04-1__Electric_Gate_PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

INSPECTION AND MAINTENANCE

OF

ELECTRIC GATE SYSTEMS

AT YOKOTA AIR BASE, JAPAN

Yokota AB, Japan 18 Jun 2019

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION: The Contractor shall provide all management, tools, supplies, equipment and labor necessary to provide the service for Inspection and Maintenance of Electric Gate Systems at Yokota Air Base, Japan, in a manner that will ensure continuous and safe operation in accordance with Performance Work Statement (PWS), commercial practice and manufacturer’s recommendations.

1.1. Preventive Maintenance: Preventive Maintenance is defined as corrective work required to prevent further deterioration and/or restoration of equipment to operational condition. The Contractor, thereafter, shall perform monthly preventive maintenance in accordance with Appendix C, Monthly Inspection and Maintenance Checklist. The quantities and types of gates and locations, to include manufacturer information, are set forth in Appendix A. This Appendix is subject to change throughout the life of the contract. A supplemental agreement incorporating any changes to be made under this contract will be issued in the form of contract modification to effect revisions.

1.2. Service Repair Calls: In the event of malfunctions requiring immediate Contractor response, the Contractor is required to respond within twenty four (24) hours after notification during normal hours of operation per paragraph 1.7.1 of the PWS. The Contractor shall perform work within the time agreed upon between the Contractor’s Service Engineer and the Contracting Officer Representative (COR). Service calls can be placed 24 hours a day, 7 days a week including U.S. and Japanese holidays, throughout the contract. The Contractor shall perform work immediately or within the time as agreed upon by the Contractor and the COR. Upon completion, the Contractor shall prepare and submit a written English report to the COR within two (2) business days after the service repair call. The report shall include the date and time of the service call, the location of the gate, the repairs performed with relevant pictures, and the name of the engineer/technician performing the repairs. Price of “engineering expense per trip per call/service” for such service calls is established under Exhibit 1. Services payable under “engineering expense per trip per call/service” are limited to immediate repairs that can be accomplished at the time of the response. Any repair that cannot be accomplished at the time of the response shall be covered under para 1.3, Level II work.

1.3. Level II Work: Level II work is defined as any repair, replacement, and new part installation beyond the scope of inspection/maintenance stated in paragraphs 1.1 - 1.2, and work due to unexpected causes such as natural disasters or intentional damage. Level II work must be negotiated between the contractor and the Contracting Officer (CO) and incorporated into the contract by a modification. The Government is under no obligation to give the contractor first rights to Level II work. All Level II work shall be inspected and accepted by COR. Upon the completion of the work, the Contractor shall submit the report within seven (7) calendar days to the COR. Any repair/replacement work exceeding the limitation of 50 man-hours is Level II Work. The Contractor shall notify the COR and the CO if occurs. The Contractor shall provide information and instruction on the work scope to COR.

1.4. Parts: The repair and replacement parts for all security gates are required to sustain continued operation of the security gate system in support of paras 1.1 through 1.2.

1.4.1. All defective parts for maintenance and repair services on the security gate system and related equipment shall be procured by the Contractor and paid by the Government at the net purchase cost on a monthly basis. For any materials, part, or supply items which must be procured by the Contractor in excess of $3,000, the Contractor shall provide three estimates with the request to the COR. The COR shall provide the cost estimate to the CO for approval prior to the procurement. The Contractor shall not procure the parts prior to the CO’s approval. Any discounts and rebates obtained by the Contractor shall be credited to the Government. All contractor-furnished materials required for work shall conform to manufacturer standards. The Contractor shall complete required items, in accordance with urgency, obtain the best value for the Government. Labor hours to repair and replace parts shall be included in Preventive Maintenance Service and Service Repair Calls as specified in para 1.1 through 1.2.

1.4.2. The Contractor’s invoice shall include a listing of all the items by item description, quantity, unit (installation location), and total purchase cost. The Contractor shall maintain the original copy of sales slip or other documentation in full support of his monthly invoices, when submitted.

1.5. GENERAL INFORMATION:

1.5.1. Quality Control Plan: The Contractor shall develop and maintain a quality control program to ensure all services received are in accordance with manufacturer recommendations. 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 para 2, Service Summary.

1.5.2. Work Schedule: The Contractor shall provide an annual schedule no later than (NLT) five (5) calendar days prior to start date. The schedule will show the security gate location, date and time of the inspection and maintenance service specified in para 1.1. The CO and COR will evaluate and approve the Contractor’s schedule prior to commencement of work.

The Contractor shall not deviate from the approved schedule without prior permission of the CO.

1.5.3. Reports: The Contractor shall maintain chronological records and logs of each task. The Contractor shall submit a written report in English, in checklist format, no later than 24 hours after completion of each service specified in paras. 1.1 -

1.4. If any deficiencies are found for services specified in para 1.1 - 1.4, and are not correctable within the scope of each item, report the deficiencies to the COR with recommendations for possible corrective action by additional service or Level II Work service (para 1.3). In addition to submission of written reports, the Contractor shall, as deemed necessary, verbally report the outcome of their inspection to the COR.

1.5.4. Warning Signs: When services are being performed, the Contractor shall provide proper warning signs and barricades to warn all persons and vehicles of the possible dangers of entry through the security gate. The Contractor shall control persons and vehicles desiring access through the security gate while work is in progress.

1.5.4.1. Downtime of security gates shall be kept to an absolute minimum. The Contractor must notify the COR of all projected downtime and the estimated repair time.

1.5.4.2. The Contractor shall provide a two-man flag detail for both sides of the building 714 gate during maintenance. When a large emergency vehicle arrives, the Contractor shall open the gate promptly.

1.6. Quality Assurance: The Government will evaluate all contractor performance by COR monitoring. The COR will evaluate the contractor’s performance through periodic inspection and customer complaints. The Government will inspect tasks upon completion of the services. If performance is determined unacceptable, the Contractor shall correct or re-perform the performance immediately.

1.7. Hours of Operation:

1.7.1. Normal Hours of Operation: The Contractor shall perform the services required under this contract during the following hours: Monday through Friday, 0730 to 1630 hours except for emergency calls, except that services performed at the Fussa gate and Supply gate are from 0000 to 2400 hours. The personnel engaged in emergency call services (see para 1.2 of the PWS) are allowed gate access 24 hours a day, 7 days a week.

1.7.1.1. Recognized Holidays: The Contractor is only required to provide emergency call service on the following days:

U.S. Holidays 1st of January New Year’s Day 3rd Monday of January Martin Luther King Jr. Birthday 3rd Monday of February Washington’s Birthday Last Monday of May Memorial Day 4th of July Independence Day 1st Monday of September Labor day 2nd Monday of October Columbus Day 11th of November Veterans Day 4th Thursday of November Thanksgiving Day 25th of December Christmas Day

* Holidays falling on a Saturday will be observed the preceding Friday. Holidays falling on a Sunday will be observed the following Monday.

1.8. CONTRACTOR PERSONNEL:

1.8.1. Contract Manager: The Contractor shall provide a Contract Manager (CM) who shall be responsible for the performance of the work. The name of this person and an alternate(s), who shall act for the Contractor when the CM is absent, shall be designated in writing to the CO.

1.8.1.1. The CM or alternate shall have full authority to act for the contractor on all contract matters relating directly to this contract.

1.8.1.2. The CM and alternate(s) must be able to read, write, speak and understand English.

1.8.2. Contractor Employees:

1.8.2.1. Contractor’s service engineer (not necessarily the entire firm), shall have some experience in inspection and maintenance of electric security gate systems and related equipment. Contractor is required to submit the name(s) of service engineer(s) to the COR prior to commencement of work. In the event of any changes in the Contractor’s service engineer, the Contractor is required to immediately submit his/her replacement with the experience to the COR.

1.8.2.2. Contractor personnel shall present a neat appearance and 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 that contain the company name and employee name. The Contractor shall not employ persons for work on this contract that pose a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

1.8.2.3. The Contractor employees shall have “1st Class or 2nd Class Electrician （第１種電気工事士、又は、第２種電気 工事士） licenses from the appropriate prefectural or metropolitan government in accordance with the Electrical

Construction Law (電気工事法) enacted by METI, and at least five years’ experience in performing electrical work.

1.8.3. Security Requirements: The Contractor and their employees must comply with all security requirement imposed by the local installation commander at all time while performing the requirements of this contract on this military installation.

The prime contractor is responsible for understanding and insuring subcontractor compliance with AFI 31-204, Motor Vehicle Traffic Supervision.

1.8.3.1. Base Passes: It shall be the Contractor's responsibility to arrange for base passes (identification cards) which shall be carried by the individual bearers at all times while on United State Government premises, and necessary vehicle permits required for entry onto this installation. The Contractor shall submit written requests for base pass issuance to the CO and shall be responsible for all base passes issued to his employees and employees of any subcontractors. The Contractor shall obtain the necessary base passes and vehicle permits prior to performing any portion of the contract requirements. The Contractor shall return all base passes to the Japanese Pass Section at Yokota AB upon termination of employment or completion of the contract.

1.8.3.2. Vehicle Passes: All contractor vehicles used in the performance of work under this contract shall be registered and maintained in accordance with applicable paragraphs of 374 AWI 31-204, Yokota Air Base Motor Vehicle Traffic Supervision (PA). All contractor personnel operating a motor vehicle on this installation shall be aware of and abide by current driving policies. All contractor personnel occupying a vehicle, while the vehicle is inside the confines of the installation, will wear seat belts. There will be no exceptions to this policy. Any contractor traffic violations may result in the denial of further installation driving.

1.8.4. Safety:

1.8.4.1. In all activities related to performance of the contract, Contractor shall comply with the general safety requirements of AFI 31-204, Motor Vehicle Traffic Supervision; AFOSH 127-1 through 161-1; AFOSH 161-1 through 161-9; EM 385-1- 1; and NFPA 241, Standard for Safeguarding Construction, Alteration, and Demolition Operations, with applicable attachments, figures, and tables

1.8.4.2. The Contractor shall be responsible for ensuring all work performed under the contract is accomplished in a safe and proper manner.

1.8.4.3. All contractor employees shall be instructed on accident prevention and safety. Special emphasis shall be placed on safe and proper working conditions. The Contractor shall conduct training for all employees on appropriate safety measures and on the employees’ obligation to obey all existing safety regulations.

1.8.4.4. Prior to the performance of work at the facility, the Contractor shall hold a safety briefing that applies to the requirements of this contract. The Contractor will maintain a record of this safety briefing and make this record available, at any time, to the Government.

1.8.5. Key Control: The Contractor shall establish and implement plans to ensure all keys issued by the Government are not lost, misplaced, and/or used by unauthorized persons.

1.8.5.1. The Contractor shall not duplicate any keys issued by the Government.

1.8.5.2. The Contractor shall immediately report to the CO or the COR any occurrence of lost or duplicated keys.

1.8.5.3. In the event any keys, excluding master keys under Government control, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government.

The Government may, however, at its option, replace the affected lock or locks or perform re-keying and recoup the cost of such from the monthly payment due the contractor.

1.8.5.4. The Contractor shall prohibit the use of keys issued by the Government by any persons other than contractor employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements.

1.8.5.5. Lock Combinations: The Contractor shall control access to all Government-provided lock combinations to preclude unauthorized entry.

1.8.6. Warranties: The Contractor agrees to provide the most favorable commercial warranties that the manufacturer or supplier provides to any customer for the types of items furnished under this contract. The rights and remedies provided therein are in addition to, and are not limited by, any other clause of this contract. 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. The Contractor shall maintain records of all warranted items to include item description, location, manufacturer, model, data serial numbers, and expiration dates of the warranties.

1.9. CONTRACTOR FULL-TIME REPORTING

1.9.1. The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for 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.

1.9.2. 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 ECMRA help desk.

1.9.2.1. Reporting Period: Contractors are required to input data by 31 October of each year.

1.9.2.2. Uses and Safeguarding of Information: 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.

1.9.2.3. User Manuals: Data for Air Force service requirements must be input at the Air Force ECMRA link. However, user manuals for Government personnel and contractors are available at the Army ECMRA link at http://www.ecmra.mil.

2. SERVICES SUMMARY (SS): The contractor service requirements are summarized into performance objectives that relate directly to mission-essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

http://www.ecmra.mil/

Performance Objective PWS Para Performance Threshold Method of Assessment

SS# 1: Preventive Maintenance Services 1.1.

95% of the required maintenance actions are completed satisfactorily per month

Periodic Inspection and Customer Complaints

SS# 2: Service Repair Calls 1.2.

100% of the service call are completed satisfactorily per call/service

100% Inspection

SS# 3: Reports 1.5.3. 100% of the submission of written report per call/service 100% Inspection

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. Government-furnished utilities: For the performance of this contract, the Government will provide, as available, electricity, water and sewage.

3.1.1. The Contractor shall make sure employees practice utility conservation. The Contractor shall be responsible for operating under conditions that prevent the waste of utilities.

3.1.2. The Government will, without cost to the Contractor, supply reasonable amounts of water and electricity required to perform the requirements of this PWS. The Government will also provide, for emergency purposes only, security police fire protection, and emergency hospital services, obtainable by dialing DSN 911:

3.1.3. Any time the Contractor uses one of the above services; the Contract Manager (CM) shall immediately report it to the COR and follow up with a written report of all the details within 48 hours.

4. APPENDICES:

A. Electric Gate Systems Information B. Map of Gate Locations and Drawing Plans C. Monthly Inspection and Maintenance Checklist

APPENDIX A

Electric Gate Systems Information

Qty Gate Type Manufacture Location Gate Number 1 Electric Toyo Exterior Bldg 71 5 1 Electric Toyo Exterior Bldg 85 85 1 Electric Toyo Exterior Bldg 530 4 1 Electric Toyo Exterior Bldg 714 714 1 Electric Toyo Exterior Bldg 906, Hangar 15 1 1 Electric Toyo Exterior Bldg 950 950 2 Electric Toyo Exterior Bldg 955 955 1 Electric Toyo Exterior Bldg 4137 4137 1 Electric Toyo Exterior Bldg 1585 9 1 Electric Toyo Exterior Blue Route 8 2 Electric Toyo Exterior Bldg 1394 1394 1 Electric Delta Scientific Co Fussa gate N/A 1 Electric Delta Scientific Co Supply gate N/A

Service Repair Calls History

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

1 1

1 1 2 1

2 1 0 0 3