Attachment 1 - PWS dated 5 Oct 2026.pdf

PERFORMANCE BASED WORK STATEMENT

FOR

Heating, Ventilation & Air Conditioning (HVAC) Systems

SERVICES

AT

DEFENSE COMMUNICATIONS DETACHMENT

(DCDO)

Kadena Air Base, Japan (October 05, 2026)

PWS Review by: CO/CA/CS _____________________Date:

Final Review : QAPC ______________________ Date:

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SERVICES SUMMARY 3

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 3

4 GENERAL INFORMATION 3-9

5 APPENDICES 10

1.DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to operate and maintain (Heating, Ventilation, and Air conditioning (HVAC) Maintenance services at DCDO Camelus, Okinawa, Japan. The contractor shall perform to the standards in this contract.

1.2. BASIC SERVICES.

1.2.1 PREVENTIVE MAINTENANCE. The contractor will be responsible for implementing an effective and efficient Preventive Maintenance Inspection and Service (PMIS) system for HVAC and support systems. PMIS is the examination, lubrication, minor adjustment, and minor repair of equipment systems. The primary objective of the PMIS is to maximize useful life of systems and equipment, and minimize costly breakdown repairs. PMIS is concerned primarily with equipment and systems that, if disabled, would interfere with essential operations, endanger life and/or property, or involve high cost or long lead-time for replacement. Equipment and systems breakdown will be reported immediately to the Quality Control Inspector (QCI) or their designated representative.

1.2.1.1 The contractor will complete a comprehensive inventory of all HVAC systems and support systems within 30 days after contract award.

1.2.1.2 The contractor will obtain, as available, the appropriate manufacturers operational and maintenance manuals to determine routine PMIS requirements.

1.2.1.3 The contractor will report the PMIS, status of service calls, and emergency calls to the QCI before 16:30 monthly on a specified day that will be determined by the QCI.

1.2.1.4 Within 30 days from the contract award date the contractor will provide to the QCI for approval, a written six-month schedule for performing preventive maintenance inspections. The approved monthly schedule will be strictly adhered to unless otherwise authorized by the QCI.

1.2.2 General Requirements. The following general requirements are applicable to and amplify the specific PMIS program requirements contained in paragraph 1.2.1.

1.2.2.1 Regular Adjustment. Regular adjustments as required for efficient, economical and safe performance of equipment will be made at the time of each scheduled PMIS visit.

1.2.2.2 Lubrication. The contractor will verify the manufacturer’s lubrication instructions to ensure each piece of equipment has the proper amount of oil and add or remove as required. Lubricate if a grease dispenser or oil cup is less than half full; change oil when it becomes dirty and clean all clogged oil lines. Compressor oil will be changed every time housing is “broken” for any reason. The contractor will clean, check and repack all bearings in accordance with the manufacturer’s instructions.

1.2.2.3 Periodic Cleaning and Sanitation. Cleaning of work areas and mechanical equipment rooms, systems, drains, drain piping, traps and pans, condenser coils, oil filters, applicable air :

filters, after coolers, cooling and/or heating coils, blower shields and fans, grills registers, screens, diffusers, electrical contacts, switch boxes, motors, gauges, strainers, dampers, actuators, louvers, safety controls and any other applicable equipment will be accomplished as part of the regular scheduled PMIS visit, or more frequently, if required, to maintain clean, sanitary and optimum operating conditions.

1.2.2.4 Replacement and Cleaning of Air Filters. The servicing of air filters, a minimum of once a month, will include: check for dirt, grease and other deposits and for missing or improperly fitted filters, replace dirty throw-away type filters and those having improper fit, wash permanent type filters in a soap solution or solvent, rinse with hot water and restore viscous coating in accordance with the manufacturer’s instructions. Permanent washable filters will be replaced, by the contractor at no additional cost to the Government, when cleaning is no longer an effective solution to airflow problems. Blowers will not be in operation when cleaning or changing filters.

1.2.2.5 Rust and Corrosion. The contractor will remove all rust from all metal surfaces of all air conditioning units, air handlers, pump casings and exposed piping. Replace metal sections having advanced corrosion. Apply one (1) coat of rust inhibiting primer followed by two (2) finish coats matching the existing paint color and type. These procedures will be performed any time during the year when the contractor, the QCI or the designated representative notes rust and corrosion.

1.2.2.6 Coils. Check for obstructions to airflow through all coils. Check for dust, dirt, foreign material accumulation, unusual noises, vibrations, and loose, missing or damaged parts. On direct expansion systems, check for frosting or icing of coils; proper operation of expansion valves, capillary tubes and spider distributors; proper operation of automatic temperature controls and check superheat across evaporator coils. Check all coils for leaks. On water cooling/heating coils, correct any deficiencies not allowing for proper operation. Check for damaged, bent or corroded coil fins on all coils. Clean, adjust, service, repair or replace items found to be deficient.

1.2.2.7 Condensation Drains, Pans, Piping and Traps. Check all condensation drain pans for algae growth, sedimentation, damaged coatings, damaged insulation, rust, corrosion and leaks. Check condensation drainpipes and traps to ensure they are open and water flow is not restricted. Clean, adjust, service, repair and/or replace items found to be deficient.

1.2.2.8 Piping-Water, Oil, Refrigerant and Air. Check for leaks, rust, corrosion, deformation and material defects of all applicable piping and tubing. Check for vibrations, looseness and rubbing against objects that can cause damage to the equipment; proper support for the piping and tubing; and vibration absorbers, expansion joints and rupture discs. Piping, tubing and fittings being replaced will be compatible with existing materials. Clean, adjust, service, repair and/or replace all items found to be deficient.

1.2.2.9 Wiring and Electrical Control Circuits Check for loose, charred, broken, or damaged wires and insulation; short circuits, loose or weak contact springs; worn or pitted contacts; proper sizing of fuses; defective operation of parts and components; and any other deficiencies. All wire splice connections will be properly insulated. All electrical wiring, splice connections, circuits, etc. will be properly insulated and in accordance with the National Electrical Code (NEC) for the particular application in which used. Clean, adjust, service, repair and/or replace items found to be deficient. A contractor is not required to maintain the Direct Digital Control (DDC).

1.2.2.10 Insulation. Check for wet, damaged missing and deteriorated insulation and vapor barriers;

broken tie wires, loose or missing bindings and, torn canvas jackets, etc. The insulation on all applicable system components shall be repaired or replaced as needed, with insulation materials having a vapor barrier and insulating value equal to or better than the original or existing materials.

Insulated surfaces having moisture condensing on the surfaces shall be considered damaged and shall be replaced. Clean, adjust, service, repair and/or replaced all items found to be deficient.

1.2.2.11 Exhaust Air and Ventilation Systems. Check for dust, dirt, grease and oil accumulations; air flow and weather/elements integrity; suction pressure at air intake; operation of dampers, baffles, solenoids, protective guards, insect and bird screens; and caulking around flashing, ducts, collectors, smoke pipes, cowlings, hoods, caps and covers. Clean or replace filters as applicable. Check for clogging, broken or separated joints and seams in ducts, stacks, couplings, sheaves, belts, fan blades, blowers, etc. Check thermal insulation, protective coverings, vapor barriers and loose or missing fasteners and hardware. Check for material defects and improper operation of moveable parts and components in relation to the controlling device. Check for loose, missing or poor fitting flashing, fire and safety hazards, warnings, alarms, etc. Clean, adjust, service, repair and/or replace all items found to be deficient.

1.2.2.12 Valves. Check all associated valves for operation, leakage, linkages travel, range limitations, rust, dust, dirt, corrosion, scale, seizing, binding, mounting, clogging, broken, damaged or missing parts and material defects. Check source of valve operation (e.g., pneumatic, electrical, mechanical, pneumatic/electric, etc.,) for required pressures, electrical power voltages, etc. Clean, adjust, service repair and/or replace any parts, materials, components or combinations thereof found to be deficient as a result of these inspections, and restore valves to a standard operating condition.

1.2.2.13 Cabinets, Cases, Doors, Panels, Gaskets, Latches, Handles and Hardware. Check for cracks, scrapes, gouges, separations, missing, broken or damaged parts and components, bad insulation, bad gaskets, leaks, fitting of doors, etc. Clean, adjust, service, repair and/or replace all items found to be deficient.

1.2.2.14 Motors, Drives, Sheaves, Shafts, Couplings, Blowers, Fans, Hubs, Belts, Bearings, Gearboxes, and Guards. Check for accumulations of dust, dirt, grease and oil. Clean, adjust service, repair and/or replace items as necessary to correct deficiencies such as: worn, loose, missing, or damaged parts, guards, connections and connectors, bent blades, worn, loose, broken or missing belts, unbalanced moving parts, shaft misalignment, worn or damaged couplings, excessive noises and vibration, end play of shafts, bad bearings, ineffective isolators, vibration absorbers, etc. Check full load and run load amps of each electric motor, other than fractional H.P. motors and compare with manufacturer’s data plate ratings. Check condition of motor windings and brushes

1.2.2.15 Thermostats, Thermometer, Pressure gauge, Sub-bases, Guards, covers, Ambient stats, Sub and Master Controllers, Sensors, Transmitters, Temperature and Pressure controls, etc. Check for improper settings, defective operation, calibration and cleanliness, proper control voltages and pneumatic air operating pressures. Check for deficiencies in wiring, tubing, piping, switches, relays, coils, solenoids, transformers, controls, sensors, thermostats and protective covers and guards, ambient stats, aqua stats, pressure switches, reversing relays, timing devices, master and sub-master controllers, outdoor authority override controllers, etc. Clean, adjust, service, repair and/or replace items found to be deficient.

1.2.2.16 Air Handling Units (AHU), Ducts, Plenums, Grilles, Registers, Diffusers, Screens, Dampers, Vanes, Mixing Boxes, VAV Boxes and Balancing of Systems. Check plenum chambers, supply and return air ducts, branch ducts, mixing boxes, VAV boxes, dampers, registers, grilles, diffusers, louvers and insect/bird screens. Check for dirt, dust and trash, air leaks, broken, ripped or torn insulation and disconnected ducts, loose or broken connections, brackets, hangers, supports and other parts, excessive vibrations or other movement, defects in metal fiber glass and other materials, proper operation of movable parts such as dampers, louvers and vanes in relation to the controlling device, and inadequate air flow and/or distribution in main and branch duct circuits. Check air handler unit systems for proper operation and correct CFM air flow. Balance air distribution systems to provide adequate airflow to all areas being serviced by the systems. Check temperature and static pressures. Check turning vanes, fire dampers, access openings, doors, panels, outside air make-up systems and ducts. Clean by sweeping, brushing, dusting, vacuuming, washing, hosing with water, detergents, degreasers, solvents, chemicals, air pressure, stem or other methods as are applicable to the nature of the items being cleaned and as may be required to obtain the desired results. Clean, adjust, service, repair and/or replace all items found to be deficient.

1.2.2.17 Structures. Casings, Hangers, Supports, Beams, Platforms, Slabs, Pads, Vibration Absorbers and Sound Isolators. Check mounting bolts; loose, broken or missing parts, connection and hardware;

improper leveling of equipment; and defective sound cushion isolators and vibration absorbers.

Check for dirt, dust, trash and other debris accumulated on or around the equipment. Check the security of all mounting and attaching points. Check for vibration and other unusual movement.

Clean, adjust, service, repair and/or replace all items found to be deficient.

1.2.2.18 Compressors. Check for dust, dirt, oil and grease deposits and accumulation, leakage of refrigerant and oil, cracked/clear sight glasses and gauges, damaged fittings, piping, valves, etc.

Check for loose connection, excessive or unusual noise and vibration, proper suction and discharge temperature and pressures and indication of excessive heat. Check oil levels on unloaders for proper operation and change out dirty/contaminated oil and filters. Check compressor full load and run load amps, compare against manufacturer’s data plate rating and record the findings. Check all electrical wiring and related components. Record the suction and discharge pressures and type and amount of refrigerant and/or oil added to the system on the log sheet (as applicable) for air conditioning and compressed air plant compressors. Meg the motor windings on all compressor motors 15 H.P. and larger once each year and record the readings. Clean, adjust, service, repair and/or replace all items found to be deficient.

1.2.2.19 Air Cooled Condensers. Check for dust, dirt, foreign materials, oil and grease accumulation, leaks, excessive or unusual noise and vibration and loose, missing or damaged parts. Check motors, sheaves, belt bearings, shafts, supports, brackets, hardware, etc.; check operation and calibration of fan cycling controls, low ambient switch controls and dampers, head pressure control louvers, actuators and regulators, as applicable. Check for proper airflow through the condenser coil; and bent, damaged or corroded coils fins and fan blades. Remove all weeds, bushes and other obstructions within three (3) feet of air-cooled condensers. Clean, adjust, service, repair and/or replace all items found to be deficient. Wash coil fins with water under pressure at least monthly or more often as needed.

1.2.2.20 Pump Units. Check for dust, dirt and other foreign deposits; leaks; excessive or unusual noise and vibrations; and loose, broken or missing parts and connections. Check for correct rotation and prime. Check seals, gaskets, packing, bearings, mounting bases and hardware, couplings, guards, and inlet and discharge pressures and overall operations. Clean, adjust, service, repair and/or replace all items found to be deficient.

1.2.2.21 Temperature and Humidity Controls. Check all controls, once a month, for improper settings, loose connections, worn, dirty, pitted or misaligned contacts and any other defective parts by observing the operation through a complete cycle. Inaccuracy of thermostats may be found by comparing them with a mercury thermometer (dry-bulb type) and inaccuracy of humidistat are found by comparing them with a sling psychrometer or psychrometric chart. Settings will be adjusted, connections tightened, contacts cleaned, alignment adjusted and other connections made to ensure proper functioning of the system.

1.2.2.22 Replacement of Burned-Out Compressors. When compressors are replaced due to burned-out conditions, the internal refrigeration system will be thoroughly cleaned in accordance with approved and acceptable industry standards for burnout. Additional precautions and practices will be exercised to further control refrigerant system contamination and prevent damages to replacement compressors and components. Clean-up methods will include, but are not limited to, the use of clean-up kits, suction and discharge line filters/dryers, moisture indicating sight glasses, acid testing kits, changing or adding of oil filters and system flushing, changing the oil, deep vacuuming of refrigerant system, leak checking, etc.

1.2.2.23 Dehumidifiers. Check all electrical heating elements for burned, pitted or dirty contacts in the circuits; lubricate fan bearings, valves and linkage. Clean or change filters as needed, check for leaks and repair/replace as needed. Check desiccant levels at least yearly and replenish as necessary.

Check reactivation and absorption air flow for proper operation and clean and paint as necessary.

1.2.2.24 Refrigerant Recovery.

1.2.2.24.1 The following substances have been identified as ozone depleting substances: CFC-11, CFC-12, CFC-113, CFC-114, CFC-115, Halon-1211, Halon-1301, Halon-2402, Carbon Tetrachloride, Methyl Chloroform, HCFC-22 and HCFC-123.

1.2.2.24.2 The contractor will identify all equipment using any of the substances identified in paragraph 1.2.2.24.1 and mark that equipment with a permanent type tag, prominently displayed, identifying the type of substance and notice of the proper procedures for working with the identified substance.

1.2.2.24.3 The Contractor will not allow any of the identified substances to escape into the atmosphere during any phase of maintaining, repairing, servicing, or disposing of air conditioning equipment. The contractor will recover/recycle all identified substances for reuse in existing equipment. All recovery equipment will be approved by the QCI, or the designated representative, prior to beginning work. The contractor will provide training to all individuals who deal with or service the equipment at this installation. Proof of training will be made available to the QCI, or the designated representative, if requested.

1.2.3 RECURRING INSPECTION AND TESTING.

1.2.3.1 Package Water Chiller Units

(a)Monthly PMIS 1.Inspect and observe operation of the compressors, chillers, condensers and related controls. Adjust as necessary.

2.Record all gauge readings or incoming and outgoing chilled water temperatures, refrigerant suction temperature and pressure, refrigerant discharge pressure, oil gauge pressure and adjust as necessary.

Submit readings with monthly invoice.

3.Check oil level, refrigerant charge and moisture indicators. Adjust or replace as necessary.

4.Checks for leaks in piping, vibrations, unusual noises and check for leaks around pump seals.

5.Check expansion valves for proper operation. Repair as needed.

6.Check operating thermostats.

7.Check and calibrate all controls. Adjust as needed.

8.Clean all equipment.

9.All standby systems will be started to have the above work performed.

(b)Quarterly PMIS.

1.Perform monthly PMIS.

2.Check chilled water low temperature cutout. Adjust as needed.

3.Check refrigerant low temperature cutout. Adjust as needed.

4.Check condenser high-pressure cutout. Adjust as needed.

5.Check oil low-pressure cutout. Adjust as needed.

6.Check chilled water flow switch.

7.Check refrigerant system filter dryers.

8.Check bearings for excessive heat or vibration. Lubricate as needed.

9.Check fan belts and blades. Adjust or replace as needed.

10.Clean condenser coil fins as needed.

11.All standby systems will be started to have the above work performed.

(c)Annual PMIS.

1.Provide and change oil and filter. Oil will be of a quality and type recommended by the manufacturer, or better. Open oil pumps inspection covers, check and clean the pump. Change the dryer/filter.

2.Inspect and clean out the condenser tubes and evaporator tubes.

3.Check casings for evidence of corrosion and insulation damage. Paint and repair as needed.

4.Pressure test the entire machine with a method recommended by manufacture and repair all leaks.

5.Check the unloaders for proper operation.

6.Clean out all strainers.

7.Provide report with recommendations for preventive maintenance.

8.Make operational checks.

1.2.4 Air Handling Units

(a)Monthly PMIS.

1 Take static pressure reading across cooling coils, filters and fans. Clean or adjust to correct airflow.

2 Check electrical heating elements for burned, pitted or dirty contacts in the circuits (heating season only).

3 Clean drain pans and check for proper operation.

4 Check piping and valves for leaks and loose connections.

(b)Quarterly PMIS.

1 Perform monthly PMIS.

2 Lubricate fan bearings and linkages.

3 Check bearings for excessive heat or vibration.

4 Check fan belts. Adjust/replace as necessary.

5 Clean drain pans. Clean and flush drain lines and provide fungus retardant as needed.

(c)Annual PMIS.

1 Check casing for corrosion or peeling of paint and undercoating. Prepare surface and repaint as needed.

2 Clean coil fin surface as necessary to remove accumulation of dirt, lint and other foreign substances.

3 Check fan shaft and linkage motors for evidence of wear and excessive heat.

4 Clean fan wheels and check general condition.

1.2.5 Chilled Water and Hot Water Pumps

(a)Annual PMIS.

1 Check gauge readings.

2 Check seals and packing. Adjust/repair as needed.

3 Check for excessive noise, vibration or temperatures.

DCDO HVAC Maintenance FA527022Q0004 Attachment 1

4 Alternate pumps, where possible.

5 Lubricate as needed.

6 Check impeller and ring wear.

7 Clean and paint.

8 Check bearing wear.

9 Replace gaskets.

10Megger test motor windings.

1.2.6 Condensing Units. (Air Cooled Condensing Unit ACCU’s)

(a)Monthly PMIS.

1. Inspect and observe operation of the compressors, chillers, condensers and related controls.

Adjust as necessary.

2. Record all gauge readings or incoming and outgoing chilled water temperatures, refrigerant suction temperature and pressure, refrigerant discharge pressure and adjust as necessary.

Submit readings with the monthly invoice.

3. Check oil level, refrigerant charge and moisture indicators. Adjust as necessary.

4. Checks for leaks in piping, vibrations, unusual noises and check for leaks around pump seals.

5. Check bearings for excessive heat, noise or vibrations.

6. Lubricate bearings.

7. Check the fan blades for proper balance and firm attachment to the shaft. Adjust or repair as needed.

8. Check evaporators for dirt, grease or other debris. Clean as needed.

9. Clean condenser coil fins as required.

(b)Quarterly PMIS.

1. Check casing for evidence of corrosion or peeling of paint and undercoating. Refinish as needed.

2. Inspect condenser coil for dirt, debris, corrosion, damaged fins, and other conditions that may restrict airflow. Clean as necessary.

3. Inspect refrigerant piping and connections for evidence of oil staining, leakage, deterioration, abnormal vibration, or damaged insulation. Repair as necessary.

4. Inspect condenser fan motor, fan blade, mounting hardware, and guards for wear, looseness, damage, or abnormal vibration. Tighten and adjust or repair as necessary.

5. Inspect unit mounting, supports, vibration isolators, and associated hardware for deterioration, corrosion, or looseness. Repair as necessary.

(c)Annual PMIS.

1. Thoroughly clean condenser coil(s) to remove accumulated dirt, salt, debris, and other contaminants. Cleaning methods and chemicals shall be compatible with the coil materials and manufacturer’s recommendations. Straighten damaged coil fins as necessary.

2. Inspect condenser coil(s) for corrosion, deterioration, refrigerant leakage, and physical damage. Document deficiencies and repair as necessary.

3. Inspect refrigerant system operating condition, including suction and discharge pressures and temperatures, and verify refrigerant charge in accordance with manufacturer specifications.

4. Inspect refrigerant piping, insulation, supports, and vibration isolation for deterioration or damage. Repair or replace as necessary.

5. Inspect condenser fan assemblies and motors for wear, abnormal noise, vibration, proper rotation, and secure mounting.

6. Perform a complete operational test of the unit and associated controls and verify proper cooling operation.

1.2.7 Electric Water Heater

(a)Monthly PMIS

1. Voltage measurement.

2. Current measurement.

3. Check of the pressure.

4. Measurement of electrical insulation resistance.

5. Check the wire connection screwed down tight on every terminal

6. Check of the Earth leakage

7. Check of the Display lamp

8. Check of the Water leakage

9. Thermostat operation check

10. Reducing valve and relief valve operation check

11. Cleaning inside the tank

12. Cleaning of the strainer

1.2.8 VAV Unit

(a)Annual PMIS

1. Check operations.

2. Circuit board: Remove dust.

3. Wind Velocity sensor: Check for removal of foreign object.

4. Motor: Inspect and tighten all screws, make sure everything works smoothly.

5. The unit: Remove dust, remove foreign objects from the internal punching metal.

6. Thermostat: remove dust.

1.2.9 Fan Coil Unit

(a)Quarterly PMIS

1. Clean the air filter

2. Remove the trash that gathers on the drain discharge outlet.

3. Check to see that the water is smoothly discharging when the Unit is in cooling mode.

4. Check to see that the efficiency has not dropped from damaged insulation material around the valve and piping.

5. Check the Unit’s insulation resistance.

1.3 Reporting Equipment Deficiencies. Equipment in a down status and any deficiencies noted by the Contractor during operational checks, inspections, service work or at any other time, will be reported in writing to the QCI. Deficiencies discovered which could potentially jeopardize operations will be reported by phone immediately. Non-critical deficiencies will be reported within one (1) working day.

1.4 Equipment Operations. The contractor will operate all air conditioning, refrigeration, ventilating and dehumidifying equipment and all associated equipment and systems in accordance with the manufacturer’s specifications, manuals, brochures, literature, directives, pamphlets, etc., except as may be directed by the QCI, or the designated representative, for reasons of emergencies, inclement weather, energy conservation, safely, timeliness and any other reasons deemed necessary and appropriate, including the convenience of the Government.

1.5 Dehumidification Units and Systems. Dehumidification units and systems will be maintained to the same standards as similar equipment and in accordance with the applicable PMIS (Preventive Maintenance and Inspection Service), service call and other maintenance and repair provision of this contract.

1.6 Ventilating and Exhaust Equipment and Systems. The contractor will maintain the ventilation equipment listed in Technical exhibit 2, to the same standards as similar equipment and in accordance with the applicable PMIS, service call and other maintenance and repair provisions of this contract.

1.7. SPECIAL REQUIREMENTS.

1.7.1 Services. The contractor will provide, at the frequencies indicated, maintenance and repair to the specific air conditioning systems identified in Appendix-B. The contractor is responsible for maintaining these units to the standards established herein. The contractor will be responsible for management of the total maintenance effort. This will include, but is not limited to the scheduled services and compliance with all record and reporting requirements in accordance with all specifications. The requirements include maintaining a 24-hour trouble call desk, performing routine service work that includes urgent/priority service, preventive maintenance work, implementing a facility inspection program, and preparing estimates. The contractor will provide a monthly report for all work accomplished. This report will be submitted to DCDO’s Quality Control Inspector at building 2940A, 2F Public Works Office.

1.7.2 Repairs. The contractor will be responsible for accomplishing all repairs, corrections and service calls to the equipment listed in Appendix D in accordance with the scope of work for the Preventive Maintenance Inspection and Service (PMIS) program as specified in paragraph 1.2.1 up to a limit of ¥10,000 for material, parts, and equipment. Repairs exceeding ¥10,000 for parts and materials may be considered “Government Reimbursable for Items”. The principle source of repairs is the contractor’s PMIS program. In addition, the DCDO QCI or the designated representative will make other requests for repairs.

1.7.3 Service Calls. The contractor will receive service call requests for inspections and repairs whenever there is equipment failure or trouble alerts from the QCI or the designated representative, and will respond to these calls within two (2) hours. This service calls are deemed part of the overall maintenance service and shall be performed without additional cost to the Government. The contractor shall establish a 24-hour a day, 7 days a week staffed desk to deal with service calls including Holidays listed in paragraph 4.5.1.1. These calls will be placed on a work order request and will be either picked-up by the contractor’s representative at building 2940A, (DCDO) Camelus, or will be delivered to the contractor’s representative by the QCI.

Normal repairs for parts and material up to a maximum of ¥10,000 will be completed within two (2)working days upon receipt of the work order request and at no additional cost to the Government.

Contractor shall not request any labor cost. The contractor will arrest the condition to prevent equipment damage and to control hazardous conditions. After arresting the condition, work completion may proceed if the material and parts cost does not exceed ¥10,000.Upon completion of the work, the contractor will notify the QCI, or designated representative, of the corrective action taken and follow-on measures required insuring operational integrity of the equipment and systems.

Should the repairs for parts and materials exceed the ¥10,000 limit ,parts and materials may be considered “Government Reimbursable for Items” and repairs shall be preceded as specified in Section 3

1.7.4 Repair and Replacement Parts. Only new standard parts or parts of equal quality shall be used for repairs. Parts, which have been replaced, will become the property of the Government. Contractor will return all replaced defective parts to the QCI, unless the removed parts are used for trade-in as authorized by the QCI or his designated representative. The contractor shall repair or replace defective parts up to a limit of ¥10,000 found during inspection within 24 hours. The contractor will maintain a supply of spare parts and materials that are normally required for common maintenance and repair work for the requirements covered under this contract.

1.7.5 Certification Requirement. The contractor as a minimum shall have employees have a possession to the Japanese State Examination, Ministry of Construction, or equal commercial standard Certification the following and must submit it to QCI.

1.Class 1 or 2 Refrigerant 2.Class 1 or 2 Liquid and Vapor Line Construction Specialist 3.Class 2 Electrical Construction Specialist 4.Critical background, knowledge and skills in Electronic and Control Monitoring Technology

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

Packaged Water Chiller Units

Air Handling Units

Chilled Water and Hot Water Pumps

Condensing Units

Electric Water Heater

VAV Units

Fan Coil Units

1.2.3.1

1.2.4

1.2.5

1.2.6

1.2.7

1.2.8

1.2.9

These standards shall be adhered to as per monthly, quarterly and annual PMIS.

These standards shall be adhered to as per monthly, quarterly and annual PMIS.

These standards shall be adhered to as per annual PMIS.

These standards shall be adhered to as per monthly, quarterly and annual PMIS.

These standards shall be adhered to as per monthly PMIS.

These standards shall be adhered to as per annual PMIS.

These standards shall be adhered to as per quarterly PMIS.

3.GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1 The contractor is responsible for cost of replacement parts up to Y10,000 for any repair action or service. The Government will reimburse the contractor for cost of parts and materials above Y10,000. For example, if parts cost is Y35,000, the Government will reimburse the contractor Y 25,000. The contractor shall be reimbursed on the cost of parts and materials under CLIN, “Reimbursable Parts and Materials”, excluding labor cost. Labor cost for repair or replacement of parts are already included in the periodic (i.e.: monthly, quarterly, etc.) inspection and maintenance charges. Shipping charges will be included in cost of parts and materials and shall be documented to authorize reimbursement. Prior to removal of a part or component, the contractor shall show evidence or proof to the QCI that the specific part or component is defective, damaged or beyond economical repair.

3.2 Whenever the contractor estimates that the cost of reimbursable parts and materials for accomplishing service will exceed Y10,000, a detail cost breakdown and time required to complete the service shall be submitted to the QCI. If the contractor proceeds with work with reimbursable cost over Y10,000 without the approval of QCI, it shall be at no cost to the Government.

3.3 The contractor shall bill for reimbursable parts each month. The contractor shall support billing by maintaining an itemized list of all reimbursable material used. The list shall include items, quantity, unit cost, and total cost. The contractor shall maintain original delivery tickets, sales slips or other documents identifying items purchased. The CO and QCI may review and audit all purchase documents.

3.4 Acquisition. The contractor shall make all acquisitions at the best market prices available, delivery time and item usage factors considered, in such a timely manner as provided optimum material support of uninterrupted contract performance. The contractor shall maintain adequate records of all purchases made with a running balance of monetary amounts expended. These records will be available for review and approval by the CO and QCI.

3.5 Warranty. The contractor agrees to convey to the Government the same warranty against defective parts components he received from his supplier. The contractor shall submit all warranty certificates to the QCI.

4.GENERAL INFORMATION.

4.1 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).

4.1.1. The QCI will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the QCI, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

4.1.2. The QCI will inform the contract manager in person when discrepancies occur and will request corrective action. The QCI 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.

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

4.1.4. The services to be performed by the contractor during the period of this contract shall at all times and places are subject to review by the Contracting Officer or authorized representative(s).

4.2. 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.

4.2.1 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.

4.2.2 All contractor employees will obtain the required employee and vehicle passes. The Government will issue badges without charges.

4.2.3 The following special requirements are for work within DCDO.

4.2.4 Access List. The contractor must furnish an access list to DCDO’s QCI at least one week prior to starting work. The access list must be on the contractor’s letterhead and will include:

4.2.5 The contract number, title and completion date.

4.2.6 The name and date of birth of each person who will require access to the fenced operations compound during the contract.

4.2.7 ID checks. Each worker will be required to present picture identification to the security guard when entering the fenced operations compound. Each ID card will be compared with the access list.

The ID card must have the person’s picture, name, and date of birth.

4.2.8 The contractor will provide 5 working days notice in advance of work within restricted areas requiring an escort service, see Technical Exhibit-3 for appropriate form. This will be prepared and submitted to the QCI.

4.2.9 Vehicles. Only official work vehicles will be permitted to park within the compound.

Personally owned vehicles will not be permitted to enter. The following information is required as a minimum.

a. Vehicle make, model, color, year, license number, intended use and registered owner.

b. A signed, statement, by the vehicle owner, that all required insurance has been purchased and will be valid during the entire contract period.

4.2.10 Availability of buildings. The job site will be made available to the contractor only for the length of time required to expeditiously complete the work.

4.2.11 Neither the contractor nor any of its employees shall disclose or cause to be disseminated any information concerning the operations of the activity which could result in or increase the likelihood of a breach in the activity’s security or interrupt the continuity of its operations.

4.2.12 Any possible contact with classified information as a result of this contract shall be reported to the QCI.

4.2.13 Disclosure of information to any person not entitled to receive it, or failure to safeguard any classified information that may come to the contractor or any person under his control, may subject the Contractor, it’s agents or employees to criminal liability under 18 U.S.C. Sections 793 and 798.

4.2.14 All inquiries, comments or complaints arising from any matter observed, experienced or learned as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, will be directed to the Contracting Officer.

4.2.15 Violations of any of the above provisions will, in addition with all other criminal and civil remedies, subject to the contractor to immediate termination for default.

4.3. PHYSICAL SECURITY.

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

4.3.1. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons.

4.3.1.1. The contractor shall immediately report the occurrences of a loss of duplicate key to the contracting officer.

4.3.1.2. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

4.3.1.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

4.3.2. Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s Quality Control Plan.

4.4. HOURS OF OPERATION.

4.4.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: Monday through Friday, 0800 t0 1600 hours, except for the federal holidays. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government.

4.4.1.1. 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.

4.4.2. Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above.

4.5. 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:

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

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

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

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

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

4.7 ENVIRONMENTAL CONTROLS.

4.7.1. 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.

4.7.2. 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.

4.7.3. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

4.8 GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and QCIs, 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.

4.9 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. 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.

4.9.3. 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 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.

4.9.7. 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 contracting officer.

4.9.8. 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.

4.9.9. 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:

While working on Kadena, Okuma, Camp Shields, or Torii Station, call Kadena Dispatch at 098- 934-5911 or 098-962-9445.

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

4.9.11 The vendor shall maintain appropriate license(s)/qualification(s) necessary to provide the latrine and hand wash stations in Okinawa, Japan.

4.10. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS

This service is determined to be non-essential for performance during crisis according to DODI 3020.41, Operational Contract Support, paragraph 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. PHASE OUT.

4.11.1 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.