PWS Revised 19 Jul 11.pdf

Performance Work Statement

For

Installation of Government-Furnished Carpet and Tile at Various Military Operating Facilities at Kadena AB, Okinawa, Japan

18CES/CEOSP

19 Jul 2011

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, materials, supervision, transportation, and other items and services as necessary to perform Installation of Government-Furnished Carpet and Tile at various Military Operating Facilities at Kadena AB, Okinawa, Japan as defined in this Performance Work Statement .

1.1 CARPET INSTALLATION

1.1.1. The government shall only provide an asbestos survey to contractor when removing existing carpet.

The government will not provide an asbestos sample if the carpet is being installed over existing vinyl or tile and it is not going to be disturbed. This means if the carpet is just going over the top of the tile, there is no requirement for the government to provide a sample. If we remove existing tile or vinyl flooring to install carpet, an asbestos sample will be taken and if this sample is found to be positive, the work will not take place until the government removes the asbestos hazard. No carpet will be installed if the Asbestos sample is positive.

1.1.2. The contractor shall perform an on-site inspection of the work area to determine requirements for carpet and tile installation and confirm dimensional requirements. The contractor shall relocate any remaining Government furniture from area where carpet will be installed, removed or altered. The contractor shall not move computers and associated equipment.

1.1.3. Remove Carpet. The contractor shall remove all existing carpet and dispose of it properly only at authorized off base locations daily.

1.1.4. Prepare Floor. The contractor shall ensure concrete and tile floor surfaces are smooth and level to the eye to provide a proper surface for installation of new carpet. The contractor shall fill all cracks, holes, and crevices with material compatible to the floor, as approved by the Quality Inspector (QI).

1.1.5. Carpet Layout

1.1.5.1. Prior to cutting or laying carpet, the contractor shall determine seem layout and verify the amount of goods on hand is adequate to complete the job. The seams shall avoid heavy traffic areas and allow the fewest and shortest seams possible. Design should run all seams towards a light source, such as a row of widows, to minimize shadows highlighting seams.

1.1.5.2. In the design, the contractor shall install the carpet so the pile inclination is in one direction; and, cut carpet material to minimize waste.

1.1.6. Install Carpet. The contractor shall glue carpet in place to each tread riser, using proper adhesives as approved by the QI. A separate piece of carpet shall be used with each step and riser unless the steps have bullnoses. With bullnoses contractor shall use one piece of carpet for tread and bullnose, and another for risers.

1.1.7. Fitting Carpet

1.1.7.1. The contractor shall install carpet beneath all temporary walls partitions. The contractor shall not re-anchor walls and partitions except those identified by the QI.

1.1.7.2. Stretch carpet wall-to-wall, and neatly fit around: breaks, creases, door casings, baseboards, and permanent cabinets. The contractor shall also fit under saddles and thresholds.

1.1.7.3. The contractor shall provide and install tack strips to hold the carpet in place.

1.1.7.4. The contractor shall trim seams for a uniform surface and invisible seam. Both seam edges shall be trimmed and matched to minimize “peaking”.

1.1.7.5. Seam Method. The contractor shall use seaming methods and techniques as approved by the QI.

Hot melt seaming is mandatory even when carpet is glued down.

1.1.7.6. The contractor shall inspect double jute to determine if secondary backing is delaminating. Any delamination found shall be repaired with seaming latex.

1.1.7.7. A fast melting tape shall be used on non-woven synthetic backs to prevent tendency to shrink when overheated.

1.1.7.8. For heavy ribbed woven back carpets, the contractor shall apply extra heavy amount of adhesive.

Most woven carpets are sized with latex or synthetic sizing and will require a hot melt adhesive as approved by the QI.

1.1.8. Install Cove and Edge Strip

1.1.8.1. The contractor shall install new vinyl cove base with every carpet installation.

1.1.8.2 The contractor shall provide and install aluminum anodized edge strip at all transitions from carpeted to non-carpeted areas.

1.1.8.3. Door Clearances. The contractor shall ensure clearance between the bottom edges of doors and the level floor surface of newly installed carpet. All doors shall open freely or close without dragging the newly installed carpet. If the door is dragging, the contractor shall remove the door, trim it, and sand the trimmed doors smooth.

1.2. CERAMIC FLOOR TILE INSTALLATION

1.2.1. Remove Vinyl Floor. The government shall only provide an asbestos survey to contractor when removing vinyl flooring or tile. The government will not provide asbestos sample if the vinyl or tile is not going to be disturbed. This means if the carpet or tile is just going over the top of the tile or vinyl flooring, there is no requirement for the government to provide a sample. If we are removing the existing tile or vinyl flooring, the government will provide a asbestos test sample and if this sample is found to be positive, the work will not take place until the government removes the asbestos hazard. No carpet will be installed if the Asbestos sample is positive. The contractor shall remove all existing vinyl floor and dispose of it properly only at authorized off base locations.

1.2.2. Install Ceramic Floor Tile. The contractor shall install ceramic floor tile at the entrance doors of each facility out to, approximately 5 feet from doors in accordance with the floor plan provided by the QI.

1.3. CLEANING AND PROTECTION

1.3.1. Unaffected Areas. Protect all unaffected areas with plastic sheeting, drop cloths, periodic vacuuming, or sweeping, from work debris.

1.3.2. Maintain Walk Through. The contractor shall maintain a walk through area at all occupied high traffic facilities. The contractor shall protect the area by using a plastic sheeting or drop cloth with signs clearly identifying walking hazard.

1.3.3. Remove Rubbish. The contractor shall remove rubbish, wrapping paper, salvages and scrap. The contractor shall not leave waste material inside the facility overnight, or for a prolonged period of time, when work is not done. Remove and dispose of waste materials only at authorized off base locations, daily.

1.3.4. Vacuum Carpets. The contractor shall vacuum new carpets to remove all debris and waste.

1.3.5. Final Cleaning. The contractor shall remove spots, smears, and other foreign matter with solvent.

Use a solvent, which will not discolor or damage carpet surface to include cove bases.

1.3.6. Replace Furniture. The government will remove furniture and equipment from the areas in which the carpet will be installed. The contractor shall return all furniture to its original location after final cleaning with the exception of specialized equipment that require more than just being plugged into an outlet or computer jack. Specialized equipment that cannot be plugged into a wall outlet will not be moved by the contractor.

1.4. CONTRACTOR-FURNISHED ITEMS AND SERVICES

1.4.1. Carpet glue and vinyl cove base glue: The contractor shall furnish glue for the vinyl cove base and the carpet. It has to be asbestos free and approved by QI.

1.4.2. Accessories. The contractor shall furnish edge strips, tack strip, glue, adhesive, filler, and like items for a complete installation and finished appearance.

1.5. COMPLETION TIME. The contractor may be required to perform multiple jobs per day. No more than four jobs (work orders) will overlap on a given day.

1.5.1. Carpet completion time. The contractor shall be capable to remove, install, or alter a minimum of

200 square yards of carpet per day, per each individual job ordered. (APPLICABLE TO WORK

ORDERS OVER 200 SQUARE YARDS) Work orders for quantities fewer than 200 square yards per individual job ordered shall be completed in one day.

1.5.2. Ceramic Tile. The contractor shall remove and install minimum of 15 square yards of tile per day, per job scheduled. The contractor shall balance workloads to be able to perform multiple jobs per day.

1.5.3. Notification to Commence Work. The contractor shall begin carpet installation within 2 working days after service notification is received from Contracting Officer or his/her authorized representative.

The Quality Inspector will receive work order request form the 18 Civil Engineer Squadron Customer

Service elements. The contractor will receive work order information from the QI by means of face-to-face communication, e-mail, or phone. The Government will provide the contractor with the facility number and floor plan.

2. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1. Material.

2.1.1. The Government will provide carpet, ceramic tile and vinyl cove base to the contractor to accomplish the subject contract. The contractor shall arrange for pick up of Government-Furnished carpet and ceramic tile and vinyl cove base by contacting the QI.

2.1.2. The contractor shall make sure carpet, vinyl cove base and tile, as applicable, is not damaged upon receipt. The contractor shall replace any items lost at the contractor’s expense.

2.1.3. The contractor shall return any unused Government-Furnished Material to the Material Control

Holding Area, Bldg. 1472, Kadena Air Base at the end of each project.

2.2. Utilities. The government will provide water and electricity, when available.

2.3. Conservation of Utilities. The contractor shall instruct employees in utilities conservation practices.

The contractor shall be responsible for operating under conditions, which prelude the waste of utilities, which shall include:

2.3.1. Lights shall be used only in areas where and when work is actually being performed.

2.3.2. Water faucets or valves shall be turned off after the required usage has been accomplished.

2.3.3. Government or private telephones shall not be used for personal reasons or for any toll or long distance calls.

3. GENERAL INFORMATION.

3.1. QUALITY CONTROL. The contractor shall develop and maintain a quality program to ensure the requirements of the contract are provided as specified in accordance with the standards accepted in commercial practices. The Quality Control Program shall be submitted upon request by the Contracting

Officer.

3.1.1. Material Application Guarantee. The contractor shall guarantee the workmanship of the installed carpet and vinyl cove base for a one-year period from the date of completion.

3.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

3.3. RESERVED.

3.4 HOURS OF OPERATION. The contractor shall perform the on- site services required under this contract during the following hours: 7:30 am- 4:30 pm, Monday through Saturday, except on U.S.

holidays specified in section 3.4.1 of this PWS. No on site work shall be scheduled or performed on holidays unless previously approved or directed by the Contracting Officer. If the contractor desires to work on non-scheduled workdays, he must submit a written request to the Contracting Officer through the

QI for approval.

3.4.1. Holidays. The contractor is not required to provide service, except as noted on the following days:

Day Holiday

First day of January New Year’s Day*

Third Monday of January Martin Luther King, Jr. Birthday

Third Monday of February President’s Day

Last Monday of May Memorial Day

Fourth of July Independence Day

First Monday of September Labor Day

Second Monday of October Columbus Day

11 November Veteran’s Day

Last Thursday of November Thanksgiving Day

25 December Christmas Day

If holiday fall on a Saturday, it will be observed on the preceding Friday. If it falls on a Sunday it will be observed on the following Monday.

3.4.2 Operations During Typhoon Conditions. When Tropical Cyclone Condition Readiness 2

(TCCOR 2) is declared, all work will cease immediately. The contractor will clean up and dispose of all loose debris and waste as directed by QAP to secure the job site against damage that may result from anticipated weather conditions. Contractor responsibility shall remain the same during tropical cyclone declaration "Tropical Cyclone Condition of Readiness 1 Caution (TCCOR1C)." Upon the declaration of

TCCOR1C, the contractor employees shall be excused from all duties. Upon declaration "Tropical

Cyclone Condition of Readiness 1 Recovery (TCCOR1R)," the contractor will immediately be available for duty.

3.5. SECURITY REQUIREMENTS. The contractor shall be responsible for safeguarding all contractor controlled government property at the close of each work period.

3.5.1. Pass and ID. The contractor shall make sure employees have the necessary identification and gate passes in accordance with U.S. military installation regulations prior to the start of this contract.

3.5.2. Safety and Fire. The contractor shall comply with applicable government published safety requirements and regulations, 18 Wing 32-2001, which will be available upon request by the contractor.

3.6. CONTRACTOR PERSONNEL REQUIREMENTS.

3.6.1 Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate(s) , who shall act for the contractor when the contract manager is absent, shall be designated in writing to the Contracting Officer 5 working days prior to start of projects. The contract manager or alternate shall have full authority to act for the contractor on all contract matter relating to the daily operation of this contract. The contract manager or alternate shall be available during normal duty hours with sixty (60) minutes to meet on the installation with the government personnel (designated by the Contracting Officer) to discuss problem areas. After normal duty hours, the manager or alternate shall be available within two (2) hours. The contract manager or alternate(s) must be able to read, write, speak, and understand English.

3.6.2. Contractor Personnel. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This shall be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contains the company and employee name in English. Contractor personnel shall use protective clothing whenever they are performing tasks that could cause harm to the employees or damage to property.

3.6.3. The contractor shall not employ persons to work on this contract if such person is identified to the contractor by the Government as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

3.7. COMPLETION TIME. The contractor shall be required to perform multiple jobs per day. No more than four jobs (work orders) will overlap on a given day.

3.7.1. Carpet Completion Time. The contractor shall be capable to remove, install, or alter a minimum of 200 square yards of carpet per day, per each individual job ordered. (APPLICABLE TO WORK

ORDERS OVER 200 SQUARE YARDS) Work orders for quantities less than 200 square yards per individual job ordered shall be completed in one day.

3.7.2. Ceramic Tile. The contractor shall remove and install minimum of 15 square yards of tile per day, per job scheduled. The contractor shall balance workloads to be able to perform multiple jobs per day.

3.7.3. Notification to Commence Work. The contractor shall begin carpet installation within 2 days after service notification is received from Contracting Officer or his authorized representative. The government will provide the contractor with the facility number, floor plan, and square yards of carpet to be installed.

3.8 GOVERNMENT PERSONNEL.

3.8.1. The government will designate a Contracting Officer (CO) who will be the point of contact for all contract matters. The CO will assign a Contract Administrator to act on his/her behalf. The CO will inform the contractor who will be the designated contract administrator prior to the start of this contract.

3.8.2. Quality Assurance Personnel (QAP). The government will assign a QAP who will conduct 100% inspections of contractor performance.

3.9 CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING CRISIS IAW

DoDI 3020.37

IAW AFI 63-124, para 2.7.1, and DODI 3020.37 this requirement is not considered mission essential.

3.10 JAPANESE ROAD LAWS

3.10.1. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

3.10.1.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fall out from motor vehicles or otherwise defacing roads unreasonably or without due cause.

3.10.1.2. Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

3.10.2. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

3.11 REQUIRED INSURANCE by JAPANESE LAW

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

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

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

3.11.1.2. All vehicles must be properly inspected/insured in accordance with Japanese Compulsory

Insurance (JCI) requirements.

3.11.2. Prior to the commencement of work hereunder, the Contractor shall furnish to the CO a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S. Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the CO.

3.12 Submission of Invoice. The contractor's invoice shall indicate the following:

a. Contract/Purchase or Delivery Order Number/Contract Line Item Number

b. Billing period or date supplies/services were received or rendered

c. Adequate description of supplies/services (to include the facility(s) serviced)

d. Quantities of supplies/services received or performed

e. Total amount

f. Printed name, title, organization, telephone number of designated government official

The contractor shall submit invoices (one original) to the 18CES/CEOSP , Kadena AB, for certification not later than 5 days after completion of work. Delays in the submission of invoices will cause eventual delays in payments.

3.13 Payments. The QI will verify that all services have been performed in a satisfactory manner and accept services performed by generating, signing, and forwarding an original copy of the DD Form 250 with the original copy of the contractor’s invoice to DFAS Japan at the address below and one (1) copy of each to 18 th

Contracting Squadron within three working days from processing. The QI who certifies invoices, shall submit them to the following paying office within three (3) days from recept of invoices.

Defense Finance and Accounting Service (DFAS) Japan

DFAS-J/FPF

Unit 5220

APO AP 96328-5220

E-mail: DFAS-JP-VPISF@dfas.mil

4. APPENDICES:

A. Estimated Workload Data

B. Government-Furnished Services

C. Government-Furnished Materials

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM NAME ESTIMATED

QUANTITIES

UNIT OF

ISSUE

BASE YR OPTION YRS

1 O&M

Remove Existing Carpet 370 6,300 Square yards

Install carpet 370 6,300 Square yards

Install Ceramic Floor Tile 0 55 Square yards

Install Aluminum Anodized Edge Strip 70 1,000 Linear Feet

Install Vinyl Cove Base 12 600 Linear Feet

Re-stretch/Repair Carpet 70 300 Square

Yards mailto:DFAS-JP-VPISF@dfas.mil

APPENDIX B

GOVERNMENT SERVICES

1. Government Services. The Government will provide water and electrical power when available to the contractor.

2. The following Kadena Air Base telephone numbers are furnished to the Contractor.

Emergency 911

Fire Protection 634-2351

Security Police 634-1880

APPENDIX C

GOVERNMENT FURNISHED MATERIALS

ITEMS UNIT OF ISSUE CONDITION QUANTITY

Carpet Square yard NEW AS REQUIRED

Molding, Rubber Cove

Base

Square yard NEW AS REQUIRED

Ceramic Tile Square yard (box) NEW AS REQUIRED