Draft_PWS_Yokota_OM_Hospital.pdf

PERFORMANCE-BASED WORK STATEMENT

FOR

OPERATION AND MAINTENANCE OF

YOKOTA HOSPITAL

AT YOKOTA AIR BASE, JAPAN

23 May 2013

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. DESCRIPTION OF SERVICES

1.1.1. SCOPE OF WORK

1.1.2. BUILDING MANAGEMENT TEAM OVERVIEW

1.1.3. BUILDING MAINTENANCE SUPPORT OVERVIEW

1.1.4. MANAGEMENT OPERATIONS

1.1.5. FACILITY MAINTENANCE AND REPAIR

1.2. GENERAL INFORMATION

1.2.1. QUALITY CONTROL (QC) SYSTEM

1.2.2. HOLIDAYS

1.2.3. CONTRACTOR PERFORMANCE PLANS AND PROCEDURES

1.2.4. CONTRACTOR PERSONNEL GUIDELINES

1.2.5. INSTALLATION ACCESS AND CONTROL

1.2.6. CONTRACTOR VEHICLE IDENTIFICATION

1.2.7. CONSERVATION OF UTILITIES

1.2.8. ENVIRONMENTAL PROGRAM

1.2.9. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND

AUTHORITY OR OVERSEAS COMBATANT COMMANDER

1.2.10 STANDARD DEFINITIONS

1.2.11. TECHNICAL DEFINITIONS

1.2.12. BREVITY CODES

2. SERVICES SUMMARY

3. GOVERNMENT FURNISHED PROPERTIES AND SERVICES

3.1. GOVERNMENT REIMBURSEMENT FOR ITEMS:

3.2. REMOVED PARTS AND MATERIALS:

4. CONTRACTOR FULL TIME REPORTING

APPENDIX A. ESTIMATED WORKLOAD

APPENDIX B. GOVERNMENT FURNISHED ITEMS……………………………………………42

APPENDIX C. APPLICABLE DOCUMENTS

APPENDIX D. FACILITIES

PERFORMANCE-BASED WORK STATEMENT

FOR

OPERATION AND MAINTENANCE OF YOKOTA HOSPITAL AT YOKOTA AIR

BASE, JAPAN

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION.

1.1. DESCRIPTION OF SERVICES. The Contractor shall provide the necessary management to maintain certification and resources to develop and carry out a comprehensive medical facilities’ maintenance program for the Yokota Hospital at Yokota Air Base, Japan, in accordance with giving precedence in the following order: Air Force Instructions (AFI’s), The Joint Commission (TJC); National Fire Protection Association (NFPA); applicable host nation laws; local directives; Manufacturer’s instructions; and common commercial practices. The Yokota Hospital includes Bldg 1585, 1586, 4145, 4336 JBAIDS room , 4404, 4408, 4413 and their incidental structures, systems or equipment. The Contractor shall provide a Building Management Team and a Building Maintenance Team to staff and manage two functional areas.

1.1.1. SCOPE OF WORK

1.1.1.1. TJC establishes the facility and management standards for US hospitals including the Yokota Hospital. The Air Force is committed to maintaining TJC approved health care facilities. The Contractor's efforts shall provide the service to meet the requirements for high quality patient care, a sensitivity to proper scheduling to meet medical and patient needs, sanitation for infection control purposes, and dependable utilities operations for the varied patient life support equipment and hospital systems. The Contracting Officer or Contracting Officer’s Representative (COR) will be notified immediately of any system failure in accordance with the Management Plan addressing utility systems (para 1.1.2.3.2.).

1.1.1.2. The Contractor's work and responsibility shall include all planning, programming, administration, management and workforce supervision necessary to assure that all services are conducted in accordance with the contract, applicable laws, regulations, codes, and directives. The Contractor shall assure that all work meets or exceeds requirements specified or included in these referenced documents.

1.1.1.3. The Government will provide adequate space for a maintenance shop. It shall be located within the Yokota Hospital or near enough to permit operational efficiency. (See para 3)

1.1.1.4. This contract is a firm fixed-price which includes: Functional Area I – Preventive Maintenance; Functional Area II – Unscheduled Maintenance; and Materials, Parts and Supplies to be paid at net purchase cost on a reimbursable basis.

1.1.1.4.1. Under this contract, the Contractor shall provide all personnel, materials (to be liquidated by payments at net cost ), equipment, transportation, management, supervision and all other items and services necessary to perform facility engineering services as specified in the Performance-based Work Statement (PWS). This work consists of the operation, inspection, maintenance, repair and other incidental services of real property building systems, real property installed equipment, and other non-medical equipment (including food service equipment) at the Yokota Hospital. All maintenance and repair work conducted under this contract is intended to support the management for all property and facilities covered under this contract. Materials acquired to support bench-stock parts and supplies for works as required under Functional Area I and II shall be reimbursed IAW para 1.1.3.3. of the PWS and payment is on a monthly basis under CLIN x003 of the contract pricing schedule. Invoices for all material purchased in support of this CLIN must be presented to the COR within 30 days of purchase. The Contractor shall perform all work to the standards and specifications contained or referenced in this PWS. The Defense Medical Logistics Standard Support (DMLSS) database will be used to document all maintenance, maintenance procedures, and work orders.

1.1.1.4.2. Under Functional Area I the Contractor shall provide a comprehensive preventive maintenance program and shall supply and manage a dedicated work force to perform operation maintenance and repair of the Yokota Hospital. No separate payment shall be made for administration, work order management center, overhead, or project management for materials acquisition to support the preventive maintenance effort under Functional Area I.

1.1.1.4.3. Under Functional Area II the Contractor shall staff and manage a repair and maintenance team to perform repairs and maintenance for the Yokota Hospital. No separate payment shall be made for administration, overhead or project management for materials acquisition.

1.1.1.4.4. Under Materials, Parts and Supplies, the Contractor shall maintain and compensate bench-stock for common used and emergency materials, parts and supplies. The Contractor-acquired property for performing a contract and to which the Government has no title, such as plant equipment including equipment, machine tools, test equipment, furniture, vehicles and special tooling, shall not be reimbursed under this paragraph.

1.2. BUILDING MANAGEMENT TEAM OVERVIEW

The Contractor shall provide adequate staff in order to meet contract requirements.

1.2.1. Project Management and Administration

The Project Manager and Assistant project manager are the building blocks of the Building Management Team. The project manager and assistant project manager shall have knowledge of, and follow the guidelines of TJC Environment of Care (EOC) Standards, National Fire Protection Association Codes, and other criteria in accordance with Appendix C.

Conformance with the most stringent standards is key to sustaining a quality medical care facility. The management team will be responsible for following all applicable standards and ensuring their compliance.

1.2.2. Project Management Team Qualifications

The Project Manager/Assistant Project Manager shall have supervisory experience in a field related to a hospital type facility planning, maintenance, repairs, and operations. The Project Manager/Assistant Project Manager shall have the necessary management skills to operate and maintain a Yokota Hospital. The Project Manager/Assistant Project Manager must be proficient in English language - both written and oral.

1.2.3. Overview Of Contractor's Responsibilities

1.2.3.1 The Contractor, using the most current published edition of the following codes, standards and publications, will assist the COR in managing the maintenance of the Medical Treatment Facility (MTF). All referenced publications in this PWS are available at building 4408 Yokota Air Base Japan, Room 145, or on-line at:

http://www.hospitalconnect.com/hospitalconnect_app/index.jsp or http://www.jointcommission.org/:

NFPA 13, Standard for the Installation of Sprinkler Systems.

NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.

NFPA 72, National Fire Alarm Code®.

NFPA 99, Standard for Health Care Facilities.

NFPA 101, Life Safety Code®.

NFPA 101A, Guide on Alternative Approaches to Life Safety.

NFPA 110, Standard for Emergency and Standby Power Systems.

Maintenance Management for Health Care Facilities, Chicago, IL The American Society for Hospital Engineering.

Comprehensive Accreditation Manual for Hospitals, Oakbrook Terrace, IL Joint Commission on Accreditation of Healthcare Organizations (Environment of Care (EOC) Manual)

1.2.3.2 The Contractor is responsible for complying with the requirements in the Environment of Care (EOC) management Plans.

1.3. BUILDING MAINTENANCE SUPPORT OVERVIEW.

The Contractor shall study the characteristics of the various pieces of installed equipment and determine the location of all components of equipment, controls and regulating points, building construction features and utility connections of the Yokota Hospital, Yokota Air Base to (1) inspect the utilities and facility system components; (2) conduct periodic clean-up, adjustment, repair or replacement of parts in compliance with instruction of manufacturer's operation and maintenance; (3) determine aspects of the operation which fall short of approval by inspection agencies or do not meet the requirements of applicable regulations, codes, or standards.

1.3.1. Functional Area I - Preventive Maintenance

The Contractor shall develop and carry out a proactive comprehensive preventive maintenance program under “Functional Area I”. Preventive maintenance includes normal, recurring maintenance activities which are designed to keep systems in good operating condition and which do not require replacement of major elements of the system. Preventive maintenance activities are intended to prolong the life of a system or an element of a system that can cost effectively be prolonged by reasonable maintenance care. It involves actions necessary to ensure the continued, effective operation of building equipment and systems through a plan of preventive maintenance implemented on a consistent periodic schedule. The Contractor shall perform inspections or certifications work to maintain the hospital facilities, building and systems. The scheduled preventive maintenance is required to maintain manufacturers' warranty in full force and effect in compliance with manufacturer’s recommended measures or, in the case of equipment for which the manufacturer no longer exists, use basic industry or craft standards necessary to maintain these systems to produce a written maintenance procedure that will be documented in the DMLSS database. Preventive Maintenance Work Force inspections and maintenance may lead to repair work, which will be performed under Functional Area II of this contract.

1.3.1.1. The Preventive Maintenance Tasks (PMTs) for equipment will be at a minimum in conformance to the US Air Force Preventive Maintenance Standards for Air Force Medical Facilities June 1995 Submittal and as supplemented by the Yokota addendums listed in Appendix A. Preventive maintenance required under this contract on Real Property Installed Equipment (RPIE) listed in Appendix E shall include all manufacturer's recommended preventive maintenance actions and shall acknowledge appropriate requirements of Occupational Safety and Health Administration (OSHA), TJC, American Society of Heating, Refrigeration, and Air Conditioning Engineers (ASHRAE), Government of Japan requirements, National Fire Protection Association (NFPA) 110, NFPA 101, NFPA 99, NFPA 99C, NFPA 72, NFPA 70, NFPA 25, NFPA 13, and other codes and standards that pertain to US health care facilities.

1.3.1.2 Other work requirements incidental to, or in support of preventive maintenance activities shall be considered a part of the Contractor's Functional Area I program.

The contractor shall perform lockdown of facilities 4408 and 4413 to support security regulations. The contractor shall ensure these facilities are secured during work days Monday through Friday excluding US legal holidays at 1700 each day. The lock down will consist of 2 manually operated doors and 1 automatic sliding door in building 4413 and 6 manually operated doors and 2 automatic doors in building 4408. The contractor shall also turn off the light switches adjacent to these doors. This does not include emergency lights.

1.3.1.3. The Contractor is required to maintain Functional Area I staff to sufficiently provide preventive maintenance in accordance with the DMLSS and the PM schedule.

1.3.1.4. Functional Area I does not include Repair Work for building, equipment, components, or systems in the Yokota Hospital or the surrounding grounds. Repair Work is covered under Functional Areas II.

1.3.1.5. Functional Area I work is a fixed price line item paid on a monthly basis.

1.3.1.6. Technical Inspection of Equipment.

As part of the Preventive Maintenance program, the Contractor shall conduct Technical Inspections of equipment such as air conditioners, water coolers, refrigerators, fans, elevators, and food service equipment as shown in Appendix A.3.

Technical Inspections and equipment history shall be performed in accordance with general guidelines in Appendix A.2.

Technical Inspections and the maintenance of the equipment history information are preventive maintenance activities.

1.3.1.7. Electrical materials and equipment shall comply with existing codes of the National Fire Protection Association, National Institute of Standards and Technology, National Electrical Safety Code and the American Safety Code. In addition, all work shall conform to the requirements of the current NFPA 70 and the National Electrical Code where applicable.

1.3.2. Functional Area II – Unscheduled Maintenance

The Contractor shall staff and manage a repair team to perform unscheduled maintenance, unscheduled repairs. Work performed by this team is specified in the schedule as “Functional Area II”.

1.3.2.1. Work conducted under this functional area includes work intended to repair equipment or systems that require unscheduled, corrective maintenance, repair or replacement beyond the scope of Functional Area I.

1.3.2.2. Reserved.

1.3.2.3. Functional Area II work is a fixed price line item paid on a monthly basis. Item(s) used for each Functional Area II work order shall not exceed the micro purchase threshold.

Note: In accordance with FAR Part 2, Micro Purchase Threshold means $3,000

1.3.3. Materials and Supplies:

1.3.3.1. An initial inventory of Government furnished bench stock materials shall be made available to the Contractor at time of contract performance. The Contractor is responsible for maintaining adequate stock levels. Materials, which must be purchased and furnished by the Contractor to be used for equipment, component and systems repairs, such as filters, bulbs, belts, and other consumable items, will be reimbursed to the Contractor on a monthly basis by the Reimbursable Materials CLIN x003. A bench stock level will be established and an inventory will be provided to the Contractor.

1.3.3.2. Replenishing and increasing sufficient bench stock levels will be accomplished through the following monthly process. The Contractor shall submit a request to the COR for approval to replenish bench stock materials for the purpose of preventive maintenance services (Functional Area I) and unscheduled maintenance and repair services (Functional Area II). All materials purchased are Government property and shall be accurately accounted for. Any material, parts, supply items which must be procured by the Contractor, which are not recurring in nature, and which can be individually procured with a unit price of less than $600, shall be purchased directly by the Contractor. Payment for each item shall be based upon submittal of a proper receipt, which shows source, date and actual purchase price. Individual items, which cost over $600 shall only be purchased subsequent to obtaining written COR approval for the procurement.

1.3.3.3. All Contractor-furnished materials as required for work shall conform to the standards and material approved submittal requirements set forth in this performance-based work statement.

1.3.3.4. The Government will reimburse cost for all new items procured by the Contractor at net purchase cost on a monthly basis from applicable CLIN x003. In addition, the Contractor may request reimbursement of disposal cost paid by the Contractor for the existing Government property removed and disposed of off-base in accordance with paragraph

3.2 of this PWS. The Contractor’s invoice shall include an item-by-item description, quantity, unit (installation location), and total purchase cost, disposal fee (excluding transportation) and work order number. The Contractor shall maintain the original copy of each delivery ticket, sales slip, manifests or other documentation in full support of his monthly invoices, at the Contractor’s office on this installation for review and audit by the Government.

1.4. MANAGEMENT OPERATIONS

This Section addresses specific tasks, standards, performance periods, and workload that are required for the performance of this contract.

1.4.1. Automated Maintenance and Repair Database.

1.4.1.1. The Government shall maintain an automated database of real property maintenance and repair records and activities using Defense Medical Logistics Standard Support (DMLSS). The Government shall provide the required hardware, software, and Contractor training to support DMLSS implementation. The Contractor shall use DMLSS for scheduling inspection and maintenance work orders, tracking historical maintenance and repair activities (including task, man hours, materials, and cost), maintaining real property equipment inventories (to include Serial Number, model numbers, manufacturer information, etc…) and all other maintenance and repair related management features as provided by DMLSS and as specified by the Government. The work to maintain the accuracy of the information on DMLSS shall be part of the Contractor's firm fixed price under Functional Area I.

1.4.1.2. The Contractor shall provide DMLSS support that includes data gathering of information to be used in creating the equipment inventory database, including, but not limited to, the following information: (1) unique equipment or item identification/control number; (2) equipment type and manufacturer; (3) model & serial numbers; (4) location; (5) department code; (6) supplier name and related information; (7) purchase date (when available); (8) date of warranty expiration; (9) date of service contract expiration; (10) availability of operators; (11) service manuals.

1.4.1.3. The Contractor shall perform all related administrative services necessary to maintain compliance with the PWS such as, but not limited to: supply, procurement, quality control, reception, and maintenance of accurate and complete records, files, maintain integrity of DMLSS RPIE equipment information, and libraries (including preparation and updating of as-built drawings) which are necessary and related to the functions being performed.

1.4.2. Work Reception and Management.

1.4.2.1. The Contractor shall operate and maintain a work reception and management center to receive work orders electronically via DMLSS and to coordinate work through the COR. The work reception and management center shall operate during normal duty hours.

1.4.2.2. All communication devices used in the hospital structure itself shall comply with restrictions imposed by the Medical Facility for communication equipment operating within these medical facilities. No cellular phones or two-way radios are permitted within the health care facility buildings without authorization from the COR.

1.4.2.3. The Contractor shall have a representative who is capable of communication in English present at Central Monitoring Station (See Appendix B.1.2.) when work is being conducted by members of the Contractor or its subcontractors.

1.4.2.4. All oral communication, and written correspondence and documentation submitted by the Contractor in connection with the performance of the contract requirements shall be in English.

1.4.3. Work Authorization.

Work requests will be submitted via DMLSS to Facility Management or Contractor Help Desk (when Facility Management is closed) for action. The COR will review and prioritize each work request before forwarding it to the Contractor for action. Coordination of personnel, work scheduling and the determination of the type of skilled labor necessary for each work request will be the responsibility of the Contractor's Project Manager, based upon input from the

COR.

1.4.4. Request.

1.4.4.1. A request can be written by Facility Management Customer Service for any needed maintenance or repair work.

A request is identified and primarily reported to the Contractor by a phoned-in request or electronically via DMLSS from an element of the MTF.

1.4.4.2. Work Orders shall be logged in or entered into a database upon their receipt. The Work Order number shall be furnished to the requestor. A work order is considered complete when inspected and/or approved as complete by the

COR.

1.4.5. Priority Classification and Response Times.

1.4.5.1. The COR will confirm classification of work as Emergency, Urgent or Unscheduled as follows:

1.4.5.1.1. Emergency Maintenance.

Necessary repairs which constitute a danger, security risks, health hazards, seriously affects facility occupation/comfort, or the Medical Group’s operational effectiveness. For example, the Contractor shall respond to work orders for repair of elevators as priority emergency work. Also see Paragraph 1.2.11.26 for additional technical definitions.

1.4.5.1.2. Urgent work orders.

During normal duty hours, the Contractor shall dispatch and have a qualified serviceman at the work site within one (1) hour. After normal duty hours, the Contractor shall have a qualified serviceman within one hour of the start of the subsequent duty day.

1.4.5.1.3. Routine work.

Routine work shall be initiated within 5 days and completed within 30 days unless the COR indicates otherwise, and shall be executed within normal work hours to completion unless circumstances warrant otherwise.

1.4.5.2. The Contractor shall respond to work requirements promptly, and shall complete tasking without delay. The following table and guidelines will be used in evaluating work requirements.

Priority Classification

Condition Response Time

Emergency

Necessary repairs which if left untouched constitute a danger, security risk, health hazard, seriously affects facility occupation / comfort or the Medical Group’s operational effectiveness.

Initial response to be within 15 minutes of the call.

Investigate and make safe within 1 hour of the initial response.

Repair / replacement completed or provide temporary alternative facilities within, 2 hours of the initial response.

Urgent

Failures or wants of repair that affect amenities, but which do not immediately affect operational effectiveness or occupation.

Investigate within 1 hour Repair or replace within 3 days.

Routine

Other than Emergency or Urgent.

Investigate within 5 days. Repair or replace within 30 days.

1.4.5.3. In all cases, the Contractor is expected to have available equipment, materials, supplies and personnel to perform foreseeable taskings within the above mentioned goals, and all activities will be scheduled to avoid unnecessary delays in completing work. If the above mentioned goals cannot be met due to unforeseen circumstance, the Contractor shall notify the Facility Manger COR or his/her authorized representative.

1.4.6. Verification of Response/Completion Times.

The Contractor shall have the CORCOR or other responsible officials with knowledge of the service requirement, verify by his/her printed name and signature the work performed and the time/date work was completed. The Contractor shall file completed work orders in numerical sequence and retain them for COR the duration of the period of performance (POP) of the contract. The Contractor shall provide all work order documentation to the COR and COR upon completion of the contract.

1.4.7. Work Exclusions.

Housekeeping personnel have the responsibility for providing a clean and sanitary environment in the entire Yokota Hospital except areas used by the Contractor for this contract. The service includes cleaning patient rooms, corridors, public spaces, and office areas. Maintenance and repair work may conflict with daily unscheduled custodial service.

When this occurs, the Contractor shall coordinate with housekeeping personnel through the COR to reschedule so that cleaning operations follow maintenance work whenever possible. Government provision of housekeeping personnel or the presence of Government personnel who perform general custodial duties does not relieve the Contractor from the requirement to clean up all work areas as set forth in paragraph 1.1.4.14. Also, the Contractor is responsible for maintaining the cleanliness of all electrical, mechanical, generator rooms, and the roof area.. In addition, the Contractor’s cleaning responsibilities extend to all gutters on the roof and around the outside of the facility.

1.4.8. Work Management and Scheduling.

Personnel from the Base Civil Engineering (BCE) office and other Contractors perform various responsibilities that may be impacted by Contractor operations. The Contractor's monthly and weekly work schedules shall be prepared and coordinated to avoid adverse impact on the hospital facilities' operations to the maximum extent practicable (See Paragraph 1.1.4.9). At least 72 hours in advance, the Contractor shall coordinate with the COR or COR any planned utility outage or any work activity that might interrupt or hinder patient care or any Government activity at the Yokota Hospital.

1.4.8.1. Annual Work Scheduling.

1.4.8.1.1. The FM, through DMLSS, will establish a preventative maintenance schedule that the Contractor must adhere

to. The Contractor shall make changes to the schedule as directed by the FM.

1.4.8.1.2. The schedule shall be developed for individual systems and loaded into the Defense Medical Logistics Support System (DMLSS). Within each section or subsection the schedule shall indicate by paragraph reference each task to be performed, dates to be performed and the facility number/location where the task will be performed. The schedule shall be revised as required to incorporate any significant changes in its contents.

1.4.8.2. Monthly Work Schedule.

1.4.8.2.1. The Contractor shall supplement the Annual Work Schedule with a detailed Monthly Work Schedule. The monthly schedule shall contain all scheduled work from the Annual Work Schedule with known additional work from Functional Area II. The schedule shall be submitted to the COR for review and approval not later than the 21st (twenty-first) of each month preceding the month to which the schedule applies.

1.4.8.2.2. The Monthly Work Schedule shall indicate the specific task to be performed, the date it is to be performed, the location where it is to be performed and the estimated man-hours required for each task. The schedule shall be sufficiently detailed to enable the COR to locate and observe the ongoing work.

1.4.8.2.3. The Contractor shall schedule, control, and perform all work in accordance with the work schedules approved by the COR. Planned revisions or changes to any schedule shall be submitted a minimum of eight (8) work hours in advance to the COR and shall indicate reasons for the change.

1.4.8.2.4. Monthly reports shall be submitted to the COR not later than the 5th business day after the reporting month showing actual performance.

1.4.9. Performance Evaluation Meetings.

The Contracting Officer or Contractor may request a meeting be scheduled in writing at any time.

1.4.9.1. Weekly Coordination Meetings. The Contractor shall meet once weekly, with a set date and time established in advance, with the COR to review work completed, work in progress, and planned work.

1.4.10. Bench-Stock Material Inventory System

The Contractor shall procure, store, issue, and account for all materials used in accomplishing this Contract using an automated system to maintain inventory levels and stock accountability.

1.4.10.1. The Contractor shall establish and maintain an inventory of bench stock materials and an inventory system. The existing bench stock materials will be furnished to the contractor on an “as is” basis. An initial inventory of the bench stock materials shall be conducted during phase-in period of the contract (see paragraph 1.2.3.6). The inventory shall be updated at least once every six (6) months.

1.4.10.2. Prior to purchasing any chemicals or hazardous materials the Contractor shall submit an MSDS and estimated quantity of usage to be used on each work order to the COR or COR for approval using AF Form 3000, Material Submittal. Upon completion of work the Contractor shall submit a report stating the amount of hazardous materials used to the COR for work order completion.

1.4.10.3. The Contractor shall plan for emergency situations by identification and stocking high demand spare parts, tools and equipment.

1.4.11. Technical Library.

The Contractor shall maintain a library of technical data related to the operation and maintenance of the medical facilities, systems, equipment and property. The library shall be developed as maintenance and repair activities are undertaken.

The existing library is located in Room D-002/003 of Bldg 4408. The library shall consist of all technical information gathered on any system maintained under this contract. The library shall include information such as manufacturers' operating instructions, parts lists, and maintenance manuals or other recommended maintenance instructions for installed systems and equipment; applicable Government publications; facility drawings; and any other technical and reference publication deemed necessary by the Contractor. Publications listed in Appendix C.1 are necessary for the daily operations. The Contractor is encouraged to obtain copies but will have joint use of the Facility Management Library.

Contractor should be aware of all standards and publications referenced in Appendix C.2

1.4.11.1. Government publications shall be requested through the COR.

1.4.11.2. If manuals are not provided and are not otherwise available, the Contractor shall determine a source of the required publications and submit the information to the COR for approval to procure. The Contractor shall initiate reimbursable procurement action upon approval from the COR. All publications and references placed in the technical library shall be marked and accounted for as Government-Furnished Property.

1.4.11.3. Warranty information shall be maintained in the Technical Library. Warranty records will identify the item, the type of warranty and expiration date, and the name and location of the firm to contact concerning the entitlement under the warranty. The Contractor shall establish records for new warranties acquired during the contract period. Maintenance of warranty information is a preventive maintenance activity.

1.4.11.4. The Contractor shall perform all tasks necessary to enforce all construction/manufacturers' warranties on facilities and equipment covered by this contract. The Contractor shall promptly notify the COR in writing of difficulties encountered in the enforcement of warranties and of instances in which the costs of enforcement would exceed the benefits derived.

1.4.12. Work Hours.

Due to the nature of Yokota Hospital's mission, a portion of the Contractor's work may have to be accomplished during other than normal duty hours. If the Contractor desires to carry on scheduled work at other than normal duty hours, or on Saturdays, Sundays, or Holidays, he/she shall submit a request to the COR seventy-two (72) hours in advance. The Contracting Officer or COR may, at his/her discretion, disapprove applications for work hours outside the normal work hours.

1.4.12.1. Normal Duty Hours.

Normal duty hours shall be 0730 to 1630 hours, Monday through Friday, except for Legal United States Holidays.

Normal duty hours incorporate a one hour lunch period. The Contractor shall staff the work reception and management center at all times during normal duty hours.

1.4.12.2. Standard Working Hours.

Standard working hours shall be from 0500 to 2000 hours, Monday through Friday, except Legal United States Holidays.

When performance other than normal duty hours is required to avoid utility outages, access to occupied rooms, or other inconveniences to the facilities, the COR or COR shall coordinate work force scheduling within Standard Working Hours.

1.4.12.3. Emergency Hours

Emergency Work Hours is for work conducted due to an emergency situation that falls under Functional Areas II and occurs outside Standard Working Hours. Emergency maintenance work is defined in paragraph 1.1.4.5.

1.4.13. Engineering Support.

The contractor shall provide on-site personnel to maintain a 24-hour surveillance of major systems within the Composite Medical Center.

1.4.13.1. The Contractor shall provide on-site engineering support for electrical and mechanical systems. Engineers should be present during the normal duty day and available for call back and for consultation when required. The personnel shall respond to emergencies (such as loss of electrical power, loss of environmental control system, etc) within 15 minutes of the call during standard working hours or 1 hour of the call for other than the standards working hours.

1.4.13.2. The Contractor shall notify the COR of any changes to the engineering support personnel by providing written notification not later than 24 hours prior to the effective date of the change. The Contracting Officer shall have the right to determine, without appeal of such decision, whether the proposed representative has sufficient capabilities for the systems and equipment listed under paragraph 1.1.5.1.1. through 1.1.5.1.7, and the Contractor shall immediately replace any individual not acceptable to the Government.

1.4.14. Clean up and Disposal of Trash.

The Contractor shall completely clean up all work sites when maintenance or repair is completed. While work is underway, work sites shall also be maintained. Work sites must be reasonably clean and orderly at all times. If work cannot be completed by the close of any normal business day, reasonable efforts should be taken to minimize disorder and the amount of trash or waste materials left on site. Trash or waste materials should be disposed of as it is generated. It shall not accumulate. The Contractor shall remove all trash or waste for work performed under each work order and dispose of it off base in accordance with local Japanese laws and pertinent regulations. The Contractor shall submit all final manifests to the Environmental Flight through the COR or the Contracting Officer for review and records in accordance with the Japan Environmental Governing Standards and local Japanese laws and pertinent regulations.

Hazardous waste shall be disposed of in accordance with Paragraph 1.1.4.16 if any.

1.4.15. Files and As-Built Drawings.

The Contractor shall maintain and update accurate files of documentation records and reports as required under the terms of this contract. The Contractor shall not allow access to files by any individual unless specifically authorized by the COR. Files shall be made available to the COR upon request. The automated data files are the property of the Government and shall be turned over to the Contracting Officer or his/her authorized representative at the completion or termination of this contract. The as-built drawings shall be updated using AutoCAD software. Updated as-builts are required if a change is made to the floor plan.

1.4.16. Disposal of Hazardous Wastes.

The Contractor is responsible for the proper handling and management of all hazardous waste generated from their work performed on Air Force property. The Contractor must store, document and transport hazardous waste in accordance with Japanese Environmental Governing Standards, the Yokota AB Hazardous Waste Management Plan, any required Air Force Instructions, and local Japanese laws. The Contractor shall be held fully liable for any of their activity or non-activity that results in a Host Nation Enforcement Action. If a Host Nation Enforcement Action is issued or regulators are investigating a potential violation, the Contractor will assist Yokota AB in defending the investigation. Any Contractor-purchased hazardous materials that become waste shall be the responsibility of the Contractor and shall be disposed of off-base in accordance with local Japanese laws. The Contractor shall submit copied manifest A and E to the Environmental Flight through the COR for review and records in accordance with the Japan Environmental Governing Standards and local Japanese laws. All other (US-government purchased) hazardous waste disposal shall be coordinated through the Environmental Flight (225-5440).

1.5. FACILITY MAINTENANCE AND REPAIR

The Contractor shall perform daily operational checks of the following equipment and systems as a part of the Preventive Maintenance program: electric distribution systems; water treatment/water softener systems; medical and dental gas distribution systems; HVAC systems; elevators; air compressors; and vacuum pumps at 7:30 AM daily (seven days per week) and again at 1 :00 PM on non-duty days. If a system's manufacturer should require periodic replacement of a system element that is prone to wear and that requires replacement of the consumable parts or element, then that work would be classified as Functional Area I. If a repair is needed to a system or piece of equipment, furnishings, interior or exterior, then that activity will be classified as Functional Area II.

1.5.1. Building Systems and Equipment.

The Contractor shall operate, maintain and repair the Hospital systems and provide the services described herein for the Yokota Hospital.

1.5.2. Heating, Ventilating, Air Conditioning Equipment

1.5.2.1. Scope of Work.

The Contractor shall operate, maintain, and repair all heating, air conditioning, ventilation and refrigeration equipment and systems including, but not limited to, heating and cooling plants, central heating and cooling systems, heat pumps, window air conditioning units, water coolers, dehumidifiers, raised floors, computer rooms and refrigeration equipment.

All equipment shall be operated, maintained and repaired in accordance with manufacturers' recommendations. The Contractor shall operate the equipment in the most economical manner to assure provision of heating and air, administrative areas, and preservation of perishable items throughout the Hospital complex. The Contractor shall balance all HVAC systems and rebalance the systems each year during the Spring transitional period. This work is preventive maintenance work.

1.5.3. Heating Systems.

1.5.3.1. The Contractor shall operate and maintain, as required, all boiler and heat exchange systems and associated equipment/systems in support facilities. The daily observation required to confirm proper heating system operation is a preventive maintenance activity. If through such observation a determination is made that a need for repair exists, that repair will be completed by the Repair Work Force.

1.5.3.2. The boiler and heat exchange systems consist of an assembly of coordinated equipment used to supply the energy needed to meet hot water and steam load requirements.

1.5.3.3. Steam and Hot Water Generation Components: The groups of components used in various combinations requiring maintenance in steam and hot water generation include, but are not limited to, boilers, gas/oil-fired burners, economizers, safety valves, water columns, gauge glasses, pressure gauges, blow-off valves, steam outlet valves, fans, fan drives, stacks, combustion control instruments and meters, flash tanks, surge tanks, storage tanks, feed water heaters, de-aeration equipment, centrifugal pumps, accumulators, boiler piping systems for water and steam, steam distribution systems, and insulation.

1.5.3.4. Steam and Hot Water Distribution Systems. The groups of components used in various combinations requiring maintenance in steam and hot water distribution systems include, but are not limited to, thermostatic traps, float and thermostatic traps, air eliminators and vents, strainers, oil separators, pressure reducing valves, pressure relief valves, expansion joints, pipe anchors. hangers, supports, fittings, and connections, control system, radiators, convectors, fly tube units, heating coils, unit heaters, heat exchanger, humidifiers, cabinet heaters, condensate return units, and insulation.

1.5.3.5. Maintenance and Repair of Heating and Distribution Systems. The Contractor shall maintain and repair all central heating systems. Heating system components and accessories to be maintained include, but are not limited to:

steam, condensate and hot water supply/return lines; heat exchanger; distribution and handling components; condensing equipment; miscellaneous pumps and systems instrumentation; flash and expansion tanks; safety valves and associated appurtenances necessary to generate and deliver steam and hot water to facilities external to the main heat exchanger.

1.5.3.6. Summer Overhaul of Boilers, Gas/Oil-Fired Burners and Heat Exchanger. The Contractor shall overhaul each boiler during the summer months. Overhaul shall include complete disassembly, inspection, cleaning, replacement of defective parts, reassemble, and testing. Gas/oil-fired burners shall be overhauled every six (6) months. These overhaul activities are considered preventive maintenance.

1.5.3.7. Maintenance and Repair of Heating Systems and Equipment other than Boiler and Heat Exchange Systems. The Contractor shall accomplish maintenance and repair of equipment such as, but not limited to, forced hot air heaters, wall heaters, infrared heaters, overhead heaters, and domestic hot water heaters, as required by preventive maintenance schedules, manufacturer's instructions, and in response to work orders. This work is considered to be preventive maintenance.

1.5.4. Air Conditioning Systems.

The Contractor shall operate air conditioning plants and systems and maintain/repair all air conditioning systems, components and equipment. Performance shall be in strict compliance with the system manufacturer's instructions, operation and maintenance manuals, and standards contained herein or incorporated by reference.

1.5.4.1. Maintain/Repair Central Air Conditioning/Ventilating Systems. The Contractor shall manage the HVAC system using the building automation system and operating deficiencies shall be corrected as required in accordance with the equipment manufacturer's instructions and applicable Preventive Maintenance tasks listed in this document, which are incorporated by reference. Include annual maintenance of the chillers and disinfection service for appropriate areas.

Operational checks are preventive maintenance actions.

1.5.4.2. Condenser/Chill Water Testing and Treatment. The Contractor shall test and treat condenser and chill water in all air-conditioned buildings covered in this document for corrosion, scale, and algae in accordance with Operation and Maintenance manuals and the manufacturer recommendations. This work is preventive maintenance.

1.5.4.3. Maintain/Repair Air Conditioning/Refrigeration Equipment other than Central Systems. The Contractor shall accomplish maintenance and repair of equipment such as, but not limited to, water coolers, dehumidifiers, self-contained air-conditioner units, ventilation fans, and refrigeration equipment as required by preventive maintenance schedules, inspections, and work orders.

1.5.4.4. Recovery of Freon Gas. The Contractor shall recover Freon gas to the maximum extent possible during repair/maintenance of equipment. The Contractor shall comply with Japan Environmental Governing Standards for all operations involving ozone-depleting substances.

1.5.5. Utility Control Systems.

1.5.5.1. The Contractor shall operate, maintain and repair the utility control systems in strict compliance with the manufacturer's instructions and standards contained herein or incorporated by reference. All temperature control devices, such as thermostats, valve actuators, damper motors, pneumatic and electronic sensors, relays, and enthalpy controllers, etc., are an integral part of the system. The monitoring of these systems is a preventive maintenance action.

1.5.5.2. The Contractor shall monitor and record, on a monthly basis, water supply and discharge, propane gas, fuel oil, steam and electricity usage. This work is a preventive maintenance action. The Contractor is required to monitor utility systems operations and usage and initiate a work order upon need for repair or maintenance.

1.5.6. Water Treatment

The Contractor shall be responsible for monitoring, inspecting, and maintaining proper treatment of water used in heating, ventilation, and air conditioning systems and provide a monthly summary of daily maintenance monitoring results.

1.5.6.1. ALC Utility Control (HVAC) System

Provide complete preventative maintenance services for the Automated Logic Utility Control System in accordance with manufacturer’s instructions. The maintenance shall be provided on a semi-annual basis and shall include, but is not limited to the following; hardware repair and service, software maintenance, revisions and updating, data protection and programming. Emergency and after normal business hours service calls must be included in the required services.

1.5.7. Elevators

1.5.7.1. Scope of Work.

The Contractor shall maintain and repair elevators in accordance with the acceptable commercial standards and manufacturer recommendations. The Contractor shall perform periodic inspections of elevators not less than monthly under preventive maintenance. Personnel responsible for inspection, maintenance, or repair shall be a qualified inspector in accordance with Japanese Building Standards Law, Article 12, para 3. The Contractor shall post “Out of Order" signs in both English and Japanese at elevators that are not working or that are down for repairs or maintenance. The signs should also indicate the location of other means of travel.

1.5.7.2. General Maintenance Requirements:

1.5.7.2.1. Government of Japan codes should be adhered to when they require more stringent or more frequent inspections and tests than those indicated above or those required in the American National Safety Codes and National Standard Practice for Inspection. Manufacturer recommended maintenance and inspection schedules shall be considered the minimum requirement. Should either the Contractor's or the Hospital's experience with any specific unit(s) indicate that additional work or shorter frequencies between preventive maintenance inspections are required, that experience should be the basis for a revised preventive maintenance requirement for the specific unit(s). The Preventive Maintenance plan should also be changed to reflect this revision.

1.5.7.2.2. Should the Contractor find serious or potentially hazardous conditions existing in any elevator system while performing work under this contract, the equipment shall be immediately shut down and secured until repairs can be accomplished. After correcting defects or making repairs to an elevator, the Contractor shall inspect and test the equipment to assure that the elevator complies with Inspection Standard of Elevator, Escalator, and Dumbwaiter as specified in Japan Industrial Standards.

1.5.7.2.3. Clean-up: The Contractor shall be responsible for the general cleaning of spaces that house elevator equipment. General cleaning shall include removal of debris, dust, and any other matter from any spaces utilized or maintained by the Contractor. Combustible fluids or oily rags shall be removed at the end of each visit and may not be stored in mechanical room areas. If the Contractor must store combustible materials at the job site, approved containers must be provided that meet NFPA 30 requirements and/or Japan Environmental Governing Standards.

1.5.8. Electrical Distribution System and Emergency Generators.

1.5.8.1. Scope of Work.

The Contractor shall maintain and repair the secondary electrical service system and the substation in accordance with the manufacturer's instructions, local and federal electrical codes/standards, and applicable laws and regulations. Materials and workmanship shall be in conformance with existing Federal or local electrical codes, National Institute of Standards and Technology, American Safety Code, Underwriters Laboratory Standards, and the National Electric Safety Code and applicable Government of Japan Codes.

1.5.8.1.1. Contractor shall test transformer oil annually and provide results to the contracting representative or COR.

1.5.8.1.2. Contractor shall prepare monthly power usage (Meter Readings) to the base and facility management on a Government pre-approved form. This work is preventive maintenance work under Functional Area I.

1.5.9. Electrical Distribution Systems

The Contractor shall maintain, repair or replace all components of the electrical distribution systems to include, but not be limited to, main breaker/distribution panel, wire, conduit, lighting fixtures, circuit breakers, transformers, starters, relays, contactors. fuses, disconnects, relays, switches, receptacles, capacitors, ballasts, conduits, electric utility meters, etc. The medium voltage system shall be subject to annual maintenance. The emergency electrical distribution system shall comply with NFPA 99. Results will be recorded in the EOC Committee minutes.

1.5.9.1. Emergency Generators.

The Contractor shall test, exercise, repair, and maintain all emergency generators in accordance with NFPA 99, NFPA 110, Japan Environmental Governing Standards and manufacturer recommendations.