Performance_Work_Statement.doc

DRAFT

PERFORMANCE WORK STATEMENT

FOR

SHUTTLE BUS SERVICE

BETWEEN

U.S. COAST GUARD

COAST GUARD ISLAND

ALAMEDA CALIFORNIA

AND

RONALD V. DELLUMS FEDERAL BUILDING

1301 CLAY STREET

OAKLAND CALIFORNIA

AND

MASS TRANSIT FACILITY

LAKE MERRITT BAY AREA RAPID TRANSIT STATION

OAKLAND CALIFORNIA

DECEMBER 2015

1.

BACKGROUND: The U.S. Coast Guard employs individuals at Coast Guard Island, Alameda, California, and the Ronald V. Dellums Federal Building, Oakland, California. Mission requirements dictate that employees are provided reliable transportation between these work sites to conduct regular business for an official purpose. In addition, transportation between these work sites and the local mass transit facility at the Lake Merritt Bay Area Rapid Transit Station, Oakland, California, is considered transportation for an official purpose. A regularly scheduled shuttle bus service is required to provide employees safe, secure, and reliable transportation between Coast Guard Island (CGI), the Ronald V. Dellums Federal Building (Federal Building), and the Lake Merritt Bay Area Rapid Transit station (BART).

2.

SCOPE: Contractor shall provide all supervision, labor, and equipment required to provide safe, secure, and reliable shuttle bus services for the U.S. Coast Guard, Base Alameda (Government), located at Coast Guard Island. The required service is operation of a shuttle bus on a regular schedule to transport personnel between Coast Guard Island, the Ronald V. Dellums Federal Building, and the Lake Merritt BART station.

2.1 The requirements contained in this contract are performance based with a focus on the desired result and outcome. This requires the Contractor to develop and apply innovative and efficient approaches to the contract requirements.

3.

HOURS OF OPERATION: Contractor shall provide the regularly scheduled service from 5:20 AM to 6:30 PM, Monday through Friday, except on recognized Government holidays or other days declared by Executive Order. Recognized Government holidays are New Year’s Day; Birthday of Martin Luther King, Jr.; Washington’s Birthday; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas Day. No regularly scheduled shuttle bus services shall be performed on weekends. In the event shuttle services are not required during normal hours of operation, Contractor will not receive payment if the Contracting Officer (KO) or his/her designated representative provides Contractor three (3) business days notification in advance. In the event KO or the designated representative does not provide this advance notification, Contractor will be paid as regularly scheduled.

4.

CONTRACTOR VEHICLE REQUIREMENTS

4.1 Contractor shall provide a shuttle bus which seats fifteen (15) passengers at a minimum for services under this contract and shall furnish a replacement shuttle bus which seats fifteen (15) passengers at a minimum when regular equipment is out of service. The vehicle shall be a shuttle bus that allows for ease of loading and unloading passengers in a timely manner at regular stops. A passenger van is not acceptable. The vehicle shall be readily accessible to, and usable by, individuals with disabilities, including individuals who use wheelchairs, and it shall comply with all Federal, State, and local statutory requirements for disabled passenger accessibility. All vehicles shall meet the applicable license, registration, identification, Public Utility Commission, safety, and insurance standards required by State and Federal law. Certificates of Insurance shall list the vehicles in use on this contract. All vehicles shall not be older than five (5) years, in good mechanical condition, and reliable. Vehicles that do not meet the minimum requirements specified shall be replaced immediately so that service will not be unnecessarily delayed or interrupted. Contractor shall notify Government of its intention to permanently substitute a vehicle at least five (5) business days prior to the vehicle’s replacement and shall provide Government with the vehicle’s registration and insurance information at least three (3) business days prior to the vehicle being put into service. Contractor shall immediately notify Government of the temporary substitution of a vehicle, such as those made necessary by mechanical failure or regular maintenance. Any vehicles substituted shall meet all criteria listed in this paragraph 4 and its subparagraphs.

4.2 All Contractor-provided vehicles shall be equipped with a heating and air conditioning system and a defogger for the windshield. The system shall provide an even temperature throughout the vehicle of not less than sixty-five (65) degrees Fahrenheit and no more than eighty (80) degrees Fahrenheit.

4.3 Contractor shall provide all maintenance and repair services required to ensure all vehicles are serviceable, mechanically safe, and meet all applicable Federal and State vehicle safety inspection requirements. With the exception of emergency roadside maintenance, no maintenance and repair will be performed while vehicles are on Government property. Contractor shall have qualified personnel inspect the vehicles used in the performance of this contract to ensure vehicles are mechanically safe. Contractor shall ensure that all vehicles provided for use in this contract are kept in a clean condition, inside and outside, with the interior free of debris, trash, and spillage. Upon request and within two (2) business days, Contractor shall furnish Government with true and correct copies of any and all maintenance and repair service records.

4.4 Government has the right to periodically inspect Contractor's vehicles, and, if any vehicle is determined to be unsafe or in unsatisfactory condition, to prohibit its use until such unsafe or unsatisfactory conditions have been corrected. In such event, Contractor shall provide replacement vehicles, as necessary, to maintain the schedule.

4.5 Contractor shall furnish each shuttle bus with a cellular telephone with a hands-free device and capability that will permit the driver to communicate with, at a minimum, Base Alameda personnel and local area emergency responders. Contractor will be responsible for the contract, maintenance, and repair of the cellular phones. The Contracting Officer’s Representative (COR) will supply Contractor with any applicable Government phone numbers. Contractor shall supply the shuttle bus telephone’s number to KO and COR. Contractor’s employees shall not make or receive personal calls unless they are on an official break.

4.5.1 California law states that use of a cell phone, without a hands-free device or without using the speaker phone function, is illegal while driving, unless such usage is for an emergency situation to call the police, fire, or medical authorities. Texting while driving is also illegal. Contractor will receive a Contract Discrepancy Report (CDR) upon the first occurrence of a driver’s negligence in this regard; should such disregard of this requirement occur a second time during the life of the contract, including any option years, by the same driver, Contractor shall immediately and permanently remove the driver from this contract.

4.6 Vehicles shall have no manner of display, on either the interior or the exterior, which indicates that the passengers are military members and civilian employees.

5.

CONTRACTOR EMPLOYEE REQUIREMENTS

5.1 All drivers shall be legally entitled to work in the United States of America, properly licensed to operate a passenger shuttle bus vehicle, and able to read, write, and speak in English so as to be understood by passengers and emergency personnel.

5.2 All drivers shall meet the required Federal, State, and local drivers licensing requirements for operation of commercial vehicles under this contract. Any such license shall be in the possession of the drivers whenever operating a vehicle under this contract and shall be available for inspection by KO, or their designated representative, upon request.

5.3 Contractor shall conduct, and document, an employee suitability investigation on each driver assigned to this contract. The investigation shall incorporate, at a minimum, a background check, which shall include a criminal component, and a California State Department of Motor Vehicles (DMV) report containing information for the preceding ten (10) years. This information, along with copies of each driver’s current California State license and current Medical Examiner’s Certificate, shall be provided to KO and COR for review at least three (3) business days prior to any driver performing under this contract. On each contract anniversary date, Contractor shall provide KO and COR updated investigation and DMV reports on each driver. If drivers’ licenses or certificates renew during a contract year, Contractor shall immediately furnish KO and COR with copies of the renewals. No driver shall begin work until approved by KO, and KO has the right to disapprove potential drivers for failure to comply with these Contractor Employee Requirements or for an unacceptable DMV report.

5.4 Contractor shall not employ any person for work on this contract if such employee is identified to Contractor by KO as a potential threat to the health, safety, security, general well being, or operational mission of the Government installation and its population, and KO has the right to immediately remove such personnel from the premises. This identification will not excuse Contractor from performing the contract’s requirements.

5.5 Contractor shall submit to COR a roster of employees under this contract, which shall include each employee's full name and an emergency personal telephone number. This information shall be used only for issuance of Government identification cards and in the event of emergencies.

5.6 All drivers shall wear a company uniform. Drivers’ attire shall be standardized in style and color, be in accordance with company policy, and be easily identified by either a stitched company logo or name badge with the company name and other information listed. Drivers shall display their name in plain view on their uniform. While operating the shuttle bus, drivers shall display their license to operate such a vehicle.

5.7 All drivers shall be trained in, and shall be capable of, assisting disabled passengers in boarding and exiting vehicles used under this contract.

6.

SUPERINTENDENCE BY CONTRACTOR

6.1 Contractor shall provide supervision of employees to assure compliance and satisfactory performance. Contractor shall ensure that his employees perform their duties in a professional, courteous, and safe manner. Contractor, or specified representative, shall be available to meet with Government personnel within two (2) hours of notification. During hours of operation, Contractor or representative shall be available to receive complaints and directions via telephone, e-mail, or fax. All parties shall be legally entitled to work in the United States of America and shall read, write, and speak English.

6.2 The driver shall notify COR immediately of any delays in meeting the schedule requirements due to traffic, accidents, construction, mechanical breakdowns, or shuttle bus driver availability. This notification by the driver shall be followed up within twenty-four (24) hours by an e-mail report to COR from Contractor concerning the incident.

6.3 Contractor shall respond to comments and complaints from KO and COR, in written form, within one (1) business day of the occurrence. In a case of equipment malfunctioning, Contractor will make every effort to resolve the problem within fifteen (15) minutes, in order to ensure customer satisfaction. If the problem is systemic, Contractor will submit a written plan of correction to KO and COR.

7.

SHUTTLE BUS SCHEDULE

7.1 Contractor shall provide scheduled shuttle bus services, as described in this specification. Contractor is responsible for providing relief drivers, as necessary, to ensure that the schedule is maintained. Government may adjust the schedule and stops, either temporarily or permanently, but within the same timeframe of 5:20 AM to 6:30 PM.

7.2 Shuttle buses shall not depart the designated stops earlier than the scheduled departure time or later than five (5) minutes after the scheduled departure time. In the event the shuttle bus reaches capacity, the driver shall notify the individuals who cannot ride on the shuttle bus when the next shuttle bus should arrive. Contractor is not obligated to provide extra services for these individuals. Contractor shall not allow passengers to stand while the vehicle is in motion. Contractor shall not allow bicycles, scooters, metal carts, or similar equipment on the vehicle.

7.3 Contractor shall provide scheduled shuttle bus services in accordance with the provided Schedule. All routes begin and end at Coast Guard Island, Alameda, CA. The first shuttle bus run of the day shall begin at 5:20 AM. The last shuttle bus run of the day shall begin at 5:45 PM and end at approximately 6:20 PM on Coast Guard Island. Each shuttle bus run lasts approximately thirty-five (35) minutes. The average number of passengers per run is ten (10); however, the number varies depending on the time of day.

8.

SHUTTLE BUS STOPS

8.1 COAST GUARD ISLAND STOPS shall be as follows and as indicated on the Schedule:

Stop 1: In front of Building 2 on Hudson Drive

Stop 2: Bus stop on the corner of Eagle Road and Wakefield Drive

Stop 3: In front of Building 14 on McCulloch Drive Stop 4: Bus stop across from Building 22 on Hudson Drive All routes shall begin and end at Stop 2 on Coast Guard Island. Because of activities on Coast Guard Island, these stops are subject to occasional, temporary changes.

8.2 FEDERAL BUILDING STOP: The Federal Building is located at 1301 Clay Street, Oakland, CA. The load and unload location shall be at the turnout on the northwest corner of the intersection of 14th Street and Clay Street, approximately fifty (50) feet before Clay Street. Because of activities in downtown Oakland, this shuttle bus stop is subject to occasional, temporary changes.

8.3 BART STATION STOP: This station is located at 800 Madison Street, Oakland, CA. The load and unload location is in the parking lot located between Oak Street and Fallon Street, and between 8th Street and 9th Street. The shuttle bus shall stop in the lane of the lot closest to Oak Street.

9.

SHUTTLE BUS PASSENGERS

9.1 Authorized shuttle bus passengers, for both “official” use and “mass transit facility” use, are Coast Guard active duty, reserve, auxiliary, and retired members; direct civilian employees; and military dependents when accompanied by a military member. Base Alameda, through the COR, may authorize additional passengers on a case-by-case basis, either on a one-time, a short-term, or an ongoing basis, and will provide written authorization to the passenger. Contractors and their employees are not authorized by law to use the shuttle bus for transportation between the work site and a mass transit facility, but they may be authorized by Base Alameda to use the shuttle bus for “official” use.

9.2 Shuttle bus drivers shall allow only authorized passengers to use the shuttle services. Drivers shall check identification of all passengers when they board and prior to their taking a seat. All passengers must have a valid USCG military, auxiliary, or USCG civilian identification, or other government-issued photo identification PLUS Base Alameda case-by-case authorization. Contractor will receive a CDR upon the first occurrence of a driver’s negligence in this regard; should such disregard of this requirement occur a second time during the life of the contract, including any option years, by the same driver, Contractor shall immediately and permanently remove the driver from this contract.

9.3 There shall be no smoking in these vehicles by either the passengers or by Contractors’ employees. The driver shall not eat or drink while the vehicle is in motion. Radios of any sort, or any type of music player, shall not be on while vehicle is operating under this contract. Government passengers will be required to comply with Contractor’s policies concerning eating or drinking, while a passenger in Contractor’s vehicles. Contractor may prohibit these activities at his discretion. Such policies shall be prominently posted in each vehicle. Contractor shall provide assistance for all shuttle bus passengers with disabilities.

10.

UNSCHEDULED SHUTTLE BUS SERVICES: Contractor shall provide, on receipt of a properly prepared delivery order, non-scheduled shuttle bus services. Delivery orders will be provided to Contractor at least forty-eight (48) hours in advance of the required services and shall specify the required shuttle bus size, estimated number of hours required, required departure time and location, destination, and estimated departure time from destination for return trip. All special shuttle bus requirements will be handled as separately-negotiated delivery orders.

11.

SHUTTLE BUS AND PASSENGER SAFETY AND SECURITY

11.1 The safety and security of the shuttle bus driver and shuttle bus passengers is of the highest importance. A potentially dangerous or unsafe situation is a subjective determination, and the shuttle bus driver must exercise his or her best judgment to determine if such a situation exists or is developing.

11.2 If a potentially dangerous or unsafe situation, which requires a law enforcement or security response and/or presence, exists or is developing on the shuttle bus, then the shuttle bus driver shall:

Stop the shuttle bus, if it is not already stopped, and park it in a safe location. If the shuttle bus is already parked, then the shuttle bus shall not depart until the situation is resolved.

Call 911, Local Law Enforcement, Base Security, and/or the Base Security Division Chief to report the situation and exact location of the shuttle. Base phone numbers will be provided by COR.

Direct all passengers to disembark the shuttle, if possible and safe to do so. The shuttle bus driver shall assist disabled passengers in this process.

Move away from the shuttle to a safe location, if possible and safe to do so.

Await the arrival of law enforcement or security personnel.

11.3 When safe to do so, the shuttle bus driver shall notify the COR of the situation for further reporting up the chain of command. Other issues that warrant reporting, but NOT a response from local law enforcement or Base Security, shall be reported directly to the shuttle COR.

12.

CONTRACTOR QUALITY CONTROL

12.1 Contractor shall establish and maintain a complete Quality Control Program that ensures that work performed under this contract meets the requirements of this contract. Contractor performance inspections are independent of those performed by Government. Contractor shall perform inspections prior to requesting acceptance of the work by Government. Contractor, or Contractor’s representative, shall attend the pre-performance meeting, as well as other meetings, with KO, COR, and other Government personnel, to discuss contract requirements and quality considerations.

12.2 Contractor shall provide to KO a Quality Control Plan (QCP) for shuttle bus services under this contract within ten (10) business days following award of this contract. KO shall approve all revisions to the plan once submitted and approved. The QCP shall include a monitoring program by which Contractor shall ensure that the work tasks are being completed properly. Monitoring will occur on at least a weekly basis. The QCP shall also include specific actions that Contractor shall take to improve performance whenever Contractor discovers substandard performance, or when substandard performance is identified by CDRs filed by COR. Contractor shall maintain written records of its monitoring program, which will indicate the date, the specific area monitored, a description of the quality of work observed, and any follow-up actions taken. Upon request by KO or COR, Contractor shall provide copies of these records within two (2) business days for Government review.

13.

GOVERNMENT INSPECTION

13.1 Government will evaluate Contractor's performance under this contract. Contractor, not Government, is responsible for quality control and management actions to meet the terms of the contract. Government performs quality assurance inspections to monitor whether contract standards are achieved. COR will perform the monitoring and inspection of Contractor’s services. COR has authority to point out discrepancies and corrective measures but does not have authority to alter the terms or conditions of the contract without written authority from KO.

13.2 Government surveillance may include, but is not limited to, COR inspections, customer complaints, and verification of Contractor performance. All discrepancies pointed out shall be corrected. No payment shall be made for services that are not performed in accordance with the contract terms, conditions, and specifications. Government will record all instances of substandard performance, whether through inspections, direct observation, customer complaints, or any other mechanism.

14.

REQUIRED REPORTS: Contractor shall provide to the COR a monthly passenger count report, to be delivered within five (5) calendar days of the end of each month. This report shall contain the date of service; the number of passengers picked up at each stop for each run; the number of passengers dropped off at each stop for each run; and the total number of passengers utilizing the shuttle bus service during each run. The report shall also include a daily total number of passengers.

Appendix A

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