PWS_29Oct21.pdf

Attachment to FA520922Q0001

DEPARTMENT OF THE ARMY

UNITED STATES ARMY GARRISON JAPAN

DIRECTORATE OF PUBLIC WORKS

UNIT 45006 APO AP 96343-5006

PERFORMANCE WORK STATEMENT

FOR

INSPECTION, MAINTENANCE, AND REPAIR

OF

THE SUPERVISORY CONTROL &

DATA ACQUISITION SYSTEM (SCADA),

INCLUDING REMOTE STATION PANELBOARDS (RSPs) BLDG No. 348, IN CAMP ZAMA, SAGAMIHARA FAMILY HOUSING AREA, SAGAMI GENERAL DEPOT, AND AKASAKA PRESS CENTER, JAPAN

(FEWR No. JF-10017-1J) 29 Oct 2021

Table of Contents

SECTION 1 Description of Services / General Information Page 2 thru 8

SECTION 2 Services Summary Page 9

SECTION 3 Appendices Page 10

Appendix A. Locations of Job Site Appendix B. Minimum Required SCADA and RSPs Maintenance/Inspection Items Appendix C. Connection Diagram and Photographs for SCADA and RSPs Appendix D. SCADA System Ethernet Chart No.1 and No.2

SECTION 1

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all necessary labor, management, tools, equipment, transportation, materials, and any other items or services necessary to perform inspection, maintenance and repair of the Supervisory Control & Data Acquisition System (SCADA), at Bldg No. 348 in Camp Zama (CZ), including Remote Station Panelboards (RSPs) at CZ, Sagamihara Family Housing Area (SFHA), Sagami General Depot (SGD), and Akasaka Press Center (APC). The services shall be performed in accordance with (IAW) this Performance Work Statement (PWS), commercial standards and practices, and manufacture’s specifications.

1.1. INSPECTION AND MAINTENANCE.

1.1.1. The contractor shall provide annual inspection and maintenance services on the items/devices/computer systems of the SCADA, including RSPs, at CZ, SFHA, SGD, and APC, listed in Appendix B to ensure reliable, functional operation of the system. The location of the job sites are outlined in Appendix A. The minimum required types of maintenance and inspection are outlined in Appendix B with applicable devices. The SCADA connection diagram and photographs are in Appendix C, and SCADA system Ethernet charts are provided in Appendix D.

The manufacturer’s operation and maintenance manuals will be provided by the Contracting Officer’s Representative (COR) after contract award. Prior to the commencement of work, the contractor shall review and obtain necessary information including specifications of the system descriptions, physical condition of the existing systems, and any other conditions essential for maintaining the systems in safe and reliable operating conditions.

1.1.2. Annual Inspection and Maintenance Schedule. Within 15 calendar days after contract award and by the start of each option year, the contractor shall submit an annual maintenance schedule, in both English and Japanese, for COR approval. The annual schedule shall show the date and time of the inspection/ maintenance for each item in Appendix B. The contractor shall not deviate from the approved schedule without obtaining prior approval from the COR.

1.1.3. Inspection and Maintenance Report. The contractor shall submit an annual inspection and maintenance report both in English and in Japanese to the COR within 15 calendar days after completion of each inspection and maintenance services are performed. The report shall be digital format-type and include the following items at a minimum:

(1) Location

(2) Date and time work performed

(3) Name of licensed technician who performed

(4) Description and method of service performed

(5) Inspection and/or maintenance data

(6) Calibration

(7) Condition of serviced SCADA and RSPs

(8) Signature of Contractor Representative

1.2. REPAIRS.

1.2.1. Repair work includes the reprocessing or replacement of parts or materials which have deteriorated and could not have been corrected through maintenance servicing. Repair work may also be required for correction of conditions and equipment that adversely affects the use of system for designated purpose as well as to restore any failed or failing components. Repairs may be identified during routine maintenance service or as an on-call service.

1.2.2. In the event that the contractor identifies needed repairs during maintenance service, the contractor shall immediately inform the COR and take temporary measures to ensure safety and to minimize/prevent further damages to the systems. Additionally, the contractor shall submit a deficiency report in both English and Japanese to the COR within five (5) calendar days of the findings. The deficiency report shall include at a minimum of the following information:

(1) Location

(2) Finding date of needed repair

(3) Description of needed repair (pictures, drawings, etc.)

(4) Justification (what will happen if repair is not accomplished)

(5) Description of repair work requirement

(6) Material list and man-hours for repair

(7) Proposed repair schedule

(8) Cost estimate for repair work

(9) Submission date of the report with contractor representative’s signature

1.2.3. On-Call Telephone Support. The contractor shall be available via telephone Mondays through Fridays, 0800 to 1645, to answer any questions or concerns the COR may have concerning the serviced SCADA and RSPs.

1.2.4. If the issue cannot be resolved through telephone technical support, the contractor shall dispatch an engineer within 72 hours after notification from the time of the COR’s request. The contractor shall report to the work location, survey, perform minor repairs, and restore the equipment and/or systems to the maximum extent practicable. If the repair is unable to be made at the time of the response, the contractor shall immediately take temporary measures to ensure safety and to minimize/ prevent further damages to the systems. The contractor shall submit a deficiency report in both English and Japanese to the COR of each installation within five (5) calendar days.

1.2.5. If the estimated repair cost is below $10,000.00, or equivalent yen value, to include labor, material, equipment, and any costs associated with the on-call service (travel, labor, or other costs) if there was an on-call service, the COR will notify the contractor to immediately proceed with the repair. If the estimated repair exceeds $10,000.00, the contractor shall not commence until a notification is provided by the Contracting Officer. All repairs shall be invoiced under CLIN X005.

1.2.6. The contractor shall accomplish repair work IAW an approved schedule. If the repair work requires any utilities/operation outage, the contractor shall provide the detailed work schedule to include the outage plan, and obtain approval for the outage from all affected customers through the COR prior to shutting a system down.

1.2.7. Repair Report. The contractor shall prepare and submit a written report within ten (10) calendar days after the repair is accomplished. This report shall include:

(1) Date, time, and repair service performed, including step by step process

(2) Photographs showing deficiencies and repair performed

(3) Results of follow-on inspection, testing, and certification

(4) Repair material and labor cost, including man-hours

1.3. Deliverables.

2.0. GENERAL INFORMATION.

2.1. CONTRACTOR PERSONNEL.

2.1.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. The name of this person and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer (KO) and the COR.

The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract. The contractor shall provide the contract manager’s and alternate’s names, email addresses, and telephone numbers. The contract manager or alternate should be proficient in English and shall have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written and oral), issued in English by the KO or COR. If the contract manager or alternate do not meet these requirements, the contractor shall provide a translator for them.

2.1.2. Contractor Employees. Contractor personnel shall be easily recognizable as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the contractor’s company name and the employee’s name.

2.1.2.1. Personnel Qualifications Contractor personnel (or subcontractor) shall possess the following listed certificate or any other equivalent or higher certificates/licenses at all times while performing work:

Official 2nd Class Denkikoujishi (第⼆種電気⼯事⼠)

2.1.3. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The KO may require that the contractor remove any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of the U.S. Government.

2.1.4. Other Country Nationals (OCN). The security forces on each base control entry to the base.

Under certain circumstances, the OCN might be denied entry. It is the contractor’s responsibility to coordinate with security forces at each base when there is a question about particular entry circumstances.

Deliverable CDRL Ref Frequency Format Submit To

Annual Maintenance Schedule (Para 1.1.2.)

A001 Yearly MS Excel or Adobe Acrobat

COR

Annual Inspection and Maintenance Report (Para 1.1.3.)

A002 Yearly MS Word or Adobe Acrobat

COR

Deficiency Report (Para 1.2.2. & 1.2.4.) B001 As required MS Word or Adobe Acrobat

COR

Repair Work Schedule (Para 1.2.6.) B002 As required MS Excel or Adobe Acrobat

COR

Repair Report (Para 1.2.7.) B003 As required MS Word or Adobe Acrobat

COR

2.1.5. U.S. Government and/or Master Labor Contract Employees. The contractor shall not hire employees of the U.S. Government and/or Government of Japan Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR 3.104. Furthermore, the contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense 5500.7-R, Joint Ethics Regulation.

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

Military Reservists and National Guard members may be subject to recall to active duty. Abrupt absence of these personnel could adversely affect contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

2.1.7. Roster. The contractor shall provide a complete roster of all personnel (including the contract manager and alternate contract manager) to the COR prior to start of performance. The roster must include all employee names, email addresses, and telephone numbers. The contractor shall maintain a current listing of employees, providing updates as changes occur.

2.2. QUALITY CONTROL. The contractor shall utilize its existing quality control program to ensure the services are performed IAW commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. At a minimum, the contractor shall develop quality control procedures addressing the areas identified in Section 2, Services Summary.

2.3. QUALITY ASSURANCE. The Government will evaluate the contractor’s performance IAW the Quality Assurance Surveillance Plan (QASP) by appointing a COR to monitor performance to ensure services are received.

2.4. GOVERNMENT REMEDIES. The KO shall follow FAR 52.212-4, Contract Terms and Conditions- Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.5. CONTRACTING OFFICER (KO) AUTHORITY. Only the KO has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the KO will be considered an unauthorized commitment and subject to ratification actions in accordance with FAR 1.602-3.

2.6. CONTRACTING OFFICER’S REPRESENTATIVE (COR). The contractor shall coordinate all aspects of this requirement with the COR. Completed work shall be subject to inspection and acceptance by COR. This designation will be made in writing by the KO at the time of contract award, or prior to commencement of COR duty. The COR shall NOT direct or redirect any contractor action(s). This can only be done by the KO.

2.7. AVAILABILITY OF FACILITY.

2.7.1. Hours of Service. The contractor’s personnel will perform scheduled work on weekdays, Monday through Friday (exclusive of the U.S. legal and other designated holidays listed below), during normal duty hours, 0800 - 1630 hours unless prior arrangements have been made with the COR. The contractor shall perform emergency on-call repair service 24 hours a day, 7 days a week to correct operational and safety deficiencies of the SCADA and RSPs Maintenance during the contract period, including Saturdays, Sundays, and Japanese and US legal holidays IAW para 1.2.3.

2.7.2. Legal American Holidays and Other Designated Holidays.

American Holidays 1 January New Year’s Days 3rd Monday in January Martin Luther King Jr.’s Birthday 3rd Monday in February President’s Day Last Monday in May Memorial Day 19th of Jun* Juneteenth National Independence Day 4th of July* Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day 11 November* Veterans Day 4th Thursday in November Thanksgiving Day 25 December* Christmas Day

Other Designated Holidays 1, 2 & 3 January New Year’s Days

19 Jul Marine Day 11 Aug Mountain Day 29, 30 & 31 December Year End Days

*Holidays falling on a Saturday will be observed on the preceding Friday, and holidays falling on a Sunday will be observed on the following Monday.

2.7.3. Arrangements of the Performance Time. Should the contractor decide to perform any of the required services before or after normal duty hours, the contractor shall request approval prior to performance from the COR/GR and shall do so at no additional cost to the Government.

2.8. SECURITY AND SAFETY REQUIREMENTS.

2.8.1. Installation Base Passes. The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges to contractor personnel at no cost to the contractor. Vehicle insurance certificates are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

NOTE: Contractor personnel are required to comply with U.S. Army Regulation 190-5 for personnel pass requirements. Contractors are also required to comply with U.S. Army Garrison Japan Regulation 190-13 for vehicle pass requirements. These regulations are available for the selected contractor’s review upon personnel and/or vehicle pass issuance.

2.8.2. Security Requirements. The contractor shall ensure each employee obtains all the required passes and identification items for access to U.S. Government’s installations. These items are issued by the Security Forces Pass and Registration Section. The contractor and employees shall return identification cards to Security Forces within 24 hours of termination or completion of this contract. All other

Government identification for terminated employees shall be returned to the KO within 24 hours of termination.

2.8.3. Off Limit Signs. The contractor shall provide warning and/or ”OFF LIMITS” signs in both English and Japanese and post them at the entrances of jobsite, and barricades around the jobsite while the equipment and/or systems are being serviced. The contractor shall control all personnel desiring access into jobsite areas when work is in progress.

2.8.4. Photography Permission. The contractor shall obtain COR approval prior to commencing any photography.

2.8.5. Responsibility for Damages. Any damages caused to U.S. Government property during the course of performing this contract shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S. Government.

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

2.8.6.1. The contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. The term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term “contractor” includes the contractor, its agents, servants or employees.

2.8.6.2. The contractor shall submit these reports to the KO through the COR as follows:

(a) A preliminary report shall be made as soon as practicable after the time the incident occurs. The report may be either verbal or facsimile.

(b) A complete written report shall be submitted within 4 days (96 hours) after occurrence of the incident. A copy of this report shall be furnished to the COR.

2.8.7. Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements. The contractor shall comply with all pertinent requirements of the U.S. Army and USAG Japan Fire Protection and Safety Regulations or Laws of Japan, whichever is more stringent, to ensure compliance by all subcontractors.

2.8.8. Reserved

2.8.9. Reserved

2.8.10. Reserved

2.8.11. Reserved

2.8.12. Delivery and Storage of Materials. All materials delivered and placed in storage shall be protected from the weather, humidity and temperature variations, dirt and dust, or other contaminants by the contractor.

2.8.13. Disposal of Materials. All debris and unserviceable materials generated under this contract such as industrial waste, non-recyclable materials and equipment/material not listed on hand-receipts shall be disposed of off-base by the contractor in accordance with the laws of Japan. Hand receipt items require turn-in action by the contractor when the listed items have to be replaced.

2.8.14. Temporary Work Stoppage. In the event the Garrison Commander requests a temporary shutdown of the facility, the contractor will be notified in writing by the KO. Any Government caused delays as a result of a temporary shutdown that may require an adjustment to the contract will be coordinated through the KO.

2.9. CLEANLINESS. The contractor is responsible for cleanliness of the service areas. This includes, but is not limited to, washing, sweeping, dusting and other janitorial services necessary to maintain the area in a clean and sanitary condition. The contractor shall furnish such supplies as required.

2.10. COMMERCIAL WARRANTY. The contractor shall provide the Government with their commercial warranty. The Government shall receive the same warranty service as the contractor’s most favored customers. If the services fail to be performed or otherwise fail due to workmanship or materials, the contractor shall correct the affected area(s) at no additional cost to the U.S. Government. The Government reserves the right to reject any unserviceable or substandard item and to require replacement with a serviceable like item or acceptable quality item or to require full credit for the item.

2.11. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utility conservation practices. The contractor shall be responsible for operating under conditions, which preclude the waste of utilities. The contractor shall comply with additional energy policies upon notification by the KO.

2.12. Reserved

SECTION 2

SERVICES SUMMARY

The following Services Summary (SS) identifies the performance objectives and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

These thresholds are critical to mission success.

Note:

Adjustments to the method of assessment shall remain the unilateral right of the government, in so far as the change does not affect the cost or cause delays in performance. The contractor may not use the method of assessment for any excusable delay.

SS Number and Performance Objective

PWS

Paragraph Performance Threshold

Method of Assessment

SS #1. Inspection and Maintenance Para 1.1. No more than One (1) Inaccurate or incomplete report per year Periodic Inspection (Yearly)

SS #2. Repairs Para 1.2. No more than One (1) Inaccurate or incomplete report per year

Random Inspection

SS #3. Schedule: The Contractor shall meet all timelines identified within this contract

Para 1.1.2., 1.1.3., 1.2.2., 1.2.3., 1.2.4., 1.2.7

No more than Two (2) validated defects per year Random Inspection

SECTION 3

APPENDICES

APPENDICIES:

Appendix A. Locations of Job Site Appendix B. Minimum Required SCADA and RSPs Maintenance/Inspection Items Appendix C. Connection Diagram and Photographs for SCADA and RSPs Appendix D. SCADA System Ethernet Chart No.1 and No.2