Attach-1_PWS_Cultural_Liaison_Apr2019.pdf

PERFORMANCE WORK STATEMENT (PWS)

Cultural Liaison for the 18th Wing Kadena Air Base, Okinawa, Japan

12 April 2019

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION

1. DESCRIPTION OF SERVICES 2

2. U.S. GOVERNMENT FURNISHED PROPERTY AND SERVICES 3

3. QUALITY ASSURANCE 5

4. INSURANCE 10

5. SPECIAL QUALIFICATIONS 11

1. DESCRIPTION OF SERVICES

1.1. The contractor shall provide information and advice to the 18th Wing leadership regarding the local culture and protocol consistent with the philosophy, principles, methods, and techniques endorsed by the Department of Defense (DoD) Air Force, and 18th Wing.

Advice may include providing information on who or what office to contact regarding an issue and may involve facilitating meetings between Wing leadership and key stakeholders. The contractor shall assist in arranging meetings, events, or other engagements in support of community relations.

1.1.1. The contractor shall provide information to 18th Wing leadership pertaining to the culture of Okinawa.

1.1.1.1. The contractor shall indoctrinate members of the 18th Wing leadership within 30 days of arrival to Kadena AB. The contractor may be tasked by the Wing leadership to facilitate initial meetings with local civic leaders.

1.1.1.2. The contractor shall educate the 18th Wing leadership on Okinawan history, customs, and traditions.

1.1.2. The contractor shall provide advice on issues raised by the 18th Wing leadership to assist Air Force personnel develop a culturally-sensitive approach to issues.

1.1.3. The contractor shall recommend, plan, and direct a variety of activities to ensure that proper protocol is observed. The contractor shall arrange for meetings, events, or other engagements in support of community relations. Coordinates with higher and lower echelons, and other local government agencies as necessary in the planning for and execution of visits.

1.1.3.1. The contractor will advise the Protocol Office on host nation protocol to ensure engagements and events meet the stated objectives. The contractor shall work with the Protocol Office to arrange logistical support and distinguished visitor honors, and assist to resolve logistical issues related to setting up and holding the engagements.

1.1.3.3. If U.S. Government resources may be required, the Contracting Officer (CO) will approve the requested resources. If U.S. Government resources are approved in part or disapproved or unavailable, the contractor will adjust the meeting accordingly.

1.1.4. The contractor shall identify points of contact for meetings or engagements. The contractor may be asked to make an appointment or facilitate a meeting with those points of contact.

1.2. The contractor shall work to maintain a partnership between officials of the local government, business leaders, and community points of contact, and the Airmen of Kadena AB.

1.2.1. The contractor shall increase awareness within the local community of the mission of the United States armed forces and the alliance between the governments of the United States and Japan.

1.2.1.1. The contractor shall work with the Public Affairs and Protocol Offices to develop engagements and promote interactions between 18th Wing members and their Honorary Commanders or Legacy Members.

1.2.1.2. The contractor identifies and recommends local community leaders for participation in the Kadena AB Honorary Commander Program. The Public Affairs Office will determine who is accepted in the Program and the contractor may be tasked to facilitate initial meetings with the Honorary Commanders.

1.2.2. The contractor shall work to foster a supportive relationship with the community, facilitating the involvement of Air Force personnel in civic endeavors.

1.2.3. The contractor shall propose activities with regard to these tasks. The 18th Wing leadership will approve the activities while considering inherently U.S. Governmental concerns regarding the relationship of the governments of the United States and Japan.

2. U.S. GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1. The contractor will be provided a work space, network access, office supplies, and telephone for official use in support of this contract.

2.2. The contractor may request other logistical support from the CO. If approved by the CO, it will be provided. This logistical support concerns the contractor’s operations in support of the contract, not resources required for meetings, events, and other engagements.

2.3. Personal Logistical Support

2.3.1. The contractor may obtain status under Article I (b) of the SOFA when the contractor is a citizen of the United States, not ordinarily a resident of Japan, and invited to perform work on contract for the U.S. Forces in Japan. Whether an individual employee is entitled to Article I (b) status requires a review of the contractor’s proposed operations, the contractor’s actual operations, or both, and a review of each employee’s status in Japan. Determinations of eligibility regarding status under Article I (b) of the SOFA are not made before award of the contract.

2.3.2. The U.S. Government offers some items, listed below, only on a reimbursable basis.

Specific eligibility, reimbursement, and other criteria (including, but not limited to, availability of space and time limits), are not described below.

2.3.3. If the contractor has SOFA status under Article I (b), they may be entitled to the following benefits or forms of logistical support.

2.3.3.1. Entry and exit from Japan as exempt personnel.

2.3.3.2. Duty free import and export of items and most personal items from Japan.

2.3.3.3. United States customs exemptions under Public Law 89-436.

2.3.3.4. United States customs exemptions under the Tariff Act of 1930, as amended.

2.3.3.5. Exchange and Theater privileges.

2.3.3.6. Commissary privileges (subject to limitations in DoDI 1330.17).

2.3.3.7. Laundry and dry cleaning.

2.3.3.8. Military banking facilities.

2.3.3.9. Billeting.

2.3.3.10. Club membership.

2.3.3.11. Mortuary services.

2.3.3.12. Emergency medical care.

2.3.3.13. Emergency dental care.

2.3.3.14. Military postal privileges.

2.3.3.15. Notaries and powers of attorney.

2.3.3.16. DoDDS schools.

2.3.4. If the contractor does not have SOFA status under Article I (b), the contractor may be entitled to the following benefits or forms of logistical support.

2.3.4.1. United States customs exemptions under Public Law 89-436.

2.3.4.2. United States customs exemptions under the Tariff Act of 1930, as amended.

2.3.4.3. Mortuary services.

2.3.4.4. Emergency medical care (routine health care requires 18 MDG/CC approval).

2.3.4.5. Emergency dental care.

2.3.4.6. Notaries and powers of attorney.

2.3.4.7. DoDDS schools.

2.3.5. If the contractor is not a citizen or national of the United States and do not have SOFA status under Article I (b), the contractor may be entitled to the following benefits or forms of logistical support.

2.3.5.1. Emergency medical care.

2.3.5.2. Emergency dental care.

2.3.6. Family members, who qualify as dependents under Article I (c) of the SOFA, may receive privileges authorized for their contractor personnel sponsor. Family members, who do not qualify under Article I (c) of the SOFA, may receive privileges authorized for their contractor personnel sponsor under subparagraph 2.3.4. or 2.3.5. above.

3. QUALITY ASSURANCE

3.1. The Contracting Officer will periodically evaluate the contractor’s performance by appointing a U.S. Government representative to monitor performance to ensure services are received. The U.S. Government representative may evaluate the contractor’s performance through random sampling of completed assigned tasks or assesses task quality/completion based on customer feedback. The U.S. Government representative 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 U.S. Government representative may decrease the number of quality control inspections if merited by performance. The CO will also investigate complaints received from customers located on or off the installation. The contractor shall be responsible for initially validating customer complaints. However, the CO shall make the final determination of the validity of customer complaint(s) in cases of disagreement with the customer(s).

3.1.1. The U.S. Government representative will perform assessments of the contractor’s performance.

3.1.2. The U.S. Government representative will inform the CO in person when discrepancies occur and will request corrective action. The U.S. Government representative will annotate the discrepancy on a memorandum of record with the date and time the discrepancy was noted and will request the CO (or authorized representative) to endorse the memorandum of record.

3.1.3. The contractor shall refer matters concerning a change to the scope, prices, terms or conditions of this contract to the CO and not to the U.S. Government representative.

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

3.2. Quality Control

3.2.1. The contractor is required to control the quality of service delivery and offer to the U.S.

Government for acceptance only services which conform to contract requirements. The overall service quality shall meet the performance thresholds for each requirement in the Description of Services.

3.2.2. The U.S. Government will rely on the contractor's existing quality control systems as a substitute for U.S. Government evaluation and testing, when contracting for commercial services, unless market research indicates otherwise.

3.2.3. Records of assessments shall be kept and made available to the U.S. Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

3.3. Professional Environment

3.3.1. The 18th Wing promotes an environment that complies with DoD and Air Force directives prohibiting unlawful discrimination and sexual harassment. This environment is free from personal, social, or institutional barriers based on race, color, religion, sex, or national origin. The contractor shall report any suspected problems to the CO for review and investigation. The contractor may review a copy of AFI 36-2706, Equal Opportunity Program, Military and Civilian, at e-Pubs (http://www.e-publishing.af.mil/index.asp).

3.3.2. Maintains Professional Manner and Displays Positive/Collaborative Attitude. The contractor shall refrain from the use of profanity, sexual or racial jokes, or other behavior that would normally be considered unprofessional. Validated complaints will be referred to the CO for consideration. Unprofessional conduct may be considered a basis for termination for cause.

3.4. Physical Security

3.4.1. The contractor will be responsible for safeguarding all U.S. Government property provided for its use. At the close of each work period, U.S. Government facilities, property, and materials will be secured.

3.4.2. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the U.S. 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 U.S. GOVERNMENT

WILL BE DUPLICATED. THE CONTRACTOR WILL DEVELOP PROCEDURES

COVERING KEY CONTROL THAT WILL BE INCLUDED IN THE QUALITY CONTROL

PLAN. SUCH PROCEDURES WILL INCLUDE TURN-IN OF ANY ISSUED KEYS BY

PERSONNEL WHO NO LONGER REQUIRE ACCESS TO LOCKED AREAS.

3.4.2.1. The contractor will immediately report the occurrence of a loss of key to the COR.

3.4.2.2. In the event keys, other than master keys, are lost or duplicated, the contractor will, upon written direction of the CO, re-key or replace the affected lock or locks; however, the U.S.

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 U.S. Government, the cost of re-keying or the replacement of the lock or locks will be deducted from the monthly payment due the contractor.

3.4.2.3. The contractor shall prohibit the use of keys issued by the U.S. Government by any persons other than the contractor. The contractor will prohibit the opening of locked areas by other personnel to permit entrance of persons other than the contractor engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

3.5. Security Requirements

3.5.1. Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” (NOV 2012). Contractor employees will be required to obtain and display identification badges. The contractor may 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.

3.5.2. ID Passes, Badges, and Vehicle Stickers. The contractor is responsible to obtain such passes as required to enter military installations on Okinawa prior to start of work. The contractor will be responsible for all passes issued to himself under this contract. Applications will be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor will be responsible for returning identification cards and base passes to Security Forces within 24 hours.

3.5.3. The contractor is not required to obtain and maintain a security clearance for the performance of duties. The contractor will not handle any classified information and will report any suspected leak of classified information to a U.S. Government representative.

3.6. Hours of Operation

3.6.1. Hours of Operation. The contractor will work as required to facilitate the tasks with a 20-hour work week. Meetings, events, and other engagements may occur on any day, Sunday through Saturday, at any time of the day or night. There will be no overtime paid on this contract.

3.6.1.1. 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.

3.6.1.2. Any holidays that are declared by Presidential Executive Order will be observed in the same manner as the holidays listed above. If the area in which contract personnel is scheduled to work is closed due to the holiday declared by an Executive Order and the employee is not required to report in, payment will not be made for those hours. Closures of the installation due to inclement weather or other such acts of God shall be handled in the same manner.

3.6.1.3. Upon notification, the contractor shall be available within 1 hour from 0800 to 1600, Monday through Friday, to meet with government personnel to discuss problem areas.

3.6.2. Absences and leave. All absences should be scheduled at least 30 days prior to the requested leave dates and approved by the 18th Wing leadership or designated representative. A maximum total of 20 absences and/or leave days can be taken in a 3-month period unless there has been an emergency and is approved by the COR. The contractor shall not be compensated during periods of absences and leave.

3.6.2.1. The contractor shall maintain a timesheet to document hours worked daily, weekly, and monthly. This shall be provided with contractor’s monthly invoice.

3.7. Personnel Requirements

3.7.1. English Language Requirement. Contractor personnel will read, understand, speak, and write English and Japanese fluently and clearly.

3.7.2. Appearance. The contractor shall present a professional, conservative, and neat appearance. The contractor will report for duty in a professional manner, in appropriate attire befitting an office setting, and having complied with socially acceptable standards of personal hygiene.

3.7.3. Facial hair (including beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed.

3.7.4. The CO may require that the contractor be removed if they endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

3.8. Conservation of Utilities

3.8.1. The contractor will conserve utilities. The contractor will be responsible for operating under conditions which prevent the waste of utilities which include the following:

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

3.8.1.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems will not be adjusted by the contractor unless authorized.

3.8.1.3. Water faucets or valves will be turned off after the required use has been accomplished.

3.8.1.4. U.S. Government telephones will be used only for official U.S. Government business.

3.9. Environmental Controls

3.9.1. Compliance with Laws and Regulations. The contractor will be compliant with the 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.

3.9.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained listed in JEGS, Chapter 18 or Appendix 1, into the environment, the contractor or its agent will 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 agents.

3.9.3. Material Storage and Use. The contractor will follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

3.10. U.S. Government Observations

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

3.11. Safety Requirements

3.11.1. In performing work under this contract, the contractor shall:

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

3.11.1.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and the JEGS.

3.11.1.3. Upon request, develop and provide a safety plan for the protection of U.S. Government facilities and property and to provide a safe work environment for contractor personnel.

3.11.1.4. Provide protection to U.S. Government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

3.11.1.5. Record and report promptly (within one hour) to the CO or designee, all available facts relating to each instance of damage to U.S. Government property or injury to either contractor or U.S. Government personnel.

3.11.2. 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.

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

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

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

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

4. INSURANCE

4.1. Japanese Road Laws

4.1.1. The contractor will 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:

4.1.1.1. 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.

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

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

4.1.3. Required Insurance (In addition to that required by Japanese Law)

4.1.3.1. The contactor will procure and maintain during the entire period of their performance under this contract, the following minimum insurance on each vehicle used at the work site.

4.1.3.1.1. Automobile Property Damage Insurance Amount: ¥3,000,000.00 or Dollar equivalent.

4.1.3.1.2. Bodily Injury Insurance Amount: ¥30,000,000.00 or Dollar equivalent.

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

4.1.4. 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 will 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.

5. SPECIAL QUALIFICATIONS

5.1. Full bilingual capability (English and Japanese).

5.2. Ability to effectively communicate with officials within the military community and those within the local host community.

5.3. Contractor has established relationships with local government officials, business leaders, and community points of contact. Contractor maintains regular and positive relations with these entities and organizations to help facilitate communications and meetings with members of the 18th Wing leadership.

5.4. Contractor has extensive experience and knowledge of the 18th Wing and Kadena AB history, mission, and heritage.

6. ADDITIONAL REQUIREMENTS

6.1. Enterprise-wide Contractor Manpower Reporting Application (eCMRA) Reporting

The contractor shall report complete and accurate data for ALL direct labor provided under this contract during the period of performance during each Government fiscal year (FY), which runs from October 1 to September 30. The Contractor shall input the data via a secure web site at http://www.ecmra.mil/.

The contractor shall enter initial data into the appropriate eCMRA tool to establish the basic contract record no later than 15 working days after receipt of contract award or contract modification incorporating this clause. User Guides and Frequently Asked Questions (FAQs) are available at http://www.ecmra.mil/; technical questions may be directed to the eCMRA help desk at usaf.pentagon.saf-aq.mbx.cmra-help-desk-dod@mail.mil.

The contractor shall notify the COR when the basic contract record has been established; and when annual requirements are completed in the appropriate component eCMRA tool.

6.2. If SOFA status is required for contractor personnel, the contract award winner must comply with DFARS 252.225-7976 Contractor Personnel Performing in Japan. (DEVIATION 2018- O0019).