Security_Camera_Systems_PWS.pdf

PERFORMANCE BASED WORK STATEMENT

FOR

SECURITY CAMERA INSTALLATION SERVICES

718th CIVIL ENGINEERING SQUADRON

Kadena Air Base, Japan 14 July 2015

PWS Review by: CO/CA/CS _____________________Date:

Final Review : QAPC ______________________ Date:

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SERVICES SUMMARY 3

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 3

4 GENERAL INFORMATION 3-9

5 APPENDICES 10

1. DESCRIPTION OF SERVICES.

The contractor must provide all tools, equipment, material, and labor for the installation of security camera system(s) for dormitories on Kadena AB, Okinawa, Japan. The contractor must provide the personnel with expertise to test, plan, design, manage, and supervise the installation of the camera system and translate English to Japanese and Japanese to English. The contractor must also achieve the delivery order and date in accordance with the contract requirements upon award. A complete and usable product shall be furnished to the Government upon completion of this delivery order.

1.1. BASIC SERVICES.

The contractor will replace the existing security camera system with the new components, as well as install the remaining amount of cameras necessary to fulfill the entirety of the awarded amount. This installation shall include, but may not be limited to, drilling, affixing, and/or repairing areas of removal, if required.

1.2. SPECIAL REQUIREMENTS.

The contractor must make sure employees have the necessary identification and gate passes in accordance with U.S. military installation regulations prior to the start of this contract. 718 CES/CEHU will not provide escort personnel for the contractor.

2. SERVICES SUMMARY.

The contractor shall perform the service of providing both the requested product meeting the criteria specified in the contract, as well as providing installation of the requested security camera system at the specified location. This product will meet or exceed the minimum required specifications as required by the requester, to include resistance to environmental influences such as weather, pests, and vandalism (using additional security measures as required). Security system shall be installed according to regulations as required by local building code observed by 18 CEG safety inspectors. This includes electrical and structural installation practices. Cameras will be installed as agreed upon prior to installation start, utilizing constant communication to avoid placement issues. The final product will encompass secure affixation of the camera to the structure, proper routing of cables and power supply systems, affixation of the camera system monitor(s), and proper alignment of camera viewing angle. All required characteristics of the camera and recording system will perform to manufacturer advertised detail. The contractor will be held to the terms of the contract in all stages of installation and through the duration of any and all warranty, if provided. The contracting official, 718 CES/CEHU contract P.O.C, and the building Airmen Dorm Leader will be in sync with all communication from beginning to end of installation, and shall be present during the final inspection of the security system.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

The government will provide utilities such as water and electricity as required, but not guaranteed in the event of power outage either scheduled or unscheduled.

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. The government shall rely on the contractor's existing quality assurance systems as a substitute for government inspection and testing, when contracting for commercial services, unless market research indicates otherwise.

4.2 QUALITY ASSURANCE.

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

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

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

4.2.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).

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

4.3. SECURITY REQUIREMENTS.

Comply with 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. These regulations are available for review in the Contracting Office.

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 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.

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. NOTE: ALL REFERENCES TO KEYS ALSO INCLUDE KEY

CARDS. NO KEYS ISSUED TO THE CONTRACTOR BY THE GOVERNMENT SHALL

BE DUPLICATED. THE CONTRACTOR SHALL DEVELOP PROCEDURES COVERING

KEY CONTROL THAT SHALL BE INCLUDED IN THE QUALITY CONTROL PLAN.

SUCH PROCEDURES SHALL INCLUDE TURN-IN OF ANY ISSUED KEYS BY

PERSONNEL WHO NO LONGER REQUIRE ACCESS TO LOCKED AREAS.

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

4.4.1.2. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, re-key or replace the affected lock or locks;

however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

4.4.1.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

4.4.2. Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s Quality Control Plan.

4.5. HOURS OF OPERATION.

4.5.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: MON - FRI, 0800-1700, except federal holidays. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government.

4.5.1.1. 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.

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 REMOVED

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 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 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.

4.8.4 Hazardous Substance Handling. The contractor may be required to modify real property, which may cause the release of Asbestos containing material (ACM) into the air (if the material contains friable ACM contaminants). The award of this contract, if ACM abatement is included, shall incorporate the legally required measures necessary to contain and dispose of any ACM related material and actions.

4.9. GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and CORS, 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. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.10.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

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

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

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

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

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

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

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

4.11 TRAINING.

Personnel provided to perform installation of security camera systems must be qualified, skilled professionals that hold certifications in NFPA 70: National Electric Code (or local area equivalent).

4.13. 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.

4.14. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS.

This service is determined to be non-essential for performance during crisis according to DODI 3020.41, Operational Contract Support, paragraph 2.c. In the event of 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.

4.15. PHASE OUT.

4.15.1 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. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of security camera installation.

4.15.2 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.

4.16 PUBLICATIONS.

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

4.16.2 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.

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

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

4.17. CONTRACTOR PERSONNEL

4.17.1. 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.

4.17.1.1. 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.

4.17.1.2 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.

4.17.2. 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.

4.17.2.1. 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.

4.17.2.2. 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, Air Force Industrial Labor Relations Activities.

4.17.2.3. 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.

4.18 CONTRACTOR MANPOWER REPORTING

4.18.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

4.18.2 Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY) which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

4.18. JAPANESE ROAD LAWS

4.19.1. 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:

4.19.1.1. 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.

http://www.ecmra.mil/

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

4.19.2. 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.

4.20. REQUIRED INSURANCE by JAPANESE LAW

4.20.1. 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.

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

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

4.20.2. 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 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 Contracting Officer.

5. APPENDICES

A. Acronyms & Abbreviations List

B. Estimated Workload Data

C. Maps and/or Site Plans

D. Government Furnished Property/Services/Equipment

E. Publications/Forms

(NOTE: ADD ANY OTHER APPENDICES THAT MAY BE NEEDED)

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AF Air Force

AFB Air Force Base

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

DEPT Department

DOD Department of Defense

FAR Federal Acquisition Regulation

GR Government Representative

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition

PWS Performance-Based Work Statement

QA Quality Assurance

QCP Quality Control Program

SS Services Summary

USAF United States Air Force

APPENDIX B

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

1 Operate and Maintain EMCS 12 Mo

2 (LIST TYPE OF SYSTEM, MAKE, MODEL,

AGE)

(NOTE: ADD OTHER WORKLOAD DATA AS CONSIDERED APPROPRIATE.)

APPENDIX C

For floor plans for Bldg(s) 145, 176, 177, 613, 629, and 700, to include required camera installation locations, see attached.

(SEE ATTACHED)

APPENDIX D

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

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

Emergency Number for cell phone dialing

098-934-5911

Emergency Number for base dialing

Fire Protection 634-6011 Security Police 634-1880

APPENDIX E

PUBLICATIONS/INSTRUCTIONS

Applicable PWS Publication/Instruction /Name Date Paragraph/Chapter Paragraph

AFI 64-106, AF Industrial Labor Relations, 25 Mar 1994, Entire Document Applicable, PWS Para 4.17.2.2.

DoDI 3020.41, Contractor Personnel Authorized to Accompany the U.S. Armed Forces, 3 Oct 2005, Paras 5.6.2 & 6.2, PWS Para 1.14

(NOTE: WHEN ENTIRE PUBLICATION IS REQUIRED/MANDATORY PUT (ENTIRE

DOCUMENT APPLICABLE) INSTEAD OF CITING PARAGRAPH OR CHAPTER)

Dorm 700 and 613

Dorm 176, 177, and 629

Dorm 145

ITEM