Shuttle_Service_PWS_Final.pdf

Shuttle Service PWS

Performance Work Statement (PWS)

Shuttle Service 01/24/2018

Vision Statement

1 Introduction

1.1 Background

1.3 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Bus Requirement

2.7 Maintenance

2.8 Location and Hours of Work

2.7 Transportation Schedule and Oral Orders

3 Performance Requirements

3.1 High Level Objective - Transportation from SAV to MCRDPI

3.1.1 Pickup

3.1.2 Delivery

3.2 High Level Objective - Operation/Management of Shuttle Service

3.2.1 Airport Liaison Coordination

3.2.2 Route Order Sheets

3.2.3 Insurance/Driver Requirements/Maintenance

4 Special Requirements

4.1 Security and Safety

4.1.1 Security

4.1.2 Safety

4.1.3 Inspection

4.2 Transition

4.3 Government Furnished Materials

4.6 Quality

4.6.1 Quality Control

4.6.2 Quality Assurance Surveillance Plan (QASP)

5 Performance Requirements Summary

Vision Statement

Provide an airport shuttle service (bus and driver) from Savannah/Hilton Head International Airport (SAV) to the Marine Corps Recruit Depot-Parris Island, SC (MCRDPI) for recruits arriving to attend basic training.

1 Introduction

MCRDPI intends to award a Firm Fixed Price – Indefinite Delivery-Indefinite Quantity (IDIQ) type contract with a base period of twelve months and four (4) twelve month option periods to support the transportation from SAV to MCRDPI for inbound recruits.

1.1 Background

The requirement for an airport shuttle service for MCRDPI recruits was insourced in Fiscal Year 2013.

MCRDPI has decided to outsource this requirement.

1.2 Scope

The estimated requirement for one year (1) is 300 round trips based on approximately 13,000 passengers requiring transportation from SAV to MCRDPI. The maximum number of trips/year is 360. The normal, workweek will consist of two (2) scheduled days per week, Monday and Tuesday. On occasion, a trip will be required on Wednesday. See paragraph 2.6. The minimum quantity for this IDIQ will be 200 trips and will be met with the 1st task order...

2 General Requirements

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement.

The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of the contract and its personnel. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract management, and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at MCRDPI and the contractor's corporate offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a designated representative to serve as a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor will provide to the Government’s Airport Liaison and Contracting Officer Representative (COR) the current phone number and e-mail of its designated representative. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall maintain the currency of their employees required education, training and experience by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.4 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.

i) The contractor shall include provisions of paragraphs (1) through (7) of the Military Surface Deployment & Distribution Command (SDDC) Military Bus Agreement in every subcontract or purchase order unless exempted by rules, regulations, orders of the Secretary of Labor issued pursuant to section 204 of Executive Order No. 11246 of September 24,1965 so that such provision will be binding upon each subcontractor or vendor. The Carrier will take such action with respect to any subcontract or purchase order as the Military Agency may direct as a means of enforcing such provision, including sanctions for noncompliance; provided, however, that in the event the Carrier becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the Military Agency, the Carrier may request the United States to enter into such litigation to protect the interests of the United States.

ii) The prime contractor shall manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations.

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task.

Contractor must hold a current and approved certification with Defense Travel Management Office (DTMO) for passenger transportation. Carriers must have current operating authority from those states in which they will perform operations for the Government. Offerors shall submit a copy of their South Carolina and Georgia State Operating Certificate or a separate notarized statement that they meet all South Carolina and Georgia licensing requirements with their quote and the awardee shall provide and update license yearly upon exercise of an option.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract. The minimum driver requirements are:

i) Legal Resident of the US

ii) Must be able to communicate in English

iii) Meet Department of Transportation requirement for type of bus operated for the shuttle service.

iv) The Contractor shall carry vehicular liability, general public liability and cargo insurance as required by law

2.6 Bus Requirement

Per the approved SDDC Military Bus agreement (Attachment 1)and the current requirement each bus shall be environmentally controlled and be capable of transporting a minimum 42 passengers with luggage space for storing each passenger’s belongings.

2.7 Maintenance

Contractor shall be responsible for all maintenance, repair and safety inspections of vehicles providing services under the agreement, as required by Federal, State, and local laws, rules, regulations, ordinances, directives, and guidance.

The contractor shall provide in their Quality Control Plan a plan for scheduled preventive maintenance and comply with this plan during the performance of this PWS. The plan shall include preventive maintenance and brake inspection to be performed at regularly scheduled intervals, in accordance with the manufacturer’s scheduled recommendations and timetable.

The contractor shall maintain Preventative Maintenance Inspection Reports. The reports shall include, but not be limited to: vehicle make, model, serial number, license number, vehicle identification number, fuel type, condition reports, mileage, hours in service, component change-outs, and failure call information, etc. Maintenance records shall be maintained on each vehicle and be provided to the COR or CO upon request.

In the event that a bus becomes inoperable when scheduled to transport or while transporting passengers, the contractor will immediately dispatch a replacement bus if the estimated time of repair/replacement exceeds 20 minutes and shall also notify COR or CO. Passengers shall not wait more than one hour from the time of bus breakdown until the arrival of alternate transportation. Substitute service is provided by the contractor with no additional cost to the Government. See paragraph 4.1.5 Contractor Delay/Nonperformance.

2.8 Location and Hours of Work

a) Standard (Non-Peak) Schedule (October-May): The Normal work week will consist of two (2) scheduled days per week, Monday and Tuesday. Each day shall consist of two (2) buses to provide for a minimum two (2) and maximum of six (6) round trips per bus on Monday and a minimum of one (1) and maximum of four (4) round trips per bus on Tuesday. As needed, on non-holiday weeks, one bus and driver service may be required on Wednesdays for a total of one

(1) round trip.

b) Holidays: If there is a US Federal Holiday and it is observed on Monday, the scheduled days shall be Tuesday and Wednesday.

The Contractor shall not provide service on the following federal holidays:

• New Year’s Day • Labor Day

• Martin Luther King Jr. Birthday • Columbus Day

• Presidents’ Day • Veterans Day

• Memorial Day • Thanksgiving Day

• Independence Day • Christmas Day

c) Weather/security: If weather/security results in delays either in hours or days. For hours, the driver waits. For days, the requirement moves forward in the amount of days delayed. Same for closures. Cancellations are handled through the notification process either before or during execution.

d) Peak Shipping Months (June-September): During the peak recruit shipping months of June, July, August and September (JJAS). The Normal work week will consist of two (2) scheduled days per week, Monday and Tuesday. Mondays shall consist of three (3) buses to provide for a minimum two (2) and maximum of four (4) round trips per bus. Tuesdays shall consist of two (2) buses to provide for a minimum of one (1) and maximum of four (4) round trips per bus. As needed, on non-holiday weeks, one bus and driver service may be required on Wednesdays for a total of one (1) round trip.

e) No Ship Weeks: There will be approximately 14 “No Ship” weeks annually. The term “No Ship” week is defined to mean a week, in which no recruits will be shipped, therefore, no service will be required. The contractor will be notified annually by September a listing of all tentative “No Ship” dates. The contractor will also be notified five working days prior to the beginning of the “No Ship” week.

2.9 Transportation Schedule and Oral Orders

a) The Government (COR or Airport Liaison) will provide a projected schedule of inbound recruits, by Thursday afternoon the week prior to pick up of the schedule shuttle service week. Around 1500 on Monday of the service week, the Government will provide updated flight schedules of inbound recruits. These schedules shall include route order sheets.

b) In the event of a change to either of the schedules identified above, the Government will provide notice within five (5) working days prior to the schedule change. The notice will be confirmed in writing and/or orally over the telephone. The contractor shall then provide bus and driver service in accordance with the change. However, last minute unforeseen/unplanned changes, flight cancellations and delays may occur as a result of inclement weather. As such, the government will provide notice as accurate flight information becomes available. Additionally, should a passenger(s) miss their scheduled flight causing the Government to have an additional unscheduled and/or delayed requirement past the last scheduled pick up window, the contractor will be given the opportunity to accept or decline the service.

c) All declinations will be provided to the Government in sufficient time for the Government to provide its own transportation services to reduce processing delays of inbound recruits.

d) Oral Orders – The Contracting Officer Representative (COR) (Mr. Sammie McDonald [843] 228- 2105) and the Airport Marine Liaison from the Recruit Processing Company shall serve as the Governments Ordering Officers and have the authority to place oral orders for transportation service.

i. Each order shall include the date services required and the number of buses and drivers needed on that date.

ii. Orders will normally be confirmed by 1700 hours on the date of service.

iii. The Contractor shall respond within one hour of receipt of the Government’s oral request.

iv. The Contractor will notify the Airport Liaison no later than 1800 if service cannot be completely fulfilled.

e) The Ordering Officer has the right to refuse Contractor’s service when anyone of the following conditions exists:

i) Contract driver incapacitated (i.e., under the influence of a substance or ill).

ii) Contract driver unable to provide a valid license and/or proper identification.

3 Performance Requirements

3.1 High Level Objective - Transportation from SAV to MCRDPI

3.1.1 Pickup

Since the arrival of recruits into SAV is dependent on flight schedules, the earliest arrival of recruits is around 1800 and the latest is around 0200. At 1800, once recruits from various flight arrivals meet and assemble, transportation to MCRDPI shall commence. However, the first departure from SAV to MCRD PI will normally commence around 2100. Although, bus and driver services at the airport are required from 1800 to 0200, the first departure time from SAV will be coordinated daily by the designated Airport Liaison. See paragraph 3.1.2. Note: Flight delays may result in a later pick up time. As a result, a two

(2) hour window past the latest pick up time of 0200 is required of all drivers.

3.1.2 Delivery

Delivery of recruits will be to Recruit Receiving, Building #6000, MCRDPI. The delivery manifest and route order sheet shall be provided to the Government Representative (Drill Instructor) at destination.

3.2 High Level Objective - Operation/Management of Shuttle Service

3.2.1 Airport Liaison Coordination

Drivers shall contact the Airport Liaison approximately ten (10) minutes away from airport to confirm if a full bus capacity of recruits has arrived. This is to ensure recruits are ready to leave once bus has arrived.

A manifest will be provided by the Marine Liaison which shall also be delivered by the driver to the receiving Drill Instructor at MCRDPI.

3.2.2 Route Order Sheets

The Government will provide the Contractor with a copy of a Route Order Sheet that will be used for each bus order/bus trip. All movement occurs after 1800.

Contractor will be required to reproduce the Route Order Sheet at Contractor’s own expense. Contractor’s driver shall ensure that Route Order Sheet (2 copies) are properly filled out and signed by the Marine Corps Liaison at the Savannah International Airport and delivered to the Government Representative at destination.

The original copy shall be retained by the contractor, and one copy of the completed Route Order Sheet shall be delivered to the receiving Drill Instructor at Parris Island.

3.2.3 Insurance/Driver Requirements/Maintenance

a) The contractor shall furnish the Contracting Officer (CO) with their Certificate of Insurance (see FAR Clause 52.228-10), containing an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government, shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer’s Representative

(COR).

i) Insurance. Interstate carriers will have insurance coverage in the amount required by the

Federal Highway Administration (FHA). Intrastate carriers will have insurance coverage in the amount required by their state regulatory body. Carriers operating both intrastate and interstate are required to comply with FHA insurance requirements. Proof of commercial insurance is not required for those carriers self-insured under FHA/DOT criterion. For those intrastate carriers not licensed by FHA a current certificate of insurance will be filed with SDDC (Attachment 2). This certificate requires insurance companies to notify SDDC when insurance coverage is canceled, the limits adjusted or other significant changes implemented. The Certificate of Insurance will be executed in every detail, notarized and submitted to SDDC, Attention: SDPPIP, 200 Stovall Street, Alexandria, VA 22332-5000. All signatures must be original handwritten signatures.

Rubber stamp impressions or other facsimiles are not acceptable. Nothing in this part or elsewhere in this agreement will be construed to limit or affect in any manner the common carrier liability or other liability of the Carrier. In addition, SDDC requires all approved motor carriers to carry proof of insurance on all equipment.

b) Certification Requirements. The Carrier must hold current charter or common carrier operating authority as required by appropriate regulatory agencies.

i) Interstate Operating Authority. Carriers performing interstate operations as either common or contract carriers for the DOD will file current copies of their FHA operating authority with SDDC.

ii) State Operating Authority. Carriers must have current operating authority from those states in which they will perform operations for the DOD. Those Carriers will submit copies of the appropriate state operating certificate or a separate notarized statement that they meet all state licensing requirements if the state is deregulated

c) The contractor shall ensure that all drivers meet the requirements of the PWS. Any changes to the roster of drivers shall be communicated to both the CO and COR.

d) The contractor shall maintain the busses in accordance with the PWS and arrange for replacement vehicle in the event of an inoperable bus. See paragraph 2.7.

e) The contractor shall report all mishaps and/or accidents in accordance with paragraph 4.1.2.

4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security and Safety

The contractor will abide by all current security and safety rules and regulations at SAV and on the designated route to MCRDPI. The contractor is responsible for the security and safety of all shippers during transportation from SAV to MCRDPI. The contractor, while performing any transportation on a Government installation shall conform to all security and safety rules and regulations of the installation.

4.1.1 Security

See Base Access section of SF1449

a) Base access requirements and procedures may change during the term of a contract. The contractor shall comply with all changes, and such compliance shall not be grounds for a request for an equitable adjustment or other contract modification.

b) Contractor employees shall comply with installation rules and regulations, including installation access requirements. The Contractor is responsible for ensuring that each of its fully comply with the following requirements:

c) The Commanding Officer of each base has broad authority to remove or exclude any person from the military installation to protect personnel and property, to maintain good order and discipline, and to ensure the successful and uninterrupted performance of the Marine Corps mission. In the exercise of this authority, the Commanding Officer may refuse to grant entry or may bar Contractor employees, including employees who have been granted a personal entry pass. Refusal to grant an employee a personal entry pass or debarment of an employee does not relieve the Contractor of the responsibility to continue performance under this contract, and shall not constitute grounds for contractor claim or request for equitable adjustment.

d) The Contractor’s employees shall observe and comply with all base rules and regulations applicable to contract personnel, including those applicable to the safe operation of vehicles, and shall not be present in locations not required for the proper performance of this contract.

e) Contractor personnel performing work under this contract shall be readily identifiable as an employee of the contractor either through the use of uniforms or with nametags, as directed by the Contracting Officer. Any alternate methods of ensuring contractor personnel are readily identifiable must be approved in advance by the Contracting Officer.

4.1.2 Safety

Contractor personnel and equipment entering a military installation are subject to security checks.

Contractor personnel shall follow any direction given by Military Police or other security or safety personnel.

-Contractor will abide by all security and safety regulations required by CG, MCRD PI.

a) Contractor shall ensure:

i. Drivers obey all motor vehicle laws, and operate vehicles in a safe manner.

ii. That all drivers are aware of and comply with special restrictions that are applicable to operating on government installations.

iii. That all drivers do not text or talk on wireless/cellular phones without a hands-free device.

iv. Smoking or chewing tobacco is prohibited.

v. Safety belts, if available on the busses, are required and shall be properly worn in compliance with the Department of Defense (DoD) and State laws.

vi. Drivers do not give shippers their personal cell phone for us use at any time.

vii. Drivers do not sell anything to shippers.

viii. Drivers do not take any photos with shippers.

ix. Drivers do not accept any gifts of any kind from shippers to include money.

x. Drivers do not engage in conversation with shippers except during emergency or unsafe situations.

xi. Drivers will not stop except during emergency, unsafe situations or at the direction of the Airport Liaison.

xii. During transport, shippers are not permitted off the bus except during emergency or unsafe situations.

b) Mishap Notification and Investigation: The contractor shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation.

i. When a bus is involved in an accident, the Contractor shall, as soon as possible, but no later than one (1) hour from the time of the accident, provide pertinent information to the Command Duty Officer at phone number (843) 228-3712.

ii. The contractor will immediately notify, but no later than one (1) hour from the time of mishap, the Airport Liaison and COR if the transportation mission cannot be continued using contractor resources. In these rare cases, the Government will assist the contractor to coordinate alternate transportation to avoid delay

iii. The contractor shall notify (via telephone) the contracting officer, the contracting officer’s representative, and/or other applicable members within four (4) hours of all mishaps or incidents for administrative purposes.

iv. The Government person notified by the contractor will in-turn notify the Safety office. If requested by the contracting officer, the contracting officer’s representative, and/or the program manager, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office.

v. The information shall, at a minimum, include the date, time, place of accident, nature of the accident, number of passengers aboard the bus, number and location of injured passengers, and arrangements to accommodate the uninjured passengers pending onward travel.

vi. The Contractor shall release information on any injured or deceased passenger(s) to the Command Duty Officer upon request.

vii. If the Government investigates the mishap, the contractor shall cooperate fully and assist the Government personnel until the investigation is completed.

4.1.3 Inspection

The Government reserves the right to inspect contractor equipment and vehicles or require documentation of compliance with the PWS’s specifications. If conducted, such inspections do not constitute a warranty by the Government that the contractor’s vehicles and equipment are properly maintained.

The Government reserves the right to restrict the contractor’s use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with PWS specifications. The restriction of such equipment and vehicles shall not relieve the contractor from providing all required services as defined herein.

4.1.4 Cancellation

When notice of cancellation of a route is after equipment and/or driver has been positioned or while, the Government will be financially liable for only the actual operating costs incurred by the contractor. The carrier will furnish the COR and Contracting Officer with substantive evidence to support all claimed cost.

4.1.5 Contractor Delay/Nonperformance

The contractor shall compensate the Government for any delay in service or failure to provide a bus as scheduled. If the Government is forced to re-procure a service, resulting from a delay in service or nonperformance by a contractor, the contractor shall be liable for the contracted amount and any difference between the contracted amount for the service and the cost to re-procure the service. If the contractor experiences an emergency situation that is beyond its control, this re-procurement liability is not applicable.

4.2 Transition

The contractor shall follow the transition plan submitted as part of the proposal and keep the Government fully informed of status throughout the transition period. Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

4.3 Government Furnished Materials

None.

4.4 Environmental Requirements

The contractor will not dump, discharge, or permit leaks of any fuel, lubricant, coolant, solid waste, water, or trash while on Department of Defense property.

4.5 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

4.5.1 Quality Control Plan (QCP)

The Contractor shall develop a QCP and maintain an effective quality control program to ensure services are performed in accordance with the IDIQ contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractors QCP is the means by which he assures himself that his work complies with the requirement of the contract.

The finalized QCP will be accepted by the Government at the time of the award of the Task/Delivery Order. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Governments review and approval. The Government may find the QCP "unacceptable" whenever the Contractors procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

4.5.2 Quality Assurance Surveillance Plan (QASP)

The Government shall monitor the Contractors performance under this Task/Delivery Order in accordance with the Government’s QASP.

5 Performance Requirements Summary Standard Sect

PWS

Acceptable Quality Level

Method of Surveillance

Incentive

Recruits Picked up at airport and delivered to MCRDPI in accordance with PWS and schedule

2.7 2.8 2.9 3.1 3.2

100 % of the time

Customer feedback planned sampling

Exercise option period

Vehicles and Operators meet PWS standards

2.5 2.6 3.2.3 4.1.1 4.1.2 4.4

Less than 2 defects or infractions per month

Customer feedback planned sampling

Exercise option period

Insurance, Route Sheets, Maintenance records, and other special requirements are administered in accordance with the PWS

2.2 2.3.2 2.3.3 2.4 2.7 2.9.e 3.1 3.2 4.1

Less than 2 defects or infractions per month

Customer feedback planned sampling

Exercise option period