Attachment_1____Performance_Work_Statement_16_April_2014.pdf

FA5270-14-R-0015

COHS for Eagle Hardware

Attachment 1

Performance Work Statement

FOR

Contractor Operated Hardware Store (COHS)

718 CES/CELM

16 April 2014

KADENA AIR BASE

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3-4

2 STOREFRONT SERVICES 4-10

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 11-12

4 GENERAL INFORMATION 12-22

5 APPENDICES 23-26

Attachment 1

1. DESCRIPTION OF SERVICES

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to operate and maintain Contractor Operated Hardware Store (COHS)

1.1. SCOPE OF WORK

1.1.1 The contractor shall provide all necessary labor, supervision, equipment, supplies to support a Contractor Operated Hardware Store (COHS) during duty hours in all stores, appliance warehouses, tool cribs, and supply warehouses located at Camp Foster, Camp Kinser, Camp Courtney and Kadena Air Base (to include various overflow warehouse areas), Okinawa Japan. The contractor shall order, issue, deliver, and store a variety of equipment, parts and, supplies for construction, repair, and facility maintenance and repair for use by authorized government employees and Military Family Housing residents.

1.1.2. To provide a simplified method for authorized personnel to be issued items, including but not limited to, tools, electrical, plumbing, heating/ventilation/air conditioning/refrigeration (HVAC), sheet metal, welding, pipefitting, carpentry, landscaping, pavement and grounds maintenance, masonry electronic monitoring, controls and alarms, painting and wall covering, hardware, liquid fuels maintenance, power production, water and waste water treatment and distribution, pest control, appliances, appliance parts and hazardous materials. These items shall be used for work orders, construction, recurring maintenance and repair, and self-help type work. The store shall acquire high use consumable items for immediate use. Store management and personnel shall provide quality customer service.

1.1.3. COHS ATTRIBUTES. The following are important elements in this performance work statement.

1.1.3.2. Provide fair and immediate reimbursement/credit on returned items.

1.1.3.3. Order Items.

1.1.3.4. Receive items from suppliers.

1.1.3.5. Manage contractor’s government furnished warehouse facilities and storage of supplies.

1.1.3.6. Issue items to authorized CE personnel (craftsmen).

1.1.3.7. Perform all research required to successfully fill all item requests.

1.1.3.8. Provide delivery of Market Basket items.

1.1.3.9 Utilize a Retail Management System (RMS) that is able to complete the items within the statement of work.

1.1.3.10 Utilize a Contractor Operated Inventory Management System (COIMS) that is able to complete the items within the statement of work.

1.1.3.11. Provide other recurring and all non-recurring items – by Required Delivery Date (RDD) or modified by Agreed Delivery Date (ADD).

1.1.3.12. Advise Civil Engineer personnel on status of items not delivered by the ADD.

1.1.3.13. Provide read only real time access to web-based Retail Management System (RMS) transaction to Contracting Officers Representative (COR) and zone chiefs, to include detailed transaction information, a detailed report (stock level) as requested by the Government. Maintain monthly reports in historical file for the contract

Attachment 1 during the entire contract period of performance.

1.1.3.14. Accept Government Purchase Cards (GPC) for authorized purchases.

1.1.3.15. Invoices will be submitted monthly outlining point-of-sale amount, monthly service amount, etc. using the Wide Area Work Flow (WAWF). The COR will validate in WAWF.

2. STOREFRONT SERVICES

2.1. ACQUISITION/INVENTORY/DELIVERY/STOCK LEVELS

2.1.1. Acquire items from merchants or vendors of choice. Unload, stage, and store items in warehouse(s) all incoming shipments/delivery of items. Comply with Joint Service Manual for Storage and Materials Handling (AFJMAN 23-210, Chapters 2-4). Ensure government items are properly identified with the Civil Stock List

(CSL).

2.1.2. Immediately issue items that are in stock upon authorized customer request.

2.1.2.1. The contractor shall issue items from the store only to those individuals authorized by the Base Civil Engineer to receive the items. The COIMS System shall state those customers who have specific authority to use the COHS store for receipt for property. The contractor shall reference the COIMS System prior to issuing any item from the store and shall compare the name with the customer’s Government-issued identification card before releasing the item. The contractor shall refer any individual without authority to purchase and/or without ID presented for examination to the COR.

2.1.3. Market Basket Management

2.1.3.1. Market Basket and Inventory: The contractor has the responsibility to monitor the levels and items needed from the inventory to include the market basket, to determine the level of stock or the amount of items supplied to each store.

2.1.3.2. The contractor shall provide a suggested list of items to add or remove from the market basket based on consumption rates, annually. Items may be added or removed from the market basket as required. To add an item; first an item’s price will be determined fair and reasonable through competition, by the Contracting Officer.

Then the Government will negotiate with the contractor to add the item to the market basket. The Government will only request those items that are perceived to be an on-going requirement. To remove an item from the market basket, both parties will come to a mutual agreement on the removal.

2.1.3.3. Government Owned Supplies. The Government may utilize existing supplies in lieu of purchasing like items under this contract. An inventory of existing Government stock is found in all Civil Engineer stores and warehouses in Okinawa.

2.1.3.4. The Government reserves the right to purchase required items on the open market.

2.1.4. Inventory Management. The contractor shall use a Contractor Inventory Management System (COIMS) to maintain the inventory of all items. The contractor shall use the COIMS to process counter sales to authorized personnel and for the movement of all items issued from stock and through Point-of-Sale. The COR and Logistic Chief will have access to the system. All associated software and bar code equipment must be included to facilitate requirements stated in the performance work statement.

2.1.4.1. Initial Inventory. Upon award of this contract, the contractor is responsible to complete 100% inventory of all items in all locations described in para 3.1.1., and report the results to the Government no later than 1 November 2014. The Government will oversee inventory execution.

Attachment 1

2.1.4.2. The Contractor shall have a forecasting system in place to identify when All inventory items fall below their required stock thresholds. The contractor must send a replenishment notification immediately upon learning an item’s inventory level is below the required stock level. The contractor shall have 30 calendar days to provide the items. The Government reserves the right to order items on the Market Basket from sources other than the Contractor.

2.1.4.3. The contractor shall maintain a log at the COHS counter for the purpose of recording items not available from store stock at the time of request. A copy of the log shall be given to the COR daily.

2.1.4.4. Maintain a separate and accurate real time inventory of all inventory items. The contractor will program the COIMS to monthly select a random ten percent of the inventory stock to be jointly inventoried by the government and the contractor. Note: Monthly inventory checks must be conducted by the COR against inventory data in the COIMS program at a frequency that would ensure all line items are inventoried once a year.

The contractor will also perform a 100 percent annual inventory of all existing inventory. As a minimum, all inventories will include, item description, make, model, part number, government assigned stock number, warehouse location, and on-hand balance. All inventory adjustments pertaining to Market Bask Items must be approved by Chief, Housing Maintenance Supply or a designated representative and the Contracting Officer.

2.1.5. COHS Store Stock. The Government will determine the stock levels for all inventory items. The contractor shall provide a suggested list of items to add or delete from market basket based on consumption rates, annually.

2.1.5.1. Stock Levels: Stock levels for all line items in stock will be set to automatically send a replenishment notification once the stock level reaches 65 percent (%).

2.1.5.1.1. The Contractor shall inform the Government (COR and/or 18 Contracting Office/LGCA) when an inventory item level goes below 65%. If the item is a market basket item, the Government will execute a task order, at the price pre-negotiated prior to award, to refill the item to 100% inventory level. If the item is not a market basket item, and over the micro-purchase threshold, the contractor shall submit three quotes to the COR and CO for approval. Once approved by the Government, a task order will be executed for the contractor to purchase the item(s). The contractor shall have 45 calendar days from the time the task order is executed to provide the items. The Government reserves the right to maintain inventory stock levels below 65%.

2.1.6. Tool Inventory. The contractor shall maintain sound tool inventory control. Ensure all tools and equipment issued to housing residents is tracked. Follow-up on tools not returned in three days. Ensure tools are returned in satisfactory condition and not damaged beyond normal wear and tear of the condition originally checked out to the user. Contractor must verify tools are in working conditioning upon check-in or may be held liable for the replacement cost. Should damage above and beyond normal wear and tear or the user’s failure to return the tools, the contractor shall contact COR to initiate reimbursement paperwork for lost or damaged tools.

Government tools not physically received or paid for by the customer must be reimbursed from the Contractor if they electronically return the tools in the computer system; before the occupant has return or paid for lost, damaged, or broken tools. The contractor shall provide the resident with an overview/training on how to use the tools issued under the self help program. AFPAM 32-1098 USAF government regulation will be used as a regulation for power tools.

2.1.6.1. The contractor shall ensure housing residents vacating quarters do not owe any tools. The contractor shall sign out-processing clearance letter after verification of resident account.

2.1.7. Delivery Performance Standards: The following standards shall be adhered to by the contractor throughout the life of this contract.

2.1.7.1. When directed by the contracting officer or designated representative, the contractor shall be required to

Attachment 1 immediately pick up items within a 40 mile radius and deliver the item(s) to the COHS at no additional delivery cost to the government.

2.1.7.2. The contractor shall deliver items as required by Housing Maintenance personnel to store, warehouse, and overflow warehouse locations (described in paragraph 3.1.1.) to include transfers to Defense Reutilization and Marketing Service (DRMO) for reutilization.

2.1.7.3. Emergency delivery requirements are items that the RDD is 4 hours or less from the time the planning abstract is given to the contractor, including delivery or contractor pick-up time. Emergency items not delivered by the RDD may be cancelled and purchased by the government.

2.1.7.4. Urgent delivery requirements are items that the RDD within three business days from the date planning abstract is given to the contractor.

2.2. RMS/COIMS. The front counter RMS/COIMS workstation will have the following capabilities:

2.2.1. Process inquiries against the database for balances of items at all Eagle hardware store locations

2.2.2. Process store-to-store transfer of items with audit trail

2.2.3. Create reports as required by the government

2.2.4. Print pertinent information on all sales receipts to include: Store Location, Item Name, CSL#, Qty, Price, Resident/Craftsman Name, Craftsman ID#, Date of sale, Work order #, Housing Area, and House #.

2.2.5. Add/Remove inbound or outbound Military Family Housing residents from the database

2.2.6. Edit Craftsmen information on the database

2.2.7. Select a monthly random 10% inventory from database – reference paragraph 2.4.4.2.2.8. Create/read barcode labels to aid in marking items with CSL #

2.2.9. Complete audit trail of all material actions from ordering until check-out by authorized personnel.

2.2.10. Identify each individual involved in the process through the use of user accounts and passwords coupled with auditable record edits.

2.2.11. Ensure customers and craftsmen are identified as authorized users. Contractor will ensure these individuals show government issued identifications.

2.2.12. Establish anti-fraud waste and abuse measures, to include current Government stock.

2.2.13. Be able to track cost allowances per MFH unit using Retail Management System (RMS).

2.2.14. Be able to link craftsman/resident material consumption to work orders.

2.2.15. Develop procedural controls to ensure items used by craftsmen are always traceable to a specific work order.

2.2.16. Provide management analysis reports within 24 hours upon notification to meet local and higher headquarters data calls. Custom reports can be built quickly to adapt a wide range of requirements. Government may request contractor data. Data must be compatible with Microsoft Office Suite programs.

2.2.17. A total of unit self-help and work order material costs must be monitored to prevent exceeding established

Attachment 1 caps. For items that require heavy drilling/major repair and/or painting a Base Civil Engineer Work Request, AF Form 332 (a form used to request modification, alternations, new work, reimbursable work, and self-help work) should be submitted.

2.2.18. General Officer Quarters (GOQ) must be identified and monthly material cost reports provided to the

COR.

2.2.19. Inventory line items must include a date last inventoried by COR. Daily inventory checks must be conducted by the COR against inventory data in the COIMS program at a frequency that would ensure all line items are inventoried once a year; the order of items inventoried should be random.

2.3. RECEIPTS AND REPORTS: The contractor shall provide the following reports as required by the Contracting Officer and Contracting Officer Representative (COR):

2.3.1. Accounting: The contractor shall provide detailed daily sales receipts/data to the COR weekly.

2.3.2. Inventory Data and Historical Sales: Inventory list to include percentage totals and threshold amounts.

Inventory data shall include item description, price, quantity, and frequency of issue for items sold and in stock separated by craftsman and resident usage, provided to the COR weekly.

2.3.3. Historical data shall be used by the government for audit purposes and to establish estimated sales and budget data for future references, to be provided upon government request. Contractor must be able to sort various information on their reports to accommodate government’s request . To include item, quantity used, price, unit, user name, and building number, within 24 hours of the request.

2.3.4. The contractor is required to track all craftsman purchases to each housing unit. This includes purchases made by GPC. A CMAS Stock List (CSL) number is to be assigned to all items in the market basket. A report will be submitted to the COR on a weekly basis, or as required by the COR or Contracting Officer.

2.3.5. SALES RECEIPTS: The contractor shall use pre-printed, or computerized, consecutively numbered sales slips. The contractor’s employees are responsible for completion of sales slips to include all items listed in this paragraph. Each sales slip must contain the correct date, work order number, document number, organizational code, shop code, contractor part number (CPN) number, manufacturer’s name all vendors, local or otherwise, part number and descriptive noun, unit of sale, quantity and brand name, actual unit price, extended price of each line item, discount if applicable, total price of all items listed, period of warranty if applicable, date of any necessary approval by the contracting officer. The unused portion of the sales slip shall be lined out with a “Z” prior to signature. All copies of the sales slips must be legible.

2.3.6. Distribution of Sales Tickets. Contractor’s employees shall complete all electronic sales slips and make the following distribution. The contractor shall retain the original copies of electronic sales slips to support invoice summary. Copy 2 shall be given to the COR while copy 3 goes to the user. Distribution shall include any sales slips that may have been void. No item will be entered on a sales slip until it is available for delivery, but if this occurs, inadvertently, the item must be lined out and initialed by the contractor or his designated representative and the authorized recipient.

2.3.7. Craftsman material issues records must include the facility number (address) in addition to the work order to improve unit cost monitoring analysis capabilities.

2.3.8. Credits: Sales slips documenting the return of defective material that is not suitable for the intended use, and material turned in exchange for new or rebuilt like items, when such exchange is a normal commercial practice, must be clearly marked “CREDIT”. Any net credit amount must be enclosed in parenthesis to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, Attachment 1 the two sales slips shall be cross-referenced. Canceled/voided and “credit” sales slips must be given the same distribution and retained in the same sequence as regular sales slips. An exchange involving no change in price shall also be documented in accordance with this paragraph.

2.3.9. Corrections and Adjustments. Prices, extensions, and additions shall not be corrected and adjusted on the original sales slip. Corrections shall be itemized on a separate listing, cross- referenced to the original sales slips, and netted to a plus or minus total to support a separate line entry on the summary invoice. When circumstances warrant, a new sales slip may be prepared cross-referencing the original and processed in the normal manner.

2.3.10. Other Reporting Requirements. The following reports shall be submitted by the contractor to COR on a monthly basis: New/Damage Tool Listing, Government Officer Quarters listing with the unit number and cost per resident, and government owned material listing. The following is a list of reports required on a weekly base:

RMS Daily sales reports, Government Sales report for all inventory items. On an as-required-basis the following reports shall be submitted to the government: Items recommended for Market Basket inclusion, and Out of Stock listing for high use items. Also, daily reports for Non-GOM shall be given to the COR starting 1 August of every year.

2.4. POST-POST PROCEDURES: Post-post procedures are required when the computer systems are non-operational for a period of time. The contractor shall comply with the Base Civil Engineer post-post procedures to ensure continuous service and inventory accuracy. These procedures will be implemented in all stores to ensure the fidelity of COHS operations and transactions continue during computer or power outages. The use of post-post procedures is necessary to ensure that all transactions are documented and also include specific recovery procedures for the computer system once it is available. All required documentation forms will be issued to the contractor by the COR. A copy of the local post-post procedures will be provided to the contractor after award of the contract.

2.5. SPECIAL REQUIREMENTS

2.5.1. Performance Evaluation Meetings. The contract manager may be required to meet at least weekly with the COR and the Contracting Officer during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the contracting officer. The written minutes of these meetings shall be prepared by the government. Should the contractor not concur with the minutes, the contractor shall so state any areas of non-concurrence in writing to the contracting officer within five working days of receipt of the signed minutes.

2.5.2. Tracking Shipments: All items shipped will be tracked from port of origin to final destination. The Contractor shall be able to provide data for shipments location at any given time using a tracking system.

2.5.3. Material under Maintenance and Repair Contracts. Parts and material to be incorporated in equipment or real property under separate contracts for maintenance, repair, and construction will not be purchased under this contract unless approved in writing by the Procuring Contracting Officer of the contract in question and the Administrative Contracting Officer responsible for this COHS contract.

2.5.4. Centrally Managed/Procured Items. Centrally managed/procured items will not be furnished under this contract, to include:

2.5.4.1. Items on Procurement Lists: Items found on procurement lists of products available from the Committee for purchase from the Blind and Other Severely Handicapped unless expressly approved by a purchase exemption from the central nonprofit agency.

2.5.4.2. Individual Equipment: Individual Equipment items such as safety-toed shoes, safety glasses, and

Attachment 1 wearing apparel.

2.5.4.3. Items on Federal Prison Industries Schedules: Items found in the Schedule for Federal Prison Industries, Inc. also known as UNICOR unless valued at $2,500.00 or less per total order and required delivery within 10 days.

2.5.4.4. Material Items primarily used by other than Base Civil Engineer Forces:

2.5.4.4.1. Automotive/vehicle parts and accessories, except vehicle-like items for non-vehicle use (i.e. fan belts for generators, etc.).

2.5.4.4.2. Concrete.

2.5.4.4.3. Non-priced items valued over $10,000

2.5.4.4.4. Items provided to 18 CES or items provided by the Vendor for 18 CES

2.5.4.4.5. Non-Air Force Public Works and Facilities Engineer entities.

2.5.4.4.6. 18 SVS NAF facilities.

Attachment 1

2.7. SERVICES SUMMARY

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control.

Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable

Performance Objective PWS Ref. Performance Threshold

Stock Level Notification

SS1

Paragraph 2.1.4.2.

and 2.1.5.

Within 24 hours of item falling below 65% of required level, notify COR 99% of the time annually.

Ordering and Receipt of Items

SS2

Paragraph 2.1.5.1.1.

For non-local items: items will be ordered and delivered within 45 days from issuance of the task order – 90% of the time annually.

Emergency Delivery Requirements

SS3

Paragraph 2.1.7.3.

For local items: within 4 hours from contractor notification time – 99% of the time annually.

Urgent Delivery Requirements

SS4

Paragraph 2.1.7.4.

For local items: within 3 business days from contractor notification time – 90% of the time annually.

Standby Services

SS5

Paragraph 4.11.9.

Once notified of emergency, contractor should be on site within

2 hrs of notification time

Attachment 1

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED ITEMS: The government will furnish floor space in a government building under this contract. The locations and services to be provided to the contractor are specified below. Any items or services necessary to the performance of this contract that are not provided by the government as specified by this PWS shall be provided by the contractor. The Government will be responsible to maintain the buildings while the contractor shall only be responsible to maintain the space and related warehouse and distribution functions. The contractor shall park privately owned vehicles in appropriate/allowable spaces.

3.1.1. Government Furnished Facilities. The government will furnish the contractor the following facilities in which contractor work is to be performed:

BLDG NO. USE/DESCRIPTION APPROXIMATE SQ FT

424 Kinser Store and warehouse 30,000 Sq Ft

1473 Kadena Tool Crib and warehouse spaces 30,000 Sq Ft

1474 Kadena Main Store, office & Warehouse Spaces 30,000 Sq Ft

4118 Camp Courtney store, office, and warehouse 30,000 Sq ft

5641 Camp Foster store and warehouse 30,000 Sq Ft

54410 Chibana Appliance warehouse 5,000 Sq Ft

10341 Marek Park warehouse 2,400 Sq Ft

Overflow Warehouse Areas

Bldg 10212 - 2000 SQ FT Marek Park (1.3 Miles from Eagle Hardware)

Bldg 10257 - 2000 SQ FT Marek Park (1.3 Miles from Eagle Hardware)

Bldg 10270 - 2000 SQ FT Marek Park (1.6 Miles from Eagle Hardware)

Bldg 2957 - 864 SQ FT Kadena Heights (3 Miles from Eagle Hardware)

Bldg 2986 - 864 SQ FT Kadena Heights (3 Miles from Eagle Hardware)

3.1.2. Government Furnished Services. The government will provide electricity, and water, sewage, heating and cooling in sufficient quantities for the performance of this contract.

3.1.2.1. The Contractor is required to provide long distance telephone, internet, and fax services at the Contractor’s own expense. The communications infrastructure may be utilized, if present. All equipment needed by the Contractor to perform the services outlined in this PWS must be furnished by the Contractor such as;

telephones, fax machines, computers/laptops, and copiers.

3.1.3. The government shall retain the right to make any upgrades, repairs, or changes to the utility and mechanical systems, structure, alarms, and communication system.

Attachment 1

3.1.4. Government will furnish in an “as is” condition the existing shelving, furniture, counters, etc. (See Appendix B for a list of Government Furnished Property (GFP). The Government furnished equipment (GFE) will be returned at the termination of the agreement in good condition and repair. The contractor shall maintain, retain, and replace GFE items at his expense with items of similar construction capacity, and style. Items will be displayed on the shelf with no box.

3.1.4.1. The Contractor shall physically inspect all GFP prior to performance of this contract. The COR will ensure all items are inspected and documentation of inspection is prepared.

3.1.5. It is the Contractor’s responsibility to buy or lease Material Handling Equipment such as forklifts for the movement of material and supplies.

3.1.6. The contractor shall ensure proper housekeeping of all interior and exterior storage areas, parking lots, buildings and fence lines. These areas shall be clean, free of trash, debris, and other obstacles that present an aesthetic problem or create a safety hazard.

3.1.7. The contractor shall perform all janitorial services, maintenance and repairs to the interior of the facility unless otherwise directed by the Contracting Officer.

4. GENERAL INFORMATION.

4.1 QUALITY CONTROL

The policy of the Government COR for Contractor Quality Control and applicable definitions are provided in the Federal Acquisition Regulations in Part 46. The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.2 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 performance through intermittent on-site inspections of 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 may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received 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).

4.2.1 The Contracting Officer Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR(s), with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

4.2.2 The COR(s) or alternate(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) or alternate(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

4.2.3 Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to

Attachment 1 the Contracting Officer and not to the COR(s).

4.2.4. The services to be performed by the contractor during the period of this contract shall at all times and places are subject to review by the Contracting Officer or authorized representative(s).

4.3. SECURITY REQUIREMENTS

4.3.1. Security and base access requirements are contained in AFFARS 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.

4.3.2. ID Passes, Badges and Vehicle Stickers: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa 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 designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours. The Contractor shall furnish a completed copy of all base passes to the 18th Contracting Squadron. The Government reserves the right to obtain certification of receipt for all base passes upon termination of employment or completion of contract, prior to payment of final invoice.

4.3.3. Other Agency Restrictions. Marine, Army and Navy bases/posts may have varying security requirements from the Air Force. It is the contractor’s responsibility to adhere and follow all regulations for all military installations.

4.4. PHYSICAL SECURITY

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and items shall be secured.

4.4.1. 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.

4.4.1.1. The contractor shall immediately report the occurrences of a lost or duplicate key to the contracting officer.

4.4.1.2. 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.

4.4.1.3. 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.

4.4.2. Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock

Attachment 1 combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

These procedures shall be included in the contractor’s Quality Control Plan.

4.5. HOURS OF OPERATION

4.5.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government. EXCEPTION: When a typhoon is forecasted, all stores will extend their duty hours to 1900 during Tropical Cyclone Condition of Readiness (TCCOR) 2 until TCCOR 1C without prior approval of contracting and no extra expense to the Government.

TCCOR conditions are in accordance with USFJ Instruction 15-4001 and 18th Wing Comprehensive Emergency Management Plan 10-2.

Kadena Store (for Residents): 8:00 a.m. to 5:00 p.m. - Monday through Friday 9:00 a.m. to 1:00 p.m. - Saturday.

Kadena Store (for Craftsman): 7:30 a.m. to 4:30 p.m. - Monday through Friday 8:00 a.m. to 5:00 p.m. - Saturday.

Kadena Store operations for customer and craftsman will be closed on the last Saturday of each month for Inventory purposes.

Foster Store (for Residents): 8:00 a.m. to 5:00 p.m. - Monday through Friday 9:00 a.m. to 1:00 p.m. - Saturday.

Foster Store (for Craftsman): 7:30 a.m. to 4:30 p.m. - Monday through Friday 8:00 a.m. to 5:00 p.m. - Saturday.

Foster Store operations for customer and craftsman will be closed on the last Saturday of each month for Inventory purposes.

Kinser Store (for Residents): 8:00 a.m. to 5:00 p.m. - Monday through Friday

9:00 a.m. to 1:00 p.m. - Saturday.

Kinser Store (for Craftsman): 7:30 a.m. to 4:30 p.m. - Monday through Friday

8:00 a.m. to 5:00 p.m. - Saturday.

Kinser Store operations for customer and craftsman will be closed on the last Saturday of each month for Inventory purposes.

Courtney Store (for Residents): 8:30 a.m. to 5:30 p.m. - Monday through Friday

9:00 a.m. to 1:00 p.m. - Saturday.

Courtney Store (for Craftsman): 8:30 a.m. to 5:30 p.m. - Monday through Friday

8:00 a.m. to 5:00 p.m. - Saturday.

Courtney Store operations for customer and craftsman will be closed on the last Saturday of each month for Inventory purposes.

Appliance Repair (for Craftsman): 7:20 a.m. to 4:20 p.m., Monday through Friday.

Attachment 1

Appliance Store operations for craftsman will be closed on the last Saturday of each month for Inventory purposes.

4.5.1.1. Recognized Holidays. The contractor is not required to provide service, other than emergency service calls on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

4.5.2. Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. Additionally, in the event unforeseen circumstances require operation of the store during other than normal duty hours, the contractor will be given notice of at least 12 hours prior to required operation. Such notice will be given only by the contracting officer or designated representative. Emergency Service may require opening the COHS store at no additional cost to the Government. This is typically for severe inclement weather conditions such as typhoons, but is not limited to severe inclement weather.

4.5.3. EMERGENCY ACTION PLAN. The contractor shall prior to the first day of the first performance period provide the CO an Emergency Action Plan. The Emergency Action Plan shall include fire prevention, response procedures, and contact numbers for the Kadena AB Fire Department. The Emergency Action Plan once approved by the CO shall be implemented by the contractor at the start of the first performance period. A copy of the Emergency Action Plan with contact numbers for the Kadena AB Fire Department shall be posted next to each phone in each government provided facility."

4.5.4. The contractor shall allow the COR access to the facility during normal duty hours. If a facility emergency arises during non-duty hours, the contractor shall be available within two hours to issue items.

4.6. CONSERVATION OF UTILITIES

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

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

4.6.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.6.3. Water faucets or valves shall be turned off after the required use has been accomplished.

4.6.4. RECYCLING PROGRAM: The contractor shall adhere to the installation’s recycling program.

4.6.4.1. The contractor is responsible for following Executive Order (EO) 13423 “Greening the Government through Waste Prevention, Recycling, and Federal Acquisition.”

4.6.4.2. Products carried shall follow the directives within the Comprehensive Procurement Guidelines.

4.6.4.3. The Contractor shall ensure that energy-consuming products are energy efficient products (i.e., ENERGY STAR® products or FEMP-designated products) at the time of contract award, for products that are delivered;

acquired by the Contractor for use in performing services at a Federally-controlled facility; furnished by the Contractor for use by the Government; or specified in the design of a building or work, or incorporated during its construction, renovation, or maintenance.

4.7. RECORDS

Attachment 1

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Applicable Publications and Forms. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

4.8. ENVIRONMENTAL CONTROLS

4.8.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

4.8.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in Japanese Environmental Governing Standards (JEGS) chapter 5, into the environment, the contractor or its agent shall immediately report the incident to Kadena AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

4.8.3. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and items handling. This includes hazardous materials.

4.8.4. HAZARDOUS MATERIAL: Hazardous material includes all material hazardous to health, safety, or the environment, such as but not limited to, hazardous chemicals, hazardous substances, toxic chemicals, and extremely hazardous substances as defined by any of the following:

4.8.4.1. Japanese Environmental Governing Standards (JEGS) chapter 5

4.8.5. The government’s policy is to reduce the use of hazardous materials in keeping with federal pollution prevention goals. Kadena AB operates a hazardous material pharmacy (HMP) to control and reduce the use of hazardous materials and to maintain a hazardous chemical inventory in accordance with policy and regulatory requirements. The contactor shall use non-hazardous materials whenever possible. The contractor will help look for more environmentally friendly materials.

4.8.6. Each item of hazardous material delivered by the contractor will be accompanied by an MSDS IAW FAR 52.223-3, “Hazardous Material Identification and Material Safety Data,” unless approved MSDS is on file. If not on file, a copy of the MSDS will be provided to Material Acquisition.

4.8.7. The contractor shall store and manage hazardous or potentially hazardous materials IAW DODR 4145.19 and any local operating instructions (to be provided by COR upon request). The contractor shall comply with federal, state, and local requirements pertaining to properly using, labeling, storing, transporting, and managing of hazardous material.

4.8.8. All contractor personnel shall be trained on proper handling and storing of hazardous material by the contractor with documentation provided to (base) Material Control. MSDS(s) shall be readily available for any hazardous material(s) present. Contractor employees shall be knowledgeable on the proper use of MSDSs. The contractor shall be responsible for knowing which materials are considered hazardous and shall comply with federal, state, and local requirements pertaining to the proper use, labeling, storage, transporting, and disposal of hazardous materials. Material Control will provide proper labels to the Contractor.

4.8.9. Hazardous Waste. Hazardous waste includes, but not limited to material discarded or disposed of which

Attachment 1 exhibits characteristics of toxicity, reactivity, corrosively, or ignitability or which is listed as hazardous waste by any of the following: JEGS, chs.6, 7, 9, 11, 14, 15, and 17, if applicable. The government’s policy is to reduce the disposal of hazardous waste in keeping with federal pollution prevention goals. The contractor shall be responsible for the proper disposal of any hazardous or non-hazardous waste generated as a result of the products used by the contractor. The contractor shall minimize the generation of hazardous waste whenever possible. The contractor shall not store hazardous wastes on a DoD installation unrelated to the contract.

Hazardous waste must be managed in accordance with the JEGS that requires proper storage, testing and treatment or disposal.

4.8.9.1. Military Family Housing Hazardous Waste. Housing residents will drop off household hazardous waste items at the Eagle Hardware stores located on Camp Kinser, Camp Foster, Camp Courtney and Kadena AB, this will include, but not limited to: household batteries, florescent light bulbs, household disposable waste items and paint containers. The contractor shall be responsible for maintaining and monitoring the collection points, and transporting the collected items to the Hazardous Waste turn-in facility located in building 3623 on Kadena Air Base. 718th CES Environmental Office will provide handling guidance as required by environmental rules and laws.

4.8.10. Spill Prevention and Responsibility. The contractor shall clean up and containerize, to the satisfaction of the CO, any spills caused by the contractor employees so that no petroleum product, toxic chemical or hazardous substance enters any creek, gutter, or other appurtenance leading to natural drainage, storm drainage, or sanitary sewer systems. The contractor should anticipate that the governmental regulatory agencies, as appropriate, will hold the contractor responsible for cleanup and remedial action according to agency specifications.

4.8.11. Spill cleanup using government resources will be charged to the contractor at an amount determined by the CO, based upon actual costs incurred.

4.8.12. Ozone Depleting Substances (ODS). Government policy precludes the use of Class 1 ODS procurements.

4.8.13. GASEOUS CYLINDERS: Cylinders shall be color-coded and inspected in accordance with existing trade standards. The contractor will notify Material Acquisition personnel when his vendor indicates the cylinders are due for inspection. Material Acquisition will make arrangements for required inspections.

4.8.14. Penalties and Fines. Any penalties or fines levied against the installation due to the contractor’s failure to comply with applicable federal or local laws concerning hazardous material, hazardous waste, spills, or ODS shall be reported to the CO. The Contractor will be responsible for payment of any fines levied against the installation due to the contractor’s failure to comply with all local or federal laws

4.8.15. Hazardous Materials Process - Materials That Have “Material Safety Data Sheets” (MSDS)

It is the responsibility of the Material Control to submit an AF Form 3952, Chemical/Hazardous Materials Request/Authorization form. When an item has been approved in the Hazardous Material Automated System it is approved by manufacturer and size. The COHS Contractor will responsible for tracking all materials through the government owned WASP Barcode Technology systems located in Buildings 1473 (Kadena), 5641 (Camp Foster), 4118 (Camp Courtney) and 424 (Camp Kinser). The COHS Contractor will buy only the item described from the manufacturer and the size indicated on the request. If the item is not available due to either manufacturer or size the request will be cancelled back to Material Acquisition for a determination on a replacement item. Due to the requirement of pre-approval of all hazardous material (HAZMAT) items the COHS Contractor may not change the description in any way without the express written approval of Material Acquisition. The COHS Contractor is responsible for data accuracy within the WASP Barcode system.

4.8.15.1. Material Control will initiate action to obtain approval to use Hazardous Materials to the 18 LRS HAZMART Pharmacy on Kadena AB. Separate approvals are not needed for storage of hazmat materials on Kadena and Marine Corps Bases. The COHS Contractor will ensure All HAZMAT containers i.e. paint cans are returned to each store location and picked up from those locations and transported to Kadena Eagle Hardware store for disposal at Hazmat pharmacy.

4.8.15.2. The contractor must supply a copy of the corresponding MSDS documentation to each customer upon acceptance of any materials or supplies that require such information. The contractor shall offer the contact information to the HAZMAT Pharmacy if the customer would like more in-depth HAZMAT training. Contractor shall maintain Material Safety Data Sheets (MSDS) for all hazardous item(s) ordered by the Government or contractor in accordance with federal and state laws and/or regulations.

4.9. GOVERNMENT OBSERVATIONS

Government personnel, other than contracting officers (CO) and Contracting Officer Representatives (CORs), may from periodically, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

4.10. SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall:

4.10.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.10.2. 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.

4.10.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

4.10.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

4.10.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

4.10.6. Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.10.7.