RFP_HE1260-16-R-0002_Okinawa_Bus_Safety_Attendants_and_Safety_Aides.pdf

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Attached to: School Bus Safety attendants and Safety Aides Services for DoDEA schools in Okinawa
Solicitation number: HE1260-16-R-0002
Issued by: Department of Defense Education Activity

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SEE ADDENDUM

(No Collect Calls)

HE1260-16-R-0002 26-Feb-2016

b. TELEPHONE NUMBER

+81-611-744-5877

8. OFFER DUE DATE/LOCAL TIME

10:00 AM 28 Mar 2016

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

HE12609. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

MIYOKO HOKAMA

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DODEA-PACIFIC - PROCUREMENT DIVISION

MS. MIYOKO HOKAMA, UNIT 35007

APO AP 96376-5007

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE HE7001 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

OKINAWA STUDENT TRANSPORTATION OFFICES

MICHAEL RIVERA

CAMP FOSTER

BLDG 5821

CHATAN

TEL: 315-645-8763 FAX:

+81-98-957-4535FAX:

TEL: 644-5877 DSN SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$15,000,000

NAICS:

485410

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF74

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

HE1260-16-R-0002

Section A - Solicitation/Contract Form

ADDENDUM TO SF1449

INFORMATION TO OFFERORS. All offerors shall provide, along with their proposal, all information requested in the Addendum to FAR 52.212-1 of the request for proposal.

A. Title: Okinawa Bus Safety Attendant and Safety Aides Services

B. Invoicing Instructions: Reference Section I – DFARS Clause 252.232-7006

C. Points of Contact:

Contract Specialist: Miyoko Hokama DoDEA-Pacific Procurement Division Unit 35007

AP 96376-5007

Telephone: Operator 098-953-5877 From US. +81-6117-445877 E-Mail: miyoko.hokama@pac.dodea.edu

Contracting Officer: Angela Dash DoDEA-Pacific Procurement Division Unit 35007

APO AP 96376-5007

Telephone: Operator 098-953-5883 From US +81-6117-445883 E-Mail:angela.dash@pac.dodea.edu

D. Formal Communication:

1. Formal Communication such as requests for clarification and/or information concerning this solicitation should be submitted via email to the Contract Specialist, Miyoko Hokama at miyoko.hokama@pac.dodea.edu.

2. No information concerning this solicitation or requests for clarification will be provided in response to telephone calls from prospective offerors. Inquiries will be answered via an Amendment to the solicitation and provided to all offerors. Questions from offerors need to be submitted no later than March 8, 2016 at 10:00 am local Japan Standard Time. Response to inquires may not be considered if received after the due date and time.

E. Procurement Method: This requirement is being procured using FAR 12 and FAR 13 Procedures.

F. Proposed Periods of Performance (POP):

Base Year: 1 July 2016 – 30 June 2017 Option Year 1: 1 July 2017 – 30 June 2018 Option Year 2: 1 July 2018 – 30 June 2019 Option Year 3: 1 July 2019 – 30 June 2020 Option Year 4: 1 July 2020 – 30 June 2021

Options: The government may extend the ordering period IAW FAR 52.217-9 of the contract by exercising options for four additional 12-month periods.

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 10 Months Safety Attendants Services

FFP

The contractor shall provide all labor, quality control and supervision to perform the requirements of this position in accordance with the Performance Work Statement (PWS) herein and terms and conditions of the contract. Note that times estimated for school bus routes are included in Attachment 2.

FOB: Destination

NET AMT

0002 10 Months Safety Aides Services

FFP

0003 25 Days OPTION Safety Aides Services (ESY)

FFP

Extended School Year The contractor shall provide all labor, quality control and supervision to perform the requirements of this position in accordance with the Performance Work Statement (PWS) herein and terms and conditions of the contract. Note that times

1001 10 Months OPTION Safety Attendants Services

FFP

1002 10 Months OPTION Safety Aides Services

FFP

1003 25 Days OPTION Safety Aides Services (ESY)

FFP

2001 10 Months OPTION Safety Attendants Services

FFP

2002 10 Months OPTION Safety Aides Services

FFP

2003 25 Days OPTION Safety Aides Services (ESY)

FFP

3001 10 Months OPTION Safety Attendants Services

FFP

3002 10 Months OPTION Safety Aides Services

FFP

3003 25 Days OPTION Safety Aides Services (ESY)

FFP

4001 10 Months OPTION Safety Attendants Services

FFP

4002 10 Months OPTION Safety Aides Services

FFP

4003 25 Days OPTION Safety Aides Services (ESY)

FFP

Section C - Descriptions and Specifications

PWS

DoDEA PACIFIC – OKINAWA DISTRICT

OKINAWA SAFETY ATTENDANT/AIDE SERVICES

PERFORMANCE WORK STATEMENT

INTRODUCTION

Department of Defense Education Activity (DoDEA) Pacific requires Safety Aide (SA) services for special needs students and Safety Attendant (SAA) services for Sure Start, pre-kindergarten through grade 2 students that ride school buses to attend DoDEA Pacific schools located within Okinawa.

1.0 SCOPE

The contractor shall provide all personnel, materials, supervision, training and other items and services necessary to perform SA and SAA duties for designated DoDEA Pacific school buses as defined in this Performance Work Statement (PWS).

2.0 SAFETY AIDE/SAFETY ATTENDANT (SA/SAA) OPERATIONAL REQUIREMENTS

The contractor shall perform SA and SAA services between the hours of 0530 to 1600 Monday through Friday for approximately 183 days each school year. The workload history (historical data) is listed in Attachment 2 and Attachment 3.

2.1 SAFETY AIDE SERVICE (SA)

2.1.1 The primary responsibility of the SA is to ensure the safe transport of special needs students on special education vehicles or when assigned to assist a special needs student on a commuting run.

2.1.2 The contractor shall provide trained SAs who do not pose a threat to the health, safety and security of students.

2.1.3 SAs shall ensure students requiring wheelchairs and other related CSRS are properly secured prior to the school bus being put into motion. The Student Transportation Office (STO) will inform the contractor of students requiring the use of a CSRS.

2.1.4 The contractor shall maintain and have on hand all required documents, as prescribed by the local STO, within each SA’s folder while performing their duties.

2.1.5 SA personnel shall ensure only authorized students and DoDEA personnel board the bus as instructed by the local STO.

2.1.6 SAs shall ensure hand-to-hand custody of their assigned students to their assigned sponsor, parent, guardian and school officials.

2.1.7 The contractor should not rotate SAs among special needs buses, as this is upsetting to the special needs students. The Government’s expectation is that there will be continuity of personnel coverage for SAs with respect to their special needs students.

2.1.8 SA personnel shall be seated at a location that affords the best possible vantage point for overall observation. For safety reasons, standing and walking on any moving school bus should be limited whenever possible. When required, SAs shall stand or walk on slow moving buses by firmly gripping the top of the bus seats.

2.1.9 SAs shall alert the driver when safety conditions warrant non-movement or halting of the bus.

2.1.10 During an emergency, SAs shall execute emergency evacuation plans provided by the local

STO.

2.1.11 SAs shall be familiar and know how to operate assigned school bus safety equipment and the school bus routes, runs, and stops, to include local STO identified school bus route safe havens.

2.1.12 SAs shall maintain security awareness of the exterior environment of the route and its stops and report indicators of suspicious and/or criminal activities directed towards students and/or school bus Technical Exhibit 1.

2.1.13 SAs shall not conduct physical searches of individuals or their possessions.

2.1.14 SAs shall correct on-the-spot observed unsafe actions by student(s) which may result in injuries. SA’s shall ensure good order when unruly student behavior interferes with the driver’s ability to operate the bus safely. Technical Exhibit 3.

2.1.15 In case of an accident, SAs shall know how to use the bus’s communication equipment.

2.1.16 SAs shall participate in school bus safety and evacuation training drills held twice during each school year upon request by the local STO.

2.1.17 SAs may be required to participate in video monitoring and reviewing to identify participants as a part of Military and/or DoDEA investigation.

2.1.18 SA services will begin and end at the Kadena Motor Pool.

2.2 SAFETY ATTENDANT SERVICE (SAA)

2.2.1 The primary responsibility of the SAA is to ensure students in the grades of Sure Start through grade 2 board rides and exit the bus safely.

2.2.2 SAAs shall maintain security awareness of the exterior environment of the route and its stops, and report indicators of and or criminal activities directed towards students and/or the school bus.

Technical Exhibit 1.

2.2.3 The contractor shall provide trained SAA personnel who do not pose a threat to the health, safety and security of students while performing duties.

2.2.4 Safety Attendants shall maintain and have on hand all required documents, as prescribed by the local STO, within each SAA’s folder while performing their duties.

2.2.5 SAA personnel shall ensure that only DoDEA personnel board the bus as specified or directed by local STO.

2.2.6 SAA personnel shall be seated at a location that affords the best possible vantage point for overall observation. Standing and walking around by contractor employees by firmly gripping the top of bus seats while standing or walking on a slow moving school bus. For safety reasons, standing and walking on any moving school bus should be limited whenever possible.

2.2.7 SAAs shall properly secure students into DoDEA-provided CSRS prior to the school bus being put into motion. The STO will inform the contractor of students requiring the use of a CSRS.

2.2.8 SAAs shall alert the driver when safety conditions warrant non- movement or halting of the bus.

2.2.9 SAAs shall execute emergency evacuation plans provided by the local STO.

2.2.10 SAAs shall be familiar and know how to operate the school bus safety equipment and the school bus routes, runs, stops to include local STO identified school bus route safe havens.

2.2.11 In case of an accident, SAAs shall know how to use the school bus’s communication equipment.

2.2.12 SAAs shall not conduct physical searches of individuals or their possessions.

2.2.13 The SAA shall correct on-the-spot observed unsafe actions by student(s) that may result in injuries. SAAs shall ensure good order when unruly student behavior interferes with the driver’s ability to operate the bus safely. Technical Exhibit 3.

2.2.14 SAAs shall assist younger students in boarding/de-boarding the school bus.

2.2.15 SAAs shall ensure pre-kindergarten, kindergarten and sure start students are received or released, from or to a sponsor, parent or authorized guardian 12 years of age or older. If a student is not met under this procedure, the SAA shall return the student in accordance with the local STO policy.

2.2.16 The SAA shall work as a team with drivers, forming a professional and mutually supportive relationship.

2.2.17 SAAs shall participate in school bus safety and evacuation training drills held twice during each school year upon request by the local STO.

2.2.18 SAAs may be required to participate in video monitoring and reviewing to identify participants as a part of Military and/or DoDEA investigation.

2.3 EXTENDED SCHOOL YEAR (ESY) SERVICE

2.3.1 The contractor shall provide SAs in support of the DoDEA Pacific ESY program.

2.3.2 The ESY program provides additional educational services at the conclusion of the normal school year for special needs students. This program generally occurs between the months of June and July for a total of 20 school days.

2.3.3 This service is only required when there are students enrolled in the ESY program. If there are no students enrolled, the ESY program will not be scheduled.

2.3.4 The Contracting Officer’s Representative (COR) will notify the contractor at least 10 days in advance of scheduling personnel for this support.

2.3.5 The ESY program generally occurs between the hours of 0700 through 1200. The workload history (historical data) is listed in Attachment 3.

2.3.6 SA services will begin and end at the Kadena Motor Pool.

3.0 CONTRACT PERSONNEL

3.1. General. The Contractor shall provide personnel who have all the skills, qualifications, licenses, and training to perform the required tasks under this PWS. The contractor shall provide a master employee list that contains at a minimum the following information: employee name, position, completion dates for required training and medical certifications.

3.2. Contractor personnel shall NOT verbally assault, use foul language, personal or racial insults, or threats of physical violence to obtain a student’s name or to enforce discipline during the performance of this contract.

3.3. Contractor personnel shall limit contact with passengers to those actions necessary for the safety of the passengers; for example, to assist passengers boarding/de-boarding the bus, to assist in fastening seat belts (where required), break up fights, administer first aid and keep passengers from falling or tripping.

3.4. Contractor personnel shall not engage in any conduct of a sexual nature (verbal or physical) with passengers. Reports of Contractor employees using improper language or touching shall be a reason for the employee to be immediately suspended from performing any services under this contract.

3.5. Contractor personnel shall present a clean and neat appearance and be easily recognized as a contractor employee. The contractor shall provide each employee a standardized uniform bearing the name of the company and employee’s name tag in English. Nametags shall be worn in a manner that they are clearly visible at all times during the performance of duties. Personnel shall wear shoes that cover both toe and heel and are appropriate for running, jumping and basic climbing. Personnel shall not wear tank tops, shorts, and clothing with offensive language, or hooded garments. Contractor personnel shall wear Government provided vests at all times during the performance of duties.

3.6. Contractor personnel shall not use tobacco, eat or drink in and around school buses and/or on school grounds at any time while performing under this contract.

3.7. Contract personnel shall not provide or sell beverages, food, candy, tobacco products or merchandise to passengers.

3.8. Contractor personal shall not be under the influence of medications, alcohol, or drugs that could impair their senses while performing under this contract.

3.9. Medical Certifications. The contractor shall maintain medical certifications for all personnel and must be annotated in the master employee list. The certifications shall attest that the eligible personnel are free of all communicable diseases, including Tetanus, Diphtheria, and Chickenpox.

3.10. The Contractor shall appoint a project manager who has the authority to act as the centralized point of contact for work performed under this contract and can act on behalf of the contractor on all matters pertaining to the daily operation of tasks being performed under this contract. The COR must be able to contact the project manager at any time, 24 hours a day, 7 days a week, as necessary. The project manager must be able to speak, read, and write English sufficiently enough to effectively communicate with the COR, contracting officials, and school officials. The project manager or designated alternate shall be available during normal duty hours within thirty minutes to meet at the STO on Camp Foster with government personnel designated by the COR to discuss problem areas. The project manager is responsible for performing the contract’s requirements; however, is not required to be physically present throughout the normal work day. After normal duty hours, the project manager or alternate shall be available to be contacted via telephone and able to report on site within two hours.

3.11. The contractor may utilize the government’s On-Board Vehicle Surveillance System (OBVSS) for quality control purposes under the supervision of the STO.

3.12. The contractor shall adhere to the Privacy Act, 1974 in regard to student information e.g. student information in folders, IEP, video etc. (http://www.dodea.edu/privacy.cfm).

4.0 SECURITY AND SAFETY REQUIREMENTS

4.1 SECURITY REQUIREMENTS

4.1.1. Criminal Background Checks. In accordance with, DoDI 1402.5 and DoDEA HQ memorandum dated September 5, 2009, contractor employees coming in contact with students shall be vetted for criminal and security records through local level host nation checks and or as required for issuance of a U.S. Military installation pass that allows access during FPCON Charlie. The contractor may employ personnel before the completion of a background check. However, at all times and while in care of children, the employee must be within sight and supervision of another qualified staff member and a new employee listing shall be provided to COR reflecting new hires. The contractor must keep the local STO manager up to date on which company employees have been assigned to ride their assigned school buses. The certification of background check shall be made available upon request by the COR in English. This requirement applies for all Contractor employees directly associated with the program at the commencement of the contract and for all new employees hired after the contract award date whose positions shall bring them in direct contact with students. All employees must have this background check and there are no exceptions or waivers. The Contractor shall immediately inform the COR if an employee under this contract commits a criminal offense that would create a risk to the safety of students or if an employee is charged with any offense which could result in suspension or revocation of any professional certification. Contract personnel must be notified that if a background check yields negative or derogatory results, termination of employment may be possible. The contractor is responsible all costs associated with the background checks.

4.1.2. The COR with the concurrence of the District Transportation Specialist (DTS) reserves the right to immediately suspend a contractor’s employee from performing duties aboard the bus if their behavior or performance is deemed unprofessional or inappropriate. The employee shall not perform duties aboard the bus until cleared by COR. The COR will report all suspensions to the Contracting Officer within one business day.

4.1.3. Installation/Base Passes. The Government will issue all required installation/base passes to Contractor employees at no cost to the Contractor. The Contractor shall provide the names of safety attendants and safety aides to the COR to gain access to military installations 5 working days prior to the scheduled departure date. The Contractor shall be responsible for all passes issued to its employees under this contract. Passes shall only be used in performance of duties under this contract. Passes must be in the employee's possession at all times while on a military installation. The Contractor shall return base passes upon termination of employment or completion or termination of this contract, to the Japanese Pass Section, Security Police and certification of receipt shall be obtained. Any lost or stolen passes shall be reported to the COR immediately. The contract manager shall fill out a Military Police report stating the details of the loss or theft.

4.1.4. Military Security Inspections. All Contractor vehicles may be inspected or searched by U.S. Military Security personnel before entering, while on, or leaving the military installation, at a location and time determined by the Government. “Vehicles are subject to search by military police, by drug and/or explosives experts (to include canines).”

4.1.5. 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 employees shall not carry and or possess weapons of any type while performing duties on or off any installation.

4.1.6. Key Control. The Contractor shall establish and implement methods to ensure keys issued by the government are not lost or misplaced and are not used by unauthorized persons. Duplication of keys is not permitted. The contractor shall report lost keys to the COR immediately.

4.1.7. If keys, other than master keys, are lost, the Contractor may be required, upon written direction of the COR, to re-key or replace the affected lock or locks or perform re-keying at the contractor’s expense.

In the event a master key is lost, the Government will replace all locks and keys for that system and the total cost deducted from the monthly payment due to the Contractor.

4.1.8. The opening of locked areas by Contractor employees to allow non-contractor personnel access to the premises is not authorized.

4.1.9. Lock Combinations. The contractor shall restrict access to all government provided lock combinations to preclude unauthorized entry.

4.1.10. Security Briefings. The contractor shall inform all of their personnel and document annually the security requirements of this contract.

4.1.11.General. The Contractor and its employees shall not disclose or cause to be disseminated any information concerning the operation of the US bases and camps which could result in or which could increase the likelihood of the possibility of a breach of base/camp security or interrupt the continuity of their operations. The COR shall be notified of all inquiries in connection to the performance of this contract which may cause or require the dissemination of official information. All Contractor employees performing under this contract shall be required to adhere to the provisions outlined under the DOD 5400.11-Regulation, DoD Privacy Program http://www.dtic.mil/whs/directives/corres/pdf/540011r.pdf.

4.2 SAFETY REQUIREMENTS

4.2.1. Natural Emergencies. Should schools close early due to typhoon, earthquake, or other emergency conditions, the Contractor shall be ready to support student transportation needs within one hour after notification from the COR regarding the school situation.

4.2.2. Evacuation Drills. The Contractor shall be required to participate in two evacuation drills annually.

Evacuation drills consist of evacuating the students using the emergency exit door and timing the event.

This also includes providing transportation during school emergency evacuations. The COR will coordinate and supervise the evacuation drills.

4.2.3. First Aid Kits. Safety Aides and Safety Attendants shall be familiar with the use and application of its contents. Kits will contain the following but not limited to: compress bandages, adhesive tape, Band- Aids and clear topical antiseptic or an antiseptic which does not stain.

4.2.4. Blood-borne Pathogen, Body Fluid Kits & Vomit Bag. Safety Aides and Safety Attendants shall be familiar with the use and application of its contents. Kits will aid in cleaning up spills and protect individuals from exposure to possible blood-borne pathogens.

4.2.5. Bioenvironmental and Hazardous Material Handling. The contractor shall comply with all Host Nation and U.S. Government regulations regarding the proper handling and disposing of bioenvironmental and hazardous materials. Bioenvironmental and hazardous materials include but are not limited to bodily fluids and waste.

4.3 ACCIDENTS/INCIDENTS

4.3.1. Accidents. Accidents are defined as events when the bus leaves the roadway, collides with another object, or is hit by another object. Any accident occurring while the bus is en route to and from the bus staging area or school, with or without students on board, shall be reported immediately.

4.3.2. Incidents. Incidents are defined as those occasions, while students are on board which something happens that places the personal safety of the occupants of the bus in or potentially in jeopardy; e.g., children left on the bus, physical injuries, damage to the bus, threats to individual safety as a result of a weapon or item(s) designed to look like weapon(s), or a health related emergency requiring professional medical attention (e.g., epileptic seizure), etc.

4.3.3. Actions upon an Accident or Incident. The Contractor shall check for passenger injuries and if necessary provide first aid and/or call for medical assistance. If an accident occurs, the Contractor shall contact first responders, then the STO immediately.

4.3.4. Accident/Incident Report. The Contractor shall report any accidents/incidents to the COR. The written report shall be submitted to the COR as soon as practical, but not later than 24 hours from occurrence of accident/incident. Technical Exhibit 4.

5.0 TRAINING

5.1. Training Requirements. Contractor personnel shall accomplish the following minimum training requirements as defined below and 10 days prior to the first day of each new school year.

REQUIREMENT

NARRATIVE

MODULE BLOCK

(HOURS)

Anti-Terrorism Level l 2.5 Hours Cardiopulmonary Resuscitation 8.0 Hours (Initial and Bi-Annual) Cardiopulmonary Resuscitation 4.0 Hours (Annual Refresher) First Aid and Blood Borne Pathogens 4.0 Hours School Safety Training 1.0 Hours (Bi-Annually) Nonviolent Crisis Intervention 6.0 Hours (safety aides only)

5.2. Training Records. The Contractor shall keep a record of all training and applicable certificates for each employee. The Government reserves the right to review the Contractor’s training records at any time during the performance of this contract.

5.2.1. Anti-Terrorism Level l: This training is required annually. The instructor may be a military AT/FP Official (OSI, CID, NCIS, etc.) or a DoDEA Pacific employee with AT Level ll certification or online at https://atlevel1.dtic.mil/at/. The Government will provide contractor with point of contact for local trainer.

5.2.2. Cardiopulmonary Resuscitation (CPR): This training is required annually at the certification level required for employees to remain current. The instructor is a certified American Heart Association (AHA) or American Red Cross (ARC) member. There are many resources available within the military communities to contact and coordinate this vital training requirement. First responders such as fire department and hospital personnel and the ARC are viable sources. Eight hours of training is required for initial certification and four hours for re-certification.

5.2.3. First Aid and Blood Borne Pathogens: This training is required every two years. There are many resources available through the military communities.

5.2.4. School Bus Safety and Evacuation Training: This training is required bi-annually in order to familiarize contract personnel with school bus emergency and evacuation procedures. This training will be provided by the local STO in conjunction with students and school officials.

5.2.5. This training is required annually. The contractor will ensure safety aides receive a minimum of 6 hours of training in crisis intervention techniques to include skills focused on prevention (communication skills and de-escalation techniques) and emergency response protocols at first availability of employment. Sources include: http://www.jkmtraining.com/ or http://www.crisisprevention.com/.

6.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/ITEMS

6.1 Facility. The Government will provide usage of a shared facility, telephones, computers, printers, office furniture, and utilities to accommodate the Contractor employees on Okinawa, Japan. The Government will also provide a parking facility on Okinawa where buses shall be kept and parked. The Contractor shall report any government furnished items/equipment needing repair or replacement to the

COR.

6.2 Equipment. The Government will provide the following equipment items for the contractor’s program manager:

ITEM NAME QTY LOCATION

Office Telephone 1 EA Camp Foster STO Chair 1 EA Camp Foster STO Desk Workstation 1 EA Camp Foster STO Desktop Computer 1 EA Camp Foster STO Monitor 1 EA Camp Foster STO Keyboard/Mouse 1 EA Camp Foster STO Printer 1 EA Camp Foster STO Scanner 1 EA Camp Foster STO

6.3 Computer and Internet Agreement. Contractor employees with access to Government computers are required to sign DoDEA Form 6600.1-F1, “DoDEA Computer and Internet Access Agreement for Employees, Contractors, and Volunteers,” and apply for a Computer Access Card (CAC) prior to gaining access to DoDEA’s information technology resources. This includes connecting to a DoDEA network in order to obtain access to the Internet. No user’s account will be assigned to a Contractor unless DoDEA Form 6600.1-F1 has been signed and on file. A record of the signed agreement shall be maintained by the Contractor and a copy shall be provided to the COR.

6.4 Equipment or property used in support of the PWS shall be left and secured on the bus at the end of the day.

6.5 The Government will provide each SA and SAA a safety vest to be worn at all times during performance of duties.

6.6 The contractor shall provide its personnel with General Office Supplies.

7.0 QUALITY CONTROL/ASSURANCE

7.1 The Contractor shall establish and maintain a quality control plan (QCP) to ensure work performed conforms to the scope of work. The QCP shall provide a method for identifying and correcting problems and preventing defective services and be presented to the contracting officer for acceptance no later than the post award conference. The contracting officer will notify the contractor of acceptance or required modifications to the plan prior to the contract start date. The contractor shall effect modifications and obtain acceptance of the plan by the contracting officer before the contract start date. The Plan shall include:

7.1.1 A description of the inspection system to cover all services listed on the Performance Requirements Summary (PRS). Description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors.

7.1.2 A description of the methods to be used for identifying and preventing defects in the quality of service performed.

7.1.3 A description of the records to be maintained to document inspections and the results.

7.2 The records of inspections shall be maintained and made available to the COR throughout the contract performance period and until final settlement of any claims under this contract. All records should be sent via email.

7.3 Performance Standards. The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance standards describe the minimum acceptable level of performance required for each performance objective. These standards are critical to mission success and are identified in the Quality Assurance Surveillance Plan (QASP) – Attachment 1.

7.4 Inspections/Surveillance. The government reserves the right to perform inspections and surveillance to evaluate the contractor at any time deemed necessary. When an observation indicates substandard performance, the COR will notify the contract manager or alternate representative.

7.5 Customer Complaints. The government and the contractor shall investigate complaints received from stakeholders such as parents, school staff, passengers or other concerned members pertaining to contractor performance.

7.6 Performance Evaluation Meetings. The contracting officer may require the contract manager to meet with the contracting officer, COR and other Government personnel as deemed necessary. The contractor may request a meeting with the contracting officer when deemed necessary. Any such meetings shall be documented in the contract by written minutes signed by the contract manager and the COR. Should the contractor not concur with minutes, such nonoccurrence shall be provided in writing to the contracting officer, via the COR, within ten (10) calendar days of receipt of the minutes.

8.0 SCHEDULE OF DELIVERABLES

Description Frequency Deliver To Method Contract

Reference

Quality Control Plan (QCP) Initial QCP due 10 days after contract award and updates within 10 days following change to QCP.

KO & COR E-Mail 7.1

Employee List Initial-10 Days after contract award. Updates- As changes occur.

COR & STO E-Mail 3.1.

DoDEA Computer & Internet Access Agreement

Initial-30 days prior to contract start. Annually-NLT 10 days before option

COR & STO E-Mail 6.3

Suspicious Indicators School Bus Report

Initial-Notify via cell with the STO. Written report by end of shift.

COR & STO Phone &

E-Mail

2.1.12

2.2.2

DoDEA Pacific School Bus Misconduct Report

Written report by end of shift STO E-Mail 2.1.14

2.2.13

DoDEA Pacific School Bus Accident Report

Initial-Notify via cell with the STO. Written report by end of the shift

COR & STO Phone &

E-mail

4.3.4

Training Requirements Initial- 10 days after contract award. Annually- NLT 10 days before each school year begins.

COR E-Mail 5.0

Medical Certification Initial- 10 days after contract award. Annually-NLT 10 days before each school year begins.

COR E-Mail 3.9

Local Host Nation Police Criminal Background Check

Submit along with the initial Personnel Report (see above) – 7 days prior to start of the school year and upon changes (new) to personnel.

KO & COR E-Mail 4.1.1

ATTACHMENT 1 - QASP

ATTACHMENT 1

QUALITY ASSURANCE SURVEILLANCE PLAN

Department of Defense Education Activity – Pacific Okinawa DSO (Student Transportation Office) Contract

Description: Okinawa District Safety Aide/Safety Attendant Services

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

a. What will be monitored?

b. How monitoring will take place.

c. Who will conduct the monitoring?

d. How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government will coordinate changes with the contractor. Updates will ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions will be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel will oversee and coordinate surveillance activities.

a. Contracting Officer (KO) - The KO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The KO will also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Angela Dash Organization or Agency: DoDEA Pacific Telephone: 644-5883 Email: angela.dash@pac.dodea.edu

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR will keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR will provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: TBD

3. CONTRACTOR REPRESENTATIVES:

a. The following employees of the contractor serve as the contractor’s Program Manager and Field Superintendent for this contract.

Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

b. The contractor’s Program Manager (PM) shall represent the contractor in all contractual and administrative matters, including negotiations, invoices, etc.

4. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

*See Table 1 – Performance-Based Matrix

5. METHODS OF QA SURVEILLANCE.

Government surveillance of the Contractor’s performance may include, but not limited to, periodic inspection, 100% inspection, random sampling, planned sampling, and incidental inspections and validated customer complaints.

Regardless of the surveillance method, the COR shall always contact the Contractor's Program Manager or on- site representative when a problem is identified and inform the manager of the specifics of the problem. The COR, will be responsible for monitoring the Contractor’s performance in meeting a specific performance standard/AQL.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Contract Terms and Conditions – Commercial Items clause (FAR 52.212-4), becomes the basis for the KO’s actions.

6. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and AQL. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings are an example of what could be used:

7. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The COR will meet with the contractor, at a minimum, quarterly to assess performance and will provide a written assessment.

b. UNACCEPTABLE PERFORMANCE.

i. When unacceptable performance occurs, the COR will inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR will document the discussion and place it in the COR file.

ii. When the COR determines formal written communication is required, the COR will prepare a Contract Discrepancy Report (CDR), and present it to the contractor's Program Manager or on-site representative.

iii. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government will review the contractor's corrective action plan to determine acceptability.

iv. Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, or other actions deemed necessary by the KO.

Table 1 – Performance-Based Matrix

Performance

Objective Work