FA5209-17-P-0050_PWS.pdf

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

INSPECTION, MAINTENANCE,

AND

ON-SITE TROUBLESHOOTINGSERVICE OF

CARD KEY ENTRY SYSTEM,

BUILDINGS 332, 341, 581, 585, 671, AND 795,

CAMP ZAMA

(FEWR No. HJ-00001-6J)

14 Mar 2017

PO: FA5209-17-P-0050

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Reserved Page 8

SECTION 3 Reserved Page 9

SECTION 4 Appendices Page 10

Appendix A. List of Card Key Entry System.

Appendix B. Location

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all necessary labor, personnel, supervision, management, tools, equipment, transportation, materials, and any other items or services necessary to perform annual inspection, maintenance, and on-site troubleshooting service of the card key entry system at buildings 332, 341, 581, 585, 671, and 795, Camp Zama (CZ). The service shall be performed in accordance with this Performance Work Statement (PWS), commercial standards, and manufacturer recommendations.

1.1. ANNUAL INSPECTION AND MAINTENANCE:

1.1.1. Schedule: The contractor shall coordinate with the Government Representative (GR) for the work performance schedule for inspection and maintenance. The contractor shall submit 3 copies of the work schedules for approval to the GR every year prior to commencement of the inspection and maintenance service of the card key entry system.

1.1.2. Maintenance for Card Encoder System: The contractor shall perform annual maintenance of the

Card Encoder System, Bldg 671, Camp Zama below.

Maker Model # Quantity

VingCard VingCard vision server (including software) 1 set

VingCard Card Encoder (RFID network encoder) 1 set

VingCard Locklink PDA (including contact card) 1 set

1.1.2.1. The contractor is required to maintain the Card Encoder System to be operational throughout the contract period. When a part failure occurs on the Card Encoder System, the contractor shall immediately dispatch qualified personnel to repair the failed part of the Card Encoder System. The incidental expenses including traveling cost and operation cost for the repair service shall be included under CLINs X001.

1.1.3. Inspection and Maintenance for RFID Signature card Lock, Remote Controller, and RFID with Exit Device (Panic Hardware): The contractor shall perform annual inspection and maintenance as listed in Appendixes A and B.

1.1.3.1. The contractor shall replace all batteries of the card readers once a year.

1.1.3.2. The contractor shall format data of card keys (approx. 700 cards) for emergency.

1.1.3.3. Blank Card Keys: The contractor shall provide 1,000 card keys at basic year. The contractor shall coordinate with GR regarding logo’s design of a card key. The contractor shall notify to GR when

(date) the contractor provides them.

1.2. ON-SITE TROUBLESHOOTING SERVICE: On-Site Troubleshooting Service can be requested by the GR. Purpose of the On-Site Troubleshooting service is to provide a quick solution for the owners of the card keys and/or minimize the downtime. When the GR requests On-Site

Troubleshooting Services, the contractor shall dispatch a qualified engineer(s) to the site, troubleshoot the problems. This On-Site Troubleshooting Services must be accomplished within the hours specified below starting from the receipt of the request. On-Site Troubleshooting Services shall be funded via modification to the contract prior to the government places on-call repair service. On-Site

Troubleshooting Services required by this paragraph is payable under CLINs X002.

a. When On-Site Troubleshooting Services is requested between 0000 – 1645 hours, the contractor must respond within 2400 hours of the day the call is requested.

b. When On-Site Troubleshooting Services is requested between 1645 hours – 0000 hours, the contractor must respond within 2400 hours of the next day the call is requested.

1.2.1. Authorized Personnel to place On-Site Troubleshooting Services.

a. The GR of Housing Management Division (HMD), Directorate of Public Works (DPW) may request On-Site Troubleshooting during 0800 – 1645 hours excluding Saturdays, Sundays, and U.S. legal holidays.

b. The GR of the Directorate of Emergency Services (DES) in Bldg. 229, CZ may request On-

Site Troubleshooting Service during 1645 – 0800 hours and 24 hours on Saturdays, Sundays, and U.S. legal holidays.

1.2.2. On-Site Troubleshooting Services is on a “per trip” basis, and is chargeable to CLINs 0002, 1002, 2002, 3002 and 4002 of the contract. On-Site Troubleshooting Services fee includes repair costs, transportation, and all incidental expenses. Upon completion of the service, the contractor shall prepare and submit a written report to the GR within three (3) working days.

1.3. Other Services: If the malfunction cannot be fixed at the time of the response, the contractor shall immediately notify to the GR with a diagnosis of the problem within twenty four (24) hours. The contractor shall submit the report include a cost estimate for repair, a price breakdown that includes the estimated cost for materials, labor costs, overhead, etc. and the estimated downtime for repair.

1.3.1. The Contracting Officer (KO) will determine whether these repairs can be accomplished by contract modification or by a separate contract action. All repair work shall be in accordance with normal commercial practices using parts specified by the manufacturer or items of equal specifications.

1.4. Training by Ving Card A.S. The contractor's Engineer shall have had Ving Card A.S. training to perform subject maintenance service.

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. The name of this person and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer (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 names, addresses, and telephone numbers.

The contractor shall maintain a current listing of employees, providing updates as changes occur. The contract manager or alternate shall have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued by the KO or GR. If the contract manager or alternate do not meet these requirements, the contractor shall provide a translator for them.

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.

2.1.3. 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 GR prior to start of performance. The roster must include all employee names, addresses, and telephone numbers. The contractor shall maintain a current listing of employees, providing updates as changes occur.

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.

2.3. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance by appointing a GR 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. GOVERNMENT REPRESENTATIVE (GR). The contractor shall coordinate all aspects of this project with the GR. Completed work shall be subject to inspection and acceptance by GR. The GR 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. legal and other designated holidays listed below), during normal duty hours, 0800 - 1645 hours unless prior arrangements have been made with the GR. The contractor shall perform on-call repair service 24 hours a day, 7 days a week to correct the card key entry system during the contract period, including Saturdays, Sundays, and Japanese and US legal holidays IAW para

1.2.1.

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 Day

*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. Should the contractor decide to perform any of the required services before or after normal duty hours, the contractor shall request approval prior to performance from the GR and shall do so 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.

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 GR 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 days (96 hours) after occurrence of the incident. A copy of this report shall be furnished to the GR.

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

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

2.8.7. 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.

2.8.8. Disposal of Materials. All debris and unserviceable materials generated under this contract such as industrial waste, non-recyclable materials and equipment/material not listed on hand-receipts shall be disposed of off-base by the contractor in accordance with the laws of Japan. Hand receipt items require turn-in action by the contractor when the listed items have to be replaced.

2.8.9. 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)

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

SECTION 2

THIS SECTION IS RESERVED

SECTION 3

THIS SECTION IS RESERVED

SECTION 4

APPENDICES

Appendix A. List of Card Key Entry System.

Bldg 332, CZ: Card Lock

VingCard RFID Signature card Lock 4.5V 78 each

VingCard Remote Controller 1 each

VingCard RFID with Exit Device (Panic Hardware) 8 each

Bldg 341, CZ: Card Lock

VingCard RFID Signature card Lock 4.5V 78 each

VingCard Remote Controller 1 each

VingCard RFID with Exit Device (Panic Hardware) 6 each

Bldg 581, CZ: Card Lock

VingCard RFID Signature card Lock 4.5V 44 each

Bldg 585, CZ: Card Lock

VingCard RFID Signature card Lock 4.5V 147 each

Bldg 671, CZ: Card Encoder System

VingCard VingCard vision server (including software) 1 each

VingCard Card Encoder (RFID network encoder) 1 each

VingCard Locklink PDA (including contact card) 1 each

Bldg 795, CZ: Card Lock

VingCard RFID Signature card Lock 4.5V 5 each