RFQ_PWS_sewage_sludge_removal_at_KAWA_13_Nov_FBO.pdf

ATTACHMENT 1 RFQ# FA5209-16-T-0004

DEPERARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON, JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 35432 FPO AP 96310-5432

PERFORMANCE-BASED WORK STATEMENT

FOR

COLLECTION, CONVEYANCE AND DISPOSAL

SERVICES OF SEWAGE SLUDGE

AT

KAWAKAMI AMMUNITION DEPOT

13 Nov 15

(FF-00002-5J)

Table of Contents

SECTION 1 Description of Services/General Information Pages 3-9

SECTION 2 Reserved Page 10

SECTION 3 Reserved Page 10

SECTION 4 Appendices Pages 11-12

SECTION 1

1. DESCRIPTION OF SERVICES. The Contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, licenses and permits and other items and services necessary to perform collection, conveyance and disposal of the sludge generated from septic tank(s) and the combined treatment facilities at Kawakami Ammunition Depot in Japan. The

Contractor shall perform subject services in accordance with this Performance-based Work

Statement (PWS), applicable local regulations and acceptable commercial standards. The estimated workload is listed in Appendix A and septic tank locations are listed in Appendix B.

1.1. SCOPE OF SERVICE.

1.1.1. The Contractor shall remove all sludge and solids accumulated in the septic tank(s) and combined sewage treatment system(s) located in Kawakami Ammunition Depot. The Contractor will be notified of when and where the removal will take place at least one (1) week in advance by the Government Representative (GR).

1.1.2. The wastes shall be transported and disposed of at approved off-post disposal facilities in accordance with all applicable regulatory requirements.

1.1.3. The Contractor’s vehicle(s) shall empty when the Contractor enters the Kawakami

Ammunition Depot to collect the wastes.

1.1.4. During the performance of the collection and conveyance work, extreme care shall be exercised to avoid any spillage and release of waste at the job site(s) and into storm-water drainage systems. If spills and release of waste at the job site(s) occur during the work, the

Contractor shall report it to the GR immediately and shall clean up the job site(s).

1.1.5. The estimated quantities of sewage sludge to be removed are shown in Appendix A. The actual quantities removed by the Contractor shall be mutually confirmed with the GR and the

Contractor.

1.1.6. The Contractor shall report the GR immediately whenever the costs associated with the work performing this contract change.

1.2. SUBMITTAL AND REPORTING.

1.2.1. List of Vehicles. The Contractor shall submit a list of vehicles to be used for this contract to the GR including license number, capacity and certificate of insurance for approval of entry to the U.S. Forces installation and / or to buildings NLT fifteen (15) calendar days prior to the start of contract performance.

1.2.2. Roster. The Contractor shall provide a complete roster of all personnel (including contract manager and alternate contract manager) to the GR NLT fifteen (15) calendar days prior to start of performance. The roster must include name, address and telephone numbers. The

Contractor shall maintain a current listing of employees, providing updates as changes occur.

1.2.3. Receipt of Disposal Amount. The Contractor shall submit a receipt of disposal amount issued by the off-post disposal facilities with the invoice within one (1) week after the removal work

1.2.4. Submission of Report. The Contractor shall submit a report to include date, collected total volume, and the building number to the GR with their invoice.

1.2.5. Record Keeping. All records of the collected wastes must be maintained by the

Contractor for a minimum of five (5) years. This record shall contain the date, the amount of the collected wastes, and the building number of the septic tank. The Contractor shall submit this record as required by the GR.

1.2.6. Licenses. The Contractor shall possess valid licenses, for collection and transportation of sewage sludge (called Ippan Haikibutsu no Syusyu Unpan, (し尿（一般廃棄物）の収集運搬 in Japanese) and for cleaning the septic tank (浄化槽清掃業許可証) issued by the mayor of

Higashihiroshima City. The Contractor shall not allow sub-contractors to perform the services required in this PWS. Therefore, the prime contractor shall be required to obtain the applicable licenses and eligibility of the required licenses shall apply to the prime contractor only, not sub-contractors. The Contractor shall submit all required licenses to the Contracting Officer (KO) prior to the award.

1.3. GENERAL INFORMATION.

1.3.1. 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.

1.3.2. Quality Assurance. The government will periodically evaluate the Contractor’s performance by appointing the GR to ensure services are performed in accordance with the PWS.

The GR or another representative appointed by the GR will evaluate the Contractor’s performance through intermittent on-site inspections. These on-site inspections will be performed without prior notice to the Contractor.

1.3.3. Government Remedies. The KO 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.

1.3.4. Government Representative (GR). The Contractor shall coordinate all aspects of this project with the GR. Completed work shall be subject to inspection and acceptance by GR. The

GR shall NOT direct or redirect any Contractor action(s). This can only be done by the KO.

1.3.5. Contracting Officer (KO) Authority. Only the KO has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the KO will be considered an Unauthorized Commitment and subject to Ratification

Actions in accordance with the Federal Acquisition Regulation part 1.602-3.

1.3.6. Contractor Personnel

1.3.6.1. 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 KO and GR. The contract manager or alternate shall have full authority to act for the Contractor on all matters relating to this contract. The Contractor shall provide the telephone numbers of the above personnel that are reachable both during and outside their normal duty hours. These Contractor’s personnel shall have the capability of understanding technical information provided in English by the KO and/or GR.

1.3.6.2. Contractor Employees. The 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.

1.3.6.3. 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 or any of his/her employees be removed from the Government job if they endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

1.3.6.4. 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 circumstances.

1.3.6.5. U.S. Government or Japanese National 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.”

1.3.6.6. 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.

1.3.7. Security and Safety Requirements.

1.3.7.1. 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 sub-contractor’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.

1.3.7.2. Security Requirements. The Contractor shall ensure each employee obtains required pass and identification items for access to Hiroshima Area. 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.

1.3.7.3. Photography Permission. Photography permission shall be obtained prior to commencement of photographing work. The permission should be requested to the DES

Physical Security Office by the GR, however, the Contractor shall work together with the GR to prepare USAG-J Form 1797 and necessary documents.

1.3.7.4. 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.

For the purposes of this clause, 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 GR 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 96 hours after occurrence of the incident. A copy of this report shall be furnished to the GR.

1.3.7.5. Off Limits 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. Advance information concerning the Contractor’s activities and on-site schedule will be provided to building occupants through the Directorate of Public Works (DPW).

1.3.7.6. Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The Contractor shall immediately report spills or releases of hazardous materials to the KO and GR. The Contractor shall be liable for containment and environmental cleanup of spill or release of such substance. The Contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The Contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current

Material Safety Data Sheets (MSDS).

1.3.7.7. Environmental and Hazardous Material Handling. The Contractor shall comply with municipal environmental laws and 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

(https://intranet.zama.army.mil/CmdStaff/usagj/pw/docs/SPCCP.pdf) and Oil and Hazardous

Substance (OHS) pollution Contingency Plan

(https://intranet.zama.army.mil/CmdStaff/usagj/pw/docs/OHSPC.pdf) 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, U.S. Army Garrison Japan of any spills that occur on the installation through the Emergency Phone Number. The Contractor will be liable for containment and clean-up of the site.

1.3.7.8. 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.

1.3.7.9. 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.

1.3.7.10. Disposal of Materials. All debris and unserviceable materials generated under this contract shall be disposed of off-base by the Contractor in accordance with the laws of Japan.

1.3.7.11. Warranty. The Contractor shall provide the government with their commercial warranty. The government shall receive the same warranty service as the Contractor’s most favored customers. If the test fails to report to any surface or otherwise fail due to workmanship or materials, the Contractor shall correct the affected area(s) at no additional cost to the U.S.

Government. The Government reserves the right to reject any unserviceable or substandard item and to require replacement with a serviceable like item or acceptable quality item or to require full credit for the item.

1.3.7.12. 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.

1.3.7.13. Conservation of Utilities. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

1.3.8. Availability of Facility.

1.3.8.1. Hours of Service. The facilities will be made available to the Contractor from 08:05 to

16:40, Monday through Friday, excluding U.S. holidays. Access to the facilities outside of these hours may be authorized by the GR with prior coordination by the Contractor.

1st January New Year’s Day

3rd Monday in January Martin Luther King’s Birthday

3rd Monday in February President’s Day

Last Monday in May Memorial Day

4th July Independence Day

1st Monday in September Labor Day

2nd Monday in October Columbus Day

11th November Veteran’s Day

4th Thursday in November Thanksgiving Day

25th December Christmas Day

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

1.3.9. Performance of Services During Crisis Declared by Secretary of Defense or the

Oversees Combatant Commander. Services requirements under this PWS are not determined essential to be performed during a crisis.

1.4. CONTRACTOR MANPOWER REPORTING (CMR). 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. NOTE: XML = Extensible Markup Language

SECTION 2

THIS SECTION IS RESERVED

SECTION 3

THIS SECTION IS RESERVED

SECTION 4

APPENDICES

4. APPENDICES.

A. Estimated Workload Data

B. Septic Tank Locations

APPENDIX A

ESTIMATED WORKLOAD DATA

Unit : liter

Area Bldg # Capacity FY16 FY17 FY18 FY19 FY20

Kawakami

#2601 920 1,000 0 1,000 1,000 0

#2691 4,000 8,000 8,000 8,000 8,000 8,000

#2775 8,000 8,000 8,000 8,000 8,000 8,000

#2629 2,500 2,500 2,500 2,500 2,500 2,500

#2725 1,230 1,000 0 1,000 1,000 0

#2675 1,850 2,000 1,700 2,000 2,000 1,700

#2708-1 8,000 16,000 16,000 16,000 16,000 16,000

#2745 4,990 5,000 5,000 5,000 5,000 5,000

#2773 23,000 5,000 28,000 5,000 5,000 28,000

#3500-1 1,400 2,500 1,400 2,500 2,500 1,400

#3800-1 1,400 3,000 1,400 3,000 3,000 1,400

#2605 1,790 2,000 2,000 2,000 2,000 1,500

#2666 3,000 3,000 0 3,000 3,000 0

#2652 1,600 2,000 0 2,000 2,000 0

#2714-1 1,000 0 0 0 0 500

Total

61,000 74,000 61,000 61,000 74,000

Average 66,200 liters / year

APPENDIX B

SEPTIC TANK LOCATIONS AT KAWAKAMI AMMUNITION DEPOT