Atch 1_E-Gate PWS 20260724_Revised.pdf

PERFORMANCE WORK STATEMENT

FOR

INSPECTION AND MAINTENANCE

OF

ELECTRIC GATE SYSTEMS

AT YOKOTA AIR BASE, JAPAN

Yokota AB, Japan 24 Jul 2026

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 and B. 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. In the event that the work cannot be performed due to the other party’s circumstances, the schedules shall be rescheduled, and the maintenance shall be performed.

1.2. Service Repair Calls: In the event of malfunctions requiring immediate Contractor response, the Contractor is required to respond within three (3) hours after notification 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 Government Representative (GR).

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 GR. Upon completion, the Contractor shall prepare and submit a written English and Japanese report to the GR 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 the Price Schedule. 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. If there is a service call of same gate within twelve (12) hours, it should be covered by previous service call.

1.3. Level II Work: Level II work is defined as any repair, replacement, and new installation with warranty 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. It may be accomplished by other sources (Including other contracts) designated by the CO/GR. All Level II work shall be inspected and accepted by the GR. Upon the completion of the work, the Contractor shall submit the report within seven (7) calendar days to the GR. Any repair/replacement work exceeding the limitation of 50 man-hours is Level II Work. The Contractor shall notify the GR if it occurs. The Contractor shall provide information and instruction on the work scope to GR. When the Government determines to execute repair or replacement via third-party, the Contractor shall provide them with the work scope and historical data to maintain continuity.

1.4. Reimbursable 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, parts, or supply items which must be procured, the Contractor must obtain GR's approval before purchasing any item exceeding $3,000, but no prior approval is needed for items under $3,000. 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 GR 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 GR.

1.5.3. Reports: The Contractor shall maintain chronological records and logs of each task. The Contractor shall submit a written report in English and Japanese, 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, reports the deficiencies to the GR 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 government representative.

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 GR 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, and 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 GR monitoring. The GR 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 “Service Repair Calls”. The personnel engaged in “Service Repair Calls” 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 required to provide service calls 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 19th of June Juneteenth 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) and alternate CM who shall be responsible for the performance of the work.

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. The Contractor is required to submit the name(s) of service engineer(s) to the GR 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 GR.

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 Ministry of Economy, Trade and Industry (METI).

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. Reserved

1.8.3.2. Reserved

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. Each day, 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 shall 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 and the GR, 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 best commercial warranties the manufacturer offers to any customer for the items under this contract. These rights and remedies are in addition to and are not limited by any other clauses in this contract. The Government reserves the right to reject unserviceable or substandard items and require an acceptable replacement or full credit. The Contractor shall maintain records of all warranted items, including the description, location, manufacturer, model, serial numbers, and expiration dates. If the manufacturer is unable to provide a warranty, the Contractor shall cover it instead.

1.9 CONTRACTOR ACCESS TO DEPARTMENT OF THE AIR FORCE INSTALLATIONS

1.9.1. The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract.

Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

1.9.2. The contractor shall submit a written request on company letterhead to the contracting officer listing the following:

contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate with 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, to obtain a vehicle pass.

1.9.3. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

1.9.4. When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, citing the appropriate paragraphs as applicable.

1.9.5. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office. The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the “Access Self-Service” option. Failure to comply with these requirements may result in withholding of final payment.

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.

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

Periodic 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:

a. Security Police

b. Fire Protection

c. Hospital Emergency

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

4. APPENDICES:

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

APPENDIX A

Service Repair Calls History Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

5 0 0 2 4 1 1 0 0 1 5 4

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

2 4 3 1 1 1 1 2 1 4 0 2

Electric Gate Systems Information

Category: L= Large size, M= Medium size, S= Small size

Location Category Gate Size W x D x H mm Sliding Gate Type Manufacture Openin/Closing Frequency

1 Gate 1 Flight line gate nearby Hanger 15 L 7300 x 750 x 1200 / Gate Double BX Shinsei Seiki

SGO-30VC

4401 / Month

2 Gate 4 Flight line gate next on B.530 Fire Station

M 4300 x 750 x 1200 / Gate Double BX Shinsei Seiki

SGO-30VC

3148 / Month

3 Gate 5 Flight line gate nearby B.71 L 7420 x 750 x 1200 / Gate Double BX Shinsei Seiki

SGO-30VC

4312 / Month

4 Gate 8 Flight line gate for the Control Tower M 4300 x 750 x 1200 / Gate Double BX Shinsei Seiki

SGO-30VC

5146 / Month

5 Gate 9 Flight line gate nearby B.1585 MED Dental

M 4700 x 800 x 1200 / Gate Double BX Shinsei Seiki

SGO-30VC

5600 / Month

6 Fussa gate L * See PWS Double * See PWS

7 Supply gate L * See PWS Double * See PWS

8 Gate for POL Yard

S 6840 x 1000 x 2060 Single BX Shinsei Seiki

SGO-30VC

4652 / Month

9 The gate for B.950 Warehouse & Equipment Base M 9150 x 1300 x 970 Single Mitsubishi- Motor - GM-LJB Inverter - Hitachi - WJ-C1

10 Gate for Hazardous Materila Strage Area

Between B.952 and B.955 M 8280 x 1050 x 1640 Single Nabco Systems

CND-200

11 HAZZMAT Between B.966 & B.953 M 8280 x 1050 x 1640 Single Nabco Systems

CND-200

12 B.714 near by tennis court

The gate between B.714 & Tennis Court

L 13200 x 800 x 1200 Single

Fusodenki S-011100

Inverter - Toshiba VF-nC3

13 B.71 L 5300 x 750 x 1200 / Gate Double BX Shinsei Seiki

SGO-30VC

14 B.1394 Entomology

S 6710 x 810 x 2000 Single Toyo Exterior

B.1394

Entomology (Flight line side)

S 6710 x 810 x 2000 Single Toyo Exterior

APPENDIX B

Map of Gate Location and As-built Drawings

POL Yard

Gate.1

Gate for Hazardous Material Storage Area

The gate for B.950

HAZZMAT

Gate .4

Supply Gate

The gate between B.714 & Tennis court

Gate.5

The gate for B.71

Fussa Gate

Gate.8

Gate.9

Entomology x 2

APPENDIX C

Monthly Inspection and Maintenance Checklist

ITEM # DESCRIPTION OF ITEM Inspected

Perform an operational test in both automatic and manual mode on all moving mechanical equipment to verify proper operation, alignment, and safety device operation.

2 Lubricate all joints.

3 Check and adjust operating speeds, limit switches, vehicle detectors, tension adjusting devices, and accumulator pressures.

4 Examine the rail for debris buildup, cleaning as necessary to prevent improper functionality

5 Tighten or replace any loose bolts, drilling and tapping to the next size or using inserts if threads are stripped.

6 Check the condition of the painted surfaces, repairing priming, and touching up areas where the paint has been chipped or worn away.

7 Check all motor mounting bolts; tighten or replace them as necessary.

8 Check all the wheels. Clean all built-up debris and lubricate axle or mounting bolts.

Replace inoperable wheels as necessary.

9 Check revolving lights and traffic signaling devices for proper operation. Replace lamps as necessary.

10 Check the front and rear stoppers. Tighten loose stoppers as necessary, and replace broken parts.

11 Check push button switches, photocell sensors, radio equipment, and optional equipment for proper operation. Repair and/or replace inoperative parts.

12 Check the doorstop pillars for deformities, bending, corrosion, and visible rust.

Repair/replace parts as necessary.

13 Check the rack gear and sash rollers for damage, friction, strange noises, and vibrations. Repair/replace parts as necessary.

14 Check the driving gears, ensuring smooth revolutions are visible. Repair/replace parts as necessary.

15 Check stop devices for on-lock conditions after fully stopped. If slipping occurs, replace switch box.

16 Check the clutch for manual put-on and take-off operation. If switchover does not occur, replace switch box.

17 Check all keypads and keypad boxes. Repair/replace any damaged parts.

Remarks

Number of Open/Close Cycles Previous Month This Month

Right Gate

Left Gate