02_PWS Sliding Doors Mx (Rev - 1) 20 Jun 2024.pdf

PERFORMANCE BASED WORK STATEMENT

FOR

MAINTENANCE INSPECTION & REPAIR SERVICE OF

AUTOMATIC SLIDING DOORS SERVICES

18 CES

Kadena Air Base, Japan (Rev - 1) 20 June 2024

PWS Review by: CO/CA/CS _____________________Date:

Final Review : QAPC ______________________ Date:

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 2

2 SERVICES SUMMARY 4

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 5

4 GENERAL INFORMATION 5-14

5 APPENDICES 15

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to Maintenance Inspection & Repair Service of Automatic Sliding Doors in a manner that will ensure continuous and safe operation at various US military housing installations on Okinawa and specified other facilities at Kadena Air Base as listed in Appendix B (Equipment list). Automatic Doors Maintenance and Repair practices shall be in compliance with commercial, manufacturers, and regulatory standards, including the Japanese Environmental Governing Standards (JEGS).

1.1. BASIC SERVICES.

1.1.1. PREVENTIVE MAINTENANCE INSPECTION (PMI) PROGRAM. The contractor shall implement a preventive maintenance inspection program as specified by each sliding door manufacturer to prevent and correct deficiencies with equipment items, minimizing breakdowns and service interruptions, extending components service life, and maximizing operating efficiency.

The contractor’s PMI plan shall include, but is not limited to the inspections and services of lubrications, adjustment, and replacement of parts and repair of components. This PMI plan shall be established based upon the manufacturer’s recommendation, contractor expertise, and general engineering judgments. The submitted plan shall include equipment components to be inspected and maintained, inspection and maintenance frequencies, and reporting methodology.

1.2. SPECIAL REQUIREMENTS.

1.2.1. CORRECTIVE MAINTENANCE. Corrective maintenance is work that is required to return a system or components to proper operating condition. It is maintenance, replacement and repair work that is $5,000 or less in materials. Corrective maintenance is required on a routine basis as result of preventive maintenance inspections or service calls. The contractor shall submit a detailed cost estimate to the COR for job order below $5,000. Repairs exceeding $5,000 in material costs are subject to the CO’s approval. The contractor shall submit a detailed cost breakdown to the CO through the COR for job order that exceeds $5,000. The CO will make the determination to have the work performed under this contract or to solicit other sources. If the contractor proceeds with work without prior approval from the CO or COR, it shall be at no obligation to the government.

1.2.2. Job Orders. The contractor shall assign a job order number to each deficiency identified during preventive maintenance or service call. Multiple deficiencies or a work of different nature and origin shall not be combined to form one job order.

1.2.3. Parts Removal. Prior to removal of a part or a component, the contractor shall show the evidence to the COR that the specific part or particular component is defective, damaged or is beyond economical repair.

1.2.4. Reimbursable Parts. The contractor will be reimbursed for parts cost only. No overhead, general, administrative, labor or profit shall be included for reimbursable items. Discounts, core credits and rebates on items provided to the contractor from a different source shall be credited to the government. A copy of the billing invoice from the suppliers shall be furnished to the COR.

Cost of parts shall be paid by appropriate (MFH, 733 AMS and O&M) Government Purchase Card (GPC) as required.

1.3. MAINTENANCE SERVICES.

1.3.1. Maintenance Work. The contractor shall perform preventive maintenance during monthly, quarterly or semiannually inspection to ensure reliable and continuous safe operation.

The maintenance work shall be in accordance with commercial practices or manufacturer’s specifications. The inspection and maintenance shall include, but is not limited to, lubricating, testing, adjusting, installing, and replacing all parts and components necessary to maintain automatic doors in operational condition.

1.3.2. Doors. The contractor shall check proper operation of automatic doors. The speed of opening and closing shall be examined and adjusted as required.

1.3.3. Sensor. The contractor shall check proper operation of sensors. The detected ranges shall be examined and adjusted as required.

1.3.4. Motor. The contractor shall check proper operation of motor. Check abnormal vibration and noise during operation.

1.3.5. Controller. The contractor shall check and adjust as required.

1.3.6. Electrical. The contractor shall check proper operation of switches and connections. The contractor shall examine and adjust as required.

1.3.7. Belt. The contractor shall check and adjust as required.

1.3.8. Rail & Roller. The contractor shall check and adjust as required.

1.3.9. Lubrication. The contractor shall lubricate as required.

1.3.10. Clean. The contractor shall clean and dust all system components.

1.4. SERVICE CALLS. The contractor shall provide a telephone number to the COR reserved as service/trouble call hot line, manned by the contractor personnel eight (8) hours a day as specified in paragraph 4.6, five (5) days a week. The contractor shall respond to service/trouble calls timely manner (within three (3) working hours as much as possible) upon receipt of notification. All repairs, replacement of parts, of if the replacement for the entire unit is necessary to bring back the unit to full operational condition shall be completed within three (3) working days after responding to the service/trouble call. The contractor shall notify the COR of all projected downtime and estimated time for repair. The contractor shall prepare and submit a written report to the COR within two (2) business days after the repairs are completed. The report shall include the date and time of the service call, the location, repairs performed, and the name of the technician who performed the repairs. If separate CLIN for service calls is created in the contract, the following sentences will be deleted. Cost of service calls shall be paid by appropriate (MFH, 733 AMS and O&M) Government Purchase Card (GPC) as required.

1.4.1. EMERGENCY SERVICE CALLS. There may be emergency responses require in addition to the Normal Hours of operation (4.6.1.).

2. SERVICES SUMMARY.

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable. The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel, however, inspection of any contract requirement is authorized.

Performance Objective PWS Para Performance Threshold Preventive Maintenance Inspection

Corrective Maintenance

Maintenance Services

1.1. - 1.1.4.

1.2. – 1.2.4.

1.3. – 1.3.10.

No more than 10 valid defects per month

Service Calls

1.4. – 1.4.1.

Response to and repairs of service calls are timely 95% of the time

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. UTILITIES. Water and electricity, where and if available, will be provided to the contractor without cost. Water faucets or valves shall be turned off when not in use. If extra lights are needed in a maintenance area, the contractor shall provide those extra lights. The Government will not be responsible to provide those extra resources.

3.2. SECURITY POLICE AND FIRE PROTECTION. The following telephone numbers are furnished:

Kadena AB Marines Army

EMERGENCY 911 911 911

Provost Marshall 645-3504 644-4700 Fire Protection 634-2351 645-3776 644-4677 Security Police 634-2476 645-7441 644-4715

3.3. Government Personnel: The Government will designate a Contracting Officer (CO) who will be the point of contact for all contract matters. The CO may assign a Contracting Officer Representative (COR) to act on his/her behalf. The CO will identify to the contractor the designated COR in writing prior to the start of this contract.

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL.

The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.1.1. The government shall rely on the contractor's existing quality assurance systems as a substitute for government inspection and testing, when contracting for commercial services, unless market research indicates otherwise.

4.2. CONFORMANCE. Reserved.

4.3. QUALITY ASSURANCE.

The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.3.1. The Contracting Officer’s Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

4.3.2. The COR(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

4.3.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR(s).

4.3.4. 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 the Contracting Officer or authorized representative(s).

4.4. 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.

4.4.1 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 Okinawa 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.

4.5. PHYSICAL SECURITY. Reserved.

4.6. HOURS OF OPERATION.

4.6.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: 07:30 ~ 16:30, Monday through Friday, except on U.S.

holidays (except to respond to service calls) specified in paragraph 4.6.1.1.of this PWS. The contractor may work, with coordination of the COR and prior approval of the Contracting Officer as required, extended hours to ensure timely completion of work at no additional cost to the government.

4.6.1.1. Recognized Holidays. The contractor is not required to provide service on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

4.7. 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:

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

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

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

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

4.8. RECORDS. Reserved.

4.9. PERFORMANCE PERIOD. Reserved.

4.10. ENVIRONMENTAL CONTROLS.

4.10.1. 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.

4.10.2. 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 Kadena AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

4.11. GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and COR, may from time to time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

4.12. SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall:

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

4.12.2. 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.

4.12.3. Develop and provide a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

4.12.4. 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.

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

4.12.6. 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.

4.12.7. 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.

4.12.8. 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.

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

4.12.10. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

While working on Kadena, call Kadena Dispatch at 098-934-5911 or 098-962-9445.

While working on Camp Foster, or Camp Kinser, call Foster Dispatch at 098-911-1911.

4.12.11. SPECIAL SAFETY PROVISIONS.

4.12.11.1. The contractor shall not perform welding in any work area without prior approval from the CO/COR and the Kadena Air Base Fire Department. The contractor shall call the Fire Department (634-4500) and/or go to Bldg 739 at least 24 hours in advance to obtain an AF Form 592, USAF Welding, Cutting and Brazing Permit. When approved, welding shall be performed with utmost care and with a Kadena Air Base Fire Department recommended fire extinguisher on the job site. The Contractor shall provide a copy of the AF Form 592 for scheduling to the COR. The copy will filed in the contract folder. The AF Form 592 will only be issued by the Kadena Air Base Fire Department.

4.12.11.2. Consistent with the need for safety protection and in consideration of the various types of work to be performed hereunder, the contractor shall provide his employees with protective devices that meet the standards for various crafts safety requirements.

4.12.11.3. The contractor shall be responsible for maintaining all job sites in clean condition, free of fire hazards, such as oil spill, grease, solvents, or similar flammable substances.

4.13. SPECIAL QUALIFICATIONS.

4.13.1. Qualification of Automatic Doors Mechanics.

The contractor shall ensure employees have the following current and valid professional certifications before starting work under this contract. At least one automatic door mechanic shall possess a current certificate of Technical expert issued by the Japanese minister of Health, Labor and Welfare or the Governor of Okinawa prefecture. Other technicians employed to maintain and repair the automatic sliding doors shall have at least three (3) years verifiable experience repairing the equipment types and ratings specified. Helpers or apprentices shall be permitted to work under the supervision of a certified mechanic only. The contractor shall furnish a list of all personnel and their qualifications at the time of proposal submission for review by the CO.

4.13.2. Diagnostic Software and equipment. The contractor shall have the proper diagnostic software and equipment in order to properly identify, adjust and repair a circuitry problem in the controller systems.

4.14. PARTNERING AGREEMENT.

The contracting officer may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment. Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the civil engineer manager, the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

4.15. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.41. This service is determined to be non-essential for performance during crisis according to DODI 3020.41, Operational Contract Support, paragraph 2.c.

4.16. PHASE OUT. Reserved.

4.17 PUBLICATIONS.

4.17.1. Compliance with all publications, regulations and operating instructions provided by the Government is required when:

4.17.2. They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

4.17.3. The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

4.17.4. The contractor is required to acquire and work on the latest version of the publication.

4.18. CONTRACTOR PERSONNEL

4.18.1. Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

4.18.1.1. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

4.18.1.2. The contract manager or alternate shall be available during normal duty hours within two (2) hours to meet on the installation with government personnel (designated by the CO) to discuss problems. After normal duty hours the manager or alternate shall be available within four

(4) hours.

4.18.2. Contractor Employees: 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 well being or operational mission of the installation and its population.

4.18.2.1. 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.

4.18.2.2. 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, Air Force Industrial Labor Relations Activities.

4.18.2.3. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.19 CONTRACTOR MANPOWER REPORTING

4.19.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

http://www.ecmra.mil/

4.19.2. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY) which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

4.20. JAPANESE ROAD LAWS

4.20.1. The contractor 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:

4.20.1.1. 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.

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

4.20.2. 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.

4.21. REQUIRED INSURANCE by JAPANESE LAW

4.21.1. 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.

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

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

4.21.2. Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S.

Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

5. APPENDICES

A. Acronyms & Abbreviations List

B. Equipment List

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

DEPT Department

DOD Department of Defense

FAR Federal Acquisition Regulation

OSHA Occupational Safety and Health Act

PWS Performance-Based Work Statement

USAF United States Air Force

APPENDIX B

EQUIPMENT LIST

Customer Doors Annual Service QTY Door Type Manufacture

Military Family Housing (MFH) Bldg 376 Foster Tower 4 12 DSD NABCO Bldg 377 Foster Tower 4 12 DSD NABCO Bldg 378 Foster Tower 4 12 DSD NABCO Bldg 2602 Foster Tower 2 12 DSD YANUSU Bldg 2604 Foster Tower 2 12 SSD STANLEY Bldg 848 Kinser Tower 1 12 DSD STANLEY

733 AMS

Bldg 3409 AMC Terminal 3 12 DSWD DAIHATSU Bldg 3409 AMC Terminal 2 4 SSD STANLEY Bldg 3409 AMC Terminal 7 4 DSD STANLEY / JAPAN AUTO DOOR Bldg 3409 Terminal Annex 5 4 DSD NABCO

O&M Bldg 10 18 Wing HQ 1 4 DSD MILION Bldg 93 Shoppette 2 4 DSD YANUSU / JAPAN AUTO DOOR Bldg 113 Bowling Center 2 4 DSD DAIHATSU Bldg 160 Post Office 2 4 DSD STANLEY Bldg 313 Officer's Club 1 4 SSD JAPAN AUTO DOOR Bldg 332 Shogun Inn 2 4 SSD YANUSU Bldg 412 BX 6 4 DSD STANLEY Bldg 412 BX 6 2 DSWD STANLEY Bldg 412 BX 4 2 SSWD STANLEY Bldg 437 TLF 1 4 SSD YANUSU Bldg 792 GSA Mart 1 4 DSD JAPAN AUTO DOOR Bldg 981 Shoppette 2 4 SSD STANLEY Bldg 981 Shoppette 1 4 DSD STANLEY Bldg 3629 Seaside Inn Restaurant 3 4 SSD JAPAN AUTO DOOR

TYPES: SSD = Single Sliding Door, DSD = Double Sliding Door, SSWD = Single Swing Door DSWD = Double Swing Door, Service QTY: (12 = Monthly, 4 = Quarterly, 2 = Semiannually)