PWS_6_May_14_(3).pdf

FA5209-14-T-0085

Attachment 1

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE-BASED WORK STATEMENT

FOR

INSPECTION, MAINTENANCE, AND REPAIR

OF

WATER SUPPLY CONTROL SYSTEM

AT

SAGAMIHARA FAMILY HOUSING AREA (SFHA)

AND

SAGAMI GENERAL DEPOT (SGD),

JAPAN

16 May 2014

(FEWR No.ME400003-4J and SF00210-3J)

Table of Contents

SECTION 1 Description of Services / General Information Page 2 thru 9

SECTION 2 Services Summary Page 10

SECTION 3 Government Furnished Property Page 11 and/or Services

SECTION 4 Appendices Page 12

Appendix A1 SFHA Equipment List of Control System

Appendix A2 SFHA Spare Parts List

Appendix A3 SFHA Specification of Control System

Appendix A4 SFHA Estimated Workload Data for On-call Service

Appendix B1 SGD Equipment List of Control System

Appendix B2 SGD Spare Parts List

Appendix B3 B3-1 Instrumentation Diagram

B3-2 Control Logic Schematic

Appendix B4 SGD Estimated Workload Data for On-call Service

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 perform inspection, maintenance and repair of the Water Supply Control System (WSCS) at Sagamihara

Family Housing Area (SFHA) and Sagami General Depot (SGD). The contractor shall perform inspection, maintenance and repair services in accordance with (IAW) this Performance-based Work

Statement (PWS), manufacturer standards, attached appendices and commercial practices.

1.1. INSPECTION AND MAINTENANCE

1.1.1. The contractor shall perform inspection and maintenance services for WSCS. The inspection and maintenance of the WSCS shall be the corrective work required to prevent deterioration and ensure a safe and reliable operating condition. The manufacturer’s operation and maintenance manuals are available for the contractor at each job site.

1.1.2. SUBMITTALS.

(1) Inspection and Maintenance Report

(2) Deficiency Report

(3) Annual Schedule

1.1.2.1. Inspection and Maintenance Report. The contractor shall prepare and submit the report both in English and in Japanese to the Contracting Officers Representatives (CORs) within ten (10) calendar days after completion of each inspection and maintenance services are performed. The report shall be digital format-type and include the following items at a minimum:

(1) Location

(2) Date and time work performed

(3) Who (licensed tech) performed the service

(4) Description and method of service performed

(5) Inspection and/or maintenance data

(6) Calibration

(7) Conditions of WSCS

(8) Signature of Contractor Representative

1.1.2.2. Deficiency Report. When deficiencies are identified with the systems under this contract, the contractor shall inform the CORs. The contractor shall submit the deficiency report in both English and

Japanese to the COR for each installation within five (5) business days of the findings. The deficiency report shall be a digital format-type and include at a minimum the following information:

(1) Location

(2) Finding Date of Failure

(3) Description of Failure (pictures, drawings, etc.)

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

(5) Description of repair work (projected downtime of instrumentation and WSCS)

(6) Material List and man-hours for repair (description of article, quantity, catalogue-cut, pictures, type of worker, and man-hour of each worker etc.)

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

(8) Cost estimate for repair work (in case of additional repair(s)

(9) Submission date of the report and contractor representative’s signature

1.1.2.3. Annual Schedule. The contractor shall provide a one-year work schedule both in English and in

Japanese to the COR and obtain his/her approval no later than fifteen (15) calendar days prior to the commencement of on-site work. The schedule shall show the time and day of the inspection/maintenance for each item in Appendix A1 and B1. The contractor shall not deviate from the approved schedule without obtaining prior approval by the COR.

1.2. ON-CALL SERVICES: The contractor shall provide the following.

1.2.1. On-Call Telephone Support: The contractor shall be available via telephone Mondays through

Fridays, 0800 to 1645, to answer any questions or concerns the COR may have concerning the WSCS.

1.2.2. On-Call Repairs:

1.2.2.1. If problems cannot be resolved through telephone technical support, the contractor shall dispatch an engineer within five (5) business days from the COR’s on-call repair requests. The contractor shall report to the work location, survey, perform minor repairs, and restore the equipment and /or system to the maximum extent practicable. If minor repairs are unable to be made at the time of response, the contractor will follow the procedures as specified in para. 1.1.2.2. The contractor shall take temporary measures to ensure safety and minimize/prevent further damage immediately if repairs are unable to be made at the time of the response.

1.2.2.2. The total estimated number of on-call services for SGD and SFHA is ten (10) per year, five (5) for each location (Appendix A-4 and B-4). The price per on-call repair is a fixed price to include travel expenses and labor associated with the minor repair service, and will be funded under CLIN X002 and the corresponding option CLINs.

1.2.2.3. Report. The contractor shall prepare and submit a written report within five (5) business days to the CORs after completion of the on call services. The contractor shall follow the procedures listed at paragraph 1.1.2.2. for reporting.

1.3. REPAIRS.

1.3.1. Repair work includes the reprocessing or replacement of parts or materials which have deteriorated and could not have been corrected through routine maintenance. In the event that the contractor identifies needed repairs during maintenance services or as a result of on-call repairs under paragraph 1.2.2.1., a deficiency report shall be provided in accordance with para. 1.1.2.2. of this PWS. The CORs will review the deficiency report and if repairs are below $3,000.00 or equivalent yen value of the total cost (material, equipment, and labor), the contractor shall perform repairs upon request from the COR. Exact repair costs incurred will be covered under CLIN X003 and corresponding option CLINs. The contractor shall accomplish repairs in accordance with an approved schedule. The contractor shall provide reports of all repair work in accordance with para.1.3.2. of this PWS.

1.3.2. Submittals.

(1) Repair Work Schedule.

(2) Repair Report.

1.3.2.1. Repair Work Schedule. When repair work is requested by a COR, the contractor shall provide a schedule both in English and in Japanese to the COR and obtain his/her approval no later than fifteen

(15) calendar days prior to the commencement of on-site repair work. The repair work schedule shall be a digital format-type and include at a minimum the following information:

(1) The start and estimated completion dates

(2) Installation name

(3) Water monitoring system location

(4) Date of failure, description of failure

(5) Required materials list

(6) Estimated man-hours

(7) Detailed work description of the repair

(8) Proposed work schedule

(9) Drawings or sketches

(10) Estimated cost and signature of the COR.

1.3.2.2. Repair Report. The contractor shall prepare and submit a written report within five (5) business days after the repair work is accomplished. The report shall be a digital format-type and include at a minimum the following information:

(1) Date, time, and service performed

(2) If the service performed did not follow the schedule, the contractor shall document the reasoning in the report.

(3) Exact costs for repair work.

1.3.3. Additional Repair Work: All repair work in excess of $3,000.00 or equivalent yen value are considered ADDITIONAL REPAIR WORK. If the contractor identifies a need for additional repair work, the contractor shall provide the COR a report described in para 1.3.2.1.

The price of additional repair work may be negotiated between the contractor and the KO on a case-by-case basis. The contractor shall commence additional repair work only after receipt of a written notification from the KO. When modification for additional repair work will be issued in the contract, the contractor shall submit all applicable submittals as specified in 1.3.2.2. to the COR.

1.3.4. Spare parts which are listed in Appendix A2 and B2 will be Government Furnished Materials

(GFM). If the parts listed in Appendix A2 and B2 are defective and need replacing, new parts will be furnished by the Government.

1.4. OFF-SITE MAINTENANCE/REPAIRS. If the equipment listed in Appendix A-1 cannot be maintained or repaired on site, equipment may be removed by the contractor. The contractor shall complete a DA Form 3161 (or similar document) for all equipment removed and shall be responsible any damage or loss while in their possession. The contractor shall provide temporary components or equipment to replace any items from the work site. Equipment shall be returned to the work site no later than five (5) business days, unless permission is granted by the COR.

1.5. GENERAL INFORMATION.

1.5.1. 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.

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

1.5.2. Contractor Employees. Contractor personnel shall 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 which contain the contractor’s company name and the employee’s name.

1.5.2.1. Qualification. The contractor shall be responsible for their employees have the following current and valid professional certification for the entire life of this contract; (1) “Premium Access”, which is issued by an authorized agency recognized by the DELL Company and (2) “Soft Engineer”, issued by an authorized agency recognized by the Yokogawa Electrical Company. A copy of the certificates or permits must be submitted prior to contract award.

1.5.2.2. 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.

1.5.2.3. Third Country Nationals (TCN). The Security Forces on each base control entry to the base.

Under certain circumstances, a 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.

1.5.2.4. U.S. Government and/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.”

1.5.2.5. 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.

1.5.2.6. Roster. The contractor shall provide a complete roster of all personnel (including the contract manager and alternate contract manager) to the COR prior to start of performance. The roster must include all employee names, addresses, and telephone numbers. The contractor shall maintain a current listing of employees, providing updates as changes occur.

1.5.3. 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. At a minimum, the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Services Summary

1.5.4. Quality Assurance. The Government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) by appointing a COR to monitor performance to ensure services are received.

1.5.5. 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.

1.5.6. Contracting Officers Representative (COR). The contractor shall coordinate all aspects of this project with the COR. Completed work shall be subject to inspection and acceptance by COR. This designation will be made in writing by the KO at the time of contract award, or prior to commencement of

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

Contracting Officer.

1.5.7. Contracting Officer (KO) 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.

1.5.8. Availability of Facility.

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 CORs.

1.5.8.1. 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.

1.5.8.2. Arrangements of the Performance Time. Should the contractor decide to perform any of the required services before or after normal duty hours, the contractor will request approval prior to performance from the COR and shall do so at no additional cost to the Government.

1.5.9. Security Safety Requirements.

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

NOTE: Contractor personnel are required to comply with U.S. Army Regulation 190-5 for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation

190-13 for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

1.5.9.2. Security Requirements. The contractor shall ensure each employee obtains all the required passes and identification items for access to U.S. Government’s installations. 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.

1.5.9.3. 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 COR, however, the contractor shall work together with the COR 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.

1.5.9.4. 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 COR as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs.

Report may be either verbal or facsimile.

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

1.5.9.5. 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.

1.5.9.6. Accident Prevention Plan and a Job Hazard Analysis. 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 COR 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.

1.5.9.7. Off Limit Signs. The contractor shall provide warning and/or ”OFF LIMITS” signs in both

English and Japanese and post them at the entrances of jobsite, and barricades around the jobsite while the equipment and/or systems are being serviced. The contractor shall control all personnel desiring access into jobsite areas when work is in progress.

1.5.9.8. Environmental and Hazardous Material Handling. The contractor shall comply with the

Japan Environmental Governing Standards (JEGS) to protect the health and safety of employees/residents and minimize or eliminate environmental pollution.

The Contractor shall follow the installation Spill Prevention Control and Countermeasure (SPCC) Plan and Oil and Hazardous Substance (OHS) pollution Contingency Plan in case of a spill or release of POL and/or hazardous substances. The Contractor shall immediately notify Fire and Emergency Services, Directorate of Emergency Services, and COR, U.S. Army Garrison Japan of any spills that occur on the installation through the Emergency Phone Number. The contractor will be liable for containment and clean-up of the site.

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

1.5.11. 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.

1.5.12. 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.

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

1.5.14. 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.

1.5.15. Performance of Services During Crisis Declared by Secretary of Defense or the Overseas

Combatant Commander. Services under this contract are not required during a crisis; therefore, no http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html costs shall be paid by the Government to the contractor after notification has been made. The KO or COR will notify the contractor, by any means of communication, of a crisis. The contractor shall stop all work immediately after notification. The contractor will be paid for all work performed prior to the notification

IAW the contract terms and conditions and this PWS.

1.5.16. Mobilization and Phase-In Period: The successful offeror shall complete all mobilization and phase-in tasks within 15 calendar days after date of contract award and prior to the period of performance start date. All offerors are cautioned to be fully aware of the above and consider the stated phase-in time in the planning and the pricing of their proposals. Mobilization and phase-in costs are not reimbursable under this contract.

1.5.17. Phase-In/Out Period: In the event the incumbent contractor does not receive a follow-on contract, the contractor shall make every effort to cooperate with the new contractor to coordinate turn-over of duties. Phase-out duties shall take place during the final 15 days of contract support while simultaneously working maintenance/inspection requirements within this PWS. All offerors are cautioned to be fully aware of the above and consider the stated phase-out time in the planning and the pricing of their proposals. Mobilization and phase-out costs are not reimbursable under this contract.

1.6. 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.

SECTION 2

2. SERVICES SUMMARY.

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

These thresholds are critical to mission success.

SS Number and Performance

Objective

PWS Paragraph Performance Threshold

SS #1. Inspection and

Maintenance

Para 1.1.1. One (1) defect at each site is allowed per year

Customer Complaints

SS#2. Submittals Para 1.1.2. – 1.1.2.3 and

1.2.2.5

One (1) late submission is allowed per year

SS#3. On-Call Services Para 1.2. One (1) late response is allowed per year

SS#4. Repairs Para 1.3. One (1) late response is allowed

SS#5. Off-Site

Maintenance/Repairs

Para 1.4. One (1) late response is allowed

SECTION 3

3. GOVERNMENT FURNISHED PROPERTY AND / OR 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). Parts listed at Appendix A2 and B2

3.2. OTHER GOVERNMENT-FURNISHED ITEMS.

3.2.1. Utilities. The Government shall furnish available water, electricity and heat, without cost to the contractor. All temporary installations and connections made by the contractor shall comply with Army

Regulations (AR) 420-1 and applicable building codes, and shall be subject to periodic inspection by the

COR.

3.2.2. Security Forces and Fire Protection. Upon request for emergency assistance, the following units will provide services on the installations as necessary:

Emergency Telephone for Fire, Ambulance, and the Military Police: Telephone 911

If the contractor uses the above services, the contract manager shall immediately report the details to the

COR. The detailed reporting requirements are specified in paragraph 1.5.9.4. above.

3.2.3. Medical Emergencies. In the event of a medical emergency, accident, or injury involving 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. The contractor shall submit the report in accordance with paragraph 1.5.9.4. above.

SECTION 4

4. APPENDICES.

Appendix A1 SFHA Equipment List of Control System

Appendix A2 SFHA Spare Parts List

Appendix A3 SFHA Specification of Control System

Appendix A4 SFHA Estimated Workload Data for On-call Service

Appendix B1 SGD Equipment List of Control System

Appendix B2 SGD Spare Parts List

Appendix B3 B3-1 Instrumentation Diagram

B3-2 Control Logic Schematic

Appendix B4 SGD Estimated Workload Data for On-call Service