N4008420T0410B.pdf

NAVFAC FAR EAST

PREVENTIVE MAINTENANCE PROGRAM AND SERVICE ORDER

FOR

VERTICAL TRANSPORTATION EQUIPMENT SYSTEMS

AT

U.S. COMMANDER FLEET ACTIVITIES, KANTO PLAIN IN JAPAN

BY

COMBINATION CONTRACT OF RECURRING & NON-RECURRING ITEMS

Prepared By: NAVFAC FE PRY 231 Name: T. Toriyama Date: 25 Sep 2019

Specification Approved By: NAVFAC FE PRY23 FSC Management & Facilities Services Department, FSCM

Name Date

Specification Approved By: NAVFAC FE PW2 Facility Support Contract and Facility Management Product Line Coordinator

Name Date

SIIBO.JAMES.123610967

Digitally signed by

SIIBO.JAMES.1236109670

Date: 2019.11.12 17:49:00 +09'00'

GRANVILLE.KIMBERLY

.LYNET.1229502863

Digitally signed by

GRANVILLE.KIMBERLY.LYNET.12295

02863 Date: 2019.12.17 08:14:29 +09'00'

B-1

PART I - THE SCHEDULE

SECTION B: SUPPLIES OR SERVICES AND PRICES/COSTS

TABLE OF CONTENTS

PARA PAGE

NO. TITLE NO.

B.1 CONTRACT LINE ITEMS AND EXHIBIT LINE ITEMS ... B-2

B.2 MAXIMUM QUANTITIES ............................ B-2

B.3 NON-RECURRING CONTRACT LINE ITEM ..... B-2

SCHEDULE OF PRICE............................ B-3

B-2

PART I - THE SCHEDULE

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 CONTRACT LINE ITEMS AND EXHIBIT LINE ITEMS

a. Bidders/Offerors shall enter unit prices and amounts for contract line items (CLINs) and exhibit line items (ELINs) as indicated in the schedules and the accompanying exhibits, Attachment J-0200000-07.

b. In the event that there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended bid/offer and the total of the CLINs or ELINs will be recomputed accordingly. The CLIN which includes recomputed contract ELINs will also be recomputed to take into account the change in the contract ELIN. If the bidder/offeror provides a total amount for a CLIN or ELIN but fails to enter the unit price, the total amount divided by the CLIN or ELIN will be held to be the intended unit price.

B.2 MAXIMUM QUANTITIES

The Government intends to award a Firm Fixed Price (FFP), Indefinite-Delivery Indefinite- Quantity (IDIQ) contract comprised of recurring and non-recurring CLINs. The minimum guaranteed amount is recurring portion of the contract as specified under CLIN 0001. Non-recurring CLIN for the award is 0002. Recurring & non-recurring CLINs for the option years may/may not be exercised. See the option clause for the contract. The maximum shall not be exceeded except as may be provided for by formal modification to the contract. Task/Delivery orders to be issued under non-recurring CLINs 0002, 0004, 0006, 0008, and 0010, may be ordered by the Government within the maximum, not-to-exceed amount.

B.3 NON-RECURRING CONTRACT LINE ITEM QUANTITIES

The estimated line item quantities for the indefinite quantity portion of the contract may be unilaterally increased by the Contracting Officer by one unit or 30%, whichever is greater, so long as the total estimated contract price is not exceeded. The Contractor is not obligated to furnish any additional quantity under a line item beyond 130%. Any quantity greater than 130% of the original contract line item may be ordered at the bid price if the Contractor agrees by signing the task order.

B-3

LINE ITEM ITEM Q'TY UNIT AMOUNT

NO.

Item 0001 Recurring, Base Period 1 LS ¥ Provide PM Program Services for VTE Systems a Period of One Year.

From 1 April 2020 through 31 March 2021.

Item 0002 Non-Recurring, Base Period 1 LS ¥ Provide Unit Priced Task Work (NTE) Upon Receipt of a Task Order From 1 April 2020 through 31 March 2021.

Item 0003 Recurring, First Option Period 1 LS ¥ Provide PM Program Services for VTE Systems a Period of One Year.

From 1 April 2021 through 31 March 2022.

Item 0004 Non-Recurring, First Option Period 1 LS ¥ Provide Unit Priced Task Work (NTE) Upon Receipt of a Task Order From 1 April 2021 through 31 March 2022.

Item 0005 Recurring, Second Option Period 1 LS ¥ Provide PM Program Services for VTE Systems a Period of One Year.

From 1 April 2022 through 31 March 2023.

Item 0006 Non-Recurring, Second Option Period 1 LS ¥ Provide Unit Priced Task Work (NTE) Upon Receipt of a Task Order From 1 April 2022 through 31 March 2023.

Item 0007 Recurring, Third Option Period 1 LS ¥ Provide PM Program Services for VTE Systems a Period of One Year.

From 1 April 2023 through 31 March 2024.

Item 0008 Non-Recurring, Third Option Period 1 LS ¥ Provide Unit Priced Task Work (NTE) Upon Receipt of a Task Order From 1 April 2023 through 31 March 2024.

SCHEDULE OF PRICE

SOURCE SELECTION SENSITIVE--See FAR 2.101 and 3.104

B-4

LINE ITEM ITEM Q'TY UNIT AMOUNT

NO.

Item 0009 Recurring, Fourth Option Period 1 LS ¥ Provide PM Program Services for VTE Systems a Period of One Year.

From 1 April 2024 through 31 March 2025.

Item 0010 Non-Recurring, Fourth Option Period 1 LS ¥ Provide Unit Priced Task Work (NTE) Upon Receipt of a Task Order From 1 April 2024 through 31 March 2025.

TOTAL: (LINE ITEM 0001 through 0010) ¥

CLIN 9000 Exhibit A (Base Period)

CLIN 9001 Exhibit B (First Option Period)

CLIN 9002 Exhibit C (Second Option Period)

CLIN 9003 Exhibit D (Third Option Period)

CLIN 9004 Exhibit E (Fourth Option Period)

NOTE: The number of Placeholders established depends on the maximum number of lines of accounting anticipated on an individual task order.

Detail line items for task order is located in Attachment J-0200000-07

CLIN = CONTRACT LINE ITEM

LS = LUMP SUM

NTE = NOT-TO-EXCEED

Q'TY = QUANTITY

SOURCE SELECTION SENSITIVE--See FAR 2.101 and 3.104

C-1

SECTION C

Index Annex Sub Annex Spec Item # Title

Annex 1

0100000

General Information

Annex 2 0200000 2 Management and Administration

Annex 15 1502000 1 General Information

Annex 15 1502000 2 Management and Administration

Annex 15 1502000 3 Recurring Work

Annex 15 1502000 4 Non-recurring Work

0100000 – General Information Spec Item Title 1 General Information

1.1 Outline of Services

1.2 Project Location

1.3 Acquisition of Additional Work

1.4 Background Information

1.5 Verification of Workload and Conditions

1.6 Climate Patterns

1.7 Related Information

1.8 Navy Approach to Service Contracting

1.8.1 Partnering Philosophy

1.8.2 Contractor's Knowledge

1.8.3 Industry Best Practices

1.9 Standard Template

1.10 Navy PBSA Approach

1.11 Technical Proposal Certification

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 Region Japan to include the U.S. Naval Installations in Kanto Plain Japan under a performance-based contract this is comprised of both Recurring Work and Non-Recurring Work.

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 1502000 Facility Investment 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, at Navy Region Japan to include the U.S. Naval Installations in Kanto Plain Japan.

Location map is provided in Attachment J-0100000-01.

1.3 Acquisition of

Additional Work

The Government reserves the right to acquire additional services at additional locations, within the scope of the annexes and areas included in Spec Item 1.1 Outline of Services, in addition to the services and locations, identified in the requirements of this contract. Additional services will be incorporated into the contract in accordance with the CHANGES clause, or ordered under the Non-Recurring Work 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

1.4.1 Commander, Navy Acts as Navy representative and coordinator in our area of responsibility, Spec Item Title Description

Region Japan executes shore installation management, and promotes operability and conducts liaison with the Japan Maritime Self Defense Force.

Additional information for Commander Navy Region Japan is available at:

http://www.cnic.navy.mil/Japan/index.htm.

1.5 Verification of

Workload and Conditions

Throughout the PWS, the workload data is generally referred to as being located in Sections C and J. Section C provides data such as descriptions, specifications, and the statement of work. Section J provides data such as system descriptions, inventories, maps, floor plans, and tables to represent the type, quantity, and location of services to be provided.

As prescribed in FAR 52.237-1, offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

1.6 Climate Patterns Average rainfall data can be found at the following website:

Japan Meteorological Agency http://www.jma.go.jp/jma/index.html

Naval Oceanography Antisubmarine Warfare Center Fleet Activities Yokosuka (NOAC) http://www.usno.navy.mil/NOOC/noac-yokosuka

Joint Typhoon Warning Center (JTWC) http://www.usno.navy.mil/JTWC/

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.

http://www.cnic.navy.mil/Japan/index.htm http://www.jma.go.jp/jma/index.html http://www.usno.navy.mil/NOOC/noac-yokosuka http://www.usno.navy.mil/JTWC/

Spec Item Title Description

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 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. 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 Recurring Work requirements.

Specification Item 4 will always contain the Non-Recurring Work requirements. Requirements and standards for higher level specification items apply to all subordinate specification items, e.g., Specification Item 3 standards apply to all recurring work specification items. Specification Item 3.1 is applicable to all 3.1 subordinate specification items.

Spec Item Title Description

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 their price must be allocated across the Exhibit Line Items.

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.

0200000 – Management and Administration 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 Informal Partnering

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 Government Information Technology (IT) System

2.3.8 Directives, Instructions, and References

2.3.9 Invoicing Procedures

2.3.10 Forms

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 Services (GFS)

2.4.5.1 Waterborne Transportation for Azuma Island Work

2.4.5.2 CFAY Crane Training Course and Crane Operate Certificate Issue

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 NAVFAC MAXIMO

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

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 Environmental/Energy Manager

2.7.2 Employee Requirements

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

2.8.4 Access to Installation

2.8.4.1 DBIDS Program

2.8.4.2 DBIDS Credentials

2.8.5 Access to Buildings

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 Access to Navy Marine Corps Intranet (NMCI)

2.8.10 Employee Status

2.9 Contractor Safety Program

2.9.1 Accident Prevention Plan (APP)

2.9.2 Activity Hazard Analysis (AHA)

2.9.3 Safety and Occupational Health (SOH) Risks and Compliance Plans

2.9.3.1 Alcohol and Drug Abuse Prevention Plan

2.9.3.2 Chemical Hazard Communication Program

2.9.3.3 Confined Space Program

2.9.3.4 Critical Lift Plan

2.9.3.5 Fall Prevention and Protection Plan

2.9.3.6 Emergency Response Plans

2.9.3.7 Public Safety Plan

2.9.4 Crane Operations

2.9.4.1 Crane Inspections

2.9.4.2 Rigging Gear

2.9.4.3 Crane Operators

2.9.5 Accident and Damage Reporting

2.9.5.1 Accident Reporting and Notification Criteria

2.9.5.2 CFAY Accident Reporting Notification

2.9.6 Fire Protection

2.9.7 Monthly On-Site Labor Report

2.9.8 OSHA Citations and Violations

2.9.8.1 Japanese Labor Standards Inspection Office (LSIO) Citations and Violations

2.9.9 Safety Inspections and Monitoring

2.9.10 Safety Certification

2.9.11 Safety Apparel on Jobsites

2.9.12 Emergency Medical Treatment

2.9.13 Excavations

2.10 Environmental Management and Sustainability

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 Sampling, Testing and Laboratory Services

2.10.2.2 ODS Requirements for Refrigerant Recycling

2.10.2.3 Solid Waste Management and Recycling

2.10.2.4 Non-Regulated Waste Disposal

2.10.2.5 Regulated Waste Disposal

2.10.2.6 Universal Waste

2.10.2.7 Spill Prevention, Containment, and Clean-up

2.10.2.8 Hazardous Material Management

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

2.10.2.10 Noise Control

2.10.2.11 Salvage

2.10.2.12 Asbestos Containing Material (ACM)

2.10.2.13 Air Emission

2.10.3 Sustainable Procurement and Practices

2.11 Disaster Preparedness

2.12 Technical Library

2.13 Warranty Management

2.14 Recurring Work Procedures

2.14.1 Notification to the Government for Work Above the Recurring Work Limitations

2.14.2 Recurring Work Exhibit Line Item Numbers (ELINs)

2.15 Non-recurring Work

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

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

2.15.2.1 Non-recurring Work 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 Non-Recurring Work ELINs

2.16 Performance Evaluation

0200000 - Management and Administration

2 Management and

Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-0200000-01.

2.2 General Information

2.2.1 Government Regular

Working Hours Unless otherwise specified hereinafter, the Government's regular working hours are from 0800-1645, five (5) 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

Unless otherwise specified herein after, the Contractor shall arrange his / her working hours to perform the preventive maintenance (PM) work so as not to cause much interruption during the Government business hours Monday through Friday (08:00 to 16:45). Exception of emergency and urgent service order work.

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 per Section F. Excludes work to be performed during specified hours.

Note:

1) The fixed information for the restriction of the Contractor’s onsite working hours are provided in each Attachments.

The Contractor shall coordinate onsite working hours but not limit to the specified the Government working hours so as not to interfere with normal Government business.

2.2.2 Wage Determinations 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.

2.3 General Administrative

Requirements

2.3.1 Required Conferences

and Meetings

The Contractor shall attend administrative and coordination meetings. The Pre-Performance Conference meeting shall be held within 14 calendar days after the date of award. The Contractor shall attend meetings as shown in J-0200000-02. Submit request for the pre-performance conference per section F.

The Contractor shall provide sign-in sheets and prepare minutes of all meetings and submit per Section F for review and comments. Comments received within two (2) working days shall be incorporated into the minutes and a copy of the final revision shall be submitted per Section F for concurrence. Historically, there have been approximately one meeting per month.

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and Equipment

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.

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 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 sub-contractor 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 (3) 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.

2.3.3.1 Informal Partnering The Contracting Officer 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 Initial Informal Partnering Session will be conducted and facilitated by Contracting Officer. The senior Government stakeholder present will lead the meeting, however, the Contractor’s 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 ACO will contact the Contractor, supported command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. 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.

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

* Project Manager

* Quality Manager

* Site Safety and Health Officer

2.3.4 Permits and Licenses The Contractor shall provide evidence of such Permits and Licenses to the COR as a part of QM plan before work commences and at other times as requested by the KO. 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), prefecture, 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 FAR Clause 52.228-5, 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:

a. Comprehensive General Liability: ¥50,000,000 per occurrence

b. Automobile Liability: ¥20,000,000 per person, ¥50,000,000 per occurrence for bodily injury, ¥3,000,000 per occurrence for property damage

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

d. Employer's Liability coverage: ¥10,000,000

e. 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

N/A.

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-0200000-03. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.9 Invoicing Procedures Refer to following web sites for invoicing instructions.

Wide Area Work Flow (WAWF) web site: https://wawf.eb.mil/

Online training of WAWF web site: https://wawftraining.eb.mil/wbt/

NAVFACFE portal for contractors information:

https://www.navfac.navy.mil/navfac_worldwide/pacific/fecs/far_east/about _us/contractors_information.html.

2.3.10 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-04.

Refer to J-0200000-04 in Section J for all forms referenced of Quality Management System Pre-Performance Review Checklist, Contractor Incident Report System (CIRS), Contractor’s Fire Prevention Guide Form, Fire Usage Request, Hot Work Permit, Special Permission Energized Electrical Work Permit, Environmental Brief Checklist for Contractor and Sub Contractor(s), Hazardous Substance Spill Contingency Plan, CFAY Solid Waste Tonnage Report, Environmental Protection Plan (EPP) Form, Sample Form of APP, and Sample Form of AHA, Personal History Statement, Solid Waste Management Report, Contractor Hazardous Material Inventory Log, Monthly Man Hour Report, VOC/HAP Tracking Form.

2.4 Government-Furnished

Property, Materials and Services

Govt-Furnished Property and the following paragraphs, the Government will furnish or make available to the Contractor certain Government-owned facilities utilities, materials, equipment and services for use in connection with this contract as stated below.

2.4.1 Government-Furnished

Facilities (GFF)

None.

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. The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site. The Contractor shall provide and maintain backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines. Those shall meet all Federal, State, 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.

The Contractor is responsible for the cost of all utilities at all Government-provided facilities and any additional Contractor-owned facilities, at prevailing Naval Station rates. The Contractor will be billed directly for all utilities provided to all Contractor occupied facilities. Utility rates billed to the Contractor will be at the following rates. The quantities will be estimated where meters are not provided based on UFC 3-401-05N.

Electrical - the current rate for electrical services is $242.01 MWH https://wawf.eb.mil/ https://wawftraining.eb.mil/wbt/ https://www.navfac.navy.mil/navfac_worldwide/pacific/fecs/far_east/about_us/contractors_information.html https://www.navfac.navy.mil/navfac_worldwide/pacific/fecs/far_east/about_us/contractors_information.html

Water - the current rate for water is $13.74 per KGAL Wastewater (Sewage) - the current rate for sewage services is $8.88 per KGAL, based on 100% of the water consumption

Variations in Rates: Utility rates are subject to change. Changes in one or more utility rates shall not be basis for adjustment to the contract price or a claim unless the deviation from the quoted price for a utility rate exceeds 15%. When a utility rate varies by more than 15%, the contract price will be adjusted to reflect the amount the actual charge exceeds the rate quoted;

however, the Government will only be liable for the amount of cost exceeding 15% of the rate quoted. For example, if a quoted rate increases by 16%, the Government will only be liable for 1% of the rate increase.

Vice versa if the quoted rate decreases by 16%.

Historically, electrical and water utility consumption at the Government- Furnished Facilities has averaged approximately 351 MWH of electricity and 316 KGAL annually. However, historical data associated with contracts prior to this solicitation may present data that may not be representative of the requirements specified in this contract.

2.4.3 Government-Furnished

Materials (GFM)

None.

2.4.4 Government-Furnished

Equipment (GFE)

Government-furnished equipment includes Government equipment taken into the custody by the Contractor for repair when the unit acquisition cost of the equipment exceeds the simplified acquisition threshold as defined in FAR 2.101. Individual components of Government equipment within larger systems contracted for repair or maintenance on a Government installation are considered units for purpose of this section only.

2.4.5 Government-Furnished

Services (GFS), Waterborne Transportation for Azuma Island Work

The Government will provide necessary daily transportation for personnel, for Azuma Island work providing notification is given to the Government not less than seven (7) 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. 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 (7) calendar days in advance.

2.4.5.1 CFAY Crane Training

Course and Crane Operate Certificate Issue

Point of contact, the Government crane training course, is as follow:

PRY33, crane training office, K. Nakazawa at 046-816-4871 or Kimio.Nakazawa.JA@fe.navy.mil

The Government will issue a crane operator’s certificate to the trainee after the training course has been taken. Training fee is estimated around $350.00 per person and shall be paid at the Contractor’s expense.

The Contractor shall submit crane operator training request at least two (2) weeks prior to the date they are requesting to be conducted by the Government.

mailto:Kimio.Nakazawa.JA@fe.navy.mil

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, Safety Data Sheets (SDS) 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 assurance. The Contractor shall provide a staff with the necessary management expertise to ensure performance objectives and standards are met.

2.6.1 Work Reception Unless otherwise specified hereinafter, the Contractor shall provide the capability to receive, prioritize, correspond, and respond to trouble/service calls/order and task orders during Government regular working hours and provide a point of contact at a local or toll free number who can perform the above function during other than 24 hours a day, seven (7) days a week throughout the contract period.

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. A status update of any item of work must be provided per Section F.

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. The work schedule shall be provided per Section F.

2.6.4 Deliverables Records and reports are specified in Sections C, F, H, I, J, and within the Directives, Instructions, and References. The Contractor shall submit accurate and complete documents within the specified timeframes. The Contractor shall revise/modify records and reports, as directed by the KO, at no additional cost to the Government. All Contractor submittals shall be in English or may be submitted in Japanese with English translations.

Except where otherwise specified, all deliverables shall be submitted electronically in a Microsoft Office Version 2010 compatible format.

Deliverables shall be unprotected and capable of being sorted by CLIN, work order number, asset number, section, annex/sub-annex, spec item and ELIN/Sub-ELIN or clause. All formulas shall be traceable.

Government acceptance of deliverables shall 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.

The Contractor shall establish and maintain a secure website for posting an electronic copy of all deliverables listed in Section F. The Contractor shall allow only authorized Government and Contractor personnel to access the website. Government personnel access shall be limited to viewing and downloading of deliverables, but restricted from posting to the website. The Contractor shall notify the Government by email whenever there are new or updated deliverables posted to the website. Each deliverable posting on the website and each email notification shall include the title of the deliverable, the spec item requiring the deliverable, and the date and time the deliverable was posted. All deliverables shall be available to authorized Government personnel 24 hours/day and 365 days/year for the duration of the contract.

Note:

1) The Government shall take ownership of all the Management and

Administration submittals to include but not limited to those listed in Section F.

2) The Contractors including relating OEM, agency and personnel shall not claim any ownership of the submittals to the Government.

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 the KO, affected tenants, and customers in accordance with local procedures per Section F.

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

The Contractor shall request approval of service interruptions in writing per Section F. As soon as the request is approved by the KO/Security/Fire Dept or other Department, the Contractor shall notify the affected tenants, and customers of the outage or closure. Depending on the scale of the work, the Contractor may have to submit the request much earlier than per Section F prior to the requested date. The Contractor, therefore, well in advance, shall consult with the KO for scheduling.

The Contractor shall consult with the Fire Department for any fire protection system outage and shall obtain permission and instruction from the Fire Department per J-0200000-04. Fire protection system outage required during any of the Contractor’s work shall not exceed four (4) hours in a 24 hour period. If more than a four (4) hour system outage is needed, the Contractor shall obtain prior permission from Base Fire Department by providing an approved alternate protection including but not limited to, adequate fire watch during the outage period (exceeding the four

(4) hour period) in accordance with NFPA 101, Chapter 9.

2.6.6 NAVFAC MAXIMO The information and format for data submission provided in Section J supports long term asset management and facilitates transfer to NAVFAC MAXIMO. These requirements and data format are managed by the FM&S Product Line at the NAVFAC HQ level.

MAXIMO is the Computerized Maintenance Management System (CMMS) used by the Government for work order history, asset management, and condition assessment. The Contractor shall provide all required data for NAVFAC MAXIMO as identified below:

2.6.6.1 MAXIMO Data Required data fields for work orders are indicated in the Service Provider Information provided in J-0200000-04. Asset inventory data requirements are indicated in the Asset Information provided in J-0200000-04, including additional data for Utilities assets listed in Specification Information in J- 0200000-04. Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information provided in J- 0200000-04.

Specified data shall be provided for all work performed in 1502000 Facility Investment. Further instructional information detailing the process for submitting the specified information for NAVFAC MAXIMO Data Reporting is provided in J-0200000-04.

The Service Provider, Asset, Specification, and Characteristic Meter Reading Interfaces are used in multiple processes for loading data into MAXIMO by the Government and the format may be updated periodically.

As part of the update the Contractor may be asked to modify the file to add/move columns in their submission. The Contractor also shall provide up to 10 extra data elements or columns with as many as 150 characters per element for the Government to define during contract performance at no additional cost to the Government. The Government will provide the Contractor 60 calendar days notice of modifications to the Service Provider, Asset, Specification, or Characteristic Meter Reading Interfaces file format.

2.6.6.2 MAXIMO Method of

Data Entry

FLAT FILE: The Contractor shall electronically record and report compiled service performance data for exportation of work order, asset, specification, and condition assessment data to NAVFAC MAXIMO.

The Contractor shall submit work order and condition assessment data in a pipe delimited flat-file following the NAVFAC MAXIMO Data Reporting process described in J-0200000-04 per Section F. Any failures in processing of the pipe delimited flat-file shall be corrected and resubmitted by the Contractor. In order to demonstrate the ability to properly format the pipe delimited flat-file, the Contractor shall provide a Sample Pipe Delimited Flat-file prior to contract performance per Section F.

The Contractor shall submit asset and specification data in a spreadsheet flat-file following the NAVFAC MAXIMO Data Reporting process described in J-0200000-04 per Section F.

2.6.6.3 MAXIMO Access N/A.

2.6.6.4 MAXIMO Training 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.

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

The Contractor QMS Pre-Performance Review Checklist for compliance with this requirement is provided in J-0200000-04.

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, submit to the KO a revised QM Plan for acceptance.

The Contractor’s QM Plan shall include, at a minimum, the following:

• Policy and objectives of Quality Management System (QMS)

• Quality organization o List of personnel/employee o Organization chart o Responsibilities & lines of authority o Training and qualifications o Quality manager resume

• Approach to assuring quality of services provided and conformance with performance objectives and standards

• Methods and procedures for effective planning, operation and control of processes and performance of work

• Procedures for inspection and surveillance of services o Scheduling and performance of inspection and surveillance o Measurement, data collection and analysis o Corrective action, preventive action, and continuous improvement o Oversight of subcontracted work

• Documentation and records management

• Communication with government (customers)

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 submitted to the KO after termination of the contract 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 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.

2.6.8 Property Management

Plan

The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 2.4, Government-Furnished Property, Materials and Services, of this Annex. This plan shall identify the Contractor’s policies, procedures, and practices in receiving and performing physical inventories, repairing and maintaining, preserving and protecting, and reporting the disposition of accepted government property in its possession. The Property Management Plan shall be submitted per Section F.

2.6.9 System and Equipment

Replacement

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/style or equivalent as the component being replaced.

Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below.

Note: The Contractor will not be allowed to bring any employees aboard United States Forces, Japan (USFJ) installations and…