Attachment 1 Mail Truck Sasebo PWS.pdf

PERFORMANCE-BASED WORK STATEMENT

MAIL TRUCK SERVICES

FOR

U.S. FLEET ACTIVITIES, SASEBO, JAPAN

DATE: 22 October 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 1 to RFQ No. FA520921Qxxxx

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform Mail Truck Services for U.S. Fleet Activities, Sasebo, Japan (the Sasebo Post Office) in accordance with the terms and conditions of this contract and applicable Japanese laws and trade practices.

1.1. AREA OF PERFORMANCE

A round trip between the Sasebo Post Office (Bldg 310) and U.S. Marine Corps Air Station (MCAS) Iwakuni Post Office (the Iwakuni Post Office) via Nishi-Kyushu Jidosha-do, Sasebo-chuo and/or Minato Interchange (Approximately 704 kms for a round trip).

1.2. FREIGHT. USPS Priority mail bags and various size parcels.

1.3. VEHICLE SPECIFICATIONS

1.3.1. An appropriate size of cargo box truck: Minimum 1,000 kgs loading capacity, a sealed closed-body type utility vehicle. Cargo hold must only have rear doors that can be secured with a locking device. The Government will provide USPS tin-band seals that must be used to seal the door with the locking device for all shipments involving official registered mail.

1.3.2. Interior of truck cargo compartment shall be well cleaned prior to loading. Any vehicle that the Contractor uses in performing services under this contract may be inspected by the Contracting Officer’s Representative (COR) or Government Representative(s)for compliance with the vehicle specifications.

Use of such vehicles shall be contingent upon the results of such inspection.

1.4. OPERATIONAL REQUIREMENTS

1.4.1. The Contractor shall follow the operational definitions and requirements set forth below.

1.4.2. PICK-UP AND DELIVERY SCHEDULE (Refer to Pricing Schedule for Item numbers.)

Item 0001: The Contractor shall provide one (1) each of one (1) ton cargo box truck when and if a round trip service is scheduled by the COR. The Contractor shall arrive not later than 05:30 AM at the Sasebo Post Office for pick-up of freight (outgoing mail) and deliver to the unloading point at the Iwakuni Post Office following the schedule below at Table 1. The Contractor shall also pick-up freight (incoming mail) at the Iwakuni Post Office and deliver to the Sasebo Post Office on the return trip. The Contractor will be paid only for the services ordered and accomplished. The Contractor is authorized to use toll roads and the costs for toll roads shall be included in the unit price.

Table 1:

Arrive Sasebo Post Office

(NLT)

Arrive Iwakuni Post Office

(Estimated)

Depart Iwakuni Post Office

(Estimated)

Arrive Sasebo Post Office

(Estimated)

05:30 AM 10:30 AM 11:30 AM 04:30 PM

1.4.3. In the event the Contractor furnishes vehicles that are of larger capacity than that required, the Contractor will be paid on the basis of the ordered size truck.

1.4.4. ADVANCE NOTIFICATION. For round trips under Item A001, the COR will notify the Contractor of the performance schedule by e-mail and confirm it by telephone prior to 05:00 PM on the preceding working day the services are required. The term "working days" used herein covers Monday through Sunday, and US legal holidays as specified at paragraph 1.6.3. below.

1.4.5. LOADING AND UNLOADING. Loading and unloading of postal matter will be accomplished by the Government. However, the Contractor shall be responsible for the proper stowage and securing of said freight against loss or damage while in transit. The Contractor shall also provide dunnage at no additional cost to the Government if necessary. The Contractor shall assist loading and unloading upon request by the Government Representative, however, the Government remains responsible for loading and unloading.

1.4.5.1. Freight loading point – A platform or shipping point at the Sasebo Post Office and/or the Iwakuni Post Office as designated by Government Representative as a point from which freight will be transported pursuant to this contract.

1.4.5.2. Freight unloading point – A platform or receiving point at the Sasebo Post Office and/or the Iwakuni Post Office designated by the Government Representative as a point at which freight, transported pursuant to this contract, will be unloaded.

1.4.6. FREE TIME. One (1) hour period for each point at the Sasebo Post Office and Iwakuni Post Office. Free time commences at the time the truck is placed by the Contractor at either loading or unloading point and notice thereof is given to a Government Representative. At the Iwakuni Post Office where loading and unloading points are at the same point and loading is to be performed subsequently after unloading. The Contractor’s vehicle shall not be relieved during the free time.

1.4.7. SECURITY GUARD. The Contractor shall allow a Government Representative to ride to/from the Iwakuni Post Office on Contractor’s truck while the trucks are engaged in the performance of services under this contract. The Contractor shall take the Postal Clerk back to the Sasebo Post Office even in the event that there is no freight to be delivered back to the office.

1.4.8. COSTS OF OPERATION. All costs of operation under this contract shall be born by the Contractor, including, but not limited to tolls, licenses, costs of overtime, Japanese holiday work, or for operations during stormy or inclement weather.

1.4.8.1 TOLL CHARGES. Unit prices include necessary toll charges. Increases are anticipated by the pilot program of the Government of Japan during the performance period.

1.4.9. ADDITIONAL CHARGES

1.4.9.1. DEMURRAGE. If through no fault of the Contractor, a truck is not loaded, dispatched or discharged, and released within an allowable free time, the Contractor shall be entitled to demurrage for detention of the truck by the Government every 30 minutes beyond the free time at the rate indicated in Item 0002AA. Demurrage is based on the time that the truck arrives at the appointed location. For purpose of payment hereunder, the full half-hourly rate shall be paid for any period of time up to and including 30 minutes. Item 0002AA demurrage charges shall be applicable to vehicles furnished hereunder in all instances. The Contractor shall submit requests for demurrage to the COR within thirty

(30) days following the occurrence of said charges.

1.4.9.2. CANCELLATION CHARGE. In the event any performance scheduled is canceled on the day of the performance for Item 0001, the Contractor will be paid the cancellation charge at the applicable cancellation charge under Item 0002AB. No cancellation charge shall be paid if notice is provided prior to the day of performance. In the case when a vehicle(s) having arrived at the loading point is held and cancelled after the expiration of the free time, the Contractor shall not be paid demurrage charge in addition to the cancellation charge.

1.5. SAFETY AND ENVIRONMENTAL PRECAUTIONS. The Contractor shall comply with applicable industry standards and practices for safety to perform the services in the contract. The Contractor personnel shall take all reasonable steps and precautions to prevent accidents during the performance. The Contractor shall also comply with applicable environmental precautions.

1.6. GENERAL INFORMATION

1.6.1. QUALITY ASSURANCE. The Government will evaluate all of the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) by appointing COR to monitor performance to ensure services are received.

1.6.2. 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.

1.6.3. U.S. LEGAL HOLIDAYS. The U.S. legal holidays are specified below:

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

1.6.4. INSTALLATION BASE PASSES

1.6.4.1. The U.S. Government will issue all required installation/Base passes and Controlled Area Badges to Contractor personnel and vehicles at no cost to the Contractor. The Contractor shall submit written requests for installation/base passes to the COR, the Sasebo Post Office.

1.6.4.2. Installation Passes. For access to US Installations, the US Government will issue all required Gate Passes/Vehicle Passes to Contractor personnel at no cost to the Contractor. To obtain passes, the Contractor is required to submit documents IAW each installation instruction. The prime Contractor shall be responsible for all passes issued to his/her own or his/her subcontractor’s employees under this contract. The Contractor shall return all applicable passes upon termination of employment or completion of this contract to the Installation Pass Office.

(1) Gate Passes. In order to obtain Gate Passes, the Contractor may be required to (i) submit certificates of residence, abstracts of family registers and an ID photo, in addition to application forms which could vary depending on each installation, and (ii) make appointments at the Installation Pass Offices to take ID photos and pick up issued passes. The Contractor is responsible for the expenses and costs that they would incur in order to obtain Gate Passes.

(2) Vehicle Passes. In order to obtain Vehicle Passes, the Contractor shall submit the proof of valid liability insurance that must cover the automobile liability insurance in the types and minimum amounts of (i) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (ii) Property Damage - ¥3,000,000 per occurrence.

1.6.5. Required License. “Special Correspondence Delivery Business (特定信書便事業許可状)” license issued by the GOJ (Government of Japan) Ministry of Internal Affairs and Communication (MIC

総務省) in accordance with the GOJ Law concerning Correspondence Delivery provided by Private- Sector Operators (Correspondence Delivery Law). The Contractor shall submit a copy of the aforementioned license to the COR and Contracting Officer prior to the performance of the subject services.

1.6.6. CONTRACTOR PERSONNEL

1.6.6.1. CONTRACT MANAGER. The Contractor shall provide a Contract Manager 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), shall be designated in writing to the KO. The Contract Manager 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. The Contract Manager and alternate(s) shall be individuals who are capable of conversing in and comprehending English.

1.6.6.2. 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 the Contractor removes 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.

1.6.6.3. 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.

1.6.7. OBTAINING EXEMPTION FROM JAPANESE TAXES AND SUBMISSION OF

VEHICLE LISTINGS FOR TAX EXEMPTION CERTIFICATE

1.6..7.1. 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.

1.6.7.2 Prior to performing the services, the Contractor shall submit fuel consumption ratios of trucks (by size) for verification, and an accurate listing of all trucks to be used under this contract together with the vehicle inspection certificates, and location(s)/distances between the Contractor’s Motor Pool(s) to include temporary truck holding places and USFJ installations/airports covered by this contract, for issuance of fuel tax exemption certificates for this contract to the KO, 374th Contracting Squadron, Yokota Air Base.

1.6.7.3. The Contractor shall also submit a certification statement to the KO for claiming deadhead distances for each ordered service during performance period. The wording for the certification statement will be provided to the Contractor by the KO.

1.6.7.4. The Contractor may claim tax exemption based on fuel consumption ratio of ordered size/type truck(s) used in accordance with the size of truck as verified by the Sasebo Post Office.

1.6.7.5. The Contractor shall not include deadhead distance for trucks that transport freight owned by the third party (or the Contractor) from the unloading point of the ordered transportation service to the motor pool, which the truck(s) originated or home stationed for each ordered service. This service is not considered for official use for fuel tax exemption purposes.

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

1.6.8. TABLE OF DISTANCES. HQ US Army Garrison, Japan-issued Military Traffic Management Bulletin (MTMB) No. 2 entitled “Official Table of Highway Distances, Japan” as revised, may be used for the purpose of ordering and computing charges for services rendered hereunder. It established the kilometer distance between the main gate of a loading installation and that of an unloading installation.

1.6.9. LIABILITIES

1.6.9.1. 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.

1.6.9.2. Except when loss and/or damage arises out of causes beyond the control and without the fault or negligence of the Contractor, the Contractor shall assume full liability for any and all goods lost and/or damaged in the movement covered by this contract.

1.6.10. REPORTS OF DAMAGES, DESTRUCTION, INJURY OR DEATH. 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 purpose of this paragraph, the term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term “Contractor” includes the Contractor, its agents, servants or employees. The Contractor shall submit these reports to the KO through the COR as follows:

1.6.10.1. A preliminary report shall be made as soon as practicable after the time the incident occurs.

Report may be either verbal or facsimile.

1.6.10.2. A complete written report shall be submitted within 96 hours after occurrence of the incident.

A copy of this report shall be furnished to the COR.

2. SERVICE SUMMARY

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

SS Number and

Performance Objective

PWS

Paragraph Performance Threshold

Method of Assessment

SS 1:

Comply with vehicle specifications

Para 1.3.

One (1) deficiency of the total numbers of trucks furnished per month

Periodic Surveillance

SS 2:

Provide pick-up & delivery services as scheduled

Para 1.4.2.

One (1) deficiency of the total numbers of trucks furnished per month

Periodic Surveillance

SS 3.

Comply with safety requirements

Para 1.5.

One (1) deficiency of the total numbers of trucks furnished per month

Periodic Surveillance

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES. None.

4. APPENDIX

A. Actual Workload Data for Additional Round Trip

Appendix A

Actual Workload Data This workload data is for information purpose only.

1. Number of round trips between the Sasebo Post Office and the Iwakuni Post Office

Performance Period: From 1 Oct 16 to 30 Sep 17

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

4 5 3 4 4 5 4 5 4 4 5 4

Performance Period: From 1 Oct 17 to 30 Sep 18

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

4 5 4 5 4 4 5 5 4 5 5 4

Performance Period: From 1 Oct 18 to 30 Sep 19

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

4 4 2 5 4 4 4 5 4 5 3 4

2. Average number of Demurrage from 1 Oct 18 thru 30 Sep 19

Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 0 0 0 0 0 0 0 0 0 0 0 0

3. Average number of Cancellation from 1 Oct 18 thru 30 Sep 19

Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 0 0 0 0 0 0 0 0 0 0 0 0