FA5270-16-R-0006 _Performance_Work_Statement.pdf

PERFORMANCE-BASED WORK STATEMENT (PWS)

For

OPERATING & MAINTENANCE ENGINEERING

ENHANCEMENT (OMEE)

OF

MEDICAL TREATMENT FACILITIES

KADENA AB, JAPAN

12 Feb 2016

18 MDG/SGSM

RFP No.: FA5270-16-R-0006 Attachment 1, Performance –Based Work Statement (PWS) Operating & Maintenance Engineering Enhancement (OMEE) for Medical Treatment Facilities

TABLE OF CONTENTS

Section Title Page

1 DESCRIPTION OF SERVICES 4

STATEMENT OF WORK 4

MANAGEMENT AND ADMINISTRATIVE SUPPORT 4

SCHEDULED MAINTENANCE 5

OPERATION AND MAINTENANCE RECORDS 7

UNSCHEDULED MAINTENANCE AND REPAIR 8

OPERATION OF UTILITY PLANT(S) AND SYSTEMS 10

PROJECTED SUSTAINMENT, RESTORATION AND MODERNIZATION PROJECT 11

ENERGY MANAGEMENT 12

SUBCONTRACTORS 12

AS-BUILT DRAWINGS 12

STORAGE OF FLAMMABLE AND OTHER SELECTED MATERIALS 12

CONTRACTOR FURNISHED FACILITIES 12

2 SERVICE DELIVERY SUMMARY 13

3 GENERAL CLAUSE WITH CONTRACTOR RESPONSIBILITY IN FACILITY 13

WORKLOADS AND BUSINESS PRACTICE

GENERAL INFORMATION 13

FACILITY WORKLOADS 13

EQUIPMENT 15

RECORDS 16

SERVICES 16

4 GENERAL INFORMATION 19

QUALITY CONTROL 19

QUALITY ASSURANCE 20

HOURS OF OPERATION 20

SECURITY REQUIREMENTS 21

CONTRACTOR PERSONNEL 22

VEHICLES 27

COORDINATION WITH OTHER CONTRACTORS 27

ADMINISTRATIVE REQUIREMENTS 27

TRAINING PROGRAM 27

ENVIRONMENTAL COMPLIANCE 28

EMERGENCY OR SPECIAL EVENT SERVICES 30

INSPECTIONS AND TOURS 31

BCE SUPPORT 31

PERMITS TO WORK 31

CONTRACTOR MANPOWER REPORTING 31

CONTINUITY OF SERVICES 32

SUBMIT INVOICES ELECTRONICALLY 32

5 HEALTH INSURANCE PORTABILITY & ACCOUNTABILITY ACT (HIPAA) OF 1996 33

Operating & Maintenance Engineering Enhancement (OMEE) for Medical Treatment Facilities

APPENDIXES

1. Definitions

2. Facilities and Workload Information

2a. Facilities

2b. Workload Information

2c.Unscheduled Maintenance – Historical Data

2d. Emergency Maintenance – Typhoon Data

3. Maps and Work Area Layouts

4. Required Reports

5. Items Incidental to the Place of Performance

5a. Facility Workloads

5b. List of Incidental Equipments and Items

6. Publications and Forms

7. Required Immunizations

SECTION 1

DESCRIPTION OF SERVICES

1.1. STATEMENT OF WORK. The contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, and other items and services necessary to perform all operation, maintenance and repair tasks and functions as defined in this Performance Work Statement (PWS).

Services will be provided at buildings 90, 428, 626, 731, 850, 853, 859, 910, 912 and 920, Kadena Air Base, Okinawa. Government reserves the right to add or remove buildings during this life of contract as mission requirement dictates.

1.1.1. The contractor shall perform to the standards in this contract. The estimated quantities of work are listed in appendix 2b, Workload Estimates. It is not the intent of this PWS to tell the contractor "how to" do the tasks unless procedural guidance is absolutely necessary for safety, interaction with other government offices, or is mandatory under government technical orders. If a government technical order or instruction is cited in whole or in part, that instruction, or portion thereof, will be included in Appendix 6.

1.2. MANAGEMENT AND ADMINISTRATIVE SUPPORT. The contractor shall provide guidance and coordination for plant operation functions to ensure effective and economical operations of all Military Treatment Facilities (MTF).

1.2.1. Briefings. The contractor shall brief MTF and installation management as requested by the COR (Contracting Officer Representative). Briefings will cover all aspects and functions of MTF plant operations and maintenance.

1.2.2. Correspondence. The contractor will maintain a suspense or correspondence tracking system to ensure timely response to correspondence and reports. When requested by COR, the contractor shall provide input to the CO and the COR regarding official inquiries pertaining to MTF facility operations.

1.2.3. Suggestions. When the MTF Facilities Management office is tasked with evaluating suggestions relating to the operation, maintenance and/or repair of medical facilities, the contractor may provide input when requested by the COR.

1.2.4. Engineering Issues. The contractor shall be responsible for day-to-day interface with other MTF work centers. Topics for interface include, but are not limited to, real property issues, engineering environmental issues (storage, handling, disposal of hazardous waste, asbestos abatement) and fire prevention and suppression issues (fire alarm maintenance).

1.2.5. Environmental Protection. The contractor shall ensure appropriate coordination through the COR in the purchase, use, handling, storage, and disposal of all hazardous materials and wastes.

1.2.6. Disaster/Contingency Planning. The contractor shall be familiar with, provide input to, and support existing disaster/contingency plans to ensure medical interruptions are minimized.

Operating & Maintenance Engineering Enhancement (OMEE) for Medical Treatment Facilities

These plans include but are not limited to the Medical Contingency Response Plan (MCRP)

1.2.7. Medical Equipment Maintenance Personnel. Medical equipment and maintenance personnel work on direct patient care equipment. The contractor shall work in conjunction with medical equipment maintenance personnel as required during the installation, repair or removal of medical equipment.

1.2.8. Operating Records and Reports. The contractor shall prepare and submit to the COR all required operating records and reports, as required by operating procedures, accreditation, and other regulatory documents as listed in Appendix 4. These reports shall be prepared and submitted to the COR monthly to arrive by the eighth of the month following the reporting period. 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 Appendix 9, Applicable Publications and Forms. If requested by the government, the contractor shall provide the original record, or a reproducible copy of any such record. This includes all records, files, documents, and working papers provided by the government and/or generated for the government in the performance of this contract become and remain government property. In addition, the contractor shall utilize, maintain and update Defense Medical Logistics Standard Support (DMLSS) software program database modules to include, but not limited to, facility inventory, room inventory, real property equipment inventory, maintenance procedures, Preventative Maintenance (PM) scheduling, The Joint Commission (TJC), procedures and requirements listings, budget, and work order control.

1.3 SCHEDULED MAINTENANCE.

1.3.1. Facilities, Equipment, and Systems Maintenance Scheduling. The contractor shall research equipment manufacturer’s recommendations and mandatory publications in Appendix 9 for operations and maintenance requirements and ensure these requirements are included in the PM schedule. The schedule shall cite all standards, such as National Fire Protection Association (NFPA), which must be met. The contractor shall submit the schedule for approval to the Contracting Officer within 45 calendar days after award of contract. Any change to task descriptions shall be submitted to the COR in writing for review prior to implementation. The omission of Real Property Installed Equipment (RPIE), equipment or systems in the appendixes does not relieve the contractor from performing scheduled maintenance. The contractor shall utilize, maintain and update the DMLSS in the performance of establishing PM procedures and schedules. The COR shall notify the CO of updates or modification in the scheduler within 10 days of implementation.

1.3.1.1. PM Schedule. The schedule shall include location, frequency and date of work, identify sub-contractor, calibration requirements, and identify all tasks to be performed. The Workload Estimates provided in Appendix 2 and 6 provides a minimal starting point for the development of the contractor prepared schedule. In addition, the contractor shall utilize DMLSS to establish, document, maintain and modify PM schedules.

1.3.1.2. PM Schedule Changes. No change to the PM schedule will be implemented unless or until any required negotiations have been completed and resulted in a contract modification as needed. No modification to the contract shall occur without CO approval and modification signature. If changes to the PM schedule result in a substantial change to the contract the Contractor shall advise the COR and notify the CO in writing immediately. Changes, additions and deletions of equipment and systems may occur during the term of this contract and may require Operations and Maintenance (O&M) services and updates/revisions to the equipment inventory and the PM schedule. The contractor shall prepare and comply with a written maintenance schedule for all facilities, equipment, and systems identified in the appendixes. In addition, the CM shall review and submit minor changes to the COR for approval before updating or modifying PM procedures or scheduling in DMLSS.

1.3.2. Building Characteristics. The contractor shall study and become familiar with the building construction characteristics and materials; the characteristics of the installed equipment; and location of all system components, controls and regulating points.

1.3.3. Scheduled Maintenance Standards. Minimum acceptable standards will be according to the procedures as documented in the Air Force Preventive Maintenance Standards Manuals. PM procedures will be adjusted as documented in the DMLSS-FM Maintenance Procedures module.

Source document of choice will be the IAW manufacturer’s recommendations as modified for geographical requirements. In addition, PM standards listed in appendix 2 and 6 correspond to standards established by Air Force Medical Logistics Office (AFMLO) and General Services Administration (GSA). These serve as a reference points; manufacturers recommended maintenance procedures/practices are the ultimate authority. All work shall be performed in accordance with Standard Industry Practices, standards established by the Government provided O&M manuals, and this PWS where applicable. Work shall be done at a level necessary to provide a usable facility in good condition and to prevent deterioration of the facilities and related systems based on a 24 hour a day operation. Maintenance will be normal day-to-day maintenance and periodic inspections necessary to detect and correct defective or deteriorating mechanical systems (i.e. heating, cooling), medical support equipment systems (i.e. medical gas systems, etc.) electrical systems (i.e. wiring, controls), equipment, structures and components (i.e. broken controls, broken windows, doors, wall repair, roof damage, paint surfaces, water leaks, etc.). The contractor shall review, update, and maintain all PM procedures utilizing DMLSS.

1.3.4. Scheduled Maintenance Performance. The contractor shall obtain materials necessary and perform the scheduled maintenance tasks in accordance with the approved contractor developed, government approved (Contracting Officer will approve the schedule after consulting with the Functional Commander/COR) schedule. A monthly schedule shall be submitted to the COR five (5) duty days prior to the month the work is to be performed. When DMLSS is used to produce scheduled work the list shall be provided within three (3) duty days after the system produces the monthly schedule. A monthly report shall be submitted to the COR five (5) duty days after the month the work is to be performed documenting the actual results of the work performed. In addition, the contractor shall utilize the DMLSS to establish, maintain and provide PM schedules and completion data to the COR. The contractor shall research, procure, receipt, inventory and stock all supplies and materials in the performance of scheduled maintenance. The government shall reimburse the contractor under CLIN 0003, 1003, 2003, 3003, and 4003 (Reimbursable Parts and Supplies) for all supplies and materials in the performance of scheduled maintenance within the PWS (reference paragraphs 3.3.3.1 through 3.4.1). For any scheduled maintenance performance work shall be scheduled to avoid interference with normal operation of the clinic patient care.

1.3.4.1. Work Requests. Contractor shall receive work order request during hours specified in the PWS. The contractor shall utilize the work order module in DMLSS to produce and track a maintenance work request. The contractor shall properly fill out and update the detail, assign, estimate, status, coordinate, parts/materials and closeout screen within the work order module. The contractor is responsible for scheduling all work to meet contract requirements and not interfere with scheduled maintenance. After hours work requests will be initiated in the DMLSS system immediately on the following duty day. If DMLSS is not operating, the contractor shall maintain a manual log of requests and update the DMLSS system when it becomes operational. Records shall be maintained by the contractor for the duration of the contract and turned over to the Government prior to final payment.

1.3.5. OPERATION AND MAINTENANCE RECORDS.

1.3.5.1 Computerized O&M Records. O&M records shall be computerized using the Defense Medical Logistics Standard Support-Facility Management (DMLSS-FM) software program.

DMLSS-FM shall reflect scheduled maintenance and facilities maintenance schedules and tasks. The contractor shall upload all data required to establish and maintain records for new and existing equipment including performance of scheduled maintenance procedures, and/or systems acquired during the term of this contract. In addition, the contractor shall review, update and modify the facility inventory, RPIE inventory, work order, maintenance procedures, PM schedules, room inventory, TJC procedures, TJC deficiency, and TJC requirement modules to reflect current and accurate information.

1.3.5.2. DMLSS Hardware. All DMLSS computer hardware and software purchased in support of the O&M operation, and historical data gathered during the term of this contract will remain the property of the Government and shall be returned at the completion or termination of the contract.

1.3.5.3. DMLSS Software Training. The contractor shall attend all DMLSS-FM update training.

The Government will provide all changes and updates in the DMLSS-FM software to insure the latest version is used during the term of this contract. The government will provide training as needed on updates of DMLSS-FM. In addition, for initial basic training the government shall pay for one DMLSS-FM training course for the contractor during the contract period. This includes all negotiated travel costs and registration cost. Any other additional training cost shall be contractor responsibility.

1.3.6. Hardcopy O&M Records Maintenance of Equipment Files.

1.3.6.1. Technical Documentation Files. The contractor shall establish and maintain an equipment data file (EDF) for each replacement piece of equipment and/or system maintained and acquired during the term of this contract, to include (at a minimum):

a. Government or contractor-furnished O&M manuals

b. Manufacturer's literature

c. Current warranty information, if applicable

d. Others documents relevant to RPIE items, i.e. work performed and parts used

In addition, the contractor shall inventory all technical documentation files on a monthly basis. The contractor shall during the course of the inventory dispose of obsolete technical documentation;

identify and order new or replacement technical manuals; and update the technical documentation database. The contractor shall develop and maintain a technical database that is easily referenced and at a minimum shall be cross-referenced by make, model, and manufacture. The contractor shall translate all technical manuals and documentation in both English and Japanese. The contractor shall review, update and modify the facility inventory, RPIE inventory, work order, maintenance procedures, PM schedules, room inventory, TJC procedures, TJC deficiency, and TJC requirement, budget modules of DMLSS to reflect current and accurate information.

1.3.6.2. New Equipment Files. The contractor shall establish and maintain an EDF for each replacement piece of equipment and/or system maintained and acquired during the term of this contract. The EDF will have the elements listed in paragraph 1.3.6.1 as a minimum. In addition, the contractor shall review, update and modify the facility inventory, RPIE inventory, work order, maintenance procedures, PM schedules, room inventory, TJC procedures, TJC deficiency, and TJC requirement modules to reflect current and accurate information on all new equipment items.

1.3.6.3. Contractor’s Responsibility for Warranties. It is the contractor’s responsibility to preserve any and all warranties. Failure to provide timely notification to the Contracting Officer (CO) of any performance specification deficiency with respect to the manufacturer’s instructions shall constitute acceptance by the contractor to perform the work in accordance with the manufacturer’s instructions and/or take all risk with respect to the warranty being voided as the result of not complying with those instructions. The contractor shall utilize DMLSS to tract all labor and material warranty information. The government (DMLSS-FM, Data Sustainment Specialist) will assist in updating DMLSS, thereby communicating to the contractor warranty information.

1.4. UNSCHEDULED MAINTENANCE AND REPAIR.

1.4.1. Emergency Services. The contractor may be required to respond to an emergency situation with qualified personnel outside of normal duty hours. For purposes of this specification, an emergency situation is defined as any condition that requires immediate action to eliminate life or serious injury hazards to personnel, prevent loss or damage to Government property, or restore essential services. In addition emergency response times and completion times are listed in paragraph 1.4.4.1

1.4.1.1. Typhoons. In the event of a typhoon situation, the contractor may be required to respond with qualified personnel outside normal duty hours. The required response time will vary as the contractor will have to wait for the appropriate Tropical Cyclone Condition of Readiness (TCCOR) to enter the base and perform a full evaluation of the facilities. The completion time of discovered damages will follow the “Emergency” priority listed in paragraph 1.4.4. All the parts materials should be proposed to Reimbursable Parts Contract Line Item (CLIN). All other charges should be address to “Unscheduled Maintenance Service" for CLIN 0001, 1001, 2001, 3001, 4001, 0002, 1002, 2002, 3002, and 4002 of the contract depending on whether the task is performed during normal duty hours or during non-duty hours.

1.4.2. Unscheduled Maintenance. The Government shall bear the cost of all materials, parts, and supplies for unscheduled maintenance and repair action (reference paragraph 3.3.3 through 3.4.1).

Unscheduled work will be reimbursed, for all parts under CLIN 0003, 1003, 2003, 3003, and 4003 (Reimbursable Parts and Supplies). The contractor shall get prior approval from the CO through the

COR.

1.4.3. Service Request After Normal Duty Hours. In the event of an emergency situation occurring after normal duty hours, the COR may approve the emergency purchase of individual items estimated not to exceed $3,500. The contractor shall notify the CO, within three (3) hours of the beginning of the next duty day of all parts and end items approved for purchase by the COR.

1.4.4. Estimate submission. Once tasked unscheduled maintenance and repair action, the contractor shall provide a cost estimate in DMLSS-FM. The contractor needs to submit cost estimate in timely manner through DMLSS-FM system. Normal time window, to include work which may include sub-contractor support, is within 3 duty days excluding including weekends and US Holidays and 10 duty days for the types of work requiring three separate quotes from different contractors. If this suspense is not met, the contractor shall provide an official comment through DMLSS-FM work request, or other measure that could be accountable to validate and justify the delay. In this case, the contractor needs to update the status continuously to COR until the estimate is submitted.

1.4.4.1. Response and Completion Times. The contractor's response and completion times shall be as follows, by work order priority.

Normal Duty Hours Other Than Normal Duty

Priority Response Time

Completion Time

Response Time

Completion Time

10 Minutes to

Acknowledge

Continuous Until Safe

Urgent 2 Hours 5 Days N/A N/A Routine 1 Days 10 Days N/A N/A PM 30 Days 30 Days N/A N/A Wellness 5 Days 30 Days N/A N/A

*** Response/completion times are based from the date assigned to the CM and calculated based on the number of calendar days after assigned to the CM.

1.4.5. Acquisition of Materials, Parts and Supplies. The contractor shall procure the items on a competitive basis or, if there is lack of competition, provide justification. However, prior to purchase of materials, parts, and supplies having a unit cost of $3,500 or more, the contractor shall provide three quotes from manufactures or distributors and obtain approval from the CO. Discounts and rebates on items provided to the contractor shall be credited to the government. All purchase documents shall be made available for review and audit by the COR.

1.4.6. Reimbursable Parts. The contractor shall invoice for reimbursable materials, parts, and supplies. The invoice shall be supported by an itemized list of all reimbursable items used, showing the item description, quantity, unit cost, total cost and the work order number. The contractor shall maintain original delivery tickets, sales slips, or other documents identifying items purchased under the cost reimbursement portion of this contract. Purchase documents shall be available for Contracting Officer review and audit. All original sales tickets shall be turned in with invoice for monthly payment. If not accompanied by the original sales ticket, the item will not be reimbursed until the end of the month when satisfactory documentation of purchase price is furnished. To apply for reimbursement, the contractor shall process a DMLSS work request; documenting all supply and materials used and attach the supplier's original invoice. All reimbursable parts shall be charged to the Contract Line Item (CLIN) ". The government building number and address is as stated below.

18th MDSS/SGSME Unit 5268 FM5270 Davis Ave Bldg. 626 Kadena AB Okinawa City, Okinawa Japan 90400

1.4.7. Two-way Radios. The use of contractor provided two-way radios for communication between personnel must be approved by the Base Communications Squadron. Contractor shall submit a written request to use the radios to the COR. The request shall detail proposed equipment, operating frequencies, power, and other particulars in writing. The operation of two- way radios without prior approval is not authorized. If approved or authorized, radio use will comply with DFARS 252.235-7003. Regulation of the use of frequencies is required by SOFA, Art. III, para 2, and the Frequency Subcommittee to the Joint Committee.

1.5. OPERATION OF UTILITY PLANT(S) AND SYSTEMS. The contractor shall operate and maintain the utility plant(s) and systems listed in the PWS and Appendixes.

1.5.1. Plant Operating Instructions. The contractor shall prepare and comply with detailed plant and system operating instructions for the safe and efficient operation of the utility plant(s) and systems in accordance with laws of the United State, Federal, DoD, USFJ, Air Force regulations, the manufacturer's instructions, industry standards. The contractor shall maintain operating logs, forms, and charts on all utility systems. The contractor shall review, update and modify PM maintenance procedures utilizing DMLSS-FM to reflect current and accurate plant operating instructions.

1.5.2. Confined Spaces. The contractor controls access/permits to confined spaces such as medical gas system and other equipment requiring access by Base Civil Engineering (BCE), Safety personnel or other contractors. Contractor shall comply with Occupational Safety and Health Administration (OSHA) and/or Air Force Occupational Safety and Health (AFOSH) standards for confined spaces.

1.5.3. Planned and Unplanned Utility Outages. Utility outages may be necessary to accomplish certain maintenance and repair actions. Such utility outages shall be coordinated with the COR and shall be accomplished using methods to avoid, where possible, service interruptions or to minimize system downtime where such interruptions of service are unavoidable. The COR shall be notified of the scheduled temporary service conditions at the time of job scheduling and shall be notified of all service interruptions as soon as possible, with notification time not to exceed one hour after contractor identifies emergency situation. The contractor shall notify and coordinate all schedule outages with the COR, medical staff, and base alarm shop and civil engineering at least 7 days prior to any scheduled outage. The contractor shall not proceed with scheduled outages before receiving authorization from the COR. The contractor shall also be responsible for providing oversight of the electrical power and distribution system during scheduled power outages initiated by base civil engineering and local host nation prefectures to service power systems affecting facilities covered within the PWS. In such cases, the contractor shall be responsible for powering down; providing surveillance, bring all facility systems back on line during the entire service period at no additional cost to the government.

1.6. PROJECTED SUSTAINMENT, RESTORATION AND MODERNIZATION

PROJECT (SRM Project)

1.6.1. Non funded Projected Sustainment, Restoration and Modernization Project Support:

Contractor is required to support and execute projected Sustainment, Restoration and Modernization Project based on the list of projects to be determined and submitted by higher authority. The funding for the SRM project will be provided by Health Facilities Office (HFO) decision.

1.6.2. Changed Situation. If, after the start date of the contract, there is an unexpected situation such as defects found in the facility subsystem or substructure, natural disaster, military operation related requirement change, or other economical impacts at market; and the contractor expects a cost increase, the contractor shall contact COR in a timely manner (within 3 days including weekends) to discuss the situation with COR and CO.

1.6.3. Payment for completed phase work. If the project is tasked as separate phased work requests in DMLSS-FM, the contractor could request payment of the tasking for the work request completed and closed. The work request shall be officially accepted by the COR when they submit a monthly invoice.

1.6.4. Safety and other government standards. The contractor shall follow the safety standard and other US and Japanese government standards applicable to the work. The contractor is responsible for the sub-contractors employees, as well. If serious violation(s) is (are) found that affecting the 18 MDG, the government will be able to suspend payment until after the problem(s) is (are) resolved.

18 MDG will be released from any eligible liability based on the violation(s).

1.6.5. Contractor Cleanup. The contractor shall, at all times, keep work areas free from accumulation of waste material, rubbish, tools, equipment, and materials. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and professional condition. Contractor is responsible for disposing of both hazardous and non-hazardous job-related waste material in accordance with the local base and host nation procedures.

1.6.6. Other SRM requirements. Para 1.6. to para 1.11. will all apply to SRM projects.

1.7. ENERGY MANAGEMENT. The contractor shall operate and monitor the Energy Management and Control System (EMCS) video display terminals and maintain the EMCS computer hardware. Operators shall be required to notify the COR or designated medical staff individual (depending on the time of day/night) within one hour after out-of-limits conditions occur within the system. The contractor shall maintain operating logs, forms, and charts on the EMCS system. The EMCS system is located in room BC01. In addition, the contractor shall monitor and adjust the system during normal duty hours. The contractor shall review the automated log generated during non-duty hours and initiate DMLSS-FM work order on any alarm notification. The contractor shall record the consumption of water, medical gas, fuel, dental gases and electricity off the respective meters and control panels. Meter readings shall be reported to the FM within five

(5) duty days of the following month. The contractor shall be responsible for maintaining, updating and modifying all software, hardware and database information to ensure the system is accurate and up to date.

1.8. SUBCONTRACTORS. Subcontractors used to perform scheduled or unscheduled maintenance on major equipment items, including, but not limited to, elevators, chillers, boilers, circulation pumps, electrical substations, and rooftop air handling units; shall be certified to perform that work. Written certification shall be submitted to the COR for review and approval prior to starting the work. The contractor shall bear the cost of any subcontractor hired to perform scheduled/preventative maintenance to include those tasks requiring regulatory certifications such as but not limited to high-pressure gas and vessel testing.

1.9. AS-BUILT DRAWINGS. The contractor shall be responsible for maintaining, updating and modifying all hard copy, mylar and electronic (DMLSS-FM Draw Base) as-built blue prints. The contractor shall document, update, and correct any changes to include, but not be limited to; plant layout, equipment design, electrical, mechanical, security, and fire detection system error(s) within 90 days. The contractor shall submit a DMLSS-FM work request to document corrective action and request for reimbursement.

1.10. STORAGE OF FLAMMABLE AND OTHER SELECTED MATERIALS. The

contractor is responsible to provide safe and adequate storage for flammable, combustible, acid/corrosive materials, and pesticides, etc. The contractor shall not store paints, acids, pesticides, or other hazardous materials in or around work areas. Flammables must be stored in an appropriate UL approved storage container. Flammable material shall only be stored in the hazard material storage area (Room BCC01). The contractor shall not store any material, tools, equipment, or supplies in any mechanical room or space. The contractor shall only store supplies and materials in Room AHU-1A, and maintain storage in an orderly and professional manner.

1.11. CONTRACTOR-FURNISHED FACILITIES. The contractor is not required to provide any facilities for this contract. The addition of portable or temporary structures is not authorized on the clinic site in support of this contract.

SECTION 2

SERVICE SUMMARY

Performance Objective

PWS Para Performance Threshold

Remedy

Perform Scheduled Maintenance within completion time frames

As defined in Section 1, para 1.3.3, 1.3.4, 95% of PM line items scheduled during the month.

Re-performance Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and Contractor.

Perform Unscheduled Maintenance/ Repair within completion time frames

As defined in Para1.4.1., 1.4.1.1.

and 1.4.4

100%. Lot size is number of tasks performed during the month.

Re-performance Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and Contractor.

Manage O&M Records and RPIE Maintenance Actions in DMLSS

As defined in Section 1, Para 1.3.5.

95% of Real Property records managed in the

DMLSS-FM

System.

Re-performance Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and Contractor.

Submission of mandatory reports within required time frames

As defined in Appendix 4

100% Re-performance Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and Contractor.

SECTION 3

GENERAL CLAUSE WITH COTNRACTOR RESPONSIBILITY IN

FACILITY WORKLOADS AND BUSINESS PRACTICE

3.1. GENERAL INFORMATION. The facilities, equipment, materials, and services listed in Appendixes 5b will be available to the contractor.

3.2. FACILITY WORKLOADS. The available facilities listed in Appendixes 5a in which no hazards have been identified for which work-arounds have been established. Should a hazard be subsequently identified, the government corrects OSHA hazards according to base-wide government developed and approved plans of abatement taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contracting initiative. The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists, or that work-around procedures will not be necessary or that the facilities as provided will be adequate to meet the responsibilities of the contractor. Compliance with the OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor. Further, the government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such requirements, with the exception of the aforementioned requirement to make corrections according to approved plans of abatement subject to base-wide priorities.

3.2.1. Maintenance of Facilities. The contractor shall provide all custodial, upkeep and minor maintenance to facilities assigned to the contractor. Contractor shall maintain generally accepted housekeeping standards in mechanical rooms, workshops, and break areas allocated for contractor use.

3.2.2. Modifications to Facilities. Before making any modifications to government-workload facilities, even if at contractor’s own expense, the contractor shall obtain prior approval from the COR. The contractor shall submit the proposed change in writing, to the COR who will pass the request to the MTF Facility Manager for preparation of an AF Form 332 for review/approval by base officials. No alterations to the facilities shall be made without an approved AF Form 332 and specific written permission from the contracting officer. In the case of alterations necessary for compliance with OSHA, such permission shall not be unreasonably withheld. The contractor shall return the facilities to the government in the same condition as received, fair wear and tear and approved modifications excepted. Government-workload facilities shall be used only in the performance of this contract. The contractor shall not use government-workload facilities and equipment to work on any project, proposal or bid, which does not relate to this contract.

3.2.3. Facility Abuse. The contractor shall notify the COR of all suspected facility abuse or vandalism. The government will determine validity of all suspected facility abuse or vandalism.

Unless damage repairs can be classified as emergency repairs, the contractor shall not begin repair unless directed by the contracting officer. The contractor shall provide the COR with written cost estimates of repair of all suspected facility abuse when requested by the COR.

3.3. EQUIPMENT The available equipment listed in Appendixes 5b.

3.3.1. Information Technology Assets. The government shall provide the contractor Information Technology equipment listed in Appendix 5f. The contractor shall use only government supplied Information Technology Assets for controlling and tracking data and information as well as any other duties related to contract performance. The contractor shall not use government furnished assets for non-contractual related purposes. The contractor and COR shall jointly inventory listed equipment. The contractor shall designate an (Information Technology Equipment Custodian (ITEC) in writing for the equipment. The contractor shall comply with all computer system and Information Technology Asset Management (ITAM) accountability procedures required by the government. The contractor shall comply with all ITAM security measures required by the government.

3.3.1.1. Base Computer Network Access. Contract manager, alternate contract manager, or on site administrative staff member of the contractor, or their alternates are required to have 33 series access requirements and world-wide background checks for access to the government NIPRNet (Non-classified IP Router Network) within the range and level of access to fulfill and provide required administrative support to include but not limited to processing all manufacture recommended cycle maintenance reports, inventory of parts/material supply items, responding to repair/maintenance/operation of facility system, and real property and equipment (RPIE) attached to the facility. The contractor personnel shall fulfill all the requirements in accordance with AFFARS 5352.242-9001- COMMON ACCESS CARDS (CACs) FOR CONTRACTOR PERSONNEL (AUG 2004) when CAC will be issued to the contractor personnel.

3.3.2. Sound Business Practices. The contractor shall employ sound business judgment in purchasing repair and replacement parts at a fair and reasonable price for equipment maintenance.

Prior to purchase of repair or replacement parts having a unit cost of $3,500 or more, the contractor shall provide three separate quotes from manufactures or distributors and obtain approval from the CO. For the purpose of reimbursement, "cost" shall be the applicable figure shown on the suppliers invoice less any applicable discount and without taxes applied. To apply for parts reimbursement, the contractor shall process a DMLSS work request; documenting all supply and materials used and attach the supplier's original invoice. The materials, parts, and supplies purchased shall be of equal or greater quality than the items to be replaced. Replacement items shall be standard products from manufacturers regularly engaged in the production of such materials, parts and supplies. Materials, parts, and supplies supplied by the contractor shall meet current base energy efficiency standards. In addition, the contractor shall be responsible for acquiring all materials, parts and supplies required for performance of the contract whether the item is made, sold, or distributed in Japan, the United States or another country.

3.3.3. Replacement Parts and Components. The contractor shall provide new or factory reconditioned parts and components when providing scheduled and unscheduled maintenance and repair services as described herein. In addition, all replacement parts must be in accordance with the manufacturer’s recommendation. Any parts replaced that do not meet manufacturer’s recommendation will be removed and replaced at the contractor’s expense. All replacement parts and components to be used in the maintenance and repair of facilities and equipment shall be

Operating & Maintenance Engineering Enhancement (OMEE) for Medical Treatment Facilities compatible with existing equipment on which it is to be used; shall be of equal or better quality as original equipment specifications; shall conform to the applicable specifications and used in accordance with original design and manufacture intent. Items without technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality.

3.3.3.1. Retain Replaced Parts and Components. The contractor shall retain the replaced parts with acquisition value of $500 or greater for at least ten (10) calendar days after completion of the job and make these parts readily available for inspection by the COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the contractor shall, at no cost to the government, remove, replace, and/or rework material, equipment, and components so that compliance with the government's requirements are satisfied. The resolution of formal disputes is addressed in the "Disputes" clause. The COR retains the right to specify the kind and quality of and all materials, parts, and supplies.

3.3. . Vehicles. No vehicles are included in this contract. Two reserved parking spaces will be available upon request for contractor vehicle(s) used in the requirements of this contract (does not include privately owned vehicles).

3.4. RECORDS. For information on records reference Appendix 5b. These records may include pending requisitions for equipment to be furnished to the contractor, pending project case files required for contract performance or control logs or registers on which the serially sequenced entries must be continued by the contractor. SF 135, Records Transmittal and Receipt will be prepared for all records transferred, unless the government keeps a duplicate record copy. The government will provide the contractor monthly or biweekly copies of the backup data on DMLSS or other maintenance management system electronic media. Contractor shall maintain these records in a storage container meeting industry standards for storage of electronic media.

3.5. SERVICES.

3.5.1. Utilities. The government will provide all utilities (electric, water, sewer, and fuel oil) at no cost to the contractor for the sole purpose of accomplishment of this contract. This service shall not be used for any other purpose

3.5.2. Telephone. The government will provide access to at least one Class C, base only, line to the contractor’s office for official calls only. Government telephones shall not be used for personal reasons, or for any toll or long distance calls. The contractor will provide commercial telephone services for contractor use.

3.5.3. Postal/Installation Distribution. Official government/contractor mail that is generated as a result of performance of this contract will be handled via the Base Information Transfer System (BITS) at government expense. Personal mail is not authorized to be handled by BITS.

3.5.4. Custodial Service. The government shall provide housekeeping services to administrative (BC01) areas. Housekeeping services of mechanical rooms/spaces is the responsibility of the contractor. The contractor shall perform high dusting, low dusting, and floor maintenance to all mechanical spaces/rooms on a quarterly basis.

3.5.5. Refuse Collection. The government will provide refuse collection from dumpsters located in the contractor’s assigned areas for office type waste products only.

3.5.6. Pest Management Services. The government will provide insect and rodent control for all government-workload facilities. The contractor shall notify the Facility Manager when an insect or rodent problem is detected.

3.5.7. Training Services. The government will provide training as needed on updates of DMLSS-FM. In addition, for initial basic training the government shall pay for one DMLSS-FM training course for the primary and alternate CMs during the contract period. Refer to paragraph

1.3.5.3. DMLSS software training standards.

3.5.7.1. Newcomers and Annual Recurrent Training. All contract employees shall attend the MDG's initial newcomers training and annual recurrent training. This training will be scheduled and conducted by the MDG's Human Resource Development (HRD) office. All contractor employees shall in-process through the HRD office within the first (5) five days of their arrival at the MTF, initial training will be scheduled and 6 part folders will be developed with the help of HRD personnel. The CM shall develop, translate and conduct initial, annual, reoccurring MDG training lessons for employees who are not proficient in English to adequately learn the information provided by HRD. The contractor shall bare the cost of developing, translating and conducting training on contract employees who are not proficient in English to adequately learn the information. The contract manager, may request through the COR a suitable training area within the MTF. All training shall be accomplished with the contract manager in attendance. The ICO, and/or the COR may attend these sessions to participate and/or observe. Initial and annual training will include, but is not limited to, fire protection, life safety, grounds safety, hazardous communication, ethic and patient sensitivity, patient and staff rights, security, electrical safety, infection control, age specific, medical information system, Health Insurance Portability and Accountability Act (HIPAA), disaster prepares, suicide prevention, environment of care, cardio pulmonary resuscitation (CPR) and other topics as required by regulatory and accrediting agencies.

3.5.8. Fire Protection and Security Police Services. The government will provide police and fire protection.

3.5.8.1. Contractor shall follow fire prevention and security procedures as outlined in base instructions. The contractor shall post and maintain emergency telephone numbers during the contract period for easy access by employees. Burning of any material by the contractor is prohibited. If emergency egress routes must be blocked due to maintenance requirements, contractor shall comply with Interim Life Safety Measures (ILSM) as mandated by the TJC. The authority having jurisdiction must approve any work that may interfere with fire exit routes and/or exits by prior to starting work. To report a fire or an emergency requiring the Security Police, dial 911.

3.5.8.1.1. The contractor shall participate in and/or adhere to all fire evacuation drills and/or actual fire alarms procedures as specified in local regulation. The contractor shall ensure all contract employees meet at the MTFs designated assembly area in the event of an actual fire and/or fire drill.

The CM and/or alternate shall conduct a roll call of all employees and report the status of all employees to the Medical Logistics Flight Commander (MLFC).

3.5.8.1.2. The contractor shall also assist government personnel during scheduled and unscheduled fire or security alarm outages, drills or activations. In such cases, the contractor shall be responsible for assisting emergency response personnel in locating the origin of the alarm activation;

identifying specific cause of activation; evaluating facility systems operations; resetting the alarm system; resetting other facility systems affected by the alarm activation; and taking the necessary corrective action to repair the fire alarm or security system.

3.5.8.1.3. Two acronyms used as part of the organizations Life Safety program that each contract employee must be familiar with are: SPEED (for fires) & PASS (for extinguishers).

Sound Alarm Pull the Pin Phone Phone 911 Aim the nozzle Extinguish, if possible Squeeze the trigger Evacuate building Sweep the spray across base of fire Direct Fire Department

3.5.8.1.4. The implementation of ILSM means all personnel (contractors and staff) must have a heightened awareness to circumvent a disaster.

3.5.8.1.5. Contractor must document ILSM efforts and provide a copy to the COR for inclusion in the facility’s Life Safety program. At minimum, documentation shall include, but not limited to, reason for ILSM, required actions, date, time, corrective actions and person responsible.

3.5.9. Medical Emergency. In the event of a medical emergency, accident, or injury involving contractor personnel during performance of duties under this contract, MTF named in the PWS may provide services in order to save life or limb, or to stabilize for transportation to local civilian medical treatment facility. The contractor shall reimburse the government for emergency medical services at the prescribed rate.

3.5.10. Laboratory Tests and Analyses. The government will pay all costs associated with permits, tests and analyses. The contractor shall plan, coordinate for all permitting, tests, and analyses that include, but not limited to, boiler water analysis, boiler stack emissions, incinerator stack emissions, back-flow prevention, annual medical gas inspection as required by laws of the United States, Federal, DoD, USFJ and United States Air Force regulations, as well as requirements of this contract. The contractor shall provide the COR a copy of all test results within two (2) duty days. In addition, the contractor shall provide a copy of all test results in both English and Japanese.

3.5.11. Grounds Maintenance. The government will provide grounds maintenance at the MTF.

3.5.12. Forklift Assistance. Upon the contractor request, the Government will provide forklift services, when required, for loading and unloading of heavy and/or bulky items at the Medical Logistics loading dock.

SECTION 4

GENERAL INFORMATION

4.1. QUALITY CONTROL. The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.1.1. Quality Control Program. The contractor shall provide a complete Quality Control Program to ensure the requirements of the contract are met. The contractor shall provide a QCP describing the inspection system based on current commercially approved practices for the requested services listed in the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services.