PWS-draft.pdf

PERFORMANCE-BASED WORK STATEMNT

FOR

CHARTERED BUS TRANSPORTATION SERVICES

AT CAMP FUJI

11 SEPTEMBER 2009

PERFORMANCE-BASED WORK STATEMENT

FOR

CHARTERED BUS TRANSPORTATION SERVICES AT CAMP FUJI

1. DESCRIPTION OF SERVICES. The contractor shall provide all equipment, tools, materials, and associated labor necessary to perform chartered bus services when, as and if scheduled by the Ordering Officer at any time during any calendar day. The contractor must be duly authorized to operate and perform services required in the

Performance-Based Work Statement (PWS) in accordance with the terms and conditions under this contract and applicable Japanese Government laws and trade practices.

1.1. AREA OF PERFORMANCE. The Contractor shall furnish buses to transport passengers between Camp Fuji, Gotemba-shi, Shizuoka Prefecture and the following points:

Imasawa Beach, Shizuoka Pref.

North Camp Fuji Training Area, Yamanashi Pref.

USN Air Facility Atsugi, Kanagawa Pref.

Yokohama North Dock, Kanagawa Pref.

US Fleet Activities Yokosuka, Kanagawa Pref.

Yokota Air Base, Tokyo

Tokyo International Airport, Tokyo

Narita International Airport, Chiba Pref.

JGSDF Sekiyama Training Area, Niigata Pref.

JGSDF Ojojihara Maneuver Area, Miyagi Pref.

JGSDF Iwate Garrison/Iwateyama Maneuver Area, Iwate Pref.

JGSDF Aibano Training Area, Shiga Pref.

USMC Air Station Iwakuni, Yamaguchi Pref.

Other points for USMC operations and exercises.

1.2. TYPE AND CAPACITY OF BUSES. Commercial type with minimum capacity of 45 passengers, excluding auxiliary seats/folding seats.

1.3. SAFETY. The Contractor shall furnish properly maintained buses and be responsible for the safety of the passengers on board.

1.4. OPERATIONAL REQUIREMENTS

1.4.1. Operational Definitions. As used throughout this contract, the following terms shall have the meaning set forth below:

1.4.1.1. Boarding Point – A place designated as a point from which passengers will be on board the bus.

1.4.1.2. Off-boarding Point – A place designated as a point from which passengers will be off board the bus.

1.4.1.3. Free time – A one (1) hour period from the time the bus is placed by the Contractor at the boarding or off-boarding point.

1.4.2. Ordering. The Contractor shall perform the service as scheduled by the Ordering Officer at any time during any calendar day. The Ordering Officer will specify the Contractor the number of buses, the number of passengers in total, the date and time of performance, and the boarding and off-boarding point at the time of ordering. The

Contractor shall set the bus(es) ready in place for passengers to be onboard by the time scheduled. Ordering

Officers will be designated in writing by the Contracting Officer.

1.4.2.3. Advance Notification. The Contractor shall provide services as ordered when the Government places orders with the advance notification as set forth below:

1.4.2.3.1. Each order for less than three (3) buses shall be placed at least 24 hours prior to the designated boarding time.

1.4.2.3.2. Each order for more than and including three (3) buses and less than five (5) buses shall be placed at least

48 hours prior to the designated boarding time.

1.4.2.3.3. Each order for more than and including five (5) buses and less than eight (8) buses shall be placed at least

96 hours prior to the designated boarding time.

1.4.2.3.4. Each order for more than and including eight (8) buses shall be placed at least 120 hours prior to the designated boarding time.

1.4.2.4. The Contractor shall provide the point of contact and phone number of a dispatcher(s) on-call 24 hours available for any changes to the schedule made by the Ordering Officer, and this change shall be informed to the

Contracting Officer by the Ordering Officer for the purpose of modification to the initial schedule.

1.4.2.5. Emergency Orders. When specifically ordered by the Ordering Officer, the Contractor shall provide services within 24 hours prior to the boarding time. The Contractor shall be entitled to additional charges at the rate of the applicable item in the Pricing Schedule.

1.4.2.6. Order Limitations. The minimum and maximum number of buses to be provided shall be referred to in the clause at FAR 52.216-19, Order Limitations, and subject to the limitations as set forth therein.

1.4.3. Delivery Tickets. The Contractor shall provide delivery tickets or sales slips (See sample in Appendix A), which contains the following minimum information for each service. The Contractor shall obtain signature from the

Quality Assurance Personnel (QAP) upon completion of each service. The Contractor shall attach a copy of each certified delivery ticket to support its invoice:

(a) Name of Contractor

(b) Contract Number

(c) Delivery Order Number

(d) Itemized list of services furnished

(e) Quantity, Unit Price, and Extension of each item

(f) Date of Performance

1.4.4. COSTS OF OPERATION. All cost of operation under this contract shall be borne by the Contractor, including but not limited to tolls for the deadhead distance, licenses, weekends or holiday work, or for operations during stormy or inclement weather.

1.4.5. ADDITIONAL CHARGES AND ACCESSORIAL SERVICES

1.4.5.1. Stand-by Charge. If through no fault of the Contractor, passengers are not boarded and not dispatched or passengers are discharged and released after allowable free time as set forth at 1.4.1.3, the Contractor shall be entitled to stand-by charge for detention of the bus(es) by the Government beyond the free time at the rate indicated in the applicable item in the Pricing Schedule. For the purpose of the payment hereunder, working time less than thirty (30) minutes shall be disregarded and fraction of actual working time over thirty (30) minutes up through one

(1) hour shall be considered as one (1) hour. The Contractor shall submit a delivery ticket or a sales slip which cites the starting time and ending time of service performed and certified by the QAP.

1.4.5.2. Midnight and Early Morning Charge. An additional charge will be applicable when the services are performed within the time frame between 2200 and 0500 hours. The Contractor shall be entitled to midnight and early morning charge specified in the applicable item in the Pricing Schedule. In computing payment of actual working hours, time worked less than thirty (30) minutes shall be disregarded and fraction of actual working time over thirty (30) minutes up through one (1) hour shall be considered as one (1) hour. For payment purpose, the

Contractor shall submit a delivery ticket or sales slip which cites the starting time and ending time of service performed and signed by the QAP.

1.4.5.3. Cancellation Charge. In the event the service is scheduled and the requirement is cancelled, the

Government will be required to pay a cancellation charge in accordance with the applicable item in the Pricing

Schedule. In the case when a bus(es) having arrived at the boarding point is held and cancelled after the expiration of the free time, the Contractor shall not be paid stand-by charge in addition to the cancellation charge. Cancellation charges will be applied to the amount of unit price after subtracting applicable Toll Charges in Exhibit A011 (and corresponding items for options) from the unit price.

1.4.5.4. Emergency Orders. The Contractor will be entitled to an additional charge at the rate of A007 (and corresponding items for options) in the Pricing Schedule when the services are performed as set forth at 1.4.2.5.

1.4.5.5. Parking Lot Charges. The Contractor is required, when specified by the Ordering Officer, to use pay parking lots at commercial airports. The Contractor will be entitled to the applicable rates in the Pricing Schedule for the hours after the required reporting time only. The Contractor shall submit original parking receipts with a monthly invoice. If the rates are changed during the contract period, the Contractor shall notify the Contracting

Officer, in writing, of the change.

1.4.5.6. Toll Charges. The toll charges cited in Exhibit A011 (and corresponding items for options) will be used only for the purpose to calculate cancellation charges as cited at 1.4.5.3. If the above toll charge is changed in accordance with the decree of the Ministry of Land, Infrastructure, and Transportation, Governmen of Japan during the contract period, the Contractor shall notify the Contracting Officer, in writing, of the change.

1.4.5.7. Exhibit Rates. Rates in the Exhibit A012 (and corresponding items for options) are to be used for unforeseen requirements in-between any boarding/off-boarding points other than specific points listed in the Pricing

Schedule. When repetitive orders are required for a specific service under the rates, upon written request of either the Contractor or the Government, said service shall be incorporated into the “point-to-point” pricing schedule by way of a supplemental agreement to the contract. Toll charges, when specifically ordered by the Ordering Officer, will be paid separately from this table upon the Contractor’s submission of the original receipt with a monthly invoice.

2. SERVICE DELIVERY SUMMARY

Performance Objective PWS Para Performance Threshold

Provide services in compliance with schedules 1.4.2.3. Valid customer complaints shall not exceed 1 per month.

Provide emergency services

1.4.2.5. Valid customer complaints shall

not exceed 1 per month.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. None.

4. GENERAL INFORMATION

4.1. Quality Control. The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure the chartered bus transportation service is performed in accordance with the requirements and standards of the contract.

A QCP shall be established and implemented by the Contractor in order to identify and prevent defects in the quality of service performed. QCP should be submitted to the Contracting Officer for acceptance prior to commencement of work. As a minimum, the Contractor shall develop quality control procedures addressing the following:

4.1.1. An inspection system covering all the services listed in paragraph 2, SDS. It must specify the areas to be inspected on either a scheduled or unscheduled bases, how often inspections will be accomplished, and the title of the individual(s) who will perform the inspection.

4.1.2. The methods for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

4.2. QUALITY ASSURANCE. The government will evaluate all of the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) by appointing QAP to monitor performance to ensure services are received.

4.3. GOVERNMENT REMEDIES. The Contracting Officer shall follow FAR 52.212-4, Contract Terms and

Conditions – Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

4.4. INSTALLATION BASE PASSES. 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 certificate 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.

4.5. CONTRACTOR’S PERSONNEL

4.5.1. Contract Manager. The contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The Contract Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

4.5.2. Removal of Contractor’s 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.

4.5.3. 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 circumstance.

4.6. OBTAINING EXEMPTION FROM JAPANESE TAXES AND SUBMISSION OF VEHICLE LISTING

FOR TAX EXEMPTION CERTIFICATE.

4.6.1. USFJ Policy Letter 177-1 (Obtaining Exemption from Japanese Taxes) outlines the procedures for obtaining exemption from certain Japanese taxes in connection with official procurement by the US Armed Forces. The basis whereby US Armed Forces obtain exemption from Japanese taxes are prescribed in paragraph 3, Article XII of the

Status of Forces Agreement under Article VI of the Treaty of Mutual Cooperation and Security between the US and

Japan.

4.6.2. Prior to performing the services, the Contractor shall submit fuel consumption ratios of bus to the Contracting

Officer, 374th Contracting Squadron, Yokota Air Base, Fussa-shi, Tokyo-to for verification, and an accurate listing of all buses to be used under this contract together with the vehicle inspection certificates, and location(s)/distances between the Contractor’s Motor Pool(s) and USFJ installations, to the Tax Exemption Certifying Officer for issuance of fuel tax exemption certificate under this Contract. The revenue distance to be certified will be verified by the Government upon Contractor’s submission of requests for the Fuel Tax Exemption.

4.6.3. Mailing address of the Tax Exemption Certifying Officer is 197-0001 Tokyo-to, Fussa-shi, Yokota Air Base, Bldg 620, 374 CONS/LGCZ.

4.6.4. The Contractor shall also submit a certification statement to the Tax Exemption Certifying Officer for claiming deadhead distances for each ordered service during performance period. The wording for the certification statement will be provided to the Contractor by the Tax Exemption Certifying Officer.

4.6.5. The Tax Exemption Certifying Officer will review the accuracy of the Contractor’s figures on fuel consumption prior to issuance of appropriate tax exemption certificate.

4.7. TABLE OF DISTANCES. HQ US Army Garrison, Japan-issued Military Traffic Management Bulletin

(MTMB) No. 2 entitled “Official Table of Highway Distances, Japan” as revised, shall be used for the purpose of ordering and computing charges for services rendered hereunder. It established the kilometer distance between the main gate of a boarding installation and that of an off-boarding installation.

5. APPENDICES

A. Delivery Ticket (Sample)

B. Workload Estimate

APPENDIX A

SAMPLE

CHARTERED BUS SERVICE DELIVERY TICKET

運 行 確 認 表

NAME OF COMPANY (会社名):

CONTRACT NO (契約番号): FA5209-

OPERATION DATE (運行日): BUS NUMBER (車番):

DRIVER (運転者): ASSIST (助手):

D E S T I N A T I O N ( 運 行 区 間 ) :

FROM (自): TO (至):

Boarding Point (乗車地): Off-Boarding Point (降車地):

Deliv Time (配車時間): Dept Time (発車時間):

Arr Time (到着時間

Release Time (終了時間):

Number of Passengers (乗車人数): Authorized Signature (責任者サイン):

Remarks (備考):

APPENDIX B

ACTUAL WORKLOAD DATA

This data is for information purpose only

DESTINATION CANCELLATION

ATSUGI YOKOTA YOKOHAMA YOKOSUKA HANEDA STAND-BY MIDNIGHT 24-72HR W/I 24 HR AFTER REPORT EMERGENDY OTHER

POINT

1AUG05-

31JUL06

7 0 74 0 6 17 43 9 41 0 11 24

1AUG06-

31JUL07

5 4 22 3 0 8 4 2 0 1 0 0

1AUG07-

31JUL08

4 7 13 0 7 8 28 0 3 0 0 18

1AUG08-

31JUL09

18 9 29 0 0 87 58 0 6 4 0 6

TOTAL 34 20 138 3 13 120 133 11 50 5 11 48