02-1._PWS_-_Septic_Tank_Collection,_Inspection,_and_Mx_Yokota_&_Tama_1....pdf

Solicitation No. FA520919Q0014

PERFORMANCE WORK STATEMENT

FOR

SEPTIC TANK COLLECTION, INSPECTION, AND

MAINTENANCE SERVICE AT YOKOTA AB AND

TAMA SERVICE ANNEX

11 Dec 18 Yokota AB, Japan

PERFORMANCE WORK STATEMENT

FOR

SEPTIC TANK COLLECTION, INSPECTION, AND MAINTENANCE SERVICE AT

YOKOTA AB AND TAMA SERVICE ANNEX

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to collect, disinfect, transport and discharge sewage and waste water at Yokota Air Base and Tama Service Annex, Japan as listed in Appendix B in accordance with applicable Japan Environmental Governing Standards (JEGS), Japanese laws, pertinent regulations and commercial standards and practices. The contractor shall accomplish all services below to meet the requirements of this Performance Work Statement (PWS).

Estimated workload data and collection points are listed in Appendix A. The septic tank descriptions for inspection and maintenance are listed in Appendix B -Tank Technical Data.

1.1. SEPTIC TANK COLLECTION.

1.1.1. Septic Tank Collection, Disinfection, Transportation and Discharge. The contractor shall collect sewage and waste water as listed in Appendix A. After collection, the contractor will be responsible to clean and disinfect the septic tanks with contractor furnished chemicals.

The contractor shall be responsible for cleaning up any spills at the collection points before leaving the site. The collection, disinfection, transportation, and discharge of sewage shall be completed on the same day. The contractor shall transport and discharge the collected sewage and waste water to a site designated by the Contracting Officer Representative.

1.1.2. Collection Vehicle. The contractor shall provide a clean and neat collection vehicle that is equipped with a pump gauge for measuring the quantity collected and a watertight container for carrying sewage. The contractor shall ensure that the equipped container is washed out thoroughly and is completely empty before providing the collection service.

1.1.3. Emergency Sewage Collection. The contractor shall collect sewage and waste water within twenty-four (24) hours upon receiving an emergency call from the Contracting Officer Representative (COR). The contractor shall complete emergency sewage collection in accordance with Paragraph 1.1.1.

1.1.4. Work Schedule. The contractor shall establish a monthly sewage collection schedule in accordance with Appendix A, Historical Workload Data. The schedule shall be submitted to the Contracting Officer Representative (COR) within seven (7) calendar days before the following month.

1.1.5. Collection Report. The contractor shall maintain a monthly sewage collection report and submit two (2) copies of the report in English denoting collected quantity by date and collection point to the COR each month with the contractor’s invoice.

1.2. TANK INSPECTION AND MAINTENANCE.

1.2.1. Septic Tank Inspection and Maintenance. The contractor shall perform inspection and maintenance on all septic tanks listed in Appendix A to ensure proper operations in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. The inspection and maintenance is identified as, but not limited to cleaning, adjustment, measurement, supplying, administering chemicals and replacement parts listed in Appendix C.

The contractor shall ensure that the treated water qualities at discharge are maintained at all times within limits set forth by JEGS, Japanese laws, pertinent regulations and commercial standards and practices. If any septic tank is found not to be within the above stated limits; the contractor will immediately notify the COR of what limits have been surpassed, possible causes, and suggestions of how to bring the non-compliant item within applicable standards.

1.2.2. Monthly Inspection and Maintenance Report. The Contractor shall provide a monthly report of visual inspection record and wastewater evaluation to identify the septic tanks as being properly operated in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices (The septic tanks at 1351 and 1359 shall be inspected and maintained twice per year). The visual inspection shall include but is not limited to device condition (i.e.

leaking, lack of power, noise), wastewater flow (i.e. clogging, sludge build-up), septic tank usage (i.e. overload possibilities, receiving unacceptable item), odor, color, disinfection condition and vermin presence. The monthly waste water evaluation shall be performed in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. The contractor shall submit three (3) copies of an inspection and maintenance report in English and Japanese describing all services performed and materials/parts used in the previous month to the COR with the contractor’s invoice. In addition, the report shall include recommendations to improve septic tank operations or repair/replace items needed to maintain proper, efficient septic tank operation, including any recommendations which may be defined as Level II work (as described in paragraph 1.2.4.) with a cost estimate.

1.2.3. Yearly Effluent Water Quality Report. In accordance with applicable JEGS, Japanese laws, pertinent regulations and commercial standards and practices; the Contractor shall test septic tank Effluent Water Quality, (i.e. Bio Oxygen Demand (BOD), yearly for tanks identified in Appendix B. Septic Tank Effluent Water Capability is listed in Appendix B. BOD sampling should be conducted between 1 July and 30 August due to peak season consumption. The Contractor shall submit a copy of the original Japanese laboratory report with English translation to the COR within one week of receiving the original Japanese laboratory report. In addition, the contractor shall submit three (3) copies of the sampling report in both English and Japanese to the COR with the next month’s invoice submission. If any sample analysis results exceed limits set by JEGS, Japanese laws, pertinent regulations and/or commercial standards and practices, the contractor shall notify the COR, investigate what caused the sample to exceed limits, and within one week provide a written report in English and Japanese detailing the cause including recommended corrective actions at no cost to the Government. If necessary, the contractor shall collect additional samples for the investigation at no cost to the Government. Seven (7) to ten

(10) days after corrective actions have been taken; the contractor will sample the previously non-compliant septic tank to ensure proper operation. Within one week of receiving the original Japanese laboratory report, the Contractor shall submit the original report with English translation to the COR.

1.2.4. Level II Work. Level II work is defined as any repair, replacement, and new part installation beyond the scope of inspection and maintenance stated in paragraph 1.2.1., and work due to unexpected causes like natural disasters or evil intention. Level II work must be negotiated between the contractor and the KO and incorporated into the contract by a modification. At the Government’s discretion, Level II work may be accomplished by other sources (including other contracts) designated by the KO. The Government is under no obligation to give the contractor first rights to Level II work. All Level II work shall be inspected and accepted by COR. Upon the completion of the work, the Contractor shall submit the report within 7 calendar days to the COR.

1.2.5. Work Schedule. The contractor shall establish the monthly tank inspection and maintenance work schedule and submit it to the COR within seven (7) calendar days prior to the work month. In addition, the contractor shall submit Yearly Effluent Water Quality annual sampling schedule for each facility to the COR within 2 weeks (14 calendar days) of contract award or start of option period. The contractor shall not perform any inspection/maintenance before approval of the schedule.

1.2.6. Materials and Parts. Descriptive data of all contractor-furnished materials and parts to be used under this contract shall be submitted for approval on material submittal AF Form 3000 in accordance with Appendix C. The data shall be supported by the manufacturer’s catalog cuts, product number, patent number, certificate of compliance, etc. to demonstrate equal or better quality of the original or genuine parts. Safety Data Sheets (SDS) in both English and Japanese shall be attached to AF Form 3000 for any chemicals and hazardous materials to be used as well.

For materials/parts that do not have prior approval in Urgent Service Request repair/replacement, the contractor shall include their information in a written report with additional AF Form 3000 to be submitted after completion of the work.

1.2.7. Warranty. The contractor agrees to convey to the government the same warranty against defective part and components that she/he receives from the supplier. The contractor shall submit warranty certificates to the COR within 14 calendar days after installation of new materials/parts.

1.2.8. Job Site Cleaning. All debris generated from the contractor’s performance shall be removed and disposed of off-base by the end of each day.

1.3. GENERAL INFORMATION

1.3.1. Quality Control. The contractor shall acquire samples from septic tanks listed in Appendix B in order to ensure all services are performed in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices.

1.3.2. Quality Assurance. The COR will evaluate the contractor’s performance based on paragraph 2. Service Summary.

1.3.3. Hours of Operation.

1.3.3.1. Normal Working Hours. The contractor shall perform the contract services between the hours of 0730 to 1630, Monday through Friday including Japanese holidays, but excluding U.S. legal holidays.

1.3.4. Recognized US Holidays. The recognized U.S. legal holidays are listed below:

1 January New Year’s Day 3rd Monday of January Martin Luther King Jr’s Birthday 3rd Monday of February Washington’s Birthday

Last Monday of May Memorial Day 4th July Independence Day 1st Monday of September Labor Day 2nd Monday of October Columbus Day 11th November Veterans Day 4th Thursday of November Thanksgiving Day 25th December Christmas Day

*Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

1.3.5. Base Passes. The contractor’s employees will be issued base passes (identification cards), which shall be carried by the individual bearers at all times while on Yokota Air Base and remote sites. The contractor shall submit written requests for issuance of base passes to the KO and shall be responsible for all base passes issued to his/her employees. The contractor shall return all base passes to the Japanese Pass Section at Yokota Air Base upon termination of employment or completion of the contract.

1.3.6. Special Qualifications.

1.3.6.1. Business Permits. The contractor shall possess any and all applicable business permits, certifications, and licenses to complete septic tank collection and inspection/ maintenance service in accordance with this PWS as required by JEGS, Japanese laws, and other pertinent regulations. The contractor shall possess the following license/permit and submit it to the COR prior to the contract award:

Septic Tank Qualified Person License (浄化槽管理士)

1.3.6.2. Project Manager (PM): The contractor shall provide a PM who shall be responsible for the performance of the work. The name of this person and his/her alternate(s) shall be designated in writing to the KO within ten (10) calendar days after contract award.

1.3.6.2.1. The PM or his/her alternate(s), upon notification, shall be available during normal duty hours within two (2) hours to meet on the installation with the COR to discuss problems.

1.3.6.2.2. The PM and his/her alternate(s) must be able to read, write, speak, and understand English, or provide a translator.

1.3.6.3. Contractor Employees. The contractor shall not employ persons for work on this contract, if he/she is identified to the contractor by the KO as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

The contractor shall provide person(s) who possess the license, “Septic Tank Qualified Person ( 浄化槽管理士)” designated by the Ministry of the Environment for septic tank inspection and maintenance.

1.3.6.3.1. The contractor personnel shall present a neat appearance and be easily recognized.

This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee’s names. The contractor shall adhere to all base safety and traffic regulations and policies.

1.3.6.3.2. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies of the Department of the Air Force.

1.3.6.4. Performance of Service during Crisis Declared by the National Command Authority or Overseas Combatant Commander. The Contractor is not required to perform all tasks listed in this PWS during crisis.

1.3.6.5. 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 using the following web site:

https://armycmra.dmdc.osd.mil/default.aspx?ReturnUrl=%2f

1.3.6.5.1. Reporting inputs will include labor executed during the period of performance for each Government fiscal year (FY), which runs from October 1st through September 30th. While inputs may be reported any time during the FY, all data shall be reported no later than October 31st each calendar year. Contractors may direct questions to the CMRA help desk.

1.3.6.5.2. 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.

2. SERVICES SUMMARY

SS Number and Performance Objective

PWS

Paragraph

Performance Threshold

Method of Assessment

SS1. Collection, Disinfection, Transportation and Discharge

1.1.1, 1.1.2, 1.1.3

Complete requirement 95% of the time

Periodic Inspection & Customer Complaints

SS2. Submittal and Reporting 1.1.4, 1.1.5, 1.2.2, 1.2.3

Complete requirement 100% of the time

100% Inspection

SS3. Inspection/Maintenance 1.2.1 Complete requirement 95% of the time

Periodic Inspection & Customer Complaints

SS4. Level II Work 1.2.4 Complete requirement 100% of the time

100% Inspection

3. GOVERNMENT FURNISHED SERVICES.

3.1. The Government will furnish water in existing facilities at no cost to the contractor for the sole purpose of accomplishment of this contract.

3.2. The Government will provide, for emergency purposes only, the following services:

https://armycmra.dmdc.osd.mil/default.aspx?ReturnUrl=%2f

a. Security Police Telephone 911 or 225-7227

b. Fire Protection Telephone 911

c. Hospital Emergency (Reimbursable expense) Telephone 911

Any time the contractor uses one of the above services, the Contractor shall immediately report to the COR with all of the details. The Contractor will be required to submit, in writing, within two (2) calendar days, the details surrounding the use of this service to the COR.

3.3. Damage. The contractor shall exercise care not to damage any facilities and grounds at Yokota Air Base and the remote sites. Any damages determined to have been caused by the contractor shall be repaired by the contractor at no expense to the Government. The contractor shall be responsible for verification of the job site and the existing condition of septic tanks.

4. APPENDIXES.

A. Septic Tank Collection – Historical Workload Data B. Septic Tank Technical Data C. Replacement Parts and Supplies

APPENDIX A

SEPTIC TANK COLLECTION – HISTORICAL WORKLOAD DATA

YOKOTA AB SEPTIC TANKS – Average Collection Based on 2 Year Historical Data – Rounded to Nearest Thousand

Collection Point (Bldg No.)

Frequency of Service

Quantity/collection (kg)

Quantity/year (kg)

Capacity of Tanks (kg)

1300 Quarterly 1,500 6,000 4,000 1307 Quarterly 1,500 6,000 4,000 1308 Quarterly 1,500 6,000 4,000 1351 Once a year 1,500 1,500 4,000 1359 Once a year 1,500 1,500 4,000 1371 Quarterly 6,000 24,000 80,000 1383 Monthly 1,000 12,000 4,000 1394 Monthly 1,000 12,000 4,000 1544 Quarterly 1,500 6,000 4,000 4482 Twice a month 4,000 96,000 5,000

Emergency N/A N/A 26,000 Total 197,000 117,000

TAMA ANNEX SEPTIC TANKS/HOLDING TANK

Collection Point (Bldg No.)

Frequency of Service

Quantity/collection (kg)

Quantity/year

(kg) Capacity of Tanks (kg)

266 Monthly(Apr ~ Sep) 1,500 9,000 3,500 452 Monthly(Apr ~ Sep) 1,500 9,000 3,500 459 Monthly(Apr ~ Sep) 1,500 9,000 3,500 480 Monthly(Apr ~ Sep) 1,500 9,000 3,500 487 Monthly(Apr ~ Sep) 1,500 9,000 3,500 1015 Monthly(Apr ~ Sep) 1,500 9,000 10,598 1016 Monthly(Apr ~ Sep) 1,500 9,000 10,598

Emergency N/A N/A 6,000 Total 69,000

APPENDIX B

SEPTIC TANK TECHNICAL DATA

YOKOTA AB

Building Descriptio n

Treatment Method

処理方式

Size 人槽

Designed Treatment Capacity

設計処理水量

Blower Maint. / Bacteria

Supply

Remark

Effluent Water

Capabilit y

処理能

力 (mg/L)

1 Bldg

All Septic tank aeration

全ばっ気浄化槽

7 4.9 m3 O

2 Bldg

All Septic tank aeration

6 0 O

3 Bldg

All Septic tank

4 Bldg

Sediment separation aeration

沈殿分離接触曝気 5 1.0 m3 O

5 Bldg

All Septic tank aeration

6 Bldg

Individual Sewage Treatment Tank 合併処理浄化槽

60 12.0 m3 O

Airless Filter Aeration

Circulation System Remove Phosphorus

Unit

7 Bldg

All Septic tank aeration

8 Bldg

Bldg

Bldg

Pit Latrine 便槽 5 5.0 m3 O

TAMA ANNEX

Building

Description 建物

Treatment Method 処理方式

Size 人槽

( People living in facility 24/7)

Designed Treatment Capacity 設計処理

水量

Blower Maint. / Bacteria & Supply

Effluent Water Capability 処理能力

(mg/L)

1 №266 Camping Site F

Sediment separation aeration

10 2.0 m3

2 №452 Paintball Parking

Area

Sediment separation aeration

3 №459 Camping Site E

Sediment separation aeration

4 №480 Camping Site H

Sediment separation aeration

5 №487 Camping Site I

Sediment separation aeration

6 No1015 Golf Course

Sediment separation aeration

担体流動ろ過環境方

式

30 6.0m3

7 No1016 Golf Course

Sediment separation aeration

担体流動ろ過環境方

式

30 6.0m3

APPENDIX C

REPLACEMENT PARTS AND SUPPLIES

Blower Oil Grease Belt Hose Screw Packing Caustic Soda Poly-Sulfate Chlorine Blower Filter

Bacteria/Activated Sludge