Attachment 1 - PWS dated March 2024.pdf

Performance Work Statement (PWS)

For

Maintenance and Repair of Generator and Automatic Transfer Switch at Awase Communication Site, Okinawa, Japan

March 2024

Department of the Army 78th Signal Battalion

Fort Buckner, Okinawa, Japan

FPO AP 96374-5152

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to operate and maintain one Caterpillar 80 KW generator and Automatic Transfer Switch located at the Awase Communication Site as defined in this Performance Work Statement.

1.1. BASIC SERVICES

The contractor shall provide complete proactive service plan that includes on‐site repairs, on‐site technical support, and preventive maintenance on Caterpillar 80KW generator and Automatic

Transfer Switch located at the Awase Communication Site, Building 102, Awase, Okinawa, Japan. As part of the preventative maintenance plan the contractor will perform a load test the generator utilizing building load for 1 hour per month and provide monthly and annual condition report.

Details of the equipment are listed in Paragraph 1.2.6.

1.2. SPECIFIC REQUIREMENTS

1.2.1. Monthly Preventive Maintenance:

The contractor shall provide monthly on-site preventive maintenance checks and services (PMCS) on the generator and Automatic Transfer Switch (ATS) in accordance with manufacturer recommendations and industrial best practices.

Contractor shall complete and send a monthly condition report & check list to the COR digitally showing all the component and subsystem mentioned below are thoroughly inspected, tested with any deficiencies noted with recommend corrective actions.

The monthly PMCS shall include:

1-hour load test utilizing building load / power:

o Record and document generator Voltage on each electrical phase o Record and document generator Current on each electrical phase o Record and document engine temperature metrics

PMCS and thorough inspection of following components and systems:

o Generator alternator, excitation system, and voltage regulation systems o Engine and engine subcomponents o Coolant Systems (Radiator, belts/fans, water pumps, and coolant) o Lubrication Systems (Engine oil, oil subsystems, and Filter) o Air intake Systems (Turbo Charger, Air Filter, Manifolds) o Deisel Fuel Oil Systems (injectors, fuel manifold, and fuel transfer systems) o Auxiliary Electrical Systems (sensors, switches, relays, alternator, battery, engine wiring, & and engine computer system) o Automatic Transfer Switch (ATS) and switching mechanisms.

1.2.2. Routine on-site repair work: For repair outside of the allotted time for the monthly PMCS the contractor shall receive prior written approval from the COR. Contractor must provide us hourly rates for this work as part of the bid for this contract. Routine repairs are those actions that can be addressed during normal business hours, Monday through Friday excluding Federal Holidays. There will be no minimum or maximum number of routine call-outs for the period of performance.

Regardless of labor hours/costs requested the contractor shall submit a quote to the COR for review and approval prior to any work starting. Once accepted by US Government representative the cost will be reimbursed.

**If parts labor exceed $10,000 contractor shall provide 3 quotes from separate part vendors to COR as required by US regulations.

1.2.3. Replacement of Parts for routine repair Work: All replacement parts required for routine repairs in the performance of this contract shall receive prior written approval from the COR before contractor can purchase parts. Regardless of part cost the contractor shall submit a quote to the COR for approval prior to purchasing parts. Once accepted by US Government representative the cost will be reimbursed **If parts cost exceed $10,000 contractor shall provide 3 quotes from separate part vendors to COR as required by US regulations.

1.2.4. Equipment List.

80kW Deisel Generator Manufacturer: Caterpillar Model: D80-4 Serial Number: CAT00C44JNCE00679

100A 277/480V Automatic Transfer Switch Manufacturer: Caterpillar Model: CTG Serial Number: TSA08506

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.

Performance Objective PWS Para

Performance Threshold

Perform monthly on-site preventive maintenance checks and services

(PMCS)

1.2.1 100% completion each time

Perform on-site routine repair work. 1.2.2

100% completion each time

Perform replacement of parts for routine repair work.

1.2.3

100% completion each time

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

Not Applicable (N/A).

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

4.1.2. The COR(s) or alternate(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) or alternate(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager 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 and not to the COR(s).

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 COR.

4.3. SECURITY REQUIREMENTS

Comply with U.S. Navy installation Awase and 78th Signal Battalion security requirements.

These regulations are available for review in the Contracting Office.

Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to U.S. Navy 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.

4.3.1. 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.

4.4. 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.

4.4.1. 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.

4.4.1.1. The contractor shall immediately report the occurrences of lost of duplicate key to the contracting officer.

4.4.1.2. 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.

4.4.1.3. 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.

4.5. HOURS OF OPERATION

4.5.1. Normal Hours. The contractor shall provide diagnostic testing and repair from 0900 to 1600, Monday through Friday.

4.5.2. Holidays. The contractor is not required to provide service on holiday listed below;

however the Government reserves the right to require service on these holidays if necessary.

1 January New Year’s Day 3rd Monday of January Martin Luther King’s Birthday 3rd Monday of February President’s Day Last Monday of May Memorial Day 19th June Juneteenths 4 July Independence Day 1st Monday of September Labor Day 2nd Monday of October Columbus Day 2nd Monday of November Veterans Day 4th Thursday of November Thanksgiving Day 25 December Christmas Day

* If a holiday falls on a Saturday, it will be observed on the preceding Friday. If it falls on a Sunday, it will be observed on the following Monday.

4.6. OPERATION DURING TYPHOON CONDITIONS

When Tropical Cyclone Condition Readiness 2 (TCCOR 2) is declared, all work will cease immediately. The Contractor will clean up and dispose of all loose debris and waste as directed by Contracting Officer’s Representative (COR) to secure the job site against damage that may result from anticipated weather conditions. Contractor responsibility shall remain the same during tropical cyclone declaration “Tropical Cyclone Condition of Readiness 1 Caution

(TCCOR1C).” Upon the declaration of TCCOR1C, the contractor employees shall be excused from all duties. Upon declaration “Tropical Cyclone Condition of Readiness Storm Watch (TCCORSW),” the contractor will immediately be available for duty.

4.7. ADMINISTRATIVE REQUIREMENTS

The contractor shall have the capability to transmit and receive documents using electronic digital media with appropriate English Language Software in order to contact and do correspondent with the government for this requirement.

4.7.1. Submission of Invoices. The contractor’s invoice shall indicate the following:

a. Contractor’s name address, phone number, fax number and e-mail address

b. Contract/Purchase or Delivery Order Number/Contract line Item Number

c. Billing period or date supplies/services were received or rendered

d. Adequate description of supplies/services

e. Quantities of supplies/services received or performed

f. Total amount

g. Printed name, title, organization, and telephone number of designated government official.

4.7.2. Use of Wide Area Flow (WAWF). Contractor shall use Wide Area Workflow (WAWF) for invoice(s) submission as deemed to be necessary. In accordance with DFARS 252.232- 7003, Electronic Submission of Payment Request and Receiving Reports, Contractor shall submit invoice(s) through interface, Wide Area Workflow (WAWF), https://wawf.eb.mil/ by selecting document type, “Invoice as 2-in-1 (Services Only)”, in order to receive payment.

4.7.3. The Contract Manpower Reporting (CMR). Contractor shall report ALL labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Military Surface Deployment and Distribution Command via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.army.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at: http://www.ecmra.mil.

4.8. 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:

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

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

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

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

4.9. RECORDS

The contractor shall be responsible for creating and submitting a monthly report to the 78th

Signal Battalion Site Power Coordinator or his/her designee indicating the condition of the generator and ATS. The report should include date and time preventive maintenance was completed, any parts changed during the month, any recommendations to the government for improvements or major parts changes that might impact the operations of the equipment, along with the date and time of the load test. The report will be submitted electronically to the Site Power Coordinator or his/her designee.

4.10. ENVIRONMENTAL CONTROLS

4.10.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

4.10.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Kadena AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

4.10.3. 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.

4.11. GOVERNMENT OBSERVATIONS

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

4.12. SAFETY REQUIREMENTS

In performing work under this contract, the contractor shall:

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

4.12.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational

Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by

US Force Japan.

4.12.3. Develop and provide at the start of the first operational performance period a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel

4.12.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

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

4.12.6. Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.12.7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

4.12.8. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

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

4.13. TRAINING

Contractor shall be familiar with original manufacture’s operations and maintenance of equipment.

4.14. SPECIAL QUALIFICATIONS

The contractor shall provide a valid copy or either certification:

1.) Second Class Electrical Work Specialist or License (Japan license is OK)

OR

2.) CAT generator technician certification or authorized CAT service provider

4.15. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.37. (MANDATORY) This is a critical Command, Control, Communication and Computer Information Management or C4IM telecommunications site and essential for crisis management.

Contractor shall perform stated services in the event of a crisis until relieved by government representative or COR.

4.16. PHASE OUT

4.16.1 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 operation of Caterpillar 80KW generator and Automatic Transfer Switch located at the Awase Communication Site.

4.16.2 The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change 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.

4.17. PUBLICATIONS

4.17.1 Compliance with all publications, regulations and operating instructions provided by the

Government is required when:

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

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

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

4.18. CONTRACTOR PERSONNEL

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

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

4.18.1.2 The contract manager or alternate shall be available during normal duty hours within two (2) hours to meet on the installation with government personnel (designated by the CO) to discuss problems. After normal duty hours the manager or alternate shall be available within four (4) hours.

4.18.2. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

4.18.2.1. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

4.18.2.2. The contractor shall not employ any person who is an employee of the U.S.

Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106.

4.18.2.3. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

5. APPENDICES.

A. Acronyms & Abbreviations List

B. Estimated Workload Data

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition AF Air Force

AFB Air Force Base

ATS Automatic Transfer Switch

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer’s Representative

DEPT Department

DOD Department of Defense

DSN Defense Switched Network

FAR Federal Acquisition Regulation

GR Government Representative

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition PMCS Preventive Maintenance Checks and Services

PWS Performance-Based Work Statement

QA Quality Assurance

QCP Quality Control Plan

SS Services Summary

TCCOR Tropical Cyclone Condition Readiness

APPENDIX B

ESTIMATED WORKLOAD DATA

ITEM

ITEM DESCRIPTION

ESTIMATED QUANTITY

Qty Unit of Issue

1 On-site preventive maintenance checks and Services (PMCS)

12 Month

2 Perform on-site routine repair work. 40 Hours

3 Perform replacement of parts for routine repair work.

1 Lot