PWS_Sorting_Line_Conveyor.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

INSTALLATION AND TRAINING OF THE SORTING LINE CONVEYOR SYSTEM

AT RECYCLING CENTER ON CAMP HANSEN, OKINAWA, JAPAN

SECTION I

SCOPE OF WORK AND TASKS

1.0. OBJECTIVE: The key objective is to provide a wide range of services, shipment and installation for a sorting line conveyor system with tongue and groove plate flooring at a new Recycling Center on U.S. Marine Corps Installation Pacific (MCIPAC), Camp Hansen (hereinafter called, “the Recycling Center”), Okinawa, Japan to ensure safety and proper use of the equipment. Estimated completion date of the Recycling Center construction is 31 May 2017.

2.0. DESCRIPTION OF SERVICES: The Contractor shall provide all management, special tools, supplies/materials, equipment, shipment and qualified personnel necessary for installation, commissioning, and training of the sorting line conveyor system. The Contractor shall also be responsible for making all electrical connections necessary for the complete installation of the system. These services shall be performed at the site of the Recycling Center located at Building 2463, MCIPAC Camp Hansen, Kin Town, Okinawa, Japan. The Contractor shall provide any special warranty information on specific areas of the machine, i.e. hydraulic pumps.

3.0. GENERAL TASK:

3.1. INSTALLATION : Contractor’s tasks include assembling, installing, electrical wire service connection and commissioning of the equipment. Government will provide on-site material handling equipment such as forklift and/or crane with its operator during installation if required.

3.1.1. PROCEDURE FOR INSTALLATION SERVICE:

The Following procedures shall apply to installation.

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

b) PRE-INSTALLATION MEETING: Upon receipt of order, the Contractor’s Point of Contact (POC) and the installation foreman shall be available, in person for a pre-installation meeting no less than 48 hours prior to projected installation date. During the meeting the installation dates, schedule and process shall be discussed, rules of conduct on Base shall be reiterated, and the installation responsibility listed in this Installation Information shall be reviewed.

c) POST INSTALLATION INSPECTION: At the end of installation, the on-site foreman and the Government shall conduct a joint inspection and confirm related equipment have been installed. Discrepancies shall be corrected before the Government accepts responsibility for the sorting line conveyor system. The Installation process is considered incomplete until a post installation inspection is completed by the Government and found to be acceptable.

d) PHYSICAL SECURITY: The Contractor shall ensure that all Government Equipment shall be secured in the building areas and shall be protected from damage caused during handling to include but not limited to dirt, contaminants, damage caused by tears, rubbing and outside elements such as moisture and rain.

e) TRANSPORTATION PROCEDURES: Transportation of the sorting line conveyor system is intended for overseas shipment. The Contractor shall exercise reasonable care in packing, packaging, preservation, handling, consolidating, loading, unloading, set-up and installation of all items. The Contractor shall notify the Contracting Officer, the contract specialist and the Government Representative when shipment has been made by the Contractor to help ensure the completion of shipment of all equipment and clearance through Japanese customs clearance. The Contractor shall also provide all insurance and customs documentation related to the shipment to Contracting Officer.

f) CLEAN UP: The Contractor is responsible for removing all materials and other debris, accumulated from the installation site spaces as a result of disassembling, loading, unloading the items. Contractor Personnel shall collect and deposit materials and other debris at locations designated by the Government.

g) DISPOSAL OF PACKAGING AND OTHER REFUSE: It is Contractor’s responsibility to 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.

h) DELAYS: Any delay to the schedule agreed upon at the Initial Coordination Meeting shall require agreement between the Contractor and Contracting Officer or his/her duly authorized representative.

i) WARRANTY: 1-year on all parts shall be provided from final acceptance. The bid package shall include all warranty information on the machine. The bid package shall include all warranty information on the machine, i.e. hydraulic pumps. The Contractor shall also provide two (2) on-site maintenance service for 12 months from final acceptance.

3.2. TRAINING : The Contractor shall provide training to the Government personnel. A complete training plan shall be submitted to the Contracting Officer for review upon the contract award. The Government will record the training session on video for the purpose of internal training use. The Contractor shall issue training certificates upon completion of the training. No specific format is required for certificate.

The Following procedures shall apply to training.

a) TOPIC 1 – Safety, Machine Components, Machine Set up

b) TOPIC 2 – Operation

c) TOPIC 3 – Maintenance, Troubleshooting

3.3. DELIVERABLES: The Contractor shall submit following documentations to the Contracting Representative upon request.

a) For each equipment, provide four (4) hard copies of operation and maintenance manuals in English. Manuals shall be included breakout of equipment and replacement part numbers for every component.

b) For each equipment, provide four (4) soft copies of operation and maintenance manuals in English (Four (4) CD-ROMs (or DVD-ROMS if exceeds CD-ROM capacity)).

4.0 CONTRACTOR QUALITY ASSURANCE:

4.1. QUALITY CONTROL: The Contractor is responsible for controlling the quality of services that conform to the contract specifications. The Contractor shall establish procedures and processes to include, but not limited to inspection to ensure all contract requirements are met to fulfill installation of the sorting line conveyor system in accordance with this Performance Work Statement.

4.2. QUALITY ASSURANCE: The Government Quality Assurance Surveillance Program is not a substitute for Quality Control by the Contractor. All findings of incomplete or defective performance will be subject to re-performance. All costs associated with rework are the responsibility of the Contractor. When the Contractor’s overall performance is unsatisfactory, a Discrepancy Report will be issued by the Contracting Officer and the Contractor shall reply in writing, giving the reason(s) for unsatisfactory performance, and identify the corrective action(s) to be taken to prevent future problems. The Government Representative will perform all inspections expeditiously to minimize delays in Contractor’s performance.

5.0 CONTRACTOR PERSONNEL:

5.1. CONTRACT 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.

5.2. 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.

5.3. 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.

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

5.5. VEHICLE INSTRUCTION: Each contractor vehicle shall have the name of the company neatly exhibited. If renting a car(s), the Contractor shall have company name and contract name displayed in such a manner that it can be easily recognized from outside.

5.6. DAMAGE TO GOVERNMENT PROPERTY AND FACILITIES: In all instances where government property or facilities have been damaged by the Contractor, a full report of the facts and the extent of the damages shall be submitted to the Government Representative within 24 hours following the incident. The Government Representative 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.

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

5.8. SHORTAGES AND MISSING EQUIPMENT AND ACCESSORIES, OR COMPONENTS OF EQUIPMENT AND ACCESORIES: Missing end items or components 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.

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

5.10. INCIDENTAL DAMAGE TO EQUIPMENT AND ACCESSORIES: Damages to equipment and related accessories caused by Contractor employees shall be replaced at the Contractor’s 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.

6.0. GENERAL INFORMATION:

6.1. PLACE OF PERFORMANCE: The services shall be performed at Building 2463, MCIPAC Camp Hansen, Kin Town, Okinawa, Japan.

6.2. HOURS OF OPERATION: The Contractor shall commence set-up and installation during the normal duty hours of 0730 – 1630, Monday through Friday. In cases where installation is needed outside normal working hours, coordination shall be made with the Government Representative.

6.3. PERFORMANCE OF SERVICES: Unless specified differently in the Installation Information, 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.

Recognized Holidays: The Contractor is not required to provide services 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. (ref: 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.

6.4. GOVERNMENT FURNISHED EQUIPMENT (GFE): The Government will provide a forklift and/or crane with an operator during the installation as necessary.

6.5. GOVERNMENT FURNISHED MATERIAL: N/A

6.6. PERIOD OF PERFORMANCE: The Contractor shall start the installation services within thirty (30) calendar days from the notification by Government Representatives. The installation and training service shall be completed within ten (10) working days.

6.7. 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.

6.8. 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 NAVMAC Directive 5100.8 - Marine Corps Occupational Safety and Health (OSH) Program Manual (ref: b)).

Ref a): http://www.mhlw.go.jp/ (Home Page for “Ministry of Health, Labour and Welfare”) Ref b): http://www.marines.mil/Portals/59/Publications/NAVMC%20DIR%205100.8.pdf

6.9. 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 NAVMAC Directive 5100.8. The 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.

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

6.11. GOVERNMENT FURNISHED PROPERTY

UTILITIES: The Contractor shall be provided the use of utilities (i.e., water and electricity) when needed to perform the job. The 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.

6.12. THE GOVERNMENT RESPONSIBILITY

The Government will furnish forklift and its operator as needed during installation. It is the Government’s responsibility to accept all of the debris generated from installation of the equipment and to properly dispose of it.

6.13. POLICE AND FIRE DEPARTMENT: The following telephone number is furnished.

The Marine Corps 911 Center: 098-911-1911

7.0. DEFINITIONS:

Contracting Officer (CO): U.S. Government official authorized to enter into, make changes to, or terminate contracts on behalf of the U.S. 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.

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.