RFQ SOW.pdf

Performance Work Statement (PWS) for the

Safety Training Japan

1.0 INTRODUCTION

1.1 Background

The necessity for enhanced safety awareness and education for the Navy and Marine Corps personnel has been identified due to the recurring incidents of off-duty fatalities and accidents, primarily related to poor decision-making around motor vehicle operations. This initiative aims to reduce these incidents through comprehensive safety training

1.2 Objective

The overall objective of this effort is to significantly enhance safety awareness and education among Navy and

Marine Corps personnel to reduce off-duty fatalities and accidents. This initiative will be achieved through comprehensive and engaging safety training sessions focused on promoting better decision-making, particularly concerning motor vehicle operations. The training will utilize multimedia presentations, scenario demonstrations, and interactive discussions to effectively convey the severe consequences of unsafe behaviors and empower participants to commit to safer practices.

1.3 Place of Performance

The performance of this contract will take place primarily at various Navy and Marine Corps installations as designated by the Installation Safety Office (ISO) in Japan. Specific venues and locations will be determined based on the schedule and logistical considerations for each training session indicated below:

- Base Theater, Combined Arms Training Center, Camp Fuji, Japan, 04 June 2025 (1 day)

- Base Theater, Marine Corps Air Station Iwakuni, Iwakuni, Japan, 06 June 2025 (1 day)

- Base Theaters and The Palms Club, Marine Corps Base Butler, Okinawa, Japan 09 – 13 June 2025 (5 days)

1.4 Period of Performance

The period of performance for this contract shall commence on 04 June 2025 and continue until 13 June 2025 for a duration of 10-days, with an option for extension based on the Government’s needs and contractor performance. Specific dates and times for individual training sessions will be coordinated with the ISO and other relevant parties at each location.

2.0 Scope

The Contractor shall provide a comprehensive safety presentation enhanced with multimedia elements to educate participants on the consequences of unsafe decision-making, particularly with respect to motor vehicle operations. The aim is to encourage safer personal decisions.

2.1 Terminal Learning Objective (TLO)

By the end of the presentation, participants will understand the life-threatening consequences of unsafe behavior and commit to making safer decisions related to alcohol consumption, vehicle safety, and risk mitigation.

2.2 Enabling Learning Objectives (ELOs)

• ELO 1: Identify the leading causes of off-duty fatalities in the Navy and Marine Corps. Participants will learn about the primary causes of off-duty fatalities to heighten awareness and prevention.

• ELO 2: Recognize the personal and professional consequences of impaired and distracted driving. The presentation will cover the impacts of impaired and distracted driving, including legal, career, and personal repercussions.

• ELO 3: Identify strategies to encourage peers and subordinates to make safer decisions. Participants will be equipped with strategies to positively influence the safety decisions of their peers and subordinates.

• ELO 4: Demonstrate a personal commitment to safe driving practices, including proper seatbelt use and designated driver planning. By the end of the session, participants will commit to specific safe driving practices.

2.3 Method of Instruction

• Oral Narration/Multimedia Presentation: A 30-45 minute presentation delivered by trained emergency response professionals utilizing multimedia elements to enhance learning.

• Scenario Demonstration: A 20-30 minute live simulation demonstrating real-life incidents to underscore the presentation's message.

• Open Forum/Q&A Session: A 15-30 minute interactive discussion allowing participants to reflect and ask questions about the content presented.

2.4 Training Aids/Resources

• Presentation Team: Trained professionals will deliver the presentation.

• Audio/Visual Setup: Includes projectors, microphones, and a staging area to effectively deliver the content.

• Venue: A suitably sized venue will be arranged to accommodate all attendees.

• Supplemental Materials: Handouts or materials that reinforce key safety messages will be provided.

2.5 Safety Considerations

• Emergency Exits: All emergency exits must be clearly marked and accessible during the presentation.

• Emotional Support: Chaplain and/or behavioral health support personnel will be available to assist attendees who may be emotionally affected by the content.

2.6 Evaluation

• Formative Assessment: Participants' engagement during the Q&A session will be monitored to gauge understanding and interest.

• Summative Assessment: A short post-event survey or safety pledge will be completed by participants to measure the training's effectiveness.

• Command Feedback: Safety Officers will collect feedback to evaluate the presentation's impact and effectiveness.

2.7 Documentation

• Attendance: Rosters will be maintained by the Installations Safety Office (ISO), and individual units may keep additional rosters as needed.

• Completion Records: Attendance rosters collected by individual units will be use to officially document attendance at the unit level.

• Completion Reports: Regional completion reports will be submitted to the ISO Deputy Director.

• After Action Reports (AARs): Unit Safety Officers will develop AARs and use them to reinforce training in safety briefs.

2.8 Remarks

• Effectiveness: This training format has been proven effective in various contexts to illustrate the real-world consequences of unsafe behavior behind the wheel.

• Adaptability: The Program of Instruction (POI) can be adapted for smaller units or included in larger safety stand-downs and awareness campaigns as needed.

2.9 SPOT-S System Authorization

• SPOT-S System Registration: The Contractor shall register personnel in the Synchronized Pre-deployment and Operational Tracker (SPOT-S) system as required for government contracts involving deployed personnel.

• Letter of Authorization (LOA) Submission: The Contractor shall submit Letters of Authorization

(LOA) through the SPOT-S system for all contractor personnel requiring access to government facilities. Approval must be obtained prior to personnel commencing work on the project.

3.0 CDRLs

Deliverable Description Delivery

Contract Kickoff Meeting

Initial meeting to discuss contract objectives, tasks, and timelines.

Within 30 days of contract award

Multimedia Safety

Presentation

Live presentation with multimedia enhancements to demonstrate emergency scenarios.

As scheduled by the government

Training Materials

Handouts or supplemental materials reinforcing key safety messages.

Prior to the presentation

Attendance Roster List of participants attending the safety presentation.

Immediately after each presentation

Post-event Survey

Short survey to measure participant engagement and understanding.

Immediately after each presentation

Command Feedback Report

Evaluation report from

Safety Officers on the effectiveness of training.

Monthly

After Action Report (AAR)

Report summarizing the presentation's outcomes and any recommendations.

Within 2 weeks after each presentation

Quarterly Progress Report

Comprehensive report on the progress and effectiveness of the training program.

Quarterly

Final Report

Summary of all activities, findings, and recommendations completed under the contract.

At the end of the contract term

4.0 General Information

4.1 Federal Holidays. The contractor shall not be required to provide services on federal holidays unless the holiday is particularly specified otherwise in this PWS.

Federal Holiday Occurrence

New Year’s Day 1 January*

Martin Luther King Jr.’s Birthday 3rd Monday of January

President’s Day 3rd Monday of February

Memorial Day last Monday of May

Juneteenth 19 June*

Independence Day 4 July*

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11 November*

Thanksgiving Day 4th Thursday of November

Christmas Day 25 December*

* When a federal holiday falls on Sunday, the following Monday will be observed as a holiday by the U.S.

government. When a federal holiday falls on a Saturday, the preceding Friday will be observed as a holiday.

In addition to these federal holidays, if the President of the United States issues an executive order closing the federal government, that date shall also 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).

4.2 Typhoon Conditions. Japan-based military installations close when Tropical Cyclone Condition of Readiness 1C (TCCOR 1C or TC-1C) is declared by Military Weather Station authorities. The

Contractor will be required to depart military bases, remain indoors, and monitor radio/television to determine when the TCCOR changes to TCCOR SW (Storm Watch) or TCCOR AC (All Clear).

When TCCOR SW is declared by Military Weather Station authorities, the Contractor shall restart the service within 2 hours. If that occurs after normal business hours, services shall begin the next normal workday at 7:30am.

5.0 Government Furnished Property: [Reserved]

6.0 Special Instructions and Administrative Information

6.1 Non-Personal Services

This contract is classified as a non-personal services, performance-based agreement. The contractor is fully responsible for managing its own employees and ensuring that no actions or activities give the appearance of delivering personal services as defined in FAR 37.104. No benefits such as medical care, retirement, or worker’s compensation are provided under this contract, except as otherwise incorporated through specific clauses.

6.2 Identification of Contractor Personnel and Equipment

In accordance with DFARS 211.106, contractor personnel performing non-personal services on

Department of Defense (DoD) installations or other government facilities must always be readily identifiable as contractor employees, including subcontractors and consultants. Contractor personnel must identify themselves as contractor personnel at the beginning of every telephone call made from a Government or any other phone when supporting Government-related activities. They must also identify themselves in any recorded messages, including voicemail greetings, and clearly state their contractor affiliation at the onset of meetings, conferences, or other gatherings conducted in support of Government requirements. All correspondence, including letters, emails (including out-of-office replies), faxes, and reports, must also identify the sender as a contractor employee. Additionally, contractor personnel must wear nametags, badges, or attire that visibly displays at a minimum the contractor’s company name and employee’s name.

6.3 Designated Third Country Nationals (DTCN)

Certain individuals from specified countries are designated as Third Country Nationals (DTCN) and are generally restricted from entering Marine Corps Bases Japan (MCBJ) camps, air stations, and facilities. Reference information, including a current listing of DTCN countries, is provided in USFJ

Instruction 31-204 and can be made available upon request.

6.4 Exemption from Japanese Taxes

Pursuant to the U.S.–Japan Status of Forces Agreement and associated Joint Committee agreements, procurements of materials, supplies, equipment, and services for official purposes may be exempt from certain Japanese taxes. In accordance with FAR 52.229-6 and DFARS 225.229-7001, contract prices shall not include Consumption Tax. Submission of an offer constitutes certification that prices exclude any Consumption Tax costs. Any questions on tax exemption should be directed to the local

Japanese Tax Office.

6.5 Subcontract Management

The contractor is responsible for all subcontract management activities necessary for integration and performance under this contract. The contractor is accountable for subcontractor performance and must manage distribution of work to avoid Organizational Conflict of Interest (OCI) issues. Adding new subcontractors requires notification to the Procuring Contracting Officer (PCO) or Contracting

Officer’s Representative (COR). Cross-teaming arrangements may be restricted.

6.6 Mission Essential Personnel and Tasks

Unless otherwise specified in this Stament of Work (SOW), contractors supporting this contract are not considered Mission Essential personnel as defined by DFARS 237.76 and are not required during crisis or emergency operations.

6.7 Hazardous Materials and Safety

The contractor and its subcontractors must comply with all applicable laws, including the

Occupational Safety and Health Act (Public Law 91-596) and DoD Directive 4715.1E concerning

Environmental, Safety, and Occupational Health (ESOH) programs. Contractor personnel working on DoD installations are required to participate in local Voluntary Protection Programs (VPP).

Information regarding VPP is available at www.osha.gov/dcsp/vpp/index.html.

6.8 Installation Access and Personnel Credentialing

6.8.1 Motor Vehicles

All contractor motor vehicles must comply with licensing, registration, and insurance requirements in accordance with host nation laws, USFJ Instruction 31-205, and local installation regulations.

Vehicle registration in Okinawa is processed through the Joint Services Vehicle Registration Office

(JSVRO) located at Building 5638, Camp Butler, and further information can be obtained at https://www.mcbbutler.marines.mil/Base-Information/Vehicle-Registration/.

Vehicle permits expire upon the end of the contract/order, expiration of the individual's base pass or

DBIDS ID, vehicle inspection sticker expiration, or termination of employment, whichever occurs first. Permits become invalid upon any such event. Insurance coverage must include Japanese

Compulsory Insurance (JCI) and U.S. corporate or SOFA status personnel must maintain automobile property damage and bodily injury insurance in the amounts of ¥30,000,000 respectively. Proof of insurance must be provided to the Contracting Officer before commencement of work.

All personnel operating vehicles under this contract are subject to U.S. installation regulations and

Japanese Road Laws. Failure to comply may result in revocation of driving privileges or other penalties. Contractors are also responsible for ensuring proper disposal of vehicles prior to departure http://www.osha.gov/dcsp/vpp/index.html https://www.mcbbutler.marines.mil/Base-Information/Vehicle-Registration/ from Japan under SOFA requirements, and may be held financially liable for non-compliance.

6.8.2 Personnel Access and Credentialing

Access to installations is required for contract performance. The contractor must ensure that all necessary access credentials are obtained in advance to avoid delays. Personnel may require Common Access Cards (CAC) if FAR 52.204-9 is incorporated into the contract. CAC issuance follows DoD regulations and requires personnel vetting well in advance of the Period of Performance

(POP).

For those who do not qualify for a CAC, alternate base passes or DBIDS cards must be obtained following approval by the Contracting Officer. All access credentials must be returned to the issuing authority upon termination of employment or completion of the contract. The contractor must provide a list of terminated personnel to the Contracting Officer within seven days of termination.

Possession of access credentials does not automatically confer logistical support privileges (such as commissary or exchange access), nor does it determine legal status under SOFA. Personnel privileges are governed separately according to United States Forces Japan Instructions (USFJI) and applicable DFARS clauses.

6.9 Privacy Act

Contractor personnel must comply with FAR 52.224-3 and DODM 5400.11-R regarding Privacy Act requirements, including agency-specific training. Violations may subject individuals to criminal liability under Title 18, U.S. Code Sections 793 and 798.

6.12 Key Control

The contractor must implement methods to prevent loss, unauthorized use, or duplication of

Government-issued keys. Lost keys must be reported immediately to the COR. If a master key is lost or duplicated, the contractor shall replace the affected lock system at their own expense, and the

Government reserves the right to deduct associated costs from the contractor’s monthly payment.

6.12 Travel

Travel costs are not reimbursable unless specifically authorized through a cost-reimbursable Contract

Line Item Number (CLIN) entitled "Travel." All travel must be pre-approved in writing by the

Contracting Officer or COR. Travel requests must include total costs and itemized expenses per the

Joint Travel Regulation (JTR).

Authorized travel costs are limited to employees who perform direct day-to-day services and are traveling to fulfill their duties at the Government's request. Unauthorized travel costs, such as initial mobilization or visits by non-on-site personnel, are not reimbursable.

Personnel traveling to foreign countries must comply with the DoD Foreign Clearance Guide (available at https://www.fcg.pentagon.mil/fcg.cfm) and any applicable U.S. Indo-Pacific Command

(INDOPACOM) directives. Personnel with security clearances must consult with the supported command G-2 regarding foreign travel.

All travel must comply with JTR or U.S. Department of State Standardized Regulations (DSSR), and reimbursement is strictly limited to direct costs supported by receipts. Overhead and general administrative expenses are not allowable.

6.13 Quality Control and Quality Assurance

The Government reserves the right to inspect contractor quality control plans, records, and overall performance at any time during the contract period in accordance with FAR Part 46 and the applicable quality clauses incorporated into the contract.

https://www.fcg.pentagon.mil/fcg.cfm