5_-_Att_3_-_PWS_Insurance_16_Apr_19.docx

PERFORMANCE WORK STATEMENT

FOR

INSURANCE CONCESSIONAIRE SERVICE

BLDG 327 FOR YUJO COMMUNITY CENTER

AT

YOKOTA AIR BASE, JAPAN

374 FSS/FSBP

YOKOTA AIR BASE, JAPAN

16 April 2019

RFQ No. FA520920Q0001 Attachment 3

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. This is a concessionaire contract to provide insurance services in Building 327, Yujo Community Center, Yokota Air Base, Japan. The concessionaire will perform in accordance with all applicable Japanese Laws and pertinent regulations. The concessionaire shall accomplish all services/requirements of this Performance Work Statement (PWS).

1.1. INSURANCE SERVICE. The concessionaire shall perform operations for this contract in Bldg. 327 Yujo Community Center on Yokota Air Base. The Concessionaire shall provide insurance and other services listed below in accordance with standard commercial practices. This contract will be performed as a base of 12 months with four (4)-1-year option periods.

a. Sale of Government of Japanese Automobile Compulsory Insurance (JCI) (自賠責保険)

b. Sale of Automobile Insurance (任意自動車保険販売)

c. Automobile Transfers (自動車移転変更届代行)

d. Vehicle Registration and Deregistration (自動車登録又は登録抹消手続代行)

e. Sale of rental, fire, theft, personal accident and household goods insurance for base personnel. Personal Accident may include domestic travel insurance. Personal Accident may also include Special Events for large groups like Private Organizations for a one- time event. (賃貸、火災、盗難等、含む家財損害保険、国内旅行傷害保険、イベント)

f. Sale of Comprehensive General Liability Insurance – non-personal. Covers all kinds of risks. 3rd Party accidents, injury or property damages. (Main customers would be Private Organizations and Home or Private Businesses)

1.1.1. The above services include all required paperwork and typing fees and also include proper clearance with Japanese Local Land Transportation Office, Joint Services Vehicle Registration Office, and Road Tax Office.

1.1.2. The concessionaire shall provide sufficient manning so customer wait time does not exceed on average 15 minutes.

1.1.3. The concessionaire shall provide all personnel administrative support necessary in order to offer these services. All services will be conducted so as to give customers maximum convenience in an efficient courteous and timely manner.

1.1.4. The concessionaire shall accept cash, check and credit cards as method of payment. Additional surcharge for credit card payments shall not exceed 2% of total transaction amount.

1.1.5. The concessionaire shall include a free Road Service plan with each policy to include roadside repair service, emergency towing service, and emergency fuel delivery.

1.1.6. The concessionaire shall be responsible for providing written and graphic advertising materials to assist in the promotion of all available insurance services provided by the insurance company. The contractor shall ensure such advertising materials are available for customers in a minimum of two locations at Bldg. 3260, Taiyo Community Center and Bldg. 327, Yujo Community Center, 374th Force Support Squadron, Yokota Air Base.

1.2. GENERAL INFORMATION.

1.2.1. The concessionaire is cautioned to take no guidance that deviates from requirements stated in this Performance Work Statement (PWS) from any source other than the Contracting Officer during the course of this contract. The concessionaire shall immediately notify the Contracting Officer of any such requests.

1.2.2. The concessionaire shall be a licensed insurance company certified by the Government of Japan. The insurance license certification by the Government of Japan shall be displayed. The concessionaire shall be well versed in the English language and must be able to read, speak, write and understand English. The concessionaire shall be able to clearly articulate information to customers. The concessionaire shall perform in a professional manner communicating with customers and Community Center staff.

1.2.3. Business Permits. The concessionaire shall, at their expense, obtain all permits, give all necessary notices, pay all license fees, and comply with all applicable prefectural, national laws, rules, ordinances and regulations applicable to the business carried out under this agreement including the Insurance Business Act. The concessionaire further assumes complete and sole liability for all national, state, and local taxes applicable to the income, and transactions of the concession.

1.2.4. Quality Assurance. The NAFI Representative may observe the concessionaire at any time to assure the tasks and services are being performed in accordance with established guidelines. The Contractor shall take timely and appropriate action to resolve any noted deficiencies or problems.

1.2.5. Periodic Surveillance. Daily Cash Audit may be conducted by the NAFI Representative semi-annually or as frequent as needed. In any deficiencies are found, the NAFI Representative will report in writing to the Contracting Officer.

1.2.6. The Contractor and its employees shall ensure the confidentiality of all customer transactions and shall not disclose any information pertaining to the customer without his/her permission.

1.3. HOURS OF OPERATION AND HOLIDAYS

1.3.1. The concessionaire office will be open according to the following schedule:

1.3.2. Any changes to this schedule must be coordinated and agreed upon with the NAFI Representative. The office will be required to close during inclement weather, such as Tropical Cyclone Conditions of Readiness (TCCOR) 1 or greater, Snow Storms, or any other conditions or issues deemed necessary.

1.3.3. Recognized Holidays:

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

1.4. SAFETY AND HEALTH

1.4.1. In performing work under this contract, the contractor shall conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work. The contractor shall perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

1.4.2. The concessionaire shall exercise care not to damage any facilities and grounds at Yokota Air Base. The Concessionaire shall be responsible for paying the cost of any repairs for any damages determined to have been caused by the concessionaire.

1.4.3. Fire Prevention. The concessionaire is responsible for following fire prevention practices and procedures. Any condition found that may constitute a fire hazard or compromise fire safety shall be brought to the attention of the base fire department.

1.4.4. The concessionaire is responsible for maintaining the assigned area in a clean and orderly fashion. The concessionaire must also meet and comply with all Yokota Air Base Fire and Safety regulations and administrative requirements.

1.4.5. Traffic Laws. The concessionaire and its employees shall comply with base traffic and safety regulations.

2. SECURITY REQUIREMENTS.

2.1 Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

2.2 ID Passes, Badges and Vehicle Pass: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Yokota prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or NAFI Representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment and at the end of contract, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

2.3. Physical Security. The concessionaire shall be responsible for safeguarding all government property provided for concessionaire use. At the close of business each day, government facilities, equipment and materials shall be secured, and utilities turned off.

2.4. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. (Note: All references to keys also include key cards. No keys issued to the contractor by the government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the quality control plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas).

The contractor shall immediately report the occurrences of a lost or duplicate key to the contracting officer. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

3. CONCESSIONAIRE PERSONNEL

3.1. Contract Manager: The contract manager shall be responsible for the performance of the work and shall have full authority to act for the concessionaire on all matters relating to daily contract operations. Prior to start of the contract, the name of this person and an alternate(s) who can act in the contract manager's absence shall be designated in writing to the Contracting Officer.

3.1.1. The Contract Manager and Alternate(s): The Contract Manager and Alternate(s) shall be able to read, write, speak, and understand English. Required Valid Sales Agent Agreement with Insurance Company, Certificates for Automotive /Liability/Fire/Accident and Health Insurance Sales Solicitor signed by Japan Insurance Association Commissioner, and English Skills are defined as attaining Eiken Level 2 or better or scoring more than 730 points on TOEIC exam or an equivalent score or rating on an internationally recognized English language test. The Contract Manager and Alternate(s) shall have at least three years prior experience in the insurance industry and least one year’s experience in insurance management position.

3.2. Contractor Employees: Employees shall be capable and qualified in the field of Commercial Leisure Travel and be able to read, write, speak and understand English. Required Certificates for Automotive /Liability/Fire/Accident and Health Insurance Sales Solicitor signed by Japan Insurance Association Commissioner, and English Skills are defined as attaining Eiken Level 2 or better or scoring more than 730 points on TOEIC exam or an equivalent score or rating on an internationally recognized English language test.

3.3. The concessionaire shall not employ persons for work on this contract if such an employee is identified to the contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

3.4. The concessionaire personnel shall present a clean, neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company and/or by wearing appropriate badges that contain the company name and the employee's name. The concessionaire shall provide clothing or badges. The concessionaire shall dress in business attire and adhere to professional standards of dress and appearance suitable for the office environment.

3.5. Smoking is not permitted in any U.S. Government building or work area. The contractor shall comply with Yokota Air Base Guidance Memorandum on Designated Tobacco Areas.

3.6. The concessionaire is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor's ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

3.7. The concessionaire shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the concessionaire shall not employ any person who is an employee of the U.S. Government, either military or civilian, unless such person seeks and receives approval in accordance with Joint Ethics Regulation. The concessionaire shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to Air Force policies.

4. INSURANCE

4.1. Required Insurance

4.1.1. The concessionaire shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the concessionaire at the work site.

Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent

Type: Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent

All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

4.1.2. The concessionaire shall agree to insert the substance of this clause, including this Paragraph in all subcontracts hereunder.

4.2 Business Cut-Off day. The concessionaire shall closing on fifteenth (15th) every month.

4.2.1. The concessionaire shall submit a Monthly Sales Report to the Contracting Officer prior to five (5) working days after closing of fifteenth (25th) every month.

4.2.2. Payment. Payment due is twenty-fifth (25th) every month to the NAF Accounting Office in cash, check or Electric Fund Transfer (EFT) and the concessionaire is responsible to all expenses.

4.3 Performance of Services during Crisis Declared by the National Command Authority or Oversees Combatant Commander. The concessionaire is not required to perform tasks listed in this PWS during crisis.

5. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

5.1. Facilities. The government will provide an office space in Bldg. 327 layout; blue color outlines the office space provided (See APPENDIX A).

5.2. Materials. The government will provide air conditioner, Defense Switched Network (DSN) phone line (See APPENDIX B). The concessionaire shall furnish any additional office, administrative equipment, materials, computers, printers, desks, chairs, file cabinets, stationary, and etc.

5.3. Services. The government will provide reasonable amounts of the following services.

5.3.1. Utilities. Utility costs may include, but not be limited to, water, sewage, electricity, air conditioning, and DSN.

5.3.2. Clean up. The concessionaire shall keep their office spaces clean by conducting daily cleaning. The concessionaire shall dispose of trash from the working area daily and provide vacuum cleaning. The concessionaire is responsible for collecting refuse take to the refuse containers located near Building 327.

5.3.3. Damages. The concessionaire shall exercise care not to damage any facilities and grounds at Yokota Air Base. The concessionaire will be responsible for paying the cost of any repairs or damages done to government property for any damages determined to have been caused by the concessionaire.

5.3.4. Communications. The Contractor shall be responsible for all communication costs (phone, fax, Internet, etc.), including initial costs and connection fees, as well as any ongoing charges associated with the Contractor’s use of voice, data lines and internet.

6. APPENDIX

A. Bldg. 327 (Yujo) Floor Plan, 15 Apr 2014

B. Government Furnished Material List

C. Estimated Sales Data