Attachment_1,_Performance_Work_Statement_Mar_2017.pdf

Contract Number: FA520-17-R-0001

Attachment 1, PWS

PERFORMANCE BASED WORK STATEMENT

FOR

HOUSE CLEANING SERVICES

ALL DOD MILITARY FAMILY HOUSING

OKINAWA, JAPAN

March 2017

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SERVICES SUMMARY 7

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 8

4 GENERAL INFORMATION 8

5 APPENDICES 18

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to perform HOUSE CLEANING SERVICES FOR ALL ON-BASE DOD HOUSING, OKINAWA, JAPAN following the change of occupancy maintenance located on various U.S.

military installations, Okinawa, Japan. After house cleaning services, the performance result shall be in a manner that will present a satisfactory facility condition and a clean, neat and professional appearance. Cleaning means the removal of all foreign substance and/or matter from the item/area being serviced. The following services will be provided by this contract.

a. Full Standard Government Basic Cleaning Services for PCS Move. These services will be provided for occupants who are moving due to permanent change of station (PCS). Occupants moving out are required to pass a final inspection, but the cleaning required is minimal and is not meant to make the unit ready for a new occupant.

The contractor will be responsible for the additional cleaning to prepare the unit for the next occupant. The full standard government basic cleaning service for PCS move is warranted due to TLA savings. Savings is only realized for mil w/PCS orders. Civilians are not afforded government cleaning.

b. Full Standard Government Basic Cleaning Services for NON-PCS Move. These services will be provided to units - coming back from renovation, returning to service from an “inactive” status due to maintenance hiatus, and extended period of vacancy.

These services will also be provided to those occupants whose unit did not pass the final inspection.

c. Itemized Cleaning Services. These services will be provided to occupants who did not pass portion of their final inspection or units that have remained vacant for an extended period of time. The itemized cleaning services only need to accomplish one or more of the following areas: Carpet, Floors, Bathrooms, Kitchen, Windows, Windows and Blinds, Balcony, Bedrooms, Exterior, Trash Receptacle Area and Trash

Cans/Recycle Bins, Storage and Utility Rooms, HVAC Fan Blower Units, Interior/Exterior Doors, and Interior Walls and Ceilings and Garage. Estimated total amount of itemized cleaning services of each housing unit shall not exceed the estimated amount of “full” house cleaning. The contractor shall charge to the government per itemized service item accomplished.

1.1. FULL STANDARD GOVERNMENT BASIC CLEANING SERVICES FOR PCS

AND NON-PCS MOVES. The contractor shall move existing furniture and any movable items to clean the areas underneath and behind, and return to its proper location upon completion of work. Cleaning services shall be performed to include but not limited to the following tasks:

1.1.1. Perform Floor Maintenance for vinyl, tiled floors, and asphalt tiled floors, carpeted floors and stairways. The entire floor shall be swept and mopped, and old wax stripped. Floors shall have a uniform coating of a non-skid floor wax finish and clean appearance, with the exception of newly installed vinyl and tiled floors or if specifically requested by Housing Management.

Government representative will make this determination. Surface shall be free from the accumulation of foreign matters and substances to include but is not limited to scuffmarks, heel marks, stains, soils and non-permanent discoloration. Floor solutions spilled on baseboard, walls, furniture, trash receptacles, etc., shall be removed.

Clean Carpets. All carpets in the housing units must be shampooed, with the exception of newly installed carpeting. Government representative will make this determination. Shampooing shall be accomplished using steam infused with a steam cleaning machine. Soil removal shall be accomplished with an electric vacuum cleaner with a rotating brush. Rug shall be in proper shape and order. The contractor shall furnish small plastic squares or coaster designed for furniture footings that shall be inserted underneath the foot of all furniture to avoid direct contact to the newly cleaned carpet.

1.1.2. Clean Interior/Exterior Windows and Blinds. All sides including the top, front, rear and bottom, exterior and interior surfaces, tracks and casings shall be free from the accumulation of foreign matters and substances to include, but is not limited to dirt, grease, pencil/pen/crayon marks, fingerprints, grime, mold and mildew, etc.

1.1.3. Clean All Interior/Exterior Doors. All sides including top, front, rear and bottom, exterior and interior surfaces, tracks and casings shall be free from the accumulation of foreign matters and substances to include but is not limited to dirt, grease, pencil/pen/crayon marks, fingerprints, grime, mold and mildew, etc. No nails, stickers, hooks, tape and adhesive shall be visible on site.

1.1.4. Clean Stove. Exterior and interior surfaces, including areas under burners, of the stove shall be free from the accumulation of foreign matters and substances to include but is not limited to grease spots, stains, baked on food and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.5. Clean Refrigerator. Exterior and interior surfaces of the refrigerator shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, food particles, stains, stickers, tape and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.6. Clean Dishwasher. All exterior and interior surfaces of the dishwasher shall be free from the accumulation of foreign matters and substances to include but is not limited to food particles, grease and lime deposits, soap scum, stains and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.7. Clean Exhaust Fan and Range Vent Hood. Units’ exterior and interior surface, fan blades, motor and grate shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, dust and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.8. Clean Washing Machine and Dryer Machine. Washer and dryer chamber, filters, influent and effluent hoses and other components and the exterior and interior surfaces of the unit shall be free from the accumulation of foreign matters and substances to include but is not limited to lint, soap scum, grease, soil and lime deposits. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.9. Clean Exterior Balcony and Patios, Front Entry Way, and Interior Concrete Floors. Floor surface, floor entry mats/grate, shelfs, and mechanical pipes shall be free from the accumulation of foreign matters and substances to include but is not limited to dust, stain, soil, mold and any unwanted debris. Cement floors shall be cleaned and free from all foreign matter.

1.1.10. Clean Heating Ventilation Air Conditioning (HVAC) Fan Blower Units. Units’ exterior and interior surface, fan blades, motor, filter and grate, shelf and door shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, stain, soil and any unwanted debris. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.11. Clean Hot Water Heater. Main unit, pipes and connections surfaces shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, stain, dust and any unwanted debris.

1.1.12. Clean Sink, Garbage Disposal, and Sink Countertops. All surfaces, to include pipes, shall be free from the accumulation of foreign matters and substances to include but is not limited to stain, grease, soil, soap scum, and any unwanted debris.

1.1.13. Clean Kitchen cabinets, Closets, and Pantries. All surfaces shall be free from the accumulation of foreign matters and substances to include but is not limited to stain, grease, soil, soap scum, and any unwanted debris.

1.1.14. Clean, Descale, and Disinfect all Bathroom Surfaces and Toilet fixtures. All bathroom surfaces and toilet fixtures, to include pipes, shall be cleaned, descaled and disinfected and shall be free from all accumulations of foreign matters, substances and debris including but is not limited to streaks, stains, tarnish, lime deposits, soap scum and grease. Toilet reservoirs shall be free of mold and stains. Sani-flush dispensers shall be removed and discarded with other refuse.

1.1.15. Clean all Mirrors. Mirror surfaces and casing shall be free from the accumulation of foreign matters and substances to include but is not limited to soap scum, grease, stain and molds.

1.1.16. Clean Bathroom Medicine Cabinets, Closets, Drawers, and Shelves. All Exterior and interior surfaces and casing shall be free from the accumulation of foreign matters and substances to include but is not limited to soap scum, grease, stain, molds, and any unwanted debris.

1.1.17. Clean All Exterior and Interior Electrical Fixtures. All electrical fixture surfaces and components including switch and receptacle plate covers shall be free from the accumulation of foreign matters and substances to include but is not limited to stain, soil, dust and any unwanted debris.

1.1.18. Clean Blinds. All blinds and shades surfaces and components shall be free from the accumulation of foreign matters and substances to include but is not limited to grease, soap scum, stain, dirt, soil, and dust. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.19. Clean Interior/Exterior Storage and Utility Rooms. All storage and utility room floor, walls, windows, and ceiling surfaces shall be free from the accumulation of foreign matters and substances to include but is not limited to soap scum, stain, soil, dust and unwanted debris.

1.1.20. Clean Interior Walls, Closets and shelves with doors, Ceilings, and Ceiling Fans. Walls, baseboards, handrails, closets and shelves with/without doors, ceilings, ceiling fans, and any equipment attached to walls, such as outlets, handrails, A/C switches, knobs, bars, etc. shall be free from the accumulation of foreign matters and substances to include but is not limited to dirt, grease, pencil/pen/crayon marks, fingerprints, grime, mold and mildew. No nails, stickers, hooks, tape and adhesive shall be visible on site. Dismantled parts shall be reinstalled upon completion of cleaning.

1.1.21. Clean Microwave Oven. All exterior and interior surfaces shall be free from the accumulation of foreign matters and substances to include but is not limited to food particles, grease spots, baked on foods, soap scum, stains and any unwanted debris.

1.1.22. Police Yards. Yards must be free from the accumulation of foreign matters and substances to include but is not limited to garbage, trash, litter, and any unwanted debris. Yard boundaries and limitations shall be eighty (80) feet in all directions from the outer walls of each unit and at midpoint between units that are less than one hundred sixty (160) feet apart. High-rises have no yards assigned for each unit.

1.1.23. Exterior. Walls, windows, doors, and ceiling surfaces shall be free from the accumulation of foreign matters and substances to include but is not limited to dirt, wasp nests, cobwebs, nails, screws, hooks, fingerprints, grime, mold, mildew, and vines. Exterior walls, and ceiling shall be cleaned with a power washer.

1.1.24. Trash Receptacle Area and Trash Cans. The entire trash receptacle area shall be free from the accumulation of foreign matters and substances to include but it is not limited to garbage, trash, litter, and any unwanted debris. The trash cans shall be emptied and cleaned, and be placed in the storage shed or utility room.

1.1.25. Recycle Bins. Recycle bin shall be free from the accumulation of foreign matters and substances to include but it is not limited to garbage, trash, litter, and any unwanted debris, and placed in trash receptacle area.

1.1.26. Parking. Parking stall, carport, and visitor’s stall (appointed by the inspector) shall be cleaned and free from the accumulation of foreign matters and substances to include but is not limited to garbage, trash, litter, excessive grease/oils, and any unwanted debris.

1.1.27. Clean Garage Area. The contractor shall clean the existing areas of garage that may be attached to the unit or garage areas that may not be attached to the unit. Cleaning services shall be performed to include by not limited to in accordance with the paragraphs 1.1.1 thru 1.1.27.

1.2. ITEMIZED CLEANING SERVICES. The contractor shall move existing furniture and any movable items to clean the areas underneath and behind, and return to its proper location upon completion of work. Cleaning services shall be performed to include but not limited to in accordance with paragraphs 1.1.1 thru 1.1.27.

1.2.1. Bathrooms Cleaning Services. The contractor shall move existing furniture and any movable items to clean the areas underneath and behind, and return to its proper location upon completion of work. Cleaning services shall be performed to include but not limited to in accordance with paragraphs 1.1.1 thru 1.1.27. for items that pertain to these services.

1.2.2. Kitchen Cleaning Services. The contractor shall move existing furniture and any movable items to clean the areas underneath and behind, and return to its proper location upon completion of work. Cleaning services shall be performed to include but not limited to in accordance with paragraphs 1.1.1 thru 1.1.27. for items that pertain to these services.

1.2.3. Bedrooms Cleaning Services. The contractor shall move existing furniture and any movable items to clean the areas underneath and behind, and return to its proper location upon completion of work. Cleaning services shall be performed to include but not limited to in accordance with paragraphs 1.1.1 thru 1.1.27. for items that pertain to these services.

1.3. CONTRACTOR VEHICLES. The contractor shall provide and maintain all vehicles necessary to perform the requirements of this contract. Maintenance and repair of contractor vehicles or their privately owned vehicles shall not be accomplished on site. Contractor owned vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance. Contractor vehicles shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

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 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. The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel; however, inspection of any contract requirement is authorized.

Performance Objective PWS

Para

Performance Threshold

Full Standard Government Basic Cleaning

Services for PCS Move.

The standard of cleaning shall be as specified on each task under paragraph 1.1, “Cleaning

Services” of this PWS with no deficiencies.

1.1.1 thru

1.1.27.

No more than ten (10) deficiencies per month.

Full Standard Government Basic Cleaning

Services for NON PCS Move.

The standard of cleaning shall be as specified on each task under paragraph 1.1, “Cleaning

1.1.1

1.1.27.

No more than ten (10) deficiencies per

Itemized Cleaning Services

The standard of cleaning shall be as specified on each task under paragraph 1.2. “Cleaning

1.1.1.

1.1.27.

and

1.2.

No more than ten (10) deficiencies per

*Note: A deficiency means that the work is incomplete, insufficient, inadequate, or defective.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

The contractor shall furnish all items that are not listed in this paragraph necessary in the performance of this contract. The government, through the facility managers or housing inspectors, will furnish the below listed items:

3.1. UTILITIES. The government will provide water and electricity, as available in the military family housing facilities. The contractor shall use these utilities only in performance of this contract.

3.2. GOVERNMENT PROPERTY HANDLING. The contractor shall observe extra precautions to prevent damage to any government property to include but not limited to furniture, appliances and any part of the unit. The contractor will identify any damages caused by contractor employees’ negligence and improper operation. The contractor shall reimburse the government for the cost of these repairs. The contractor shall report all damages to the

Contracting Officer Representative (COR).

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 those services which conform to commercially accepted business practices.

4.1.1. Contractor Quality Control Plan. The Contractor is to provide a copy of their commercially accepted Quality Control Plan within two weeks after contract award for

Contracting Officer review purposes.

4.1.2. Inspection 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.

4.1.3. Contracting Officer (CO). The Government will designate a CO who will be the point of contact for all contract matters. The CO will assign a contract administrator to act on his/her behalf. The CO will inform the contractor who will be the designated contract administrator prior to the start of this contract.

4.2 QUALITY ASSURANCE. The government will evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative(s) 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 deficiencies 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. Assessments of Performance. The COR is the authorized government representative 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. Deficiency Reporting. The COR(s) or designated government representative (s) will inform the contract manager when deficiencies occur and will request corrective action. The

COR(s) will make a notation of the deficiency on their surveillance checklist with the date and time the deficiency was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

4.2.3. Changes to Performance Work Statement. 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).

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

4.2.5. On-site Inspection Requirement. The government will request the contractor’s representative(s) to accompany the government representative to the on-site inspections of the contractor’s performance. Inspection schedules will be provided to the contractor on the working day prior to the inspection.

4.3. SECURITY REQUIREMENTS. The contractor shall comply with Security and base access requirements contained in clause 5352.242-9000 “Contractor Access to Air Force

Installations” and other U.S. military installations on Okinawa. Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.3.1 ID Passes, Badges, and Vehicle Stickers. The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on

Okinawa prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the COR 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. LOCK BOX KEYS. During change of occupancy maintenance, each housing unit will be provided with a lockbox, where the keys for each unit will be kept. Prior to the start of this contract the government will provide to the contractor a set of keys to access these lockboxes.

Upon completion of work the contractor shall return all the keys into the lockbox after ensuring that the facility is totally secured. The contractor is allowed to have access to military family houses on schedule days only.

4.4.1.2. Notification of Loss of Key. The contractor shall immediately report the occurrence of a lost key to the CO.

4.4.1.3. Procedures for Lost Key. 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.

4.4.1.4. Restricting Key Usage. 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 CO.

4.4.1.5. 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 0630 – 2130 hours Monday thru Saturday in conjunction with the schedule provided by the housing office. The contractor may work, with prior approval of the CO, extended hours to ensure timely completion of work at no additional cost to the government.

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.

4.5.2. Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above.

4.5.3. Notification to Commence Work. The COR or designated government representative(s) will provide to the contractor the cleaning schedule start date at least one (1) working day in advance. In the event of unforeseen circumstances the following condition shall be valid:

a. After the government provides the schedule to the contractor, the government has the option to change the cleaning schedule start date. The COR or designated government representative(s) will notify the contractor at least 24 hours prior to the previously established start date.

b. During typhoon and any emergencies to which the contractor will not be able to perform, the contractor shall coordinate rescheduling through the COR or designated government representative(s). After notification the contractor shall acknowledge receipt of the new schedule via Electronic Mail (e-mail) with the COR or designated government representative(s). The contractor shall start cleaning the units on the dates shown on the government order forms.

c. The contractor shall complete cleaning for each housing unit in one (1) working day for all Basic Cleaning Services, PCS moves & Non-PCS moves that do not require shampooing of carpet(s). The contractor shall complete cleaning for each housing unit in two (2) working days for all Basic Cleaning Services, PCS moves & Non-PCS moves that do required shampooing of carpet(s). The contractor shall complete all Itemized

Cleaning Services and/or set of Itemized Cleaning Services including shampooing of carpet(s) in one (1) working day.

d. For short-notice cleaning situations, after cleaning schedule has already been provided to the contractor, the government representative(s) will coordinate directly with the contractor’s manager or alternate manager (s) to arrange the required services.

e. For short-notice cancellations, the COR or designated government representative(s) will provide the changes to the contractor as soon as possible. These changes will incur no cost to the government.

Due to the unique nature of our business and unpredictable move schedule of the military and civilian occupants, our cleaning requirement can vary from day to day. The Government anticipates a minimum of 0-3 and a maximum of 35-50 concurrent houses to be cleaned daily.

4.5.4. Scheduled Cleaning Logbook. The contractor shall maintain a logbook, which records the following information:

a. Address of the unit on schedule.

b. Name of government personnel who notified the contractor.

c. Date and time the contractor was notified.

d. Name of contractor representative notified.

e. Acknowledgement made by contractor upon notification.

f. Cleaning start date.

g. Cleaning completion date.

4.5.4.1. Contractor Logbook Submission. The complete copy of the logbook shall be submitted to the COR at the end of the term of this contract and a copy shall be provided when requested at anytime during the term with no additional cost to the government.

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

4.6.2. Heating, Ventilation, and Air Conditioning. 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. Plumbing. 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 when authorized and for official government business.

4.7. RECORDS. The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Applicable Publications and Forms. If requested by the government, the contractor shall provide the original record or a reproducible copy of any such record within five (5) working days of receipt of the request.

4.7.1 Required Communication Tools. The contractor shall have the capability to transmit and receive documents using electronic digital media that is compatible with Microsoft Windows for drawing documents viewer with a reproduction capability. The contractor shall have the capability to transmit and receive via e-mail. The government will transmit as a minimum, documents such as Facility Floor Plans, and a variety of letters of correspondence related to the day to day execution of this contract. E-mail addresses for the government personnel and contractor personnel will be exchanged during the performance conference.

4.8. ENVIRONMENTAL CONTROLS. (MANDATORY)

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

CO 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 JEGS 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(s) and

COR(s), 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. (Mandatory)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, 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 CO.

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.

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

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 AB Dispatch at 098-934-5911 or 098-962-9445.

While working on Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp

Kinser, call Camp Foster Dispatch at 098-911-1911.

4.11. TRAINING. Contractor shall be responsible for training their employees.

4.12. SPECIAL QUALIFICATIONS.

4.12.1. Business Permit or License. The contractor shall provide a copy of license to operate a business in Okinawa, Japan as required by the local government of Okinawa, Japan. License must be current on the date of receipt of proposal and shall be maintained throughout the life of the contract.

4.12.2. Contractor Personnel. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The contract manager must be able to read, write, speak, and understand English. All contractor personnel shall present a neat appearance and be easily recognized. The contractor shall furnish to the CO and COR the name and telephone number of the contract manager and the number and name of groups or teams assigned to perform the services in English during the pre-performance conference.

4.13. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS. This requirement is not considered mission essential. The services will not be required when the facility is closed at the direction of the commander. This includes base closure for inclement weather. The CO or designated representative will notify the contractor’s POC if the facility is closed due to inclement weather or for other reasons. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

Emergency situations (i.e., accident and rescue operations, civil disturbances, natural disasters, military contingency operations, and exercises) may necessitate the contractor provide increased or reduced support as determined by the contracting officer. The Government will negotiate an equitable adjustment with the contractor for the cost of these emergency requirements.

4.14. PHASE OUT.

4.14.1 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 VACANT HOUSE CLEANING SERVICES.

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

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

4.14.3. Phase out period is thirty (30) days.

4.15. PUBLICATIONS.

4.15.1. Compliance with all publications, regulations and operating instructions provided by the

Government is required when:

4.15.2. 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.

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

4.15.4. 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 contract manager(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate contract manager(s) must be able to read, write, speak, and understand English.

4.16.1.1. Authority. The contract manager and alternate contract manager(s) shall have full authority to act for the contractor on all contract matters relating to daily operations of this

4.16.1.2. The contract manager or alternate contract manager(s) 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 contract manager or alternate contract manager(s) 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 wellbeing or operational mission of the installation and its population.

4.16.2.1. 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.

4.16.2.2. 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. Per USFJINST 36-1001, all SOFA status personnel seeking employment must have approval for off-duty employment.

4.16.2.3. 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 non-performance under this

4.17. CONTRACTOR MANPOWER REPORTING.

4.17.1. Reporting Hours. 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.

4.17.2 Performance Period. 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.

4.18.1. 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 any of the following described acts:

4.18.1.1. 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.

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

http://www.ecmra.mil/

4.18.2. Conditions. 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.

4.19. INSURANCE REQUIRED BY JAPANESE LAW.

4.19.1. Insurance. 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.

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

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

Compulsory Insurance (JCI) requirements.

4.19.2. Insurance Documentation. Prior to the commencement of work hereunder, the

Contractor shall furnish to the CO a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the

U.S. Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty

(30) days after written notice thereof to the CO.

4.20. TYPHOON PROCEDURES.

4.20.1. Tropical Cyclone Condition of Readiness 2 (TCCOR 2 or TC-2). When Tropical

Cyclone Condition of Readiness 2 (TCCOR 2 or TC-2) is declared by Kadena AB Weather authorities, the contractor shall perform a general cleanup of government facilities and secure all items within the work area.

4.20.2. TCCOR 1C. When Tropical Cyclone Condition of Readiness 1C (TCCOR 1C or TC-1C) is declared by Kadena AB Weather authorities, the contractor shall complete securing all contractor-owned equipment and Government property and depart the military installation and monitor radio/television for changes in Tropical Cyclone Condition of Readiness.

4.20.3. TCCOR SW. When Tropical Cyclone Condition of Readiness “STORM WATCH”

(TCCOR SW or TC-SW) is declared by Kadena AB Weather authorities, normal house cleaning service schedules shall be resumed.

5. APPENDICES.

A. Acronyms & Abbreviations List

B. Historical Workload Data

C. Military Family Housing (MFH) Units Information Data List

D. Maps and/or Site Plans

E. Government Furnished Property/Services/Equipment

F. Publications/Forms

Contract Number: FA5270-XX-D-XXXX

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

HVAC Heating, Ventilation, Air Conditioning

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

HISTORICAL WORKLOAD DATA

*Note – This data reflects the actual cleaning services performed, not just the number of PCS moves.

1. Cleaning Services for PCS Basic Cleaning Services (FY10 - FY14). The historical data as listed below are provided as a guide for the contractor in estimating manpower, materials and scheduling requirements. The shown data are only estimates:

Month FY 10 FY 11 FY 12 FY 13 FY14 TOTAL AVERAGE

October 92 73 84 109 42 400 80

November 112 62 93 105 134 506 101

December 140 80 105 112 72 509 102

January 110 74 77 119 134 514 103

February 76 52 61 79 86 354 71

March 69 76 131 87 102 465 93

April 97 69 99 94 82 441 88

May 141 121 147 142 159 710 142

June 278 185 285 160 183 1091 218

July 267 169 235 190 103 964 193

August 129 135 173 225 102 764 153

September 76 97 102 167 157 599 120

TOTAL: 1587 1193 1592 1589 1356 7317 1463

2. Cleaning Services for PCS Basic Cleaning Services (FY15 – FY17). The historical data as listed below are provided as a guide for the contractor in estimating manpower, materials and scheduling requirements. The shown data are only estimates:

Month FY 15 FY 16 FY 17 Total AVERAGE

October 176 84 91 351 117

November 147 54 95 296 99

December 82 54 103 239 80

January 65 59 89 213 71

February 90 110 62 262 87

March 108 95 TBD TBD 102

April 144 77 TBD TBD 111

May 186 153 TBD TBD 170

June 244 177 TBD TBD 211

July 183 157 TBD TBD 170

August 158 122 TBD TBD 140

September 159 83 TBD TBD 121

TOTAL: 1742 1225 TBD TBD 1484

3. Cleaning Services for NON-PCS Basic Cleaning Services and NON-PCS Itemized

Cleaning Services (FY10-FY14). The historical data as listed below are provided as a guide for the contractor in estimating manpower, materials and scheduling requirements. The shown data are only estimates:

Month FY 10 FY 11 FY 12 FY 13 FY14 TOTAL AVERAGE

October 371 285 411 788 125 1980 396

November 190 303 592 464 260 1809 362

December 174 244 432 306 242 1398 280

January 392 366 274 557 539 2128 426

February 395 303 213 629 480 2020 404

March 497 1019 548 742 287 3093 619

April 510 541 385 685 509 2630 526

May 440 275 517 524 917 2673 535

June 466 675 459 420 530 2550 510

July 491 502 907 846 747 3493 699

August 566 745 820 961 388 3480 696

September 431 598 751 841 368 2989 598

TOTAL: 4923 5856 6309 7763 5392 30243 6049

4. Cleaning Services for NON-PCS Basic Cleaning Services (FY15 – FY17). The historical data as listed below are provided as a guide for the contractor in estimating manpower, materials and scheduling requirements. The shown data are only estimates:

October 122 81 68 271 90

November 148 103 87 338 113

December 69 81 63 213 71

January 73 76 71 220 73

February 87 106 99 292 97

March 119 98 TBD TBD 109

April 113 115 TBD TBD 114

May 83 119 TBD TBD 101

June 123 106 TBD TBD 115

July 122 87 TBD TBD 105

August 130 117 TBD TBD 124

September 105 95 TBD TBD 100

TOTAL: 1294 1184 TBD TBD 1239

5. NON-PCS ITEMIZED Cleaning Services (FY15 – FY17). The historical data as listed below are provided as a guide for the contractor in estimating manpower, materials and scheduling requirements. The shown data are only estimates:

October 276 74 44 394 131

November 109 73 35 217 72

December 82 55 74 211 70

January 117 67 73 257 86

February 68 91 19 178 59

March 76 108 TBD TBD 92

April 44 43 TBD TBD 44

May 78 38 TBD TBD 58

June 195 126 TBD TBD 161

July 249 162 TBD TBD 206

August 133 259 TBD TBD 196

September 98 94 TBD TBD 96

TOTAL: 1525 1190 TBD TBD 1358

APPENDIX C

Military Family Housing (MFH) Units Information Data List

(Units are subject to change due to on-going construction projects and renovations)

Total number of units: 7820 (Data from enterprise Military Housing (eMH) as of

November 2015)

Unit Sizes (Gross)

AA: 827 SF – 1350 SF

AB: 1351 SF – 1950 SF

AC: 1951 SF – 3450 SF

AD: 3451 SF – 4650 SF

Building Types

SINGLE FAMILY DETACHED: Stand along home

MULTI-PLEX: A structure divided into several homes

DUPLEX: A building divided into two separate homes

HIGH RISE (TOWERS): A tall building having multiple floor; that has several apartments on each floor

ARNOLD TERRACE

SIZE TYPE BR SQUARE FEET BLDGS/UNITS

AC

SINGLE

FAMILY

DETACHED

GROSS : 2190

NET : 1898

9801, 9803, 9804, 9806, 9807, 9808, 9809, 9810, 9811, 9813, 9814, 9815, 9816, 9817, 9818, 9819, 9820, AD

SINGLE

FAMILY

DETACHED

GROSS : 3863

NET : 3528

164, BEESON

AB MULTI-PLEX 4

GROSS : 1877-

NET : 1512-

9462, 9463, 9464, 9465, 9466, 9467, 9468, 9469, 9470, 9471, 9472, 9473, 9474, 9475, BAZELY TOWER

AA

HIGH RISE

(TOWERS)

GROSS : 1096

NET : 919

10182, 10184, 10186, 10188, CHIBANA

AA MULTI-PLEX 2

GROSS : 1024

NET : 939

50204, 50206, 50208, 50210, 50212, 50213, 50214, 50216, 50218, AB

MULTI-PLEX 3

GROSS : 1561

NET : 1324

50118, 50215, 50222, 50224, 50231, MULTI-PLEX 4

GROSS : 1663

NET : 1441

50102, 50103, 50104, 50105, 50106, 50107, 50108, 50109, 50110, 50111, 50112, 50113, 50114, 50115,…