PWS_Format_for_OWS_Inspection_Services.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Facility Wide Oil/Water Separator Cleaning and Inspection Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to assess, clean, inspect and return to operation 12 Oil/Water Separators (OWSs) and 1 grease trap listed in Appendix A. Assess 1 additional OWS and provide report recommendations on all units, as defined in this PWS. Work will be completed in multiple locations throughout the Base.

1.2 Background: The contractor shall perform an initial assessment of each unit covered under this contract utilizing the Oil/Water Separator Inspection Checklist (Form 6; see Appendix B). Contractor shall develop a work plan for approval based on initial assessment. All units shall be emptied, cleaned following current industry approved methodologies identified in the work plan. Unit inspection shall be completed after cleaning and before returning to operation in order to determine unit integrity and effectiveness. A Final Conditions Report shall be submitted based on observations for each unit.

1.3 Period of Performance (PoP): Work must be completed within 60 days after date awarded contract to facilitate the duties of Air National Guard personnel and safety of the mission.

1.4 General Information: Contractor and all personnel shall comply with the Standard Industry of New York State Codes. Contractor shall work within the time line specified by COR.

• Contractor shall field verify all site conditions, quantities, measurements, and project requirements.

• Contractor shall protect and barricade all work areas at all times to protect workers and the public from injury.

• Contractor shall protect all structures, utilities, vegetation, sidewalks and vehicles from damage at all times. Replace all damaged materials with new materials to the satisfaction of the Government, at no additional cost to the Government.

1.4.1 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Independence Day: July 4th

1.4.2.6 Labor Day

1.4.2.7 Columbus Day

1.4.2.8 Veterans Day: November 11th

1.4.2.9 Thanksgiving Day

1.4.2.10 Christmas Day

1.4.3 Work hours shall be Monday thru Friday 0700-1530 hours, with the exception of Federal holidays. Contractor must have prior approval in writing to work outside these guidelines. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.3.1 Unscheduled gate closures by the Security Forces Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.3.2 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance.

1.4.4 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DOD and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.4.1 COMSEC/IT Security. All communications with DOD organizations are subject to communications security (COMSEC) review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DOD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DOD organizations. Therefore, the contractor is advised that any time contractor place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DOD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.2.2 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.4.5 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.6 Contract Manager (CM): The contactor shall provide a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive directions and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.7 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the KO within 14 days of an employee’s departure.

1.4.8 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.9 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance IS Information System(s) KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will not furnish any workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment.

3.2 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount. Any connection to a water supply must be protected by a backflow prevention device approved by the COR.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall furnish all labor, equipment, tools, appliances, transportation, and materials to clean, inspect and return to operation 12 Oil/Water Separators (OWSs) and 1 grease trap listed in Appendix A as well as assess an additional OWS.

5.1 Initial Assessment: Within 5 business days after date awarded contract, contractor shall complete initial assessment of the OWSs and grease trap. The assessment will require accessing and visually inspecting all units and unit components to the furthest extent possible including what is indicated on the Oil/Water Separator Inspection Checklist (See Appendix B, Form 6). Contractor is responsible for determining oil levels, sediment levels and condition of coalesce plates if present. Skimmer and/or saddle tanks shall be inspected for product level. For the grease trap, measure and record depth of solids layer; check for extreme odors; check for a visible solidified cake of grease. Contractor will complete a Form 6 for each OWS and grease trap assessed and provide the completed forms to the COR. The initial assessment will be the basis of the submitted work plan.

5.2 Additional Assessment: Additionally, the contractor will assess and complete a Form 6 for OWS S-13. OWS S-13 will not be included in follow-on cleaning and post-cleaning inspection work. However, the contractor shall include inspection methodology, photo documentation of current conditions, deficiencies identified, field notes while on site, recommendations for continued operation or removal, and any other requirements specified in the Final Conditions Report.

5.3 Cleaning: To allow for mission planning, the contractor shall provide notice to the COR 5 business days before beginning cleaning actions. The use of detergents to clean the units is not authorized unless approved by the COR.

5.3.1 Work will include (but is not limited to) the removal of industrial waste water, oil, sludge and loose coatings from OWSs, grease trap, waste collection tanks, and other unit components. All material removed shall be recycled. Treatment/recycling facilities shall comply with all local, state and federal rules and regulations. Contractor shall provide to KO documentation of proper chain-of-custody and recycling including weight of materials recycled (such as delivery receipts).

5.3.2 Oil/Water Separators: The total contents of the separator shall be removed including oil, water, and sludge. Coalescing medium/baffle (if present), must be cleaned of all sludge deposits under this cleaning process.

5.3.2.1 Do not to let any residues reach the discharge pipe or escape.

5.3.2.2 A thorough inspection must be completed of the interior walls, floors and all associated components of the unit to ensure proper operability, including all monitoring and sensor equipment. All deficiencies must be documented in the Final Conditions Report for each Unit inspected.

5.3.2.3 OWS shall be returned to operability once cleaning and inspection service has been completed.

5.3.3 Skim/Saddle/Ancillary Tanks: The liquids in these collection tanks must be evacuated and flushed out in their entirety. These tanks shall be left dry (i.e., no water or rinsing is to be carried out on these oil collection tanks.)

5.3.4 Grease Trap:

5.3.4.1 Remove and properly dispose of solid materials (e.g. grease pancake).

5.3.4.2 A thorough inspection must be completed of the interior walls, floors and all associated components of the unit to ensure proper operability. All deficiencies must be documented in the Final Conditions Report.

5.3.4.3 Once cleaning and inspection have been completed, the grease trap shall be returned to operability.

5.4 Final Conditions Report: Report shall include inspection methodology, photo documentation of current conditions, deficiencies identified, field notes while on site, recommendations for continued operation or removal, and any other requirements specified in this SOW. Provide report to KO no later than the end of the period of performance.

5.6 Contractor Manpower Reporting Application (CMRA):

5.6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau 174th ATKW via a secure data collection site.

5.6.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil.

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

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