PWS-FA5270-13-R-0045.pdf

FA5270-13-R-0045 Attachment #1

PERFORMANCE-BASED WORK STATEMENT (PWS)

FOR

PREVENTIVE MAINTENANCE OF REAL PROPERTY

FIXED EQUIPMENT FOR DEFENSE LOGISTICS

AGENCY ENERGY OKINAWA, OKINAWA JAPAN

20 August 2013

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SERVICES SUMMARY 14

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 14

4 GENERAL INFORMATION 14

5 APPENDICES 23

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, labor, manpower, and appropriate license(s) and qualification(s) necessary to perform and accomplish preventive maintenance of fixed equipment, listed in paragraph 1.2.3 and 1.2.6, for Defense Logistics Agency Energy Okinawa (DLA-Energy Okinawa). The fuel equipments are located at central Okinawa on all services installations.

1.1. BASIC SERVICES.

1.1.1. Equipment is considered to be in good serviceable condition if it is performing all its intended functions and there are no missing or broken parts. Equipment shall not be rejected on the basis that it needs cleaning, minor repairs, or adjustments.

1.1.2. Within ten (10) working days after receipt of the awarded contract, the contractor and the Contracting Officer Representative (COR) will coordinate a completion date for examination of equipment tendered for scheduled or periodic maintenance, listed in paragraphs 1.2.1 and 1.2.3 of this PWS. The completion date for the examination shall be no longer than thirty (30) days after receipt of the awarded contract. Examination of the equipment will be at no additional cost to the government.

1.1.3. Upon completion of the examination, the contractor must notify the Contracting Officer (CO), in writing, of any equipment not acceptable for surveillance, inspection and maintenance.

Equipment shall not be rejected on the basis that it needs cleaning, minor repairs or adjustments.

Contractor must state the reasons for the rejections and repairs needed to bring the equipment to an acceptable condition.

1.1.4. Failure to notify the COR within seven (7) working days after agreed completion date shall constitute acceptance by the contractor of all equipment listed on the awarded contract.

1.1.5. Scheduling. The contractor shall contact the COR by telephone at least seven (7) work days prior to inspection. The contractor shall provide a schedule each month for the rectifier surveillance program seven (7) work days prior to going out on their inspections. This schedule will list the areas/equipment that will be worked for each day of the schedule.

1.1.6. Required Surveillance Inspection Month. For requirements contained in paragraph 1.2.3 November and May each year. For requirements contained in paragraph 1.2.1.2.1 September through August (12 inspections per year). For requirements contained in paragraph 1.2.1.2.2 October (1 inspection per year).

1.2. SPECIAL REQUIREMENTS.

Work performed shall consist of all service calls required during the term of the contract. The government will provide any manufacturer repair/parts manual they have in their possession.

Manuals for some of the equipment listed in paragraph 1.2.3 and 1.2.4 may not be on hand.

Work performed shall be in accordance with manufacturer’s commercial practice and shall include, but not be limited to, cleaning, oiling, adjusting, replacing of parts, where needed, and keeping the machine in good serviceable condition.

1.2.1. Monthly Rectifier Surveillance.

1.2.1.1. Criteria. Ensure the nineteen (19) rectifiers are operable and that output levels are within accepted target values, outlined in the logbook provided by the DLA-Energy Okinawa.

The rectifiers are located as follows:

LOCATION QUANTITY

Chimuwan Tank Farm 1 4 ChimuwanTank Farm 2 2 Chimuwan Tank Farm 3 3 Kuwae Tank Farm 1 2 Kuwae Tank Farm 2 4 White Beach 1 Valve Box (VB)-7 at Chimuwan Tank Farm 2 1 Valve Box (VB) 29 at Kadena Air Force Base 1 Tengan Booster Bldg 308 1

1.2.1.2. Procedure.

1.2.1.2.1. Rectifier Monthly Surveillance. (September through August).

a. Record the rectifier voltage and amperage values as indicated by the corresponding meter.

These meters are mounted on the exterior panel board within the rectifier cabinet. Adjust rectifier if readings are outside the parameters listed on the rectifier monitoring sheet.

b. Open the rectifier doors and ensures the units are relatively clean and free of debris.

c. Perform corrosion control on rectifier enclosure as required.

d. Repair or replace rectifier components only as required.

1.2.1.2.2. Rectifier Annual Surveillance. (October).

a. During the monthly surveillance the voltage and ammeter must be calibrated to ensure accuracy. This is accomplished by measuring the output levels with a portable meter and comparing values with those registered on the permanent meters. The voltage output is measured directly by reading across the output lugs with a standard multimeter. Current output is measured indirectly by reading across the calibrated shunts provided within each rectifier with the same portable multimeter. The rating of each shunt is embossed on the shunt bar.

b. Repair or replace only as needed.

1.2.1.2.3. Monthly Recording of Rectifier Data.

a. All pertinent rectifier data shall be recorded on the rectifier monitoring sheets provided to the contractor by the DLA-Energy Okinawa. These forms shall be dated and signed, and any changes or unusual circumstances that may have had an influence on the readings shall be noted in the “comments” column.

b. Record any adjustment to the rectifier output in terms of the final transformer tap settings.

c. A report will be provided to the DLA-Energy Okinawa on a monthly basis indicated the rectifiers readings for that month. This report can be a hard copy or electronic, but must be approved by the DLA-Energy Okinawa. The report for the first monthly inspection must include that the voltage and ammeter were calibrated and identify any meters that could not be calibrated and are in need of replacement.

1.2.1.3. Recommended Equipment.

High-input impedance multimeter with 0 to 1000 VAC and 0 to 1000 VDC scales. The following meters are approved by DLA- Energy Okinawa

a. Beckman Model HD- 100.

b. Fluke Multimeter Model 27.

1.2.1.4. Malfunction. A malfunction is indicated when output levels are outside the target values given on the rectifier maintenance sheets. In the event an abrupt change in rectifier output level occurs or the rectifier becomes inoperable, utilize the rectifier troubleshooting information contained within this document.

1.2.1.5. Summary. The rectifier unit converts AC power to DC power, which is supplied to the impressed current anodes situated in the soil around the tanks and along the pipelines. This current is discharged from the anodes, travels through the soil to the metallic tanks and piping.

The current returns to the rectifier via the negative cables attached to the tanks and piping.

Rectifier surveillance is required to ensure that the rectifier units operate on a continuous basis at desired output levels.

1.2.2. Trouble Shooting Rectifier Units. As part of the monitoring and maintenance of impressed current cathodic protection systems, owners are to record rectifier output levels every thirty (30) days. This monitoring is required to ensure the system remains operable. The rectifier operating status is also to be verified as part of the annual cathodic protection survey. If the rectifier unit is determined to be inoperable or operating outside established target values at any time, corrective action must be taken within sixty (60) days. To determine the corrective action needed, diagnostic trouble shooting as follows must be administered.

1.2.2.1. Precaution.

The following precautions should be observed when troubleshooting rectifiers:

a. Turn the rectifier off when handling components within the rectifier. Turn off the circuit breaker at the AC panel board and at the rectifier cabinet.

b. Check the rectifier-wiring diagram before starting to troubleshoot.

c. Make certain that meters used in troubleshooting are properly connected. The multimeter should be connected across the points where the voltage is to be measured while the ammeter should be placed in series with the circuit being tested. A millimultimeter should be connected across the terminals on the rectifier shunt. Correct polarity must be observed then using DC instruments.

1.2.2.2. Procedures. Most rectifier troubles are simple and do not require extensive detailed troubleshooting procedures. The most common problems are: blown fuses, faulty meter, loose terminals, open anode leads, and lightning strike damage. These troubles are usually found by a simple visual inspection of the rectifier.

For more difficult troubles, however, it is usually better to systematically isolate the rectifier components until the defective part is found. This may be done as follows (see Figure 1):

a. Check to see whether voltage is being applied to the rectifier by placing the leads from an AC multimeter across the line side of the circuit breaker at points A and B. If there is no AC voltage, there is a problem at the panel box.

b. Check across the load side of the circuit breaker at points C and D to determine whether it is defective. The voltage should be the same as that at points A and B with the switch turned on and power applied. If there is no voltage, the rectifier breaker is defective.

c. With an AC multimeter, check the transformer secondary windings (at points E and F) to determine whether voltage is present between coarse and fine tap bars. If there is AC voltage across the taps, the transformer is fully operable. If the circuit breaker has tripped, indicating a possible short circuit, the transformer may be isolated from the DC circuit by removing at least one (1) of the secondary tap changing link bars (E and F). If the circuit breaker continues to trip, check for possible shorts within the transformer. If it no longer trips, the short is not in the transformer, but either in the rectifier stack or in the DC circuit.

d. If the circuit breaker trips, the stack may be isolated from the rest of the DC circuit by removing one of the DC leads at either point K or If the breaker continues to trip, the stack is defective and must be replaced.

e. If DC voltage is present at the rectifier output terminals (K and L) but no current is flowing, there is an open circuit in one of the external DC leads.

f. Faulty meters may cause the rectifier to appear defective when it is actually operating.

The meters may be checked with portable meters known to be accurate.

1.2.2.3. Troubleshooting Techniques. Many rectifier problems have symptoms, which are obvious; however, the obvious should never be overlooked. Loose connections, signs of arcing, strange odors, etc., indicate troubles, which do not require elaborate test procedures to uncover.

Some helpful troubleshooting techniques are:

If no output voltage or current is present, the trouble and remedy may be: Breaker tripped (or fuse blown):

a. If apparently due to steady overload, reduce the output slightly.

b. If the breaker trips repeatedly even with the output reduced, the cause may be a short circuit in some component. Isolate the component as described before and repair or replace.

c. If the breaker trips occasionally for no obvious reason, the cause may be:

1. Line voltage surges.

2. Intermittent short circuits. Isolate the component as described before. Check for loose brackets or connections. Check with ohmmeter while moving leads, etc. (Make certain power is turned off when using the ohmmeter).

3. Open circuit in some component or connection:

(i) Check all connections, fine and coarse transformer tap adjustment, and stack connections.

(ii) Rectifier stacks. Use an AC multimeter to see if voltage is applied to the stacks.

If so, they may be open-circuited and should be checked with an ohmmeter and possibly replaced.

4. Defective meters. Check the wires between the meters and the calibrated shunt and output lugs. If the wires are intact but the problem persists replace the meter.

5. Defective transformer. If AC line voltage is applied to the primary but none is present at the secondary, check to see whether there is an audible hum coming from the transformer. If so, the primary is operating but the secondary is probably open.

6. Circuit breaker. If the contacts do not close, they should be repaired or the breaker replaced.

7. Restore corrosion control coating where required. When work is completed all components requiring coating for the purpose of corrosion control shall be painted or coated in accordance with manufacturer’s design or intended purpose.

FIGURE -1

1.2.3. Semi-annual inspections on the following items. (November and May).

1.2.3.1. AC Drives: Three (3) 250HP drives at Chimuwan Tank Farm 1, three (3) 300HP drives at Chimuwan Tank Farm 2, one (1) 200 HP drive at Kuwae Booster, one (1) 200HP drive at Kuwae Tank Farm 2 and one(1) 200HP drive at White Beach Tank Farm.

a. Clean Ventilation Filters Six (6) Drives.

b. Check electric heater for proper operation.

c. Check ventilation fans for proper operation.

d. Check fault log and record faults on Fault Record Log.

e. Restore corrosion control coating where required. When work is completed all components requiring coating for the purpose of corrosion control shall be painted or coated in accordance with manufacturer’s design or intended purpose.

1.2.3.2. Electric Motors three (3) 250HP at Chimuwan Tank Farm 1, three (3) 300HP at Chimuwan Tank Farm 2 and two (2) 200HP at the Kuwae Booster, one (1) 200HP at Kuwae Tank Farm 2 and one (1) 200HP at White Beach Terminal. To include remote control starting, stopping and warning indicator panels at Kuwae Tank Farm 2 and White Beach.

a. Grease Motor bearing in accordance with Manufacturer Procedures.

b. Clean cooling vents using compressed air.

c. Perform insulation resistance test in accordance with manufacturer procedures. Record results to maintain a history of these readings.

d. Perform Dielectric Absorption Ratio in accordance with manufacturer procedures.

Record results to maintain a history of these readings.

e. Check for proper operation of remote control panel at Kuwae Tank Farm 2 and White Beach.

f. Check for loose bolts, fasteners, fittings and mounting devices. Correct minor deficiencies found. When work is completed there shall be no vibrations or movement or functions that are not intended or specified.

g. Restore corrosion control coating where required. When work is completed all components requiring coating for the purpose of corrosion control shall be painted or coated in accordance with manufacturer’s design or intended purpose.

1.2.3.3. Eight (8) 750GPM pumps. 3 at Chimuwan Tank 1 and Chimuwan Tank Farm 2, respectively, two (2) at the Kuwae Booster, one (1) 2000GPM pump at Kuwae Tank Farm 2 and one (1) 1400GPM pump at the White Beach Terminal.

a. Change oil in bearing housings if applicable.

b. Inspect for fuel or leaks. Report findings and recommend repairs.

c. Check mounting hardware for tightness.

d. Check pump to motor coupling for wear and proper alignment.

e. Restore corrosion control coating where required. When work is completed all components requiring coating for the purpose of corrosion control shall be painted or coated in accordance with manufacturer’s design or intended purpose.

1.2.3.4. One (1) electric operated entrance gate at the Chibana pipeline control center compound.

a. Check the gate opens and closes properly from both main and remote switches. Repair or replace switches as needed.

b. Check all electrical connections for tightness and waterproofing.

c. Check all mechanical gear boxes for tightness, wear on gear rack and motor gear. Repair or replace as needed.

d. Check rails and gate rollers for wear. Repair or replace as needed.

e. Replace gate rollers (wheels) 4 each, once every 24 months.

f. Lubricate gear rack, motor gear, rails and rollers as needed.

1.2.4. On Call Repairs

1.2.4.1. Services shall include all on call repairs necessary between regular inspections that are considered not to be critical or an emergency. Services will include on call repairs necessary on equipment listed in paragraph 1.2.6, below, at no additional cost to the government. Such service shall be furnished during the contractor’s normal business hours, within 48 hours after the government gives notice. The estimate is twelve (12) on call repair per year. This is only an estimate of on call repair calls. On call repairs could be fewer than twelve (12) or could exceed twelve (12).

1.2.4.2. If parts are needed the contractor must provide a list of parts required and cost estimate to the COR. The contractor is required to provide at least three (3) quotes if the parts or equipment will exceed $3,000 or yen equivalent prior to perform the work. The COR will have authority to authorize parts replacements up to $25,000.00 or Yen equivalent. The contracting officer must approve parts estimates exceeding $25,000.00 or Yen equivalent.

1.2.4.3. For any reimbursable work or parts, the contractor will be paid only for the actual call or service they have performed.

1.2.5. Emergency Repair Calls.

1.2.5.1. Emergency Repair. Equipment listed in paragraph 1.2.6 below is included for emergency repairs. Emergency repairs are considered to be failures of piping or equipment that stop or seriously degrade the DLA-Energy Okinawa’s ability to perform their required task.

1.2.5.2. Emergency repairs will be the decision of the operating unit, DLA-Energy Okinawa.

The contractor must take proper and immediate action for Emergency repairs, and must be available 24 hours including holidays and weekends. In the event of an emergency, the contractor shall be notified by the COR or designated representative. The contractor shall respond within two (2) hours after the government notification, for emergency repair calls. The estimate is twelve (12) emergency calls per year. This is only an estimate; emergency calls could be fewer than twelve (12) or could exceed twelve (12).

1.2.5.3. The contractor must provide a Point of Contact (POC), during non business hours include weekends and holidays that could be contacted to initiate emergency repairs.

1.2.5.4. If parts are needed the contractor must provide a list of parts required and cost estimate to the COR. The contractor is required to provide at least three (3) quotes if the parts or equipment will exceed $3,000 or yen equivalent prior to perform the work. The COR will have authority to authorized parts replacements up to $25,000.00 or Yen equivalent. The contracting officer must approve parts estimates exceeding $25,000.00 or Yen equivalent.

1.2.5.5. For any reimbursable work or parts, the contractor will be paid only for the actual call or service they have performed.

1.2.6. Repair and Replacement of Equipment List for On Call Repairs and Emergency Repairs Calls.

a. AC Drives: Three (3) 250HP drives at Chimuwan Tank Farm 1, three (3) 300HP drives at Chimuwan Tank Farm 2, one (1) 200HP drive at Kuwae Booster, one (1) 200HP drive at Kuwae Tank Farm 2 and one (1) 200HP drive at White Beach Tank Farm.

b. Electric Motors three (3) 250HP at Chimuwan Tank Farm 1, three (3) 300HP at Chimuwan Tank Farm 2 and two (2) 200HP Motors at the Kuwae Booster, one (1) 200HP at Kuwae Tank Farm 2 and one (1) 200HP at White Beach. To include the remote control starting, stopping and warning panels at Kuwae Tank Farm 2 and White Beach.

c. Eight (8) 750GPM pumps. Three (3) at Chimuwan Tank 1 and Chimuwan Tank Farm 2, respectively, two (2) at the Kuwae Booster, one (1) 2000GPM pump at Kuwae Tank Farm 2 and one (1) 1400GPM pump at the White Beach Terminal.

d. Nine (9) diesel engine driven pumps, five (5) at the Tengan Booster, and one (1) each at Chimuwan Tank Farm 1 & 2, Kuwae Tank Farm 2 and White Beach Terminal. To include remote control starting, stopping and warning indicators panels.

e. Six (6) flowmeters and remote indicators. Three (3) each at Chimuwan Tank Farm 1 and Chimuwan Tank Farm 2 respectively.

f. Six (6) electric motor speed remote indicators. Three (3) each at Chimuwan Tank Farm 1 and Chimuwan Tank Farm 2 respectively.

g. Six (6) air operated flow control valves and accessories, three (3) at Chimuwan Pump Station 1 and three (3) at Chimuwan Pump Station 2.

h. Water cooling pumps and electric driven radiator assemblies at Chimuwan Pump Stations 1 and 2.

i. One (1) electric operated entrance gate, Chibana pipeline control center compound.

j. Thirty four (34) electric motor driven pumps located in tank vaults for tank water draw off or sump pumps for the tank vaults. The pumps are located as described herein: three (3) at Kuwae Tank Farm 1, five (5) at Kuwae Tank Farm 2, ten (10) at Chimuwan Tank Farm 1, six (6) at Chimuwan Tank Farm 2, four (4) at Chimuwan Tank Farm 3 and six (6) at White Beach Tank Farm. A list of this equipment is available at the DLA-Energy Okinawa.

k. Fuel transfer pump IT-55, located in the tank vault of Tank C3001, Chimuwan Tank Farm 3.

l. Additive injection system located near VB 14 at Chimuwan Tank Farm 1.

m. Twenty (20) Diaphragm Control Valves, Tank High Level Valves, one (1) each in Tank Vaults, C1002, C1003, C1004, C1005, C1006, C2002, C2004, C2005, C3001, C3002, K1001, K1002, K1003, K2001, K2002, K2003, K2004, W0001, W0002 and W0003.

n. Nine (9) Diaphragm Control Valves, flow control valves for Pumps IP 4 at Chimuwan 1 Pump Station, IP 27 at Chimuwan 2 Pump Station, IP 57 at Tengan Booster, IP 66 and IP 107 at White Beach, IP 89 and IP 90 at Kuwae Tank Farm 2 Pump Station and IP 83 and IP 84 at Kuwae Booster Station.

o. All components at Truck Fill Stands located at White Beach, Kuwae Tank Farm 1 and Chimuwan Tank Farm 3, which include blocking valves, flow control diaphragm valves, register meters, load arms, strainers, piping and surge protectors.

p. Twenty two (22) product recovery systems consisting of 200 gallon storage tanks, electric driven 50GPM pumps, piping, electric switches and high and low level safety switches. These are located at tanks C1001, C1002, C1003, C1004, C1005, C1006, C2002, C2004, C2005, C3001, C3002, K1001, K1002, K1003, K2001, K2002, K2003, K2004, W0001, W0002, W0003, AST

FS1/FS2 Chimuwan Tank Farm 3 filter separator area and one each, AST FS1A, at White Beach Truck Fill Stand Pump area. Repair product recover tanks no pumps or switches, AST VB1-1, vicinity of C&D line manifold, 3000 gallons, AST VB1-2, vicinity under stairs outside VB 1, 3000 gallon, AST 800, near Bldg 800, Kuwae Tank Farm 2, 400 gallons, AST 819 A1, 2000 gallons and AST 819 A2, 1800 gallons in the vicinity of Bldg 819, AST 121A, 1300 gallons, in the vicinity of Bldg 121 Chimuwan Tank Farm 1.

q. The following Truck fill stand pumps and motors (On Call and Emergency Repair Calls only ):

Kuwae 1

IP 72

Motor: US Electric Co. 30HP; 230/460 Volts 3550 RPM;Explosion Proof

Pump: Gould MDL 3700, 600GPM; 140 ft TDH, 3560 RPM

IP-73

Motor: US Electric Co. 30 HP; 230/460 Volts 3550 RPM;Explosion Proof.

Pump: Gould MDL 3700, 600GPM; 140 ft TDH, 3560 RPM

Chimuwan 3

IP-45

Motor: Emerson Motor Co. 30 HP; 230/460 Volts, 1775 RPM;Explosion Proof

Pump: Gould MDL 3700, 600GPM; 140 FT TDH, 1775 RPM

White Beach

IP-69

Motor: US Electric Co. 50HP; 230/460 Volts 3545 RPM; Explosion Proof

Pump: Gould MDL 3700, 600 GPM;230Ft TDH 3550RPM

r. If necessary, emergency repairs to leaky petroleum pipelines to allow for continued operation until permanent repairs can be accomplished. This can include repairs by welding, leak clamps, building bypasses around the leaking areas of pipe, replacement of small section of mainline or branch piping and valves.

s. Repair or replace handrail, man way covers and vault covers, damaged by corrosion as identified by DLA-Energy Okinawa personnel within the funding limits of this contract.

1.2.7. Reimbursable Parts.

1.2.7.1. Contractor will provide a cost estimate for any parts needed for repairs with prior approval from COR or CO. The approval authority of COR & CO for repairs are as follows:

1.2.7.1.1. Approval of Cost Estimate Lower Than $25,000.00. The contractor shall provide, in writing, a cost estimate to include a description of suggested repairs, parts required, labor costs, and method of repair to the COR. The contractor is required to provide at least three (3) quotes if the parts or equipment will exceed $3,000 or yen equivalent prior to perform the work. Upon approval of cost estimate by the COR, the contractor shall perform the repair and make it fully operational.

1.2.7.1.2. Approval of Cost Estimate $25,000.00 or More. The contractor shall provide, in writing, a cost estimate to include a description of suggested repairs, parts required, labor costs and method of repair to the COR. The contractor is required to provide at least three (3) quotes if the parts or equipment will exceed $3,000 or yen equivalent prior to perform the work. After it is revised by the COR the contractor shall submit it to the CO at 18CONS. Upon approval of cost estimate by the CO, the contractor shall perform the repair and make it fully operational.

1.2.7.2. Parts will be on a reimbursable basis. The contractor will be reimbursed 100% for all replacement part’s cost. This also includes any man-hours expended in testing and repairing old parts to return them to a serviceable state. If parts must be replaced, only new standard parts of equal quality shall be used in effecting repairs. Parts that have been replaced will become the property of the government. Contractor shall return all replaced defective parts to the COR unless the replaced parts are used for trade-in as authorized by the CO or his designated representative. i.e. printed circuit boards.

1.2.7.3. For any reimbursable work or parts, the contractor will be paid only for the actual call or service they have performed.

1.2.7.4. When work is completed all components shall operate or function as was intended when the pumps and motors were newly manufactured.

1.2.8. Reports. Work completion report shall shown all work completed.

2. SERVICE SUMMARY (SS).

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. UTILITY. The government will provide electricity, water, and usage of sewage when available.

3.2. RESPONSIBILITY OF CONTRACTOR FOR GOVERNMENT PROPERTY.

The contractor assumes full responsibility and shall indemnify the government for any and all loss of damages resulting in whole or in part from acts of neglect or omissions by contractor, any subcontractor or any employee, agent, or representative of the contractor or subcontractor, to any government property while in their custody and case for storage, repairs, or services to be performed under the terms of this contract. The COR or contracting officer shall be notified by the contractor prior to the removal of any government owned property from DLA-Energy Okinawa, Chibana Compound. All equipment removed from the installation will be accounted for on a hand receipt with a copy provided to the contracting officer. The contractor shall notify the contracting officer of all government property removed from the base for repairs. Maximum allowable repair time for government property is 30 days, unless a written extension is obtained from the contracting officer. Emergency repairs will be completed as fast as possible to alleviate the emergency condition

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL.

4.1.1. The contractor is required to control the quality of services delivered to the government. The overall quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.1.2. Records of inspections shall be kept and made available to the government throughout the contract performance period and after the contract completion until final settlement of any claims under this contract.

Performance Objective

PWS Para

Performance Threshold

Monthly Rectifier Surveillance 1.2.1.1, 1.2.1.2.1 95% of the time Rectifier Annual Surveillance 1.2.1.2.2 95% of the time Monthly Recording of Rectifier Data 1.2.1.2.3 95% of the time Semi-Annual Inspections 1.2.3 95% of the time On Call 1.2.4 95% of the time Emergency Repair Calls 1.2.5 100% of the time

Submission of Reports 1.2.8 100% of the time

4.2. QUALITY ASSURANCE.

The government will periodically evaluate the contractor’s performance by appointing COR to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through Periodic Inspection on-site inspections and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance.

4.2.1. The COR or its Alternate is the authorized government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR or its Alternate, with a letter defining their duties and authority will be promptly furnished to the successful offeror.

4.2.2. The COR or its Alternate will inform the contract manager in person when discrepancies occur and will request corrective action. The COR or its Alternate will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

4.2.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the CO through the COR.

4.2.4. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the CO or authorized representative(s).

4.3. SECURITY REQUIREMENTS.

Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Except U.S. military installations where the required refuse collection services are performed, only two (2) contractor employees (contract manager and its alternate) shall require for base pass for access to Kadena Air Base. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.3.1. ID Passes, Badges and Vehicle Stickers. The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter the U.S. military installations prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the CO or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

The contractor shall submit a request for base passes for his employees to the 18th Contracting Squadron, Attention: 18 CONS/LGCB, Kadena Air Base, for recommendation of approval by the Pass and ID Section. After approval from 18 CONS/LGCB, the contractor shall follow the instructions for acquiring designated pass for entry into applicable Army facilities at Camp Foster, Bldg 456, at DSN 645-2239/7519 or from off base dial 098-970-2239/7519.

Contractor personnel desiring entry into Petroleum Oil Lubricants (POL) facilities (Kuwae Tank Farm #1 & 2, Chimuwan Tank Farm #1, 2 & 3, White Beach Tank Farm and Tengan) must obtain a POL security badge in addition to the above standard pass. For POL Badges follow the instructions from DLA-Energy Okinawa, Bldg 53135 at 632-4002/4707 or from off base dial 098-962-4002/4707.

For vehicle access, follow the instruction from Vehicle Registration, Bldg 5638, Camp Foster, at DSN 645-3200 or from off base dial 098-970-3200. The prime contractor shall be responsible for all passes issued to his/her or his subcontractor’s employees under this contract. The government reserves the right to obtain certification of receipt for all base passes upon termination of employment or completion of contract, prior to payment of final invoice.

Contractor employees will be required to display identification badges.

4.4. PHYSICAL SECURITY.

The contractor shall be responsible for safeguarding all government property provided for contractor use (if applicable). At the close of each work period, government facilities, property, and materials shall be secured.

4.4.1. Key Control (When applicable). The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government. The contractor shall coordinate with the COR to obtain keys for work areas that are fenced-in. The contractor shall return the keys to the COR before close of business every day. Failure to do this may result in refusal of key use by the government.

4.4.1.1. The contractor shall immediately report the loss of a duplicate key to the COR.

4.4.1.2. In the event, keys other than master keys, are lost or duplicated, the contractor shall, upon written direction of the CO, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

4.4.1.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

4.4.2. Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

4.5. HOURS OF OPERATION.

4.5.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: 0730 thru 1630 hrs, Monday thru Saturday, except U.S Holidays. The contractor may work, with prior approval of the CO, extended hours to ensure timely completion of work at no additional cost to the government.

4.5.1.1. Recognized Holidays. The contractor is not required to provide service on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day, and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

4.6. CONSERVATION OF UTILITIES.

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

4.6.1. Lights shall be used only in areas where and when work is actually being performed.

4.6.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.6.3. Water faucets or valves shall be turned off after the required use has been accomplished.

4.6.4. Government telephones shall be used only for an official government business.

4.7. RECORDS.

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Applicable Publications and Forms. If requested by the government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

4.8. ENVIRONMENTAL CONTROLS.

4.8.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), Appendix C Department of Defense, prefectural and local environmental laws and regulations and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect.

4.8.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Army Fire Dept at 911 and the COR. The liability for the spill or release of such substances rests solely with the contractor and its agent. The contractor is responsible for spill clean-up, remediation and disposal in accordance with appropriate laws and regulations.

4.8.3. Use of Hazardous Materials. The contractor’s use of any hazardous materials will require the submittal of a Material Safety Data Sheet (MSDS) in English and in Japanese for each item utilized. The contractor shall prepare to obtain the approval through the COR from the Fire Department, Safety and the Environmental Office prior to the use of the item. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The contractor shall be responsible for the proper handling, labeling, storage and disposal of hazardous materials in accordance with all existing laws and regulations set forth by the Prefecture Government of Okinawa, Japan.

Storage of hazardous material on the installation is prohibited and all hazardous material will be removed from the installation at the end of each work day.

4.9. GOVERNMENT OBSERVATIONS.

Government personnel, other than the CO and COR, may from time to time, with the CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

4.10. SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall:

4.10.1. Conform to safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.10.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) http://www.osha.gov/, Japan Environmental Governing Standards (JEGS), Appendix C by US Force Japan and general safety requirements of EM 385-1-1, dated 03 November 2003, “US Army Corps of Engineers, Safety and Health Requirements Manual”. See website address http://www.usace.army.mil/usace-docs/eng-manuals/em385-1-1/toc.htm for this regulation.

4.10.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

4.10.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

4.10.5. All subcontractors shall comply with the safety provisions and clauses of this contract as applicable.

4.10.6. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones: While working on Torii Station, Bolo Point, Kuwae Tank Farm I and II, and Naha Port and Naha Annex, call Kadena Dispatch at 098-934-5911 or 098- 962-9445; While working on Chimuwan Tank Farm I, II & III and Patrol Road POL Line Patrol, call Foster Dispatch at 098-911-1911; While working on White Beach at 098-954-1400 or 1411.

4.10.7. Record and report promptly (within one hour) to the CO or COR all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.10.8. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the CO.

4.10.9. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

4.10.10. In the event of an accident/mishap the subcontractor's cooperation and assistance in accident reporting and investigation is necessary

4.10.11. The contractor will be responsible for instructing his employees in safety measures considered appropriate. The contractor shall not permit placing or use of any equipment in traffic or other locations in such a manner as to create safety hazards. Whenever applicable, the contractor will provide and place appropriate warning signs at work areas and its removal after completion of work.

4.10.12. All safety precautions shall be exercised when working in and around POL storage facilities. All contractor equipment shall be equipped with proper safety and noise-limiting devices and shall be kept in safe operating condition at all times.

4.10.13. All contractor vehicles shall be in good mechanical and safe operating condition. All vehicles shall keep dry chemical type fire extinguishers on each vehicle. These vehicles are subject to inspection at any time. The vehicles shall have the contractor’s (firm’s) name displayed in English on both sides and shall be readable up to a distance of at least 50 feet away.

4.10.14. All contractor employees entering POL areas shall not have matches or lighters in their possession. Smoking is prohibited at POL Facilities (Kuwae Tank Farm 1, 2, Chimuwan Tank Farm 1, 2 & 3, White Beach Tank Farms and POL Patrol Road). The contractor shall ONLY smoke in designated areas.

4.10.15. The contractor shall follow the US Army Regulation, Appendix B,4-3, a. (1), for usage of flammable liquid.

4.10.15.1. The contractor shall not use flammable liquid containers that do not meet Japanese Safety Requirements. Flammable containers, like plastic pet bottles shall NOT be used as a portable container for the usage of nylon cords.

4.10.16. Fire & Emergency Services.

The contractor shall be responsible to follow the Fire & Emergency Services (USAG-J Reg 420- 90). See website address https://intranet.zama.army.mil./CmdStaff/usagj/cmdgrp/reg.htm.

4.11. PARTNERING AGREEMENT.

The CO may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract.

Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment.

Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the civil engineer manager, the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

4.12. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.41.

In accordance with DoDI 3020.41, Operational Contract Support, paragraph 2.c, it is determined that Preventive Maintenance of fixed equipment for DLA-Energy Okinawa at U.S. Army Installations in Okinawa, Japan, has been identified by the Functional Commander/Director as an essential service.

4.13. PHASE OUT.

4.13.1. If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be, for 30 days after receipt of a notice from the CO. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of the required services.

4.13.2. The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor.

With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

4.14. PUBLICATIONS.

4.14.1. Compliance with all publications, regulations and operating instructions provided by the government is required when:

4.14.2. They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

4.14.3. The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

4.14.4. The contractor is required to acquire and work on the latest version of the publication.

4.15. CONTRACTOR PERSONNEL.

4.15.1. Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

4.15.1.1. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

4.15.1.2 The contract manager or his/her alternate shall be available on work sites during the normal hours of operation for the CO, COR, and other government personnel designated by the CO for any matters and issues concerning the contract.

4.15.2. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

4.15.2.1. Contractor personnel shall present a neat appearance and be easily recognized 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 company name and employee name in English.

4.15.2.2. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106.

4.15.2.3. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.16. JAPANESE ROAD LAWS.

4.16.1. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

4.16.1.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fall-out from motor vehicles or otherwise defacing roads unreasonably or without due cause.

4.16.1.2. Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

4.16.2. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or…