26REOKINAWA_PWS Draft_Total Service.pdf

PERFORMANCE WORK STATEMENT(PWS)

Student Transportation Services (STS)

Okinawa, Japan -DoDEA Pacific South District

Department of Defense Education Activity

4800 Mark Center Drive

Alexandria, VA 22350

1. INTRODUCTION

1.1 This Performance Work Statement (PWS) establishes the requirements for contractor-provided student transportaƟon services in support of the Department of Defense EducaƟon AcƟvity (DoDEA) Pacific South District. The contractor shall furnish all personnel, vehicles, equipment, supervision, and services necessary to safely and reliably transport students to and from school(s), extracurricular acƟviƟes, and approved off-site locaƟons.

1.2 The contract is performance-based. The Government will assess the contractor’s performance in accordance with surveillance criteria described in SecƟon 7.0 and AƩachments provided in the AƩachments secƟon.

2. SCOPE OF WORK

2.1 The scope of this contract includes the following primary categories of transportaƟon service:

2.1.1 Daily Commute: RouƟne daily student transportaƟon services between assigned bus stops and designated DoDEA schools. Services are scheduled based on approved routes and school bell Ɵmes, including morning pick-up and aŌernoon drop-off.

2.1.2 Curricular Trips: TransportaƟon in support of credit-bearing instrucƟonal acƟviƟes such as field trips, academic compeƟƟons, or tesƟng events, scheduled during or outside of regular school hours.

2.1.3 Career PracƟcum: A specialized subset of curricular trips, involving regular, short-distance transportaƟon to on-base internships and vocaƟonal training sites. These trips typically involve small groups and short duraƟons and may be serviced by non-CDL vehicles such as sedans or vans.

2.1.4 Co-Curricular Trips: TransportaƟon for school-sponsored, non-credit acƟviƟes such as athleƟcs, arts programs, clubs, or student organizaƟons.

2.1.5 SPED and Modified Services: Specialized transportaƟon services tailored to students with disabiliƟes, behavioral challenges, or other special needs requiring Individualized EducaƟon Programs (IEPs).

2.1.6 Emergency and ConƟngency Services: TransportaƟon support during emergencies (e.g.

school uƟlity outages, natural disasters, etc.), force protecƟon condiƟon changes, or events requiring short-noƟce coverage.

2.1.7 OBVSS (On-board Video Surveillance System): Surveillance service aboard all student-transporƟng vehicles under this contract. All OBVSS systems must meet minimum quality and retenƟon specificaƟons and be available for Government review upon request.

2.2 Safety AƩendants and Safety Aides: The contractor shall provide qualified personnel to serve as Safety AƩendants and Safety Aides in accordance with Government direcƟon. Safety AƩendants are mandatory for all elementary school Daily Commute routes and for Emergency and ConƟngency Services for elementary schools. Safety Aides are mandatory on all SPED-designated routes to provide direct assistance to students with special needs. The use of Safety AƩendants on Curricular and Co-Curricular trips may be required at the discreƟon of the Government. These personnel shall meet all training, conduct, and background check requirements specified in SecƟon 3.0.

3. PERSONNEL REQUIREMENTS

3.1 Training Requirements

3.1.1 The contractor shall ensure all personnel assigned to this contract receive appropriate training before assuming duƟes and complete annual refresher training thereaŌer. Required training includes:

3.1.1.2 Defensive driving and vehicle safety

3.1.1.3 Student behavior management and posiƟve interacƟon

3.1.1.4 Student TransportaƟon School Security Program (STSSP) training

3.1.1.5 Emergency response and evacuaƟon

3.1.1.6 SPED/Pre-K support (including IEP awareness)

3.1.1.7 Use and maintenance of OBVSS equipment

3.1.1.8 ReporƟng procedures and documentaƟon

3.1.1.9 Prohibited behaviors and conduct expectaƟons

3.1.2 Safety AƩendant (SA) and Safety Aide Specific Training Requirements

3.1.2.1 The contractor shall ensure all SAs and Safety Aides receive job-specific training prior to assignment, including:

3.1.2.1.1 Child behavior management and respecƞul student interacƟon

3.1.2.1.2 Conflict de-escalaƟon

3.1.2.1.3 Emergency evacuaƟon protocols, including drills for Pre-K and SPED passengers

3.1.2.1.4 OperaƟon and securement of wheelchair liŌs and mobility devices

3.1.2.1.5 Use of child safety restraints, including vests and harnesses

3.1.2.1.6 Escort and supervision procedures during student loading/unloading

3.1.2.1.7 Procedures to ensure no student is leŌ unaƩended in a vehicle

3.1.2.2 SAs shall also receive basic first aid training specific to school-age children, including:

3.1.2.2.1 Seizure response

3.1.2.2.2 Epinephrine auto-injector awareness (if medically authorized)

3.1.2.2.3 Response to aggressive behavior or emoƟonal distress

3.1.3.3 Annual refresher training is mandatory for all SAs and shall include updates to procedures, case studies, and lessons learned from the prior school year.

3.1.3.4 No Safety AƩendant or Safety Aide may be assigned to duƟes unƟl they have completed iniƟal training and been cerƟfied by the contractor’s Training Coordinator.

DocumentaƟon shall be maintained and submiƩed monthly to the STO.

3.1.4 Bus Driver Specific Training Requirements

3.1.4.1 The contractor shall ensure all drivers receive comprehensive pre-service training prior to performing duƟes under this contract. IniƟal training shall include, at a minimum:

3.1.4.1.1 Defensive driving techniques, with an emphasis on large vehicle handling, braking distances, and local road condiƟons

3.1.4.1.2 Host-naƟon traffic laws and installaƟon regulaƟons, including SOFA driver responsibiliƟes and USFJ Form 4EJ requirements

3.1.4.1.3 Vehicle inspecƟon and prevenƟve maintenance, including daily pre-trip and post-trip procedures, reporƟng of mechanical issues, and safety equipment checks

3.1.4.1.4 Emergency protocols and crisis response, including:

a. Traffic accidents

b. Typhoon, earthquake, and evacuaƟon drills

c. Onboard medical emergencies and student injury

d. Fire exƟnguisher operaƟon and safe evacuaƟon

3.1.4.1.5 Student behavior management, including:

a. PosiƟve behavior support strategies

b. Conflict de-escalaƟon

c. DocumentaƟon and reporƟng of incidents

d. CoordinaƟon with school officials and the STO

3.1.4.1.6 SPED and Pre-K awareness, including an overview of IEP accommodaƟons, coordinaƟon with SAs, and familiarity with liŌ-equipped vehicles

3.1.4.1.7 OBVSS usage, covering tamper prevenƟon, system operaƟon, and reporƟng procedures

3.1.4.1.8 Ethical conduct and boundaries, including:

a. ProhibiƟon on physical contact with students

b. Ban on personal conversaƟons, exchanges, or giŌ-giving

c. ProhibiƟon of cell phone or electronic device use while driving (unless hands-free)

d. Adherence to student privacy, security, and professionalism expectaƟons

3.1.4.2 All drivers shall complete annual refresher training, which shall include:

3.1.4.2.1 Changes to school policy, local laws, or installaƟon access procedures

3.1.4.2.2 OBVSS system upgrades or process revisions

3.1.4.2.3 Case studies from incidents occurring within the performance period

3.1.4.2.4 Emergency response refresher and behavior de-escalaƟon scenarios

3.1.4.2.5 Review of safety trends and STO-specified training needs

3.1.4.3 Drivers may not be placed on duty unƟl the contractor cerƟfies full compleƟon of required training. All driver training events shall be:

3.1.4.3.1 Conducted by a qualified Training Coordinator or approved designee

3.1.4.3.2 Documented in a contractor-maintained training log

3.1.4.3.3 Reported monthly to the COR and STO in accordance with SecƟon 6.1

3.1.4.3.4 Retained for a minimum of five (5) years and made available to the

Government upon request

3.2 CerƟficaƟons

3.2.1 Drivers must hold valid licenses, permits, and endorsements as required by host-naƟon law and any applicable SOFA or installaƟon regulaƟons. These include:

3.2.1.1 Host-naƟon driving licenses appropriate for the vehicle type

3.2.1.2 USFJ Form 4EJ (or equivalent) if operaƟng on U.S. installaƟons

3.2.1.3 Medical cerƟficaƟon (if required by law or base access policies)

3.2.1.4 Any special endorsements for operaƟng liŌ-equipped or modified vehicles

3.2.2 Personnel assigned to SPED, Pre-K, or liŌ-equipped routes must also be cerƟfied in handling specialized equipment and accommodaƟons.

3.3 Background Check and Suitability Requirements

3.3.1 General Requirement

3.3.1.1 The contractor shall ensure that all employees performing work under this contract, including drivers, safety aƩendants (SAs), dispatchers, supervisors, and any personnel with potenƟal access to students, successfully complete background screening procedures prior to assignment.

3.3.1.2 No contractor personnel may begin work unƟl all applicable background check requirements are fulfilled and documented to the saƟsfacƟon of the Government.

3.3.2 Local NaƟonal Personnel

3.3.2.1 Local naƟonal (non-U.S. ciƟzen) contractor personnel shall be required to obtain a Criminal History Background Check (CHBC) through the appropriate Japanese Prefectural Police authoriƟes. This check must include both:

3.3.2.1.1 Local municipality police records

3.3.2.1.2 NaƟonal-level criminal history records

3.3.2.2 The contractor shall submit a Background Clearance CerƟficaƟon LeƩer to the ContracƟng Officer’s RepresentaƟve (COR) and Student TransportaƟon Office (STO) confirming that each employee has passed the CHBC with no disqualifying offenses. Copies of these cerƟficaƟon leƩers must be maintained for audiƟng purposes.

3.3.3 U.S. CiƟzen Personnel (SOFA Status)

3.3.3.1 All U.S. ciƟzen contractor personnel working under SOFA status and assigned to posiƟons involving contact with students are required to undergo a Tier 1 background invesƟgaƟon as defined by the Department of Defense.

3.3.3.1.1 This invesƟgaƟon must be iniƟated through DoDEA or another authorized federal agency and shall include fingerprinƟng, personnel veƫng, and adjudicaƟon through the DoD system of record.

3.3.3.1.2 No U.S. ciƟzen may perform duƟes under this contract unƟl they have received a favorable adjudicaƟon and been issued a LeƩer of Suitability for Service by DoDEA Headquarters.

3.3.3.1.3 While the Tier 1 background check is pending, such personnel may only perform duƟes under conƟnuous Line of Sight Supervision (LOSS) by an individual who has already been favorably adjudicated and approved for independent work.

3.3.3.2 The contractor shall ensure this LOSS protocol is strictly enforced and documented.

3.3.4 Disqualifying Offenses

3.3.4.1 Personnel shall not have any criminal history that includes:

3.3.4.1.1 Crimes involving minors, abuse, or exploitaƟon

3.3.4.1.2 Violent felonies or serious assault

3.3.4.1.3 Sexual misconduct or harassment

3.3.4.1.4 Drug- or alcohol-related convicƟons within the past five (5) years

3.3.4.2 The Government reserves the right to deny or revoke approval for any contractor employee whose history raises concerns related to student safety, conduct, or trustworthiness.

3.3.5 NoƟficaƟon and Renewals

3.3.5.1 The contractor shall immediately noƟfy the COR if any employee is arrested, invesƟgated, or charged with a criminal offense during contract performance.

3.3.5.2 Background checks must be renewed at least once every five (5) years or sooner if required by policy or upon direcƟon from the COR or STO.

3.3.6 Record RetenƟon and Government Access

3.3.6.1 The contractor shall retain all background clearance documentaƟon, cerƟficaƟon leƩers, and adjudicaƟon results for a minimum of five (5) years and shall provide access to these records upon Government request.

3.4 Conduct Standards

3.4.1 Contractor personnel must maintain professional behavior, appearance, and hygiene at all Ɵmes when interacƟng with students, school personnel, or the public. Personnel must:

3.4.1.1 Wear clean uniforms and visible ID badges

3.4.1.2 Communicate respecƞully with all passengers and officials

3.4.1.3 Avoid use of profanity, inappropriate gestures, or confrontaƟonal behavior

3.4.1.4 Not use cell phones or personal electronic devices while driving or supervising

3.4.2 Engaging in conversaƟons with students beyond operaƟonal necessity, offering giŌs, or soliciƟng contact outside the bus environment is strictly prohibited.

3.4.3 Personnel violaƟng conduct expectaƟons may be removed at the request of the COR or

STO.

3.5 Supervision & Staffing RaƟos

3.5.1 The contractor shall ensure sufficient management and oversight staffing to provide reliable, conƟnuous service. At a minimum, the contractor shall maintain:

3.5.1.1 A full-Ɵme Contract Program Manager

3.5.1.2 Dispatcher(s) available during all operaƟng hours

3.5.1.3 Training Coordinator responsible for tracking and verifying compliance

3.5.1.4 Supervisory personnel capable of conducƟng ride-alongs, invesƟgaƟons, and observaƟons

3.5.2 Minimum recommended staffing raƟos:

3.5.2.1 Driver-to-supervisor raƟo: Not to exceed 10:1

3.5.2.2 SA-to-supervisor raƟo: Not to exceed 15:1

3.5.2.3 Dispatcher coverage: One per 25 acƟve routes

3.5.2.4 Spare driver pool: At least 10% of daily assigned routes

3.5.3 The contractor shall submit an annual Staffing and Supervision Plan and update it within 30 calendar days of any significant personnel change.

4. PERFORMANCE REQUIREMENTS

4.1 DAILY COMMUTE SERVICES

4.1.1 The contractor shall provide reliable, safe, and on-Ɵme transportaƟon for all eligible students aƩending DoDEA Pacific South District schools. This service, referred to as the Daily Commute, includes morning pickup and aŌernoon drop-off along designated routes, in alignment with the academic calendar.

4.1.2 The contractor shall operate routes as developed and approved by the Student TransportaƟon Office (STO), ensuring arrival and departure Ɵmes meet school bell schedules.

Route changes due to construcƟon, force protecƟon condiƟons, or traffic delays shall be coordinated with and approved by the STO.

4.1.3 The contractor shall:

4.1.3.1 Ensure all vehicles depart terminals with sufficient Ɵme to meet posted stop Ɵmes.

4.1.3.2 Conduct pre-trip inspecƟons before each route departure.

4.1.3.3 Document and report any mechanical failure, student safety concern, or deviaƟon from schedule.

4.1.3.4 Maintain communicaƟon with dispatch and STO via two-way radio or approved digital communicaƟons system.

4.1.3.5 Operate subsƟtute vehicles and standby drivers as needed to avoid service interrupƟons.

4.1.4 Student Ridership VerificaƟon

4.1.4.1 The contractor shall ensure that only authorized student riders are transported on each route. Drivers and SAs shall verify that all students boarding the bus:

4.1.4.1.1 Appear on the ridership manifest, or

4.1.4.1.2 Present valid student bus passes or digital credenƟals, as required by local

STO guidance

4.1.4.2 Any discrepancies, including unknown riders or aƩempts to board at unauthorized stops, shall be reported to the STO immediately.

4.1.4.3 Contractors shall support the implementaƟon of electronic ridership validaƟon systems as directed by the Government.

4.1.5 The contractor shall not deviate from approved routes or pick up/drop off students at unauthorized locaƟons. No student shall be leŌ unaƩended at any point on the route.

4.2 CURRICULAR TRIP SERVICES

4.2.1 The contractor shall provide transportaƟon in support of school-sponsored, credit-bearing educaƟonal acƟviƟes that occur during or outside of standard instrucƟonal hours. These Curricular Trips include:

4.2.1.1 InstrucƟonal field trips

4.2.1.2 Language immersion events

4.2.1.3 Offsite standardized tesƟng transportaƟon

4.2.1.4 Inter-school collaboraƟve learning projects

4.2.2 Curricular trips shall be pre-approved by the school and STO and scheduled through the STO’s Trip Request System (TRS) or successor plaƞorm. The contractor shall:

4.2.2.1 Provide a vehicle suited to the group size and logisƟcal needs.

4.2.2.2 Ensure the assigned driver is briefed on route, Ɵmeline, and desƟnaƟon requirements.

4.2.2.3 Adhere to pick up and return Ɵmes strictly unless a change is authorized by STO.

4.2.3 Curricular trip vehicles shall meet all base access and host-naƟon operaƟng standards. SAs shall be provided when required based on age, behavior, or special needs of the group.

4.3 CAREER PRACTICUM TRANSPORTATION

4.3.1 Career PracƟcum is a subset of Curricular Trips involving recurring, short-distance transportaƟon of small groups of students to on-base internship or vocaƟonal training locaƟons.

These trips are typically lower in capacity, shorter in duraƟon, and occur mulƟple Ɵmes per week during the school day.

4.3.2 The contractor shall provide non-CDL vehicles, such as sedans or small vans, for these assignments, equipped with all required safety features and OBVSS coverage. These vehicles must:

4.3.2.1 Comply with all local and installaƟon traffic laws.

4.3.2.2 Be clearly marked with contractor idenƟficaƟon.

4.3.2.3 Have sufficient seaƟng and seat belts for all passengers.

4.3.3 Career PracƟcum assignments will be idenƟfied as a disƟnct Contract Line Item Number (CLIN). The contractor shall price these services accordingly to reflect their shorter distances, lower capacity, and high frequency, targeƟng cost efficiency equivalent to local commercial transport.

4.3.4 Personnel assigned to Career PracƟcum transport must meet all background, training, and conduct requirements. Any deviaƟon from schedule or student assignment must be immediately reported to the STO.

4.4 CO-CURRICULAR TRIP SERVICES

4.4.1 The contractor shall provide transportaƟon for school-sponsored co-curricular trips that do not contribute to academic credit but are officially recognized by the school. These may include:

4.4.1.2 AthleƟc compeƟƟons

4.4.1.3 Music and arts performances

4.4.1.4 Student council meeƟngs

4.4.1.5 Club or team events

4.4.1.6 School-hosted community acƟviƟes

4.4.2 Co-Curricular trips are generally outside of normal school hours and may involve weekend or evening travel. The contractor shall:

4.4.2.1 Ensure drivers and vehicles are available as scheduled through the STO.

4.4.2.2 Provide an appropriate vehicle size based on the number of student riders.

4.4.2.3 Adhere to iƟneraries and provide contactable dispatch support for the duraƟon of the trip.

4.4.3 The contractor shall not cancel or reschedule a co-curricular trip without prior approval from the STO. If a trip cannot be supported, alternate vehicle or driver assignments must be proposed within 24 hours of noƟficaƟon.

4.5 SPED AND MODIFIED SERVICES

4.5.1 The contractor shall provide specialized transportaƟon for students with disabiliƟes, behavior management needs, or special medical requirements in accordance with DoDEA-approved Individualized EducaƟon Programs (IEPs) and SecƟon 504 Plans. These services are collecƟvely referred to as SPED and Modified Services.

4.5.2 The contractor shall assign Safety AƩendants (SAs) to all Pre-K and SPED routes unless otherwise waived by the STO.

4.5.2.1 For SPED-designated routes, the assignment of a SA (referred to as a Safety Aide on SPED routes) is mandatory. This requirement aligns with DoDEA safety policy and shall not be waived unless expressly approved in wriƟng by the Government ContracƟng Officer’s RepresentaƟve (COR).

4.5.3 Vehicles used for these services shall:

4.5.3.1 Be liŌ-equipped and capable of securing wheelchairs or assisƟve devices as needed.

4.5.3.2 Be fiƩed with appropriate child restraints and/or seaƟng configuraƟons as specified by the student’s IEP.

4.5.3.3 Include visual and audible alerts for liŌ deployment and emergency evacuaƟon.

4.5.4 Drivers and SAs on these routes shall receive addiƟonal training in:

4.5.4.1 Behavioral de-escalaƟon

4.5.4.2 Emergency medical response

4.5.4.3 Use of car seats, vests, or other specialized equipment

4.5.4.4 DocumentaƟon and communicaƟon protocols for incident reporƟng

4.5.5 Route changes, suspensions, or emergency response measures must be coordinated directly with the STO. DeviaƟons from IEP-directed transportaƟon plans are not permiƩed without prior approval.

4.6 Lost and Found Procedures

4.6.1 The contractor shall implement a process for managing lost and found items discovered on student transportaƟon vehicles. Drivers and Safety AƩendants (SAs) shall inspect vehicles at the conclusion of each route to idenƟfy and collect any items leŌ behind by students.

4.6.1.1 Items of high value, such as electronics, wallets, jewelry, or medicaƟon, shall be reported immediately to the Student TransportaƟon Office (STO) and secured unƟl handoff.

4.6.1.2 All other found items shall be delivered to the STO no later than the next business day.

4.6.1.3 The contractor shall maintain a lost and found logging/tagging process that includes, at a minimum, a descripƟon of the item, locaƟon/route number found on, and date found.

4.7 EMERGENCY AND CONTINGENCY SERVICES

4.7.1 The contractor shall maintain a capability to support Emergency and ConƟngency Services, including but not limited to:

4.7.1.1 Short-noƟce school closures

4.7.1.2 Route consolidaƟon due to weather or security condiƟons

4.7.1.3 InstallaƟon-wide evacuaƟons

4.7.1.4 Temporary reassignments of bus stops or routes

4.7.2 The contractor shall have:

4.7.2.1 A minimum of two standby drivers and two standby buses on call during all operaƟng hours

4.7.2.2 Dispatch personnel capable of rouƟng and coordinaƟng emergency response

4.7.2.3 The ability to deploy a response vehicle within 45 minutes of noƟficaƟon

4.7.3 Severe Weather and FPCON Protocols

4.7.3.1 The contractor shall comply with installaƟon-level emergency management direcƟves in the event of severe weather or elevated Force ProtecƟon CondiƟons (FPCON).

Drivers and dispatchers must be trained to recognize and respond appropriately to:

4.7.3.1.1 Typhoons, earthquakes, flooding, and other natural hazards

4.7.3.1.2 FPCON escalaƟons as directed by the installaƟon commander or DoDEA

4.7.3.2 TransportaƟon services may be suspended, delayed, or rerouted in accordance with STO instrucƟons during such events. The contractor shall ensure coordinaƟon with the STO and follow all published base emergency communicaƟons protocols. No services shall resume unƟl clearance is received from the STO or base emergency authoriƟes.

4.7.3.3 AŌer-AcƟon Reports (AARs) shall be submiƩed within five business days of any emergency response operaƟon, including personnel involved, Ɵmelines, lessons learned, and system readiness evaluaƟons.

4.8 OBVSS REQUIREMENTS

4.8.1 All student-transporƟng vehicles must be equipped with a contractor-furnished Onboard Video Surveillance System (OBVSS). The OBVSS shall be considered a service element of this contract and may not be proposed as Government-Furnished Equipment.

4.8.2 Minimum OBVSS system specificaƟons:

4.8.2.1 ResoluƟon: 1080p or beƩer

4.8.2.2 Coverage: Full cabin view (aisle, door, driver seat)

4.8.2.3 Audio recording capability

4.8.2.4 Infrared or night-vision support

4.8.2.5 30-day rolling storage retenƟon

4.8.2.6 Tamper-proof housing and remote access capability

4.8.2.7 Export funcƟon for retrieval by Government invesƟgators

4.8.3 OBVSS must remain fully operaƟonal at all Ɵmes. Weekly status reports shall be submiƩed to the STO.

4.8.4 Upon Government request, the contractor shall retrieve and provide OBVSS footage within 72 hours. Footage shall be delivered via secure file transfer or physical media, as directed.

4.8.5 Contractor personnel are strictly prohibited from deleƟng, altering, or sharing OBVSS footage outside of authorized Government processes. ViolaƟons will be considered grounds for removal or legal acƟon.

5. VEHICLE MAINTENANCE & SERVICE STANDARDS

5.1 The contractor shall maintain all student-transporƟng vehicles in safe, clean, and serviceable condiƟon, in full compliance with host-naƟon traffic regulaƟons, U.S. Forces Japan (USFJ) base access requirements, and any addiƟonal safety standards prescribed by DoDEA Pacific South.

5.2 The contractor shall implement a documented PrevenƟve Maintenance Program that includes:

5.2.1 Daily vehicle pre-trip and post-trip inspecƟons

5.2.2 Scheduled maintenance intervals based on mileage or operaƟng hours

5.2.3 RouƟne replacement of safety-criƟcal components (e.g., brakes, Ɵres, lighƟng)

5.2.4 OBVSS funcƟonality checks and recalibraƟon

5.2.5 Immediate removal of any vehicle deemed unsafe or out of compliance

5.3 A Maintenance Log shall be maintained for each vehicle and made available to the COR upon request. Logs shall include:

5.3.1 Vehicle idenƟficaƟon number, make, model, and year

5.3.2 Mileage logs and fuel consumpƟon (if applicable)

5.3.3 Maintenance and repair history with dates and parts replaced

5.3.4 InspecƟon results and correcƟve acƟons taken

5.3.5 OBVSS maintenance, updates, or replacements

5.4 All vehicles must meet the following minimum operaƟonal standards at all Ɵmes:

5.4.1 FuncƟonal heaƟng, venƟlaƟon, and air condiƟoning (HVAC)

5.4.2 Clear interior and exterior visibility with operaƟonal wipers and defoggers

5.4.3 Clean seaƟng surfaces and interior (free of debris, odor, or damage)

5.4.4 FuncƟonal seat belts or child safety restraints (if applicable)

5.4.5Operable and marked emergency exits, including lighƟng and instrucƟons

5.4.6 First aid kit, fire exƟnguisher, and reflecƟve warning triangles

5.5 The contractor shall noƟfy the STO immediately upon discovery of any incident involving:

5.5.1 Mechanical failure while transporƟng students

5.5.2 Safety system malfuncƟons (e.g., OBVSS, brakes, restraint systems)

5.5.3 Reported vehicle cleanliness or sanitaƟon complaints

5.5.4 Accidents, breakdowns, or roadside emergencies

5.6 Vehicles used for SPED, Pre-K, or Career PracƟcum must meet configuraƟon requirements unique to those services (e.g., liŌ-equipment, car seats, low-capacity seaƟng). Use of subsƟtute vehicles is permiƩed only with STO authorizaƟon.

6. DELIVERABLES & REPORTING

6.1 The contractor shall submit the following reports and documentaƟon according to the specified frequencies:

Deliverable Frequency Due To Format

Staffing & Supervision Plan Annual / Updates COR Editable Document

Driver/SA Training Reports Monthly COR Spreadsheet

Background Clearance CerƟficaƟons Upon Request COR PDF

Vehicle PrevenƟve Maintenance Logs Monthly COR Spreadsheet

Incident / Accident Reports Within 24 Hours COR NarraƟve Report

OBVSS FuncƟonality Status Report Weekly COR Spreadsheet / Log

Video Footage Retrieval Log Ongoing / As Req. COR Log Format

Ride-Along / Personnel Oversight Report Quarterly COR Memo or Form

6.2 All deliverables must be:

6.2.1 Complete, accurate, and reviewed by a contractor supervisor before submission

6.2.2 SubmiƩed on or before the due date

6.2.3 In a format compaƟble with MicrosoŌ Office or PDF

6.2.4 Archived and accessible upon Government request for up to 5 years

6.3 Failure to submit deliverables on Ɵme or repeated inaccuracies may result in correcƟve acƟon requests (CARs), performance deducƟons, or negaƟve CPARS documentaƟon.

7. QUALITY ASSURANCE AND GOVERNMENT SURVEILLANCE

7.1 The Government will evaluate the contractor’s performance in accordance with FAR 52.212- 4(a), Contract Terms and CondiƟons – Commercial Products and Commercial Services, and through the implementaƟon of this Performance Work Statement (PWS).

7.2 The Government reserves the right to inspect all contractor operaƟons at any Ɵme, whether through unannounced site visits, ride-alongs, documentaƟon reviews, or video footage review.

InspecƟons may be conducted by the COR, STO, school officials, or designated Quality Assurance Evaluators (QAEs).

7.3 The contractor shall fully cooperate with all inspecƟons, evaluaƟons, and correcƟve acƟon reviews. The contractor shall designate a single Contract Liaison Officer to interface with Government inspectors and ensure that deficiencies are resolved promptly.

7.4 The Government will uƟlize a Quality Assurance Surveillance Plan (QASP) and the checklist provided in SecƟon J to monitor and assess compliance with key contract requirements. These may include, but are not limited to:

7.4.1 On-Ɵme performance of Daily Commute routes

7.4.2 Availability and serviceability of contractor vehicles

7.4.3 Cleanliness and safety of buses

7.4.4 Driver and SA conduct and professionalism

7.4.5 OBVSS funcƟonality and video responsiveness

7.4.6 Submission of required reports and deliverables

7.4.7 Adequacy and frequency of training

7.5 In cases of non-compliance, the Government may:

7.5.1 Issue a Contract Deficiency Report (CDR)

7.5.2 Issue a CorrecƟve AcƟon Request (CAR)

7.5.3 Apply contractually defined deducƟons or penalƟes

7.5.4 Withhold payments for incomplete services

7.5.5 Recommend non-renewal or terminaƟon of the contract

7.6 Repeated or unresolved deficiencies, parƟcularly those impacƟng student safety or service conƟnuity, may result in formal adverse performance documentaƟon in the Contractor Performance Assessment ReporƟng System (CPARS).

ATTACHMENTS

ATTACHMENT 1. DELIVERABLES SUMMARY TABLE

(See SecƟon 6.1 above)

ATTACHMENT 2. QUALITY ASSURANCE SURVEILLANCE CHECKLIST

Reference Performance ObjecƟve / Elements Standards AQL InspecƟon How/ Method* When/ Freq Deliverable

3.1.1 The contractor shall Ensure all

personnel assigned to this contract receive appropriate training before assuming duƟes and complete annual refresher training thereaŌer.

STD: 100% of personnel receive iniƟal and annual refresher training.

0 training records missing per inspecƟon cycle

Training Records Review

Document Review

Annually Training cerƟficates and aƩendance rosters

3.1.4.1 The contractor shall Ensure all drivers

receive comprehensive pre-service training prior to performing duƟes under this contract.

STD: 100% of personnel receive iniƟal and annual refresher training.

0 training records missing per inspecƟon cycle

Training Records Review

Document Review

Annually Training cerƟficates and aƩendance rosters

3.3.1.1 The contractor shall Ensure that all

employees performing work under this contract, including drivers, safety aƩendants (SAs), dispatchers, supervisors, and any personnel with potenƟal access to students, successfully complete background screening procedures prior to assignment.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

3.3.2.2 The contractor shall Submit a

background clearance cerƟficaƟon leƩer to the contracƟng officer representaƟve (COR) and student transportaƟon office (STO) confirming that each employee has passed the CHBC with no disqualifying offenses.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

ATTACHMENT 2. QUALITY ASSURANCE SURVEILLANCE CHECKLIST (conƟnued)

Reference Performance ObjecƟve / Elements Standards AQL InspecƟon How/ Method* When/ Freq Deliverable

3.3.3.2 The contractor shall ensure this LOSS

protocol is strictly enforced and documented.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

3.3.5.1 The contractor shall immediately noƟfy

the COR if any employee is arrested, invesƟgated, or charged with a criminal offense during contract performance.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

3.3.6.1 The contractor shall retain all

background clearance documentaƟon, cerƟficaƟon leƩers, and adjudicaƟon results for a minimum of five (5) years and shall provide access to these records upon government request.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

3.5.1 The contractor shall ensure sufficient

management and oversight staffing to provide reliable, conƟnuous service.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

3.5.3 The contractor shall submit an annual

staffing and supervision plan and update it within 30 calendar days of any significant personnel change.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.1.1 The contractor shall provide reliable, safe, and on-Ɵme transportaƟon for all eligible students aƩending DoDEA Pacific South District schools.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, Reference Performance ObjecƟve / Elements Standards AQL InspecƟon How/ Method* When/ Freq Deliverable

4.1.2 The contractor shall operate routes as

developed and approved by the student transportaƟon office (STO), ensuring arrival and departure Ɵmes meet school bell schedules.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.1.4.1 The contractor shall ensure that only

authorized student riders are transported on each route.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.1.5 The contractor shall not deviate from

approved routes or pick up/drop off students at unauthorized locaƟons.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.2.1 The contractor shall provide

transportaƟon in support of school-sponsored, credit-bearing educaƟonal acƟviƟes that occur during or outside of standard instrucƟonal hours.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.3.2 The contractor shall provide non-CDL

vehicles, such as sedans or small vans, for these assignments, equipped with all required safety features and OBVSS coverage.

STD: Vehicles meet safety and serviceability requirements.

1 failure per 10 inspecƟons

Physical Vehicle InspecƟon

Visual, Checklist Review

Monthly Vehicle inspecƟon logs

4.4.1 The contractor shall provide

transportaƟon for school-sponsored co-curricular trips that do not contribute to academic credit but are officially recognized by the school.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, Reference Performance ObjecƟve / Elements Standards AQL InspecƟon How/ Method* When/ Freq Deliverable

4.4.3 The contractor shall not cancel or

reschedule a co-curricular trip without prior approval from the STO.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.5.1 The contractor shall provide

specialized transportaƟon for students with disabiliƟes, behavior management needs, or special medical requirements in accordance with DoDEA-approved individualized educaƟon programs (IEPs) and secƟon 504 plans.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.5.2 The contractor shall assign safety

aƩendants (SAs) to all Pre-K and SPED routes unless otherwise waived by the

STO.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

4.6.1 The contractor shall implement a

process for managing lost and found items discovered on student transportaƟon vehicles.

STD: Vehicles meet safety and serviceability requirements.

1 failure per 10 inspecƟons

Physical Vehicle InspecƟon

Visual, Checklist Review

Monthly Vehicle inspecƟon logs

4.6.1.3 The contractor shall maintain a lost

and found logging/tagging process that includes, at a minimum, a descripƟon of the item, locaƟon/route number found on, and date found.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, Reference Performance ObjecƟve / Elements Standards AQL InspecƟon How/ Method* When/ Freq Deliverable

4.7.3.1 The contractor shall comply with

installaƟon-level emergency management direcƟves in the event of severe weather or elevated force protecƟon condiƟons (FPCON).

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, observaƟon logs

5.1 The contractor shall maintain all

student-transporƟng vehicles in safe, clean, and serviceable condiƟon, in full compliance with host-naƟon traffic regulaƟons, U.S. Forces Japan (USFJ) base access requirements, and any addiƟonal safety standards prescribed by DoDEA Pacific South.

STD: Vehicles meet safety and serviceability requirements.

1 failure per 10 inspecƟons

Physical Vehicle InspecƟon

Visual, Checklist Review

Monthly Vehicle inspecƟon logs

7.3 The contractor shall fully cooperate

with all inspecƟons, evaluaƟons, and correcƟve acƟon reviews.

STD: Task is performed in accordance with PWS standards.

1 failure per 10 performance checks

RouƟne Surveillance

ObservaƟon, Spot Check

Monthly Surveillance reports, ATTACHMENT 3. OBVSS TECHNICAL COMPLIANCE MATRIX

SpecificaƟon Minimum Standard Contractor System Spec Compliant (Yes/No)

ResoluƟon 1080p or greater

Night Vision / IR Required

Audio Recording Required

Full Bus Coverage Required

Tamper Resistance Required

30-day Storage Capability Required

Export Capability Required

ATTACHMENT 4. Contractor Onboarding Compliance Checklist: Background Checks

First (Given) Name Last (Family) Name

☐ U.S. CiƟzen (SOFA) ☐ Local NaƟonal

Checklist Item Applies to Required Timing

Status

Criminal History Background Check (CHBC) via Prefectural Police

Local NaƟonals Prior to assignment

☐ Completed

CerƟficaƟon LeƩer submiƩed to COR/STO for

CHBC

Local NaƟonals Prior to assignment

☐ Completed

Tier 1 Background InvesƟgaƟon iniƟated via DoDEA

U.S. CiƟzens

(SOFA)

Upon hiring ☐ Completed

FingerprinƟng and Tier 1 adjudicaƟon completed U.S. CiƟzens

(SOFA)

Before assignment

☐ Completed

LeƩer of Suitability for Service issued and filed U.S. CiƟzens

(SOFA)

Before assignment

☐ Completed

Line of Sight Supervision (LOSS) documented (if Tier 1 pending)

U.S. CiƟzens

(SOFA)

If applicable ☐ In Place

Disqualifying offense review performed and documented

All Personnel Prior to assignment

☐ Reviewed

Re-verificaƟon scheduled (5-year interval or sooner if required)

All Personnel Ongoing ☐ Scheduled

Immediate incident noƟficaƟon protocols established

All Personnel Ongoing ☐ Verified

Clearance documentaƟon archived and available for audit (5-year retenƟon)

All Personnel Ongoing ☐ Archived

Requirements CerƟfied By

GLOSSARY OF TERMS AND ABBREVIATIONS

A. ACRONYMS & ABBREVIATIONS

AbbreviaƟon Meaning

SA Safety AƩendant

CDL Commercial Driver’s License

CHBC Criminal History Background Check

CLIN Contract Line Item Number

COR ContracƟng Officer’s RepresentaƟve

CSC Case Study CommiƩee (DoDEA Special EducaƟon Support)

FAR Federal AcquisiƟon RegulaƟon

HVAC HeaƟng, VenƟlaƟon, and Air CondiƟoning

IEP Individualized EducaƟon Program

OBVSS Onboard Video Surveillance System

OCONUS Outside the ConƟnental United States

PWS Performance Work Statement

QA Quality Assurance

QAE Quality Assurance Evaluator

QASP Quality Assurance Surveillance Plan

ROM Rough Order of Magnitude (Cost EsƟmate)

SOFA Status of Forces Agreement

SPED Special EducaƟon

STO Student TransportaƟon Office (DoDEA Pacific South District)

AbbreviaƟon Meaning

TRS Trip Request System (or successor plaƞorm)

USFJ United States Forces Japan

B. DEFINITIONS

Term DefiniƟon

Safety AƩendant

(SA)

Contractor employee responsible for assisƟng students onboard, supervising conduct, and ensuring safety.

Career PracƟcum Curricular transportaƟon service for students aƩending on-base vocaƟonal or internship programs.

Co-Curricular Trips Non-credit school-sponsored trips including clubs, sports, and community engagement events.

Contractor-Owned Vehicles

All vehicles used under this contract and furnished by the contractor at no cost to the Government.

Curricular Trips School-authorized field trips or acƟviƟes that directly contribute to academic credit.

Daily Commute RouƟne transportaƟon between student bus stops and assigned schools during the academic calendar.

Modified Services Non-standard transportaƟon adapted for individual student needs, including behavior-based or alternate rouƟng.

OBVSS

A video surveillance system installed on all vehicles used to transport students under this contract.

Pre-K Pre-Kindergarten. Includes students below Kindergarten age, typically requiring SA support.

Quality Assurance

(QA)

Government oversight acƟons ensuring contractor performance meets contract requirements.

Ride-Along Onboard observaƟon by Government personnel to assess compliance, safety, and personnel conduct.

Special EducaƟon

(SPED)

DoDEA-provided educaƟon and transportaƟon for students with disabiliƟes, governed by IEPs.

Term DefiniƟon

Standby Driver A contractor-trained and cleared driver not assigned to a primary route but available to respond on short noƟce.