PWS Used Rag Laundering Services RFQ.doc

ATTACHMENT 1

Solicitation No. FA5209-09-T-0194

ATTACHMENT 1

Solicitation No. FA5209-09-T-0194

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON, JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE-BASED WORK STATEMENT

FOR

USED-RAG LAUNDERING SERVICES

U.S. ARMY GARRISON, JAPAN HONSHU INSTALLATIONS

22 Jun 2009

TABLE OF CONTENTS

SECTION PAGE

Section 1:

Section 2:

Section 3:

SECTION 1

DESCRIPTION OF SERVICES / GENERAL INFORMATION

1.1. DESCRIPTION OF SERVICES: The Contractor shall furnish all necessary labor, materials, equipment, vehicles, facilities, management, and supervision to provide used-rag laundering services to the U.S. Army Garrison, Japan (USAG-J) and its tenant organizations. All containers, equipment, vehicles and facilities used for this service contract shall be suitable to the required services and be in compliance with all applicable regulatory requirements including the sanitary ordinances published by the Government of Japan and its political subdivisions. The Contractor’s properties shall be subject to inspection by the designated U.S. Government Representative (GR). Used rags are generated from various organizations on the USAG-J installations as a byproduct of routine vehicle/machine maintenance. Under this service contract, the Contractor shall collect, transport, and launder dirty rags and furnish clean rags at required intervals. (The used rags may be contaminated with a variety of materials such as solvent, oil, ink, metal powder, etc. The rags will not be used to wipe off oil-based paint or certain metal items such as drill chips, flakes, slivers, etc.)

1.2. USED-RAG LAUNDERING SERVICES:

1.2.1. The Contractor shall furnish fireproof containers suitable to stow both clean and dirty rags and install them at the facilities listed in Appendix A. Also, the Contractor shall provide the required quantity of clean rags upon initiation of the contract.

1.2.2. The Contractor shall visit the designated facilities as listed in Appendix B. Frequency of Services, to replace dirty rags with clean rags. During the replacement of rags, the Contractor shall also wipe down oil splatters and stains in the containers. The used rags collected shall be transported to an off-base facility for laundering. It is important to ensure that these collection and transportation actions are done in accordance with all applicable regulatory requirements. The total quantities of clean rags needed for each USAG-J installation during the period of 12 months are indicated in Appendix C.

1.2.3. Quality of the rags provided by the Contractor shall meet applicable performance standards (ex, size - length: approx. 400 mm x width: approx. 400 mm, absorbability, surface smoothness, etc).

1.3. SUBMITTAL AND REPORTING:

1.3.1. Licenses/Permits: Within 20 calendar days after contract award (prior to the commencement of work), the Contractor shall provide the Contracting Officer (CO) with copies of the company’s business licenses/permits, such as “Jigyo Touroku”.

1.3.2. List of Vehicles: Within 30 calendar days after contract award (prior to the commencement of work), the Contractor shall submit a list of their vehicles to the GR including the license plate number, model, size, driver’s license, vehicle registration and certificate of insurance for approval of entry to U.S. Government premises.

1.3.3. Personnel Roster: Within 30 calendar days after contract award (prior to the commencement of work), the Contractor shall submit a complete roster of personnel to the GR. The roster shall include name, address, telephone number, and qualification (at a minimum) and the Contractor shall be responsible for providing updates as any changes occur.

1.3.4. Work Schedule: Within 30 calendar days after contract award (prior to the commencement of work), and on a monthly basis, the Contractor shall set up and submit a work schedule to the GR for his/her approval. The Contractor shall make necessary adjustments to the schedule as determined necessary to avoid disruptions to the Army’s mission-essential activities. The adjustments and revisions shall be made at no additional cost to the Government.

1.3.5. Manifests: The Contractor shall prepare and provide a manifest to the GR in a specific form required for collection, transportation, and laundering of the subject materials promptly after the completion of each service visit. This manifest must include the name of the Contractor, name of the Contractor’s manager [his/her alternate(s)], contract number, type and amount of materials transported into/out of USAG-J installations (itemized list of supplies and services provided), method of disposition including date of disposition, etc. The number of missing rags should also be annotated on the manifest for cost compensation by the U.S. Government. The original manifest must be signed or officially stamped by the GR or his/her designated representation, and the Contractor’s manager or his/her alternate(s). The manifest shall be used to confirm that the used rags are properly collected and transported to the Contractor’s facility under the provisions of this service contract and the Contractor shall be responsible/liable for misrepresentation in the manifest.

1.3.6. Waste Disposal Manifests: The Contractor may be requested to submit a copy of the manifest for disposal of the waste resulting from his services. This manifest should include, but not limited to, type of waste, amount of waste, date of disposal, location of disposal, disposal permit number as well as method of disposal. If the waste is transferred from one location to the other prior to disposal, the Contractor may be requested to submit the manifests/receipts acknowledging all legally required information for each transfer.

1.3.7. Record Keeping: All records concerning this contract shall be maintained by the Contractor for a minimum of five (5) years.

1.4. GENERAL INFORMATION

1.4.1. APPLICABLE LAWS AND REGULATIONS: The Contractor shall ensure that the required services are conducted in a manner that protects human health and the environment, and complies with the Japan Environmental Governing Standards, Department of Defense Directive 5500.07 (Standards of Conduct), U.S. Army Regulations 40-5 (Preventive Medicine), 200-1 (Environmental Protection and Enhancement), Army Pamphlet 385-61 (Toxic Chemical Agent Safety Standards), 420-1 (Utility Services), and U.S. Army Garrison, Japan Regulation 190-13 (Installation Access and Control Procedures), and other applicable Japanese laws and regulations.

1.4.2. LICENSES AND PERMITS: The Contractor must possess valid licenses to collect, transport, and launder used rags in conformance with Japanese laws and jurisdictional regulations.

1.4.3. QUALITY CONTROL: The Contractor shall develop and maintain a quality program to ensure the services are performed in accordance with commonly accepted commercial practices.

1.4.4. QUALITY ASSURANCE: The Government will evaluate the contractor’s performance by appointing a GR to monitor performance to ensure services are received. The GR will evaluate the contractor’s performance through intermittent on-site inspections. The Government may inspect each task during / after the performance.

1.4.5. GOVERNMENT REMEDIES. The CO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.4.6. GOVERNMENT REPRESENTATIVE (GR). The Contractor shall coordinate all aspects of this project with the GR authorized/designated by the CO. The GR for this contract is Mr. TOMURA, Hidemichi (DSN: 263-4047/email: tom.tomura@us.army.mil), Directorate of Public Works, USAG-J.

1.5. CONTRACTOR PERSONNEL:

1.5.1. Contract Manager: The Contractor shall designate a contract manager who has full authority to act for the Contractor on all matters relating to the contract and provide his/her name in writing to the CO. His/her alternate(s) who acts for the Contractor when the manager is absent shall also be informed to the CO in writing. The Contractor shall provide the telephone numbers of the above personnel who are reachable both during and outside their normal duty hours. These personnel shall have the capability of understanding technical information provided in English by the CO and/or GR.

1.5.2. Contractor Employees: The Contractor personnel shall 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 include the company and employee names. The Contractor personnel must have an identification card issued by his/her company and shall present the card to the GR upon request.

1.5.3. Removal of Contractor Employees: The Contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The Contracting Officer may require that the Contractor remove from the Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

1.5.4. Third Country Nationals (TCN): The Security Forces on each base control entry to the base. Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

1.5.5. U.S. Government or Japanese National Employees: The Contractor shall not hire employees of the U.S. Government and/or Master Labor Contract employees if employing such persons would create a conflict of interest, or appearance of a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Army, either military or civilian, unless such person seeks and receives approval according to DODD 5500.7-R, Joint Ethics Regulation.

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

1.6. INSTALLATION BASE PASSES: The Contractor shall obtain a personal identification card and vehicle pass for each employee from the Pass and Identification Section of the Military Police Unit at Building 235, Camp Zama, for approval on the entry to the U.S. Government premises. (The U.S. Government will issue all required installation passes to the Contractor personnel at no cost to the Contractor.) These identification media shall be returned to the Pass and Identification Section upon completion or termination of the contract, or upon termination of an individual’s employment.

The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges to contractor personnel at no cost to the Contractor. Vehicle insurance certificates are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The Contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

1.7. SECURITY REQUIREMENTS: The rules and regulations of the installations where services are performed shall apply to the Contractor and his/her employees while on the premises of such installations. These regulations include, but are not limited to, presenting valid identification for installation entrance, obtaining and using vehicle passes for all Contractor-owned and/or privately-owned vehicles, obeying all posed directives, and providing strict adherence to Military Police direction to instances where Military Police have been dispatched to a particular location.

1.8. SAFETY REQUIREMENTS:

1.8.1. The Contractor shall provide his/her employees with proper protective apparel/equipment to prevent a risk of exposure to any chemical and/or safety hazards. These items include, but are not limited to, gloves, coveralls, masks, and goggles.

1.8.2. The Contractor’s operations are subject to safety inspections by the U.S. Government safety officials; however, such safety inspections do not relieve the Contractor of any safety responsibilities. The Contractor shall be responsible for injury and damage resulting from unsafe operations.

1.9. REPORTS OF DAMAGES, DESTRUCTION, INJURY, OR DEATH:

1.9.1. The Contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term “Contractor” includes the Contractor, its agents, servants or employees.

1.9.2. The Contractor shall submit these reports to the CO through the GR as follows:

1.9.2.1. A preliminary report shall be made as soon as practicable after the time the incident occurs. The report may be either verbal or facsimile.

1.9.2.2. A complete written report shall be submitted within 24 hours after occurrence of the incident. A copy of this report shall be furnished to the GR.

1.10. HAZARDOUS MATERIALS: All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The Contractor shall immediately report spills or releases of hazardous materials to the CO and GR. The Contractor shall be liable for containment and environmental clean up of spill or release of such substance. The Contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The Contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Material Safety Data Sheets.

1.11. DISPOSAL OF MATERIALS: All work areas shall be maintained in a clean and orderly manner. The Contractor shall be responsible for cleanup and removal of all waste resulting from the performance of this service contract. The waste shall be collected, transported and disposed of in accordance with applicable Japanese laws and regulations at no cost to the U.S. Government. The waste disposal shall occur at an off-base site. On-base disposal is prohibited.

1.12. PROPERTY RESTORATION: The Contractor shall be responsible for safeguarding all Government property and facilities provided for the Contractor’s access. Any damages to the U.S. Government properties caused by the Contractor shall be restored, replaced and/or repaired to its original condition at no cost to the U.S. Government. This includes, is not limited to, any damages caused by service deficiencies and/or defective products (materials/equipment) which the Contractor provides.

1.13. HOURS OF OPERATION: The Contractor shall provide all services during the normal U.S. Government business hours (0800-1600, Monday through Friday except U.S. Federal holidays*). Holidays falling on a Saturday may be observed on the preceding Friday. Holidays falling Sunday may be observed on the following Monday.

*: The designated U.S. Federal holidays are as follows:

1.14. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY SECRETARY OF DEFENSE OR THE OVERSEAS COMBATANT COMMANDER: This provision is not applicable since no services are required during the crisis. There shall be no costs paid by the Government to the Contractor during a crisis except those costs incurred for work performed under this contract.

1.15. CONTRACTOR MANPOWER REPORTING: The office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor will report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor is required to completely fill in all the information in the provided format using the following web address: https://contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (11) Locations where contractor and sub-contractor perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on this website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of this submission, the Contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. The reporting period will be the period of performance not to exceed 12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.”

1.16. Mobilization and Phase-In Period

In the event other than the incumbent contractor is the successful offeror, a period of 30 calendar days is deemed sufficient for the new contractor to mobilize, phase-in and complete preparation prior to the start of contract performance on the date specified in the contract. All offerors are cautioned to be fully aware of the above and consider the stated phase-in time in their planning and the pricing of their proposals. Mobilization and phase-in costs are not reimbursable under this contract.

SECTION 2

Reserved

SECTION 3

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. SECURITY FORCES AND FIRE PROTECTION. Upon request for assistance, the following units will provide services on base as necessary:

Base Emergency Telephone 911

SECTION 4

APPENDICES

Appendix A

CONTAINER LOCATIONS

Appendix B

FREQUENCIES OF SERVICE

Appendix C

QUANTITY BREAKDOWN BY INSTALLTIONS (12 MONTHS)

Camp Zama

Zama City, Kanagawa Prefecture 16,100

Sagamihara Family Housing Area

Sagamihara City, Kanagawa Prefecture

Sagami General Depot

Sagamihara City, Kanagawa Prefecture 27,000

Yokohama North Dock

1-1 Mizuho-chou, Kanagawa-ward, Yokohama City, Kanagawa Prefecture 5,200

Akasaka Press Center

7-23-17 Roppongi, Minato-ward, Tokyo 9,700

Akizuki Ammunition Depot

1-1-1 Akizuki, Edajima-chou, Aki-gun, Hiroshima Prefecture

Kawakami Ammunition Depot

Ohazamuneyoshi, Hachihonmatsu-chou, Higashihiroshima City, Hiroshima Prefecture

Hiro Ammunition Depot

Ohban, Hiro, Kure City, Hiroshima Prefecture