Attachment_3_Procedures_for_Installation_Service.docx

PROCEDURES FOR INSTALLATION SERVICES:

The following procedures shall apply to installation.

1. INITIAL COORDINATION MEETING: The Contractor Manager shall be available, in person, telephonically or other communications means, for the Initial Coordination Meeting 60 days, no less than 30 days, prior to projected installation date. The dates for the installation shall be confirmed and the Contractor’s responsibilities listed in the Statement of Work shall be reviewed.

1. CONTRACTING OFFICER (CO): U.S. Government official authorized to enter into, make changes to, or terminate contracts on behalf of the US Government. Contracting Officers are responsible for ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding interests of the United States in its contractual relationships.

1. GOVERNMENT REPRESENTATIVE (Gov’t Rep): Government liaison, which functions as the technical representative monitoring, delivery and performance of the contract. Gov’t rep is not authorized to enter into any agreements, obligate the government or direct any changes to the contract. Gov’t reps (alternative Gov’t reps) of this contract are also responsible for escorting the contractor to the work site when needed and securing keys of the buildings during the periods of performance.

1. PRE-INSTALLATION MEETING: The Contractor’s POC and the installation foreman shall be available, in person, for a Pre-Installation Meeting no less than twenty-four hours before the installation begins. During that meeting the installation process shall be discussed, rules of conduct on Base shall be reiterated, and the installation responsibility list in this Statement of Work shall be reviewed.

1. ROOM CONFIGURATION: At the beginning of the installation, all rooms within the building shall be unoccupied and free of obstacles including furniture, drapes and carpet prior to installation.

1. POST INSTALLATION INSPECTION: At the end of installation, the On Site Foreman and the Government shall conduct a joint inspection of all rooms where WRC Furniture and Related Accessories have been installed. Discrepancies shall be corrected before the Government accepts responsibility for the WRC Furniture and Related Accessories. The installation process is considered incomplete until a post installation inspection is completed by the Government and found to be acceptable.

1. CLEAN UP: The Contactor is responsible for removing all materials and other debris, accumulated from occupant premises, as a result of disassembling, loading, and unloading of the furniture. Contractor Personnel shall collect and deposit materials and other debris at location designated by the Government.

1. DISPOSAL OF PACKAGING AND OTHER REFUSE: The Contractor must make prior arrangements with the Government before disposing any refuse aboard any Government base. Nothing may be placed in any government trash container unless that Contractor has received prior authorization from the Government.

1. DELAYS: Any delay to the schedule agreed upon at the Initial Coordination Meeting shall require agreement between the Contractor and Contracting Officer or Supply Officer. The Contractor shall take every step to avoid delays.

8. The Contractor shall notify the Government as soon as a delay to the schedule is anticipated.

8. The Government shall notify the Contractor as soon as a delay to the schedule is anticipated.

1. HOURS OF OPERATION: The Contractor shall deliver furniture to the designated work site. The Contractor shall commence set-up and installation during the normal duty hours of 0730 – 1630, Monday and Friday. The Contractor shall contact the Government 48 hours in advance of planned installation date for coordination purposes.

1. PERFORMANCE OF SERVICES: Services will not be accepted on Saturdays, Sundays, or Federal holidays. Government representatives shall sign for inspection and acceptance of all services between 0730 and 1630, Monday through Friday, except on the U.S. Federal holiday listed below:

Recognized Holidays: The contractor is not required to provide service on the following Federal Holidays*:

Notes:

* In addition to these Federal Holidays, if the President of the United States issues an executive order closing the federal government that date shall be considered a recognized federal holiday. (reference Executive Order 11582 of February 11, 1971, and 5 U.S.C. 5546 and 6103(b) and other similar statues insofar as they relate to the pay and leave of employees of the United States.

**If a holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday.

1. CONTRACTOR MANAGER: The Contractor shall provide a Contract Manager as the Primary Point of Contact (POC) who shall be responsible for the performance of work under this Award. This person shall be reachable by both telephone and electronic message, through which all communication shall flow between the Government and the Contractor. This POC must be able to answer question pertaining to all aspects of the order quickly and accurately.

1. ON-SITE FOREMAN: The Contractor shall designate an on-site foreman that shall be present during the entire installation for each requirement. That on-site foreman shall be responsible for the conduct of the entire installation crew, and compliance with this Procedure for Installation Services.

1. CONTRACTOR EMPLOYEES: The Contractor’s employees shall present a neat appearance and be easily recognized as Contractor employees. This may be accomplished by wearing distinctive clothing bearing the company name and the employee’s name.

1. CONTRACTOR ACCESS TO GOVERNMENT INSTALLATIONS: All access to Government installations shall be coordinated with the Government or Quality Assurance Representative. The identity of this individual will be available to the Contractor during the initial coordination meeting.

1. DAMAGE TO GOVERNMENT PROPERTY AND FACILITIES: In instances where Government Property or Facilities have been damaged by the Contractor, a full report of the facts and extent of damages shall be submitted to the COR within 24 hours following the incident. The COR shall forward the report to the Contracting Officer within 24 hours of receipt. If the Contractor is found to be negligent, the Contractor shall be held responsible for all expenses related to reimburse of all damages to the Government.

1. STORAGE: The Government will not perform final inspection and acceptance of arriving furniture and related accessories, or containers, until the installation is complete or unless the Government causes a delay at no fault of the Contractor.

1. SHORTAGES AND MISSING FURNITURE AND ACCESSORIES, OR COMPONENTS OF FURNITURE AND ACCESSORIES: Missing end items or components (hinges, screws, drawers, etc.) must be DELIVERED within a period NOT TO EXCEED fifteen (15) days of the identification of the shortage. All missing items shall be procured and delivered by the Contractor, and such expenses shall be without cost to the Government.

1. EXCESS FURNITURE AND ACCESSORIES, OR EXCESS COMPONENTS OF FURNITURE AND ACCESSORIES: The Contractor shall be responsible for the removal or disposal of excess end items or components, at no cost to the Government.

1. INCIDENTAL DAMAGE TO FURNITURE AND ACCESSORIES: Damage to furniture and related accessories caused by Contractor Employees shall be replaced at the Contractors Expense as if it were missing. All repairs and replacements must be completed in a timely fashion to ensure the Contractor meets the delivery schedule.

1. TYPHOON READINESS: The Contractor shall depart military bases when Tropical Condition of Readiness 1C (TCCOR 1C or TC-1C) is declared by Military Weather Station authorities. The contractor shall depart military bases and monitor radio/television until it changes to TCCOR SW. When Tropical Cyclone Condition of Readiness “STORM WATCH” (TCCOR SW or TC-SW) is declared by Military Weather Station authorities, the contractor shall restart the service within 2 hours. In this case, services will begin the next normal workday at 7:30am.

1. SAFETY: The contractor shall be responsible for ensuring the safety of their personnel along with any other personnel who should enter the worksite. Requirements for safety will be strictly adhered to as they pertain to contractor operations and as required by Industrial Safety and Health Law and Related Legislation of Japan (ref: (a)), and Marine Corps Order P5100.8F series Ground Occupational Safety and Health Program.

1. SAFETY PLAN: A written safety plan must be submitted as part of the contractor’s quote if the contractor intends to use overhead devices including (but not limited to): crane, cherry picker, etc., that would create an overhead hazard. If required the plan shall ensure compliance with Marine Corps Order P5100.8. Contractor shall address general safety guidelines as well as specific safety requirements, such as fall protection measures. Plan shall also address required training prior provision of required training prior to the start of work in order to perform the work safely. Training must be documented, and documentation of the training must be provided with the safety plan to include, but not to limited to, indication that proper equipment for the work will be utilized.

1. KEY PERSONNEL: There will always be a representative of the building present during the cleaning process to report any damages or problems that occur with the facilities.

GOVERNMENT FURNISHED PROPERTY AND SERVICE

Utilities: Contractor shall be provided the use of utilities (i.e., water and electricity) when needed to perform the job. Contractor shall use the utilities conservatively. Lights shall be used only in areas where work is actually being performed. Water faucets or valves shall be turned off when not in use. Use of Government telephones is not authorized.