Generator_Maintenance_PWS_(15_May_2015).pdf

PERFORMANCE-BASED WORK STATEMENT

TO PROVIDE

DIESEL GENERATOR MAINTENANCE

SERVICES

AT KYOGAMISAKI COMMUNICATION SITE

KYOTO, JAPAN

KYOGAMISAKI COMMUNICATION SITE,

KYOTANGO, KYOTO, JAPAN

May 15, 2015

Table of Contents

SECTION 1 Description of Services/General Information Page 3

SECTION 2 Services Summary Page 10

SECTION 3 Government Furnished Property and Services Page 11

SECTION 4 Appendices Page 12

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials, and labor to support the

Kyogamisaki Communications Site (KCS), Kyoto, Japan in accordance with this Performance-

Based Work Statement (PWS), the attached appendices, commercial standards, local standards, Japanese ordinances, and Japanese laws. These services shall be performed at the same levels in the commercial marketplace to the maximum extent possible.

1.1. Type of Services Required.

1.1.1. The contractor shall provide monthly preventive maintenance service on the diesel generators located at KCS. The quantity and type of generators are listed in paragraph 1.2 of this

PWS. The contractor shall ensure the diesel generators are capable of sustained operations in accordance with (IAW) standard commercial practices and the attached technical manuals. This includes replacement of unserviceable parts, identification, and correction actions for corrosion, lubrication, and cleaning. Engine oil and coolant will be provided by the Govenrment, but occasional fabrication may be required for items such as gaskets.

1.1.2. The Government will connect all power cables to the source in which the generator will power. If the contractor identifies that a connection is incorrect or the equipment that the generator is connected to exceeds the maximum capacity of the generator, the contractor shall notify the Contracting Officer’s Representative (COR) prior to starting the generator.

1.1.3. The contractor shall provide and maintain one (1) fire extinguisher per generator to be used on the generator(s). The fire extinguisher shall be located with the generator. The contractor shall ensure that all fire extinguisher(s) are operational at all times. The contractor shall also adhere to all Japanese laws and regulations pertaining to generator maintenance safety and the use of fire extinguishers, abiding to the more stringent legal requirements when necessary.

1.1.4. On-Call Services (24 Hour Response). If on-call service is required, the contractor shall report to the work location within 24 hours after notification from the COR. The contractor shall survey, perform minor repairs, and restore the generator to the maximum extent practicable. The contractor will be paid for actual services performed under CLIN 0002, 1002, 2002, and 3002. If the repair is unable to be made at the time of the response, the contractor shall immediately take temporary measures to ensure safety and to minimize/prevent further damages to the systems.

For non-minor repairs, the contractor shall follow the procedures in para 1.1.6.

1.1.5. On-Call Services (2 Hour Response). For an estimated five (5) days per quarter (20 days per year), during the months of March, June, September, and December, the contractor shall be available to report to the work location within two (2) hours after notification from the COR.

The contractor will not perform work for more than a normal work day of eight (8) hours at a time. The Government will provide the contractor at least two (2) weeks notification prior to being available to report within the one hour response time. If on-call service is required during this period, the contractor shall report to the work location within two hours after notification from the COR. The contractor shall survey, perform minor repairs, and restore the generator to the maximum extent practicable. The contractor will be paid for actual services performed under

CLIN 0003, 1003, 2003, and 3003. If the repair is unable to be made at the time of the response, the contractor shall immediately take temporary measures to ensure safety and to minimize/ prevent further damages to the systems. For non-minor repairs, the contractor shall follow the procedures in para 1.1.6.

1.1.6. Non-Minor Repairs. Non-minor repair work shall include repairs not able to be performed during on-call service requests. The contractor shall provide an estimate for KO or

COR for approval and complete the repairs at the soonest availability to restore the system to full functionality. For any replacement parts, the contractor shall notify the COR of the required parts to determine method of requisitioning. The COR will determine if the parts will be obtained thru the Government system by the COR, or if the contractor shall order the parts commercially.

1.1.7. The contractor shall store, inventory, issue, disposition, and coordinate shipping for all generator equipment and parts. Other than facility identified as Government Furnished Property

(GFP) in Section 3, the contractor will not have space on-site to store tools, or any other item(s) required in the performance of this PWS.

1.1.8. The contractor shall provide program application and management of the Army

Modification Program and maintain quality deficiency/improvement reports. This will ensure that any new modifications to this equipment is performed according to modification instructions as published by LOGSA. The Army maintenance personnel on site will provide this information to the contractor.

1.2 Description of Materials. Other than generators identified as GFP below, the contractor shall provide all supplies needed to perform all aspects of this contract.

GENERATOR QUANTITY

3 KW Honda Generator 6

5 KW PU797 Generator 5

7.5 KW Cumans Onon Generator 2

15 KW MEP 1050 Generator 2

Volvo TAD1241GE 2

Denyo Power 204KW 1

1.3. Reports.

1.3.1. The contractor shall maintain material records and maintenance reports that will be prepared and maintained using the Department of the Army (DA) Form 2404.

1.3.2. The contractor shall submit a monthly maintenance report to include but not limited to the report date, reporting period, maintenance work performed, parts used, fuel amounts consumed and receipts. This report shall be made available to the COR no later than the 15th day of the following month.

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

COR with a minimum of five (5) days advance notification of the proposed work.

2.0. GENERAL INFORMATION.

2.1. Contractor Personnel.

2.1.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. The name of this person and an alternate or alternates, who shall act for contractor when manager is absent, shall be designated in writing to the KO/GR no later than (NLT) five (5) calendar days after contract award. The contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal duty hours. He/She must be able to read, speak, and write English. Contract manager or alternate(s) shall have full authority to act for contractor on contract matters relating to daily operation of contract.

2.1.2. Personnel Qualifications. The contractor will furnish a list of fully qualified personnel to accomplish all work as identified in this PWS. As a minimum, candidate employees shall be at least 21 years of age and be able to speak, read, write, and understand the English language.

2.1.3. 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.

2.1.4. Removal of Contractor 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 from the Government job 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.

2.1.5. 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 circumstances.

2.1.6. U.S. Government or Japanese National Employees. The contractor shall not hire employees of the U. S. Government and/or Government of Japan (GOJ) Master Labor Contractor

(MLC) employees if employing such persons would create a conflict of interest, or appearance of a conflict of interest as determined by the contractor. The contractor shall not employ any person who is an employee of the Department of the Army, either military or civilian, unless such person seeks and receives approval in accordance with DoD 5500.7-R, Joint Ethics

Regulation.

2.1.7. 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.

2.2. 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.

2.3. Government Remedies. The Contracting Officer (KO) will follow Federal Acquisition

Regulation (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.

2.4. Contracting Officer (KO) Authority. Only the KO has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the KO will be considered an unauthorized commitment and subject to ratification actions in accordance with the FAR 1.602-3.

2.5. Contracting Officer’s 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.

2.6. Availability of Facility. The facilities will be made available to the contractor between 24 hours a day seven (7) days a week to include any U.S. or Japanese holidays unless otherwise specified by the COR. In the event the Government requests a temporary shutdown of the jobsite, the contractor will be notified verbally. Any Government caused delays resulting in a temporary shutdown may require an adjustment to the contract and will be coordinated through the contracting office.

2.7. Security and Safety Requirements.

2.7.1. Installation/Base Passes. The U.S. Government shall facilitate contractor access to site to perform the tasks defined in this PWS. This may include providing Government escorts as required in areas requiring escorts. Installation/Base Passes and Controlled Area Badges for contractor personnel and their vehicles are issued at no cost to the contractor. The contractor shall ensure each employee obtains required pass and identification items for access the MDA site, Kyogamisaki, Japan. The contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, background checks for access to the JASDF using the contractor limited access route, and for complying with any laws, codes, and regulations applicable to the performance of work. The contractor shall return all applicable passes upon termination of employment or completion of this contract to the COR, unless otherwise specified by the COR or KO, within 24 hours and a certificate of receipt shall be obtained. All other Government identification for terminated employees shall be returned to the issuing office within 24 hours of termination, and a certificate of receipt shall be obtained.

Vehicle insurance certificates 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.

Note: The contractor personnel are required to comply with U.S. Army Regulation 190-5 for personnel pass requirements. The 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.

2.7.2. Clearance. The contractor shall submit, via email or paper documents, access requests to th

Battery. The 14th will be the determining factor in allowing those personnel access to the work location. The contractor shall submit a memorandum with an attached listing of the individuals who will be working on site.

2.7.3. Installation Safety/Fire Regulations. The contractor is responsible for job site safety and fire prevention. Standard base procedures will be provided by the COR at the job site.

2.7.4. Reports of Damages, Destruction, Injury, or Death.

2.7.4.1. 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.

For the purposes of this clause, 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.

2.7.4.2. The contractor shall submit these reports to the KO through the COR as follows:

(a) A preliminary report shall be made as soon as practicable after the time the incident occurs. The report may be either verbal or email.

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

2.7.5. 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 releases of hazardous materials to the KO and COR. The contractor shall be liable for containment and environmental cleanup 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) of both of English and Japanese versions. Upon request of the COR, the contractor shall submit the MSDS to the COR.

2.7.6. Environmental Regulations. The contractor shall comply with all U.S. Government and

Japanese environmental laws (whichever are most stringent) to protect the health and safety of employees/residents, and preserve the local and global environment. The contractor shall comply with the Japan Environmental Governing Standards (JEGS) and shall minimize or eliminate environmental pollution and energy/utility waste.

2.7.7. 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.

2.7.8. Disposal of Materials. All debris and unserviceable materials generated under this contract shall be disposed of off-base by the contractor in accordance with the laws of Japan.

2.7.9. 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.

2.8. 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.

2.9. Conservation of Utilities. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that prevent waste of utilities.

2.10. 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 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.

2.11. Contractor Manpower Reporting (CMR). 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) https://cmra.army.mil/

(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

(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 contractor 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. (NOTE: XML = Extensible

Markup Language)

SECTION 2

SERVICES SUMMARY

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. Monthly inspection and maintenance Para 1.1.1. One (1) defect allowed per month

SS# 2. Timely response to 24 hour service request Para 1.1.4. Zero (0) defects allowed per call

SS# 3. Timely response to 1 hour service request Para 1.1.5. Zero (0) defects allowed per call

SS# 4. Timely completion of repair Para 1.1.4. thru 1.1.6. Zero (0) defects allowed per call

SS# 5. Timely submission of required documents/reports Para 1.3. Two (2) defects allowed per year

SECTION 3

GOVERNMENT FURNISHED PROPERTY AND SERVICES

1.0. Government Furnished Facilities. Parts Warehouse Facility, KCS.

2.0. Government Furnished Tools/Equipment.

2.1. Generators. A list of generators to be provided by the Government is identified in paragraph 1.2 of this PWS. Engine oil and coolant will also be provided by the Government.

2.2. General Mechanics Tool Box. A general mechanics tool box will be made available to the contractor. The contents of this tool box can be found in Appendix 3, General Mechanics Tool

Box contents.

2.3. Computer and Filing Cabinets. A computer capable of accessing maintenance management records and filing cabinets for records maintenance will be provided.

3.0. Government Furnished Information. Technical manuals of the generators and DA 2404.

4.0. Government Furnished Services.

4.1. Utilities. The Government will furnish electricity as determined necessary to fulfill the needs of this contract. The contractor shall utilize utility conservation measures to the maximum extent possible.

4.2. 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: Contact the COR.

The contract manager shall immediately report the details to the KO and COR.

4.3. 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 to the KO and COR.

SECTION 4

APPENDICES

Appendix 1:

GENERATOR SPECIFICATIONS

3 KW Honda Generator 3kW Generator Specs

5 KW PU797 Generator

TM 9-6115-641-10 (5kW User Manual)

TM 9-6115-641-24 (5kW Mechanic Manual)

TM 9-6115-641-24P (5kW Parts Manual)

TM 9-6115-659-13&P (5kW-Jan 2010)

7.5 KW Generator

Cumans Onon 7.5kW Specs

Cumans Onon 7.5kW Operator Manual

Cumans Onon 7.5kW Parts Manual

Cumans Onon 7.5kW Service Manual

7.5kW Specs

TM 9-6115-769-10 (7.5kW)

15 KW MEP 1050 Generator TM 9-6115-751-10 (15kW)

15kw AMMPS Parts

Volvo TAD1241GE Volvo Specs

Denyo Power 204KW Denyo Specs

Denyo Specs (2)

Appendix 2:

DA 2404

Appendix 3:

General Mechanics Toolbox