Attachment 1 - Performance Work Statement (26 Jan 24).pdf

PERFORMANCE WORK STATEMENT

FOR

HANGAR DOOR INSPECTION,

MAITNENANCE AND REPAIR SERVICES

Kadena Air Base

Okinawa, Japan

18 CES/CEOES

26 Jan 24

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION

1 DESCRIPTION OF SERVICES

PAGE

3-4

2 SERVICES SUMMARY 4

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 4

4 GENERAL INFORMATION 4-9

5 APPENDICES 9-12

1. DESCRIPTION OF SERVICES.

The Contractor shall provide all management, tools, supplies, equipment, labor, transportation, supervision, and services necessary to perform inspections, semi-annual preventive maintenance (PM), and repair services for Aircraft

Hangar Doors listed in Appendix B on Kadena Air Base in accordance with manufacturer’s specifications as well as commercial practices as described in this Performance Work Statement (PWS).

1.1. BASIC SERVICES.

1.1.1. Inspection and Preventive Maintenance. The Contractor shall inspect, perform preventive maintenance, and repair services for aircraft hangar doors and door related equipment based on manufacturer’s recommendations, contractor expertise and general engineering judgements. The Contractor shall inspect and verify the working order and condition of all hangar doors listed in Appendix B and location maps in Appendix C. The result of inspections shall be fully documented with cost estimates on how much the repair will be and submitted to the Contracting Officer (CO) through the Contracting Officer Representative (COR) within 20 calendar days after the inspection and maintenance.

1.1.2. Preventive Maintenance (PM). The Contractor shall implement PM to prevent and correct deficiencies. The

Contractor’s PM shall include, but is not limited to inspection, lubrication, adjustment, cleaning and minor repair and testing of operating equipment to ensure safety and operability. Corrosion control is not required in PM. The PM shall include a semi-annual schedule indicating specific maintenance/inspection items to be accomplished for each facility.

The semi-annual schedule of the PM shall be submitted to the COR within 20 days after contract award. The contractor shall also submit a PM report within 10 days after completion of work.

1.1.3. PM shall be scheduled and performed every six months. The Contractor shall coordinate the schedule with the facility manager and update as necessary to reflect any changes to the COR. The COR will provide the facility manager list. The Contractor is responsible for coordinating escort(s) with the 18WG Airfield Construction Escort Manager at

632-8559 or 632-8553 at building 250 shown in Appendix C. The escort service is available from 07:00 to 17:00

Monday through Saturday. The Contractor is required to submit Escort Request Form in Appendix D.

1.1.4. Repair. For any repair below $10,000. the contractor shall submit a detailed cost estimate to the COR for approval. Once the cost estimate has been approved by the COR, the contractor can commence with the repair. For any repair above $10,000. the contractor shall submit a detailed cost estimate to the CO through the COR for approval. The contractor shall also provide at least two separate quotes from different vendors supporting their cost estimate. The initial action of the CO is to determine if the repair is within the scope of the contract or whether to solicit to other sources. If the repair is deemed within the scope of the contract, the CO will then determine if the price (cost estimate) is fair and reasonable. Once the price has been determined fair and reasonable by the CO, the contractor can commence with the repair. If the contractor proceeds with the repair work without prior approval from the COR or the CO, it shall be at no obligation or cost to the Government. The Contractor shall submit a written report of repair action to the COR within five days after completion of the repair.

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

1.1.6. Service Calls. The Contractor shall respond to service calls within required hour(s) response times and submit a written report to the COR within two (2) business days for normal service calls and the next business day after the call has been made for any emergency service call. The purpose of the service call is to identify or inspect the deficiency.

Prior to any action other than to identify or inspect the deficiency, the contractor shall coordinate with the COR. If any repair is required, the contractor shall follow the guidance on para. 1.1.4 of this PWS.

1.1.6.1. Normal Service Call. Upon notification of service call, The Contractor shall respond to the Government’s notification within (1) one business day of notification in service call.

1.1.6.2. Emergency Service Call. The Contractor shall respond to emergency service calls within two (2) hours after notification during normal business hours, and within four (4) hours after notification at times other than normal business hours.

1.2. SPECIAL REQUIREMENTS.

1.2.1. Workmanship. All maintenance and repair work shall be accomplished in a safe and professional manner. Care shall be exercised in the performance of the work in order to protect and preserve all existing adjacent property from any damage.

1.2.2. Welding & Brazing Permits. The Contractor shall not perform welding/brazing in any work area without prior approval from the COR and the Base Fire Department. The Contractor shall call the Fire Department (634- 4500) and/or go to Building 739 at least 24 hours in advance to obtain an AF Form 592, Welding and Brazing Permit. When approved, welding and/or brazing shall be performed with utmost care and with Base Fire Department recommended fire extinguisher on the job site.

1.2.3. The Contractor shall be responsible for maintaining all job sites. This includes but is not limited to keeping sites clean and free of fire hazards, such as, oil spills, grease, solvents, or similar flammable substances.

1.2.4. Consistent with the need for safety protection and in consideration of the various types of work to be performed hereunder, the Contractor shall provide employees protective gear that meet the standards of various craft’s safety requirements (i.e. safety goggles, face shield, welding goggles, steel toe shoes/boots, and hand gloves).

1.2.5. 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 work area. The Contractor shall control access to the work area when work is in progress.

1.2.6. Flight Line Drivers Training. The Government shall provide all required flight line drivers certification training to the Contractor as required to perform maintenance services. Once the Contractor’s employees have successfully completed the required training, the Government will issue all employees an AF IMT 483, Certificate of Competency. The Contractor shall coordinate the required flight line driver’s training with the COR.

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 Section Performance Threshold and Remedy Method of Assessment

Inspection and PM (Preventive Maintenance)

1.1. 1. ~ 1.1.3. No more than 1 valid defect per PM

Re-performance within 3 days

Periodic Inspection, Customer Complaint

Repair and Parts Removal 1.1. 4. ~ 1.1.5 No more than 1 valid defect per year

100% corrective action within 2 days

100% Inspection

Service Calls 1.1.6. No more than 2 defects per year

Response within 1 day or mutually acceptable time

Periodic Inspection, Customer Complaint

Special Requirements 1.2. No more than 1 valid defect per year

Re-performance within 3 days.

Periodic Inspection,

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

The Government will provide water and electricity where available from the worksite to the Contractor without cost. The Government will not provide any furnished property or services throughout the life of this contract.

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL.

The contractor is required to control the quality of the service provided in accordance with commercial practice. 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.

4.2. QUALITY ASSURANCE.

The Government will periodically evaluate the contractor’s performance by appointing a Contracting Officer

Representative (COR) 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 QCP 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 COR with the contracting officer’s approval shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

As mentioned above, the COR is the authorized Government representative who will perform assessments of the

Contractor’s performance. Subsequent to the contract award, the identity of the COR with a letter defining his/her duties and authority will be promptly furnished to the successful bidder/offeror.

4.2.1. The COR will inform the contract manager in person when discrepancies occur and will request corrective action. The COR will make a notation of the discrepancy on his/her 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.

4.2.2. Any matter concerning a change to the scope, prices, terms, or conditions of this contract shall be referred to the

CO through the COR.

4.2.3. The services to be performed by the Contractor during the period of this contract shall always be subject to review by the CO and COR.

4.3. SECURITY REQUIREMENTS.

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.

4.3.1. ID Passes, Badges & 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 the start of work. The Contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the CO or designated representative. At the time of application, 18th Security Forces Squadron (18 SFS) may conduct a background check on employees. Upon termination of employment, the Contractor shall be responsible for returning identification cards and base passes to 18 SFS within 24 hours.

4.3.2. Flight Line Access. The Contractor shall obtain all required training and coordination from 18 Operation Support

Squadron (18 OSS) Airfield Management to ensure that any contractor vehicle within the airfield area is operated IAW

U.S. Air Force (USAF) directives. Direction on Escort Request, Entry Authority List (EAL) and Photo Authorization

Letter (PAL) will be provided by the COR.

4.4. PHYSICAL SECURITY.

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use.

4.5. HOURS OF OPERATION.

4.5.1. The Contractor shall perform the services required under this contract during the following hours: Mon – Fri from 0730 – 1630. No work shall be scheduled or performed on Saturdays, Sundays or holidays unless previously approved or directed by the Contracting Officer Representative (COR). The Contractor may work extended hours with prior approval from the COR to ensure timely completion of work at no additional cost to the Government.

4.5.1.1. Recognized Holidays. The Contractor is not required to provide service on the following days (except to respond to emergency service calls):

Project Days Holiday

1 January New Year’s Day

3rd Monday in January Martin Luther King’s Birthday

3rd Monday in February President’s Day

Last Monday in May Memorial Day

19 June Juneteenth

4 July Independence Day

1st Monday in September Labor Day

2nd Monday in October Columbus Day

11 November Veteran’s Day

4th Thursday in November Thanksgiving Day

25 December 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.

4.6. 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:

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

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

4.6.3. Water faucets or valves shall be turned off after the required usage has been accomplished.

4.7. ENVIRONMENTAL CONTROLS.

4.7.1. Compliance with laws & regulations. The Contractor shall comply with all applicable Japan Environment

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 CO pursuant to notice requirements & negotiate a modification to the contract.

4.7.2. Material Storage and Use. The Contractor shall follow manufacturer’s guidelines and recommendations.

for control of humidity, temperature, cleanliness, and materials handling.

4.7.3. Notification of Environmental Spills. If the Contractor spills or releases any substance contained in JEGS, ch. 13.2 the

Contractor or its agent shall immediately report the incident to the KAB Fire Department at 098-934- 5911. The liability for the spill or release of such substances rests solely with the Contractor and its agents.

4.8. GOVERNMENT OBSERVATIONS.

Government personnel other than the CO and COR, may from time to time with CO coordination, observe Contractor operations. However, the personnel may not interfere with Contractor performance or make any changes to the contract.

4.9. SAFETY REQUIREMENTS.

In performing work under this contract, the Contractor shall:

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

4.9.2. Comply with the Japanese Industrial Safety and Health Act

4.9.3. 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.

4.9.4. 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.

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

4.9.6. Record and report promptly (within one hour) to the CO or COR, all available facts relating to each instance of damage to Government property or injury to either Contractor or Government personnel.

4.9.7. 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 CO.

4.9.8. If the Government elects to investigate the accident/mishap, the Contractor shall cooperate fully and assist

Government personnel in the conduct of investigation until the investigation is completed.

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

4.9.10. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones: KAB Dispatch at 098-934-5911.

4.10. CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES DURING CRISIS.

This service is determined to be non-essential for performance during crisis according to DODI 3020.41, Operational

Contract Support, para 2.c. In the event of crisis, the Contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure, or other causes. If notification to discontinue services is not received, the Contractor will be expected to continue performance in accordance with this PWS.

4.11. TYPHOON SERVICES.

4.11.1. Tropical Cyclone (Typhoon) Actions - When Tropical Cyclone Condition of Readiness (TCCOR) 2 or TC-2 is declared by KAB weather authorities, the Contractor shall suspend inspection, preventive maintenance and repair of aircraft hangar door services.

4.11.1.1. TCCOR 1C - When TCCOR 1C or TC-1C is declared by KAB weather authorities, the Contractor shall depart military bases & monitor radio/television for changes in TCCOR Conditions.

4.11.1.2. TCCOR SW - When TCCOR Storm Watch (SW) or TC-SW is declared by KAB weather authorities, the

Contractor shall report to the COR to resume services.

4.12. PHASE OUT.

4.12.1. If there is a change in Contractor or if the operation reverts to in-house, the incumbent Contractor will provide familiarization, to the Government or the follow-on Contractor, whichever the case may be. During the phase-out familiarization period, the incumbent will be fully responsible for the hangar doors operation system.

4.12.2. The Government reserves the right to conduct site visits on all Contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is not awarded to the incumbent, the incumbent Contractor will cooperate to the extent required to permit an orderly transition over to the successful contractor. With regard to the successor Contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

4.13. PUBLICATIONS.

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

a. They pertain to procedures for materials expediting herein & where the Contractor is authorized by the PWS to accomplish the work specified in the publication, regulation or operating instructions.

b. Publications prescribe USAF policies, use of materials, procedures & processes applicable to the work requirements

c. The Contractor is required to acquire & work on the latest version of the publication.

4.14. CONTRACTOR PERSONNEL.

4.14.1. Contract Manager. The Contractor shall provide a Primary & Alternate(s) Contract Manager who shall be responsible for the performance of the services. The names of the Primary & Alternate(s) Contract Manager shall be provided to the CO in writing prior to the beginning of the first performance period. The Primary & Alternate(s)

Contract Manager must be able to read, write, speak & understand English.

4.14.1.1. The Primary & Alternate(s) Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract.

4.14.1.2. The Primary & Alternate(s) Contract Manager shall be available to meet during normal duty hours on the installation with Government personnel (designated by the CO) to discuss problems. After normal duty hours, the

Primary & Alternate(s) Contract Manager shall be available the next workday.

4.14.2. 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 & its population.

4.14.3. Contractor personnel shall present a neat appearance & 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 & employee name in English.

4.14.4.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 a person who has status under the United States-Japan Status of Forces Agreement, unless that person seeks and receives approval for off-duty employment or an approved notification of employment in accordance with USFJINST 36-1001, Commercial

Activities and Private Employment in Japan, dated 7 August 2015. The Contractor shall not employ any person who is an employee of the Department of the Air Force is such employment would be contrary to the policies in AFI 64-

106, Contractor Labor Relations Activities, dated 4 October 2019.

4.15. CONTRACTOR MANPOWER REPORTING.

4.15.1. The Contractor shall report all Contractor labor hours (including sub-contractor 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.sam.gov.

4.15.2. 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 Contractor

Manpower Reporting Application (CMRA) help desk at http://www.sam.gov.

4.16. JAPANESE ROAD LAWS.

4.16.1. The Contractor shall comply with Japanese road laws while on U.S. Military Installations to specifically include Article 43, The Road Law (Japan) Prohibited Acts Relative to Roads. No person shall commit the following described acts:

4.16.1.1. 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.

4.16.1.2. Article 43-2 - Measures to be Taken to Prevent Cargo or Things Loaded on Motor Vehicle from Falling Out.

4.16.2. 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 & damage, pollute, or otherwise deface the road in such manner as to http://www.sam.gov./ http://www.sam.gov./ 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, traveling or operation of the vehicle.

4.17. REQUIRED INSURANCE BY JAPANESE LAW.

4.17.1. The Contractor shall procure & maintain during the entire period of performance under this contract, the following minimum insurance on each vehicle used by the Contractor at the work site:

4.17.1.1. Type: Automobile Property Damage insurance amount: ¥3,000,000 or the dollar equivalent. Bodily

Injury insurance amount: ¥30,000,000 or dollar equivalent.

4.17.1.2. All vehicles must be properly inspected/insured IAW Japanese Compulsory Insurance (JCI) requirements.

4.17.2. Prior to commencement of work hereunder, the Contractor shall furnish the CO 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 required Japanese law in which this contract is to be performed & in no event less than thirty (30) days after written notice thereof to the

CO.

5. APPENDICES.

A. Acronyms & Abbreviations List

B. Estimated Workload Data

C. Location Map

D. Escort Request Form

APPENDIX A

ACRONYMS & ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AFFARS Air Force Federal Acquisition Regulation Supplement

AFI Air Force Instruction

CFR Code of Federal Regulations

CMRA Contractor Manpower Reporting Application

CO Contract Officer

COR Contract Officer Representative

DFAS Defense Finance Accounting System

DoD Department of Defense

FAR Federal Acquisition Regulation

FY Fiscal Year

GFP Government Furnished Property

IAW In Accordance With

JCI Japanese Compulsory Insurance

JEGS Japanese Environmental Governing Standards

KAB Kadena Air Base

N/A No Applicable

OSHA Occupational Safety & Health Act

PoP Period of Performance

PWS Performance Work Statement

QCP Quality Control Plan

SFS Security Forces Squadron

TCCOR Tropical Cyclone Condition of Readiness

WAWF Wide Area Work Flow

USAF United States Air Force

APPENDIX B

ESTIMATED WORKLOAD

DATA

The Contractor shall provide inspection, maintenance and repair services for the Hangar Doors and related equipment listed below:

BUILDING

NAME

BUILDG

Number Number of

Machine

Number

Of Door

Dimension

Of Door

Related

Equipment

Hanger 1 781 6 6 H 8,300 cm

W 6,950 cm

N/A

Hangar 2 780 6 6 H 7,811 cm

W 6,237 cm

N/A

Fuel Maint

South

3339 6 6 H 7,900 cm

W 8,915 cm

N/A

Part Store 3541 N/A 12 H 7,722 cm

W 3,915 cm

N/A

Corrosion

Control

3542 N/A 12 H 7,722 cm

W 3,915 cm

Shutter with motor

H6,030 mm

W2,682 mm

Aero Repair 3548 10 10 H 8,712 cm Shutter with motor

Fuel Maint W 6,248 cm H1,300 mm

W4,000 mm

Inflatable Door seal

Test Cell 3559 4 2 H14,450 cm

W14,315 cm

2 H 14,450 cm

W12,535 cm

Attachment 1 - Performance Work Statement

APPENDIX C

LOCATION MAPS

Attachment 1 - Performance Work Statement

APPENDIX D

ESCORT REQUEST FORM

18th Wing Airfield Construction Escort Program Airfield Construction Escort Request Form

Projects more than 30 days: 15 Days notice. Projects less than 30 Days: 10 Days notice

Date of request

Project Number

Project Title

Project Location(s) (Provide Bldg #s or Restricted Area #s for reference or include site plan)

Project Description

Project Cost

Dates Escort(s) are needed (If your project will go beyond the completion date, please notify us of extension NLT the last week of the original completion date)

Start Date: __________________________

Completion Date: _____________________

Work Hours

Controlled Movement Area: Y/ N (If your project is within 100 ft of rwy edge you will need a CMA)

Number of Escort Requested

Number of Contractors Requiring Escort

Work On Weekends (Y/N)

Company name, POC name & Phone #

Construction Inspector Name & Phone #

Additional Info

NOTES:

No escorts on Sundays and Federal Holidays. See list of Federal Holidays.

*Contractors must pick up the escort(s) in bldg 250 and provide transportation to job site.

*Escorts must be pick up by 0900; otherwise, Escorts will be place on standby and release back to their respective

Duty section. Please notify Escort Lead if you need Escorts at at specific time for proper scheduling.

*One Escort can only escort 10 contractors.

*One Escort can only escort 6 vehicles (including the lead vehicle).

Escort Manager TSgt Cris Ocampo 718th CES/CENMD

DSN 632‐8559

Escort Manager SrA Brandon Martin

718th CES/CENMD

DSN 632‐8553

ACEP Request Form, Aug 2021