Atch_2_PWS_-_RFQ.pdf

Attachment 2 to Solicitation No. FA520920Q001A

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

COLLECTION, TRANSPORTATION,

AND DISPOSAL SERVICE

OF

GRASE, WASTE OIL AND SLUDGE

AT

U.S. ARMY GARRISON JAPAN INSTALLATIONS

IN KANTO PLAINS

(FEWR No. JF-90033-9J)

16 Oct 2019

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Services Summary Page 9

SECTION 3 Appendices Page 10

APPENDIX A: Estimated Workload Data A1 thru A9 APPENDIX B: Collection Point B1 thru B6 In the Area and Site Map Plans APPENDIX C: Waste Data Sheet (WDS) C1 thru C39 APPENDIX D: Waste Flow Chart (WFC) D1 thru D12

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 perform collection, transportation, and disposal of grease, waste oil, and sludge at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), Sagami General Depot (SGD), Yokohama North Dock (YND), and Akasaka Press Center (APC), Japan. The contractor shall perform in accordance with (IAW) this Performance Work Statement (PWS), Chapter 7, Solid Waste of the Japan Environmental Governing Standards (JEGS Dec 2012) and Waste Management and Public Cleansing Law (Law No. 137 of 1970, Haikibutsu no shori oyobi seisou ni kansuru houritsu 廃棄物の処理及び清掃に関する法律) and any applicable prefecture regulations.

1.1. COLLECTION, TRANSPORTATION, AND DISPOSAL.

1.1.1. Collection and Transportation. The contractor shall collect and transport grease, waste oil and sludge from CZ, SFHA, SGD, YND, and APC to the contractor’s intermediate disposal/treatment facilities. Grease, waste oil, and sludge will be transported in a manner that protects human health, the environment, and complies with JEGS, Japanese laws and regulations. Estimated workload, frequency of service and the location of collection points are provided in Appendix A and B.

1.1.1.1. Grease Trap, CZ and SFHA. The contractor shall remove any coagulates and/or grease floating at top in the grease trap in accordance with the frequency and quantities are show in Appendix A for A-1 CZ and A-2. SFHA.

1.1.1.2. Replacement of Drums. The contractor shall collect grease, oil and sludge stored in drums in accordance with the frequency standards listed under Appendix A. It is the responsibility of the contractor to replace the full drums with empty 200-liter capacity drums.

1.1.1.3 Schedule. The Contractor shall submit a monthly schedule 15 days prior to the beginning of the subject month. First, the COR will provide a draft schedule to the Contractor considering each facility’s convenience before sufficient time for the Contractor to meet the submission requirement. The Contractor shall finalize that schedule with consulting with the COR and submit it as requested above.

1.1.2. Cleaning of Grease Traps, Oil Traps, and Sludge Storage Tanks. The contractor shall clean grease traps, oil traps, and sludge storage tanks. Requested frequency and location are show in Appendix A, Workload Data.

1.1.3. Disposal. The contractor shall comply with all applicable laws as set forth in Para 1 above for disposal of the industrial wastes picked up at CZ, SFHA, SGD, YND, and APC. Based on these laws, the contractor shall employ appropriate intermediate treatment by promoting recycling effort for the purpose of reuse to the maximum extent possible upon intermediate treatment of the wastes collected from the base facilities. The laws also requires that the generator of the wastes (US Government) receive all Manifest Reports (referenced in para 1.2.2 below) to ensure all processes have been completed in a manner consistent with the provisions applied. The Contractor is, therefore, legally accountable for the disposal process.

1.1.4. Hazard Communication. The Government will identify and characterize the waste subject to disposal under this contract by using the best available knowledge, and/or through laboratory analysis of the waste. Information to be sought includes, but is not limited to, inherent hazardous characteristics associated with the waste in terms of physical properties (e.g., solid, liquid, contained gases), chemical properties (e.g., chemical constituents, technical or chemical name), and/or other descriptive properties (e.g., ignitable, corrosive, reactive, toxic). Based on the above, the Contractor shall identify the substance of wastes generated on the identified sites under the subject contract for choosing a proper treatment of those wastes as stipulated in the Ministry of the Environment’s “Guidelines for Provision of Waste Information (Second Edition) – Waste Data Sheet (WDS) Guidelines” dated June 2013:

- WDS (Appendix C)

- Waste Flow Chart (Appendix D)

These documents will be updated based on the mutual consensus between the Government and the Contractor, as necessary, to reflect any new waste streams or process modifications that change the character of the waste.

1.2. SUBMITTAL AND REPORTING.

(1) License (Para 1.2.1)

(2) Manifest (Para 1.2.2)

(3) Flow Chart (Para 1.2.3)

1.2.1. License. The Contractor shall possess the following valid licenses/permits for collection, transportation and intermediate treatment of industrial waste (Sangyo haikibutsu) grease, waste oil, and sludge to perform the duties specified herein in conformance with Japanese laws as well as other jurisdictional regulations: All licenses shall be valid for the life of the contract.

(1) Industrial Waste Collection and Transportation Business Permit (産業廃棄物収集運搬許可証) Items:

Waste Oil (Hai Yu) / Waste Sludge (Odei) / Waste Acid (Hai san) / Waste Alkali (Hai Alkali)

(2) Industrial Waste Treatment Business Permit (産業廃棄物中間処理業許可証) Items:

Waste Oil (Hai Yu) / Waste Sludge (Odei) / Waste Acid (Hai san) / Waste Alkali (Hai Alkali)

1.2.2. Manifest. The contractor shall prepare and provide the COR manifests in the format required by laws of the Government of Japan (GOJ). This manifest must include, but is not limited to; name of the contractor, name of contractor’s representative, type of material and amount, method of disposition to include date of disposal, location of treatment and disposal, and treatment and disposal permit number.

The original manifest must be signed or officially stamped by both the COR and the contractor’s representative. The Government shall acknowledge the disposal as complete upon receipt of “Sheet D & E” of the manifest. The manifest shall be used to confirm that all wastes are properly disposed of under this contract, therefore the contractor shall bear the responsibility and liability for the wastes mentioned in the manifest. All records of the manifests shall be maintained by the contractor for the life of the contract.

1.2.3. Flow Chart. The contractor shall submit flowchart denoting type of waste, process of treatment, recycling and disposal method for a complete audit trail from the point of origin to the ultimate disposal and 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, addresses, and telephone numbers.

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 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. Refer to para. 1.2.1.

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. 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 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.

2.1.7. 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 utilize its existing 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 contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. legal and other designated holidays listed below), during normal duty hours, 0700 - 1700 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 11 Aug Mountain Day 1, 2 & 3 January New Year’s Days 29, 30 & 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. Reserved

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 01 and 33 of EM 385-1-1, the US Army Corps of Engineers’ Safety and Health Requirements Manual, http://www.usace.army.mil/Safety-and-Occupational-Health/EM-385-1-1-2008-Being-Revised/

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

2.8.9. Hazardous Materials. The scope of this PWS, under this contract does not include handling of Hazardous Waste (HW).

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.

The Contractor shall follow the installation Spill Prevention Control and Countermeasure (SPCC) Plan and Oil and Hazardous Substance (OHS) pollution Contingency Plan in case of a spill or release of Petroleum, Oil, and Lubricants (POL) and/or hazardous substances. The Contractor shall immediately notify Fire and Emergency Services, Directorate of Emergency Services, and COR U.S. Army Garrison Japan of any spills that occur on the installation through the Emergency Phone Number. The contractor will be liable for containment and clean up of the site.

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 IAW 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.

2.8.14. Temporary Work Stoppage. In the event the Garrison Commander requests a temporary shutdown of the facility, the contractor will be notified in writing by the KO. Any Government caused delays as a result of a temporary shutdown that may require an adjustment to the contract will be coordinated through the KO.

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. Reserved.

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 KO.

http://www.usace.army.mil/Safety-and-Occupational-Health/EM-385-1-1-2008-Being-Revised/

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.

http://www.ecmra.mil/

SECTION 2

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

SS1: Collection and Transportation

Para. 1.1.1. One (1) defect allowed per 6 months 100% Inspection

SS2: Cleaning of Grease Trap, Oil Trap and Sludge Tank

Para 1.1.2 One (1) defect is allowed per year

100% Inspection

SECTION 3

APPENDICES

APPENDICES.

APPENDIX A: Estimated Workload Data A1 thru A9 APPENDIX B: Collection Point B1 thru B6 In the Area and Site Map Plans APPENDIX C: Waste DATA Sheet (WDS) C1 thru C39 APPENDIX D: Waste Flow Chart (WFC) D1 thru D12