PWS - MCRDPI Hurricane Evacuation.pdf

Hurricane Evacuation Service

Performance Work Statement (PWS)

Marine Corps Recruit Depot Parris Island

January 2025

Vision Statement 1 Introduction

1.1 Background

1.2 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 MCRDPI to Albany GA

3.1.1 Pickup

3.1.2 Delivery

3.2 High Level Objective - Operation/Management of Shuttle Service

3.2.1 Route Order Sheets

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 a comprehensive and efficient evacuation service utilizing charter buses and qualified drivers to transport recruits safely and swiftly from Marine Corps Recruit Depot-Parris Island, SC (MCRDPI) to/from Albany, Georgia during hurricane season.

1 Introduction

This is an Indefinite Delivery Indefinite Quantity (IDIQ) contract for a base ordering period of one year, with two (2) option periods of one-year each. The contract establishes two (2) CLIN’s for each year, for total of six (6) CLIN’s to prepare for possible hurricane evacuations and facilitate the transportation of recruits from MCRDPI to Albany, GA due to possible evacuation during the hurricane season and from Albany, GA to MCRDPI once it is safe to return. The government will place individual Task Orders (TO) for each CLIN which will identify the HURREX Training, and if required, based on evacuation of MCRDPI due to trajectory of an impending hurricane, the government will place a separate TO under corresponding CLIN for Hurricane Evacuation.

The ordering period for this contract is estimated March 7, 2025, through March 6, 2028. At no time shall the contractor deviate from the above schedule without written approval from the contracting officer.

1.1 Scope

For the HURREX Training, the contractor shall provide and stage a maximum of five (5) busses with all necessary planning and support personnel to execute an annual HURREX training event. The training event will be done at the time of the government choosing, but with at least two weeks notification to the contractor, and shall be completed on or about May – August, prior to peak hurricane season, normally lasting four hours and no longer than eight hours. The busses will arrive, stage, and depart the boarding area in the same manner of an actual emergency evacuation. Support Personnel will be given a tour of the base, staging areas, and integrate into the Depot Movement Control Center (DMCC) for the conduct of training exercise. The training event is used to simulate the initial evacuation of MCRDPI and will not require busses to travel to or from Albany, GA. Buses will remain on MCRDPI for the duration of the exercise.

In the case of an emergency hurricane evacuation, the contractor shall provide round trip transportation for a maximum of 8,600 passengers (PAX) from MCRDPI to Albany, GA and upon given the warning for safe return from Albany, GA to MCRDPI. See paragraph 2.6. Actual evacuation numbers will be provided to the contractor by MCRDPI as numbers range between 6,000 and 8,600 during summer training.

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 bus driver personnel assigned to support all task orders issued. The contractor will provide to the Government’s Liaison and Contracting Officer Representative (COR) the current phone number and e-mail of its designated representative. The contractor shall assign work effort and maintain 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 employee’s 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, and emergency needs).

2.4 Subcontract Management - Offering service with the intent of brokering and/or subcontracting to another carrier is prohibited, unless those carriers are listed on GOPAX. Contractor must provide an approved subcontractor list to the Government.

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 shall be registered in the GOPAX system and must comply with all provisions of the most recent Military Bus Agreement. Carriers must have current operating authority from those states in which they will perform operations for the Government. The Contractor shall maintain, throughout the life of this contract, all South Carolina and Georgia State Operating Certificate(s)/License(s) or a separate notarized statement(s) that they meet all South Carolina and Georgia licensing requirements.

Additionally, the contractor shall provide updated South Carolina and Georgia State Operating Certificate(s)/license(s) upon exercise of each option period.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

The minimum driver requirements are:

1. Legal Resident of the United States

2. Must be able to communicate in English

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

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

5. All drivers must be vetted through the base security office. Contractors shall provide a driver roster to the contracting office upon receipt of Task Order

2.6 Bus Requirement

The current requirement each bus shall be environmentally controlled and be capable of transporting a minimum 50 passengers. Luggage space is required for storing each passenger’s belongings. Each bus must have a functional restroom.

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 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 a bus becomes inoperable when scheduled to transport or while transporting passengers, the contractor will immediately dispatch a replacement bus and shall notify the COR or CO. Substitute service is provided by the contractor with no additional cost to the Government. See paragraph 4.1.5 Contractor Delay/Nonperformance.

All maintenance requirements listed above shall be provided in the contractors Quality Control Plan.

2.8 Location and Hours of Work

The specified requirement spans from March 1st to November 30th. It is essential to note that there is no predetermined minimum number of evacuations as the decision to evacuate will be contingent upon the trajectory and severity of storms tracking across the Atlantic.

Throughout this period, the government shall maintain regular communications with the contractor, ensuring that they are duly informed about the movements of potential storms. Subsequently, when forecast models converge, and an evacuation decision is reached, the contractor must promptly respond.

They will be expected to provide 180 buses to MCRDPI within a 24-hour window from the decision to evacuate.

(a) Holidays: The contractor is expected to demonstrate unwavering commitment and operational readiness, performing evacuations as directed, even during federal holidays. It is imperative that the contractor remains fully prepared and available to carry out evacuation procedures promptly and efficiently, regardless of the holiday schedule. This level of dedication ensures the safety and well-being of all parties involved and underscores the contractor's professionalism and responsibility in fulfilling their role during critical situations.

The Contractor shall provide service on all federal holidays:

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

(b) Weather/Security: All weather and/or security delays or care handled through the notification process either before or during execution.

2.9 Transportation Schedule

As the trajectory of storms and forecasting models evolve, the Government will maintain daily communication with the contractor, providing updates regarding the potential need for evacuating Marine Corps Recruit Depot Parris Island (MCRDPI). This proactive communication will enable the contractor to promptly mobilize the buses for the hurricane evacuation operation.

Upon receiving an official evacuation notice, the contractor is expected to deliver 180 buses to MCRDPI within 24 hours.

(a) Government Points of Contact – The COR shall serve as the Governments Points of Contact and have the authority to schedule transportation service.

i. The transportation request shall include the date services are required, and the number of buses and drivers needed on that date.

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

Note: The Bus trips scheduled cannot exceed the number of trips on the active, task order. If the projected number of trips will exceed the quantity of bus trips on the active, task order. A new, task order must be issued to support the additional quantity. It is incumbent upon both the Government, COR, and the Contractor to track the quantity of bus trips as they relate to the quantity available on the active, task order.

(b) The Government Points of Contact 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 to/from MCRDPI and Albany Ga The Government aims to optimize logistical efficiency and ensure seamless evacuation procedures while prioritizing the safety and welfare of personnel during adverse weather conditions.

3.1.1 Pickup

The transportation of buses from MCRDPI to MCB Albany will be organized in staggered groups of approximately 10-15 buses each, in accordance with directives provided by the Government. A designated Government representative will issue route guidance to the drivers, outlining the prescribed path for the buses.

It is essential to emphasize that no intermediate stops are authorized between MCRDPI and MCB Albany, unless an emergency arises. This directive aims to ensure an efficient and streamlined evacuation process, prioritizing the swift and safe movement of personnel without unnecessary delays.

By adhering to these guidelines, the contractor will demonstrate their ability to execute the evacuation plan effectively, providing a seamless and secure transportation solution during critical weather events.

3.1.2 Pickup Delivery

The receipt of recruits will be facilitated at MCB Albany, specifically at the joint reception center, which will be operated by personnel from MCRDPI.

3.1.3 Return

All procedures and action specified for evacuation process will be executed in reverse order once the “all clear” signal is issued. Upon receiving the notification of improved weather conditions and the authorization to return, the evacuation plan will be systematically reversed, ensuring an organized, safe, and secure return of personnel.

This reversal will include the following actions:

i) The return journey of busses with recruits and personnel from MCB Albany to MCRDPI will be coordinated, with the necessary route guidance provided by the designated Government representative.

ii) The joint reception center at MCB Albany, operated by MCRDPI personnel will efficiently facilitate the processing and reception of returning recruits.

iii) The Drill Instructors assigned to each bus will continue to provide safety and security measures during the return trip, ensuring the well-being of the recruits throughout the journey.

iv) Busses will travel without any stops authorized between MCB Albany and MCRDPI, except in cases of emergency, to maintain an efficient and swift return process.

3.1.4 Return Delivery

The return of recruits will be facilitated at MCRDPI, specifically at the joint reception center, which will be operated by personnel from MCRDPI.

3.2 High Level Objective - Operation/Management of Evacuation Service

3.2.1 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 shall have insurance coverage in the amount required by the

Federal Highway Administration (FHA). The Certificate of Insurance will be executed in every detail, notarized and submitted as required in the SDDC. 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 and vetted through the MCRDPI security office.

(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

Under this evacuation plan, the Government will assign at least one (1) Drill Instructor per recruit bus to ensure the safety and security of the recruits throughout the journey. The presence of a Drill Instructor on each bus is intended to offer supervision, guidance, and support to the recruits during transit, ensuring their well-being and maintaining order during the evacuation process.

4.1.1 Security

See Base Access section of SF1449 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.

Contractor employees shall comply with installation rules and regulations, including installation access requirements. 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.

i) 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.

ii) Contractor personnel performing work under this contract shall be readily identifiable as an employee of the contractor either by identifiable uniform or nametag, 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:

1. Provide liaison on site.

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

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

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

5. Smoking or chewing tobacco is prohibited.

6. 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.

7. Drivers do not give recruits or any personnel their personal cell phone for us use at any time.

8. Drivers do not sell anything to any personnel.

9. Drivers do not take any photos with any personnel.

10. Drivers do not accept any gifts of any kind from recruits or any personnel to include money.

11. Drivers do not engage in conversation with recruits except during emergency or unsafe situations.

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

Evacuation Liaison.

13. During transport, recruits 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) 929-9963.

ii. The contractor will immediately notify the COR, but no later than one (1) hour from the time of mishap, 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. In the event of a cancellation, the Contractor will submit a Request for Equitable Adjustment for the cancellation to the COR and Contracting Officer with substantive evidence to support the request.

4.1.5 Delay/Nonperformance

The contractor may be required to 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, the contractor may be liable for procurement costs.

4.2 Government Furnished Materials

None.

4.3 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.

4.4 Quality

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

4.4.1 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 ID requirements 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."

4.4.2 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

Personnel Picked up at MCRDPI and delivered to Albany GA 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

Personnel Picked up at Albany GA 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