PWS-BraggBus-Rev1.pdf

PERFORMANCE WORK STATEMENT (PWS)

Revision 1, 13 July 2010

1.0. INTRODUCTION: To fulfill the mission, the Department of Defense (DoD) Domestic Dependent Elementary and Secondary Schools (DDESS) must provide safe, responsive, efficient transportation for DoD dependent students residing on Ft. Bragg military installation and Linden Oaks housing area located approximately 13 miles from Ft. Bragg cantonment area.

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

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

2.2. “DoDEA Accommodation Plan.” A plan developed for students with special needs in accordance with Department of Defense Regulation (DoDR) 2500.14.

2.3. “Extended School Year (ESY).” A summer education program for students conducted during the months of June and July that is approximately twenty days in length.

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

2.5. “Other authorized individuals.” U.S. Military Police and those persons authorized in writing by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR) or Alternate

COR.

2.6. “Route.” The course of travel composed of two or more runs taken by a bus to transport students both to and from their assigned bus stop and designated school. A route normally includes one AM and one PM run.

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

2.8. “Double-Run.” Combining two routes into one by completing a short AM run for an elementary routes and an additional AM short run for a secondary school. This also includes the same PM runs.

3.0. SCOPE OF WORK. The contractor shall provide all personnel including drivers and bus aides, supervision, services, supplies and equipment necessary to perform school transportation services for the approximately 1800 eligible dependents residing on Ft. Bragg military installation and Linden Oaks housing area. The Linden Oaks housing area is located approximately 12-15 miles north of the Fort Bragg cantonment area. The Linden Oaks Housing Area is in a state of transition due to the construction of an elementary school and middle school. Currently 550 students are bused to various schools located on Ft. Bragg, this number will increase throughout the school year as new houses are built. Upon completion of the two new schools, the students requiring transportation from Linden Oaks to cantonment area will diminish dramatically. The contractor shall provide the following types of student transportation services:

3.1. Scheduled Services.

3.1.1. 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 ESY (see paragraph 3.1.3.). The contractor shall utilize double-runs as the schedule permits. Scheduled services include commuting and after school co-curricular activity run.

3.1.2. Scheduled services shall include students who qualify for special transportation based on their IEP or DoDEA Accommodation Plan. This service may require specialized equipment including, but not limited to special or adapted buses, lifts and ramps to provide transportation for a student with a disability. This is a daily curb-to-curb service during normal school days for special needs children.

3.1.3. Operational days shall be in accordance with the route schedules and school year (SY) calendars. The COR will provide the SY calendar, bus route sheets and exact time schedules after contract award for the base year and prior to commencing services for each option year.

3.1.3.1. The service day schedule is subject to SY calendar adjustment as detailed in TE 2. The contractor shall comply with an adjustment to the schedule as directed by the COR.

3.1.3.2. The contractor shall implement route schedule changes within 48 hours of receipt of a route change request from the COR.

3.2. Bus Aides. Provide assistance to students and oversight on buses for scheduled services and extended school year runs when required by a student’s IEP or DoDEA Accommodation Plan.

3.3. Unscheduled Curricular and Co-Curricular Activity Services. Transport students and other authorized individuals between schools and to and from their designated schools and off-base sites for authorized school activities during and after normal school hours. The COR shall request service a minimum of 48 hours in advance.

4.0. TRANSPORTATION REQUIREMENTS.

4.1. General.

4.1.1. Passenger Safety. 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. Maintain good order of passengers at all times.

4.1.2. Communication/Contractor Delays.

4.1.2.1. The contractor shall maintain two way communications with all bus drivers during transportation of students to include Scheduled Services and Unscheduled Services.

4.1.2.2. The contractor shall notify the COR immediately and provide replacement vehicles and/or personnel, as necessary to minimize the impact of a service delay. However, such notification does not preclude the Government from applying additional remedies (see paragraph 9.3.) resulting from a service delay, including:

4.1.2.2.1. A delay to the start of a run.

4.1.2.2.2. An in-route vehicle failure, disabling accident, or contractor personnel illness, or other incident that causes a delay of thirty minutes or more. The contractor shall complete the run(s) within sixty minutes after notification of the service interruption.

4.1.3. The contract manager or designated alternate shall:

4.1.3.1. Be available telephonically a minimum of three hours before and after the normal school day regarding emergencies, severe weather notification, or other similar urgent non-routine matters.

4.1.3.2. Be immediately available to go to the scene of an accident or other emergency.

4.2. Vehicles. The contractor shall:

4.2.1. Have within its fleet a number of school buses which are capable of navigating all student housing areas and carrying both students who qualify for special transportation based on their IEP or DoDEA Accommodation Plan and students not requiring special transportation.

4.2.2. Vehicles transporting students shall comply with school bus requirements for the state of North Carolina. Contractor shall have appropriate vehicles for wheelchair bound students requiring special transportation. Motor vehicles used to transport special education students shall be equipped with a seat belt for each passenger. Government will provide the necessary special seating for those students based on their IEP. Contractor will be responsible for safe keeping of equipment.

4.2.3. Ensure all vehicle interiors are clean and the exterior presents a clean appearance at the start of the operational day.

4.2.4. Ensure all vehicles used for special needs route are equipped with functional climate control (air conditioning and heaters).

4.2.5. Perform vehicle safety inspections. The contractor shall have a procedure to conduct vehicle safety inspections prior to performing services under this contract. The contractor’s Quality Control Plan shall contain a daily vehicle inspection checklist. This checklist shall, as a minimum, ensure compliance with all applicable Federal and State of North Carolina laws and regulations. The contractor shall maintain a file of the results of all inspections during the entire life of the contract.

4.2.6. Display vehicle signage in accordance with directions provided by the COR.

4.3. The contractor shall:

4.3.1. Provide a bus aide whenever required by a student’s IEP or DoDEA Accommodation Plan.

The bus aide shall:

4.3.1.1. Have the primary responsibility for the student to whom they are assigned, with secondary responsibility for the remainder of the bus passengers.

4.3.1.2. Be positioned on the bus in a location that will provide them opportunity to provide effective oversight. This location may vary from trip-to-trip depending on the time of day and passenger needs.

4.3.2. 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 school’s start and end time. Buses must arrive at school in a time which allow students at least minimal time needed to safely transition between bus and first/last school session.

4.3.3. 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 bus stop unless otherwise authorized in writing by the COR.

4.3.4. Assist passengers requiring assistance in boarding and disembarking of vehicles.

4.3.5. Adhere to the procedures for passenger boarding, use of safety belts, special passenger seating, and safe vehicle operation as set forth in TE 4. Install and/or secure the Child Safety Restraint System (CSRS) and wheelchairs in accordance with the manufacturer’s stipulated procedures on buses transporting Pre-K and/or students requiring special transportation. (Note:

CSRS includes car/booster seats and harnesses.)

4.3.6. Maintain good order of passengers at all times.

4.3.7. Ensure all drivers and bus aides are knowledgeable of:

4.3.7.1. Emergency and evacuation procedures.

4.3.7.2. The requirements for students who qualify for special transportation based on their IEP or DoDEA Accommodation Plan.

4.3.7.3. School bus routes, including the location of health care facilities on or near the route and have copies of their route schedules in their possession while performing contracted services.

4.3.8. Ensure drivers and bus aides, if assigned, work as a team.

4.3.9. Ensure all bus passenger compartments are thoroughly inspected at the last stop of each run or after each unscheduled service to ensure no passengers remain in the vehicles. 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 quickly as possible.

4.3.10. Provide immediate assistance in locating a lost/missing child (see TE 5).

4.3.11. 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 COR the next business day.

4.3.12. On runs to schools:

4.3.12.1. Use the passenger lists provided by the COR or alternate to verify that students and authorized passengers are boarding their assigned buses.

4.3.12.2. Record the names of any students not included on the passenger list and allow them to board the bus going to a school. Provide the record of such students to the COR upon completion of the run.

4.3.12.3. Upon arrival at the school, ensure drivers remain on the bus with passengers until a member of the school staff is available to take charge of the passengers. The driver shall immediately notify the Contract Manager if no staff member is present within five minutes of the vehicle's arrival.

4.3.13. On runs at dismissal:

4.3.13.1. Allow only those students on the passenger list or those with a written authorization from the COR to board the bus. Report any incident of a student without proper authorization that attempts to board the bus to the COR through the Contract Manager.

4.3.13.2. 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.

5.0. PERSONNEL REQUIREMENTS.

5.1. Standards of Conduct. All contractor personnel performing under this requirement shall comply with the Standards of Conduct detailed at TE 6. The contractor agrees that inappropriate conduct shall not be tolerated and may be grounds for suspension or dismissal of a contractor employee from performance under this contract in addition to any remedy taken IAW paragraph 9.3.

5.2. Security. The contractor shall comply with DoDI 1402.5, "Criminal Background Checks on Individuals in Child Care Services," 01/19/1993, DoDI 2000.16, "DoD Antiterrorism Standards," June 14, 2001, and with the security requirements as stated in the Addendum to 52.212-4.

5.3. Contract Manager(s).

5.3.1. The contractor shall appoint a Primary and an Alternate Contract Manager who shall be responsible for the performance of work. The contractor shall notify the COR in writing of the appointments within 5 business days of contract award or prior to any replacement personnel assuming these duties.

5.3.2. The contract manager or alternate(s) shall have full authority to act for the contractor on all matters relating to daily operations of this contract.

5.4. Transportation vehicle drivers and bus aides.

5.4.1. All contractor drivers shall possess current, valid professional certifications and Commercial Driver’s licenses in accordance with Federal and State of North Carolina laws for the vehicle(s) driven.

5.4.2. The contractor shall provide all drivers and aides with training on emergency evacuation procedures, safety of students, and student behavior management prior to starting any services under this contract. Proof of this training shall be provided to the COR upon request.

5.4.3. Contractor drivers and bus aides shall be certified in a basic course in First Aid, including cardiopulmonary resuscitation (CPR).

6.0. CONTRACTOR REPORT REQUIREMENTS.

6.1. The contractor shall submit and maintain the following reports to the COR:

6.1.1. Transportation Personnel List: Within three business days of date of award or exercise of any option period, identify 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.

6.1.2. Actual Ridership Counts: The contractor shall count the total number of riders on each route each day for a three day consecutive period consisting of a Tuesday, Wednesday and Thursday during the months of October, January and April. The contractor shall submit the ridership report to the COR not later than the 20th of the month after the ridership count is taken (e.g., October ridership count will be due not later than Nov 20th).

6.1.3. Incident Report and Traffic Collision Report: Report all incidents, injuries and accidents to the Contract Manager. Within one hour of any/all such events, drivers shall make an oral report to the Contract Manager which shall be followed by a written report. Written reports shall be submitted to the Contract Manager within two working days of the incident, injury and/or an accident as follows:

6.1.3.1. For injuries and/or incidents (which includes damage to the bus caused by a student), complete and submit the School Bus Incident Report form at TE 7.

6.1.3.2. For vehicular accidents, submit a copy of the North Carolina Traffic Collision Report, TR-310.

6.2. The following additional reports/data shall be maintained by the contractor and available for inspection by the COR:

6.2.1. Commercial General Liability Insurance

6.2.2. Vehicle Safety Inspection(s)

6.2.3. Accident/Incident Report(s)

6.2.4. Drivers License(s)

6.2.5. First Aid/CPR Training Certificate(s)

6.2.6. Childcare National Agency Check(s) with Inquiries

6.2.7. Installation Records Check(s)

6.2.8. Quality Control Plan

7.0. GOVERNMENT FURNISHED FACILITIES. The government will provide for official use only, bus storage space and adequate employee parking. The Government will provide the contractor electricity, water, trash disposal and sewage disposal.

7.0.1 Contractor shall perform vehicle maintenance off the military reservation. The Government shall allow only minor vehicle maintenance such as replenishing fluids, replacing light bulbs and wiper blades, replace a tire and replacing minor vehicle parts on the military reservation. The contractor may not wash vehicles, perform oil changes; perform vehicle maintenance or other similar type work on Fort Bragg military installation. The contractor is responsible for all cleaning and decontaminating all fluid leaks

8.0. CONTRACTOR QUALITY CONTROL. Prior to commencement of work each school year the contractor shall submit to the COR a complete and current Quality Control Plan for the transportation services under this contract. The plan may be in any format that is appropriate for the contractor’s operations. The plan will follow established quality control standards recognized by the transportation industry. The plan shall include a description of the inspection system to cover all services required under this contract.

9.0. GOVERNMENT QUALITY ASSURANCE.

9.1. Meetings. The contractor, the Contracting Officer and the COR shall meet as often as necessary to exchange quality control information or to discuss problems. Meetings shall include but are not limited to a post-award conference and any necessary transitional meetings.

9.2. Inspections/Surveillance. The Government reserves the right to perform inspections and surveillance to evaluate the contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to conduct the surveillance methods described below in an objective, fair, and consistent manner.

9.2.1. Incidental Observation. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays.

Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

9.2.2. Customer Complaint. This action is instituted when the COR receives a complaint from a stakeholder (which includes parents, school staff, passengers or other concerned community members) regarding the bus service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the Contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

9.3. Government Remedies.

9.3.1. Emergency Substitution. In the event the contractor is unable to furnish transportation as scheduled, the Government reserves the right to hire emergency substitute bus services for such time as deemed necessary. The Government shall deduct from the contractor’s invoices, or at its discretion, may bill the contractor for any differences in costs for the emergency service, including any cost incurred in obtaining said services, and any other damages incurred by the Government as a result of the contractor’s failure to provide services.

9.3.2. Notification of Service Deficiency. For unsatisfactory or incomplete services, an NSD will be issued within two working days of knowledge of deficiency. The NSD will explain the circumstances and findings concerning the incomplete or unsatisfactory service, and will state the amount of any applicable deduction. A sample NSD form is attached as TE 8.

9.3.2.1. The contractor shall respond to, and return the NSD within two working days after receipt of the report. Failure by the contractor to timely respond shall result in a final determination by the Contracting Officer without contractor input.

9.3.2.2. The Contracting Officer will make a final determination based upon the contractor’s timely response and, as needed, apply the appropriate deduction (see Schedule of Deductions) and provide a copy to the contractor within seven working days of the contractor’s response submission or nine working days after NSD report date if no timely response is provided by the contractor.

9.3.2.3. The Government shall use any completed NSD as part of an overall evaluation of contractor performance when determining present or future contractual actions.

9.3.3. Deductions. The contractor is subject to deductions for incomplete or unsatisfactory bus transportation services in addition to any other remedies the Government may be authorized under the terms and conditions of this contract.

9.3.3.1. Deduction calculation.

9.3.3.1.1. Deductions shall be made on a per run basis. Should multiple deficiencies be recorded against all runs in a single day, the total deduction incurred shall not exceed 100% of the value of the affected day.

9.3.3.1.2. Example: Assume a deficiency occurs on a regular SY scheduled run on one day in the Base Year (CLIN 0001AA) and with a cost per day of $3000.

$3000/20 runs per day = $150 per run/day.

Under this assumption, an SD with a 20% rate of deduction would be $30.00. An SD with a 100% rate of deduction would be $150.00.

9.3.3.2. Schedule of Deductions. Failure by the contractor to perform critical performance elements in accordance with the PWS requirements are subject to the Schedule of Deductions in the table below.

Schedule Deduction

(SD)

Number

PWS

Para./

TE

NO.

Unacceptable Level Of Performance % of

RUN

Deduction

SD-1 3.1.3.

TE 2

Failure to provide buses within 1 hour of COR notification that delivery routes have been adjusted. 100%

SD-2

4.1.1.

TE 6

Operating the vehicle in an illegal or unsafe manner, or under the influence of alcohol or drugs during a run. 100%

SD-3 4.1.2.2. Failure to provide a replacement bus when required. 100%

SD-4

4.2.

Contractor operating a vehicle without all installed federal and state safety requirements, or without completing and documenting a daily vehicle safety inspection. 100%

SD-5

4.3.2.

Vehicles departing bus stops or school loading zones prior to the designated time on the route sheet, or arriving at school less than ten minutes before the schools opening and closing. 20%

SD-6

4.3.3.

Failure to discharge students at an authorized bus stop, or causing passengers to disembark at any place other than their designated stops. 25%

SD-7

4.3.9. Passenger remaining undetected in the passenger compartment after the last stop of each run. 100%

SD-8

5.2.

Contractor failure to inform COR when it discovers an employee has been arrested for a criminal offense or charged with any offense that could result in license of certification suspension or revocation. 100%

SD-9

6.1.3. Failure to submit written accident/incident reports in accordance with contract. 20%

SD-10

TE 6.

1.1 Contractor employees being abusive or disrespectful. 20%

SD-11

TE 6

Contractor employees making improper physical contact with passengers including any conduct of a sexual nature (verbal or physical). 100%

SD-12

TE 6

Contractor employees eating, drinking, smoking or providing food, drink or tobacco products to students while performing services under this contract. 20%