PWS.pdf

RFQ No. FA5209-19-Q-0027

Attachment 1

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF EMERGENCY SERVICES

FIRE AND EMERGENCY SERVICES

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE SERVICES

FOR FIREFIGHTING LADDER

CAMP ZAMA, JAPAN

3 Dec 2018

Table of Contents

SECTION 1 Description of Services/General Information Pages 3-8

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, equipment, transportation, supervision and labor necessary to inspect and maintain a firefighting ladder attachment

(Model No. MLGS5-35W, Serial No. P00000299, made by Morita Corporation in 2008) of the

Ladder Truck at Camp Zama Fire Station of building 238, Camp Zama, Japan in accordance with this

Performance Work Statement (PWS) and commercial and local standards.

1.1 INSPECTION & MAINTENACE.

1.1.1. The contractor shall visit the site once yearly, and conduct annual inspection and maintenance, including but not limited to, replacing filter oil element and hydraulic oil for filter, and adjustment of the parts of the firefighting ladder attachment of the ladder truck (jacks and outriggers, digital information display unit of the basket, auto throttle specified speed, lifter wire test and etc.) in accordance with

National Fire Protection Association (NFPA; 全米防火協会) 1911, Chapter 22, the manufacturer’s recommendations, and/or the Japanese safety standard by Japan Fire Equipment Inspection Institute (日本

消防検定協会「消防用車両の安全基準についてーはしご自動車編」).

1.1.2. The contractor shall provide technical support for the problem and troubleshooting of the firefighting ladder attachment via telephone, facsimile, and e-mail. The contractor should be able to be contacted during regular work hours (0800-1630) of weekdays (Monday through Friday), except for U.S. holidays and

Japanese holidays. If the malfunction cannot be resolved by the telephone, facsimile, and e-mail troubleshooting service, “On-call Service” at paragraph 1.2. can be utilized.

1.2. ON-CALL SERVICES.

1.2.1. If malfunctions cannot be fixed by the scheduled maintenance and/or contractor’s technical support via telephone, facsimile, and e-mail, “On-call Service” can be requested by the GR during regular work hours (0800-1630) of weekdays (Monday through Friday), except for U.S. holidays and Japanese holidays. When the GR requested the On-call Service, the contractor shall dispatch of contractor’s certified engineer(s) to trouble shoot and repair minor malfunctions that can be accomplished at the time of the response within three (3) working days from the receipt of the request. If repairs are unable to be made at the time of the response, the contractor shall follow the procedure listed at paragraph 1.2.2. and take temporary measures for safety and minimize damage at the time of the response.

The On-call Service is “per trip” basis. Upon completion of the service, the contractor shall prepare and submit a written report to the GR within three (3) working days.

1.2.2. If the malfunction cannot be fixed at the time of the response, the contractor shall immediately report to the GR with a diagnosis of the problem. If additional costs will be incurred to fix the malfunction, the contractor shall provide a quote to include the labor costs, material costs, and any costs associated with the repair. The GR shall report to the Contracting Officer (KO) to determine if the repair service shall be accomplished as “Other Repairs” as listed at paragraph 1.4. In this case, the contractor shall commence repair work only after notification from the K.O.

1.2.3. SPECIAL FREQUENCY PERFORMANCE TESTING.

1.2.3.1 The contractor shall visit the site if requested by the GR to conduct a special frequency performance inspection and test of the aerial device because the aerial device was subjected to an unusual operating conditions of stress or load and/or after a major repair or overhaul that occurred outside the annual inspection, testing and maintenance frequency.

1.2.3.2. The special frequency performance inspection and test shall include but not limited to, a visual inspection of the entire aerial device for defects, damage or improperly secure parts; a weld inspection of all accessible structural welds for defects, damage or corrosion; bolt and pin inspections; hydraulic component inspection; load testing (horizontal and maximum elevation); operational tests (elevation, rotation, extension, waterway, pressure, flow); adjustment of the parts of the firefighting ladder attachment of the ladder truck (jacks and outriggers, digital information display unit of the basket, auto throttle specified speed, lifter wire test and etc.) in accordance with National Fire Protection Association

(NFPA; 全米防火協会) 1911, Chapter 22, the manufacturer’s recommendations, and/or the Japanese safety standard by Japan Fire Equipment Inspection Institute (日本消防検定協会「消防用車両の安全

基準についてーはしご自動車編」).

1.2.4. OTHER REPAIRS: For those repairs not covered under this contract, the contractor shall commence repair work only after notification from the Contracting Officer (KO). These “other repairs” are not included in the basic unit price of the contract. 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. The contractor shall provide the GR and the KO an estimate to include a breakdown of material and labor costs, all projected downtime and estimated time associated with the repair. Each of these occurrences shall be a matter of negotiation between the contractor and the KO.

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. 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 utilize its existing 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. 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.

2.6. AVAILABILITY OF FACILITY.

2.6.1. Hours of Service. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (excluding of the U.S. legal and other designated holidays listed below and Japanese holiday), and during normal duty hours, 0800 - 1630 hours unless prior arrangements have been made with the GR.

2.6.2. 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 August 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.

2.6.3. 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.

2.7. SECURITY AND SAFETY REQUIREMENTS.

2.7.1. 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.

2.7.2 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.

2.7.3. 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.

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

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

2.7.5.1. 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.

2.7.5.2. 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.

2.7.6. 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.

2.7.7. Environmental Regulations. The contractor shall comply with all U.S. Government and

Japanese environmental laws (Japan Environmental Governing Standards), whichever are most stringent, to protect the health and safety of employees/residents, and preserve the local and global environment.

2.7.8. 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 GR. The contractor shall be liable for containment and environmental clean-up of spill or release of such substance. 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 GR, the contractor shall submit the MSDS to the GR.

2.7.9. Environmental and Hazardous Material Handling. The Contractor shall follow the installation

Spill Prevention and Response Plan (SPRP) 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, 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.

2.7.10. 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.

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

2.7.12. 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.

2.7.13. 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.

2.8. 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.

2.9. 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.

2.10. 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.

2.11. 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.

2.11.1. 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.

2.11.2. 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/