DRAFT_PWS.doc

PERFORMANCE-BASED WORK STATEMENT

FOR

ZNRE 16-0909

INSPECTION AND MAINTENANCE

OF ELEVATORS & ESCALATORS AT YOKOTA AIR BASE

AND

TAMA HILLS RECREATION AREA, JAPAN

05 MAY 2014

PERFORMANCE-BASED WORK STATEMENT FOR

INSPECTION AND MAINTENANCE OF ELEVATORS & ESCALATORS

AT YOKOTA AIR BASE AND TAMA HILLS RECREATON AREA, JAPAN

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to inspect and maintain all elevators, dumbwaiters (collectively “elevators” hereafter) and escalator systems at Yokota Air Base and Tama Hills Recreation Area in accordance with commercial practice, the applicable Japanese law and its supplemental regulations as it is stipulated in this Performance-based Work Statement (PWS). A list of elevators, escalators, and their locations are shown in (Appendix A, paragraph 2.)

1.1.

MAINTENANCE SERVICES. The Contractor shall perform monthly inspection and preventative maintenance service for all elevators and escalators. The monthly preventative maintenance includes 1) monthly inspection/maintenance (Para 1.1.1, PWS) and 2) Repair Service Calls that consist of Routine Calls and Emergency Calls (para 1.2.1 and 1.2.2, PWS). Any repairs that are beyond the scope of this section shall be brought to the immediate attention of the Contracting Officer Representative (COR) for further coordination.

1.1.1.

Preventative Maintenance. The Contractor shall perform preventative monthly inspection and maintenance services for all elevators and escalators listed at (para 2 of Appendix A), in accordance with manufacturers’ specifications and any commercial practices above and beyond the requirements of such specifications. The service shall be performed at least once per month at not more than 30 day intervals, to ensure reliable and continuous safe operation until the next scheduled maintenance. The preventative maintenance is identified as, but is not limited to the cleaning, the lubricating, the adjustment of system and the replacement of expendable parts as listed in (para 3 of Appendix A). In addition to the above monthly inspection and maintenance, the Contractor shall also perform an annual inspection of all elevators and escalators in accordance with Japanese Industrial Standard (JIS) A4302, Inspection Standard of Elevators, Escalators and Dumbwaiters. The inspection report shall be submitted to the COR. Any repairs listed in (para 4 of Appendix A), are beyond the scope of the preventative maintenance and are accomplished by supplemental agreements under separate work orders (reference to para 1.3, Level II order, of the PWS).

1.1.2.

Work Schedule. The Contractor shall provide COR with an annual work schedule for the basic period of the contract not later than (NLT) 10 working days prior to contract start date. The Contractor shall provide the work schedule for the following contract year NLT 10 working days prior to the end of the current contract year. The schedule will show the building, time, and day of the inspection and maintenance service. The COR will evaluate the Contractor’s schedule and will send recommendations to the Contracting Officer for approval. The Contractor shall not deviate from the approved schedule without prior approval of the Contracting Officer.

1.1.3. Report. The Contractor shall prepare and submit a written report in English within two (5) business days after the date of inspection and maintenance performed. The report shall identify each elevator or escalator, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the elevator or escalator.

1.2. REPAIR SERVICE CALLS. In addition to the preventative maintenance of elevators and escalators in paragraph 1.1.1, on-site service shall be performed when the Contracting Officer Representative or COR notifies the Contractor of a shutdown, imminent breakdown, malfunction of control device, or other operation failure of elevators or escalators. Such failures shall be remedied by customary repair at no additional cost to the Government including service parts and labor charges, unless those are cases listed in (Appendix A, paragraph 4). Repair service calls will be classified as either “Routine Calls” or “Emergency Calls”. The Contractor shall respond to the call in accordance with the requirements set forth at the subparagraphs (1.2.1 and 1.2.2.) The Contractor shall survey the defects and notify the COR of an estimated time for repair. All repair work shall be in accordance with manufacturers’ specifications and any commercial practices above and beyond the requirements of such specifications. Downtime of the elevator or escalator shall be kept to an absolute minimum. The Contractor shall commence repair work after coordination with the COR. The Contractor must notify the customer of all projected downtime and estimated time for repair. The Contractor shall prepare and submit written report within two (2) business days after the repair services are completed. The report shall include the date and time of the service call, the location of the elevator or escalator, the repairs performed, and the name of the technician performing the repairs. If the repair was found to be beyond the scope of this service, the Contractor shall withhold repair and provide the COR with diagnosis and recommended course of action to repair the defects.

1.2.1. Routine Calls. Routine calls are repair service calls made to the Contractor when the defective elevator or escalator is vacant and another elevator, escalator, or stairway is available within the facility. The Contractor shall report to the work location within two (2) hours after notification during normal business hours and within three (3) hours after notification at times other than normal business hours.

1.2.2. Emergency Calls. Emergency calls are repair service calls made to the Contractor when a passenger is confined in the elevator or it is necessary to restore the failed elevator to the normal operation status at earliest possible time. The Contractor shall report to the work location within one (1) hour after notification.

1.3. LEVEL II WORK: Any work, which is not covered by paragraphs (1.1 and 1.2), is considered Level II. Level II work will be used for any repair or restoration of elevators or escalators using parts or components beyond the scope of preventative maintenance, such as mandatory replacement parts, or for defects or damages caused by inappropriate use, disaster, and etc. that requires the technical expertise necessary to rectify any elevator’s or escalator’s safety deficiencies. Performance period and cost of all level II work are subject to negotiation between the Contractor and the Government. Level II work will be issued by supplemental agreements to the contract. Maximum amount for level II work is limited to the yen equivalent of $50,000 per each agreement.

1.4. MATERIAL SUBMITTALS. Descriptive data for parts to be used for Level II work other than consumable service parts shall be submitted to the Contracting Officer for approval, prior to commencement of actual repair or replacement. The data shall be supported by the manufacturer’s catalog cuts, product number, patent number, certificate of compliance, etc. to demonstrate equal or better quality of the original or genuine parts. Approval of materials shall be recorded using Air Force Form 3000, Material Approval Submittals. For replacement with the parts that do not have prior approval in emergency repair, the Contractor shall include the information in a written report to be submitted after completion of such repair or replacement.

1.5.

GENERAL INFORMATION

1.5.1.

Quality Control. The Contractor shall develop and maintain a quality program to ensure preventative maintenance and repair service is performed in accordance with Japanese Building Standard Law and industrial standards. The Contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the Contractor shall develop quality control plan that address the areas identified in (paragraph 2, Service Summary). The COR must have a specific quality control inspector to contact in case of customer complaints.

1.5.2. Quality Assurance. The government will periodically evaluate the Contractor’s performance by appointing a QA Personnel to monitor performance to ensure services are received. The COR will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor's quality control program in combination with other methods of inspection under the performance plan. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates.

1.5.3. Government Remedies. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions—Commercial Items, for Contractor’s failure to correct nonconforming services.

1.5.4. Hours of Operation. The Contractor shall perform the services required under this contract other than emergency repair service calls during the following hours:

Monday through Friday, 0730 to 1630 hours.

1.5.5. Holidays: The Contractor shall not schedule preventative maintenance service on the following holidays:

U.S. Holidays

1st January

New Year’s Day

3rd Monday of January

Martin Luther King, Jr’s 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

Note: Normally, holidays that fall in Saturday will be observed the preceding Friday. Holidays falling on a Sunday will be observed the following Monday.

1.5.6.

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

1.5.6.1. The Contractor shall immediately report to the COR or Contracting Officer any occurrences of lost or duplicated keys.

1.5.6.2. In the event keys other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the Contracting Officer, 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 deduct the cost of such from the monthly payment due the Contractor.

1.5.6.3. The Contractor shall limit use of keys issued by the Government to the Contractor’s or subcontractor’s employees. The Contractor shall control access with all Government provided lock combinations to preclude unauthorized entry.

1.5.7.

Warning Signs. When services are being performed, the Contractor shall provide proper warning signs and barricades to warn all persons of the dangers of entry into the elevator or escalator. The Contractor shall control persons desiring access into the elevator or escalator when work is in progress.

1.5.8.

Security Requirements/Base Passes. All Contractor employees will be issued base passes (identification cards) which shall be carried by the individual bearers at all times while on United Stated Government premises. The Contractor shall submit written requests for base pass issuance to the Contracting Officer and shall be responsible for all base passes issued to his/her employees and employees of any subcontractors. The Contractor shall return all base passes to the Japanese Pass Section at Yokota Air Base upon termination of employment or completion of the contract.

1.5.9. 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 IAW 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, shall wear seat belts. There will be no exceptions to this policy. Any contractor traffic violation may result in the denial of further installation driving.

1.5.9.1. 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.

1.5.9.2. 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 shall be responsible for ensuring all work performed under the contract is accomplished in a safe and proper manner. The Contractor will maintain a record of these safety briefings and make this record available, at any time, to the Government.

1.6. CONTRACTOR PERSONNEL.

1.6.1.

Special Qualification. The Contractor shall have technical supervisor(s), who are licensed as “Elevator or Escalator Inspectors ( 昇降機検査技師資格者)” issued by Ministry of Land, Infrastructure and Transport and Tourism (国土交通省), or other equivalent licenses/certificates in accordance with Japanese Building Standards Law, Article 12, para 3 and its supplemental regulations, to provide annual elevator inspection in accordance with Japanese Industrial Standard (JIS) A4302, Inspection Standard of Elevator, Escalator and Dumbwaiter, as well as maintain an inspection system acceptable to the Government covering the services under this contract.

1.6.2.

Contract Manager. The Contractor shall provide a Contract Manager 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 Contract Manager is absent, shall be designated in writing to the Contracting Officer.

1.6.2.1. The Contract Manager or alternate shall have full authority to act for the Contractor on all matters relating to daily operation of this contract.

1.6.2.2. The Contract Manager and alternate(s) must be able to read, write, speak, and understand English.

1.6.2.3. Any time the Contractor uses Government-Furnished Services listed at paragraph 3.2. of this PWS, the Contract Manager shall immediately report the incident to the QA Personnel.

1.6.3.

Contractor Employees. Contractor personnel shall present a neat appearance and be easily recognized 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’s name and employee’s name. The Contractor shall not employ persons for work on this contract that have a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

1.6.3.1. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest.

1.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. The Contractor is not required to perform all services listed in this PWS during crisis.

2. SERVICES SUMMARY (SS).

SS#1. Preventive Maintenance.

Elevators & Escalators are fully operational.

SS#2. Repair Service Calls.

Repairs are made in a timely manner;

Customers are informed of expected repair time. Response and repair is made within the specified downtime.

replacement of all service calls.

SS#3. Submit Work Schedule, Maintenance and Repair Reports.

Work schedules and accurate repairs are delivered on time.

1.1.2.

1.1.3.

1.2.1.

1.2.2.

100% of the time.

SS#4. Level II Order.

Work will be initiated/completed within the negotiated performance period.

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. Government-Furnished Utilities. For the performance of this contract, the Government will provide the Contractor with electricity, water and sewage at facilities where available without cost.

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.

Employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

3.2. Following services are available in emergency by Defense Switched Network (DSN) call 911:

a. Security Police

b. Fire Department

c. Hospital Emergency (Reimbursable Basis)

3.2.1. Any time the Contractor uses one of the above services, the CM shall immediately report to the GR with all of the details. The CM shall be required to submit, in writing, within two (2) days, the details surrounding the use of this service to the CO.

4.

APPENDIX

APPENDIX A

ESTIMATED WORKLOAD DATA

APPENDIX A

ESTIMATED WORKLOAD DATA

1. SUMMARY

2. LOCATION AND SPECIFICATIONS OF ELEVATORS

a. Operation and Maintenance (O&M) Facilities:

TOSHIBA ELEVATORS

HITACHI ELEVATORS

SANSEI ELEVATORS

FUJITECH ELEVATOR

OTIS ELEVATOR

RYOUDEN ELEVATOR

MITSUBISHI ELEVATOR

CHUO ELEVATOR

MORIYA ELEVATOR

b. Military Family Housing (MFH) Facilities:

TOSHIBA ELEVATORS

c. Department of Defense Dependent School (DODDS) Facilities:

DOVER ELEVATORS

DAIKO ELEVATORS

MITSUBISHI ELEVATOR

(VFGD = Variable Frequency Geared)

3. REPLACEMENT PARTS. During inspections, the Contractor shall perform maintenance and repair including replacement of the parts listed below:

Main contact/Auxiliary contact of contactors Lead wire

Fuse

Traveling contact of floor selector Tape cleaner of floor selector Carbon brush

Fluorescent lamp Incandescent lamp

Lubricant Comb

Acrylic cover of Emergency stop button

Rag

4. EXCEPTIONS. The following items are not included in the monthly unit price of the contract:

a. Repairs required due to carelessness, vandalism, unsuitable use, earthquake, fire, explosion, or other accidents.

b. Repair of Building Equipment in Machine Room.

c. Repair of Hoist way Walls.

d. Repaint, re-plating, repair or replacement of:

(1) Elevator Car (including rubber tile)

(2) Landing Doors

(3) Jamb

(4) Sill

5. SPECIFICATIONS. The specifications, drawings, current and past inspection and maintenance reports, and record of repair or replacement of parts for the elevators cited in this Performance-based Work Statement are not available for distribution but may be examined at the following location:

374 CES/CEOES, Service Contract Building 838, Yokota Air Base, Fussa-shi, Tokyo, Japan

POC: Mr. Hatano

Telephone: 042-552-2511 (Ex. 5-8124)

E-mail: hideki.hatano.jp@yokota.af.mil

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