PWS_10SEP.pdf

FA5209-13-T-0127

Public Health Command Region – Pacific (PHCR-PACIFIC)

ENVIRONMENTAL LABORATORY DIVISION

UNIT 45006 (MCHB-RP-TLE)

APO AP 96343-5006

PERFORMANCE-BASED WORK STATEMENT

FOR

PREVENTIVE MAINTENANCE OF

SPECTROPHOTOMETERS

PHCR-PACIFIC

BUILDING 715

CAMP ZAMA, JAPAN

8 Aug 2013

TABLE OF CONTENTS

SECTION 1 Description of Services / General Information Pages 2 thru 10

SECTION 2 Reserved Page 10

SECTION 3 Government Furnished Property and/or Services Page 10 thru 11

SECTION 4 Appendix- Equipment List Page 11

SECTION 1 – DESCRIPTION OF SERVICES/GENERAL INFORMATION

1. DESCRIPTION OF SERVICES: The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials, and any other items or services necessary to accomplish maintenance services including preventive maintenance and technical support, and on-call repair services for the spectrophotometer equipment located in

Building 715, at Camp Zama, Japan in accordance with this Performance-Based Work Statement

(PWS), manufacturer standards and attached appendix.

1.1. PREVENTIVE MAINTENANCE AND TECHNICAL SUPPORT SERVICE:

1.1.1. Preventive Maintenance Service: The contractor shall schedule with the Government

Representative (GR) and perform preventive maintenance services on a semi-annual basis as required for the equipment (See Section 4 - Appendix for Equipment Listing). Semi-annual preventive maintenance services shall include inspection, cleaning, dusting, lubrication, aligning, adjusting and calibration to keep the instrumentation in good operating condition. The contractor shall thoroughly inspect all parts of the instrumentation for deterioration, excessive wear and tear, misalignment, loose joints, improper adjustment or any other defects that will affect serviceability, and correct them in accordance with the manufacturer’s specifications. The contractor shall provide all labor and parts for replacement to keep the instrumentation in good operating condition in accordance with the manufacturer’s specifications through semi-annual inspection and on-call repair services.

Preventive Maintenance services do not include: 1) Maintenance of accessories. 2) Painting or refinishing. 3) Replacement or furnishing of accessories. 4) Damages caused by natural disasters.

1.1.2. Troubleshooting and Technical Support: The contractor shall provide technical advice for troubleshooting by phone first. If the problem will not be resolved through telephonic consultation, the contractor shall dispatch engineer within 72 business hours from the GR’s request. The contractor shall be responsible for providing technical support via telephone on as-necessary basis Monday through Friday 0800-1700, excluding U.S. and Japanese holidays.

1.1.3. On-call Repairs: The contractor shall provide on-call repair services for the equipment listed in this PWS within 72 business hours after notification to proceed from the GR.

1.1.4. Performance Report at the Site: The contractor shall submit a performance check and maintenance report to the GR within seven (7) business days after completion of work. The GR will sign the report(s) acknowledging receipt of services. One copy will be retained by the contractor; the GR will file the original copy with the maintenance log. The report(s) shall include the following information in English:

(1). The contractor’s and maintenance engineer’s name

(2). Date of the service performed

(3). Nature of the malfunction

(4). Detailed list of parts replaced and/or total man-hours of work performed

(5). Statement of the result of the maintenance

1.1.5. Exchange or Off-Site Repairs: When the equipment cannot be repaired on site, components may be removed to the contractor’s facilities for maintenance or repair. To the fullest extent practicable, the contractor shall provide a temporary exchange component to replace any component or equipment removed from the work site. Removed components and equipment shall be returned to the work site as quickly as possible, not later than 15 days, unless permission is granted by the GR. When equipment is removed for such purposes, the contractor shall be responsible for any damage or loss from the time the equipment leaves the Government site until it is returned. The contractor and the GR shall fill-in a DA Form 3161 (or similar document) for any equipment removed for off-site repairs.

1.1.6. Submittals.

(1) Performance Schedule

(2) Performance Report at the Site

(3) Off-Site Performance Report

(4) Deficiency Report

(5) On-Call Repair Report

1.1.6.1. Performance Schedule: The contractor shall submit a work schedule of maintenance to the GR at least ten (10) business days prior to commencement of actual on-site performance.

1.1.6.2. Performance Report at the Site. The contractor shall submit a performance check and maintenance report written in English to the GR. The maintenance report shall include the work performed and condition of the equipment. This report shall include the following items:

(1) Contractor’s and maintenance engineer’s name and signature

(2) Date and time of the service performed

(3) Description and method of Service performed.

(4) Conditions of serviced equipment

(5) Detailed list of parts replaced and/or total man-hours of work performed

(6) Statement of the result of the maintenance

1.1.6.3. Off-Site Performance Report. The contractor shall provide maintenance or repair report in English within five (5) business days after the completion date of the repair is accomplished. This report shall include the following items:

(1) Contractor’s and maintenance engineer’s name

(2) Date of the service performed

(3) Nature of the malfunction

(4) Replacement model# and serial# (If the equipment is not repairable condition)

(5) Statement of the result of the repair

1.1.6.4. Deficiency Report. When any deficiencies are identified with the equipment under this contract, the contractor shall inform the GRs immediately. The contractor shall submit the deficiency report in both English and Japanese to the GR of each installation within 5 days of the findings. The deficiency report shall include at a minimum of the following information:

(1) Equipment model# and serial#

(2) Finding date of failure

(3) Description of failure

(4) Justification (what will happen if repair is not accomplished)

(5) Proposed description of repair work

(6) Material list for repair

(7) Man-hour list (type of worker, required man-hour of each worker, etc.)

(9) Proposed repair schedule (repairs under this basic contract)

(10) Cost estimate for repair work (in case of additional repair/replacement work)

(11) Submission date of the report

(12) Signature of the Contractor Representative

1.1.6.5. On-Call Repair Report. The contractor shall prepare and submit a written report within five (5) business days to the GRs after the on call repair occurs. The contractor shall follow the procedures listed at paragraph 1.1.3.

1.1.6.6. The GR will sign the maintenance or repair report(s) acknowledging receipt of services within two (2) business days upon submission of those reports from the contactor. One copy will be retained by the contractor; the GR will file the original copy with the equipment maintenance log.

1.2. Interference with Government Operations: The contractor shall make every effort to schedule its maintenance activities so as not to interfere with U.S. Government operations. In the event the nature of the work makes such interference necessary, the contractor shall provide the

GR with a minimum of ten (10) days advance notification of the proposed work.

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://cmra.army.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. The 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. Government Remedies. The KO 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.

1.4.2. Mobilization and Phase-in Period. In the event other than the incumbent contractor is the successful offeror, a period of 30 calendar days is deemed sufficient for the new contractor to mobilize, phase-in and complete preparation prior to the start of contract performance on the date specified in the contract. All offerors are cautioned to be fully aware of the above and consider the stated phase-in time in their planning and the pricing of their proposals. Mobilization and phase-in costs are not reimbursable under this contract

1.4.3. Government Representative (GR). The contractor shall coordinate all aspects of this project with the GR. Completed work shall be subject to inspection and acceptance by GR. The

GR shall NOT direct or redirect any contractor action(s). This can only be done by the

Contracting Officer. The GR shall NOT advise the contractor on HOW to perform but rather

WHAT is required per this PWS and contract.

1.4.4. 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.

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

1.4.4.1. The contract manager or alternate shall be proficient in English and have 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

GR. If the contract manager or alternate do not meet these requirements, the contractor shall provide a translator for them.

1.4.5. Contractor Employees. The contractor is required to provide employees who have at least 6 months of experience in work similar to this requirement for maintenance service including preventive maintenance, repair services, and technical support for the

Spectrophotometer.

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

Government.

1.4.5.2. 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 entry circumstances.

1.4.5.3. U.S. Government or Master Labor Contract Employees. The contractor shall not hire employees of the U.S. Government and/or Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR Section 3.104. Further, the contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense 5500.7-R, Joint Ethics Regulation.”

1.4.5.4. 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.

1.4.6. Quality Control. The contractor shall develop and maintain a quality control program to ensure the services are performed in accordance with commonly accepted commercial practices.

The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services.

1.4.7. Quality Assurance. The Government will evaluate the contractor’s performance by appointing a GR to each facility to monitor performance to ensure services are received.

1.4.6. Warranty. The contractor shall provide the Government with their commercial warranty.

The Government shall receive the same warranty service as the contractor’s most favored customers. If the services fail to be performed 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. The Government reserves the right to reject any unserviceable or substandard item and to require replacement with a serviceable like item or acceptable quality item or to require full credit for the item.

1.4.7. Responsibility for Damages. Any damages caused to U.S. Government property during the performance shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S. Government.

1.4.8. Contracting Officer Authority. Only the Contracting Officer has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the Contracting Officer will be considered an Unauthorized Commitment and subject to Ratification Actions in accordance with the Federal Acquisition Regulation part 1.602-3.

1.4.9. Availability of Facility.

1.4.9.1. Hours of Operation. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. legal and other designated holidays listed below, during normal duty hours, 0800 - 1630 hours unless prior arrangements have been made with the GR).

1.4.9.2. Legal American Holidays and Other Designated Holidays.

American Holidays

1 January New Year’s Days rd

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

Monday in February President’s Day

Last Monday in May Memorial Day th of July* Independence Day st Monday in September Labor Day nd

Monday in October Columbus Day

11 November* Veterans Day th

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.

1.4.10. Security Safety Requirements.

1.4.10.1. 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/pdffiles/r190_5.pdf for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation 190-13 https://intranet.zama.army.mil/CmdStaff/usagj/cmdgrp/reg.aspx for vehicle pass requirements.

These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance

1.4.10.2. Security Requirements. The contractor shall ensure each employee obtains all the required passes and identification items for access to Camp Zama. 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

KO within 24 hours of termination.

1.4.10.3. The contractor personnel are required to comply with Camp Zama motor vehicle code, pertaining to operation area pass requirements.

1.4.10.4. Personnel List: The contractor shall provide a complete roster of all personnel

(includes contract manager and alternate contract manager) to the GR no later than the pre-performance conference. Roster must include name, address and telephone number of employee.

The contractor shall maintain a current listing of employees, providing updates as changes occur.

1.4.10.5. Installation Safety/Fire Regulations: The contractor is responsible for job site safety and fire prevention. Standard base procedures will be provided at the pre-performance conference.

1.4.10.6. Photography Permission. Permission for photography shall be obtained prior to the commencement of photographing work. The permission should be requested to the DES

Physical Security Office by the GR, however, the contractor shall work together with the GR to prepare USAG-J Form 1797 and other necessary documents. The Contractor shall also be physically present at the office with valid photo identification when applying for the permission.

1.4.10.7. 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. 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 KO through the GR 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.

http://www.apd.army.mil/pdffiles/r190_5.pdf https://intranet.zama.army.mil/CmdStaff/usagj/cmdgrp/reg.aspx

(2) A complete written report shall be submitted within 4 days (96 hours) after occurrence of the incident. A copy of this report shall be furnished to the GR.

1.4.10.8. 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 Laws of Japan, whichever is more stringent, to insure compliance by all subcontractors.

1.4.10.9. 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 GR. The contractor is responsible for reviewing section 1 and 34 of EM 385-1-1, the US Army Corps of

Engineers’ Safety and Health Requirements Manual, http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html

1.4.10.10. 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 release of hazardous materials to the KO and GR. 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).

1.4.10.11. 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.

1.4.11. 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.

1.4.12. Cleanliness. The contractor is responsible for cleanliness of the service areas around the

Spectrophotometer. 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.

1.4.13. 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 of 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.

1.4.14. 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 KO.

1.4.15. Performance of Services during Crisis Declared by the National Command

Authority or Overseas Combatant Commander: This provision is not applicable since no services are required during a crisis. The KO or the GR shall notify the contractor, by any means of communication, of a crisis. There shall be no costs paid by the Government to the contractor during a crisis except those costs incurred for work performed under this contract and PWS.

SECTION 2 – RESERVED

SECTION 3

3.1. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED FACILITIES, EQUIPMENT AND MATERIALS.

3.1.1. GOVERNMENT FURNISHED FACILITIES. None

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 will furnish available hot and cold water and electricity at existing outlets as may be required for the work to be performed under the contract at no cost to the contractor. The contractor shall provide and maintain, at his expense, the necessary service lines from existing government outlets to the site of work. All temporary installations and connections made by the contractor shall comply with prevailing safety, fire, sanitary regulations, and applicable building codes. Temporary installations and connections shall be subject to periodic inspection by the authorized GR.

3.2.2. Routine Consumable Items and Excepted Parts: The Government will provide laboratory supplies as like tube or reagent, printer supplies as like toner or paper and cleaning supplies.

3.2.3. Emergency Medical Services: 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 1.4.10.7. above.

3.2.4. 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 GRs. The detailed reporting requirements are specified paragraph 1.4.10.7. above.

SECTION 4 – APPENDIX

LIST OF EQUIPMENT

MANUFACTURER MODEL QUANTITY

PERKIN ELMER Optima 5300 DV Optical Emission Spectrophotometer 1 EACH

Model#: N077 0493

Serial#: 077C7101103

Components

DELL CPU 1 EACH

Model#: REV A09

Serial#: CN-OPM372-72872-788-41TS

DELL Monitor, Flat Screen 1 EACH

Model#: Optiplex745

Serial#: J29VRD1

Hewlett Packard Printer, Laser Jet 1 EACH

Model#: Q5400A

Serial#: CNRXL92051

PERKIN ELMER S10, Auto Sampler 1 EACH

Model#: 10569436

Serial#: 102S7093803

BAY VOLTEX CHILLER 1 EACH

Model#: MC050-C2

Serial#: 20241R1112