N4008424B0404_Attachment 1 PWS.pdf

Base Operations Support (BOS) Contract at U.S. Naval Joint Services Activity, J of Recurring Work & Non- Recurring Work Items

Prepared By: NAVFAC FE PRY 231 Name: T. Toriyama and R. Matsumoto Date: 30 April 2024

Specification Approved By: NAVFAC FE PRY2, FEAD Officer 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

S/R#: 21884675 (U.S. Naval Joint Services Activity THE NEW SANNO)

Controlled by: NAVFAC Far East Controlled by: NAVFAC FE PWD Yokosuka CUI Category: Basic Limited Dissemination Control: FEDCON POC: matthew.g.ward11.mil@us.navy.mil

7/2/24

7/1/24

WARD.MATTHEW.GE

ORGE.1395605468

Digitally signed by

WARD.MATTHEW.GEORGE.1395605468

Date: 2024.07.02 09:06:03 +09'00'

Digitally signed by

CRUZ.KEVIN.A.1232226850

Date: 2024.07.01 11:20:14 +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-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-0200000-13.

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 maximum NTE value of an ordering period is the total of all the CLINs in that ordering period. The maximum or NTE value of the contract is the total value of all CLINs in the Schedule. Orders shall not be made that exceed the maximum NTE value for any ordering period. The maximum NTE value of an ordering period and of the contract may be increased by written modification to the contract in conjunction with any modification that increases the value of an existing task order that is authorized by a contract clause. Orders in excess of the estimated quantity set forth for any particular CLIN shall not be exceeded without the Contractor’s agreement which shall be indicated by signing or beginning performance of the order.

Concurrently with the award of the basic contract, the Government intends to issue a task order to obligate the contract minimum guarantee for: CLIN 0001, Base Period recurring work.

Minimum guarantees do not apply to the option periods.

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.

CUI // FEDCON [when filled in] SOURCE SELECTION SENSITIVE--See FAR 2.101 and 3.104 [when filled in]

N4008424B0404

NAME OF OFFEROR OR CONTRACTOR: Date :

LINE ITEM Q'TY UNIT AMOUNT

NO.

Item 0001 Recurring, Base Period 1 LS ¥ Provide Base Operations Support (BOS) service including Preventive Maintenance Program and Service Orders for

From 1 January 2025 through 31 December 2025.

Includes Phase-In Cost

Item 0002 1 LS ¥

(NTE)

From 1 January 2025 through 31 December 2025.

Item 0003 Recurring, First Option Period 1 LS ¥ Provide Base Operations Support (BOS) service including Preventive Maintenance Program and Service Orders for

Item 0004 Non-Recurring, First Option Period 1 LS ¥

(NTE)

Item 0005 Recurring, Second Option Period 1 LS ¥ Provide Base Operations Support (BOS) service including Preventive Maintenance Program and Service Orders for

Item 0006 Non-Recurring, Second Option Period 1 LS ¥

(NTE)

Item 0007 Recurring, Third Option Period 1 LS ¥ Provide Base Operations Support (BOS) service including Preventive Maintenance Program and Service Orders for

Item 0008 Non-Recurring, Third Option Period 1 LS ¥

(NTE)

SCHEDULE OF PRICE

ITEM

Various Equipment, General facility services at New SANNO

Non-Recurring, Base Period Provide Unit Priced Task Work upon receipt of a Task Order at New SANNO Hotel

Various Equipment, General facility services at New SANNO From 1 January 2026 through 31 December 2026.

Provide Unit Priced Task Work upon receipt of a Task Order at New SANNO Hotel From 1 January 2026 through 31 December 2026.

Various Equipment, General facility services at New SANNO From 1 January 2027 through 31 December 2027.

Provide Unit Priced Task Work upon receipt of a Task Order at New SANNO Hotel From 1 January 2027 through 31 December 2027.

Various Equipment, General facility services at New SANNO From 1 January 2028 through 31 December 2028.

Provide Unit Priced Task Work upon receipt of a Task Order at New SANNO Hotel From 1 January 2028 through 31 December 2028.

SOURCE SELECTION SENSITIVE--See FAR 2.101 and 3.104 [when filled in]

SOURCE SELECTION SENSITIVE--See FAR 2.101 and 3.104 [when filled in]

NAME OF OFFEROR OR CONTRACTOR: Date :

LINE ITEM Q'TY UNIT AMOUNT

NO.

SCHEDULE OF PRICE

ITEM

Item 0009 Recurring, Fourth Option Period 1 LS ¥ Provide Base Operations Support (BOS) service including Preventive Maintenance Program and Service Orders for

Includes Phase-Out Costs

Item 0010 Non-Recurring, Fourth Option Period 1 LS ¥

(NTE)

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-0200000-13

CLIN = CONTRACT LINE ITEM

LS = LUMP SUM

NTE = NOT-TO-EXCEED

Q'TY = QUANTITY

General Services = Custodial, Pest Control, ISWM, and Grounds Maintenance Services.

Various Equipment, General facility services at New SANNO From 1 January 2029 through 31 December 2029.

Provide Unit Priced Task Work upon receipt of a Task Order at New SANNO Hotel From 1 January 2029 through 31 December 2029.

SOURCE SELECTION SENSITIVE--See FAR 2.101 and 3.104 [when filled in]

C-1

SECTION C

Index

Annex Sub Annex Spec Item # Title Annex 1 0100000 1 General Information

Annex 2 0200000 2 Management and Administration

Facility Investment Services

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

Custodial Services Annex 15 1503010 1 General Information

Annex 15 1503010 2 Management and Administration

Annex 15 1503010 3 Recurring Work

Annex 15 1503010 4 Non-recurring Work

Pest Control Services

Annex 15 1503020 1 General Information

Annex 15 1503020 2 Management and Administration

Annex 15 1503020 3 Recurring Work

Annex 15 1503020 4 Non-recurring Work

Integrated Solid Waste Management Services Annex 15 1503030 1 General Information

Annex 15 1503030 2 Management and Administration

Annex 15 1503030 3 Recurring Work

Annex 15 1503030 4 Non-recurring Work

Grounds Maintenance and Landscaping Services

Annex 15 1503050 1 General Information

Annex 15 1503050 2 Management and Administration

Annex 15 1503050 3 Recurring Work

Annex 15 1503050 4 Non-recurring Work

C-2

Wastewater Services Annex 16 1604000 1 General Information

Annex 16 1604000 2 Management and Administration

Annex 16 1604000 3 Recurring Work

Annex 16 1604000 4 Non-recurring Work ….. Not Applicable

0100000 – General Information Table of Contents

Spec Item Title 1 General Information

1.1 Outline of Services

1.2 Acquisition of Additional Work

1.3 Background Information

1.4 Navy PBSA Approach

1.5 Standard Template

1.6 Related Information

1.7 Verification of Workload and Conditions

1.8 Contractor's Knowledge

1.9 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 Naval Joint Services Activity The New SANNO Hotel, Tokyo, Japan and outlying areas supported by this installation, under a performance-based contract that is comprised of both Recurring Work and Non-Recurring Work Items.

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 fully 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 Sub Annex 1503010 Custodial Sub Annex 1503020 Pest Control Sub Annex 1503030 Integrated Solid Waste Management Sub Annex 1503050 Grounds Maintenance and Landscaping

Annex 16 Utilities Sub Annex 1604000 Wastewater

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

1.2 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, SECTION I 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.

1.3 Background Information THE NEW SANNO Hotel Tokyo

THE NEW SANNO hotel, a U.S. Naval joint activity located in the heart of Tokyo, is an American-style oasis for a reasonable price for eligible patrons. THE NEW SANNO offers a variety of accommodations and restaurants in a helpful, English-speaking environment.

Additional information for THE NEW SANNO Hotel is available at:

http://www.thenewsanno.com

1.4 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

4) performance assessment plan

1.5 Standard Template Key to implementing the PBSA approach is using a standard template that ensures Navy-wide consistency yet affords appropriate tailoring to meet local needs.

The standard template contains 18 standard annexes. Annex 1 will always contain General Information that is relevant to the entire scope of the contract. Annex 2 contains Management and Administration requirements that are relevant to the entire scope of the contract. Annexes 3 through 18 and their associated sub-annexes contain the General Information, Management and Administration requirements, Performance Objectives, Related Information, and Performance Standards that are relevant to that technical annex. Except where otherwise stated, Annexes 3 through 18 and their associated sub-annex requirements are not relevant to one another. Within each technical annex and sub-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.

Specification Items 3.2 and 3.3 are not considered subordinate to 3.1 nor are they considered subordinate to one another. All costs associated with Annexes 1 and 2 and Specification Items 1 and 2 shall be priced, and their price shall be allocated pro rata share to the Exhibit Line Items.

1.6 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 and their associated sub-annexes are 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 contractually binding requirement on either party.

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.

1.7 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, maps, floor plans, and tables to represent the type and location of services to be provided.

All facilities, systems, and assets identified in this contract shall be accepted by the Contractor in "AS-IS" condition. The Contractor is fully responsible for all work up to and including the limits of liabilities specified.

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.

1.8 Contractor's Knowledge The Navy expects to 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.

1.9 Technical Proposal

Certification

The Contractor warrants that its proposal incorporated herein by reference in Section A – Solicitation/Contract Form including, but not limited to, proposed approaches, staffing, methodology, or work plans, will meet the performance objectives and standards set forth in this contract during execution thereof. The Contractor is not excused from meeting such performance objectives and standards in the event such proposal proves inadequate as conceived or executed to meet such performance objectives and standards. The Contractor understands that it bears all of the cost and performance risk associated with adopting acceptable additional (and/or alternative) means or methods of meeting the performance objectives and standards.

Section C – 0200000 Management and Administration

0200000 – Management and Administration Table of Contents

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 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 Directives, Instructions, and References

2.3.8 Invoicing Procedures

2.3.9 Forms

2.3.10 Performance Evaluation

2.4 Government-Furnished Items

2.4.1 Government-Furnished Property (GFP)

2.4.2 Government-Furnished Facilities

2.4.3 Government-Furnished Vehicles and Equipment

2.4.4 Government-Furnished Utilities

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Safeguarding Information

2.6.2 Dissemination of Information

2.6.3 Work Reception

2.6.4 Work Control

2.6.5 Work Schedule

2.6.6 Deliverables

2.6.7 Service Interruptions

2.6.8 NAVFAC MAXIMO

2.6.8.1 NAVFAC MAXIMO Data

2.6.8.2 NAVFAC MAXIMO Method of Data Entry

2.6.9 Quality Management System (QMS)

2.6.9.1 Quality Management (QM) Plan

2.6.9.2 Quality Inspection and Surveillance

2.6.9.3 Quality Inspection and Surveillance Report

2.6.10 Property Management Plan

2.6.11 System and Equipment Replacement

2.6.12 Phase-In/Out

2.6.12.1 Phase-In

2.6.12.2 Phase-Out

2.7 Personnel Requirements

0200000 – Management and Administration Table of Contents

Spec Item Title

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 Service Contract Reporting (SCR)

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 Controlled Unclassified Information

2.8.8.1 Information Security

2.8.8.2 Information Safeguarding Requirements

2.8.8.3 Disclosure of Information Requirements

2.8.8.4 Operations Security (OPSEC) Requirements

2.8.8.5 Violation of the Information Security Requirement

2.8.9 Employee Status

2.9 Contractor Safety Program

2.9.1 Contractor Safety Requirements

2.9.1.1 Experience Modification Rate (EMR)

2.9.1.2 OSHA Days Away From Work, Restricted Duty, or Job Transfer (DART) Rate

2.9.2 Accident Prevention Plan (APP)

2.9.3 Activity Hazard Analysis (AHA)

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

2.9.4.1 Alcohol and Drug Abuse Prevention Plan

2.9.4.2 Chemical Hazard Communication Program

2.9.4.3 Confined Space Program

2.9.4.4 Critical Lift Plan

2.9.4.5 Fall Prevention and Protection Plan

2.9.4.6 Pathogen Exposure

2.9.4.7 Control of Hazardous Energy (lockout/tagout)

2.9.5 Crane Operations

2.9.5.1 Crane Inspections

2.9.5.2 Rigging Gear

2.9.5.3 Crane Operators

2.9.6 Accident and Damage Reporting

0200000 – Management and Administration Table of Contents

Spec Item Title

2.9.6.1 Accident Reporting and Notification Criteria

2.9.7 Fire Protection

2.9.8 Monthly On-Site Labor Report

2.9.9 OSHA and/or Japanese Labor Standards Inspection Office (LSIO) Citations and Violations

2.9.10 Safety Inspections and Monitoring

2.9.11 Safety Certification

2.9.12 Safety Apparel on Jobsites

2.9.13 Emergency Medical Treatment

2.9.14 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 Spill Prevention, Containment, and Clean-up

2.10.2.7 Hazardous Material Management

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

2.10.2.9 Noise Control

2.10.2.10 Asbestos Containing Material (ACM)

2.10.2.11 Air Quality

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 Recurring Work Procedures

2.14.1 Recurring Work Preparation of Proposals

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

2.14.3 Recurring Work Exhibit Line Item Numbers (ELINs)

2.15 Non-recurring 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 Non-recurring Work Preparation of Proposals

2.15.2.1.1 Labor Requirements

2.15.2.1.2 Direct Material and Construction Equipment Requirements

2.15.2.2 Issuance of Final Task Order

2.15.3 Non-Recurring Work ELINs

0200000 - Management and Administration Spec Item Title Description 2 Management and

Administration

2.1 Definitions and

Acronyms

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

2.2 General

Information

2.2.1 Government

Regular Working Hours

The Government's regular working hours are from 0800-1645, five days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this performance work statement (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 must be authorized by the Contracting Officer (KO) prior to commencement of work.

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 Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans’ Day Thanksgiving Day Christmas Day

2.2.1.2 Restriction to

Contractor Working Hours

If the Contractor wishes to work outside of the Government's regular working hours for the Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Government’s Regular Working Hours per Section F. Excludes work to be performed during specified hours.

Unless otherwise specified, the Contractor’s normal working hours for performing contract requirements shall be the same as the Government’s Regular Working Hours above.

2.2.2 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 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 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 four meetings annually, and the Contractor shall attend meetings for the pre-performance conference.

Required meetings may be held remotely as directed by KO.

2.3.2 Training for

Maintenance and Operation of New

When construction, renovation, or repair work is performed by means other than this contract, the Contractor shall attend Government provided training, 0200000 - Management and Administration Spec Item Title Description and Replacement Systems and Equipment as applicable, for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

2.3.3 Partnering The Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who may receive services, principal individuals from Naval Facilities Engineering Systems 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 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.

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

2.3.3.1 Informal Partnering The 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 Initial Informal Partnering Session will be conducted and facilitated 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 Office (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 (PM)

* Quality Manager (QM) Site Safety and Health Officer (SSHO)

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

0200000 - Management and Administration Spec Item Title Description

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. The Contractor shall submit change in policy coverage per Section F.

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: ¥20,000,000 per person, ¥50,000,000 per occurrence for bodily injury, ¥2,000,000 per occurrence for property damage

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

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

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 Contractor negligence under this contract to their original condition at no cost to the Government.

2.3.7 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 and throughout the various Performance Work Statements and their respective J Attachments. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.8 Invoicing

Procedures

Refer to Section G for invoicing instructions. Refer to Invoice Form in J- 0200000-04 for sample, and following accessible address of WAWF's website: https://piee.eb.mil/ Login address: https://piee.eb.mil/xhtml/unauth/home/login.xhtml

Invoices shall be submitted per section F, in a format compatible with the most recent Government installed Microsoft Office Version (currently 2016).

Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and Exhibit Line Item Numbers (ELIN)/Sub-ELIN.

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

2.3.10 Performance

Evaluation

The Contractor’s performance will be evaluated using the Contractor Performance Assessment Reporting System (CPARS) located on the website https://www.cpars.gov. On-line training for Contractor personnel is available on the website.

0200000 - Management and Administration

Prior to commencement of work the Contractor is required to provide the Government with the name, phone number and e-mail address of the “Contractor’s Representative” that will be responsible for receipt and review of draft performance evaluations prepared by the Government. It is the Contractor’s responsibility to keep this contact information current and provided changes to the KO.

2.4 Government-

Furnished Items

Except for items identified below as Government-Furnished, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services described in this PWS.

Government-Furnished Items will be provided in "AS-IS" condition and their use is at the option of the Contractor. The total or partial breakdown or failure of Government-Furnished Items shall not relieve the Contractor of the responsibility to perform the requirements of this contract.

The Contractor shall provide periodic servicing, maintenance, and repair of the Government-Furnished Items accepted for use at no additional cost to the Government. Servicing, maintenance, and repair shall be provided in accordance with the manufacturer’s recommendations. The Contractor shall generate work orders in NAVFAC Maximo per Spec Item 2.6.8 for all servicing, maintenance, and repair activities performed on Government- Furnished Items.

At the completion of the contract, all Government-Furnished Items shall be returned to the Government in the same condition as received, except for reasonable wear and tear. Government-Furnished Items, which becomes worn out due to normal wear and tear, shall be returned to the Government and its replacement shall be the responsibility of the Contractor at no additional cost to the Government. The Contractor shall be responsible for the cost of any repairs or replacement caused by Contractor negligence or abuse.

The Government may inspect Government-Furnished Items at any time and without notice.

2.4.1 Government-

Furnished Property

(GFP)

None

2.4.2 Government-

Furnished Facilities

The Government will make available to the Contractor certain facilities for use in connection with this contract. The use of these facilities for any other purposes is prohibited.

The Contractor shall be responsible and accountable for the facilities accepted for use and shall take adequate precautions to prevent fire hazards, odors, and vermin. Janitorial and refuse collection services for the facilities shall be provided by the Contractor. The Contractor shall obtain written acceptance from the KO prior to making any modifications or alterations to the facilities and submit per section F.

Use of the following room by the Contractor is allowed:

• Kitchen Drain Cleaning Room at Basement Floor.

Site plan for the Government Facilities are provided in J-0200000-14.

0200000 - Management and Administration Spec Item Title Description

2.4.3 Government-

Furnished Vehicles and Equipment

None

2.4.4 Government-

Furnished Utilities

The Government will make available 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. Provide and maintain backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines. Meet all Federal, State, local, and 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.

2.5 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 Safeguarding

Information

The Contractor shall safeguard controlled unclassified information and information associated with Government property in accordance with the latest revision of CNSSI 1253, DoDI 8582.01, NIST SP 800-53, NIST SP 800-171, SECNAV Defense Industrial Base (DIB) Memo, DoDI 5200.48, and applicable contract clauses. At a minimum, this information shall be protected at the moderate confidentiality level as defined in NIST SP 800-

171. Refer to Spec Item 2.8.8.3 Disclosure of Information Requirements, and DI-MGMT-82247 Contractor’s System Security Plan and Associated Plans of Action to Implement NIST SP 800-171 on a Contractor’s Internal Unclassified Information System, for more detailed information.

Contractor information and data systems that contain information associated with Government property shall comply with DoD Risk Management Framework (RMF).

The Contractor shall develop Plans of Action and Milestones (POA&Ms) per NIST SP 800-171, track accomplishment, and submit to the Government per Section F.

If a cybersecurity incident is encountered or suspected related to any (Contractor or Government) Information Technology (IT) or Operating Technology (OT) systems, including Monitoring and Control Systems, the Contractor shall notify the Government per Section F.

0200000 - Management and Administration Spec Item Title Description

2.6.2 Dissemination of

Information DoD policy limits the dissemination of certain information. Instructions, Directives, and References not releasable to the public, e.g., Floor Plans, Maps, Post Orders, and Standard Operating Procedures, will be made available after contract award to the successful offeror with appropriate credentials and a need to know.

2.6.3 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 Government regular working hours.

2.6.4 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 Government. A status update of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0800 the following work day for inquiries after regular working hours.

The Contractor shall provide work schedules for both Recurring and Non- Recurring Work per Section F. At a minimum, work schedules shall include:

Description of service(s) to be accomplished.

Location.

Date service(s) are scheduled to be accomplished.

2.6.5 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 provide written notification of any difficulty in scheduling work due to Government controls per Section F. At a minimum, the notification shall include the following:

The date and time the work was initially coordinated.

The name and phone number of the Government person with whom the work was initially coordinated.

The name and phone number of the Government person who prevented the work from being performed as previously coordinated.

The alternative date and time, the Government person requested the work be accomplished.

2.6.6 Deliverables Except where otherwise stated, deliverable requirements 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 deliverables, 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 2016 or Current Version compatible format. Deliverables shall include the company name, contract number, contract title, date, and shall be unprotected and capable of being sorted by CLIN, work order number, asset number, section, annex/sub-annex, spec item

0200000 - Management and Administration Spec Item Title Description and ELIN/Sub-ELIN or clause. All formulas shall be traceable. Refer to DoDI 5200.48 for marking requirements (as applicable).

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.

2.6.7 Service

Interruptions

If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, COR, affected tenants, and customers in accordance with local procedures. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, COR, affected tenants, and customers as soon as practicable and provide the status of repairs, as directed by the KO, until normal operation is restored.

The Contractor shall shutdown, restart, and perform operational checks on all equipment affected by both scheduled and unscheduled utility outages and service interruptions, at no additional cost to the Government.

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 Department 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 what is identified per Section F prior to the requested date. The Contractor shall consult with the COR for scheduling in advance of service interruption.

The Contractor shall consult with the COR 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 hours in a 24 hour period. If more than a four 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 hour period) in accordance with NFPA 101, Chapter 9.

2.6.8 NAVFAC

MAXIMO

NAVFAC 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:

Informational Note:

Not all supported commands’ assets are included in NAVFAC Maximo. Not all of the modules available within the Maximo application are utilized by NAVFAC and the modules utilized may not be fully implemented. NAVFAC Maximo does not include a detailed inventory (systems description) of all assets, components, and equipment that the Contractor is required to service under this contract and may include inaccuracies, omissions, and redundancies.

2.6.8.1 NAVFAC

MAXIMO Data

Required data fields for work orders are indicated in the Service Provider Information provided in J-0200000-07. Asset inventory data requirements are indicated in the Asset Information provided in J-0200000-08, including additional data for Utilities assets listed in Specification Information in J- 0200000-09. Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information provided in J- 0200000-10.

0200000 - Management and Administration

Specified data shall be provided for all work performed in 1502000 Facility Investment, 1604000 Wastewater. Further instructional information detailing the process for submitting the specified information for NAVFAC MAXIMO Data Reporting is provided in J-0200000-11.

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.

2.6.8.2 NAVFAC Maximo

Method of Data Entry

The Contractor shall provide data for NAVFAC MAXIMO using the methods detailed below:

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-0200000-11 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-0200000-11 per Section F.

2.6.9 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.

0200000 - Management and Administration Spec Item Title Description

2.6.9.1 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, the Contractor shall submit the revised QM Plan for acceptance per Section F.

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 to include all contractual requirements.

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)

2.6.9.2 Quality Inspection

and Surveillance

The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.212-4, CONTRACT TERMS

AND CONDITIONS – COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES, 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 COR after completion/termination of the contract per Section F.