Attachment 1 - PWS.pdf

718 FSS

Mortuary Services

Performance Work Statement (PWS)

16 January 2024

PERFORMANCE-BASED WORK STATEMENT (PWS) FOR

LAND TRANSPORTATION SERVICES FOR DECEASED PERSONNEL

IN OKINAWA REGION

1. DESCRIPTION OF SERVICES

1.1 Scope of Work

The Contractors shall furnish land transportation services for deceased personnel (human remains) from location of human remains to and/or from the following Areas of Responsibility: local hospitals, Japanese law enforcement, residential houses located on the island of Okinawa, (USNHO) Morgue located at Camp Foster, Okinawa and all United States Military Installations located on the island of Okinawa, listed as follows:

Kadena Air Base, Camp Foster, Camp Schwab, Camp Kinser, Torii Station, Camp Lester, Marine Corps Air Station Futenma, Camp Shields, Okuma Det I, Camp Courtney, Camp McTureous, Camp Hansen, Naha Military Port, and all future established military installations.

1.2 Certificate/ Licensing

The Contractor shall be established with Japan’s Land Transport Association, which is a requirement for removal of human remains in Japan and the driver must possess a valid driver’s license on their person for each transportation service.

1.3 Performance Requirement

1.3.1 Hours of Operation. Services shall be provided as promptly as possible, or at maximum, within two (2) hours after services are ordered, or at a time specified by the authorized callers, whichever is later at any time during any calendar day. The hours of operation are 24 hours/day including all US and Japanese holidays, which will include outside normal working hours any day of the calendar year.

1.3.2 Ordering Period: 5 years after award

1.3.3 Maximum amount per order: $25,000

1.3.4 BPA Ceiling amount: $249,999.99

1.3.5 Area of Performance. Local hospitals on island of Okinawa, Japanese law enforcement facilities, residential houses located on the island of Okinawa, (USNHO) Morgue located at Camp Foster, Okinawa and all United States Military Installations located on the island of Okinawa, listed as follows:

Kadena Air Base, Camp Foster, Camp Schwab, Camp Kinser, Torii Station, Camp Lester, Marine Corps Air Station Futenma, Camp Shields, Okuma Det II, Camp Courtney, Camp McTureous, Camp Hansen, Naha Military Port, and all future established military installations

1.3.6 Transfer Materials. Contractors are responsible for furnishing materials such as white sheets, human remains pouches or other material to cover or place human remains in before transportation begins. Contractors must keep a minimum of four human remains pouches on hand at all times to use as required.

1.3.7 Notification. The Contractors shall notify Kadena Mortuary Affairs via telephone when they have retrieved the human remains and are departing from the pickup point and will provide their estimated time of arrival to the USNHO Morgue. Additionally, the contractor shall notify Kadena Mortuary Affairs via telephone of any delay or unexpected occurrence involving the human remains. The Contractor shall use the most appropriate and direct route when transporting to Camp Foster/USNHO Morgue.

1.3.8 Case Load. The contractor shall be able to furnish the transportation services of, at minimum, 20 cases per year.

1.3.9 Japanese Death Certificate. The contractor will be responsible for picking up the Japanese Death Certificate when retrieving human remains at local hospitals, Japanese Law Enforcement, or any Japanese Authorized Home Care Physician. Contractors must provide this document to military Mortuary Affairs at the USNHO Morgue.

1.3.10 Personal Effects. Contractors are required to take all personal effects on deceased member to USHNO Morgue. If a personal effects log is provided by the Japanese hospital or Japanese Police Station, the contractor will also take this paperwork to USNHO Morgue for transfer to Military Mortuary.

1.3.11 Transportation Vehicle. A suitable vehicle shall be used by the Contractor for land transportation services and must meet the below requirements.

1.3.10.1. Size. For air transportation, the outer containers would be 88” (L) x 31 ½” (W) x 26” (H). The vehicle used for the transportation shall be able to accommodate the outer container and possess dark tinted or blacked-out windows. Leaning and weaving is not acceptable.

1.3.10.2. Exterior. These services shall offer honor, dignity, and respect to the human remains. The vehicle to use for transportation shall be clean, no rust, and appropriate.

1.3.10.3. Interior. These services shall offer honor, dignity, and respect to the human remains. The vehicle to use for transportation shall be clean, no rust, and appropriate. The Contractor shall have a seat available in the vehicle for a passenger, when requested.

1.3.10 Loading/Uploading. The contractors shall load human remains into their vehicle at the requested departure point. This may include local hospitals, Japanese Police Stations, commercial residences, U.S. military installations, or airports. Upon arrival to USNHO Morgue, the contractors shall load human remains onto a gurney and will then transfer custody of the human remains to Military Mortuary personnel.

2. BASIS FOR PAYMENT

2.1. Costs of Operation. The Contractor shall be paid a flat rate for the transportation to USNHO Morgue. As additional charges, all costs that the contractor incurs while fulfilling this requirement is incurred at their discretion, including, but not limited to, toll tickets, cost of over time, after/before normal operation hours, or for operations during stormy or inclement weather, shall be borne by the service requestor.

2.2 Additional Charges.

2.2.1 Toll Charge. The actual cost for tolls will be paid to the Contractor to use toll road(s) to expedite pickup/delivery when required by Mortuary. The Contractor is responsible for submission of toll road receipts with an invoice.

2.2.2 Midnight and Early Morning Charges. If the service is provided by the

Contractor between 2200 hours and 0700 hours, Midnight and Early Morning Charges. every thirty (30) minutes thereafter.

2.2.3 Mortuary Materials Charges. If the Contractor furnishes materials such as a white sheet, a plastic body bag, or other materials to cover or place human remains, they will be reimbursed at government expense.

2.2.4 Incomplete Transfers. If contractors are requested to pick up human remains and are turned away for reasons including, but not limited to Police investigation, the service requestor will pay no more than 15 percent of the total cost of the transfer.

2.2.5 Invoice. An itemized invoice shall be made each time for all services performed during the quarterly billing period and submitted to the Mortuary Office and 18 Contracting Squadron.

3. GENERAL INFORMATION.

3.1. Tax Exemption. Obtaining Exemption from Japanese Taxes and Submission of Vehicle Listings for Tax Exemption Certificate.

3.2. Security Safety Requirements.

3.2.1. Installation Access. Employment or completion of this purchase agreement must be provided to the Pass and Identification Section to obtain documents necessary to access the military installation. This process may be duplicated for each branch of service. The Contractor shall report all incidents of damage destruction to property, personal injury, and death to any person, arising out of and during the performance of this requirement. For the purposes of this paragraph, the term “property” includes equipment, freight, or property of any type whether Government owned or not and the term “Contractor” includes the contractor employees.

3.2.2. Physical Security. The contractor providing mortuary transportation services will secure human remains in the transporting vehicle and will not be accessible to the public. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use.

3.2.3. Security Requirements.

3.2.3.1 Contractor employees shall be required to obtain installation access and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

3.2.3.2. ID Passes, Badges and Vehicle Stickers: The Contractor is responsible to obtain such clearances and/or passes as required for their employees to enter military installations on Okinawa prior to commencement of work. The Contractor shall be responsible for all passes issued to their employees under this contract. Applications shall be coordinated through the CO designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the Contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours. The Contractor shall furnish a completed copy of all base passes to the 18th Contracting Squadron. The Government reserves the right to obtain certification of receipt for all base passes upon termination of employment or completion of contract, prior to payment of final invoice.

3.2.3.3. Other Agency Restrictions. Marine, Army and Navy bases/posts may have varying security requirements from the Air Force. It is the Contractor’s responsibility to adhere and follow all regulations for all military installations.

3.2.4. Government Observations. Government personnel, other than COs and CORs, may from periodically, with CO coordination, observe Contractor operations.

However, these personnel may not interfere with or direct Contractor performance or make any changes to the contract.

3.2.4.1 Provide protection to Government property to prevent damage during while the property is under the control or in possession of the Contractor.

3.2.4.2 Record and report promptly (within one hour) to the CO and the COR, all available facts relating to each instance of damage to Government property or injury to either Contractor or Government personnel.

3.2.4.3 In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the CO.

3.2.4.4 If the Government elects to investigate the accident/mishap, the Contractor shall cooperate fully and assist Government personnel in the conduct of investigation until the investigation is completed.

3.2.4.5 The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract

3.2.5. Removal of Contractor Employees.

3.2.5.1 The Contractor shall only utilize experienced, responsible, and capable people in the performance of the work. The Contracting Officer may require that the Contractor remove from the Government installations employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

3.2.5.2 Objectionable employees include those employees not properly attired or those employees using profane language or abusing or disobeying base/host country conduct rules or regulations.

3.2.5.3 The contractor will only hire or utilize their employees that retrieve the remains that will treat the remains with respect and dignity

3.2.6. Japanese Road Laws

3.2.6.1 The Contractor shall comply with Japanese Road Laws while on US Military installations to specifically include Article 43 the Road Law

(Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

3.2.6.1.1 Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

3.2.6.1.2 Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

3.2.6.1.3 The agency managing a road may when there is reasonable cause for them to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

3.2.7. Registration of Motor Vehicles.

3.2.7.1 All Contractor and privately-owned motor vehicles required to be on U.S.

Government facilities during the performance of this contract must be registered with Vehicle Registration, Camp Foster. Necessary decals and/or permits will be issued and displayed on the vehicles in the manner as directed by the Vehicle Registration Officer. Vehicle decals shall be removed from vehicles and turned in to Vehicles Registration, Camp Foster, at the end of the contract period or sooner when vehicles are no longer used in the performance of the contract or as directed by the CO.

3.2.8. Government Liability. The Government shall not be liable for any loss or damage to the Contractor’s property including stock or for expense incidental to loss or damage.

3.3. Transportation Request.

3.3.1. The Authorized callers are authorized to place calls or coordinate transportation schedule in timely manner describe herein.

3.3.2. The Authorized callers are authorized to request transportation services by either phone calls or emails.

4. GOVERNMENT RESPONSIBILITY.

4.1. Mortuary personnel shall provide accurate information on the location of the human remains to the contractor.

4.2. Mortuary personnel will furnish Mortuary supplies such as Human remains pouches, and any needed materials prior to service performance.

5. CONTRACTOR-FURNISHED PROPERTY.

5.1. Contractor will furnish the following property to be used for performance of the service.

5.1.1. White sheets. The contractor shall wrap human remains with a white sheet to cover social sight. More than one sheet may be needed, depending on the size of human remains.

5.1.2. Other materials as needed shall be furnished depending on human remains.