PWS_-_1_Apr_16.pdf

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

KITCHEN HOODS AND DUCT

CLEANING SERVICES

CAMP ZAMA (CZ),

SAGAMIHARA FAMILY HOUSING AREA (SFHA),

SAGAMI GENERAL DEPOT (SGD)

1 Apr 2016

(FEWR No. JF-50028-5J)

Attachemnt 1 FA5209-16-T-0033 modified by Amendment 0001

TABLE OF CONTENTS

SECTION 1 Description of Services/General Information Page 2

SECTION 2 Services Summary Page 8

SECTION 3 Reserved Page 9

SECTION 4 Appendices Page 10

Appendix A - Listing of Required Services Page 11

Appendix B - Maps and Sketches Page 12

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. DESCRIPTION OF SERVICES.

1.1. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials and any other items or services necessary to perform cleaning services of kitchen hoods and duct at Camp Zama (CZ), Sagamihara Family Housing

Area (SFHA), and Sagami General Depot (SGD). The services shall be performed in accordance with this Performance Work Statement (PWS), the attached appendices, commercial and local standards and in compliance with National Fire Protection Association (NFPA) 96 entitled

“Standard for Ventilation control and Fire Protection of Commercial Cooking Operations 2014

Edition”.

1.2. The contractor shall clean all kitchen hoods, filters, and exhausts located outside of the buildings. Services will be performed per Appendix A, Listing of Required Services, to the systems as described on drawings in Appendix B.

1.3. The kitchen hoods and exhaust systems include, but are not limited to hoods, grease removal devices, ducts, and other apparatus such as lighting, grease filters, dampers, air filters, fans, belts, fan housings, and screens. The kitchen hoods and exhaust systems shall be cleaned to be free from all marks of grease, dirt, smudges, and other foreign matters to provide or maintain a clean, uniform appearance. The contractor shall provide the appropriate protection in the working area to prevent the kitchen equipment from smearing.

1.4. The contractor shall not apply the cleaning chemical on fusible links or other detection devices of the automatic extinguishing system. When the ducts are inaccessible and requires modification to facilitate cleaning, the contractor shall notify the Contracting Officer’s

Representative (COR) for immediate resolution.

1.5. After each cleaning service, the contractor shall return all electrical controls, detection devices, and system components to an operable state.

1.6. After accomplishment of the cleaning, the contractor shall conduct an operational test of kitchen hoods and exhaust systems to ensure all installed features are in good operable conditions. If the contractor identifies serious defects in the kitchen hoods, exhaust systems, fire-extinguishing equipment and other associated equipment during testing, the contractor shall immediately report the defects to the COR as quickly as possible. If follow up action is required, the contractor shall submit a written report to the COR within two (2) working days.

1.7. The contractor shall submit a planned work schedule to the COR for approval one (1) month before the performance start date. The schedule shall meet the requirement for the buildings in the frequencies established at Appendix A. The requirements are based on historical occurrences.

2.0. GENERAL INFORMATION.

2.1. Contractor Personnel.

2.1.1. 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. The contract manager or alternate shall be proficient in English and 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.

2.1.2. 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.

2.1.3. 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 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.

2.1.4. 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 entry circumstances.

2.1.5. 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.”

2.1.6. 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.

2.1.7. 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.

2.2. 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

2.3. 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.

2.4. 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.

2.5. 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.

2.6. 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.

2.7. Availability of Facility.

2.7.1. Hours of Service. The contractor’s personnel shall perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. legal and other designated holidays listed below) during the hours listed in Appendix A, unless prior arrangements have been made with the COR(s).

2.7.2. Legal American Holidays and Other Designated Holidays.

American Holidays

1 January New Year’s Days rd

Monday in January Martin Luther King Jr.’s Birthday rd

Monday in February President’s Day

Last Monday in May Memorial Day th of July* Independence Day st Monday in September Labor Day nd

Monday in October Columbus Day

11 November* Veterans Day th

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.

2.7.3. 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.

2.7.4. Interference with Government Operations. The contractor shall make every effort to schedule its maintenance activities so as not to interfere with U.S. Government operations. In the event the nature of the work makes such interference necessary, the contractor shall provide the COR(s) with a minimum of five (5) days advance notification of the proposed work.

2.8. Security and Safety Requirements.

2.8.1. 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.

2.8.2. 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.

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

Physical Security Office by the COR, however, the contractor shall work together with the COR to prepare USAG-J Form 1797 and other necessary documents. The Contractor shall also be physically present at the office with valid photo identification when applying for the permission.

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

2.8.4.1. 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.

2.8.4.2. The contractor shall submit these reports to the KO through the COR as follows:

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

The report may be either verbal or facsimile.

(b) 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.

2.8.5. 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.

2.8.6. 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.

2.8.7. 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.

2.8.8. 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.

2.8.9. 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.

http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html

2.8.10. 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.

2.9. 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.

2.10. 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 services fail to be performed 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.

2.11. 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.

2.12. 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.

2.13. 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 https://cmra.army.mil/

(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

(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 contractor 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

SERVICES SUMMARY

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

Method of

Assessment

SS# 1: Perform cleaning and operational test/inspection

Para 1.1.1.

Through

1.1.4.

One (1) defect is allowed per year.

Periodic

Inspection and

Customer

Complaints

SECTION 3

RESERVED

SECTION 4

APPENDICES

APPENDIX A

LISTING OF REQUIRED SERVICES

A.1. Camp Zama (CZ)

Location Scheduled Month Working Hours Frequency

Bldg 101, Cafeteria Feb, May, Aug, Nov Thr, 1400-1700 4

Bldg 333, Dining Facility Mar, Jun, Sep, Dec Fri, 1900-2400 4

Bldg 389, Bowling Center Every other month Fri, 0600-1100 6

Bldg 425, Burger King Every Month Thr, 2200-2400 12

Bldg 425, Anthony’s Pizza Every Month Thr, 1900-2000 12

Bldg 425, Popeyes Chicken Every Month Thr, 2000-2200 12

Bldg 457, Community Club Every Month Mon, 0800-1700 12

Bldg 646, JN Cafeteria Mar, Jun, Sep, Dec Fri, 1500-1900 4

Bldg 691, Child Development

Center

Jan, May, Sep Fri, 1500-1700 3

Bldg 807, Golf Club Every Month Mon, 1700-2100 12

Bldg 906, Cafeteria (Exchange), High School

Jun, Dec Wed, 1400-1800 2

A.2. Sagamihara Family Housing Area (SFHA)

Bldg 107, Child Development

Center

Jan, May, Sep Thr, 1500-1700 3

Bldg 122-01, Cafeteria

(Exchange), Elementary School

Biannual Wed, 1400-1700 2

Bldg 121-01, SFHA

School Age Care Center

Biannual Mon, 0800-1100 2

Bldg 121-02, SFHA Club Every Month Thr, 0700-1100 12

Bldg 121-02, SFHA

Movie Theater

Biannual Mon, 1000-1200 2

Bldg 121-06, SFHA Taco Bell Mar, Jun, Sep, Dec Thr, 0700-1100 4

A.3. Sagami General Depot (SGD)

Bldg 135-2, Sagami Lounge Jan, Apr, Jul, Oct Mon, 1400-1800 4

APPENDIX B

MAPS AND SKETCHES

B.1 Camp Zama (CZ) Camp Zama General Map b-1

Location Page

Camp Zama General Map b-1

Bldg 101, Cafeteria b-2

Bldg 333, Dining Facility b-3

Bldg 389, Bowling Center b-4

Bldg 425, Burger King, Anthony’s Pizza, Popeyes Chicken b-5

Bldg 457, Community Club

Restaurant Kitchen & Sports Bar Kitchen b-6-1 & b-6-2

Bldg 646, Japanese Dining Hall (Cafeteria) b-7

Bldg 691, Child Development Center b-8

Bldg 807, Golf Club b-9

Bldg 906, Cafeteria (Exchange), High School b-10

B.2. Sagamihara Family Housing Area (SFHA) General Map b-11

Bldg 107, Child Development Center b-12

Bldg 122-01, Cafeteria (Exchange), Elementary School b-13

Bldg 121-01, School Age Care Center b-14

Bldg 121-02, SFHA Club b-15

Bldg 121-02, SFHA Movie Theater b-16

Bldg 121-06, SFHA Taco Bell b-17

B.3. Sagami General Depot (SGD) Sagami GD General Map b-18

Bldg 135-2, Sagami Lounge b-19