Attachment_1_PWS_dated_16Dec14.pdf

RFQ NO: FA5270-15-T-0020

ATTACHMENT 1: PWS

PERFORMANCE BASED WORK STATEMENT

FOR

FY15-17 Monitoring of Endangered Species, Sea Turtles

Directorate of Public Works (DPW), Okinawa, Japan U.S. Army Garrison Okinawa (USAG-O)

16 Dec. 2014

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 2

2 SERVICE SUMMARY 9

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 9

4 GENERAL INFORMATION 9

5 APPENDICES 19

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, labor and all travel expenses necessary to conduct monitoring of Threatened and Endangered Species(TES) (Sea Turtles) as defined in the Japan Environmental Governing Standards (JEGS), located in or migrating through U.S. Army Garrison Okinawa (USAG-O), Directorate of Public Works installations. This project focuses on monitoring sea turtles and preparation of reports in order to comply with the JEGS requirements to develop an effective conservation plan and take responsible steps to protect TES and their habitats.

1.1. BASIC SERVICES.

1.1.1. Monitoring of Sea Turtle Tracks and Nests

1.1.2. Analysis of Sand Softness

1.1.3. Examination of Hatching Success

1.1.4. Basic Information

1.1.4.1. Background

The Loggerhead Turtle (Caretta caretta), Green Turtle (Chelonia mydas), and Hawksbill Turtle (Eretmochelys imbricata) are known to land and nest on the beaches of Japan. The Loggerhead is the dominant sea turtle in Japan. In Okinawa, these three (3) species of sea turtles come ashore at night during nesting season, which ranges from April to November, peaking in May through July. Field surveys were conducted on Torii Beach to evaluate the beach as a sea turtle nesting ground in 2009. Field surveys included a topographical profile survey, sand compaction tests, sand particle size analysis, and temperature monitoring of dummy clutch sites.

Loggerhead or Green Sea Turtle nests were observed during monitoring from 2010 to 2014.

Loggerhead Sea Turtles lay eggs in April through July on Torii Beach and hatch two months later, and Green Sea Turtles lay eggs in May through August in Japan.

1.1.4.2. Criteria and Regulations Applicable regulations and criteria as follows:

Japan Environmental Governing Standard (JEGS), December 2012, Chapter 13 U.S. Army Regulation (AR) 200-1, Environmental Protection and Enhancement, August 2007 U.S. Endangered Species Act of 1973

1.1.4.3 References The references below can be provided upon request after award:

Endangered Species Planning Level Survey 2010 , USAG-TS Monitoring of Sea Turtles, 2011-2013, USAG-TS and current 2014 monitoring

1.2. SPECIFIC REQUIREMENTS

1.2.1. Complete Pre-Field Activities. Work under this purchase order includes attending a start-up meeting which shall be held via teleconference call within five (5) calendar days of contract award to discuss the work plan, base access, and other related topics. Meetings and/or teleconferences shall be held throughout the project, as necessary. Plans shall be submitted in accordance with paragraphs 1.3.1 and 1.3.2 and accepted by the Torii Station Point of Contact (TS-POC) of U.S. Army Garrison Okinawa, prior to the commencement of the fieldwork.

1.2.1.1. Initiation Meeting and Draft Schedule. The contractor shall conduct an initiation meeting by teleconference or in-person with the TS-POC within two (2) calendar days of award of the contract. The contractor shall submit the minutes of the meeting, names of the project team members (leads), and draft schedule to the TS-POC within two (2) days following the meeting.

1.2.1.2. Start-Up Meeting. A start-up meeting either by teleconference or in-person shall be conducted with the TS-POC within 5 calendar days from the date of award of the purchase order. The TS-POC will identify the primary staff involved with the project and arrange for them to participate in the start-up meeting. The following are the topics for the start-up meeting:

Provide an overview of the project and objectives.

Discuss project schedule Discuss logistical requirements Discuss physical site conditions Identify data needs and gaps Identify potential obstacles, hazards, or conditions that would interfere with project completion Obtain additional information necessary to complete the project

The contractor shall prepare the minutes of the start-up meeting. The minutes will be subject to review by the Government and the contractor shall incorporate comments on the minutes and redistribute them as necessary.

1.2.1.3. Preparation of Work Plan. The contractor shall prepare a draft and final Work Plan (WP) within eight (8) calendar days prior to the field work that contains the contractor’s project schedule, survey plan, and qualifications of field researchers and marine biologists (see below section 1.2.3). The Government will review the draft WP and provide comments. The contractor shall incorporate these comments and submit the final WP for Government approval.

1.2.1.4. Site Safety and Health Plan. The contractor shall prepare a draft and final Site Safety and Health Plan (SSHP) within eight (8) calendar days prior to the field work. The SSHP shall discuss site-specific safety issues potentially encountered during field activities. The SSHP shall cover follow-on field activities and include potential hazards discovered. The contractor shall be responsible for reviewing all information provided and preparing the necessary documents concerning health and safety criteria, procedures, and practices sufficient to comply with the pertinent regulations to protect on-site personnel and the environment. The SSHP shall insure potential off-site receptors are not adversely impacted. The Government will review the submitted SSHP and provide comments on the submittal. After incorporating the review comments, the final SSHP can be submitted by e-mail for Government acceptance. These documents should be submitted separately from the other documents.

1.2.2. Field Work

1.2.2.1. Monitoring Sea Turtles and Nesting Sites. The contractor shall conduct the following field activities:

Base Year: 10 Apr -31 Aug 2015. If eggs are laid in late July and August, additional monitoring days (see 1.2.2.2, 3) can be used in September for monitoring of hatchlings and identifying hatching success rate (see 1.2.2.4).

Option Year 1: 10 Apr-31 Aug 2016. If eggs are laid in late July and August, additional monitoring days (see 1.2.2.2, 3) can be used in September for monitoring of hatchlings and identifying hatching success rate (see 1.2.2.4).

Option Year 2: 10 Apr-31 Aug 2017. If eggs are laid in late July and August, additional monitoring days (see 1.2.2.2, 3) can be used in September for monitoring of hatchlings and identifying hatching success rate (see 1.2.2.4).

1.2.2.2. Monitoring of Possible Nests at Torii Beach Each Year for Three Years. The contractor shall conduct monitoring approximately 110-115 times, including the following:

1) Regular/morning monitoring (five days a week from Friday to Tuesday) between 05:00 - 07:00 to find sea turtle tracks/nests and to monitor original nests with dummy clutches.

2) Relocation of the nests to assigned sites if the original nests are located in a risk area.

3) Additional monitoring: total twelve (12) days/times, including emergency days, requested days by TS-POC, and at night. It can be extended to the end of September of each year if eggs are laid in late July and August. Also, it can be extended to the end of September for preparation /clean up of relocation site for the following year.

The contractor shall support TS-POC (Bldg #234) for evacuation of eggs or hatchlings before a typhoon hits (Typhoon Condition 2). The contractor shall start monitoring when the typhoon condition is all clear.

TS-POC may monitor two (2) days a week, on Wednesday and Thursday. The contractor shall discuss a detailed schedule with TS-POC. The contractor shall consolidate the data/information that TS-POC observed into the report.

Daily field notes shall be prepared and submit to TS-POC on the same day when the sea turtle is observed. If the sea turtle is not observed, field notes shall be submitted within a week.

Each field monitoring shall be conducted by at least two contractor personnel.

1.2.2.3. Notification. When the contractor or TS-POC observes sea turtle nests or turtle crawls/tracks, the contractor or TS-POC need to inform each other within an hour.

1.2.2.4. Hatching Success Rate. One or two weeks after hatchings occur, the contractor shall visit the nest to count the number of eggs to identify the hatching rate of the sea turtles.

1.2.2.5. Monitoring of Dummy Egg Nest. The contractor shall identify impacts on sea turtle nests from natural condition changes such as typhoons at Torii Beach. The contractor shall bury the dummy eggs in at least three (3) locations designated by TS-POC where the original nest was observed. The contractor shall install markers and automatic temperature recorders at the dummy nests to monitor the original nest condition. The contractor shall also record the depth of the dummy clutch below the ground surface every week to evaluate any erosion until all of the eggs have hatched.

1.2.2.6. Monitoring of Relocated Nests. The contractor shall set markers and automatic temperature recorders at the relocation site next to the relocated nests. The contractor shall remove the temperature recorders to estimate the hatching schedule and return the recorders to the sites after the estimation.

1.2.2.7. Sand Softness Measurement. The contractor shall conduct sand compaction tests in order to measure the softness of the sand as follows:

1) Place a steel bar vertically on a survey point.

2) Drop a steel weight (2,500 grams) five (5) times from 50 cm above the bar.

3) Measure how deep the bar sinks below ground surface in centimeters.

4) Record the average of the three (3) tests as the softness of the test site.

1.2.2.8. Sand Particle Size Analysis. The contractor shall analyze the particle size of the sampled sand at a laboratory to assess particle size distribution. The contractor shall dry the sand prior to the analysis. The contractor shall categorize the sizes of the sand particles as follows:

1) < 0.212 mm

2) 0.212-0.5 mm

3) 0.5-1 mm

4) 1-2 mm

5) 2-4 mm

6) > 4 mm

1.2.2.9. Notification of Another TES. If the contractor encounters another TES sea turtle species, including any stranded sea turtles on Torii Beach, the contractor shall report the observed information to TS-POC and include it in the report.

1.2.2.10. Geographic Information System Data. The contractor shall record the locations of original nests, relocated nests, and dummy eggs using the Global Positioning System

(GPS). The contractor shall record the locations using a GPS device and X-Y coordinate data shall be provided in the report. The contractor shall provide the Geographic Information System (GIS) data for the location. GIS files shall be provided in World Geodetic Systems of 1984 (WGS84) horizontal datum, Mean Sea Level (MSL) vertical datum, and the Universal Transverse Mercator. Zone and projection are to be discussed and determined later during the start up meeting. Metadata shall accompany the GIS files. Data Standards for Facilities, Infrastructure & Environment (SDSFIE) format, Version 2.6 or later and the Spatial Data Standard format shall be used.

1.2.2.11. Education. The contractor’s Marine Biologist (see below 1.2.3.1.a) shall provide a one-time training/guidance on the sea turtles of Torii Beach, Japan, the U.S., and worldwide including current issues to TS-POC and U.S. Army personnel.

1.2.3. QUALIFICATIONS

1.2.3.1. Key Personnel Qualifications. As required, the contractor shall employ, either directly or through subcontract, personnel with the following qualifications:

a. Marine Biologist: Shall have, at a minimum, a doctoral degree in biology or other related field. The Marine biologist shall have at least five (5) years of experience working on sea turtle-related activities in Japan and shall have published scientific/academic papers on sea turtle-related activities. He/she shall be able to coordinate with the Sea Turtle Association of Japan, if required. He/she shall be licensed by the Okinawa Prefecture Government to deal with sea turtles.

b. Field Researchers: Shall have experience conducting monitoring of sea turtles tracks and nests for at least three years.

1.2.3.2. Key Personnel Submittal. The contractor shall submit the required documents specified below. Key personnel information supplied will be used for selection purposes.

a. Resume. The contractor shall submit the resume for the Marine Biologist and field researchers to demonstrate their professional experience.

b. Copies of Published Papers. The contractor shall submit five (5) published scientific/academic papers on sea turtle-related themes completed within the last 10 years that provides the title of the article/paper, publisher, date of publication, a short synopsis of the article/papers agency or organization for which the work was performed, and its period.

c. Certification . The contractor shall submit one doctor degree for Marine Biologist.

1.2.3.3. Key Personnel Requirement. The contractor shall employ, either directly or through subcontract, personnel adequate in numbers, skill, and qualifications to accomplish the work required in conformance with the PWS. If, during the performance of this contract, the contractor must utilize Marine Biologists other than those submitted for this contract, such substitution shall not be made without prior written approval of the contracting officer or his/her authorized representative. If key personnel are found to devote less effort than stated in the proposal or are performing unsatisfactorily, the Contracting Officer (CO) or TS-POC may direct replacement of such personnel as appropriate. A bilingual (English and Japanese) staff member shall be available as required by the TS-POC.

The information developed, gathered, and assembled in fulfillment of the contract required as defined in or related to the PWS shall not be released by the contractor, their consultants, subcontractors or associates without prior coordination and approval by the CO. The information developed, gathered, and assembled in fulfillment of the contract requirements as defined or related to the PWS will become the complete property of the Government. The contractor shall not use the information for any purpose at any time without the written consent of the CO. The contractor or his subcontractors shall not make available to the news media or publicly disclose any data generated or reviewed under this contract. The contractor shall not release any news articles concerning this project without the consent of the CO. When approached by the news media, the contractor shall refer all questions to the CO or TS-POC for a response.

1.3. SUBMITTALS

1.3.1. Start-up Meeting Minutes. The contractor shall submit the minutes of the meeting in English via e-mail within three (3) calendar days of contract award. A copy of the minutes will be provided to each participant.

1.3.2. SSHP. The contractor shall submit one electronic copy of the SSHP in English via e-mail within three (3) calendar days of contract award.

1.3.3. Report. The contractor shall prepare and submit a Draft (electronic) and Final Report (electronic and hard copies) of the monitoring of sea turtles on Torii Beach in English.

For Base Year, the Draft/Final Report shall include the data, analysis, discussion of 10 Apr- 10Aug or 31 Aug 2015. It shall also include the data from TS-POC. The contractor shall also consolidate all of the previous years’ reports/results and provide a consolidated discussion of the sea turtles at Torii Beach.

For Option Year 1, the Draft/Final Report shall include the data, analysis, discussion of 10 Apr- 10Aug or 31 Aug 2016. It shall also include the data from TS-POC. The contractor shall also consolidate all of previous years’ reports/results and provide a consolidated discussion of the sea turtles at Torii Beach.

For Option Year 2, the Draft/Final Report shall include the data, analysis, discussion of 10 Apr- 10Aug or 31 Aug 2017. It shall also include the data from TS-POC. The contractor shall also consolidate all of previous years’ reports/results and provide a consolidated discussion of the sea turtles at Torii Beach.

The Draft Report shall be submitted within 50days after completion of the last monitoring event each year. The Government shall have a minimum of 20 calendar days from receipt of the Draft Report to review the report and provide comments.

The Final Report shall be submitted within 30 days following receipt of the Government’s comments each year. Final Report shall be provided no later than 25 Dec of each year.

The following information, at a minimum, shall be included in the report:

Date, weather, location maps with GPS coordinates/copies of field notes Identification of T&E sea turtle species and nest locations with GIS data The number of each sea turtle nest/species observed Photos of nests, crawls, tracks and other activities Brief drawings of tracks Detailed site information of T&E sea turtle species Compare fecundity of sea turtle with the results of previous years and other areas Procedures used to measure sand softness and analysis of sand particle size Discussion of dummy egg monitoring Results of sand analysis and particle size Compare softness of sand and particle size with the results of previous years and other areas.

Consolidated discussion of sea turtles at Torii Beach Recommendations for future management of sea turtle habitat at Torii Beach

All “hard copy” deliverables shall be submitted on recycled-content paper, printed double-sided unless otherwise specified. The draft and final reports shall consist of 8½” by 11” pages with all drawings folded, if necessary, to this size. Any full-size maps and/or drawings generated shall be individually folded and enclosed as part of the report but not attached. All site drawings shall be of non-scale with sufficient detail to show interrelations of major features on the site map (i.e., north arrows, keys, scales, etc.). Data may be combined to reduce the number of drawings.

All pages shall be numbered and of adequate legible quality suitable for reproduction.

The draft report shall be submitted spiral-bound or equivalent, with numbered lines on each text page, and with 1.5 line-spacing.

The final reports shall be submitted in white clear-view 3-ring binders, each with the title of the project on the front covers and spines. The “hard copy” of the final report shall be single-spaced using a professional page format. Maps (both hard copy and electronic) shall be provided in accordance with a format approved and coordinated with TS-POC. (This could further be discussed during the project start-up meeting.) Report must be in English and the electronic data to be provided (test data, photographs, maps, etc.).

1.3.4. Addresses. The contractor is responsible for delivery of each submittal to the address below in the quantities indicated. The contractor shall notify TS-POC four (4) business days before each submission and provide a transmittal letter for the enclosure with the submission package.

ORGANIZATION DRAFT REPORT FINAL REPORT

USAG-O, Environmental Div. via e-mail 2 hard copies+ 2 CD ROMs Unit 35115 ATTN: IMPC-JP-PW-EM-O (Ms. Ikema)

APO AP 96376-5115

tomoko.ikema.ln@mail.mil

1.4. SCHEDULE

1.4.1. The period of this purchase order shall be 260 calendar days following the award of the contract. During the progress of the work, TS-POC will contact the contractor to assure that the work is being successfully directed to the satisfaction of the primary project management concerns. The following anticipated work schedule shall be used. It is essential that the submission of all reports be timely.

1.4.1.1. If the change is contractor-caused or due to inclement weather, the contractor shall inform the TS-POC a minimum of 24 hours prior to the requested or revised performance schedule.

1.4.1.2. If the change is Government-caused, the contractor shall report immediately to the TS-POC on the change.

Performance and Submittal Schedule

BASIC TASK PERFORMANCE PERIOD

(AFTER DATE OF CONTRACT AWARD)

Performance Months

Start-Up Meeting Within 5 calendar days

Start-Up Meeting Minutes Within 2 calendar days

Submittal of SSHP (Draft) and Work Plan

Within 8 calendar days

Government Review of SSHP and Work Plan

Within 2 calendar days

Begin Fieldwork Within 5 calendar days 10 Apr each year

End Fieldwork Within 150 calendar days 10 Apr - 31 Aug each year

Submit Draft Report Within 50 calendar days 1 Nov each year Government Review 20 calendar days for Gov’t Review

Submit Final Report & Data Set

Within 30 calendar days

Due Date of Completion 31 Jan each year

2. SERVICE SUMMARY (SS)

Performance Objective PWS Para Performance Threshold Coordination & Pre Field Activity 1.2.1 90% of the time Field Work 1.2.2 98% of the time Report 1.3.3 98% of the time

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. There are no Government-furnished property and services to be provided to the contractor.

Any damages to U.S. Government properties caused by the contractor shall be restored at no cost to the U.S. Government.

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL.

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.

4.1.1. Quality Control Program. The contractor shall provide a complete Quality Control Program (QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the requested services listed in the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall submit the QCP to the CO for review no later than when the contract starts. The contractor shall update the plan as changes occur and changes shall be submitted for review by the CO.

4.1.2. QCP Records. The contractor’s QCP shall contain, at a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

4.1.3. Inspection of Records. 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 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).

4.3. 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 obtaining commercial vehicles on base and allow for 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 the U.S. military installations 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 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.

The contractor shall submit a request for base passes for his employees to the 18th Contracting Squadron, Attention: 18 CONS/LGCA, Kadena Air Base, for recommendation of approval by the Pass and ID Section. After approval from 18 CONS/LGCA, 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.

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. At the close of each work period, Government facilities, property, and materials 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. Report of lost keys. The contractor shall immediately report the occurrences of a lost of duplicate key to the CO.

4.4.1.2. Replacement of keys. 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 to the contractor.

4.4.1.3. Prohibition of use keys. 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 the contractor’s employees to permit entrance of persons other than the contractor’s employees engaged in the performance of assigned work in those areas or personnel authorized entrance by the 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. 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 provide required regular services between 0400 hrs to 2600 hrs, Monday through Sunday, except for emergency service calls (para 1.2.2, #3) and the following days:

DAY HOLIDAY

First Day of January New Year's Day

Third Monday of January Martin Luther King, Jr. Birthday

Third Monday of February President’s Day Last Monday of May Memorial Day Fourth of July Independence Day * First Monday of September Labor Day

Second Monday of October Columbus Day 11 November Veteran’s Day * Last Thursday of November Thanksgiving Day 25 December Christmas Day *

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. When the contractor needs to work on U.S. holidays, weekends or overtime hours, the contractor shall submit a written request memorandum to the TS-POC through 18th Contracting Squadron.

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

4.6.2. Heating, ventilation and air conditioning systems. 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. Water faucets or valves shall be turned off after the required use has been accomplished.

4.6.4. Telephones. 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, 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) and requirements regarding environmental protection. In the event that 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 Title 40 Code of Federal Regulations Chapter 302 (40 CFR 302) 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 materials handling. This includes hazardous materials.

4.9. GOVERNMENT OBSERVATIONS.

Government personnel, other than CO and TS-POC, may from time to time, 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. Conformation. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.10.2. Safety measures. Perform work in a safe manner as required by Occupational Safety and Health Administration (OSHA) 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) at web site as follows:

http://www.usfj.mil/Documents/References/JEGS/2010%20Japan%20Environmental%20Govern ing%20Final.pdf. In addition, the contractor shall follow the "Contractor Safety Requirements," (see an attachment). The applicable sections of the aforementioned publication include, Section I, Section II and Section IV. In accordance with the "Contractor Safety Requirements," Section II, the contractor shall report any accidents to the TS-POC. The contractor will be responsible for instructing his employees in safety measures considered appropriate. (See Section V of the Attachment). 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. The general safety requirements of EM 385-1-1, dated 15 September 2008, “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. This regulation and OSHA 2206, “General Industry, Occupational Safety and Health Administration Safety and Health Standards (29 CFR 1910)” will both be complied with during all contractor activities. See website address for OSHA regulation at http://www.osha.gov/.

4.10.3. Safety Plan. 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. Prevention of Damage. 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. Subcontractor. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

4.10.6. Records and Report. 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. Accident and Mishap. 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 contracting officer.

4.10.8. Investigation. 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.

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

4.10.10. Availability of Building/Facility. The building/facility to be worked on will be occupied during the contract period. The contractor shall provide safe access at all times for building/facility occupants or exit hallways, which require joint use.

4.10.11. Security Police and Fire Protection. Any suspicious or unexpected situations that might threaten or damage the facilities or performance required under this contract, the contractor shall notify Security Police and/or the Fire Department at 911.

4.10.12. Smoking area. The contractor shall only smoke in designated areas.

4.11. SPECIAL QUALIFICATIONS.

The contractor shall obtain from the appropriate authority permits for collection, removal, transportation, and disposal of waste and shall be responsible for any permits or fees associated with the use of off-base disposal facility or site. The contractor shall provide a copy of all permits to the CO for verification.

4.12. PARTNERING AGREEMENT.

The contracting officer 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.

4.13. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.41.

This service is determined to be non-essential for performance during a crisis according to DODI 3020.41, Operational Contract Support, paragraph 2.c. In the event of a crisis, the contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with this PWS.

4.14. PHASE OUT.

4.14.1. Familiarization. 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. During the phase-out familiarization period, the incumbent will be fully responsible for the work.

4.14.2. Site Visit. 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 a contractor 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.

4.15. PUBLICATIONS.

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

4.15.2. Publications, Regulations and Instructions. 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.

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

4.15.4. Requirement of the Latest Version. The contractor is required to acquire and work on the latest version of the publication.

4.16. CONTRACTOR PERSONNEL

4.16.1. 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.

4.16.1.1. Act of Contact Manager and Alternate. 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.

4.16.1.2. Availability. 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.

4.16.2. 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.

4.16.2.1. Contractor’s Appearance. The contractor’s 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.

4.16.2.2. U.S. Government Employee. 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.

4.16.2.3. Off-Duty Active Military Personnel. 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.

4.17. JAPANESE ROAD LAWS

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

4.17.1.1. Prohibition to Damage Roads. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

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

4.17.2. Prevention of Accidents. 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.

4.18. REQUIRED INSURANCE by JAPANESE LAW

4.18.1. Maintenance of Vehicle. 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:

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

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

4.18.2. Certificates and insurance. Prior to the commencement of work hereunder, the contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing the 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.

4.19. SUBMISSION OF INVOICE.

The contractor shall process the invoice through the WAWF system with Invoice 2-in-1. The invoices shall be inserted into WAWF. The contractor shall notify TS-POC and 18 CONS before inputting into the system. The information will be provided by 18 CONS.

4.20. 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. The contractor shall start inputting the information within two months from award date and the contractor shall ask TS- POC and CO if the required information is not available or uncertain. The contractor shall input all of the required information without any missed inputs by 15 Sep each year and notify TS- POC or CO when it is inputted.

The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Representative; (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 an 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.

5. APPENDICES

A. Acronyms and Abbreviations List

B. Location Maps

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

CO Contracting Officer

CA Contracting Assistant

CFR Code of Federal Regulations

CS Contracting Specialist

CMR Contractor Manpower Reporting

DOD Department of Defense

GIS Geographic Information System

GPS Global Positioning System

JEGS Japan Environmental Governing Standards

OSHA Occupational Safety and Health Administration

POC Point of Contact

PWS Performance-Based Work Statement

QACP Quality Assurance and Quality Control Program

QCP Quality Control Program

SS Services Summary

SSHP Site Safety and Health Plan

TES Threatened and Endangered Species

TS-POC Torii Station Point of Contact

WAWF Wide Area Workflow

WP Work Plan

APPENDIX B

1) Map of Torii Station

Torii Station

2) Map of Torii Beach

Torii Beach

Gate