13T0065_Attachment1_PWS.pdf

eProjects Work Order No. 1131091

REGIONAL FIRE PROTECTION SYSTEM INSPECTION, TESTING AND MAINTENANCE FOR

PETROLEUM, OIL AND LUBRICATION SYSTEMS

AT

DEFENSE LOGISTICS AGENCY

NAVY REGION JAPAN

BY

FIRM FIXED PRICE (FFP) AND IINDEFINITE QUANTITY AND INDEFINITE DELIVERY (IDIQ)

ORDER CONTRACT

SUBMITTED BY:

NAVFAC FE IPT OP3P2

12 June 2012

PREPARED BY:

Rick Wilson Engineering Technician/Specification Writer

Approved by:

NAVFAC FE FMFS PLC

Digitally signed by

LEVERETTE.BRIAN.1132409117

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USN, cn=LEVERETTE.BRIAN.1132409117 Date: 2012.06.15 10:17:21 +09'00'

0100000 – General Information Spec Item Title Description 1 General Information

1.1 Outline of Services Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services outlined below and described in this Performance Work Statement (PWS) at Navy Supply, Fleet Logistics Center, Yokosuka District, to include Hakozaki and Tsurumi and Sasebo District to include Akasaki, Iorizaki and Yokose, Misawa District to include Hachinohe Terminal and Booster Station Three Japan, a combination firm-fixed price (FFP) and indefinite delivery-indefinite quantity (IDIQ). Misawa District, Hachinohe Booster Station Two will be included at a later date. The PWS is organized into annexes. Annex 1 is "General Information". Annex 2 contains the on-site project management and administration requirements.

Annexes 3 through 18 contain the technical requirements. The annex numbers are identified as 1 through 18 in the description column, but the full expanded annex numbers include seven digits.

Annex 1 General Information Annex 2 Management and Administration Annex 3 Command and Staff N/A Annex 4 Public Safety N/A Annex 5 Air Operations N/A Annex 6 Port Operations N/A Annex 7 Ordnance N/A Annex 8 Range Operations N/A Annex 9 Health Care Support N/A Annex 10 Supply N/A Annex 11 Personnel Support N/A Annex 12 Morale, Welfare and Recreation Support N/A Annex 13 Galley N/A Annex 14 Housing N/A Annex 15 Facilities Support Sub-Annex 15020000 Annex 16 Utilities N/A Annex 17 Base Support Vehicles and Equipment N/A Annex 18 Environmental N/A

1.2 Project Location The work shall be performed at various locations and could vary from location to location. The following is an example of the dispersion of work at the various locations.

(1) The maintenance and repair services for Fire Protection Systems shall be performed at various locations within Commander Navy Region, Japan.

(2) The maintenance and repair services for Emergency Generator Units shall be performed at various locations within Commander Navy Region, Japan.

(3) The maintenance and repair services for Heating Systems shall be performed at various locations within Commander Navy Region, Japan.

1.3 Acquisition of

Additional Work

The Government reserves the right to acquire additional fire protection services at additional locations in addition to the services and locations identified in the Firm-Fixed Price requirements of this contract.

Additional services will be incorporated into the contract in accordance with the CHANGES clause, SECTION I or ordered under the indefinite delivery indefinite quantity provisions of the contract. Items of work not covered by this contract but within the general intent are considered in the scope of this contract.

1.4 Background Information Navy Supply, Fleet Logistics Center supports the various Naval Bases in Navy Region Japan including Commander Fleet Activities Yokosuka (CFAY), Commander Fleet Activities Sasebo (CFAS) and Naval Air Facility, Misawa (NAFM).

1.4.1 Commander, Navy

Region Japan

Acts as Navy representative and coordinator in our area of responsibility, executes shore installation management, and promotes operability and conducts liaison with the Japan Maritime Self Defense Force.

Additional information is available at http://www.cnic.navy.mil/Japan/index.htm.

1.4.2 Commander Fleet

Activities Yokosuka

Our mission is to maintain and operate base facilities for the logistic, recreational, administrative support and service of the U.S. Naval Forces Japan, U.S. SEVENTH Fleet and other operating forces forward-deployed in the Western Pacific.

Our mission is to maintain and operate base facilities for the logistic, recreational, administrative support and service of the U.S. Naval Forces Japan, U.S. SEVENTH Fleet and other operating forces forward-deployed in the Western Pacific.

Commander Fleet Activities, Yokosuka comprises 568 acres and is located 43 miles south of Tokyo at the entrance of Tokyo Bay and approximately 18 miles south of Yokohama. Yokosuka is on the Miura peninsula in the Kanto Plain region of the Pacific Coast in Central Honshu, Japan. CFAY is the largest overseas U.S. Naval installation in the world and is considered to be one of the most strategically important bases in the U.S. military.

Additional information is available at https://www.cnic.navy.mil/Yokosuka/index.htm

1.4.3 Commander Fleet

Activities Sasebo

CFAS is located on Kyushu island, about 45 miles (1.5 hour drive) from the prefecture's capital of Nagasaki and 78 miles (2 hour drive) from Fukuoka, largest city on the island. Sasebo is about 600 miles by air from Tokyo. The installation is composed of 12 separate areas on 1,285 acres bordering or near Sasebo Harbor. CFAS includes a main base area, three off-base housing areas, three fuel facilities, two ordnance facilities and a Landing Craft Air Cushion laydown site. For over 120 years two great navies, first the former Imperial Navy and now the U.S. Navy, have called Sasebo home. The city and nearby area are generally rural in comparison to other fleet concentration areas and features stunning natural beauty, including nearby 99 Islands National Park.

Additional information is available at http://www.cnic.navy.mil/Sasebo/index.htm.

1.4.4 Naval Air Facility

Misawa

Misawa Air Base, Japan, is located near the northern tip of Honshu, the largest of the islands that comprise Japan. The air base is home to U.S.

military, Japanese Air Self Defense Forces (JASDF), and civilian airline activities. Naval Air Facility (NAF) Misawa is an associate command, hosted by the U.S. Air Force 35th Fighter Wing (FW). The Commanding Officer is tasked with providing aviation and ground logistic support and services to all permanent and transient USN and USMC forces in Northern Japan. NAF Misawa hosts 13 permanently assigned associate and tenant commands. Additionally, Patrol Squadrons (VP) will often deploy to https://www.cnic.navy.mil/Yokosuka/index.htm http://www.cnic.navy.mil/Sasebo/index.htm

Misawa for six month tours.

Additional information is available at http://www.cnic.navy.mil/Misawa/index.htm.

1.5 Verification of

Workload and Conditions

Throughout the PWS, the workload data is generally referred to as being located in Section J. Section J provides data such as inventories, maps, floor plans, and tables to represent the type, quantity and location of services to be provided. However, offerors are encouraged to visit the project site during the site visit for offerors and to visit the technical library during posted hours as part of its due diligence to assess the nature of work and conditions under which work is to be performed.

1.6 Climate Patterns For climate patterns in Japan go to the following website:

http://www.jma.go.jp/en/yoho/

1.7 Related Information There are four types of Related Information that can be found in the Description and Related Information columns of the specification as follows:

Informational Notes as used throughout this PWS provides additional information to offerors to be used in developing a thorough understanding of the work to be performed in this contract. Any block of text marked “Informational Notes” throughout Annexes 1 through 18 is subject to this disclaimer. Offerors may not rely upon the "Informational Notes" as material representations of the Government. Information provided in "Informational Notes" does not create a contractual requirement on either party to this contract.

Clarifying Information describes client expectations in a more detailed manner than the Performance Objective and Performance standard alone.

Constraining Information describes limitations to the work performed to meet the Performance Objective and Performance Standard.

Requirement Information further describes client requirements associated with each Performance Objective.

1.8 Navy Approach to

Service Contracting

The Department of Navy (DoN) spends over $1 billion in annual obligations to meet global requirements for facility operations and maintenance provided through Facility Support Contracts (FSC) and additional billions to provide other base operations support services (OBOS). The Head of the Contracting Activity (HCA) of the Naval Facilities Engineering Command (NAVFAC) has focused increased attention on re-engineering FSC contracts in response to customer and industry feedback, budget constraints, and the impact of a variety of contracting, program management and financial management regulations.

The Navy also supports the following principles:

1.8.1 Partnering Philosophy The first principle is that the Navy views its contractors as partners and not just abstract service providers. The Navy wants its contractors to succeed because partners' success drives the Navy's successful mission completion.

Within the bounds of acquisition policy the Navy intends to work to find solutions that will be beneficial to both the Government and its partners.

1.8.2 Contractor's Knowledge The second principle is that the Navy will receive insightful management from its contractors. This management will include the knowledge, skills, authority and willingness to use contractor resources to find better ways of serving Navy clients’ strategic and operational goals and objectives. The http://www.cnic.navy.mil/Misawa/index.htm http://www.jma.go.jp/en/yoho/

Spec Item Title Description

Navy's use of performance-based objectives evidences this principle.

Although performance work statements will typically contain several levels of performance assessment, the Navy wants its contractors to exercise maximum discretion within bounds of prudent risk management to adjust processes and resources needed to reach specified objectives at the highest performance level.

1.8.3 Industry Best Practices The third principle is that the Navy will adopt industry best commercial practices and maintain state-of-the-art service delivery. It is the Navy's and contractor's responsibility as partners to reach this goal. To that end, the Navy's emphasis will be in evaluating performance objectives (end results).

1.9 Standard Template Key to implementing a programmatic approach is using a standard template that ensures Navy-wide consistency yet affords appropriate tailoring to meet local needs. This contract conforms to the standard template and has been tailored for this solicitation. NAVFAC intends to use this template-based approach for future service contracts. Offerors should develop an understanding of the template as part of performing due diligence in reaching an understanding of the Navy’s requirements and expectations.

The standard template contains 18 standard annexes. Annex 1 will always contain information that is relevant to the entire scope of the contract.

Annex 2 contains on-site project management and administration requirements that are relevant to the entire scope of the contract. Annexes 3 through 18 contain the technical information and requirements peculiar to that technical annex. Within each technical annex, the organization of information and requirements are also standardized. Specification item 1 will always contain General Information. Specification item 2 will always contain the management and administrative requirements. Specification item 3 will always contain the Firm Fixed-Price (FFP) requirements.

Specification item 4 will always contain the Indefinite Delivery-Indefinite Quantity (IDIQ) requirements. Requirements and standards for higher level specification items apply to all subordinate specification items, e.g., Specification Item 3 standards apply to all firm fixed priced specification items. Specification Item 3.1 is applicable to all 3.1 subordinate specification items. Specification Items 3.2 and 3.3 are not considered subordinate to 3.1. All costs associated with Annexes 1 and 2 and Specification items 1 and 2 must be priced and distributed within Specification Item 3 of Annexes 3 through 18.

1.10 Navy PBSA Approach The Navy’s approach to performance-based service acquisition (PBSA) includes four component parts which are 1) performance outcomes, 2) measurable standards, 3) consideration of incentives, and 4) performance assessment plan.

1.11 Technical Proposal

Certification

The Contractor warrants that its proposal incorporated herein by reference will meet or exceed the performance objectives set forth in this contract.

Spec Item Title 2 Management and Administration

2.1 Definitions and Acronyms

2.2 General Information

2.2.1 Government Regular Working Hours

2.2.1.1 Observed Federal Holidays

2.2.1.2 Restriction to Contractor Working Hours

2.2.2 Wage Determinations

2.2.3 Requirements Hierarchy

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings

2.3.2 Training for Maintenance and Operation of New and Replacement Systems and Equipment

2.3.3 Partnering

2.3.3.1 Contract Partnering Level C

2.3.3.2 Contract Partnering Administration

2.3.3.3 Contract Partnering Session Attendees

2.3.4 Permits and Licenses

2.3.5 Insurance

2.3.5.1 Certificate of Insurance

2.3.5.2 Minimum Insurance Amounts

2.3.6 Protection of Government Property

2.3.7 Instructions, Directives, and References

2.3.8 Invoicing Procedures

2.3.9 Forms

2.4 Government-Furnished Property, Materials and Services

2.4.1 Government-Furnished Facilities (GFF)

2.4.2 Government-Furnished Utilities

2.4.2.1 Availability of Utilities

2.4.3 Government-Furnished Materials (GFM)

2.4.4 Government-Furnished Equipment (GFE)

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Work Reception

2.6.2 Work Control

2.6.3 Work Schedule

2.6.4 Service Interruptions

2.6.5 Quality Management System (QMS)

2.6.5.1 Quality Control Plan (QCP)

2.6.5.2 QC Inspection

2.6.5.3 Contractor Quality Control/Assessment Reports

2.6.6 Environmental Management System (EMS)

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Control Manager (QCM)

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 Translator/Interpreter

2.7.2 Employee Requirements

2.7.2.1 Employee Appearance

2.7.2.2 Employee Conduct

2.7.2.3 Removal of Employees

2.7.2.4 Proof of Legal Residency

2.8 Security Requirements

2.8.1 Employee Listing

2.8.2 Vehicles

2.8.3 Passes and Badges

2.8.4 Access to Buildings

2.8.5 Access Arrangements

2.8.5.1 Access to Hakozaki

2.8.5.2 Access to Tsurumi

2.8.5.3 Access to Akasaki, Iorizaki and Yokose

2.8.5.4 Access to Hachinohe

2.8.6 Security Clearances

2.9 Contractor Safety Program

2.9.1 Accident Prevention Plan (APP)

2.9.2 Activity Hazard Analysis (AHA)

2.9.3 Hazard Specific Safety Plans

2.9.3.1 Confined Space Access Plan

2.9.3.2 Drug Abuse Prevention Plan

2.9.3.3 Emergency Response Plan

2.9.3.4 Emergency Rescue Plan

2.9.3.5 Fall Protection Plan

2.9.3.6 Fire Prevention Plan

2.9.3.7 Hazard Energy Control Plan

2.9.3.8 Hazardous Energy Control Plan

2.9.3.9 Health Hazard Control Program and Hazard Communication Program

2.9.3.10 Heat/Cold Stress Monitoring Plan

2.9.3.11 Respiratory Protection Plan

2.9.4 Accident and Damage Reporting

2.9.4.1 Accident Reporting Notification

2.9.4.2 Damage Reporting

2.9.5 Fire Protection

2.9.6 Monthly On-Site Labor Report

2.9.7 LSIO Citations and Violations

2.9.8 Safety Inspections and Monitoring

2.9.9 Safety Certification

2.9.10 Safety Apparel on Jobsites

2.9.11 Radiographic Equipment

2.9.12 Electrical Safety Plan

2.10 Environmental Management and Sustainability

2.10.1 Environmental Protection

2.10.1.1 Non-Hazardous Waste

2.10.1.2 Hazardous Waste

2.10.2 Spill Prevention, Containment, and Clean-up

2.10.3 Hazardous Material Management

2.10.4 Protection of Endangered and Threatened Species (Flora and Fauna)

2.10.5 Noise Control

2.10.6 Salvage

2.10.7 Asbestos Containing Material (ACM)

2.11 Disaster Preparedness

2.12 Energy Management

2.13 Technical Library

2.14 Warranty Management

2.15 Notification to the Government for Work Above the FFP Limitations

2.16 FFP Exhibit Line Item Numbers (ELINs)

2.17 IDIQ Work

2.17.1 Unit Priced Task Work (Non-Negotiated)

2.17.1.1 Invoicing and Receiving Payment

2.17.2 Unit Priced Labor Work (Negotiated)

2.17.2.1 IDIQ Preparation of Proposals

2.17.2.1.1 Labor Requirements

2.17.2.1.2 Material Requirements

2.17.2.1.3 Equipment Requirements

2.17.2.2 Issuance of Final Task Order

2.17.3 IDIQ ELINS

0200000 - Management and Administration Spec Item

Title Description

2 Management and Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-0200000-XX.

2.2 General Information

2.2.1 Government Regular

Working Hours The Government's regular working hours are from 0800 -1600, five days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor continuous operations, 24 hours a day, every day of the year including holidays. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours requires prior KO approval.

2.2.1.1 Observed Federal

Holidays

The Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

2.2.1.2 Restriction to

Contractor Working Hours

If the Contractor wishes to work outside of the Government's regular working hours for the Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Government’s Regular Working Hours to the KO for approval at least seven calendar days prior to requested day. Excludes work to be performed during specified hours.

2.2.2 Wage

Determinations

Not Applicable

2.2.3 Requirements

Hierarchy

Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, 3.1.2.1 and so on.

2.3 General

Administrative Requirements

2.3.1 Required

Conferences and Meetings

The Contractor may be required to attend administrative and coordination meetings. The Contractor shall attend meetings as shown in J-0200000-03.

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and

When construction, renovation, or repair work is performed by means other than this contract, the Contractor shall attend Government provided training, as applicable, for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

Item

Title Description

Equipment

2.3.3 Partnering To increase the likelihood of successful performance of this contract, the

Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the clients who will receive services, principal individuals from NAVFAC, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and subcontractors teams, including senior management personnel must participate. The partnership will draw on the strength of each organization in an effort to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps.

A project’s characteristics determine the process level to be used. As such the following partnering level applies to this contract:

2.3.3.1 Contract Partnering

Level C

This level of partnering discusses partnering concepts and benefits and should become a part of the pre-performance conference. The senior Government and Contractor stakeholders present will jointly host the partnering sessions. The partners will determine the frequency of the follow-on sessions. The partnering sessions should be held at locations agreed to by the partners.

2.3.3.2 Contract Partnering

Administration

Upon award, the ACO will contact the Contractor, Supported Command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. The initial session must be scheduled as soon as possible after award of the contract. A partnership agreement, The Charter, should be in place as early as possible so issues arising, even before work begins, can be resolved using the issues resolution process. Replacement of Core Management Team members (stakeholders who attended the initial session and manage the contract work day-to-day) is discouraged since it will disrupt the synergy that has been developed. If replacement of a team member proves to be unavoidable, a follow-on partnering session must be held to officially turn the responsibilities of the position over to the new member.

The Core Management Team consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.

For more information concerning Partnering read NAVFACINST 11013.40A, which can be viewed in the Government’s Contracts Office.

2.3.3.3 Contract Partnering

Session Attendees

The Contractor shall bring the necessary personnel to successfully partner on this contract. Asterisk indicates mandatory personnel.

President/Vice President *Contract/Project Manager *Supervisor/Superintendent *Quality Control Manager Safety Manager

2.3.4 Permits and Licenses The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. Provide evidence of such Permits and Licenses to the KO before work commences and at other times as requested by the KO.

2.3.5 Insurance The Contractor shall submit a Certificate of Insurance per Section F as evidence of the existence of the following insurance coverage in amounts not less than

Item

Title Description the amounts specified below in accordance with the FAR Clause 52.228-05, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

2.3.5.1 Certificate of

Insurance

The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

2.3.5.2 Minimum Insurance

Amounts

The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

Comprehensive General Liability: ¥37,500,000 per occurrence

Automobile Liability: ¥15,000,000 per person, ¥37,500,000 per occurrence, ¥1,500,000 per occurrence for property damage

Workmen's Compensation: As required by Federal and state worker's compensation and occupational disease statutes

Employer's Liability coverage: N/A

Other as required by Japanese law.

Above insurance coverage’s are to extend to Contractor personnel operating Government owned equipment and vehicles.

2.3.6 Protection of

Government Property

During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of negligence under this contract to their original condition at no cost to the Government.

2.3.7 Instructions, Directives, and References

Applicable Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other directives, instructions, and references are listed in J-0200000-04. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.8 Invoicing Procedures

2.3.8.1 United States

Contractors Contractors shall follow the procedures set forth in Section G in accordance with DFARS Clause 252.232-7003 titled "Electronic Submission of Payment Requests", this contract/order requires use of the DoD Wide Area Workflow Receipt and Acceptance (WAWF) system for the submission of invoices. This web-based system, located at https://wawf.eb.mil, provides the technology for Government contractors and authorized Department of Defense (DoD) personnel to generate, capture and process receipt and payment-related documentation in a paperless environment. Invoices rendered under this contract shall be submitted electronically through WAWF. Submission of hard copy DD250/invoices will no longer be accepted for payment.

2.3.8.2 Contractors Other

than United States

Contractor shall follow local invoicing procedures in J-0200000-05. Provide all supporting documentation with invoice forms.

2.3.9 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included in J-0200000-06.

2.4 Government-

Furnished Property, Materials and Services

In accordance with FAR 52.245, GOVERNMENT PROPERTY and NAVFAC Clause 5252.245-9300, GOVERNMENT-FURNISHED PROPERTY, MATERIALS AND SERVICES, and the following paragraphs, the Government will furnish or make available to the Contractor certain Government-owned facilities, utilities, materials, and equipment for use in https://wawf.eb.mil/

Item

Title Description connection with this contract.

2.4.1 Government-

Furnished Facilities

(GFF)

The Government will not furnish any facilities for use in the contract.

2.4.2 Government-

Furnished Utilities

2.4.2.1 Availability of

Utilities

The Government will furnish water and electricity at existing outlets required for the work to be performed under the contract at no cost to the Contractor.

Information concerning the location of existing outlets may be secured from the KO. The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site. Provide and maintain backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines.

Meet all Federal, State, local, and activity codes and regulations for backflow prevention devices and electrical transformer provisions. Services required by the Contractor, for which there are no available Government outlets, shall be provided by the Contractor at no cost to the Government.

2.4.3 Government-

Furnished Materials

(GFM)

The Government will not furnish any materials for use in the contract.

2.4.4 Government-

Furnished Equipment (GFE)

The Government will not provide any equipment for use on this contract.

2.5 Contractor-Furnished

Items

Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. The KO may inspect Contractor-furnished items for adequacy and compliance with contract requirements.

Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and polychlorinated biphenyls (PCBs) shall not be brought onsite. Energy efficient tools and equipment shall be used when available. The KO may at any time require Samples, Material Safety Data Sheets (MSDS) or Manufacturer’s Data Cut Sheets of Materials used in this contract.

2.6 Management The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide a staff with the necessary management expertise to assure performance objectives and standards are met.

2.6.1 Work Reception The Contractor shall establish a work reception function with the capability to receive, classify, issue, correspond, and respond to trouble calls and task orders.

The telephone needs to be answered by an English speaking person within 15 minutes 24 hours per day, 7 days per week.

(a) Normal Working Hours. The Government's work reception center will receive service call requests during normal working hours and classify each call in accordance with the definitions provided below. A description of the problem or requested work, date and time received, location, and other appropriate information will be placed on an Emergency/Service Work Authorization form and will be emailed to the Contractor from the Government's work reception center. If the call is classified as emergency the Government's work receptionist will notify the Contractor by phone that a call

Item

Title Description has been received and that a work authorization form has been emailed to the Contractor. Emergency calls shall be considered as received by the Contractor at the time and date that the call is made.

(b) After Normal Working Hours. The Contractor shall receive and respond to emergency service call requests directly from authorized Government Representatives after normal working hours, on weekends, and holidays.

2.6.2 Work Control The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the KO. A written status report of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0900 the following work day for inquiries after regular working hours.

2.6.3 Work Schedule The Contractor's work shall not interfere with normal Government business.

In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall notify the KO of any difficulty in scheduling work due to Government controls.

2.6.4 Deliverables Records and reports are specified in Section C and listed as deliverables in Section F. The Contractor shall submit accurate and complete documents within the required timeframes as specified in Section F.

2.6.4 Service Interruptions If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, affected tenants, and customers at least 14 days in advance in accordance with local procedures.

If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, affected tenants and customers as soon as practicable.

2.6.5 Quality Management

System (QMS)

The Contractor shall establish and maintain a complete QMS program in accordance with the provisions specified herein. The Contractor’s QMS program shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. The Contractor's QMS program shall address:

Accurate documentation of work processes, procedures, and output measures.

A systematic procedure for assessing compliance with performance objectives and standards.

Accurate documentation of quality inspections conducted throughout the execution of work.

Assessment-driven corrective actions and process adjustments as appropriate in a timely manner.

2.6.5.1 Quality Management

(QM) Plan

The Contractor shall develop and submit a QM Plan per Section F. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, submit to the KO a revised QM Plan for acceptance.

2.6.5.2 Quality Inspection

and Surveillance

The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.246-4, INSPECTION OF SERVICES – FIXED PRICE, to ensure that the work performed conforms to

Item

Title Description the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions.

The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be turned over to the KO within five calendar days of termination of the contract.

2.6.5.3 Quality Inspection

and Surveillance Report

The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per Section F. The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment-driven corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.6 Environmental

Management System

(EMS)

The Contractor shall perform work under this contract consistent with the following EMS goals and policy.

Goals:

Reduce purchase and use of toxic and hazardous materials;

Expand purchase of green products and services; increase recycling;

Reduce energy and water use;

Increase use of alternative fuels and renewable energy;

Integrate green building concepts in major renovations and new construction;

Prevent pollution at the source; and Continual improvement.

Policy:

Protect public health and the environment by being an environmentally responsible member of the community;

Preserve our natural, historic and cultural resources;

Conserve natural resources by reducing what we discard, reusing items, and recycling materials, which includes purchasing products made from recycled materials;

Integrate sound environmental practices into all our operations and business decisions; Integrate environmental protection requirements and pollution prevention initiatives into the early planning, design and procurement of facilities, equipment and material, as well as the planning and implementation of military training activities;

Prevent or minimize pollution at its source as we seek out ways to eliminate or further minimize use of hazardous materials and generation of hazardous waste;

Maintain a sound partnership with regulatory agencies to sustain our compliance with existing and new environmental laws and regulations;

Enhance our program as we develop and implement an Environmental Management System; and

Adhere to this policy, remind one another to do so, and ensure that our entire community knows this is our policy by our actions as well as our words.

The Contractor shall maintain monitoring and measurement information to address the EMS goals and policy and provide the EMS Goals and Policy Measurement Information to the KO when requested. In the event an EMS nonconformance or environmental noncompliance associated with the contracted services, tasks, or actions occurs, the Contractor shall take corrective

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Title Description and/or preventative actions. In the case of a noncompliance, the Contractor shall assume legal and financial liability for the noncompliance and take corrective action immediately to remedy the noncompliance. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the KO. The Contractor shall ensure that its employees are aware of their roles and responsibilities under the EMS and how these EMS roles and responsibilities affect work performed under the contract.

EMS training is required for all contractor personnel. ECATTS training is required for the designated environmental manager for the project. The Contractor shall contact the KO for access to the training.

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below.

2.7.1 Key Personnel The Contractor shall submit a List of Key Personnel and Qualifications per Section F. The Contractor shall provide any additional information requested by the KO necessary to certify their qualifications.

The Contractor shall submit an Organizational Chart per Section F showing lines of authority of the key personnel and on-site supervisor(s) for this contract. The chart shall include names of personnel and their position title in this contract. As a minimum, include the PM, Quality Manager, SSHO, Translator/Interpreter and on-site supervisor(s) and who they will report directly to for this contract. The key personnel shall be revised as applicable for the contract.

2.7.1.1 Project Manager

(PM)

The PM must have relevant experience at a comparable level of responsibility in projects of similar size, scope and complexity. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be available by telephone or radio and be on site within 2 during the Government's regular working hours and shall be available on-site within three hours after the Government's regular working hours for Yokosuka District. For Sasebo and Misawa Districts the PM shall be on site the next business day.

2.7.1.2 Quality Control

Manager (QCM)

The Contractor shall provide a QCM who shall have full authority and responsibility for assuring performance objectives and standards identified in this contract are met.

Provide a QCM to implement and manage the QC program. In addition to implementing and managing the QC program. The QC Manager is required to attend the Post Award Kick-off (PAK) meeting, conduct the QC meetings, perform submittal review and approval, ensure testing is performed and provide QC certifications and documentation required in this contract.

An individual with a minimum of 5 years combined experience as a superintendent, inspector, QC Manager, project manager, or service manager on similar size and type service contracts which included the major trades that are part of this contract. The individual must be familiar with the requirements of the EM 385-1-1 and have experience in the areas of hazard identification and safety compliance.

In addition to the above experience and education requirements, the QC Manager shall have completed the course Construction Quality Management for Contractors and will have a current certificate.

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Title Description

Note: the designated QC Manager shall be allowed a 120 day grace period after the date of award to comply with the Construction Quality Management for Contractors certification requirement if the requirement cannot be met prior to award.

2.7.1.3 Site Safety and

Health Officer

(SSHO)

The Contractor shall provide a SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The SSHO shall have fulfilled the following pre-requisite training and experiences more than one year on sea work.

The SSHO shall have completed three years of satisfactory experience in preparing and enforcing the Contractor’s safety program on contracts of similar size and complexity in the past, and shall have completed 30-hour OSHA safety class or equivalent within the last five years.

Note: The Japan Construction Occupational Safety and Health Association (JCOSHA) provides the construction site safety and health management course “KOUJI SHUNIN COURSE”, or “SHOCHOU COURSE”, which is as acceptable equivalent to the 30-hours OSHA safety class. This training can be viewed at the JCOSHA website: http://www.kensaibou.or.jp or http://www.kensaibou.or.jp/english.

The SSHO may be the same person as the PM or QCM but shall have fulfilled the pre-requisite qualification and experience.

The SSHO shall be on site during operations and available on-site within one hour after the Government regular working hours.

2.7.1.4 Translator/Interpreter The Contractor shall provide a translator/Interpreter who is acceptable to the KO. Translator/ Interpreter shall (1) be knowledgeable of the English language,

(2) know the contract requirements including its terminology, (3) be able to understand and prepare documentation in both English and Japanese (for example safety and quality control plans), (4) be able to interpret from English to Japanese and Japanese to English orally and written to support communications and discussions of Key Personnel with U.S. Government representatives.

The KO is the authority on determining an individual’s qualification for the position. A PM, QCM or SSHO may serve as a Translator/Interpreter if qualified.

2.7.2 Employee

Requirements

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety and environmental requirements associated with the work they perform.

Competent personnel shall be provided as required. Personnel shall speak, read, and comprehend English and/or Japanese to the extent that they can perform the contract requirements and comply with installation emergency procedures.

2.7.2.1 Employee

Appearance

The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/subcontractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.

2.7.2.2 Employee Conduct Contractor employees shall conduct themselves in a proper, efficient, courteous http://www.kensaibou.or.jp/ http://www.kensaibou.or.jp/english

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Title Description and businesslike manner.

2.7.2.3 Identification as

Contractor Employee Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. All Contractor employees shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

2.7.2.3 Removal of

Employees

The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest or inconsistent with the best interests of National Security.

2.7.2.4 Proof of Legal

Residency

No employee or representative of the Contractor will be admitted to the site of work unless satisfactory proof of citizenship is furnished, or, if an alien, legal residency within Japan is confirmed.

2.8 Security

Requirements

The Contractor shall comply with all Federal, state, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all security/entrance clearances are obtained.

2.8.1 Employee Listing The Contractor shall maintain and provide to the KO a current organization chart and listing of employees and subcontractors. The list shall include, but not be limited to, employees’ names, position titles, and level of security and identification numbers.

2.8.2 Vehicles The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid Japanese license plate that complies with the Japanese Vehicle Code. Vehicles shall meet all other requirements of the Japanese Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration, if applicable.

2.8.3 Passes and Badges The Contractor shall prior to the start of the contract, submit the names of personnel to be utilized during the contract term to the Contracting Officer and shall include the following for each person:

Name Date of Birth Place of Birth Height Weight Citizenship Permanent and Present Address Job Title

After receipt of the names the cognizant Pass & ID office will issue temporary Contractor’s pass and/or badge to each person on the list on a daily basis until security clearances have been obtained. Once the security clearances have been obtained, the cognizant Pass & ID office will issue a Contractor’s pass and/or badge to each person on the list for a period not to exceed one year or for the remaining term of the contract, whichever is less. No personnel will be permitted on the site without a valid pass and/ or badge. When within the confines of U.S. Government controlled premises, personnel shall have their passes and/or badges immediately available and shall produce them for identification purposes when requested by security authority. Passes and/or badges shall be presented when entering or departing the base. When an employee leaves the Contractor’s service, the employee’s pass and/or badges

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Title Description issued to Contractor employees shall not negate the requirement for employee identification as stated on Paragraph 2.7.2.3

2.8.4 Access to Buildings The Contractor shall monitor and control access into restricted areas under their responsibility, allowing only those individuals who have been properly cleared into restricted areas or other controlled access areas. The Contractor shall comply with security requirements, plus those imposed by the installation Commander at all times. Personnel with access to special areas will have the appropriate screening and/or security clearance, and personnel requiring routine access to restricted areas will wear special badges authorizing access for those areas. Contractor personnel shall not enter restricted or controlled areas or installation facilities unless specifically authorized in performance of their duties. The Contractor shall secure all buildings and facilities entered during non-duty hours and will secure all building and facilities under the Contractor’s cognizance at the end of each work day or shift period.

2.8.5 Access

Arrangements

The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The Government may issue keys to the Contractor. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction.

2.8.5.1 Special Access to

Hakozaki

The Government will provide necessary daily transportation for personnel, for Azuma Island work providing notification is given to the Government not less than seven calendar days in advance. The Government will provide this daily waterborne transportation at no cost to the Contractor between Arai Dock and the U.S. Navy Azuma Petroleum Area. Contractor's personnel shall possess a valid security pass to the Petroleum area prior to boarding at Arai Dock.

Transportation will be by small boat with a capacity of about 20 people. Twenty-four hours shuttle service is available. In addition to above, the U.S. Government will also provide waterborne transportation for the Contractor's truck and it's operator between the ramp adjacent to Berth 5 at the U.S. Fleet Activities, Yokosuka, and the U.S. Navy Azuma Petroleum Area, at no cost to the Contractor, providing that written notification specifying the size of the truck for this movement is submitted not less than seven calendar days in advance.

The contractor should be prepared to arrange for a commercial barge in case the LCM is out of service or if required for operational commitments. There is also a load limit on the LCM.

2.8.6 Security Clearances Not Applicable

2.9 Contractor Safety

Program The Contractor shall develop and implement a Safety Program detailing how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM-385-1-1 and Public Law 91-596, Occupational Safety and Health Act or Japanese equivalent Industrial Safety and Health Law (JISHA) and Contractor shall submit a monthly exposure report to the Contracting Officer.

2.9.1 Accident Prevention

Plan (APP)

To ensure that the Contractor has a well organized and thorough Safety Program, the Contractor shall prepare an Accident Prevention Plan (APP). The APP shall be prepared by the Contractor’s SSHO and shall be followed by all Contractor employees, subcontractors, and vendors at each service site. The

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Title Description

APP shall follow the format and cover all topics as delineated in Appendix A of EM-385-1-1. The APP shall incorporate Activity Hazard Analyses (AHAs) and Situation Specific Safety Plans that are relevant to the site specific hazards and controls for each activity and type of work that may be encountered in the performance of this contract.

The Contractor shall submit an APP to the KO within 15 days following award for acceptance. The Contractor shall review, update, and submit the revised APP to the annually and within 15 calendar…