PWS_-_DeCA_Gounds_Maintenance_18_Jan_18.pdf

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON, JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

GROUNDS MAINTENANCE SERVICE FOR

DeCA BUILDING

AT

SAGAMI GENERAL DEPOT

(FEWR No. TC-00002-7J)

18 Jan 2018

Table of Contents

SECTION 1 Description of Services Page 3

SECTION 2 General Information Page 4

SECTION 3 Area of Responsibility Map Page 8

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. 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 grounds maintenance service for the Defense Commissary (DeCA) building at Sagami General

Depot (SGD) in accordance with this Performance Work Statement (PWS) and with commercial and local standards.

1.1. GROUNDS MAINTENANCE. The contractor shall cut grass and weed approximately 74,362SF

(6,911SM) around the DeCA buildings at SGD. Estimated minimum frequency of grass and weed cutting is at least 12 times per year. Appendix 1 shows location of cutting area. The grass cutting season is 1

April thru 30 November of each year.

1.1.1. Grass Cutting/Weeding. The contractor shall cut grass and weeds around buildings; trees; shrubs;

fences; poles; fire hydrants; parking lot bumper blocks, boulders, concrete or asphalt edges; and, other fixed objects. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing. Damage to trees and shrubs from trimming shall be repaired by the contractor.

If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. The Government will determine if the contractor’s negligence is responsible for dead trees and shrubs. If determined to be contractor negligence, the contractor shall replace within 30 calendar days.

1.1.2. Grass Cutting Standards. The height of the grass and weeds shall be maintained between the lower limits and the higher limits as indicated on the following;

Lower Limits Higher Limits

1.5 inches (3.81 centimeters) 5.0 inches (12.7 centimeters)

1.1.3. Edging. Every time the grass is cut, the contractor shall edge sidewalks, driveways, curbs, and other concrete or asphalt edges located in the grounds areas. Removal may be accomplished manually and mechanically.

1.1.4. Disposal. After each time the grass is cut, the contractor shall promptly collect and remove grass cuttings to an off-post disposal site. Temporary accumulation on base is not permitted without approval by the COR. If any deficiencies are revealed during the work, the deficiencies shall be corrected.

1.2. SCHEDULE. The contractor shall provide a performance schedule to the Contract Officer

Representative (COR) for review and approval within five (5) business days after the contract award and each option. Any changes required due to potential conflicts shall be worked through the COR.

1.3. SAFETY. The contractor shall take all necessary actions to safeguard vehicles, cyclists, and pedestrians when working close to road traffic. The contractor shall provide safety materials such as a temporary traffic signal, flagmen, signs (sheet metal or plywood as required), etc. for smooth traffic flow.

When the job requires portions of road closure, the contractor shall obtain an approval from the COR.

Portions of road closures shall be conducted by positioning two signalers at the end and beginning points of closure.

1.4. 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 may become such interference necessary, the contractor shall provide the

COR with a minimum of five (5) days advance notification of the proposed work.

SECTION 2

GENERAL INFORMATION

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. 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 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 contracting officer 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. Other Country Nationals (OCN). The security forces on each base control entry to the base.

Under certain circumstances, the OCN 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 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.

2.3. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are received.

2.4. GOVERNMENT REMEDIES. The contracting officer 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 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 FAR 1.602-3.

2.6. CONTRACTING OFFICER 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 contracting officer.

2.7. AVAILABILITY OF FACILITY.

2.7.1. Hours of Service. The contractor’s personnel will perform scheduled work from 08:00 to 16:45, Saturdays, Sundays and/or American holidays..

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

*Holidays falling on a Saturday will be observed on the preceding Friday, and 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 approval prior to performance from the COR 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 certificates 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 contracting officer 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.

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 contracting officer 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.

2.8.8. 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 release of hazardous materials to the COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such substance. The contractor shall comply with municipal environmental laws to protect the health and safety of employees/residents and minimize or eliminate environmental pollution. 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).

2.8.9. Environmental Regulations. The contractor shall comply with all U.S. Government and Japanese environmental laws (whichever are most stringent) to protect the health and safety of employees/residents, and preserve the local and global environment. The contractor shall comply with the Japan

Environmental Governing Standards (JEGS) and shall minimize or eliminate environmental pollution and energy/utility waste.

2.8.10. 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.

2.8.11. 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.

2.8.12. 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.

2.8.13. 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. 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.

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

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 contracting officer.

2.12. CONTRACT MANPOWER REPORTING. The contractor shall report ALL labor hours

(including subcontractor labor hours) required for the performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

2.12.1. Reporting inputs will be for the labor executed during the period of performance for each

Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October each calendar year.

Contractors may direct questions to the CMRA help desk.

2.12.2. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

SECTION 3

AREA OF RESPONSIBILITY MAP

http://www.ecmra.mil/