PWS_Tree_Cutting_(2_Sep_16).pdf

RFQ No. FA5209-16-T-0120-P00001

ATTACHMENT 1

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

TO

CUT AND TRIM TREES AT U.S. ARMY INSTALLATIONS,

KANTO AREA, JAPAN

(FEWR No. HF-00561-5J)

(FEWR No. HL-00017-5J)

2 Sep 2016

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Service Summary Page 9

SECTION 3 Reserved Page 10

SECTION 4 Appendices Page 11

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all necessary labor, personnel, supervision, management, tools, equipment, transportation, materials, and any other items or services necessary to cut and trim trees at U.S. Army Installations, Kanto Area, Japan. This service shall be performed in accordance with (IAW) this Performance Work Statement (PWS), commercial standards, manufacturer standards, Japanese ordinances and laws, and attached appendices.

1.1. PRELIMINARY COORDINATION

1.1.1. The contractor shall coordinate with the Contracting Officer’s Representative (COR) for obtaining any necessary permit(s) to perform this service from Provost Marshal Office (PMO), Housing

Management Division (HMD), Directorate of Public Works (DPW), Directorate of Plans, Training, Mobilization and Security (DPTMS) prior to commencement of on-site work at U.S. Army installations, if required.

1.1.2. The contractor shall make the best effort to minimize the interference with the local public roads, however, if it is necessary to accomplish this service, the contractor shall coordinate with the local police department(s) and other authorities to obtain public-road work permits or public-road closure permits prior to the commencement of actual work. The contractor shall comply with local and national traffic requirements and regulations when any services are carried out on the off-base roads.

1.2. CUT AND TRIM TREES ALONG BOUNDARY FENCES AT CAMP ZAMA (CZ),

SAGAMIHARA FAMILY HOUSING AREA (SFHA), AND AKASAKA PRESS CENTER (APC)

(CLIN 0001)

1.2.1. Tree Cutting. The contractor shall cut trees to the ground level IAW Appendix A.

1.2.2. Tree Trimming. The contractor shall trim all marked trees IAW Appendix A to create the maximum clearance possible from the boundary fence/overhead electrical lines. As a general rule, the contractor shall cut off ¼ of the tree’s height and trim the trees to create a 3-meters (m) clearance (at minimum) between the edge of cut branches and boundary fence/overhead electrical lines. If the trees are located less than 3 m from them, the trees shall be trimmed heavily to create the maximum clearance possible. The contractor shall put antiseptic on the cut ends of tree branches if needed to avoid decay. By any chance the contractor anticipates deadwoods by complying the requirements stated herein, the contractor shall inform the COR and obtain his/her instruction prior to actually perform the work.

1.2.3. Disposal. After cutting and trimming trees, the contractor shall promptly collect and remove the debris to an off-base disposal facilities IAW Japanese law(s). Temporary accumulation of the debris on site is NOT permitted without prior approval by the COR. As to the tree trunks generated from removal work near Bldgs. 570 and 585 at CZ, the contractor may be able to leave the tree trunks (not including branches) at the work site by coordinating with the COR. In this case, the contractor shall remove branches and cut the trunks short (“Tamagiri”cut).

1.3. CUT AND TRIM TREES NEAR AIR FIELD AT CAMP ZAMA (CZ) (CLIN 0002)

1.3.1. Tree Cutting. The contractor shall cut all shrubs and small trees with the trunk diameter of 30 cm or less at the ground level if located within a 6-meter clear zone from the airfield fence toward boundary fence (hereinafter referred to as “the clear zone”). The contractor shall cut all bamboos located in the area between the airfield fence and boundary fence (herein after referenced to as “the project area”). Drawing for a typical layout is provided in Appendix B.

1.3.2. Tree Trimming. The contractor shall trim the trees IAW Appendix B and following instructions:

(1) If large trees with the trunk diameter of over 30 cm are located within the clear zone, the contractor shall trim the trees on the side facing the airfield fence by heavy pruning to the maximum extent possible.

(2) If the branches of trees within the project area but outside the clear zone are interfering with the clear zone and airfield the contractor shall, as a minimum, trim the trees on the side facing the clear zone by heavy pruning to the maximum extent possible.

(3) The contractor shall put antiseptic on the cut ends of tree branches if needed to avoid decay. By any chance the contractor anticipates deadwoods by complying the requirements stated herein, the contractor shall inform the COR and obtain his/her instruction prior to actually perform the work.

1.3.3. Disposal. After cutting and trimming trees, the contractor shall promptly collect and remove the debris to an off-base disposal facilities IAW Japanese law(s). Temporary accumulation of the debris on site is NOT permitted without prior approval by the COR.

1.4. SUBMITTALS

1.4.1. Work Schedule. The contractor shall coordinate with the COR for the establishment of work schedule within ten (10) calendar days after receipt of contact and shall submit 3 copies of work schedule to the COR for his/her approval at least five (5) days prior to commencement of actual on-site work. The work schedule shall be established per CLIN and shall include but is not limited to the time and day of performance, contents of work, and list of personnel. The contractor shall not deviate from the approved schedule without obtaining prior approval by the COR.

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 all requirements in this PWS. 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 (KO). 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 contract manager’s names, addresses, and telephone numbers.

The contractor shall maintain a current listing of employees, providing updates as changes occur. 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 KO 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.

2.1.2.1. Personnel Qualifications. The contractor shall provide skilled and qualified employees necessary to perform this service under this contract. The contractor shall ensure that its employees

(and/or its subcontractor) have the following current and valid professional certificates/licenses:

(1) First-Class Landscape Gardening Work Operation and Management Engineer (1級造園施工管理

技士)

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 Government of Japan Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR Section 3.104. Furthermore, 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 Section 2, Services Summary.

2.3. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QAPC) 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 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.

2.6. CONTRACTING OFFICER’S 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. The COR shall NOT direct or redirect any contractor action(s). This can only be done by the KO.

2.7. AVAILABILITY OF FACILITY.

2.7.1. Hours of Service. CLIN 0001: 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 normal duty hours of 0800 - 1630 hours, unless prior arrangements have been made with the COR. CLIN 0002: The contractor’s entry to the work site is limited to Sunday (excluding U.S.

Holidays) from 0800 hours to 1630 hours, unless prior arrangements have been made with the COR.

2.7.2. 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

11 August Mountain Day

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 shall request the approval from the

COR prior to the performance and shall do so at no additional cost to the Government.

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 is 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. 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. The contractor shall also be responsible for controlling traffic on-post in coordination with COR and Traffic Section of PMO.

2.8.4. Photography Permission. The contractor shall obtain COR approval prior to commencing any photography.

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

2.8.5.1. 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.

2.8.5.2. 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.

2.8.6. 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.

2.8.7. 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.

2.9. ENVIRONMENTAL REQUIREMENTS. The contractor shall comply with the Japan

Environmental Governing Standards (JEGS) and other applicable U.S. and Japanese environmental laws and regulations to preserve, protect, and conserve the quality of the environment.

2.9.1. Environmental Management System (EMS). Per Army Regulation 200-1 and the USAG Japan

Regulation of 27 Feb 2013, all personnel are required to complete the EMS awareness training

(approximately 1 hour) prior to the commencement of work on USAG Japan facilities. The training record shall be retained and a copy submitted to the EMS Program Manager (Environmental Division, DPW) through the COR.

2.9.2. Spill Prevention and Response. The contractor shall follow the USAG Japan Spill Prevention and Response Plan (SPRP) in addition to the JEGS and applicable environmental laws and regulations. In the event of a spill or release of Petroleum, Oil and Lubricants (POL) and hazardous substances occurred on USAG Japan facilities, the contractor shall immediately notify the Directorate of Emergency Services

(911 or 046-407-2911) and the COR of the incident. The contractor will be liable for containment and clean-up of the spill/release.

2.9.3. Work Site Maintenance and Waste Disposal. The contractor is responsible for cleanliness of the work sites. Wastes and unserviceable materials generated under this contract shall be removed from the work sites at the end of each day and recycled/disposed of at off-base facilities in accordance with applicable Japanese environmental laws and regulations.

2.10. RESPONSIBILITIES 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

2.11. RESERVED.

2.12. 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.

2.13. 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) http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html https://cmra.army.mil/

(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

(13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country)

As part of its submission, the contractor shall also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance. The contractor shall complete the reporting upon completion of contract work but no later than the submission of invoice(s). 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 SUMMAR

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.

Cut and Trim Trees (CLIN 0001) Para 1.2.

Two (2) defects are allowed per month Periodic Inspection

SS #2.

Cut and Trim Trees (CLIN 0002) Para. 1.3.

Two (2) defects are allowed per month Periodic Inspection

SECTION 3

RESERVED

SECTION 4

APPENDICES

APPENDICES

Appendix A. Tree Locations at CZ, SFHA, and APC (CLIN 0001)

Appendix B. Tree Locations at CZ (CLIN 0002)