PWS - revised 07 AUG 2020.pdf

PERFORMANCE WORK STATEMENT

FOR

RECYCLABLE MATERIAL

COLLECTION and PROCESSING

18 CES/CEOES

KADENA AIR BASE, OKINAWA, JAPAN

04 August 2020

TABLE OF CONTENTS

Section Number and Title Page Number

1. DESCRIPTION OF SERVICES

1.2. RECYCLABLE MATERIAL

1.3. COLLECTION IN MILITARY FAMILY HOUSING (MFH)

1.4. COLLECTION FOR KADENA O&M FACILITIES

1.5. COLLECTION FOR COMMON AREAS

1.6. COLLECTION FOR OKUMA RESORT

1.7. RECYCLABLES

1.8. COLLECTION SCHEDULE

1.9. SPECIAL EVENT RECYCLE COLLECTION

1.10. UNSCHEDULED PICKUP

1.11. CONTAINER PLACEMENT AND STORAGE

1.12. WEIGHING OF VEHICLES

1.13. RECYCLE CENTER OPERATIONS

2. SERVICES SUMMARY

2.1. PERFORMANCE ASSESSMENT

2.2. PERIODIC PROGRESS MEETINGS

3. FACILITIES, EQUIPMENT, AND SERVICES

3.1 GOVERNMENT FURNISHED

3.2. CONTRACTOR FURNISHED

4. GENERAL INFORMATION

4.1. QUALITY CONTROL

4.2. QUALITY ASSURANCE

4.3. SECURITY REQUIREMENTS

4.4. PHYSICAL SECURITY

4.5. HOURS OF OPERATION

4.6. CONSERVATION OF UTILITIES

4.7. RECORDS

4.8. ENVIRONMENTAL CONTROLS

4.9. GOVERNMENT OBSERVATIONS

4.10. SAFETY REQUIREMENTS

4.11. 18th MUNITIONS (18 MUNS) AREA REQUIREMENTS

4.12. CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES DURING CRISIS

4.13. TYPHOON SERVICES

4.14. PHASE OUT

4.15. PUBLICATIONS

4.16. CONTRACTOR PERSONNEL

4.17. CONTRACTOR MANPOWER REPORTING

4.18. JAPANESE ROAD LAWS

4.19. REQUIRED INSURANCE BY JAPANESE LAW

4.20. CONTRACTOR VEHICLES

4.21. SUBMISSION OF INVOICE .................................................................... Error! Bookmark not defined.

4.22. DAMAGES TO GOVERNMENT BUILDING, EQUIPMENT, OR VEGETATION

4.23. PERMITS, LICENSES, CERTIFICATIONS

4.24. GOVERNMENT INTERFACES

5. APPENDICES

Appendix A: Estimated Work Load

Appendix B: Maps, Floor Plans and Site Plans

Appendix C: Government Furnished Property/Services/Equipment

Appendix D: Report Requirements

Appendix E: Air Force Common Output Levels (AFCOLS)

Appendix F: Collection Points

Appendix G: Government Provided Materials

Appendix H: Category Separation

1. DESCRIPTION OF SERVICES.

1.1. Purpose: This Contract is for services for the 18th Civil Engineer Squadron (CES), 18th Wing, Kadena Air Base (KAB) including surrounding United States Air Force (USAF), and Department of Defense (DOD) facility locations on Okinawa, Japan as listed in this Performance Work Statement (PWS). This is joint requirement between the 18 CES, Military Family Housing, and 718 CES Environmental and Recycling programs. The Kadena Air Base Solid Waste and Qualified Recycling Program Manager (718 CES Environmental office) is the technical expert for this program. The 18 CES Service Contracts is the functional point of contact for this program, and will serve as the Contracting Officer’s Representative, as authorized by letter from the Contracting Officer.

1.1.1. Scope: The Contractor must provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform recycle collection services for all areas specified in Appendix D (Collection Points). The Contractor must maintain the recycling center and equipment located near Gate 3 of Kadena Air Base in a safe and operational condition at all times. The Contractor must perform to the standards in the contract as well as all applicable, law, regulation, and policies of the Departments of Defense and the Air Force, the Government of Japan and its political subdivisions, and the Japan Environmental Governing Standard. Estimated workload data are in Appendix A (Estimated Workload Data). The map and site plans are in Appendix B (Maps, Floor Plans and Site Plans). The Kadena Air Base Solid Waste and Qualified Recycling Program Manager provides technical and environmental insight for the recycling program.

1.2. RECYCLABLE MATERIAL.

1.2.1. The Contractor must accept recyclable materials in a clear plastic bag(s). Once the Contractor collects the recyclables, the recyclables become Government property.

1.2.2. Material Rejection. Recyclables not placed in a clear plastic bag; containing refuse or food residue, recyclables mixed with unrecyclable refuse; tree limbs longer than 6 feet in length or 8 inches (20 centimeters) in diameter (green waste); cardboard not flattened; and bags containing unauthorized materials (e.g., chemicals, light bulbs, batteries) must not be collected by the Contractor. The Contractor must place a recycling rejection notice on unacceptable bags, clearly identifying the facility and the reason for rejection. The Contractor must notify the COR each time it rejects an item during pick up and provide all information of the rejection (i.e.: taking a picture of the rejection sticker that was placed on the item). The Contracting Officer’s Representative (COR) may inspect items not collected by the Contractor to determine justification for material rejection. The Government will provide recycling rejection notice stickers to the Contractor. An example is provided in Appendix G (Government Provided Materials). The Contractor must provide a minimum of two weeks’ notice when requesting additional stickers.

1.3. COLLECTION IN MILITARY FAMILY HOUSING (MFH).

1.3.1. Housing residences may co-mingle all recyclable items in the same clear plastic bag. The Contractor must collect the recyclables unless conditions in paragraph 1.2.2 apply. The collecting personnel must not place any bags on the ground, but must place them directly into the bed of a truck for transport to the recycle facility, or mark for rejection and place back into the recycle bin from which they came with the exception of tower units (see paragraph 1.3.1.1.). The Contractor must complete recycle collection as listed in Appendix F (Collection Points). The Contractor will be notified by the COR in the event that any units requiring collection service change (Note: For collection in Chibana Housing Area, the contactor must go to Gate 1 for vehicle inspections prior to collection).

1.3.1.1. Special rules for tower units (as listed in Appendix F (Collection Points) Tower section).

The Contractor must collect all properly bagged recycling and all cardboard from tower units.

Rejected recycling must be placed in the trash dumpster. The Contractor must place rejection stickers on the hazardous items and return them to the recycle collection area and must notify the COR that an item was rejected.

1.3.2. The Contractor must collect all recyclables to include bulk items and green waste from the sidewalk/curbside adjacent to each MFH unit, with the exception of tower units. The Contractor must collect all recyclables at tower units from the centralized collection points to include the first floor trash room(s). The Contractor must collect all recyclables at the same time. The Contractor must not open bags or sort recyclables at the collection point.

1.4. COLLECTION FOR KADENA O&M FACILITIES.

1.4.1. The Contractor must complete scheduled recycle collections at O&M administrative facilities, commercial facilities, DOD Schools and other Government facilities on Okinawa, Japan as listed in Appendix F.

1.4.2. Collection points will be adjacent to the refuse collection area (Note: multiple collection points may be assigned by the COR for tenants in one building). For these locations, the Government will provide 95-gallon plastic or similar type and size containers marked for recycling. Bulk items may be placed near the collection points, or other areas as designated by the COR. The Contractor must remove all recyclables including emptying bins, and collecting bulk items such as tree branches, scrap metal and any loose recyclables from the collection points on the scheduled pick up day. The Contractor must also ensure all recyclables are collected within a 20-foot (6 meter) radius of the collection point. The Contracting Officer or COR may grant an additional 24 hour grace period to pick up the bulk recyclable when circumstances outside of the Contractors control prohibit the collection within the normal schedule.

1.5. COLLECTION FOR COMMON AREAS.

Not Used

1.6. COLLECTION FOR OKUMA RESORT.

The Contractor must complete on-demand recycle collections at Okuma on Okinawa, Japan, when requested by COR. Frequency of pick-ups will be as needed by the customer at Okuma. The number of containers collected may vary per time of year and collection time. Collection schedule will be set at time of the request and must occur within five (5) business days.

1.7. RECYCLABLES

1.7.1 Cardboard and Metal Collection. The Contractor must collect cardboard from all recycle collection areas and cardboard cages listed in Appendix F. The Contractor must collect scrap metal from all recycle collection points and scrap metal bins, as listed in Appendix F, when the bin is full.

1.7.2. Wooden Pallets. The Contractor must not collect wooden pallets from any locations listed, or accept any pallets at the recycle center, unless approved by the COR.

1.7.3. Organic Yard, Tree and Bush Waste (Green Waste). The Contractor must pick up regular yard and tree maintenance waste generated by occupants or occupants’ hired vendor, from the recyclable collection point at each MFH unit, and trash enclosures or other designated locations in O&M areas on scheduled pickup days. Contractor is not required to collect tree branches or brush waste exceeding 6 feet (2 meters) in length or in excess of 8 inches (20 cm) in diameter. Note:

Typhoon debris removal is not considered normal green waste removal and is not required to be collected by the Contractor.

1.7.3.1. The Contractor must collect green waste from areas identified by the COR, if such waste was determined to be improperly or illegally dumped, and if this waste would have otherwise been collected under this contract.

1.8. COLLECTION SCHEDULE.

The Contractor must follow the collection schedule and frequencies for all listed collection locations. After thirty (30) days of contract performance, the Contractor may submit changes to the collection schedule that increase efficiency or provide better service to the customer. Changes to the established collection schedule must be submitted to the COR for approval thirty (30) calendar days prior to start of changes. No changes are allowed to the schedule without CO approval. Once collection schedule changes are approved, the COR will inform the Contractor to notify the affected facilities using fliers, direct contact, or other appropriate method to ensure each customer is informed of the change. The change in schedule may occur no earlier than fifteen (15)

Commented [VEWGUP1C1]: Added timeline days after the notification to the customers.

1.9. SPECIAL EVENT RECYCLE COLLECTION.

1.10. UNSCHEDULED PICKUP.

For unscheduled events, the COR will coordinate with the Contractor to schedule a time for collection. The COR will provide at least 48 hours advance notice of unscheduled events. An unscheduled pickup would be any COR requested collection of recyclables from normal locations outside the normal collection schedule. It is expected that unscheduled collection will occur less than six (6) times per year.

1.11. CONTAINER PLACEMENT AND STORAGE.

The Contractor is responsible for delivering Government provided recyclable containers, bins and 4 ton rolled on-off containers, as determined by the COR, to collection points. When no longer being used, the Contractor must pick up, wash/rinse and return the containers to the storage area at Building 871. The Contractor must store unused containers at the recycle center. The Contracting Officer or COR may grant an additional 24 hour grace period to pick up the containers when circumstances prohibit the collection within at the requested time.

1.12. WEIGHING OF VEHICLES.

The Contractor must weigh each vehicle leaving and returning to the yard during the collection of O&M and MFH recycling and must provide a weight ticket for each vehicle. All green waste will be weighed separately and recorded on a weight ticket. All material dropped off at the recycle center will be weighed in the same category with the exception of green waste and have a printed weight ticket.

1.13. RECYCLE CENTER OPERATIONS.

1.13.1. Recycle Center. The Contractor must provide transportation and delivery of recyclable material from collection areas to building 871 (Recycle Center near Gate 3). The Contractor must not remove Government Furnished Equipment (GFE) from the recycle yard area on Kadena Air Base except to relocate recycle containers base wide. See paragraph 3.1 for provided GFE

1.13.2. Separating/Sorting. All recyclable material must be separated/ sorted per Appendix H (Category Separation) and placed in a marked designated containment location, as identified by the COR. Plastics, Styrofoam, and paper must be bagged for containment purposes according to Appendix H. All recyclable items must be weighed prior to sale. The COR, in conjunction with the Kadena Solid Waste Manager, will determine storage locations for materials collected under this contract. Whenever possible, the containers and bag are provided by the recycled material buyers. The Contractor should notify the COR if bags are not available.

Commented [VEWGUP1C2]: Adjusted per Legal review line

1.13.3. Organic Yard, Tree and Bush Waste Processing. Not less than once per week, unless approved by the COR, the Contractor must chip all shrubs and tree limbs received at the wood chipping area. Every effort should be made to keep green waste from accumulating during typhoon season (1 June – 30 November). To the greatest extent possible, when TCCOR 3 is declared the Contractor must chip any stockpiled debris and clean surrounding area, unless approved by the CO or COR due to an emergency or unforeseen circumstance. Once normal operations are resumed, chipping will continue until the area is cleared. The contractor is generally not required to process storm create debris, an increase in debris during typhoon season is possible as MFH residence prepare for storms. The Contractor must be responsible for chipping as required to keep the area clear and clean of wood and other debris. The Contractor must immediately remove all organic waste from plastic bags at the time of drop off. Waste must be free of all plastic bag material. The COR must approve all wood chip stockpile locations for decomposition. The Contractor must be responsible for all materials dumped in the green waste area. Non-green waste items will be promptly removed to a COR approved area for disposal.

1.13.3.1. Mulch. The COR, in conjunction with the Kadena Solid Waste Manager, must designate an area for the Contractor to provide fully stabilized and mature compost mulch for Government usage.

1.13.3.2. Customer Organic Yard, Tree and Bush Waste Drop-off Bin. The customer green waste drop off bin must be emptied when full, or as needed (no less than weekly). The Contractor must be responsible for all materials placed in the bin, and will remove non-recyclable items to a COR approved area for disposal by the Government.

1.13.4. Glass Processing. The Contractor must remove all non-glass items, such as lids, from glass prior to crushing. Glass will be crushed as needed, but not less than one per week and separated by size. After crushing, glass will be stockpiled as designated by the COR.

1.13.4.1. If required, the CO may suspend crushing and request separation for collection by recycling company. Once requested, the contractor must remove all non-glass items, such as lids, from glass during sorting. O&M and MFH generated glass must be kept separate until weights are noted and approved by COR. Glass must not be consolidated for disposal without COR approval.

Glass must be sorted as listed in Appendix H.

1.13.5. Scrap Metal. Scrap metal will be sorted and stored in an area authorized by the COR. The Contractor must separate all non-metal items from the scrap metal and placed in the proper containment area. Scrap Metal must be sorted as listed in Appendix H.

1.13.6. Cardboard. Cardboard must be collected and stored in an area authorized by COR. The

Commented [VEWGUP1C3]: Adjusted wording cardboard should be protected from wind, rain and water.

1.13.7. Paper. Paper must be accepted in accordance with Appendix H. All paper should be protected from wind, rain or water.

1.13.8. Plastic. Plastics must be collected and sorted as listed in Appendix H. The Contractor must remove the cap or the top and empty/drain any liquid in the plastic container. The Contractor must not dump liquids on the ground. All liquids must be emptied into a proper container and disposed of accordingly. Any plastic that cannot be drained/ cleaned sufficiently may be disposed as refuse.

1.13.9. Electronic Waste. Military Family Housing generated Electronic Waste (E-Waste) must be accepted in accordance with Appendix H. The Contractor must not accept any e-waste from O&M areas without COR approval and proof the waste is not acceptable through DLA Disposition Services (formerly known as DRMO).

1.13.10. Non-salable recyclables. The Government will dispose of items that are not sold through the QRP program.

1.13.11. Illegal and Improper dumping. On occasion recyclable or non-recyclable materials might be delivered to the recycling facility after normal hours. In the cases of illegal dumping, please notify the COR as soon as possible for further disposition instructions. Additionally items normally collected might be placed along the collection routes, but in locations not normally collected (Improper Dumping). The contractor must inform the COR of the location of these items, and after COR approval, the contractor must collect items located along the normal route on the next scheduled collection date. The COR will notify the Facility Manager and or MFH inspector of location and description of items in an effort to minimize recurrence.

2. SERVICES SUMMARY

2.1. PERFORMANCE ASSESSMENT.

Performance Objective PWS Para Performance Threshold Method of Assessment

Recyclable material collection MFH

1.3. Collect material on time, 90% of the time, per approved schedule.

Periodic Validation and Customer Complaint

Recyclable material collection O&M.

1.4. Collect material on time, 90% of the time, per approved schedule.

Periodic Validation and Customer Complaint

Commented [VEWGUP1C4]: reworded

Commented [VEWGUP1C5]: Added illegal Dumping

Recyclable material collection Okuma

1.6. Collect material on time, 90% of the time, per approved schedule.

Periodic Validation and Customer Complaint

Unscheduled item pick-up 1.10. Support requests 90% of the time with 5 days’ notice.

Periodic Validation

Base operating recycle center

1.13.1. – 1.13.10

Sort/process material accurately 90% of the time per month.

Periodic Validation

Equipment maintenance 3.1.1. – 3.1.2.6

To be initiated within 3 workdays after equipment breakage or identification of the issue.

Periodic Validation

2.1.1. Periodic Validation. This method requires the Contracting Officer’s Representative (COR) to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validation may be conducted either on a scheduled (daily, weekly, monthly, quarterly, semi-annual or annually) or an unscheduled basis and may be adjusted based on quality trends.

2.1.1.1. Any unsatisfactory performance must be recorded, and the Contractor must re-perform the service after notification by the Contracting Officer (CO) or COR.

2.1.1.2. Failing to meet the performance threshold for any performance objectives may result in a warning or letter of concern from the CO.

2.1.1.3. Failing to meet the performance threshold of these performance objectives for any two, or more consecutive or non-consecutive months during a contract period may constitute a reason for an immediate Progress Meeting with the Multi-functional Team. All remedies must be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.1.2. Customer Complaints. The COR will receive and investigate complaints. The COR must be responsible for initially validating customer complaints. The CO must make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor.

Validated customer complaints must be re-performed after notification by the CO or COR.

2.2. PERIODIC PROGRESS MEETINGS.

2.2.1. At least semi-annually, and at the CO’s discretion The CO, COR, other government personnel as appropriate, and the Contractor must meet to discuss the Contractor’s performance.

The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor must provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.2.2. Contracting will put the minutes in writing, signed by the CO and any other signatures as deemed appropriate, distributed to all attendees and a copy placed in the official contract file.

Should the Contractor not concur with the minutes, the Contractor will provide a written notification, within 3 business days after receiving the minutes, to the Contracting Office identifying areas concerns. The contracting office must investigate any issues brought up by the Contractor, work to resolve the issues and update the minutes as appropriate.

3. FACILITIES, EQUIPMENT, AND SERVICES

3.1 GOVERNMENT FURNISHED

3.1.1 GOVERNMENT FURNISHED FACILITIES (GFF): The Facilities identified in Appendix C (Government Furnished Property/ Services/ Equipment) must be provided for use on this contract. The Government will provide three (3) sets of keys (six (6) keys total) to the Contractor for Government supplied facilities. Lost or stolen keys will be reported by the Contractor to the COR. In the event keys are lost or stolen, the Government may request the Contractor to replace either the key(s) or the full locking system for the Government supplied facilities at no cost to the Government, dependent on the risk associated with the lost or stolen keys. When the lock system is replaced, the contractor must provide a new set of keys to the COR. The Contractor will coordinate the need for additional keys through the COR. At all times, the Contractor is responsible to secure any GFF under its care. Upon termination of this contract, all issued keys must be returned to the Government.

3.1.1.1. MAINTENANCE OF GFF. The Contractor must ensure all identified facilities and areas are kept clean and free of excessive clutter and trash. The Contractor is responsible for securing all furnished areas and items before typhoons or high winds.

3.1.1.2. The Contractor must maintain the can sorting area in a clean and sanitary condition at all times. The floors and walls in and around the can sorting area must be cleaned and sanitized at least monthly.

Commented [VEWGUP1C6]: Adjusted per legal review line 20

3.1.1.3. In building 871, the Government reserves an 8’ x 8’ space in the back room located in the area currently functioning as a break room. The small facility next to B871, the scale house, will have a work area set aside for Government workers (see Appendix B - Office location and Map).

3.1.2 GOVERNMENT FURNISHED EQUIPMENT (GFE): After contract award and prior to taking possession of any GFE, the Contractor along with the COR, will do a full inventory of all GFE proposed to be used by the Contractor. As well, it is encouraged that the Contractor perform a thorough mechanical inspection (at Contractor’s expense) of all GFE, to identify any issues that may prohibit the performance of work in this PWS. While it is the intent of the Government to provide fully functional equipment, if, at the time of inspection, the equipment is determined to be defective or nonoperational, the Government will provide repair to make the equipment operational.

3.1.2.1. GOVERNMENT FURNISHED EQUIPMENT

3.1.2.2. Upon award of the contract, at the time the Contractor takes possession of the GFF/GFE, an inventory will be accomplished with the Contracting Office and the Contractor.

3.1.2.3. Maintenance of GFE.

3.1.2.3.1. The Contractor is responsible for performance of maintenance in order to keep the equipment listed in paragraph 3.1.2.1 in operational condition. Upon contract award, the Government will furnish the Contractor with the manufacture’s maintenance manual. Within 30 days after the start of the performance period, the Contractor must develop and implement a preventative maintenance plan for all GFE. The plan must include a maintenance schedule, maintenance documentation procedures, and a list of maintenance to be performed for each item of GFE. Preventative maintenance procedures must meet all manufacturers’ maintenance recommendations. The maintenance schedule must be provided by the Contractor to the COR five (5) days prior to the month the maintenance is to be performed. Documentation of preventative maintenance must be maintained by the Contractor for the entire contract and available for inspection by the COR. The COR may inspect preventative maintenance and documentation quarterly beginning the third month after the start of the performance period.

Equipment Location Quantity Model Serial Number

Can Sorting Machines B871 1 Provided at award Tub Grinder B871 1 Provided at award Glass Crusher B871 1 Provided at award Recycling Centers B871 1 Provided at award Scale System B871 1 Provided at award 4 Ton Rolled On‐Off Container B871 Various

Commented [VEWGUP1C7]: Added for clarification legal review line 21

The Contractor must replace or repair all Contractor caused damage to Government property at no expense to the Government as the CO directs. If the Contractor fails or refuses to make such repairs or replacement, the Contractor is liable for the cost, which may be deducted from the contract price.

3.1.2.3.2. The Contractor is responsible for the cost of normal and routine preventative maintenance (oil changes, lubrication, blade replacement, etc.) according to the manufacturer’s recommendations. When repair beyond normal and routine preventative maintenance is needed, and within the contractor’s capability, the contractor must provide an estimate of the cost of reimbursable parts, materials, and supplies to the CO through the COR for approval to proceed with the repair. If the cost of the repairs is expected to exceed ¥250,000 or if the repair exceeds the ability of the Contractor to provide the repair, the Contractor must submit a detailed cost breakdown to the CO through the COR. The Government has no obligation to provide payment for any costs incurred if the Contractor proceeds with reimbursable work without the CO’s approval. Repair costs in excess of ¥250,000 must be negotiable with the CO and may be accomplish by means other than this contract. If any GFE failure is determined to be the fault of the Contractor due to negligent operating procedures, the Contractor must be required to repair or replace the damaged GFE.

3.1.2.3.1. If the Contractor is unable to provide repairs to the equipment due to complexity, the Contactor must provide the Government with detailed information explaining the issue, repair needs, and detailed estimate of parts, material, supply and labor costs. The CO will review the information and will provide notification on how to proceed. The Contractor is responsible for the cost of any repairs made without CO approval. In cases where the Qualified Recycling Program (QRP) manager provides the parts for installation/ replacement, upon approval by the CO, the Contractor may submit the installation/ replacement fee to the Government for the work not considered normal and routine preventive maintenance.

3.1.2.4. Maintenance of GFE (Recycle Containers). The Contractor must keep all containers free of unpleasant odors, dirt, debris, and pests. Containers must remain easily accessible to customers.

In order to ensure sufficient numbers of containers are available, all containers must remain in good workable condition with no leaks. The Contractor must report damaged or broken containers to the COR.

3.1.2.5 Government Furnished Stickers. The Government will furnish discrepancy stickers to the Contractor, at no cost to the Contractor. See Appendix G (Government Provided Materials) for example.

3.1.2.6 Government Furnished Recycling Brochures. The Government will provide recycling brochures to the Contractor, at no cost to the Contractor.

Commented [VEWGUP1C8]: reworded

3.2. CONTRACTOR FURNISHED

3.2.1. Except for those items or services specifically stated as Government Furnished in section 3.1, the Contractor must furnish everything needed to perform the contract requirements and obligations stated in this PWS.

3.2.2. Contractor must supply all vehicles needed to collect and process recycling, including delivery of containers and roll-off containers.

3.2.2. SPECIALIZED PROPERTY OR REQUIREMENTS

3.2.2.1. Vehicle Identification: The Contractor must provide the COR with a list of all vehicles to be utilized on base. The list must identify type of vehicle and license number. Only vehicles identified on this list will be allowed on Government facilities. Each vehicle must have the Contractor’s/Company name and/or logo clearly visible on each side. The Contractor must update this list as vehicle requirements change.

3.2.2.2. Condition: The Contractor must ensure all vehicles remain in serviceable condition. All vehicles must meet prefecture safety requirements of the Japanese Government.

3.2.2.3. The Contractor’s vehicles requiring access to DoD military installations must be registered with the Camp Foster Provost Marshall. Contractor vehicles requiring access to 18th Munitions Squadron (18 MUNS) area must obtain a pass through 18 MUNS Munitions Control via telephone at 632-5255 or MUNS Chief of Japanese Operations 632-5059/5499

3.2.2.4. Trucks and trailers used for hauling & collecting must be free of odor, dirt, debris, and pests. Contractor vehicles and equipment must not have any waste or equipment leaks such as oil or hydraulic fluid.

4. GENERAL INFORMATION

4.1. QUALITY CONTROL

4.1.1. The Contractor must control the quality of service delivered. Services provided must meet the specified performance thresholds for each requirement in the Services Summary (Para 2.1 Performance Assessment).

4.1.2. The Government must rely on the Contractor's existing quality assurance systems to maintain a minimum level of quality control, when contracting for commercial services, unless market research indicates otherwise.

4.1.3. Quality Control Plan. “Contracts for commercial items shall rely on contractors’ existing quality assurance systems as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial item being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice.” For non-commercial services, if market research indicates it is a customary commercial practice, or the CO determines a Quality Control Plan (QCP) is necessary, the CO may require the Contractor to provide a complete (QCP) to ensure the requirements of the contract are provided as specified. If required by the CO, the Contractor must provide a QCP describing the inspection system for the requested services listed in the PWS. The Contractor must develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The Contractor must submit to the Contracting Officer for review prior to the start of the performance period. The Contractor must update the plan as changes occur.

Changes must be submitted for review by the CO.

4.1.4. If required, the Contractor’s QCP must contain, at a minimum, the following items:

4.1.4.1. A description of the inspection system to cover all services. The description must specify the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections and the title and organizational placement of the inspector(s).

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

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

4.1.5. Records of inspections must be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

4.2. QUALITY ASSURANCE

4.2.1. The Government will periodically evaluate the Contractor’s performance by appointing a COR to monitor performance to ensure services are received. The COR will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's QCP 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 is responsible for initially validating customer complaints. However the COR, with coordination through the CO as required, has the final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.2.2. Subsequent to contract award, the identity of the COR, with a letter defining his/her duties and authority will be promptly furnished to the successful contract awardee.

4.2.3. The COR will inform the contract manager when discrepancies occur and will request corrective action. The COR will make a notation of the discrepancy on his/her surveillance checklist with the date and time the discrepancy was noted and will request the Contractor’s contract manager (or authorized representative) to initial the entry on the checklist.

4.2.4. Any matter concerning a change to the scope, prices, terms or conditions of this contract must be referred to the CO in writing and not to the COR.

4.2.5. The services to be performed by the Contractor during the period of this contract are subject to review by the CO or COR at any time.

4.3. SECURITY REQUIREMENTS

4.3.1. Security and base access requirements are contained in Air Force FARS (AFFARS) Clause 5352.242-9000, Contractor Access to Air Force Installations. Contractor employees are required to obtain and display identification badges. The Contractor should anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.3.2. ID Passes, Badges and Vehicle Stickers: The Contractor is responsible to obtain such clearances and/or passes as required for its employees to enter military installations after contract award and prior to the start of work. The Contractor must be responsible for all passes issued to his/her employees under this contract. Applications must be coordinated through the CO or COR.

At the time of application, the 18th Security Forces Squadron (18 SFS) may conduct background checks on any or all employees. Upon termination of employment of any personnel, the Contractor must be responsible for returning identification cards and base passes to 18 SFS within 24 hours.

4.3.3. Flight Line Access: If flight line access is necessary, the Contractor must obtain all required training and coordination from 18th Operations Support Squadron (18 OSS) Airfield Management to ensure that any Contractor vehicle within the airfield area is operated IAW U.S. Air Force

(USAF) directives. The COR will provide any necessary instructions.

4.4. PHYSICAL SECURITY

4.4.1. The Contractor must be responsible for safeguarding all government property provided for Contractor use. At the close of each work period, Government facilities, property and materials must be secured.

4.4.2. Key Control: The Contractor must establish and implement methods of ensuring that all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. (NOTE: All references to keys also include key cards.) Keys issued to the Contractor by the government must not be duplicated. The Contractor must develop procedures covering key control that must be included in the QCP or key control plan if the CO does not require a QCP. Such procedures must include turn-in of any issued keys by personnel who no longer require access to locked areas.

4.4.2.1. The Contractor must immediately report the occurrences of a loss of any key to the COR.

4.4.2.2. In the event keys other than master keys are lost or duplicated, the Contractor must upon written direction of the CO, re-key or replace, at their expense, the affected lock or locks; however, the Government may, at its option, 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 replacement of the lock or locks is to be deducted from the monthly payment due to the Contractor. In the event a master key is lost or duplicated, the Government is required to replace all locks and keys for that system. The total cost may be deducted from the monthly payment due to the Contractor.

4.4.2.3. The Contractor must not allow the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor must not allow employees to open any locked areas for any person(s) other than the Contractor’s employees and/or personnel authorized by the CO, who are engaged in the performance of assigned work.

4.4.3. Lock Combinations: The Contractor must establish and implement methods of ensuring that lock combinations are not revealed to unauthorized persons. The Contractor must ensure that lock combinations are changed when personnel having access to the combinations no longer need to know the combinations. These procedures must be included in the Contractor’s QCP or key control plan if the CO does not require a QCP.

4.5. HOURS OF OPERATION

4.5.1. Normal Hours of Operation: The Contractor may perform the collection and sorting services required under this contract during the following hours: 07:00 to 18:00, Monday through Sunday.

If requested by the Contractor, with coordination of the COR and prior approval of the CO as required, the Contractor may work extended hours to ensure timely completion of work at no additional cost to the government. The contractor is responsible for covering the normal services required under this contract, regardless of the hours worked. Overtime costs are generally not permitted under this contract. The CO may negotiate a fair and equitable agreement with the contractor if a continuation of services outside the normal contract is required.

4.5.1.1 The recycling center, located at Building 871 on Kadena Air Base, must be manned by Contractor personnel for acceptance of recyclable materials during the following hours: 08:00 to 17:30 Monday through Saturday including all holidays. Sundays might be required on occasion to meet special events. The Contractor is not required to provide the service on first day of January, New Year’s Day. At the Contractor’s discretion, the recycling center may be minimally manned on US holidays, as long as it meets the requirements of this contract. The Contractor must provide an English-speaking person on-site to assist customers.

4.5.1.2. The Contractor must work necessary hours to meet the schedule set in Appendix F. Note:

residences are required to have recycle containers in place by 08:00 on the morning of the recycle collection.

4.5.2. Recognized Holidays: The Contractor is not required to provide the service on first day of January, New Year’s Day.

4.5.3. Emergency Services: On occasion, the CO or COR may request emergency services in support an activation or exercise of contingency plans outside the above described normal duty hours.

4.6. CONSERVATION OF UTILITIES

4.6.1 The Contractor must instruct employees in utilities conservation practices. The Contractor must be responsible for operating under conditions that prevent the waste of utilities, which include the following:

4.6.1.1. Lights may be used only in areas where and when work is actually being performed and must not remain on when not needed.

4.6.1.2. Mechanical equipment controls for heating, ventilation and air conditioning systems must not be adjusted by the Contractor or by Contractor employees unless authorized.

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4.6.1.3. Water faucets or valves must be turned off after the required use has been accomplished.

4.6.1.4. Government telephones must be used only for official government business.

4.6.1.5. Not all utilities are available at all locations.

4.7. RECORDS

4.7.1. The Contractor must be responsible for creating, maintaining, and handing over all government-required records specifically cited in this PWS or required in Appendix D (Report Requirements). If requested by the Government, the Contractor must provide the original record or a reproducible copy of any record within five business days of receipt of the request. Any reports not specifically mentioned in this PWS that are required by local, state, and federal regulations, international agreements, Status of Forces Agreements (SOFA), appropriate Final Governing Standards (FGS), Japan Environmental Governing Standards (JEGS) or Overseas Environmental Baseline Guidance Document (OEBGD) must be available to the COR.

4.8. ENVIRONMENTAL CONTROLS

4.8.1. Compliance with Laws and Regulations: The Contractor must be knowledgeable of, and comply with, all applicable Japan Environmental Governing Standards (JEGS) and requirements regarding environmental protection. In the event that 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 because of the change, the Contractor must inform the CO pursuant to notice requirements and negotiate a modification to the contract.

4.8.2. Notification of Environmental Spills: Spills or release of any hazardous substance identified in JEGS Appendix 1, Table AP1.T4 must be immediately reported by the Contractor or its agent to the Kadena Air Base Fire Department at 098-934-5911 or Camp Foster Fire Department at 098- 911-1911 in accordance with JEGS Chapter 18. The liability for the spill or release of hazardous substances rests solely with the Contractor and its agent. .

4.8.3. Material Storage and Use: The Contractor must follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

4.8.4. Environmental Management System (EMS) Training. The Contractor must appoint an environmental POC to complete EMS training provided by the AF ESOH Training Network at www.esohtn.com prior to the start of work to oversee and maintain environmental soundness at the project site for the entire duration of the contract when applicable. The Contractor POC must be responsible for training all other employees at the site prior to the start of any project/work activities

4.8.5. Hazardous Materials. Prior to bringing any chemicals on KAB, the Contractor must submit the following to the COR for approval:

4.8.5.1. Hazardous Materials: Any hazardous materials brought onto KAB must be approved in the Enterprise Environment, Safety, and Occupational Health Management Information System (EESOH-MIS) or by USAF Form AF-3952 coordinated through the 18th Logistics Readiness Squadron (18 LRS) HAZMART Pharmacy and approved by 18th Wing Safety, 18th Medical Group Bioenvironmental and 718 CES/CEIE Environmental authorities. (AFMAN 32-7002 dated 04 Feb 2020). The Contractor is responsible for disposal of any hazardous waste generated during this contract.

4.8.5.2 Safety Data Sheets (SDS) and approval in EESOH-MIS or by Form AF-3952 must be presented to the COR before bringing hazardous materials on the base.

4.8.5.3. Hazardous materials must be transported, stored, handled, used, and disposed of, in accordance with Occupational Safety and Health Act (OSHA2206) General Industry, Occupational Safety and Health Standards (29 CFR 1910) and JEGS, The Contractor may not store any Hazardous materials on KAB property.

4.8.5.4. The Contractor may consult with the Kadena HAZMART Pharmacy at extension 634- 7724 or 634-7728 for a determination of whether a product is a hazardous material.

4.8.5.5. All containers with hazardous materials must be correctly marked, labeled with their contents, and protected from damage.

4.8.6. Prior to bringing any hazardous materials to a base other than KAB, the Contractor must receive approval following that base’s procedures.

4.8.7. Spills

4.8.7.1. Notification Requirements: While on KAB, report all spills of hazardous materials immediately to 18 CES/CEF Fire Department at 911 or 098-934-5911 and to the COR. For spills at installations other that KAB, notify that location’s fire department and the COR.

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

4.8.7.3. Reporting Requirements: The Contractor must submit a written follow-up report to COR not later than seven (7) calendar days after any spill incident. The written report must conform to the requirements detailed in the 18th Wing Administrative Plan 545 – Spill Prevention and Response. At a minimum, the report must provide the information necessary to complete an Environmental Pollution Incident Report Form. Copies of this form are available from the Environmental Office (718 CES/CEIE).

4.8.7.4. 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 Government may establish a contract debt if the funds expended are not otherwise resolved favorably by the contractor.

4.9. GOVERNMENT OBSERVATIONS

4.9.1. With CO/COR coordination, Government personnel other than the CO and COR may, from time to time observe Contractor operations. However, these personnel may not interfere with Contractor performance or make any changes to the contract. The Contractor will make no changes unless directed by the CO in writing.

4.9.1.1. It is expected the Contractor will interact with 718 Environmental Solid Waste and Qualified Recycling Program Manager and QRP personnel (stakeholders) and US military members and families (customers). The interaction may take place with or without the CO or COR present. The Contractor must not take any actions on a request from a stakeholder or customer without COR or CO approval. The Contractor must report any such requests to the COR as soon as possible.

4.10. SAFETY REQUIREMENTS

In performing work under this contract, the Contractor must:

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

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

4.10.3. Develop and provide, at the start of the orientation period or the start of the first operational performance period (if there is no orientation period), a safety plan to provide a safe work environment for the protection of Government facilities and property as well as Contractor personnel.

4.10.4. Provide protection to Government property to prevent damage during the period of time the property is under the control or in possession of the Contractor.

4.10.5. Include a clause in all subcontracts to require sub-Contractors to comply with the safety provisions of this contract, to comply with FAR Clause 52.212-5, as applicable.

4.10.6. Record and report promptly (within one hour) to the CO or COR, all available facts relating to each instance of damage to Government property or injury to either Contractor or Government personnel.

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

4.10.8. If the Government elects to conduct an investigation of the accident/mishap, the Contractor must cooperate fully and assist Government personnel in the conduct of the investigation until the government completes the investigation.

4.10.9. Include a clause in each applicable subcontract requiring the sub-Contractor’s cooperation and assistance in accident reporting and investigation.

4.10.10. Ensure personnel have the following on-base emergency services phone numbers available and programmed into their cell phones as needed:

KAB, Okuma, Camp Shields, or Torii Station

Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp Kinser

Emergency (Base Phone) 911 911

Fire Protection 634-6011 645-3776 Security Police 634-1880 645-7441 Emergency (From Cell Phone) 098-934-5911 098-911-1911

4.11. 18th MUNITIONS (18 MUNS) AREA REQUIREMENTS.

4.11.1. All vehicles operating in the 18…