PWS_Oct._29_2015.doc

PERFORMANCE WORK STATEMENT (PWS)

Safety Attendant and Safety Attendant Special Education (SPED) Services

Puerto Rico Schools

1.0 INTRODUCTION.

The Department of Defense Education Activity (DoDEA) is a Department of Defense field activity that provides education to eligible Department of Defense military and civilian dependents from pre-kindergarten through grade 12. DoDEA requires Safety Attendant and Safety Attendant (SPED) Services for students, grades pre-kindergarten through grade 12, attending Schools located in Puerto Rico.

1.1 DEFINITIONS.

As used within this PWS, terms are defined below:

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

2.2 Extended School Year (ESY). A summer education program for students conducted during the months of June and July that is up to twenty days in length.

2.3 Regular School Year (SY). The regular SY calendar which includes up to 180 student instruction days (reference Exhibit 1).

2.4 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 but may also include additional run(s) to transport Pre-Kindergarten students to and from school at mid-day.

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

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

2.7 Department of Defense Education Activity (DoDEA) Accommodation Plan. A plan developed for students with special needs in accordance with Department of Defense Regulation (DoDR) 2500.14.

2.8 Safety Attendant (SPED). Attendants authorized to accompany students with disabilities if the student’s IEP specifies the need for one-on-one adult supervision or that special needs assistance is required when the student is being transported to/from school. Safety Attendants (SPED) are adults with special training that equips them to supervise or assist students with disabilities/special needs identified in their IEP.

2.9. Safety Attendant. Attendants authorized on vehicles transporting students to/from school. Normally only one Safety Attendant is assigned to a vehicle. Safety Attendants are specially trained adults whose primary responsibility is to oversee on-board student safety during the daily commute to/from school.

2.10 Mid-day Run. Purpose is to transport Pre-K students from school to bus stops near their home area and from home area to school, usually from 10:00AM to 11:30 AM.

1.2 BACKGROUND.

DoDEA operates four (4) elementary and secondary schools for children of U.S. military and government civilian employees stationed in the U.S. territory of Puerto Rico. DoDEA provides school bus transportation for these students to and from Fort Buchanan schools located in San Juan, PR, and Ramey School located near Aguadilla, PR.

1.3 SCOPE OF WORK.

The contractor shall provide professionally trained Safety Attendants and Safety Attendants (SPED) personnel, uniforms (Solid colors Polo Shirts and Pants), program management, and any other necessary items to perform all Safety Attendant and Safety Attendant (SPED) tasks and functions as defined in this performance work statement (PWS). There are approximately twenty-seven (27) bus routes, one (1) mid-day run for pre-K to K students at Fort Buchanan, and seven (7) bus routes at Ramey School for a grand total of (35) daily bus for the Regular School Year. (See Exhibit 2 for details). Daily bus routes for the extended school year for SPED students will be determined approximately (2) weeks before summer school starts.

1.4 PERIOD OF PERFORMANCE.

01 February 2016 through 31 July 2016 (6 Months) Base Period plus 4 (12 Month) Option Periods

1.5 PLACE OF PERFORMANCE.

The contractor shall provide Safety Attendants and Safety Attendants (SPED) for the DoDEA Puerto Rico schools at Fort Buchanan, located in San Juan, PR, and Ramey School, located in Aguadilla, PR.

2.0 PERFORMANCE REQUIREMENTS.

2.1 SAFETY ATTENDANTS.

Contractor shall provide thirty-one (31) professionally trained Safety Attendants. Safety Attendants services are required for the regular SY (reference Exhibit 3). The total number of Safety Attendants is based on the current contract need and may be subject to change throughout the school year.

These Safety Attendants shall:

2.1.1 Provide Safety Attendant services on student buses during daily commutes to/from school, including:

2.1.2 Report to assigned vehicle not less than 15 minutes prior to departure from the bus depot.

2.1.3 Ensure the students are boarding the correct vehicle by checking bus passes, confirming with dispatcher or teacher, or recognizing the student boarding vehicle.

2.1.4 Assist students in boarding the school bus, seating, securing the CSRS, and in properly stowing carry-on items.

2.1.5 Provide headcount of onboard students to bus driver

2.1.6 Assist bus driver on pre-run check of bus which includes and is not limited to: visually checking the operation of bus stop lights, brake lights, signal lights, emergency flashers lights, regular front lights, and the mechanical bus stop sign.

2.1.7 Ensure that students remain properly seated and secured during travel.

2.1.8 Promote on-board safety by providing real-time correction of students acting or behaving in an unsafe manner or in a way that interferes with the safe operation of the bus.

2.1.9 Remain vigilant for signs of student distress such as choking, vomiting, unconsciousness, seizure, misbehavior, or other abnormal conditions.

2.1.10 Respond to student distress by administering first aid and alerting the bus driver to call for emergency assistance and/or proceed to the nearest medical facility.

2.1.11 Ensure students exit the bus at the designated bus stop and all students under 12 are met by a sponsor or designated adult. If unsure if the responsible adult is present, the Safety Attendant shall ask the driver to assist in contacting the sponsor through the dispatcher. The Safety Attendant shall not allow a student under 12 to exit the bus without a responsible adult present. If the responsible adult cannot be located, the student will return to the Bus depot and await parent pick-up.

2.1.12 Communicate verbally to school officials or responsible parent or guardian at the end of the route, or bus stop drop off, of any unusual symptoms during the travel.

2.1.13 Report any student misbehavior or incident to the driver and assist the driver in completing and submitting accident/incident and student misbehavior reports.

2.1.14 Operate bus safety and security equipment as needed.

2.1.15 Complete Daily Post-Run Reports upon completion of each daily run and submit reports to the manager. These reports shall document which bus the Safety Attendant rode and any/all program responsive safety related observations.

2.1.16 Complete Incident Report on the day a safety incident occurs. This report shall document safety related observations and any information for follow-up action reporting. The Safety Attendant shall provide discipline input directly to the driver and assist the driver in completing a discipline report.

2.2 SAFETY ATTENDANTS (SPED)

Contractor shall provide professionally trained Safety Attendants for Special Needs transportation. Three (3) Safety Attendants (SPED) are required at Fort Buchanan schools and one (1) at Ramey School. Safety Attendants (SPED) services are required for the regular SY and ESY programs (reference Exhibit 3). The total number of Safety Attendants (SPED) is based on the current contract need and can vary throughout the school year.

These Safety Attendants (SPED) shall:

2.2.1 Report to assigned vehicle not less than 15 minutes prior to departure from the bus depot.

2.2.2 Provide services on student buses during daily commutes to/from school, including: assisting all special needs students in boarding, seating, properly stowing carry-on items, disembarking, and securing the Child Safety Restraint Systems (CSRS) as coordinated with the COR. Some special education students may require additional one-on-one Safety Attendants (SPED).

2.2.3 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.

2.2.4 Ensure the students are boarding the correct vehicle by checking bus passes, confirming with dispatcher or teacher, or recognizing the student boarding vehicle.

2.2.5 Provide headcount of onboard students to bus driver.

2.2.6 Assist bus driver on pre-run check of bus which includes and is not limited to: visually checking the operation of bus stop lights, brake lights, signal lights, emergency flashers lights, regular front lights, and the mechanical bus stop sign.

2.2.7 Ensure that students remain properly seated and secured during travel.

2.2.8 Promote on-board safety by providing real-time correction of students acting or behaving in an unsafe manner or in a way that interferes with the safe operation of the bus.

2.2.9 Remain vigilant for signs of student distress – such as choking, vomiting, unconsciousness, seizure, or other abnormal conditions.

2.2.10 Respond to student distress by administering first aid and alerting the bus driver to call for emergency assistance and/or proceed to the nearest medical facility.

2.2.11 Ensure students exit the bus at the designated bus stop and all students are met by a sponsor or designated adult. If unsure if the responsible adult is present, the Safety Attendant (SPED) shall ask the driver to assist in contacting the sponsor through the dispatcher. The Safety Attendant (SPED) shall not allow a student to exit the bus without a responsible adult present. If the responsible adult cannot be located, the student will return to the Bus depot and await parent pick-up.

2.2.12 Communicate verbally to school officials or responsible parent or guardian at the end of the route, or bus stop drop off, of any unusual symptoms during the travel.

2.2.13 Report any student misbehavior or medical incident to the driver and assist the driver in completing and submitting accident/incident and student misbehavior reports.

2.2.14 Operate bus safety and security equipment as needed.

2.2.15 Complete Daily Post-Run Reports upon completion of each daily run and submit reports to the manager. These reports shall document which bus the attendant rode and any/all program responsive safety related observations, as well as information of a routine nature.

2.2.16 Complete Incident Report on the day a safety incident occurs. This report shall document safety related observations and any information for follow-up action reporting. The Safety Attendant shall provide discipline input directly to the driver and assist the driver in completing a discipline report.

2.3 SCHEDULE ADJUSTMENTS.

For changes to student pick-up or drop-off, the contractor shall adjust employee work schedules within 2 days of notification. For emergency changes (i.e. weather, emergency evacuation, etc.), the contractor shall respond to changes within one hour of notification.

3.0 PERSONNEL REQUIREMENTS

3.1 SECURITY.

The contractor shall comply with DoDI 1402.5, "Criminal Background Checks on Individuals in Child Care Services

3.2 MANAGERS.

The Contractor shall designate, in writing, a primary manager and an alternate manager who will have full authority to act on the contractor’s behalf on all matters relating to daily operations and performance under this PWS.

3.3 PERSONNEL APPOINTMENTS.

The contractor shall provide the COR with written notification of personnel appointments within 5 business days of contract award and prior to any replacement of personnel assuming these duties.

3.3 CONTACT.

The COR must be able to contact either the primary manger or alternate leader at any time, regarding emergencies, severe weather notifications, or other similar urgent, non-routine matters.

3.4 TRAINING, QUALIFICATIONS, AND CERTIFICATIONS.

Prior to the start of performing any duties under this PWS, the Contractor shall ensure that all Safety Attendants and Safety Attendants (SPED) are properly trained. Safety Attendants and Safety Attendants (SPED) shall be:

3.4.1 Medically fit to perform the duties specified in this PWS and are free of all communicable diseases (to include typhoid, tetanus, diphtheria, malaria, and other common communicable diseases).

3.4.2 Equipped with, and in possession of, an operational cell phone during the performance of duties.

3.4.3 Registered on the military installation prior to the start of services. Contractor employees shall have their access badges with them at all times and

3.4.4 Qualified to access the military installation during increased force protection conditions.

3.4.5 Knowledgeable of their assigned route(s) including the location of health care and public safety facilities on or near the route.

3.4.6 Knowledgeable in all aspects of their duties.

3.4.7 Certified in First Aid, including Cardiopulmonary Resuscitation (CPR) and Automated External Defibrillator (AED). Must keep certification current for duration of contract.

3.4.8 Fluently bilingual (able to speak and write English and Spanish) at the time of application.

4.0 CONTRACT ADMINISTRATION AND MANAGEMENT.

4.1 Quality Assurance Surveillance Plan (QASP)

4.1.1 Quality Assurance Surveillance Plan. The Government will evaluate the contractor’s performance requirements as stated in the Performance Requirement Summary (PRS) (Exhibit 1), using the QASP. Government surveillance by methods other than those listed in the QASP (such as provided for by the Inspection of Services clause) may occur during the performance period. The performance of the services specified herein shall be subject to review by the Government at its discretion and in accordance with the QASP. The COR will inform the contractor's Program Manager (PM) or Quality Control Manager (QCM) when discrepancies occur during performance of the contract and may request corrective action from the contractor. When the COR requests corrective action from the contractor in writing or verbally, the contractor shall notify the COR in writing within 24 hours of correction of the discrepancy.

4.1.2 The Government will issue a contract discrepancy report to the Contractor when services do not conform to contract standards, or exceed the maximum allowable defects for any service identified in the PRS. Additionally, the Government will also issue a Notification of Service Deficiency Report (NSD) in the event of any safety violation or hazardous situation endangering the facilities or health of individuals.

4.2 REPORTS.

4.2.1 Daily Post-Run Summary Report. The manager will collect and review all Daily Post-Run reports submitted by Safety Attendants/Safety Attendants (SPED). The manager will synthesize the information into one Post-Run Summary Report and submit said report to the COR that same day.

4.2.2 Daily Incident Summary Report. The manager will collect and review all Daily Incident Reports submitted by Safety Attendants. The manager will synthesize the information into one Incident Summary Report and submit said report to the COR that same day.

4.2.3 Monthly Summary Report. This report shall summarize all of the information reported via the Daily Post Run Reports and Daily Incident Reports for the preceding month and include analytical comments and perspective. It shall be submitted to the COR not later than the third business day of each month for activity in the prior month (i.e. the report submitted on the third business day in October will cover the preceding month of September).

4.2.4 Semi-Annual Summary Report. This report shall summarize all activity reported in the Monthly Summary Reports. These reports shall include analytical comments and perspective and shall be submitted to the COR no later than July 05, 2016 and not later than Jan 05, 2017 respectively.

4.3 QUALITY CONTROL.

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 service. As a minimum, the QCP shall address the areas identified in the Schedule of Deductions (reference Exhibit 4). Failure by the Contractor to perform critical performance elements in accordance with the PWS requirements are subject to the Schedule of Deductions Exhibit 4, Table 1. The contractor shall provide a copy of the QCP and a specific quality control point of contact to the Contracting Officer.

4.3.1 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 ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

4.3.2 Incidental Observance. 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.

4.3.3 Customer Complaint Surveillance. 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 contractor 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.

4.3.4 Meetings. Attend a Post-award Conference and any other meetings. As needed, the Contractor, Contracting Officer, and COR shall meet to exchange quality control information or to discuss problems. It is the Government’s intent to conduct these meetings telephonically.

4.4 SUBCONTRACT MANAGEMENT

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor shall manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the CO or COR.

5.0 STANDARDS OF CONDUCT

5.1 Contractor personnel shall NOT:

5.1.1 Use verbal assault, foul language, personal or racial insults, physical contact, or threats of physical violence to obtain a student’s name or to enforce discipline during the performance of contracted services.

5.1.2 Engage in any conduct of a sexual nature (verbal or physical) with students on/around the school grounds or on/within bus service vehicles.

5.1.3Be under the influence of intoxicants, drugs or medications that impair the senses during the performance of contracted services.

5.1.4 Use tobacco, use cellular phone for personal reasons, eat, or drink at any time while performing contracted services. This includes in and around contractor-operated vehicles, on school grounds, and on the installation. This further includes conduct that would result in the presence/scent of residual smoke on or around the transportation vehicle at the time of contracted services.

5.1.5 Give or sell beverages, food, tobacco products, or merchandise to passengers.

5.2 Contractor personnel shall:

5.2.1 Limit physical contact with passengers to those actions necessary for the safety of the passengers; for example, to assist passengers in getting on or getting off the bus, to assist in fastening seat belts (where required), to break up fights, to administer first aid (if applicable), to keep a passenger from falling or tripping, etc.

5.2.2 Be properly attired and present a neat and clean appearance. Attire shall be uniform and consist of a polo shirt, pants, reflective vest (solid color) such that upon casual observance, contractor personnel can be identified and not be confused for a student. Include shoes that cover both toe and heel and are appropriate for running, jumping and basic climbing. Not include tank tops, shorts, or clothing with offensive language or gestures. Include nametags that are clearly visible at all times during the performance of duties.

6.0 DELIVERABLES

Deliverable

PWS Ref.

Delivery Date

Conference

4.3.4

Within two weeks of award and as needed

Safety Attendant Services

2.1

01 Feb 2016 – 31 July 2016 Safety Attendants (SPED) 2.2 01 Feb 2016- 31 July 2016 Daily Post Run Summary Reports

4.2

Submit reports with findings same day as received

Daily Incident Summary Reports

Submit reports with findings same day as received

Monthly Summary Reports

Third business day of each month for activity in the prior month.

Semi-Annual Summary Reports

4.2

01 July 2016 and 05 Jan 2017 respectively Exhibit 1 (15-16 School Calendar)

Exhibit 2

Safety Attendants/Safety Attendants (SPED) Regular Daily Bus Route Information

1. Daily Bus Routes Departing from and Returning to Antilles School Bus Depot, Monday-Friday in accordance with the School Year Calendar:

Estimated

2. Daily Bus Routes departing from and returning to Antilles School Bus Depot, Monday-Friday in accordance with the School Year Calendar (continued):

Estimated

3. Daily Bus Routes Departing from and Returning to Ramey School Bus Depot Monday-Friday in accordance with the School Year Calendar:

RAMEY SCHOOL Estimated

NO AM

NOTE:

Total daily routes for SY:

Ft. Buchanan: (23) Plus (1) Mid–day run (Pre-K) Ramey School (Aguadilla): (6) Total daily routes (SPED):

Ft. Buchanan (4)

Ramey School (Aguadilla) (1) Grand total: 35 routes

EXHIBIT 4

SCHEDULE OF DEDUCTIONS

The Contractor is subject to deductions for incomplete or unsatisfactory Safety Attendant and Safety Attendant (SPED) services A Notification of Service Deficiency (NSD) will be issued by the COR or CO as detailed within Exhibit 4. The NSD will explain the circumstances and findings concerning the incomplete or unsatisfactory service, and will state the amount of deduction from the invoice(s), if any. Exhibit 4 provides the complete SD list and rates of deduction.

1.0. Notification of Service Deficiency (NSD). The Contractor is subject to deductions for incomplete or unsatisfactory bus transportation services. For unsatisfactory or incomplete services, an NSD will be issued by the COR.

1.1. The NSD will explain the circumstances and findings concerning the incomplete or unsatisfactory service, and will state the amount of deduction from the invoice(s), if any. A sample NSD form is attached to this TE.

1.2. The Government shall use any completed NSD as part of an overall evaluation of Contractor performance when determining present or future contractual actions. Deductions can be taken in addition to any other actions taken by the Contracting Officer.

2.0. NSD Issuance and Instructions.

2.1. The Government shall issue an NSD to the Contractor within two (2) working days of the knowledge of the discrepant event.

2.2. The Contractor shall respond to, and return the NSD within two (2) working days after receipt of the Report. Failure by the Contractor to timely respond shall result in a final determination by the Government without Contractor input.

2.3. The COR will provide a copy to the CO. The Government will make a determination based upon the Contractor’s timely response and, as needed, apply the appropriate deduction.

2.4. The COR shall forward a completed NSD with the Government’s determination to the Contractor within 7 working days of their response submission (or 9 working days after NSD report date if no timely response is provided by the Contractor).

2.5. When a deduction determination is made, the amount of the deduction will be applied to the next invoice submitted by the contractor.

3.0. Schedule of Deductions Table. (Provided on the next page.)

Schedule of Deductions (SDs) Table 1

SD

No

TE paragraph Deduction

Per Affected Service Run*

* As used within this Table of Deductions, a Service Run is defined as one complete run of service, to include:

- One service run to or from the school as part of the daily bus route service

SD

No

TE paragraph Deduction

Per Affected Service Run*

* As used within this Table of Deductions, a Service Run is defined as one complete run of service, to include:

- One service run to or from the school as part of the daily bus route service

TECHNICAL EXHIBIT 5

NOTIFICATION OF SERVICE DEFICIENCY (NSD)

(Reference Performance Work Statement (PWS)

Contract Number: Contractor:

Date of NSD Report

Deficiency: ___________ Issued By: ___________________ Date: __________

Contract CLIN

Route No.

Contractor Employee Name

Service Deficiency

SD Deduction Rate

Contractor Response

Describe Cause of Deficiency and Action Taken to Correct Deficiency:

Government Action

Government Finding:

SD Rate Applied to Contract CLIN _____ _____ No ______ Yes – Dollar Deduction

Deduction Applied to Current Invoice No. ____________ or _____ Next Immediate Invoice Received

Government Signature: _________________________ Title: _____________________

Date: _______