PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Transportation Requirements

81st Regional Support Command (RSC) Yellow Ribbon Reintegration Events (3 & 4)

FY18 & FY19

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide the 81st Regional Support Command (RSC) with transportation to Yellow Ribbon events. 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.

Pursuant to the National Defense Authorization Act of 2008, Public Law No. 110-181, §582, 122 Stat.3, 122 (2008), as promulgated through the respective DoD Agencies, each departmental agency is Congressionally mandated to prepare, present, and host Yellow Ribbon Events.

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 for the Yellow Ribbon events as defined in this Performance Work Statement 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 contractor shall provide all personnel, supervision, items, equipment, and services necessary to provide Transportation Services for the 81st RSC YRRP Events, as defined in this PWS. The following are the requirements for FY18 through FY19 YRRP Events. The contractor shall provide transportation services for a minimum of four events; not to exceed a maximum of seven events. The dates for the events for FY18 are: January 19-21, February 9-11, April 20-22, *May 9-14, *June 13-18, August 17-19 and September 21-23.

*May and June events are tentative

FY19: January 11-13, February 8-10, April 12-14, May 17-19, June 7-9, August 9-11 and September 13-15

1.3 Objectives: The 81st RSC fully believes in the mission and spirit of the Yellow Ribbon Program. To the end, the 81st RSC will conduct monthly Yellow Ribbon events throughout FY18 through FY19 which consists of multi-event programs conducted over the course of a weekend. These weekend events necessitate the procurement of certain services, to include transportation services.

1.4 Scope: Services include transportation to and from Yellow Ribbon events in Orlando Florida. The contractor shall provide roundtrip transportation service for up to 300 Soldiers, Family Members, Guests and 81st RSC Staff. Government must have the capability and flexibility to add or subtract attendees 72 hours prior to the event and provide updates as necessary up to 72 hours prior to the event.

1.5 Period of Performance: This contract will be for one (1) twelve (12) month base year and one (1) twelve (12) month option year.

1.6 General Information

1.6.1 Quality Control (If applicable): The contractor shall develop and maintain an effective quality control program (“QCP”) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP will be delivered within 15 days after contract award. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The government recognizes the below holidays, but there may be times in which events are held on these dates and will require transportation services:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 10:00 am on Friday thru Sunday at 2:00 pm. The Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.5 Place of Performance: Transportation contractor must provide services at the location specified in the CLIN structure (Hotel will be determined).

1.6.6 Type of Contract: The Government anticipates the award of a single firm fixed price (FFP) contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must provide all necessary criminal background reports for each employee (drivers and/or staff). Background checks of all employees must be submitted to the contractor officer NLT 72 hours prior to event date. The required checks are: 50 State Criminal Records Check, Sex Offender Registry check, State and Local background check, Court Martial Records check, Global Terror Watch List check, Motor Vehicle Records check and an Verification of citizenship status. Contractor shall ensure all passengers are accountable for at all times.

1.6.8 Special Qualifications:

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 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.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: contract manager/alternate contract manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available during these events. The contract manager and alternate(s) must be able to read, write, speak and understand English. The positions shall at no time be vacant.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to wear badges in the performance of this service.

1.6.13 Contractor Travel: (Not applicable).

1.6.14 Other Direct Costs: (Not applicable).

1.6.15 Data Rights: (Not applicable).

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract are not authorized to receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation has taken place.

1.6.17 PHASE IN /PHASE OUT PERIOD: (Not applicable).

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

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 Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

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. SUBCONTRACTOR. One that enters into a contract with a prime contractor.

The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: (Not applicable).

3.2 Facilities: (Not applicable).

3.3 Utilities: (Not applicable).

3.4 Equipment: (Not applicable).

3.5 Materials: (Not applicable).

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. The contractor should provide any specific services, equipment or material requirements that they deem to be necessary to transport passengers with special needs (wheelchair accessibility, etc.…).

4.2 Secret Facility Clearance: (Not applicable).

4.3. Materials. The Contractor shall provide all material needed to provide transportation materials, supplies, and equipment necessary to meet the requirements under this

PWS.

4.4. Equipment. The Contractor shall provide all equipment needed to provide transportation services to meet the requirements under this PWS. This includes having the appropriate sized vehicles, e.g., large buses and small vans to meet the passenger flow to and from the airport during hours of operations to avoid extensive wait times. If vans are used, there must be open designated space for luggage to ensure the safety of all passengers (i.e. rear seats removed).

Contractor shall be able to accommodate and/or have appropriate equipment to assist customers with disabilities (i.e. crutches, wheelchairs, motorized scooters, etc.) to load and unload the vehicle safely and with ease.

W9124C-17-R-0002

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for transportation during Yellow Ribbon events. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

5.2. Task Heading.

5.2.1. The contractor shall provide transportation throughout the weekend beginning on Friday at 10:00 a.m. from the airport to the event hotel. Hotel to be determined within the Orlando, Florida tourist vicinity.

5.2.2. The contractor shall provide transportation from the event hotel to the airport throughout the weekend on Sunday, beginning at 6:00 a.m. (early departures) through 2:00 p.m. The contractor shall be required to transport 175 attendees between 11:00 a.m. and 1:00 p.m. on Sunday. As long as the government is operating within the scope of the PWS, there should be no expectation for the government to modify their timeline to meet transportation service deadlines. *There could be some early departures, but attendees falling in this category will be identified on Saturday evening.

5.2.3. Contractor shall provide transportation service to and from any overflow hotels (if needed). Headcounts included in the event requirements are approximate and may vary per event. Transportation service provider must be flexible and adjust if the mission requirements change.

5.2.4. Contractor shall ensure attendee ratios are maintained at a minimum 1 bus to every 60 attendees to accommodate 300 attendees (1:60).

5.2.5.

Location Orlando, FL Period of Performance

Jan 2018 - Sep 2019

Number of Days

2 or 3

Times of Service

Friday, 10:00 am - 9:00 pm *Saturday (if needed) Sunday, 6:00 am - 2:00 pm

Location of From major airport to Event Hotel; from Event Hotel to major

Service airport

*Shuttle services on an as needed basis for VIPs

5.2.6. STAFF/VEHICLES TO ATTENDEE RATIO: Contractor shall provide adequate drivers and vehicles for an estimated 300 attendees per event. Government must have the capability and flexibility to add or subtract attendees 72 hours prior to the event.

Government will provide weekly updates of the attendees’ registrations from awarding of the contract until the final update 72 hours prior to the event.

Contractor will need adequate staff to assist/greet attendees and direct them to the transportation pick-up point. Contractor staff need to be clearly identifiable by being in uniform (same color shirts) and with signage. Staff must be identified 72 hours prior to event and meet all security requirements (see 1.6.7).

5.3. HEALTH AND SAFETY: All vehicles must have a proper decal identifying them as YR transport; clearly displayed on buses or in window of buses and/or vans. All vehicles must have a first aid kit accessible. Contractor must practice proper driving safety precautions and adhere to state and federal road regulations. The contractor will perform general clean-up and pack-up procedures. The vehicles will be cleaned to rid of excess trash between loads. The buses will be cleaned in readiness for the next day to the standards required by state and federal regulations.

5.4. LICENSING AND INSURANCE COMPLIANCE:

Contractor shall be licensed and bonded and have the appropriate number of licensed personnel available for the event. Contractor shall provide proof of license with proposal.

Failure to provide proof may result in elimination of consideration for the contract.

Proof of license must be submitted as an attachment with the quote.

5.4.1. LIABILITY INSURANCE: Transportation must have the minimal liability insurance of amount (IAW FAR 47.207-7) prior to award of purchase order (copy of documentation to be provided with proposal).

5.5. REPORTS AND DOCUMENTATION:

Customer surveys or complaints on services rendered will be annotated and collected by YR POCs. The survey will address issues and requirements consistent with this agreement, as well as suggestions to improve service. The results of the surveys may be aggregated and shared with the contractor at the discretion of the contracting office, but actual completed survey forms are the property of the 81st RSC. The contractor will create and submit a written report daily that includes accountability of passengers.

5.6. EXPENSES:

Contractor shall be responsible for any/all travel arrangements and expenses (overnight rooms, meals, transportation, parking, hotel storage, shipping, etc.…) incurred by the contractor employees.

5.7. CONDUCT:

Contractor employees shall not access any area that is not pertinent or necessary to the fulfillment of their duties in accomplishing this contract. Contractor employees are to adhere to all instructions and warnings, communicated or posted, in regards to their work area and the facilities that occupy this area.

5.8. GENERAL INFORMATION: CONTRACTOR MANAGEMENT:

Once the contract is awarded a YR POC and alternate POC will be provided to the contractor. The contractor shall provide on-site personnel at both the hotel and the airport location. The contract manager shall be responsible for the performance of the work.

The name of this person and an alternate POC, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the operation of this contract. The contract manager or alternate shall be available to meet with the government personnel designated by the contracting officer to discuss problem areas. The contract manager and alternate(s) must be able to read, write, speak and understand English. The positions shall at no time be vacant.

The contractor will report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Army via a secure data collection site.

The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefitting from the contracted services.

5.8.1 GOVERNMENT FURNISHED PROPERTY AND SERVICES:

The contractor should provide any specific services, equipment or material requirements that they deem to be necessary to transport passengers with special needs (wheelchair accessibility, etc.…). If they are not able to provide these services, this needs to be identified with initial proposal submitted for this requirement.

http://www.ecmra.mil/

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions): (Not applicable)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Technical Exhibit List:

7.1. Technical Exhibit 1 – Performance Requirements Summary

7.2. Technical Exhibit 2 – Deliverables Schedule

7.3. Technical Exhibit 3 – Estimated Workload Data

7.4 Technical Exhibit 4 – Tentative Schedule

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

Standard Performance Threshold

Method of Surveillance

Incentives/ Disincentives

PRS # 1.

The contractor shall provide all personnel, supervision, items, equipment, and services necessary to provide Transportation Services for approximately 300 attendees to and from airport and event hotel (to be determined) for at least a minimum of 4 events and a maximum of 7 events.

The contractor shall provide the required services listed in the PRS #1 and the PWS 5.1.7.2, 5.1.7.3.3, & 5.1.7.3.4.

An estimated 300 attendees will need transportation services from and to airport/hotel for during the weekend of YR Event Transportation services will be done in a timely manner.

No attendee should wait over 15 minutes to be transported

Zero deviation

No more than 20 minutes

Random Sampling

Validated Customer Feedback

The results for this performance objective will be used for reporting of contractor performance in

CPARS.

Rating will be based on results of monthly metrics.

PRS # 2

Contractor shall provide Transportation services on Fridays between the hours of 10:00 am to 9:00 pm, on Saturdays as needed and on Sundays between the hours of 6:00 am to 2:00 pm.

The contractor shall provide services listed in the PRS #2 and the PWS 5.1.7.3.1 and

5.1.7.3.2. Hours of operation

will be from 10:00 am on Friday to 9:00 pm; on Saturday’s as needed and on Sunday’s from 6:00 am to 2:00 pm.

Zero deviation

Random Sampling

Validated Customer Feedback

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

PRS # 3

Contractor shall provide a list of employees working the event no later than 72 hours prior to the event date.

See PRS #3 and PWS

5.1.8.1 and 5.1.8.5

Zero deviation

Random Sampling

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

PRS # 4

Contractor shall be licensed and bonded or certified and have the appropriate number of certified personnel available for the event.

See PRS #4 and PWS 5.1.8.3

Zero Deviation

Random Sampling

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Contractor shall provide the number of attendees transported from airport to hotel on Friday and Saturday.

Contractor shall provide the number of attendees shuttled in/around on Saturday

Contractor shall provide the number of attendees transported from hotel to airport on Sunday

Contractor shall provide data after every drop-off on Friday and Saturday at the hotel provide data after very pick-up for in/around shuttle provide the number of attendees being transported prior to leaving hotel on Sunday.

1 (one) for each day.

Note: If no in/around shuttle is conducted, no deliverable is required.

provide data for each day in hard copy form provide hard copy information to the YR Transportation Desk (name TBD).

provide adequate types of vehicles to transport attendees from and to airport/hotels to ensure timely transportation services to attendees.

Contractor shall provide this deliverable during every YR Event services are requested

N/A N/A Types of vehicles used for each event shall be communicated to the COR and YR Program Manger

Contractor shall present excellent customer service

Contractor shall provide this deliverable during every YR Event services are requested

N/A N/A N/A

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

1 7 Yellow Ribbon Events (minimum of 4 events / maximum of 7 events)

Number of buses estimated per event is determined by the number of attendees needing transportation services. Numbers vary per event.

Hours of operation:

Friday: 10:00 am to 9:00 pm

Saturday: As needed

Sunday: 6:00 am to 2:00 pm

TECHNICAL EXHIBIT 4

TENTATIVE SCHEDULE

Fiscal Year 2018

Event 1 January 19-21

Event 2 February 9-11

Event 3 April 20-22

Event 4 May 11-13

Event 5 June 15-17

Event 6 August 17-19

Event 7 September 21-23

Fiscal Year 2019 (option year 1)

Event 1 January 11-13

Event 2 February 8-10

Event 3 April 12-14

Event 4 May 17-19

Event 5 June 7-9

Event 6 August 9-11

Event 7 September 13-15