PWS_18Q0038.pdf

Attachment 1 for FA520918Q0038

Public Health Command – Pacific (PHC-PACIFIC)

ENVIRONMENTAL CHEMICAL LABORATORY DIVISION

UNIT 45006 (MCHB-RP-TLE)

APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE, REPAIR AND CALIBRATION SERVICES

OF LABORATORY EQUIPMENT

PHC-PACIFIC

BUILDING 715

CAMP ZAMA, JAPAN

12 Mar 2018

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Appendices Page 8

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, repair parts, maintenance related supplies and any other items or services necessary to provide annual maintenance and emergency/on-call repair services for laboratory equipment located in Building 715, at Camp Zama, Japan in accordance with this Performance Work Statement (PWS), commercial standards and practices, and manufacturer specifications.

1.1. MAINTENANCE AND CALIBRATION.

1.1.1. Preventive Maintenance and Calibration Services. The contractor shall provide annual preventive maintenance and calibration services as required for each type of equipment as provided inAppendix A. Annual preventive maintenance shall include inspection, cleaning, dusting, lubrication, aligning, adjusting, and calibration to keep the instrumentation in good operating condition. The contractor shall thoroughly inspect all parts of the instrumentation for deterioration, excessive wear and tear, misalignment, loose connections, improper adjustment, or any other defects that will affect serviceability, and correct them in accordance with the manufacturer’s specifications. Preventive maintenance will not include maintenance of accessories, painting or refinishing, or any damage caused by natural disasters.

1.1.2. Maintenance Work Schedule. The contractor shall submit a maintenance work schedule to the Government Representative (GR) within 15 calendar days after contract award.

1.1.3. Calibration Certificate. The contractor shall submit a calibration certificate to the GR within 21 calendar days after completion of calibration work. The certificate shall include the following in English:

(1) The calibrator’s name, work address, and phone number

(2) Date of the service performed

(3) Nature of the malfunction

(4) Conditions of serviced equipment

(5) Detailed list of parts replaced and/or total man-hours of work performed

(6) Statement of the result of the maintenance

(7) ISO 17025 Accreditation Logo: Japan Quality Assurance (JQA) and/or American Association for Laboratory Accreditation (A2LA) must be places on report for certificates.

(8) Customer name, address, and phone number are below.

U.S. ARMY Public Health Command – Pacific Bldg 715, MCHB-RP, Camp Zama, Zama-Shi, Kanagawa-Ken 252-0027 JAPAN Phone number: 046-407-8543

1.1.4. Offsite Maintenance, Repair and Calibration. The contractor shall inform the GR if Government equipment / components need to be removed at off-site for maintenance and calibration. The GR shall provide DA Form 2062 (or similar document) to the contractor and the Hand Receipt Holder (HRH) for approval. Removed components and equipment shall be returned to the work site as quickly as possible, however if it’s excess more within 45 days the contractor shall inform to the GR. When equipment is removed for such purposes the contractor shall be responsible for any damage or loss from the time the equipment leaves the Government site until it is returned (See Section 3 – Appendix A).

1.2. REPAIRS.

1.2.1. Repair work includes the reprocessing or replacement of parts or materials which have deteriorated and could not have been corrected through maintenance servicing. Repairs may be identified during routine maintenance service or as an on-call service. 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.

1.2.2. In the event that the contractor identifies needed repairs during maintenance service, the contractor shall immediately inform the GR. Additionally, the contractor shall submit a deficiency report in both English and Japanese to the GR of each installation within five (5) business days of the findings. The deficiency report shall include at a minimum of the following information:

(1) Equipment model and serial numbers

(2) Finding date of failure

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

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

(5) Description of repair work

(6) Material list and man-hours for repair

(7) Proposed repair schedule

(8) Cost estimate for repair work

(9) Submission date of the report

(10) Contractor representative’s signature

1.2.3. If on-call service is required, the contractor shall initially provide technical support to the GR telephonically. If the issue cannot be resolved, the contractor shall dispatch an engineer within 72 hours after notification from the time of the GR’s on-call service request. 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 $5,000.00, or equivalent yen value, to include labor, material, equipment, and any costs associated with the on-call service (travel, labor, or other costs) if there was an on-call service, the GR will notify the contractor to immediately proceed with the repair. If the estimated repair exceeds $5,000.00, the contractor shall not commence until a notification is provided by the Contracting Officer. All repairs shall be invoiced under CLIN X002.

1.2.5. The contractor shall accomplish repair work IAW the approved schedule. If the repair work requires any utilities/operation outage, the contractor shall provide the detailed work schedule to include the outage plan, and obtain approval for the outage from all affected customers through the GR prior to shutting a system down.

1.2.6. Repair Report. The contractor shall prepare and submit a written report within five (5) business days after the repair is accomplished. This report shall include the date, time, and service performed, etc.

If the service performed did not follow the schedule, the contractor shall document the reasoning in the report. Report shall be inclusive of exact costs for repair work.

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 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 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 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. Other Country Nationals (OCN). The security forces on each base control entry to the base.

Under certain circumstances, the OCN 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 IAW 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.

2.2. 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.

2.3. 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.

2.4. 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 IAW FAR 1.602-3.

2.5. AVAILABILITY OF FACILITY.

2.5.1. 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 - 1630 hours unless prior arrangements have been made with the GR. The contractor shall perform emergency on-call repair service 24 hours a day, 7 days a week to correct operational and safety deficiencies of the SCADA and RSPs during the contract period, including Saturdays, Sundays, and Japanese and US legal holidays IAW para 1.2.3.

2.5.2. 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 11 Aug Mountain Day 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.

2.5.3. 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.

2.6. SECURITY AND SAFETY REQUIREMENTS.

2.6.1. 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.

2.6.2 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.

2.6.3. 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.

2.6.4. Photography Permission. The contractor shall obtain GR approval prior to commencing any photography.

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

2.6.5.1. 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.

2.6.5.2. 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.

2.6.6. 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 insure compliance by all subcontractors.

2.6.7. Environmental Regulations. The contractor shall comply with all U.S. Government and Japanese environmental laws (whichever are most stringent) to protect the health and safety of employees/residents, and preserve the local and global environment. The contractor shall comply with the Japan Environmental Governing Standards (JEGS) and shall minimize or eliminate environmental pollution and energy/utility waste.

2.6.8. 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.

2.6.9. 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 IAW the laws of Japan. Hand receipt items require turn-in action by the contractor when the listed items have to be replaced.

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

2.6.11. Temporary Work Stoppage. In the event the Garrison Commander requests a temporary shutdown of the facility, the contractor will be notified in writing by the KO. Any Government caused delays as a result of a temporary shutdown that may require an adjustment to the contract will be coordinated through the KO.

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

2.8. 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.

2.9. 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.

2.10. CONTRACT MANPOWER REPORTING. The contractor shall report ALL labor hours (including subcontractor labor hours) required for the performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

2.10.1. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October each calendar year.

Contractors may direct questions to the CMRA help desk.

2.10.2. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

http://www.ecmra.mil/

SECTION 3

APPENDICES

Appendix A: Annual Maintenance Equipment

Manufacture

Nomenclature and location of

Maintenance/Calibration Model# Serial#

Main Item:

★ Location

1 HACH Spectrophotometer: Off-Site DR6000* 1618082 ★ Rm 121 2 HACH Spectrophotometer: Off-Site DR6000* 1752057 ★ Rm 121 3 METROHM 881 Ion Chromatograph 18810030 12149 ★ Rm 130 4 METROHM 858 Sample Processor 18580030 2919 ★ Rm 130 5 METROHM Auto Sampler 800Dosino 18000010 51536 ★ Rm 130 6 SEAL Cyanide Analyzer AA3 8017542 ★ Rm 130 7 SEAL Auto Sampler XY-2 5416A35701 ★ Rm 130 8 SEAL Sampler, Automatic N/A 8017741

Rm 130

9 SEAL Pump N/A 8017531

10 SEAL WATER BATH N/A 8017744

Note 1: Main item(s)★ are covered by preventive annual maintenance Note 2: DR6000* Calibration certificate is required with maintenance report every year after annual maintenance.

Appendix B: Balance Information (On-Site Calibration)

Manufacturer Model Serial #

Calibration Date

Calibration Frequency

Calibration Due Date Location

1 Mettler Toledo XS204DR B135210343 9-Jan-18 Annual 9-Jan-19 Rm 121 2 Mettler Toledo MS3002S B026046473 9-Jan-18 Annual 9-Jan-19 Rm 121 3 Mettler Toledo PB3002 1113373054 9-Jan-18 Annual 9-Jan-19 Rm 130 4 Mettler Toledo XP105DR B234239292 9-Jan-18 Annual 9-Jan-19 Rm 121 5 Mettler Toledo XP105DR 1127353414 9-Jan-18 Annual 9-Jan-19 Rm 130 6 Mettler Toledo ML104 B431877129 9-Jan-18 Annual 9-Jan-19 Rm 135

Appendix C: Thermometer Information (Off-Site Calibration)

Manufacturer Range Serial #

Calibration Date

Calibration Frequency

Calibration Due Date Location

1 ERTCO -1 to 51 C 3796 20-May-14 5 years 20-May-19 Rm 121 2 ERTCO -20 to 110 C NB179902 19-May-14 5 years 19-May-19 Rm 121 3 Kessler 145 - 205 C 397543 10-Mar-16 5 years 10-Mar-21 Rm 121

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