PWS _23_Nov_2022_Draft.pdf

Performance Work Statement

FOR

Eagle Hardware (COHS)

718 CES/CELM

21 August 2022

KADENA AIR BASE

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1. DESCRIPTION OF SERVICES 3

2. STOREFRONT SERVICES 5

3. SERVICE SUMMARY 10

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES 11

5. GENERAL INFORMATION 13

6. APPENDICES 23

1. DESCRIPTION SERVICES

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to operate and maintain Contractor Operated Hardware Store (COHS).

1.1. SCOPE OF WORK

1.1.1. The contractor shall provide all necessary labor, supervision, equipment, supplies to support a Contractor Operated Hardware Store (COHS) during duty hours in all stores, appliance warehouses, tool cribs, and supply warehouses located at Camp Foster, Camp Kinser, Camp Courtney and Kadena Air Base (to include various overflow warehouse areas), Okinawa Japan. The contractor shall order, issue, deliver, store and manage a variety of government owned items and facility maintenance and repair for use by authorized government employees and Military Family Housing (MFH) residents.

1.1.2. The contractor shall provide a simplified method for authorized personnel to be issued government owned items, including but not limited to, tools, electrical, plumbing, heating/ventilation/air conditioning/refrigeration (HVAC), sheet metal, welding, pipefitting, carpentry, landscaping, pavement and grounds maintenance, masonry electronic monitoring, controls and alarms, painting and wall covering, hardware, pest control, appliances, appliance parts and hazardous materials. These items shall be used for work tasks, construction, recurring maintenance and repair, and self-help type work. The contractor shall be responsible for performing identified Technician (InvTech) transactions in TRIRIGA. The contractor shall manage the storefront located in all Eagle Hardware stores located on Kadena Air Base, Camp Foster, Camp Kinser, and Camp Courtney. The store shall contain a variety of commercial and industrial products and maintain ample stock of high-use/consumable materials for immediate issue.

1.1.3. COHS ATTRIBUTES. The following are important tasks in this performance work statement.

1.1.3.1. Provide reimbursement/credit on returned items.

1.1.3.2. Order Items.

1.1.3.2.1 Submit Non-Priced Items Requests - Non Priced Items (NPI) refers to the non-market basket items that are pre priced under CLIN X002. The items not covered by CLIN X002 but within its scope, general intent and necessary to complete a delivery order, may be negotiated and incorporated into the contract by the Contracting Officer and the COR. The NPI’s shall be annotated on each delivery order as an NPI. The cumulative annual ordering total shall not exceed 25% of the respective option year total, unless approved at the discretion of the Contracting Officer. NPI’s to be included in the order shall be represented by the Contractor in a separate category, showing itemized breakdown of each item including shipping/freight charges. If the total amount Non-Priced Item (NPI) exceeds $10,000 (or yen equivalent), the Contractor shall provide at least three (3) price quotes to substantiate the proposed price. In the instance that three (3) quotes cannot be obtained, the Contractor shall notify the Contracting Officer to this effect with written explanation. More than one (1) quote may be required for NPI’s less than $10,000 (or yen equivalent) if it is determined necessary by the Contracting Officer. These quotes shall be made available to the Contracting Officer or the COR upon request.

Including NPI(s) in a delivery order does not incorporate the items into CLIN X002 for subsequent use as a priced item.

To permit subsequent use, the contracting officer must incorporate prices for NPI’s by supplemental agreement into the approved price list, in which case they become pre-priced items under the agreement. This may be done by the issuance of a modification at any time during the contract period.

The Contracting Officer (CO) shall determine if the proposed NPI will be negotiated. Upon completion of the negotiations, no further adjustments to NPI shall be made upon call issuance. The contractor shall deliver NPI's at the negotiated price.

1.1.3.3. Receive items from suppliers.

1.1.3.4. Manage government furnished warehouse facilities and storage of supplies.

1.1.3.5. Issue items to authorized CE personnel (craftsmen) and MFH residents.

1.1.3.6. Perform research required to provide quotes to successfully fill all item requests.

1.1.3.7. Provide delivery of Market Basket and Non-Priced Items.

1.1.3.8. The contractor will utilize a Contracted Operated Inventory Management System (COIMS) that is able to complete the items within the performance work statement. The contractor will use its own IT system to order and track materials, barcode and scan inventory, account for COHS store inventory/stock, forecast customer needs, perform trend analyses and issue sales tickets at no cost to the Government. Provide read only real time access to web based COIMS transactions to Contracting Officers Representative (COR) and zone chiefs, to include detailed transaction information, a detailed report (stock level) as requested by the Government. Maintain monthly reports in historical file for the contract during the entire contract period of performance for government inspection.

1.1.3.9. All contractor personnel will require access to TRIRIGA for processing material transactions and Inventory Management transactions. The transactions will track from ordering the material, receiving at the warehouse, start the Work Request, open the Work Task, Issue the items to the work Task and close the Work Task. Once the government transitions to TRIRIGA, the Government will provide two (2) computers and a printer on the Government network at the main Eagle Hardware store for Contractor personnel to use for recording the mandatory transaction data in TRIRIGA.

1.1.3.10. Provide Market Basket and Non-Priced Item orders – by Required Delivery Date (RDD) or modified by Agreed Delivery Date (ADD).

1.1.3.11. Advise the COR and Civil Engineer personnel on status of items not delivered by the ADD.

1.1.3.12. Accept Government Purchase Cards (GPC) for authorized purchases.

2. STOREFRONT SERVICES

2.1. ACQUISITION/INVENTORY/DELIVERY/STOCK LEVELS

Order items from merchants or vendors. Unload, stage, and store items in warehouse(s) all incoming shipments/delivery of items. Comply with Joint Service Manual for Storage and Materials Handling (AFJMAN 23- 210, Chapters 2-4) April 1994. Ensure government items are properly identified with the Civil Stock List (CSL).

2.1.1. Immediately issue items that are in stock upon authorized customer request.

2.1.1.1. The contractor shall issue items from the store only to those individuals authorized by the Base Civil

Engineer to receive the items. The COIMS System shall state those customers who have specific authority to use the COHS store for receipt for property. The contractor shall reference the COIMS System prior to issuing any item from the store and shall compare the name with the customer’s Government-issued identification card before releasing the item.

The contractor shall refer any individual without authority to purchase and/or without ID presented for examination to the COR. The process will be performed in TRIRIGA once the government transitions to the new system.

2.1.2. Market Basket Management

2.1.2.1. Market Basket and Inventory: The contractor has the responsibility to monitor the levels and items needed from the inventory to include the market basket, to determine the level of stock or the amount of items supplied to each store with the COR approval. The Government reserves the right to order items on the Market Basket from sources other than the Contractor.

2.1.2.2. The contractor shall provide a suggested list of items to add or remove from the market basket based on consumption rates, annually. Items may be added or removed from the market basket as required. To add an item; first an item’s price will be determined fair and reasonable by the Contracting Officer. Then the Government will negotiate with the contractor to add the item to the market basket. The Government will only request those items that are perceived to be an on-going requirement. The government may remove an item from the market basket at any time and the CO will inform the contractor.

2.1.2.3. Government Owned Supplies. The Government may utilize existing supplies in lieu of purchasing like items under this contract. An inventory of existing Government stock is found in all Civil Engineer stores and warehouses in Okinawa.

2.1.3. Inventory Management. The contractor shall use a Contractor Inventory Management System (COIMS) to maintain the inventory of all items. The contractor shall use the COIMS to process counter sales to authorized personnel and for the movement of all items issued from stock and through Point-of-Sale. The Contracting Officer, COR, Zone Chiefs and Logistic Chief will have access to the system. All associated software and bar code equipment must be included to facilitate requirements stated in the performance work statement. The process will be performed in TRIRIGA once the government transition to the new system.

2.1.3.1. Initial Inventory. Upon award of this contract, the contractor is responsible to complete 100% inventory of all items in all locations described in para 4.1.1., and report the results to the Government no later than 60 days after the start of the contract. The COR will oversee inventory execution.

2.1.3.2. The Contractor shall inform the COR when an inventory item level goes below 65%. If the item is a market basket item, the Government will execute a deliver order, at the price pre-negotiated prior to award, to refill the item to 100% inventory level. If the item is not a market basket item, the contractor shall follow the NPI procedures provided in para 1.1.3.2.1. Once approved by the Contracting Officer and the COR, a delivery order will be executed for the contractor to purchase the item(s). The contractor shall have 60 calendar days from the time the delivery order is executed to provide the items. If an item is determined by the contracting officer to warrant longer delivery time based on a required manufacturing lead time, the COR will handle the delivery period for those instances in a case- by-case basis. Please note that all delivery orders are subject to available funds.

2.1.3.3. The contractor shall maintain a log at the COHS counter for the purpose of recording items not available from store stock at the time of request. A copy of the log shall be given to the COR daily.

2.1.3.4. Maintain a separate and accurate real time inventory of all inventory items. The contractor will program the COIMS to monthly select a random ten percent of the inventory stock to be inventoried by the contractor. Note:

Monthly inventory checks must be certified by the COR against inventory data in the COIMS program at a frequency that would ensure all line items are inventoried once a year. The contractor will also perform a 100 percent annual inventory of all existing inventory. As a minimum, all inventories will include, item description, make, model, part number, government assigned stock number, warehouse location, and on-hand balance. All inventory adjustments must be coordinated and approved with the Logistic Chief or COR. The process will be performed in TRIRIGA once the government transition to the new system.

2.1.4. COHS Store Stock. The COR will determine the stock levels for all inventory items. The contractor shall provide a suggested list of items to add or delete from market basket based on consumption rates, annually. The suggested list will be reviewed by the COR.

2.1.4.1. Stock Levels: Stock levels for all line items in stock will be set to automatically send a replenishment notification once the stock level reaches 65 percent. The Government reserves the right to maintain inventory stock levels below 65%.

2.1.4.2. Tool Inventory. The contractor shall maintain sound tool inventory control. Ensure all tools and equipment issued to housing residents are tracked. Follow-up on tools not returned in three days. Ensure tools are returned in satisfactory condition and not damaged beyond normal wear and tear of the condition originally checked out to the user. Contractor must verify tools are in working conditioning upon check-in or may be held liable for the replacement cost. Should damage above and beyond normal wear and tear or the user’s failure to return the tools, the contractor shall contact the COR to initiate reimbursement paperwork for lost or damaged tools. The contractor shall provide the resident with an overview/training on how to use the tools issued under the self-help program. AFJMAN 23- 2103 June 2015 government regulation will be used as a regulation for power tools.

2.1.4.3. The contractor shall ensure housing residents vacating quarters do not owe any tools. The contractor shall sign out-processing clearance letter after verification of resident account. If resident does NOT agree that tools are required to be turned in the contractor will notify the COR.

2.1.5. Delivery Performance Standards: The following standards shall be adhered to by the contractor throughout the life of this contract.

2.1.5.1. The contractor shall be required to immediately pick up items that were ordered on a delivery order within a 40 mile radius and deliver the item(s) to the COHS.

2.1.5.2. The contractor shall deliver items as required by Housing Maintenance personnel to store, warehouse, and overflow warehouse locations (described in paragraph 4.1.1.) to include transfers to DLA-Disposition Services for reutilization (DRMO).

2.1.5.3. Emergency delivery requirements are items that the RDD is 4 hours or less from the time the order is given to the contractor, including delivery or contractor pick-up time.

2.1.5.4. Urgent delivery requirements are items that the RDD within three business days for local items from the date order is given to the contractor. For items being delivered from the U.S. the delivery must be received within 10 days.

2.2. RMS/COIMS. The front counter RMS (Retail Management System)/COIMS workstation will have the following capabilities:

2.2.1. Process inquiries against the database for balances of items at all Eagle Hardware store locations.

2.2.2. Process store-to-store transfer of items with audit trail.

2.2.3. Create reports as required by the COR: Transaction Report (weekly), General Officer’s Quarters GOQ Report (monthly), and Master Inventory Listing by location (monthly).

2.2.4. Print pertinent information on all sales receipts to include: Store Location, Item Name, CSL#, Qty, Price, Resident/Craftsman Name, Craftsman ID#, Date of sale, Work order#, Housing Area, and House#.

2.2.5. Add/Remove inbound or outbound Military Family Housing residents from the database once the contractor signs off on resident’s out processing checklist.

2.2.6. Edit Craftsmen information on the database.

2.2.7. Select a monthly random 10% inventory from database – reference paragraph 2.1.3.4. Create/read barcode labels to aid in marking items with CSL#.

2.2.8. Complete audit trail of all material actions from ordering until check-out by authorized personnel.

2.2.9. Identify each individual involved in the process through the use of user accounts and passwords coupled with auditable record edits.

2.2.10. Ensure customers and craftsmen are identified as authorized users. Contractor will ensure these individuals show government issued identifications.

2.2.11. Establish anti-fraud waste and abuse measures, to include current Government stock and equipment within the COHS responsible inventory.

2.2.12. Be able to track cost allowances per MFH unit using Retail Management System (RMS).

2.2.13. Be able to link craftsman/resident material consumption to work orders.

2.2.14. Develop procedural controls to ensure items used by craftsmen are always traceable to a specific work order.

2.2.15. Provide management analysis reports within 24 hours upon notification to meet local and higher headquarters data calls. Custom reports can be built quickly to adapt a wide range of requirements. COR may request contractor data i.e. stock listing, inventory adjustments, issue and receiving. Data must be compatible with Microsoft Office Suite programs.

2.2.16. A total of unit self-help and work order material costs must be monitored to prevent exceeding established caps.

For items that require heavy drilling/major repair and/or painting a Base Civil Engineer Work Request, AF Form 332 (a form used to request modification, alternations, new work, reimbursable work, and self-help work) should be submitted.

2.3. General Officer Quarters (GOQ): GOQ must be identified and monthly material cost reports provided to the

COR.

2.3.1. Inventory line items must include a date last inventoried by the contractor and validated by the COR. Daily contractor inventory checks must be conducted and validated by the COR against inventory data in the COIMS program at a frequency that would ensure all line items are inventoried once a year; the order of items inventoried should be random.

2.4. RECEIPTS AND REPORTS: The contractor shall provide the following reports as required by the Contracting Officer and Contracting Officer Representative (COR):

2.4.1. Accounting: The contractor shall provide detailed daily sales receipts/data to the COR.

2.4.2. Inventory Data and Historical Sales: Inventory list to include percentage totals and threshold amounts. Inventory data shall include item description, price, quantity, and frequency of issue for items sold and in stock separated by craftsman and resident usage, provided to the COR weekly.

2.4.3. Historical data of COIMS shall be used by the government for audit purposes and to establish estimated sales and budget data for future references, to be provided upon government request. Contractor must be able to sort various information on their reports to accommodate government’s request. To include item, quantity used, price, unit, frequency, user name, and building number, within 24 hours of the request.

2.4.4. The contractor is required to track all craftsman purchases to each housing unit. This includes purchases made by GPC. A CSL number is to be assigned to all items in the market basket. A report will be submitted to the COR on a weekly basis, or as required by the COR or Contracting Office.

2.5. SALES RECEIPTS: The contractor shall use pre-printed, or computerized, consecutively numbered sales slips. The contractor’s employees are responsible for completion of sales slips to include all items listed in this paragraph. Each sales slip must contain the correct date, work order number, document number, organizational code, shop code, if used a contractor part number (CPN) number, manufacturer’s name all vendors, local or otherwise, part number and descriptive noun, unit of sale, quantity, CSL, actual unit price, extended price of each line item, discount if applicable, total price of all items listed, period of warranty if applicable, date of any necessary approval by the contracting officer (date of delivery order and delivery order document number). The unused portion of the sales slip shall be lined out with a “Z” prior to signature. All copies of the sales slips must be legible.

2.6. Distribution of Sales Tickets: Contractor’s employees shall complete all electronic sales slips and make the following distribution. The contractor shall retain the original copies of electronic sales slips to support invoice summary.

A copy shall be given to the COR while another copy goes to the user. Distribution shall include any sales slips that may have been void. No item will be entered on a sales slip until it is available for delivery, but if this occurs, inadvertently, the sales slip must be corrected per 2.8.

2.6.1. Craftsman material issues records must include the facility number (address) in addition to the work order to improve unit cost monitoring analysis capabilities.

2.7. Credits: Sales slips documenting the return of defective material that is not suitable for the intended use, and material turned in exchange for new or rebuilt like items, when such exchange is a normal commercial practice, must be clearly marked “CREDIT”. Any net credit amount must be enclosed in parenthesis to facilitate addition. When an exchange is turned in prior to or subsequent to the delivery of the related new or rebuilt item, the two sales slips shall be cross-referenced. Canceled/voided and “credit” sales slips must be given the same distribution and retained in the same sequence as regular sales slips. An exchange involving no change in price shall also be documented in accordance with this paragraph.

2.8. Corrections and Adjustments. Prices, extensions, and additions shall not be corrected and adjusted on the original sales slip. Corrections shall be itemized on a separate listing, cross- referenced to the original sales slips, and netted to a plus or minus total to support a separate line entry on the summary invoice. When circumstances warrant, a new sales slip may be prepared cross-referencing the original and processed in the normal manner.

2.9. Other Reporting Requirements. The following reports shall be submitted by the contractor to COR on a monthly basis: New/Damage Tool Listing, Government Officer Quarters listing with the unit number and cost per resident, and government owned material listing. The following is a list of reports required on a daily base: RMS Daily sales reports, Government Sales report for all inventory items. On an as-required-basis the following reports shall be submitted to the government: Items recommended for Market Basket inclusion, and Out of Stock listing for high use items.

2.10. POST-POST PROCEDURES: Post-post procedures are required when the computer systems are non- operational for a period of time. The contractor shall comply with the Base Civil Engineer post-post procedures to ensure continuous service and inventory accuracy. These procedures will be implemented in all stores to ensure the fidelity of COHS operations and transactions continue during computer or power outages. The use of post-post procedures is necessary to ensure that all transactions are documented and also include specific recovery procedures for the computer system once it is available. See Appendix C for required documentation forms.

2.11. SPECIAL REQUIREMENTS

2.11.1. Initial Performance Meetings. The contract manager may be required to meet at least weekly with the COR and the Contracting Officer during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the contracting officer. The written minutes of these meetings shall be prepared by the contractor.

Should the Government not concur with the minutes, the CO shall so state any areas of non-concurrence in writing within five working days of receipt of the signed minutes.

2.11.2. Tracking Shipments: All Market Basket and NPI items shipped will be tracked from port of origin to final destination. The Contractor shall be able to provide data for shipments location at any given time using a tracking system.

2.11.3. Material under Maintenance and Repair Contracts. Parts and material to be incorporated in equipment or real property under separate contracts for maintenance, repair, and construction will not be purchased under this contract unless approved in writing by the Procuring Contracting Officer of the contract in question and the Administrative Contracting Officer responsible for this COHS contract.

3. SERVICES SUMMARY

Performance Objective PWS Paragraph Performance Threshold Method of Surveillance

SS-1 Stock Level Notification 2.1.3.2 ; 2.1.4 thru 2.1.4.2

No more than 2 valid defects per month

100% Inspection

SS-2 Ordering and Receipt Of Items

- Item Delivery

- Emergency Delivery

- Urgent Delivery

2.1.5. to 2.1.5.4. No more than 2 valid defects per month

Periodic Inspection

SS-3 Standby Services 5.10.9. No more than 1 defects per 12 month

Periodic Inspection

SS-4 COHS Counter Log – Unavailable Items

2.1.3.3. No more than 1 defect per month 100% Inspection

SS-5 General Officer Quarters Cost 2.3. No more than 2 defects per year Periodic Inspection

SS-6 Reports 1.1.3.12., 2.1.3.4, 2.2.3, 2.2.15, 2.3.1,

2.4. to 2.4.4, 2.9. and 2.11.1

No more than 2 defects per year

Periodic Inspection

SS-7 Inventory

2.1.3.4 & 2.3.1 85% Minimum Accuracy Rate Annual Inventory

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable.

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES

4.1. GOVERNMENT FURNISHED ITEMS: The government will furnish floor space in a government building under this contract. The locations and services to be provided to the contractor are specified below. Any items or services necessary to the performance of this contract that are not provided by the government as specified by this PWS shall be provided by the contractor. The Government will be responsible to maintain the buildings while the contractor shall only be responsible to maintain the space and related warehouse and distribution functions. The contractor shall park privately owned vehicles in appropriate/allowable spaces.

4.1.1. Government Furnished Facilities: The government will furnish the contractor the following facilities in which contractor work is to be performed:

BLDG NO. USE/DESCRIPTION APPROXIMATE SQ FT

424 Kinser Store & Warehouse 30,000 Sq Ft

1473 Kadena Tool Crib & Warehouse spaces 30,000 Sq Ft

1474 Kadena Main Store, Office & Warehouse spaces 30,000 Sq Ft

4118 Camp Courtney Store, Office & Warehouse spaces 30,000 Sq Ft

5641 Camp Foster Store & Warehouse spaces 30,000 Sq Ft

10341 Marek Park Warehouse 2,400 Sq Ft

Overflow Ware House Areas

BLDG#8111 Washington Heights (1 Mile from Kadena Eagle Hardware) 864 Sq Ft

BLDG#10212 Marek Park (1.3 Miles from Kadena Eagle Hardware) 2,000 Sq Ft

BLDG#10236 Marek Park (1.3 Miles from Kadena Eagle Hardware) 2,000 Sq Ft

BLDG#10257 Marek Park (1.3 Miles from Kadena Eagle Hardware) 2,000 Sq Ft

BLDG#10341 Marek Park (1.8 Miles from Kadena Eagle Hardware) 2,000 Sq Ft

BLDG#10270 Marek Park (1.6 Miles from Kadena Eagle Hardware) 2,000 Sq Ft

BLDG#2957 Kadena Heights (3 Miles from Kadena Eagle Hardware) 864 Sq Ft

BLDG#2986 Kadena Heights (3 Miles from Kadena Eagle Hardware) 864 Sq Ft

4.2. Government Furnished Services. The government will provide electricity, and water, sewage, heating and cooling in sufficient quantities for the performance of this contract.

4.2.1. The Contractor is required to obtain long distance telephone, internet, and fax services at the Contractor’s own expense. The communications infrastructure may be utilized, if present. All equipment needed by the Contractor to perform the services outlined in this PWS must be furnished by the Contractor such as; telephones, fax machines, computers/laptops, and copiers.

4.2.2. The government shall retain the right to make any upgrades, repairs, or changes to the utility and mechanical systems, structure, alarms, and communication system of Government owned facilities.

4.2.3. Government will furnish in an “as is” condition the existing shelving, furniture, counters, etc. (See Appendix B for a list of Government Furnished Property (GFP) / Government Furnished Equipment (GFE). The Government furnished equipment (GFE) will be returned at the termination of the agreement in good condition and repair.

4.2.3.1. The Contractor shall physically inspect all GFP/GPE prior to acceptance. The COR will ensure all items are inspected and documentation of inspection is prepared.

4.2.3.2. It is the Contractor’s responsibility to buy or lease Material Handling Equipment such as forklifts for the movement of material and supplies.

4.2.3.3. The contractor shall ensure proper housekeeping of all interior and exterior storage areas, parking lots, buildings and fence lines. These areas shall be clean, free of trash, debris, and other obstacles that present an aesthetic problem or create a safety hazard.

4.2.3.4. The contractor shall perform all janitorial services of warehouses, and report all maintenance and repairs that are needed to the interior and exterior of the facility to the COR.

5. GENERAL INFORMATION

5.1. QUALITY CONTROL

The policy of the Government COR for Contractor Quality Control and applicable definitions are provided in the Federal Acquisition Regulations in Part 46. The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

5.1.1 Contractor shall outline procedures in quality control plan to distinguish between Government Owned Property and Employee Owned Personal Property.

5.2. QUALITY ASSURANCE

The government will investigate complaints received from customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

5.2.1. The Contracting Officer Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR(s), with a letter defining their duties and authority will be promptly furnished to the successful offer.

5.2.2. The COR(s) or alternate(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) or alternate(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).

5.2.3. The services to be performed by the contractor during the period of this contract shall at all times and places are subject to review by the Contracting Officer.

5.3. SECURITY REQUIREMENTS

5.3.1. Contractor employees will be required to obtain installation access and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

5.3.2. ID Passes, Badges and Vehicle Stickers: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours. The Contractor shall furnish a completed copy of all base passes to the 18th Contracting Squadron. The Government reserves the right to obtain certification of receipt for all base passes upon termination of employment or completion of contract, prior to payment of final invoice.

5.3.2.1. Other Agency Restrictions. Marine, Army and Navy bases/posts may have varying security requirements from the Air Force. It is the contractor’s responsibility to adhere and follow all regulations for all military installations.

5.4. PHYSICAL SECURITY

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and items shall be secured.

5.4.1. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall immediately report the occurrences of a lost or duplicate key to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government.

5.4.2. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

5.4.3. Lock Combinations: The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s Quality Control Plan.

5.5. HOURS OF OPERATION

5.5.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government. EXCEPTION: When a typhoon is forecasted, all stores will extend their duty hours to 1900 during Tropical Cyclone Condition of Readiness (TCCOR) 2 until TCCOR 1C without prior approval of contracting and no extra expense to the Government. TCCOR conditions are in accordance with USFJ Instruction 15-4001 and 18th Wing Comprehensive Emergency Management Plan 10-2.

Kadena Store (for Residents): 7:30 a.m. to 5:00 p.m. - Monday through Friday 8:00 a.m. to 5:00 p.m. - Saturday

Kadena Store (for Craftsman): 7:30 a.m. to 5:00 p.m. - Monday through Friday

8:00 a.m. to 5:00 p.m. - Saturday.

Kadena Store operations for customer and craftsman will be closed on the last Saturday of each month for Inventory purposes.

Foster Store (for Residents): 7:30 a.m. to 5:00 p.m. - Monday through Friday

Foster Store (for Craftsman): 7:30 a.m. to 5:00 p.m. - Monday through Friday

Foster Store operations for customer and craftsman will be closed on the last

Kinser Store (for Residents): 7:30 a.m. to 5:00 p.m. - Monday through Friday

8:00 a.m. to 4:00 p.m. - Saturday

Kinser Store (for Craftsman): 7:30 a.m. to 5:00 p.m. - Monday through Friday

Kinser Store operations for customer and craftsman will be closed on the last

Courtney Store (for Residents): 7:30 a.m. to 5:00 p.m. - Monday through Friday

Courtney Store (for Craftsman): 7:30 a.m. to 5:00 p.m. - Monday through Friday

Courtney Store operations for customer and craftsman will be closed on the last

Appliance Repair (for Craftsman): 7:20 a.m. to 4:20 p.m., Monday through Friday

5.5.1.1 Recognized Holidays. The contractor is not required to provide service, other than emergency service calls on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

5.5.2 Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. Additionally, in the event unforeseen circumstances require operation of the store during other than normal duty hours, the contractor will be given notice of at least 12 hours prior to required operation. Such notice will be given only by the contracting officer or designated representative. Emergency Service may require opening the COHS store at no additional cost to the Government. This is typically for severe inclement weather conditions such as typhoons, but is not limited to severe inclement weather.

5.5.3 EMERGENCY ACTION PLAN. The contractor shall prior to the first day of the first performance period provide the CO an Emergency Action Plan. The Emergency Action Plan shall include fire prevention, response procedures, and contact numbers for the Kadena AB Fire Department. The Emergency Action Plan once approved by the CO shall be implemented by the contractor at the start of the first performance period. A copy of the Emergency Action Plan with contact numbers for the Kadena AB Fire Department shall be posted next to each phone in each government provided facility."

5.5.3.1 The contractor shall allow the COR access to the facility during normal duty hours. If a facility emergency arises during non-duty hours, the contractor shall be available within two hours to issue items.

5.6. CONSERVATION OF UTILITIES

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

5.6.1. Lights shall be used only in areas where and when work is being performed.

5.6.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

5.6.3 Water faucets or valves shall be turned off after the required use has been accomplished.

5.6.4 RECYCLING PROGRAM: The contractor shall adhere to the installation’s recycling program.

5.6.4.1

5.6.4.2 Products carried shall follow the directives within the Comprehensive Procurement Guidelines.

5.6.4.3 The Contractor shall ensure that energy-consuming products are energy efficient products (i.e., ENERGY STAR® products or FEMP-designated products) at the time of contract award, for products that are delivered; acquired by the

Contractor for use in performing services at a Federally-controlled facility; furnished by the Contractor for use by the Government; or specified in the design of a building or work, or incorporated during its construction, renovation, or maintenance.

5.6.5. RECORDS. The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Applicable Publications and Forms. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

5.7. ENVIRONMENTAL CONTROLS

5.7.1 Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost because of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

5.7.2 Notification of Environmental Spills. If the contractor spills or releases any substance contained in Japanese Environmental Governing Standards (JEGS) chapter 5, into the environment, the contractor or its agent shall immediately report the incident to Kadena AB, Camp Courtney, Camp Kinser, Camp Foster Fire Dept. at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

5.7.3 Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and items handling. This includes hazardous materials.

5.7.4 HAZARDOUS MATERIAL: Hazardous material includes all material hazardous to health, safety, or the environment, such as but not limited to, hazardous chemicals, hazardous substances, toxic chemicals, and extremely hazardous substances as defined by any of the following:

5.7.4.1 Japanese Environmental Governing Standards (JEGS) chapter 5

5.7.4.2. The government’s policy is to reduce the use of hazardous materials in keeping with federal pollution prevention goals. Kadena AB operates a hazardous material pharmacy (HMP) to control and reduce the use of hazardous materials and to maintain a hazardous chemical inventory in accordance with policy and regulatory requirements. The contactor shall use non-hazardous materials whenever possible. The contractor will help look for more environmentally friendly materials.

5.7.4.3. Each item of hazardous material delivered by the contractor will be accompanied by an SDS unless an approved SDS is already on file. If not on file, a copy of the SDS will be provided to COR.

5.7.4.4. The contractor shall store and manage hazardous or potentially hazardous materials IAW DODR 4145.19 and any local operating instructions (to be provided by COR upon request). The contractor shall comply with federal, state, and local requirements pertaining to properly using, labeling, storing, transporting, and managing of hazardous material.

5.7.4.5. All contractor personnel shall be trained on proper handling and storing of hazardous material by the contractor with documentation provided to (base) Material Control. SDS(s) shall be readily available for any hazardous material(s) present. Contractor employees shall be knowledgeable on the proper use of SDSs. The contractor shall be responsible for knowing which materials are considered hazardous and shall comply with federal, state, and local requirements pertaining to the proper use, labeling, storage, transporting, and disposal of hazardous materials. COR will provide proper labels to the Contractor.

5.7.5. Hazardous Waste. Hazardous waste includes, but not limited to material discarded or disposed of which exhibits characteristics of toxicity, reactivity, corrosively, or ignitability or which is listed as hazardous waste by any of the following: JEGS, chs.6, 7, 9, 11, 14, 15, and 17, if applicable. The government’s policy is to reduce the disposal of hazardous waste in keeping with federal pollution prevention goals. The contractor shall be responsible for the proper disposal of any hazardous or non-hazardous waste generated because of the products used by the contractor. The contractor shall minimize the generation of hazardous waste whenever possible. The contractor shall not store hazardous wastes on a DoD installation unrelated to the contract.

Hazardous waste must be managed in accordance with the JEGS that requires proper storage, testing and treatment or disposal.

5.7.5.1. Military Family Housing Hazardous Waste. Housing residents will drop off household hazardous waste items at the Eagle Hardware stores located on Camp Kinser, Camp Foster, Camp Courtney and Kadena AB, this will include, but not limited to: household batteries, florescent light bulbs, household disposable waste items and paint containers. The contractor shall be responsible for maintaining and monitoring the collection points and transporting the collected items to the Hazardous Waste turn-in facility located in building 3623 on Kadena Air Base. 718th CES Environmental Office will provide handling guidance as required by environmental rules and laws.

5.7.6. Spill Prevention and Responsibility. The contractor shall clean up and containerize, to the satisfaction of the CO, any spills caused by the contractor employees so that no petroleum product, toxic chemical, or hazardous substance enters any creek, gutter, or other appurtenance leading to natural drainage, storm drainage, or sanitary sewer systems.

The contractor should anticipate that the governmental regulatory agencies, as appropriate, will hold the contractor responsible for cleanup and remedial action according to agency specifications.

5.7.6.1. Spill cleanup using government resources will be charged to the contractor at an amount determined by the CO, based upon actual costs incurred.

5.7.7. Ozone Depleting Substances (ODS). Government policy precludes the use of Class 1 ODS procurements.

5.7.8. GASEOUS CYLINDERS: Cylinders shall be color-coded and inspected in accordance with DLAI 4145.25. The contractor will notify COR personnel when his vendor indicates the cylinders are due for inspection. The COR will make arrangements for required inspections.

5.7.8.1 Penalties and Fines. Any penalties or fines levied against the installation due to the contractor’s failure to comply with applicable federal or local laws concerning hazardous material, hazardous waste, spills, or ODS shall be reported to the CO. The Contractor will be responsible for payment of any fines levied against the installation due to the contractor’s failure to comply with all local or federal laws

5.7.9. Hazardous Materials Process - Materials That Have “Safety Data Sheets” (MSDS) It is the responsibility of the Material Control to submit an AF Form 3952, Chemical/Hazardous Materials Request/Authorization form. When an item has been approved in the Hazardous Material Automated System it is approved by manufacturer and size. The COHS contractor will be responsible for tracking all materials through the government owned WASP Barcode Technology systems located in Buildings 1473 (Kadena), 5641 (Camp Foster), 4118 (Camp Courtney) and 424 (Camp Kinser). The COHS contractor will buy only the item described from the manufacturer and the size indicated on the request. If the item is not available due to either manufacturer or size the request will be cancelled back to COR for a determination on a replacement item. Due to the requirement of pre- approval of all hazardous material (HAZMAT) items the COHS Contractor may not change the description in any way without the express written approval of COR. The COHS Contractor is responsible for data accuracy within the WASP Barcode system.

5.7.9.1. Material Control will initiate action to obtain approval to use Hazardous Materials to the 18 LRS HAZMART Pharmacy on Kadena AB. Separate approvals are not needed for storage of hazmat materials on Kadena and Marine Corps Bases. The COHS contractor will ensure all HAZMAT containers i.e. paint cans are returned to each store location and picked up from those locations and transported to Kadena Eagle Hardware store for disposal at Hazmat pharmacy.

5.7.9.2. The contractor must supply a copy of the corresponding MSDS documentation to each customer upon acceptance of any materials or supplies that require such information. The contractor shall offer the contact information to the HAZMAT Pharmacy if the customer would like more in-depth HAZMAT training. Contractor shall maintain Material Safety Data Sheets (MSDS) for all hazardous item(s) ordered by the Government or contractor in accordance with federal and state laws and/or regulations.

5.8. GOVERNMENT OBSERVATIONS

Government personnel, other than contracting officers (CO) and Contracting Officer Representatives (CORs), may from periodically, with CO coordination, observe contractor operations. However, these personnel may not interfere with or direct contractor performance or make any changes to the contract.

5.9. SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall:

5.9.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

5.9.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

5.9.3. Develop and provide to the CO at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

5.9.4. Provide protection to government property to prevent damage during while the property is under the control or in possession of the contractor.

5.9.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

5.9.6. Record and report promptly (within one hour) to the contracting officer and the COR, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

5.9.7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

5.9.8. If the government elects to investigate the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the…