4_RFQ Atch PWS MoveGI_Yokota_2020818.pdf

PERFORMANCE WORK STATEMENT FOR

MOVEMENT OF GOVERNMENT FURNITURE AND

APPLIANCES AT YOKOTA AIR BASE, JAPAN

18 August 2020

The attached Performance-Based Work Statement is being provided IAW Section 801, 10 USC 2330. Any contract or task order resulting from this request is to be acquired using performance-based principles.

Attachment to FA520921Q0002

1. DESCRIPTION OF SERVICES / GENERAL INFORMATION. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform Movement of Government

Furniture and Appliances at Yokota Air Base, Japan as defined in this Performance-based Work Statement (PWS) in compliance with the terms and conditions of this contract and applicable Japanese laws and trade practices.

1.1. AREA OF PERFORMANCE. The areas of performance are as specified below.

1.1.1. Area I: On-Base and under 25 kilometers radius from Yokota Air Base, Japan.

1.1.2. Area II: Over 25 and up to 60 kilometers radius from Yokota Air Base, Japan.

1.2. FREIGHT. Freight to be moved is Government issued furniture and appliances. Issued furniture and appliances will be new, repaired, or refurbished. When a new item is added to the current list of furniture and appliances as specified in paragraph 1.3.8. below, the Government will provide handling instructions if required by the Contractor.

1.3. GENERAL PICKUP AND/OR DELIVERY SERVICES

1.3.1. Performance Time Schedule. Regular scheduled appointments are made every 30 minutes. The first regularly scheduled appointment is at 0800 hrs and the last is at 1600 hrs. The Contractor shall determine his working hours to meet these appointments allowing for loading and travel. Emergency appointments may be required after the last regular appointment as required at paragraph 1.7 below.

1.3.2. The Contractor shall make off-base pickup or delivery at the residence within 30 minutes from the time scheduled in the order (between 30 minutes before the appointment and 30 minutes after the appointment). The

Contractor shall make on-base pickup or delivery within 15 minutes of the time scheduled in the order (between 15 minutes before the appointment and 15 minutes after the appointment).

1.3.3. Scheduling. Quality Assurance Personnel (COR) and Schedule Coordinator at Furnishings Management Section

(FMS) will coordinate and place an order with the Contractor of the movement by telephone or in person specifying at least the items, the number of items, and the time frame to be picked-up/delivered and confirm it in writing as specified at paragraph 1.3.6 below (hereinafter referred to as “a movement order”) prior to 1400 hours on the working day preceding the day the services are to be performed for on-base pickup/delivery and at least two working days prior to the day to be performed for off-base pickup/delivery. The term “working days” used herein covers Monday through

Friday excluding U.S. legal holidays as specified at paragraph 1.8.3. below. The Contractor shall be responsible for the receipt of the movement order and all necessary documentations. Any changes to movement orders on the day of performance will be also notified to the Contractor by telephone or in person. Such changes will be annotated in the original movement order and signed by the COR or Schedule Coordinator and the Contractor representative. The COR or Schedule Coordinator may directly coordinate with the Contractor's crew for the changes in the movement order and the services under paragraph 1.7. in the event of emergencies.

1.3.4. Relocation. The Contractor shall pickup items at member’s residence, and deliver them in the member’s new residence as directed under CSLIN x001AA by the QAP and Schedule Coordinator. The pick-up and delivery shall be performed as specified by the movement order.

1.3.5. FMS warehouse is located in Bldg 4145, Yokota Air Base, Japan.

1.3.6. Estimated workload data is provided at Appendix A.

1.3.7. The Contractor shall pick up and load the item(s) onto the Contractor’s vehicle for subsequent delivery and unloading either to FMS on Yokota Air Base, the residence, or storage facility as specified by the Request/Pickup

Order, or Household Furnishings and Appliances Issue Record, and/or Household Furnishings Appliance Turn-in record (Post Post Procedures).

1.3.8. Prior to loading, COR or the FMS warehouse representative and the Contractor shall visually inspect each item for any indication of apparent damages or defects. When an item with any apparent damages or defects is to be identified at the FMS warehouse, the Contractor shall specify the damages and/or defects on the movement order and obtain the COR’s or the FMS warehouse representative's initial thereon. This inspection method will be also applied to pick-ups from the residence, with the initials by residents for any apparent damages or defects as their acknowledgement, in lieu of the COR or the FMS warehouse representative’s when neither of them are available at the site.

1.3.9. The Government will provide the Contractor the current list of furniture and appliances that would be moved under the contract. This list also includes weight and dimensions of each item. In the event a movement order is issued for any item(s) not in the current listing, the weight and dimensions for such items will be determined in a timely manner by the COR upon coordination with the Contractor. The weighing scale is available south side of the Bldg

4145, FMS Warehouse. The total price for a movement order will be the sum of applicable unit price in the pricing schedule times the total weight of all furniture and/or appliances moved based on the weight of each item specified in the list referred above.

1.3.10. The Contractor shall provide all necessary tools for assemble and/or disassemble all furniture requiring minor assembly and/or disassembly, such as bed frame, table, or another required. The Contractor shall place each item of furniture or appliance at the location designated by the resident.

1.3.11. The Contractor shall provide coverings at residences to prevent damages to the residence.

1.3.12. The Contractor shall provide an English-speaking person at all pickup and/or delivery points.

1.3.13. When the Contractor performs pickup and/or delivery for on-base tower residence and if no elevator is operable, the Contractor will notify COR immediately and ask for resolution.

1.3.14. The Contractor shall, upon completion of work, remove from the premises all rubbish or debris generated while loading or unloading, and leave the premises in a clean and neat condition.

1.3.15. In cases where the staircase is too narrow to accommodate the movement of the box springs to or from the second story of a residence for pickup and/or delivery, the Contractor shall lift or lower the box springs safely into or outside the residence if the Contractor determines the residence has a balcony with access doors. All balconies or railings are to be protected by padding during the operation and the box spring is to be protected from dirt through use of blankets or padding. The Contractor shall be responsible and liable for conducting the lift or lowering in a safe manner.

1.3.16. In some cases, the residence or the balcony of the residence could be in very bad shape. In such cases, where the balcony is old and nothing can be removed in order for the Contractor to make a safe move, the Contractor will have the right to refuse lifting or lowering of the boxspring in or out of the residence upon and with the concurrence of the COR.

1.4. PICKUP

1.4.1. All items will be emptied/cleaned and all appliances will be drained, disconnected, and/or unplugged by residents prior to pickup by the Contractor. If the items are not emptied/cleaned or ready for pick up, the Contractor shall notify the COR immediately for resolution.

1.4.2. The Contractor shall sign on the movement order that indicates the number of each item picked up as well as apparent damages and/or defects initialed by residents when applicable, and furnish one signed copy to the COR and the resident.

1.4.3. For items to be turned into the Government warehouse, the Contractor shall unload and place the items in the location designated by the COR or the FMS warehouse representative. Upon completion of the work, the COR’s or the authorized representative’s signature shall be obtained on the movement order.

1.5. DELIVERY

1.5.1. The Contractor shall provide the minor cleaning services by wiping the outside of the furniture and appliances to keep away from the dust. Minor cleaning materials will be available at the FMS warehouse.

1.5.2. The Contractor shall deliver the item(s) listed on the movement order to the residence, and verify the condition of the items. The Contractor shall obtain the resident’s receipt signature on these forms. The Contractor shall provide one signed copy to the resident and one signed copy to the COR or the FMS representative as evidence to the completion of the required services.

1.5.3. The Contractor may load the furniture and appliances on their vehicles for the delivery on the following day as long as the loading does not affect the pickup of the following day. The contractor’s loaded vehicle may be in the custody of the Contractor for overnight. The Contractor shall secure and be responsible for any damage, loss, and defect on the loaded furniture and appliances in their possession. The loading shall be accomplished within the operation hours of FMS as specified at paragraph 1.8.3.

1.6. CANCELLATION CHARGES

1.6.1. In the event the Contractor cannot complete any delivery or pickup work due to the absence of the resident at no fault of the Contractor, the applicable rate under CLIN x002 will be paid to the Contractor provided; (i) the

Contractor immediately notifies the COR within 30 minutes for off-base and within 15 minutes for on-base after the scheduled delivery/pickup time (ii) the COR cannot have the resident be at the delivery or pickup point within 30 minutes after notification by the Contractor, and (iii) the Contractor’s notice of attempted delivery or pickup is left at the residence. The above attempted pickup/delivery process will not be a reason for delaying the performance scheduled afterwards on the same day.

1.6.2. In the event any individual movement order is canceled on the day of the performance, the Contractor will be paid the cancellation charge at the applicable cancellation of Pickup/Delivery rate under CLIN x002 upon his submission of a written request to the COR.

1.6.3. The Contractor shall turn in and unload undelivered item(s) to the FMS warehouse. Such payment will not apply when the cancellation is due to fire, strike, typhoon, or other causes beyond the Government’s control.

1.6.4. CONTRACTOR NOTICE REGARDING LATE DELIVERY. In the event the Contractor encounters difficulty in meeting performance requirements, or anticipates difficulty in complying with agreed upon delivery schedule or date, the Contractor shall immediately notify either the COR or FMS representative by phone or fax, giving pertinent details.

1.7. EMERGENCY SERVICES. If unscheduled same day delivery/pickup services are required, the COR or the

FMS representative notify the Contractor verbally and confirm. The Contractor is entitled to the additional charges under CLIN x003 in addition to the price at CLIN x001 in the Pricing Schedule. The Contractor may be required to perform this service after the timeframe specified at paragraph 1.3.1, and turn in picked up items to the FMS warehouse on the following working day when directed by the COR or the FMS representative.

1.8. GENERAL INFORMATION

1.8.1. QUALITY ASSURANCE. The Government will evaluate all of the Contractor’s performance in accordance with the Performance Plan (PP) by appointing COR to monitor performance to ensure services are received.

1.8.2. GOVERNMENT REMEDIES. The Contracting Officer (KO) shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.8.3. HOURS OF OPERATION. The operation hours of FMS are from 0730 to 1630 on Monday through Friday except the legal holidays as specified below:

1st of January New Year’s Holiday

3rd Monday of January Martin Luther King Jr.’s Birthday

3rd Monday of February Washington’s Birthday

Last Monday of May Memorial Day

4th of July Independence Day

1st Monday of September Labor Day 2nd Monday of October Columbus Day

11th of November Veterans Day

4th Thursday of November Thanksgiving Day

25th of December Christmas Day

1.8.4. KEY CONTROL. The Contractor shall establish and implement methods of ensuring the warehouse key, which may be used by the Contractor, is not lost or misplaced, and used by unauthorized persons.

1.8.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND

AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Services may not be required during a declared crisis.

1.8.6. INSTALLATION BASE PASSES.

1.8.6.1. The Government will issue all required installation/base passes to Contractor personnel and vehicles at no cost to the Contractor. The Contractor shall submit written requests for installation/base passes to the 374 CONS/PKS.

1.8.6.2. Vehicle insurance certificate are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime

Contractor shall be responsible for all passes issued to his own or his subcontractor’s employees under this contract.

The Contractor shall return all applicable base passes, upon termination of employment or completion of this contract, to the Pass Section, Security Police, Yokota Air Base, Japan.

1.8.7. CONTRACTOR PERSONNEL

1.8.7.1. Contract Manager. The Contractor shall provide a Contract Manager (CM) who shall be responsible for the performance of the work. The name of this person, an alternate(s) who shall act for the Contractor when the manager is absent, and the Point of Contact (POC) of the emergency requirements under paragraph 1.7, shall be designated in writing to the KO. The CM and alternate(s) shall have full authority to act for the Contractor on all contract matters relating to the daily operations of the work performed under this contract. They must be able to communicate in English as required by the Government.

1.8.7.1.1 The CM shall be available during normal duty hours and within one (1) hour when they are required to meet on the installations with the COR or the FMS representative to discuss problem areas. After normal duty hours, the manager or alternate(s) shall be available upon request.

1.8.7.2. Removal of Contractor’s Employees. The Contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The KO may require that the Contractor remove from the

Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

1.8.7.3. Third Country Nationals (TCN). The Security Forces on each base control entry to the base. Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with

Security Forces at each base when there is a question about particular circumstances.

1.8.7.4. The Contractor shall not employ any person who is an employee of the US Government and/or Master Labor

Contract employees if employing that person would create a conflict of interest or become in violation of the

Procurement Integrity Act (See Federal Acquisition Regulation Section 3.104.). Additionally, the Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500.7-R, the Joint Ethics Regulation (JER).

1.8.8. SUBCONTRACTING. The Contractor shall not use subcontractors without prior written approval with the

KO. The subcontractors shall meet the standards required by this contract to perform the service. The prime

Contractor is responsible for the performance of the subcontractors.

1.8.9. OBTAINING EXEMPTION FROM JAPANESE TAXES AND SUBMISSION OF VEHICLES

LISTINGS FOR TAX EXEMPTION CERTIFICATE

1.8.9.1. USFJ Policy Letter 177-1 (Obtaining Exemption from Japanese Taxes) outlines the procedures for obtaining exemption from certain Japanese taxes in connection with official procurement by the US armed forces. The basis whereby US armed forces obtain exemption from Japanese taxes are prescribed in paragraph 3, Article XII of the Status of Forces Agreement under Article VI of the Treaty of Mutual Cooperation and Security between the US and Japan.

1.8.9.2. Prior to performing the services, the Contractor shall submit fuel consumption ratios of trucks (by size), and an accurate listing of all trucks to be used under this contract together with the vehicle inspection certificates, and location(s) and distances between the Contractor’s Motor Pool(s) to Yokota Air Base, to the KO, 374th Contracting

Squadron, Yokota Air Base, Fussa-shi, Tokyo-to for issuance of fuel tax exemption certificates for this contract.

1.8.9.3. The Contractor may claim tax exemption based on fuel consumption ratio of used size and type of truck(s).

The Contractor will submit the request for tax exemption at least on a monthly basis to the COR. COR will verify that the Contractor’s request is accurate based on the actual services performed and forward it to the KO for certification.

1.8.9.4. The KO will review the accuracy of Contractor’s figures on fuel consumption prior to issuance of appropriate tax exemption certificate.

1.8.10. LIABILITIES

1.8.10.1. Contractor Liability for Personal Injury and/or Property Damage. The Government shall in no event be liable or responsible for damage or injury to any person or property occasioned through the use, maintenance, or operation of any vehicle or other equipment by, or the action of, the Contractor or the Contractor’s employees and agents in performing under this contract, and the Government shall be indemnified and saved harmless against claims for damage or injury in such cases.

1.8.10.2. Contractor Liability for Loss of and/or Damage to Furniture and Appliances. The Contractor shall assume full liability for any and all goods lost and/or damaged in the movement covered by this contract except when loss and/or damage arises out of causes beyond the control and without the fault or negligence of the

Contractor.

1.8.10.3. Contractor Liability for Loss of and/or Damages to the Residence. The Contractor shall be responsible for any damages to the residence caused by the Contractor during the services. Repairs will be completed to the satisfaction of the property owner within the time period upon coordination between the COR and the Contractor. The

Contractor shall report the damage to COR by close of business of the next working day and report the completion of the repair as soon as possible.

1.8.11. REPORT OF DAMAGE, DESTRUCTION, INJURY OR DEATH.

1.8.11.1. The Contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this paragraph, the term

“property” includes equipment, freight, residence or property of any type whether Government owned or not and the term “Contractor” includes the Contractor, its agents, servants or employees.

1.8.11.2. The Contractor shall submit these reports to the KO through the COR as follows: (1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Reports may be either verbal or electronic, and (2) A complete written report shall be submitted within 48 hours after occurrence of the incident. A copy of this report shall be furnished to the COR.

2. SERVICE SUMMARY

The following Services Summary (SS) identifies the performance objectives and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Paragraph Performance Threshold

General Pickup/Delivery Service Para 1.3. No more than 2 defects per month

Pickup Para 1.4. No more than 2 defects per month

Delivery Para 1.5. No more than 2 defects per month

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

Description Condition U/I Quantity Unit Cost

1. 200 square feet of office space within Bldg No.

4145 with necessary utilities (including electricity, heat, light and sewage disposal), and parking area located adjacent to Bldg 4145 as available.

Used

Lot

Not available.

2. One (1) digital platform scale located in Bldg

No. 4145 during 0800 through 1630 hours, Monday thru Friday excluding U.S. Legal holidays.

3. One (1) each restricted type (military installation only) telephone line for official use.

(“Lines" are to be furnished on a reimbursable basis in accordance with procedures set by the installation.)

3.1. For delivery of items or pickup of items to/from individual residence in the high rise tower apartment buildings within Yokota Air Base, the Contractor may use elevators at no cost to the contractor.

3.2. The Government is responsible for maintenance of the Government-Furnished property and facility.

4. APPENDIX:

A. Estimated Workload Data

APPENDIX A ESTIMATED WORKLOAD DATA

- This is information purpose only -

1. A yearly estimated (projected) workload for each contract period is as follows: (Based on the moves during

FY17-FY19)

Months All Areas

a. Jan, Feb, Mar 3 – 14 moves per a day

b. Apr, May 5 – 20 moves per a day

c. Jun, Jul, Aug 10 – 20 moves per a day

d. Sep, Oct 5- 20 moves per a day

e. Nov, Dec 5 – 15 moves per a day

Area II

f. Jan – Dec 1 – 3 moves per year

2. Relocation (PWS para 1.3.4.): One (1) move in the above estimated workload.

3. Estimate Size of Move (Based on the moves during FY17–FY19)

Months All Areas

a. Jan, Feb, Mar 900 lbs – 1,500 lbs

b. Apr, May 1,000 lbs – 1,500 lbs

c. Jun, Jul, Aug 1,000 lbs – 2,000 lbs

d. Sep, Oct 900 lbs – 1,500 lbs e.

f.

Nov, Dec

Jan-Dec

900 lbs – 1,500 lbs

Area II 700 lbs – 1200 lbs