Attach_2_-_Performance_Work_Statement__(1Feb2016).pdf

Attachment 2 – RFP No:FA5270-16-R-0002 Performance Work Statement

PERFORMANCE BASED WORK STATEMENT

FOR

DRYER VENT LINE CLEANING SERVICES FOR

MILITARY FAMILY HOUSING TOWERS OKINAWA,

JAPAN

718 CES/CELS

KADENA AB, OKINAWA, JAPAN

1 February 2016

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3-4

2 SERVICES SUMMARY 4

3 GENERAL INFORMATION 4-11

4 APPENDICES 12

5 LIST OF ACRONYMS AND ABBREVIATIONS 13

1. DESCRIPTION OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to respond to Dryer Vent Line Cleaning Services for Military Family Housing Towers Okinawa, Japan. Accomplished work will ensure the permanently installed dryer vent line system from inside the housing unit to the final exhaust port of the building are cleaned of lint, debris, and dirt to provide clear and adequate dryer exhaust. Services to be furnished under this contract shall be ordered by the individuals or activities designated in the schedule. Work will be accomplished in accordance with (IAW) this Performance Work Statement (PWS)

1.1. MAINTAIN DRYER VENT LINES

1.1.1. CLEAN TOWER COMPLEX CENTRAL DRYER VENT LINE SYSTEM.

Contractor shall clean all debris, to include lint, debris and dirt from the permanently installed central dryer vent line system to include any registers, dampers, fans, equipment and other devices where dryer vent exhaust passes through or over that register, damper, fan, equipment or other device. The permanently installed dryer vent line system begins at the port inside the apartment and it ends at the exhaust port located at the roof level of the building. Pricing will be in accordance with the price exhibit A, Attachment 1. Contractor will provide an anticipated schedule No Later Than the first workday two weeks prior to the month the work is planned for.

Contractor will not begin any work until written authorization to begin is provided by a COR on the contract. The Contractor will provide a work completed statement on a weekly basis no later than noon the first business day of the following week the work was completed in.

Tower Complex Central Dryer Vent System Cleaning Schedules

(8 Central Dryer Vent Lines Per Building)

# of Vent

Lines Foster (Bldgs)

# of Vent Lines Kinser

(Bldgs) Total Number of

Vent Lines (Bldgs)

FY 16 40 (5) 32 (4) 72 (9)

FY 17 0 72 (9) 72 (9)

FY 18 40 (5) 32 (4) 72 (9)

FY 19 0 72 (9) 72 (9)

FY 20 40 (5) 32 (4) 72 (9)

Note: The schedules above show estimated workload based on the current housing data available.

There will be 10% variation in the workload depending on future renovations and demolitions.

1.2. DISPOSAL OF DEBRIS REMOVED FROM DRYER VENT LINES

Contractor will dispose of all lint, debris, and dirt removed from dryer vent lines in the MFH Maintenance dumpsters located at Building 5641 Camp Foster; or Building 424 Camp Kinser.

1.3. PRESERVATION OF GOVERNMENT PROPERTY

The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

1.4. SCHEDULES

The contractor shall respond and obtain building numbers for Dryer Vent Lines Cleaning from the Contracting Officer Representative (COR). The contractor shall develop work schedules based on the priority specified by the COR of this contract. The first schedule shall be submitted to the COR within 20 calendar days prior to the beginning of the first working day of approved and planned work. Subsequent schedules shall be submitted to the COR on or before Contractor will provide an anticipated schedule No Later Than 20 calendar days prior to the month the work is planned for. If the 20 calendar days prior falls on a Saturday or Sunday, the contractor shall submit the schedule on the preceding Friday.

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.

Performance Objective

PWS

Para

Performance Standard

Perform cleaning of tower complex central dryer vent line system

1.1.1

95% Accuracy of Quoted timeline to Perform Task and dryer vent line clear of lint, dirt, and debris.

3. GENERAL INFORMATION

3.1. 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 performance and quality control program, in addition to 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 installations. 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).

3.1.1. CONTRACTOR PERFORMANCE ASSESSMENT

The 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.

3.1.2. CORRECTIVE ACTION REQUEST

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

3.1.3. CHANGE IN SCOPE

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

3.1.4. SERVICES REVIEW.

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

3.2. RECORDS

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records. If requested by the Government, the contractor shall provide the original or a reproducible copy of any such record within three (3) working days of receipt of the request.

3.2.1. 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.

3.3. HOURS OF OPERATION

The contractor shall perform the on-site services required under this contract during the following hours: 07:30 AM – 16:30 PM, Monday through Saturday, except on U.S. holidays as specified in section 3.3.1 of this PWS. No on-site work shall be scheduled or performed on holidays unless previously approved or directed by the COR.

If the contractor desires to work on non-scheduled workdays, the contractor must submit a written request to the COR so the COR will receive the request during normal Monday through Friday work hours at-least one week prior to the desired workday, and the COR will then submit the request to the CO for approval.

3.3.1. HOLIDAYS

The contractor is required to provide service, expect as noted on the following days:

Day Holiday

1st Day of January New Years Day

3rd Monday of January Martin Luther King’s Birthday

3rd Monday of February President’s Day

Last Monday of May Memorial Day

4th of July Independence Day *

1st Monday of September Labor Day

2nd Monday of October Columbus Day

11th of November Veteran’s Day *

Last Thursday of November Thanksgiving Day

25th of December Christmas Day *

*If the holiday falls on Saturday, it will be observed on the preceding Friday. If it falls on a Sunday, it will be observed on the following Monday.

3.3.2. PERIOD OF PERFORMANCE

The performance period shall be as follows:

a. FY16 Basic Year Period (1 Aug 16 – 31 July 17)

b. FY17 Option Year 1 Period (1 Aug 17 – 31 July 18)*

c. FY18 Option Year 2 Period (1 Aug 18 – 31 July 19)*

d. FY19 Option Year 3 Period (1 Aug 19 – 31 July 20)*

e. FY20 Option Year 4 Period (1 Aug 20 – 31 July 21)* *If the option is exercised.

3.3.3. CONTINGENCIES

3.3.3.1. Contractor shall comply with Force Protection directions.

3.3.4. TYPHOON SERVICES.

3.3.4.1. Tropical Cyclone (Typhoon) Actions. When Tropical Cyclone Condition of Readiness 1 (TCCOR 1 or TC-1) is declared by Kadena AB Weather authorities, the contractor shall suspend Dryer Vent Lines cleaning service from the work site and depart military bases then monitor updates for changes in Tropical Cyclone Condition of Readiness.

3.3.4.2. TCCOR SW. When Tropical Cyclone Condition of Readiness “STORM WATCH” (TCCOR SW or TC-SW) is declared by Kadena AB Weather authorities, the contractor shall continue with dryer vent line cleaning services within 2 hours unless the work would commence after normal duty hours.

3.4. SECURITY REQUIREMENTS

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

3.4.1. 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. All vehicles shall have the contractor’s company displayed in English on both sides and shall be readable to a distance of at least 50 feet away.

3.4.2. JAPANESE ROAD LAWS

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 person shall commit the following described acts.

3.4.2.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or falling out from motor vehicles or otherwise defacing roads unreasonably or without due cause.

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

3.4.2.3. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

3.4.3. REQUIRED INSURANCE BY JAPANESE LAW

The contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the contractor at the work site.

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

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

3.4.3.3. 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 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.

3.4.4. SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

3.4.5. SAFETY AND FIRE

The contractor shall comply with applicable government published safety requirements and regulations, Kadena Air Base Instruction 32-2001, dated 4 March 2016 which will be available upon request by the contractor. The contractor shall contact Kadena Air Base Fire Prevention Office at 634-4500 or Marine Corps Base Fire Prevention Office at 645-2900 for all safety and fire related issues.

3.4.5.1. Work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (OSHS) (29 CFR 1910), (2015) and Japan Environmental Governing Standards (JEGS), ( 2012) by USFJ.

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

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

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

3.4.5.5. Record and report promptly (within one (1) hour) to the CO 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.

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

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

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

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

Kadena AB: 098-934-5911 Marine Camps: 098-911-1911

3.5. PHYSICAL SECURITY

3.5.1. Advance notice to the affected tower residents will be sent out by the 718 CES before vent lines are to be cleaned. The contractor is not allowed to work inside residences unless someone 18 years of age or older in the residences, or a 718 representative is accompanied at the residence work site while cleaning is conducted.

3.6. ENVIRONMENTAL CONTROLS

3.6.1. COMPLIANCE WITH LAWS AND REGULATIONS

The contractor shall be knowledgeable of and comply with all applicable 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 CO pursuant to notice requirements and negotiate a modification to the contract.

3.6.2. SPILLS: NOTIFICATION REQUIREMENT

Report all spills of hazardous materials immidiately to Kadena Air Base Fire Department at 098- 934-5911 from a cell phone or 098-911-1911 for all other military installations.

3.6.3. 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.

3.7. CONTRACTOR PERSONNEL REQUIREMENTS

3.7.1. CONTRACT MANAGER

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name(s) of person, and alternate(s), who shall act for the contractor when the contract manager is absent, shall be designated in writing to the COR no later than five (5) working days prior to work start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

3.7.2. The contract manager or alternate shall be available during normal duty hours within two

(2) hours to meet on the installation with the designated personnel (designated by the CO) to discuss problem areas. After normal duty hours, the contract manager and alternate shall be available within four (4) hours. They must be able to read, write, speak, and understand English.

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

3.7.4. CONTRACTOR PERSONNEL

The 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. The contractor personnel shall use protective clothing whenever they are performing tasks that could cause harm to the employees or damage to property.

3.7.5. The contractor shall not employ person for work on this contract if the individual has been identified to the contractor by the Government as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

3.7.6. The contractor shall not employ any person who is an employee of the Government if employing that person would create a financial conflict of interest. Additionally, the contractor shall not employ any person who is a military member with SOFA status, a member of the civilian component with SOFA status, or a dependent of a military member of member of the civilian component, unless the person has complied with the approval or notification process required by USFJ INST 36-2001. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106.

3.7.7. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to Permanent Change of Station (PCS), change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

3.7.8. MANPOWER REPORTING REQUIREMENTS

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government Fiscal Year (FY), which runs 01 October through 30 September. While inputs may be reported at any time during the FY, all data shall be reported no later than 31 October of each calendar year with the exception of FY16 data. Contractors must input FY16 data by 31 March 2017.

3.7.9. Contractors may direct questions to the CMRA help desk at cmra@pentagon.af.mil. Data for Air Force service requirements must be input at the Air Force CMRA link, however, manuals for contractors are available at the Army CMRA link at https://cmra.army.mil/Help/help.html.

4. APPENDICES

APPENDIX A - GOVERNMENT SERVICES

1. The Government will provide water and electrical power when available to the contractor without cost.

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

Kadena AB Marine Bases

EMERGENCY

(Base Phone) 911 911 (From Cellular Phone) 098-934-5911 098-911-1911 Provost Marshall 645-3504 644-4700 Fire Protection 634-2351 645-3776 Security Police 634-2476 645-7441 Interpreter 634-1880

LIST OF ACRONYMS AND ABBREVIATIONS

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 Plan

SS Services Summary

USAF United States Air Force

USFJ United States Forces Japan