15-T-0063_PWS.pdf

FA5209-15-T-0063

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

AUTOMATIC DOORS

IN

CAMP ZAMA (CZ),

SAGAMIHARA FAMILY HOUSING AREA (SFHA),

SAGAMI GENERAL DEPOT (SGD),

AND YOKOHAMA NORTH DOCK (YND),

JAPAN

27 Apr 2015

(FEWR No.HF-00515-5J)

Table of Contents

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

SECTION 2 Services Summary Page 9

SECTION 3 Government Furnished Property Page 10 and/or Services

SECTION 4 Appendices Page 11

Appendix A1 – List of Automatic Doors A1

Appendix A2 – Project Site/Location A2

Appendix B – Sample Form for Inspection and Maintenance Report B

Appendix C – Sample Form for On-Call Service Report C

Appendix D – Historical Data for On-Call Service & Repair D

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 quarterly inspection, preventive maintenance, routine repair/replacement, and on-call repair service of automatic doors in Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), Sagami

General Depot (SGD) and Yokohama North Dock (YND). This service shall be performed in accordance with this Performance-based Work Statement (PWS), attached appendices, the automatic door manufacturer’s maintenance plan, recommendations of the Japan Automatic Door Association

(http://jada-info.jp/), and commercial practices.

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

1.1.1. Quarterly Inspection and Maintenance. The contractor shall perform quarterly inspection and maintenance to the automatic doors listed in Appendix A1 of this PWS. Inspection and maintenance work shall be performed in accordance with the commercial practices meeting manufacturer’s specifications intended to maintain the automatic doors in a safe and reliable operating condition. The inspection and maintenance of automatic doors shall be provided in November, February, May, and

August of each contract period. Minimum required inspection and maintenance items are listed in

Appendix B.

1.1.2. On-Call Services.

1.1.2.1. The COR may request on-call services to the contractor, 24 hours a day, 7 days a week 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. If the equipment/system is unable to be restored, the contractor shall immediately take temporary measures to ensure safety and to minimize/prevent further damages to the systems.

1.1.2.2. The estimated number of on-call 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 service.

1.1.3. Repair Service. When the contractor identifies any malfunction on each automatic door (either during the quarterly inspection and maintenance or during an on-call service), such as defective parts, discrepancies and/or needed adjustments, the contractor shall inform the COR(s) immediately. If the costs of repair and/or replacement is less than $3,000.00, and the COR approves the repair work, the contractor shall perform required repair and/or replacement works within the scope of this contract requirements. Historical data for repair and/or replacement works during previous contract period are listed in Appendix D of this PWS. If the cost of repairs and/or replacement work exceeds $3,000.00, the contractor shall provide the COR an estimate. The price of the repair work may be negotiated between the contractor and the Contracting Officer (KO) on a case-by-case basis. The contractor shall commence the repair work only after reciept of a written notification from the KO.

1.1.4. Submittals. The contractor shall provide the following submittals for the inspection, maintenance, repair and on-call services to the COR(s);

(1) Work Schedule (para. 1.1.4.1)

(2) Inspection and Maintenance Report (para. 1.1.4.2.)

(3) Deficiency Report (para. 1.1.4.3.)

(4) Repair Work Schedule (1.1.4.4.)

(5) Repair Report (1.1.4.5)

(6) On-Call Service Report (para. 1.1.4.6.)

1.1.4.1. Work Schedule. The contractor shall submit the annual work schedule for the services both in

English and in Japanese to the COR(s) and obtain his/her approval no later than ten (10) calendar days prior to the work commencement. The schedule shall show the building, time and day of the services.

The contractor shall not deviate from the approved schedule without obtaining prior approval by the

COR(s). The contractor shall notify each building manager of the date and time of the next scheduled inspection and maintenance service each time the service is completed. The contractor shall submit the annual schedule at least 15 calendar days prior to the end of the current contract period for the next option year.

1.1.4.2. Inspection and Maintenance Report. The contractor shall prepare the inspection and maintenance report both in English and Japanese it to the COR(s) within ten (10) calendar days after completion of each quarterly inspection and maintenance service. The report shall be provided per each automatic door. These reports shall be compiled per installation and submitted to each area’s COR(s) in booklet-type form and digital format-type and include the following items as a minimum:

(1) Installation

(2) Building number

(3) Location and detail information of the automatic door

(4) Date and time of work performed

(5) Who performed the service

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

(7) Conditions of the automatic door

(8) Any recommendations to the automatic door

(9) Signature of contractor representative

The contractor may use Appendix B of this PWS as their checklist and report. If the contractor uses their own checklist/report for this service, the checklist must be approved by the COR within 10 days after award.

1.1.4.3. Deficiency Report. When the contractor identifies any malfunction on each automatic door, such as defective parts, discrepancies and/or needed adjustments during inspection, maintenance (para.

1.1.1.) and/or on-call services (para. 1.1.2.), the contractor shall submit the deficiency report both in

English and in Japanese to the COR(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

(3) Location and detail information of the automatic door

(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 and estimated downtime for repairs

(10) Detailed cost estimation for repair/replacement work

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

1.1.4.4. Repair Work Schedule. The repair work schedule shall include the start and estimated completion dates, location, date of failure, description of failure, a required materials list, estimated man-hours, detailed work description of the repair, proposed work schedule, estimated cost and signature of the COR.

1.1.4.5. Repair Report. The contractor shall prepare and submit a written report within five (5) business days after the scheduled repair is accomplished. This report shall include the date, time, and service performed, etc. If the service performed did not follow the schedule, the contractor shall document the reasoning in the report. Report shall be inclusive of all information relating to costs actually incurred for repairs.

(1) Date and time when identified

(3) Location and detail information of the automatic door

(4) Description of repairs performed with relevant pictures

(5) Name of the technician performing repair services

1.1.4.6. On-Call Service Report. When the contractor responds to the on-call services (para. 1.1.2.), the contractor shall prepare and submit a written report to the COR(s) in both English and Japanese within two (2) business days after responding to the on-call service. The on-call service report shall be in booklet-type form and digital format-type and include the following information as a minimum:

(1) Date and time call was received

(3) Location and detail information of the automatic door

(4) Description of repairs performed with relevant pictures

(5) Name of the technician performing on-call services

(6) Recommendation and/or notification as to any repairs needed that are beyond normal maintenance service or emergency repair under this contract

A sample of all on-call service report is listed in Appendix C of this PWS. This form is not all inclusive, but is the minimum standard. Each manufacturer may require additional items to be inspected and maintained in emergency. The contractor can use this form as checklist and report. If the contractor uses their own checklist/report for performing on-call service, the checklist/report must be approved by the

COR within 10 days after award.

1.2. GENERAL INFORMATION.

1.2.1. 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 will represent 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 on behalf of the contractor on all matters relating to this contract.

1.2.1.1. 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 COR(s). If the contract manager or alternate do not meet these requirements, the contractor shall provide a translator for them.

1.2.2. 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.

1.2.2.1. Qualification. The Contractor shall utilize only experienced, responsible and capable personnel in the performance of this contract. 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.

Automatic door construction technician (自動ドア施工技能士)

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

1.2.2.2. 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.

1.2.2.3. 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.

1.2.2.4. 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.”

1.2.3. 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.

1.2.4. Government Remedies. The KO shall follow the procedures of Contract Terms and Conditions-

Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.2.5. 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.

1.2.6. 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.

1.2.7. Availability of Facility.

1.2.7.1. 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 COR(s).

1.2.7.2. 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.

1.2.7.3. 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 COR and shall do so at no additional cost to the Government.

1.2.8. Security Safety Requirements.

1.2.8.1. 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.

1.2.8.2. 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.

1.2.8.3. Photography Permission. Permission for photography shall be obtained via CORs in advance if requested by the contractor to take photographs.

1.2.8. 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 COR(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 COR(s).

1.2.8.5. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection

Requirements. The contractor shall comply with all pertinent requirements of U.S. Army and USAG-J

Fire Protection and Safety Regulations while performing the requirements of this contract on the military installations. The prime contractor is responsible for understanding and insuring subcontractor compliance.

1.2.8.6. 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.

1.2.8.7. 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.

1.2.8.8. 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.

1.2.9. 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.

1.2.10. 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.

1.2.11. 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.

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

Combatant Commander (Optional). Not required for this requirement. This provision is not applicable since no services are required during the crisis. Contracting Officer or CORs 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.

1.3. 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

SERVICE DELIVERY SUMMARY

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: Quarterly Inspection and Maintenance Para 1.1.1.

One (1) defect is allowed per time.

SS #2: On-Call Service Para 1.1.2. through

1.1.2.2 No defects are allowed.

SS #3: Repair Service Para 1.1.3 No defects are allowed.

SS #4: Submittals Para 1.1.4. through

1.1.4.6.

One (1) day delay is allowed per submission.

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

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 1.2.8. 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 Automatic Doors A1

Appendix A2 – Project Site/Location A2

Appendix B – Sample Form for Inspection and Maintenance Report B

Appendix C – Sample Form for On-Call Service Report C

Appendix D – Historical Data for On-Call Service & Repair D