Attch_1_PWS_-_Septic__Tank_dated_13_January_2014.docx

Solicitation No. FA5209-12-R-0022

PERFORMANCE-BASED WORK STATEMENT

FOR

SEPTIC AND HOLDING TANK COLLECTION AND INSPECTION/MAINTENANCE SERVICE AT YOKOTA AB, TAMA ANNEX, OWADA COMMUNICATION SITE AND TOKOROZAWA TRANSMITTER SITE

13 January 2014

PERFORMANCE-BASED WORK STATEMENT

FOR

SEPTIC AND HOLDING 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 and waste water at Yokota Air Base, Tama Annex, Owada Communication Site, and Tokorozawa Transmitter Site and inspect/maintain septic and holding 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 -Tank Technical Data.

1.1. SEPTIC AND HOLDING TANK COLLECTION

1.1.1. SEPTIC TANK Collection, Disinfection, Transportation and Discharge. The contractor shall collect sewage with sufficient frequency to inhibit the propagation or attraction of vectors from septic/holding tanks listed in Appendix A. The contractor shall clean and disinfect with application of contractor furnished hydrated lime around the cover of septic tanks. 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. The contractor shall then transport and discharge the collected sewage at a Contracting Officer Representative (COR)-designated location.

1.1.2. HOLDING TANK. Collection, Disinfection, Transportation and Discharge. The contractor shall collect sewage and waste water with sufficient frequency to inhibit the propagation or attraction of vectors and to ensure holding tanks do not exceed 85% of holding capacity listed in Appendix A. The contractor shall clean and disinfect with application of contractor furnished hydrated lime around the cover of holding tanks. 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 and waste water shall be completed on the same day. Before collecting sewage and waste water from holding tanks at Tama Annex the contractor will ensure the container on the truck being used is empty before servicing holding tank, the entire holding tank will be emptied of all sewage and waste water. All contents from holding tanks will be discharged in a COR-designated sewer manhole on Tama annex.

1.1.3. 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.

1.1.4. 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. 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.

1.1.5. 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. TANK INSPECTION/MAINTENANCE

1.2.1. Septic Tank Inspection/Maintenance. The contractor shall perform inspection/maintenance on all septic tanks listed in Appendix A 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 and replacement of parts listed in Appendix C. The contractor shall ensure that the treated water qualities at discharge 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 Holding Tank Inspection/Maintenance. The contractor shall perform inspection/maintenance on all holding tanks to ensure proper operations in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. A visual inspection of the tank will be conducted at the conclusion of pumping to ensure no cracks or other structural problem exist that would interfere with the operation on the holding tank. Any problems noted during the visual inspection will be verbally reported to the COR within 2 hours of identification and a written report of the problem will be forwarded to the COR with in 24 hrs. The contractor is responsible for ensuring that verbal notification is received by the COR or other government representative (GR) of the 374 CES Service Contracts section in a timely manner.

1.2.3. Monthly Inspection/Maintenance Report. The Contractor shall provide a monthly report of 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. The contractor shall submit three (3) copies of an inspection/maintenance report in English and Japanese describing all services performed and materials/parts used in the previous month to the COR with the contractor’s invoice. 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 1.2.6.) with a cost estimate.

1.2.4. Yearly Effluent Water Quality Report. In accordance with applicable JEGS, Japanese laws, pertinent regulations and commercial standards and practices; the Contractor shall test septic tank Effluent Water Quality,( i.e. Bio Oxygen Demand (BOD)), yearly for tanks identified in Appendix B. Septic Tank Effluent Water Capability is listed in Appendix B. BOD sampling should be conducted between 1 July and 30 August due to peak season consumption. The Contractor shall submit a copy of the original Japanese laboratory report with English translation to the COR within one week of receiving the original Japanese laboratory report. In addition, the contractor shall submit three (3) copies of the sampling report in both English and Japanese to the COR with the next month’s invoice submission. 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 what caused the sample to exceed limits, and within one week provide a written report in English and Japanese detailing 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. Within one week of receiving the original Japanese laboratory report, the Contractor shall submit the original report with English translation to the COR.

1.2.5. 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 Contracting Officer (KO) and COR 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 maintenance described in in Section 1.2. at no additional cost to the Government except work defined as Level II as described in paragraph 1.2.6. The contractor shall submit three (3) copies of the report in English and Japanese describing Service Call(s) to the COR within two (2) weeks after completion.

1.2.6. 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., 1.2.2. and work due to unexpected causes like natural disasters or evil intention. Level II work must be negotiated between the contractor and the KO 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 KO. The Government is under no obligation to give the contractor first rights to Level II work. 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.

1.2.7. 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. In addition, the contractor shall submit Yearly Effluent Water Quality annual sampling schedule for each facility to the COR within 2 weeks (14 calendar days) of contract award or start of option period. The contractor shall not perform any inspection/maintenance before approval of the schedule.

1.2.8. Materials/Parts. Descriptive data of all contractor-furnished materials/parts to be used under this contract shall be submitted for approval on material submittal AF 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 with additional AF Form 3000 to be submitted after completion of the work.

1.2.9. 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 COR within 14 calendar days after installation of new materials/parts.

1.2.10. Job Site Cleaning. All debris generated from the contractor’s performance shall be removed and disposed of 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 ensure all services are performed in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices.

1.3.2. Quality Assurance. The COR will evaluate the contractor’s performance based on paragraph 2. Service Summary.

1.3.3. (Reserved)

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:

*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 KO 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 shall be deemed General Waste Collectors and Transporters to be applicable the Waste and Disposal Act, Article 19-3.

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 KO 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 KO as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

The contractor shall provide person(s) who possess(es) the license, “Septic Tank Qualified Person (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.

1.3.6.4. Performance of Service 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

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:

Any time the contractor uses one of the above services, the Contractor shall immediately report to the COR 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 Technical Data C. Replacement Parts and Supplies

APPENDIX A

SEPTIC TANK COLLECTION – HISTORICAL WORKLOAD DATA

YOKOTA AB SEPTIC TANKS – Average Monthly Collection Based on 2 year Historical Data – Rounded to Nearest Thousand

(kg) Capacity of Tanks (kg)

Total

N/A: Historical Workload Data currently not available

TAMA ANNEX SEPTIC TANKS/HOLDING TANK

(kg) Quantity/year (kg) Capacity of Tanks (kg)

Total

* Currently used as a holding tank, awaiting repair/replacement.

N/A: Historical Workload Data currently not available

OWADA COMMUNICATION SITE SEPTIC TANKS

Total

TOKOROZAWA TRANSMITTER SITE SEPTIC TANKS

Total

APPENDIX B

SEPTIC TANK TECHNICAL DATA

TAMA ANNEX

Building Description 建物 Treatment Method 処理方式 Size 人槽 ( People living in facility 24/7) Designed Treatment Capacity 設計処理水量 Blower Maint. / Bacteria & Supply Effluent Water Capability 処理能力 (mg/L)

沈殿分離接触曝気

O

沈殿分離接触曝気

O

沈殿分離接触曝気

O

沈殿分離接触曝気

O

Camping Site I Sediment separation aeration 沈殿分離接触曝気

O

担体流動ろ過環境方式

O

担体流動ろ過環境方式

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 (mg/L)

Owada Airless carrier flow 嫌気濾床担体流動方式

TOKOROZAWA COMMUNICATION STATION

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 (mg/L)

Tokorozawa Single plane oxidation bed 単独平面酸化床

YOKOTA AB

Treatment Method 処理方式 Size 人槽 Designed Treatment Capacity 設計処理水量 Blower Maint. / Bacteria & Supply

Remark Effluent Water Capability 処理能力 (mg/L)

合併処理浄化槽

O Airless Filter Aeration

Circulation System

Remove Phosphorus Unit

全ばっ気浄化槽

All Septic tank aeration 全ばっ気浄化槽

沈殿分離接触曝気

全ばっ気浄化槽

全ばっ気浄化槽

All Septic tank aeration 全ばっ気浄化槽

* Currently used as a holding tank, awaiting repair/replacement.

APPENDIX C

REPLACEMENT PARTS AND SUPPLIES

Blower Oil Grease Belt Hose Screw Packing Caustic Soda Poly-Sulfate Chlorine Blower Filter Bacteria/Activated Sludge