PWS FY24 Update USAG Okinawa SPRP.pdf

Performance Based Work Statement

For

FY24 Update USAG Okinawa Spill Prevention and Response Plan

U.S. Army Garrison Okinawa Directorate of Public Works

Date: 16 May 2024

PERFORMANCE BASED WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1. DESCRIPTION OF SERVICES 2

2. SERVICE SUMMARY 11

3. GOVERNMENT FURNISHED PROPERTY AND SERVICE 12

4. CONRACTOR’S FAILURE TO PERFORM 12

5. GENERAL INFORMATION 13

6. APPENDICES 21

1. DESCRIPTION OF SRVICES

The Scope of this Performance Work Statement (PWS) includes updating environmental compliance plans for US Army Garrison (USAG) Okinawa, Japan. The specific requirements include updating the Spill Prevention and Response Plan (SPRP) in accordance with current regulations, instructions, and industry practices, providing professional engineering certification of the updated SPRP. The Contractor shall furnish all labor, tools, supplies, equipment, and transportation necessary to perform the work described in this PWS. The Contractor shall provide adequate professional supervision and quality control to assure the accuracy, quality, completeness, and progress of the required work. The Contractor shall perform all work in accordance with common industry standards/practices and all applicable Federal, Department of Defense (DoD), host nation, and local regulations.

1.1. BACKGROUND

Potential sources of spills that may affect USAG Okinawa installations include industrial facilities, the fuel transfer pipeline, aboveground storage tanks (ASTs), underground storage tanks (USTs), and electrical transformers. Petroleum and hazardous substance storage, handling, and transfer activities are located at the following installations/facilities:

• Torii Station

• Naha Port

USAG Okinawa typically include POL and hazardous substance storage containers, tanks, and piping. Most USAG Okinawa facilities are located in close proximity to the East China Sea and waterways that drain into the Pacific Ocean. The Japan Environmental Governing Standards (JEGS) requires that DoD installations prepare, maintain, and implement SPRPs and that these plans be updated at least every five (5) years.

1.2. BASIC SERVICES

1.2.1. Contractor Personnel: The Contractor shall employ, either directly or through subcontract, personnel adequate in numbers, skill, and qualifications to accomplish the work required in conformance with this PWS. To demonstrate requisite experience, information supporting personnel qualifications shall be provided in the work plan as described in Section

1.2.4.1. Contractor’s employees shall be able to communicate in English with sufficient ability to understand on-base security personnel.

1.2.2. Project Management: The Contractor shall manage and control all work activities associated with this PWS. The Contractor shall appoint a project manager fluent in English to conduct communication between Government personnel and the Contractor’s employees and who shall be responsible for the performance of all contract services. The project manager shall have full authority to act for the Contractor on all contract matters relating to performance of this contract. The name of the Contractor’s project manager shall be provided in writing to the Contracting Officer (CO) within three (3) business days following contract award.

1.2.3. Project Meetings / Coordination: The Contractor shall be responsible for conducting a project kickoff meeting by teleconference with the USAG Okinawa Program Manager (PgM) within five (5) business days following the date of award. During this meeting, the Contractor shall discuss the project scope of work and objectives, logistics, coordination requirements, project schedule, data/information needs, and potential obstacles, hazards, or conditions that would interfere with project completion. The Contractor shall prepare and electronically submit meeting minutes within three (3) business days of the conclusion of the meeting.

The Contractor shall participate in a progress meeting. The purpose of the meeting is to discuss project status and results following completion of field activities. Presentation materials (i.e.

agenda) shall be prepared and provided for review seven (7) days prior to the meeting. Meeting minutes shall be prepared by the Contractor and provided to the PgM within seven (7) days of the conclusion of the meeting.

1.2.4. Project Planning: The Contractor shall be responsible for preparing all project planning documents including a Work Plan and Accident Prevention Plan.

1.2.4.1. Work Plan: The Contractor shall prepare a Work Plan (WP) that presents the approach and methodologies to be used to complete the tasks required by this PWS. The WP shall describe in detail the quality control, technical, and administrative activities that shall be implemented to ensure that quality data are collected to support the project objectives. The WP shall also contain the names and qualifications of key personnel. The draft WP shall be submitted to the PgM for review within thirty (30) calendar days after the Kick-off meeting. The Contractor shall revise the draft WP, as necessary, based on all review comments received and submit a final WP within five (5) business days of receipt of review comments. The final WP shall be submitted electronically (in MS® Word and Adobe® PDF file formats). Alongside the Final Work Plan, the Contractor shall submit a comment response matrix that includes a response by the Contractor to each government comment. The WP shall be updated when key personnel join or quit the project and when changes are made to the Contractors work approach and methodologies.

The Contractor shall develop and implement a quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s Quality Control Plan (QCP) shall ensure that the work tasks are in compliance with the contract requirements. The Government will provide comments on the plan, if necessary, to be incorporated by the Contractor into the final QCP. The QCP shall be submitted to the PgM with the Work Plan for acceptance. The Contractors QCP shall include a provision to include a quality control summary with each key deliverable, including the draft and final versions of the SPRP, that includes the document history and status. The Contractor shall list the full name and signature of the preparer, the full name and signature of the qualified technical reviewer that approved the submittal, and the full name and signature of the project principal that approved the submittal. These shall be different persons.

The Contactor shall not commence field work activities until the WP has been accepted by the PgM. All work shall be conducted in accordance with the approved WP.

1.2.4.2. Accident Prevention Plan: The Contractor shall develop and implement a written Safety and Health Program in accordance with guidelines specified in EM 385-1-1. The program shall require that the Contractor record and report promptly (within two hours) to the PgM, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel. In the event of an accident/mishap, the Contractor shall 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 PgM. If the government elects investigate the accident/mishap, the Contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

The Contractor shall prepare an Accident Prevention Plan (APP) for all field work activities. The Contractor shall submit a draft APP electronically to the PgM within thirty (30) calendar days after the Kick-off meeting. The Contractor shall revise these plans as necessary and submit a final APP within five (5) business days of receipt of the USAG Okinawa review comments. The final APP shall be submitted electronically (in both MS Word and PDF formats).

The Contractor shall ensure that its subcontractors, suppliers, and support personnel follow all safety and health provisions established in the APP. The USAG Okinawa reserves the right to stop work under this contract for any safety violations at no additional cost to the Government.

The USAG Okinawa will verify that the Contractor has implemented corrective action before allowing continued performance under the contract.

1.2.4.3. Project Management and Planning Deliverables:

Deliverable Schedule Qty/ Format

Kick-off Meeting Minutes Within three (3) business days after the Kick-off Meeting. 1 electronic

Draft Work Plan Within thirty (30) calendar days after the Kick-off Meeting. 1 electronic

Final Work Plan Within five (5) business days after receipt of comments. 1 electronic

Draft Accident Prevention Plan (APP) with Activity Hazard Analysis (AHA)

Within thirty (30) calendar days after the Kick-off Meeting. 1 electronic

Final Accident Prevention Plan (APP) with Activity Hazard Analysis (AHA)

Within five (5) business days after receipt of comments. 1 electronic

1.3. QUALIFICATIONS

1.3.1. Key Personnel – Minimum Qualifications: The Contractor shall employ, either directly or through subcontract, personnel adequate in numbers, skill, and qualifications to accomplish the work required in this PWS. To demonstrate requisite experience, the Contractor shall submit information supporting personnel qualifications with the Work Plan. Specifically, the Contractor shall provide a detailed resume for all personnel providing technical, operational, or administrative (project management and planning) support for this contract. The resume will include the educational background, training, credentials, and qualifications as well as a summary of relevant experience. The Government has full authority to reject any key personnel submitted for acceptance by the Contractor if they do not meet the minimum qualifications set forth in Section 1.3 of this PWS. If the Government determines that the personnel do not meet the minimum qualifications, the Contractor shall be required to propose a replacement acceptable to the Government. If for any reason an individual proposed is not available or otherwise not utilized after contract award, an individual with equal qualifications as the individual proposed shall be provided at no additional cost to the Government. If key personnel are found to devote less effort than stated in the work plan or are performing unsatisfactorily, the CO or the PgM may direct replacement of such personnel as appropriate.

1.3.1.1. CPM: The Contractor shall appoint a Contract Project Manager (CPM) who shall be responsible for the overall performance of the work. The Contractor shall designate in writing the name of the CPM to the Contracting Officer. The CPM shall have full authority to act for the Contractor on all contract matters relating to this contract.

1.3.1.2. Professional Engineer: The Contractor shall provide a Professional Engineer (PE), either directly or through subcontract, that is registered in either the Civil or Environmental Engineering discipline by any U.S. State, the District of Columbia, Puerto Rico, or Guam to serve as the technical lead (TL) for the performance of work in support of this PWS. The Contractor personnel assigned as a PE shall demonstrate their qualifications on the basis of education and experience on a minimum of three (3) relevant projects.

The minimum education requirement for Key Personnel Position PE is: A Bachelor of Science degree in Engineering.

To be considered relevant for demonstrating experience for the key personnel position of PE, a project shall meet the following minimum requirements:

(1) the project employed the individual proposed for this key personnel position, in the same position they are proposed for under this project.

(2) the project was completed within the past five (5) years prior to the due date for quotes.

(3) the project included at least one of the following types of work: development of Spill Prevention and Response Plans and their certification in accordance with 40 CFR §112 or the JEGS feasibility or constructability studies and/or preparation of plans and specifications for project features relevant to petroleum oil and lubricants (POL), hazardous substance (HS) spill prevention; field assessment/investigation relevant to POL/HS spill, stormwater and surface water contamination; emergency response action and reporting; preparation and certifying of environmental compliance plans relevant to POL and HS Spill Prevention and Response.

1.3.1.3. Certified Tank Inspector: The Contractor shall provide a tank inspector(s) (TI), either directly or through subcontract, to support field survey work conducted in support of Task of this PWS. The Contractor personnel assigned as a TI shall demonstrate their qualifications on the basis of certification. The minimum certification requirement for Key Personnel Position TI is possession of a valid Steel Tank Institute SP001 Aboveground Tank System Inspector certification and have performed a minimum of three (3) projects within the past five (5) years that demonstrate expertise and experience in conducting inspections of aboveground and underground storage tanks. This requirement may be satisfied with one or more persons in possession of both or either certification.

1.4. TASK – DEVELOP SPILL PREVENTION AND RESPONSE PLAN

1.4.1. Description of Service: The Contractor shall prepare a SPRP and certify the plan in accordance with the Japan Environmental Governing Standards (JEGS). The Contractor shall prepare a SPRP in compliance with the current JEGS, Unified Facilities Criteria (UFC), and other applicable Federal regulations. Specifically, the Contractor shall:

1.4.1.1. Ensure that the SPRP satisfies all applicable regulatory and policy requirements including the JEGS (most recent version), Department of Defense Instructions and Unified Facilities Criteria, applicable Federal requirements, applicable GOJ requirements, and relevant industry standards.

1.4.1.2. Conduct site visits of all SPRP-applicable activities at USAG facilities on Okinawa, perform document reviews, and gather data to ensure that all the information contained within the SPRP is current and accurate. The Contractor shall conduct interviews with key stakeholders to validate responsible organizations, duties and responsibilities, response procedures, operations and maintenance schedules, reporting procedures, etc.

1.4.1.3. Conduct a field survey of all facilities and POL storage inventory provided as Appendix B. The survey team shall include, at a minimum, the project PE and TI specialist. The field survey shall consist of a visual external spill prevention assessment of each SPRP-applicable activity and photo documentation. Any deficiencies observed during the field survey will be noted in writing and the PgM shall be notified within 24 hours of any critical deficiencies observed during the field survey. For each storage tank, the Contractor shall review the most recent STI SP0001 inspection reports and evaluate the adequacy of the spill control system for each site. Contractor shall conduct assessments of all aboveground shop-fabricated, atmospheric storage tanks listed Appendix B in accordance with the annual STI SP001 inspection standard.

Copies of completed assessment checklists shall be provided with the DRAFT plan.

1.4.1.4. Perform a visual spill prevention assessment with photo documentation at the following facilities:

• Hazardous material/ hazardous waste storage facilities

• Fuel dispensing facilities

• Terminals

• Valve boxes

• Pipelines

• Pump stations

• Truck and tanker vessel offload areas

• Truck fillstands

• Recovery tanks

• AFFF storage facilities

• Oil/Water & Fuel/Water Separators

• Tanks containing other types of oil (kerosene, preservation oil, turbine oil, hydraulic fluid, alcohol/water, used oil, waste oil)

1.4.1.5. All definitions and requirements in the updated SPRP shall cite the applicable regulation

– either the JEGS, Unified Facilities Criteria, Department of Defense Instruction, US Code of Federal Regulations, GOJ regulation, and/or industry standard.

1.4.1.6. Prepare site-specific spill plans for each site listed in the inventory, with detailed description of spill prevention, control and countermeasures including sized secondary containment and general secondary containments, in accordance with Chapter 13 of the JEGS to ensure compliance with all requirements. All site-specific plans shall contain photographs and current terrain and drainage maps. For each listed facility, using maps as appropriate, a prediction of the direction and rate of flow shall be included, as well as the total quantity of POL or hazardous substances that might be spilled as a result of a major failure. Prepare WDC in accordance with JEGS Appendix 13A.

1.5. CRITERIA AND REGULATIONS

Applicable regulations and criteria are the following:

1.5.1. Japan Environmental Governing Standards (JEGS), latest version.

1.5.2. UFC 3-460-03 Petroleum Fuel Systems Maintenance, Change 2, 24 August 2023.

1.6. DELEVERABLE REQUIREMENTS

1.6.1. The Contractor shall prepare and submit a draft SPRP to the PgM within two-hundred and seventy (270) calendar days following contract award. Multiple reviews will be done by various stakeholders within the Government. The GOV will complete its review of the draft plan and provide written comments to the Contractor within thirty (30) calendar days. Upon receipt of GOV comments, the Contractor shall notify the PgM within three (3) business days of any instances of non-concurrence with GOV comments, guidance, or instructions. The Contractor shall track and provide a response to all Government comments and make resulting changes to the document. The Contractor shall host and facilitate a meeting (via teleconference) to resolve any major Government comments. The Contractor shall revise the plan, as necessary, and submit final survey reports within thirty (30) calendar days following receipt of all GOV comments.

The Contractor shall prepare a Final SPRP incorporating changes made based on Government comments and subsequent discussions/resolutions of comments. The final version of the SPRP shall be approved and certified by a US registered professional engineer. Contractor personnel certifying the SPRP shall ensure that the Plan considers applicable standards for spill prevention and environmental protection, is prepared in accordance with good engineering practice, and is adequate for the facilities. The final reports shall be submitted electronically (in both MS Word and PDF formats) and in hardcopy according to Section 1.6.3 of this PWS. Alongside the final reports, the Contractor shall submit a comment response matrix that includes a response by the Contractor to each GOV comment. All GOV comments shall be resolved prior to acceptance of the final report. See Section 2.1 of this PWS for additional standards for deliverables.

Deliverable Schedule Qty/ Format

Draft SPRP Within two-hundred and seventy

(270) calendar days after award. 1 electronic

Final SPRP Within thirty (30) calendar days of receipt of all Government comments.

1 electronic (in both PDF and MS Word formats) and 1 hard copy for USAG Okinawa

1.6.2. Deliverables schedule: The following schedule shall be followed in performing the tasks described in this PWS.

Task Duration of

Task Calendar Day

Maximum Days from

NTP

Work Progress Schedule (%)2

Notice to Proceed (NTP) 0 0 0% Kick-off Meeting 5 5 1% Kickoff Meeting Minutes 3 8 3% Draft WP/APP 30 30 - Final WP / APP 5 - 5% Complete field activities1 - - 20% Progress Meeting - - - Progress Meeting Minutes 7 - 25% Submit Draft SPRP - 270 50% Submit Final SPRP 30 365 100%

Notes:

1 The Contractor shall identify each field schedule in Task: Prepare SPRP of the PWS.

2 Invoicing shall be commensurate with Work Progress Schedule (Section 1.6). Submittals must pass an initial QA check by the GOV with minimal expected revisions before the Contractor may submit a partial invoice.

1.6.3. Standards for Deliverables: All documents produced under this project shall be in English (Note: final, accepted versions of the SPRP shall be in English. The Contractor shall deliver hard copies and/or electronic copies of all deliverables including all documents, supporting documents, and checklists, IAW the Deliverables Schedules in sections 1.6. Except as otherwise noted, electronic files shall be provided via e-mail or by Safe Access File Exchange (SAFE, https://safe.apps.mil/) in the following formats, as applicable:

• Text: Microsoft Word (latest version) & Adobe PDF

• Spreadsheets: Excel (latest version)

• Graphics: PowerPoint (latest version)

• Project Management: MS Project

• Database: Access (latest version)

The deliverable documents shall be in sufficient detail that only minor changes should be required based on Government review. If any submitted document is incomplete, prepared incorrectly, or of poor quality; the Contractor shall revise the document at no additional cost to the Government.

https://safe.apps.mil/

2. SERVICE SUMMARY

2.1. Performance Requirement Summary: The following table provides metrics and methods designed to help determine if the Contractor’s performance exceeds, meets, or does not meet a given standard and acceptable quality level.

Performance Objective

Performance Standard

Acceptable Quality Level

(AQL)

Monitoring Method

Remedy

Draft SPRP contain the appropriate information as required in the

PWS. (1.6.1)

Draft SPRP meet all compliance requirements as specified in the

PWS

90% compliance

100% Inspection If deficiency is found, corrective action will be requested. If corrective action is not satisfied or deficiencies occur repeatedly more than once, a contract discrepancy report will be issued.

Final SPRP must address all Government review comments. (1.6.1)

Comment response matrix shall be returned will all comments marked as either ‘concur’, ‘non-concur’ with justification, or ‘for information only’ with additional details.

Changes shall be reflected in Final plans.

100% compliance

100% inspection If deficiency is found, corrective action will be requested. If corrective action is not satisfied or deficiencies occur repeatedly more than once, a contract

Draft and final SPRP documents are signed by the preparer, the

QC summary submitted by Contractor

100% compliance

100% inspection If deficiency is found, corrective action will be requested. If reviewer, and the approver in accordance with the QC requirements.

(1.2.4.1) corrective action is not satisfied or deficiencies occur repeatedly more than once, a contract

Contractor performs the services as scheduled.

Work shall start and finish within the time period as specified in Section 1.6.2 of the PWS.

90% compliance

100% Inspection If deficiency is found, corrective action will be requested. If corrective action is not satisfactory or if deficiencies occur repeatedly more than once, a contract

3. 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 property caused by the contractor shall be restored at no cost to the U.S. Government.

4. CONTRACTOR’S FAILURE TO PERFORM

4.1. If contractor fails to perform required services within the specific limitations, the government may,

4.2. Accept the services at a later date.

4.3. Refuse to accept the services at a later date (in which case the government will bear no cost and make no payment for the missed service).

4.4. Procure the missed service, upon such terms and conditions as the contracting officer deems appropriate, from an alternate, responsible firm and the contractor shall be liable to the government for any excess costs incurred and to continue the performance as required thereafter.

5. GENERAL INFORMATION

5.1. QUALITY ASSURANCE

The government will periodically evaluate the Contractor’s performance by appointing a Quality Assurance Personnel (QAP) representative(s) to monitor performance to ensure services are received. The Government QAP 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 QAP shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

5.1.1. The QAP is the authorized government representative(s) who will perform assessments to the contractor’s performance.

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

5.1.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer (CO) and not to the QAP(s).

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

5.2. 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.

5.2.1. 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 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 Defense Switched Network (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 218, Torii Station, at DSN 652-4688 and from off base dial 098-961-7777 (Operator) and dial 652- 4688 or directly to 098-953-4688.

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 53115B at DSN 315-234-0936 or from off base dial the operator at 098-938-1111 (Operator) and after the tone changes, dial 315-234-0936.

5.3. 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.

5.3.1. 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 PgM to obtain keys for work areas that are fenced-in. The contractor shall return the keys to the PgM before close of business every day. Failure to do this may result in refusal of key use by the government.

5.3.1.1. Loss of keys report. The contractor shall immediately report the loss of a duplicate key to the PgM.

5.3.1.2. 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.

5.3.1.3. 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 CO.

5.3.2. 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.

5.3.3. 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.

5.4. HOURS OF OPERATION

5.4.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: 0800 thru 1800 hrs. 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.

5.4.1.1. 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.

5.4.1.2. Emergency Hours of Operations. The contractor may work besides the normal work hours and holidays. The contractor shall coordinate and get prior approval by PgM or CO to work during emergency hours of operations.

5.5. 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:

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

5.5.2. 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.

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

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

5.6. 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.

5.7. ENVIRONMENTAL CONTROLS

5.7.1 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:https://www.usfj.mil/Portals/80/Documents/2022%20JEGS.pdf?ver=8IK9DQfnpthBttbI qAppEw%3D%3D, 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.

5.7.2 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 PgM. The liability for the spill or release of 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.

5.7.3 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 PgM 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.

5.8. GOVERNMENT OBSERVATIONS

5.8.1. Government personnel, other than the CO and PgM, 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.

5.8.2. The CO is the only person with the authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to:

(1) Direct or negotiate any changes in the Statement of Objectives or specifications.

(2) Modify or extend the period of performance.

(3) Change the delivery schedule; or

(4) Otherwise change any terms and conditions of this contract.

5.8.3. The CO is the only person authorized to make or approve any changes in any of the requirements of this contract and not withstanding any provisions contained elsewhere in this contract, the said authority remains solely in the CO. In the event the Contractor makes any changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

5.9. SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall:

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

5.9.2 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/, 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, U.S. Army Corps of Engineers Headquarters > Missions > Safety and Occupational Health > Safety and Health Requirements Manual and click Complete EM385-1-1.

5.9.3 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.

5.9.4 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.

https://www.usace.army.mil/Missions/Safety-and-Occupational-Health/Safety-and-Health-Requirements-Manual/ https://www.usace.army.mil/Missions/Safety-and-Occupational-Health/Safety-and-Health-Requirements-Manual/

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

5.9.6 Emergency service phone. Ensure personnel have the following on-base emergency services phone numbers programmed into their cellphones:

Security Police and Fire Department:

While working at any locations on base:

From On-base (Use DSN Phone): 911 From Off-base: 098-911-1911 From Cell Phone: 098-911-1911

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

5.9.8. 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.

5.9.9. 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.

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

5.9.11. 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.

5.9.12. 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.

5.9.13. 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.

5.9.14. 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).

5.10. 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.

5.11. PHASE OUT

5.11.1. 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.

5.11.2. 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.

5.12. PUBLICATIONS

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

5.12.2. 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.

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

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

5.13. CONTRACTOR PERSONNEL

5.13.1. 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.

5.13.2. 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.

5.13.3. 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, PgM, and other government personnel designated by the CO for any matters and issues concerning the contract.

5.13.4. 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.

5.13.4.1. 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.

5.13.4.2. 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.

5.13.4.3. 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.

5.14. JAPANESE ROAD LAWS

5.14.1. 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:

5.14.1.1. 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.

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

5.14.1.3. 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.

5.15. REQUIRED INSURANCE by JAPANESE LAW

5.15.1. 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.

5.15.2. Example of payment. Automobile Property Damage Insurance Amount:

¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent.

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

5.16. SYSTEM OF AWARD MANGEMENT (SAM)

The Contractor will be asked to input information in regards manpower and cost related information in the System of Award Management (SAM) (https://www.sam.gov).

5.17. RELEASE OF INFORMATION

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 CO. The contractor 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 CO. 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 CO. When approached by the news media, the Contractor shall refer all questions to the CO and PgM for response.

6. APPENDICES

Appendix A: Acronyms and Abbreviations List

Appendix B: USAG Okinawa POL, hazardous Substance Storage Inventory

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AQL Acceptable Quality Level

AST Aboveground Storage Tank

CO Contracting Officer

CPM Contract Project Manager

JEGS Japan Environmental Governing Standards

HS Hazardous Substance

PE Professional Engineer

PgM USAG Okinawa Program Manager

POL Petroleum Oil Lubricants

PWS Performance Based Work Statement

QAP Quality Assurance Personnel

QCP Contractor’s Quality Control Plan

SAM System of Award Management

SDS Safety Data Sheet

SPRP Spill Prevention and Response Plan

TI Tank Inspector

TL Technical Lead

UFC Unified Facilities Criteria

USAG US Army Garrison

UST Underground Storage Tank

APPENDIX B

USAG OKINAWA POL, HAZARDOUS SUBSTANCE STORAGE INVENTORY

Table 1. POL, Hazardous Substance Storage (Facility)

No Installation Bldg. No. Description 1 Torii Station 180 Vehicle Maintenance 2 Torii Station 182 HM POL Storage 3 Torii Station 113 HM Storage 4 Torii Station 229 HM Storage 5 Torii Station 240 Craft Shop 6 Torii Station 241 HM Storage 7 Torii Station 271 Fire Department Annex 8 Torii Station 279 HM Storage 9 Torii Station 283 HM Storage 10 Torii Station 284 Auto Craft Shop 11 Torii Station 291 Warehouse 12 Torii Station 318 Cover Yard 13 Torii Station 319 Water Slide 14 Torii Station 348 Vehicle Maintenance 15 Torii Station 352 Vehicle Maintenance 16 Torii Station 353 HM POL Storage 17 Torii Station 354 HM Storage 18 Torii Station 355 HM POL Storage 19 Torii Station 360 Maintenance Shop 20 Torii Station 361 HM Storage 21 Torii Station 363 Maintenance Shop 22 Torii Station 501 HM Storage 23 Torii Station 502 HM Storage 24 Naha Port 106 HM Storage 25 Naha Port 302 Vehicle Maintenance 26 Naha Port 303 GOV Gas Station 27 Naha Port 316 HM Storage 28 Naha Port 321 Warehouse

Table 2. POL, Hazardous Substance Storage (Tank)

No Installation Bldg. No. Type Capacity (gal) Contents 1 Torii Station 105 AST 2,000 Diesel 2 Torii Station 107 AST 7,925 Diesel 3 Torii Station 119 AST…