Attach_2_-_Performance_Work_Statement_(PWS).pdf

RFQ NUMBER: FA527017Q0005

Attachment 2, PWS

PERFORMANCE WORK STATEMENT

FOR

STREET SWEEPING/CLEANING

THROUGHOUT

Military Family Housing, Okinawa, Japan

26 April 2017

718 CES/CELN

KADENA AB, OKINAWA, JAPAN

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1. DESCRIPTION OF SERVICES 3

2. SERVICES SUMMARY 4

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES 4

4. GENERAL INFORMATION 4-12

5. APPENDICES 13-14

1. DESCRIPTION OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items including SWEEPING CAR, VACUUM CAR, DUMP TRUCK and services necessary to perform STREET SWEEPING/CLEANING throughout Military Family Housing (MFH), Okinawa, Japan. The contractor shall perform to the standards in this contract. The work areas are shown in section 1.1 PERFORMANCE LOCATIONS. The monthly work involves collection and disposal of debris, rubbish, garbage generated especially after the typhoon i.e., twigs, leaves, cans, bottles, other similar waste materials along the street curbs as defined in this Performance Work Statement (PWS) at various locations in accordance with standard Japanese refuse collection and disposal and recycle laws. The disposal of collected refuse shall be conducted at the contractor’s expense at an off-base facility, in accordance with applicable Japanese regulations.

1.1. PERFORMANCE LOCATIONS

Foster/Sada Housing (2 Days) Kadena Air Base Housing (2 Days) Kinser Housing (1 Day) McTureous & Courtney Housing (1 Day) New & Old Lester & New Sada Housing (1 Day) O’Donnell Gardens & Chibana Housing (1 Day) Plaza & Kishaba Housing (1 Day)

1.2. RECORDS KEEPING

The contractor shall maintain records associated with the Street Sweeping/Cleaning throughout Military Family Housing services.

1.3. COORDINATIONS

All works and services shall be coordinated through the Point of Contact (POC) from the start and upon completion.

1.4. SCHEDULE

The contractor will provide and follow schedule five (5) days prior to monthly service. In the event the schedule requires a change, the contractor shall notify the POC within 24 hours by email, fax or letter.

1.5. SERVICE CALLS

The contractor shall receive and respond to service calls for Distinguished Visitors (DV), special events, and cleaning after typhoons, etc. to specified military installations from the POC within two (2) hours after notification. The contractor has to take all service calls from Monday through Sunday, 0800 hrs to 1700 hrs.

2. SERVICES SUMMARY

PERFORMANCE OBJECTIVE PWS Para PERFORMANCE STANDARD

Perform of Street Sweeping/Cleaning

1.1 through 1.5

100%

3. GENERAL INFORMATION

3.1. 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 paragraph 2, Services Summary. The POC and CO will review the contractor’s Quality Control Plan.

3.1.1. 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.

3.1.2. QUALITY CONTROL PLAN

For non-commercial services, or if market research indicates it’s a customary commercial practice, the contractor shall provide a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the requested services listed in the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services.

The contractor shall submit to the Contracting Officer (CO) for review no later than two (2) weeks prior to performance. The contractor shall update the plan as changes occur and changes shall be submitted for review by the CO.

3.1.3. The contractor’s QCP shall contain, as a minimum, the following items:

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

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

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

3.2. 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).

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

3.2.2. The POC(s) or alternate(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The POC(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.

3.2.3. 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 POC(s).

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

3.3.1. 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 record or a reproducible copy of any such record within three (3) days of receipt of the request.

3.3.1.1 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.

3.3.2. PUBLICATIONS

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

3.3.2.1. 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.

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

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

3.4. HOURS OF OPERATION

The contractor shall perform the services required according to the schedule as indicated on Para.

1 through 1.5 during following hours: 08:00 AM – 17:00 PM, Monday through Saturday, except on U.S. holidays specified in section 4.4.1 of this PWS. No on-site work shall be scheduled or performed on holidays unless previously approved or directed by the POC.

If the contractor desires to work on non-scheduled workdays, the contractor must submit a written request to the POC for approval.

3.4.1. 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.

3.4.2. PERIOD OF PERFORMANCE

The performance period shall be as follows:

a. FY 2018 Basic Year (1 Oct 17 – 30 Sep 18)

b. FY 2019 Option Year One (1 Oct 18 – 30 Sep 19)

c. FY 2020 Option Year Two (1 Oct 19 – 30 Sep 20)

3.5. 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.

3.5.1. 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 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.

3.5.2. 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.

3.5.2.1 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.

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

3.5.2.3. 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.

3.5.3. 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.

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

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

3.5.3.3. 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.

3.5.4. 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.

3.5.5. 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.

3.5.6. SAFETY AND FIRE

The contractor shall comply with applicable government published safety requirements and regulations, 18th Wing 32-2001, dated 6 January 2000 which will be available upon request by the contractor. The contractor shall contract Fire Prevention at 645-2900 for all safety and fire issues on Marine Corps Bases.

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

3.5.6.2. 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.

3.5.5.3. 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.

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

3.5.5.5. 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.

3.5.5.6. 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.

3.5.5.7. 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.

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

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

Kadena AB: 098-934-5911 Marine Camps (Foster, Kinser, Courtney, McTureous): 098-911-1911

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. 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 Air Base Fire Department at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

3.6.3. ENVIRONMENTAL PROTECTION

The contractor shall conduct all operations under this contract in accordance with JEGS, all chapters, Jan 1997 and United States AFI 32-7086, Hazardous Materials Management, August 1994; and 29 CFR 1910.

1. A list of hazardous materials and approved USAF Form (s) AF-3952 attached to the MSDSs to be used for this contract. (JEGS, Chapter 5; Paragraph 5-3.4e) (AFI 32-7086, Sec. 2.6.5)

2. Hazardous Materials: Any hazardous materials brought onto Kadena Air Base must have an approved USAF Form AF-3952 coordinated through the 18 SUPS/LGSH (Kadena Hazmart Pharmacy) and approved by 18th Wing Safety, Bioenvironmental and Environmental authorities. (AFI 32-7086, Section 2.6.5).

3. MSDSs and approved Form AF-3952 must be presented to the QCI before bringing hazardous materials on the base.

4. Hazardous materials must be transported, stored, handled, used, and disposed of, in accordance with 29 CFR 1910 and JEGS, Chapter 5 and local regulations. No Hazardous materials shall be stored by the contractor on Kadena Air Base Property.

5. The contractor may consult with the Kadena HAZMART Pharmacy at extension 634- 7725 for a determination of whether a product is a hazardous material or not.

6. All containers with hazardous materials shall be correctly marked and labeled with their contents and protected from damage.

SPILLS

1. Notification Requirements: Report all spills of hazardous materials immediately to 18 CES/CEF at 911 and to the POC.

2. Responsibility: The contractor is responsible for spill cleanup. The contractor shall determine, as quickly as possible, the nature of the spilled substance and implement the necessary safety precautions to protect both human health and environment. Clean up shall be in accordance with applicable local laws and regulations, at no additional cost to the Government, and shall only be performed by personnel adequately trained in spill response and clean up techniques for the severity of the spill incident.

3. Reporting Requirements: The contractor shall submit a written follow-up report to the POC not later than five (5) calendar days after any spill incident. The written report shall conform to the requirements detailed in the 18th Wing Administrative Plan 545 – Spill Prevention and Response. At a minimum, the report shall provide the information necessary to complete an Environmental Pollution Incident Report Form. Copies of this form are available from the 718 CES/Environmental Office.

4. If the Government has to perform emergency spill response and clean up, due to the non-availability of contractor personnel, or if the spill is beyond the capacity of the contractor’s personnel, the contractor shall be held liable for all costs associated with performing the clean up.

3.6.4. HAZARDOUS MATERIALS

The contractor shall provide a copy of a Material Safety Data Sheet (MSDS) in English for each chemical element prior to start of this contract. The contractor shall be responsible for the proper handling, labeling, storage and disposal of hazardous materials in accordance with all existing laws and regulations set forth by the Prefecture Government of Okinawa, Japan.

3.7. MATERIAL APPLICATION GUARANTEE

The contractor shall guarantee the workmanship of the installed carpet and vinyl cove base for a one-year period from the date of completion.

3.7.1. 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.

3.8. CONTRACTOR PERSONNEL REQUIREMENTS

3.8.1. 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 POC prior to five (5) working days of project start day. The contract manager or alternate shall have full authority to act for the contractor on all contract matter relating to the daily operation of this contract.

3.8.2. 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.

3.8.3. 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.

3.8.4. 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.

3.8.5. The contractor shall not employ persons for work on this contract if such person is 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.

3.8.6. The contractor shall not employ any person who is an employee of the 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.

3.8.7. 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.

3.8.8. 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.

3.8.9. 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.

3.9. GOVERNMENT PERSONNEL

The Government will designate a CO who will be the Point of Contract (POC) 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.

3.9.1. CONTRACTING OFFICER’S REPRESENTATIVE

The Government will assign a POC who will conduct inspections of contractor performance.

3.9.2. GOVERNMENT OBSERVATIONS

Government personnel, other than the CO and POC, may from time to time, with the CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

4. 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.

Emergency (Kadena AB)

098-934-5911

Emergency (Marine Camps)

098-911-1911

Fire Protection 634-2351

Security Police 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

QAP Quality Assurance Personnel

QCP Quality Control Plan

SS Services Summary

USAF United States Air Force

USFJ United States Forces Japan

(NOTE: TAILOR TO WHAT IS REFERENCED IN YOUR PWS, INCLUDE TECHNICAL TERMS)