Statement of Work (SOW) - ADMS Incident Command Training System - v2.pdf

Attachment 1 – RFQ

STATEMENT OF WORK (SOW)

FOR

ADMS INCIDENT COMMAND TRAINING SYSTEM

MISAWA AIR BASE JAPAN BLDG. 3003 FIRE STATION 1

1.0 DESCRIPTION OF SERVICE

1.1. Scope of work. The contractor shall provide all equipment, tools, parts, transportation, personnel, labor; supervision and management to install Advance Disaster Management Simulator (ADMS)-AIRBASE from Environmental Tectonics Corporation (ETC) Simulation Training System at Bldg. 3003 Fire Station Misawa Air Base 1. The contractor shall install the ADMS and provide training on maintenance and use of the installed system at Misawa Air Base, Japan.

1.2. Basic services. The contractor will be required to provide all system components, permanent software license, manuals, transportation, installation, training and warranty. All monitors required for the system to operate will be supplied by Misawa AB Fire Emergency Services.

1.2.1. System components. Contractor provided system components will include everything that is required for the installation and operation of the ADMS system.

1.2.1.1. ADMS Incident Command Training System. Consisting of one (1) installed Exercise Control Station, one (1) installed Incident Command Station, and one (1) portable Field Unit Station (Includes: Laptop Case, Projector Case).

1.2.2. Transportation. Transportation of all components, tools and installation person/persons will be provided by the contractor. FOB destination to Tracy, California, USA. Coordinate with requestor prior to shipping items. A TCN or Forward shipping label may have to be generated from the requester.

1.2.3. ADMS SOFTWARE. The contractor will provide a complete ADMS-AIRBASE Software Package that will be delivered and installed on the ADMS-Computers, including permanent software licenses. No further annual software license fees are applicable to customer.

1.2.4. Installation. The contractor will provide qualified person/persons for the installation of the ADMS. The ADMS will be installed utilizing contractor supplied tools. Installation will take place within the Fire Station 1 building 3003 located at Misawa Air Base, Japan. The shop is covered, lighted, temperature controlled and secure. Contractor will provide an estimate on how long installation will take.

1.2.5. Training. The contractor will train Firefighter personnel to maintain the ADMS system and provide any technical manuals associated with the installation and maintaining of the system. In addition, the contractor shall provide a comprehensive training course to firefighters on the specifications and use of the ADMS system. The training course duration will be 5 Days. Internet connection at the site training room for remote system Maintenance and Support will be provided by customer. The connection will be maintained throughout the operational life of the equipment for periodic updates, assessment, and maintenance. A training room with required stable power, power plugs, and lights will be provided.

1.2.6. Manuals. The contractor shall provide: Three (3) printed copies of the ADMS System Operation manual in English. Three (3) digital copies of the ADMS System Operation Manuals in English. One (1) set of manufacturers manuals for all control devices and other applicable equipment, as received from the vendors.

1.2.7. Warranty. The Contractor will provide a one (1) year warranty program on all software, including the resolution of any issues detected, and hardware components of the training system. This one (1) year warranty program starts upon on-site acceptance of the training system. The warranty consists of parts and labor for ADMS hardware and ADMS software support. In the unlikely event of a system error, the customer should contact ETC. ETC will respond within one business day with an online diagnosis and servicing of the system via a customer-supplied high speed Internet connection.

In the event the system error cannot be resolved via remote access, the computer and/or components will be shipped to ETC at customer’s expense. ETC will ship a replacement or repaired ADMS computer or components to the customer at ETC’s cost

2.0 DEFINITIONS

2.1 Contracting Officer (CO): Contracting Officer is the government official authorized to enter into, administer, and/or terminate the contract and make related determination and findings.

2.2 Government Representative Government Representative is the Government liaison appointed in writing by the Contracting Officer and designated in the contract will function as the technical representative monitoring cost/price, delivery, and performance of the contractor. The Government Representative is not authorized to obligate the government or direct any changes to the contract.

2.3 Government Furnished Information (GFI) Government Furnished Information

3.0 CONTRACTOR TASK REQUIREMENTS

3.1 Place of Performance: Contractor shall coordinate with the Government Point of Contact and Misawa Air Base Fire Emergency Services (FES) for scheduling the installation and training. Note:

Misawa is a city located in eastern Aomori Prefecture in the Tōhoku region of Japan.

3.2 Hours of Operation: Monday-Friday 8:00 a.m. – 4:30 p.m. daily. No services are required on weekends or U.S. Holidays, unless prior arrangements have been made.

3.3 Period of Performance: The period of performance shall be within (180) days after contract has been awarded.

3.4 Clean up: The Contractor shall at all times keep the work area, including storage areas, free from accumulations of waste materials. Before completing the work, the Contractor shall remove from the work and premises any rubbish, tools, scaffolding, equipment, and materials that are not the property of the Government. Upon completing the work, the Contractor shall leave the work area in a clean, neat, and orderly condition satisfactory to the Government Point of Contact.

Misawa AB Fire Prevention: The contractor shall be responsible for fire prevention in the area of performance. The contractor shall comply with the following fire prevention guidance.

Fire Reporting: The primary emergency reporting number on Misawa AB is 911 or 0176-53-1911 from off-base. Fire Department operations take place out of Bldg. 947 and 3003 for main base, and Bldg. 1940 for the North Housing area.

On-base telephones if any, in the on-base warehouse(s) shall have "911" stickers. All contractor-employed personnel shall be familiar with fire reporting numbers and procedures, and shall to put the number "0176-53-1911" into his/or her mobile phone.

Vehicles: Access for fire fighting vehicles must be maintained at all working sites. Contractor's vehicles shall not be parked within 15 feet of any fire hydrant of Fire Department connection.

Contractor's vehicles shall give the right-of-way to responding fire/emergency vehicles.

Electrical Hazards: All of the contractor’s electrical tools and equipment shall be in good (original) working condition and its maintenance shall be done properly in compliance with manufacturer’s maintenance instructions.

All extension cords used shall be equipped with circuit breakers and plugged directly in the outlets (not other extension cords).

Building utility panels shall not be blocked by contractor tools/supplies.

Storage: Flammable liquids shall not be stored inside the warehouses next to the buildings or near exit ways. Fire protection system shall not be obstructed at any time. Carpet storage shall be neat in a manner which does not present fire/safety hazards and not to block the access to where fire-extinguishers are mounted.

3.5 Anti-Terrorism:

1) Random Antiterrorism Measures (RAMs). RAMS are conducted on Misawa AB at varying times during a 24-hour period and may consist of measures such as spot checks of identification credentials, random vehicle searches, and site security sweeps. The contractor is subject to participating and cooperating with RAMS as directed by competent authority. Anticipate increased RAMS during implementation of elevated Force Protection Conditions (FPCONs).

2) Reporting Suspicious Activity. It is the responsibility of all personnel working and residing on Misawa AB to be alert for detecting and reporting suspicious criminal or terrorist activity.

The contractor shall immediately report any on-base observed suspicious activity to the 35 SFS/ Base Defense Operations Center (BDOC), Bldg. 646. All contractor-employed personnel shall be familiar with suspicious activity reporting numbers and procedures. The primary number for reporting suspicious activity on Misawa AB is 911 from a base phone or 0176-53-1911 from a mobile phone or off-base.

3.6 SECURITY REQUIREMENTS

Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees will be required to obtain 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. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by an authorized representative(s) such as the Site Security Manager(s).

3.6.1 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 Misawa AB prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

3.6.2 INCLUSION OF DFARS Clause 252.225-7976 "Contractor Personnel Performing in Japan." (DEVIATION 2018-O0019) The clause listed above applies to this contract. Applicable references include USFJ Instruction 64-100, the full text of this clause, and USFJ Form 27.

3.6.2.1 In summary, this requires the contractor to be registered via the Synchronized Pre- Deployment and Operational Tracker (SPOT), in addition to any contractor personnel performing work under this contract in Japan. Link: https://spot.dmdc.mil/privacy.aspx

3.6.2.2 A Letter of Authorization (LOA) is required to be completed by the contractor in SPOT for each person performing work under this contract. This LOA MUST be completed (via approval from a base contracting officer) prior to the departure of SOFA-covered contractor personnel. Consequences of not completing the LOA include being turned around by Japanese customs upon arrival into the country.

3.6.2.3 Depending on the scope of the contract, logistical support may be authorized by the installation commander, for items mentioned below (see DFARS Clause 252.225-7976(b)(4) for more information):

(A) Base Exchange, including exchange service stations, theaters, and commissary

(B) Emergency medical care, on a reimbursable basis

(C) Postal support, as authorized by military postal regulations

(D) Local recreation services

3.6.2.4 Logistical support measures will be determined prior to the award of the contract.

Contractors need to input employee information into SPOT for the working of the LOA, IMMEDIATELY AFTER the award of the contract.

3.6.2.5 A required USFM Form 27, "Contractor Employee Acknowledgement" form must also be completed by the contractor, when applicable.

3.6.2.6 Please contact the contracting officer for more information.

3.7 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 materials shall be secured. The installation contractor will be escorted during installation. The escort shall open / secure locked boxes.

3.8 ENVIRONMENTAL CONTROLS

3.8.1 Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), 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 as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

3.8.2 Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Misawa AB Fire Dept. at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

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

3.9 Performance of Services during Crises Declared by the National Command Authority or Overseas Combatant Commander. This service contract is not determined to be “mission-essential” for performance during a crisis. In the event of such a crisis, the CO will direct the contractor to discontinue service due to base closure. Until such a notification, the contractor is required to continue performance.

4.0 RESPONSIBILITIES OF THE GOVERNMENT

4.1 General: Government personnel shall not perform or interfere with the maintenance of the equipment while such equipment is under purview of the contract.

4.2 Government POC: Government will designate a Government POC upon contract award;

he/she will be responsible for the contractor-performed services. The Contractor shall coordinate all training and installation requirements and schedules to the designated POC.

4.3 Surveillance: The Government POC will conduct quality assurance and evaluate performance through on-site inspections of the Contractor’s quality control procedures. Method of surveillance will be 100% sampling.

4.4 Acceptance Quality Level: Due to the nature of the firefighting equipment, it is critical that 100% is the only acceptable level in performing work contained in this SOW.

4.5 Government Furnished Information (GFI): The Government shall provide a letter of invitation, which the contractor has to fill out and submit to the Contracting Officer or appointed POC. The letter of invitation is required in order for the Contractor Personnel to have access to the U.S. Installation and to use facilities here on Misawa Air Base, Japan.

5.0 CONTRACTOR NOTICE REGARDING DELINQUENT

PERFORMANCE

In the event the Contractor anticipates or encounters difficulty in complying with the contract performance schedule, time limitations and requirements, or in meeting any other requirements set forth in this contract, the Contractor shall immediately notify the Contracting Officer in writing giving full detailed rationale for delinquent performance. Receipt of the Contractor’s notification shall in no way be construed as either acceptance by the Government or as a waiver of the Government’s right under this contract or a law.

6.0 GENERAL INFORMATION

6.1 HOURS OF OPERATION

6.1.1 Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: MON-FRI 0730-1630, except federal holidays. The contractor may work, with prior approval of the Contracting Officer and Site Security Manager, extended hours to ensure timely completion of work at no additional cost to the government.

6.1.1.1 Recognized Holidays. The contractor is not required to provide service on the following days:

New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans' Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

6.2 CONTRACTOR PERSONNEL

6.2.1 Contract Manager and/or Contract Employee: the contractor shall provide a contract manager/employee who shall be responsible for the performance of the services. The names of the contract manager/employee shall be provided to the CO in writing prior to the beginning of the performance period.

6.2.2 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 wellbeing or operational mission of the installation and its population.

6.2.2.1 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.

6.2.2.2 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 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.

6.3 Base Access. Prior to the commencement of work, the contractor personnel shall submit AF Form 99, Applications for Base Passes to 35th Contracting Squadron, Building 656, for employees requiring base access to perform the work. The contractor personnel shall submit FW Form 54, Application for Vehicle and copies of vehicle inspection certificate, for all the vehicles requiring base access to perform the work. Upon completion of this contract, the contractor personnel shall return all passes to the Visitor Control Section, 35th Security Force Squadron/SFAP, Bldg. 301, and obtain a certification of receipt. Final payment will be withheld until the contractor personnel have accomplished the required clearances.

7.0 JAPANESE ROAD LAWS

7.1 The contractor should have an international driver’s license and 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:

7.1.1 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.

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

7.1.3 The agency managing a road may when there is reasonable cause for him 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.

7.2 REQUIRED INSURANCE by JAPANESE LAW

7.2.1 The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the Contractor at the work site.

7.2.1.1 Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent.

7.2.1.2 All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

8.0 CONSERVATION OF UTILITIES

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

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

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

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

8.4 Government telephones shall be used only for official government business.

9.0 RECORDS

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this SOW. 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.

10.0 ENVIRONMENTAL CONTROLS

10.1 Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), 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 as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

10.2 Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Misawa AB Fire Dept. at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

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

11.0 SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall:

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

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

11.3 Develop and provide 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.

11.4 Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

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

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

11.7 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.

11.8 If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

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

END OF STATEMENT OF WORK