PWS Final 09-T0045.doc

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON, JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE-BASED WORK STATEMENT

FOR

MAJOR MAINTENANCE

OF

GAS ENGINES, ELECTRICITY GENERATORS

AND

AUXILIARY EQUIPMENTS,

IN THE CO-GENERATION PLANT,

FACILITY No. 123-15, SAGAMIHARA FAMILY HOUSING AREA

28 Jan 2009 (FEWR No. ME-80007-8J) The attached Performance-Based Work Statement is being provided IAW Section 801, 10 USC 2330. Any contract or task order resulting from this request is to be acquired using performance-based principles.

Table of Contents

SECTION 1

Description of Services/General Information

Page 2 thru 9

SECTION 2

Services Summary

Page

SECTION 3

Government Furnished Property and/or Services Page 9 thru 10

SECTION 4

Appendices

Page 10 thru B1-63

Appendix A: Workload Data

A1. Estimated Workload Data.

A1

A2.1. Plant Equipments

A2.1-1 thru 2

A2.2 Maintenance Required Area

A2.2

A3. Major (D type) Maintenance Schedule

A3-1

A4. Minimum Required Work Elements

A4-1 thru A4-12

A5. List of Minimum Required Replacement Parts for

D-type Maintenance

A5-1 thru A5-5

Appendix B: Sample Maintenance Reports format for D-type Maintenance

(Japanese Version)

B1-1 thru B1-63

SECTION 1

1. DESCRIPTION OF SERVICES. The contractor shall provide all labor, equipment, transportation, tools, supervision, and other items and services necessary to provide the services as required for major maintenance of gas engine, electricity generator and other auxiliary equipment and systems in the Co-generation plant, facility number 123-15, Sagamihara Family Housing Area (SFHA).

1.1. MAJOR MAINTENANCE.

1.1.1. D-TYPE Maintenance. D type major maintenance is required at every 8,000 hours operating period in accordance with manufacturer’s recommendations. Maintenance schedule for D-type is specified in Appendix A3.

1.1.2. Maintenance Schedule. The contractor shall provide a D type maintenance schedule to the QAP for approval. The contractor shall provide and submit schedule to the QAP to obtain approval within 15 days from notification of actual starting date. The maintenance schedule shall show the order in which the contractor proposes to perform maintenance services, the dates on which the contractor will start each work element, the schedule date for completion of each element, and number of man–hours needed for each work element. The minimum required work elements are listed in Appendix A4 of this PWS. The approved schedule will be used by the QAP to survey the contractor’s work.

1.1.3. Maintenance Services. The contractor shall accomplish D-type maintenance services for gas engines, electricity generators and auxiliary systems listed in Appendix A2, to ensure reliable, functional and continuous operation. Maintenance services includes, but is not limited to gas engines, electricity generators, exhaust gas boilers, plate type heat exchangers, pumps and valves. These services shall be in accordance with commercial practices meeting manufacturer’s specifications and minimum required maintenance items as listed in Appendix A4 and minimum required replacement parts as listed in Appendix A5.

1.1.3.1. This service should be programmed and performed for one engine at a time. One engine shall remain operational at all times. For any services requiring plant operation stoppage, the contractor shall keep the plant operational for the maximum amount of time possible.

1.1.4. Maintenance Reports. The report for D-type maintenance conducted shall be prepared in both English and Japanese and submitted to the QAP within 30 calendar days after the completion date. Such reports shall be submitted in booklet-type form, which shall include as a minimum the following information:

(1) Type of required major maintenance.

(2) Engine and generator number.

(3) Actual running hours of the repaired engine.

(4) Date work started.

(5) Name of people who performed.

(6) Equipment item checklist

(7) Description of each service performed. And item no. of each maintenance requirement (Appendix A4).

(8) Drawings/sketches for specified service areas.

(9) Pictures/photographs such as deteriorated parts, replacement of new parts, etc.

(10) Test and analyzed data results.

(11) Recommendation for effective maintenance and operation.

(12) Date work completion.

(13) Cost break-down for each maintenance provided, per maintenance item (labor cost and material cost).

(14) Signature of manufacturer’s representative.

Japanese Manufacturer formats of the maintenance reports are attached in Appendix B1 of this PWS for contractor’s information. In addition of such detailed maintenance data, the contractor shall include above listed information into the maintenance reports.

1.2. RECORD KEEPING: The contractor shall maintain cumulative maintenance records for each piece of equipment. The record shall include D-type maintenance, any document for repair work, and any other data necessary for maintenance of the system. The record shall be updated when performed. The record shall be made available to the Government in digital format and hard copy for examination and reproduction to the CO and/or QAP within 5 working days after completion/termination of the contract.

1.3. CONTRACTOR MANPOWER REPORTING: The office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.

1.4. GENERAL INFORMATION:

1.4.1. Contractor Qualifications. The contractor must have successfully completed one or more similar type job(s) such as maintenance and/or overhaul of an electricity generation system (Above 500 KW, Gas Engine) within the last 10 years (10年以内に５００KW以上の常用・非常用兼用自家発電設備（ガスエンジン）の点検整備の業務実績). The contractor shall submit this experience to the CO with their offer.

1.4.2. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the work. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer.

1.4.2.1. The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract.

1.4.2.2. The contract manager or alternate shall be available during normal duty hours, and be available within 3 hours during non-duty hours to meet on the installation with the QAP to discuss emergencies. The contract manager shall provide an emergency contact number for other than normal duty hours.

1.4.2.3. The contract manager or alternate shall have a good working knowledge of the English language, a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives, written and oral, issued in English by the contracting officer or QAP. When this requirement is not available to the contract manager or alternate, the contractor shall provide a translator for them.

1.4.3. Contractor Employees. The contractor is required to provide employees who have at least 3-year experience in maintenance and overhaul works of same gas engine under this contract and skilled mechanics/electricians. The contractor personnel shall also possess the following listed certificates/licenses at all time while performing work. The required certificates/licenses shall be current and updated when changes occur.

· Engineering License for Electric Generation Systems of Private Use (自家用発電設備専門技術者資格)

· Individual being trained exclusively for Hanging Techniques by Hoists/Cranes (玉掛技能講習修了)

· Inspector License for Firefighting Equipments/Systems, 1st Class (第１種消防設備点検資格)

· Electrical License, 1st Class (電気工事士１種)

1.4.3.1. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The CO may require that the contractor remove from the Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

1.4.3.2. Third Country Nationals (TCN). The Security Forces on each base control entry to the base. Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

1.4.3.3. U.S. Government or Japanese National Employees. Contractor shall not hire employees of the United States Government and/or MLC (Master Labor Contract) if employing such persons would create a conflict of interest, or appearance of a conflict of interest as determined by the contractor. The contractor shall not employ any person who is an employee of the Department of the Army, either military or civilian, unless such person seeks and receives approval according to DODR 5500.7, Standards of Conduct.

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

1.4.3.5. Roster. The contractor shall provide a complete roster of all personnel (include contract manager and alternate contract manager) to the QAP prior to start performance. Roster must include employee’s name, address, telephone number and certificate/license, and documentation certificate/license with the date obtained and validated. The contractor shall maintain a current listing of employees, providing updates as changes occur.

1.4.4. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure maintenance services are performed in accordance with the requirements of this PWS. A QCI (Quality Control Inspector) shall be responsible for inspecting, identifying and preventing defects in the quality of service performed from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Para 2, Services Summary. In case of complaints, the QAP will have a specific quality control inspection process to follow notifying the contractor.

1.4.5. The contractor shall prepare checklists to identify all major maintenance work identified in Appendix A4. In addition, the contractor shall include other work deemed necessary as major maintenance when QAP verified. Checklists shall be prepared for each system or piece of equipment, and be maintained by the contractor. These checklists shall be prepared and submitted to the QAP within 30 days of contract award. The contractor shall prepare a summary of major maintenance performed, whenever requested by the CO and/or the QAP.

1.4.6. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance to ensure services are received. The QAP will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s quality control program and receipt of complaints from operators of co-generation plant. 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. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from service customers located on the installation. The QAP will investigate the validity of compliant upon receiving a compliant.

1.4.7. GOVERNMENT REMEDIES. The CO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.4.8. AVAILABILITY OF FACILITY.

1.4.8.1. Hours of Service. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. Federal and other designated holidays listed below, during normal duty hours, 0800 - 1600 hours unless prior arrangements have been made with the QAP.

1.4.8.2. Legal American Holidays and Other Designated Holidays.

American Holidays

1 January New Year’s Days

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

3rd Monday in February President’s Day

Last Monday in May Memorial Day

4th of July* Independence Day

1st Monday in September Labor Day

2nd Monday in October Columbus Day

11 November* Veterans Day

4th Thursday in November Thanksgiving Day

25 December* Christmas Day

Other Designated Holidays

1, 2 & 3 January New Year’s Days

29, 30 & 31 December Year End Days

*Holidays falling on a Saturday will be observed on the preceding Friday, Holidays falling on a Sunday will be observed on the following Monday.

1.4.9. SECURITY SAFETY REQUIREMENTS.

1.4.9.1. Installation Base Passes. The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges to contractor personnel at no cost to the contractor. Vehicle insurance certificate are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

NOTE: Contractor personnel are required to comply with U.S. Army Regulation 190-5 http://www.apd.army.mil/USAPA PUB pubrange P.asp for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation 190-13 http://intranet.zama.army.mil/CmdStaff/usagj/cmdgrp/doc/reg190-13.pdf for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

1.4.9.2. Security Requirements. The contractor shall ensure each employee obtains required pass and identification items for access to SFHA. These items are issued by the Security Forces Pass and Registration Section. The contractor and employees shall return identification cards to Security Forces within 24 hours of termination or completion of this contract. All other government identification for terminated employees shall be returned to the CO within 24 hours of termination.

1.4.9.3. Reports of Damages, Destruction, Injury, or Death

(a) The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term “Contractor” includes the Contractor, its agents, servants or employees.

(b) The contractor shall submit these reports to the CO through the QAP as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Report may be either verbal or facsimile.

(2) A complete written report shall be submitted within 96 hours after occurrence of the incident. A copy of this report shall be furnished to the QAP.

1.4.9.4. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements. The contractor shall comply with all pertinent requirements of the U.S. Army and USAG-J Fire Protection and Safety Regulations or Japanese Law, whichever is more stringent, to insure compliance by all subcontractors.

1.4.9.5. The contractor shall not commence work at the job site until an Accident Prevention Plan and a Job Hazard Analysis are submitted for review and approved by the CO. The contractor is responsible for reviewing section 1 of EM 385-1-1, the US Army Corps of Engineers’ Safety and Health Requirements Manual, which will be provided at time of contract award.

1.4.9.6. The contractor shall provide warning signs and barricades around the job site while the equipment and/or systems are being serviced. The contractor shall control all personnel desiring access into job site areas when work is in progress.

1.4.9.7. Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The contractor shall immediately report spills or releases of hazardous materials to the CO and QAP. The contractor shall be liable for containment and environmental clean up of spill or release of such substance. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Material Safety Data Sheets (MSDS).

1.4.9.8. Environmental and Hazardous Material Handling. The contractor shall comply with municipal environmental laws to protect the health and safety of employees/residents and minimize or eliminate environmental pollution.

1.4.9.9. Off Limits Signs. The contractor shall provide “OFF LIMITS” signs in both English and Japanese and post them at the entrances, as appropriate or required, and at the job site. Advance information concerning the contractor’s activities and on-site schedule will be provided to building occupants through the Directorate of Public Works (DPW).

1.4.10. Delivery and Storage of Materials. All materials delivered and placed in storage shall be protected from the weather, humidity and temperature variations, dirt and dust, or other contaminants by the contractor.

1.4.11. Cleanliness. The contractor is responsible for cleanliness of the service areas in the plant, immediately adjacent to the plants, and office space used. This includes, but is not limited to, washing, sweeping, dusting and other janitorial services necessary to maintain the area in a clean and sanitary condition. The contractor shall furnish such supplies as required.

1.4.12. DISPOSAL OF MATERIALS. All debris and unserviceable materials generated under this contract such as industrial waste, non-recyclable materials and equipment/material not listed on hand-receipts shall be disposed off-base by the contractor in accordance with the laws of Japan. Hand receipt items require turn-in action by the contractor when the listed items have to be replaced.

1.4.13. WARRANTY. The contractor shall provide the government with their most favorable commercial warranty. The government shall receive the same warranty service as the contractor’s most favored customers. If the test fails to report to any surface or otherwise fail due to workmanship or materials, the contractor shall correct the affected area(s) at no additional cost to the U.S. Government.

1.4.14. RESPONSIBILTY FOR DAMAGES. Any damages caused to U.S. Government property during the course of performing this contract shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S. Government.

1.4.15. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utility conservation practices. The contractor shall be responsible for operating under conditions, which preclude the waste of utilities. The contractor shall comply with additional energy policies upon notification by the CO.

SECTION 2

2. SERVICES SUMMARY.

The following Services Summary (SS) identifies the performance objectives and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

SECTION 3

3. GOVERNMENT FURNISHED PROPERTY AND / OR SERVICES.

3.1. GOVERNMENT FURNISHED FACILITIES, EQUIPMENT AND MATERIALS.

3.1.1. GOVERNMENT FURNISHED FACILITIES.

3.1.1.1. PLANT EQUIPMENTS: For major maintenance of gas engine, electricity generator and other auxiliary equipment and systems in the Co-generation plant under this contract, the Government will furnish existing plant equipment relative to the services for the contractor’s use as listed in Appendix A2.

3.1.2. GOVERNMENT FURNISHED TOOLS AND EQUIPMENT: None

3.1.3. GOVERNMENT FURNISHED MATERIALS (GFM): None

3.2. OTHER GOVERNMENT-FURNISHED ITEMS.

3.2.1. UTILITIES: The government shall furnish available water, electricity and heat, without cost to the contractor. All temporary installations and connections made by the contractor shall comply with Army Regulations (AR) 420-1 and applicable building codes, and shall be subject to periodic inspection by the QAP.

3.2.2. SECURITY FORCES AND FIRE PROTECTION. Upon request for assistance, the following units will provide services on installations as necessary:

Emergency Telephone for Fire, Ambulance, and the Military Police:

Telephone 911 When the contractor uses the above services, the contract manager shall immediately report the details to the QAP. The detailed reporting requirements are specified paragraph 1.4.9.3. above.

3.2.3. EMERGENCY MEDICAL. In the event of a medical emergency, accident, or injury involving the contractor personnel during performance of duties under this contract, services will be rendered in order to save life, limb or to stabilize for transportation to a local medical treatment facility. The contractor shall reimburse the Government for the emergency medical services at the prescribed rate. The contractor shall submit the report in accordance with paragraph 1.4.9.3. above.

SECTION 4

4. APPENDICES. Appendices are provided separately from this PWS.