FY19_SOW_Spill_Training_MCAS_Iwakuni.pdf

Scope of Work MCAS Iwakuni Boom Training & Response Planning Classroom with Field Exercises at

Marine Corps Air Station Iwakuni July 2019

Background:

Japan Environmental Governing Standards (JEGS 2018), Section C18.1 states that it is DoD policy to prevent spills of POL and hazardous substance at DoD facilities and to provide for prompt, coordinated response to contain and clean up spills and releases that might occur. JEGS C18.3.5 requires installations to provide necessary training and spill response drills to ensure the effectiveness of personnel and equipment.

The contractor must show the government that they area a certified response contractor for Oil and Hazardous Substance (OHS) for on water in Japan.

The contractor shall provide a project manager who shall be knowledge and experience in subject work and be responsible for the performance of all the task outlined in this scope work. The name of this person and an alternate, who shall act on behalf of the contractor when the project manager is absent, shall be designated in writing to the Contracting Officer. Both the project manager and the alternate must have the capability of understanding spoken and written technical information provided in English by the U.S. Government. Finally, he/she shall also be available to respond to technical questions on spill response actions and requirements in Japan.

The contractor shall provide all necessary labor, materials, equipment, supervision, supplies, transportation, and incidentals to perform the work outlined in this scope of work (SOW).

PERFORMANCE SCHEDULE. THE PERIOD OF PERFORMANCE FOR THIS CONTRACT WILL NOT

EXCEED 30 SEPTEMBER 2020.

The contractor shall provide all labor, supervision, transportation, supplies, tools, materials, and class room training equipment, and incidentals necessary to perform the work, as outlined in this scope of work and not limited to:

1. Prepare Work Plan and Site Health and Safety Plan

2. Prepare Training Material for each event individually.

3. Conduct Spill Response Tabletop Exercise

4. Conduct Individual Field Training Exercises (FTX) with formal instruction and field exercises for each

(total of three (3) days for each FTX).

5. Provide a summary memo of After Action Report (AAR) summarizing events, identifying any noted issues, lessons learned, and recommendations after each event.

6. Final Summary and Recommendations (FSR) meeting upon the completion of the last training event (no report).

References. References relevant to this project include, but are not limited to the following:

a) Japan Environmental Governing Standards (2018)

b) On Water Oil Spill Immediate Response Guide for MCAS Iwakuni.

c) Spill Prevention and Response Plan for MCAS Iwakuni

d) US Army Corps of Engineers – Safety and Health Requirements EM385-1-1

Task 1: Prepare Work Plan & Site Health and Safety Plan

Prepare Work Plan (WP) The contractor shall prepare a draft and final Work Plan (WP). The draft WP shall be submitted to the government by an email or an alternative DoD authorized way to send files within 30 calendar days after award and outline major work tasks, the proposed dates for each training event with alternate dates, the technical approach, project schedule, project management, contractor's staff to be utilized, and the qualifications and responsibilities of each person. The WP shall demonstrate that the work will be prepared in accordance with the requirements designated in this SOW, and applicable standards and guidance, including but not limited to those listed in this SOW. The NAVFAC FE Project Manager and MCAS Iwakuni Project Manager will review the draft WP and provide comments within 10 calendar days of receiving the draft WP. The final WP shall incorporate the review comments and be submitted for the government approval 10 calendar days after receiving government comments.

Prepare Site Health and Safety Plan (SHSP) The contractor shall prepare and submit a draft and final Site Health and Safety Plan (SHSP). The draft SHSP shall be submitted to the government by an email or an alternative DoD authorized way to send files within 30 calendar days after award and discuss site specific, possible safety issues that may be encountered during the field activity and on-water safety. The NAVFAC FE Project Manager and MCAS Iwakuni Project Manager will review the draft SHSP and provide comments on the draft submittal within 10 calendar days of receiving the draft SSHP. The final SHSP shall incorporate the review comments and be submitted for government approval 10 calendar days after receiving government comments.

The SHSP shall be in accordance with the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1. At a minimum, the SHSP shall contain the following elements:

Introduction

Statement of Safety and Health Policy

Responsibilities and Lines of Authority

Identification of Subcontractors

Training Requirements / Certifications

Safety & Health Inspections

Accident Reporting

Plans required by the Safety Manual

Risk Management

The Contractor shall designate a Safety Officer responsible for implementing the SHSP.

No fieldwork may be performed until the government accepts the final WP and SHSP. All work shall be performed in accordance with the accepted plan(s).

The final WP and APP will be submitted as two hard copies and two electronic copies on compact disc (CD).

Task 2: Prepare Training Material

The contractor shall prepare all necessary Training Material in Japanese and English, to include power point presentations; summarized information, maps, and survey data; videos if available; and examples of past case studies if utilized. Training Material will be used during both Formal Classroom and Field Exercise instructional phases of each training event. Training shall include both formal as well as practical instruction and application work so MCAS Iwakuni Spill Response Team (SRT) members may learn and develop new skills and approaches, further develop existing skills, improve familiarity with equipment and procedures, and understand practical spill response strategies around the MCAS Iwakuni AOR.

Task 3: Spill Response Tabletop Exercise Task (3-days)

The contractor shall provide spill response tabletop exercise at the Environmental division building that will allow for identification and resolution of issues that could have a negative impact on a “real-world” spill response effort.

The tabletop exercise will focus on initiation government spill response, key personnel and chain of command, and the mobilization procedures and response. The tabletop exercise will be conducted in a manner that is consistent with the existing Incident Command System (ICS) structure or Japanese equivalent. The purpose of this session will be to discuss oil spill response strategy and tactics including initial spill response operation.

The date is TBD, but is between September 2019 and November 2019.

Task 4: Three (3) Field Training Exercises (FTXs) for Oil and Hazardous Substances (OHS) Spill Response on water

The contractor shall provide practical spill response training for three (3) Field Exercises (FTXs) using the installation’s own spill response equipment and personnel located at MCAS Iwakuni, Japan and contractor provided equipment for training purposes. The locations covered under this task are limited to the MCAS Iwakuni AOR and each exercise is limited to its own Area of Operations (AO).

Field Training Exercises (FTXs) Schedule and Location The following is a tentative schedule:

FTX 1: The date is TBD, but is between November 2019 and January 2020.

FTX 2: The date is TBD, but is between January 2020 and March 2020.

FTX 3: The date is TBD, but is between March 2020 and May 2020.

The following are potential training locations:

MCAS Iwakuni Harbor

MCAS Iwakuni North Pond and Waterway

MCAS Iwakuni Penny Lake and Waterway The training location will be determined at scheduling the training between the COR and the contractor.

Field Training Exercises (FTXs)

Training Event

Details Remarks

Day 1 Travel to Iwakuni The contractor staff travels to MCAS Iwakuni.

Equipment and Plans check

The Contractor conducts site visits on MCAS Iwakuni with ENV staff and checks training equipment, scouts training location(s), and finalizes training plans.

Day 2 Classroom Instruction (0830-1200)

The Contractor provides formal instruction and lecture in provided classroom to students.

Field Instruction and Demonstrations

(1300-1600)

The Contractor and students prepare training equipment and conduct response operations at the field training site.

Day 3 Field Training and Practical Application

(0830-1200)

The students prepare training equipment and conduct response operations at the field training site by themselves while the Contractor provides advice, provides guidance and oversight, makes immediate corrections as necessary, maintains safety, and evaluates the operation.

After Action Review (AAR) and Questions

(1300-1600)

Students conduct an AAR of training with Contractor, and time is allotted for a Question and Answer session.

Task 5: Summary Memo of After Action Report (AAR)

The contractor shall prepare a summary memo of After Action Report (AAR) summarizing the entire training event(s).

The format for each AAR should include, but are not limited to:

An introduction discussing the training and purpose of the training

The “5 W’s” (Who, What, When, Where, and Why), with a detailed summary

The contractor’s observations and notes – including things done well by the students, things that went wrong or that need improvement, a listing of concerns, and recommendations for corrective actions for any issues that require immediate action or further development in order to improve MCAS Iwakuni spill response capabilities within the context of the spill response BOA with the Contractor.

Attachments for the report should include any notes, pictures, or other information the Contractor feels is important to include in the final report.

The contractor shall submit a draft summary memo of AAR electronically within 30 calendar days after each FTX.

The NAVFAC FE Project Manager and MCAS Iwakuni Project Manager will provide review comments within 15 calendar days of receipt of the draft report. The contractor shall submit the final report within 15 calendar days of receiving comments from the government. After the government approval of the final report, the contractor shall submit two (2) hardcopies and two (2) electronic copies on CD(s).

Task 6: After Action Report Summary and Recommendations

The contractor and all involved PM’s shall participate in a meeting upon conclusion of the last FTX, whereby detailed discussion shall take place covering the following:

Current capabilities

Noted deficiencies

Recommendations for future practices

Recommendations for future equipment acquisition, and

Recommendations for future possible training scenarios and opportunities

No formal report is expected from the Contractor from this meeting, however, PM’s will use notes developed from this meeting for future plans, operations, acquisitions, formal recommendations, and for the proposal of future training opportunities.

SPECIAL REQUIREMENTS

Deliverable Production

All text completed under this contract shall be produced on, or transferred to, a computer that uses an Operating System Platform compatible with MS Windows 7. All documentation shall be delivered in a Microsoft format, compatible with version 2010, as well as Adobe PDF format.

Draft deliverables shall include line numbers so that comments can easily be located. A blank comment matrix shall also be provided for each draft deliverable, including the name of the person commenting, the page and line/section/figure number of the comment, the comment, and the contractor’s response to the comments. The name of the deliverable, the date of delivery, and the due date of government comments shall also be provided in the header.

All graphics for non-map related charts, illustrations, and diagrams, shall be in compressed JPEG formats, and have adequate pixel resolution o clearly convey content, but minimize resolution to reduce Word file size. Acceptable formats for source graphics include uncompressed JPEG, TIFF, and Adobe Photoshop (PSD). Multi-media deliverables shall be provided in a format that can be viewed through Windows Media Player.

All draft submittals shall have the following statement printed on the front and back covers and on the title page.

OFFICIAL USE ONLY

STAFF WORKING COPY

Final submittals shall have the following statement printed on the front and back covers and title page.

FOR OFFICIAL USE ONLY

Distribution of this document is limited to U.S.

Government agencies and consultants under contract to the U.S. Government. Other requests for document shall be referred to the Commander, NAVFAC Far East

The left, right, bottom, and top margins shall be one (1) inch.

Page numbers shall be centered on the bottom of the page and placed one space above the bottom margin.

Graphics: Incorporate uniform lettering and labeling systems. Be reproducible on 8.5 by 11 inch paper, whenever possible. Be suitable for black and white and/or color photocopy, and be legible when reproduced. The contractor’s name or logo shall not appear on the graphics.

All reports shall be produced to meet professional publication standards that include proper grammar, spelling, and meet readability and consistency standards. Any report that does not meet these general readability standards below shall be rejected and returned to the contractor for further editing prior to resubmission.

Report Criteria Evaluation Metrics* Deliverables prepared by Contractor are accurate.

E: deliverables contain 0-1 errors.

VG: Deliverables contain 2-4 errors.

S: Deliverables contain 5 errors.

M: Deliverables contain 6-7 errors.

U: Deliverables contain 8 or more errors.

*E—Excellent, VG—Very Good, S—Satisfactory, M—Marginal, U--Unsatisfactory

Ownership and Use of Information. The information developed, gathered, and assembled in fulfillment of the contract requirements as defined or related to the SOW will become the complete property of the government. The contractor shall not use the information for any purpose at any time without the written consent of the Contracting Officer (KO).

Release of Information. The information developed, gathered, and assembled in fulfillment of the contract shall not be released by the contractor, their consultants, subcontractors or associates without prior coordination and approval by the KO.

Public Affairs. The contractor or their subcontractors shall not make avialable to the news media or publicly disclose any data generated or reviewed under this contract. The contractor shall not release any news articles concerning this contract without the consent of the KO. When approached by the news media, the contractor shall refer all questions to the KO or Contracitng Offier’s Representative (COR) for response.

Installation Regulations. The contractor shall adhere to all installation regulations. If access to normally restricted or secured areas is needed, the contractor shall coordinate with the POC to make arrangements for access.

Quality Control. The contractor shall be responsible for the quality of the submittals and for damages caused the government as a result of negligence in the performance of any services furnished under the contract. The contractor shall ensure that all work is executed using proper internal controls and review procedures. The transmittal (electronic or hard copy) for each submission shall include a certification that the submission has been subjected to the contractor's review and coordination procedures to ensure (a) completeness for each discipline commensurate with the level of effort required for that submission, (b) elimination of conflicts, errors and omissions, and (c) the overall professional and technical accuracy of the submission. Documents, which are significantly deficient in any of these areas, will be returned for correction and/or upgrading prior to completing the Government's review. Contract submission dates will not be extended if a resubmission of draft material is required for this reason.

Base Passes for MCAS Iwakuni. All contractor employees shall obtain the required employee and vehicle passes by following Iwakuni Marine Corps Air Station Order MCASO 5500.2U with Chapter 1 and Chapter 2 “Installation Access Control. The application form is available at the Security Department Pass and Identification Office. Passes will normally be issued within 21—30 days. Contractor shall furnish a signed letter, countersigned by the source of issue, stating that passes have been turned in.

Registration of Motor Vehicles. All company-owned and privately-owned motor vehicles required to be in Government property during the performance of this project must be registered. The company name shall be displayed in English on each of the contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid license plate that complies with Japanese Road Transport Vehicle Act. Vehicles shall meet all other requirement of the Japanese Road Transport Vehicle Act, such as safety standards, and shall carry proof of insurance and registration. Vehicles shall be maintained in good repair and inspected daily prior to use.

Hours of Operation: The contractor will schedule operations during normal buiness hours, 0800 through 1700, Monday through Friday, excluding Federal holidays. The contractor is not required to provide services on Saturdays and Sundays.

New Year’s Day 1 January* Martin Luther King’s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July* Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day 11 November* Thanksgiving Day Fourth Thursday in November

Christmas Day 25 December*

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

Typhoon Readiness. During the Storm Warnings and Tropical Cyclone Conditions of Readiness (TCCOR), the contractor shall monitor radio, television and /or website and follow the instruction declared by Military Weather Station authorities.

Protection of Government Property. The contractor shall be responsible for all damages caused to the Government property or adjacent property in the course of performing the contracted work and shall promptly restore any property to its previous condition. The contractor shall be responsible for repairing damage to government property or equipment that is caused during the execution of this contract at no additional expense to the government.

Points of Contact

NAVFAC Far East: Mr. Kenichi Konno, the NAVFAC FE PM/COR, will serve as the contractor’s technical POC on this contract. Any deviations, changes, and/or inadequacies of any kind, and any questions related to the SOW, or compliance with the terms of this contract, shall be immediately brought to the attention of the NAVFAC FE PM/COR for resolution. The NAVFAC FE PM/COR may issue written or oral instructions to clarify the SOW described in this contract. In no event, however, shall the contractor accept any instructions, interpretations, or orders that would affect price, period of performance or any other provision of this contract without written notification signed by the KO.

Contractor: The contractor shall appoint a contractor Project Manager (CPM) as the organization’s single POC for this contract. The CPM will attend all meetings and coordinate deliverables, schedules, meetings, and logistics as required under the terms of this contract. The CPM will keep the NAVFAC FE PM/COR informed of the project’s progress as needed and will provide periodic status reports to the NAVFAC FE PM/COR until the contract is concluded. During all fieldwork, the CPM and their on-site representative will be available to communicate with the NAVFAC FE PM/COR during normal working hours in Japan, 0800 through 1700 hours, Monday through Friday.

The CPM shall have the capability of understanding spoken and written technical information provided in English by the U.S. Government. The CPM shall be available to participate in meetings with the NAVFAC FE PM/COR and NAFA NRPM or his/her designates to develop methodologies, review progress, discuss problem areas, and exchange information. The CPM shall be available to respond to technical issues presented by the NAVFAC FE PM/COR or his/her designates.