Tab_3_-_PWS_Duct_Cleaning_Services_Revised_as_of_8_Sep_16.pdf

PERFORMANCE WORK STATEMENT

FOR

HVAC DUCT SYSTEMS CLEANING SERVICES, AT YOKOTA AIR BASE AND

REMOTE SITES, JAPAN

ZNRE# 17-0933

Yokota Air Base, Japan

8 Sep 16

PERFORMANCE WORK STATEMENT

FOR

HVAC DUCT SYSTEMS CLEANING SERVICES, AT YOKOTA AIR BASE AND

REMOTE SITES

ZNRE# 17-0933

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, and supervision, necessary to perform cleaning of HVAC ducts identified in paragraphs

1.2.1 to 1.2.8 of this Performance Work Statement in a safe, timely and professional manner in accordance with applicable Japanese Environmental Governing Standards (JEGS), Japanese laws, pertinent regulations and commercial standards and practices. The contractor shall accomplish all services below to meet the requirements of this Performance Work Statement.

HVAC duct cleaning has the potential to be performed in approximately 866 facilities located on

Yokota Air Base & Remote Sites which include Tama Service Annex, Fuchu, Yuki, Tokorozawa, Owada and Momote.

1.1. Scope of Work. The contractor shall complete all cleaning of HVAC ducts identified in paragraphs 1.2.1 to 1.2.6. These type of cleaning must ensure compliance applicable Japanese

Environmental Governing Standards (JEGS), Japanese laws, pertinent regulations and commercial standards and practices. The contractor shall accomplish the duct cleaning and provide a detailed report of all cleaning accomplished shall be submitted to the COR within 14 calendar days of contract completion for each facility.

1.2. SUPPLY AIR DUCT CLEANING: The contractor will clean the system in each supply branch inside the duct system. The contractor is responsible to clean all debris, remove any trash or foreign materials found inside the supply duct and dispose of it according to JEGS, Japanese laws, pertinent regulations and commercial standards and practices.

1.2.1. Return Air Duct Cleaning: The contractor will clean all return grills and ductwork. The contractor is responsible to remove all debris, trash, or any foreign material found inside the return duct and dispose of it according to JEGS, Japanese laws, pertinent regulations and commercial standards and practices.

1.2.2. Outside Air & Exhaust Air Outlet Cleaning: The outside air grills and exhaust Air outlets are located in areas such as the roof adjacent to the building and are connected to the mixing boxes. The contractor is responsible to clean all the components associated with the system.

1.2.3. Dampers - (VAV) Variable Air Volume units Cleaning: All dampers including the

VAVs (Variable Air Volume) will be cleaned according to the manufacturer’s recommendations;

the system is calibrated to maintain proper flow efficiency through the facilities. If it is necessary to move the dampers, the contractor shall be responsible to adjust the system to return them to the original specs.

1.2.4. Adding Access for Cleaning: The contractor may create access ports to clean duct systems. The contractor is responsible for opening and closing all access to the air conditioning channels. When cleaning operations are done, the contractor is responsible to close and secure systems back to the original state.

1.2.5. Chemical Cleaning of Air Conditioner Coil: If chemicals are used, the contractor will be responsible to use any chemicals safely and avoid any substances which may become hazardous to customers. The contractor will advise the facility managers when the chemical(s) are going to be used to facilitate awareness throughout the facility.

1.2.6. Air handling Unit, fan assembly/scroll cage (blower wheel) cleaning: The contractor is responsible to clean the inside of the air handling units, including fan assembly, scroll cage or blower wheels. The contractor is not responsible to clean coils or air filters.

1.2.7. Smoke Detectors: Smoke detectors will not be tampered or disconnected with our prior authorization from the HVAC section and Fire department. (See section 1.8.2. - AF Form 103)

1.2.8. Electrical requirements: The contractor will provide electrical power (generator) to energized their equipment if electrical power it is not available or accessible inside the facility.

1.2.9. Temporary cooling: The contractor will provide a temporary cooling unit to maintain proper temperatures while cleaning the duct system. Certain areas require air tempertures to be maintained at 70*F or below.

1.3. TASK ORDER. The Contractor shall perform the duct cleaning services in accordance with task orders issued. Price on each order will be made based on the exhibit of this contract. Each task order will cite the funds to be utilized in making payments.

1.3.1. Joint Site Survey. The Contractor shall conduct a site survey jointly with 374

CES/CEOES and the Contracting Officer’s Representative (COR), at no additional cost to the

Government. The COR will issue a notice of joint site survey to the Contractor at least three (3) working days prior to the Government-proposed survey date, unless a shorter period of time is agreed to by the Contractor. The notice will provide the Contractor with:

(1) the proposed survey date

(2) the site to be surveyed

(3) the proposed performance time

(4) map and floor plan to indicate the Government requirements.

A joint survey will then be conducted of the work site to determine

(1) the scope of required work in terms of each applicable contract line item and quantity

(2) the performance period and start date

(3) the power supply requirement

(4) the access to water supply

If a problem is found while conducting the site survey, the COR will take corrective action prior to commencement of work.

1.4. PERFORMANCE PERIODS. A performance period is a period of time to complete individual project(s) assigned by each Task Order. Each performance period includes the time for contractor’s material procurement, mobilization, submission of all necessary submittals, quality control, on-site work, etc., to complete each project within required performance period. Each performance period will be negotiated during joint site survey. Typical performance period should be 5 days to 60 days.

1.5. WORK SCHEDULE: The contractor shall establish a work schedule and submit it to the

COR within seven (7) calendar days after issuance of Task Order. This schedule shall describe what type of service is being performed; duct cleaning, the facility number, the desired day of service and time. Example: Cleaning scheduled for Building 937 will be conducted on Monday, Feb 29, 2016 from 1800hrs to 0600hrs.

1.6. PRE-PERFORMANCE SUBMITTALS. All submittals shall be submitted no less than 14 days prior to performing any work to the COR and KO (Contracting Officer) unless otherwise stated in the subsequent paragraphs.

1.6.1. AF Form 103: The contractor will be responsible to route an AF form 103 to coordinate with the Fire department, HVAC and Electric shops prior to start the work schedule at any facility on and off base. The routing of this form is necessary to pre-determine HVAC duct system locations in some cases and power availability for each facility and specifications for temporary portable equipment

1.6.2. Materials/Parts: Descriptive data of all contractor-furnished materials/parts to be used under this contract shall be submitted for approval via a material submittal Form 3000. The data shall be supported by the manufacturer’s catalog cuts, product number, patent number, certificate of compliance, etc. to demonstrate equal or better quality of the original or genuine parts. Safety

Data Sheets (SDS) in both English and Japanese shall be attached to AF Form 3000 for any chemicals and hazardous materials to include paint, adhesive, cleaner and compressed gas to be used as well. (Reference AFI 91-302 and OSHA requirements). If the HAZMAT is suspected to contain lead or asbestos, a certificate from the manufacturer has to be provided to prove that the

HAZMAT is free of asbestos/lead. The Contractor should use non or less -hazardous chemicals when available. All excess materials and empty containers are the responsibility of the contractor and shall be removed at the end of the contract.

1.6.3. HAZMAT Storage: All containers of HAZMAT in the work place should be labeled, tagged or marked in both English and Japanese with the identity of the products. The contractor shall ensure adequate handling and storage in accordance with JEGS where the HAZMAT is stored.

Storage of oils, greases, chemicals, fuels or other liquids will require spill prevention and security.

Contractor is not allowed to store HAZMAT on base for over 24 hours without authorization. If on-base HAZMAT storage areas are needed, Contractor shall submit the list of all items that are to be stored on-base and estimated quantities to 374 CES/CEIE, 374 CES/CEF and 374 AW/SE for approval. Hazardous materials storage areas may be inspected by 374 CES/CEIE, 374 CES/CEF and 374 AW/SE. SDSs must be available at storage and on site at all times.

1.6.4. Waste Disposal: Every effort shall be made to use recycling and/or reuse (diversion) measures to reduce the amount of waste generated under the Contract. Waste minimization and disposal plan shall be included in the EPP. In addition, a copy of contract(s) for waste transportation and disposal, and permits issued from metropolitan/prefectural governments shall be submitted with AF Form 3000 to 374 CES/CEIE separate from the EPP. The plan also needs to list waste that will be generated from the contract and how they are treated

(recycled/incinerated/landfilled). After the disposal, waste manifests shall be submitted to 374

CES/CEIE along with recycling report that shows the amount of waste recycled, incinerated/landfilled (Atch 1).

1.6.5. Solid Wastes: Solid wastes (excluding clearing debris) shall be placed in containers which are emptied on a regular schedule. Handling and disposal shall be conducted to prevent contamination. Segregation measures shall be employed so that no hazardous or toxic waste will become co-mingled with solid waste. The Contractor shall comply with site procedures IAW

Federal and local laws and regulations pertaining to the use of landfill areas. The Contractor shall comply with site procedures Federal and local laws and regulations pertaining to the use of landfill areas. At a minimum, the following items will be recycled: scrap metal, cardboard, concrete, asphalt, scrap wood, wooden pallets, glass and plastic. Green wastes should be mulched or composted.

1.6.6. Hazardous Waste (HW): All HW generated by the contractor shall be disposed/recycled off base in accordance with Japanese regulation, Article 3 of “Law of Disposal and Cleansing of

Waste “Haikibutsu no shori oyobi seisou ni kansuru horitsu” and local regulations. PCB containing items and fluorescent light bulbs must be turned in to 374 CES/CEIE for disposal or recycling. US/foreign made ionization smoke detectors shall be turned in to 374 CES/CEOFA

(Alarm Shop). The Contractor shall not leave any hazardous waste at work site areas at the end of duty hours. If temporary hazardous waste storage is needed to accumulate hazardous waste on base, the contractor shall submit spill response plan with site map, the list of all hazardous waste to be stored on-base and estimated quantities to 374 CES/CEIE, 374 CES/CEF, 374 AMDS/SGPB and 374 AW/SE for approval.

1.6.7. Burning: Open burning is prohibited for the purpose of reducing waste.

1.6.8. Cleaning Solvents: Descriptive data of all contractor-furnished materials to be used under this contract shall be submitted for approval via a material submittal Form 3000. The data shall be supported by the manufacturer’s catalog cuts, product number, patent number, certificate of compliance, etc. to demonstrate equal or better quality of the original or genuine parts. Safety

Data Sheets (SDS) in both English and Japanese shall be attached to AF Form 3000 for any chemicals and hazardous materials to be used as well. (Reference AFI 91-302 and OSHA requirements).

1.6.9. Job-Site Cleaning: All debris generated from the contractor’s performance shall be removed and disposed off base by the end of each day.

1.7. SUBMITTALS AFTER COMPLETION OF WORK. After completion of the work, the

Contractor is required to submit the following documents to the COR and KO. The documents submitted by the Contractor shall include, but not be limited to:

1.7.1. Final Report and Record. A final cleaning report and record shall be submitted containing the task order#, return or supply type duct, quantity (square meter, linear meter, etc.), before and after pictures, duct and AHUs locations, and recommendations/comments signed by an officer of the company.

1.8. GENERAL INFORMATION

1.8.1. Quality Control: The contractor shall ensure all services are performed in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices.

1.8.2. Quality Assurance: The Government will periodically evaluate the Contractor’s performance by appointing a COR to monitor performance to ensure services are received. The

Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failure discovered during quality control inspections. Likewise, the Government may decrease the number of quality control inspections if performance is dictated.

1.8.3. Hours of Operation.

1.8.3.1. Normal Working Hours: The contractor shall perform the contract services between the hours of 0000 to 2359, Monday through Saturday or as directed by the COR including

Japanese holidays, but excluding US legal holidays. On site cleaning work will be conducted between 1800 to 0100.

1.8.3.2. Recognized US Holidays: The recognized US legal holidays* are listed below:

1 January New Year’s Day

3rd Monday of January Martin Luther King Jr’s Birthday

3rd Monday of February Washington’s Birthday

Last Monday of May Memorial Day

4th July Independence Day

1st Monday of September Labor Day

2nd Monday of October Columbus Day

11th November Veterans Day

4th Thursday of November Thanksgiving Day

25th December Christmas Day

*Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

1.8.4. Base Passes: The contractor’s employees will be issued base passes (identification cards), which shall be carried by the individual bearers at all times while on Yokota Air Base and remote sites. The contractor shall submit written requests for issuance of base passes to the KO

(Contracting Officer) and shall be responsible for all base passes issued to his/her employees.

The contractor shall return all base passes to the Japanese Pass Section at Yokota Air Base upon termination of employment or completion of the contract. If Contractor requires access to restricted areas, contractor will be escorted at all times by authorized persons. The COR will not be responsible for providing escorts for the contractor's employees.

1.8.5. Military Restricted Areas: In the event that services to be performed entail continuing access to restricted areas, all contractor personnel requiring such access shall be required to have a background investigation, DD Form 254. The contractor shall submit to the COR or KO, fourteen (14) days prior to the contract start date, a list of employees that will require a background investigation in accordance with this provision.

1.8.6. Special Qualifications.

1.8.6.1. Business Permits: The contractor shall possess any and all applicable business permits, certifications, and licenses to complete service in accordance with this PWS as required by

Japanese Environmental Government Standards and Japanese laws. The contractor will ensure all documents are current. The contractor shall submit a copy of each of these documents to the

COR and KO within one week after receiving updated or renewed documents.

1.8.6.2. Project Manager (PM): The contractor shall provide a PM who shall be responsible for the performance of the work. The name of this person and his/her alternate(s) shall be designated in writing to the KO within ten (10) calendar days after contract award.

1.8.6.2.1. The PM or his/her alternate(s), upon notification, shall be available during normal duty hours within two (2) hours to meet on the installation with the COR to discuss problems.

1.8.6.2.2. The PM and his/her alternate(s) must be able to read, write, speak, and understand

English, or provide a translator.

1.8.6.3. Contractor Employees: The contractor shall not employ persons for work on this contract, if he/she is identified to the contractor by the KO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

1.8.6.3.1. The contractor personnel shall present a neat appearance and be easily recognized.

This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee’s names. The contractor shall adhere to all base safety and traffic regulations and policies.

1.8.6.3.2. The Contractor shall not employ any person who is an employee of the US

Government if employing that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies of the Department of the Air Force.

1.8.6.3.3. The Contractor is cautioned that off duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty.

1.8.6.3.4. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform under this contract; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

1.8.7. 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.

2. SERVICES SUMMARY (SS) AND METHOD OF ASSESSMENT

Performance Objective PWS Performance

Threshold Method of Assessment

SS#1.

Perform cleaning as specified in the PWS.

1.1.- 1.2.6 98% of the time with no more than two (2) failures per month

Periodic Inspection

Customer Complaints

SS#2.

Perform calibration and system test after cleaning operations as specified in the PWS.

1.2.3 98% of the time with no more than two (2) failures per month

Periodic Inspection

Customer Complaints

SS#3.

Dispose of debris as specified in the PWS.

1.6.4 100% of the time

100% Inspection

3. GOVERNMENT FURNISHED SERVICES.

3.1. The Government will furnish water in existing facilities at no cost to the contractor for the sole purpose of accomplishment of this contract.

3.2. The Government will provide, for emergency purposes only, the following services:

a. Security Police Telephone 911 or 225-7227 or Commercial No. 042-507-6560

b. Fire Protection Telephone 911 or Commercial No.

042-507-6560

c. Hospital Emergency (Reimbursable expense) Telephone 911

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

3.3. Damage: The contractor shall exercise care not to damage any facilities and grounds at

Yokota Air Base and the remote sites. Any damages determined to have been caused by the contractor shall be repaired by the contractor at no expense to the Government.