Attachment_1_PWS_RAN_Grease_Traps_FINAL.docx

PERFORMANCE WORK STATEMENT FOR

GREASE & GRIT TRAPS,

OIL/WATER SEPARATORS,

AND

SEPTIC TANKS

AT

JOINT BASE SAN ANTONIO

RANDOLPH,

SEGUIN AUXILIARY FIELD,

CANYON LAKE RECREATION AREA, TX

2 May 2018

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, parts, equipment, tools, materials, supervision and all other items necessary to perform the repair and maintenance of Oil/Water Separators, Grit and Grease Traps and Septic Holding Tanks as defined in this Performance Work Statement (PWS) located at JBSA Randolph TX., Canyon Lake Recreation Area (approximately 25 miles northwest of New Braunfels) and Seguin Auxiliary Field (approximately 30 miles east from Randolph Air Force Base)(see Technical Exhibit 1, 2 and for locations). Contractor shall be responsible for periodic maintenance to pump, clean and dispose of waste from in ground grease traps, grit traps, lint interceptor traps, oil/water separators, sewage holding tanks, and lift stations.

1.1. BASIC SERVICES. The contractor shall perform maintenance management of all barrels and traps to ensure barrels and traps comply with federal, state, local environmental laws, and with San Antonio Water Systems (SAWS) regulations. Contractor personnel shall obtain all required licenses and permits necessary to perform services and disposal prior to the performance of any work on this contract. Maintenance management for basic services shall include but is not limited to: contractor establishing and adjusting pumping and cleaning frequencies, performing over-sight of all barrels and traps and disposing of waste as necessary to ensure systems do not overflow. Drainage lines shall be clear of grease, oil, sand, dirt, and sludge to ensure they are kept free flowing for a distance of 50ft from any tank, trap, and separator. The contractor shall ensure all grates, covers, grills, locks, safety bars, etc., are repositioned on the barrels and traps. The contractor shall replace locks and safety bars that are damaged or broken while being serviced. The contractor shall also ensure the surrounding work area is cleaned and disinfected to prevent annoying odors from any spillage before departing the area. The contractor shall perform work in such a manner as to minimize the possibility of damage to Government property, loss of production time and to safeguard the health and welfare of personnel. The contractor shall replace ground surface and pavement which has been disturbed by the work and restored to its original condition.

1.2. SPECIAL REQUIREMENTS. The contractor shall perform all repairs and maintenance management on all tanks, traps and separators to ensure tanks, traps and separators comply with the federal, state, local environmental laws well as the San Antonio River Authority (SARA) and Comal County regulations. Contractor must be with a State licensed “Maintenance Provider”. The Maintenance Provider must know the State rules for On-Site Sewage Facility (OSSF) dated March 2013. The reports submitted to the county must be signed by the Maintenance Provider, and not the Maintenance Technician. Contractor personnel shall have all required licenses (“Installer 2” license or a Maintenance Provider License) and permits necessary to perform repair service and hauling of bio-hazard disposal waste prior to the performance of any work on this contract. The contractor shall identify the individuals who are certified by the manufacturer of septic systems that will be completing the work on-site. Maintenance management for special requirements shall consist of the contractor performing oversight of all grease traps, grit traps, septic tanks, and oil water separators, providing recommendations to the Government on adjustments to pumping and cleaning frequencies, and disposing of waste as necessary to ensure systems do not overflow and drainage lines are kept free flowing and clear of grease, oil, sand, waste, and dirt. The contractor shall provide a measuring device, either manual or metered to accurately determine the amount of waste removed from each tank area. Contractor will be responsible for all system parts and labor in the repair and maintenance of the Oil/Water Separators/Grit and Grease Traps and septic holding tanks and all related components (disconnects, air compressors, circuit breakers, lateral lines, alarms). The contractor shall be responsible for periodic maintenance to pump, clean and dispose of waste from in-ground and barrel-type grease traps. In case of backup, contractor shall also clear drain lines coming from tanks, traps, and separators clear of obstructions up to 50ft. The line of demarcation for the contractor for electrical will be from the main disconnect load side including fuses or circuit breakers and all related system components and electrical controls. The line of demarcation for septic system will be from the clean outs to the lateral lines ends. The contractor shall ensure all grates, covers, grills, etc. are repositioned on the tanks and traps before departing the area.

1.2.1. OIL/WATER SEPARATORS, GRIT AND GREASE TRAPS. Contractor shall pump all oil, oil residue and other waste from separators. Contractor shall ensure the separator is drained completely; inspect all parts for problems; wash and drain the separator. Contractor is responsible for transporting all materials from Oil/Water separators/Grit and Grease Traps to a Texas Commission on Environmental Quality (TCEQ) registered and approved, off base oil recovery and storage facility. The contractor shall pay for all disposal costs and any required chemical analysis for disposal. The cleaning shall consist of removing the covers and thoroughly cleaning the inside of the grease interceptors to include baffles, inlet connection, outlet connection, walls, and any other unit components. At the completion of cleaning all surfaces to include walls, baffles, inlet connection and outlet connection shall be free of any grease buildup. Adequate ventilation shall be maintained at all times and precautions against the presence of explosive vapors shall be taken. The contractor shall perform analytical testing of all grit traps and separators before the first pump and every 3 years after that to determine if the waste from all grit traps and separators is a hazardous waste and is acceptable for transport and disposal at an off base oil recovery and storage facility. On-call service for Unscheduled services will be performed during normal duty hours between 7:30am - 4:30pm., Monday through Friday.

1.2.2. SEPTIC HOLDING TANKS. Contractor shall pump, and dispose all waste in accordance with the federal, state, local, environmental laws. Contractor shall ensure all tanks are drained completely, and inspect all parts for problems. Cleaning shall include all surfaces of walls, baffles, inlet connection, and outlet connection. The contractor shall provide scheduled maintenance to include adjusting, servicing mechanical, electrical, and other applicable component parts to ensure proper function. The contractor will not be responsible for tank replacements. Chlorine tablets will be added by the contractor to the septic holding tanks in order to maintain a chlorine residue. The job sites shall be kept neat and clean at all times, any spillage or leakage shall be washed down and disinfected. Canyon Lake Recreation Area Septic Holding Tanks shall be pumped and cleaned 4 times per year during the months of March, June, August, and November to coincide with high-use timeframes. Unscheduled services will be performed during normal duty hours between 7:30 am - 4:30 pm., Monday through Friday.

1.2.3. GREASE INTERCEPTORS/TRAPS. The contractor shall clean and service grease interceptors/traps listed in Technical Exhibit 3 of this Performance Work Statement. The contractor shall pump all water and waste from all barrels, and interceptors/traps. The contractor shall ensure covers, walls and floor of trap, and inlet and outlet pipes are free from solidified lint buildup and free flowing.

1.2.4. PARTS AND REPAIRS: All replacement parts provided shall be factory new or factory used approved parts, with the exception of general hardware items. Individually needed parts or combined parts for one specific work order with a unit cost of less than $100.00 shall be included in the maintenance cost. If an individual replacement/repair part is needed that exceeds $100.00, the contractor shall provide 3 itemized quotes showing materials and parts, to include the total cost of repairs, to the Contracting Officer’s Representative (COR). All repairs will be negotiated prior to the start of any work. The Contracting Officer (CO) is the only person authorized to contractually obligate the government.

1.2.5. MONTHLY MAINTENANCE/CLEANING SCHEDULE. Contractor shall provide a monthly schedule showing the building numbers, dates and approximate times each trap, septic tank and separator shall be serviced, to be approved by the government. The schedule shall be provided to the Government COR within five working days of the start of the month of performance.

1.2.6. HYDRO JETTING: Hydro jetting grease traps and grit traps is to be performed as needed to unclog drain lines. Hydro jetting shall be utilized to clean slow flowing drain lines due to build up.

1.2.7. EMERGENCY SERVICE. In the event of an emergency, the contractor shall respond within two (2) hours of notification 24/7, such as malfunctions of systems, overflows, clogged lines, or backups as required and identified by the COR.

1.2.8. UNSCHEDULED REQUIREMENTS. In addition to the contractor’s scheduled waste collections, the CO or designated COR may request the contractor make unscheduled collections and disposals which shall be invoiced against the “Unscheduled Requirements” Contract Line Item Number (CLIN). The contractor shall respond on-site within two hours after verbal notification from COR to unscheduled requirements which can include overflows, clogged lines, or backups.

1.2.9. MANIFESTS. The contractor shall prepare and submit manifests for all disposal requirements. Manifests will be signed by authorized COR personnel 502 CES/CEOES (210) 652-5655 prior to transporting waste to an off- base site. Waste will not be permitted to go off base until manifests have been signed by authorized government personnel. A service schedule will be required prior to pumping tanks so that COR may meet contractor at Canyon Lake, Seguin and on JBSA Randolph when services are rendered. The contractor shall provide a copy of the manifest and the completed copy (disposal facility area completed and signed) to the COR no later than three business days after service.

1.2.10. REPORTS. The contractor shall track and submit a typed, monthly narrative (report) of all pumping and quantities performed. The report shall be submitted to the COR and the 502 CES Environmental Flight no later than the fifth workday of the following month. The report shall identify, as a minimum, the building number, service frequency, date, amounts pumped and description of equipment condition, general description configuration, and capacity for each tank trap and Oil/Water separator/Grit and Grease Traps/Septic Tanks. The report shall also identify the inspection/monitor dates for each of the systems and any other additional repairs/maintenance needed. The contractor shall provide copies of all documentation pertaining to this contract when requested by the government. Records of the recurring Comal County Submission (Environmental Compliance Reports) are to be submitted to Comal County Environmental Compliance Department 4 times per year. (See Technical Exhibit 1 and 2 for locations).

1.2.11. SPILL PLAN. Contractor shall provide a spill plan to the Contracting Officer (CO) within 30 days of contract award. Any required revisions to the plan shall be accomplished and approved by the CO prior to the performance of any work on the installation. Spill plan shall detail steps taken in the event of an environmental spill of any type of waste product covered by this contract. Contractor shall be responsible for all aspects of the spill clean and subsequent disposal up at no additional cost to the government.

2. SERVICE DELIVERY SUMMARY. The contract service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. An SDS item shall be “Unacceptable” when the contractor exceeds the allowable number of defects during the month as identified in the Monthly Performance Threshold column. Though the contractor is responsible for all requirements listed in the PWS, below listed services are critical to mission success. Unacceptable ratings for multiple SDS items during the month shall cause the monthly contractor rating to become Marginal or Unsatisfactory.

SDS-1 Inspection/Maintenance Services

Performs scheduled inspections and maintains Oil/Water Separators, Grit and Grease Traps, Septic Holding Tanks in accordance with contractor’s schedule, manufacturer’s recommendations, and PWS.

1.1., 1.2., 1.2.1., 1.2.2., 1.2.3., 1.2.4., 1.2.5.

No more than 2 valid defects per month

SDS-2 Emergency Service

Responds to emergency service requests within the time frames established in the PWS

SDS-3 Unscheduled Requirements

Responds to On-Call/Unscheduled requirements within time frames established in the PWS

SDS-4 Reports and Supporting Documentation a.) Prepares and submits Manifests for COR signature b.) Prepares and submits monthly reports to the COR

1.2.8.

1.2.9.

No more than 2 valid defects per month

Defect – A service that does not meet the requirements of the PWS. A defect may be found during a government inspection or reported on a valid customer complaint.

* Defects may be all from inspections, all from customer complaints or a combination of the two for SDS item.*

2.1. QUALITY CONTROL. The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure the contract services conform to the requirements of the PWS. A written Quality Control Plan will be submitted to the Contracting Officer for review, feedback and acceptance. The plan will specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. The Contractor’s quality assurance measures and checklist shall be summarized and provide to the CO in the form of a Quality Control Plan (QCP) within 10 work days after award of contract. QCP shall be updated as necessary and a copy provided to the CO and COR within 5 work days of revision.

2.2. QUALITY ASSURANCE. The government will inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the contractor. Contractor shall re-perform unacceptable/defective service at no additional cost to the government and should occur within 24 hrs of being notified.

3. GOVERNMENT FURNISHED UTILITIES AND SERVICES. The government shall provide without cost to the contractor, the utilities of electricity and water necessary to accomplish the tasks.

3.1. The government shall provide without cost to the contractor, Security Police and Fire Protection. In the event that security police or fire protection is needed by the contractor while on JBSA Randolph, Seguin AF and Canyon Lake, the contractor shall call the following numbers:

Security Police 911 Fire Department 911

4. GENERAL INFORMATION.

4.1. HOURS OF OPERATION. All work shall be performed during the normal duty day, 7:30 A. M. to 4:30 P. M., Monday thru Friday, except for federal holidays and unscheduled requirements. When access to a facility permits, service may begin earlier, upon approval of authorized government personnel. The contractor is not required to provide routine services on the following approved holidays:

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

5. SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES.

5.1. Obtaining and Retrieving Identification Media. The contractor shall comply with all requirements and procedures IAW AFFARS clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice. The contractor shall also obtain personnel and vehicle identification and passes as required for entry to the installation. The government will provide all forms and procedures to the contractor to obtain personnel identification and vehicle passes during the pre-performance conference. It is the contractor’s responsibility to renew passes/badges in a timely manner to ensure no interruption of service. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces so that employee does not have base access. If the pass is not retrieved then SF will need to be notified so base access is not allowed. Failure to comply with these requirements may result in withholding of final payment.

5.2. Pass and Identification Items. The Host Unit, 502 CES/CEOES, shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

a). AF Form 75, Visitor/Vehicle Pass (AFI 31-204), used for contracts for less than 1 year to include 1 day visits (i.e. warranty work).

b). DBIS

5.3. Suitability Investigations. NACI’s will be IAW Homeland Security Presidential Directive 12 (HSPD-12). If this contract requires access to classified materials the contractor shall comply with DOD 5200.1-R, AFI 31-401, AFMAN 33-283 , AFSSI 7700 (Emission Security), AFSSI 8502, (Organizational Computer Security), and Operations Security (OPSEC) Instructions.

5.4. Unescorted Entry to Restricted Areas. When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with AFI 31-101, Volume 1, Integrated Defense (FOUO), DoD 5200.2-R, and AFI 31-501, Personnel Security Program Management, as applicable. Contractor personnel will be the subject of a favorable completed NACI investigation to qualify for unescorted entry to a restricted area. In addition, the Air Force will submit NACI investigations for contractor employees at no additional cost to the contractor.

5.5. Base Passes/Listing of Employees. The contractor shall maintain a current listing of employees. The contractor shall provide the COR a current list of employees within 3 working days after receiving award or Notice of Award for base pass access. The list must include employee’s name, date of birth, state driver’s license/state ID number, and state of issue. Notifications of contractor employee additions and deletions must be provided with the same information listed above and within 3 working days.

5.6. Reporting Requirements. The contractor shall comply with AFI 71-101, Volume- 1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

5.7. Personnel Security. Contractor personnel requiring unescorted entry to controlled or restricted areas designated by the installation commander and shall comply with base access requirements. These requirements are contained in AFI 31-101, for installation access and AFI 31-501, for suitability determinations.

5.8. Additional Security Requirements. In accordance with DoD 5200.1-R and AFI 31-401, the contractor shall comply with AFI 17-130, Computer Security; AFI 33-203, Emission Security (EMSEC) Program; AFI 17-130, Information Protection Security Awareness, Training, and Education (SATE) Program; applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10- 701, Operations Security (OPSEC) Instructions.

5.9. Physical Security. Areas controlled by contractor employees shall comply with base Operations Plans/instructions for Force Protection Conditions (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

5.10. Entry Procedures to Controlled/Restricted Areas. The contractor shall comply and implement local base procedures for entry to Air Force controlled and restricted areas.

5.11. Key Control. The contractor shall establish and implement key control procedures in the Quality Control Plan to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government.

5.12. Lost Keys. Lost keys shall be reported immediately to the contracting officer. The government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor.

5.13. Government Authorization. The contractor shall ensure its employees do not allow government issued keys to be used by personnel other than current authorized contractor employees. Contractor employees shall not use keys to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the COR.

5.14. Lock Combinations. The contractor shall establish procedures in local OIs ensuring lock combinations are not revealed to unauthorized persons and ensure the procedures are implemented.

5.15. Traffic Laws. The contractor and their employees shall comply with base traffic regulations.

6. CONTRACTOR MANPOWER REPORTING. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Grease/Grit Traps at Joint Base San Antonio (JBSA) Randolph, Seguin Auxiliary Air Field and JBSA Canyon Lake Recreation Area via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

Reporting inputs will 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 shall be reported no later than 30 October of each calendar year. Contractors may direct questions to the CMRA help desk or your Contracting Officer.

APPENDICES

APPENDIX A – TECHNICAL EXHIBITS (1 – 3)

APPENDIX B – WORKLOAD ESTIMATES (TABLES 1 – 4)

APPENDIX A

TECHNICAL EXHIBIT 1

OIL/WATER SEPARATORS AND GRIT TRAPS

Randolph

TECHNICAL EXHIBIT 2

SEPTIC HOLDING TANKS MAINTENANCE SCHEDULE

LOCATION

DESCRIPTION

BLDG. #

TYPE

CAPACITY (Gallons)

MAINTENANCE FREQUENCY

PUMPING FREQUENCY

Annual

Randolph

Munitions

Annual

Seguin Auxiliary Field

Fire Department

Canyon Lake Recreation Area

Visitor’s Center (Site #1)

Canyon Lake Recreation Area

West RV Site (Site #2)

Canyon Lake Recreation Area

East RV Site (Site #3)

Canyon Lake Recreation Area

Restroom (Site #4)

Canyon Lake Recreation Area

Upper Cabins (Site #5) Cabins 1 - 6

(Site #6)

Canyon Lake Recreation Area

Shelters (Site #7/8) Shelters 9 - 15

(Site #9)

Canyon Lake Recreation Area

Shelters (Site #10) Shelters 1 - 8

(Site #11)

4x/year (March, June, August, November)

Canyon Lake Recreation Area

Bath House (Site #12)

Canyon Lake Recreation Area

Trailer Site (Site #13)

TECHNICAL EXHIBIT 3

GREASE TRAPS

FREQUENCY

CAPACITY

(Gallons)

APPENDIX B - WORKLOAD ESTIMATES

TABLE 1

OIL WATER SEPARATORS

TABLE 2

GRIT TRAPS

CAPACITY

TABLE 3

SEPTIC HOLDING TANKS

LOCATION

BLDG. #

CAPACITY (Gallons)

PUMPING FREQUENCY

TOTAL ANNUAL PUMPING CAPACITY

(Gallons)

Annual 3,000

Randolph

Munitions

Annual 1,500

Seguin

Fire Department

(Site #1)

(Site #2)

(Site #3)

(Site #4)

(Site #5) Cabins 1 - 6

(Site #6)

(Site #7/8) Shelters 9 - 15

(Site #9)

(Site #10) Shelters 1 - 8

(Site #11)

(Site #12)

(Site #13)

TABLE 4

GREASE TRAPS

FREQUENCY

TANK CAPACITY

(Gallons)

TOTAL ANNUAL PUMPING CAPACITY

(Gallons