PWS Misawa_Redacted.pdf

WORK

STATEMENT

FOR

SEMI-ANNUAL PREVENTIVE

MAINTENANCE/ON- CALL REPAIR

SERVICE

DRAEGER ANESTHESIA SYSTEM

BLDG 99, Misawa AB, Japan

35TH MEDICAL SUPPORT SQUADRON

MISAWA AIR BASE, JAPAN

23 Feb 2023

TABLE OF CONTENTS

Paragraph Title Page

1. DECSRIPTION OF SURVICE 2

1.1. Government POC

1.2. Period of performance

1.3 Contract type

1.4 Schedule

1.5 Definition of Preventive Maintenance

1.6 Calibration

1.7 Service Report

2. GENERAL INFORMATION 4

2.1. Contract Management

2.2. Contractor Personnel

2.3. Contractor Appearance

2.4. Special Qualifications

2.5. Hours of Operation

2.6. Special Security Requirements

2.7. Project Site Requirements

2.8. Contractor Equipment

2.9. Physical Security/Liability

2.10. Quality Assurance

2.11. Performance of Services During Crisis Declared by The National

Command Authority or Overseas Combatant Commander

2.12. Misawa Air Base Fire Prevention

2.13. Safety Requirements

3. SERVICE SUMMARY 9

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES 9

4.1. Government Furnished Property/Material

4.2. Utilities

4.3. Sanitary Facilities

4.4. Security Forces and Fire Department 10

1. DESCRIPTION OF SERVICES. 35th Medical Group requires semi-annual preventive maintenance and on-call repair service for the items below to meet the requirements of its mission to support the healthcare of Misawa AB community. The contractor shall furnish all parts, labor, material, tools, equipment, and transportation unless excluded to perform effective preventive maintenance and on-call service for repair when required, for the items listed below in building 99, Misawa Air Base, Japan in accordance with this Performance-based Work Statement (PWS). The contractor shall perform the required services to the items in Table 1 below in accordance with manufacturer’s specifications and standard commercial practices. All maintenance services shall be performed by manufacturer-trained, technically-qualified service personnel.

Table 1

Item Description Model Serial No.

Anesthesia System Apollo ASMK-0151 Anesthesia System Apollo ASMK-0152 Anesthesia System Apollo ASMK-0153

Vaporizer Vapor 2000 ARYB-1691 Vaporizer Vapor 2000 ARYB-1692 Vaporizer Vapor 2000 ARYB-1693 Vaporizer Vapor 2000 ARYC-0048 Vaporizer Vapor 2000 ARYC-0049 Vaporizer Vapor 2000 ARYC-0050 Vaporizer Vapor 2000 ASNL-0203 Vaporizer Vapor 2000 ASNL-0204 Vaporizer Vapor 2000 ASNL-0205 Vaporizer Vapor 3000 ASHL-0101 Vaporizer Vapor 3000 ASHL-0102

1.1. GOVERNMENT POINT OF CONTACT (POC).

1.2. PERIOD OF PERFORMANCE.

Base Year 1 Apr 23 through 31 Mar 24, Option Year One 1 Apr 24 through 31 Mar 25, Option Year Two 1 Apr 25 through 31 Mar 26, Option Year Three 1 Apr 26 through 31 Mar 27, Option Year Four 1 Apr 27 through 31 Mar 28.

1.3. CONTRACT TYPE. This is a fixed price Purchase Order (PO) for full maintenance service, with four of the optional plans designed and provided by manufacturer of the model which covers all costs for labor and parts (all repair parts and parts specified to be replaced at preventive maintenance) of all preventive maintenance and unlimited on-call repair services except specified consumable parts (such as certain type of light bulbs, filters).

1.3.1. REPLACEMENT PARTS. All replacement parts used for the equipment in this PWS shall be manufactured or designated by the equipment manufacturer with applicable warranty.

1.4. SCHEDULE.

1.4.1. PREVENTIVE MAINTENANCE (PM). Preventive maintenance service shall be performed in April and October every year but schedule may be re-scheduled if there is FW and/or MDG commanders’ direction to change MDG operation hours. The contractor is responsible for coordinating the date and time with the Government POC no later than one week before PM to be performed. Repairs shall be done as required. The Contractor shall provide the Government POC with the phone number and POC for service.

1.4.2. ON-CALL REPAIR SERVICE. The contractor shall be on site within 48 hours upon request excluding the weekends and local holidays.

1.5. DEFINITION OF PREVENTIVE MAINTENANCE. Preventive Maintenance is defined as maintenance performed on scheduled basis as general upkeep of a component or system for the purpose of removing the cause of system downtime due to equipment failure or damage in accordance with the manufacturer’s specifications and standard maintenance practices. Preventive maintenance shall be performed on, such as equipment inspection, cleaning and lubricating by detecting and correcting minor malfunctions before they become major repair items, disrupt production or become safety hazards.

Manufacturer procedures will be utilized to perform all maintenance actions. Preventive maintenance shall include, but are not limited to, the following:

a. Perform an operational check of all systems and correct any noted deficiencies.

b. Verify the systems’ internal and external calibrations are within the manufacturer’s specifications.

c. Clean and lubricate mechanical parts in accordance with manufacturer’s service manual.

d. Perform an electrical check of the equipment and all accessories included in this purchase order, and make electrical adjustments as required to ensure compliance with manufacturer’s specifications.

e. Replace worn or defective parts. Worn parts are those that may fail prior to the next Preventive

Maintenance Inspection (PMI).

f. Visually inspect exterior of all systems for damage and cleanliness and report any discrepancies to

Government POC.

g. Make mechanical adjustments to ensure proper operation.

h. Consult with equipment operator regarding equipment performance.

1.6. CALIBRATION. Written calibration record shall be submitted to the Government POC. The record must clearly describe manufacturer’s specifications and results of calibration.

1.7. SERVICE REPORT. The Contractor shall furnish service reports to the Government POC upon completion of each service.

The service report will include, as a minimum:

a. Date/time of service

b. Signature of Government POC for acceptance of the service rendered

c. Identify if a PM or Remedial Service Request

d. Date/time of response (sign-in)

e. Date/time of service completed

f. Equipment, model number, serial number of the malfunctioning equipment

g. Description of equipment malfunction and corrective action

h. Preventive maintenance performed tests and results

i. Replacement part nomenclature, part number and serial number

j. The cost of each part replaced if not covered under this PO

k. Number of service hours

l. Name of the technical representative performing the PM or remedial services

m. Provide English translation, if forms are in foreign language

2. GENERAL INFORMATION.

2.1. CONTRACT MANAGEMENT. The contractor shall provide contract representative(s) who shall have full authority and be responsible for all requirements in this PWS. The name and telephone number shall be submitted to the Contracting Officer (CO) and 35 MDSS/SGSME Government POC before starting of service.

2.2. CONTRACTOR PERSONNEL. The contractor shall not employ persons for this service if such employees are identified by the CO as a potential threat to health, safety, security, general well-being, or operational mission of the installation and its population.

2.3. CONTRACTOR APPEARANCE. Contractor employees shall present a neat and professional appearance appropriate to the type of work they are performing. They shall be easily recognizable as contractor personnel and at a minimum, the company and employee name shall be visible on their clothing at all times. Camouflage attire, resembling military battle dress, shall not be worn.

2.4. SPECIAL QUALIFICATIONS. The contractor shall ensure all personnel engaged in this service are properly trained for maintenance.

2.5. HOURS OF OPERATION. The contractor shall perform the services required under this PWS on an 8-hour workday, 0900-1700, Monday through Friday, except U.S. Legal holidays and local holidays unless otherwise authorized by the CO. The duty hours may be changed if there is instruction from the Base or Medical Group commander. This does not mean the contractor has an option to request to change their hours, but only allows hours to be changed in times of need by the government. This only goes into effect when the contractor is notified by the government.

2.5.1. U.S. LEGAL HOLIDAYS If the holiday falls on a Saturday, the preceding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday. The following is a list of U.S. legal holidays:

Holiday Date

New Year's Day 1st January Birthday of Martin Luther King Jr. 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth National Independence Day 19th June Independence Day 4th July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veteran's Day 11th November Thanksgiving Day 4th Thursday of November Christmas Day 25th December

2.6. SPECIAL SECURITY REQUIREMENTS. The contractor shall comply with all Misawa AB security requirements. The government will provide escorts for the contractor, as required.

2.6.1. BASE PASSES. The contractor shall obtain the following pass and identification items and adhere to the rules regarding the passes set forth:

a. Prior to the start of on-site work, the contractor shall submit applications for base passes (listed below) to 35 SFS/S-5 via 35 CONS/LGCB, for all employees including subcontractor employees, and vehicles requiring access to Misawa Air Base in order to perform services under this purchase order.

(1) 5 AF Form 99, Application for Base Pass, for employees.

(2) 35 FW Form 54, Application for Vehicle Registration.

b. The contractor, in conjunction with sponsoring unit/agency, will periodically cross-reference current employees against the base pass listing maintained by the Visitor Control Section, 35 SFS/S-5, Bldg.

301, to ensure accuracy and to verify employment status of assigned personnel. The contractor will immediately report any changes in employment status such as termination, retirement, or resignation of employed personnel in possession of base and/or vehicle passes to the sponsoring unit/agency and/or the base contracting office. The contractor will be responsible for collection of the base and/or vehicle pass turn-in to the sponsoring unit/agency within three (3) working days of the employee’s termination.

c. Upon completion of this purchase order, the contractor shall return all employees and vehicle passes to the Visitor Control Section, 35 SFS/S-5, Bldg. 301, and obtain a Certification of Receipt then submit to 35 CONS/LGCB. Final payment will be withheld until the contractor has accomplished required clearances.

2.6.2. RANDOM ANTITERRORISM MEASURES (RAMs). RAMS are conducted on Misawa Air Base at varying times during a 24-hour period and may consist of measures such as spot checks of identification credentials, random vehicle searches, and site security sweeps. The contractor is subject to participating and cooperating with RAMS as directed by competent authority. Anticipate increased RAMS during implementation of elevated Force Protection Conditions (FPCONs).

2.6.3. REPORTING SUSPICIOUS ACTIVITY. It is the responsibility of all personnel working and residing on Misawa Air Base to be alert for detecting and reporting suspicious criminal or terrorist activity. The contractor shall immediately report any on-base observed suspicious activity to the 35 SFS/BDOC, Bldg. 646. All contractor-employed personnel shall be familiar with suspicious activity reporting numbers and procedures. The primary number for reporting suspicious activity on Misawa Air Base is 911 from a base phone or 0176-53-1911 from a mobile phone or off-base.

2.6.4. LEVEL I ANTITERRORISM AWARENESS TRAINING FOR CONTRACTORS (JAN

2019)

(a) Definition. As used in this clause—

“Military installation” means a base, camp, post, station, yard, center, or other activity under the jurisdiction of the Secretary of a military department or, in the case of an activity in a foreign country, under the operational control of the Secretary of a military department or the Secretary of Defense (see 10 U.S.C. 2801(c)(4)).

(b) Training. Contractor personnel who require routine physical access to a Federally-controlled facility or military installation shall complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. In accordance with Department of Defense Instruction O-

2000.16 Volume 1, DoD Antiterrorism (AT) Program Implementation: DoD AT Standards, Level I antiterrorism awareness training shall be completed—

(1) Through a DoD-sponsored and certified computer or web-based distance learning instruction for Level I antiterrorism awareness; or

(2) Under the instruction of a Level I antiterrorism awareness instructor.

(c) Additional information. Information and guidance pertaining to DoD antiterrorism awareness training is available at https://jko.jten.mil/ or as otherwise identified in the performance work statement.

(d) Subcontracts. The Contractor shall include the substance of this clause, including this paragraph (d), in subcontracts, including subcontracts for commercial items, when subcontractor performance requires routine physical access to a Federally-controlled facility or military installation.

2.7. PROJECT SITE REQUIREMENTS.

https://jko.jten.mil/

2.7.1. SUSPENSION OF UTILITIES. N/A

2.7.2. SPECIAL SAFETY PRECAUTION. All work shall be conducted in a safe manner and shall comply with OSHA and the current Safety and Health Requirements. The Contractor shall provide all necessary safety protective equipment, and follow all necessary procedures. The contractor shall notify the contracting officer of all mishaps involving Air Force property or personnel immediately.

2.7.3. DISPOSAL OF MATERIAL. Except as specified elsewhere in the purchase order or this PWS, all residue and scrap generated by the contractor during the performance of this purchase order shall be disposed of outside the confines of Misawa Air Base in accordance with all Japanese Laws unless otherwise directed by the CO.

2.7.4. MATERIAL APPROVAL SUBMITTAL. The contractor shall submit a Safety Data Sheet (SDS) for chemicals, if used in this service, accompanied by AF Form 3000, Material Approval Submittal, to the CO for approval prior to use, and supplies shall not be changed without approval after contract start date. Submission of chemical samples may be requested along with the SDS.

2.8. CONTRACTOR EQUIPMENT.

2.8.1. VEHICLES. The contractor shall operate vehicles to comply with Japanese and base traffic regulations. All contractor vehicles shall comply with Japan Licensing, Registration, and Vehicle Safety Inspection requirements.

2.8.1.1. REQUIRED INSURANCE. (This paragraph applies only when contractor’s owned vehicles are being operated on Misawa Air Base) The contractor shall procure and maintain, during the entire period of his/her performance under this contract, the following minimum vehicle insurance:

Property Damage – ¥2,000,000

2.8.1.2. Prior to the commencement of work hereunder, the contractor shall furnish to the CO a certificate or written statement of the above required insurance. The contractor is required to notify the CO immediately upon cancellation or of any material change in the policies adversely affecting the interests of the Government.

2.8.1.3. The contractor agrees to insert the substance of this clause in all subcontracts hereunder.

2.9. PHYSICAL SECURITY/LIABILITY. The contractor shall provide appropriate protection to surrounding work areas. The contractor is responsible for safeguarding Government’s and contractors personnel and equipment from damage and/or injury.

2.9.1. The contractor shall exercise care to avoid any damages to the facility, furniture, and equipment.

The contractor shall at no cost to the government, repair or replace any damages to facility, furniture, or equipment caused by the contractor.

2.9.2. The contractor shall notify the CO and the Government POC as soon as any damage occurs in the work area.

2.10. QUALITY ASSURANCE. The CO will appoint the Government POC to inspect and evaluate contractor’s performance based on services summary to ensure services are received. The Government POC will evaluate the contractor’s performance through on-site inspection. For customer complaint(s), the Government POC will validate the complaint(s), and the CO will make decision for further action(s).

2.11. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. This service is not determined to be essential for performance during crisis. In the event of crisis, the contractor will be notified by the CO of the need to discontinue services due to base closure or other causes.

2.12. MISAWA AIR BASE FIRE PREVENTION. The contractor shall be responsible for fire prevention in all contracted area and be free from any potential fire hazards. The contractor shall comply with the following fire prevention guidance.

a. Fire Reporting:

1) The primary emergency reporting number on Misawa Air Base is 911 or 0176-53-1911 from off base. Fire Department operations take place out of Bldg. 947 and Bldg. 3003.

2) On-base telephones in the warehouse(s) shall have “911” stickers.

3) All contractor-employed personnel shall be familiar with fire reporting numbers and procedures.

b. Vehicles:

1) Access for fire fighting vehicles must be maintained at all working sites.

2) Contractor’s vehicles shall not be parked within 15 feet of any fire hydrant of Fire Department connection.

3) Contractor’s vehicles shall give the right-of-way to responding fire/emergency vehicles.

c. Electrical Hazards:

1) All of the contractor’s electrical tools and equipment shall be in good (original) working condition and its maintenance shall be done properly in compliance with manufacturer’s maintenance instructions.

2) All extension cords used shall be equipped with circuit breakers and plugged directly in the outlets (not other extension cords).

3) Building utility panels shall not be blocked by contractor tools/supplies.

d. Storage:

1) Flammable liquids shall not be stored inside the warehouses next to the buildings or near exit ways.

2) Fire protection system shall not be obstructed at any time. Carpet storage shall be neat in a manner which does not present fire/safety hazards and not to block the access to where fire-extinguishers are mounted.

2.13. SAFETY REQUIREMENTS. In performing work under this contract, the contractor shall:

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

2.13.2. Perform work in a safe manner as required by General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

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

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

2.13.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

2.13.6. 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.

2.13.7. 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.

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

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

3. SERVICE SUMMARY.

Item Performance Objective PWS Para Performance Threshold

1 Preventive Maintenance Service 1.1, 1.2, 1.3, 1.3.1, 1.4.1, 1.5, 1.6, and 1.7

No defect in performance.

2 On-call Repair Service 1.3.1, 1.4.2.

and 1.7

No defect in performance.

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

4.1. GOVERNMENT FURNISHED PROPERTY/MATERIAL. N/A

4.2. UTILITIES. The contractor may utilize existing government sources of electricity, water, and sewer needed to perform the services required by this PWS. The contractor shall provide own utilities where utilities are unavailable. The contractor shall instruct employees in utilities conservation practices.

The contractor shall be responsible for operation under conditions that prevent waste of utilities.

4.3. SANITARY FACILITIES. Toilet facilities are available for contractor’s use.

4.4. SECURITY FORCES AND FIRE DEPARTMENT. Government telephones are located throughout the base. The only time the contractor or their employees are authorized to use these telephones is to contact the Base Security Forces and the Base Fire Department. The Emergency Phone Number is 911 or 0176-53-1911 from off base.