TE 3A Oahu Latrine and Hand Wash Station SOP.docx

XX May 2024

Oahu Portable Chemical Latrine Service and Portable Hand Washing Stations Standard Operating Procedure (SOP)

Contract Number / Contractor: W912CN-24-D-00XX / KTR Current Period of Performance: Option Period 4 / 1-MAY-24 to 30-APR-25

1. For ALL portable chemical latrine and portable handwashing station request, complete the Oahu Latrine and Hand Wash Station Matrix and email it to the Contract Specialist (KS). The KS will designate a 25th ID Technical Point of Contact (TPOC) to review your completed matrix and reply to your request.

(KS) Kyle Tanaka, 808-787-8863 kyle.m.tanaka.civ@army.mil

a. For latrine and hand washing station services that are less than $10,000 in total value, proceed to section 2.

b. For latrine and hand washing station services that are greater than $10,000 or more, proceed to section 3.

For latrine and hand wash station requests totaling LESS THAN $10,000.

2. For latrine and hand washing station requests totaling less than $10,000. Orders will be completed by the process of a Government Purchase Card (GPC) transaction.

a. Ensure your Oahu Latrines and Hand Wash Station Matrix has been reviewed by your designated 25th ID TPOC.

b. Received confirmation from your Resource Manager (RM) that your Purchase Request (PR) (funding) has been loaded on your GPC and is ready for use.

c. Email the completed and reviewed Oahu Latrine and Hand Wash Station Matrix and completed credit card form to the Contractor Point of Contact (POC). The Contractor POC information will be supplied to you by your 25th ID TPOC. The Contractor will review the submitted documents and contact you to confirm receipt and/if or corrections are needed to either form.

d. As the Requiring Activity (RA), you are responsible to obtain confirmation of your requested latrine services from the Contractor.

For latrine and hand wash station requests totaling GREATER THAN $10,000.

3. For latrine and hand wash station request totaling greater than $10,000. GPC is not authorized. Orders must be completed by the Regional Contracting Office – Hawaii (RCO-HI).

DO NOT contact the Contractor directly.

There will be NO DELIVERY of latrines and/or hand washing stations without an awarded Task Order released from RCO-HI.

a. Ensure your Oahu Latrine and Hand Wash Station Matrix has been reviewed by your designated 25th ID TPOC.

b. Submit your completed package with all 4 documents listed below to the RCO-HI via Paperless Contract Files (PCF):

1. Certified Purchase Request (PR) (funding) via GFEBS – Provide your Resource Management (RM) personnel the CLIN numbers on the matrix.

2. Oahu Latrine and Hand Wash Station Matrix – Reviewed by your designated 25th ID TPOC.

3. Oahu Latrine and Hand Wash Station Matrix SOP – Signed by the designated individual assuming the role and responsibilities of the Customer TPOC. Orders will not be accepted without a signed Oahu Latrine and Hand Wash Station Matrix SOP Form.

4. Wide Area Workflow (WAWF) Primary and Secondary Acceptor Form – Signed by the GAM to ensure active access. Orders will not be accepted without a signed Primary and Secondary WAWF Acceptor Form.

c. Upon successful Task Order completion, an email will be sent to you, your Customer TPOC, RM POCs, WAWF Acceptors, and the Contractor.

d. Your Customer TPOC listed shall ensure delivery of latrine and/or handwashing station per request. Your Customer TPOC will serve as the Inspector and Acceptor for the delivery from the Contractor.

e. Your Customer TPOC is required to track the Purchase Request funding balance via a balance sheet (contracting will supply a template). Funds paid and excess funding shall be recorded and reported to the Contract Specialist with each invoice acceptance via email.

f. Brief your latrine and hand wash stations users. Fully read and understand Section 4, Contract Important Terms and Conditions.

g. Within 3 to 4 days upon completion of services rendered, you will receive an invoice via WAWF. Your WAWF Acceptor will verify invoice accuracy and accept or reject the WAWF invoice within 5 business days of receipt.

PLEASE READ. HIGH IMPORTANCE: Should you have any changes to your order prior to or during the Period of Performance (POP), contact your Customer TPOC and RCO-HI. DO NOT engage in discussions with the Contractor. You and or your Customer TPOC are not authorized to direct or instruct the Contractor unless it is regarding to personnel safety.

4. Contract Important Terms and Conditions:

a. Latrine and hand wash station service request must be provided to the Contractor at least 3 business days in advance. The Contractor will not guarantee on time delivery and emergency delivery costs may apply for requests provided to the Contractor outside of the 3 business days’ notice.

b. Ensure the completed Oahu Latrine and Hand Wash Station Matrix reflects your requested requirements. Check that your desired locations and quantities are correct. Ensure all your contact information is correct; Customer TPOC, WAWF Acceptors, and POCs listed on the Oahu Latrine and Hand Wash Station matrix.

c. The Customer TPOC must be on-site for delivery to perform Inspection and Acceptance.

d. Ensure latrines and/or hand wash stations can be placed at the designated locations when the Contractor arrives on site. Make sure access to the designated locations are not impeded (secured gates, etc.) Do not delay the Contractor. Do not ask the Contractor to return at another time.

e. The Contractor will place latrines and/or hand wash stations according to the matrix coordinates provided. Once a latrine and/or hand wash station is placed, any repositioning or change in location will incur a relocation fee. It is advised that you visually confirm the desired coordinates in person prior to submitting the completed matrix and not to rely solely on GPS coordinates alone. Latrines shall not be placed in secured or controlled locations. (Example: Behind a secured fence line/gate that requires granted access by DoD personnel Military or Civilian.)

f. The Contractor is not authorized to deliver or service latrines and/or hand wash stations during live fire exercises. Please plan your delivery or servicing accordingly.

g. Do not use latrines and/or hand wash stations not assigned to your Unit.

h. Do not throw rubbish, sanitary napkins, or ammunition into the latrines. Use only the toilet paper provided by Contractor. Do not tape, paint, or use other adhesives on the latrines. Do not lock the latrines. Your Unit will be held accountable for any cost to repair any damage incurred to the latrines and/or handwashing stations.

i. Standard cleaning services are provided twice a week following the delivery date. It is the responsibility of the Customer TPOC to ensure cleaning is being performed via in-person surveillances. The Customer TPOC shall notify the KS in writing immediately should they find that the Contractor is not performing their cleaning services as outlined in the Statement of Requirements (SOR) of contract W912CN-24-D-XXXX. Do not engage with the Contractor directly.

i. Immediately report any accident or incident regarding the latrines and/or hand washing stations to your Customer TPOC. (Example: Ammunition or any foreign material dropped into the latrine.)

j. Cancellation notice shall be received within 24 hours (1 day) before the start date. Units may be charged a One Day rental per latrine including delivery charges if the notice is not received on time.

k. Please plan accordingly. Allow 3-5 working days after all completed and approved supporting documents are received to process and issue a Task Order.

5. Requestor and/or GPC Holder is responsible to complete the request form using the following CLINs. (note: It is standard practice to order (1) latrine for every 15 persons)

Emergency Request for Services charge for latrines in service.

Emergency Request for Servicing charge for latrines in service.

Emergency Request for Services charge for latrines in service.

Emergency Request for Servicing charge for latrines in service.

6. IMPORTANT NOTES:

Contact RCO-HI more information or question regarding contract information:

(1) Contract Specialist (KS): Kyle Tanaka, email: kyle.m.tanaka.civ@army.mil

(2) Contracting Officer (KO): Jacob Kamelamela, email: jacob.c.kamelamela.civ@army.mil

Notes:

1. DO NOT make any hand-shake deal with the Contractor.

2. DO NOT argue with the Contractor

3. DO NOT direct or supervise the Contractor.

Attachments:

1. Blank Latrine Matrix

2. Credit Card Form

3. WAWF Acceptor Information

Required:

Customer TPOC signature

Required:

Customer TPOC Supervisor’s signature