4_Attach_2_PWS.pdf

Attachment 2 RFQ No. FA5209-19-Q-004A

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 REPAIR SERVICES

OF WATER SUPPLY CONTROL SYSTEMS

BLDG # 832, 858 AND 1043, CAMP ZAMA, JAPAN

(FEWR No. JF-90044-9J) 9 Jul 19

Attachment 1

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Services Summary Page 10

SECTION 3 Appendices Page 18

Appendix A1 – Quarterly Inspection and Maintenance Checklist Appendix A2 – Annual Inspection and Maintenance Checklist Appendix B – Equipment List of Water Supply Control System Appendix C – Required Replacement Parts List per Year

Appendix D – Telemeter List

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 inspection, maintenance and repair services for the Water Supply Control Systems (WSCS) (Model No. A001-CZ, Manufacturer: Nittan Co., Ltd.) in the Water Pump Stations located at Bldg # 832, 858 and 1043, Camp Zama (CZ), Japan. The Contractor shall perform in accordance with (IAW) this Performance Work Statement (PWS), commercial standards and practices, the manufacturer’s specifications.

1.1. INSPECTION AND MAINTENANCE.

1.1.1. The Contractor shall perform inspection and maintenance services quarterly and annually for the WSCS IAW the checklist provided in Appendix A. The inspection and maintenance shall prevent deterioration and ensure a safe and reliable operating condition of the entire system. The manufacturer’s operation and maintenance manuals are available for the Contractor at each job site. Prior to the commencement of work, the Contractor shall review and obtain necessary information including specifications of the system descriptions, the physical condition of the existing systems, and any other conditions essential for maintaining the systems in safe and reliable operating conditions.

1.1.2. Annual Maintenance Schedule. The Contractor shall submit an annual maintenance schedule in both English and Japanese to the Contracting Officer’s Representative (COR) within fifteen (15) calendar days after contract award and by the start of each option year for COR approval prior to performance.

The annual schedule shall show the date and time of the inspection/maintenance for each item in Appendix A. The Contractor shall not deviate from the approved schedule without obtaining prior approval from the COR.

1.1.3. Inspection and Maintenance Report. The Contractor shall submit a quarterly inspection and maintenance report both in English and in Japanese to the COR within ten (10) calendar days after completion of each inspection and maintenance services are performed. The annual inspection and maintenance report will include the fourth quarter inspection report. The report shall be digital format-type and include the following items at a minimum:

(1) Location

(2) Date and time work performed

(3) Name of the licensed technician who performed

(4) Description and method of service performed

(5) Inspection and/or maintenance data

(6) Calibration

(7) Condition of WSCS

(8) Signature of Contractor Representative

1.1.5.4. The Contractor shall provide and replace the specified parts up to the quantities listed in Appendix C while performing inspection and maintenance services once a year.

1.1.4.5. Replace Telemeters. The Contractor shall replace the telemeters listed in Appendix D in the control panels of each building within three hundred (300) calendar days after the effective date of contract award.

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. Repair work may also be required for correction of conditions and equipment that adversely affects the use of the 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 maintenance service, the Contractor shall immediately inform the COR and take temporary measures to ensure safety and to minimize/prevent further damages to the systems. Additionally, the Contractor shall submit a deficiency report in both English and Japanese to the COR of each installation within five (5) calendar days of the findings. The deficiency report shall include at a minimum of the following information:

(1) Location

(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 working hours for repair

(7) Proposed repair schedule

(8) Cost estimate for repair work

(9) Submission date of the report with the Contractor representative’s signature

1.2.3. If an on-call service is required, the Contractor shall dispatch an engineer within seventy-two (72) hours after notification from the COR during normal business operations. 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. The Contractor shall submit a deficiency report in both English and Japanese to the COR of each installation within five (5) calendar days.

1.2.4. If the estimated repair cost is below $10,000.00, 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 COR will notify the Contractor to proceed with the repair immediately. If the estimated repair exceeds $10,000.00, the Contractor shall not commence until the Contracting Officer provides a notification. All repairs shall be invoiced under CLIN X002.

1.2.5. The Contractor shall accomplish repair work IAW an 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 COR prior to shutting a system down.

1.2.6. Repair Report. The Contractor shall prepare and submit a written report within five (5) calendar days after the repair is accomplished. This report shall include:

(1) Date, time, and repair service performed, including step-by-step process

(2) Photographs showing deficiencies and repair performed

(3) Results of follow-on inspection, testing, and certification

(4) Repair material and labor cost, including working hours

(5) Submission date of the report with the Contractor's representative's signature

1.3. INTERFERENCE WITH GOVERNMENT OPERATIONS. The WSCS are in operation seven

(7) days a week twenty-four (24) hours per day, and the Contractor shall make every effort to schedule the on-site work so as not to interfere with Government operations. In the event the nature of the work does interfere, the Contractor shall provide the COR a schedule of the proposed work at least five (5) business days prior to beginning.

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 of this contract for interpretation and implementation of directives (written and oral), issued in English by the KO or COR.

If the Contract Manager or alternate does 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. Recognition may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that 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 a 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 a 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 this personnel could adversely affect the 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 list of all personnel (including the Contract Manager and alternate Contract Manager) to the COR before the start of the performance. The roster must include all employee names, addresses, and telephone numbers for access to the installation. The Contractor shall maintain a current listing of employees, providing updates as changes occur.

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 the 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 IAW 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 the 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.

2.6. 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. legal and other designated holidays listed below), during regular duty hours, 0800 - 1630 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 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.

2.7.3. Arrangements of the Performance Time. Should the Contractor decide to perform any of the required services before or after regular duty hours, the Contractor shall request approval prior to the performance from the COR 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 the 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 twenty-four (24) hours of termination or completion of this contract. All other Government identification for terminated employees shall be returned to the KO within twenty-four (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 the job site, and barricades around the job site while the equipment and/or systems are being serviced. The Contractor shall control all personnel desiring access into job site 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" consists of 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 four (4) days (96 hours) after the 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 01 and 33 of EM 385-1-1, the US Army Corps of Engineers’ Safety and Health Requirements Manual, http://www.usace.army.mil/Safety-and-Occupational-Health/EM-385-1-1-2008-Being-Revised/

2.8.8. 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.

2.8.9. 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.

2.8.10. 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.

2.8.11. 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.

2.9. CLEANLINESS. The Contractor is responsible for the cleanliness of the service areas.

Responsibilities include, but are 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. 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 fill in all required data fields at http://www.ecmra.mil.

2.12.1. 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.

2.12.2. 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.

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 element. These thresholds are critical to mission success.

SS Number and Performance

Objective PWS Paragraph Performance Threshold

Method of Assessment

SS #1: Quarterly Inspection and Maintenance. The Contractor shall accurately identify and document observations and perform necessary activities to ensure continued of operations.

Para. 1.1.1.

One (1) defect is allowed per quarter

100% Inspection

SS #2: Annual Inspection and Maintenance. The Contractor shall accurately identify and document observations and perform necessary activities to ensure continued of operations.

Para 1.1.2 One (1) defect is allowed per year

100% Inspection

SS #3: Repair work. The Contractor shall complete correction of minor malfunction repair on time.

Para. 1.2

One (1) defects are allowed per year

100% Inspection

SS #4: On-call repairs. The Contractor shall complete correction of minor malfunction on-call repairs on time.

Para 1.2.3 Two (2) defects are allowed each call

100% Inspection

SS #5: Required documents.

The contractor shall provide accurate documentation on time.

Para. 1.1.3, 1.2.3.

& 1.2.6

(i) Annual Work Schedule & Repair Work Schedule:

No delay is allowed per year.

(ii) Report: Two (2) defects are allowed per year

100% Inspection

Note:

Adjustments to the method of assessment shall remain the unilateral right of the Government, in so far as the change does not affect cost or cause delays in performance. The contractor may not use the method of assessment for any excusable delay.

SECTION 3

APPENDICES

APPENDICES.

Appendix A1 –Quarterly Inspection and Maintenance Checklist

Appendix A2 –Annual Inspection and Maintenance Checklist

Appendix B – Equipment List of Water Supply Control System

Appendix C – Required Replacement Parts List per Year

Appendix D – Telemeter List