04.Attach1-PWS-ElectricGate.pdf

Solicitation No. FA5209-14-T-0010 Attachment 1

PERFORMANCE-BASED WORK STATEMENT

FOR

INSPECTION AND MAINTENANCE

OF

ELECTRIC GATE SYSTEMS

AT YOKOTA AIR BASE, JAPAN

Yokota AB, Japan

14 Apr 2014

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION: The Contractor shall provide all management, tools, supplies, equipment and labor necessary to provide the service for Inspection and Maintenance of Electric Gate Systems at Yokota Air Base, Japan, in a manner that will ensure continuous and safe operation in accordance with Performance-based Work Statement (PWS), commercial practice and manufacturer’s recommendations.

1.1. Preventive Maintenance: Preventive Maintenance is defined as corrective work required to prevent further deterioration and/or restoration of equipment to operational condition. The Contractor, thereafter, shall perform monthly preventive maintenance in accordance with Appendix C, Monthly Inspection and Maintenance Checklist. The quantities and types of gates and locations, to include manufacturer information are set forth in Appendix A. This Appendix is subject to change throughout the life of the contract. A supplemental agreement incorporating any changes to be made under this contract will be issued in the form of contract modification to effect revisions.

1.2. Service Repair Calls: In the event of malfunctions requiring immediate Contractor response, the Contractor is required to respond within three (3) hours after notification during normal hours of operation per paragraph 1.7.1 of the PWS. The Contractor shall perform work within the time agreed upon between the Contractor’s Service Engineer and the Contracting Officer Representative (COR). Service calls can be placed 24 hours a day, 7 days a week including U.S. and Japanese holidays throughout the contract.

If calls are placed during other than normal duty hours, the Contractor/Contractor’s Service Engineer shall provide technical support via telephone. Any technical support provided during other than normal duty hours shall be verified by the Contractor’s Service Engineer at the work location the following day within the time agreed upon by the Contractor and the COR. The Contractor shall perform work immediately or within the time as agreed upon by the Contractor and the COR. Upon completion, the Contractor shall prepare and submit a written English report to the COR within two (2) business days after the Service Repair Call. The report shall include the date and time of the service call, the location of the gate, the repairs performed with relevant pictures, and the name of the engineer/technician performing the repairs. Price of “engineering expense per trip per call/service” for such service calls is established under Exhibit 1.

Services payable under “engineering expense per trip per call/service” are limited to immediate repairs that can be accomplished at the time of the response. Any repair that cannot be accomplished at the time of the response shall be covered under para 1.3, Other Repairs.

1.3. Other Repairs: All repairs that are not covered under para 1.1 and 1.2 are under this other repair category requiring technical expertise to rectify any security gate safety and security deficiencies including emergency situations such as disaster and any repairs not covered within the scope of para 1.1 and 1.2. However, entire replacement of the gates are not within this scope of work. If the Contracting Officer directs repair work within this scope, the Contractor shall provide information and instruction on the work scope and the desired period of time for completion of the work in conjunction with the pricing proposal. This is subject to negotiation and will be included in the contract by separate contract modification. Each repair shall be inspected and accepted by the COR. Upon issuance of contract modification, the Contractor shall perform such repairs in accordance with the negotiated terms and conditions. All repair work shall be in accordance with normal commercial practices using parts specified by the manufacturer or items of equal or better quality. Downtime, if any, of the gates shall be kept to an absolute minimum. The Contractor shall notify the COR of all projected downtime and the estimated time for repair. Each repair work is limited to an amount not to exceed ¥5,000,000.

1.4. Parts: The repair and replacement parts for all security gates are required to sustain continued operation of the security gate system in support of paras 1.1 through 1.2. All defective parts for maintenance and repair services on the security gate system and related equipment shall be included as reimbursable materials. Labor hours to repair and replace parts shall be included in Preventive Maintenance Service and Service Repair Calls as specified in para 1.1 through 1.2. The Contractor shall complete required items, in accordance with urgency, obtain the best value for the Government. The Contractor shall maintain documented proof of competition from at least three (3) sources on all purchases exceeding the yen equivalent of $3,000. Any discounts and rebates obtained by the Contractor shall be credited to the Government. All contractor-furnished materials required for work shall conform to manufacturer standards. The entire item thus procured shall be reimbursed to the Contractor by the Government at the net purchase cost on a monthly basis. The Contractor’s invoice shall include a listing of all the items by item description, quantity, unit (installation location), and total purchase cost.

The Contractor shall maintain the original copy of sales slip or other documentation in full support of his monthly invoices, when submitted.

1.5. GENERAL INFORMATION:

1.5.1. Quality Control Plan: The Contractor shall develop and maintain a quality control program to ensure all services received are in accordance with manufacturer recommendations. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in para 2, Service Summary.

1.5.2. Work Schedule: The Contractor shall provide an annual schedule no later than (NLT) five (5) calendar days prior to start date. The schedule will show the security gate location, date and time of the inspection and maintenance service specified in para 1.1. The CO and COR will evaluate and approve the Contractor’s schedule prior to commencement of work.

The Contractor shall not deviate from the approved schedule without prior permission of the CO.

1.5.3. Reports: The Contractor shall maintain chronological records and logs of each task. The Contractor shall submit a written report in English, in checklist format, no later than 24 hours upon completion of each service, specified in para. 1.1 through 1.4. If any deficiencies are found for services specified in para 1.1 through 1.4, are not correctable within scope of each item, report them to the COR with possible corrective action by additional service or Level II Work service (para 1.3).

In addition to submission of written reports, the Contractor shall, as deemed necessary, verbally report the outcome of their inspection to the COR.

1.5.4. Warning Signs: When services are being performed, the Contractor shall provide proper warning signs and barricades to warn all persons and vehicles of the possible dangers of entry through the security gate. The Contractor shall control persons and vehicles desiring access through the security gate while work is in progress.

1.5.4.1. Downtime of security gates shall be kept to an absolute minimum. The Contractor must notify the COR of all projected downtime and the estimated rerpair time.

1.6. Quality Assurance: The government will evaluate all contractor performance by COR monitoring. The COR will evaluate the contractor’s performance through periodic inspection and customer complaints. The government will inspect tasks upon completion of the services. If performance is determined unacceptable, the Contractor shall correct or re-perform the performance immediately.

1.7. Hours of Operation:

1.7.1. Normal Hours of Operation: The Contractor shall perform the services required under this contract during the following hours: Monday through Friday, 0730 to 1630 hours except for emergency calls. The personnel engaged in Emergency Call Services in para 1.2 of the PWS are allowed gate access 24 hours a day, 7 days a week.

1.7.1.1. Recognized Holidays: The Contractor is only required to provide emergency call service on the following days:

U.S. Holidays 1st of January New Year’s Day 3rd Monday of January Martin Luther King Jr. Birthday 3rd Monday of February Washington’s Birthday Last Monday of May Memorial Day 4th of July Independence Day 1st Monday of September Labor day 2nd Monday of October Columbus Day 11th of November Veterans Day 4th Thursday of November Thanksgiving Day 25th of December Christmas Day

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

1.8. CONTRACTOR PERSONNEL:

1.8.1. Contract Manager: The Contractor shall provide a Contract Manager (CM) who shall be responsible for the performance of the work. The name of this person and an alternate(s), who shall act for the Contractor when the CM is absent, shall be designated in writing to the CO.

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

1.8.1.2. The CM and alternate(s) must be able to read, write, speak and understand English.

1.8.2. Contractor Employees:

1.8.2.1. Technically, Contractor’s service engineer (not necessarily the entire firm), shall have some experience in inspection and maintenance of electric security gate systems and related equipment. Thus, the Contractor is required to submit the name(s) of service engineer(s) to the COR prior to commencement of work. In the event of any changes in the Contractor’s service engineer, the Contractor is required to immediately submit his/her replacement with the experience to the COR.

1.8.2.2. Contractor personnel shall present a neat appearance and be easily recognizable as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name. The Contractor shall not employ persons for work on this contract that pose a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

1.8.3. Security Requirements: The Contractor and their employees must comply with all security requirement imposed by the local installation commander at all time while performing the requirements of this contract on this military installation.

The prime contractor is responsible for understanding and insuring subcontractor compliance with AFI 31-204, Motor Vehicle Traffic Supervision.

1.8.3.1. Base Passes: It shall be the Contractor's responsibility to arrange for base passes (identification cards) which shall be carried by the individual bearers at all times while on United State Government premises and necessary vehicle permits required for entry onto this installation. The Contractor shall submit written requests for base pass issuance to the CO and shall be responsible for all base passes issued to his employees and employees of any subcontractors. The Contractor shall obtain the necessary base passes and vehicle permits prior to performing any portion of the contract requirements. The Contractor shall return all base passes to the Japanese Pass Section at Yokota AB upon termination of employment or completion of the contract.

1.8.3.2. Vehicle Passes: All contractor vehicles used in the performance of work under this contract shall be registered and maintained in accordance with applicable paragraphs of 374 AWI 31-204, Yokota Air Base Motor Vehicle Traffic Supervision (PA). All contractor personnel operating a motor vehicle on this installation shall be aware of and abide by current driving policies. All contractor personnel occupying a vehicle, while the vehicle is inside the confines of this installation will wear seat belts. There will be no exceptions to this policy. Any contractor traffic violations may result in the denial of further installation driving.

1.8.4. Safety:

1.8.4.1. The general safety requirements of AFI 31-204, Motor Vehicle Traffic Supervision, AFOSH 127-1 through 161-1, AFOSH 161-1 through 161-9, EM 385-1-1, and NFPA 241, Standard for Safeguarding Construction, Alteration, and Demolition Operations with applicable attachments, figures, and tables shall be complied with all contractor related activities pertaining to work performed under the contract.

1.8.4.2. The Contractor shall be responsible for ensuring all work performed under the contract is accomplished in a safe and proper manner.

1.8.4.3. All contractor employees shall be instructed on accident prevention and safety. Special emphasis shall be placed on safe and proper working conditions. The Contractor shall conduct training for all employees on appropriate safety measures and on the employee’s obligation to obey all existing safety regulations.

1.8.4.4. Prior to the performance of work at the facility, the Contractor shall hold a safety briefing that applies to the requirements of this contract. The Contractor will maintain a record of these safety briefings and make this record available, at any time, to the Government.

1.8.5. Key Control: The Contractor shall establish and implement plans to ensure all keys issued by the Government are not lost, misplaced, and/or, used by unauthorized persons.

1.8.5.1. The Contractor shall not duplicate any keys issued by the Government.

1.8.5.2. The Contractor shall immediately report, to the CO or the COR, any occurrence of lost or duplicated keys.

1.8.5.3. In the event any keys, excluding master keys under Government control, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government.

The Government may, however, at its option, replace the affected lock or locks or perform re-keying and recoup the cost of such from the monthly payment due the contractor.

1.8.5.4. The Contractor shall prohibit the use of keys issued by the Government by any persons other than contractor employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements.

1.8.5.5. Lock Combinations: The Contractor shall control access to all Government provided lock combinations to preclude unauthorized entry.

1.8.6. WARRANTY: The Contractor agrees to provide the most favorable commercial warranties that the manufacturer or supplier provides to any customer for the types of items furnished under this contract. The rights and remedies provided therein are in addition to and are not limited by any other clause of this contract. 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. The Contractor shall maintain records of all warranted items to include item description, location, manufacturer, model, data serial numbers, and expiration dates of the warranties.

2. SERVICES SUMMARY (SS): The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Para Performance Threshold SS# 1: Preventive Maintenance Services

1.1. 95% of the required maintenance actions are completed satisfactorily per month

SS# 2: Service Repair Calls 1.2. 100% of the service call are completed satisfactorily per call/service

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. Government-Furnished Utilities: For the performance of this contract, the Government will provide, as available, electricity, water and sewage.

3.1.1. The Contractor shall make sure employees practice utility conservation. The Contractor shall be responsible for operating under conditions that prevent the waste of utilities.

3.1.2. The Government shall, without cost to the Contractor, supply reasonable amounts of water and electricity required to perform the requirements of this PWS. The Government will also provide, for emergency purposes only, the following services by dialing DSN 911:

a. Security Police

b. Fire Protection

c. Hospital Emergency

3.1.3. Any time the Contractor uses one of the above services; the Contract Manager (CM) shall immediately report it to the GR and follow up with a written report of all the details within 48 hours.

4. APPENDICES:

A. Electric Gate Systems Information B. Map of Gate Locations and Drawing Plans C. Monthly Inspection and Maintenance Checklist

APPENDIX A

Electric Gate Systems Information

Qty Gate Type Manufacture Location Gate Number 1 Electric Toyo Exterior Bldg 71 1 1 Electric Toyo Exterior Bldg 85 2 1 Electric Toyo Exterior Bldg 530 3 1 Electric Toyo Exterior Bldg 714 4 1 Electric Toyo Exterior Hanger 15 5 1 Electric Toyo Exterior Bldg 950 6 2 Electric Toyo Exterior Bldg 955 7 1 Electric Toyo Exterior Bldg 4137 8 1 Electric Toyo Exterior Bldg 1585 9 1 Electric Toyo Exterior Blue Route 10 2 Electric Toyo Exterior Bldg 1394 11

APPENDIX B

Map of Gate Location and As-built Drawings

APPENDIX C

Monthly Inspection and Maintenance Checklist

ITEM # DESCRIPTION OF ITEM Inspected

Perform an operational test in both automatic and manual mode on all moving mechanical equipment to verify proper operation, alignment, and safety device operation.

2 Lubricate all joints.

Check and adjust operating speeds, limit switches, vehicle detectors, tension adjusting devices, and accumulator pressures.

Examine the rail for debris buildup, cleaning as necessary to prevent improper functionality

Tighten or replace any loose bolts, drilling and tapping to the next size or using inserts if threads are stripped.

Check the condition of the painted surfaces, repairing priming, and touching up areas where the paint has been chipped or worn away.

7 Check all motor mounting bolts; tighten or replace as necessary.

Check all the wheels. Clean all built up debris and lubricate and lubricate axle or mounting bolts. Replace inoperable wheels as necessary.

Check revolving lights and traffic signaling devices for proper operation. Replace lamps as necessary.

Check the front and rear stoppers. Tighten loose stoppers as necessary, and replace broken parts.

Check push button switches, photocell sensors, radio equipment, and optional equipment for proper operation. Repair and/or replace inoperative parts.

Check the doorstop pillars for deformities, bending, corrosion, and visible rust.

Repair/replace parts as necessary.

Check the rack gear and sash rollers for damage, friction, strange noises, and vibrations. Repair/replace parts as necessary.

Check the driving gears, ensuring smooth revolutions are visible. Repair/replace parts as necessary.

Check stop devices for on-lock conditions after fully stopped. If slipping occurs, replace switch box.

Check the clutch for manual put-on and take-off operation. If switchover does not occur, replace switch box.

17 Check all keypads. Repair/replace any damaged parts.