DRAFT PWS for ITM.pdf

Performance Work Statement for Inspection, Testing, and Maintence of Fire Department Assets

Fire & Emergency Services, Marine Corps Air Station Iwakuni, Japan

1.0. General. MCAS Iwakuni Fire & Emergency Services (FES) requires the inspection, testing, and maintenance (ITM) of Mobile Live Fire Training Props, Electro-Hydraulic Extrication Equipment, and Breathing Air Compressors. Each category of equipment is subject to distinct ITM requirements at various intervals throughout the year to ensure compliance with applicable laws, codes, and industry standards. This Performance Work Statement (PWS) defines the ITM service requirements necessary to ensure MCAS Iwakuni FES meets all regulatory obligations and maintains a mission-ready posture for emergency response operations.

1.1. Introduction & Description of Service. Inspection, testing and Maintenance (ITM) is required at different periods and intervals for various types of fire department tools and equipment. The purpose of these ITM activities is to verify operational functionality, conduct periodic inspections, and perform preventive maintenance.

These measures are essential to maintaining the equipment in a state of operational readiness, extending its service life, and ensuring user safety.

1.2. Scope of Work & Objective: The contractor shall provide all materials, equipment and qualified skilled labor and unskilled labor to complete the tasks associated with this PWS. This requirement is to provide inspection, testing and maintenance for the following:

1.2.1. Training Props: ITM shall be provided by a certified technician for mobile live fire training props in accordance with (IAW) the National Fire Protection Association (NFPA) 1402 (chapters 9 and 10) and manufacturer’s recommended practices and intervals. Contractor shall provide ITM of five (5) mobile live fire training props:

1. FIREBLAST; Falcon Car Fire Trainer (2010 model; Liquid Petroleum Gas (LPG) Fueled

2. KIDDE; Falcon Pressure Vessel (O-100 Model); LPG Fueled

3. KIDDE; Helicopter Fire Trainer (O-100 Model); LPG Fueled

4. KIDDE; Split Flange Pipe Trainer (O-100 Model); LPG Fueled

5. KIDDE; BBQ Grill (O-100 Model); LPG Fueled

1.2.2. Extrication Equipment: Annual ITM shall be provided by a technician trained and certified for Two (2) Hurst electro-hydraulic extrication equipment sets IAW NFPA 1937 and manufacture’s recommended practices and intervals. Contractor shall provide annual ITM of electro-hydraulic extrication equipment for the following devices:

1. Hurst; Electro-Hydraulic Spreader; PN: SP310 E2

2. Hurst; Electro-Hydraulic Spreader; PN: SP333 E2

3. Hurst; Electro-Hydraulic Cutter; PN: S700 E2

4. Hurst; Electro-Hydraulic Cutter; PN: S700 E2

5. Hurst; Electro-Hydraulic Ram; PN: R421 E2

6. Hurst; Electro-Hydraulic Ram; PN: R421 E2

1.2.3. Air Compressors: ITM shall be provided by a trained and certified technician for Bauer and EagleAir Compressor manufacturers IAW Occupational Safety and Health Administration (OSHA) Standard 29 CFR 1910.134, NFPA 1989 and manufactures recommended practices and intervals. Contractor shall provide semi-annual ITM for the following stationary and mobile breathing air compressor and cascade systems:

1. EagelAir Compressor; BlackHawk; Model #BHA10F3D2U, 2016

2. EagelAir Compressor; BlackHawk; Model #BHA10F3D2U, 2017

3. EagleAir Mobile Air Compressor, Model #HA20N3C4E-GS25, 2019

4. Bauer Air Compressor; Model #U319-3-208-60; Year 2012

5. Bauer Air Compressor; Model #MXV8-19H-230; Year 2009

6. Bauer Mobile Air Compressor, Model #TC13D-E3/208, 2016

1.3. Contracting Officer’s Representative.

Name:

Email:

Telephone:

All COR related contract technical or administrative functions shall be sent directly to appointed COR for action.

The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

1.4. Period of Performance. The period of performance shall be for one Base Year of (12) months and two (12) month option years. The contractor shall contact the COR within (5) days of award to schedule dates and times of performance. The Period of Performance will be as follows:

Base Year: Date TBD 2025 to 2026.

Option Year 1: 2026 to 2027

Option Year 2: 2027 to 2028

1.4.1. The exercise of optional periods of performance is subject to approval by MCAS Iwakuni Fire & Emergency Services (FES) and the Contracting Office. The Contracting Office may award up to two (2) option years at its sole discretion. However, if the contractor fails to perform in accordance with the contract requirements or if FES determines that the services are no longer required, the Government reserves the right to decline the exercise of the option periods or to terminate them in accordance with the terms of the contract.

1.4.2. The contractor visits shall be scheduled and agreed upon by both parties. Scheduling of the first visit will be scheduled within one (1) month after the signature date of the contract.

1.4.3. Daily hours required to execute contract are at the discretion of the contractor but shall be performed between the hours of 0800 and 1800.

1.4.4. The dates and times of performance shall be coordinated with the Contracting Officer (KO) and COR.

1.4.5. Any changes to the performance dates shall be agreed upon between the Contractor and the Contracting Officer at no additional cost to the government.

1.4.6. The Contractor shall immediately notify the Contracting Officer in writing if they anticipate difficulty in meeting any performance schedule, timeline, or other contract requirement. This notification must include a detailed rationale. However, submission of such notice does not imply Government acceptance or waiver of any contractual rights.

1.4.7. Federal Holidays. The contractor shall not be required to provide services on federal holidays unless the holiday is particularly specified otherwise in this PWS.

Federal Holiday Occurrence

New Year’s Day 1 January*

Martin Luther King Jr.’s Birthday 3rd Monday of January

President’s Day 3rd Monday of February

Memorial Day last Monday of May

Juneteenth 19 June* Independence Day 4 July*

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11 November*

Thanksgiving Day 4th Thursday of November

Christmas Day 25 December*

* When a federal holiday falls on Sunday, the following Monday will be observed as a holiday by the U.S.

government. When a federal holiday falls on a Saturday, the preceding Friday will be observed as a holiday.

In addition to these federal holidays, if the President of the United States issues an executive order closing the federal government, that date shall also be considered a recognized federal holiday (Reference

Executive Order 11582 of February 11, 1971, and 5 U.S.C. 5546 and 6103(b) and other similar statutes insofar as they relate to the pay and leave of employees of the United States).

1.4.8. Typhoon Conditions. Japan-based military installations close when Tropical Cyclone Condition of Readiness 1C (TCCOR 1C or TC-1C) is declared by Military Weather Station authorities. The Contractor will be required to depart military bases, remain indoors, and monitor radio/television to determine when the TCCOR changes to TCCOR SW (Storm Watch) or TCCOR AC (All Clear). When TCCOR SW is declared by Military Weather Station authorities, the Contractor shall restart the service within 2 hours. If that occurs after normal business hours, services shall begin the next normal workday at 8:00am.

2.0. Place of Performance. Equipment listed in Section 1.2 is located on MCAS Iwakuni and Atago Housing Complex, Japan, at the following locations:

1. Fire Station 1 (Bldg. 6119, MCAS Iwakuni): Stationary Breathing Air Compressor

2. Fire Station 2 (Bldg. 119, MCAS Iwakuni): Stationary Breathing Air Compressor and Extrication Equipment

3. Fire Station 3 (Bldg. 3119, MCAS Iwakuni): Stationary and Mobile (Two (2)) Breathing Air Compressors

4. Fire Station 4 (ATG119, Atago Housing): Stationary and Mobile (Two (2)) Breathing Air Compressors and

Extrication Equipment

5. Fire Department Training Grounds (Bldg. TT119, MCAS Iwakuni): Fire Training Props

3.0. Technical Requirements (Description of Work/Tasks)

3.0.1. The contractor will furnish reliable transportation necessary to perform the entirety of the services detailed within this PWS.

3.0.2. Shall provide written documentation for all inspections, tests, maintenance, and deficiencies encountered for the equipment listed in Sections 1.2.1 to 1.2.3, to include details pertaining to Sections 3.1 to 3.3.

3.1. Annual ITM of Mobile Live Fire Training Props (on-site). Annual ITM of Mobile Live Fire Training Props shall include the following on-site tasks:

3.1.1. Replacement of perishable items such as gaskets, igniter and other low-cost/high-use parts.

3.1.2. Shall use only new standard parts. Replacement parts will become property of the Government.

3.1.3. Detailed inspection of LPG/gas lines.

3.1.4. Detailed inspection of LPG equipment.

3.1.5. Detailed inspection of fire control systems.

3.1.6. Inspect electrical components to include wires and batteries, replace as necessary.

3.1.7. Provide written report on findings to include parts needed for extended repair.

3.1.8. Provide operator/owner system training as requested.

3.2. Annual ITM of Electro-Hydraulic Extrication Equipment (on-site). Annual ITM of Electro-Hydraulic Extrication Equipment shall include the following on-site tasks:

3.2.1. Inspect and replace all filter elements as necessary.

3.2.2. Inspect and replace all housing and/or control elements as necessary.

3.2.3. Inspect controls and electrical circuits to ensure proper equipment operation and charging.

3.2.4. Perform all preventive maintenance and services IAW manufacturer-provided product manuals.

3.3. Semi-Annual ITM of Breathing Air Compressors and Cascade Systems (on-site). Semi-Annual ITM of Breathing Air Compressors and Cascade Systems shall include the following on-site tasks

3.3.1. Change and/or fill all fluids as required for proper operation.

3.3.2. Inspect and replace filters, parts, and components as necessary to maintain proper operation.

3.3.3. Perform, and submit air sample analytics testing kits for all compressor air banks.

3.3.4. Inspect and repair internal mechanical failures within the engine compartment during the contract period, including any exercised option periods.

3.3.5. Verify proper operation of all breathing air compressors in service.

3.3.6. Shall use only new standard parts. Replacement parts will become property of the Government.

3.3.7. The Contractor shall return all defective parts to the KO unless replacement parts are used for trade-in as authorized.

3.3.8. Perform all preventive maintenance and services IAW manufacturer-provided product manuals.

4.0. Qualifications. All contractor personnel assigned to this effort shall possess the appropriate training, certifications, qualifications, and experience required to perform inspection, testing, and maintenance (ITM) services as outlined in this Performance Work Statement (PWS). Personnel must be qualified as authorized service providers prior to beginning work on the installation. Contractor personnel shall meet all applicable industry standards and manufacturer requirements relevant to the equipment being serviced. Credentials must align with standards identified in the applicable references listed in Section 5.3 of this PWS (e.g., NFPA, OSHA, and OEM guidelines).

The contractor shall:

Submit proof of all required certifications as part of the bid package.

Maintain copies of current certifications onsite throughout the contract period.

Provide named certifications upon request to confirm compliance with referenced standards.

4.0.1. Required Certifications. The following certifications are required, at a minimum, for personnel assigned to this contract:

OEM Factory Training Certification – Eagle Air Systems IAW NFPA 1989 and OSHA 29 CFR 1910.134

OEM Factory Training Certification – Bauer Compressors IAW NFPA 1989 and OSHA 29 CFR 1910.134

OEM Factory Training Certification – Hurst/IDEX Electro-Hydraulic Extrication Systems IAW NFPA 1936 and NFPA 1937

OEM Factory Training Certifications – FIREBLAST Live Fire Training Props IAW NFPA 1402, Chapters 9 & 10

OEM Factory Training Certifications – KIDDE Live Fire Training Props IAW NFPA 1402 Chapters 9 &

Note: Subcontractors, if used, must also meet the same certification requirements.

4.0.2. Compliance and Enforcement. Failure to provide valid, named certifications upon request may result in the removal of personnel, suspension of work, or contract termination actions. The Government reserves the right to verify all qualifications and reject any personnel who do not meet the minimum certification standards.

5.0. Delivery or Deliverables.

5.1. The contractor shall be solely responsible for providing all materials, tools, equipment, consumables, and supplies necessary to execute the tasks outlined in this PWS; specifically, those described in Paragraphs 3.0, 4.0 and 5.0. All materials required for any phase of the work shall be furnished by the contractor and delivered in accordance with the following instructions:

Physical Delivery Address:

MCAS Iwakuni Distribution Management Office (DMO)

Attn: Fire & Emergency Services, REF: (Insert Contract Number)

Bldg. 1710 M/F: M02209

MCAS Iwakuni

Iwakuni-shi, Yamaguchi-ken 740-0025

Japan.

5.1.0. Electronic Delivery (if applicable): The contractor shall also provide electronic copies of documentation, deliverables, manuals, certifications, and any other applicable materials via email to the COR identified in Paragraph 1.3.

5.1.1. The contractor shall ensure all shipments, physical and electronic, are clearly labeled or titled with the contract number and appropriately referenced to the corresponding task. Timely delivery of both physical and electronic materials is essential for compliance with the performance schedule. Failure to do so may result in delays or adverse contract action.

5.2. Meetings and Status Reports. The contractor shall conduct semi-annual onsite service visits, at a minimum, in accordance with the requirements outlined in this PWS. Each visit shall include inspection, testing, maintenance, and repairs of all applicable systems and equipment. Following each service visit, the contractor shall prepare and submit a comprehensive written service report along with any relevant inspection and maintenance checklists to the COR identified in Paragraph 1.3. These documents shall include, at a minimum:

Date and time of service

Location and equipment serviced (including make, model, and serial number)

Description of work performed

Names and qualifications of contractor personnel on site

Any identified deficiencies, corrective actions taken or recommended

Parts replaced (including part numbers and OEM references)

Verification of compliance with OEM procedures and relevant NFPA/OSHA standards

Signature of contractor representative and acknowledgment section for the COR

5.2.1. All service documentation shall be submitted electronically to the Contracting Officer’s Representative (COR) identified in Paragraph 1.3 within five (5) business days of service completion. If applicable, hard copies may also be delivered with physical shipments to the address identified in Paragraph 5.1.

5.2.2. The contractor shall maintain a complete archive of all service reports and documentation for the duration of the contract plus three (3) years. These records shall be made available to the Government upon request at any time during or after the period of performance.

5.3. Applicable Documents/Governing References. In addition, requirements of regulations and policies applicable to this contract/order by virtue of clauses contained herein, the contractor shall, in the performance of this contract/order, also comply with all references applicable to the specific tasks of this PWS, as listed below, including any amendments or subsequent issuance.

Reference Location

NFPA 1402: Standard on Facilities for Fire Training and Associated Props, chapters 9 and 10.

https://www.nfpa.org/codes-and-standards

NFPA 1937: Standard for the Selection, Care, and Maintenance of Rescue Tools.

https://www.nfpa.org/codes-and-standards

29 CFR 1910.134: Respiratory Protection. https://www.osha.gov/laws-regs

NFPA 1989: Standard on Breathing Air Quality for Emergency Services Respiratory Protection.

https://www.nfpa.org/codes-and-standards

Manufactures Manuals Online at manufactures websites or upon request.

6.0. Government Furnished Facilities, Equipment, Services and/or Information. Fire & Emergency Services will provide onsite translation/interpretation if needed and requested. There is no government owned equipment to be furnished to the contractor for use under this contract. Government property identified herein, or by attachment, is subject to the requirements of FAR and DFARS part 45, pursuant to the enumerated property clauses incorporated in this contract/order.

7.0. Special Instructions and Administrative Information.

7.1. Non-Personal Services. This is a non-personal service, performance-based contract. The contractor bears responsibility to manage its employees and guard against any actions that could be characterized as personal services as defined in FAR 37.104, or which convey the perception that personal services are being delivered. No provisions are implied nor provided in this contract for any benefits such as medical care, retirement, or worker’s compensation, other than those incorporated through enumerated clauses.

7.2. Identification of Contractor Personnel and Equipment. In accordance with DFARS 211.106, contractor personnel performing non-personal services on DoD installations or other government facilities shall ensure that they are readily identifiable as contractor employees (including subcontractors and consultants). All Contractor employees shall always comply with the following:

7.2.1. Telephone Identification. Identify themselves as Contractor personnel at the onset of every telephone call made from a Government telephone or any other phone if the call is made in support of Government-related requirements and activities.

7.2.2. Recorded Messages. Identify themselves as Contractor personnel in all recorded messages including those, which are heard by callers attempting to contact Contractor employees via answering machines or voicemail.

7.2.3. Meetings, Conferences and Events. Identify themselves as Contractor personnel at the onset of every meeting, conference or any other gathering attended in support of any Government related requirements or activities.

7.2.4. Correspondence. Identify themselves as Contractor personnel on any correspondence, documents, or reports accomplished or sent in support of any service provision to the Government, including, but not limited to, correspondence sent via the U.S. Mail, facsimile, or electronic mail (email) inclusive of out-of-office replies.

7.2.5. Personal and Corporate Identification. Wear or display Contractor provided nametags, badges or attire which display, at a minimum, the name of the Contractor and their respective company.

7.3. Designated Third Country Nationals (DTCN). Persons from certain countries are considered DTCN and are generally restricted from entering MCAS Iwakuni. A listing of DTCN countries and other related information regarding this policy can be found in USFJ Instruction 31-204 (Designated Third Country Nationals), which can be made available upon request.

7.4. Exemption from Japanese Taxes. Pursuant to the U.S. – Japan Status of Forces Agreement and the Joint Committee, the governments of the United States and Japan have agreed that the procurement in Japan of materials, supplies, equipment, and services for official purposes may be exempt from certain Japanese taxes.

When incorporated, paragraph c. of the clause FAR 52.229-6, “TAXES – FOREIGN FIXED PRICE CONTRACTS” and/or DFARS 225.229-7001 ‘TAX RELIEF’ stipulate that contract/order pricing shall not include the Consumption Tax. Submission of, and/or incorporation into the contract of, your offer, certifies that pricing does not contain any cost related to the Consumption Tax. Questions concerning this matter should be directed to your local Japanese Tax Office.

7.5. Subcontract Management. The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO). Cross teaming may or may not be permitted.

7.6. Mission Essential Personnel/Tasks. Unless specified otherwise in this Performance Work Statement, contractors supporting this contract/order are not considered “Mission Essential” personnel (as defined in DFARS

237.76) who would be required during crisis or emergency operations.

7.7. Hazardous Materials and Safety. The Contractor and its subcontractors shall comply with all applicable laws, including Public Law 91-596 (Occupational Safety and Health Administration (OSHA)) and DOD Directive 4715.1E, Environmental, Safety, and Occupational Health (ESOH)). Contractor personnel performing services on a DOD installation shall participate in local Voluntary Protection Programs (VPP). Information on the VPP is available at http://www.osha.gov/dcsp/vpp/index.html.

7.8 Installation Access and Personnel Credentialing.

7.8.1 Personnel Access/Credentialing. Access to local installations is inherently required to accomplish specified tasks under this contract/order. The contractor shall therefore ensure all necessary actions are taken to obtain such access by its personnel in time to affect access in accordance with the requirements of the PWS and POP. Failure to complete such actions in a timely manner, some of which may occur prior to the POP or individual mobilization/relocation to the place of performance, shall not constitute excusable delay. Upon request, the Contracting Officer will provide a ‘check-in’ sheet that summarizes required actions.

7.8.2 Base Passes and/or Defense Biometrics Identification System (DBIDS) cards. Personnel that do not qualify for CAC require an alternate credential for installation access, as governed by Marine Corps Installations Pacific Order 5512.2, which can be provided upon request. The process to request access requires approval from the Contracting Officer in an access request letter.

7.8.3. Return and/or Disposal of Access Credentials. The contractor’s employees shall return to the applicable issuing office all base passes, DBIDS cards, and/or CAC, immediately upon termination of employment or completion of this contract and certification of receipt shall be obtained and submitted to the Contracting Officer.

The Contractor shall submit a listing of employees terminated under this contract to the Contracting Officer within seven (7) days of the effective date of termination.

7.8.4. Status of Forces Agreement. Possession of a CAC or other credential does not, alone, determine the legal status of personnel performing under this contract. Additionally, unless specifically identified on the CAC, the credential does not necessarily authorize logistical support privileges such as commissary/exchange access. The individual status of personnel performing under this contract, and the privileges authorized, are governed in accordance with United States Force Japan Instructions (predominantly USFJI 64-100), applicable credentialing regulations, and the information prescribed via DFARS clauses regarding Contractor Personnel in Japan, as contained herein.

7.8.5 Privacy Act. Pursuant to FAR clause 52.224-3, as incorporated, DoD requires agency-specific Privacy Act training as prescribed in DODM 5400.11-R. DODM 5400.11-R also prescribes required actions regarding information and privacy, which are applicable to the contractor and its personnel performing under this contract/order. The regulation may subject the contractor and/or contractor's personnel to criminal liability under Title 18, Section 793 and 7908 of the United States Code.

7.8.6 Quality Control and Quality Assurance. In accordance with FAR part 46, and the respective enumerated clauses incorporated in this contract/order, the contactor is reminded that the government may conduct Quality Assurance actions, inspect the Contractor’s Quality Control Plan and records, and take remedial actions as necessary, at any time through the duration of this contract/order.

7.8.7. Services Contract Reporting (SCR). The contractor shall report required SCR data fields using the SCR section of the System for Award Management (SAM) at following web address: https://sam.gov/SAM. Reporting inputs will 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. Contractors may direct questions to the help desk, linked at https://sam.gov/SAM.

8.0. Other Provisions:

8.0.1. It is the responsibility of the contractor to provide the required materials, tools, equipment, vehicles and/or machinery needed to conduct the requirements set forth in this PWS.

8.0.2 It is the responsibility of the contractor to provide necessary protective equipment to ensure the safety of their employees and those subcontracted, to include but not limited to, clothing, hearing protection, eye protection, helmets and gloves.

8.0.3. It is the responsibility of the contractor and those subcontracted to complete the necessary base access requests prior to the agreed upon start date. Therefore, within three (3) days after notification of award; the contractor shall submit a roster and request gate access packages (if needed). Contracting will provide access packages with most recent processes. All completed paperwork shall be returned to the proper authority within three (3) days for submittal to PMO Pass & ID for access passes.

8.0.4. The Contractor shall keep the work and storage areas free from any accumulations of waste materials. Once the work is complete the Contractor shall remove any rubbish, tools, equipment, and materials that are not the property of the Government. Upon completing the work, the Contractor shall leave the work area in a clean, neat, and orderly condition.

9.0 Performance Requirement Summary (PRS).

Task Performance

Objective

PWS

Section Performance

Standard Acceptable

Quality Level Surveillance

Method Incentive

Written documentation and reports

Shall provide written documentation for all inspection, testing and maintenance, and deficiencies encountered for all equipment

3.0

Report shall be archived by proper program managers of equipment or device, for historical performance and scheduled

100% completed and on time

100% Inspection

Payment and possible exercise of option year(s) contract measures.

Annual ITM of mobile live fire training props

Contractor shall provide ITM of five (5) mobile live fire training props IAW this PWS and other applicable regulations

3.1

80% of all Mobile Live Fire Training Props are operational at any time

100% completed and on time

Quarterly operational inspections and checks

Payment and possible exercise of option year(s)

Annual ITM of electro-hydraulic extrication equipment

Contractor shall provide annual ITM of six (6) electro-hydraulic extrication devices IAW this PWS and other applicable regulations

3.2

85% of all electro-hydraulic extrication devices are operational at any time

100% completed and on time

Daily and weekly operational inspections and checks

Payment and possible exercise of option year(s)

Semi-annual ITM of stationary and mobile breathing air compressors

Contractor shall provide semi-annual ITM of six

(6) breathing Air compressor systems IAW this PWS and other applicable regulations

3.3

75% of each stationary breathing air compressor systems and 50% mobile breathing air compressors

100% completed and on time

Daily and weekly operational inspections and checks.

Quarterly air sample checks.

Payment and possible exercise of option year(s)

End Performance Work Statement