PWS_Waste Water Treatment_Draft.pdf

DRAFT

PERFORMANCE WORK STATEMENT

WASTEWATER TREATMENT PLANT OPERATIONS SERVICES

USCG SECTOR FIELD OFFICE, EASTERN SHORE, VA

1.0 INTRODUCTION

The U. S. Coast Guard (USCG) is procuring Waste-Water Treatment Plant Operations Services as described in the following paragraphs for the USCG Sector Field Office (SFO) Eastern Shore, Chincoteague, VA, where services will be performed on-site. This Performance Work Statement (PWS) complies with USCG policy to ensure consistent, result-oriented delivery of services and performance.

The Contractor shall ensure that these services are performed in a manner that ensures the health and safety of federal employees and members of the public; and both the sanitary conditions and esthetic appearance of federal property as required by various federal, environmental, safety and health regulations. The services shall be furnished in a manner that provides superior customer service and well-maintained facilities that present a healthy, clean, neat, and professional appearance in accordance with

(IAW) all the terms and conditions of the anticipated contract. The Contractor shall use this PWS, as well as any approved plans to accomplish the tasks generated for this effort and to achieve the desired quality of service.

2.0 BACKGROUND

2.1 Mission: The mission of USCG SFO Eastern Shore is to provide necessary wastewater treatment plant services to maintain a safe, clean, and healthy environment for all the residents, military/civilian personnel and members of the general public. To accomplish this mission, it is essential that the properties and facilities of the USCG SFO Eastern Shore specified herein have qualified wastewater treatment plant services as required.

2.2 Period of Performance: The contract period of performance includes one (1) one-year base period and, if exercised, four (4) one-year option periods.

Base Period 01 May 2024 – 30 April 2025

Option Period One 01 May 2025 – 30 April 2026

Option Period Two 01 May 2026 – 30 April 2027

Option Period Three 01 May 2027 – 30 April 2028

Option Period Four 01 May 2028 – 30 April 2029

2.3 Hours of Operation: Site access is available 24 hours a day / 7 days a week. The Contractor shall remain on-site for the sufficient time to meet the requirements of routine operations, maintenance, and daily testing services.

2.4 Facility Type: This procurement includes locations within the boundaries of the USCG SFO Eastern

Shore, which consists of a 6000 gallon per day Extended Aeration Treatment Plant (package plant), which after treatment, discharges effluent overboard via sand filters and Chlorination Disinfection System.

3.0 SCOPE

The objective of this effort is to acquire continuous, safe, and efficient operation of Wastewater

Treatment services as described herein. This work includes all personnel, supervision, transportation, operation, maintenance, testing, training, monitoring, and reporting, and other items or services. The services shall be performed IAW all terms and conditions of the anticipated contract. The contractor shall use the PWS, as well as the approved QCP to accomplish the functions/tasks generated for this effort as identified in Technical Requirements section of the PWS.

Technical Exhibits (TEs): TEs can be found as attachments to this PWS.

4.0 CONTRACTOR RESPONSIBILITIES

4.1 License/Certification: The contractor shall obtain, without any additional cost to the government, licenses and certifications required for the performance of the work and for complying with all applicable

Federal, State, and local laws. Copies of licenses and certifications shall be provided to the Contracting

Officer with quote.

4.2 Security: The Contractor shall comply with all Base security requirements, regulations and directives as identified herein and other security requirements cited elsewhere in the contract. Contractor vehicles or personally owned vehicles require valid registration, inspection certificates, motor vehicle operate license and insurance documentation for access to USCG Base. The Contractor is responsible to see that all employees working on the contract provide the necessary documentation to apply for and be issued vehicles passes. The Government shall, upon request, furnish vehicle passes to the Contractor for essential personnel. Prior to issuance of passes, each vehicle and river shall meet all state, local, and federal facilities- license and regulation requirements. Each Contractor provided vehicle shall show the

Contractor’s names so that it is clearly visible and shall at all times, display state license and safety inspection sticker.

4.3 Corrective Action: All work completed under this anticipated contract shall be subject to inspection by the Contracting Officer Representative (COR) during and after completion of each task. Unsatisfactory work shall be corrected at no additional cost to the Government.

4.4 Accident Reporting: All accidents which may occur during the performance resulting in death, personal injury, trauma, or occupational disease, shall be reported verbally to the COR within one (1) hour after the occurrence, and in writing to the KO within 24 hours. This report shall give full details of the accident involved, including statements of all witnesses. If any claim is made against the Contractor by a third party, as a result of any accident, which occurs in connection with performance of this contract, the Contractor shall promptly report the fact in writing, to the KO and COR.

4.5 Safety: The Contractor shall take all necessary precautions to meet proper safety standards and regulations of the State and Federal Codes. Occupational Safety and Health Act (OSHA) regulations apply to all work performed on site. In addition, the Contractor shall conform to any restrictions as may be outlined by the Sector Safety Officer and Fire Department during the course of the anticipated contract.

4.6 Damage to Government Property: The Contractor shall comply with Federal Acquisition Regulation

(FAR) requirements 52.245-1. All existing grounds, utilities, equipment, building components and adjacent property, including vehicles, shall be protected from any damages resulting from contract operations. The Contractor shall be responsible for restoring any damaged Government property or equipment caused by contractor operations or due to negligence, abuse, or misuse of his/her employees.

The restoration shall be its original condition at no additional cost to the Government.

4.7 Service Call/Emergency Response Time: The Contractor shall be available to respond to emergency situations 24 hours per day / 7 days per week. Response time to an emergency situation will require the

Contractor to be on-site within two (2) hours of notification.

4.8 Hazardous Materials: The Contractor shall be solely responsible for any and all Contractor generated or owned hazardous materials. A copy of the Safety Data Sheet (SDS) for each hazardous material to be used shall be provided to the COR prior to bringing material on-site and commencement of work (see 7.0, Deliverables). The Contractor shall submit to the COR for approval, a list providing the name of the manufacturer and brand name of all chemicals to be used in accomplishment of the work and an SDS for each. While performing specific work herein, if potentially hazardous material is utilized, the COR shall be notified prior to their use. If hazardous materials are encountered, the Contractor shall stop work and notify the COR immediately. The Contractor’s responsibility for handling hazardous material is incidental to work performed, the Contractor shall handle, remove, and properly dispose of only those hazardous materials necessary to complete the contract work.

4.9 Monthly Discharge Monitoring Report: Prepare monthly Discharge Monitoring Report for USCG signature and submission as stated in the respective National Pollution Discharge Elimination System

(NPDES) permit and notify the COR of efforts concerning all letters of noncompliance. The COR must be notified concerning all communications with regulatory agencies.

4.10 Monthly Equipment Maintenance Report: The Contractor shall provide the COR with maintenance documentation on a monthly schedule which shall identify concerns, and making corrective action recommendations of all facilities or equipment requiring repairs that are the responsibility of the

Government so that a work order may be placed to complete the work.

5.0 APPLICABLE DOCUMENTS

The Contractor shall comply with all applicable sections of the Code of Federal Regulations and other

Federal, State and local laws, codes, regulations and procedures that are applicable to contract performance and to the Contractor personnel under this contract by:

a. Taking proper safety, health, and noise reasonable precautions to protect the work site, the workers, the public and the property of the government and others by utilizing safe products, equipment and qualified personnel to ensure the health and safety of all are in compliance with the Environmental Protection Agency (EPA) and the OSHA.

b. Ensuring all workers wear safety protection equipment required by equipment manufacturer and OSHA. Equipment shall be carefully maintained and operated with proper safety guards, devises and with discretion when near pedestrian or building residents.

The Government shall provide all publications listed, upon request. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change to the contract price.

Publication Number Title Date Provided

COMDTINST M4500.5D Property Management Manual 2/13 As necessary

COMDTINST M5100.47A Safety & Environmental Health Manual 2/19 As necessary

COMDTINST M6000.1F Medical Manual, Chapter 7 6/18 As necessary

COMDTINST M1020.6J Coast Guard Uniform Regulations 12/18 As necessary

COMDTINST M11000.7 Facilities Energy Manual 2/99 As necessary

COMDTINST M5530.1C

(series)

Coast Guard Operations Security Program Manual 04/14 As necessary

COMDTINST 16478.1B Hazardous Waste Management 3/97 As necessary

6.0 TECHNICAL REQUIREMENTS

6.1 The Contractor shall be responsible for routine operations and maintenance services; daily operations testing and monitoring; submitting samples for laboratory testing; preparation of monthly operations reports IAW the NPDES; training of USCG personnel in routine daily plant operations; and all other items or services necessary to ensure that Wastewater Treatment Services are performed at USCG SFO

Eastern Shore in a professional manner.

6.2 Environmental Protection: The Contractor shall utilize safe products, equipment, and qualified personnel to ensure health and safety in compliance with the requirements of OSHA, EPA, NPDES, and the regulations and standards of the USCG SFO Eastern Shore.

6.3 The Contractor shall be responsible for required forms, expertise, tools, equipment, and other items, materials and skills necessary to complete all requirements stated herein. The Contractor shall manage the total work effort associated with services required in this PWS to assure fully adequate and timely completion of these services, to include but not limited to planning, scheduling, work execution and remedies, report preparation, establishing and maintaining records and quality control.

6.4 The Contractor shall be on-site daily during assigned work hours and shall remain on site for sufficient time to meet the requirements of routine operations, maintenance services and daily testing.

Contractor has responsibility on a regular and recurring basis, for the overall operation of the plant, including daily inspections, operational maintenance, and monitoring to comply with the NPDES

Requirements under the direction of the Chief Plant Operator. Contractor personnel will perform corrective and preventative maintenance associated with unit process operation per established procedures. Make visual observations of all unit processes, prepare records, and update all plant operating logs.

6.5 Contractor shall utilize sewage treatment plant operation manual to operate and maintain all equipment, instruments, and processes in coordinated fashion. Operate and maintain manual, pneumatic, and electrically operated valves, chemical feed systems, flocculators, aerators, skimmers, telemetering, pneumatic and mechanical instrumentation, pumps, filters, clarifiers, nitrification, reactors and other equipment used for treatment process control. Maintain proper process control following established procedures. Recognize process upsets and aberrant conditions taking decisive, immediate corrective action to prevent mechanical, biological, and physical chemical process failures that can cause a violation of the Regional Water Quality Board Permit or damage to any unit process and its appurtenances.

6.6 Provide annual Level IV training for Operator Certification to unit designated Wastewater Treatment

Plant personnel for system familiarization and operational understanding. Training shall be completed during the month of September of every year.

6.7 Furnishing of Supplies, Material and Chemical by the Contractor, and Accessibility to Government-

Furnished Equipment:

a. The Contractor shall furnish all necessary supplies and consumable materials necessary for the operation of the wastewater treatment plant.

b. The Contractor shall furnish all the necessary chemicals to conduct the required testing at the wastewater treatment plant (to include, but not limited: Buffer Reagent for pH 4.00, 7.00, and

10.0. Total Chlorine Reagent, Total Alkalinity Reagent, Calcium Hypochlorite Tablets (CL2), De-Chlorination Tablets (Sodium Sulfite and Lime).

c. The Government will provide, without cost to the Contractor, the facilities equipment and testing equipment necessary for the performance of the anticipated contract (to include, but not limited to pH meter, DO meter, Chlorine test kit, Alkalinity test kit). In addition, the

Government is responsible for all the mechanical and electrical equipment required to maintain the wastewater treatment plant.

d. Except for those items specifically stated as Government- furnished property, the Contractor shall furnish everything else required for the performance of this anticipated contract.

e. The Government will provide a designated area for the storage of the Contractor’s supplies, materials, and chemicals. The contractor will be responsible for the maintaining of this area to be kept clean and in an organized manner.

6.8 Monitoring and Analytical Services: The Contractor shall perform specific monitoring and analytical services and be responsible for the completion of the Discharge Monitoring Report, as well as any other reports required by permit, Virginia Department of Environmental Quality, or other regulatory agency in accordance with the latest edition of the Operation and Maintenance Manual and Virginia Sewage

Regulations. Specific monitoring and analytical requirements are as follows:

TYPE QUANTITY

Flow 1 measure/day pH 1 grab/day

BOD5 1 grab/month

Total suspended solids 1 grab/month

Coliform, Fecal 1 grab/month

Dissolved Oxygen 1 grab/day

Total Kjeld Hal (TKN) 1 grab/month

Enterococci 1 grab/week

CL2 Total contact 1 grab/day

CL2 Dichlorination 1 grab/day

CL2 Inst Residual Max 1 grab/day

CL2 Inst Tech Min Limit 1 grab/day

Ammonia 1 grab/quarter

Influent BOD 1 grab/month

ML SS/ MLVS 1 grab/month

6.9 The Government is responsible for the environmentally acceptable removal and disposal of the sludge generated through the sewage treatment process as needed and has to be approved by the COR prior to commencement.

6.10 The Contractor will provide copies of employee’s license proposed to operate the plant. These persons must be approved by the state prior to any service performance under this anticipated contract.

7.0 DELIVERABLES

The Contractor shall submit the following Deliverables IAW the table below. Two (2) copies of each

Deliverable shall be provided as follows: one (1) for the KO and one (1) for the COR, unless otherwise noted. It is the responsibility of the Contractor in meeting the deliverable format, content, and schedule

IAW the table below. The preferred method of delivery is email with any attachments generated in

Microsoft Word/Excel or PDF files.

Deliverables Frequency To Whom Date Required

Certificate of Insurance as required by FAR

52.228-5

Prior to expiration or revision

KO NLT ten (10) days of contract award; then

Anniversary of policy renewal

Accident Report As necessary KO/COR Verbally to the COR within one (1) hour after occurrence, and in writing to the KO within 24 hrs.

Safety Data Sheet As necessary COR Prior to contract start

Monthly Discharge Monitoring Report Monthly COR NLT the 5th of every month

Monthly Equipment Maintenance Report Monthly COR NLT the 5th of every month

Resume (Key Personnel) KO Submitted with Quote

Staffing Plan KO Submitted with Quote

Employee List Prior to revision KO/COR NLT ten (10) days after contract award

Licensure Prior to expiration or revision

COR Submitted with Quote

Identification/Uniform COR All employees; prior to start date

Training Schedule Annually COR 30 days prior to scheduled training

Notification of Environmental Spills KO/COR Immediately

Post Award Conference NLT ten (10) business days after award date

Performance Evaluation Meetings As necessary COR Bi-Weekly during first month, then quarterly as determined by the COR

General Reports COR Within ten (10) days prior to expiration of contract

Quality Control Plan KO/COR Within ten (10) business days of being notified of the award

Phase-In Plan KO/COR Within ten (10) business days of being notified of the award

Phase-Out Employee List As required KO/COR NLT thirty (30) calendar days before the completion of the contract and ten (10) business days prior to completion of contract

Note: It is acceptable to submit a letter from the Insurance Company, not from the Contractor, stating a

Certificate of Insurance will be provided upon contract award.

8.0 PERSONNEL REQUIREMENTS/QUALIFICATIONS

8.1 Management: The Contractor shall manage the total work effort associated with the services required to assure adequate and timely completion of all requirements. Such management include, but is not limited to planning, scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall also provide trained and experienced personnel who meet established standard to effectively perform the requirements and who exhibit capability to perform with minimum supervision. The Contractor shall submit the necessary personnel documentation, staffing lists and schedules.

The Contractor shall submit copies of the employees’ licenses proposed to operate the plain in accordance with the Commonwealth of Virginia, Department of Environmental Quality. Removal or dismissal of employees, who are not fully able to perform the normally assigned duties or violate any security or health requirement, does not relieve the contractor of the requirement to provide sufficient personnel to adequately perform services required. The Contractor shall provide contingencies for employees who are absent during their regular work hours; and shall have in place a suitable replacement for the absentee employee within two hours of initial notification by the COTR.

8.2 Project Manager (Key Personnel): The Contractor shall provide a qualified Project Manager to manage Contractor personnel. This person shall be experienced with managing Wastewater Treatment personnel, scheduling, operations, practices, techniques, and have full authority to act for the Contractor on all matters relating to the daily performance of the contract work. This individual shall be the primary point of contact with the Government.

The Project Manager shall be available to discuss contract matters and performance issues with the KO and/or the COR within one (1) hour of notification during the hours of 7:00 AM through 4:30 PM, Monday through Friday. This can be accomplished in person, or by telephone, as appropriate depending on the circumstances. When the Project Manager is absent for an extended period (more than four (4) hours), the COR shall be notified and the number where they can be reached at all times during the working hours.

At a minimum, the Project Manager shall hold and maintain throughout the life of this anticipated contract, the following licenses/certifications, prior to the start date:

a. Hold a Class I Wastewater Treatment Plant Operator License assigned by the Virginia

Department of Professional and Occupational Regulation (DPOR)

b. The Project Manager shall an intimate knowledge of the wastewater treatment duties and shall be able to both properly train and direct personnel. The hiring of personnel for these tasks shall comply with all rules, regulations, and law, both federal and state (Commonwealth of Virginia) applicable at the time of hiring.

8.3 Contractor Employees: Contractor personnel are employees of the Contractor and under the administrative control and supervision of the Contractor. The Contractor, through its personnel, shall perform the tasks prescribed herein. The Contractor shall select, supervise and exercise control and direction over its employees during the life of these requirements. The Contractor shall maintain records that support the personnel hired meet the minimum qualifications of the position at the time they were hired. These records shall be made available to the KO or designee upon request.

The Government will not exercise supervision or control over the Contractor in the performance of services. The Contractor shall not supervise, direct, or control the activities of Government personnel or the employees of any other Contractor, except any subcontractor employed by the Contractor.

8.4 Employee List: The Contractor shall provide a list of personnel, no later than ten (10) days after the contract award, that will be performing all requirements herein and the list shall be updated when changes occur. This list shall also include the employee’s position and telephone number. Contractor personnel not listed may be denied access to the USCG facility. Contractor personnel will be restricted to designate working areas. Any personnel violating this policy may lose access to the USCG facility.

8.5 Personnel Management: The Contractor shall provide a staff of certified and experienced personnel with the necessary expertise to assure the performance of work IAW sound and efficient management practices. The Contractor shall be responsible for the employment, training, guidance, and supervision of certified personnel to accomplish the contract. Contractor personnel found not to meet qualifications or performance standards shall be removed from performing under the anticipated contract.

8.6 Employee Health Standards: The Contractor shall ensure that all personnel, prior to commencing employment and during their period of employment, meet the minimum requirements of all applicable

Federal, State, and local health regulations for wastewater treatment employees. The Contractor shall maintain all necessary Contractor employee medical and medical examination records and make these records available to the COR and KO upon request. Any costs associated with medical examinations and records shall be the responsibility of the Contractor.

8.7 Employee Conduct: The Contractor shall be responsible for and maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and shall take such disciplinary action with respect to the employee(s), as necessary. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with these standards. The Contractor shall immediately replace such employee to maintain continuity of services at no additional cost to the

Government. If any Government property is broken or damaged by the Contractor employees, the property will be replaced in kind or repaired. The On-Site Supervisor shall ensure Contractor employees understand and abide by DHS established rules, regulations and policies concerning safety and security.

8.8 Alcohol and Controlled Substances: Contractor employees shall not possess, distribute, consume, use, or cause to be used any controlled substance or alcohol on the job site and/or Government property. Any

Contractor employee using a controlled substance prescribed by a physician, shall get written permission from the KO to continue performance of assigned duties for this conduct. Any Contractor employee found to be in violation of this section will be permanently prohibited from the USCG property. Actions taken under this section shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service as required in this PWS.

8.9 Contractor Personnel Qualifications: The Contractor employees shall hold any licenses and/or permits required by law throughout the life of this anticipated contract. The Contractor shall also maintain records for all employees hired. Contractor personnel shall hold the following licenses/certifications, prior to start date:

a. Waste-Water Treatment Plant Operator(s): The Contractor’s on-site personnel must include at least one (1) operator that has a minimum of a Class III License assigned by the DPOR.

b. All other Waste-Water Treatment Operator(s): Shall have a minimum of a Class IV license assigned by the DPOR.

Contractor shall provide personnel with the following minimum capability:

a. Ability to read, write, and clearly speak, and understand English. They shall be able to accurately fulfill the reporting requirements of the anticipated contract.

b. Shall be U.S. citizen or legal residents who have been lawfully admitted for permanent residence into the U.S. The Contractor shall obtain signed statements from all and potential employees to be assigned work under this anticipated contract, attesting they have been informed of these restrictions.

c. Shall be in good health and free of any communicable disease while performing work at this facility. Any necessary medical certificates, exams, and treatments are at the expense of the

Contractor.

8.10 Contractor Instructor: The Contractor shall provide annual Level IV training for Operator

Certification to USCG designated Waste-Water Treatment Plant personnel for system familiarization and operational understanding. Contractor Instructor shall provide the COR with the anticipated training schedule for approval 30 days prior to training.

8.11 Qualifications: The Contractor Instructor shall hold any licenses and/or permits required by law throughout the life of this anticipated contract. Contractor Instructor shall have a minimum of a Class IV license assigned by the DPOR.

8.12 Identification/Uniform: The Contractor shall provide all employees with distinctive uniform clothing and ID badges, with the full name of the employee to include photo. Uniforms shall be easily identifiable and assure that every employee shall report for work properly and neatly dressed; and is in uniform from the date the employee first enters on duty and at all times. The uniform shall have the contractor’s name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as badge or monogram. Any appropriate color combination may be used for the uniforms except blue. All Contractor personnel shall wear attire appropriate for the specific task. Clothing not to be worn; tube tops, tank tops, shorts, leotards, sandals, or other inappropriate clothing as determined by the COR. The Contractor shall ensure that each employee or representative of the Contractor shall present a clean and professional appearance.

8.13 Employee Training/Operation of Equipment: The Contractor shall ensure that all employees have been properly trained, certified, and licensed to perform waste-water treatment operations required by this

PWS. The Contractor shall maintain records of all training, qualifications and certifications and ensure that are available for Government review upon request.

8.14 Removing Contractor Employees for Misconduct/Non-Performance/Security Reasons: The

Government may, at its sole discretion (via the KO), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct, non-performance, or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the anticipated contract. The KO will provide the Contractor with a written explanation to support any direction to remove an employee.

9.0 SAFETY REQUIREMENTS

9.1 The Contractor is solely responsible for compliance with all Federal, State, and local laws, including but not limited to OSHA (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of

Federal Regulations (CFR) 1910 and any USCG Instructions as applicable, and the protection of their employees. Note: USCG Instructions are annotated because many of the USCG standards exceed the

OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The

Government shall assume no liability or responsibility for the Contractor’s compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors. Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agree by the KO and the Contractor.

9.2 The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available upon request by the KO. The Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the “personal” safety requirements of employees. The USCG will NOT provide Contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

9.3 The Contractor shall cease all work if the KO issues a Stop Work Order for failure to comply with safety requirements. Work shall continue when compliance with safety requirements has been achieved and the KO has issued a Notice to Proceed. The Government will not allow time extensions or payments for excess costs to the Contractor caused by a Stop Work Order issued as a result safety hazard.

9.4 Notification of Environment Spills: If the Contractor spills or releases any hazardous substance listed in 40 CFR 302 into the environment, the Contractor or its agent shall immediately report the incident to the cognizant fire department or local emergency response number. The incident shall also be reported to the COR and KO. If the amount released meets or exceeds the reportable quantity as listed in 40 CFR

302, the Contractor or its agent shall immediately notify the National Response Center (1-800-424-8802).

The liability for the spill or release of such substances rests solely with the Contractor and its agent. A

Hazardous Material Control Program shall be in effect to inform employees of potential hazards if and when chemicals are used.

9.5 Fire Emergency: All Contractor personnel shall vacate the facility in the event of an actual fire, when the alarm is activated or during a routine fire drill.

10.0 MEETINGS AND REPORTS

10.1 Post award Conference: The Contractor shall attend a Post Award Conference with the KO and COR no later than ten (10) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the KO, is to discuss technical and contracting objectives of this anticipated contract and review the Contractor’s Quality Control Plan (QCP). The Post Award Conference will be held at the Government’s facility or via teleconference.

10.2 Performance Evaluation Meetings: The Contractor shall be required to meet on a bi-weekly basis with the COR during the first month of the anticipated contract. As determined by the COR, meetings may be as often as necessary but, no less than quarterly. Time and place of the meetings will be mutually agreed upon between the COR and the Contractor. The minutes of the meetings shall be prepared by the

Contractor, and signed by the Contractor’s Representative and the COR.

10.3 General Report Requirements: The Contractor shall provide all written reports in electronic format with read/write capability using application that are compatible with DHS workstations (i.e., Windows

10, MS Applications). The reports shall be electronically signed or signed by hand.

The Contractor shall prepare for the USCG signature and submission, the monthly reports on facility operation IAW the NPDES permit no later than the 5th of each month.

All records, reports, and forms retained by the Contractor shall be made available for review by the KO within 24 hours and turned over to the KO ten (10) days prior to the expiration of the contractor. The

Contractor shall be responsible for keeping records and completing required reports and forms in an accurate and timely manner.

10.4 Contract Discrepancy Report (CDR): When a discrepancy exists, the contractor shall be required to complete Block 4 of a CDR, which will be submitted to the contractor at the time of issuance. The

Contracting Officer will evaluate the contractor’s explanation and determine the next course of action.

The contractor may request a meeting whenever a CDR is issued.

11.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

The QC is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring a “self-correcting” contract is to ensure that the government approved QC program provides the measures needed to lead the Contractor to success. Careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

11.1 Contractor Quality Control Plan (QCP): The Contractor shall develop, maintain, and submit within ten (10) business days after Post Award Conference, a complete QCP delineating the Contractor’s QC

Program/Inspection System to monitor and control their performance of services. The QC

Program/Inspection System shall establish and explain in detail, how the Contractor will maintain Quality

Processes of providing the ITM services required. The COR will approve any changes to their QCP prior to the Contractor implementation. If the COR perceives such changes to be other than minor, approval by the KO is necessary. The QCP that is acceptable to the Government, and which assures the requirements of the contract shall be met, shall be submitted by the Contractor as specified in Section 7.0.

11.2 Quality Control Program/Inspection System: The QC system shall encompass all functions of the contract. It shall specify areas to be inspected, on both a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection. The Contractor shall develop and implement QC procedures addressing the areas identified in the PWS and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The inspection system shall be designed to keep the Contractor’s management and the USCG informed of all issues affecting quality, to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency, and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken, as appropriate. The Contractor shall ensure that QC includes timely and effective corrective actions for all deficiencies identified by the Government.

11.3 Contents of the QC Program/Inspection System shall include, but are not limited to, the following:

a. Introduction to the Quality Control System:

1. Background and rationale for the System

2. Objectives in using Quality Control

3. Successes with and updates for the System

b. QC Process for the Various Tasks:

1. Inspection Procedures- Steps (i.e., checklist used in inspecting performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations) to identify conformance indicators and actions taken if nonconformance if found covering all of the service requirements of this contract.

2. Means of Identifying and Resolving Problems- A system for identifying and correcting deficiencies in the Quality Process of services before the level of performance becomes unacceptable and/or the Government inspections point out the deficiencies.

3. Roles and Responsibilities- The name(s) of the individual(s) who will perform the inspection.

c. Specific QC Functions:

1. Training plan outlining names, topics, and completion dates; and the names(s) of the individual(s) who will perform the inspections.

2. Labor practices (i.e., hiring, retention and rewards, and substitutions).

3. Compliance with security, safety, and healthy and sanitary requirements.

11.4 The Government and Contractor shall make use of the resources and tools available to maintain contracted functions to the maximum extent possible under emergency circumstances. Contractor shall obtain approval from the KO prior to incurring costs over and above those allowed for under the terms of the contract. Regardless of contract type, and of work location, Contractors performing work described herein shall charge those hours accurately IAW the terms of the contract.

12. GOVERNMENT MONITORING REQUIREMENTS

12.1 Fundamental Government Responsibilities: The COR is responsible for representing the KO in all facets of quality for the service required. The COR will carry out inspections, reviews, approvals, and handle deficiencies; and ultimately accept on behalf of the KO. The functions of the COR are identified below. Government personnel, other than the KO and the COR from time to time, may observe the

Contractor’s operations. However, these personnel may not interfere with Contractor performance.

12.2 General Monitoring Functions: To facilitate the surveillance of the Contractor’s QC Program by the

Government, the COR will verify Contractor compliance with designated contract/performance requirements. In addition, for non-compliance and/or ultimately corrective action to deficiencies of specific tasks, the contractor is subject to re-performance (at the Contractor’s expense) and/or an inspection fee. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor’s QCP regularly for compliance with the requirements herein.

12.3 Specific QA/Monitoring Functions: The COR will establish an Inspection Schedule using the

Quality Checklists from the Contractor’s QC Program. The COR will perform the following qualitative functions, which compromise of the Government Quality Assurance Surveillance Plan (QASP):

a. Carry out periodic inspections using the Quality Checklists.

b. Report any findings resulting from these inspections to the Contractor/KO.

c. If discrepancies are discovered as a result of the periodic inspections, or any other means, use a CDR to communicate them to the Contractor and follow up to ensure nonconformance is corrected.

d. Meet with the Contractor’s Project Manager as agreed to or as often as necessary.

The Contractor and COR will sign the written minutes of these meetings, prepared by the Contractor.

e. Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein. Any discrepancies found will be handled as described herein.

f. Take appropriate actions based on Health, Safety, Environmental and any other inspections results.

g. Perform annual and final Performance Evaluations.

13.0 SERVICE REQUIREMENTS SUMMARY (SRS)

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items as identified in the PWS. These requirements are critical to mission success and are identified in the table below:

Required Services/Tasks Performance Standards Acceptable Quality Method of Surveillance

Project Manager Ability to manage Contractor personnel effectively and to provide sufficient labor during hours of operations

95% Periodic inspections and customer complaints

Licensure Provide copies of employee’s licenses proposed to operate plant (must be approved by the state prior to performance)

100% Inspection

Compliance with regulatory and legal requirements

IAW requirements listed in ‘Technical

Requirements’ section

100% Inspection

Operation Maintenance IAW requirements listed in ‘Technical Requirements’ section

90% Periodic Inspections and customer complaints

Collection Sampling, and preservation of waste water samples

IAW requirements listed in ‘Technical

Requirements’ section

95% Periodic Inspections and customer complaints

Sewage Treatment Plan Manual IAW requirements listed in ‘Technical

Requirements’ section

95% Periodic Inspections and customer complaints

Monitoring and Analytical Services IAW requirements listed in ‘Technical

Requirements’ section

95% Periodic Inspections and customer complaints

Monthly Monitoring and Discharge

Report

Provide COR with report in a timely manner

IAW requirements listed in ‘Contractor

Responsibilities’ section

<2 valid customer complaints per month

Periodic Inspections and customer complaints

Monthly Equipment Maintenance Checklist

Provide COR with report in a timely manner IAW requirements listed in ‘Contractor

Responsibilities’ section

95% Periodic Inspections and customer complaints

Personnel Requirements IAW requirements listed in ‘Personnel Requirements/Qualifications’ section

100% Inspection

Quality Assurance Surveillance Plan (QASP): This QASP is pursuant to the requirements listed in this

PWS and found in Attachment 1. This plan set forth the procedures and guidelines USCG Sector Field

Office Eastern Shore will use in ensuring the required performance standards and Acceptable Quality

Levels are achieved by the Contractor.

Purpose: The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. QASP provides a means for evaluating whether the Contractor is meeting the performance standards/quality levels identified in the

PWS and the Contractor’s QCP, and to ensure that the Government pays only for the services received.

This QASP defines the roles and responsibilities of all members, identifies the performance objectives, defines the methodologies used to monitor and evaluate the Contractor’s performance, describes QA documentation requirements, and describes the analysis of QA monitoring results.

Surveillance Approach: The PWS is structured around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the surveillance method approach taken by SFO Eastern Shore to monitor the Contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on the Contractor to develop a capability to review and analyze information generated through performance assessments.

The Contractor is responsible for the quality of all work performed. The Contractor measures the quality through the Contractor’s own QC program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by Contractor employees or by subcontractors. The Contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the

PWS.

The COR will monitor and review performance by the Contractor to determine how the Contractor is performing against communicated performance objectives. The Contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

14.0 TRANSITION PLAN

14.1 Phase- In: During the phase-in period, the Contractor shall take all actions necessary for a smooth transition of the contracted operations. The Government will make all facilities accessible to the

Contractor. The Contractor shall recruit and hire necessary personnel, obtain required certifications and clearance, attend post-award conference, and accomplish any necessary training to support the requirements. The Contractor shall submit a phase-in plan within ten (10) business days of being notified of the award. At a minimum, phase-in plan shall include:

a. Detailed explanation of anything that will prevent the timely transition to full operational capability.

b. IAW FAR 52.222-17, information on efforts made to fill positions with certified employees employed under the predecessor contract whose employment will be terminated as a result of award of the contract or the expiration of the contract under which the employees were hired.

14.2 Phase-Out: Thirty days prior to the completion of this contract (to include option periods); an observation period may occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. This will allow for the orderly turnover of facilities, equipment, and records and will help to ensure the continuity of service. The incumbent Contractor shall not defer any requirements for the purpose of avoiding responsibility or transferring such responsibility to the succeeding Contractor. The incumbent contractor shall fully cooperate with the succeeding Contractor and the Government.

The incumbent Contractor shall establish and when directed by the KO, implement a plan for the smooth and orderly transfer of contract responsibility to the successor Contractor. The incumbent Contractor’s phase-out procedures shall not disrupt or adversely affect the day-to-day Government operations. The

Contractor shall also provide the following information:

a. Not less than thirty (30) calendar days before the completion of the contract period of performance, the Contractor shall furnish the KO with a list of the names of all service employees working under the contract and any subcontract at the time the list is submitted.

b. Not less than ten (10) business days before the completion of the contract period of performance, the Contractor shall furnish the KO with a certified list of the names of all service employees employed within the last month of contract performance.

All automated data filed in the possession of the contractor are the property of the Government and shall be turned over to the KO or COR at the completion of termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the Government.