PWS_(Draft_for_MR).pdf

DEPARTMENT OF THE DEFENSE

DEFENSE COMMISSARY AGENCY

KANTO PLAIN CENTRAL DISTRIBUTION CENTER

UNIT 45008 APO AP 96338-5008

SAGAMI DEPOT, JAPAN

PERFORMANCE WORK STATEMENT FOR

PICKUP, TRANSPORTATION AND DISPOSAL

OF NON-HAZARDOUS EXPIRED MERCHANDISE

AT

THE KANTO PLAIN CDC, SAGAMI GENERAL

DEPOT, YOKOHAMA NORTH DOCK, AND SAGAMIHARA

COMMISSARY, SAGAMIHARA FAMILY HOUSING AREA,

JAPAN

21 Sep 2018

Table of Contents

SECTION 1 Description of Services/General Information Page 3

SECTION 2 Services Summary Page 7

SECTION 3 Appendix 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 for the pickup, transportation and disposal of non-hazardous expired merchandise for the Kanto Plain CDC, Sagami General Depot (SGD), Yokohama North Dock (YND), and Sagamihara Commissary, Sagamihara Family Housing Area (SFHA), Japan. The contractor shall perform subject services in accordance with the (IAW) commercial standards and practices; the Waste Management and Public Cleansing Law (Law No. 137 of 1970, Haikibutsu no shori oyobi seisou ni kansuru houritsu), applicable prefecture regulations, and any other laws/regulations applicable laws/regulations for these services.

1.1. NON-HAZARDOUS EXPIRED MERCHANDISE. The contractor shall use wing type trucks to pick up non-hazardous expired merchandise from each pick up point in Appendix A at SGD, YND and SFHA. The contractor shall transport and deliver the non-hazardous expired merchandise to the contractor’s intermediate disposal facilities in a manner that protects human health, the environment, and complies with the above laws and regulations. The contractor shall also immediately clean up any spills, debris, etc., which may occur during servicing pickups of industrial wastes.

1. 2. The COR will notify the contractor when a load is ready for pick up (minimum 10 pallets). The contractor shall pick up the pallets within five (5) working days after receiving notification from the COR and provide a pick up date/time to the COR within 24 hours after notification. Once the COR approves the proposed date/time, the COR will issue a written notification to the contractor with the following information: performance start date, time, location and number of pallets picked up.

1.3. Expired Merchandise will be palletized by the Government. Each pallet will have one category of expired merchandise as shown in Appendix A. The pallet size is 1.2 square meters (1 m x 1.2 m) and weighs approximately 1 ton per pallet. The expired merchandise will not exceed 2.0 meters in height from the surface for all pallets picked up from Kanto Plain CDC, SGD, and YND and Sagamihara Commissary, SFHA. The contractor shall dispose of pallets along with expired merchandise. Health and beauty items will be packed on pallets or in cardboard boxes.

1.4. The contractor shall comply with all applicable laws for the destruction/disposal and treatment of expired merchandise. Items cannot be reused nor resold for any purpose; the contractor shall destroy/dispose of all items. The contractor shall submit all Manifest Reports (referenced to Para 1.5.3. below) to the COR to ensure all processes have been completed.

1.4.1. The contractor shall possess, at all times while performing work, the following valid licenses/permits for collection, transportation and intermediate treatment of industrial waste (Sangyo haikibutsu) specified in Appendix A to perform the duties specified herein in conformance with Japanese laws as well as other jurisdictional regulations:

Waste Acid (廃酸) Waste Alkali (廃アルカリ) Waste Glass (ガラスくず) Sludge (汚泥) Waste Metal (金属くず) Organic Residue (動植物性残渣) Waste Plastic (廃プラスチック) Waste Wood (木くず)

1.5. SUBMITTAL AND REPORTING.

1.5.1. Manifests. The contractor shall prepare and provide manifests for the COR in the specified form required by the Government of Japan for pickup, transportation, intermediate treatment and disposal of industrial wastes promptly after the completion of each service. This manifest shall include, but is not limited to, the name of the contractor, name of contractor’s representative, type/amount of industrial waste, and method of disposition. The method of disposition includes the date of disposition, method/ date treatment, method/date of disposal, location of treatment and/or disposal, and permit number of treatment and/or disposal. The original copy of this manifest must be signed or officially stamped by both the COR and the contractor’s representative. The manifest confirms the waste is properly disposed of and the contractor shall take all responsibilities and liabilities for the item(s) mentioned in the manifest.

1.5.2. Flow Charts. The contractor shall submit a flow chart within 30 days after contract award, denoting the type of waste and process of recycling/treatment/disposal method for a complete audit trail from the point of origin to the ultimate transaction/location prior to the initiation of this service contract.

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, email address, and telephone number. The contractor shall maintain a current listing of employees, providing updates as changes occur. The contract manager or alternate shall 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.

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 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 IAW 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.

2.2. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure the services are performed IAW 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 IAW 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 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 IAW FAR 1.602-3.

2.6. CONTRACTING OFFICER’S REPRESENTATIVE (COR). The contractor shall coordinate all aspects of this requirement 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 KO.

2.7. AVAILABILITY OF FACILITY.

2.7.1. Hours of Service. The facilities will be made available to the contractor from 08:30 to 16:00, Monday through Friday, including U.S. holidays below and Japanese national holidays, except 31 December, 1 January, and 2 January.

Access to the facilities outside of these hours may be authorized by the COR with prior coordination by the contractor.

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 January New Year’s Days 31 December Year End Days

*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 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.

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 ensure compliance by all subcontractors.

2.8.6. 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.

2.8.7. Environmental and Hazardous Material Handling. The contractor shall comply with the JEGS to protect the health and safety of employees/residents and minimize or eliminate environmental pollution.

2.8.8. 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.

2.11. 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.

2.11.1. 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.

2.11.2. 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 2

SERVICE SUMMARY

SS Number and

Performance Objective PWS Paragraph

Performance Threshold Method of Assessment

SS #1. Pick up, Transportation and disposal

Para 1.1. No more than one (1) defect semi-annually (the defect include, but not limited to, damage to Government property during pick up or erroneously leaving debris at the pick up site)

Periodic Inspection

SS #2. Licenses Para 1.4. Zero (0) defects 100 % Inspection at the time of award.

No assessment to the licenses will be performed until expiration date of the licenses.

SS #3. Manifest Para 1.5.1. Zero (0) defects on issuance and returning final disposal sheet to the COR.

Two (2) minor defects per month such as typo errors

100 % Inspection http://www.ecmra.mil/

SECTION 3

APPENDIX

APPENDIX A:

Number of Containers/Pick Up Points

Kanto Plain CDC, Sagami General Depot, Bldgs 129S-1 and 139S-1 & Kanto Plain CDC, Yokohama North Dock, Bldg 100135

Type Location Description / Remarks Annual Estimated

Quantity

Regular Items

Kanto CDC, Sagami General Depot

Can (Juice, Soda, Mayonnaise, Dressing, Baby Foods, Source, Nuts)

173 Pallets

Kanto CDC, Sagami General Depot

Glass (Juice, Mayonnaise, Dressing, Baby Foods, Source, Seasoning, Pickles)

Kanto CDC, Sagami General Depot

Plastic (Juice, Mayonnaise, Dressing, Baby Foods, Source, Jelly)

Kanto CDC, Sagami General Depot

Dairy (Milk, Cheese, Yogurt, Butter, Cream)

Kanto CDC, Sagami General Depot

Chilled/Frozen Food (Meat, Ice Cream, Quick Lunch/Dinner Pack)

Kanto CDC, Sagami General Depot

Cartons (Chips, Cookie, Milk, Juice, Cream)

Spray Can Kanto CDC, Sagami General Depot Cream, Cheese 6 Pallets

Health & Beauty Items

Kanto CDC, Sagami General Depot

No cosmetics or prescription medicines (Unit of Issue: Kg) 100 Kg

Regular Items

Kanto CDC, Yokohama North Dock

Can (Juice, Soda, Mayonnaise, Dressing, Baby Foods, Source, Nuts)

375 Pallets

Kanto CDC, Yokohama North Dock

Glass (Juice, Mayonnaise, Dressing, Baby Foods, Source, Seasoning, Pickles)

Kanto CDC, Yokohama North Dock

Plastic (Juice, Mayonnaise, Dressing, Baby Foods, Source, Jelly)

Kanto CDC, Yokohama North Dock

Dairy (Milk, Cheese, Yogurt, Butter, Cream)

Kanto CDC, Yokohama North Dock

Chilled/Frozen Food (Meat, Ice Cream, Quick Lunch/Dinner Pack)

Kanto CDC, Yokohama North Dock

Cartons (Chips, Cookie, Milk Juice, Cream)

Sagamihara Commissary, Sagamihara Family Housing Area, Bldg S-104

Type Location Description / Remarks Annual Estimated

Quantity

Regular Items

Sagamihara Commissary Can (Juice, Soda, Mayonnaise, Dressing, Baby Foods, Source, Nuts)

120 Pallets Sagamihara Commissary Glass (Juice, Mayonnaise, Dressing, Baby Foods, Source)

Sagamihara Commissary Plastic (Juice, Mayonnaise, Dressing, Baby Foods, Source, Jelly)

Sagamihara Commissary Cartons (Cardboard) (Milk, Juice, Cream)

Health & Beauty Items Sagamihara Commissary No cosmetics or prescription medicines 60kg