PWS_DW_8Jul21.pdf

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

Drinking Water Analysis for Microbiology on Kanto Region Installations of USAG Japan

(FEWR No. HF-0136-1J) 8 Jul 2021

Attachment to FA520921Q0076

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 (Reserved) Page 8

SECTION 3 (Reserved) Page 8

SECTION 4 Appendices Page 9

Appendix A. Number of Samples and Schedule in a Month

Appendix B. Number of Confirmation Samples in a Year

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all necessary labor, personnel, supervision, management, tools, equipment, transportation, materials, and any other items or services necessary to perform monitoring for drinking water at five (5) installations in Kanto region in accordance with this Performance Work Statement (PWS) , commercial practice and applicable Japanese environmental laws, regulations, and guidance.

1.1. SAMPLE COLLECTION AND RECEIPT

1.1.1. The contractor shall receive the collected water samples at designated locations twice in a month and deliver to their own Laboratory. The contractor shall arrange appropriate commercial delivering service to their own Laboratory as secondary option.

1.1.2. The GR will inform the contractor about postponement of sampling event as soon as possible, if installations are closed or affected by inclement weather.

1.1.3. The contractor shall provide proper sample storage at appropriate temperature in accordance with applicable U.S. Environmental Protection Agency’s (U.S. EPA’s) rules until analyses are performed.

1.2 DRINKING WATER ANALYSES

1.2.1. The contractor shall analyze samples of drinking water at five (5) installations as listed in Appendix A.

1.2.2. The contractor shall perform presence/absence (positive/negative) analysis for total coliform. The methods shall be one of the enzyme substrate methods approved by U.S. EPA for compliance monitoring under the Revised Total Coliform Rule.

1.2.3. The contractor shall perform presence/absence analysis for fecal coliforms or E. coli for the samples which is present from total coliform. The methods shall be one of the enzyme substrate methods approved by U.S. EPA for compliance monitoring under the Revised Total Coliform Rule.

1.2.4. The contractor shall inform the GR immediately of any problem occurs associated with the samples submitted or turn-around time cannot be met due to problems.

1.2.5. The contractor shall inform immediately if testing result is positive from total coliform. GR shall submit additional sample for confirmation.

1.2.6. The contractor shall conduct re-analysis in the condition of 1.2.5 of this PWS exist. The maximum number of the re-analysis is in Appendix B, but it is to be determined.

1.2.7. The contractor shall perform periodical Proficiency Testing (PT) for applicable method in accordance with QA Compliance Plan in 2.1.2.2.

1.2.8. The contractor shall perform the first analysis after providing appropriate PT record to GR.

1.3. DELIVERABLES.

1.3.1. The contractor shall report testing results to the GR. All reports shall be provided in electronic file format in English.

1.3.2. A chain of custody record signed by both organization shall be attached to each result report.

1.3.3. The contractor shall provide quarterly summary report of drinking water analysis to GR by installation basis. The summary reports shall be provided in electronic file format in English.

2.0. GENERAL INFORMATION.

2.1. CONTRACTOR PERSONNEL.

2.1.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. The name of this person and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer (KO). The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract. The contractor shall provide the contract manager’s names, addresses, and telephone numbers.

The contractor shall maintain a current listing of employees, providing updates as changes occur. The contract manager or alternate shall have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued by the KO or GR. If the contract manager or alternate do not meet these requirements, the contractor shall provide a translator for them.

2.1.2. Contractor Employees. Contractor personnel shall be easily recognizable 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 contractor’s company name and the employee’s name.

2.1.2.1. Qualifications. The contractor and/or sub-contractor shall possess all required and applicable permits for the “Suishitsu Kensa Kikan Touroku (⽔質検査機関登録)” under the Water Supply Act or

“Touroku Kenchikubutsu Inryousui Suishitsu Kensagyou (登録建築物飲料⽔⽔質検査業)” under the Act on Maintenance of Sanitation in Buildings mandated by Ministry of Health, Labour and Welfare.

2.1.2.2. Qualifications for Drinking Water Analysis for Total Coliform, Fecal Coliform, and E. coli.

The contractor shall provide appropriate QA Compliance Program for applicable method. The program shall include proficiency testing schedule, information of Proficiency Testing (PT) provider, action plan for failing PT. If the lab has their own Quality Assurance and Quality Control program, it could also be included. A QA program may be replaced by a certification for international accreditation program for applicable method, such as International organization for Standardization/International Electrotechnical Commission (ISO/IEC) 17025:2017 (General requirements for the competence of testing and calibration laboratories).

2.1.2.2.1. The PT samples shall be obtained from PT providers that are accredited under ISO/IEC 17043:2010 (E) (General Requirements for Proficiency Testing).

2.1.2.2.2. For initial attempt, the contractor analyze at least two (2) PT samples.

2.1.2.2.3. The contractor shall maintain a history of at least two (2) successful PT rounds out of the most recent three (3) attempts.

2.1.2.2.4. The contractor shall successfully analyze at least two (2) PT samples per calendar year for each method. These PT samples shall be analyzed not less than 4 months and not to exceed 8 months apart.

2.1.2.2.5. PT samples must be analyzed and evaluated in the same manner as regular samples.

2.1.2.2.6. The contractor shall provide the PT results in English at least semi-annually or include each results report. If the contractor does not meet the above criteria, the contractor immediately inform that to USG and arrange alternative certified laboratory.

2.1.3. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The KO may require that the contractor remove any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of the U.S. Government.

2.1.4. Third Country Nationals (TCN). The security forces on each base control entry to the base.

Under certain circumstances, the TCN might be denied entry. It is the contractor’s responsibility to coordinate with security forces at each base when there is a question about particular entry circumstances.

2.1.5. U.S. Government and/or Master Labor Contract Employees. The contractor shall not hire employees of the U.S. Government and/or Government of Japan Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR 3.104. Furthermore, the contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense 5500.7-R, Joint Ethics Regulation.”

2.1.6. Military Personnel. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty.

Abrupt absence of these personnel could adversely affect contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

2.2. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure the services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services.

2.3. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance by appointing a GR to monitor performance to ensure services are received.

2.4. GOVERNMENT REMEDIES. The KO shall follow FAR 52.212-4, Contract Terms and Conditions- Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.5. CONTRACTING OFFICER (KO) AUTHORITY. Only the KO has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the KO will be considered an unauthorized commitment and subject to ratification actions in accordance with FAR 1.602-3.

2.6. AVAILABILITY OF FACILITY.

2.6.1. Hours of Service. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. legal and other designated holidays listed below), during normal duty hours, 0800 - 1630 hours unless prior arrangements have been made with the GR.

2.6.2. Legal American Holidays and Other Designated Holidays.

American Holidays 1 January New Year’s Day 3rd Monday in January Martin Luther King Jr.’s Birthday 3rd Monday in February President’s Day Last Monday in May Memorial Day 19th of Jun* Juneteenth National Independence Day 4th of July* Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day 11 November* Veterans Day 4th Thursday in November Thanksgiving Day 25 December* Christmas Day

Other Designated Holidays Japanese Holidays 1, 2 & 3 January New Year’s Days 29, 30 & 31 December Year End Days

*U.S. Holidays falling on a Saturday will be observed on the preceding Friday, and holidays falling on a Sunday will be observed on the following Monday.

*Japanese Holidays falling on a Sunday will be observed on the following Monday.

2.6.3. Arrangements of the Performance Time. Should the contractor decide to perform any of the required services before or after normal duty hours, the contractor shall request approval prior to performance from the GR and shall do so at no additional cost to the Government.

2.7. SECURITY AND SAFETY REQUIREMENTS.

2.7.1. Installation Base Passes. The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges to contractor personnel at no cost to the contractor. Vehicle insurance certificates are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

NOTE: Contractor personnel are required to comply with U.S. Army Regulation 190-5 for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation

190-13 for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

2.7.2 Security Requirements. The contractor shall ensure each employee obtains all the required passes and identification items for access to U.S. Government’s installations. These items are issued by the Security Forces Pass and Registration Section. The contractor and employees shall return identification cards to Security Forces within 24 hours of termination or completion of this contract. All other Government identification for terminated employees shall be returned to the KO within 24 hours of termination.

2.7.3. Off Limit Signs. The contractor shall provide warning and/or ”OFF LIMITS” signs in both English and Japanese and post them at the entrances of jobsite, and barricades around the jobsite while the equipment and/or systems are being serviced. The contractor shall control all personnel desiring access into jobsite areas when work is in progress.

2.7.4. Photography Permission. The contractor shall obtain GR approval prior to commencing any photography.

2.7.5. Reports of Damages, Destruction, Injury, or Death

2.7.5.1. The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. The term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term “Contractor” includes the contractor, its agents, servants or employees.

2.7.5.2. The contractor shall submit these reports to the KO through the GR as follows:

(a) A preliminary report shall be made as soon as practicable after the time the incident occurs. The report may be either verbal or facsimile.

(b) A complete written report shall be submitted within 4 days (96 hours) after occurrence of the incident. A copy of this report shall be furnished to the GR.

2.7.6. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements. The contractor shall comply with all pertinent requirements of the U.S. Army and USAG Japan Fire Protection and Safety Regulations or Laws of Japan, whichever is more stringent, to insure compliance by all subcontractors.

2.7.7. Environmental Regulations. The contractor shall comply with all U.S. Government and Japanese environmental laws (whichever are most stringent) to protect the health and safety of employees/residents, and preserve the local and global environment. The contractor shall comply with the Japan Environmental Governing Standards (JEGS) and shall minimize or eliminate environmental pollution and energy/utility waste.

2.7.8. Delivery and Storage of Materials. All materials delivered and placed in storage shall be protected from the weather, humidity and temperature variations, dirt and dust, or other contaminants by the contractor.

2.7.9. Disposal of Materials. All debris and unserviceable materials generated under this contract such as industrial waste, non-recyclable materials and equipment/material not listed on hand-receipts shall be disposed of off-base by the contractor in accordance with the laws of Japan. Hand receipt items require turn-in action by the contractor when the listed items have to be replaced.

2.7.10. Responsibility for Damages. Any damages caused to U.S. Government property during the course of performing this contract shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S. Government.

2.8. CLEANLINESS. The contractor is responsible for cleanliness of the service areas. This includes, but is not limited to, washing, sweeping, dusting and other janitorial services necessary to maintain the area in a clean and sanitary condition. The contractor shall furnish such supplies as required.

2.9. COMMERCIAL WARRANTY. The contractor shall provide the Government with their commercial warranty. The Government shall receive the same warranty service as the contractor’s most favored customers. If the services fail to be performed or otherwise fail due to workmanship or materials, the contractor shall correct the affected area(s) at no additional cost to the U.S. Government. The Government reserves the right to reject any unserviceable or substandard item and to require replacement with a serviceable like item or acceptable quality item or to require full credit for the item.

2.10. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utility conservation practices. The contractor shall be responsible for operating under conditions, which preclude the waste of utilities. The contractor shall comply with additional energy policies upon notification by the KO.

SECTION 2

Reserved

SECTION 3

Reserved

SECTION 4

APPENDICES

1. APPENDICES.

Appendix A. Number of Samples and Schedule

Installation Schedule Number of

Analysis per Month

Expected Number of

Analysis per Year*

Camp Zama First Week 4 84 Third Week 3 Sagami General Depot First Week 1 12 Sagamihara Family Housing Area First Week 1 24 Third Week 1 Yokohama North Dock First Week 1 12 Akasaka Press Center First Week 1 12

Appendix B. Number of Confirmation Samples in a Year

Installation Schedule Expected Number of Analysis* Confirmation Analysis (Para 1.2.6.) To be determined 2/year

* Note: Number of analysis is expected number. Invoice shall be submitted based on the actual performance.