Updated-PWS Lab Equip Calibration-Maint Contract_10152025.docx

PERFORMANCE BASED WORK STATEMENT

FOR

PETROLEUM LABORATORY EQUIPMENT CALIBRATION, MAINTENANCE AND REPAIR CONTRACT

DLA ENERGY INDO-PACIFIC OKINAWA

CHIBANA COMPOUND

OKINAWA, JAPAN

15 Oct 2025

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SUMMARY 3

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 3

4 GENERAL INFORMATION 3-9

5 APPENDICES

1. DESCRIPTION OF SERVICES.

The contractor shall provide all resources necessary to accomplish on/off site calibration, maintenance, overhauling, testing, repair calls of government owned equipment in accordance with (IAW) applicable ASTM International and/or ISO (International Organization for Standardization) procedures as well as testing standards and specifications cited within this Performance Works Statement (PWS). The contractor shall also furnish all labor, parts, supplies; tools, equipment and related travel necessary to provide on-site repair and periodic preventive maintenance for the equipment contained herein IAW equipment manufacturing specifications and commercial industry practices. Equipment is located at Defense Logistics Agency (DLA) Energy Pacific Okinawa, Okinawa Chibana Compound, RTE #74 Bldg.53140, Chibana Okinawa City, Okinawa, Japan 904-2143.

1.1 BASIC SERVICES

All services performed must meet the prescribed standards stated in the Service Summary (SS) to be regarded as acceptable. Services considered unacceptable shall be re-performed at no additional charge to the government. Contractor employees shall be trained and have appropriate certification/license (s)/qualification (s) to perform all necessary services of lifting devices.

1.1.1 Performance Schedule. Upon contract award, and prior to commencing services, the contractor shall submit a monthly preventive maintenance and repair schedule to the Contracting Officer Representative (COR) for acceptance within the last 7 working days of each month prior to the beginning of the following month. The schedule shall include the specific dates for which the contractor will perform the annual inspection on each piece of equipment. The schedule may be affected by Defense Logistics Agency Energy Okinawa (DLA-Energy Okinawa) operation, and if so, the contractor and COR will coordinate changes to the schedule. The contractor shall submit a new schedule monthly or when changes to the schedule occur, for COR acceptance. The contractor shall not implement changes to the schedule until the changes are accepted by the COR.

1.1.2. Parts:

1.1.2.1. The contractor shall furnish and replace parts to meet equipment specifications. All parts supplied shall be new and meet manufacturer approved specifications. All replacement parts provided under this contract shall be warranted for a period of one (1) year for replacement of same including all applicable costs, e.g., travel, labor, etc. If published or issued by the equipment manufacturer, field service manuals and software/hardware updates/upgrades will be provided at no additional cost (to include parts and labor) during the contract period.

1.1.2.2. Approval Parts. If parts are needed, the contractor must provide a list of the required parts and cost estimate to the Government. During non-duty hours the contractor may wait until the next duty day to provide the cost estimate.

1.2.2.3. The contractor shall notify the COR within 3 (three) calendar days of any required repairs. Repair costs shall not exceed 50% of the brand-new component value.

The contractor shall furnish parts specified by the manufacturer or of equal quality.

1.2.2.4. All repairs must have prior COR or CO approval. If the contractor proceeds with work without prior approval from the CO, it shall be at no cost to the government. The approval authority of COR & CO for repairs are as follows:

1.2.2.5. Approval of total line item cost estimate lower than micro purchase threshold in accordance with fiscal year yen rate. The contractor shall provide, in writing, a cost proposal to include a description of suggested repairs, parts required, labor costs, and method of repair to the COR. All parts shall include shipping cost. No overhead, general and administrative and profit shall be included for reimbursable items. Upon approval of cost estimate by the COR, the contractor shall perform the repair and make it fully operational. The COR shall notify to the CO at 18CONS of the approved cost estimate.

1.2.2.6. Approval of total line item cost estimate micro purchase threshold or more in accordance with fiscal year yen rate. The contractor shall provide at least three quotes to the CO thru COR. The contractor shall provide, in writing, a cost proposal to include a description of suggested repairs, parts required, labor costs and method of repair to the CO at 18CONS. Upon approval of cost estimate by the CO, the contractor shall perform the repair and make it fully operational.

1.2.2.7. The contractor will be reimbursed 100% for all replacement part costs. Only new standard parts of the same manufacturer or equal quality shall be used in completing repairs. Parts that have been replaced will become the property of the government. Contractor will return all replaced defective parts to the government representative unless the replaced parts are used for trade-in as authorized by the COR or CO at 18CONS. After Government determines defective parts can be disposed or not, the contractor shall dispose or recycle the detective parts in appropriate ways. The contractor shall submit manifest if it is necessary to dispose these items.

1.1.2.8. Software restoration shall be included in this contract. Contractor will reinstall the application software, database software, and operating system upon any failure that requires software restoration to return the system to full functionality.

1.1.3. Preventive Maintenance (PM):

1.1.3.1. Annual Inspection: Annual inspection of equipment is essential to ensure safety, accuracy and compliance with regulatory standards. Here’s a general checklist for an annual inspection. The contractor shall check for visible wear, damage, or corrosion and ensure all equipment is clean and free of contamination. The contractor shall verify that all equipment is properly labeled and stored. Comment by MOROMIZATO, NORIE JP USAF PACAF 18 CONS/PKB: Please list the type of inspection in Appendix A of the equipment list. Currently, that equipment list does not specify the type of inspection, which would be helpful to the contractor. Comment by Calhoun, Taeko LN DLA ENERGY (JPN): Attached revised Appendix A (Equipment List) with the inspection type.

1.1.3.2. Equipment Calibration: The Contractor shall perform calibration, in conjunction with the PM requirements, of DLA Energy Laboratory Equipment cited within this PWS on an annual basis. The contractor shall ensure the instrument provides accurate readings, typically using reference standards. The Contractor shall provide a Certificate of Calibration and place a label on the equipment item with the date of calibration. Upon request, the Contractor shall provide a current copy of the calibration certificates of all test equipment used to calibrate or adjust equipment. Calibration of test equipment shall be traceable to the National Institute of Science and Technology (NIST), ASTM International, or other accredited source within Okinawa approved by the DLA Energy Laboratory Supervisor.

1.1.3.3. Overhauling. The contractor shall perform an annual overhaul of dive regulator typically involves complete disassembly, inspection, cleaning, and replacement of worn or aging parts to ensure optimal performance and safety.

1.1.3.4. Hydrostatic Test. The contractor shall perform a hydrostatic testing of diving oxygen cylinders every 5 years per U.S. DOT regulations. The successful test result shall be marked on a sticker with a new date stamp.

1.1.3.5. The Contractor trained service representative or service technician shall perform PM service and inspections and Instrument Performance Verification on an annual basis.

1.1.3.6. Prior to beginning maintenance, the contractor is expected to perform a visual inspection of the equipment for any previously unreported damage and notify the Laboratory Supervisor and/or the Contracting Officer’s Representative (COR) if any damage is discovered.

1.1.3.7. During the PM visit, the Contractor shall perform PM to correct or maintain the equipment to meet the manufacturer’s factory specifications. Any calibration or repair procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time, e.g., cleaning, oiling, adjusting, replacing parts, etc.

1.1.3.8. The Contractor is responsible for noting in writing (report form) any uncorrected deficiencies. Notation will include the type of deficiency noted, dated, and initiated. Any deficiency discovered which is a hazard will immediately be called to the attention of the Laboratory Supervisor and/or the COR.

1.1.3.9. The Government shall reimburse the cost of parts associated with Preventive Maintenance.

1.1.4. On Call Service

1.1.4.1. Express Support. The contractor shall respond to Express Support and arrest emergent conditions to minimize and mitigate further damage to equipment or danger to personnel. Express support shall be performed during the duty hours and non-duty hours including weekends and holidays. In the event of an urgency, the contractor shall be notified by the COR or CO. The contractor shall respond to Express support orders with the appropriate service personnel and equipment to commence work immediately. The emergency service order is complete once the urgency has been arrested. The government may issue an urgent or routine service order or nonrecurring service order for the follow-on work required to repair/restore the equipment. Express Support orders were responded to within 24 hours of receiving the call on a business day. Express Support orders are arrested within 48 hours of receipt of call on business days. If the contractor is unable to complete the work within the specified timeframe due to a legitimate reason, the contractor must coordinate with COR to discuss and negotiate a revised completion date.

1.1.4.2. The Government shall reimburse the cost of parts associated with Express Support.

1.1.5. Updates:

1.1.5.1. Parts and labor costs for all software and hardware updates offered by the equipment manufacturer will be included in this contract.

1.1.5.2. Hardware updates are defined as hardware replacements offered by the equipment manufacturer to a) restore the equipment to existing functionality due to discontinued availability of parts or support of the equipment; b) correct defects in the intended application of the equipment; c) enhance existing functionality of the equipment; or d) accurately process date data including, but not limited to, calculating, comparing, and sequencing.

1.1.5.3. Software updates are defined as those offered by the equipment manufacturer which a) correct defects in the application software; b) enhance existing functionality in the software; c) ensures accurate processing of date including, but not limited to, calculating, comparing, and sequencing; d) update the operating system software as required to install a, b, or c. New functionality is usually not included in a software update.

1.2. SPECIAL REQUIREMENTS. Comment by MOROMIZATO, NORIE JP USAF PACAF 18 CONS/PKB: At first sentence, it states that no licenses and permits are required. However, it sates that contractor have to have the necessary technical competence, manufacturer-provided training, appropriate resources, and/or a valid distributor's certificate. Para. 1.2.6 also states that the contractor must submit a written assurance of the competence of the contractor's personnel and a list of approved service personnel credentials for each equipment model the contractor will provide services.

These section need to be more specific.

Para 1.2.6.1;

1.

instead of just asking for “written assurance of competency”, please list the specific types of documentation that should be included( e.g., resumes, certifications, training records…) Please specify the level if detail required in the resumes and training records. For example, require detailed job descriptions and course outlines. also please specify the level of detais required in the resumes and training records. For example, require detailed job descriptions and course outlines.

2. Define minimum qualifications:

Establish minimum qualifications for the technicians who will be performing the work. For example, require a certain number of years of experience, specific certifications, or completion of specific training courses.

3. Adress “Manufacture-Provided Training”.

Define what constitutes “manufacuture-provide training.” Does it have to be conducted by the manufacture directly, or can it be provided by an authorized training provider?

Specify the required frequesncy of training updates. For example, require that technicians complete refresher training every two years. Comment by Calhoun, Taeko LN DLA ENERGY (JPN): The paragraph has been modified to add more detail requirement. Comment by Calhoun, Taeko LN DLA ENERGY (JPN): The paragraph has been revised as of 6 Aug 25.

1.2.1. The Contractor must ensure that all personnel assigned to perform maintenance, calibration, or repair services whether scheduled or unscheduled on any equipment listed in Appendix A are fully qualified in accordance with the manufacturer’s requirements. Each technician must have a minimum of three (3) years of hands-on experience in instrument maintenance, calibration, and troubleshooting. Additionally, the Contractor must assign at least one technician per piece of equipment who demonstrates competency aligned with the manufacturer’s service qualifications, which may include manufacturer-approved training, relevant certifications, prior experience with the specific make and model, or documented technical capability. The Contractor shall provide supporting documentation such as resumes, training records, or certifications upon request to demonstrate compliance with these requirements. The Contractor must also maintain internal systems to support the full scope of maintenance and repair services, including access to appropriate tools, diagnostic and calibration equipment, service manuals, and manufacturer-approved spare parts. All services performed under this contract whether routine or unscheduled must adhere strictly to the original equipment manufacturers (OEM) prescribed procedures, standards, and service protocols.

1.2.2. Safety: The contractor shall take all precautions necessary to protect people and property from injury and/or damage during the performance of this contract. Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence. The contractor shall ensure all areas where equipment is serviced under this contract are left in a clean, neat, and orderly condition.

1.2.3. Removal of Equipment for Off-site Repairs and calibration: Services are expected to be performed on-site; however, in the case of some equipment items may require transportation to contractor’s location or manufacture’s facilities. The contractor will be responsible for transportation charges. The contractor will be responsible for transportation costs of shipments.

1.2.4. Work Performance. Work performed shall consist of all service calls required during the term of the contract. Work performed shall be in accordance with manufacturers 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.

1.2.5. Competency of Personnel Servicing Equipment:

1.2.5.1. The Contractor shall provide, with their response to the resultant request for quote, written assurance of the competency of their personnel and a list of credentials of approved service personnel for each instrument model that the Contractor services to the Contracting Officer (CO) and COR. Contractor will revise this documentation whenever service personnel are assigned or re-assigned to the DLA Energy laboratory site and provide such documentation to the CO and COR before any services are performed by the newly assigned or re-assigned personnel.

1.2.5.2. The COR reserves the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing DLA Energy laboratory equipment.

1.2.5.3. DLA Energy specifically reserves the right to reject any of the Contractor’s personnel and refuse them permission to work on DLA Energy laboratory equipment.

1.2.6. Reporting Requirements: The contractor shall submit written reports to the COR within seven (7) working days of any required repairs. The COR will inform the CO at 18CONS. Upon completion of calibration, PM inspection, the Contractor shall leave a copy of the service report with the Laboratory Supervisor, annotating what repairs, service, calibration, etc., were performed and whether preventive maintenance was done. Each service report shall include the name of the contractor, name of service technician, date, time (starting and ending), hours of labor including price, the parts utilized including price, DLA Energy purchase order number, the nature of the problem and the nomenclature of the item repaired with model and serial number. The service designee attesting the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report.

2. SERVICES SUMMARY.

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission

essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable. The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel; however, inspection of any contract requirement is authorized.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. AVAILABILITY OF UTILITY SERVICES.

The government will furnish electricity and water to the contractor at no cost under this contract.

3.2. PROTECTION OF GOVERNMENT PROPERTY. The contractor shall take all necessary precautions to government property. All damaged property due to the contractor’s performance or any related action to support this performance shall be repaired, replaced, or restored to a condition as approved by the COR at no cost to the government. All damaged property shall be corrected within 5 working days by the contractor with materials of like type, quality and finish by skilled craftsmen as required. Should the contractor fail to correct damages, the government will correct the damages and the cost will be deducted from the contractor’s payment. The contractor shall report all damages to the COR and CO. Upon completion of repair operational test shall be conducted (not including annual calibration and certification) in order to ensure having normal operating condition prior to certification of lab equipment at no cost to the Government.

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. The government shall rely on the contractor's existing quality assurance systems as a substitute for government inspection and testing, when contracting for commercial services, unless market research indicates otherwise.

4.1.2. Quality Control Plan. For non-commercial services, or if market research indicates it's a customary commercial practice, the contractor shall provide a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system 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. The contractor shall submit to the Contracting Officer for review no later than requested date by the Contracting Officer. The contractor shall update the plan as changes occur and changes shall be submitted for review by the Contracting Officer.

4.1.3. The contractor’s QCP shall contain, as a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifies as to the areas to be inspected on a scheduled and unscheduled basis, frequently of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

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

4.2 QUALITY ASSURANCE.

The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program 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. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

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

4.2.2. The COR(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The COR(s) 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 Contracting Officer and not to the COR(s).

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 Contracting Officer 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.” Contractor employees will be required to obtain and display identification badges. 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: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa 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 Contracting Officer 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.

4.3.1.1 ID Passes. 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/PKB, the contractor shall follow the instructions for acquiring designated pass ID for entry into applicable lab facility at Chibana Compound, Bldg 53140, at DSN 315-234-0921 or from off base dial 042-800-0921. Comment by MOROMIZATO, NORIE JP USAF PACAF 18 CONS/PKB: Please correct “LGCB” to “PKB”. Comment by Calhoun, Taeko LN DLA ENERGY (JPN): Corrected.

DLA-Energy Okinawa, call as Chibana Compound, is located nearby the outside of Kadena Air Base gate 3. The application documents shall be processed through DLA- Energy Okinawa, Bldg 53115B (2F) at DSN 632-4047/632-4275 or from off base dial 042-800-4047/4275.

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.

4.5. 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 Friday, 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:

If the holiday falls on Saturday, it is observed on the preceding Friday. If the holiday falls on a Sunday, it is observed on the following Monday. In the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed on a Contractor-scheduled service date, the TPOC/COR will advise the Contractor on whether services should be performed for that day or services should be rescheduled.

4.5.2. Operations During Typhoon Conditions. When Tropical Cyclone Condition Readiness 2 (TCCOR 2) is declared, all work will cease immediately. The contractor will clean up and dispose of all loose debris and waste as directed by COR to secure the job site against damage that may result from anticipated weather conditions. Contractor responsibility shall remain the same during tropical cyclone declaration "Tropical Cyclone Condition of Readiness 1 Caution (TCCOR1C)." Upon the declaration of TCCOR1C, the contractor employees shall be excused from all duties. Upon declaration "Tropical Cyclone Condition of Readiness 1 Recovery (TCCOR1R)," the contractor will immediately be available for duty.

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 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), (http://www.usfj.mil/Portals/80/2018%20JEGS.PDF?ver=2018-04-26-195301-487) 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 Department 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 Safety Data Sheet (SDS) 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 workday.

4.9. GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and CORS, may from time to time, with 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. Contractor shall conform to the safety requirements contained in the contract for all activities related to the accomplishment of the 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) 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”. (https://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/E M_385-1-1.pdf).

4.10.2. 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.

4.10.3. 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.

4.10.4. Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.10.5. 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 contracting officer.

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

4.10.7. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

4.10.8. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

Security Police and Fire Department:

While working at any locations on base:

From On base (Use DSN Phone): 911 From Off base: 911-1911 From Cell Phone: 098-911-1911

4.10.9. 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.

4.10.10. 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.

4.10.11. 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.

4.10.12. All contractor employees entering POL areas shall not have matches or lighters in their possession. Smoking is prohibited at DLA Energy Okinawa Laboratory.

4.10.13. Fire & Emergency Services.

The contractor shall be responsible to follow the Fire & Emergency Services Army Regulations 420-90 (http://www.wsmr.army.mil/pdf/AR420_90.pdf?trk=profile_certification_title)

4.14. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS (MANDATORY)

IAW DoDI 3020.41, Operational Contract Support, paragraph 2.c, the Functional Commander or Director have determined that Lab equipment maintenance is an essential service.

(IT IS THE RESPONSIBILITY OF THE FD/FC TO MAKE THE DETERMINATION. IF THE REQUIREMENT IS NOT ESSENTIAL USE THE FOLLOWING STATEMENT INSTEAD, UNDER THIS HEADING).

This service is determined to be non-essential for performance during crisis according to DODI 3020.41, Operational Contract Support, paragraph 2.c. In the event of crisis, the contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with this PWS.

4.15. PHASE OUT.

4.15.1 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. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of required services.

4.15.2 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.

4.16 PUBLICATIONS.

4.16.1 Compliance with all publications, regulations and operating instructions provided by the Government is required when:

4.16.2 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.

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

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

4.17. CONTRACTOR PERSONNEL

4.17.1. 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.

4.17.1.1. 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.

4.17.1.2 The contract manager or alternate shall be available during normal duty hours within two (2) hours to meet on the installation with government personnel (designated by the CO) to discuss problems. After normal duty hours the manager or alternate shall be available within four (4) hours.

4.17.2. 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 wellbeing or operational mission of the installation and its population.

4.17.2.1. 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.

4.17.2.2. 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, Air Force Industrial Labor Relations Activities.

4.17.2.3. 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.

4.18 CONTRACTOR MANPOWER REPORTING

4.18.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields in the Service Contract Report (SCR) at www.SAM.gov http://www.sam.gov/

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year Contractors may direct questions to the SAM.gov service desk https://www.fsd.gov/fsd-gov/home.do

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

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identities are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Guide: Data for Air Force service requirements must be input at www.sam.gov <http://www.sam.gov/>. A quick start user guide is available on the SAM.gov website at https://sam.gov/SAM/transcript/SCR_QSG.pdf In addition, a full user guides for contractors and government personnel are available at https://www.sam.gov/SAM/pages/public/help/samUserGuides.jsf guides for contractors and government personnel are available at https://www.sam.gov/SAM/pages/public/help/samUserGuides.jsf

4.19. JAPANESE ROAD LAWS

4.19.1. The contractor shall comply with the 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:

4.19.1.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

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

4.19.2. 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 operation of the vehicle.

4.20. REQUIRED INSURANCE by JAPANESE LAW

4.20.1. The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the Contractor at the work site.

4.20.1.1. Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent

4.20.1.2. All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

4.20.2. Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S. Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

5. PERIOD OF PERFORMANCE.

The contractor shall complete the work required under this PWS during the following periods of performance:

To be determined.

6. APPENDIES

APPENDIX A

Equipment List

APPENDIX B

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AF Air Force

AFB Air Force Base

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

DEPT Department

DOD Department of Defense

FAR Federal Acquisition Regulation

GR Government Representative

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition

PWS Performance-Based Work Statement

QA Quality Assurance

QCP Quality Control Program

SS Services Summary

USAF United States Air Force

(NOTE: TAILOR TO WHAT IS REFERENCED IN YOUR PWS, INCLUDE TECHNICAL TERMS)

APPENDIX C

MAPS AND/OR SITE PLANS

SUGGESTED MAPS ARE:

(NOTE: ADD MAPS/PLANS AS CONSIDERED APPROPRIATE.)

APPENDIX D

GOVERNMENT FURNISHED PROPERTY/SERVICES/EQUIPMENT

POSSIBLE ITEMS ARE:

EMCS EQUIPMENT TO BE MAINTAINED

UTILITIES TO OPERATE SYSTEMS

POTABLE WATER

(NOTE: ADD DATA AS CONSIDERED APPROPRIATE.)

APPENDIX E

PUBLICATIONS/INSTRUCTIONS

AFI 64-106, AF Industrial Labor Relations, 25 Mar 1994, Entire Document Applicable, PWS Para 4.17.2.2.

DoDI 3020.41, Contractor Personnel Authorized to Accompany the U.S. Armed Forces, 3 Oct 2005, Paras 5.6.2 & 6.2, PWS Para 1.14

(NOTE: WHEN ENTIRE PUBLICATION IS REQUIRED/MANDATORY PUT (ENTIRE DOCUMENT APPLICABLE) INSTEAD OF CITING PARAGRAPH OR CHAPTER)