Attachment_1_-_GM_PWS-2_Jun_15_(Final).pdf

PERFORMANCE-BASED WORK STATEMENT (PWS)

FOR

GROUNDS MAINTENANCE SERVICES

AT U.S. ARMY INSTALLATIONS IN OKINAWA JAPAN

2 June 2015

FA5270-15-R-0004

ATTACHMENT 1: PWS

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 2

2 SERVICES SUMMARY 5

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 6

4 GENERAL INFORMATION 6

5 APPENDICES 15

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, labor, manpower, equipment/machinery, appropriate license(s) and qualification(s) necessary to perform and accomplish grounds maintenance services at the following U.S Army Installations in Okinawa, Japan: Torii Station, Bolo Point, Naha Port, Naha Annex, Chimuwan Tank Farm #1, 2 & 3, Kuwae Tank Farm #1 & 2, White Beach, and Patrol Road Petroleum Oils and Lubricants (POL) Line. (see Appendix C for maps of area)

1.1. BASIC SERVICES.

The contractor shall perform grounds maintenance services in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat and professional appearance as it is indicated in Appendix B, Estimated Workload Data, and Appendix C, Maps/Site Plans.

1.1.1. Improved Grounds. Grass, grass around trees, shrubs and hedges shall be maintained on all improved grounds at the areas indicated in Appendix C, Maps/Site Plans. Areas identified as improved grounds require additional maintenance and higher levels of workmanship. Improved grounds are identified as high visibility areas such as around the headquarters buildings, the main access gates, and parade grounds, and are frequently visited by high-ranking military and government officials. The contractor shall maintain grass height on improved grounds between two (2) to four (4) inches from the ground at all times, and shall maintain a well-manicured appearance.

1.1.2. Semi-Improved Grounds. Grass, grass around trees, shrubs and hedges shall be maintained on all semi-improved grounds at the areas indicated in Appendix C, Maps/Site Plans.

Areas identified as semi-improved grounds require maintenance of a lesser degree than improved grounds. These areas are normally in outlying or low visibility locations. The contractor shall maintain grass height on semi-improved grounds between four (4) to fourteen (14) inches from the ground at all times, and shall maintain a well-manicured appearance.

1.2. SPECIAL REQUIREMENTS.

1.2.1. Seed Heads and Weed Control. Weed control is defined as mowing or removal of weeds.

All weeds longer than four (4) inches in improved areas and fourteen (14) inches in semi-improved areas grown vertically shall be removed. Dead weeds and/or cut weeds shall be removed. Seed heads and other weeds that grow faster than normal grasses shall be cut in accordance with paragraph 1.1.1., 1.1.2. & 1.1.3. regardless on the frequency of performance.

1.2.2. Edging. Sidewalks, driveways, curbs, parking areas and other concrete or asphalt edges located in improved grounds areas shall be edged. Grass shall not extend over the edge of these areas. Unwanted weeds and vegetation along edges, joints and cracks shall be removed and disposed of when edging is performed.

1.2.3. Trimming. Grass and weeds shall be trimmed around trees, shrubs, hedges, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles.

Trimming height shall match surrounding area grass heights. This task involves all improved and semi-improved grounds as shown in Appendix B. Trimming shall be accomplished using a nylon cord on hand-operated equipment.

1.2.3.1. Trees. Contractor shall trim trees in all of the areas under this contract except all Mokumaos (Casuarina Litoria L.) and other types of trees higher than seven (7) feet high from the ground. Trees shall be healthy, well groomed, free of browning foliage and dead limbs, and shall be maintained to their natural growth. The contractor shall be responsible for any branches, limbs, trunks or parts of trees that require trimming, except all Mokumaos and other types of trees higher than seven (7) feet high from the ground.

1.2.3.2. Shrubs. Shrubs shall be trimmed and pruned to enhance the beauty and health of the plants. Shrubs shall be trimmed and maintained at a height of three (3) feet along roads, streets, and sidewalks. Shrubs in other locations shall be trimmed and maintained at a height of four (4) feet. New growth shall not extend more than six (6) inches beyond the previously groomed length. All shrubs shall be trimmed and maintained at no less than two (2) feet from buildings and other structures. Shrub beds shall be maintained free of litter and weeds.

1.2.3.3. Hedges. Hedges shall be maintained to their natural mature height and shape. Hedges shall be healthy, even and symmetrical, and free of browning foliage. New growth on hedges two (2) feet high or shorter shall not reach more than three (3) inches high. Hedges more than two (2) feet high shall be pruned when new growth reaches six (6) inches. Hedge rows shall be free from litter and weeds.

1.2.3.. Damage to Plants. Damage to trees, shrubs and hedges from trimming shall be repaired by the contractor. If a plant should die or become unhealthy due to damage, the contractor shall be responsible for replacing the damaged plant with a plant of equal size and type at no cost to the Government. Plant replacement shall occur within 15 days of noticed damage.

1.2.5. Grass Clippings and Debris Removal.

1.2.5.1. Grass clippings and debris shall be collected, removed and properly disposed of following each grass cutting operation. No accumulation of grass clippings or debris shall be left overnight in any area.

1.2.5.2. Grass clippings and debris shall be removed from French drains, catch basins, storm drains, and drainage ditches to prevent blockage. Grass clippings along roadways, parking areas, sidewalks and any paved ground areas shall also be removed.

1.2.6. Grounds Policing. The contractor shall perform general litter patrol in all areas scheduled for grounds maintenance prior to grass cutting operations. These areas shall include all scheduled grass cutting areas, rock beds, plant beds, and flowerbeds. The Contractor’s responsibilities shall include, but are not limited to, the removal and disposal of all debris, tree limbs (less than 6 ft. long or less than 70 lbs.), dry brush, fallen leaves, rocks, rodent habitats, paper, bottles, and cans, etc.

1.2.7. Disposal. The contractor shall dispose of grass clippings and all debris that is collected from grounds during normal operations. Disposal of all debris shall be done outside the U.S.

Government installation in accordance with the Japan Environmental Governing Standards (JEGS) and Prefectural Laws. The contractor shall take reasonable efforts to have green wastes (grass clippings, branches, etc.) recycled.

The contractor shall provide the COR a monthly report showing quantities of refuse collected and diverted from landfill (i.e. mulched, composted and green cycled).

1.2.8. Preservation of Facilities, Property, and Grounds. The contractor shall be responsible for all damages resulting from the contractor’s grass cutting performance and shall report them to the COR upon occurrence. Any damage resulting from the contractor’s vehicles or operations shall be repaired within seven (7) calendar days upon notification from the COR at no additional cost to the government. Repairs shall be equal to the original condition and subject to approval of the COR.

1.2.8.1. Protection of Facilities and Property. The contractor shall take all necessary precautions to protect Government property and Government personnel property. During the contractor’s performance near the facilities, vehicles, or other Government personnel/property, the contractor shall use a protection net or any equivalent equipment or tools to protect them from any damages resulting from the contractor’s operation.

1.2.8.2. Scalping Grounds. Scalping is defined as cutting the grass so short as to permanently injure, kill or remove the grass. Precautions shall be taken to prevent scalping, uneven mowing, or rutting caused by equipment, damage to trees, shrubs, fire hydrants and all Government Property. The contractor shall repair turf and replace shrubs, trees and government owned property, damaged by mowing operations. The contractor shall be responsible for repairing damaged areas. Shrubs and trees damaged by the contractor during mowing operations shall be replaced with like type and size by the contractor. Damage to government property shall be repaired or replaced by the contractor. No mowing shall be performed with dull blades. Should scalping occur, the contractor shall be responsible for immediate replacement, reseeding or sodding the area to return it to its original condition.

1.2.9. Base Perimeter/Interior and Exterior Security Fences. A “clear zone” shall be established at all base interior and exterior perimeter fences. The clear zone for the perimeter and security fences, as identified in Appendix B, shall extend twenty (20) feet from the fence horizontally on both sides of the fence (inside and outside the fence) and fifteen (15) feet vertically from fences unless limited by natural barriers or legal boundaries. A vertical clear zone shall be established at all edges of maintained grounds such that all vines, trees, weeds, grass and other vegetation does not overhang the mowed areas and security fences.

1.2.10. Schedule. The contractor shall prepare and submit a monthly schedule to the COR at least ten (10) calendar days prior to the start of performance. This schedule shall indicate areas where the performance will occur, performance dates and frequencies.

1.2.10.1. In the event the schedule requires a change, the following procedures shall be taken;

(1) If the change is contractor-caused or due to inclement weather, the contractor shall inform the COR a minimum of 24 hours prior to the requested or revised performance schedule taking effect.

(2) If the change is Government-caused, the contractor shall report the change immediately to the COR. The COR shall then coordinate with the Using Agency to validate the claim and report the results to the CO for necessary actions to be taken thereafter.

1.2.11. Schedule and Frequency.

1.2.11.1. POL Line Valve Box. The contractor shall notify the COR seven (7) days prior to the start of performance for these valve boxes. The contractor shall coordinate with the COR for key control.

1.2.11.2. Bldg 123, Torii Station, Bldg 100, Naha Annex, Bldg 1007, Bolo Point, Bldg 1147, and White Beach. The contractor shall perform the grounds maintenance services for 78th Signal Battalion Facility once a month. The COR shall notify the contractor 7 days prior to the start of performance.

1.2.12. Typhoon Seasons. The contractor shall report and submit photos to the COR of any objects and items brought on site by typhoons considered obstacles to perform the ground maintenance, such as but not limited to fallen and broken trunks, trees, signs.

2. 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.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

NONE

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL.

4.1.1. The Contractor is required to control the quality of services delivered to the Government.

The overall quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.1.2. Records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

4.2. QUALITY ASSURANCE.

The government will periodically evaluate the contractor’s performance by appointing a COR to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through Periodic Inspections on-site 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.

Performance Objective PWS Para.

Performance Threshold

Maintain Improved Grounds Grass is maintained within proper height 2-4 inches. Grounds are policed and all debris removed prior to cutting. All tasks associated with improved ground maintenance properly performed.

1.1.1 Meet standards no less than 95%

of the time

Maintain Semi-Improved Grounds

Grass is maintained within proper height 4-14 inches. Grounds are policed and all debris removed prior to cutting. All tasks associated with semi-improved ground maintenance properly performed.

1.1.2 Meet standards no less than 95%

of the time

4.2.1. Contracting Officer’s Representative(s) (COR). The COR(s) is/are 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 offeror.

4.2.2. The COR will inform the contract manager in person when discrepancies occur and will request corrective action. The COR 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 the Contracting Officer (CO) and not to the COR.

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

4.3. SECURITY REQUIREMENTS.

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

4.3.1. 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 of work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the CO 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.

4.3.2. The contractor shall submit a request for base passes for his employees to the 18th Contracting Squadron, Attention: 18 CONS/LGCB, Kadena Air Base, for recommendation of approval by the Pass and ID Section. After approval from 18 CONS/LGCB, the contractor shall follow the instructions for acquiring designated pass for entry into applicable Army facilities at Camp Foster, Bldg 456, at DSN 645-2239/7519 or from off base dial 098-970-2239/7519.

4.3.3. Contractor personnel desiring entry into Petroleum Oil Lubricants (POL) facilities (Kuwae Tank Farm #1 & 2, Chimuwan Tank Farm #1, 2 & 3 and White Beach Tank Farm) must obtain a POL security badge in addition to the above standard pass. For POL Badges follow the instructions from Defense Logistics Agency-Energy Okinawa (DLA-Energy Okinawa), Bldg 53135 at DSN 632-4707 or from off base dial 098-938-1111 (Operator) and then dial the

DSN632-4707.

4.3.4. For vehicle access, follow the instruction from Vehicle Registration, Bldg 5638, Camp Foster, at DSN 645-3200 or from off base dial 098-970-3200. The prime contractor shall be responsible for all passes issued to his/her or his subcontractor’s employees under this contract.

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.

Contractor employees will be required to display identification badges.

4.4. 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.

4.4.1. Key Control (When applicable). 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. The contractor shall not duplicate any keys issued by the Government. The contractor shall coordinate with the COR to obtain keys for work areas that are fenced-in. The contractor shall return the keys to the COR before close of business every day. Failure to do this may result in refusal of key use by the Government.

4.4.1.1. The contractor shall immediately report the loss of a duplicate key to the COR

4.4.1.2. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the CO, 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 (CO).

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

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: 0700 through 1800 hrs, Monday through Sunday.

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. The contractor’s responsibilities for emergency support are described in Section 1.

4.5.3. 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 COR 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.

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

4.7. RECORDS.

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 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.

4.8.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Army Fire Dept at 911 and the COR. The liability for the spill or release of such substances rests solely with the contractor and its agent. The contractor is responsible for spill clean-up, remediation and disposal in accordance with appropriate laws and regulations.

4.8.3. Use of Hazardous Materials. The contractor’s use of any hazardous materials will require the submittal of a Material Safety Data Sheet (MSDS) in English and in Japanese for each item utilized. The contractor shall prepare to obtain the approval through the COR from the Fire Department, Safety and the Environmental Office prior to the use of the item. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The contractor shall be responsible for the proper handling, labeling, storage and disposal of hazardous materials in accordance with all existing laws and regulations set forth by the Prefecture Government of Okinawa, Japan.

Storage of hazardous material on the installation is prohibited and all hazardous material will be removed from the installation at the end of each work day.

4.9. GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and CORS, 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.

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) http://www.osha.gov/, Japan Environmental Governing Standards (JEGS) by US Force Japan and general safety requirements of EM 385-1-1, dated 03 November 2003, “US Army Corps of Engineers, Safety and Health Requirements Manual”. See website address http://www.usace.army.mil/usace-docs/eng-manuals/em385-1-1/toc.htm for this regulation.

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

4.10.6.1. While working on Kadena, Okuma, Camp Shields, or Torii Station, call Kadena Dispatch at 098-934-5911 or 098-962-9445.

4.10.6.2. While working on Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp Kinser, call Foster Dispatch at 098-911-1911.

4.10.6.3. While working on White Beach at 098-954-1400 or 1411.

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

4.10.8. 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.

4.10.9. 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.

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

4.10.11. 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.

4.10.12. All safety precautions shall be exercised when working in and around POL storage facilities. All contractor equipment shall be equipped with proper safety and noise-limiting devices and shall be kept in safe operating condition at all times.

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

4.10.14. All contractor employees entering POL areas shall not have matches or lighters in their possession. Smoking is prohibited at POL Facilities (Kuwae Tank Farm 1, 2, Chimuwan Tank Farm 1, 2 & 3, White Beach Tank Farms and POL Patrol Road). The contractor shall ONLY smoke in designated areas at Torii Station, Bolo Point, Naha Port and Naha Annex.

4.10.15. The contractor shall follow the US Army Regulation, Appendix D,4-3(a). (1), for usage of flammable liquid.

4.10.15.1. The contractor shall not use flammable liquid containers that do not meet Japanese Safety Requirements. Flammable containers, like plastic pet bottles shall NOT be used as a portable container for the usage of nylon cords.

4.10.16. Fire & Emergency Services.

The contractor shall be responsible to follow the Fire & Emergency Services (USAG-J Reg 420- 90). See website address http://www.wsmr.army.mil/pdf/AR420_90.pdf.

4.11. PARTNERING AGREEMENT.

The CO may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment. Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the civil engineer manager, the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

4.12. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.41.

IAW DoDI 3020.41, Operational Contract Support, paragraph 2(c), it is determined that Grounds Maintenance Services at U.S. Army Installations in Okinawa, Japan, have been identified by the Functional Commander/Director as an essential service.

4.13. PHASE OUT.

4.13.1. If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be, for 30 days after receipt of a notice from the CO. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of the required services.

4.13.2. The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor.

With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

4.14 PUBLICATIONS.

4.14.1. Compliance with all publications, regulations and operating instructions provided by the Government is required when:

4.14.2. 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.

4.14.3. The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

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

4.15. CONTRACTOR PERSONNEL

4.15.1. 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.

4.15.1.1. 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.

4.15.1.2. The contract manager or alternate shall be available during normal duty hours within two (2) hours to meet on the installation with government personnel (designated by the CO) to discuss problems. After normal duty hours the manager or alternate shall be available within four (4) hours.

4.15.2. 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.

4.15.2.1. 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.

4.15.2.2. 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.

4.15.2.3. 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.

4.16. JAPANESE ROAD LAWS

4.16.1. 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:

4.16.1.1. 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.

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

4.16.2. 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.

4.17. REQUIRED INSURANCE by JAPANESE LAW

4.17.1. 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.

4.17.1.1. Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or U.S. Dollar ($) equivalent Bodily Injury Insurance Amount: ¥30,000,000 or U.S. Dollar ($) equivalent

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

4.17.2. 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.

4.18. CONTRACTOR MANPOWER REPORTING (CMR).

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://contractormanpower.army.pentagon.mil or https://cmra.army.mil The required information includes: (1) the Contracting Office, CO and COR; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors);

(6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in and overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period will be the period of performance not exceed 12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year.

4.19. 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.

5. APPENDICES

A. Acronyms & Abbreviations List

B. Estimated Workload Data

C. Maps/Site Plans

D. US Army Regulations

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative(s)

DEPT Department

DLA Defense Logistics Agency

DOD Department of Defense

OSHA Occupational Safety and Health Act

PWS Performance-Based Work Statement

SS Services Summary

POL Petroleum Oil Lubricants

APPENDIX B

ESTIMATED WORKLOAD DATA

AREA ESTIMATED QUANTITY

1 Month Acre (Total Acre of 1 Year) US ARMY IMPROVED GROUNDS

Torii Station 48.2 (578.4)

Naha Port 3.3 (39.6)

TOTAL ESTIMATED QUANTITIES: 51.5 (618.0)

US ARMY SEMI-IMPROVED GROUNDS ESTIMATED QUANTITY(Acres)

Torii Station 31.6 (379.2)

Naha Port 14.6 (175.2)

Naha Annex (Bldg 100) 0.7 (8.4)

Bolo Point (Bldg 1007) 0.4 (4.8)

White Beach (Bldg 1147) 0.3 (3.6)

TOTAL ESTIMATED QUANTITIES: 47.6 (571.2)

DLA FACILITIES IMPROVED GROUNDS ESTIMATED QUANTITY(Acres)

Kuwae Tank Farm #1 9.8 (117.6)

Kuwae Tank Farm #2 63.8 (765.6)

Chimuwan Tank farm #1, 2, and 3 33.2 (398.4)

White Beach 9.2 (110.4)

TOTAL ESTIMATED QUANTITIES: 116.0 (1,392.0)

DLA FACILITIES SEMI-IMPROVED GROUNDS ESTIMATED QUANTITY(Acres)

Kuwae Tank Farm #1 4.0 (48.0)

Chimuwan Tank Farm #1, 2 and 3 48.3 (579.6)

White Beach 8.6 (103.2)

Patrol Road POL Line 2.6 (31.2)

TOTAL ESTIMATED QUANTITIES: 63.5 (762.0)

GROUND TOTAL ESTIMATED QUANTITIES: 278.6 (3,343.2)

APPENDIX C

MAPS/SITE PLANS

(*Note: each drawing is attached and provided separately).