PWS - 8 Aug 2024 - Storefront Service Only (01 Oct 2024 - 30 Sep 2029) DRAFT.pdf

PERFORMANCE WORK STATEMENT

(PWS)

FOR

Contractor Operated Hardware Store

(COHS)

AT

KADENA AIR BASE, OKINAWA JAPAN

718 CIVIL ENGINEER SQ

8 Aug 2024

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1. DESCRIPTION OF SERVICES 3

2. STOREFONT SERVICES 5

3. SERVICE SUMMARY 11

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES 12

5. GENERAL INFORMATION 14

6. APPENDICES 25

1. DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK

1.1.1. The Contractor shall provide all necessary labor, supervision, equipment, 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 issue, transfer, store, and manage a variety of Government owned property and facility maintenance and repair for use by authorized Government employees and Military Family Housing (MFH) residents. All materials on the shelf at all COHS stores are government-owned.

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 transactions. 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 contains a variety of commercial and industrial products and stores must remain stocked with 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. Receive items from suppliers.

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

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

1.1.3.4. The contractor shall utilize a Contracted Operated Inventory Management System (COIMS) that is able to complete the items within the performance work statement. The contractor shall use its own IT system to track materials, barcode and scan inventory, account for COHS store inventory/stock, forecast customer needs, perform trend analyses, and issue sales tickets. 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.

2. STOREFRONT SERVICES

2.1. INVENTORY/DELIVERY/STOCK LEVELS

2.1.1. Upon delivery of new materials, the contractor will unload, stage, and store items in appropriate warehouse(s) IAW the Joint Service Manual for Storage and Materials Handling (AFJMAN 23- 210, Chapters 2-4) April 1994. Ensure government items are properly identified with the proper label, barcode and identification number Civil Stock List (CSL).

2.1.2. Ensure new property is made available for immediate issue to authorized base housing residents and Housing Maintenance craftsmen.

2.1.2.1. The contractor shall issue items from the store only to those individuals authorized by the 718 CES. The COIMS shall state those customers who have specific authority to use the COHS store for receipt for supplies/materials. 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.

2.1.2.2. 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 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 shall have access to the system.

All associated software and bar code equipment must be included to facilitate requirements stated in the performance work statement.

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%.

2.1.3.3. The contractor shall maintain a log at the COHS storefront 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 property on the shelf. The contractor will program the COIMS to select a random ten percent of the property to be inventoried by the contractor monthly.

2.1.3.5. Monthly inventory checks must be certified by the COR against inventory data in the COIMS program. As a minimum, all inventories will include as applicable, item description, make, model, part number, government assigned stock number, warehouse location, and on-hand balance, NSN or contractor equivalent. All inventory adjustments shall be coordinated and approved by the COR.

2.1.4. COHS Store Stock. The COR will determine the stock levels for all inventory items. Stock levels will change according to requirements from new renovations or repairs.

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 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).

2.2. COIMS. The front counter 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 as applicable 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 as required.

2.2.7. Create/read barcode labels to aid in marking items with CSL or contractor equivalent identification number.

2.2.8. Complete audit trail of all material actions from ordering until check-out by authorized personnel. Ensure customers and craftsmen are identified as authorized users. Contractor will ensure these individuals show government issued identifications.

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

2.2.10. Be able to track cost allowances per MFH unit using COIMS.

2.2.11. Be able to trace craftsman/resident material consumption to work orders.

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

2.2.13. 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. These reports will include item name, quantity issued, price, unit of issue, users name, and building number, within 24 hours of the request. Data must be compatible with Microsoft Office Suite programs.

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

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. Monthly inventory checks must be conducted by the contractor and validated by the COR against inventory data in the COIMS program.

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 will include percentage totals and threshold amounts. Inventory data shall include CSL, item description, price, quantity, and frequency of issue for items issued and in stock separated by craftsman and resident usage, provided to the COR weekly.

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 issue date, work order number, document number, manufacturer’s name, local or otherwise, part number and descriptive noun, unit of issue, quantity, CSL, 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. 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.

2.5.1. 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.

2.5.2. Craftsman material issue records must include the facility/house number (address) in addition to the work order number to improve unit cost monitoring analysis capabilities.

2.6. 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. Approval of the CO or COR must occur in all cases above.

2.7. Other Reporting Requirements. The following reports shall be submitted by the contractor to the COR on a monthly basis: New/Damaged 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: COIMS Daily sales reports, Government Sales report for all inventory items.

2.8. POST-POST (Offline) PROCEDURES: Post-post procedures are required when the computer systems are offline.

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 include specific recovery procedures for the computer system once it is back online.

2.9. SPECIAL REQUIREMENTS

2.9.1. 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 and submitted within 3 business days following the meeting to the COR electronically. 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.

3.SERVICES SUMMARY

Performance Objective PWS Paragraph Performance Threshold Method of Surveillance

SS-1 Stock Level Notification 2.1.3.2, 2.1.4 to 2.1.4.2

No more than 2 valid defects per month

Monthly Inspection

SS-2 Receipt of Property

- Item Delivery

- Emergency Delivery

- Urgent Delivery

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

Monthly Inspection

SS-3 Standby Services 5.10.9. No more than 1 defects per year Monthly Inspection

SS-4 COHS Counter Log – Unavailable Items

2.1.3.3. No more than 1 defect per month Monthly Inspection

SS-5 General Officer Quarters Cost 2.3. No more than 2 defects per year Monthly 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, 2.7.

and 2.11.1

No more than 2 defects per year

Monthly 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 WAREHOUSES ON KADENA AB

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, water, sewage, heating and cooling in sufficient quantities for the performance of this contract.

4.2.1. The Contractor is required to obtain commercial long-distance telephone, internet, and fax services at the Contractor’s own expense. The communications infrastructure may be utilized. 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. The contractor will be provided up to three (3) DSN lines.

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 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. After contract award, the identity of the COR(s), with a letter defining their duties and authority will be promptly furnished to the successful offeror.

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 always 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 commencement of 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 Officer and at no additional expense to the Government. Upon reaching TCCOR 1C, all stores will close, be prepared for typhoon conditions and contractors will be released to their residence. 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

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/crisis support of 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 contract manager shall allow the COR access to the facility during normal duty hours. If a facility emergency arises during non-duty hours, the contract manager shall be available within two hours to issue items.

5.6. CONSERVATION OF UTILITIES

5.6.1. 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:

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

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

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

5.6.5. Recycling Program. The contractor shall adhere to the installation’s recycling program.

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

5.6.5.2 The Contractor shall ensure that energy-consuming products used to perform services under this contract are energy efficient (i.e., ENERGY STAR® products or FEMP-designated products) at the time of contract award.

5.6.6. 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 substance 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 a Safety Data Sheet (SDS) unless one 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 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, shall 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. These charges shall be deducted from any payments to the contractor.

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

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 their vendor indicates the cylinders are due for inspection. The COR will plan 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 (SDS) It is the responsibility of the Material Control personnel 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.

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/or local 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 Occupational Safety and Health Standards (OSHA) 2206, General Industry, OSHA (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 investigation is completed.

5.9.9. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

5.10. CONTRACTOR PERSONNEL

5.10.1. Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to performance. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

5.10.2. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

5.10.3. The contract manager or alternate shall be available during normal duty hours within two (2) hours to meet on the installation with government personnel (designated by the CO) to discuss problems. After normal duty hours the manager or alternate shall be available within four (4) hours.

5.10.3.1. The contractor shall ensure that only authorized personnel are present during the normal duty hours to receive and issue items.

5.10.4. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

5.10.5. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

5.10.6. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to US Forces Japan Instruction 36-1001 and DoD 5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64- 106.

5.10.7. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

5.10.9 Standby Services. The contractor shall provide standby support during other than normal duty hours. Standby personnel must be authorized to purchase, receive, and issue items. Standby personnel must be able to be reached and respond to the workplace not later than 2 hours after notification. The contractor shall provide the COR a listing of standby personnel and an acceptable means (i.e. telephone, pager, etc.) of how they can be contacted. Standby service shall not require the opening of the COHS store as in daily normal operations. Standby service shall be provided by the contractor at no additional cost to the Government.

5.10.10. Personnel: The contractor will ensure that sufficient personnel are always available during store hours, whether normal or emergency operation, to provide uninterrupted across-the-counter sales and emergency requests, regardless of other normal daily work requirements.

5.10.11. Regulatory Compliance: The contractor and their employees will comply with all appropriate DoD/Air Force/local base regulations, policies, and directives regarding Military Family Housing and Eagle Hardware Operations;

as well as traffic and criminal laws. Copies of these documents may be obtained upon request from the Contracting Officer. Base Security, Fire Prevention and Safety personnel may make periodic routine inspections for regulation compliance.

5.10.12. Vacating the Facility. The contractor shall remove any items that it owns and completely vacate COHS facilities provided under this contract not later than 24 hours after the last day of the contract period unless a longer period is authorized in writing by the contracting officer.

5.10.13. REMOVAL OF CONTRACTOR EMPLOYEES

5.10.13.1. The contractor shall only utilize experienced, responsible, and capable people in the performance of the work.

The Contacting Officer may require that the contractor remove from the Government installations employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

5.10.13.2. The Contracting Officer, in writing, may require the contractor to remove from the work site, area, or base, questionable employees.

5.10.13.3. Questionable employees include those employees not properly attired or those employees using profane language or abusing or disobeying base/host country conduct rules or regulations.

5.11. JAPANESE ROAD LAWS

5.11.1. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include Article 43 the Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

5.11.2. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

5.11.3. Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

5.11.4. The agency managing a road may when there is reasonable cause to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

5.12. REGISTRATION OF MOTOR VEHICLES

5.12.1. All contractor and privately-owned motor vehicles required to be on U.S. Government facilities during the performance of this contract must be registered with Vehicle Registration, Camp Foster. Necessary decals and/or permits will be issued and displayed on the vehicles in the manner as directed by the Vehicle Registration Officer. Vehicle decals shall be removed from vehicles and turned in to Vehicles Registration, Camp Foster, at the end of the contract period or sooner when vehicles are no longer used in the performance of the contract or as directed by the Contracting Officer.

5.13. PHASE IN

5.13.1. If the contractor is not the incumbent, the plan shall include a chronological sequence of events from the time of award until the start date, e.g., final 100% inventory, setting up store front, installing shelving, stocking shelving, hiring employees, etc.

5.13.2. The contractor will submit to the Government requests for facility improvements and any IT requirements.

5.13.3. The outgoing transition plan shall be furnished to the Government no later than 90 days after award of this contract for the outgoing contractor plans.

5.14. PHASE OUT

5.14.1. If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of the Contractor Operated Hardware Store.

5.14.2. The government reserves the right to conduct site visits in all contractors operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor. About the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

5.15. CONTRACTOR FINAL INVENTORY

5.15.1. The contractor shall provide the government with a final 100% inventory upon termination of this contract.

5.16. GOVERNMENT LIABILITY

5.16.1. The Government shall not be liable for any loss or damage to the contractor’s property including stock or for expense incidental to loss or damage.

5.17. SOFA/LOGISTICAL SUPPORT – Shall follow clause FAR 252.225-7976, Contractor Personnel Performance in Japan (Deviation 2018-O0019) dated 3 Aug 2018

5.18. Contractor Manpower Reporting

5.18.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields in the Service Contract Report (SCR) at www.SAM.gov http://www.sam.gov/ Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year. Contractors may direct questions to the SAM.gov service desk at https://www.fsd.gov/fsd-gov/home.do.

5.18.2. Reporting Period: Contractors are required to input data by 31 October of each year.

5.18.3. Uses and Safeguarding of Information: Information from the secure web site is proprietary in nature when the contract number and contractor identity is associated with the direct labor hours and direct labor dollars.