4 Atch1 Performance Work Statement 22Jun2020.pdf

Attachment 1 to Solicitation No. FA520920Q0068

PERFORMANCE WORK STATEMENT

FOR

INSPECTION AND MAINTENANCE OF

AUTOMATIC OPENING DOORS

AT

YOKOTA AIR BASE AND TAMA ANNEX,

JAPAN

22 JUNE 2020

The attached PWS is being provided in accordance with (IAW) Section 801, 10 USC 2330. Any contract or task order resulting from this request is to be acquired using performance-based principles.

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to inspect and maintain all automatic opening doors at Yokota Air Base and Tama Hills Recreation Area (Tama Annex) in accordance with commercial practice, the applicable Japanese law and its supplemental regulations as it is stipulated in this Performance-based Work Statement (PWS). A list of automatic opening doors and their locations are shown in Appendix A.

1.1. Maintenance Services. The Contractor shall perform preventative Inspection and Maintenance (I&M) service for all automatic opening doors. I&M services include (1) Semi-annual I&M, (2) Annual I&M, (3) Repair Service Calls and (4) Level II Work. Any repairs that are beyond the scope of this section shall be brought to the immediate attention of the Contracting Officer’s Representative (COR) for further coordination.

1.1.1. Semi-annual Inspection/Maintenance. The Contractor shall perform preventive semi-annual I&M services for all automatic opening doors listed in Appendix A in accordance with manufacturers’ specifications and any commercial practices. The service shall be performed at least once every six months at not more than 179 day intervals, to ensure reliable and continuous safe operation until the next scheduled maintenance. The preventive maintenance work is identified as, but is not limited to the cleaning, the lubricating, the adjustment of system and the replacement of expendable parts.

1.1.1.1. Work Schedule. The Contractor shall provide the COR & Contracting Officer (CO) with an annual work schedule for the basic period of the contract not later than (NLT) 10 working days prior to contract start date. The Contractor shall provide the work schedule for the following year NLT 10 working days prior to the end of the current contract year. The schedule shall show the building, time, and day of the I&M service as shown in the SAMPLE WORK SCHEDULE in Appendix B. The COR will evaluate the Contractor’s schedule and will send recommendations to the CO for approval. The Contractor shall not deviate from the approved schedule without prior approval of the CO.

1.1.1.2. Report. The Contractor shall prepare and submit a written report in English within five (5) business days after the date that I&M is performed. The report shall identify each automatic opening door, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the automatic opening doors in accordance with manufactures’ report and any commercial practices.

1.2. Annual Inspection/Maintenance. The Contractor shall also perform an annual inspection of all automatic opening doors in accordance with Japanese Industrial Standard, manufacturer’s inspection/test manuals and recommendations by a Ministry of Health, Labor, and Welfare Certified Automatic Opening Door Inspector. The Contractor shall furnish an appropriate fully completed sticker placed in plain view on the frame of each set of doors immediately after completion of the annual I&M. The Contractor shall submit the original signed summary inspection report to the COR and its copy to CO. The summary inspection report shall consist of the date inspected, maintained, and/or tested, maintenance company name, address, phone number, and written name and signature of the inspector in accordance with manufactures’ inspection report and any commercial practices.

1.3. Repair Service Calls. In addition to the preventative semi-annual inspection and maintenance of automatic opening doors, on-site service shall be performed when the COR notifies the Contractor of any operational failure of automatic opening doors. The Contractor shall survey the defects within 24 hours after receiving a call and notify the COR of an estimated time and cost for the repair. All repair work shall be in accordance with manufacturers’ specifications and any commercial practices above and beyond the requirements of such specifications. The Contractor shall commence repair work after coordination with the COR. When required parts are not available, the contractor shall notify the COR the same working day it is discovered and provide an estimated delivery day of parts. The Contractor must notify the customer of all projected downtime and estimated time for repair. The Contractor shall prepare and submit written report within two (2) business days after the repair services are completed. The report shall include the date and time of the service call, the location of the automatic opening door, the repairs performed, and the name of the technician performing the repairs. If a repair is found to be beyond the scope of repair service call, the Contractor shall withhold repair and provide the COR with diagnosis and recommended course of action to repair the defects.

1.4. Level II Work. Level II work is any work, which is not covered by paragraphs 1.1 thru 1.3. Level II work is the repair or restoration of automatic opening doors using parts or components beyond the scope of preventive maintenance, such as defects or damages caused by inappropriate use, disaster, and other factors that requires the technical expertise necessary to rectify any automatic opening door safety deficiencies. The performance period and cost of all level II work are subject to negotiation between the Contractor and the Government. Level II work will be issued by modification to this contract. Maximum amount for level II work is limited to the yen equivalent of $20,000 per each contract modification.

1.4.1. Material Submittals. The description of the information for parts to be used for Level II work other than consumable service parts shall be submitted to the CO for approval, prior to commencement of actual repair or replacement. Approval of materials shall be recorded using Air Force (AF) Form 3000, Material Approval Submittals. If replacement work was executed by emergency, and the parts did not have prior approval from the Government, the Contractor shall include the information in a written report to be submitted after completion of such repair or replacement.

1.5. General Information.

1.5.1. Quality Control. The Contractor shall develop and maintain a quality control program to ensure the services are performed IAW the PWS, standards of the contract.

1.5.2. Quality Assurance. The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by one of the following methods: watching performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR shall record the result of surveillance in accordance with para 2. of Service Summary. Results of the surveillance then become the official Air Force record of the Contractor’s performance.

When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR in accordance with instructions provided and return it to the CO within 10 calendar days of receipt.

1.5.3. Government Remedies. The CO will follow FAR 52.212-4, Contract Terms and Conditions - Commercial Items for the Contractor’s failure to perform satisfactory services or failure to correct non- conforming services.

1.5.4. Contractor Personnel.

1.5.4.1. Project Manager (PM). The Contractor shall provide a PM who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates who shall act for the Contractor when the manager is absent, shall be designated in writing to the CO. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract and shall be individuals who are capable of conversing in, and comprehending English.

1.5.4.1. Contract Employees. Contractor personnel shall be easily recognizable 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 Contractor’s company name and the employee’s name.

1.5.4.2. Removal of Contractor’s Employees. The Contractor shall utilize only experienced, responsible, and capable employees in the performance of this contract. The CO may require that the Contractor remove from the Government job any of his/her employees who endanger persons or properties, or whose continued employment under this contract is inconsistent with the interests of military security.

1.5.4.3. Other Country Nationals (OCN). The Security Forces on each base control entry to the base. Under certain circumstances, the OCN might be denied entry. It is the Contractor’s responsibility to coordinate with the Security Forces at each base when there is a question about particular circumstances.

1.5.4.4. Subcontracting. The subcontractors shall meet the standards required by this contract to perform the service. The prime Contractor is responsible for the performance of the subcontractors.

1.5.5. Hours of Operation.

1.5.5.1. Work Hours. The Contractor shall perform the services required under this contract for repair service calls during the following hours:

Normal duty hours: Monday through Friday, 0730 to 1630 hours. (Except an emergency)

1.5.5.2. Holidays. The Contractor shall not schedule monthly inspection/maintenance service on the following holidays:

U.S. Holidays

1st January New Year’s Day 3rd Monday of January Martin Luther King, Jr’s Birthday 3rd Monday of February Washington’s Birthday Last Monday of May Memorial Day 4th of July Independence Day 1st Monday of September Labor Day 2nd Monday of October Columbus Day 11th of November Veterans Day 4th Thursday of November Thanksgiving Day 25th of December Christmas Day

Note: Normally, holidays that fall in Saturday will be observed the preceding Friday.

Holidays falling on a Sunday will be observed the following Monday.

1.5.6. Security Requirements/Base Passes. All Contractor employees will be issued base passes (Identification Cards) which shall be carried by the individual bearers at all times while on United Stated Government premises. The Contractor shall submit written requests for base pass issuance to the CO and shall be responsible for all base passes issued to his/her employees and employees of any subcontractors. The Contractor shall return all base passes to the Japanese Pass Section at Yokota Air Base upon termination of employment or completion of the contract.

1.5.6.1. Gate Passes. In order to obtain Gate Passes, the Contractor may be required to

(1) submit certificates of residence with mentioning permanent address and an ID photo and (2) make appointments at the Installation Pass Offices to take ID photos and pick up issued passes. The Contractor is responsible for the expenses and costs that they would incur in order to obtain Gate Passes.

1.5.6.2. Vehicle Passes. In order to obtain Vehicle Passes, the Contractor shall submit the proof of valid liability insurance that must cover the automobile liability insurance in the types and minimum amounts of (1) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (2) Property Damage - ¥3,000,000 per occurrence.

1.5.7. Access to Restricted Sites. The Contractor shall contact the COR prior to work around restricted areas that require access. The Contractor shall notify the COR that the area is clear after completion of duties.

1.5.8. Warning Signs. When services are being performed, the Contractor shall provide proper warning signs and barricades to warn all persons of the dangers of entry into the automatic opening doors. The Contractor shall control persons desiring access into the automatic opening doors when work is in progress.

1.6. Performance of Services during Crisis Declared by the National Command Authority or Overseas Combatant Commander. The Contractor is not required to perform all services listed in this PWS during crisis.

2. SERVICES SUMMARY (SS). The following SS identifies the performance objectives and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Para Performance Threshold Method of

Assessment SS# 1: Preventive Maintenance.

Automatic opening doors are fully operational.

1.1 95% of all automatic opening doors are fully operational with no more than 5 shutdowns per month.

Periodic Inspection

SS# 2: Repair Service Calls.

Repairs are made in a timely manner;

Customers are informed of expected repair time. Response and repair is made within the specified downtime.

1.3 100% of the repair service calls are completed satisfactorily and no more than 3 failures to respond per month.

100% Inspection

SS#3. Submit Work Schedule, Maintenance and Repair Reports.

Work schedules and accurate repairs are delivered on time.

1.1.1.1.

1.1.1.2.

1.2.

100% of the work schedules and accurate repairs are delivered on time and no more than 3 defects per month.

100% Inspection

SS#4. Level II Work.

Work will be initiated/completed within the negotiated performance period.

1.4.

100% of the level II work is accomplished and no more than 2 failures to accomplish the work within the negotiated performance period.

100% Inspection

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

3.1. Government-Furnished Utilities. For the performance of this contract, the Government will provide the Contractor with electricity, water and sewage at facilities where available without cost.

3.1.1. The Contractor shall make sure employees practice utility conservation. The Contractor shall be responsible for operating under conditions that prevent the waste of utilities.

3.1.2. Employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

3.2. Following services are available in emergency by Defense Switched Network (DSN) call 911:

a. Security Police

b. Fire Department

c. Hospital Emergency (Reimbursable Basis)

3.2.1. Any time the Contractor uses one of the above services, the PM shall immediately report to the COR with all of the details.

3.3. Key Control. The Contractor shall conduct a key inventory and submit the list of all keys (For automatic opening doors control keys and/or mechanical room keys) issued by the Government. The contractor shall ensure the keys are not lost, misplaced and/or, used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government.

3.3.1. The Contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys.

3.3.2. In the event keys other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor.

3.3.3. The Contractor shall limit use of keys issued by the Government to the Contractor’s or subcontractor’s employees. The Contractor shall control access with all Government provided lock combinations to preclude unauthorized entry.

4. CONTRACTOR FULL-TIME REPORTING.

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

4.2. 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 each calendar year. Contractors may direct questions to the CMRA help desk.

4.2.1. Reporting Period: Contractors are required to input data by 31 October of each year.

4.2.2. Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

4.2.3. User Manuals. Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for Government personnel and contractors are available at the CMRA link at http://www.ecmra.mil.

4.3. Damages, Destruction, Injury, or Death. The Contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment or property of any type, whether Government owned or not. The term “Contractor” includes the Contractor, its agents, servants, or employees.

4.3.1. The Contractor shall submit these reports to the CO through the COR as follows.

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Report may be either verbal or facsimile.

(2) A complete written report shall be submitted within 96 hours after occurrence of the incident. A copy of this report shall be furnished to the COR.

5. APPENDICES.

A. Estimated Workload Data B. Sample Work Schedule http://www.ecmra.mil/

APPENDIX A

ESTIMATED WORKLOAD DATA

1. SUMMARY

a. Number of Automatic Opening Doors

ITEM DESCRIPTION QUANTITY

1 Number of Automatic Opening Doors (Double) 37 EA

2 Number of Automatic Opening Doors (Single) 10 EA

b. Anticipated Number of Service Calls per Year

ITEM DESCRIPTION QUANTITY

1 Repair Service Calls for Automatic Opening Doors 15 EA/Year

2. LOCATION AND SPECIFICATIONS of Automatic Opening Doors

Bldg.

No.

Total Qty

Single Door Qty

Double Door Qty

Manufacturer Notes

15 2 2 Nabco NAF Facility 20 1 1 Nabco NAF Facility 30 1 1 Nabco NAF Facility 31 2 2 Nabco

35 2 2 Nabco Walk-in freezer behind building

80 4 2 2 Nabco Double doors swing instead of slide

316 2 2 Nabco 375 2 2 Nabco Tama Annex 410 2 2 Nabco 563 1 1 Nabco

570 12 2 10 Nabco and Teraoka

703 1 1 Nabco

714 4 4 Nabco

924 1 1 Nabco

1010 2 2 Nabco Tama Annex 1213 2 2 Unknown 1249 1 1 Smillion 1380 1 1 Nabco 2066 2 2 Nabco 3015 2 2 Nabco

APPENDIX B

SAMPLE

WORK SCHEDULE

CONTRACT NO.: FA5209XXPXXXX

INSPECTION & MAINTENANCE OF AUTOMATIC OPENING DOORS AT YOKOTA AIR BASE

AND TAMA ANNEX

1. SEMI-ANNUAL I&M: MONTH, DATE, BLDG NO. and TIME

OCT-20XX

Start Time 0700 0800 0900 1000 1100 1300 1400 1500

Day 1

Bldg 570 (Single) Bldg XXXX Bldg XXXX Bldg XXXX Bldg XXXX

Bldg 570 (Double)

Bldg XXXX Bldg XXXX Bldg

XXXX

Bldg

XXXX

Bldg

XXXX Bldg XXXX

Bldg XXXX Bldg XXXX Bldg XXXX Day 2 Bldg XXXX Bldg XXXX B4157 Bldg

XXXX

Bldg

XXXX

Bldg

XXXX

Bldg

XXXX

Bldg

XXXX

Bldg XXXX B816 Bldg

XXXX

Day X

NOV-20XX

SEP-20XX

Day << Time >> << Bldg. No. >>

Day < Same as above >

2. ANNUAL INSPECTION: MONTH, DATE, BLDG NO. and TIME

Month-20XX

Day << Time >> << Bldg. No. >>

Day < Same as above >

Submitted by:

Name Company Name Phone No.

Reviewed by: Approved / Disapproved by:

COR Name, COR CO / CA Name

374 CES/CEOES 374 CONS/PKBA

Yokota Air Base, Japan Yokota Air Base, Japan