Attachment_1-_PWS_ODPW-1805(Invasive_)_3May18.pdf

RFQ NO. FA527018QB013

Attachment 1: PWS

PERFORMANCE BASED WORK STATEMENT

FOR

FY18-FY19 Control of Invasive Species for Critical Habitat Management

Directorate of Public Works (DPW), Okinawa, Japan

U.S. Army Garrison Okinawa (USAG Okinawa)

3 May 2018

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 2

2 SERVICE SUMMARY 9

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 9

4 GENERAL INFORMATION 9

5 APPENDICES 19

1.0 DESCRIPTION OF SERVICES. The contractor shall provide all personnel, supervision, management tools, equipment, transportation, materials and any other items and services necessary to control invasive species for critical habitat management in accordance with this Performance-based Work Statement (PWS), Japan Environmental Governing Standards (JEGS), Army

Regulation 200-1, Integrated Natural Resources Management Plan (INRMP) of US Army Garrison

Okinawa (USAG Okinawa), Invasive Alien Species Act (Japanese Law No 78, June 2004), and other commercial and local standards

1.1 BASIC SERVICES. The contractor shall remove and dispose the target invasive faunal and floral species at Torii Station, Chimuwan Tank Farm (CTF) 1-3 and Kuwae Tank Farm (KTF) 1-

2 of USAG Okinawa installations. The service includes treatment, analysis and disposal or transport of caught animals to the applicable local organization. The contractor shall provide an

English report including GIS data. The contractor shall coordinate with the Ministry of

Environment of Japan (MOE) and the Natural Resources Section and Natural Monument Section of the Okinawa Prefecture Government (OPG) for control methods, permits, and other issues.

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

Japan Environmental Governing Standards (JEGS), Chapter 13, Natural Resources

April 2016 edition;

DoDD 4715.5, Management of Environmental Compliance Overseas Installations, 22 April 1996;

Army Regulation 200-1 Environmental Protection and Enhancement, Chapter 4

Environmental Asset Management, 13 December 2007;

Conservation of Endangered Species of Wild Fauna and Flora (Japanese Law

No.75 of 1992)

Wild life Protection and Hunting Law (Japanese Law No.32 of 1918

Invasive Alien Species Act (Japanese Law No.78, June 2004)

Wastes Disposal and Public Cleansing Act (Japanese Law No.137, December 1970)

1.1.2 References. The references below will be provided upon request after receiving of the

Notice of Award.

2014-2016 Control of Invasive Species for Critical Habitat Management Installation of

USAG Okinawa.

1.2 SPECIFIC REQUIREMENTS.

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

(TS-POC) of U.S. Army Garrison Okinawa, prior to the commencement of the fieldwork.

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

1.2.1.2 Start-Up Meeting. A start-up meeting shall be held with the USAG Okinawa Program

Manager (PM). The contractor shall prepare the minutes of the start-up meeting. The minutes will be subject to review by the Government, and the contractor shall incorporate comments received on the minutes and redistribute them as necessary. Follow on coordination of project data/ information requirements, logistics, and field activities must be

Provide an overview of the project and objectives.

Discuss project schedule

Discuss logistical requirements

Discuss physical site conditions

Identify data needs and gaps

Identify potential obstacles, hazards, or conditions that would interfere with project completion

Discuss and address any questions.

1.2.1.3 Preparation of Site Safety and Health Plan. The contractor shall prepare an abbreviated

Site-Specific Safety and Health Plan (SSSHP) that includes an Accident Prevention Plan (APP) and Activity Hazard Analysis (AHA) in accordance with EM385-1-1. The SSSHP shall identify and describe personal protective equipment and work practices that will be used during execution of the project to ensure workers are safe. The plan shall address safety equipment to protect. The contractor himself from accidents that caused by edged tools, water containers. skim pits and the

Habu snake; possess Habu snake anti-venom; and a list of emergency contacts. The plan must address the on-site safety supervisor appointed by the contractor in order to maintain safe working environment all times. The plan shall include protection of Government facilities and property.

Especially for fuel tank farms, the tank farm specific fire prevention procedure “Notice to

Contractor on Fire Prevention (Attachment 2)” shall be incorporate into the plan. The contractors and contractor’s employees shall follow the fire prevention procedures specified in this document.

1.2.1.4 Preparation of Work Plan. The contractor shall prepare a Work Plan outlining major work tasks; technical approach; project schedule; project management; contractor’s staff to be utilized; and the qualifications and responsibilities of each person. The Work Plan shall demonstrate that the work will be prepared in accordance with the requirements set forth in this

Statement of SAES, and applicable regulations and standards, including but not limited to those listed in Section 1.3. The removal work of invasive plants needs to be detailed. The Work Plan must be accepted by the TS-POC.

1.2.2 Field Work.

1.2.2.1 The field work should be conducted for three months in Base year, 2018, and four months in Option Year 1, 2019 to remove invasive animals and plants.

Base Year: 1 Jun –31 Oct, 2018

Option Year 1: 1 May –31 Oct, 2019

1.2.2.2 The target invasive species are mainly white-lipped tree frogs, bitter vines, and creeping daisy. If cane toads, red-eared sliders and flat worms were observed on the way or at the project site of the white lipped tree frogs, the contractor shall remove them also (see the previous reports).

It will be the first time to remove the bitter vine (Tsuruhiyodori) from the USGA Okinawa installations, and for the creeping daisy, minor removal was conducted in 2017. Water hyacinth was removed in 2007 and 2016.

The contractor shall have all of local required permits from local authorities before stating of the field works and provide the copy to TS-POC.

The contractor shall dispose the invasive animal accordance with local regulations. For the invasive plants, the contractor shall burn all of removed plants at contractor’s yard or the other local burning sites, and the contractor shall comply with local regulations.

Invasive animals

White lipped tree frogs, Shiroagogaeru (Polypedates leucomystax)

Red-eared sliders, Mississipi akamimigame (Trachemys scripta elegans)

Cane toads, Ohikigaeru (Rhinella marina)

Flat worms, Nyuginiayarigatarikuuzumushi (Platydemus manokwari)

Invasive plants

Bitter vine, Tsuruhiyodori (Mikania micrantha), Creeping daisy, Amerikahamaguruma (Sphagneticola trilobata)

Water hyacinth, Hoteiaoi (Eichhornia crassipes)

The contractor shall take photos of all of species observed/removed/caught. The contractor shall identify Red Listed animals and plants, treated invasive species, or released listed and natural monument species, in accordance with Government of Japan law (GOJ-law). The contractor shall identify, count the numbers, and document via notes and photos of all of the observed species and habitats and drawings. The contractor shall take GPS reading for all of the locations that invasive species or listed species are observed or released.

1.2.2.2.1 White-Lipped Tree Frog (Shiroagogaeru) and the Other Invasive species.

There are many water tanks/containers and several concrete ponds for agricultural irrigation on farms of Torii Station and KTF2. There are skim pits in CTF 1 and 2. The contractor shall visit

CTF1-3, KTF1-2 and Torii Station to remove and dispose egg masses, tadpoles and adult frogs physically and mechanically twice a week during day and once a week during night for three months in 2018 and four months in 2019. The contractor shall visit all of the water containers at the farms of Torii Station as many as possible. Collected adult/juvenile frogs shall be transported to the contractor’s laboratory and to be killed, and disposed. The contractor shall record/report the estimated number of eggs and tadpoles. The contractor shall remove cane toads or red-eared sliders if they are observed. The contractor shall report to TS PM immediately if cane toad is observed.

The contractor shall remove invasive flat worms if they are observed, and the contractor shall include the worms into the report.

1.2.2.2.2 Bitter Vine (Tsuruhiyodori)

The contractor shall remove and dispose invasive bitter vine for the total 200m² at Kuwae Tank

Farm 1-2 and Chimuwan Tank Farm 2. The contractor shall remove the vine completely by hand pulling and digging up roots. In order to prevent re-sprouting, all of the removed vines including roots and soil shall be put into the plastic bags, and be burned within a few days. The contractor shall not leave any cut parts of the vine in the field. The contractor shall coordinate with the TS-

PM prior to removal of the species. Since the bitter vines distributes along the streams, the contractor shall not use any chemicals. The contractor shall conduct removal work by end of Aug, before seeding.

The contractor shall also conduct a cursory survey to identify the other areas of distribution of this species on CTFs and Torii Station. If the bitter vine is identified, the contractor shall GPS the location, provide the data and map(s), and a cost estimates for removal. This information shall be included as part of the Draft and Final Reports.

1.2.2.2.3 Creeping Daisy (Amerikahamaguruma)

The contractor shall remove and dispose invasive creeping daisy for 100m² at grass area of the installations of USAG Okinawa. The contractor shall remove creeping daisy completely including roots and soil with heavy equipment, backhoe. All of the removed weeds shall be put into the plastic bags, and shall be burned within a few days. The contractor shall conduct removal work by end of Aug, before seeding.

The contractor shall conduct sodding at the removed area with Koraishiba (Zoysia sp.). The contractor shall be responsible to monitor the areas for a period up to two months (coverage root establishment may occur within between on to two months) to ensure the sodding is successful.

The contractor shall not be held responsible if the sodded are unsuccessful due to weather conditions beyond its control (i.e., unusually heavy rains, typhoons, etc.).

The contractor starts removing/disposing/sodding from CTF 3 (assume more than 200m²), Torii

Station (assume more than 200m²) and KTF 2 (size is unknown). The awarded area size is treated, the contractor shall stop working. The contractor shall complete the elimination in CTF3 first.

The contractor shall also conduct a cursory survey to identify the other areas of distribution of this species on Torii Station. If the bitter vine is identified, the contractor shall GPS the location, provide the data and map(s), and a cost estimates for removal. This information shall be included as part of the Draft and Final Reports.

The contractor shall submit Dig Permit/Utilities clearance to the Work Order Section at least three weeks in advance when a backhoe is used. And the contractor shall provide the project schedule to DLA through TS-PM for the removal in the fuel tank farms.

1.2.2.2.4 Water hyacinth (Hoteiaoi)

The contractor shall remove water hyacinth, approximately 20m² in the pond of CTF2. It is possible to remove within one day, 4-6 hours.

The contractor is able to accumulate removed water hyacinth on blue sheets, by the pond to dewater for a few days. After completion of the removal work, the contractor shall clean/remove all of stems, roots, leaves and flowers of the water hyacinth.

1.2.2.3 All trash generated during the course of this work must be removed within five

(5 working days whenever the field work are completed.

1.2.2.4 All of the removed plants, animals, eggs, nests, etc. shall be cleared from their habitats, and be transported and disposed of appropriately outside of the installations in accordance with

Japanese laws and regulations (see Section 1.1).

1.2.2.5 The contractor shall not damage on any TES species, GOJ-protected species, their habitats/nests, and wetlands, while conducting control/removal/monitoring of the targeted invasive species.

1.2.2.6 Field notes shall be prepared daily and submit to TS-POC on the following day via e-mail. The daily field notes can be written in Japanese for daily submission. The field notes shall include:

Date, weather

Identification

The number of removed eggs, tadpoles, adults, The sizes of removed area

Maps/ location maps of the invasive species

Photos of invasive species and their habitats.

Detailed habitat/behavior/issue information

Issue or recommendation

1.2.2.7 The contractor shall prepare a draft and final report detailing the results and effectiveness of the control measures. All of the data collected in the field from each site shall be compiled and organized in a consistent format to be submitted for review and comments.

For GIS data, all geospatial data shall be provided in a collective geodatabase in Data

Standards for Facilities, Infrastructure & Environment (SDSFIE) format, Version 3.1 Army

Gold Standard.

The report shall include:

(1) Endangered or Threatened Species, GOJ-protected species, other invasive alien species, and their habitats/observed sites.

(2) Habitats/observed sites of the target species, and habitat/observed sites of other invasive alien species.

(3) Summary of the removal efforts, including: methods and procedures used; maps of areas/sites where control efforts were made; before and after photographs of the areas/sites; date and time of control efforts; The contractor’s name, address, phone number, fax number; names of individuals who conducted the removal; work volumes in “person-day”; deviations from work plan; challenges associated with removal; and areas where removal efforts could not be completed.

(4) A copy of official documents including the permit from Okinawa Prefecture

Government and Ministry of Environment.

(5) Introduction, Method and Result

(6) Discussion of the effectiveness of the removal efforts, including: the likelihood of the efforts, if continued, to effectively control future invasive species repopulation; factors contributing to future repopulation; and an evaluation of the appropriateness of the approaches implemented.

(7) Recommendations for future invasive species control efforts, including: target locations; removal frequency and methods; recommendations for future projects to include estimates of the time, annual cost, and manpower requirements; and recommendations for the management of other species of invasive character found on the installation (kudzu, bamboo, etc.).

1.2.2.9 Geographic Information System Data. The contractor shall record the locations of invasive species found using the Global Positioning System (GPS). GIS data set will be delivered in ESRI ArcGIS 10.3.1 geodatabase format and shape file format. The contractor shall record the locations using a GPS device and X-Y coordinate data shall be provided in the report. The contractor shall provide the Geographic Information System (GIS) data for the location. GIS files shall be provided in JGD2000 horizontal datum, Mean Sea Level (MSL) vertical datum, and the

Universal Transverse Mercator. Metadata shall accompany the GIS file. Data Standards for

Facilities, Infrastructure & Environment (SDSFIE) format, the current SDS version 3.1, and Army

Gold Standard Model shall be used. The contractor shall coordinate with TS-PM before preparation of GIS submittals.

1.2.2.10 Education. The contractor’s Biologist (see below 1.2.3.1.a) shall provide guidance when

TS-POC requests.

1.2.3 QUALIFICATIONS

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

1.2.3.1.1 Supervisory Biologist. The supervisory biologist(s) shall have, at a minimum, a master degree in biology or other related field. The biologist shall have at least five (5) years of experience working on invasive related activities in Japan, including three (3) years of experience working with local authorities (Government of Japan or Okinawa Prefecture Government), and two (2) years of experience working with U.S. Forces in Japan.

1.2.3.1.2 Field Workers. The contractor shall utilize personnel with recent 3 years-experience in natural resources field works. They shall be capable of accomplishing the required work under the supervision of supervisory biologists qualified for this project.

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

1) Resume. The contractor shall submit the resume for the Biologist or researchers to demonstrate their professional experience.

2) Project List. The contractor shall submit a list of projects that demonstrate Biologist’s three (3) years of experience in working on invasive animals related activities in Japan completed within the last 5 years. The contractor shall submit all of experiences in working on invasive plants related activities. The list shall provide the following:

Title of the project and location.

Agency or organization for which the work was performed.

Project periods

1.2.3.3 Key Personnel Requirement. The contractor shall employ, either directly or through subcontract, personnel adequate in numbers, skill, and qualifications to accomplish the work required in conformance with the PWS. If, during the performance of this contract, the contractor must utilize Biologists other than those submitted for this contract, such substitution shall not be made without prior written approval of the contracting officer or his/her authorized representative.

If key personnel are found to devote less effort than stated in the proposal or are performing unsatisfactorily, the Contracting Officer (CO) or TS-POC may direct replacement of such personnel as appropriate. A bilingual (English and Japanese) staff member shall be available as required by the TS-POC.

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

1.3 SUBMITTALS.

1.3.1. Start-up Meeting Minutes. The contractor shall submit the minutes of the meeting in

English via e-mail within three (3) calendar days of contract award. A copy of the minutes will be provided to each participant.

1.3.2. SSHP. The contractor shall submit one electronic copy of the Draft SSHP in English via e-mail within three (12) calendar days of contract award within twenty (20) calendar days for the Final copy.

1.3.3. WP. The contractor shall submit one electronic copy of the Draft WP in English via e-mail within three (12) calendar days of contract award and within twenty (20) calendar days for the Final copy.

1.3.4 Report. The contractor shall prepare and submit a Draft (electronic) and Final Report

(electronic and hard copies) of the control of invasive species. The contractor shall provide complete English report.

For Base Year, the Draft shall be provided by 25 Dec 2018, including the data, analysis and discussion. The Final Report shall be submitted within 20 days following receipt of the

Government’s comments each year. The Final shall be provided no later than 25 Feb 2019.

For Option Year 1, the Draft shall be provided by 25 Dec 2019, including the data, analysis and discussion. The Final shall be provided no later than 25 Feb 2020. The contractor shall consolidate all of previous years’ results and provide a consolidated discussion of the invasive species.

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

The contractor’s name, address, phone number, fax number, names of individuals who conducted the removal; work volumes in “person-day’.

Summary of the project including brief purpose, method, result and discussion.

Introduction including the purpose and description of invasive species (scientific, common English and Japanese names), habitat (observed areas); description of target invasive plants and animals.

Methods and procedures used including maps of areas/sites where control efforts were made.

Result before and after photographs of the areas/sites; date and time of control efforts; GIS map

Discussion of the effectiveness of the removal efforts, including; the likelihood of the efforts, if continued, to effectively control future invasive species population; factors contributing to future repopulation; and an evaluation of the appropriateness of the approaches implemented.

Recommendations for future invasive species control efforts, including: target locations; removal frequency and methods; recommendations for future projects to include estimates of the time, annual cost, and manpower requirements; and recommendations for the management of other species of invasive character found on the installations.

Preparation of Education handbook

Appendix A for raw data

Appendix B for all of the photos taken.

Appendix C for all of the field notes

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

The draft report/digital shall be submitted via e-mail, with numbered lines on each text page, and with 1.5 line-spacing.

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

The draft report shall be submitted in non-Portable Document Format (PDF) format (i.e., Word and Excel) to facilitate on-document review edits and comments.

In addition to the “hard copy,’ the electronic files for the final report shall also be furnished to the

TS-PM on CD-ROM. Final electronic files should be in Microsoft Word and/or Excel for

Windows format and PDF. Final photographs shall be submitted in Joint Photographic Experts

Group (JPEG) format.

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

ORGANIZATION DRAFT REPORT FINAL REPORT

USAG-O, Environmental Div. via e-mail 1 hard copy+ 2 CD ROMs Unit 35115

ATTN: IMPC-JP-PW-EM-O (Ms. Ikema)

APO AP 96376-5115

tomoko.ikema.ln@mail.mil

1.4 SCHEDULE.

1.4.1 The period of this purchase order shall be 300 calendar days following the award of the contract. During the progress of the work, TS-POC will contact the contractor to assure that the work is being successfully directed to the satisfaction of the primary project management concerns.

The following anticipated work schedule shall be used. It is essential that the submission of all reports be timely.

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

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

Performance and Submittal Schedule

BASIC TASK PERFORMANCE PERIOD

(AFTER DATE OF CONTRACT AWARD)

Performance Months

Start-Up Meeting Within 5 calendar days (Contractor shall prepare documents for access pass)

Start-Up Meeting

Minutes

Within 2 calendar days (Contractor shall submit access pass documents to Torii Pass

Office, DLA and Marine Pass office)

Submittal of Draft

SSHP and Work Plan

Within 5 calendar days

Government Review of SSHP and WP

Within 5 calendar days

Submit Final SSHP and WP

Within 3 calendar days

(Contractor shall receive access approval)

Jun or Jul each year mailto:tomoko.ikema.ln@mail.mil

Begin Fieldwork Within 10 calendar days 1 Jun each year

End Fieldwork Within 120 calendar days 30 Sep each year

Submit Draft Report Within 90 calendar days 25 Dec each year

Government Review 15 calendar days for Gov’t Review

Submit Final Report

& Data Set

Within 30 calendar days

Due Date of Completion

1 Mar of the following year, each year

2.0 SERVICE SUMMARY (SS).

Performance Objective PWS Para Performance Threshold

Coordination & Pre Field Activity 1.2.1 90% of the time

Field Work 1.2.2 98% of the time

Report 1.3.3 98% of the time

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES.

There is no government furnished property and services to be provided to the contractor. Any damages to the U.S. Government propertied caused by the contractor shall be restored at no cost to the U.S. Government.

4.0 GENERAL INFORMATION.

4.1. 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 and receipt of complaints from government personnel. The Government may inspect each task as completed appropriate because of repeated failures discovered during inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of 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).

4.2 SECURITY REQUIREMENTS.

Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Except U.S. military installations where the required services are performed, only two (2) contractor employees (contract manager and its alternate) shall require for base pass for access to Kadena Air Base. 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.

4.2.1 ID Passes, Badges and Vehicle Stickers. The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter the U.S. military installations prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the CO or designated representative.

At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

The contractor shall submit a request for base passes for his employees to the 18th Contracting

Squadron, Attention: 18 CONS/LGCB, Kadena Air Base, for recommendation of approval by the

Pass and ID Section. After approval from 18 CONS/LGCB, the contractor shall follow the instructions for acquiring designated pass ID for entry into applicable Marine and Navy facilities at Camp Foster, Bldg 456, at DSN 645-2239/7519 or from off base dial 098-970-2239/7519. The contractor shall follow the instructions for acquiring designated pass ID for entry into Army

Facilities (Torii Station, Naha Port and POL Facilities=Kuwae Tank Farm #1 & 2, Chimuwan

Tank Farm #1, 2 & 3 and White Beach Tank Farm) from Torii Station Pass Office, at Bldg 240, Torii Station, at DSN 644-4688 and from off base dial 098-970-5555(Operator) and after the tone changes, dial 644-4688.

Contractor personnel desiring entry into Petroleum Oil Lubricants (POL) facilities (Kuwae Tank

Farm #1 & 2, Chimuwan Tank Farm #1, 2 & 3 and White Beach Tank Farm) must process the application documents through DLA-Energy Okinawa and then to Torii Station Pass Office. DLA-

Energy Okinawa is located outside of Kadena Air Base gate 3. The application documents shall be submitted to Defense Logistics Agency-Energy Okinawa (DLA-Energy Okinawa), Bldg 53135 at DSN 632-4707/4761 or from off base dial the operator at 098-938-1111 (Operator) and after the tone changes, dial 632-4707/4761.

For vehicle access, follow the instruction from Vehicle Registration, Bldg 5638, Camp Foster, at

DSN 645-3200 or from off base dial 098-970-3200. The prime contractor shall be responsible for all passes issued to his/her or his subcontractor’s employees under this contract. The government reserves the right to obtain certification of receipt for all base passes upon termination of employment or completion of contract, prior to payment of final invoice.

4.3 PHYSICAL SECURITY.

The contractor shall be responsible for safeguarding all government property provided for contractor use (if applicable). At the close of each work period, government facilities, property, and materials shall be secured.

4.3.1 Key Control (When applicable). 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. The contractor shall not duplicate any keys issued by the government. The contractor shall coordinate with the TS-POC to obtain keys for work areas that are fenced-in. The contractor shall return the keys to the TS-POC before close of business every day. Failure to do this may result in refusal of key use by the government.

4.3.1.1 Loss of keys report. The contractor shall immediately report the loss of a duplicate key to the TS-POC.

4.3.1.2 Loss of keys. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the CO, 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.

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

4.3.2 Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

4.3.3 Secured Areas. The contractor shall clean designated facilities during normal working hours only. The authorized contractor to perform the secured areas will be escorted by an appropriate government official, particularly at buildings #100/105, Torii Station. If access to the secured areas is delayed or not available, the contractor shall perform other duties.

4.4 HOURS OF OPERATION.

4.4.1 Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: 0730 thru 1800 hrs, Monday thru Friday, except U.S Holidays.

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.

4.4.1.1 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.

4.4.1.2 Emergency Hours of Operations. The contractor may work besides the normal work hours and holidays only to accomplish the work required in paragraph 1.2.3. The contractor shall coordinate and get prior approval by TS-POC or CO to work during emergency hours of operations.

4.5 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:

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

4.5.2 Prohibition to change. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.5.3 Water faucet. Water faucets or valves shall be turned off after the required use has been accomplished.

4.5.4 Government telephones. Government telephones shall be used only for official government business.

4.6 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 working days of receipt of the request.

4.7 ENVIRONMENTAL CONTROLS.

4.7.1 Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), at the web site follows: http://www.mod.go.jp/j/approach/chouwa/2016_jegs/index.html or http://www.navfac.navy.mil/content/dam/navfac/NAVFAC%20Pacific/NAVFAC%20Far%20E ast/PDFs/PWD_Yokosuka_EVfiles/2012%20JEGS.pdf, Department of Defense, prefectural and local environmental laws and regulations and requirements regarding environmental protection.

In the event environmental laws change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

4.7.2 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 Army Fire Department at 911 and the QAP. The liability for the spill or release of http://www.mod.go.jp/j/approach/chouwa/2016_jegs/index.html http://www.navfac.navy.mil/content/dam/navfac/NAVFAC%20Pacific/NAVFAC%20Far%20East/PDFs/PWD_Yokosuka_EVfiles/2012%20JEGS.pdf http://www.navfac.navy.mil/content/dam/navfac/NAVFAC%20Pacific/NAVFAC%20Far%20East/PDFs/PWD_Yokosuka_EVfiles/2012%20JEGS.pdf such substances rests solely with the contractor and its agent. The contractor is responsible for spill clean-up, remediation and disposal in accordance with appropriate laws and regulations.

4.7.3 Use of Hazardous Materials. The contractor’s use of any hazardous materials will require the submittal of a Safety Data Sheet (SDS) in English and in Japanese for each item utilized. The contractor shall prepare to obtain the approval through the TS-POC from the Fire Department, Safety and the Environmental Office prior to the use of the item. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. 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. Storage of hazardous material on the installation is prohibited and all hazardous material will be removed from the installation at the end of each work day.

4.8 GOVERNMENT OBSERVATIONS.

Government personnel, other than the CO and TS-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.

4.9 SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall:

4.9.1 Conformation. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.9.2 Safety measures. Perform work in a safe manner as required by OSHA 2206, General

Industry, Occupational Safety and Health Standards (29 CFR 1910) http://www.osha.gov/, Japan

Environmental Governing Standards (JEGS) by US Force Japan and general safety requirements of EM 385-1-1, dated 30 November 2014, “US Army Corps of Engineers, Safety and Health

Requirements Manual”. See web site address, http://www.usace.army.mil/Safety-and-

Occupational-Health/Safety-and-Health-Requirements-Manual and click Complete EM 385-1-1.

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

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

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

http://www.osha.gov/ http://www.usace.army.mil/Safety-and-Occupational-Health/Safety-and-Health-Requirements-Manual http://www.usace.army.mil/Safety-and-Occupational-Health/Safety-and-Health-Requirements-Manual

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

Security Police and Fire Department:

While working at any locations on base:

From On-base (Use DSN Phone): 644-4911, or (99) 934-5911

From Off-base: 098-934-5911

From Cell Phone: 098-934-5911

4.9.7 Records and Report. Record and report promptly (within one hour) to the CO or TS-POC all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

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

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

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

4.9.11 Safety hazard. The contractor will be responsible for instructing his employees in safety measures considered appropriate. The contractor shall not permit placing or use of any equipment in traffic or other locations in such a manner as to create safety hazards. Whenever applicable, the contractor will provide and place appropriate warning signs at work areas and its removal after completion of work.

4.9.12 Safety precautions. All safety precautions shall be exercised when working in and around

POL storage facilities. All contractor equipment shall be equipped with proper safety and noise-limiting devices and shall be kept in safe operating condition at all times.

4.9.13 Maintenance of vehicles. All contractor vehicles shall be in good mechanical and safe operating condition. All vehicles shall keep dry chemical type fire extinguishers on each vehicle.

These vehicles are subject to inspection at any time.

4.9.14 Non-smoking. All contractor employees entering POL areas shall not have matches or lighters in their possession. Smoking is prohibited at POL Facilities (Kuwae Tank Farm 1, 2, Chimuwan Tank Farm 1, 2 & 3, White Beach Tank Farms).

4.9.15 Fire & Emergency Services. The contractor shall be responsible to follow the Fire &

Emergency Services (USAG-J Reg 420-90) in appendix E.

4.10 CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.41.

IAW AFI 63-124, para 2.7.1, and DODI 3020.37 this requirement is not considered mission essential.

4.11 PHASE OUT.

4.11.1 Familiarization. If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be, for 30 days after receipt of a notice from the CO. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of the required services.

4.11.2 Site Visit. The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to 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.

4.12 PUBLICATIONS.

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

4.12.2 Material Expediting. 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.

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

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

4.13 CONTRACTOR PERSONNEL.

4.13.1 Contract Manager. The contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

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

4.13.1.2 Availability of the contract manager. The contract manager or his/her alternate shall be available on work sites during the normal hours of operation for the CO, TS-POC, and other government personnel designated by the CO for any matters and issues concerning the contract.

4.13.2 Contractor Employees. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

4.13.2.1 Clothing. 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.

4.13.2.2 Restriction of Employee. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-

7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-

106.

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

4.14 JAPANESE ROAD LAWS.

4.14.1 Local Laws. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

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

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

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

4.15 REQUIRED INSURANCE by JAPANESE LAW.

4.15.1 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.

4.15.1.1 Example of payment. Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent

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

Compulsory Insurance (JCI) requirements.

4.16 CONTRACTOR MANPOWER REPORTING (CMR).

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://armycmra.dmdc.osd.mil/default.aspx?ReturnUrl=%2f. The contractor shall start inputting the information within two months from awarded date, and the contractor shall ask

TS- PM and CO if the required information is not…