RFQ_PWS_for_Mop_and_Mat_25_Apr_16.pdf

ATTACHMENT 1 RFQ# FA5209-16-T-0066

U.S. Army Medical Department Activity Japan Unit 45011 APO AP 96343-5011

PERFORMANCE WORK STATEMENT

FOR

RENTAL, CLEANING AND DELIVERY SERVICE OF FLOOR

MATS AND MOPS

FOR U.S. MEDICAL DEPARTMENT ACTIVITY

(USAMEDDAC-J) CAMP ZAMA, JAPAN

25 April 16

TABLE OF CONTENTS

SECTION 1 Description of Services / General Information Page 3-7

SECTION 2 Services Summary Page 8

SECTION 3 Government Furnished Property and/or Services Page 8

SECTION 4 Appendices Pages 8 - 12

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 to perform floor mat and mop rental and cleaning services in accordance with this Performance Work Statement (PWS), commercial standard and local requirements.

1.1 TYPE OF SERVICES REQUIRED. The Contractor shall perform the following listed services:

1.1.1. The Contractor shall provide floor mat and mop rental services for the U.S. Army Medical Department Activity Japan (USAMEDDAC-J). Additionally, the Contractor shall provide cleaning services for the mats and mops. When dirty mats and mops are cleaned, clean replacement maps and mops shall be provided. The used floor mats and mops shall be collected and transported to an off-base facility for laundering. The Contractor shall ensure these collection and transportation actions are done in accordance with all applicable regulatory requirements. The required sizes, quantities, delivery locations, and schedule are shown in Appendix A.

1.1.2. The Contractor shall coordinate all aspects of this project with the designated Government Representative (GR).

1.1.3. The Contractor shall pick up and drop off replacement items based on the designation schedules of this PWS accordingly.

1.1.4. The Contractor shall ensure the replacement floor mats and mops are in clean and serviceable condition.

1.1.5. Change of Delivery Condition. The GR will notify Contracting Officer (KO) when any changes in the number of floor mats and in delivery schedule are required. The number of floor mats at each location could increase or decrease in accordance with mission requirement through coordination between KO and the Contractor. The Contractor shall not make any changes without coordination with GR and KO. Substantial increase in quantities or delivery schedule in this contract will be implemented by a modification issued by the KO.

1.2. INTERFERENCE WITH GOVERNMENT OPERATIONS. The Contractor shall make every effort to schedule its activities so as not to interfere with U.S. Government operations. In the event the nature of the work may become such interference necessary, the Contractor shall provide the GR with a minimum of five (5) days advance notification of the proposed work.

1.3. SUBMITTALS. The Contractor shall submit delivery receipts each time and proper invoice to the GR of U.S. Army MEDDAC-Japan.

1.4. GENERAL INFORMATION.

1.4.1. Quality Control. The Contractor shall develop and maintain a quality program to ensure the services are performed in accordance with commonly accepted commercial practices.

1.4.2. Quality Assurance. The government will evaluate the all Contractors’ performance by appointing a GR to monitor performance and to ensure services are performed in accordance with the PWS.

1.4.3. 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.

1.4.4. 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.

1.4.5. 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 FAR 1.602-3.

1.4.6. Contractor Personnel.

1.4.6.1. Contract Manager. The Contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. Within five (5) days after contract award, the name of the person and alternates (s), who shall act for Contractor when manager is absent, shall be designated in writing to KO. He/She must be able to read and write English. The contract manager or alternates(s) shall have full authority to act for the Contractor on contract matters relating to operations of the contract.

1.4.6.2. 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.

1.4.6.3. 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 remove from the Government job any of his/her employees who endanger persons or property, or whose continue employment under this contract is inconsistent with the interests of military security.

1.4.6.4. Third Country Nationals (TCN). The Security Forces on each base control entry into 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 a particular circumstance.

1.4.6.5. 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.”

1.4.6.6. 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 nonperformance under this contract.

1.4.7. Security and Safety Requirements.

1.4.7.1. Installation Base Passes. The U.S. Government will issue all require 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.

1.4.7.2. 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. The Contractor shall comply with any security requirements at no additional charge to the U.S. Government even if security level will be increased higher.

1.4.7.3. 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 to insure compliance by all subcontractors.

1.4.7.4. 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. 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 4 days (96 hours) after occurrence of the incident. A copy of this report shall be furnished to the GR.

1.4.7.5. 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.

1.4.8. Commercial 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.

1.4.9. Hours of Operation.

1.4.9.1. Availability of Facility. The facilities will be made available to the Contractor from 07:30 to 16:30, 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.

1.4.9.2. Legal American Holidays and Other Designated Holidays. Recognized U.S. legal holidays are listed below. Holiday falling on a Saturday may be observed on the preceding Friday. Holidays falling on a Sunday may be observed on the following Monday.

U.S. Legal 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

2 & 3 January New Year’s Days 29, 30 & 31 December Year End Days

1.4.9.3. Delivery. If U.S and Japanese holidays fall on Tuesday or Wednesday, the Contractor shall notify delivery date to GR or KO in advance. If difficulty to delivery due to weather condition or any other reasons, notification of change of delivery date to the Contractor will be made by the GR or KO in advance.

1.4.9.4. Applicable Laws and Regulations: The Contractor shall ensure that the required services are conducted in a manner that protects human health and the environment, and complies with the Japan Environmental Governing Standards, Department of Defense Directive

5500.07 (Standards of Conduct), U.S. Army Regulations 40-5 (Preventive Medicine), 200-1 (Environmental Protection and Enhancement), Army Pamphlet 385-61 (Toxic Chemical Agent Safety Standards), 420-1 (Utility Services), and USAG-J Regulation 190-13 (Installation Access and Control Procedures), and other applicable Japanese laws and regulations.

1.4.9.5. Performance of Services During Crisis Declared by Secretary of Defense or the Overseas Combatant Commander. Services requirements under this PWS are not determined essential to be performed during a crisis.

1.4.10. 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://contractormanpower.army.pentagon.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 website. The specific formats for the XML direct transfer may be downloaded from the website.

SECTION 2

THIS SECTION IS RESERVED

SECTION 3

THIS SECTION IS RESERVED

SECTION 4

4. APPENDICES

A. Description and Delivery Schedule

B. Sample of Floor Mat and Mop

Appendix A

DESCRIPTION AND DELIVERY SCHEDULE

Item Color Location Qty Schedule

Floor Mat: 90 x 150 x 1 cm/ Water & Oil Absorption Type

Gray Bldg. 704, CZ 1 EA 1 Time / Month Gray Bldg. 543, CZ 2 EA 1 Time / Month Gray Bldg. 681, CZ 3 EA 1 Time / Month Brown Bldg. 680, CZ 2 EA 1 Time / Month Gray Bldg. 680, CZ 1 EA 1 Time / Month Gray Bldg. 720, CZ 1 EA 1 Time / Month Gray Bldg. T704, CZ 3 EA 1 Time /Month

Total 13 EA / Month

Floor Mat: 120 x 180 x 1 cm/ Water & Oil Absorption Type

Gray Bldg. 543, CZ 1 EA 1 Time / Month Gray Bldg. 681, CZ 1 EA 1 Time / Month

Total 2 EA / Month

Floor Mat: 90 x 500 x 1 cm/ Standard Type

Gray Bldg. 704, CZ 1 EA 1 Time / Month Total 1 EA / Month

Mop: Minimum Length 60cm or more

N/A Bldg. 704, CZ 30 EA per delivery

Every 2nd and last Tuesday of each month

Total 60 EA / Month

Appendix B

Sample of Floor Mat and Mop