Attachment 1 - PWS Hood and Duct 12AUG21.pdf

PERFORMANCE WORK

STATEMENT

FOR

CLEANING OF COMMERCIAL COOKING

GREASE LADEN VAPOR EXTRACTION

SYSTEMS (HOOD & DUCT SYSTEMS) FOR

KADENA AIR BASE, OKINAWA, JAPAN

18 CES/CEOES

KADENA AIR BASE, OKINAWA, JAPAN

12 Aug 2021

TABLE OF CONTENTS

Section Number and Title Page Number

1. DESCRIPTION OF SERVICES

1.2. REQUIREMENTS

2. SERVICES SUMMARY

2.1. PERFORMANCE ASSESSMENT

2.2. PERIODIC PROGRESS MEETINGS

3. FACILITIES, EQUIPMENT, AND SERVICES

3.1 GOVERNMENT FURNISHED

3.2. CONTRACTOR FURNISHED

4. GENERAL INFORMATION

4.1. QUALITY CONTROL

4.2. QUALITY ASSURANCE

4.3. SECURITY REQUIREMENTS

4.4. PHYSICAL SECURITY

4.5. HOURS OF OPERATION

4.6. CONSERVATION OF UTILITIES

4.7. RECORDS

4.8. ENVIRONMENTAL CONTROLS

4.9. GOVERNMENT OBSERVATIONS

4.10. SAFETY REQUIREMENTS

4.11. 18th MUNITIONS (18 MUNS) AREA REQUIREMENTS. (Reserved)

4.12. CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES DURING CRISIS

4.13. TYPHOON SERVICES

4.14. PHASE IN/ PHASE OUT

4.15. PUBLICATIONS

4.16. CONTRACTOR PERSONNEL

4.17. CONTRACTOR MANPOWER REPORTING

4.18. JAPANESE ROAD LAWS

4.19. REQUIRED INSURANCE BY JAPANESE LAW

4.20. CONTRACTOR VEHICLES

4.21. DAMAGES TO GOVERNMENT BUILDING, EQUIPMENT, OR VEGETATION

4.22. PERMITS, LICENSES, CERTIFICATIONS

4.23. GOVERNMENT INTERFACES

5. APPENDICES

Appendix A: Estimated Workload Data Appendix B: Maps, Floor Plans and Site Plans Appendix C: Government Furnished Property/Services/Equipment Appendix D: Report Requirements

Appendix E: AFCOLS Appendix F: Facilities with Known Duct Issues Appendix G: System Information

AMOSIN, MARINA JOYCE S PH USAF PACAF 18 CONS/PKA

Match table of contents page to the other pages. The PWS footer page begins at pg. 33.

Delete 4.11 if not applicable to the contract

1. DESCRIPTION OF SERVICES.

1.1. Purpose: This Contract is for services for the 18th Civil Engineer Squadron, 18th Wing, Kadena Air Base (KAB) including surrounding United States Air Force (USAF), and Department of Defense (DOD) facility locations on Okinawa, Japan as listed in this Performance Work Statement (PWS). The overall Civil Engineer mission at Kadena AB is to plan, maintain, operate, and protect the infrastructure, facilities, and environment for assigned Airmen, families, and civilian employees.

1.1.2. Scope: The Contractor shall provide all management, personnel/labor, equipment, tools, materials/supplies, vehicles and supervision necessary to perform HOOD and DUCT CLEANING at various facilities on Kadena Air Base and Okuma on Okinawa, Japan, as listed in Appendix A (Estimated Workload).

1.2. REQUIREMENTS.

1.2.1. The Contractor must clean the inside and outside surfaces of assigned Hood and Ducts.

This includes, but is not limited to, removing deposits from the following hood and duct equipment: air moving equipment (exhaust fans), duct sections from the canopy or hood to roof top exits, canopy or non-canopy exhaust hood faces, vertical type fume scrubbers, fan discharge stacks, impeller shafts, roof top vents and exhaust equipment, fire dampers, fan blades or blower wheels, duct and equipment hangers and supports and any other components associated with hood and duct ventilation assemblies. All filters must be properly cleaned in accordance with (IAW) NFPA Standard 96, 12.6 (Cleaning of Exhaust Systems) requirements and local commercial standards. Contractor is not required to clean the fusible link.

1.2.2. The Contractor must notify the Kadena Air Base Fire Department (Fire Department) at 634-6011 prior to the start of service at the each site.

1.2.3. The Contractor must protect all kitchen equipment (when applicable) and personnel during cleaning operations of hood and duct systems. The Contractor must ensure the area is returned to its original condition after service is performed. The Contractor must run the system for a minimum of five minutes after cleaning as well as check the fan discharge and roof area around the system for residue cleaner/grease and clean affected area.

1.2.4. The Contractor must submit monthly cleaning schedules to the Contracting Officer’s Representative (COR). The Contractor will be given the prior year’s schedule at the time of award to coordinate with the users.

1.2.5. Access to all parts of the exhaust system that require cleaning will be the Contractor’s responsibility. The Contractor must obtain approval from the COR prior to dismantling a system or unit to comply with the requirements of this contract. The contractor must notify the Utilities and Heating, Ventilating and Air Conditioning (HVAC) shops regarding the dismantling.

Systems or units that are dismantled must be reassembled to their original and operational condition after cleaning is complete. Nuts and bolts shall be properly adjusted and tightened to the exact torque. All lost or missing nuts, bolts or screws will be replaced at the Contractor’s

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Will we measure the contractor’s performance based on local commercial standards?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Fire department will perform the inspection

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Is that Japanese or AF? If AF, are these standards available to the contractor? If not, we need to make sure they are available.

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

AF, NFPA 96 is available to the contractor.

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

What does this statement mean?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system, contractor is not require to have the fusible link clean

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Recommend a clearer sentence: Contractor is not required to clean the fusible link.

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Revised

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

When does the contractor submit monthly cleaning schedules?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Schedule submitted no later than 25th day of prior month expense.

1.2.6. Lockout/tagout procedures must be used to combat Hazardous Energy Control electric switches. Bilingual (English and Japanese) signs shall be posted at the disconnected switches.

For example: “Hood and duct cleaning in progress. DO NOT REMOVE LOCK OR TURN ON

ELECTRICAL SWITCHES.” 作業中のダクトクリーニング 施錠を解除または電源をオンにしては

いいけません。The Contractor must provide a lockout/tagout plan to the COR for review and approval 30 days after contract award.

1.2.7. In the event the alarm or suppression systems are accidentally activated by the contractor, the Contractor must immediately call the Fire Department at 098-934-5911. If the chemical system is discharged, the Contractor shall clean all affected areas and replace the fire suppression agent at no additional cost to the Government.

1.2.8. Upon completion of work, the Fire Department will be notified at 634-6011 for inspection.

Upon completion of the inspection, all electrical switches must be turned back on and the fire alarm and extinguishing systems must be rearmed. All electrical cover plates that were removed shall be replaced. Dampers and diffusers shall be returned to their proper operating position. The Contractor must check that air flows properly and adjust components to ensure that proper airflow is attained.

1.2.9. The Contractor must provide a certificate of cleaning signed by the facility manager or designated facility representative for each hood and duct cleaned. The certificate will, at a minimum, include date cleaned, company name, and telephone number. The certificate must be placed on the exterior of the hood and must be replaced after each cleaning.

1.2.10. The Contractor shall use and follow the checklist provided in Appendix D.

2. SERVICES SUMMARY

2.1. PERFORMANCE ASSESSMENT.

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. During the first 30 days of the contract, two additional errors on each work are allowed in an effort to identify normal phase-in problems.

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

When is this due? Is this a deliverable?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

After awarded within 30 days

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Prior to contract and 30 days after award are two different dates. Recommend having the contractor submit with proposal for evaluation. That way, any problems can be addressed at or after award.

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Previously, contractors submit documents 30 days after award. The Contracting Officer can decide if these documents will be submitted with proposal or after award.

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Will the contractor have to provide a QCP? If so, when is this document required?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

After awarded within 30 days

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

See previous comment.

In the past, QCPs have been submitted by the contractor 30 days after award. If the Contracting Officer believes QCPs should be submitted with the proposals, please let me know.

Performance Objective PWS Para

Performance Threshold

Fire Department Inspection - Clean hood and duct system

1.2.

The hood and duct system must pass the Fire Department inspection 99% of the time, unacceptable work must be re-done at that time. No more than 3 unsatisfactory inspection results per month

Schedule submitted no later than 25th day of prior month

4.7.2.

No less than 99% of the time

3. FACILITIES, EQUIPMENT, AND SERVICES

3.1 GOVERNMENT FURNISHED

3.1.1 GOVERNMENT FURNISHED FACILITIES (GFF): None

3.1.2 GOVERNMENT FURNISHED EQUIPMENT (GFE): None

3.2. CONTRACTOR FURNISHED

3.2.1. Except for those items or services specifically stated as Government Furnished in paragraph 3.1, the Contractor must furnish everything needed to perform the contract requirements and obligations stated in this PWS.

3.2.2. SPECIALIZED PROPERTY OR REQUIREMENTS

3.2.2.1. Vehicle Installed Equipment: The Contractor must ensure that any equipment that are installed on vehicles and used in the performance of this contract will not contaminate the environment. Examples of contamination are leaks, spills, or exhaust that exceed local “smog” regulations.

4. GENERAL INFORMATION

4.1. QUALITY CONTROL

4.1.1. The Contractor must develop and maintain a quality program to ensure Hood and Duct Cleaning service are performed in accordance with commonly accepted commercial practices.

The Contractor must develop and implement procedures to identify, prevent, and ensure no recurrence of defective services. At a minimum, the Contractor must develop quality control

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Will the contractor submit the QCP with their proposal? Is this an evaluation factor?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Deleted, also deleted from QASP (SS)

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Is this date late in the month?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Revised

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

QASP states 4.7.1. Which is correct?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

4.7.2. is correct and also revised the para # on the QASP

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

All of this is QASP language and should not be in the PWS.

Deleted procedures addressing the areas identified in Para 2.1, Performance Assessment. The Contractor must submit a Quality Control Plan to the COR for review and approval 30 days after contract award.

4.1.2. The government will rely on the Contractor's existing quality control systems to maintain a minimum level of quality control, when contracting for commercial services, unless market research indicates otherwise.

4.1.3. The Contractor must keep all records of inspections pertaining to this contract until final settlement of any claims under this contract. When requested, all records must be made available to the Government.

4.2. QUALITY ASSURANCE

4.2.1. The Government will periodically evaluate the Contractor’s performance by appointing a COR to monitor performance to ensure services are received. The COR will evaluate the Contractor’s performance through periodic on-site inspections of the Contractor's work and receipt of complaints from base personnel. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if merited by performance. The Government will also investigate complaints received from various customers located on the installation. The COR, with coordination with the CO, will make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.2.2. Subsequent to contract award, the identity of the COR, with a letter defining his/her duties and authority will be furnished to the successful contract awardee.

4.2.3. The COR will inform the contract manager when discrepancies occur and will request corrective action. The COR will make a notation of the discrepancy on his/her surveillance checklist with the date and time the discrepancy was noted and will request the Contractor’s contract manager (or authorized representative) to initial the entry on the checklist.

4.2.4. Any matter concerning a change to the scope, prices, terms or conditions of this contract must be referred to the CO in writing.

4.2.5. The services performed by the Contractor during the period of this contract, will be subject to review by the CO or COR.

4.3. SECURITY REQUIREMENTS

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Is this a deliverable?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Yes

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

If the QCP, please see comments above.

In the past, QCPs have been submitted by the contractor 30 days after award. If the Contracting Officer believes QCPs should be submitted with the proposals, please let me know.

4.3.1. Contractor employees are required to obtain and display identification badges. The Contractor should 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.

4.3.2. Contractor employees must comply with the security requirements as imposed by the Installation Commander at all times while on U.S. Government installations.

4.3.2.1. The Contractor must be aware that entry requirements are subject to change due to installation and world situations.

4.3.3. ID Passes, Badges and Vehicle Stickers: The Contractor is responsible to obtain such clearances and/or passes as required for its employees to enter military installations after contract award and prior to the start of work. The Contractor must be responsible for all passes issued to his/her employees under this contract. Applications must be coordinated through the CO or COR. At the time of application, the 18th Security Forces Squadron (18 SFS) may conduct background checks on employees. Upon termination of employment of any personnel, the Contractor must be responsible for returning identification cards and base passes to 18 SFS within 24 hours.

4.4. PHYSICAL SECURITY

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, property and materials shall be secured.

4.4.1. Key Control (N/A)

4.5. HOURS OF OPERATION

4.5.1. Normal Hours of Operation: The Contractor may perform the services required under this contract during the following hours: Monday - Saturday from 0000-2400. No work must be scheduled or performed on U.S. holidays unless previously approved. This contract may require the contractor to work at times when the facilities are normally closed. These times may occur during the overnight hours. If requested by the Contractor and with coordination of the COR and prior approval of the CO as required, the Contractor may work extended hours to ensure timely completion of work.

4.5.2. Recognized Holidays: The Contractor is not required to provide service on the following days (except to respond to emergency service calls when applicable):

Please remove FAR Clause references from the PWS.

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Will the contractor receive keys to perform this requirement?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

No

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Recommend adding “Not applicable” or “N/A” for this section. Template language is a suggestion. The PWS should be tailored to your requirement.

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Revised

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Please renumber these paragraphs IAW PWS paragraph numbering.

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Revised

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

This work is performed 24hrs/day?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Yes, there is a possibility of cleaning work after the restaurant is closed

I was not aware of that. Thank you for clarifying.

Day Holiday January 1st * New Year’s Day Third Monday of January Martin Luther King’s Birthday Third Monday of February President’s Day Last Monday of May Memorial Day June 19th * Juneteenth Day July 4th * Independence Day First Monday of September Labor Day Second Monday of October Columbus Day November 11th * Veteran’s Day Fourth Thursday of November Thanksgiving Day December 25th * Christmas Day

* If the holiday falls on Saturday, it is observed on the Friday before. If the holiday falls on a Sunday, it is observed on the following Monday.

4.6. CONSERVATION OF UTILITIES

4.6.1. When available, access to utilities will be provided. The Contractor must carefully conserve any utilities furnished. The Contractor must instruct employees in utilities conservation practices. The Contractor must be responsible for operating under conditions that prevent the waste of utilities, which include the following: lights may be used only in areas where and when work is actually being performed and turned off when not needed. Mechanical equipment controls for heating, ventilation and air conditioning systems must not be adjusted by the Contractor or by Contractor employees unless authorized. Water faucets or valves must be turned off after the required use has been accomplished.

4.7. RECORDS

4.7.1. The Contractor must be responsible for creating, maintaining, and handing over all government-required reports specifically cited in this PWS or required in Appendix D “Report Requirements”. If requested by the Government, the Contractor must provide the original report or a reproducible copy of any report within five business days of receipt of the request. Any reports not specifically mentioned in this PWS that are required by local, national, prefecture, and/ or federal regulations, international agreements, Status of Forces Agreements (SOFA), Japan Environmental Governing Standards (JEGS) must be available to the COR.

4.7.2. The Contractor shall develop a work schedule by coordinating with each site representative. The schedule shall be submitted to the CO and COR for approval no later than the 25th day prior to the start of service of the following month. This schedule shall indicate at a minimum, task descriptions, dates and times and the location where the work shall be performed.

Work shall be scheduled so there is no interruption with the operation of the facility and established routine schedule. A copy of the schedule shall be delivered to the Fire Department on the same date. Any changes to the original schedule shall be revised and submitted to the COR. Any missed days shall be made up at the earliest possible day and coordinated with the COR and site representative.

4.7.3. The Contractor shall invoice the Government for services that are performed on a monthly basis. Periodic services that are scheduled other than a monthly basis shall be billed only for the month it is actually performed. The Contractor shall submit receipts of services signed by the facility manager of each site where work was accomplished that month.

4.8. ENVIRONMENTAL CONTROLS

4.8.1. Compliance with Laws and Regulations: The Contractor must be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS) and requirements regarding environmental protection. In the event that environmental laws/regulations change during the term of this contract, the Contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost because of the change, the Contractor must inform the CO pursuant to notice requirements and negotiate a modification to the contract.

4.8.2. Notification of Environmental Spills: Spills or release of any hazardous substance identified in JEGS Table 16.1. must be immediately reported by the Contractor or its agent to the Kadena Air Base Fire Department at 098-934-5911 or Camp Foster Fire Department at 098-911- 1911 in accordance with JEGS Chapter 18. The liability for the spill or release of hazardous substances rests solely with the Contractor and its agent.

4.8.3. Material Storage and Use: The Contractor must follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

4.8.4. Environmental Management System (EMS) Training. The Contractor must appoint an environmental POC to complete EMS training provided by the AF ESOH Training Network at www.esohtn.com prior to the start of work to oversee and maintain environmental soundness at the project site for the entire duration of the contract when applicable. The Contractor POC must be responsible for training all other employees at the site prior to the start of any project/work activities

4.8.5. Hazardous Materials. Prior to bringing any chemicals on KAB, the Contractor must submit the following to the COR for approval:

4.8.5.1. Hazardous Materials: Any hazardous materials brought onto KAB must be approved in the Enterprise Environment, Safety, and Occupational Health Management Information System (EESOH-MIS) or by USAF Form AF-3952 coordinated through the 18th Logistics Readiness Squadron (18 LRS) HAZMART Pharmacy and approved by 18th Wing Safety, 18th Medical Group Bioenvironmental and 718 CES/CEIE Environmental authorities. (AFMAN 32-7002 dated 04 Feb 2020). The Contractor is responsible for disposal of any hazardous waste generated during this contract.

4.8.5.2 Safety Data Sheets (SDS) and approval in EESOH-MIS or by Form AF-3952 must be presented to the COR before bringing hazardous materials on the base.

4.8.5.3. Hazardous materials must be transported, stored, handled, used, and disposed of, in accordance with Occupational Safety and Health Act (OSHA2206) General Industry, Occupational Safety and Health Standards (29 CFR 1910) and JEGS, the Contractor may not store or dispose of any Hazardous materials on KAB property.

4.8.5.4. The Contractor may consult with the Kadena HAZMART Pharmacy at extension 634- 7724 or 634-7728 for a determination of whether a product is a hazardous material.

4.8.5.5. All containers with hazardous materials must be correctly marked, labeled with their contents, and protected from damage.

4.8.6. Prior to bringing any hazardous materials to a base other than KAB, the Contractor must receive approval following that base’s procedures.

4.8.7. Spills

4.8.7.1. Notification Requirements: While on KAB, report all spills of hazardous materials immediately to 18 CES/CEF Fire Department at 911 or 098-934-5911 and to the COR. For spills at installations other that KAB, notify that location’s fire department and the COR.

4.8.7.2. Responsibility: The Contractor is responsible for all spill cleanups. The Contractor must determine, as quickly as possible, the nature of the spilled substance and implement the necessary safety precautions to protect both human health and the environment. Clean up must be in accordance with applicable local laws and regulations, at no additional cost to the Government, and performed only by personnel adequately trained in spill response and clean up techniques for the severity of the spill incident.

4.8.7.3. Reporting Requirements: The Contractor must submit a written follow-up report to COR within seven (7) calendar days after any spill incident. The written report must conform to the requirements detailed in the 18th Wing Administrative Plan 545 – Spill Prevention and Response. At a minimum, the report must provide the information necessary to complete an Environmental Pollution Incident Report Form. Copies of this form are available from the

Environmental Office (718 CES/CEIE).

4.8.7.4. If the Government has to perform emergency spill response and clean up, due to the non-availability of Contractor personnel, or if the spill is beyond the capacity of the Contractor’s personnel, the Government may establish a contract debt if the funds expended are not otherwise resolved favorably by the contractor.

4.9. GOVERNMENT OBSERVATIONS

4.9.1. It is expected the Contractor might interact with US military members and other government personnel. Interactions could take place with or without the CO or COR present.

The Contractor must not take any actions on a request from a stakeholder or customer that may alter the scope or price of the contract without CO approval. The Contractor must report any requests to alter the contract to the CO as soon as possible.

4.10. SAFETY REQUIREMENTS

In performing work under this contract, the Contractor must:

4.10.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.10.2. Perform work in a safe manner as required by OSHA 2206, Occupational Safety and Health Standards (29 CFR 1910) and JEGS.

4.1.2.1. Consistent with the need for safety protection and in consideration of the various types of work to be performed hereunder, the Contractor must provide his employees with protective devices that meet the standards for various crafts safety requirements, i.e. safety goggles, face shield, welding goggles, steel toe shoes/boots, and leather gloves. Note: Violation of any safety item(s) may result in a work stoppage, at the Contractor’s expense, until such violation(s) are corrected.

4.1.2.2. The Contractor must keep all job sites clean and free of fire hazards, such as oil spills, grease, solvents, or similar flammable substances.

4.10.3. Develop and provide, at the start of the orientation period or the start of the first operational performance period (if there is no Phase-in period), a safety plan to provide a safe work environment for the protection of Government facilities and property as well as Contractor personnel.

4.10.4. Provide protection to Government property to prevent damage during the period of time the property is under the control or in possession of the Contractor.

4.10.5. All Subcontractors will comply with all Safety Provisions within this PWS.

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

4.10.7. In the event of an accident/mishap, take quick and reasonable 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.

4.10.8. If the Government elects to conduct an investigation of the accident/mishap, the Contractor must cooperate fully and assist Government personnel in the conduct of the investigation until the investigation has been completed.

4.10.9. All sub-contractor’s must cooperate and assist in accident reporting and investigation.

4.10.10. Ensure personnel have the following on-base emergency services phone numbers available and programmed into their cell phones as needed:

KAB, Okuma, Camp

Shields, or Torii Station Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp Kinser

Emergency (Base Phone) 911 911 Fire Protection 634-6011 645-3776 Security Police 634-1880 645-7441 Emergency (From Cell Phone) 098-934-5911 098-911-1911

4.11. 18th MUNITIONS (18 MUNS) AREA REQUIREMENTS. (Reserved)

4.12. CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES DURING CRISIS

4.12.1 In accordance with DoDI 3020.41, Operational Contract Support Enclosure 2, para 2c, the Functional Commander or Director has determined that Hood and Duct Cleaning requirement is not considered mission essential. The services will not be required when the facility is closed at the direction of the Commander. This includes base closure for inclement weather. The CO or COR will notify the Contractor’s POC if the facility is closed due to inclement weather or for other reasons. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours. Emergency situations (i.e., accident and rescue operations, civil disturbances, natural disasters, military contingency operations and exercises) may necessitate the Contractor provide increased or

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Please remove FAR Clause references from the PWS.

Corrected this DoDI number.

reduced support as determined by the CO. The Government will negotiate an equitable adjustment with the Contractor for the cost of these emergency requirements. If notification to discontinue services is not received, the Contractor will be expected to continue performance IAW this PWS.

4.13. TYPHOON SERVICES

4.13.1. Tropical Cyclone (Typhoon) Actions: When Tropical Cyclone Condition of Readiness (TCCOR) 2 or TC-2 is declared by KAB weather authorities, the Contractor must complete the current cleaning in progress, and must not begin any additional cleanings until after notified by the COR or when TCCOR 3, 4, or 5 have been given.

4.13.1.1. TCCOR 1C - When TCCOR 1C or TC-1C is declared by KAB weather authorities, the Contractor must depart military bases and monitor radio/television for changes in TCCOR Conditions.

4.13.1.2. TCCOR ALL CLEAR - When TCCOR ALL CLEAR is declared by KAB weather authorities, the Contractor must report to the COR to resume services.

4.14. PHASE IN/ PHASE OUT

4.14.1. During Phase-In, the Contractor is expected to complete access requests and background checks, as applicable to this contract, if not previously accomplished. This is normally not expected to exceed 60 days from the start date of the contract. If the Contractor is not at full performance level by or before 60th day effective date of contract award, the CO may request a conference to discuss any impairments and the remedies necessary to meet full performance levels.

4.14.1.1. Whenever practical, the CO may request a post-award conference to identify Phase-In plans and schedule.

4.14.1.2. If during the Phase-In period it is believed that conditions may or will prohibit the Contractor from fully performing according to this contact, the Contractor must notify the CO and COR in writing, explaining the issues prohibiting full performance.

4.14.2. Phase-Out: If there is a change in Contractor or if the operation reverts to in-house, the incumbent Contractor must provide familiarization, to the Government or the follow-on Contractor, whichever the case may be. During the phase-out familiarization period, the incumbent must be fully responsible for the services provided under this contract.

4.14.2.1. The Government reserves the right to conduct site visits on all Contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Is Phase-In or Phase-Out anticipated? If so, are there deliverables that the contractor needs to submit (i.e., phase-in plan)?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

This is PWS template paragraph (language)

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

If you don’t want to remove template language, we may add clause 52.237-3 to the contract. That will allow up to an additional 90 days of performance in case there is a delay with awarding the follow-on.

Phase-In/Phase-Out is not anticipated, but this language is included as a precaution. Once it’s awarded, if deemed necessary, a Phase-In/Phase-Out plan can be requested. This will be at the Contracting Officer’s discretion.

follow-on contract is not awarded to the incumbent, the incumbent Contractor must cooperate to the extent required to permit an orderly transition. If approved by the CO, the Contractor’s successor may place a recruitment notice, accessible to current employees, in each facility.

4.15. PUBLICATIONS

4.15.1. Compliance with all publications, regulations and operating instructions provided by the Government is required when:

4.15.1.1. They pertain to procedures listed in this PWS and where the Contractor is authorized by the PWS to accomplish the work specified in the publication, regulation or operating instructions.

4.15.1.2. The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

4.15.2. The Contractor is required to acquire and work on the latest version of the publication.

4.15.3. When, as a result of a publication change, the cost to the contactor changes, the Contractor must request an equitable adjustment to the Contracting Officer within 30 days.

4.16. CONTRACTOR PERSONNEL

4.16.1. Contract Manager: The Contractor must provide a contract manager and alternate contract manager who are responsible for the performance of the services. The names and phone numbers of the contract manager and alternate must be provided to the CO in writing prior to the beginning of the first performance period. The Contractor must provide the CO and COR, telephone number(s) where validation results and complaints can be reported. The contract manager and alternate must be able to read, write, speak and understand English.

4.16.1.1. The contract manager or alternate must have full authority to act for the Contractor on all contract matters relating to daily operations of this contract.

4.16.1.2. During the Government Program Office’s normal duty hours (07:30 – 16:00), the contract manager or alternate must be available to meet on the installation with Government personnel to discuss problems. For any issues arising after normal duty hours, the contract manager or alternate must be available the next workday.

4.16.2. Contractor Employees: The Contractor must not employ persons for work on this contract if such employee is identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

4.16.2.1. Contractor personnel must present a neat appearance and be easily recognized as Contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

4.16.2.2. The contractor must not employ an individual who is an employee of the U.S.

Government if employing that person would create a financial conflict of interest. Additionally, the contractor must not employ an individual who has status under the United States – Japan Status of Forces Agreement unless the individual seeks and receives approval according to DoD 5500.07-R, Joint Ethics Regulation; USFJINST 36-1001, Commercial Activities and Private Employment in Japan; and service component guidance applicable to that individual. The contractor must not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106, Contractor Labor Relations Activities.

4.16.2.3. Military Personnel, including Military Reservists and National Guard members may be subject to recall to military duty. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform; however, their absence at any time does not constitute an excuse for nonperformance under this contract.

4.17. CONTRACTOR MANPOWER REPORTING

4.17.1. The Contractor must report all Contractor labor hours (including sub-Contractor labor hours) required for performance of services provided under this contract for Hood and Duct Cleaning service via a secure data collection site. The Contractor is required to compete all required data fields in Enterprise Contract Manpower Reporting Application (ECMRA) at https://www.ecmra.mil/Login.aspx. The Contractor must notify the COR when the information is provided.

4.17.2. Reporting inputs must be for the labor executed during the period of performance for each Government Fiscal Year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data must be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk at http://www.ecmra.mil/.

4.18. JAPANESE ROAD LAWS

4.18.1. The Contractor must comply with Japanese road laws while on U.S. Military Installations to include: Article 43, The Road Law (Japan) Prohibited Acts Relative to Roads. No person must commit the following described acts:

https://www.ecmra.mil/Login.aspx http://www.ecmra.mil/

4.18.1.1. 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.

4.18.2. Article 43-2 - Measures to be Taken to Prevent Cargo or Things Loaded on Motor Vehicle from Falling Out.

4.18.2.1. 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, traveling or operation of the vehicle.

4.19. REQUIRED INSURANCE BY JAPANESE LAW

4.19.1. The Contractor must procure and maintain during the entire period of performance under this contract, the following minimum insurance on each vehicle used by the Contractor at the work site:

4.19.1.1. Type: Automobile Property Damage insurance amount: ¥3,000,000 or the dollar equivalent. Bodily Injury insurance amount: ¥30,000,000 or dollar equivalent.

4.19.1.2. All vehicles must be properly inspected/insured IAW Japanese Compulsory Insurance (JCI) requirements.

4.19.2. Prior to the commencement of work hereunder, the Contractor must furnish the CO a certificate or written statement of the above-required insurance. The policies evidencing required insurance must contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S. Government in such insurance must not be effective for such period as may be prescribed by the required Japanese law in which this contract is to be performed and in no event less than thirty 30 days after written notice thereof to the CO.

4.20. CONTRACTOR VEHICLES.

4.20.1. The Contractor must provide the COR with a list of all vehicles to be utilized on base.

The list must identify type of vehicle and license number. Only vehicles identified on this list are allowed on government facilities. The Contractor must update this list as vehicle requirement changes.

4.20.2. Identification Number. Each vehicle must have clearly visible on each side, the Contractor’s name and a vehicle identification number.

4.20.3. Condition. The Contractor must ensure all vehicles are and remain in serviceable condition. All vehicles must meet prefecture safety requirements of Japanese Government and applicable vehicle safety standards.

4.21. DAMAGES TO GOVERNMENT BUILDING, EQUIPMENT, OR VEGETATION.

The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price. (Apr 1984).

4.22. PERMITS, LICENSES, CERTIFICATIONS.

Unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications;

give all required notices; and comply with applicable Federal, State, Country, and local laws, codes, and regulations in performance of the requirements of this contract. Maintain records of such requirements and make the documentation available to the Government for review.

4.23. GOVERNMENT INTERFACES

Do not interfere with regularly scheduled Government operational activities in the performance of contract requirements. In the event a Government supervisor so requests, temporarily cease work in the area and report the instructions, to include name of the Government person involved, to the COR immediately by the most expedient means available. Do not take any additional actions based on this interface without CO or COR approval.

Please remove FAR clause references from PWS.

5. APPENDICES.

A) Estimated Workload Data B) Maps, Floor Plans and Site Plans C) Government Furnished Property/Services/Equipment D) Report Requirements E) Air Force Common Output Levels (AFCOLS) F) Facilities with Known Duct Issues G) System Information

Appendix A: Estimated Workload Data

Location Times Per Year Bldg. 11, Tee House 6 Bldg. 94, Popeye’s 24 Bldg. 97, Olympic Mall 4 Bldg. 97, Olympic Mall - New 4 Bldg. 98, Dunkin Donuts 12 Bldg. 103, Skoshi Bowl 4 Bldg. 105, Chili’s 48 Bldg. 113, Emery Lanes 4 Bldg. 128, Okuma Restaurant 7 Bldg. 132, Wakaba CDC 1 Bldg. 178, Marshall Dining 4 Bldg. 313, O-Club 4 Bldg. 334, Niko Niko CDC 1 Bldg. 337, Chili’s Too at USO 12 Bldg. 412, BX Food Court 12 Bldg. 439, Himawari 1 Bldg. 455, Shilling Recreation Center 4 Bldg. 622, NCO Club 24 Bldg. 772, Central Kitchen 4 Bldg. 843, Johnson Dining 4 Bldg. 1986, Ryukyu Middle School 2 Bldg. 1991 New Kadena Elementary School 2 Bldg. 3522, Airpower Café 4 Bldg. 3629, Seaside Ristorante 4 Bldg. 4081, Shima no ko 1 Bldg. 9399, Kadena Middle School 2 Bldg. 9480, Ralph F. Stearley Primary School 2 Bldg. 9481, Amelia Earhart Intermediate School

Bldg. 9490, Kadena High School 2 Bldg. 55061, Chippers Lounge 4 Bldg. 980, Burger King 12 Bldg. 980, Arby's 12 Bldg. 2415, Bob Hope Elementary School 2

Bldg. 407, DeCA (Commissary) 1

Appendix B: Maps, Floor Plans and Site Plans Pre-award site visit; upon award, PDF files and maps will be provided.

Why after award?

CHINEN, MITSURU JP USAF PACAF 18 CES/CEOES

Will provide it if requested by the winning bidder

MENDEZ, ERICA W CIV USAF PACAF 18 CONS/PKA

Added this language so that contractors are aware of the requirement prior to award. Please advise if you concur.

I concur

Appendix C: Government Furnished Property/Services/Equipment N/A

Appendix D: Report Requirements

FACILITY CLEANING CHECKLIST

Kadena Fire & Emergency Services

Hood/Ducts Inspection Checklist

FACILITY NAME: BLDG: DATE:

# of HOODS # of DUCTS PASS FAIL

1. Electrical switches locked out/tagged out

2. Hood and backsplash cleaned and grease free

3. Kitchen equipment wiped down and cleaned

4. Prevention measures taken to protect fusible links or other detection devices of the automatic extinguishing system (Aluminum foil should be wrapped around fusible links)

5. Is there a service company label with the name of the company and date of cleaning affixed on the hood

6. Grease build up on fan

7. Grease buildup on ductwork

8. Was entire duct accessible and cleaned

9. Grease build up in hood

10. Clean dry filters and grease catch replaced

11. Ductwork liquid tight (grease tight)

12. Ductwork has continuous weld

13. After completion of the rinse process; was there any evidence of cleaning product residue left on any exhaust system component?

14. After completion of the cleaning process; were all access panels (doors) and cover plates restored to their normal operational condition

15. If the facility has a Risk Management (RM) plan in place, check with the facility manager to ensure corrective actions are being followed. Comment status of corrective actions below

INSPECTOR:

Signatur e

Facility Manager:

Signatur e

CLEANING SUPERVISOR:

Signature

PREVENTION AC

Signature

COMMENTS:

Reference NFPA 96: Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations

Appendix E: AFCOLS N/A

Appendix F: Facilities with Known Duct Issues

Bldg. Facility Name Remarks/Problems Solutions

1 3629 Seaside Inn Large roof vent may be hard to remove. Sections of ductwork are inaccessible

Provide access panels so inaccessible areas can be cleaned, or reconfigure existing duct system to provide full access for cleaning

2 3409 SKY HAVEN

Hood No.3

Not accessible Provide access panels

3 97 Olympic Mall Pizza Hut

Provide access panels

4 1984 Ryukyu Middle School

Not accessible Provide access panels to the duct & to the fan.

5 178 Marshall Dining Facility

None of the ducts are 100% accessible. Non-removable louvers are installed. Front 2 hoods have water systems installed, no access to ducts from ground floor

Remove louvers from duct system.

Provide access panels so inaccessible areas can be cleaned, or reconfigure existing duct system to provide full access for cleaning

7 55061 Chibana Golf Horizontal above hood is inaccessible, ~7 feet never cleaned. No access panels in ducting

Provide access panels so inaccessible areas can be cleaned

8 843 Johnson Dining Facility

Large ducts with immovable intermediate louvers

Remove the louvers to provide access.

Appendix G: System Information

Bldg. 11, Tee House Restaurant

Hood No. 1 Size: 108 x 141 = 15228

Duct # 1 Approx. 12 + 16 x 118 = 6608 in2

Bldg. 94, Popeye's Fried Chicken Hood No. 1 Size: 44 x 36 = 1584

Duct # 1 Approx. Size: No Data

Bldg. 97, Olympic Mall

Hood No. 1 Size: 48 x 24 = 1152

Bldg. 97, Olympic Mall - New

Hood No. 2 Size: 72 x 48 = 3456 Duct # 2 Approx. Size: 12 x 12 = 144 L 183"

12 x 12 = 144 L 189"

Bldg. 98, Dunkin Donuts

Hood No. 1 Size: 144 x 60 = 8640

Duct # 1 Approx. Size: 28 + 12 x 94 7520 in2

Bldg. 103, Skoshi Bowl

Hood No. 1

Size:

x x

7776 in2 Duct # 1 Approx. Size: 12 + 18 x 96 = 5760 in2

Bldg. 105, Chili's Restaurant

Hood No. 1 Size: 161 x 57 = 9177

Duct # 1 Approx. Size: 20 + 13 x 75 4950 in2 Hood No. 2 Size: 78 x 53 = 4134

Duct # 2 Approx. Size: 8 + 8 x 71 2272 in2 Hood No. 3 Size: 84 x 37 = 3108

Duct # 3 Approx. Size: 14 + 10 x 106 5088 in2

Bldg. 113, Emery Lanes Hood No. 1 Size: 60 x 78 = 4680

Duct # 1 Approx. Size: 12 + 12 x 110 = 5280 in2 Hood No. 2 Size: 27 x 156 = 4212

Duct # 2 Approx. Size: 95 + 8 x 51 = 10506 in2

Bldg. 128, Okuma Rec Center

Hood No. 1 Size: 66 x 300 = 19800

Duct # 1 Approx. Size: 10 + 24 x 59 = 4012 in2

Bldg. 132, Wakaba Child Development Center Hood No. 1 Size: 38 x 66 = 2508

Duct # 1 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 2 Size: 48 x 48 = 2304

Duct # 2 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 3 Size: 40 x 48 = 1920

Duct # 3 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 4 Size: 40 x 66 = 2640

Duct # 4 Approx. Size: 16 + 16 x 98 = 6272 in2 Hood No. 5 Size: 40 x 71 = 2840

Duct # 5 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 6 Size: 85 x 200 = 17000

Duct # 6 Approx. Size: 16 + 16 x 79 = 5056 in2

Bldg. 178, Marshall Dining Hood No. 1 Size: 139 x 47 = 6533

Duct # 1 Approx. No Data Hood No. 2 Size: 139 x 47 = 6533 Duct # 2 Approx. No Data Hood No. 3 Size: 192 x 43 = 8256 Duct # 3 Approx. No Data

Hood No. 4 Size: 297 x 43 = 12771 Duct # 4 Approx. No Data Hood No. 5 Size: 61 x 46 = 2806 Duct # 5 Approx. No Data Hood No. 6 Size: 108 x 141 = 15228

Duct # 6 Approx. Size: 12 + 16 x 118 = 6608 in2

Bldg. 313, Officer's Club Hood No. 1 Size: 52 x 299 = 15548

Duct # 1 Approx. Size: 40 + 92 x 55 = 14520 in2 Hood No. 2 Size: 130 x 213 = 27690

Duct # 2 Approx. Size: 40 + 26 x 55 = 7260 in2 Hood No. 3 Size: 58 x 172 = 9976

Duct # 3 Approx. Size: 60 + 18 x 55 = 8580 in2 Hood No. 4 Size: 23 x 84 = 1932

Duct # 4 Approx. Size: 24 + 48 x 315 = 45360 in2 Hood No. 5 Size: 62 x 56 = 3472

Duct # 5 Approx. Size: 25 + 23 x 24 = 2304 in2 Hood No. 6 Size: 23 x 84 = 1932 Duct # 6 Approx. No Data

Bldg. 334, Niko Niko Child Development Center Hood No. 1 Size: 38 x 66 = 2508

Duct # 1 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 2 Size: 48 x 48 = 2304

Duct # 2 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 3 Size: 40 x 48 = 1920

Duct # 3 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 4 Size: 40 x 66 = 2640

Duct # 4 Approx. Size: 16 + 16 x 71 = 4544 in2 Hood No. 5 Size: 40 x 71 = 2840

Duct # 5 Approx. Size: 16 + 16 x 71 = 4544 in2

Bldg. 337, Chili's Too at USO Hood No. 1 Size: 46 x 44 = 2024 Duct # 1 Approx. Size: No Data Hood No. 2 Size: 97 x 153 = 14841 Duct # 2 Approx. Size: No Data Hood No. 3 Size: 42 x 42 = 1764 Duct # 3 Approx. Size: No Data

Bldg. 412, BX Food court Hood No. 1 Size: 72 x 60 = 4320 Anthony's Pizza Duct # 1 Approx. Size: No Data Hood No. 1 Size: 96 x 48 = 4608 Manchu Wok Duct # 1 Approx. Size: No Data Hood No. 2 Size: 96 x 48 = 4608 Manchu Wok Duct # 2 Approx. Size: No Data Hood No. 1 Size: 97 x 48 = 4656 Taco Bell Duct # 1 Approx. Size: No Data Hood No. 1 Size: 172 x 48 = 1152 Burger King Express Duct # 1 Approx. Size: No Data Hood No. 1 Size: 135 x 54 = 7290 Charley's Duct # 1 Approx. Size: No Data Hood No. 1 Size: 133 x 27 = 3591 Popeye's

Bldg. 439, Himawari Hood No.