SOW-27_Apr_15.pdf

FA5270-15-Q-0018

Attachment 1: Statement of Work

STATEMENT OF WORK (SOW)

FOR

PROVIDE, DELIVER AND PLANT MATURE INDIGENOUS PALM AND

FLOWERING TREES AT TORII STATION, OKINAWA, JAPAN

U.S. ARMY GARRISON OKINAWA

DIRECTORATE OF PUBLIC WORKS

UNIT 35114 APO AP96376-5114

27 April 2015

1. SCOPE OF WORK

The contractor shall furnish all personnel, management, transportation, materials, parts, supplies, tools and other related equipments required and necessary to provide, deliver, and plant mature indigenous palm and flowering trees at Torii Station Okinawa Japan. The contractor is responsible to provide, deliver and plant mature indigenous palm and flowering trees at Torii

Station as it is indentified in Appendix B and Appendix C, in a safely and professional manner.

1.1 SPECIAL REQUIREMENTS

The contractor shall provide trees that must be locally available on Okinawa for minimal shipping time to help ensure survivability, resistant to known local insects for that species, and thrive in Okinawa’s sub-tropical climate and soil conditions. All trees shall be trans-planted with adequate root ball, soil preparation, such as compost and fertilizer, and proper wood supports to ensure trees can keep firm position and the roots can fully develop appropriately. All trees shall meet or exceed the minimum size, circumference, and number of trunks specified in Appendix

B. Circumference of all trees will be measured at one (1) meter above ground level. Palm trees heights measured from the ground to crown bulb and flowering trees will be overall height.

1.1.1 The contractor shall perform planting but not limited to the following procedure:

a. Plants shall be set plumb with staking and held in position until sufficient soil has been firmly placed around roots or ball.

b. Trees over 1.8 m (6feet) tall shall be held on place with two bracing stakes placed on opposite sides. The tree shall be held firmly between the stakes with a double strand of wire.

Chafing guards shall be used where the wire contacts the tree. Bracing stakes shall be driven vertically into firm ground and shall not injure the ball or roots.

c. Fill soil and organic soil conditioner with fertilizer for trees. Additional soil shall be free of any admixture of subsoil, foreign matter and objects larger than one inch in any dimension, toxic substances, and any material or substance that may be harmful to plant growth.

d. Restore grass area with sodding affected by this contract.

1.2 DELIVERY OF TREES

The contractor shall provide appropriate covers to prevent accidental spills and littering on any thoroughfare during transporting of all trees. Contractor shall be responsible for clean-up of any spillage on government property. All trees must be delivered and planted by 18 Dec 15.

1.3 WARRANTY

The contractor shall provide one (1) year warranty of trees from the date planting completed.

1.4 GROUNDS PREPARATION

The contractor shall grade/cut trees, grass and prepare the ground surface to require bedding surface for planting. USAG Okinawa, DPW, in-house forces will dig the holes at each location for these plants to ensure each location is free of undergrounds utilities lines and with consideration of future growth and site development. Therefore, the contractor shall have to coordinate closely with USAG Okinawa, DPW in-house forces before starting of work on site.

2. USE OF LATRINE AND UTILITY SERVICE

2.1 AVAILABILITY OF LATRINE

The contractor will be allowed to use the existing latrine in the building/work area he or she is working in during the contractor’s normal working hours. If latrine is not available in the building/work area, the contractor shall be responsible for providing a latrine for his personnel.

Location of the latrine shall be designated by the DPW personnel. Any and all contractor latrines shall be removed from United States government property prior to issuance of final payment.

2.2 AVAILABILITY OF UTILITY SERVICES

The United States government will furnish electricity and water if available to the contractor at no cost under this contract. If utility service is not available in the area, contractor shall be responsible to provide own utility service. The contractor shall turn-off all water faucets and valves after each use. When water is rationed, the contractor shall observe site work policies as directed by the DPW personnel.

2.2.1 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:

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

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

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

2.2.1.4 Government telephones shall be used only for official government business.

3. GENERAL INFORMATION

3.1 SECURITY REQUIREMENTS

Security and base access requirements are contained in clause 5352.242-9000 “Contractor

Access to Army 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.

3.1.1 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.

3.2 PHYSICAL SECURITY

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

3.2.1 Protection of Government Property. The contractor shall take all necessary precautions to government property. All damaged property due to the contractor’s performance or any related action to support this performance shall be repaired, replaced, or restored to a condition as approved by the DPW personnel at no cost to the government. All damaged property shall be corrected within 5 working days by the contractor with materials of like type, quality and finish by skilled craftsmen as required. Should the contractor fail to correct damages, the government will correct the damages and the cost will be deducted from the contractor’s payment. The contractor shall report all damages to the DPW personnel and CO. Upon completion of repair the system shall be inspected, tested in order to ensure have a normal operating condition at no cost to the Government.

3.3 HOURS OF OPERATION

3.3.1 Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: 0730 thru 1630 hrs, Monday thru Sunday, except U.S

Holidays. The contractor may work, with prior approval of the CO, extended hours to ensure timely completion of work at no additional cost to the government.

3.3.1.1 Recognized Holidays. The contractor is not required to provide service 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.

3.3.2 Services Out of Normal Hours of Operation. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. If the contractor requests to work in the aforementioned holidays, weekends or overtime hours, shall submit a written request memorandum through 18 th

Kadena Contracting Squadron to the DPW personnel (s).

3.3.3 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 DPW personnel 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.

3.4 ENVIRONMENTAL CONTROLS

3.4.1 Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), at web site as follows:

http://www.usfj.mil/Documents/References/JEGS/2012%20Japan%20Environmental%2

0Governing%20Final.pdf

Department of Defense, prefectural and local environmental laws and 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.

3.5 GOVERNMENT OBSERVATIONS

Government personnel, other than the CO and DPW personnel, may from time to time, with the

CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

3.6 SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall:

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

3.6.2 Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) http://www.osha.gov/, Japan

Environmental Governing Standards (JEGS) by US Force Japan and general safety requirements of EM 385-1-1, dated 30 November 2014, “US Army Corps of Engineers, Safety and Health

Requirements Manual”. See website address for this regulation:

http://www.publications.usace.army.mil/USACEPublications/EngineerManuals.aspx?udt_43544

_param_page=2 http://www.osha.gov/

3.6.3 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.

3.6.4 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.

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

3.6.6 Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

While working on Torii Station Dispatch at 098-911-1911 or call Kadena Dispatch at 098-934-

3.6.7 Record and report promptly (within one hour) to the CO or DPW personnel all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

3.6.8 In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the CO.

3.6.9 If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

3.6.10 Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

3.6.11 The contractor will be responsible for instructing his employees in safety measures considered appropriate. The contractor shall not permit placing or use of any equipment in traffic or other locations in such a manner as to create safety hazards. Whenever applicable, the contractor will provide and place appropriate warning signs at work areas and its removal after completion of work.

3.6.12 All contractor vehicles shall be in good mechanical and safe operating condition. All vehicles shall keep dry chemical type fire extinguishers on each vehicle. These vehicles are subject to inspection at any time.

3.6.13 The contractor shall ONLY smoke in designated areas at Torii Station.

3.7 PUBLICATIONS

3.7.1 Compliance with all publications, regulations and operating instructions provided by the government is required when:

3.7.2 They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

3.7.3 The publications prescribe US Army policies, use of materials, procedures and processes applicable to the work requirements.

3.7.4 The contractor is required to acquire and work on the latest version of the publication.

3.8 CONTRACTOR PERSONNEL

3.8.1 Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

3.8.1.1 The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

3.8.1.2 The contract manager or his/her alternate shall be available on work sites during the normal hours of operation for the CO, DPW personnel, and other government personnel designated by the CO for any matters and issues concerning the contract.

3.8.2 Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

3.8.2.1. Contractor personnel shall present a neat appearance and be easily recognized 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 company name and employee name in English.

3.8.2.2. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint

Ethics Regulation. The contractor shall not employ any person who is an employee of the

Department of the Air Force if such employment would be contrary to the policies in AFI 64-

106.

3.8.2.3. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

3.9 JAPANESE ROAD LAWS

3.9.1 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:

3.9.1.1 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.

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

3.9.2 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.

3.10 REQUIRED INSURANCE by JAPANESE LAW

3.10.1 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.

3.10.1.1 Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent

3.10.1.2 All vehicles must be properly inspected/insured in accordance with Japanese

Compulsory Insurance (JCI) requirements.

3.11 INVOICE INSTRUCTION

In accordance with DFARS 252.232-7003 Electronic Submission of Payment Request and

Receiving Reports, the contractor shall submit invoice(s) through interface, Wide Area

Workflow (WAWF), https://wawf.eb.mil/ in order to receive payment. The DODACC, a code, which the contractor shall use for invoice(s) in WAWF is WT6KHU.

https://wawf.eb.mil/

4. APPENDICES

A. Acronyms & Abbreviations List

B. Plants Minimum Requirement Size and Required Quantity of Trees

C. Location Map

APPENDIX A

Acronyms and Abbreviations List

Acronym/Abbreviation Definition

CFR Code Federal Regulation

CO Contracting Officer

DEPT Department

DOD Department of Defense

OSHA Occupational Safety and Health Act

PWS Performance-Based Work Statement

SS Services Summary

APPENDIX B

Plants Minimum Requirements Size and Required Quantity of Trees

Japanese Name Common Name Height

(m)

Circumference

(cm)

Quantity

(EA)

Manila yashi Christmas Palm 3 50 22

Areca (4 Trunks/tree) Bamboo Palm 4 20-25 20

Yaeyama yashi Satake Palm 3 70 6

Shimatoneriko Himalayan Ash 3.5 21 8

Total Trees 56

APPENDIX C

Location Maps

(The location map will be emailed to interested parties upon request. )