Attch1_DRAFT Performance Work Statement.pdf

Attachment 1: Draft Performance Work Statement

Performance Work Statement (PWS)

For

Maintenance and Repair of SFLEDs and MDU Units, Kadena AB, Okinawa, Japan

4 May 2020

Department of the Air Force

718 AMXS 33rd HMU

Kadena AB, Okinawa, Japan

APO AP 96367-5263

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to operate and maintain 9 Electrical Distribution System, 400Hz (SFLEDS) and 9 Mobile

Dehydration Units (MDUs) as defined in this Performance Work Statement.

1.1. BASIC SERVICES

The contractor shall provide complete proactive service plan that includes 7day-24hour emergency on-site repairs, on-site technical support, and preventive maintenance on Logis-

Tech.inc. Model number: FLEDADS-50-U45S14 Serial Number: CAT00C44JNCE00679 and

Mobile Dehydration Units Model number: MCU300E located Hangar 3534 Kadena AB.

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 SFLEDS and MDUs in accordance with manufacturer recommendations to include coolant, oil, and filter changes and proper operation.

1.2.2. Routine on-site repair work: The contractor shall respond within 24 hours of notification from Government representatives for all routine on-site repairs. 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.

1.2.3. Emergency on-site repair works: The contractor shall respond within 12 hours of notification from Government representative for all emergency repairs either normal business hours, Monday through Friday, weekends or Federal Holidays. Emergency repairs will consist of diagnosis, repair and testing to manufacturer’s original equipment standards. There will be no minimum or maximum number of emergency call-outs for the period of performance.

1.2.4. Contractor Ordered Miscellaneous Parts: The not to exceed (NTE) contract line item number (CLIN) shall be utilized by the contractor to replace parts and materials not otherwise covered by this Performance Work Statement. The contractor shall follow the following procedures prior to ordering additional parts:

1.2.4.1. The contractor shall identify all parts required for routine or as-needed maintenance to the contracting officer prior to procurement of additional parts. The contracting officer will then coordinate with the end-user to determine the acceptability of the purchase. If the end-user concurs with the purchase, the contracting officer will grant approval to the contractor to purchase the miscellaneous part. The contractor shall not purchase miscellaneous parts without prior written approval by the contracting officer.

1.2.4.2. Upon ordering, the contractor shall maintain and submit the receipt and evidence of payment for parts covered by the NTE CLIN and corresponding option CLINs (if applicable) prior to invoicing. Failure to submit evidence of payment will result in disapproval of the invoice until evidence of payment can be obtained and submitted.

1.2.4.3. Under no circumstances may the contractor exceed the amount specified in the contract under this CLIN and or corresponding option CLINs without written authorization by the contracting officer, which will be provided via contract modification.

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 on the

SFLEDS and MDUs.

1.2.1 100% completion each time

Perform on-site routine repair work on generator and automatic transfer switch within 24 hours of notification from the government

1.2.2.

100% completion each time unless special order parts are needed to be ordered. Contractor will perform temporary fix to prevent down time for SFLEDS and MDUs.

Perform on-site emergency repair works on the generator and automatic transfer switch within 12 hours of notification from the government.

1.2.3. 100% completion each time unless special order parts are needed to be ordered. Contractor will perform temporary fix to prevent down time on the SFLEDS and MDUs.

Perform Approval parts for the SFLEDS and MDUs.

1.2.4. 100% completion each time unless special order parts are needed to be ordered. Contractor will perform temporary fix to prevent down time on individual units.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

Not Applicable (N/A).

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL

The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services

Summary. Contractor will coordinate with the 33rd HMU Production Office when they schedule maintenance and inspection dates, ensure at least two week notification for routine maintenance.

4.1.1. Quality Control Plan. The contractor shall provide a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the requested services listed in the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall submit to the Contracting Officer for review no later than 30 days post award. The contractor shall update the plan as changes occur and changes shall be submitted for review by the Contracting Officer.

4.1.2. The contractor’s QCP shall contain, as a minimum, the following items:

4.1.2.1. A description of the inspection system to cover all services. Description shall include specifies as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

4.1.2.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

4.1.2.3. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

4.1.3. Records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

4.2. 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).

4.2.1. 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.

4.2.2. 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.

4.2.3. 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).

4.2.4. 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. Air Force installation Kadena and 33rd HMU 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 or 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 0730 to

1630, 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

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.

4.7.2. 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 33rd HMU

COR or his/her designee indicating the condition of the SFLEDS and MDUs. 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 COR or his/her designee.

http://www.ecmra.mil/

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 PUBLICATIONS

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

Government is required when:

4.14.2. 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.

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

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

4.15 CONTRACTOR PERSONNEL

4.15.1. 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.

4.15.1.1. 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.

4.15.1.2 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.

4.15.2. 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.

4.15.2.1. 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.

4.15.2.2. 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.

4.15.2.3. 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.

4.16. JAPANESE ROAD LAWS

4.16.1. The contractor shall comply with Japanese Road Laws while on US 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 vehicles 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 and damage, pollute, or otherwise deface the road in such manner as to 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 or traveling or operation of the vehicle.

4.16.3. All vehicles must be properly inspected/insured in accordance with Japanese Compulsory

Insurance (JCI) requirements.

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 on the

SFLEDS and MDUs.

12 Month

2 Non-emergency Call Outs 48 Hours

3 On-site emergency repair works on the equipment within 12 hours of notification from the Government.

16 Hours

4 Approval parts for the equipment. 1 Lot