Attch 1 - PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

GROUNDS MAINTENANCE SERVICES FOR

KADENA AIR BASE, 18th MUNITIONS AREA AND

OTHER U.S MILITARY INSTALLATIONS ON

OKINAWA, JAPAN

18 CES/CEOES

KADENA AIR BASE, OKINAWA, JAPAN

7 July 2020

TABLE OF CONTENTS

Section Number and Title Page Number

1. DESCRIPTION OF SERVICES

1.2. MAINTAIN IMPROVED GROUNDS

1.3. MAINTAIN SEMI-IMPROVED GROUNDS

1.4. MAINTAIN UNIMPROVED GROUND

1.5. MAINTAIN FLOWER BEDS

1.6. GROUNDS MAINTENANCE OF BUILDING 4200 (Plaza Housing)

1.7. MAINTAIN SURFACE DRAINAGE DITCHES

1.8. BASE PERIMETER AND INTERIOR SECURITY FENCES

1.9. TRIMMING OF TREES

1.10. SPECIAL EVENT SERVICES

1.11. INITIAL CUTS

1.12. PRESERVATION OF GOVERNMENT PROPERTY

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

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: “Clear Zone” requirement

Appendix G: Building 4200 yard maintenance guides

Appendix H: Housing Guide

Appendix I: Definitions

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 must provide non-personal services to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed on Kadena Air Base, 18th Munitions area and other U.S. Military installations on Okinawa, Japan. Grounds Maintenance must be performed in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. Grounds Maintenance areas are divided into three (3) regions, Operations and Maintenance (O&M), 18th Munitions (MUNS), and Military Family Housing (MFH) areas.

This contract may be awarded to one or more contractors covering one, two or three regions each.

Items specific to that area are included as sub-paragraphs below the primary paragraph. These items may not apply to all areas. Plus or minus 1% contracted area change from current best estimate quantity (total contracted acres) in the Appendix A is within the firm fixed price of this contract. The Contracting Officer (CO) must authorize any increase or group of increases exceeding this 1% change. The Contracting Officer’s Representative (COR) shall keep track of changes with providing the revised map including acreage to the contractor.

1.1.3. Addition Information:

1.1.3.1. Phone Numbers listed as DSN may be only called from a DSN (Defense Switched

Network) or by calling the access line 011-81-98-938-1111 followed by the DSN number.

1.1.3.2. Every effort was made to ensure office symbols, locations and phone numbers are correct.

During the performance of this contract the office symbols, locations and phone numbers are subject to change without notice.

1.1.3.3. Common terms and definitions are provided in Appendix I “Definitions”

1.2. MAINTAIN IMPROVED GROUNDS

1.2.1. Mow. The Contractor must mow all improved grounds, as listed in Appendix B “Maps, Floor Plans, and Site Plans”, to look well-manicured, neat and professional appearance, maintaining grass height between 5 cm (2 in.) to 10 cm (4 in.) at all times. Seed heads are not included in this measurement. Grass must be uniform in appearance, free of skips, gaps, rutting, or scalping. The Contractor must pick up debris, natural and manmade, prior to mowing any area. Before leaving work area, the Contractor must remove or mulch visible grass clippings.

1.2.2. Edge. The Contractor must edge sidewalks, driveways, street edges, curbs, playgrounds and other hard surfaced areas located within the improved grounds so that grass height matches surrounding area grasses. Edging must include removal vegetation from expansion joints, and cracks in sidewalks, driveways, and other hard surfaces. Grass, vegetation and weeds must be cut back no more than 1.3 cm (.5 inch) from the surface edged, maintaining an even contour with the edged surface, uniform in appearance and free of scalping, rutting, and uneven or rough cutting.

1.2.3. Trim. The Contractor must trim grass and weeds around trees, shrubs, hedges, buildings, fences, poles, fire hydrants, parking lot bumper blocks, boulders, and other fixed or temporary obstacles/objects on improved grounds. Trimming height must match surrounding area grass height. All areas must be trimmed concurrent with mowing. Before leaving work area, the

Contractor must remove or mulch grass clippings when visible after trimming.

1.2.4. Remove Debris/Police Grounds. The Contractor must perform general litter patrol in all areas of improved grounds. Remove and dispose of natural debris, tree limbs: less than 32kg (70 lbs.), dry brush, fallen leaves, rocks, rodent habitats, etc. and man-made debris (paper, bottles, and cans, etc.). Areas must be maintained to a neat and professional appearance. All roads, sidewalks and parking lots must be free of grass clippings prior to the Contractor leaving the area. All green waste must be removed to a location off the U.S. Government installation and disposed in a manner consistent with local, prefecture, and Japanese regulations.

1.2.5. Prune Shrubs, Hedges and Other Plants.

1.2.5.1. Prune Shrubs, Hedges and Other Plants (O&M area). The Contractor must prune/trim shrubs and other plants to maintain their natural growth characteristics to enhance the beauty and health of the plant (remove dead or dying branches). Hedges must be maintained to their natural mature height and shape. Shrubs, plants, hedges, and ground cover/vines must be pruned/trimmed

8 cm (3 in.) away from buildings, fences, curbing, sidewalks, and other fixed obstacles. The

Contractor must prune all plants around landscape and ground lights to allow light usage for its intended purpose. Shrubs and hedges located on street corners, curb easements, etc. must be pruned/trimmed to keep from obstructing view of oncoming traffic. Hedges must be pruned and maintained at a height of 92 cm (3 ft.) along roads and sidewalls. Hedges in other areas must be pruned and maintained at a height of 122 cm (4 ft.). New growth must not extend more than 15 cm

(6 in.) beyond the previously groomed length. Areas beneath shrubs and hedges must be kept free

(clean) of all grass, weeds, vegetation, and debris.

1.2.5.1.1. Entry gates consisting of vehicle and personnel located on the inside of the sound wall

(jet blast deflector wall) must be free of vines and other vegetation to ensure gates can be easily operated at all times. The vehicle gate header and upper track area must be cleared to a minimum of 46 cm (18 in.) from the upper track. All other gates must remain clear of vegetation sufficient to allow the gate to be easily operated at all times.

1.2.5.2. Prune Shrubs, Hedges and Other Plants (MUNS area). The Contractor must prune/trim shrubs and other plants to maintain their natural growth characteristics to promote health of the plant (remove dead or dying branches). Hedges must be maintained to their natural mature height and shape. Shrubs, plants, hedges, and ground cover/vines must be pruned/trimmed 8 cm (3 in.)

away from buildings, fences, curbing, sidewalks, and other fixed obstacles. The Contractor must prune all plants around landscape, electrical poles/ boxes, and ground lights to allow usage for its intended purpose. Vegetation located on street corners, curb easements, etc. must be pruned/trimmed to keep from obstructing view of oncoming traffic.

1.2.5.3. Prune Shrubs, Hedges and Other Plants (MFH areas). The Contractor may prune/trim shrubs and other plants to provide for safety of the Contractor’s workers and other people.

Cutting/pruning must be kept to the minimum required for safety.

1.2.5.4. All Areas: Unless authorized by the COR, the Contractor must not dispose of any green waste debris on US Government controlled property. All debris generated from trimming and pruning operations must be removed to a location off the U.S. Government installation, in a manner consistent with local, prefecture, and Japanese regulations.

1.3. MAINTAIN SEMI-IMPROVED GROUNDS

1.3.1. Mow. The Contractor must mow all semi-improved grounds, as listed in Appendix B “Maps, Floor Plans, and Site Plans”, to an even appearance. Grass must be cut to height between 10 cm (4 in.) and 25 cm (10 in.). Grass must be uniform in appearance, free of skips, gaps, rutting, or scalping. The Contractor must pick up any visible debris, natural and manmade, prior to mowing any area. Before leaving work area, the Contractor must remove or mulch visible grass clippings.

All roads and sidewalks must be free of debris and clippings before leaving the area.

1.3.2. Trim. The Contractor must trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, and other fixed or temporary obstacles/objects on semi-improved grounds. Trimming must be accomplished concurrent with mowing and must match surrounding area grass height.

1.3.3. Prune Shrubs, Hedges and Other Plants.

1.3.3.1. Prune Shrubs, Hedges and Other Plants (O&M and MUNS areas). The Contractor must trim shrubs, hedges, and other plants to prevent encroachment on buildings, fences, electrical poles/ boxes, etc.

1.3.3.2. Prune Shrubs, Hedges and Other Plants (MFH areas). The Contractor may prune/trim shrubs and other plants to provide for safety of the Contractor’s workers and other people.

Cutting/pruning must be kept to the minimum required for safety.

1.3.4. All Areas: Unless authorized by the COR, the Contractor must not dispose of any green waste debris on US Government controlled property. All debris generated from trimming and pruning operations must be removed to a location off the U.S. Government installation, and disposed in a manner consistent with local, prefecture, and Japanese regulations.

1.4. MAINTAIN UNIMPROVED GROUND

1.4.1. The Contractor must cut grass and vegetation in unimproved ground, as listed in Appendix

B “Maps, Floor Plans, and Site Plans”, to prevent jungle encroachment. This service will be as requested by the CO or COR. It is not expected for the Contractor to cut any unimproved ground area more than once per year. All grass and vegetation must be removed to a location off the U.S.

Government installation and disposed in a manner consistent with local, prefecture, and Japanese regulations.

1.5. MAINTAIN FLOWER BEDS

1.5.1. MAINTAIN FLOWER BEDS O&M. The Contractor must maintain flowerbeds for 18 WG

HQ and Department of Defense Education Activity ground areas. All weeds including roots from all plant and rock beds must be removed or eradicated manually or mechanically, but not chemically. Flowers, plants and rock beds must be maintained as needed to keep clearances of a minimum of 7.6 cm (3 in.) from buildings, sidewalks, or other obstructions.

1.5.2. MAINTAIN FLOWER BEDS MFH. The Contractor must maintain flowerbeds for MFH towers. All weeds including roots from all plant and rock beds must be removed or eradicated manually or mechanically, but not chemically. Flowers, plants and rock beds must be maintained as needed to keep clearances of a minimum of 7.6 cm (3 in.) from buildings, sidewalks, or other obstructions.

1.6. GROUNDS MAINTENANCE OF BUILDING 4200 (Plaza Housing).

1.6.1. The Contractor must maintain the Building 4200 grounds to present a well-manicured, neat and professional appearance at all times, maintaining the grass height between 2.5 cm (1 in.) to

7.6 cm (3 in.). Seed heads are not included in this measurement. The grass must be uniform in appearance, free of skips, gaps, rutting, or scalping. The Contractor must remove grass clippings after mowing, before leaving work area.

1.6.2. The Contractor must maintain the Building 4200 garden areas to present a well manicured, neat and professional appearance at all times, enhancing beauty and proper cultural aesthetics. The

Contractor must remove all weeds including roots from flowerbeds, plants and rock beds either manually or mechanically, but not chemically. Flowers, plants, statues, and rock beds must be maintained to enhance beauty and proper cultural aesthetics. The Contractor must keep plant and garden areas clear from buildings, sidewalks, or other obstructions a minimum of 7.6 cm (3 in.).

1.6.3. All grounds must be maintained free of twigs, branches and leaves. Unless authorized by the COR, all debris generated from trimming and pruning operations must be removed to a location off the U.S. Government installation and disposed in a manner consistent with local, prefecture, and Japanese regulations.

1.6.4. The Contractor must perform yard maintenance on behalf of the resident at Building 4200 in accordance with Housing Brochure and AFI32-6000 Housing Management (18 Mar 2020) in

Appendix G “Building 4200 Yard Maintenance Guides”.

1.6.5. In case of conflicting requirements within this PWS, Paragraphs 1.6 including subparagraphs takes preference over MFH requirements concerning Building 4200.

1.7. MAINTAIN SURFACE DRAINAGE DITCHES

1.7.1. MAINTAIN SURFACE DRAINAGE DITCHES (O&M and MUNS). The Contractor must maintain surface drainage ditches to be free of shrubs, trees, silt, trash, grass clippings and leaves to prevent erosion and ensure continuous flow of water in all improved and semi-improved areas.

1.7.2. MAINTAIN SURFACE DRAINAGE DITCHES (MFH). The Contractor must ensure surface drainage ditches to be free of silt, trash, grass clippings, and leaves allowing for unimpeded drainage of water in all improved and semi-improved areas.

1.7.3. All Areas: Unless authorized by the COR, the Contractor must not dispose of any green waste debris on US Government controlled property. All debris generated from maintaining surface drainage ditches must be removed to a location off the U.S. Government installation and disposed in a manner consistent with local, prefecture, and Japanese regulations.

1.8. BASE PERIMETER AND INTERIOR SECURITY FENCES

1.8.1. The Contractor must maintain a “clear zone” at all base perimeter and interior fences

(available real estate permitting), which must be measured from the ground surface vertically perpendicular and from both sides of the fence horizontally parallel with respect to the ground surface, unless limited by natural barriers or legal boundaries.

1.8.1.1 Clear Zone (O&M areas). The O&M Clear Zone must have a minimum of 4.5 m (15 ft.)

vertical and 3 m (10 ft.) horizontal clearance along both sides of the fence in designated areas. It must be maintained so that all vines, tree branches, weeds, grass and other vegetation does not overhang any perimeter and interior security fence lines. See Appendix F “Clear Zone” requirement, for clear zone illustration (see-attached map).

1.8.1.2. Clear Zone (MUNS Areas). The O&M Clear Zone must have a minimum of 4.5 m (15 ft.) vertical and 4.5 m (15 ft.) horizontal clearance along both sides of the fence. It must be maintained so that all fences are free of vines, tree branches, weeds, grass and other vegetation does not overhang any perimeter and interior security fence lines. See Appendix F “Clear Zone” requirement, for clear zone illustration (see-attached map).

1.8.1.3. Clear Zone (MFH Areas). The clear zone in all MFH areas 3 m (10 ft.) horizontal clearance along both sides of the fence. All fences must be maintained free of vines, weeds, grass and other vegetation. Tree branches may be cut if they present a safety hazard to the Contractor’s workers and other people.

1.8.2. All Areas: Unless authorized by the COR, the Contractor must not dispose of any green waste operations must be removed to a location off the U.S. Government installation and disposed in a

1.9. TRIMMING OF TREES.

1.9.1. Trimming of Trees (O&M areas). The Contractor must prune or trim all trees on all O&M grounds areas. The Contractor must be responsible for identifying and trimming all branches, limbs, or parts of trees that require service up to 4.5 m (15 ft.) in height from the ground. During pruning, the Contractor must remove, and/or cut back branches that conflict with normal traffic or safety. In addition, the Contractor must prune or trim trees that are overgrown, have broken hanging branches, have dead branches, or otherwise pose public safety hazards. Minimum safety clearances are 2.4 m (8 ft.) over walk areas, 30 cm (1 ft.) from buildings.

1.9.2. Trimming of Trees (MUNS Area). The Contractor must prune or trim all trees on all MUNS grounds areas. The Contractor must be responsible for identifying and trimming all branches, limbs, or parts of trees that require service up to 4.5 m (15 ft.) in height from the ground. During pruning, the Contractor must remove, and/or cut back branches that conflict with normal traffic or safety. In addition, the Contractor must prune or trim trees that are overgrown, have broken hanging branches, have dead branches, or otherwise pose public safety hazards. Minimum safety clearances are 2.4 m (8 ft.) over walk areas and 30 cm (1 ft.) from buildings. The Contractor may trim trees, excluding Banyan or other protected trees, for safety and to improve efficiency of mowing and trimming as required in MUNS area only.

1.9.3. Trimming of Trees (MFH areas). The Contractor may prune/trim shrubs and other plants to provide for safety of the Contractor’s workers and other people, keeping the cutting/pruning to the minimum required for safety.

1.9.4. All Areas: The Contractor must not trim or cut any Banyan trees. If a safety issue is present with a Banyan tree, the contractor should notify the COR as soon as possible.

1.9.5. All Areas: Tree trimming must be accomplished to avoid topping, over-trimming and lion’s tailing.

1.9.5. All Areas: Unless authorized by the COR, the Contractor must not dispose of any green waste operations must be removed to a location off the U.S. Government installation and disposed in a

1.10. SPECIAL EVENT SERVICES.

1.10.1. The Contractor must, upon notification by the CO/COR, perform special event grounds maintenance services. Special events may include, but are not limited to, change of command ceremonies, holiday festivities, base appearance inspections, etc. Support of these events will be generally accomplished through, but is not limited to, schedule adjustments for mowing. The standards of performance must remain the same as improved grounds as specified in the paragraph

1.2 in this PWS. The CO or COR will notify the Contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. Upon receiving direction from the COR, the

Contractor must complete services within the specified time period.

1.11. INITIAL CUTS

1.11.1. Upon notification from the COR, the Contractor must perform an initial cut. An initial cut is any non-recurring cut where the vegetation height is greater than 14 inches in height (no trees) and/or a new grounds maintenance requirement. Estimated acreage are for annual initial cut requirements is listed in Appendix A.

1.12. PRESERVATION OF GOVERNMENT PROPERTY

1.12.1. Scalping. Precautions must be taken to prevent scalping due to uneven mowing. Should scalping occur, the Contractor is responsible for immediate replacement, reseeding or re-sodding the area to return it to its original condition.

1.12.2. Rutting of Grounds Surface. Precautions must be taken to prevent rutting of grounds surfaces saturated with water due to rain or other means. If ground saturated exists, preventing performance of grounds maintenance services, the Contractor must notify the COR and provide an adjusted schedule.

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. Procedures as set forth in the

FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, (Oct 2018) will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each work are allowed in an effort to identify normal phase-in problems.

Performance Objective PWS

Para

Performance Threshold Method of

Assessment

PO-1

Maintain Improved Grounds

a. Mow (5cm-10cm)

b. Edge

c. Trim

d. Debris collection (Weight <32kg)

e. Shrubs/Hedges/Plants

f. Clippings

1.2. and sub-paragraphs

80% of all areas are maintained within standard

100% corrective action within 48 hours

Periodic Validation

PO-2

Maintain Semi-Improved Grounds

a. Mow (10cm-25cm)

b. Trim

c. Shrubs/Hedges/Plants Clippings

1.3. and sub-paragraphs

90% of all areas are maintained within standard

100% corrective action within 96 hours

Periodic Validation

PO-3

Maintain Flower Beds

a. 18WG HQ

b. DoDEA

d. MFH Towers

1.5.1.

and

1.5.2.

90% of all areas are maintained within standard

100% corrective action within 96 hours

Periodic Validation

PO-4

Maintain GOQ (Bldg4200) Area

a. Maintain (2.5cm-7.6cm)

b. Edge/Trim

c. Debris collection

d. Shrub/Hedge/Plants

e. Maintain Flower Beds

1.6. and sub-

90% of all areas are maintained within standard

100% corrective action within 24 hours

Periodic Validation

PO-5

Maintain Drainage Ditches free of shrubs, trash & clippings

1.7. and sub-paragraphs

No more than 4 valid defects per month Periodic Validation

PO-6

Base Perimeter and Interior Security

Fence

1.8. and sub-

No more than 4 valid defects per month Periodic Validation

PO-7

Trimming of Trees

a. Tree (Height 4.5M)

b. Shrub trimming

1.9. and sub-

No more than 4 valid defects per month Periodic Validation

2.1.1. Periodic Validation. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validation will be conducted either on a scheduled (daily, weekly, monthly, quarterly, semi-annual or annually) or an unscheduled basis and may be adjusted based on quality trends.

2.1.2. Unsatisfactory Performance. Any unsatisfactory inspection (defect) result will be recorded, and the Contractor must re-perform the service after notification by the COR. Failing to meet the performance threshold as outlined in the Performance Assessment for any performance objectives in any one-month period may result in a warning or letter of concern from the CO. Failing to meet the performance threshold as outlined in the Performance Assessment in any combination for any two, or more consecutive or non-consecutive months during a contract period might require an immediate Progress Meeting with the Multi-functional Team. All remedies must be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance (Oct 2018).

2.1.3. Customer Complaints. The COR will receive and investigate complaints. The COR is responsible for initially validating customer complaints. The CO will make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor.

Validated customer complaints must be re-performed after notification by the CO or COR.

2.2. PERIODIC PROGRESS MEETINGS.

2.2.2. At least semi-annually, and at the CO’s discretion the CO, COR, other government personnel as appropriate, and the Contractor must meet to discuss the Contractor’s performance. The following issues should be discussed; best practices, opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor must provide a summary of any identified unsatisfactory inspections and/or customer complaints and provide insight into any identified trends.

2.2.3. The minutes of these meetings will put into writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the

Contractor not concur with the minutes, The Contractor must provide a written notification, within three (3) business days, to the CO identifying areas of non-concurrence for resolution.

3. FACILITIES, EQUIPMENT, AND SERVICES

3.1 GOVERNMENT FURNISHED

3.1.1 GOVERNMENT FURNISHED FACILITIES (GFF): The Facilities identified in

Appendix C “Government Furnished Property/ Services/ Equipment” will be provided for use on this contract. The Government will provide the necessary keys dependent on the area(s) awarded to the Contractor for Government supplied facilities. Lost or stolen keys must be reported by the Contractor to the COR and replaced by the Contractor at no cost to the

Government. In the event keys are lost or stolen, the Government may request the Contractor to replace either the key(s) or the full locking system for the Government supplied facilities at no cost to the Government; dependent on the risk associated with the lost or stolen keys The Contractor must coordinate the need for additional keys through the COR. The Contractor is responsible for any GFF under its care. Upon termination of this contract, all issued keys must be returned to the Government.

3.1.1.1. MAINTENANCE OF GFF. The Contractor must keep all identified facilities and areas clean and free of excessive clutter and trash. The Contractor must be responsible for securing all furnished areas and items before typhoons or high winds.

3.1.1.2. The Government will provide an open area as specified in Appendix C for contractor’s use in support of the requirements of this contract. The open area is provided in “as is” condition.

Obtain CO approval in advance of making any changes to the facility. Such changes must be at no cost to the Government unless otherwise approved by the CO. The Contractor must maintain the facilities in a neat, clean and professional manner. The CO reserves the right to reallocate and relocate assigned facilities during the term of the Contract at no cost to the Government.

Upon completion or termination of this Contract, or upon such reallocations or relocations, the

Contractor must return facilities to the government in the same condition as received.

Reasonable wear and tear is expected and approved.

3.1.1.3. The Contractor(s) are provided approximately 2,450 square meter of fenced space in

Appendix C as follows. Kadena O&M contractor (Split A) – 1,000 sq. meter, 18 MUNS contractor (Split B) – 1,000 sq. meter and MFH contractor (Split C) – 450 sq. meter. If relocation of these areas are required later, the government will make every effort to locate a comparable space for the Contractor’s use; however, the sizes and locations may differ.

3.1.2 GOVERNMENT FURNISHED EQUIPMENT (GFE): N/A

3.1.2.1. GOVERNMENT FURNISHED EQUIPMENT

Reserved

3.1.2.2. Upon award of the contract or at the time the Contractor takes possession of the GFF/GFE, an inventory must be accomplished with the Contracting Office and the Contractor. Standard

USAF inventory forms will be used.

3.1.2.3. Maintenance of GFE. Reserved

3.1.2.3.1. Reserved.

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 Identification: 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. Each vehicle must have the

Contractor’s/Company name and/or logo clearly visible on each side. The Contractor must update this list as vehicle requirements change.

3.2.2.2. Condition: The Contractor must ensure all vehicles remain in serviceable condition. All vehicles must meet prefecture safety requirements of the Japanese Government.

4. GENERAL INFORMATION

4.1. QUALITY CONTROL

4.1.1. The Contractor must develop and maintain a quality program to ensure Grounds

Maintenance is 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. As a minimum, the Contractor must develop quality control procedures addressing the areas identified in (Para 2.1 Performance Assessment).

4.1.2. The government must rely on the Contractor's existing quality assurance 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 must periodically evaluate the Contractor’s performance by appointing a

COR to monitor performance to ensure services are received. The COR must 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 must also investigate complaints received from various customers located on the installation. The Contractor must be responsible for initially validating customer complaints. However the COR, with coordination through the CO as required, must 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 must be promptly furnished to the successful contract awardee.

4.2.3. The COR must inform the contract manager when discrepancies occur and must request corrective action. The COR must make a notation of the discrepancy on his/her surveillance checklist with the date and time the discrepancy was noted and must 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 and not to the COR.

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

4.3. SECURITY REQUIREMENTS

4.3.1. Security and base access requirements are contained in Air Force FARS (AFFARS) Clause

5352.242-9000, Contractor Access to Air Force Installations (Oct 2019). 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.

4.3.4. Flight Line Access: If flight line access is necessary, the Contractor must obtain all required training and coordination from 18th Operations Support Squadron (18 OSS) Airfield Management to ensure that any Contractor vehicle within the airfield area is operated IAW U.S. Air Force

(USAF) directives. The COR must provide any necessary instructions.

4.4. PHYSICAL SECURITY

4.4.1. The Contractor must be responsible for safeguarding all government property provided for

Contractor use. The Contractor must secure Government facilities, property and materials at the close of each work period.

4.4.2. Key Control: The Contractor must establish and implement methods of ensuring that no keys/key cards issued to the Contractor by the Government are lost or misplaced, and are not used by unauthorized persons. Such procedures must include turn-in procedures for any issued keys by personnel who no longer require access to locked areas. (NOTE: All references to keys also include key cards.) The contractor must not duplicate keys issued by the government.

4.4.2.1. The Contractor must immediately report the occurrences of a loss of any key to the COR.

4.4.2.2. In the event a master key is lost or duplicated, the Government is required to replace all locks and keys for that system.

4.4.2.2. In the event keys are lost or stolen, and dependent on the risk associated with the lost or stolen keys the Government may:

1. Request the Contractor replace the lost key(s) at no cost to the Government,

2. Request the Contractor replace the full locking system at no cost to the Government,

3. Replace the key(s) or the full locking system at the Government’s expense. When re-keying or lock replacement is required at Government expense, the Government may establish a contract debt if the funds expended are not otherwise resolved favorably by the contractor.

4.4.2.4. The Contractor must not allow the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor must not allow employees to open any locked areas for any person(s) other than the Contractor’s employees and/or personnel authorized by the

CO, who are engaged in the performance of assigned work.

4.4.3. Lock Combinations: The Contractor must establish and implement methods of ensuring that lock combinations are not revealed to unauthorized persons. The Contractor must ensure that lock combinations are changed when personnel having access to the combinations no longer need to know such combinations. These procedures must be included in the Contractor’s key control plan.

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: Sunday - Saturday from 0700 – 1800. No work must be scheduled or performed on U.S. holidays unless previously approved. 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 at no additional cost to the government.

4.5.1.1. The Contractor must work necessary hours to meet the requirements in this contract.

4.5.1.2. The Contractor must not perform grounds maintenance work in MFH areas on Sundays.

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):

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

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.

4.5.3. Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the above described normal duty hours.

4.6. CONSERVATION OF UTILITIES

4.6.1 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. The Contractor or Contractor’s employees must:

4.6.1.1. Use lights only in areas where and when work is actually being performed.

4.6.1.2. Not adjust mechanical equipment controls for heating, ventilation and air conditioning systems unless authorized by the CO or COR.

4.6.1.3. Turn off Water faucets or valves after the required use has been accomplished.

4.6.1.4. Use Government telephones for official government business only.

4.6.2. Not all utilities are available at all locations.

4.7. REPORTS

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.

4.8. 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 Appendix 1, Table AP1.T4 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. (AFI 32-7086). 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.

4.8.8. Pine Bark Beetles. The Contractor must notify the COR of any trees suspected of having

Pine Bark Beetles. The Contractor must not disturb or transport any trees or branches suspected of infestation.

4.9. GOVERNMENT OBSERVATIONS

4.9.1. With CO or COR coordination, Government personnel other than the CO and COR may, from time to time observe Contractor operations. However, these personnel may not interfere with

Contractor performance or make any changes to the contract. The Contractor must not make changes unless directed by the CO in writing.

4.9.1.1. It is expected the Contractor might interact with US military members and families

(customers). This list is informational use only and may not include all interactions. 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 without COR or CO approval. The Contractor must report any requests to alter the contract to the COR 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. Include a clause in all subcontracts to require sub-contractors to comply with the safety provisions of this contract, as well as comply with FAR Clause 52.212-5 Contract Terms and

Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Aug 2020), as applicable.

4.10.6. Report 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. Include a clause in each applicable subcontract requiring the sub-contractor’s cooperation and assistance in accident reporting and investigation.

4.10.10. Welding and brazing permits. The Contractor must not perform welding and/or brazing in any work area without prior approval from the COR and the Base Fire Department. The

Contractor must call the Fire Department at 634-4500 at least 24 hours in advance to obtain an AF

Form 592, Welding and Brazing Permit. Welding and/or brazing may not take place prior to the contractor providing the AF Form 592 to the COR. During welding and/or brazing operations, the

Contractor must perform the welding/ brazing with the utmost care. The Contractor must have a

Fire Department recommended fire extinguisher on the job site.

4.10.11. 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.

4.11.1. All Contractor personnel whose work assignment is in the Munitions Storage Area (MSA) must schedule and attend a munitions area specific safety briefing. The COR will coordinate with the Contractor to ensure Contractor personnel receive this briefing. The COR will keep records of personnel in attendance in the COR and CO working file. This briefing can be provided in English or in Japanese. Please schedule this briefing by contacting the MUNS Chief of Japanese

Operations at DSN 632-5059/5499.

4.11.2. Prior to starting any maintenance on structures, or within 100 feet of structures, in the

MSA, all Contractor personnel must coordinate the nature of the task through Munitions Control via telephone at 632-5255 or MUNS Chief of Japanese Operations 632-5059/5499. Munitions

Control will ensure that the nature of the maintenance performed does not adversely affect any nearby munitions.

4.11.3. Contractor personnel may only smoke in posted MUNS approved areas. Approved locations in the MSA will be provided upon request. Open flames are prohibited in the MSA without prior coordination with Munitions Control.

4.11.4. Photography is NOT permitted in the MSA. Exceptions must be routed through the 18th

Munitions Squadron Security Manager.

4.11.5. Speed limits in the MSA are strictly enforced. Contractors operating vehicles must be aware that munitions…