PWS_-_(Final_Grease_DisposalRFQ).pdf

Attachment 1 to Solicitation FA5209-14-T-0167

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE-BASED WORK STATEMENT

FOR

COLLECTION, TRANSPORTATION,

AND DISPOSAL SERVICE

OF

GREASE, WASTE OIL, AND SLUDGE

AT

CAMP ZAMA, SAGAMIHARA FAMILY HOUSING AREA,

SAGAMI GENERAL DEPOT,

AND YOKOHAMA NORTH DOCK, JAPAN

8 Sep 2014 (FEWR No. JF-40010-4J)

Table of Contents

SECTION 1 Description of Services/General Information Page 3 thru 8

SECTION 2 Services Summary Page 9

SECTION 3 Government Furnished Property and Services Page 10

SECTION 4 Appendices Page 11

Appendix A Estimated Workload Data A1 thru A9 Appendix B Collection Points in the Area and Site Map Plans B1 thru B5

SECTION 1 –DESCRIPTION OF SERVICES/GENERAL

INFORMATION

1. DESCRIPTION OF SERVICES. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials, and any other items or services necessary for collection, transportation, and disposal of grease, waste oil, and sludge at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), Sagami General Depot (SGD), and Yokohama North Dock (YND), Japan in accordance with this Performance-Based Work Statement (PWS), Chapter 7, Solid Waste of the Japan Environmental Governing Standards (JEGS Dec 2012) and Waste Management and Public Cleansing Law (Law No. 137 of 1970, Haikibutsu no shori oyobi seisou ni kansuru houritsu 廃棄物の処理及び清掃

に関する法律) and any applicable prefecture regulations.

1.1. COLLECTION, TRANSPORTATION, AND DISPOSAL.

1.1.1. Collection and Transportation. The contractor shall collect and transport grease, waste oil and sludge from CZ, SFHA, SGD, and YND to the contractor’s intermediate disposal/treatment facilities.

Grease, waste oil, and sludge will be transported in a manner that protects human health, the environment, and complies with JEGS, Japanese laws and regulations. Estimated workload, frequency of service and the location of collection points are provided in Appendix A and B.

1.1.1.1. Grease Trap CZ and SFHA. The contractor shall remove any coagulates and/or grease floating at top in the grease trap in accordance with the frequency and quantities are show in Appendix A for A-1 CZ and A-2. SFHA.

1.1.1.2. The contractor shall collect grease, oil and sludge stored in drums in accordance with the frequency standards listed under Appendix A. It is the responsibility of the contractor to replace the full drums with empty 200 liter capacity drums.

1.1.2. Cleaning of Grease Traps, Oil Traps, and Sludge Storage Tanks. The contractor shall clean grease traps, oil traps, and sludge storage tanks. Requested frequency and location are show in Appendix A Workload Data.

1.1.3. Transportation and Cleaning at Bldg 1024-1. The contractor shall collect and transport sludge from Bldg 1024-1 to the Ash Pit, one time each year in accordance with Appendix A-8. The contractor shall clean the sedimentation tank using a high-pressure washer to remove sludge from the tank after collection of the sludge. The COR will notify the contractor of when sludge from Bldg 1024-1shall be collected and transported to the Ash Pit.

1.1.4. Disposal. The contractor shall comply with all applicable laws as set forth in Para 1 above for disposal of the industrial wastes picked up at CZ, SFHA, SGD, and YND. Based on these laws, the Contractor shall employ appropriate intermediate treatment by promoting recycling effort for the purpose of reuse to the maximum extent possible upon intermediate treatment of the wastes collected from the base facilities, however incineration remains as optional method for any hard-to-recyclable or non-recyclable elements of the wastes. The laws also requires that the generator of the wastes (US Government) receive all Manifest Reports (referenced in para 1.2.2 below) to ensure all processes have been completed in a manner consistent with the provisions applied. The Contractor is, therefore, legally accountable for the disposal process..

1.2. SUBMITTAL AND REPORTING.

(1) License (Para 1.2.1)

(2) Manifest (Para 1.2.2)

(3) Flow Chart (Para 1.2.3)

1.2.1. License. The Contractor shall possess the following valid licenses/permits for collection, transportation and intermediate treatment of industrial waste (Sangyo haikibutsu) grease, waste oil, and sludge to perform the duties specified herein in conformance with Japanese laws as well as other jurisdictional regulations: All licenses shall be valid for the life of the contract.

(1) Industrial Waste Collection and Transportation Business Permit (産業廃棄物収集運搬許可

証)

Items: Waste Oil (Hai Yu)/ Waste Sludge (Odei)

(2) Industrial Waste Treatment Business Permit (産業廃棄物中間処理業許可証)

Items: Waste Oil (Hai Yu) / Waste Sludge (Odei)

1.2.2. Manifest. The contractor shall prepare and provide the COR manifests in the format required by laws of the Government of Japan (GOJ). This manifest must include, but is not limited to; name of the contractor, name of contractor’s representative, type of material and amount, method of disposition to include date of disposal, location of treatment and disposal, and treatment and disposal permit number.

The original manifest must be signed or officially stamped by both the COR and the contractor’s representative. The Government shall acknowledge the disposal as complete upon receipt of “Sheet D & E” of the manifest. The manifest shall be used to confirm that all wastes are properly disposed of under this contract, therefore the contractor shall bear the responsibility and liability for the wastes mentioned in the manifest. All records of the manifests shall be maintained by the contractor for the life of the contract.

1.2.3. Flow Chart. The contractor shall submit flowchart denoting type of waste, process of treatment, recycling and disposal method for a complete audit trail from the point of origin to the ultimate disposal and location prior to the initiation of this service contract.

GENERAL INFORMATION.

1.3.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for 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 matters relating to this contract.

1.3.1.1. The contract manager or alternate shall have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued in English by the contracting officer or COR. If the contract manager or alternate do not meet these requirements, the contractor shall provide a translator for them

1.3.2. Contractor Employees. Contractor personnel shall be easily recognizable as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the contractor’s company name and the employee’s name.

1.3.2.1. Reserved.

1.3.2.2. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The KO may require that the contractor remove any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of the U.S. Government.

1.3.2.3. 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 entry circumstances.

1.3.2.4. U.S. Government and/or Master Labor Contract Employees. The contractor shall not hire employees of the U.S. Government and/or Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR Section 3.104. Further, the contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense 5500.7-R, Joint Ethics Regulation.”

1.3.2.5. 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.

1.3.2.6. Roster. The contractor shall provide a complete roster of all personnel (including the contract manager and alternate contract manager) to the COR prior to start of performance. The roster must include all employee names, addresses, and telephone numbers. The contractor shall maintain a current listing of employees, providing updates as changes occur.

1.3.3. Quality Control. The contractor shall develop and maintain a quality control program to ensure the services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. At a minimum, the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Services Summary.

1.3.4. Quality Assurance. The Government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) by appointing a COR to monitor performance to ensure services are received.

1.3.5. Government Remedies. The KO 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.

1.3.6. Contracting Officers Representative (COR). The contractor shall coordinate all aspects of this project with the COR. Completed work shall be subject to inspection and acceptance by COR. This designation will be made in writing by the KO at the time of contract award, or prior to commencement of COR duty. The COR shall NOT direct or redirect any contractor action(s). This can only be done by the Contracting Officer.

1.3.7. Contracting Officer (KO) Authority. Only the contracting officer has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the Contracting Officer will be considered an Unauthorized Commitment and subject to Ratification Actions in accordance with the Federal Acquisition Regulation part 1.602-3.

1.3.8. Availability of Facility.

1.3.8.1. Hours of Service. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. legal and other designated holidays listed below, during normal duty hours, 0800 - 1630 hours unless prior arrangements have been made with the COR).

1.3.8.2. Legal American Holidays and Other Designated Holidays.

American Holidays 1 January New Year’s Days 3rd Monday in January Martin Luther King Jr.’s Birthday 3rd Monday in February President’s Day Last Monday in May Memorial Day 4th of July* Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day 11 November* Veterans Day 4th Thursday in November Thanksgiving Day 25 December* Christmas Day

Other Designated Holidays 1, 2 & 3 January New Year’s Days 29, 30 & 31 December Year End Days

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

1.3.8.3. Arrangements of the Performance Time. Should the contractor decide to perform any of the required services before or after normal duty hours, the contractor will request approval prior to performance from the COR and shall do so at no additional cost to the Government.

1.3.9. Security Safety Requirements.

1.3.9.1. 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.

NOTE: Contractor personnel are required to comply with U.S. Army Regulation 190-5 for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation 190-13 for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

1.3.9.2. Security Requirements. The contractor shall ensure each employee obtains all the required passes and identification items for access to U.S. Government’s installations. These items are issued by the Security Forces Pass and Registration Section. The contractor and employees shall return identification cards to Security Forces within 24 hours of termination or completion of this contract. All other Government identification for terminated employees shall be returned to the KO within 24 hours of termination.

1.3.9.3. Photography Permission. Reserved

1.3.9.4. Reports of Damages, Destruction, Injury, or Death

(a) 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. 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.

(b) The contractor shall submit these reports to the KO through the COR as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs.

Report may be either verbal or facsimile.

(2) A complete written report shall be submitted within 4 days (96 hours) after occurrence of the incident. A copy of this report shall be furnished to the COR.

1.3.9.5. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements. The contractor shall comply with all pertinent requirements of the U.S. Army and USAG-J Fire Protection and Safety Regulations or Laws of Japan, whichever is more stringent, to insure compliance by all subcontractors.

1.3.9.6. Accident Prevention Plan and a Job Hazard Analysis. The contractor shall not commence work at the job site until an Accident Prevention Plan and a Job Hazard Analysis are submitted for review and approved by the COR. The contractor is responsible for reviewing section 1 and 34 of EM 385-1-1, the US Army Corps of Engineers’ Safety and Health Requirements Manual, http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html

1.3.9.7. Off Limit Signs. The contractor shall provide warning and/or ”OFF LIMITS” signs in both English and Japanese and post them at the entrances of jobsite, and barricades around the jobsite while the equipment and/or systems are being serviced. The contractor shall control all personnel desiring access into jobsite areas when work is in progress.

1.3.9.8. Hazardous Materials. The scope of this PWS, under this contract does not include handling of Hazardous Waste (HW).

1.3.9.9. Environmental and Hazardous Material Handling. The contractor shall comply with the Japan Environmental Governing Standards (JEGS) to protect the health and safety of employees/residents and minimize or eliminate environmental pollution.

The Contractor shall follow the installation Spill Prevention Control and Countermeasure (SPCC) Plan and Oil and Hazardous Substance (OHS) pollution Contingency Plan in case of a spill or release of POL and/or hazardous substances. The Contractor shall immediately notify Fire and Emergency Services, Directorate of Emergency Services, and COR U.S. Army Garrison Japan of any spills that occur on the http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html installation through the Emergency Phone Number. The contractor will be liable for containment and clean-up of the site.

1.3.10. Delivery and Storage of Materials. All materials delivered and placed in storage shall be protected from the weather, humidity and temperature variations, dirt and dust, or other contaminants by the contractor.

1.3.11. Cleanliness. The contractor is responsible for cleanliness of the service areas. This includes, but is not limited to, washing, sweeping, dusting and other janitorial services necessary to maintain the area in a clean and sanitary condition. The contractor shall furnish such supplies as required.

1.3.12. Disposal of Materials. All debris and unserviceable materials generated under this contract such as industrial waste, non-recyclable materials and equipment/material not listed on hand-receipts shall be disposed of off-base by the contractor in accordance with the laws of Japan. Hand receipt items require turn-in action by the contractor when the listed items have to be replaced.

1.3.13. Reserved.

1.3.14. Responsibility for Damages. Any damages caused to U.S. Government property during the course of performing this contract shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S. Government.

1.3.15. Conservation of Utilities. The contractor shall instruct employees in utility conservation practices. The contractor shall be responsible for operating under conditions, which preclude the waste of utilities. The contractor shall comply with additional energy policies upon notification by the KO.

1.3.16. 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. Contracting Officer or COR shall notify the Contractor, by any means of communication, of a 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 and PWS.

1.4. 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 format using the following web address: https://cmra.army.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-contractors 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 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 its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. 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. The 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.

SECTION 2

2. SERVICES SUMMARY.

The following Services Summary (SS) identifies the performance objectives and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

These thresholds are critical to mission success.

SS Number and Performance Objective PWS Paragraph Performance Threshold

SS1: Collection and Transportation

Paragraphs 1.1.1.

One (1) defect is allowed per year

SS2: Cleaning of Grease Trap, Oil Trap and Sludge Tank

Paragraphs 1.1.2.

One (1) defect is allowed per year

SECTION 3

3. GOVERNMENT FURNISHED PROPERTY AND / OR SERVICES.

3.1. GOVERNMENT FURNISHED FACILITIES, EQUIPMENT AND MATERIALS.

3.1.1. Government Furnished Facilities. None

3.1.2. Government Furnished Tools and Equipment. None

3.1.3. Government Furnished Materials (GFM). The Government shall furnish drum cans for storage of grease in accordance with paragraph 1.1.1.1.

3.2. OTHER GOVERNMENT-FURNISHED ITEMS.

3.2.1. Utilities. The Government shall furnish available water, electricity and heat, without cost to the contractor. All temporary installations and connections made by the contractor shall comply with Army Regulations (AR) 420-1 and applicable building codes, and shall be subject to periodic inspection by the

COR.

3.2.2. Security Forces and Fire Protection. Upon request for emergency assistance, the following units will provide services on the installations as necessary:

Emergency Telephone for Fire, Ambulance, and the Military Police: Telephone 911

If the contractor uses the above services, the contract manager shall immediately report the details to the COR. The detailed reporting requirements are specified in paragraph 1.3.9.4. above.

3.2.3. Medical Emergencies. In the event of a medical emergency, accident, or injury involving contractor personnel during performance of duties under this contract, services will be rendered in order to save life, limb or to stabilize for transportation to a local medical treatment facility. The contractor shall reimburse the Government for the emergency medical services. The contractor shall submit the report in accordance with paragraph 1.3.9.4. above.

SECTION 4

4. APPENDICES.

Appendix A Estimated Workload Data A1 thru A9 Appendix B Collection Points in the Area and Site Map Plans B1 thru B5