PWS - Septic Tanks 4 JAN 2011.doc

PERFORMANCE-BASED WORK STATEMENT

FOR

Septic Tank Collection and Inspection/Maintenance Service at Yokota AB, Tama Annex, Owada Communication Site AND Tokorozawa Transmitter Site

21 DEC 2011

Draft

PERFORMANCE-BASED WORK STATEMENT

FOR

Septic Tank Collection and Inspection/Maintenance Service at Yokota AB, Tama Annex, Owada Communication Site AND Tokorozawa Transmitter Site

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to collect, disinfect, transport and discharge sewage at Yokota Air Base, Tama Annex, Owada Communication Site, and Tokorozawa Transmitter Site and inspect/maintain septic tanks listed in Appendix B in accordance with applicable Japanese Environmental Governing Standards (JEGS), Japanese laws, pertinent regulations and commercial standards and practices. The contractor shall accomplish all services below to meet the requirements of this Performance-based Work Statement (PWS). Estimated workload data and collection points are listed in Appendix A. The septic tank descriptions for the inspection/maintenance are listed in Appendix B.

1.1. SEPTIC TANK COLLECTION

1.1.1. Collection, Disinfection, Transportation and Discharge. The contractor shall collect sewage with sufficient frequency to inhibit the propagation or attraction of vectors from septic tanks/cesspools listed in Appendix A. The contractor shall clean and disinfect with application of contractor furnished hydrated lime around the cover of septic tanks/cesspool. The contractor shall then transport and discharge the collected sewage at a government designated location. The contractor shall be responsible for spillage clean up and recovery at the collection points before the collection vehicle moves from the site. The collection, disinfection, transportation, and discharge of sewage shall be completed on the same day. (CLIN xXXX)

1.1.1.1. Additional Collections. The Government will issue a delivery order on an as needed basis for collections to be performed at sites not listed in appendix “A”. The Contractor shall perform services at sites identified in the Government’s issued delivery order based on para 1.1.1. The Government will issue the delivery order for the quantity of each service required, based on the price of CLIN xXXX listed in Exhibits-Pricing Schedule.

1.1.2. Collection Vehicle. The contractor shall provide a clean and neat collection vehicle that is equipped with a pump gauge for measuring the quantity collected and a watertight container for carrying sewage. The contractor shall ensure that the equipped container is washed-off thoroughly and is completely empty before the commencement of collection each time to prevent misusage of discharging.

1.1.3. Work Schedule. The contractor shall establish a monthly sewage collection schedule in accordance with Appendix A, Historical Workload Data. The schedule shall be submitted to the Contracting Officer Representative (COR) seven (7) calendar days before the following month for approval. The original monthly collection schedule may be modified due to an increase in the number of guests for Tama Annex, so that the Contractor shall provide additional collection based on para 1.1.1. above on an as needed basis. The COR will notify the contractor of the expected increase in population.

1.1.4. Collection Report. The contractor shall maintain a monthly sewage collection report and submit two (2) copies of the report in English denoting collected quantity by date and collection point to the COR each month with the contractor’s invoice.

1.2. SEPTIC TANK INSPECTION/MAINTENANCE

1.2.1. Inspection/Maintenance. The contractor shall perform inspection/maintenance on all septic tanks listed in Appendix B to ensure proper operations in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. The inspection/maintenance is identified as (but not limited to) cleaning, adjustment, measurement, supplying/administering chemicals including chlorine, and replacement of parts listed in Appendix C. The contractor shall ensure that the treated water qualities at discharge in Appendix B are maintained at all times within limits set forth by JEGS, Japanese laws, pertinent regulations and commercial standards and practices. If any septic tank is found not to be within the above stated limits; the contractor will immediately notify the COR of what limits have been surpassed, possible causes, and suggestions of how to bring the non-compliant item within applicable standards.

1.2.2. Monthly Inspection/Maintenance Report. The Contractor shall provide a monthly report for visual inspection record and wastewater evaluation to identify the septic tanks as being properly operated in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. The visual inspection shall include but is not limited to device condition (i.e. leaking, lack of power, noise), wastewater flow (i.e. clogging, sludge build-up), septic tank usage (i.e. overload possibilities, receiving unacceptable item), odor, color, disinfection condition and vermin presence. The monthly wastewater evaluation shall be performed in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. By the seventh of each month, the contractor shall submit three (3) copies of an inspection/maintenance report with the QC checklist (paragraph 1.3.1.) in English and Japanese describing all services performed and materials/parts used in the previous month to the COR. In addition, the report shall include recommendations to improve septic tank operations or repair/replace items needed to maintain proper, efficient septic tank operation, including any recommendations which may be defined as Level II work (as described in paragraph 1.2.5.) with a cost estimate.

1.2.3. Quarterly Effluent Water Quality Report. Sampling analysis of treated discharge water at septic tanks listed in Appendix B shall be performed according to applicable JEGS, Japanese laws, pertinent regulations and commercial standards and practices. The Contractor shall submit a copy of the original Japanese laboratory report with English translation to 374 CES/CEAN within 2 weeks after sample collection. In addition, the contractor shall submit three (3) copies of the sampling report in both English and Japanese to the COR each month with the contractor’s invoice. If any sample analysis results exceed limits set by JEGS, Japanese laws, pertinent regulations and/or commercial standards and practices; the contractor shall notify the COR, investigate the source of the sample, and provide to the COR within one week a written report in English and Japanese that contains a clearly understandable explanation of the cause including recommended corrective actions at no cost to the Government. If necessary, the contractor shall collect additional samples for the investigation at no cost to the Government. Seven (7) to ten (10) days after corrective actions have been taken; the contractor will sample the previously non-compliant septic tank to ensure proper operation.

1.2.4. Service Call (Urgent Service Request ). The contractor shall be ready to receive a service call anytime and respond within two (2) hours from time of request to investigate system malfunctions. Only the CO, COR, and the designated personnel at Tama Annex can place a service call. The contractor shall determine the problem(s) and report to the COR within two (2) hours after arriving at the site. The contractor shall solve all problems/malfunctions under the scope of preventive maintenance described in paragraph 1.2 at no additional cost to the Government except work defined as Level II as described in paragraph 1.2.5. Also, work due to unexpected causes like natural disasters or evil intention may be accomplished under the scope of Level II work described in paragraph 1.2.5. The contractor shall submit three (3) copies of the report in English and Japanese describing Service Call(s) within two (2) weeks after completion to the COR. (Refer to 1.1. of Appendix C for historical data)

1.2.5. Level II Work. Level II work is defined as any repair, replacement, and new part installation beyond the scope of inspection/maintenance stated in paragraph 1.2.1. or an emergency work, which cannot be accomplished under the scope of 1.2.4., Service Call (Urgent Service Request). Price of Level II work may be negotiated between the contractor and the CO and incorporated into the contract by a modification. At the Government’s discretion, Level II work may be accomplished by other sources (including other contracts) designated by the Contracting Officer. The Government is under no obligation to give the contractor first rights to Level II work. (Refer to 1.2. of Appendix C for Historical Data) The Level II procedure shall be as follows. When the Government recognizes Level II Work and the CO directs the work/repair within the Level II scope, the Contractor shall provide information and instruction on the work scope and the desired period of time for completion of the work in conjunction with the pricing proposal. This is subject to negotiation and will be included in the contract by separate modification. Upon issuance of contract modification, the Contractor shall perform such work/repairs IAW the terms and conditions agreed upon in the course of the negotiation. All Level II work shall be inspected and accepted by COR. Upon the completion of the work, the Contractor shall submit the report within 7 calendar days to the COR.

1.2.6. Work Schedule. The contractor shall establish the monthly work schedule and submit it to the COR within seven (7) calendar days prior to the work month for approval. In addition, the contractor shall submit annual analysis schedule for each facility to the COR within 2 weeks (14 calendar days) after award for approval. The contractor shall not perform any inspection/maintenance before approval of the schedule.

1.2.7. Materials/Parts. Descriptive data of all contractor-furnished materials/parts to be used under this contract shall be submitted for approval via a material submittal Form 3000. The data shall be supported by the manufacturer’s catalog cuts, product number, patent number, certificate of compliance, etc. to demonstrate equal or better quality of the original or genuine parts. Material Safety Data Sheets (MSDS) in both English and Japanese shall be attached to AF Form 3000 for any chemicals and hazardous materials to be used as well. For materials/parts that do not have prior approval in Urgent Service Request repair/replacement, the contractor shall include their information in a written report to be submitted after completion of the work.

1.2.8. Warranty. The contractor agrees to convey to the government the same warranty against defective parts/components that she/he receives from the supplier. The contractor shall submit warranty certificates to the QAP within 14 calendar days after installation of new materials/parts.

1.2.9. Job Site Cleaning. All debris generated from the contractor’s performance shall be removed and disposed off base by the end of each day.

1.3. GENERAL INFORMATION

1.3.1. Quality Control. The contractor shall acquire samples from septic tanks listed in Appendix B in order to develop a quality control (QC) plan and checklist to ensure all services are performed in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. The QC plan will identify proper service, list ways the contractor will prevent defective service, ensure that all contractor activities are performed safely, and will at a minimum address the areas identified in paragraph 2 (Services Summary). The QC checklist will be a condensed list that is used to ensure application of the QC plan during all activities. The QC plan and checklist shall be submitted to the Contracting Officer (CO) for coordination within ten (10) calendar days after contract award.

1.3.2. Quality Assurance. The Government will evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are received. The COR will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor’s QC Plan. The Government may inspect each task during/after the performance.

1.3.3. 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.

1.3.4. Hours of Operation.

1.3.4.1. Normal Working Hours. The contractor shall perform the contract services between the hours of 0730 to 1630, Monday through Friday including Japanese holidays, but excluding US legal holidays.

1.3.4.2. Recognized US Holidays. The recognized US legal holidays* are listed below:

1 January New Year’s Day

3rd Monday of January Martin Luther King Jr’s Birthday

3rd Monday of February Washington’s Birthday

Last Monday of May Memorial Day

4th July Independence Day

1st Monday of September Labor Day

2nd Monday of October Columbus Day

11th November Veterans Day

4th Thursday of November Thanksgiving Day

25th December Christmas Day

*Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

1.3.5. Base Passes. The contractor’s employees will be issued base passes (identification cards), which shall be carried by the individual bearers at all times while on Yokota Air Base and remote sites. The contractor shall submit written requests for issuance of base passes to the CO and shall be responsible for all base passes issued to his/her employees. The contractor shall return all base passes to the Japanese Pass Section at Yokota Air Base upon termination of employment or completion of the contract.

1.3.6. Special Qualifications.

1.3.6.1. Business Permits. The contractor shall possess any and all applicable business permits, certifications, and licenses to complete septic tank collection and inspection/maintenance service in accordance with this PWS as required by JEGS, Japanese laws, and other pertinent regulations. The contractor will ensure all documents are current. The contractor shall submit a copy of each of these documents to the CO ten (10) days after award of the contract and one week after receiving updated or renewed documents.

1.3.6.2. Project Manager (PM): The contractor shall provide a PM who shall be responsible for the performance of the work. The name of this person and his/her alternate(s) shall be designated in writing to the CO within ten (10) calendar days after contract award.

1.3.6.2.1. The PM or his/her alternate(s), upon notification, shall be available during normal duty hours within two (2) hours to meet on the installation with the COR to discuss problems.

1.3.6.2.2. The PM and his/her alternate(s) must be able to read, write, speak, and understand English, or provide a translator.

1.3.6.3. Contractor Employees. The contractor shall not employ persons for work on this contract, if he/she is identified to the contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

The contractor shall provide person(s) who possess(es) the license, “Septic Tank Manager (浄化槽管理士)” designated by the Ministry of the Environment for septic tank inspection and maintenance.

1.3.6.3.1. The contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee’s names. The contractor shall adhere to all base safety and traffic regulations and policies.

1.3.6.3.2. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies of the Department of the Air Force.

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

1.3.6.4. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. The Contractor is not required to perform all tasks listed in this PWS during crisis.

2. SERVICES SUMMARY

1.2.2., 1.2.3., 1.2.6., 1.2.7, 1.2.8., Complete requirement 100% of the time

3. GOVERNMENT FURNISHED SERVICES.

3.1. The Government will furnish water in existing facilities at no cost to the contractor for the sole purpose of accomplishment of this contract.

3.2. The Government will provide, for emergency purposes only, the following services:

a.

Security Police

Telephone 911 or 225-7227 b.

Fire Protection

Telephone 911 c.

Hospital Emergency (Reimbursable expense) Telephone 911

Any time the contractor uses one of the above services, the Contractor shall immediately report to the GR with all of the details. The Contractor will be required to submit, in writing, within two (2) calendar days, the details surrounding the use of this service to the COR.

3.3. Damage. The contractor shall exercise care not to damage any facilities and grounds at Yokota Air Base and the remote sites. Any damages determined to have been caused by the contractor shall be repaired by the contractor at no expense to the Government. The contractor shall be responsible for verification of the job site and the existing condition of septic tanks.

4. APPENDIXES.

A. Septic Tank collection – Historical Workload Data

B. Septic Tank Inspection/Maintenance Workload Data

C. Service Call/Level II History, Replacement Parts and Supplies

D. List of Required Submittals

APPENDIX A

SEPTIC TANK COLLECTION – HISTORICAL WORKLOAD DATA

YOKOTA AB

(kg) Capacity of Tanks

(kg)

TAMA ANNEX

(kg) Quantity/year

(kg) Capacity of Tanks (kg)

OWADA COMMUNICATION SITE

TOKOROZAWA TRANSMITTER SITE

APPENDIX B

SEPTIC TANK INSPECTION/MAINTENANCE WORKLOAD DATA

TAMA ANNEX

Building

Description

建物 Treatment Method

処理方式 Size

人槽 Designed Treatment Capacity

設計処理水量 Blower Maint. /

Bacteria &

Supply Remark

備考

Effluent Water Capability

処理能力

沈殿分離接触曝気

A

沈殿分離接触曝気

A

沈殿分離接触曝気

A

沈殿分離接触曝気

A

Camping Site I Sediment separation aeration

沈殿分離接触曝気

A

沈殿分離接触曝気

B

Golf Course Flat Oxidation plate

平面酸化床

Golf Course Flat Oxidation plate

平面酸化床

OWADA COMMUNICATION STATION

Building

Description Treatment Method

処理方式 Size

人槽 Designed Treatment Capacity

設計処理水量 Blower Maint. /

Bacteria &

Supply

処理能力

Owada Airless carrier flow

嫌気濾床担体流動方式

B

YOKOTA AB

Building

Description Treatment Method

処理方式 Size

人槽 Designed Treatment Capacity

設計処理水量 Blower Maint. /

Bacteria &

Supply

処理能力

Yokota Individual Sewage Treatment Tank

合併処理浄化槽

Circulation System

Remove Phosphorus Unit A

Example Septic Tank Effluent Water Capability

A Rank pH 5.8 ~ 8.6

BOD < 10mg/L

SS < 20 mg/L

Coliform Colony < 3000/cc

N-Hex

Mineral Oil < 5 mg/L

Animal & Vegetable Fat < 30 mg/L B Rank pH 5.8 ~ 8.6

BOD < 20mg/L

SS < 50 mg/L

Coliform Colony < 3000/cc

N-Hex

Mineral Oil - < 5 mg/L

Animal & Vegetable Fat – < 30 mg/L

C Rank pH 5.8 ~ 8.6

BOD < 90mg/L

SS < 150mg/L

Coliform Colony < 3000/cc

N-Hex

Mineral Oil - < 5 mg/L

Animal & Vegetable Fat – < 30 mg/

Note: The above rank is based on the septic tank specification and past performance.

APPENDIX C

1. SERVICE CALL/LEVEL II HISTORY

1.1. SERVICE CALL (2 times per year)

1.2. LEVEL II

2. REPLACEMENT PARTS AND SUPPLIES

Blower Oil

Grease

Belt

Hose

Screw

Packing

Caustic Soda

Poly-Sulfate

Chlorine

Blower Filter

Bacteria/Activated Sludge

APPENDIX D

LIST OF REQUIRED SUBMITTALS

1. Work Schedule. See para 1.1.3./1.2.6.

2. Manifest. 1.1.4.

3. Collection Report. See para 1.1.5.

4. Monthly Report. See para 1.2.2.

5. Quarterly Effluent Water Quality Report. See para 1.2.3.

6. Service Call Report. See para 1.2.4.

7. Material Submittals (AF Form 3000). See para 1.2.7.

8. Warranty Information. See para 1.2.8.

9. Copy of Business Permits. See para 1.3.6.1.

10. Project Manager (alternate). See para 1.3.6.2.

11. Copy of License. See para 1.3.6.3.