Attachment 1 - PWS.pdf

PERFORMANCE WORK STATEMENT

ENVIRONMENTAL QUALITY SAMPLING AND ANALYSIS

KADENA AIR BASE, JAPAN

3 July 2024

1.0 INTRODUCTION: The Contractor shall utilize best commercial practices in order to provide on-site environmental sampling and analytical processing of samples for organic, inorganic, and general chemistry laboratory services. Analytical processing encompasses the following: sample collection, sample shipment, receiving, storage, analysis and disposal, Quality Control (QC), and analytical reporting. The Contractor shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness, and progress of the required work. The Contractor shall furnish all labor, tools, supplies, equipment, and transportation necessary to perform the work described in this Performance Work Statement (PWS). The Contractor shall perform all work in accordance with common industry standards/practices and all applicable Federal, Department of Defense (DoD), host nation, and local regulations.

2.0 BACKGROUND: The United States Air Force (USAF) manages outside the continental United States (OCONUS) installations in accordance with all applicable environmental laws and regulations. The United States Air Force Civil Engineering Center (AFCEC) Environmental Directorate requires technical support for environmental programs at United States Forces Japan (USFJ) Air Bases to ensure compliance with environmental regulations and minimize the environmental impacts of USFJ activities. The Government will periodically issue contracts to provide for environmental compliance related requirements. This contract establishes a cost-effective, time-efficient and flexible capability to support the AFCEC program.

3.0 PURPOSE: The purpose of this contract is to achieve objectives in the area of environmental compliance at Kadena Air Base, Japan. Services to be conducted at these locations include the following:

• Task 1: Air Emissions Monitoring for Military Family Housing. Requirements are described in Section 5.4.

The Contractor shall execute the tasks listed above in accordance with the Japan Environmental Governing Standards (JEGS) (Headquarters, USFJ, Current Version, https://www.usfj.mil/Resources/JEGS/). The JEGS are the primary source for environmental guidance and standards for U.S. Forces in Japan. The Contractor shall be responsible for identifying and complying with all current and applicable federal, USFJ, and Government of Japan (GoJ) requirements for performing the work described in this PWS.

4.0 GENERAL PROJECT REQUIREMENTS

4.1 Sampling and Analysis Requirements: All samples collected under this contract shall be collected and analyzed by the Contractor or their qualified subcontractor. The Contractor is responsible for the labor, tools, supplies, sampling containers, sampling equipment, and transportation necessary to collect and transport or ship samples to an approved laboratory. Samples matrixes may include soils, sludge, air, bulk, commercial type products, stormwater, wastewater, petroleum, oils, and lubricants (POL), and miscellaneous unknown solids or liquids collected from various locations in and around Kadena Air Base. Sample matrix may be in pure or heterogeneous states. For every sample collected, the Contractor shall conduct field measurements, as necessary or as dictated by the analytical method, to include pH, ambient temperature, and water temperature, at the time of collection and collect field and trip blanks and duplicates, as necessary, for quality assurance/quality control and document in a field log. Samples collected under https://www.usfj.mil/Resources/JEGS/ this contract shall be documented on an appropriate chain of custody document, if necessary. This form shall accompany each sample collected for analysis.

When collecting samples, the Contractor must follow the collection methods, holding time, preservation, and storage as detailed in the method instructions for all samples analyzed (i.e. EPA, JIS, etc.). The Contractor shall supply all shipping labels and ensure they meet all international, federal, state and/or local laws and regulations. The Contractor shall possess the capability to ship samples from Kadena Air Base to the contract laboratory. Chemical analysis shall be accomplished on a non-emergency/routine basis unless specified otherwise in this PWS. All routine sample analyses shall be performed within the sample hold time, and reports shall be delivered to the USACE COR and Kadena Air Base Points of Contact (POC) within 30 calendar days unless specified otherwise in this PWS. The Contractor shall provide a written explanation/recovery plan should analytical data and/or report submittal exceed the 30-calendar day period. The Contractor shall only collect samples on dates and at times such that the samples collected do not exceed applicable sample holding times. The Contractor shall track the dates and times both Kadena Air Base will be closed or be operating at a reduced capacity for special activities, such as family days, exercises and other special circumstances, to avoid collecting un-useable samples. All samples that cannot be collected as specified due to weather shall be collected at alternate times agreed upon by the COR so as to allow effective sample collection and safe working conditions for the Contractor’s personnel. The Contractor shall comply with sampling and analysis methods in accordance with the Japan Environmental Governing Standards (current version, https://www.usfj.mil/Resources/JEGS/) and other applicable regulations and guidance documents relevant to each analyte listed in this PWS.

4.2 Special Licenses/Permits: The Contractor shall possess appropriate “Jigyo Touroku” (business licenses) for “environmental measurement certification”, or 環境計量証明事業登録証 , provided by governmental authorities under the measurement Law of Japan. The Contractor shall possess appropriate certifications and accreditations to perform laboratory analyses on samples of wastewater, stormwater, hazardous waste, Specially Controlled Industrial Waste, Specially Controlled General Waste, soil, asbestos, and air emissions. Reference the current edition of the JEGS for the required accreditations for each analyte and waste category listed.

4.3 Minimum Laboratory Requirements: All tests performed shall comply with US Federal and Japanese government laws and regulations. Laboratories shall be accredited by a nationally recognized laboratory accreditation body in accordance with standards established under the National Environmental Laboratory Accreditation Program (NELAP) or appropriate host nation accreditation program for all methods and matrices covered by this contract. All laboratories must demonstrate the capability to generate acceptable results from the analysis of proficiency-testing (PT) samples using each applicable method in a specified matrix. Laboratories must provide an established laboratory quality manual or standard operating procedures to demonstrate that the laboratories meet the above accreditation criteria and are capable of performing the required sampling and analyses specified in this PWS. All laboratories are subject to on-site assessments by authorized representatives of the USACE.

4.4 Contractor Personnel: Contractor’s employees must be able to communicate in English with sufficient ability to understand on-base Security Force officers. Employees shall be properly equipped and trained to use personnel protection equipment needed for the collection of all samples. The Contractor is responsible for determining the personnel protective equipment required for each sampling event. The Contractor’s lead on-site supervisor shall possess the 40-hour OSHA Hazardous Waste Operations Course (HAZWOPER) or have completed Japanese equivalent training that teaches workers how to recognize potential fire, explosion, health, safety or other hazards and remain current with the annual refresher requirement or equivalent in order to collect samples from wastewater, HW, environmental releases, asbestos-containing materials, lead-based paint and other environmental hazards. Personnel collecting environmental samples shall be under the direct supervision of the Contractor’s lead on-site supervisor who shall be responsible for the proper accomplishment of all activities required under this PWS. On-site supervisors and https://www.usfj.mil/Resources/JEGS/ employees shall be respirator qualified and medically evaluated according to 40 CFR 1910.120, 1910.134 and 1926.65 or a Japanese equivalent respirator qualification, if a respirator is necessary to perform sampling activities described in this PWS. The Contractors employees shall be capable of ascending and descending ladders and stairs with required sampling equipment and materials necessary for the accomplishment of all sampling activities required under this contract.

4.4.1 Minimum Personnel Requirements:

4.4.1.1 Project Manager: The Contractor shall manage and control all work activities, including subcontracted services, associated with this PWS. The Contractor shall appoint a project manager fluent in both English and Japanese to conduct communication between Government (US or Japan) personnel and the Contractor’s employees and who shall be responsible for the performance of all contract services. The project manager shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The project manager shall also conduct or direct the collection of planning documents, summary reports, and data in English for submission to the Government. The name of the Contractor’s project manager shall be provided in writing to the Contracting Officer within three (3) business days of contract award. The project manager shall be available during normal duty hours for teleconferences with government personnel, as necessary, to discuss issues related contract work performance. After normal duty hours, the manager or alternate shall be available to discuss any emergency sampling requirements.

4.4.1.2 Quality Assurance Manager (QAM): The Contractor QAM must possess a bachelor’s degree in an applicable basic or applied science and have at least 2 years of combined experience in the laboratory. If not a degreed chemist, the QAM must have at least 4 years of nonacademic experience and knowledge in the sampling and analysis of environmental media and associated quality assurance. The QAM shall have documented training in statistics. Training in quality control procedures is strongly encouraged.

4.4.1.3 Project Chemist: The Contractor project chemist must have a bachelor’s degree in chemical, environmental, biological sciences, physical sciences or engineering, with at least 24 college semester credit hours in chemistry and at least 2 years of experience in areas of environmental sampling and analytical testing relevant to the project. An advanced degree in one of the above disciplines may be substituted for the 2 years’ experience requirement. As applicable to the specific project, the project chemist must also have at least 1 year of combined experience in the laboratory to include knowledge of environmental analytical chemistry methodologies, remedial process chemistry, chemical fate and transport, and experience in the sampling and analysis of toxic/hazardous chemicals in environmental matrices.

4.5 Project Meetings/ Coordination:

4.5.1 Contract Kickoff Meeting: The Contractor shall be responsible for conducting a project kickoff meeting by teleconference with the Japan Engineer District (JED) Project Manager (PM) and the 718th CES/CEIE and 718th CES/CEIE Point of Contact within five (5) business days of award of the contract. During this meeting, the Contractor shall discuss the project scope of work and objectives, logistics, coordination requirements, project schedule, data/information needs, and potential obstacles, hazards, or conditions that would interfere with project completion. The Contractor shall prepare and electronically submit meeting minutes within three (3) business days of the conclusion of the meeting. The Contractor shall provide an interpreter that is fluent in both English and Japanese to facilitate communication during the kickoff meeting between Government (US or Japan) personnel and the Contractor’s employees.

4.5.2 Monthly Progress Meetings: The Contractor shall participate in monthly progress meetings via teleconference. The purpose of these meetings is to discuss project status and any administrative, logistical, or personnel issues. Presentation materials (i.e. agenda) shall be prepared by the Contractor for these meetings. Materials shall be provided for review 1 day prior to each meeting. Meeting minutes shall be prepared by the Contractor and provided to the USACE COR within three (3) business days of the conclusion of each meeting. The Contractor shall provide an interpreter that is fluent in both English and Japanese to facilitate communication between Government (US or Japan) personnel and the Contractor’s employees during the progress meetings.

4.6 Project Planning: The Contractor shall be responsible for preparing all project planning documents including the Sampling and Analysis Plan and the Accident Prevention Plan.

4.6.1 Work Plan: The Contractor shall prepare a Work Plan (WP) that presents the general approach and methodologies to be used to conduct work at Kadena AB over the course of the period of performance. The WP shall describe in detail the non-technical, administrative activities necessary to support the project objectives. The WP shall also contain the names and qualifications of key personnel as well as the names of all subcontractors. The WP shall include a project schedule showing the periods in which work will be performed and milestone dates to complete the coordination, fieldwork, and reporting tasks. The project schedule shall be provided in Gantt chart format and shall include dates for starting and completing critical features of each task. The Contractor shall update and resubmit the schedule when changes to the schedule are realized and with each monthly status report submission. The draft WP shall be submitted to the USACE COR for review within thirty (30) calendar days of contract award. The Contractor shall revise the draft WP as necessary based on all review comments received and submit a final WP within five (5) business days of receipt of review comments.

4.6.2 Sampling and Analysis Plan: The Contractor shall prepare a Sampling and Analysis Plan (SAP) that presents the approach and methodologies to be used to collect and analyze environmental samples over the course of the contract period of performance. In addition, the SAP shall describe in detail the analytical methods to be used under this contract including the reporting/detection limits, reporting turnaround time, laboratory certifications and other pertinent information, quality assurance, quality control, and other technical and administrative activities that shall be implemented to ensure that quality data are collected to support the project objectives. The draft SAP shall be submitted to the COR for review within thirty (30) calendar days of contract award. The Contractor shall revise the draft SAP as necessary based on all review comments received and submit a final SAP within five (5) business days of receipt of review comments. The final SAP shall be submitted electronically (in MS Word and PDF formats).

Alongside the Final Sampling Plan, the Contractor shall submit a comment response matrix that includes a response to each government comment by the Contractor. The SAP shall be updated when there are changes to key personnel and when changes are made to the Contractors work approach and methodologies. The SAP must be accepted by the COR prior to the commencement of any sampling activities. All work shall be conducted in accordance with the approved SAP.

4.6.3 Accident Prevention Plan: The Contractor shall develop and implement a written Safety and Health

Program in accordance with guidelines specified in EM 385-1-1. The program shall require that the Contractor record and report promptly (within two hours) to the COR, all available facts relating to each instance of damage to government property or injury to either Contractor or government personnel. In the event of an accident/mishap, the Contractor shall 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 COR. 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.

The Contractor shall prepare an Accident Prevention Plan (APP) for all field work activities to include an Activity Hazard Analysis (AHA). The Contractor shall submit a draft APP electronically to the USACE COR within thirty (30) calendar days of contract award. The Contractor shall revise these plans as necessary and submit a final

APP within five (5) days of receipt of USACE review comments. The final APP shall be submitted electronically (in both MS Word and PDF formats).

The Contractor shall ensure that its subcontractors, suppliers, and support personnel follow all safety and health provisions established in the approved APP. The Contractor shall maintain written certification that the approved APP has been reviewed with all personnel that work at the project site prior to their mobilization. The USACE reserves the right to stop work under this contract for any safety violations at no additional cost to the Government. The USACE will verify that the Contractor has implemented corrective action before allowing continued performance under the contract.

4.6.4 Monthly Report: The Contractor shall prepare and submit a summary report on a monthly basis. The report shall include a brief description of the sampling activities performed, including the locations, analytes, and quantities of samples collected, and the analytical results for all sampling during the reporting period. Also, the report shall include a record of laboratory quality control and quality assurance and calibration and maintenance for any analytical equipment used in the collection of field measurements.

4.6.5 Summary Report: Reference Task 1 for details.

4.6.6 Project Management and Planning Deliverables:

Deliverable Schedule Qty/ Format

Kick-off Meeting Minutes Within three (3) business days after the Kick-off Meeting.

1 electronic

Draft Work Plan Within thirty (30) calendar days after contract award.

1 electronic

Final Work Plan Within five (5) business days after receipt of comments.

1 electronic

Draft Sampling and Analysis Plan Within thirty (30) calendar days after contract award.

1 electronic

Final Sampling and Analysis Plan Within five (5) business days after receipt of comments.

1 electronic

Draft Accident Prevention Plan (APP) with Activity Hazard Analysis (AHA)

Within thirty (30) calendar days after contract award.

1 electronic

Final Accident Prevention Plan (APP) with Activity Hazard Analysis’ (AHA)

Within five (5) business days after receipt of comments.

1 electronic

Monthly Report Within the first seven (7) calendar days of the month following the reporting period. 1 electronic

Monthly Meeting Minutes Within three (3) business days following the completion of each meeting. 1 electronic

Draft Miscellaneous Summary Reports Within thirty (30) calendar days of the completion of sampling and analysis activities.

1 electronic

Final Miscellaneous Summary Reports Within fifteen (15) calendar days of the receipt of Government comments.

1 electronic, 1 hardcopy

5.0 SPECIFIC PROJECT REQUIREMENTS

5.1 TASK 1– AIR EMISSIONS MONITORING FOR MILITARY FAMILY HOUSING

5.1.1 Description of Service: Conduct semi-annual boiler emissions testing at Military Family Housing on Camp Courtney, Camp Foster, Camp Kinser, and Kadena Air Base.

5.1.2 Task 1a: Semi-Annual Boiler Emissions Testing: Contractor shall update Work Plan, Sampling and Analysis Plan, and Accident Prevention Plan to include activities to be performed in support of Task 1. Contractor shall procure sampling materials and equipment and conduct semiannual emissions testing (phase 1 and phase 2) of exhaust gas emitted from 8 boilers and operated by Military Family Housing on Kadena Air Base, Camp Courtney, Camp Foster, and Camp Kinser. The Contractor shall mobilize and conduct semiannual testing during the PoP at approximately 180-day intervals, with specific dates and times to be coordinated at least 30 calendar days in advance with the Military Family Housing Point of Contact, the 718th CES/CEIE Program Manager, and the USACE COR.

Allowable limits for units are presented in the 2022 JEGS, Chapter 4. Samples shall be collected by a qualified analyst(s) knowledgeable of JIS gas emission sampling.

Table of Boilers.

# Installatio n

Locatio n (Bldg.)

Make Model Max Capacity (MMBTU/hr

Heatin g Area (m2)

Burner Combustio n Rate (L/hr)

DOI Stack Heigh t (m)

1 Camp Courtney

4507-1 Kawasaki Thermal Engineerin g Co, Ltd

KP-613NWO 3.00 16.4 75.7 2005 6.05

2 Camp Courtney

4507-2 Kawasaki Thermal Engineerin g Co, Ltd

KP-613NWO 3.00 16.4 75.7 2005 6.05

3 Camp Kinser

857-1 Hurst Boiler & Welding Co., Inc.

SI-P2-60-30W 2.79 27.9 67.8 2007 15.00

4 Camp Kinser

857-2 Burnham Commercia l Boiler

4FHW.209A.50.0.P

F

1.44 18.0 45.4

2013 15.00

5 Camp Kinser

1073-1 Burnham Commercia l Boiler

4FHW.209A.50.0.P

F

1.44 18.0 45.4 2014 10.80

6 Camp Kinser

1073-2 Burnham Commercia l Boiler

4FHW.209A.50.0.P

F

1.44 18.0 45.4 UN

K

10.80

7 Kadena

AB

10180-1 Burnham Commercia l Boiler

4FW.154A.40.0.GP 1.29 13.47 43.5 UN

K

10.10

8 Kadena

AB

10180-2 Burnham Commercia l Boiler

4FW.154A.40.0.GP 1.29 13.47 43.5 UN

K

10.10

All personnel working at a height of 4 feet or above will be protected from potential falls by the use of safety belts and guardrails. A scaffold with working platform, ladders, or steps shall be erected by the Contractor in accordance with the EM 385-1-1, whenever working at an elevated area. A mobile aerial work platform or manlift is an acceptable alternative to a scaffold.

Emission Testing Field Book. The Contractor shall record physical and operating information in a field book for all units subject to the testing. The field book shall at least contain (1) facility and equipment data including building number, equipment number, model number, serial number, manufacturer, year built, heating surface, fuel consumption rate, type of fuel used, stack height, date of previous test, boiler changes (decommissioned, replaced, inoperable), etc.,

(2) warm-up period before the testing and approximate loading in percent during the testing (3) frequency of use, (4) photo documentation, the statistic label affixed to the unit, any stack/piping/ducking surrounding the unit, and the building the unit is located in, (5)weather conditions including temperature, and (6) any other observations that may assist in interpreting the emission analysis data. The information and data recorded shall be summarized and attached to the report.

Laboratory Analysis: The following table indicates the analytical parameters and test methods for all boilers and generators. The laboratory’s internal quality control shall be fully employed in accordance with the approved SAP.

Table of Analyses for Boilers.

Installation Number of Boilers Pollutant Test Method Total

Quantity

Camp Courtney 2 NOx JIS K 0104 4 SOx JIS K-0103 4

PM JIS Z 8808 4

Camp Foster 2 NOx JIS K 0104 4 SOx JIS K-0103 4

PM JIS Z 8808 4

Camp Kinser 6 NOx JIS K 0104 12 SOx JIS K-0103 12

PM JIS Z 8808 12

Kadena Air Base 2 NOx JIS K 0104 4 SOx JIS K-0103 4

PM JIS Z 8808 4

Task 4b: Summary Reports: A Draft and final report shall be prepared after the completion of each phase of emission tests. Each report shall be arranged in the most logical manner and contain the following information, at minimum: date and time of sampling, laboratory internal quality control record and discussion, analytical data, quantification limit, reportable limit, field notes, chain-of-custody form, tabulated summary of boiler field inspection report/test results and recommendations, boiler location map and photographs, and any other reportable items listed in the testing methods. The Draft report shall be submitted within 30 calendar days of the completion of sampling activities and the final report shall be submitted within 15 calendar days of the receipt of Government comments.

5.1.3 References:

• Japan Environmental Governing Standards, April 2022

• Attachment 4: Boiler Locations and Sampling Information

5.2 OPTION YEARS

This contract will include three (3) option years. Each option year will have a period of performance of 365 days from the notice of award. All tasks discussed in Section 5.0 SPECIFIC PROJECT REQUIREMENTS will be included in each option year. The option years will be exercised at the Government’s discretion when funds become available. The descriptions of work required for each option year are provided as below:

5.2.1 OPTION YEAR 1. The Contractor shall perform the Task 1 in accordance with the requirements stated in

Section 5.0.

5.2.2 OPTION YEAR 2. The Contractor shall perform the Task 1 in accordance with the requirements stated in

Section 5.0

5.2.3 OPTION YEAR 3. The Contractor shall perform the Task 1 in accordance with the requirements stated in

Section 5.0

6.0 ADMINISTRATIVE REQUIREMENTS:

6.1 Period of Performance: The Period of Performance (PoP) for this contract is 01 August 2024 to 31 July 2025 for a total of 365 days.

6.2 Points of Contact: The USACE COR and PM, the 718th CES/CEIE POCs, and other relevant POCs will be provided at the time of award. The USACE Contracting Officer is the only person with the authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to:

(1) Direct or negotiate any changes in the Statement of Objectives or specifications.

(2) Modify or extend the period of performance.

(3) Change the delivery schedule; or

(4) Otherwise change any terms and conditions of this contract.

The USACE Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract and not withstanding any provisions contained elsewhere in this contract, the said authority remains solely in the USACE Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the USACE Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

6.3 Normal Hours of Operation: Unless otherwise noted, the Contractor shall perform the services required under this contract during the following hours: Mon - Fri, 0800-1700, except federal holidays. With prior coordination, the Contractor may work extended hours and on weekends to ensure timely completion of work.

6.4 Payments. The Contractor is permitted to submit partial payment requests to the USACE COR. Invoices shall be accompanied by a summary of work performed during the billing period and shall be commensurate with the accomplishment of milestones and tasks.

6.5 Access to Government Facilities: The Contractor shall provide all information and coordination necessary to obtain access badges and passes for Contractor personnel and vehicles for each installation to perform the sampling activities required at those installations.

6.6 Government Holidays: Access to certain facilities and offices will be restricted on the eleven (11) US Federal holidays listed below and on weekends unless prior arrangements with base personnel can be made.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2024 https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025

Note: Holidays falling on Saturday shall be observed the preceding Friday. Those falling on Sunday shall be observed the following Monday.

6.7 Standards for Deliverables: All documents produced under this project shall be in English. Deliverables, including all documents, support documents, and checklists, shall be submitted to the USACE COR via e-mail IAW the Deliverables Schedule. The Contractor shall also deliver hard copies and/or electronic copies of all deliverables to the 718th CES/CEIE. Electronic files of written documentation shall be provided via e-mail for by SAFE (Safe Access File Exchange, https://safe.apps.mil/) in the following formats, as applicable:

• Text Microsoft: Word (latest version)

• Spreadsheets: Excel (latest version)

• Graphics: PowerPoint (latest version)

• Project Management: MS Project

• Database: Access (latest version)

The deliverable documents shall be in sufficient detail that only minor changes should be required based on Government review. If any submitted document is incomplete, prepared incorrectly, or of poor quality; the Contractor shall revise the document at no additional cost to the Government. All documents delivered to the USACE COR shall be electronic.

6.8 Quality Control: The Contractor shall develop and implement a quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s Quality Control Plan (QCP) shall be included as part of the overall contract Sampling and Analysis Plan and shall ensure that the work tasks are in compliance with the contract requirements. The Government will provide comments on the plan, if necessary, to be incorporated by the Contractor into the final QCP. The QCP shall be submitted to the USACE COR by e-mail for acceptance. After acceptance of the QCP, the Contractor shall receive the CO’s or COR’s acceptance in writing of any proposed change to this QCP.

6.9 Quality Assurance: The Government will periodically evaluate the Contractor’s performance under this contract by appointing a COR to monitor performance and ensure that services are received. The COR will be identified by separate letter at the time of award. The COR will monitor all technical aspects of the contract and assist in contract administration. The COR will evaluate the Contractors performance in accordance with the Quality Assurance Surveillance Plan (QASP) and the Performance Requirements Summary (PRS). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The COR will also be responsible for investigating and validating customer complaints. However, the Contracting Officer will make the final determination of the validity of the complaint in cases of disagreement.

6.9.1 Performance Requirements Summary. The performance and subsequently the evaluation of the Contractor shall be based on certain performance metrics. The metrics include safety, quality, schedule, cost, and customer satisfaction. Evaluations of the Contractor’s performance may be done at any time during the course of this contract.

The Contractor will be allowed to provide input to specific performance metrics on this Contract; however, the Government will make the final determination of specific performance metrics. Some performance metrics may include but are not limited to the following.

https://safe.apps.mil/

Quality:

• Conformance with PWS with minimal Contractor’s rework.

• Government reviewers do not find it necessary to make extensive and/or repetitive comments, correspondence, or other communication regarding issues of which the Contractor should have thorough knowledge.

Schedule:

• Timely and complete submission of draft and final deliverables IAW PWS.

• Timely commencement and completion of PWS-specified work.

• Factors that may result in changed schedule are identified to the COR and Army project manager, in writing, in a timely manner.

Controls:

• No unauthorized work. This fixed price contract requires the Contractor to perform the work described in the contract, at the awarded price.

• Weekly & monthly progress reports accurate and submitted IAW PWS.

• Factors that may result in the need for a modification to the contract, are identified to the COR and CFAY

Housing POC, in writing, in a timely manner.

Business Relations:

• Met contractual obligations.

• The customer has overall satisfaction with the work performed.

Management of Key Personnel:

• Key personnel were highly qualified, responsive, and cooperative.

• Key personnel were able to manage their resources efficiently.

• Key Personnel were knowledgeable and effective in their areas of responsibility.

Safety:

• No Class A Accidents.

• No major safety violations.

• Minor safety violations uncommon.

• No pattern of non-compliance with project safety standards.

Monitoring of the Contractor will be accomplished by file reviews, periodic inspections, random observations, customer reviews and complaints. The following table is an example of the government’s QA plan when monitoring Contractor’s performance:

E VG S M U

Category: QUALITY OF PRODUCT OR SERVICE Performance indicator: Document reviews Draft Plans, Reports, documents, and electronic submittals [Plans, documents and reports are considered draft

All contract-milestone documents accepted as submitted

No substantive comments (i.e.

limited to grammar, spelling, terminology) to any of the

One or more documents or subplans required revisions to be resubmitted for acceptance prior to proceeding.

One or more documents required revisions to be resubmitted for approval prior to proceeding.

One or more documents did not comply with contract requirements, or one or more documents until accepted as final by the Government documents, but a few exceptions were noted and corrected

Resubmission of an entire document or subplan was not required.

Two backchecks were required on one or more documents before original comments were resolved satisfactorily.

required more than two backchecks before original comments were resolved satisfactorily, or more than one document was rejected.

Performance indicator: Project Execution Process Compliance Zero Corrective

Action Requests (CAR) or 948s

1 CARs/948s for non-critical violations to WP requirements

2-3 CARs/948s for non-critical violations to WP requirements

4-5 CARs/948s for non-critical violations and/or 2 CARs/948 for critical violations

>5 CARS for non-critical violations and/or >2 CARs/948s for critical violations, or any unresolved CARs

Project Execution Zero letters of formal grievances or letters of concern AND one or more unsolicited letters of commendation

Zero letters of formal grievances or letters of concern

One letters of formal grievances or letters of concern that was resolved through negotiation

More than one letter of formal grievances or letters of concern that were resolved through negotiation

Task Completion Final data and QC documentation submitted and accepted

Final data and

QC

documentation submitted but not accepted

E VG S M U

Category: SCHEDULE Performance indicator: Timely completion of tasks Final Plans and Reports, project milestones, invoices

All document submittals and contract milestones and invoices complete and accepted by contract date, project closed out/final invoice approved ahead of schedule

Project closed out/final invoice accepted ahead of schedule

Project closed out/final invoice accepted on contract date

Project closed out/final invoice accepted within 30 calendar days after contract date.

Project closed out/final invoice accepted more than 30 calendar days after contract date.

Project status reports accurate and complete.

Yes No

Performance indicator: Impacts to schedule Impacts caused by Contractor or other

Impacts and corrective actions

Impacts and corrective actions

Impacts and corrective actions

Impacts and corrective

Impacts and corrective causes identified, in writing to POJ KO/ PM, in a timely manner to apply acceptable corrective actions.

clearly communicated within 24 hours of detection clearly communicated within 48 hours of detection clearly communicated within a week actions clearly communicated within two weeks actions clearly communicated within a month

Category: COST CONTROL Performance indicator: No unauthorized cost overruns Unauthorized cost overruns

No Yes

Total Project Costs Total contract invoices less than 98% of contract authorized amount

Total contract invoices greater than 98% but less than 99.99%of contract authorized amount

Total contract invoices between 99.99% and 100% of contract authorized amount

Total contract invoices greater than 100% but less than 105% of contract authorized amount

Total contract invoices greater than or equal to 105% of contract authorized amount

Performance indicator: Monthly Reports Monthly cost reports accurate

Submitted on time and accurately describes work and reflects % complete.

Submitted late on fewer than 3 occasions but always accurately describes work and reflects % complete.

Submitted late 3 - 5 occasions but always accurately describes work and reflects % complete.

Submitted late on greater than 5 occasions but always accurately describes work and reflects % complete or submission was not accurate

Submitted late and did not accurately describe work nor reflect the % complete.

Monthly Manhour Exposure Report

Provided on the first of each month and includes all requested information

Provided by the third day of each month and includes all requested information

Provided by the fourth day of each month and includes all requested information

Provided by the first week of each month and includes all requested information

Provided more than a week after each month begins and does not include all requested information

Performance indicator: Impacts to cost Impacts caused by Contractor or other causes identified, in writing to POJ KO/PM, in a timely manner to apply acceptable corrective actions.

Yes No

E VG S M U

Category: Business Relations Performance indicator: Met contractual obligations Corrective Actions taken were timely and effective (Refer

Yes No to CARs issued to Contractor) Performance indicator: Professional and Ethical Conduct Meetings and correspondences with project delivery team and other stakeholders

Zero letters of reprimand, grievances, or formal complaints AND one or more unsolicited letters of commendation

Zero letters of reprimand, grievances, or formal complaints

One letter of formal grievances or letter of concern that was resolved through negotiation

More than one letter of formal grievances or letter of concern that were resolved through negotiation OR removal of one or more project personnel as a result of a letter of formal grievances or letter of concern.

Performance indicator: Customer has overall satisfaction with work performed Customer survey results for rating period

4.0-5.0 3.0-3.9 2.0-2.9 1.0-1.9 <1.0

Performance indicator: Personnel competent, responsive, and cooperative Key personnel competently answer inquiries, responsive, and cooperative

Always Most Times Never

Category: MANAGEMENT OF KEY PERSONNEL AND RESOURCES Performance indicator: Personnel knowledgeable and effective in their areas of responsibility Personnel assigned to tasks

All personnel proposed by Contractor were assigned to project, some personnel were substituted by higher qualified individuals.

All personnel proposed by Contractor were assigned to project, some personnel were substituted by equally qualified individuals.

All personnel proposed by Contractor were assigned to project, some personnel were substituted by equally qualified individuals, formal grievances or letters of concern received for personnel conduct from the Army.

All personnel proposed by Contractor were assigned to project, some personnel were substituted by lesser qualified individuals or Army requested, in writing, removal of assigned personnel for less than satisfactory performance.

Performance indicator: Personnel able to manage resources efficiently Instances when resource management had negative impact on project execution

0 1-2 3-4 5-6 >6

Category: Safety Performance indicator: Accidents and Violations No Class A accidents, Contractor at fault

No class A accidents IAW AR 385-40

No class A accidents IAW

AR 385-40

No class A accidents IAW AR 385-40

No class A accidents IAW

AR 385-40

Any Class A accident IAW AR-385-10, or any explosive related accident.

Major safety violations (Class B thru Class D)

0 accidents/ injuries, No safety violations

0 accidents/ injuries, No safety violations

0 accidents/ injuries, 1 non-explosive related safety violation.

<1 non-explosive related Class C, accidents, or <2 non-explosive Class B accidents IAW

AR 385-10.

2 or more non-explosive related Class C accidents, or >1 non-explosive Class B accident, IAW AR 385-10

Minor safety violations (Less than Class D)

No safety violations

1 safety violation 2 safety violations. 3 safety violations

>3 safety violations

Classes of Accidents:

- Class A: Fatality or permanent total disability (Government Civilian, Military Personnel, and/or Contractor), or >$2,000,000 property damage.

- Class B: Permanent partial disability or impatient hospitalization of 3 or more persons (Government Civilian, Military Personnel, and/or Contractor), $500,000< $2,000,000 property damage.

- Class C: Lost Workday (Contractor) or Lost Time (Government Civilians), $50,000< $500,000 property damage.

- Class D: $2000 < $50,000 property damage.

6.10 Identification of Contractor’s Personnel: Contractor personnel shall present a clean and neat appearance and be easily recognized as professional employees. This shall be accomplished by wearing an appropriate ID badge and distinctive clothing bearing the company name.

“Identification of Contractor Employees in the Federal Workplace (Aug 2008):

The Contractor shall provide each of its employees who will be involved in the performance of the contract, on a Government facility, with an identification (ID) badge. The ID badge shall clearly display the Contractor’s name and the employee’s name and color photograph. The Contracting Officer or his/her designee shall approve the ID badge before the commencement of contract performance. It is the Contractor’s responsibility to ensure that all Contractor personnel wear the ID badge at all times when performing work under this contract at a Government facility. Unless otherwise specified in the contract, each Contractor employee shall wear the ID badge in a conspicuous place on the front of their clothing and above their waist, except when safety or health reasons prohibit such placement. This requirement is in addition to any Government facility security provisions that require that a Government-issued security badge also be worn. Contractor personnel shall clearly identify themselves to all attendees as a Contractor employee before the commencement of meetings with Government or other Contractor personnel. Contractor personnel shall clearly and immediately identify themselves as a Contractor employee when placing, answering or participating in telephone/VTC conversations with Government or other Contractor personnel. When Contractor personnel send e-mail messages from or to a Government-owned computer, they shall include a signature block that includes their employer’s name and the employee’s full name and e-mail address. Each of the requirements set forth in paragraphs a-c above, must be included in all subcontracts at any tier.”

6.11 Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, the Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, if such employment would be contrary to the policies of the Department of the Air Force.

6.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. If requested by the Government, the Contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request. These documents and materials may not be used or sold by the Contractor without written permission from the CO. The Contractor shall not publish results of the project tasks without obtaining email or written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose.

All data/documents produced under this contract will remain in the USACE database systems. All hard copy memorandums document, literature, presentations produced under this contract shall remain with USACE at the conclusion of the contract period. This right does not abrogate any other Government rights.

6.13 Road Laws: 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).

1) No person shall commit the following described acts: 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.

2) The agency managing a road may, when there is reasonable cause for him 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.

6.14 Notification of Environmental Spills: If the Contractor spills or releases any substance contained in 40 CFR 302 and JEGS Chapter 13 into the environment, the Contractor or its agent shall immediately report the incident to the Kadena Air Base Fire Dept. at 911. The liability for the spill or release of such substance’s rests solely with the Contractor and its agent, including any remediation necessary for site restoration.

7.0 SECURITY: The Contractor must comply with all security requirements imposed by the local installation commander at all times while performing the requirements of this contract on military installations. Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees shall be required to obtain 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. With respect to ID Passes, Badges and Vehicle Stickers, the Contractor shall obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa prior to the start of work. The Contractor shall be responsible for all passes issued to his/her employees under this contract.

Applications shall be coordinated through the COR. 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.