(DRAFT) PWS-Grounds_Maintenance_CFAO.pdf

CUI//FEDCON

CUI//FEDCON

GROUND MAINTENANCE SERVICES FOR

COMMANDER FLEET ACTIVITIES OKINAWA (CFAO),

OKINAWA, JAPAN

NAVFAC FAR EAST

PUBLIC WORKS DEPARTMENT, OKINAWA

Facility Support Contracts Branch

PSC 480 BOX 778

FPO AP 96370-0001

PREPARED BY:

TITLE NAME SIGNATURE DATE

Specification Writer NAVFAC FE, PWD Okinawa

APPROVED BY:

TITLE NAME SIGNATURE DATE

FSC Branch Manager NAVFAC FE, PWD Okinawa

Controlled by: NAVFAC FAR EAST Controlled by: PWD CUI Category: CTI Distribution/Dissemination Control: FEDCON POC: kensey.m.dahlquist.mil@us.navy.mil eProject NO.: 1741975

ACQR NO.: 6022628

DRAFT

Section C – 0100000 General Information

0100000 – General Information 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

0100000 – General Information Spec Item Title Description 1 General Information

1.1 Outline of Services Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services outlined below and described in this Performance Work Statement (PWS) at Kadena Air Base (CFAO only), Camp Shields, White Beach, Tengan Pier and Awase Transmitter Site 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 – 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 1503050 – Grounds Maintenance and Landscaping Annex 16 Utilities – N/A Annex 17 Base Support Vehicles and Equipment – N/A Annex 18 Environmental – N/A

1.2 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 See the website at

https://www.cnic.navy.mil/regions/cnrj/installations/cfa_okinawa.html for locality information.

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, and 4) performance assessment plan.

0100000 – General Information Spec Item Title Description

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 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.

0100000 – General Information Spec Item Title Description

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 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 <<Note to Spec Writer: Insert correct title, e.g., Formal Partnering -OR- 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

2.4 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

2.6.8.3 NAVFAC Maximo Access

2.6.8.4 NAVFAC Maximo Training

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

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

0200000 – Management and Administration Spec Item Title

2.7.1.2 Quality Manager

2.7.1.2.1 Quality Control Personnel

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

2.8.9 Access to Government Information Technology (IT), Operating Technology (OT), and Facility

Related Control Systems (FRCS)

2.8.10 Access to Navy Marine Corps Intranet (NMCI)

2.8.11 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

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 Citations and Violations

2.9.10 Safety Inspections and Monitoring

0200000 – Management and Administration Spec Item Title

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 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 Clean Air Act (CAA)

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 0730-1630, five days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. 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 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, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

2.2.1.2 Restriction to

Contractor Working Hours

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

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. These meetings will be scheduled by the KO as needed.

2.3.2 Partnering The Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who may 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.

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

2.3.2.1 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.

0200000 - Management and Administration Spec Item Title Description

The Initial Informal Partnering Session will be conducted and facilitated using electronic media (a video and accompanying forms) provided 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.

2.3.2.2 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.

2.3.2.3 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

2.3.3 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 U.S.

Federal, Government of Japan, Command and local laws and regulations.

The Contractor shall submit copies of Permits and Licenses per Section F.

2.3.4 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.

2.3.4.1 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.

2.3.4.2 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, ¥2,000,000 per occurrence for property damage

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

0200000 - Management and Administration

Employer's Liability coverage: ¥10,000,000, except where worker's compensation may not be written by private carriers

Other as required by Japanese law

2.3.5 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.

2.3.6 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-02. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.7 Invoicing

Procedures

Refer to Section G for invoicing instructions.

Invoices shall be submitted in a format compatible with the most recent Government installed Microsoft Office Version (currently 2010). Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and ELIN/Sub-ELIN.

2.3.8 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-03.

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 Performance Work Statement (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.

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 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

0200000 - Management and Administration Spec Item Title Description transformer provisions on connections to electric lines. Meet all U.S. Federal, Government of Japan, Command and local laws 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, and applicable contract clauses. At a minimum, this information shall be protected at the moderate confidentiality level as defined in NIST SP 800-171.

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.

2.6.2 Work Reception The Contractor shall provide the capability to receive, prioritize, correspond, and respond to trouble/service calls 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.

2.6.3 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

0200000 - Management and Administration Spec Item Title Description

Government. A status update of any item of work must be provided within 24 hours of the inquiry.

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

2.6.4 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.

2.6.5 Deliverables Except where otherwise stated, deliverable requirements are specified in

Section F, 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.

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.

2.6.6 Service

Interruptions

If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO and COR at least seven (7) working days in advance. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO and COR immediately.

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.

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

0200000 - Management and Administration Spec Item Title Description 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 o Responsibilities & lines of authority o Training and qualifications

• 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)

2.6.7.2 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 COR after completion/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 narrative of events, a tabulated summary and results of the quality inspection and surveillance events performed, inspection-driven corrective actions taken and the results attained, and management process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below:

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

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

The key personnel shall be revised as applicable for the contract.

The Contractor shall provide complete resumes for proposed substitutes and any additional information requested by the KO. Proposed substitutes shall

0200000 - Management and Administration Spec Item Title Description have comparable qualifications to those of the persons being replaced. The KO will notify the Contractor within 15 calendar days after receipt of all required information of the consent on substitutions. No change in fixed unit prices may occur as a result of key personnel substitutions.

2.7.1.1 Project Manager

(PM)

The Contractor shall provide a PM and designated alternate, as applicable, who shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be on-site during the Government's regular working hours and shall be available on-site within one hour after the Government's regular working hours.

The PM shall have at least three years of experience in managing a workforce providing services on contracts of similar size, scope and complexity. The PM shall be fluent in English or a translator shall be provided at no additional cost to the Government.

2.7.1.2 Quality Manager The Contractor shall provide a Quality Manager or designated alternate who shall be on-site at all times when the Contractor is performing work during the Government's regular working hours and shall be available on-site within two hours after the Government’s regular working hours. The Quality Manager or designated alternate shall report directly to a senior corporate official and shall not report directly to the Project Manager.

The Quality Manager or designated alternate shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract:

The Quality Manager or designated alternate shall have at least three years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager or designated alternate may be the same person as the SSHO.

2.7.1.3 Site Safety and

Health Officer

(SSHO)

The SSHO must meet the requirements of EM 385-1-1 Section 1 and ensure that the requirements of 29 CFR 1926.16 are met for the project. Provide a Safety oversight team that includes a minimum of one Competent Person at each project site to function as the Site Safety and Health Officer (SSHO).

The SSHO or an equally-qualified Designated Representative/alternate shall be on-site at all times when work is being performed to implement and administer the Contractor's safety program and government-accepted Accident Prevention Plan. The SSHO's training, experience, and qualifications shall be as required by EM 385-1-1 paragraph 01.A.17, entitled SITE SAFETY AND HEALTH OFFICER (SSHO), and all associated sub-paragraphs.

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

The Contractor shall provide a SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract.

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

0200000 - Management and Administration Spec Item Title Description

The SSHO shall have completed five years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three years’ experience if he possesses a Certified Safety Professional (CSP) or safety and health degree. The SSHO shall have completed the OSHA 30-hour construction safety class or equivalent and maintain competency through 24 hours of formal safety and health related coursework every four years. The SSHO may be the same person as the project manager but shall have fulfilled the pre-requisite qualification and experience.

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

https://www.kensaibou.or.jp or https://www.kensaibou.or.jp/eng/index.html.

2.7.2 Employee

Requirements

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety, environmental, and energy requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures or an interpreter shall be made available at no additional cost to the Government.

2.7.2.1 Employee

Certification and Training

The Contractor shall maintain personnel certification, training, and licensing records for employee requirements specified herein and within all technical annexes/sub-annexes. Certification, training, and licensing records shall be kept current and on file for the duration of the contract including all option periods. Records shall be made available for Government review within 24 hours of request.

2.7.2.2 Employee

Appearance

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

2.7.2.3 Employee Conduct Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

2.7.2.4 Identification as

Contractor Employee

Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. All Contractor employees shall appropriately identify themselves as contractor employees in both verbal communication and electronic or written correspondence.

2.7.2.5 Removal of

Employees

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

2.7.2.6 Proof of Legal

Residency

No employee or representative of the Contractor will be admitted to the site of work unless satisfactory Proof of Legal Residency is submitted per Section F.

2.7.3 Service Contract

Reporting (SCR)

The Contractor shall report total yen amount invoiced and all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The

0200000 - Management and Administration Spec Item Title Description contractor is required to completely fill in all required data fields using the following web address: https://www.sam.gov.

Per Section F, reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://www.sam.gov.

2.8 Security

Requirements

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

<<Note to Spec Writer: Insert local requirement, e.g., The Contractor shall ensure that Contractor personnel do not present a risk to security. By entering the installation, Contractor personnel are subject to installation, state, local and federal regulations and laws, including but not limited to debarment and criminal prosecution. >>

2.8.1 Employee Listing The Contractor shall maintain a current Employee List and submit per Section F. The list shall include employee’s name, position titles, and level of security and identification numbers.

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

2.8.3 Passes and Badges Prior to the start of the contract, the Contractor shall submit per Section F, the names of personnel to be utilized during the contract term and shall include the following for each personnel:

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

After receipt of the names and obtaining of security clearances, the cognizant Pass & ID office will issue a Contractor’s pass and/or badge to each personnel on the list. No personnel will be permitted on the site without a valid pass and/or badge. When within the confines of U.S. Government controlled premises, personnel shall have their passes and/or purposes when requested by security authority. Passes and/or badges shall be presented when entering or departing the base. When an employee leaves the Contractor’s service, the employee’s pass and badge shall be returned within five calendar days.

2.8.4 Access to

Installation

All Contractor personnel shall obtain access to the installation through enrollment and registration into the Defense Biometric Identification System

(DBIDS).

0200000 - Management and Administration

The Contractor shall provide the KO with the name of their designated Service Contractor Administrator (SCA) for enrollment in DBIDS. Once enrolled, the Contractor must provide the DBIDS Registrar with an approved employee list and then direct their employees to register into DBIDS.

2.8.4.1 DBIDS Program DBIDS is an enterprise identity management and perimeter installation access control solution in which Contractor personnel who enroll, and are approved, are subsequently granted access to the installation for a period up to three years, or the length of the contract, whichever is less, and are not required to obtain a new pass from the Base Pass and Identification Office for each visit.

There are no fees associated with obtaining a DBIDS credential.

The Government performs background screening and credentialing.

Throughout the year, the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges. DBIDS access privileges will be immediately suspended or revoked if at any time a Contractor employee becomes ineligible.

2.8.4.2 DBIDS Credentials Contractor employees shall furnish a completed copy of the SECNAV 5512/1 form to obtain the required background check and visit the local Navy Installation Visitor Control Center to obtain a DBIDS credential once approved. The SECNAV 5512/1 form and additional information about DBIDS can be found at: https://www.cnic.navy.mil/om/dbids.html.

The Contractor may initiate the adjudication process when a background screen failure results in disqualification from participation in DBIDS and the Contractor employees do not agree with the reason for disqualification. The Contractor may also apply for a waiver when a background screening failure results in disqualification from participation in DBIDS. The Commanding Officer will be the final waiver determination authority.

The Contractor shall immediately collect employee DBIDS credentials and notify the KO in writing:

(1) That an employee has departed the company without having properly returned or surrendered their DBIDS credentials.

(2) That there is a reasonable basis to conclude that an employee, or former employee, might pose a risk, compromise, or threat to the safety or security of the installation or anyone therein.

2.8.5 Access to

Buildings

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

2.8.6 Access

Arrangements

The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The Government may issue keys to the Contractor. The

0200000 - Management and Administration Spec Item Title Description

Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction.

2.8.6.1 Escort

Arrangement for Secured Areas

The Contractor shall make arrangements for Government escort into secured areas requiring escort. The KO will provide information on applicable buildings, spaces and the appropriate point of contact.

The Contractor may experience delays while waiting for escorts. The Government estimates the wait period can be up to 15 minutes. The Contractor shall notify the Government Performance Assessment Representative (PAR) and appropriate point of contract if an escort is not available after 15 minutes and access to accomplish the work is denied.

Unscheduled requirements may require a longer wait for an escort.

2.8.7 Employee Status The Contractor shall notify the KO of any changes to any employee’s status to include, but not limited to, termination, convictions/arrests, adverse actions taken on the job for any reason or any other documented misbehavior that may affect, or have the potential to affect, security standing in terms of access to federal facilities or IT systems.

2.9 Contractor Safety

Program

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

(JISHA).

Any reference to “USACE" facilities, property, or equipment specified in EM 385-1-1 should be interpreted as Government facilities, property, and equipment.

2.9.1 Accident

Prevention Plan

(APP)

The Contractor shall develop and implement a site Accident Prevention Plan (APP). The APP shall be prepared by the Contractor’s SSHO and shall be followed by all Contractor employees, subcontractors, and vendors at each service site.

The APP…