PWS_-_Septic_Tanks_-_2_May_13_FINAL.pdf

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

2 May 13

Contract No.

Solicitation No.

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 Septic Tank

Inspection/Maintenance Workload 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 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.

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 septic tanks/cesspool/holding tanks. 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 and waste water shall be completed on the same day.

Before collecting swage and waste water from holding tanks at Tama Annex the contract 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 dumped in a COR-designated sewer manhole on Tama annex. Period of performance for this item is from 1 Sept 2012 through 28 Feb 2013.

1.1.3. Additional Collections. The Government will issue a delivery order on an as needed basis for collections to be performed at sites 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 listed in Exhibits-Pricing Schedule.

1.1.4. 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.

1.1.5. 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.

1.1.6. 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 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 Holding Tank Inspection/Maintenance. The contractor shall perform inspection/maintenance on all holding tanks listed in Appendix B 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 verbal 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. Period of performance for this item is from 1 Sept 2012 through 28 Feb

2013.

1.2.3. 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.

1.2.4. 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 Bio Oxygen Demand yearly as listed in Appendix B. The Contractor shall submit a copy of the original Japanese laboratory report with English translation to 374 CES/CEIE (CE

Environmental Section) 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 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 and 374 CES/CEIE (CE Environmental Section to be nominated an

Alternate COR in support of Pricmary COR), investigate what caused the sample to exceed limits, and provide to the COR and 374 CES/CEIE (CE Environmental Section) 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. Within one week of receiving the original Japanese laboratory report, the Contractor shall submit the original report with

English translation to 374 CES/CEIE (CE Environmental Section) and three (3) copies of the sampling report in both English and Japanese to the COR.

If the required testing list changes, the Contracting Officer (KO) and the Contractor will renegotiate the price of affected CLIN(s).

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 KO, 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)

1.2.6. 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. 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 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.

(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 KO 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.

1.2.7. 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 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.

1.2.8. 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.

1.2.9. 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 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.

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 rd

Monday of January Martin Luther King Jr’s Birthday rd

Monday of February Washington’s Birthday

Last Monday of May Memorial Day th

July Independence Day st Monday of September Labor Day nd

Monday of October Columbus Day th

November Veterans Day th

Thursday of November Thanksgiving Day th

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 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. For the application of the Waste and Disposal Act, Article 19-3, the contractor shall be deemed General Waste Collectors and Transporters. The contractor will ensure all documents are current. The contractor shall submit a copy of each of these documents to the KO before award of the contract.

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 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

SS Number and Performance

Objective

PWS Paragraph Performance Threshold Method of Assessment

SS1. Collection, Disinfection, Transportation and Discharge

1.1.1, 1.1.2, 1.1.3, 1.1.4, 1.2.10

2 customer complaints per months

Periodic Inspection

Customer Complaints

SS2. Submittal and Reporting 1.1.5, 1.2.3, 1.2.4, 1.2.5, 1.2.6, 1.2.7, 1.2.8, 1.2.9, 1.3.1, Complete requirement

100% of the time

Periodic Inspection

Customer Complaints

SS3. Inspection/Maintenance 1.2.1, 1.2.2, 1.2.5, 1.2.6, 1.2.10

Complete requirement

100% of the time

Periodic Inspection

Customer Complaints

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

TANK COLLECTION – HISTORICAL WORKLOAD DATA

YOKOTA AB SEPTIC TANKS

Collection Point

(Bldg No.)

Frequency of

Service Quantity/month (kg)

Quantity/year

(kg)

Capacity of Tanks

(kg)

1371 Monthly 10,000 120,000 80,000

1307 Monthly 2,000 24,000 4,000

1308 Monthly 2,000 24,000 4,000

1351 Monthly 2,000 24,000 4,000

1378 Monthly 2,000 24,000 4,000

1383 Monthly 2,000 24,000 4,000

1394 Monthly 2,000 24,000 4,000

Total Monthly 22,000 264,000 104,000

TAMA ANNEX SEPTIC TANKS

Collection Point

(Bldg No.)

Frequency of

Service

Quantity/month

(kg)

Quantity/year

(kg) Capacity of Tanks (kg)

259/452 Monthly 1,000 12,000 3,500

266 Monthly 1,000 12,000 3,500

454 Monthly 1,000 12,000 3,500

480 Monthly 1,000 12,000 3,500

487 Monthly 1,000 12,000 3,500

1006 Monthly 1,000 12,000 3,785

Total 6,000 72,000 24,785

OWADA COMMUNICATION SITE SEPTIC TANKS

TOKOROZAWA TRANSMITTER SITE SEPTIC TANKS

Bldg No.

Frequency Quantity/month

(kg)

Quantity/year

(kg)

Capacity of Tanks

(kg)

100A Monthly 1,892 22,704 1,892

Total 1,892 22,704 1,892

Bldg No.

Frequency Quantity/month

(kg)

Quantity/year

(kg)

Capacity of Tanks

(kg)

876 Monthly 4,000 48,000 7,000

Total 4,000 48,000 7,000

APPENDIX B

TANK INSPECTION/MAINTENANCE WORKLOAD 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

Remark

備考

Effluent

Water

Capability

処理能力

(mg/L)

1 №259 Paintball Parking

Area

Sediment separation aeration

沈殿分離接触曝気

10 2.0 m

O

2 №266 Camping Site F

Sediment separation aeration

沈殿分離接触曝気

3 №454 Camping Site E

Sediment separation aeration

沈殿分離接触曝気

4 №480 Camping Site H

Sediment separation aeration

沈殿分離接触曝気

5 №487

Camping Site I

Sediment separation aeration

沈殿分離接触曝気

6 No. 1006 Golf Cart

Maintenance

Sediment separation aeration

沈殿分離接触曝気

5 1.0 m

* Period of performance is from 1 Sept 2012 through 28 Feb 2013

OWADA COMMUNICATION STATION

Description

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)

1 No. 100A

Owada

Airless carrier flow

嫌気濾床担体流動方式 25 5.0 m

YOKOTA AB

Description 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)

1 Bldg 1371

Individual Sewage

Treatment Tank

合併処理浄化槽

60 12.0 m

Airless Filter Aeration

Circulation System

Remove Phosphorus

Unit

2 Bldg 1307 6 1.2 m

O N/A

3 Bldg 1308

All Septic tank aeration

全ばっ気浄化槽

7 4.9 m

O

4 Bldg 1351

Sediment separation aeration

沈殿分離接触曝

気

5 1.0 m

O

5 Bldg 1378

All Septic tank

5 3.5 m

O

6 Bldg 1383 5 3.5 m

O N/A

7 Bldg 1394

All Septic tank

7 4.9 m

APPENDIX C

1. SERVICE CALL/LEVEL II HISTORY

1.1. SERVICE CALL (2 times per year)

Time Description Place

July or August Alarm in Tama Bldg 354

November or

December

Alarm in Tama Bldg 354

1.2. LEVEL II

Time Description

Sep 2003 Replace Filter Units in Bldg 117

Sep 2003 Replace Filter Units in Bldg 155

Nov 2004 Replace No. 2 & No 3 Blower in Bldg 354

Nov 2004 Change Oil of No 1 & No. 4 Blower in Bldg 354

Feb 2005 Replace Pressure Sensor System in Bldg 117

Jun 2005 Replace Touch Panel Monitor in Bldg 354

Jul 2005 Install Water Gauge and Air Blower in Bldg 266, 259, 459, 480, 487, 1015 and 1016

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.