3b.__Atch_1_(PWS_14_Sep_16).pdf

RFP NO. FA5209-16-R-0021

ATTACHMENT 1

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

OPERATION, MAINTENANCE, AND REPAIR

OF

UTILITY PLANTS AND SYSTEMS

AT U.S. ARMY INSTALLATIONS

IN KANTO AREA, JAPAN

14 Sep 2016

(FEWR No. JF-50018-5J)

TABLE OF CONTENTS

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Services Summary Page 23

SECTION 3 Reserved Page 24

SECTION 4 Appendices Page 25

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 any other items or services necessary to perform operation, maintenance, and repair of utility plants and systems at U.S. Army installations in the

Kanto Area, Japan [Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), Sagami General Depot

(SGD), Yokohama North Dock (YND) and Akasaka Press Center (APC)].

Utility plants and systems include, but are not limited to, (a) boiler and boiler/chiller plants, (b) heating and chiller plants, and (c) natural gas, steam, hot water and chilled water distributions systems. The contractor shall provide Operation, Maintenance and Repair of Utility Plants and Systems in accordance with (IAW) the Japan Industrial Safety and Health Law, the requirements of this Performance Work

Statement (PWS), and acceptable commercial practices.

The boiler plants (BPs), including one boiler/chiller plant and one co-generation plant, are listed below.

The contractor shall perform required work at BPs and all connected utility plants and systems as listed in this PWS. Maps for plant locations and distribution system layouts are provided in Appendix D.

Area Installation Name BP# 1 Camp Zama BP# 131*

Camp Zama BP# 348*

Camp Zama BP# 1024

Sagamihara Family Housing Area BP# 134

2 Sagami General Depot BP# 154-7

Sagami General Depot BP# 174-S1

3 Yokohama North Dock BP# 210

Akasaka Press Center BP# 1

Akasaka Press Center BP# 8

*Note: BP# 131 is a boiler/chiller plant.

BP# 348 is a co-generation plant.

1.1. OPERATION WORK (CLIN X001 through X003)

1.1.1. The contractor shall operate utility plants and systems as specified in Appendices A5 and A6 to provide adequate utility services. The contractor shall perform this service IAW the manufacturer’s operational and maintenance manuals including, but not limited to, those listed in Appendix B3 and publications specified in Appendix C of this PWS. The utility plant operating schedules at each location are shown in Appendix A4.

1.1.2. Services include opening and closing building service valves to furnish heat and cooling for various buildings at intervals IAW the heating schedule as specified in Appendix A2 and the cooling schedule specified in Appendix A3. The contractor shall support system outages and restorations as necessary when requested by the Contracting Officer’s Representative (COR). The COR will revise the schedule to coincide with the needs of particular buildings when necessary.

1.1.3. The contractor shall provide all necessary materials for the operation work. The material cost associated with the operation shall be included in Contract Line Item Numbers (CLINs) 0001 through

0003 and corresponding option CLINs (hereinafter referred to as X001 through X003) depending on the areas (Area 1, Area 2 and Area 3) of service. The historical material data for operation is listed in the

Appendix A7.1 for information purpose.

1.1.4. HEATING SEASON. The normal heating season is between 20 October and 30 April, but it may be adjusted to reflect actual conditions during the season.

1.1.5. EMMISION STANDARD. The contractor shall ensure the facilities covered under this contract are operated in conformance with applicable air emission and energy conservation requirements and standards to include, but not limited to, Army regulation AR 420-1, and Japan Environmental Governing

Standards (JEGS). In cases where the requirements/standards conflict, the contractor shall adhere to the most strict standard. If new emission standards and/or energy conservation requirements become effective, existing systems and equipment shall be adjusted to meet the new standards/requirements. The contractor shall submit a written request for adjustment to the COR in a timely manner. If a repair is required, the contractor shall follow the procedures specified in paragraph (para.) 1.4.

1.1.6. INVENTORY. The contractor shall inventory all equipment under this contract by building and/or pit at each installation upon contract award. Typical equipment list is provided in Appendix A6.

The contractor shall prepare and submit the Inventory Equipment List to the COR within 30 calendar days from the contract award date. The contractor shall updates the lists as changes occur including operation, maintenance and repair work, and shall submit the updated equipment list to the COR within five (5) business days from the end of each contract period.

1.1.7. FUEL OIL STORAGE TANK SYSTEMS. The following fuel oil storage tank systems (tanks, piping, secondary containments, oil-water separators, etc.) exist as part of utility plants.

Installation Boiler Plant Fuel Oil Storage Tank Build Year

Camp Zama 131 Aboveground Tank 42,000 gal x 2ea 1986 & 1992

Camp Zama 1024 Aboveground Tank 52,000 gal x 1ea 1955

SFHA 134 Aboveground Tank 42,000 gal x 2ea 1955 & 1956

SGD 154-7 Aboveground Tank 13,000 gal x 2ea 1994

SGD 174-S1 Aboveground Tank 100,000 gal x 1ea 1999

1.1.7.1. Receipt/Control of Petroleum Products. The contractor shall be responsible for receiving, handling and monitoring storage of Petroleum, Oil and Lubricant (POL) supplies delivered to the boiler plants IAW DA PAM 710-2-1, Using Unit Supply System (manual procedures) dated 31 Dec 1997, and

Field Manual (FM) 10-67-1, Concepts and Equipment of Petroleum Operations dated 2 Apr 1998. The contractor shall fill out and submit DA Form 1687, Notice of Delegation of Authority – Receipt for

Supplies to the COR prior to commencement of actual service.

1.1.7.1.1. The Government will supply fuel oils necessary to operate the plants covered herein. The contractor shall escort tank trucks from the gate of each installation to the utility plants for fuel oil delivery in compliance with the access and escort standards required by the Security Office.

1.1.7.1.2. DA Form 3857, Commercial Deliveries of Bulk Petroleum Product Checklist, shall be filled out at the time of POL receipt and maintained at each boiler plant by contractor personnel. The checklists shall be submitted to the COR next business day from POL receipt.

1.1.7.2. Fuel Storage Tank. The contractor shall take proper measures for secondary containment during fuel tank truck loading. The contractor shall gauge the fuel storage tanks daily for reconciliation of daily issues/receipts IAW FM 10-67-1. Recorded data on fuel storage tank gage shall be summarized on a monthly basis and the contractor shall submit the monthly report to the COR by the 5th day of the following month.

1.1.7.3. Drainage of Storm Water. The contractor shall drain storm water from containment areas, as necessary. Storm water shall be inspected for petroleum sheen prior to being drained. If petroleum sheen is present, it must be collected with sorbent materials or treated using an oil-water separator prior to drainage. The drainage valve shall be locked in the closed position when not in active use. The contractor shall notify the COR when oil-water separators need to be pumped.

1.1.8. BOILER WATER TREATMENT. The contractor shall provide treatment, control and analysis of boiler water, steam condensation return water, make-up water, feed water, blow down water, chilled/ hot water, hot water, and domestic hot water IAW acceptable commercial practices and Technical Manual

(TM) 5-650 (Central Boiler plant) chapter 4, listed in Appendix C.

1.1.8.1. Sample Analysis (Daily). Samples shall be analyzed the same day as collected. The contractor is required to maintain daily analysis reports. The USAG-J Form 412-R-E, Boiler Water Check Analysis

Report, shall be filled out and submitted to the COR within five (5) business days at the beginning of the following month. The contractor shall analyze and manage the data, and shall maintain boiler water at required quality levels. The contractor shall immediately submit a suggested improvement plan for treatment methods to the COR if the current treatment cannot keep water quality levels within acceptable limits.

1.1.8.2. Third-Party Analysis (Monthly). The contractor shall provide a third-party water quality assurance analysis every month during the contract period. A minimum of one boiler water and one condensate sample from all plants shall be analyzed. The contractor shall take necessary corrective actions immediately if any results dictate that changes are required. The contractor shall maintain analysis documents in digital format and make them available for COR inspection at any time.

1.1.9. CORROSION PROTECTION. The contractor shall provide corrosion protection for equipment and systems under this contract (i.e. steam supply and condensate return lines, natural gas distribution lines, fuel oil storage tanks with transfer pipes, domestic hot water storage tanks, etc).

1.1.9.1. Corrosion Protection Plan. The contractor shall conduct a preliminary corrosion protection study. The contractor shall provide a corrosion protection plan for all equipment and systems and submit it to the COR for approval within 30 calendar days from the period of performance start date. The corrosion protection plan shall include procedures for maintaining systems which have existing corrosion protection and a proposed plan for systems in need of protection.

1.1.9.2. Corrosion Protection System Certification. The contractor shall obtain certification at least once per year from one of the below authorities. The contractor shall maintain corrosion certificates and make the hard copy and digital data available for COR review at any time.

(1) Certificates by National Association of Corrosion Engineers

(カソード防食テクニシャン”or“NACE認定塗装検査員”)

(2) Rust prevention Administrator certified by Japan Association of Corrosion Control

(社団法人日本防錆技術協会が認証している資格で“防錆管理士”)

(3) Corrosion Protection Specialist certified by Japan Society Corrosion Engineering

(社団法人 腐食防食協会に認定された“腐食防食専門士)

1.1.10. NATURAL GAS DISTRIBUTION. The contractor shall operate, maintain and repair the natural gas distribution systems at CZ, SFHA, YND and APC. As a part of operation work, the contractor shall prepare an Operations and Maintenance Plan and an Emergency Plan as specified in 49

CFR 192, subpart L and applicable commercial standard/laws and provide them to the COR no later than

(NLT) 10 business days prior to the period of performance start date. The contractor shall perform operation work IAW the approved plans. The contractor shall record and maintain cumulative gas consumption meter readings in each building/mechanical room daily. A monthly report of the gas consumption data shall be submitted to the COR by the 5th day of the following month.

1.1.11. SUBMITTALS. The contractor shall prepare and submit the following items to the COR.

(1) Real-Time Log and Checklist. The contractor shall manually record all logs and checklists listed below in real-time. The contractor shall prepare hardcopy “originals,” appropriately certified, and submit them with the electronic file copies to the COR within 10 calendar days after the close of recording/reporting month. USAG-J Forms 1722-R-E is an exception, which will be retained at the work site.

(a) USAG-J Form 1744, Daily Boiler Plant Operating Log, Jun 2011

(b) USAG-J Form 1872, Boiler Plant Monthly Operation Log (Boiler Plant)

(c) USAG-J Form 1872-1, Boiler Plant Monthly Operation Log (Boiler Water Treatment)

(d) USAG-J Form 1722-R-E, Utilities Inspection and Service Record, Sep 2003

(e) USAG-J Form 257-R-E, Daily Fuel Inventory Record, Sep 2003

(2) Monthly Shift Work Schedule. The contractor shall submit a monthly shift work schedule per plant to the COR no later than five (5) business days prior to the start of the monthly scheduled work.

(3) Daily Work Performance Report. The contractor shall submit a work performance report daily.

The report shall include the work site location, type of work performed and number of man-hours utilized.

(4) Monthly Operation Utility Cost Data. The contractor shall provide Monthly Operation Utility

Cost Data to the COR within 10 calendar days after the close of the recording/reporting month.

The data shall include operation labor hours, labor costs, material lists and material costs which were required to accomplish the operation work for the reporting period.

(5) Cumulative Data/Record Per Equipment. As a part of operation work, the contractor shall collect, calculate, and compile cumulative operation, maintenance and repair data/records for each piece of equipment. Based on the inventory list at para. 1.1.6., the contractor shall maintain and update data/record per equipment including, but not limited to, equipment condition, operating condition, water quality curve graph, historical data of any actions taken, and any other data necessary for the operation, maintenance and repair work under this contract. The data/record shall be updated after work is performed. The contractor shall submit them to the

COR in digital format and a hard copy within 15 calendar days after the expiration of the contract.

However, the contractor shall make them available for COR’s review in digital format within five

(5) business days after being requested during the contract period.

(6) Other Submittals. In addition to the submittals listed above, the contractor shall submit the followings:

(a) Inventory Equipment List / Updated Inventory Equipment List (Para. 1.1.6.)

(b) DA Form 1687, Notice of Delegation of Authority – Receipt for Supplies (Para 1.1.7.1.)

(c) DA Form 3857, Commercial Delivery of Bulk Petroleum Checklist (Para. 1.1.7.1.2.)

(d) Monthly Report on Fuel Storage Tank Gage (Para. 1.1.7.2)

(e) The USAG-J Form 412-R-E, Boiler Water Check Analysis Report (Para. 1.1.8.1.)

(f) Corrosion Protection Plan (Para. 1.1.9.1)

(g) Operations and Maintenance Plan for Natural Gas Distribution System (Para. 1.1.10)

(h) Emergency Plan for Natural Gas Distribution System (Para. 1.1.10)

(i) Monthly Report on Natural Gas Consumption Data (Para. 1.1.10)

1.1.12. ADMINISTRATIVE WORK. Operation work under this contract shall include the administrative cost to prepare and submit all required submittals as required in para. 1.1. (Operation).

The contractor shall maintain all the submittals in digital format, and, in addition to satisfying the submittal requirement as specified, they shall be available within five (5) business days when the COR requests them for review.

1.2. MAINTENANCE WORK (CLINs X004 through X006).

1.2.1. The contractor shall be responsible for keeping the utility plants and systems in usable and capable condition. The contractor shall inspect and maintain all plant equipment listed in Appendices A5, A6 and the Inventory Material List (ref. para.1.1.6.) IAW the applicable technical manuals (TM) listed in

Appendix C of this PWS. Maintenance work includes, but is not limited to, the followings:

(1) Preventive Maintenance (Para. 1.2.2.)

(2) Summer Maintenance (Para. 1.2.3)

(3) Maintenance of Absorption Type Chilled/Hot Water Generator Systems (Para. 1.2.4.)

(4) Flushing Work for Interior Pipes (Para. 1.2.5.)

1.2.1.1. Upon contract award, the contractor shall conduct preliminary studies on all plant equipment, mechanical room equipment, and distribution systems and submit all required maintenance plans and maintenance schedules as specified throughout para. 1.2. in a timely manner.

1.2.1.2. The contractor shall acquire all required materials for the performance of maintenance work.

Unless otherwise specified elsewhere in this PWS, the actual material cost incurred to acquire Contractor

Furnished Materials (CFM) for maintenance work will be separately reimbursed under CLINs X007 by following the procedures in para.1.3.

1.2.1.3. The contractor shall furnish all required equipment and tools to perform the maintenance work and they shall be readily available. For the large equipment which may not be at the work site on a regular basis (ex. tower wagon for high place work), the contractor shall make them available at least within 2 hours from the Government notification when an on-call maintenance is requested by the COR and the equipment is necessary to accomplish the work. For existing equipment in the boiler plants listed in paragraph 1.0, the contractor will be able to use them upon coordination with the COR.

1.2.1.4. The contractor shall respond to on-call request for emergency/urgently required maintenance service from the COR within 1 hour, 24 hours a day, 7 days a week including holidays throughout the contract period. The contractor shall report to the work location, survey and restore the equipment and/or system to the maximum extent practicable. The contractor shall immediately take temporary safety measures and minimize damages if emergency/urgent maintenance are unable to be made at the time of the response. The contractor shall follow para. 1.4. if any repair service is determined to be necessary.

1.2.1.5. If the maintenance work requires a utilities outage, the contractor shall incorporate this information in the work schedule. The contractor shall coordinate with the COR and building user(s) to obtain approval for any required utility outages prior to shutting down a system. The contractor shall notify the category of utilities and date/time of the outage to the affected building user by the posting notification letters.

1.2.1.6. When any changes are made to the equipment as a result of maintenance work, the contractor shall update the inventory lists as specified in para. 1.1.6. The contractor shall ensure to include the maintenance data/record in the cumulative operation, maintenance and repair data/records specified in para. 1.1.12.

1.2.2. PREVENTIVE MAINTENANCE (PM). The contractor shall perform preventive maintenances on all equipment under this contract IAW the approved PM plan and PM schedule as required at para. 1.2.2.2.

1.2.2.1. The PM shall include, but is not limited to, the following items:

(1) Meter Checking/Reading/Recording. The contractor shall check/read/record actual temperatures, pressures, flows, voltage, current, etc. The mechanical rooms specified at Appendix

A6.2 and A6.3 shall be checked every 6 hours in a 24-hour period (average estimated performance time is approximately 15 minutes per room). In addition to above, the contractor shall check/read/record meteorological data (weather condition, temperature, humidity, rainfall, wind velocity, etc.) hourly by each boiler plant. The summarized daily meteorological data shall be recorded in the excel files and submitted them to CORs until 0830 each day by E-mail. These data will be used for guidance of start and termination of heating and cooling season.

(2) Summer Mechanical Room Checks. The contractor shall check domestic hot water systems, absorption chiller units with chilled water supply systems, steam supply/return systems and electrical panels IAW the approved maintenance plan and schedule specified in 1.2.2.2.

(3) Winter Mechanical Room Checks. The contractor shall check domestic hot water systems, complete heating systems (including both hot water heating and steam) IAW the approved maintenance plan and schedule specified in 1.2.2.5.

(4) Fuel Oil Storage Tank Systems.

(a) The contractor shall inspect the listed tanks in para. 1.1.7. IAW the SP001 (Standard for the

Inspection of Aboveground Storage Tanks) published by the Steel Tank Institute and API

Standard 653 (Tank Inspection, Repair, Alteration, and Reconstruction) published by the

American Petroleum Institute. If the contractor observes any deficiencies (i.e. seepage, leakage, etc.) on tank systems, the contractor shall contact the COR for resolution. Build year of each tank is listed in paragraph 1.1.7. for information purpose.

(b) The contractor shall provide touch-up painting services to external tank structures and associated piping if needed to prevent minor corrosion. The contractor shall provide calibration of the oil flow meters, calibration of the tank level gauges and leak detection systems, and maintenance of the tank systems (cleaning of strainers, cracks to concrete dikes, operating conditions of valves, etc.) IAW commercial practices.

(5) Natural Gas Distribution. The contractor shall maintain the natural gas distribution systems at CZ, SFHA, YND and APC. The contractor shall perform the maintenance work IAW the approved plan as required by para.1.1.10.

1.2.2.2. Submittals. The contractor shall provide the following submittals:

(1) Preventive Maintenance Plan. The contractor shall prepare a PM plan following the checklists provided in the Technical Manuals. When equipment is not covered in the TM, the contractor shall establish a preventive maintenance plan using USAG-J Form 1722-R-E, Utilities Inspection and Service Record and quarterly PM schedule. The plan shall be forwarded to the COR for approval within 10 business days from contract award date. It will be reviewed by the COR periodically.

(2) Preventive Maintenance Work Schedule. The contractor shall prepare a work schedule per location on a quarterly basis IAW TM 5-650 and TM 5-653, and submit it to the COR for approval

NLT 10 business days prior to the beginning of each quarter.

(3) Preventive Maintenance Performance Report. The contractor shall issue performance reports on a monthly basis. This report shall be submitted to the COR NTL 10 business days after the last day of the month.

1.2.3. SUMMER MAINTENANCE. In addition to the PM specified in para 1.2.2., the contractor shall perform summer maintenance on all heating plant system components, mechanical room equipment and systems during the off-heating season period (excluded exhaust gas boiler systems in BP# 348).

1.2.3.1. The contractor shall perform the work listed in para. 1.1. of Appendix A1 at a minimum.

1.2.3.2. Submittals. The contractor shall provide the following submittals:

(1) Summer Maintenance Work Schedule. The contractor shall prepare a work schedule which includes the work elements listed in para. 1.1. of Appendix A1 and any recommended work for summer maintenance to the COR for approval within 4 months prior to the start date of Summer

Maintenance. The work schedule shall include the order in which the contractor proposes to perform the services, the dates on which the contractor will start each work element, the scheduled dates for completion, and number of man-hours needed for each work element. For information purpose, the work schedule of summer maintenance in CY 2016 is provided in

Appendix A7.2.b.

(2) Summer Maintenance Supply List. The contractor shall submit a supply list for summer maintenance to the COR by 1 Feb, each year. The supply list shall include parts and components to be required as CFM for the performance of the upcoming summer maintenance. For information purpose, the historical material data used for summer maintenance in CY 2013 and 2014 are listed in

Appendix A7.2.a.

(3) Summer Maintenance Performance Report. While performing the summer maintenance, the contractor shall submit a written performance report of work completed to the COR on the 25th of each month. The report shall be summarized by building or pit number.

1.2.3.3. Summer Maintenance in the Basic Contract Period (CY 2017). The basic period of this contract starts on 1 April. Upon contract award, the Government will furnish the contractor with a summer maintenance work schedule and summer maintenance supply list prepared by the incumbent contractor. The contractor shall coordinate with the COR to ensure that the summer maintenance is accomplished as required, including the purchase of all materials to be required for the summer maintenance in Calendar Year 2017.

1.2.4. MAINTENANCE OF ABSORPTION TYPE CHILLER AND CHILLED/HOT WATER

GENERATOR SYSTEMS. In addition to the PM specified in para 1.2.2., the contractor shall perform periodical maintenance to the absorption type chiller and chilled/hot water generator systems listed in

Appendices A5 and A6. The systems includes chiller/generator, cooling towers, chemical feeders, cooling water circulation pumps and piping.

1.2.4.1. Frequency of Maintenance. The contractor shall perform maintenance services IAW commercial practices and manufacturer’s specifications with the following frequency:

(1) Absorption type chillers. At least 3 times per year (when summer season starts, during the summer season and after the summer season).

(2) Absorption type chilled/hot water generators. At least six (6) times per year (when summer season starts, during the summer season, after the summer season, when winter season starts, during the winter season and after the winter season).

(3) Overhaul. The contractor shall provide periodical overhauls as required by manufacturer instructions. The overhaul schedule shall be coordinated with the COR based on actual equipment condition results from routine maintenance. The Date/year of manufacture for each piece of equipment is specified in Appendix A6.

1.2.4.2. Inhibitor/Chemicals. The contractor shall furnish the required inhibitor for the maintenance of the absorption type chillers and chilled/hot water generator systems. Actual inhibitor usage from 2011 to

2015 was 70 kg. The contractor shall also provide chemical treatment of the cooling water for the absorption type chillers and chilled/hot water generators by chemical feeding. The chemicals shall be approved by the COR prior to use. Estimated chemical usage per year is 2,000 kg. The contractor shall analyze the quality of cooling water at least once a month to ensure it meets the standards required by the

Japan Refrigeration and Air Conditioning Industry Association, JRA 9001, as described below. The costs of Inhibitor/Chemicals under this paragraph shall be included in CLINs X004, X005, and

X006 depending on the area of service (NOT for reimbursement under CLINs X007). The contractor shall submit required Safety Data Sheets (SDS) in English and Japanese to the COR prior to utilization.

The Japan Refrigeration and Air Conditioning Industry Association, JRA 9001:

Item Standards pH (25°C) 6.5 ~ 8.0

Conductivity (25°C) [µS/cm] Under 800

A chloride ion Clˉ [mgCl/ℓ] Under 200

A sulfuric acid ion SO4²ˉ [mgSO4²ˉ/ℓ] Under 200

An acid consumption (pH 4.8) [mgCaCO3/ℓ] Under 100

Total hardness [mgCaCO3/ℓ] Under 200

Iron Fe [mgFe/ℓ] Under 1

A sulfide ion S²ˉ [mgS²ˉ/ℓ] No Detection

An ammonium ion NH4ˉ [mgNH4ˉ/ℓ] Under 1

An ionized silica SiO2 [mgSiO2/ℓ] Under 50

1.2.4.3. Submittals. The contractor shall provide the following submittals:

(1) Maintenance Work Schedule. The contractor shall prepare and submit a maintenance work schedule for the COR’s review and approval within 30 calendar days from the period of performance start date. The schedule for overhaul maintenance shall be coordinated with the

COR based on actual equipment conditions.

(2) Maintenance Performance Report. The contractor shall provide maintenance performance reports for maintenance of absorption type chillers and chilled/hot water generator systems per piece of equipment. The contractor shall submit two (2) sets of the maintenance report to the

COR within 10 calendar days after the date of actual performance. Such reports shall contain the following information, at a minimum:

(a) Work start date

(b) Workers list and service performed

(c) Equipment item check list

(d) Description of services performed

(e) Pictures/photographs such as deteriorated parts, replacement of new parts, step by step maintenance process, etc. required to explain maintenance services and results

(f) Test and analysis data results

(g) Recommendations for effective maintenance and operation

(h) Work completion date

(i) Next service scheduled date

(j) Cost breakdown information of each service provided per equipment item

(k) Manufacture’s approval signature for the service

(l) Signature of contractor representative

(3) SDS for Parts/Materials/Chemicals, if applicable (Para. 1.2.4.2.)

1.2.5. FLUSHING WORK FOR INTERIOR PIPES. In addition to the PM specified in para 1.2.2., the contractor shall flush out and clean the inside of chilled/hot water distribution pipes IAW commercial practice and standard. Required buildings are listed in para. 1.2. of Appendix A1.

1.2.5.1. Frequency of Flushing Work. The contractor shall perform flushing work twice a year during change over periods (the period between the “end of cooling service” and “beginning of heating service” and the period between the “end of heating service” and “beginning of cooling service”).

1.2.5.2. Submittals. The contractor shall provide the following submittals:

(1) Work Schedule. Prior to each flushing, the contractor shall submit a detailed work schedule to the COR for approval.

(2) Performance Report. The contractor shall prepare and submit a performance report to the COR within 10 calendar days after actual performance. The report shall include, at a minimum, date of performance, location, findings if any, and name and signature of the person performed the service.

1.2.6. MONTHLY MAINTENANCE COST DATA. The contractor shall provide overall Monthly

Maintenance Cost Data to the COR within 10 calendar days after the close of the recording/reporting month. The data shall include labor hours, labor costs, CFM lists and CFM costs which were required to accomplish the maintenance work for the reporting month.

1.2.7. ADMINISTRATIVE WORK. Maintenance work under this contract shall include the administrative cost to prepare and submit all required submittals as required in para. 1.2. (Maintenance) and 1.3. (CFM for Maintenance Work). The contractor shall maintain all the submittals in digital format, and, in addition to satisfying the submittal requirement as specified, they shall be available within five (5) business days when the COR requests them for review.

1.3. CONTRACTOR FURNISHED MATERIALS (CFM) FOR MAINTENANCE WORK (CLIN

X007).

1.3.1. The contractor shall provide all parts/materials necessary to accomplish maintenance work under this contract. Unless otherwise specified elsewhere in this PWS, the material cost of CFM associated with the maintenance work will be separately reimbursed under CLINs X007. Any tools required to accomplish the maintenance work are the contractor’s responsibility and shall not be reimbursed as CFM.

The contractor shall request approval of required materials via Bill of Materials Form (BOM, DA Form

2702). Inhibitor/Chemicals required within para. 1.2.4.2. shall not be reimbursed as CFM under CLINs

X007.

1.3.2. PROCEDURES FOR PURCHASING CFM.

(1) Purchases of CFM below ¥350,000 are not required to be competed, but shall be procured at the best market prices obtainable in line with the urgency of delivery requirements. Any discounts and/or rebates on materials obtained by the contractor shall be credited to the Government. The

COR will provide written approval/disapproval no later than five (5) business days.

(2) For purchases of CFM exceeding ¥350,000, the contractor shall provide documented competition to the COR for approval prior to proceeding with the purchase. The COR will review the documentation and forward such documentation along with an Independent Government Cost

Estimate to the Contracting Officer for approval/disapproval within five (5) business days. The

Contracting Officer will review and approve/disapprove the purchase in writing within five (5) business days.

1.3.3. CFM DOCUMENTATION. The contractor's monthly invoice for CFM shall include a listing of all parts/materials procured by material description, quantity, and unit. The invoice shall be accompanied by copies of receipts for all CFM procured by the contractor from the selected vendor.

1.3.4. CFM QUALITY. The contractor shall only procure parts and materials of equal or greater quality than what is being replaced. The contractor shall provide products from manufacturers regularly engaged in the production of such materials, parts, and supplies. All CFM shall be inspected and accepted by the COR upon delivery.

1.3.5. STORAGE AND DELIVERY OF CFM. The contractor shall ensure all CFM is stored securely and properly to prevent damage from environment conditions. The contractor shall provide their own storage areas, spaces, containers and/or warehouse if needed. The contractor shall deliver CFM to the job site.

1.4. REPAIR WORK (CLIN X008).

1.4.1. Repair work includes overhaul, reprocessing or replacement of parts or materials which have deteriorated and could not have been corrected through maintenance servicing and necessary adjustment to comply with the emission standard IAW para. 1.1.5. In the event the contractor identifies needed repairs during operation and maintenance service, the contractor shall prepare a deficiency report as specified in para. 1.4.5. and follow the approval procedures at para. 1.4.3.

1.4.2. All approved repair costs incurred will be reimbursed by the Government under CLINs X008.

The historical data for repair in CY 2013, 2014 and 2015 are listed in Appendix A7.3. for information purpose.

1.4.3. APPROVING PROCEDURES FOR REPAIR WORK.

(1) Repair Work Below ¥350,000: If the estimated total cost of individual repair work is below

¥350,000, it is not required to be competed. Upon receipt of contractor’s deficiency report, the

COR will provide written approval/disapproval for proceeding with the repair work to the contractor no later than five (5) business days.

(2) Repair Work Exceeding ¥350,000:

(a) If the material cost and equipment cost per repair are below ¥350,000 respectively, it is not required to be competed. The COR will review the deficiency report and forward such documentation with his/her recommendation of approval/disapproval to the Contracting

Officer within three (3) business days. The Contracting Officer will review and approve/disapprove the repair work within five (5) business days.

(b) If the material cost and/or equipment cost per repair exceeds ¥350,000 respectively, the contractor shall compete the exceeded item (materials and/or equipment) between at least three (3) sources and provide a documented competition in addition to the deficiency report.

The COR will review such documentation and forward it with an Independent Government

Cost Estimate and his/her recommendation of approval/disapproval of the repair work to the

Contracting Officer within five (5) business days. The Contracting Officer will review and approve/disapprove the repair work within five (5) business days.

1.4.4. For any required utility outages due to the repair work, the contractor shall coordinate with the

COR and building user to obtain approval prior to shutting down the system. The contractor shall notify the category of utilities and date/time of the outage to the affected building users by posting notification letters.

1.4.5. SUBMITTALS. The contractor shall submit the followings:

(1) Deficiency Report. When there is a need for repair work, the contractor shall prepare and submit the deficiency report to the COR within five (5) business days from the finding. The report shall include, at a minimum, the detailed work description for repair, list of required materials, drawings or sketches if any, estimated man-hours, proposed start and estimated completion dates, and estimated repair cost. The estimated repair cost shall be broken down by material, equipment, labor and any other costs to be incurred to perform the repair work.

(2) Repair Performance Report. The contractor shall prepare and submit a written report within five (5) business days to the COR after the repair is accomplished. The report shall include the date and time of the service performed, the location of the repair site, the repairs performed, man-hours/cost, used material list/cost and the total cost for performing the repairs.

1.5. DATA AND RECORD KEEPING. All data and records as required in para. 1.1. through 1.4. shall be kept in digital format as a minimum unless otherwise specified therein.

2.0. GENERAL INFORMATION.

2.1. CONTRACTOR PERSONNEL.

2.1.1. CONTRACT GENERAL MANAGER. The contractor shall provide a contract general manager who shall be responsible for the work. The name of this person and any alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer (KO) prior to the commencement of contract work. The general manager/alternate(s) shall have full authority to act for the contractor on all matters relating to this contract. The general manager/alternate(s) shall be proficient in English and Japanese, and have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued in English and

Japanese by the Contracting Officer or COR. The contract general manager and alternate(s) shall be available to meet within 1 hour after notification during the duty hours (0800 – 1645, Mon thru Fri).

After normal duty hours, the contract general manager or alternate shall be available within 3 hours.

2.1.2. ENGINEERING MANAGER. The contractor maintains an engineer on staff to answer technical questions concerning the requirements of this contract. The engineer must be available daily during the normal duty hours as specified at para. 2.10.3. The name of this person shall be designated in writing to the KO prior to the commencement of contract work. The engineering manager, as a minimum, must have an Engineering degree from a university/ college or have an engineering license of Building

Mechanical and Electrical Engineers (建設設備士).

2.1.3. AREA MANAGER. The contractor shall provide an area manager for Area 1 (CZ and SFHA), Area 2 (SGD), and Area 3 (YND and APC), respectively. Each area manager shall oversee all contract matters within their assigned area of performance authorized and directed by the contract general manager. The name of area managers shall be designated in writing to the COR prior to the commencement of contract work. The area manager must be able to read, write, speak and understand

English and Japanese. The contractor is allowed to utilize translator(s) to fill this requirement. In this case, the name of the person(s) shall be designated in writing to the COR.

2.1.4. CONTRACTOR EMPLOYEES. Contractor personnel (including managers above) 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.

2.1.4.1. The contractor shall provide skilled and qualified employees necessary to meet the demands and requirements of their respective trades and occupations. The contractor shall provide boiler operators that are licensed as required by Japanese Boiler and Unfired Pressure Vessel Laws.

2.1.4.2. The contractor or their sub-contractors shall ensure their employees have the following current and valid professional certification.

(1) Operators and all foremen of 9 boiler plants shall be required to hold a Boiler Operator Class 1 license or higher. A Boiler Operator Class 2 license will be authorized at the BP # 1 and #8 at

APC.

(2) Foremen of the maintenance crews must have one or more licenses of (e), (g) and (k) as listed below to do maintenance and repairs of steam and hot water distribution systems.

(3) The following listed licenses are minimum requirements to perform the required services. The required licenses/certificates shall be current and updated when changes occur.

*(a) Boiler Operator Class 1 license (一級ボイラー技士)

*(b) Boiler Operator Class 2 license (二級ボイラー技士)

*(c) Electrician, 1st Class (第一種電気工事士)

*(d) Hazardous Material Handler, Otsu Group 4 (危険物取扱者乙種 4種)

(e) Individual being trained exclusively for Arc Welding IAW para. 3 of Article 36 of

Ordinance of Labor Safety and Hygiene (労働安全衛生規則第 36条第 3号の規定に基づき

アーク溶接機を用いて行う金属の溶接、溶断等に関する特別教育修了者)

*(f) Supervisor of Anoxic Area Work (酸素欠乏危険作業主任者)

(g) Autogenously Welding Skill (ガス溶接技能者)

*(h) Chief Worker of 1st Class Pressure Vessel Handling (第一種圧力容器取扱作業主任者)

*(i) Boiler Maintenance (ボイラー整備士)

(j) Boiler Welder (ボイラー溶接士)

(k) A Plumbing Certified Technician (配管技能士)

(l) Thermal insulation construction technician (熱絶縁施工技能士)

(4) The contractor shall submit a list with the employee’s name, license/certificate title, and documentation of license/certificate with the date obtained and validated. The list of required

*licenses/certificates [(a) thru (d), (f), (h) & (i)] as listed above shall be submitted to the COR prior to commencement of work. This includes any other licenses/certificates that may be required for “Repair Work” as described in para. 1.4. of the PWS. In this case, the contractor shall submit a list of applicable licenses/certificates to the COR prior to the commencement of repair work.

2.1.5. 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.

2.1.6. 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.

2.1.7. 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 IAW Department of Defense 5500.7-R, Joint Ethics Regulation.

2.1.8. 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.

2.1.9. ROSTER. The contractor shall provide a complete roster of all personnel (including contract general manager and alternate contract general manager) to the COR prior to the start of performance.

The roster must include employee’s name, address, telephone number and certificate/license, and documentation of the certificate/license with the date obtained and validated. The contractor shall maintain a current listing of employees and provide updates as changes occur.

2.2. TEMPORARY OFFICES, SHOPS, STORAGES AND EXISTING PLANT EQUIPMENT

AND FACILITIES.

2.2.1. Upon request to the COR, the contractor may be able to use available utilities (water, electricity and heat) and the Government existing properties listed in Appendix B1 for temporary offices, shops, storages, etc. solely for the performance of this contract without any costs to the contractor. If used, the contractor is responsible for maintaining them for the duration of the contract. Upon completion of the contract, the contractor shall restore them to the original condition and return to the Government through the COR.

2.2.2. If the contractor requires additional temporary offices, shops, storages, etc. within the installations, the contractor shall coordinate with the COR and submit a Requesting Temporary Land Use for the

Government’s approval IAW Army Regulations such as AR405-70 (Utilization of Real Property) and

AR405-80 (Management of Title and Granting Use of Real Property). It shall include the location and size of field office, and required utilities connections. Temporary Land Use for this additional request is limited to one (1) year and if an extension is needed, the user is required to resubmit a request within 21 days before the expiration of the permit. However, there is no guarantee that a permit will be issued.

2.2.3. Prior to any modification of the Government facilities, the contractor must notify the KO through the COR with a detailed modification proposal. No alterations to the facilities shall be made without specific written permission from the KO. The contractor shall maintain the facilities in the same condition as received during the contract period and shall return them to the Government as the same conditions as received upon completion of contract period.

2.2.4. The contractor has a responsibility to maintain auxiliary equipment and systems in the plants such as emergency shower, eye wash equipment, sink, range, etc. under this contract. The detailed procedures to maintain the emergency shower and eye wash equipment are listed in Appendix C. The contractor has a responsibility to maintain locker rooms, break rooms, shower rooms, rest rooms and toilets in utility plants and shop/office areas in good sanitary conditions. Supplies required by the contractor for such use shall NOT be reimbursed under CLIN X007.

2.2.5. Office Furniture. The contractor may be able to use the existing office furniture (as is condition) at the office spaces identified in Appendix B1 upon coordination with the COR.

2.2.6. Telephone Services. Existing Defense Switch Network (DSN) telephone facilities and services shall be used only for transactions required for the performance of this contract. Commercial line telephones and cellular phones shall be furnished by the contractor. The contractor shall contract an outside telephone company directly. The contractor shall pay monthly telephone bills for usage of commercial line telephones and cellular phones to the outside telephone company. The contractor shall coordinate with the COR on details prior to the contracting of an outside telephone company.

2.2.7. Upon completion of contract period (or at the expiration of the permit for the additional land use), the contractor shall return the facilities and/or used land to the Government in the same condition as received, with the exception of normal wear and tear, and approved modifications.

2.2.8. The contractor shall perform all requirements (request of temporary land use, construction, maintenance and demolition/removal of the temporary field building(s) and utilities connections) at no additional costs to the Government.

2.3. TECHNICAL MANUALS AND BLANK FORMS. The contractor shall use blank forms and technical and field manuals, listed in Appendix C, needed for the performance of the services under this contract. The contractor shall make copies of required blank forms for use. Such blank forms can be obtained from the COR as a template.

2.4. KEY CONTROL. The contractor shall establish and implement methods of ensuring 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. A list of key controlled facilities for which keys will be issued to the contractor is at Appendix B2.

2.4.1. The contractor shall immediately report to the COR or KO any occurrences of lost or duplicated keys. In the event the keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the KO, to re-key or replace the affected lock or locks without any 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. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost shall be deducted from the monthly payment due the contractor.

2.4.2. The contractor shall prohibit the use of keys issued by the Government by any persons other than the contractor’s employees. The contractor shall also prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

2.5. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure the services are performed IAW commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services.

At a minimum, the contractor shall develop quality control procedures addressing the areas identified in

Section 2, Services Summary.

2.6. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance IAW the

Quality Assurance Surveillance Plan (QASP) by appointing COR to monitor performance to ensure services are received.

2.7. GOVERNMENT REMEDIES. The Contracting Officer 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.

2.8. 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 IAW the Federal Acquisition Regulation part 1.602-3.

2.9. 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…