provide a copy of the training memorandum to the COR upon completion of training.

3.1.7.6 As part of the annual training session a one (1) hour refresher safety and security training session will be conducted during the month of January to refresh contract employees of safety and security procedures.

3.1.8 Contractor Vehicles on Government Installations.

3.1.8.1 Parking of Contractor privately owned vehicles on Government Installations is subject to approval of the Installation Commander.

3.1.8.2 The US Government assumes no liability for damage or loss of parked property under this contract.

3.2 Delays

3.2.1 Any time a delay of fifteen (15) minutes or longer in completing a run is expected or occurs, the Contractor shall immediately notify the STO in conjunction with the COR of the school bus’s status. The contractor shall submit a written a Late School Bus Report to the STO in conjunction with the COR.

3.2.2 When the cause of the delay is within the Contractor’s control, the Contractor shall correct the problem within sixty (60) minutes of notification at no additional cost to the Government.

3.3 Student Misbehavior

3.3.1 The Contractor shall report student passenger misbehavior in writing to the STO in conjunction with the COR by the end of the day if the incident occurred on a morning run, and by 10:00AM the next school day for a midday or afternoon run, using the Student Misbehavior Report, Technical Exhibit 5. The Student Misbehavior Report identifies the student behavior standards on and around school buses.

3.3.2 In case of serious student misbehavior such as assault, battery, fighting, or any situation that could result in the injury of any student, or interfere with the safe operation of the school bus, the school bus driver shall stop the school bus where it is legal and safe. The school bus driver shall immediately contact the Contract Manager who shall in turn notify the STO in conjunction with the COR.

3.3.3 Contractor shall report student school transportation rule infractions using the School Bus Student Misbehavior Report and forward to the STO in conjunction with the COR.

3.4 Safety

3.4.1 Danger Zone - the area around a vehicle at a stop where most student injuries occur. It is an area 1.83 meters (6 feet) to both sides and rear 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 vehicle and at the right rear. The below schematics also depict the prohibited seats

DANGER ZONE

WAITING AREA - SCHOOL BUS STOP

for students, denoted with an X, and the restricted seats, denoted with an O, which can only be used with…