1 - SOW PREVENTATIVE CLEANING SERVICES AT YOKOTA AIR BASE and GSU AREA.pdf

STATEMENT OF WORK

FOR

COVID-19 CLEANING SERVICES AT YOKOTA AIR BASE and GEOGRAPHICALLY

SEPARATED UNITS (TAMA, TOKOROZAWA, OWADA AND MOMOTE), JAPAN

Yokota Air Base, Japan

Date: 09 June 2020

Table of Contents

Section Number and Title Page Number

1.0 Description of Services/General Information 3

2.0 Service Summary 16

3.0 Government Furnished Property and Services 17

4.0 Contractor Full-Time Equivalent Reporting 18

1.0 DESCRIPTION OF SERVICES.

The Contractor shall provide all management, tools, equipment, and labor necessary to ensure cleaning services in response to positive COVID-19 cases are performed at Yokota Air Base and Geographically Separated Units (GSUs), Japan, in a manner that will maintain a satisfactory facility condition and present a clean, sanitary, healthy, neat and professional appearance. The Contractor shall accomplish all cleaning tasks in order to mitigate and eliminate possible new COVID-19 contamination in the areas to be cleaned in order to meet the requirements of this Statement of Work (SOW). Accordingly, Contractor personnel shall comply with all personal protective equipment standards as set forth in paragraphs 1.3 through 1.7 below. All cleaning services shall be performed in accordance with paragraphs 1.1 through 1.3 and 1.8 through 1.9 below. All work performed by the Contractor shall be performed in accordance with all applicable laws, regulations, Headquarters Air Force standards, instructions, and commercial practices.

a. Standard Government Basic Cleaning and Disinfecting Services. Clean and disinfect surfaces throughout the area to include all itemized areas.

1.1 Facility Cleaning Services:

1.1.1 Non-Carpeted Floors (Hard Floors: Vinyl Tile, Ceramic Tile, Wood, Concrete, etc...)

Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective routine cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. For sanitary reasons, the contractor shall not use the same mops and cleaning equipment for restroom and non-restroom areas.

1.1.2 Carpeted Floors. All carpets must be shampooed, with the exception of newly installed carpeting. Government representative will make this determination. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective routine vacuuming. The contractor shall use efficient vacuum cleaners that shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Government Representative. Walk-off and regular mats shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. The contractor shall furnish small plastic squares or coaster designed for furniture footings that shall be inserted underneath the foot of all furniture to avoid direct contact with the newly cleaned carpet.

1.1.3 Stairways/Elevators/Handicap Lifts. All floor surfaces shall be cleaned in accordance with paragraph 1.1.1 or 1.1.2, as appropriate. Stair guards, wall caps and baseboards shall be free from grease and grime. Handrails shall be cleaned and disinfected. The Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance.

1.1.4 Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats.

Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

1.1.5 Clean Furniture (Desks, Tables, Chairs, Shelves, Cabinets, etc.). All furniture, including but not limited to desks, tables, chairs, shelves, cabinets, etc. shall be cleaned and disinfected and free from the accumulation of foreign matters and substances to include but is not limited to dirt, grease, pencil/pen/crayon marks, fingerprints, grime, mold and mildew, etc.

1.1.6 Clean Interior/Exterior Windows, Blinds, and Glass. All windows, blinds, interior glass, including glass in doors, partitions, walls, display cases, and directory boards including the top, front, rear and bottom, exterior and interior surfaces, tracks and casings shall be free from the accumulation of foreign matters and substances to include, but is not limited to dirt, grease, pencil/pen/crayon marks, fingerprints, grime, mold and mildew, etc.

1.1.7 Clean All Interior/Exterior Doors. All sides, including top, front, rear and bottom, exterior and interior surfaces, door knobs, tracks, and casings shall be cleaned and disinfected and free from the accumulation of foreign matters and substances to include but is not limited to dirt, grease, pencil/pen/crayon marks, fingerprints, grime, mold and mildew, etc. No nails, stickers, hooks, tape and adhesive shall be visible on site.

1.1.8 Clean Interior Walls, Closets, and Shelves with Doors. Walls, baseboards, handrails, closets and shelves with/without doors, ceilings, ceiling fans, and any equipment attached to walls, such as outlets, handrails, A/C switches, knobs, bars, etc. shall be free from the accumulation of foreign matters and substances to include but is not limited to dirt, grease, pencil/pen/crayon marks, fingerprints, grime, mold and mildew. No nails, stickers, hooks, tape and adhesive shall be visible on site. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.9 Clean Electronics. All visible contamination on electronics, such as tablets, touch screens, keyboards, mice, computers, monitors, copiers, printers, televisions, etc., shall be removed. All electronics shall also be disinfected with an alcohol-based spray or wipe containing at least 70% alcohol.

1.1.10 Clean Refrigerators. Exterior and interior surfaces of the refrigerator shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, food particles, stains, stickers, tape and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.11 Clean all Exterior/Interior Electrical Fixtures. All electrical fixture surfaces and components including switch and receptacle plate covers shall be free from the accumulation of foreign matters and substances to include but is not limited to stain, soil, dust and any unwanted debris.

1.1.12 Clean Microwave Oven. All exterior and interior surfaces shall be cleaned and disinfected and be free from the accumulation of foreign matters and substances to include but is not limited to food particles, grease spots, baked on foods, soap scum, stains and any unwanted debris.

1.1.13 Clean Stove. Exterior and interior surfaces, including areas under burners, of the stove shall be free from the accumulation of foreign matters and substances to include but is not limited to grease spots, stains, baked on food and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.14 Clean Dishwasher. All exterior and interior surfaces of the dishwasher shall be free from the accumulation of foreign matters and substances to include but is not limited to food particles, grease and lime deposits, soap scum, stains and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.15 Clean Exhaust Fan and Range Vent Hood. Units’ exterior and interior surface, fan blades, motor and grate shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, dust and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.16 Clean Washing Machine and Dryer Machine. Washer and dryer chamber, filters, influent and effluent hoses and other components and the exterior and interior surfaces of the unit shall be free from the accumulation of foreign matters and substances to include but is not limited to lint, soap scum, grease, soil, and lime deposits. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.17 Clean Heating Ventilation Air Conditioning (HVAC) Fan Blower Units. Units’ exterior and interior surface, fan blades, motor, filter and grate shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, stain, soil and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.18 Clean Sink and Sink Countertops. All surfaces, to include pipes, shall be free from the accumulation of foreign matters and substances to include but is not limited to stain, grease, soil, soap scum, and any unwanted debris.

1.1.19 Clean Cupboards, Closets, and Pantries. All surfaces shall be free from the accumulation of foreign matters and substances to include but is not limited to stain, grease, soil, soap scum, and any unwanted debris.

1.1.20 Clean Drinking Fountains. Contractor shall clean and disinfect all facility drinking fountains, typically located near or in the vicinity of restrooms. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

1.1.21 Kitchen Cleaning Services. The Contractor shall move existing furniture and any movable items to clean the areas underneath and behind, and return to its proper location upon completion of work.

1.1.22 Bedroom Cleaning Services. The Contractor shall move existing furniture and any movable items to clean the areas underneath and behind, and return to its proper location upon completion of work.

1.1.23 Remove Trash and Recyclables. All trash and recycling containers shall be emptied, cleaned, and returned to their initial location. Any trash and/or recyclables near the containers shall be also removed. Clear plastic bags shall be used inside of the containers. All soiled, ripped, damaged, or smelly plastic container liners shall be replaced. The contractor shall collect/remove trash and recyclables in the plastic bags secured with bag ties and shall dispose of all trash from these locations to the dumpster nearest the facility being cleaned, in accordance with the latest Yokota Recycling Program, provided by Yokota Air Base. Contractors shall not bring trash into the base, from off base.

1.2 Restrooms/Locker Rooms Cleaning Services:

1.2.1 Clean and Disinfect. Completely clean and disinfect all surfaces of partitions, walls, stalls, stall doors, (including handles, kick plates, ventilation grates, metal guards, etc.), showers, dispensers, sinks, toilet bowls, urinals, lavatories - including wall areas adjacent to wall mounted lavatories - urinals, toilets, mirrors, medicine cabinets, closets, drawers, and shelves. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout shall be free of all film, spots, and detergent buildup.

1.2.2 Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 1.1.1. Moveable items shall be tilted or moved to sweep and damp mop underneath.

Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue.

1.2.3 Restroom Trash Removal. All trash containers in restrooms and locker rooms shall be emptied, trash disposed, and containers cleaned and returned to their original locations. The contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners.

Trash receptacles shall be left clean, free of foreign matter and free of odors.

1.3 Additional Cleaning Standards. Unless otherwise noted, all cleaning and disinfecting will be performed with the following solutions. The Contractor shall store cleaning solutions in a non-brand name container and/or clearly labeled as “BLEACH WATER”. The solution shall be kept out of children’s reach at all times.

Cleaning Solution: Use detergent or soap and water OR a commercial cleaning solution to clean, spray, wipe, and remove visible soil prior to disinfection.

Disinfecting Solution: Use of a chemical agent to prevent infection from non-food surfaces and equipment by destroying harmful bacteria and other microbes. These chemicals must be registered with the US EPA and so state on the label.

Liquid chlorine bleach (without scent and at least 1000 parts per million sodium hypochlorite), one-third (1/3) cup in one (1) gallon of water (or 4 teaspoons bleach in 1 quart water), made fresh daily.

Apply disinfecting solution and ensure a contact time of at least one (1) minute, and allowing proper ventilation during and after

1.3.1 Cleaning Products Approval. The Contractor shall provide a list of all cleaning products to be used. Chemical air fresheners are not permitted. All chemicals and other potentially dangerous products (except bleach water solution) and cleaning supplies (including mops, mop buckets, etc.) must be stored in their original, labeled container in a locked closet.

1.3.2 Personal Protective Equipment. Gloves, facemasks and protective clothing (e.g.

plastic aprons) should be used when cleaning or handling surfaces, clothing, or linen soiled with fluids. Depending on the context, either utility or single use gloves can be used. Utility gloves should be cleaned with soap and water and decontaminated with disinfecting solution described in Paragraph 1.3 after use. Single-use gloves (Nitrile or latex) should be discarded after each use. Perform hand hygiene before and after removing gloves.

1.3.2.1 Personal Protective Equipment Disposal. Place all used disposable gloves, facemasks, and other contaminated items in a lined container before disposing of them. When disposing contaminated items, contractor shall follow the instructions on paragraph 1.5, Guidance for Employers of Workers with Potential Occupational Exposures to COVID-19.

Clean your hands (with soap and water or an alcohol-based hand sanitizer) immediately after handling these items. Soap and water should be used preferentially if hands are visibly dirty.

1.4 Contractor Provided Equipment and Supplies.

1.4.1 Contractor-Furnished Equipment/Vehicles. The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this statement of work during normal hours of operation.

1.4.1.1. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratory) listing. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The contracting officer or designated representative may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

1.4.1.2 The contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from performing any requirement contained in this contract.

1.4.2 Contractor-Furnished Supplies. Except for those items specifically stated in the section

3.0 the contractor shall furnish everything needed to perform this contract according to all its terms.

1.5 Guidance for Employers of Workers with Potential Occupational Exposures to COVID-19.

1.5.1 Workers and employers involved in handling solid waste and wastewater management operations to areas with ongoing, person-to-person transmission of COVID-19 should remain aware of the evolving outbreak situation.

1.5.2 Employers should assess the hazards to which their workers may be exposed; evaluate the risk of exposure; and select, implement, and ensure workers use controls to prevent exposure. Control measures may include a combination of engineering and administrative controls, safe work practices, train workers on elements of infection, and PPE.

1.5.3 Service to bathroom (quarantine or isolation): wear disposable gloves; wear routine PPE as directed per shop standard protocols; and disinfect common touched objects (i.e. door handles, light switches, refrigerator handle, counter tops, etc.) in room before servicing.

1.5.4 Terminal cleaning residence of quarantined (healthy) member after member has been medically released from quarantine: no added PPE required above standard protocols; disinfect common touched objects (i.e. door handles, light switches, refrigerator handle, counter tops, etc.) in room before servicing.

1.5.5 Terminal cleaning residence of isolated (sick) member after member has been medically released from isolation: wear disposable gloves, medical mask; disposable apron; and disinfect common touched objects (i.e. door handles, light switches, refrigerator handle, counter tops, etc.) in room before servicing.

1.5.6 Quarantine: Healthy individuals who have been exposed to a contagious disease but do not have any symptoms; required to stay in their primary residence in case they become sick. If the quarantined member develops symptoms while in quarantine, then the member’s status changes to “isolation”

1.5.7 Isolation: Sick individuals who have been exposed to a contagious disease and are required to stay in their primary residence to keep the disease from spreading to other people.

1.6 Safety Program

The Contractor shall have a safety program that meets the Japanese Industrial Labor and U.S.

Government Labor, OSHA, or other applicable standard in writing and provide the CO and COR the proof of its validity (such as providing a copy of the program and training logs).

The U.S. Department of Labor’s Occupational Health and Safety Administration has a topic page on COVID-19, https://www.osha.gov/SLTC/covid-19/controlprevention.html#solidwaste. These standards state to treat COVID-19 contaminated waste as a regulated medical waste (in JEGS terminology, infectious medical waste). Additional discussion of standards related to COVID-19 are at this page: https://www.osha.gov/SLTC/covid-19/standards.html.

1.7 Immunizations

The Contractor shall be responsible for providing his/her employees with all necessary immunizations and prophylaxis required to ensure proper employee safety.

1.8 Solid Waste and Wastewater Management Workers and Employers.

This section provides guidance for solid waste and wastewater management workers and employers. This guidance supplements the general, interim guidance for workers and employers of workers with potential occupational exposures to COVID-19, above.

Generally, management of waste that is suspected or known to contain or be contaminated with COVID-19 does not require special precautions beyond those already used to protect workers from the hazards they encounter during their routine job tasks in solid waste and wastewater management.

1.8.1 Solid Waste.

Workers and employers should manage solid waste contaminated with COVID-19 as they would other regulated medical waste. (The COVID-19 is not a Category A infectious substance.)

Use typical engineering and administrative controls, safe work practices, and PPE, such as puncture-resistant gloves and face/eye protection, to prevent worker exposure to medical waste, including sharps and other items that can cause injuries or exposures to infectious materials.

For additional information, consult the regulated medical waste information in CDC’s guidelines for environmental infection control in healthcare facilities.

1.8.2 Wastewater.

Coronaviruses are susceptible to the same disinfection conditions in the healthcare setting as other viruses, so current disinfection conditions in wastewater treatment facilities is expected to be sufficient. This includes conditions for practices such as oxidation with hypochlorite (i.e., chlorine bleach) and peracetic acid, as well as inactivation through the use of ultraviolet irradiation.

There is no evidence to suggest that additional, COVID-19-specific protections are needed for employees involved in wastewater management operations, including those at wastewater treatment facilities. Wastewater treatment plant operations should ensure workers follow routine practices to prevent exposure to wastewater, including using the engineering and administrative controls, safe work practices, and PPE normally required for work tasks when handling untreated wastewater.

Personal Protective Equipment (PPE): the contractor shall be responsible for providing his/her employees all necessary PPE for the proper handling of medical waste in order to avoid accidental contamination, needle sticks, etc.

1.9 Miscellaneous Requirements

Turn off unnecessary lights

Report fire hazards, conditions, and items in need of repair to the COR

Turn in lost and found articles to the COR

Notify COR when unauthorized or suspicious persons are seen on the premises Employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.

The Contractor shall display the appropriate caution signs when cleaning floors or any other surface that might pose a risk to injury for any personnel that are present.

1.9.1 Backflow Protection. The contractor shall maintain minimum air gaps at sinks to afford backflow protection in accordance with Uniform Plumbing Code (UPC) or Japanese equivalent.

1.9.2 Wet Floor Caution Signs. The contractor shall display caution signs when cleaning floors in an area where people other than contractor personnel are present. The signs shall be in English and Japanese.

1.10. GENERAL INFORMATION

1.10.1 Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor is not required to perform services on Federal Holidays.

1.10.1.1 Normal Base Hours. Base hours of operation are 0730 to 1700 hours, Monday through Sunday except for U.S. recognized holidays. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this SOW at no additional cost to the government.

1.10.2 Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

1.10.3 Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

1.10.4 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. This requirement is considered mission essential. The services will be required when the facility is closed at the direction of the commander. This includes base closure for inclement weather. The CO or designated representative will notify the contractor’s POC if the facility is closed due to inclement weather or for other reasons. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours. Emergency situations (i.e., accident and rescue operations, civil disturbances, natural disasters, military contingency operations, and exercises) may necessitate the contractor provide increased or reduced support as determined by the contracting officer.

1.10.5 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW AFFARS 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

1.10.6 Cleaning and Restroom Supplies. The contractor shall furnish 4 copies of the Air Force Form AF3000, Material Approval Submittal, itemizing all cleaning and restroom supplies utilized during the contract period, to the COR at least 10 calendar days in advance, and not later than the pre-performance conference, for approval by the Contracting Officer. After approval, any new cleaning supplies added to the contract will need approval before being used on the installation. The cleaning inventory supply list shall contain the following information and be posted easily viewable on the janitorial closet door (when available):

Product name Manufacturer Item use Disposal procedures if material remains after usage Storage of item The contractor shall be responsible for the proper disposal of all their cleaning supplies.

Four (4) copies of the material safety data sheet (MSDS) shall also be provided for each cleaning and restroom supply item and employees will be trained, by the contractor, on the proper use and disposal of each item. All cleaning supplies shall be non-flammable.

NOTE: Products containing chlorofluorocarbons (CFC’s) or ozone depleting substances shall not be allowed or approved for use. Products containing phenolic compounds, such as “Lysol” shall not be allowed or approved for use in Child Development Centers.

1.10.6.1 Hazardous Material Identification.

Material Safety Data Sheets (MSDS) are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. MSDSs must be submitted by the Contractor upon contract award.

Failure to provide MSDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

1.10.7 HAZMAT. The government (HAZMAT personnel) will inventory all chemicals that the Contractor brings on to Yokota Air Base or any property under the control of Yokota Air Base.

Any products that meet the criteria of “Hazardous Waste” will be tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in the Code of Federal Regulations, Title 40, Protection of Environment, Part 261, Identification and Listing of Hazardous Waste, Subpart B, Criteria for Identifying the Characteristics of Hazardous Waste and for Listing Hazardous Waste and Subpart C, Characteristics of Hazardous Waste. Yokota Air Base will provide a copy of these subparts to the Contractor during Pre-Performance Conference.

1.10.7.1 Spill Response. The Contractor will be briefed on Yokota Air Base spill response procedures at the pre-performance conference. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the government for all associated costs.

1.10.8 Hazardous Material/ Waste Management. The Contractor will be briefed on the Yokota Air Base Hazardous Material / Waste Management Plan by the Environmental section at the pre-performance conference.

1.10.9 Hazardous Material Handling. The Contractor shall have approval from the base Bio- Environmental (BEE), Contracting and HAZMAT sections prior to purchasing, handling, using, and storing any chemicals, solvents, lubricants, and other products that require MSDSs. The Contractor shall identify these materials and products on Air Force Form 3000 Material Approval Submittal, Process Identification Form, and Shop Disposal Form and submit them to Contracting and the COR. The Contractor shall provide one copy of the MSDSs for each item to Contracting for review prior to any chemicals being brought onto Yokota Air Base. The Contractor shall maintain one copy of the MSDSs for each hazardous material line item used within the work center.

The Contractor shall not use products that are or contain any of the Toxic 17 chemicals from the United States Environmental Protection Agency (EPA) list of 17 toxic chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio-accumulative and Toxic (PBT) chemicals. Any HM containing one of these banned substances will not be allowed on base.

1.10.10 Training. The Contractor shall ensure all employees complete HAZMAT training and provide copies of the certification upon request. The Contractor shall appoint a primary and alternate HAZMAT and Hazardous Waste monitor. Monitors are responsible for training all Contractor personnel regarding hazardous materials maintained within Yokota Air Base and complete MSDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit MSDSs, in English, to Contracting, the COR and contract manager, as required, for approval.

1.10.11 Traffic Laws. The Contractor and its employees shall comply with base traffic and safety regulations.

1.7.12 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Yokota Air Base.

1.10.13 For Official Use Only (FOUO). The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, (Jan, 2008, Certified Jan, 2015) requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

1.10.14 Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information. Contractor will also report the actual amount of hazardous materials used every quarter to the COR.

1.10.15 Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

1.10.16 Contract Manager. The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the government personnel designated by the Contracting Officer to discuss problem areas. The Contractor shall provide the CO telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide to the Contracting Officer the names and phone numbers of Contractor POCs for after business hours including nights, weekends, and holidays. All contact numbers provided by the Contractor for surveillance reporting, complaint reporting, and Contractor POC’s shall accommodate communication in English. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

1.10.17 Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

1.10.17.1 DoD Identification Card. Yokota Air Base is a Closed Base. All personnel entering must have specific permission of the installation commander for entry. This permission is granted when the Contractor and employees are issued a Contractor Identification Card. Each prime Contractor will complete a listing of all personnel needing regular access to the base in association with this contract within 15 calendar days following the contract award date to the contracting officer. The following items required for a base ID card are as follows:

Employee’s Name Employee’s Date of Birth Employee’s Social Security Number This is required of all personnel and must be kept current as changes occur.

After review and approval, which may take up to 5 working days, those listed personnel being authorized entry to the base will proceed to Pass and Registration for issuance of their civilian employee identification card. At this time if the contractor needs a pass for their vehicle, the following items are required as follows:

Current vehicle registration Current Vehicle Insurance Certificate Driver’s License ID Card given by Pass and Registration

The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

1.10.17.2 Restricted Areas. Occasionally the contractor may be requested to provide service to a restricted area. During this period, the contractor will be provided a time and place, when an escort will be available to provide entry. Air Force personnel will escort the contractor into restricted areas. If access to a restricted area would be needed on a continual basis then the contractor shall be responsible for getting all required restricted area badges if needed.

1.10.18 Key Control. The Contractor shall establish and implement methods of making sure all keys/combinations issued to the Contractor by the government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the government. The Contractor shall immediately report to the COR or Contracting Officer any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the Contracting Officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due to the contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due to the contractor.

1.10.18.1 The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees and the opening of locked areas by the contractor’s employees to permit entrance of persons other than contractor’s employees engaged in performance of assigned work in those areas.

1.10.18.2 Lock Combinations. The contractor shall control access to all government provided lock combinations to preclude unauthorized entry.

1.10.18.3 DoDEA Schools. If the contractor’s personnel are the last to leave the school building, the contractor shall be responsible for ensuring that school buildings are locked at the end of each work period. The building manager will ensure that buildings are secured at all times when personnel other than the contractors are the last to leave a school building.

1.10.19 Schedules. The designated government representative will provide to the contractor the cleaning schedule start date at least one (1) working day in advance. In the event of unforeseen circumstances the following condition shall be valid:

a. After the government provides the schedule to the contractor, the government has the option to change the cleaning schedule start date. The designated government representative will notify the contractor at least 24 hours prior to the previously established start date.

b. During typhoon and any emergencies to which the contractor will not be able to perform, the contractor shall coordinate rescheduling through the designated government representative. After notification the contractor shall acknowledge receipt of the new schedule via Electronic Mail (e-mail) with the designated government representative. The contractor shall start cleaning the units on the dates shown on the government order forms.

c. The contractor shall complete cleaning for each order in one (1) working day for all

Basic Cleaning Services that do not require shampooing of carpet(s). The contractor shall complete cleaning for each order in two (2) working days for all Basic Cleaning Services that do required shampooing of carpet(s). The contractor shall complete all Itemized Cleaning Services or set of Itemized Cleaning Services including shampooing of carpet(s) in one (1) working day.

d. For short-notice cleaning situations, after cleaning schedule has already been provided to the contractor, the government representative will coordinate directly with the contractor’s manager or alternate manager (s) to arrange the required services.

e. For short-notice cancellations, the designated government representative will provide the changes to the contractor as soon as possible. These changes will incur no cost to the government.

Due to the unique nature of our business and unpredictable schedule of the military and civilian occupants, our cleaning requirement can vary from day to day. Due to the unique nature of our business and unpredictable move schedule of the military and civilian occupants, the cleaning requirements may vary from day to day.

1.10.19.1 Scheduled Cleaning Logbook. The Contractor shall maintain a logbook which records the following information:

a. Address of the unit on schedule.

b. Name of government personnel who notified the contractor.

c. Date and time the contractor was notified.

d. Name of contractor representative notified.

e. Acknowledgement made by contractor upon notification.

f. Approved Cleaning start date.

g. Approved Cleaning completion date.

1.10.19.2 Contractor Logbook Submission. The complete copy of the logbook shall be submitted to the Government’s representative at the end of each month of this agreement and a copy shall be provided when requested at any time during the term with no additional cost to the government.

1.10.20 Contracting Officer (CO) and Contracting Officer Representative (COR). The CO will appoint a primary and alternate COR for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

1.10.21 Safety Requirements and Reports. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements and Japanese related regulations. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

2. Services Summary (SS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional defects on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

Performance Objective SOW Para Performance

Threshold Remedy

SS-1

Facility Cleaning Service

1.1, inclusive No more than 5 valid defects per month

Re-performance Within 2 hours of notification

SS-2

Restrooms/Locker Rooms Cleaning Services

1.2, inclusive No more than 5 valid defects per month

Re-performance Within 2 hours of notification

2.1 Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by one of the following methods: watching performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this SOW. The COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

2.1.1 Government Remedies. The CO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Oct, 2018), for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.2 Periodic Quarterly Progress Meetings. The Contracting Officer, COR supervisory, COR, other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues shall be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the functional area and the contractor.

Should the contractor not concur with the minutes, the contractor will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Government Furnished Utilities. The Government will furnish electricity, water and sewage service as necessary for accomplishment of work in accordance with this contract.

3.1.1 Utility Conservation. The Contractor shall adhere to all base level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.2 Telephone Service. Not provided by the Government. Telephone installation, if desired, shall be at contractor's expense.

3.3 Security, Fire and Medical Services. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.4 Refuse Collection and Disposal. Any waste generated by the contractor shall be disposed of or recycled off base in accordance with local Japanese laws and pertinent regulations. Any waste generated by the user of the facility shall be disposed of or recycled in the nearest trash or recyclables base dumpster in accordance with the latest Yokota Recycling Program. The contractor shall not mix trash and recyclables in one bag.

3.5 Reserved.

4.0 CONTRACTOR FULL-TIME EQUIVALENT REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at https://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the CMRA help desk.”

Reporting Period: Contractors are required to input data by 31 October of each year.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at https://www.ecmra.mil.