Attachment 1 - Statement of Work.pdf

10 August 2023

STATEMENT OF WORK

18th Medical Group

Cardkey System Repair/Upgrade

1.0. Scope of Work:

The Contractor shall provide all personnel, equipment, tools, material/parts, supervision, transportation, and other services as necessary to repair/upgrade the cardkey system in 18th Medical Group (18th MDG). The work shall consist of but limited to the description below. This project shall include all the necessary work, equipment, and fixtures -even if not mentioned herein- to make all the systems and the facility safe and functional. The following paragraphs are the applicable work for the repair/upgrade of the cardkey system in 18th MDG unless stated otherwise:

18th MDG cardkey system currently communicates via dial-up modem through copper cable which is very unreliable and antiquated. The main boards at each outlying building have LNL-1000 or 2000 boards which are End-of-life (EOL) products and are no longer available to purchase. Should one of these boards fail there is no exact replacement.

Provide/install ethernet extenders, main boards, all the necessary switches and upgrade all the ISC boards to accommodate the system via LAN connection and upgrade the current cardkey connection (head-end located at 626) to communicate with the outlying buildings (910, 920, 90, 428, 850 & 3145) via standalone LAN network. Our contractor stated that the existing copper wire, two pair per building can be used for this repair/upgrade.

Provide all required work, materials, and equipment necessary to complete this project.

1.1. Pricing. Prices to the government shall be as low as possible but favorable for the contractor, in addition to any discounts for prompt payment.

1.2. NOTE: The 18 MDG will require contractor to be manufacturer certified, trained, and recommended source(s) as an authorized contractor for the systems to be installed.

2.0. Contractor Responsibilities

2.1. Start of Work: The contractor will ensure using agency is given at least 2 weeks notice prior to start of work. This is necessary to ensure the occupants are thoroughly notified and coordinated to avoid any interference with daily mission and its exercises. The contractor will contact POC at least 24 hours in advance to ensure the scheduled work area is available to proceed with the service.

2.2. Hour of Operation:

2.2.1. Contractor shall work the following hours when contractor and/or user anticipate no interference or interruption to daily patient care services and other medical mission:

Monday - Saturday 0800 to 1700 hrs

2.2.2. Contractor shall work the following hours when interruption or interference such as, noise, odor, dust, fume, and contactor traffic is/are anticipated with daily patient care service and other medical mission:

a. Monday – Friday 1700 – 0200 hrs (with escort)

b. Saturday & Sunday 1200 – 2100 hrs (with escort)

c. US Holidays 0900 – 1800 hrs (with escort)

2.2.2.1. When and if closure of the facility involved in this project is declared due to contractor error, the contractor will be liquidated for the period of the closure.

2.2.3. US Holidays:

1 January New Year's Day 3rd Monday of January Martin Luther King, Jr’s Birthday 3rd Monday of February President’s Day Last Monday of May Memorial Day 19 June Juneteenth 4th of 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

2.3. The contractor will provide work schedule to the POC at least 2 weeks prior to start of work and 1-week prior notice for utility outages.

2.4. The contractor will provide temporary door(s) (with lockable doorknob) when removing existing door(s) and modify it/them and install/equip with cardkey system hardware.

2.5.The contractor will process Storage Space Request (actual storage or ground space for prefab/containers) in 90 days advance to FOM office for approval from the Medical Space Utilization Board (MFUB). The request should be submitted and need to be approved by 718 CES Community Planner.

2.6. The contractor will perform the service in a safe manner. The contractor shall take precautionary measures to protect all personnel from injury and to prevent damage to US Government owned properties. The contractor shall replace any damaged US Government properties caused by this contract without additional cost to the US Government.

2.7. The contractor will ensure work areas and corridors are clean and ready for user’s daily operation by 0600 hrs each day.

2.8. The contractor will vacuum, sweep, and mop the floor on daily basis and after completion of the contract.

2.9. The contractor will remove all rubbish, salvages and scrap. No waste material will be left behind after completion of the service(s). Waste materials will be removed/disposed and the contractor is responsible for the disposal cost and shall be disposed at an off-base location in accordance with the Japanese law.

2.10.The contractor will ensure to provide all necessary data as stated in SOW for using agency to update DMLSS-FM system.

2.11. The contractor will provide two sets of operating manuals, schematics, and provide minimum of 40 hrs hands on training to operate the new system.

2.12. Asbestos/LBP related work: If there are any building components suspected to contain Asbestos and LBP located in areas impacted by the work, notify the Contracting Officer in accordance with the attached Technical Specification and conduct Sampling and Testing. After receiving positive laboratory results and abatement is required to continue per contract, the Contracting Officer will issue contract modification

3.0. Contractor Personnel:

3.1. Contract Manager. The contractor shall provide a Contract Manager (CM) and an alternate CM solely dedicated to this contract during performance of required services. The CM or an alternate must able to read, write, understand, and clearly communicate in English.

3.2. Employees. The contractor shall ensure all employees are properly trained and certified by Government of Japan (GOJ) or equivalent certification to perform this service. Certificates shall be made available to the Using Agency and/or Contracting Office, when requested.

3.3. Security. Area to be worked is a high secured area. The contractor will ensure door(s) and window(s) are properly secured on daily basis. When door(s) are left open for contract reason ensure to man the door with a guard to prevent any unauthorized entry to the facility.

4.0. Government Responsibilities:

4.1. Safety/Fire Safety:

4.1.1. 18th MDG facilities are “Smoke-Free” facility. Smoking is not allowed inside and outside of the building and all the perimeter of the facility.

4.1.2. MDG Safety Manager will provide Safety and Fire Safety briefing prior to start of work, if necessary.

4.2. Medical Group POC will be designated as the Quality Assurance Evaluator (QAE) for the purpose of surveillance of work in progress and final acceptance of this project. Contractor shall coordinate with the POC prior to start of work on this project.

4.2.1. 18 Medical Group Representative and POC are as follows:

a. Mr. Akiyoshi Matsune, SGSMF, ext 630-4943

b. Ms Eri Matsunaga DMLSS/FM, ext 630-4868

c. Ms. Sara Singer USR, ext 630-4610

5.0. Government Furnished Items:

5.1. Utilities: Government will provide all utilities (electric & water) to fulfill this service.

5.2. Temporary ID Badge/Card Access. Government will provide ID Badges for after hour operations in the facilities involved in this project.

6.0. Inspection:

Acceptance inspection will be performed with the presence of the contractor, the contracting officer, R&O office and/or the using agency to ensure proper operation.

7.0 Payment:

18th MDG will provide funding and the payment will be through 18 CES contracting.

8.0 Performance Period:

Will be “As soon as possible”.

Attached below is the block diagram/connection of 18th MDG cardkey system :

Prepared by: Akiyoshi Matsune