Attachment(2A)-Performance_Work_Statement__Part_1.pdf

DEPARTMENT OF THE NAVY SOLICITATION NO

FACILITIES DEPARTMENT N40084-14-R-5400

MCAS IWAKUNI, JAPAN

GROUNDS MAINTENANCE SERVICES

AT U. S. MARINE CORPS AIR STATION (MCAS) IWAKUNI, JAPAN

PREPARED BY: FACILITIES SUPPORT CONTRACTS

Facilities Department

MCAS Iwakuni, Japan

SPECIFICATION DRAFTED BY:

MIYAKO HAYASHI

SPECIFICATION WRITER / ENGINEERING TECHNICIAN

FACILITIES SUPPORT CONTRACTS

SPECIFICATION APPROVED BY:

_______________________ DATE:_____________

CECIL L. HOUNSHELL

FACILITIES SUPPORT CONTRACTS MANAGER

NOTICE: All inquiries concerning any phase this specification, prior to bid opening, shall be made to the office of the Officer in Charge of Construction, Naval Facilities Engineering

Command Contract, Iwakuni, Japan. The Government specification, forms mentioned, and other information necessary may be obtained or examined and non-Government publication may be examined, on application to the above office.

cecil.hounshell Typewritten Text

13 FEB 13

GROUNDS MAINTENANCE SERVICES AT U. S. MARINE CORPS AIR STATION (MCAS) IWAKUNI, JAPAN N40084-14-R-5400

SECTION C, ANNEX 1

Section C of Annex 1 - Page 1 of 4

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 various locations throughout U. S. Marine Corps Air Station (MCAS) Iwakuni, Japan. The type of contract anticipated for this procurement is a combination Firm-Fixed Price (FFP) and Indefinite Delivery-Indefinite Quantity (IDIQ) contract. 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 (e.g., Annex 1 expanded number is 0100000 as shown in the header row at the top of this page).

Annex 1 General Information Annex 2 Management and Administration Annex 3 Command and Staff: Not applicable (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 1503 Facility Services o 1503050 Grounds Maintenance and Landscaping

Annex 16 Utilities: N/A Annex 17 Base Support Vehicles and Equipment: N/A Annex 18 Environmental: N/A

1.2 Project Location The following work shall be performed at various locations aboard U. S.

MCAS Iwakuni and could vary from location to location.

(1) Grounds Maintenance Services: various locations; see J-0200000-04, Location Map and Approved Letter for Lay-Down Area - Lawn Care and Vegetation Control Services; J-0200000-05, Location Map for Lay-Down Area - Tree Trimming and Pruning Services; and J-1503050-04, Site Maps for specific locations.

1.3 Acquisition of

Additional Work

The Government reserves the right to acquire additional Grounds Maintenance services at additional locations in addition to the services and locations identified in the FFP requirements of this contract. Additional services will be incorporated into the contract by bilateral modification in accordance with the CHANGES clause, SECTION I or ordered under the IDIQ 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.

Section C of Annex 1 - Page 2 of 4

Spec Item Title Description

1.4 Background Information The intent of this solicitation is to obtain Grounds Maintenance services.

To maintain a comfortable environment, and a pleasant landscape surrounding U. S. MCAS Iwakuni Facilities, grounds maintenance and landscaping services are required. The contract is a performance-based specification relying on the Contractor’s experience and expertise determining the best method of providing those services. The Contractor is required to have in place a Quality Management System, providing quality control measure of both the Prime and Sub Contractors requirements.

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 (refer to Spec Item 2.12 of Annex 2) 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 Average Annual Weather Data:

(a) The mean annual temperature of Iwakuni is 14.8°C (57.2°F) with a mean daily maximum temperature of 19.9°C (66.2°F) and a mean daily minimum temperature of 10.3°C (50°F). The extreme maximum temperature is 37.7°C (100°F) recorded in August 1967, and the extreme minimum temperature is -8.8°C (16°F) recorded in February 1977.

Iwakuni experiences two seasonal weather regimes preceded by two transitional periods. The winter season, November to April, has a mean daily temperature of 7.8°C (44.6°F) and the summer season, July to September has a mean daily temperature of 25°C (77°F).

(b) The mean annual precipitation is 1726.7 mm (68 inches) with the greatest amount falling during June and July between 285.2 mm (11.2 inches) and 269.5 mm (10.6 inches) respectively. December has the lowest mean monthly precipitation of 45.9 mm (1.8 inches). The average number of days with a measurable amount of precipitation is 122 days annually. The greatest amount of precipitation in a 24-hour period was 295 mm (11.6 inches), which occurred in September 2005, and the greatest amount in a one-month period was 829 mm (32.6 inches), which occurred in July 1993. Thunderstorms occur on an average of 15 days out of the year.

(c) Snowfall occurs between the months of November and February.

There is an average of three days per year with measurable snowfall of 0.1 inches or more. The average snowfall is less than 1 inch per month.

(d) Fog occurs an average of 53 days a year with the maximum number of 18 days in June and the minimum of seven days in December. Smoke and haze occur on an average of 20 days each year.

(e) Typhoon season is 1 June through 30 November.

Refer to the historical data provided by the Japan Meteorological Agency for more information. Website link:

http://www.data.jma.go.jp/obd/stats/etrn/index.php?prec_no=81&block_n o=0940&year=&month=&day=&view= http://www.data.jma.go.jp/obd/stats/etrn/index.php?prec_no=81&block_no=0940&year=&month=&day=&view http://www.data.jma.go.jp/obd/stats/etrn/index.php?prec_no=81&block_no=0940&year=&month=&day=&view

Section C of Annex 1 - Page 3 of 4

Spec Item Title Description

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

Although PWSs 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).

Section C of Annex 1 - Page 4 of 4

Spec Item Title Description

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 FFP requirements. Specification item 4 will always contain the 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 FFP 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.

SECTION C, ANNEX 2

Section C of Annex 2 - Page 1 of 33

Spec Item Title

2 Management and Administration

2.1 Definitions and Acronyms

2.2 General Information

2.2.1 Government and Contractor 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 Informal Partnering

2.3.3.2 Contract Partnering Administration

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 Government Information Technology (IT) System

2.3.8 Directives, Instructions, and References

2.3.9 Invoicing Procedures

2.3.10 Forms

2.3.11 Cost Account Code Reporting

2.4 Government-Furnished Property, Materials and Services

2.4.1 Government-Furnished Facilities (GFF)

2.4.2 Government-Furnished Utilities

2.4.3 Government-Furnished Materials (GFM)

2.4.4 Government-Furnished Equipment (GFE)

2.4.5 Government-Furnished Property

2.4.6 Government-Furnished Services (GFS)

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 Deliverables

2.6.5 Service Interruptions

2.6.6 Government’s Computerized Maintenance Management Systems (CMMS)

2.6.7 Quality Management System (QMS)

2.6.7.1 Quality Management (QM) Plan

2.6.7.2 Quality Inspection and Surveillance

2.6.7.3 Quality Inspection and Surveillance Report

2.6.8 Property Management Plan

2.6.9 System and Equipment Replacement

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Manager (QM)

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 Environmental Manager (EM)

2.7.2 Employee Requirements

Section C of Annex 2 - Page 2 of 33

2.7.2.1 Employee Certification and Training

2.7.2.2 Employee Appearance

2.7.2.3 Employee Conduct

2.7.2.4 Identification as Contractor Employee

2.7.2.5 Removal of Employees

2.7.2.6 Proof of Legal Residency

2.7.3 Enterprise-wide Contractor Manpower Reporting Application (eCMRA)

2.8 Security Requirements

2.8.1 Employee Listing

2.8.2 Vehicles

2.8.3 Passes and Badges

2.8.3.1 Gate Pass Endorsement

2.8.4 Access to Installation

2.8.4.1 Navy Commercial Access Control System Program

2.8.4.2 One-Day Passes

2.8.5 Access to Buildings

2.8.5.1 Access to Airfield

2.8.6 Access Arrangements

2.8.6.1 Escort Arrangement for Secured Areas

2.8.7 Security Clearances

2.8.8 Access to Sensitive Unclassified Information

2.8.9 Permission to Use a Camera

2.9 Contractor Safety Program

2.9.1 Accident Prevention Plan (APP)

2.9.2 Activity Hazard Analysis (AHA)

2.9.3 Occupational Risk and Compliance Plans and Programs

2.9.3.1 Abrasive Blasting Plan

2.9.3.2 Access/Haul Road Plan

2.9.3.3 Alcohol and Drug Abuse Prevention Plan

2.9.3.4 Asbestos Abatement Plan

2.9.3.5 Chemical Hazard Communication Program

2.9.3.6 Confined Space Program

2.9.3.7 Critical Lift Plan

2.9.3.8 Demolition Plan

2.9.3.9 Emergency Response Plans

2.9.3.10 Excavation/Trenching Plan

2.9.3.11 Fall Prevention and Protection Plan

2.9.3.12 Fire Prevention Program

2.9.3.13 Floating Plant Severe Weather Precaution Plan and Marine Emergency Plan

2.9.3.14 Hazardous Energy Control Program

2.9.3.15 Health Hazard Control Program and Hazard Communication Program

2.9.3.16 Heat/Cold Stress Monitoring Plan

2.9.3.17 Lead Compliance and Abatement Plan

2.9.3.18 Radiation Safety Program

2.9.3.19 Respiratory Protection Program

2.9.3.20 Site Sanitation Plan

2.9.3.21 Temporary Facility Layout Plan

2.9.3.22 Underground Emergency Rescue Plan

2.9.4 Accident and Damage Reporting

2.9.4.1 Accident Reporting and Notification Criteria

2.9.4.2 Accident Reporting Notification

2.9.5 Fire Protection

2.9.6 Monthly On-Site Labor Report

Section C of Annex 2 - Page 3 of 33

2.9.7 OSHA Citations and Violations

2.9.8 Safety Inspections and Monitoring

2.9.9 Safety Certification

2.9.10 Safety Apparel on Jobsites

2.10 Environmental Management and Sustainability, Environmental Management Systems (EMS)

2.10.1 Energy Management Program

2.10.1.1 Water Conservation Plan

2.10.1.2 Energy Efficient Products

2.10.2 Environmental Protection

2.10.2.1 Ozone Depleting Substance (ODS) Requirements for Refrigerant Recycling

2.10.2.2 Non-Hazardous Waste Disposal

2.10.2.3 Hazardous Waste Disposal

2.10.2.4 Spill Prevention, Containment, and Clean-up

2.10.2.5 Hazardous Material Management

2.10.2.6 Protection of Threatened and Endangered (T&E) Species (Wild Fauna &Flora and Natural

Monument Species)

2.10.2.7 Noise Control

2.10.2.8 Salvage

2.10.2.9 Asbestos Containing Material (ACM)

2.10.3 Sustainable Procurement and Practices

2.10.3.1 Environmentally Preferable Products

2.10.3.2 Use of Recovered Materials

2.10.3.3 Use of Biobased Products

2.11 Disaster Preparedness

2.12 Technical Library

2.13 Warranty Management

2.14 FFP Work Procedures

2.14.1 Notification to the Government for Work Above the FFP Limitations

2.14.2 FFP Exhibit Line Item Numbers (ELINs)

2.14.3 Common Output Service Level Standards (SLS) Options

2.14.3.1 Optional COLS CLINs for Region Funded Facility Services

2.14.3.2 Option to Change COLS at Contract Award

2.14.3.3 Option to Change COLS at Exercise of an Option Period

2.15 IDIQ Work

2.15.1 Unit Priced Task (UPT) Work (Non-Negotiated)

2.15.1.1 Acceptance and Performance

2.15.1.2 Invoicing and Receiving Payment

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

2.15.2.1 IDIQ Preparation of Proposals

2.15.2.1.1 Labor Requirements

2.15.2.1.2 Material and Equipment Requirements

2.15.2.2 Issuance of Final Task Order

2.15.3 IDIQ ELINS

2.16 Performance Evaluation

Section C of Annex 2 - Page 4 of 33

0200000 - Management and Administration

Spec Item Title Description

2 Management and Administration

2.1 Definitions and Acronyms Definitions and Acronyms for Annex 1 and 2 are listed in J-0200000- 01.

2.2 General Information

2.2.1 Government and

Contractor Regular Working Hours

The Government's regular working hours are from 0800-1630, five days per week, Monday through Friday, except observed U. S.

Federal holidays. The Contractor regular working hours in this contact are from 0630 – 1830, six days per week, Monday through Saturday, except observed U. S. Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this Performance Work Statement (PWS). The performance of other work requirements shall be accomplished within the Contractor’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Contractor regular working hours requires prior Facilities Support Contracts Manager (FSCM) approval via the Performance Assessment Representative

(PAR).

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 Contractor's regular working hours (indicated in Spec Item 2.2.1, “Government and Contractor’s Regular Working Hours”) for Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Contractor’s Regular Working Hours for Government approval.

Details of the submission (due dates, distribution, content, etc.) are stated in the Deliveries or Performance, Section F. Excludes work to be performed during specified hours. Any services performed outside of the Contractor’s regular working hours for the Contractor’s convenience shall be provided at no additional cost to the Government.

Note: The Provost Marshall’s Office (PMO) Pass and Registration Section will process gate passes for Contractor access via specific gates from 0630 to 1830, Monday through Saturday. The Contractor will have access on U. S. Federal Holidays during the timeframe and days indicated on the gate pass. When the Request to Work Outside Contractor’s Working Hours has been approved for that requested working hours are after hours and/or Sunday, the Contractor shall obtain access to the Installation in accordance with the instruction specified in Spec Item 2.8.4, Access to Installation of this Annex.

2.2.2 Wage Determinations Not applicable. (N/A)

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.

Likewise, Performance Standards specified at a lower digit level (i.e.

spec item 3.1.1, 3.1.2, 3.1.2.1) apply when performance is assessed at a higher tier (i.e., spec item 3.1) based on the composite work requirements.

Section C of Annex 2 - Page 5 of 33

Spec Item Title Description

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 required.

2.3.2 Training for Maintenance

and Operation of New and Replacement Systems and Equipment

N/A

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 supported commands who will receive services, principal individuals from Naval Engineering Command (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.

Partnering should accomplish three goals:

- The first goal is to develop a cohesive team with common purpose, commitment and established communication processes.

- The second goal of partnering is contract specific, identifying risks and opportunities for the team to address.

- The third goal is to sustain the Partnership throughout the contract by identifying and addressing issues that affect the Partnership.

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 Informal Partnering The Contracting Officer (KO) shall organize the initial Partnering Meeting with key personnel of the project team, including Contractor's personnel and Government personnel. The initial session will be scheduled concurrent with the Pre-Performance Conference and held no later than 30 days after award and will be held at a Government provided facility as designated by the KO.

The senior Government stakeholder present will lead the meeting, however, the Contractor’s Project Manager (PM) or senior representative is encouraged to participate as co-lead.

The Partners will determine the frequency of the follow-on sessions.

2.3.3.2 Contract Partnering

Administration

Upon award, the Administrative Contracting Officer (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

Section C of Annex 2 - Page 6 of 33

Spec Item Title Description 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.

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

*PM

*Quality Manager (QM) *Site Safety and Health Officer (SSHO) *Interpreter Subcontractor Representative(s)

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, host nation (Japanese), prefectural, and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.

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 the amounts specified below in accordance with the Federal Acquisition Regulation (FAR) Clause 52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION.

This insurance must be maintained during the performance period.

Note: The certificates of Automobile Liability Insurance (Jibaiseki Hoken) will be excluded from submittal requirement. However, the certificates of Automobile Liability Insurance shall be present to the PMO Pass and Registration Section to obtain the vehicle passes per Marine Corps Air Station Order (MCASO) P5560.8, Motor Vehicle and Traffic Regulations.

2.3.5.1 Certificate of Insurance The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO and FSCM via the PAR 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: ¥50,000,000 per occurrence

Automobile Liability (Jibaiseki Hoken): ¥30,000, 000 per person.

Voluntary Automobile Insurance (Nin-i Hoken):

¥30,000,000 per person, ¥50,000,000 per occurrence for bodily injury, ¥2,000,000 per occurrence for property

Section C of Annex 2 - Page 7 of 33

Spec Item Title Description damage. The Contractor is responsible to provide the appropriate level of insurance for motorcycles.

Note: This voluntary automobile insurance coverage applies to all vehicles accessing the Installation.

Workmen's Compensation: As required by Japanese worker's compensation and occupational disease statutes.

Employer's Liability coverage: N/A

Other as required by Japanese law.

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 Government Information

Technology (IT) System

Information delivered to the Government via the internet shall be compatible with, and meet the requirements of Navy Marine Corps Intranet (NMCI) to ensure Government reception of such information.

Information about NMCI may be obtained at be obtained at https://h10131.www1.hp.com/public/nmci/.

2.3.8 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-02.

Additional directives, instructions, and references are listed in Annex

15. Publications from U. S. Government agencies can be obtained from the Construction Criteria Base website at http://www.ccb.org/.

The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

The Contractor shall obtain commercial publications as required for their use and these publications shall remain the property of the Contractor.

The Government will provide directives, instructions, and references as necessary and when requested.

2.3.9 Invoicing Procedures Invoicing procedures are identified in J-0200000-03 and Section G.

Details of the submission (sue dates, distribution, etc.) for Invoices are stated in the Deliveries or Performance, Section F and Section G.

2.3.10 Forms Forms and a cover sheet referenced in this Annex, e.g. accident reporting, and damage reporting, invoice (NAVFAC 7300/30), Contractor Production Reporting (Daily Report) will be provided to the Contractor by the Government after award the contract .

2.3.11 Cost Account Code

Reporting

N/A

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, https://h10131.www1.hp.com/public/nmci/ http://www.ccb.org/

Section C of Annex 2 - Page 8 of 33

Spec Item Title Description equipment, property, and services for use in connection with this contract as stated below (using the Government-furnished property, materials, and services for other purposes is prohibited).

2.4.1 Government-Furnished

Facilities (GFF)

N/A

2.4.2 Government-Furnished

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 FSCM via the PAR. 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, Japanese, prefectural, local, and Installation 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)

N/A

2.4.4 Government-Furnished

Equipment (GFE)

N/A

2.4.5 Government-Furnished

Property

The Government may furnish Government property indicated below for Contractor use.

Vacant Lot: The Contractor is permitted to use the designated vacant lot near Penny Lake located at the north side of the Installation in the cases indicated below.

1. Lawn Care and Vegetation Control Services: Used as a lay-down area to temporarily store grass and weed clippings after daily ground maintenance resulting from Lawn Care, Vegetation Control, and Debris Removal services. The stored clippings, trimmings, and debris shall be removed from the lay-down area and disposed of Off-Installation, at a consistent and efficient cycle and at a minimum, every six months. Refer to Spec Items

3.1.1 through 3.1.3 of Annex 15 for the work requirements . The location of the vacant lot for Lawn Care and Vegetation Control Services is identified on the Location Map and Approved Letter for Lay-down Area provided in J-0200000-04.

If the Contractor decides to take advantage of the lay-down area for Lawn Care, Vegetation Control, and Debris Removal services, the Contractor shall be aware there is a possibility due to Government requirements a potential location change when the vacant lot is no longer available for Contractor use. The Government may furnish a substitute area and the Contractor shall reinstall the fence to the relocated lay-down area at no cost to the Government. In case a substitute lay-down area is not furnished, the Contractor will be required to fulfill the contract requirement by other means and a bilateral modification may be negotiated.

Section C of Annex 2 - Page 9 of 33

Spec Item Title Description

2. Tree Trimming and Pruning Services: Used as a lay-down area temporarily stores clippings, debris, and tree branches after daily ground maintenance resulting from Tree Trimming and Pruning services which will be ordered through IDIQ task orders. The stored clippings, debris, and tree branches will be removed and disposed of at the On-Installation Landfill by the Government.

Refer to Spec Items 4.1of Annex 15 for the work requirements .

The location of the vacant lot for Tree Trimming and Pruning Services is provided in J-0200000-05.

As noted above should a notification for location change or rescinding the use of an on Installation lay-down area be issued, the Government will furnish a substitute area and the Contractor shall reinstall the fence to the relocated lay-down area at no cost to the Government. In case the substitute lay-down area is not furnished, the IDIQ Unit Priced Labor (UPL) Work (Negotiated) line item may be used or a bilateral modification may be issued for the change.

It shall be the Contractor’s responsibility to ensure the security and safety of the lay-down areas on Government property for their use.

Unless otherwise instructed by the Government, the Contractor shall install a temporary fence around the lay-down areas at Contractor’s expense to prevent stored grass, weed, and tree clippings from being strewn about other areas. The fence shall maintain the 10 meters separation from the flight line security fence and final approval for safety and appropriateness once constructed shall be made by the Government prior to use. The Government reserves the right to require installed fences deemed as unsafe or insufficient by the FSCM and PAR to be reinstalled and/or repaired at no additional cost to the Government.

2.4.6 Government-Furnished

Services (GFS)

N/A

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, the FSCM, or the PAR 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 Contractor shall submit for approval Samples or Manufacturer’s Data Cut Sheet of Materials, and MSDSs for all Hazardous materials used in this contract. The KO and the FSCM via the PAR may at any time require Samples, MSDSs, or Manufacturer’s Data Cut Sheets of Materials used in this contract. Details of the submission (due dates, distribution, content, and etc.) are stated in the Deliveries Performance, Section F.

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 assurance. The Contractor shall

Section C of Annex 2 - Page 10 of 33

Spec Item Title Description provide a staff with the necessary management expertise to ensure performance objectives and standards are met.

2.6.1 Work Reception The Contractor shall provide the work reception function with bilingual (English/Japanese) capability to receive, prioritize, correspond, and respond to task orders during Government regular working hours and provide a point of contact at a local or toll free number at the pre-performance conference.

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 work status updates shall be provided when requested by the KO and FSCM via the PAR. A written work status report including a status update (daily report) of any item of work shall be provided per Section F. A copy of sample work status report (daily report) form, Contractor Production Report is provided in J-0200000-06. The Contractor shall refer to and include all applicable contents in the above mentioned form as part of the contents of the work status report (daily report). Refer to the relevant sections in Technical Annex 15 for more information.

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 FSCM via the PAR of any difficulty in scheduling work due to Government controls.

The Contractor shall provide close coordination with tenants, clients, and departments as appropriate to establish the schedule of Grounds Maintenance Services work. Point of contact for all relative tenants, clients, and departments will be provided by the PAR after award of the contract.

All work schedules required under Technical Annex 15 shall be submitted for Government approval. In no event shall the Contractor change an approved work schedule without the prior written approval of the Government. For changes or additions to any job that prevents the Contractor from completing the work on time or which change the scope of work, the Contractor shall report the work in the work status report (daily report). Refer to the Spec Item 2.6.2 of this Annex, Work Control for the report submission.

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.

Deliverables in Section F are listed in Spec Item numerical order, and are separated into two groups.

Group A: routine deliverables which shall be submitted to the Government as required in accordance with the deliverable instruction.

Section C of Annex 2 - Page 11 of 33

Spec Item Title Description

Group B: deliverables which shall be maintained by the Contractor and made available to the Government for review upon request.

Unless otherwise specified in Section F, all submittals shall be translated in English.

Government acceptance of deliverables will not relieve the Contractor of the responsibility for any error or omission which may exist in the deliverable, as the Contractor is responsible for all requirements of this contract.

2.6.5 Service Interruptions If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify in writing per Section F. If the discontinued service is due to an emergency breakdown the Contractor shall notify the FSCM via the PAR, affected tenants, clients, and departments as soon as practicable.

2.6.6 Government’s

Computerized Maintenance Management Systems

N/A

2.6.7 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 and surveillance conducted throughout the execution of work.

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

2.6.7.1 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, a revised QM Plan shall be submitted for acceptance per Section F.

2.6.7.2 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 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 per Section F.

2.6.7.3 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

Section C of Annex 2 - Page 12 of 33

Spec Item Title Description performed and surveillance-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.

2.6.8 Property Management

Plan

N/A

2.6.9 System and Equipment

Replacement

As specified in Spec Item 2.3.6., Protection of Government Property;

should the Contractor cause damage to Government property which requires the repair or replacement work, the Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work.

Except where otherwise specified, replacement components shall be of the same model and/or style, or equivalent as the component being replaced. Substitutes for replacement components must be accepted by the Government prior to use. The FSCM via the PAR will furnish available information for the existing systems and equipment.

2.7 Personnel Requirements The Contractor shall comply with the personnel requirements stated below.

2.7.1 Key Personnel The PM, SSHO, QM, and Environmental Manager (EM) are considered as Key Personnel. The assigned PM shall not occupy other Key Personnel positions. The QM, SSHO, and/or EM may be the same person as long as they meet the requirements of all/both positions.

The Contractor shall submit a Key Personnel and Qualifications or Request to Appoint New Key Personnel and Interpreter per Section F.

The Contractor shall provide any additional information requested by the KO, FSCM or PAR to certify their qualifications. The Key Personnel shall be members of the Prime Contracting firm and revised as applicable for the contract and as requested by the Government.

The Contractor shall submit an Organizational Chart per Section F showing lines of authority of the Key Personnel, on-site supervisor(s), Sub-contractor(s), and an interpreter for this contract. Refer to the Spec Item 2.4.2, Employee Requirements of this Annex for requirements of the interpreter. The chart shall include names of personnel and their position title in this contract. As a minimum, include the PM, QM, SSHO, EM, on-site supervisor(s), and interpreter and who they will report directly to for this contract.

The requirement will be applied to any potential replacement and alternate of the PM, QM, SSHO, EM, and interpreter. The Contractor shall get an approval from the FSCM via the PAR in advance when the Contractor intends to appoint new Key Personnel and interpreter per Section F.

2.7.1.1 Project Manager (PM) The PM or designated alternate shall have full authority to act for the Contractor on all contract matters relating to this contract.

The PM or designated representative shall have the authority to sign all contract related documents. At the discretion of the Contractor, this authority may be designated to the QM as an alternate for signature authority only.

Section C of Annex 2 - Page 13 of 33

Spec Item Title Description

The PM, designated alternate, and/or designated representative (QM) will be responsible to manage the total work effort associated with the Grounds Maintenance Services herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, report preparation, and quality management.

The PM or designated alternate shall be available on-site within one hour after the Government's request (both during and after Government’s regular working hours).

The PM shall have fulfilled the following pre-requisite experiences before being hired as the PM under this contract:

The Contractor shall provide a PM who has at least three years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.

The assigned PM shall not occupy other Key Personnel positions.

2.7.1.2 Quality Manager (QM) The Contractor shall provide a QM or designated alternate who shall be on the Installation work site at all times during performance of the work (the Contractor's regular working hours), and shall be available on-site within one hour after the Government's request after Contractor’s regular working hours.

The QM is encouraged to report directly to a senior corporate official from the Prime Contracting firm and not report directly to the Project Manager.

The QM shall have fulfilled the following pre-requisite experiences before being hired as the QM under this contract:

The QM shall have at least three years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity.

After award of the contract, the QM shall complete the course entitled “Construction Quality Management for Contractors ” which will be provided by the Government at no cost to the Contractor when required by the FSCM via the PAR.

The QM may not be the same person as the PM. The QM may be the same person as the SSHO and/or EM as long as the person fulfilled the re-requisite qualifications and experience for all/both positions the QM will be appointed.

2.7.1.3 Site Safety and Health

Officer (SSHO)

The SSHO must meet the requirements of EM 385-1-1 Section 1 and ensure that the requirements of 29 CFR 1926.16 are met for the project.

The SSHO shall be on the Installation work site at all times during performance of the work (the Contractor's regular working hours), and conduct SSHO’s tasks such as but not limited to daily job site safety and health inspections in order to fulfill the responsibilities in accordance with the accepted Accident Prevention Plan (APP). Since

Section C of Annex 2 - Page 14 of 33

Spec Item Title Description there are numerous work sites under the Contractors responsibility, continuous tours visiting the various sites is acceptable. The SSHO shall be available at any given work site within the response time of 15 minutes from the Government’s request. (Refer to the definition of “Response Time” provide in J-0200000-01.) Should the SSHO’s performance and responsibility not meet the SSHO’s work requirement, the Contractor shall provide a qualified replacement and/or may be required to supply additional qualified (alternate SSHO personnel) to adequately ensure compliance with the SSHO’s responsibility in order to ensure the safety for the entire area under the scope of the contract. After the Contractor’s regular working hours, the SSHO shall be available on-site within one hour after the Government's request.

The SSHO's training, experience, and qualifications shall be as required by EM 385-1-1 paragraph 01.A.17, entitled SITE SAFETY AND HEALTH OFFICER (SSHO), and all associated sub-paragraphs.

A Competent Person shall be provided for all of the hazards identified in the Contractor's Safety and Health Program in accordance with the accepted APP, and shall be on-site at all times when the work that presents the hazards associated with their professional expertise is being performed. Provide the credentials of the Competent Persons(s) to the KO for acceptance in consultation with the Safety Office.

The Contractor shall provide an 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 before being hired as the SSHO under this contract:

The SSHO shall have completed five years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past, or three years experience if he possesses a Certified Safety Professional (CSP) or safety and health degree.