PWS_FA5209-15-T-0045.pdf

Attachment 1 For FA5209-15-T-0045

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 OF

FIRE PROTECTION SHUTTERS

AND

ON-CALL SERVICES OF ALL AUTOMATIC AND MANUALLY

OPERATED SHUTTERS

IN

CAMP ZAMA (CZ),

SAGAMIHARA FAMILY HOUSING AREA (SFHA),

SAGAMI GENERAL DEPOT (SGD),

YOKOHAMA NORTH DOCK (YND),

AND AKASAKA PRESS CENTER (APC)

JAPAN

29 January 2014

(FEWR No.HF-00514-4J)

Table of Contents

SECTION 1 Description of Services / General Information Page 2 thru 8

SECTION 2 Reserved Page 9

SECTION 3 Government Furnished Property Page 9 and/or Services

SECTION 4 Appendices Page 9

Appendix A1 – List of Fire Protection Shutters A1-1 thru A1-4

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 semi-annual inspection and maintenance services of fire protection shutters and on-call services of all automatic and manual operated shutters in Camp Zama (CZ), Sagamihara Family Housing Area

(SFHA), Sagami General Depot (SGD), Yokohama North Dock (YND) and Akasaka Press Center (APC).

This service shall be performed in accordance with this Performance-based Work Statement (PWS), National Fire Protection Association (NFPA) at http://www.nfpa.org/, applicable manufacturer’s standards, attached appendices, and commercial practices.

1.1. TYPE OF SERVICES REQUIRED. The contractor shall perform the following services:

1.1.1. Preliminary Study. The contractor shall perform preliminary studies for detailed understanding of the actual fire protection shutter systems and job site conditions under this contract within 1 month from this contract award.

The Preliminary Study shall include, but not limited to, the followings;

Existing shutter installation conditions.

Actual related conditions between the fire shutters and fire alarm/protection systems.

Electric power, etc.

1.1.1.1. Submittals. The contractor shall provide and submit following written information to GR(s) within 1 week after completion of the preliminary study;

System diagrams of fire protection shutters per building.

Any information that needs to be notified to each building user prior to start of inspection and maintenance of the fire protection shutters.

1.1.2. Semi-Annual Inspection and Maintenance for the Fire Protection Shutters; The contractor shall perform semi-annual inspection and maintenance to the fire protection shutters as listed in Appendix

A1 of this PWS. Inspection and maintenance work shall be performed from “fire protection system” and

“mechanical system” point of view and in accordance with the commercial practices meeting manufacturer’s specifications and NFPA. The inspection and maintenance of fire protection shutters shall be required to ensure the fire protection shutters are operating in a safe and reliable condition.

All consumable parts, such as lubrication oil, fusible links, dry batteries, lumps, etc. required for inspection and maintenance services shall be provided by the contractor. In addition to the inspections to meet manufacturer’s specifications and NFPA requirements, semi-annual maintenances shall include the following listed items, but not limited to.

Lubrication for shutter’s smooth opening and closing.

Adjustment of slats to be matched as correctly installed.

Replacement of fusible links annually if equipped.

Replacement of dry batteries on obstacle sensing devices annually if equipped.

Adjustment of roller chains for proper tension.

Adjustment of the centers between pulleys (sprockets).

Tighten bolts, nuts and screws.

Replacement of fire protection shutter lumps on the fire alarm panel if required.

Remove debris, dust, dirt and nest of the insect from fire protection shutter systems.

1.1.3. Submittals. The contractor shall provide the following submittals for the inspection and maintenance services to the GR(s);

(1) Work Schedule (para. 1.1.3.1)

(2) Inspection and Maintenance Report (para. 1.1.3.2.)

(3) Deficiency Report (para. 1.1.3.3.)

1.1.3.1. Work Schedule. The contractor shall submit the semi-annual work schedule for the inspection and maintenance services both in English and in Japanese to the GR(s) and obtain his/her approval no later than fifteen (15) calendar days prior to the work commencement. The schedule shall show the building, time and day of the semi-annual inspection and maintenance services. The contractor shall not deviate from the approved schedule without obtaining prior approval by the GR(s). The contractor shall notify each building manager of the date and time of the next scheduled inspection service each time the inspection service is completed.

1.1.3.2. Inspection and Maintenance Report. The contractor shall prepare the inspection and maintenance report both in English and in Japanese and submit it to the GR(s) within ten (10) calendar days after completion of each semi-annual inspection and maintenance service. The report shall be provided per each shutter. These reports shall be compiled per installation and submitted to each area’s

GR(s) in booklet-type form and digital format-type and include the following items as a minimum:

(1) Installation

(2) Building number

(3) Location of the shutter

(4) Date and time of work performed

(5) Who performed the service

(6) Description and method of service performed (Including validation result)

(7) Inspection and/or maintenance data

(8) Conditions of the Fire Protection Shutter and related fire detection/alarm system

(9) Any recommendations to the Fire Protection Shutter System

(10) Signature of contractor representative

1.1.3.3. Deficiency Report. When any deficiencies and repairs/replacements are identified on fire protection shutter systems under this contract, the contractor shall inform the GR(s). The contractor shall submit the deficiency report both in English and in Japanese to the GR(s) within five (5) business days of the findings. The deficiency report shall be in booklet-type form and digital format-type and include the following information as a minimum:

(1) Installation

(2) Building number

(3) Location of the shutter

(4) Finding date of failure

(5) Detailed description of failure (pictures, drawings, etc.)

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

(7) Detailed description of repair work

(8) Material list and man-hours for repair (description of article, quantity, catalogue-cut, type of work, and man-hour of each worker, etc.)

(9) Proposed repair schedule

(10) Cost estimate for repair/replacement work

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

1.2. ON-CALL SERVICES

1.2.1. The GR may request on-call repair services to the contractor, 0700 through 1900, Monday through

Friday including holidays throughout the contract period. The contractor shall report to the work location within two (2) hours after notification, survey, perform minor repairs, and restore the equipment and/or systems to the maximum extent practicable. The contractor shall immediately take temporary measures to ensure safety and to minimize/prevent further damages to the systems if repairs are unable to be made at the time of the response. On-call services shall be applied to all automatic and manual operated shutters installed in CZ, SFHA, SGD, YND and APC.

1.2.2. The estimated number of on-call repair services is ten (10) times per year. The service fee per call is a fixed cost to include travel expense, labor cost and any costs associated with the minor repair service under the emergency/on-call repair.

1.2.3. Submittals. The contractor shall provide the deficiency reports (para 1.1.3.3) to the GR(s) within

5 calendar days from the on-call service. The government shall acquire the repair services by separate contract action, or through in house resources.

1.3. GENERAL INFORMATION.

1.3.1. 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.

1.3.1.1. The contract manager or alternate shall be proficient in English and have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued in English by the contracting officer or GR(s). If the contract manager or alternate do not meet these requirements, the contractor shall provide a translator for them.

1.3.2. 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.

1.3.2.1. Qualification.: The contractor or sub-contractors are required to provide employees who have at least 3 years of experience in work similar to this requirement. The contractor personnel shall also possess the following listed certificates/licenses at all time while performing work. The required certificates/licenses shall be current and updated when changes occur.

Shutter/Door Construction Specialist, Certified by the Japan Shutter Door Association (JSDA)

(シャッター/ドア施工専門技術者)

Electrician License, 2nd Class License or Higher (電気工事士２種以上)

Class B Fire Defense Equipment Officer or Higher (乙種消防設備士以上)

1.3.2.2. 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.

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

Under certain circumstances, the TCN might be denied entry. It is the contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular entry circumstances.

1.3.2.4. 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.”

1.3.2.5. 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.

1.3.2.6. Roster. The contractor shall provide a complete roster of all personnel (including the contract manager and alternate contract manager) to the GR(s) 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.

1.3.3. 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.

1.3.4. Reserved.

1.3.5. 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.

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

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

Officer.

1.3.7. 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.

1.3.8. Availability of Facility.

1.3.8.1. Hours of Service. 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 of 0800 - 1630 hours, unless prior arrangements have been made with the GR(s).

1.3.8.2. Legal American Holidays and Other Designated Holidays.

American Holidays

1 January New Year’s Days rd

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

Monday in February President’s Day

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

Monday in October Columbus Day

11 November* Veterans Day th Thursday in November Thanksgiving Day

25 December* Christmas Day

Other Designated Holidays

1, 2 & 3 January New Year’s Days

29, 30 & 31 December Year End Days

*Holidays falling on a Saturday will be observed on the preceding Friday, Holidays falling on a

Sunday will be observed on the following Monday.

1.3.8.3. 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 GR and shall do so at no additional cost to the Government.

1.3.9. Security Safety Requirements.

1.3.9.1. 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.

1.3.9.2. 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.

1.3.9.3. 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 GR(s), however, the contractor shall work together with the GR(s) 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.

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

(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. 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) The contractor shall submit these reports to the KO through the GR(s) as follows:

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

Report may be either verbal or facsimile.

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

1.3.9.5. 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.

1.3.9.6. 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 GR(s). 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://www.usace.army.mil/SafetyandOccupationalHealth/SafetyandHealthRequirementsManual.aspx.

1.3.9.7. 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.

1.3.9.8. Reserved.

1.3.9.9. Reserved.

1.3.10. Reserved.

1.3.11. 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.

1.3.12. 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.

1.3.13. 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.

1.3.14. 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.

1.3.15. 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.

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

Combatant Commander. This provision is not applicable since no services are required during the crisis. Contracting Officer or GRs shall notify the Contractor, by any means of communication, of a crisis. There shall be no costs paid by the Government to the Contractor during a crisis except those costs incurred for work performed under this contract and PWS.

1.4. 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

THIS SECTION IS RESERVED

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). None

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

GR.

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

GR. The detailed reporting requirements are specified in paragraph 1.3.9.4. 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 1.3.9.4. above.

SECTION 4

4. APPENDICES.

Appendix A1 – List of Fire Protection Shutters A1-1 thru A1-4