3 PWS.pdf

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

OPC 705 BOX 3 APO AP 96338-9001

PERFORMANCE WORK STATEMENT

FOR

INSPECTION AND CLEANING

OF

KITCHEN HOODS

AND

EXHAUST SYSTEMS

AT

CAMP ZAMA (CZ),

SAGAMIHARA FAMILY HOUSING AREA (SFHA),

SAGAMI GENERAL DEPOT (SGD)

(FEWR No. JF-50027-5J) 17 Mar 2026

Atachment 1 FA520926Q0018

Table of Contents

SECTION 1 Description of Services / General Information Page 2

SECTION 2 Services Summary Page 11

SECTION 3 Appendices Page 11

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 inspections, cleaning of kitchen hoods and exhaust systems at Camp Zama (CZ), Sagamihara Family Housing Area (SFHA), and Sagami General Depot (SGD). This service shall be performed in accordance with (IAW) this Performance Work Statement (PWS), the attached appendices, National Fire Protection Association (NFPA) 96 (https://www.nfpa.org/codes-and-standards/nfpa-96-standard-development/96) latest Edition and other commercial and local standards.

1.1. The contractor shall clean all kitchen hoods, grease removal device (include grease filter case), fans, ducts and other apparatus such as lighting cover, ventilation louver and louver cover.

Services will be performed per Appendix A, Listing of Required Services, to the systems as described on drawings in Appendix B. Fans and ducts.

1.2. Inspection and Cleaning

1.2.1. Inspection for Grease Buildup. The contractor shall inspect hood(s) and duct(s) before cleaning work in accordance with the NFPA 96 latest Edition (chapter 12). The result of the inspection shall be reported by paragraph 1.4. of this PWS.

1.2.2. Cleaning:

1.2.2.1. The kitchen hoods systems and exhaust systems shall be cleaned to remove combustible contaminants to a minimum of 0.05mm (0.002 in.), be free from all marks of grease, dirt, smudges, and other foreign matters to provide or maintain a clean, uniform appearance. The contractor shall provide the appropriate protection in the working area to prevent the kitchen equipment from smearing.

1.2.2.2. Electrical switches. At the start of the cleaning process, the contractor shall ensure the electrical switches that could be activated accidentally shall be locked out except for fire suppression system. After cleaning, the contractor will return all electrical controls, detection devices and system components to an operable state.

1.2.2.3. Components of the fire suppression system shall not be rendered inoperable during the cleaning process.

1.2.2.4. Flammable solvents or other flammable cleaning aids shall not be used.

1.2.2.5. The contractor shall not apply the cleaning chemical on fusible links or other detection devices of the automatic fire extinguishing system. This cleaning work does not include the kitchen fire suppression system.

1.2.2.6. After the exhaust system is cleaned, it shall not be coated with powder or other substances.

1.2.2.7. When cleaning procedures are completed, all access panels (doors) and cover plates shall be restored to their normal operational condition.

1.2.2.8. When an access panel is removed, a service company label or tag preprinted with the name of the company and giving the date of cleaning shall be affixed near the affected access panels.

1.2.2.9. Dampers and diffusers shall be positioned for proper airflow.

1.2.2.10. Inaccessibility. When the ducts and/or exhaust systems are inaccessible and require modification to facilitate cleaning, the Contractor shall notify the Contracting Officer Representative (COR) and the Contracting Officer (KO) for immediate resolution, except for 425 (Hunt Brothers Pizza) and 906 in CZ, and 104 and 122-01 in SFHA.

1.2.2.11. Reporting Repairs. The Contractor shall report any required repairs to the kitchen hoods and exhaust systems to the COR or KO immediately upon discovery and submit a detailed report in writing within 2 days.

1.2.2.12. After each cleaning service, all items moved by the contractor before cleaning the kitchen hood shall be returned to their original position.

1.2.2.13. Upon completion, the contractor will submit a certificate to the COR showing the name of the person(s) performing the work and the date of cleaning for maintaining at the site by building manager(s).

1.3. Work Schedule. The contractor shall submit a planned work schedule to the COR for approval one (1) month before the performance start date. The schedule shall meet the requirement for the buildings in the frequencies established at Appendix A. The requirements are based on historical occurrences.

1.4. Performance Report. The contractor shall submit the performance report after completion of cleaning work both in English and in Japanese to the COR within 15 calendar days after completion of each works. The report shall be digital format-type and hard copies and include the following items at a minimum: (After that COR will submit the report to the USAG-J Assistant Chief of Fire Prevention).

(1) Location of the hood, duct, fan

(2) Date and time work performed

(3) Name of technician who performed

(4) Description of service performed (Provide photos of before and after cleaning and grease depth measurement)

(5) Used material.

(6) Deficiency and Recommendation, if found.

(7) Signature of Contractor Representative

(8) Specifies areas that were inaccessible or not cleaned.

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) and the COR via the roster (paragraph 2.1.7). 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, email 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 Japanese, and have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued in English and Japanese by the KO or COR. 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 as required by DFARS 211.106. Contractor employees shall identify themselves as contractor personnel by introducing themselves or being introduced as contractor personnel and wearing distinguishing clothing bearing the name or the company, wearing badges which contain the contractor’s company name and employee name, or other visible identification in performance of contract requirements or for meetings with Government personnel. In addition, contractor personnel shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

2.1.2.1. Personnel Qualifications. The contractor shall be responsible for their employees have the following current and valid professional certification for the entire life of this contract;

Kitchen exhaust equipment diagnostician (厨房排気設備診断士) issued by an authorized agency recognized by the Japan Air Distribution Control Association (JADCA 一般社団法人 日 本空調システムクリーニング協会). A copy of the certificates or permits must be submitted prior to contract award.

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 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 COR prior to start of performance. The roster must include all employee names, email 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 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. 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 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. 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 in accordance with FAR 52.212-4 by COR. The COR 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 shall perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. legal and other designated holidays listed below) during the hours listed in Appendix A, unless prior arrangements have been made with the COR(s).

2.7.2. Legal Federal Holidays in the U.S. and Other Designated Holidays.

Federal Holidays in the U.S.

1 January New Year’s Day 3rd Monday in January Birthday of Martin Luther King Jr.

3rd Monday in February Washington’s Birthday Last Monday in May Memorial Day 19 June* Juneteenth National Independence Day 4 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 3rd Monday in July Marine Day 11 August* Mountain Day 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 normal duty hours, the contractor shall request approval prior to performance from the COR and shall do so at no additional cost to the Government.

2.7.4. Interference with Government Operations. The contractor shall make every effort to schedule its cleaning activities so as not to interfere with U.S. Government operations. In the event the nature of the work makes such interference necessary, the contractor shall provide the COR(s) with a minimum of five (5) days advance notification of the proposed work.

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 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 the USAG Japan Regulation 190-13. 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. 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.

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

2.8.6.1. 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.

2.8.6.2. 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 email.

(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 COR.

2.8.7. 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 ensure compliance by all subcontractors.

2.8.8. 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, 05, 11 and 22 of EM 385-1-1, the U.S. Army Corps of Engineers’ Safety and Health Requirements Manual, https://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1- 1.pdf

2.8.9. 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.

2.8.10. 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 COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such substance. The contractor shall comply with municipal environmental laws to protect the health and safety of employees/residents and minimize or eliminate environmental pollution. 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 Safety Data Sheets (SDS). Upon request of the COR, the contractor shall submit the SDS to the COR.

2.8.11. Environmental and Hazardous Material Handling. The contractor shall comply with the JEGS to protect the health and safety of employees/residents and minimize or eliminate environmental pollution.

The contractor shall follow Spill Prevention and Response. In the event of a spill or release of Petroleum, Oil and Lubricants (POL) and hazardous substances occurred on USAG Japan facilities, the contractor shall immediately notify the Directorate of Emergency Services (#911 or 046-407-2911) and the COR of the incident. The contractor will be liable for containment and clean-up of the spill /release.

2.8.12. 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.

2.8.13. 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.

2.8.14. 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 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.

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 requirement. These thresholds are critical to mission success.

SS Number and Performance

Objective

PWS

Paragraph Performance Threshold Method of

Assessment

SS #1. Perform Inspection for Grease Buildup and cleaning

Para 1.2.1 Para 1.2.2 Three (3) defects are allowed per year.

Periodic Inspection and

Customer Complaints

SS #2. Submittals Para 1.4 One (1) late submission allowed per year

100% Inspection

SECTION 3

APPENDIX A: Listing of Required Services

APPENDIX B: Maps and Sketches