FA5209-17-P-0029_PWS.pdf

PO No. FA5209-17-P-0029

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

MAINTENANCE AND REPAIR OF THE

CO-GENERATION PLANT,

FACILITY No. 123-15, SAGAMIHARA FAMILY HOUSING AREA, JAPAN

18 October 2016

(FEWR No. ME-50008-5J)

Table of Contents

SECTION 1 Description of Services/General Information Page 2

SECTION 2 Services Summary Page 11

SECTION 3 Appendices Page 12

Appendix A: Workload Data

A1. Site and Location Map A1-1

A2. Plant Equipment A2-1

A3. Proposed Annual Maintenance Schedule A3-1

A4. Minimum Required Work Elements A4-1

A5. List of Minimum Required Replacement Parts A5-1

Appendix B: Sample Maintenance Reports format for Annually Maintenance

(Japanese Version)

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 maintenance and repair of gas engine, electricity generator, and other auxiliary equipment and systems in the Co-generation plant, facility number 123-15, Sagamihara Family Housing

Area (SFHA). The services shall be performed in accordance with (IAW) this Performance Work

Statement (PWS) and the attached appendices, the manufacturer standards, and commercial standards and business practices.

1.1. MAINTENANCE.

1.1.1. Quarterly Maintenance. The contractor shall perform gas-air adjustments for the gas engines on a quarterly basis to keep proper operating conditions. A detailed procedure for adjustment of gas-air ratio is provided in Appendix A4.

1.1.2. Annual Maintenance. The contractor shall perform annual maintenance services on the gas engines, electricity generators, and auxiliary systems listed in Appendix A2, to ensure reliable, functional, and continuous operation. The minimum required maintenance types and details, proposed schedule, and replacement parts are provided in Appendix A3, A4, and A5. The contractor shall perform D-type and F-type maintenance IAW with schedule. One engine shall remain operational at all times. Services requiring complete plant stoppage should be minimized to prevent any disruptions in the mission.

1.1.3. Overhaul Maintenance of Heat Exchangers and Automatic Synchronization System. The contractor shall perform overhaul maintenance services of plate type heat exchangers and automatic synchronization system listed in Appendix A2 system during the 1st option period (1 Dec 2017 – 30 Nov

2018). Two (2) plate-type heat exchangers are located in Building 134 and one (1) heater each is located in Buildings 123-15, 112-07, and 132-25 (Appendix A1). Overhaul services of the heat exchangers include, but are not limited to, the replacement of deteriorated parts and gaskets/packings and the removal of scales/slimes from inside of heat exchangers by using mechanical/chemical cleaning methods.

Overhaul of the synchronization system include the replacement of electric equipment and parts. The replacement parts are provided in Appendix A5.

1.2. REPAIRS.

1.2.1. Repair work may include the reprocessing or replacement of constituent parts or materials which have deteriorated by action of the elements or by wear and tear in use, and which could not have been corrected through routine maintenance servicing. Repair work may also be required for correction of conditions and equipment that adversely affects the use of system for designated purpose as well as to restore any failed or failing components. Repairs may be identified during routine maintenance service or as an on-call service.

1.2.2. In the event that the contractor identifies needed repairs during a maintenance service, the contractor shall provide a deficiency report to the Contracting Officer’s Representative (COR) IAW paragraph 1.3.5. of this PWS. If the scheduled repair work requires any utilities/operation outage, the contractor shall provide a repair schedule describing the utilities/outage requirements in detail. The contractor shall obtain approval for the utility/operation outage from all affected customers thru the COR prior to shutting the system down. If the service performed does not follow the schedule, the contractor shall document this in the report.

1.2.3. If on-call service is required, the contractor shall dispatch a employee/technician within three (3) hours after notification from the COR during normal business operations. Other than normal duty hours, the contractor shall be available within 8 hours. The contractor shall report to the work location, survey, perform minor repairs, and restore the equipment and/or systems to the maximum extent practicable. If the repair is unable to be made at the time of the response, the contractor shall immediately take temporary measures to ensure safety and to minimize/prevent further damages to the systems.

1.2.4. If the estimated repair cost is below $3,500.00 or the equivalent yen value of the total cost, the

COR will notify the contractor to immediately proceed with the repair. If the estimated repair exceeds

$3,500.00, the contractor shall not commence until a notification is provided by the Contracting Officer.

All repairs shall be invoiced under CLIN X003.

1.3. SUBMITTALS.

1.3.1. Maintenance Schedules. The contractor shall provide a quarterly and annual maintenance schedule to the COR for approval no later than 30 calendar days after contract award and at the start date of each option year. The annual maintenance schedule shall provide the order the contractor proposes to perform maintenance services, the dates on which the contractor will start each work element, the scheduled date for completion of each element, and the number of man–hours needed for each work element. The overhaul schedule for heat exchangers and the automatic synchronization system shall be included into the annual maintenance schedule for the 1st option year.

1.3.2. Quarterly Maintenance Reports. The contractor shall submit quarterly maintenance reports in both English and Japanese to the COR no later than 15 calendar days after each quarterly maintenance is completed. The quarterly maintenance reports shall include, as a minimum, the following information:

(1) Engine number

(2) Actual running hours of the maintained engine since the last maintenance performed

(3) Date work started

(4) Name of people who performed each service

(5) Description of service performed

(6) Test with analyzed and adjusted data results

(7) Recommendation for effective daily maintenance and operation

(8) Date of work completion

(9) Signature of manufacturer’s representative

1.3.3. Annual Maintenance Reports. The contractor shall submit an annual maintenance report in both

English and Japanese to the COR no later than 30 calendar days after each annual maintenance is completed. The reports shall be submitted with two (2) copies in booklet-type form and 1 digital form, which shall include as a minimum the following information:

(1) Engine and generator number

(2) Type of required maintenance

(3) Actual running hours of the maintained engine since the last maintenance performed

(4) Date work started

(5) Name of people who performed each service

(6) Equipment item checklist

(7) Description of each service performed

(8) Item no. of each maintenance requirement (Appendix A4)

(9) Drawings/sketches for specified service areas

(10) Pictures/photographs such as deteriorated parts, replacement of new parts, etc.

(11) Test and analyzed data results

(12) Recommendation for effective daily maintenance and operation

(13) Date work completion

(14) Cost breakdown for each maintenance provided, per maintenance item (labor & material cost)

(15) Signature of manufacturer’s representative

Japanese Manufacturer formats of the maintenance reports are attached in Appendix B of this PWS for contractor’s information. In addition of such detailed maintenance data, the contractor shall include the above listed information into the maintenance reports.

1.3.4. Overhaul Maintenance Reports. The contractor shall submit an overhaul maintenance report in both English and Japanese to the COR no later than 30 calendar days after completed. The reports shall be submitted with two (2) copies in booklet-type form and 1 digital form, which shall include as a minimum the following information:

(1) Equipment, system name, and installed locations

(2) Type of required maintenance

(3) Existing deteriorated conditions

(4) Date work started

(5) Name of people who performed each service

(6) Equipment item checklist

(7) Description of each service performed

(8) Drawings/sketches for specified service areas

(9) Pictures/photographs such as deteriorated parts, replacement of new parts, etc.

(10) Results of services (operating conditions)

(11) Recommendation for effective daily maintenance and operation

(12) Date work completion

(13) Cost breakdown for each maintenance provided, per maintenance item (labor & material cost)

(14) Signature of manufacturer’s representative

1.3.5. Deficiency Reports. The deficiency report shall be included at a minimum the following information:

(1) Equipment, system name, and installed locations

(2) Finding date of failure

(3) Description of failure (picture, drawings, etc.)

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

(5) Description of repair work (drawings, pictures, etc.)

(6) Material list (description of article, quantity, catalogue-cut, pictures, etc.) for repair

(7) Man-hour list (type of worker, required man-hour of each worker, etc.)

(8) Proposed repair schedule by the contractor (repairs under this basic contract.)

(9) Cost estimate for repair work (in case of additional repair work)

(10) Submission date of the report

(11) Signature of Contractor Representative

1.3.6. Repair Reports. The contractor shall submit a repair report in both English and Japanese to the

COR no later than 10 calendar days after the repair is completed. The reports shall be submitted with two

(2) copies in booklet-type form and 1 digital form, which shall include as a minimum the following information:

(1) Date and time of the repair

(2) Description of repair completed (drawings, pictures, etc.)

(3) Man-hours and cost

(4) Signature of manufacturer’s representative.

1.3.7. Maintenance/Overhaul/Repair Records. The contractor shall maintain cumulative maintenance and repair records for each individual piece of equipment listed at Appendix A2. The record shall include quarterly and annual maintenance, any document for repair work, and any other data necessary for maintenance of the system. The record shall be updated when performed. The record shall be made available to the Government in digital format and hard copy for annual examination within 5 working days upon request by COR. The records for the entire contract period including option periods shall be available to the Government in digital format and hard copy for final acceptance and reproduction to the

COR within 5 working days after completion/termination of the contract.

2.0. GENERAL INFORMATION.

2.1. CONTRACTOR PERSONNEL.

2.1.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. This person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer (KO). The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract. The contractor shall provide the contract manager’s (and alternate’s) name, email address, and telephone number. The contract manager and/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 KO or COR.

2.1.2. 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.

2.1.2.1. Qualifications. The contractor or their subcontractors shall ensure employees have the following current and valid professional certification to provide the required services under this contract.

Engineering License for Electric Generation Systems of Private Use (自家用発電設備専門技術者資格)

Individual being trained exclusively for Hanging Techniques by Hoists/Cranes (玉掛技能講習修了)

Inspector License for Firefighting Equipments/Systems, 1st Class (第１種消防設備点検資格)

Electrical License, 1st Class (電気工事士１種)

2.1.3. 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.

2.1.4. 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.

2.1.5. U.S. Government and/or Master Labor Contract Employees. The contractor shall not hire employees of the U.S. Government and/or Government of Japan Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR 3.104. Furthermore, 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.”

2.1.6. 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.

2.1.7. Roster. The contractor shall provide a complete roster of all personnel (including the contract manager and alternate contract manager) to the COR prior to start of performance. The roster must include all employee names, email addresses, and telephone numbers. The contractor shall maintain a current listing of employees, providing updates to the COR as changes occur.

2.2. 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. At a minimum, the contractor shall develop quality control procedures addressing the areas identified in Section 2, Services Summary.

2.3. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) by appointing a COR to monitor performance to ensure services are received.

2.4. 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.

2.5. CONTRACTING OFFICER (KO) AUTHORITY. Only the KO has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the KO will be considered an unauthorized commitment and subject to ratification actions in accordance with

FAR 1.602-3.

2.6. CONTRACTING OFFICER’S REPRESENTATIVE (COR). The contractor shall coordinate all aspects of this requirement 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 KO.

2.7. AVAILABILITY OF FACILITY.

2.7.1. Hours of Service. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. Federal and other designated holidays listed below, during normal duty hours, 0800 - 1600 hours unless prior arrangements have been made with the COR).

2.7.2. Legal American Holidays and Other Designated Holidays.

American Holidays

1 January New Year’s Days

3rd Monday in January Martin Luther King Jr.’s Birthday

3rd Monday in February President’s Day

Last Monday in May Memorial Day

4th of July* Independence Day

1st Monday in September Labor Day

2nd Monday in October Columbus Day

11 November* Veterans Day

4th 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, and holidays falling on a

Sunday will be observed on the following Monday.

2.7.3. Arrangements of the Performance Time. If the contractor shall perform any of the required services before or after normal duty hours, the contractor shall obtain approval prior to performance from the COR. The contractor shall consider operating conditions of the Co-Generation Plant facility. If any services under this contract are required to be performed in evening time, night time and/or early morning time on weekdays, weekend, and/or holidays, the contractor shall comply with this requirement at no additional cost to the government.

2.8. SECURITY AND SAFETY REQUIREMENTS.

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 certificates are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. 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. In cases where the requirements/standards has been changed, the contractor shall adhere to the recent standards at no additional cost to the Government.

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.

2.8.3. 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.

2.8.4. Photography Permission. The contractor shall obtain COR approval prior to commencing any photography.

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

2.8.5.1. 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.

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

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

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

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

Requirements. The contractor shall comply with all pertinent requirements of the U.S. Army and

USAG-J Fire Protection and Safety Regulations or Laws of Japan, whichever is more stringent, to ensure compliance by all subcontractors.

2.8.7. Accident Prevention Plan and a Job Hazard Analysis. The contractor shall not commence work at the job site until an Accident Prevention Plan and a Job Hazard Analysis are submitted for review and approved by the COR. The contractor is responsible for reviewing section 1 and 34 of EM 385-1-1, the US Army Corps of Engineers’ Safety and Health Requirements Manual, http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html.

2.8.8. Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The contractor shall immediately report spills or release of hazardous materials to the COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such substance. The contractor shall comply with municipal environmental laws to protect the health and safety of employees/residents and minimize or eliminate environmental pollution. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Material

Safety Data Sheets (MSDS). Upon request of the COR, the contractor shall submit the MSDS to the

COR.

2.8.9. Environmental and Hazardous Material Handling. The contractor shall comply with the Japan

Environmental Governing Standards (JEGS) to protect the health and safety of employees/residents and minimize or eliminate environmental pollution. The contractor shall follow the installation Spill

Prevention Control and Countermeasure (SPCC) Plan and Oil and Hazardous Substance (OHS) pollution

Contingency Plan in case of a spill or release of POL and/or hazardous substances. The contractor shall immediately notify Fire and Emergency Services, Directorate of Emergency Services, and COR, U.S.

Army Garrison Japan of any spills that occur on the installation through the Emergency Phone Number.

The contractor will be liable for containment and clean-up of the site.

http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html

2.8.10. Delivery and Storage of Materials. All materials delivered and placed in storage shall be protected from the weather, humidity and temperature variations, dirt and dust, or other contaminants by the contractor.

2.8.11. 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.

2.8.12. Responsibility for Damages. Any damages caused to U.S. Government property during the course of performing this contract shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S. Government.

2.9. CLEANLINESS. The contractor is responsible for cleanliness of the service areas. This includes, but is not limited to, washing, sweeping, dusting and other janitorial services necessary to maintain the area in a clean and sanitary condition. The contractor shall furnish such supplies as required.

2.10. COMMERCIAL 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.

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.

2.12. 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) https://cmra.army.mil/

(11) Locations where contractor and sub-contractors perform the work (specified by zip code in the

United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website)

(12) Presence of deployment or contingency contract language

(13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country)

As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed

12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. The contractor may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.

(NOTE: XML = Extensible Markup Language)

SECTION 2

SERVICES SUMMARY

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

Method of

Assessment

1. Quarterly Maintenance

Services

Para 1.1.1. One (1) defect allowed per quarterly maintenance

Periodic Inspection

2. Annual Maintenance

Services

Para 1.1.2. One (1) defect allowed annually

Periodic Inspection

3. Overhaul Maintenance

Service

Para 1.1.3. One (1) defect allowed Periodic Inspection

4. Repair Work

Para 1.2. No defects allowed 100% Inspection

5. Reports Para 1.3. Maintenance Schedules: No delays allowed.

Maintenance Reports: Once per year is a one (1) week delay allowed for all reports.

Repair Works Document:

Once per year is a two (2) day delay allowed.

Repair records: No delays allowed.

100% Inspection

Note: SS#5: This 100% Inspection is not seeking for the contractor’s perfect reports, but the

Government/COR will review/inspect all reports as required in the PWS every time it occurs.

SECTION 3

APPENDICES

Appendix A: Workload Data

A1. Site and Location Map A1-1

A2. Plant Equipment A2-1 thru A2-4

A3. Proposed Annual Maintenance Schedule A3-1

A4. Minimum Required Work Elements A4-1 thru A4-13

A5. List of Minimum Required Replacement Parts A5-1 thru A5-16

Appendix B: Sample Maintenance Reports format for Annually Maintenance

(Japanese Version)