PWS 13Jan26.docx

PERFORMANCE WORK STATEMENT (PWS)

U.S. Army Human Resources Command (HRC) Casualty and Mortuary Affairs Operations Division (CMAOD) National Capital Region (NCR) Transportation

PART 1 GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide ground transportation for Family members of U.S. Army Soldiers in and around the NCR area. The NCR encompasses Washington, DC; Montgomery and Prince George's Counties in Maryland; Arlington, Fairfax, Loudoun, and Prince William Counties in Virginia; and the incorporated cities of Alexandria, Falls Church, Fairfax, and Manassas in Virginia. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform transportation services as defined in this PWS, except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Army has a requirement to provide transportation for Family members of US Army Soldiers that have been classified as Deceased, Injured, Ill, or Wounded. Transportation is required for these Family Members when their presence is requested by an authorized official to attend a U.S. Government supported ceremonial event, and/or when Family Members have been called to the bedside of a Soldier by an authorized official. Ceremonial events may include but are not limited to funeral and memorial services and military honor and recognition functions. The bedside of the Soldier is defined as the location where a Soldier is receiving medical treatment.

1.3 Period of Performance: The Period of Performance shall be for one (1) Base Year of 12 months and (4) 12-month option years.

1.4 Contingencies: The government develops contingency plans to support increased training missions, mobilizations, and severe weather, and to augment state and local governments in the event of other natural emergencies. The government must be able to react to such events without delay. These sudden and unusual events could result in great impact on contractor performance and contract requirements. In the event that unusual conditions develop, the contractor shall continue, and expand, if necessary, contract performance. The cost of any expended efforts in excess of current contract requirements will be negotiated between the contractor and government when the abnormal situation occurs and required support is identified.

1.5 General Information

1.5.1 Place of Performance: All transportation services are anticipated to be performed in and around the NCR; however, exceptions may arise (e.g, NCR to and/or from areas within a 150 mile radius). The specific location(s) for transportation will be specified by a CMAOD Trusted Agent when transportation service requests are made.

1.5.2 Security Requirements: All drivers must submit to a National Agency Check (NAC).

1.5.3 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including government drawings, designs, specifications: monitor contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

PART 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor having a contract with the government to provide specific supplies or service.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the PWS.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non- physical things such as meeting minutes.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SERVICE CALL: Transportation service requests.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: The government will provide no material, supplies, equipment, facilities, utilities, and/or services required to perform work under this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The contractor shall furnish all material, supplies, equipment, facilities, utilities, and/or services required to perform work under this contract.

PART 5 SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 The contractor shall provide 24/7/365 on call transportation support. The contractor shall provide a contact telephone number(s) and email address that is regularly monitored.

5.2 The contractor shall provide vehicles to transport family members that meet all applicable Federal and State operational and safety regulations.

5.3 The contractor drivers shall meet all applicable Federal and State licensing and insurance requirements, be fluent in English, be culturally sensitive (willing and able to cooperate with individuals of diversity), and be knowledgeable of the areas dispatched to. In addition, drivers shall dress in a minimum of business casual attire and carry a functioning cell phone.

5.4 The contractor shall be required to respond to service calls with a minimum of four hours notice.

5.5 The contractor shall ensure each dispatched vehicle is capable of picking up government escorts if necessary from the NCR area or another location if specified by an authorized CMAOD trusted agent prior to picking up Family members.

5.6 Each dispatched vehicle shall be capable of carrying not less than 4 passengers and 6 bags, and each dispatched vehicle shall not require refueling upon pickup, during transit, or during return to destination. In some cases the dispatched vehicle may need to be handicap accessible upon request.

5.7 More than one vehicle may be required for a single service call, based on the number of Family Members that need transportation and for up to two escorts to be in the vehicle/s with the Family Members.

5.8 An authorized CMAOD representative will submit each service call with specific details to the contractor by email and/or fax and follow-up by phone.

5.9 Service calls will include an authorization number for each passenger, the number and names of passengers, the location of the pickup, the flight arrival information when pickup is scheduled for an airport (to include airline and flight number), the destination where the passengers are to be transported by the contractor, and whether the contractor is authorized to wait for the authorized individuals at destinations, e.g., DoS for the purpose of further transportation.

5.10 Transportation will arrive at the pickup point no more than 30 minutes prior to the requested pickup time and no later than ten (10) minutes past the requested pickup time, unless stipulated differently by an authorized CMAOD representative.

5.11 A contractor representative shall meet the Family Members at the baggage area, and will carry a sign indicating the Family Member’s name(s) and the company the driver represents.

5.12 Should the driver and the passenger(s) have a disagreement regarding destination or provided service, the contractor will contact CMAOD immediately for a resolution and/or additional instructions.

5.12.2 Vehicle sharing shall only be authorized with other Family Members going to the same locations at the same time.

5.13 When transportation is made to DoS, dispatched vehicles will remain on site and wait for Family Members to return (approximately 1.5 hrs +). Family Members baggage will remain in the vehicle while they are conducting business at DoS.

5.14 The contractor representative shall not accept interim fares or commitments while waiting at the DoS for the return of Family Members.

5.15 The vehicle will only depart DoS with her/his passengers, or upon gaining approval from vehicle dispatcher once the dispatcher has gained the approval of the authorized CMAOD representative (1-888-331-9369 or 1-520-706-9927).

5.16 The contractor must have the capability of contacting the driver at all times. The contractor will have the capability to pass information to the traveler(s) from the authorized CMAOD representative, when contacted and requested to do so.

5.17 The contractor will notify CMAOD via email of each completed service calls. Notice will be made not more than 30 minutes after the completion of the dictated itinerary.

5.18 Any deviations from the service call itinerary must be approved by an authorized CMAOD representative. If the traveler(s) desire(s) a movement deviation, it shall be passed from the driver to the contractor to the authorized CMAOD representative for resolution.

5.19 All incidental costs necessary to complete the transportation mission (i.e. gas, tolls, parking costs) will be provided by the contractor.

5.20 The contractor shall be registered with Defense Finance and Accounting Service (DFAS) and have the ability to accept payment by Government Purchase Card (GPC) or Electronic Funds Transfer (EFT).

5.21 The contractor representatives shall not initiate discussions with the traveler(s) regarding the war, politics, religion, or the condition of Soldiers. If the traveler(s) has/have questions regarding their Soldier, they shall be advised to call CMAOD.

5.22 Drivers are not to share information discussed or overheard during the transportation.

5.23 Drivers will not request or impose fares or gratuities on passengers. Such fares/gratuities will be considered in her/his costs.

PART 6 APPLICABLE PUBLICATIONS

N/A

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

possibly be “Zero deviation f rom standard” Method of Surveillance

PRS # 1

The contractor must provide 24/7/365 on call ground transportation, in a timely manner

PWS Para 5.1 Contractor answers telephone and responds to emails in a timely manner.

Driver is on time.

PRS #2

The contractor must provide professional, qualified, courteous drivers.

PWS Para 5.2, 5.3 Drivers meet all applicable Federal and State licensing and insurance requirements; knowledgeable of the area; fluent in English; culturally sensitive; and in business casual attire.

Periodic Inspections

PRS #3

Appropriate vehicle is dispatched and adequately fueled.

PWS Para 5.7 Each dispatched vehicle shall be capable of carrying not less than 4 passengers and 6 bags, and each dispatched vehicle shall not require refueling upon pickup, during transit, or during return to destination.

TECHNICAL EXHIBIT 2

Estimated Workload

Based on government historical data, during periods of high/low call volume the contractor may expect to receive as many as 70 and as few as 0 service calls per month.

On certain days a contractor may expect to receive as many as 6 and as few as 0 service calls in a single day.

This is only an estimate, as the need for service calls is based on uncertain events. There is no minimum guarantee on this contract.