PWS PA Alerting System.pdf

PERFORMANCE BASED WORK STATEMENT

FOR

Kadena Fire and Emergency Services Fire Station Alerting System

Kadena Air Base, Japan

03 April 2024

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 2-3

2 GENERAL INFORMATION 3-12

3 APPENDICES 12

1.1. Scope of Work

The key objective of this contract is to purchase, install and maintain a fully redundant MACH Alert Fire Station Alerting and Automation (FSAA) system in the Fire Department’s four (4) fire stations on Kadena AB IAW DoDI 6055.06 This system will ensure required response times are met (DoDI 6055.06) and provide additional assistance with locating buildings and nature of all emergencies as well as opening doors, turning on lights, and turning off appliances, improving Fire Station safety. This system will include: alerting interface controller, FSA server for system logging and configuration, two thin client licenses for integration with existing dispatch consoles, text-to-speech interface, integration with existing PA system and LED zone. The MACH Alert FSAA will be fully interoperable with Indo-Pacific Partnership Land Mobile Radio (IP2LMR) and MCC7500 consoles.

The contractor shall provide all personnel, materials, supervision, tools, supplies, equipment, labor, training and other items and non-personal services necessary to design, install, integrate and optimize the MACH Alert FSAA in building 3489 and 739.

The contractor will ensure all manufacturers’ recommendations will be strictly adhered to during the installation of the system.

1.2. Basic Services

1.2.1. The MACH Alert FSAA system must meet the 2024 International Building Code (IBC) and the 2021 International Existing Building Code (IEBC), the National Fire Protection Association’s National Electric Code (NFPA 70), and any applicable federal codes and ordinances. This system must include the MACH Alert FSAA redundant dispatch center hardware, manual or backup alerting, outdoor speakers, system health monitoring, alarm notifications, system acknowledgements and logging, GUI system security, zone based alerting, text-to-speech options, station zoning (audio and light zones).

1.1.2 PLACE OF PERFORMANCE

The place of performance shall be at Kadena AB, Okinawa, Japan.

1.1.3 PERFORMANCE PERIOD

The Government desires delivery of all work to be accomplished within 120 days of contract award. However, the Contractor’s proposed delivery schedule must not extend the delivery period beyond 365 days of contract award. Any request or justification for change shall be made to the Contracting Officer in writing and must be approved by the Contracting Officer.

1.1.4 SITE PREPARATION DELIVERY PLAN

The contractor shall provide a site preparation delivery plan. The plan shall provide a schedule, dates and time to complete each CLIN. The contractor shall provide one printed copy and one soft copy of the plan to the Contracting Officer and Task Manger (TM) within five working days after contract award. The government will review the plan and provide written comments as needed within ten working days. The contractor shall provide a revised plan to the Government within five working days.

1.1.5 INSTALLATION PLAN

The contractor shall develop and supply a full product inventory list as well as an installation plan to Kadena FES.

1.1.6 SINGLE POINT OF CONTACT

An Installation Manager (IM) will be assigned by the contractor to this project shortly after the receipt of an acceptable delivery or purchase order. The IM will be responsible for the successful integration of the proposed system including schedule requirements and technical issues. The assigned IM will review and monitor system design, and deliveries, subcontracts, installation, testing, optimization, and final acceptance. The IM will review the purchase order line item by line item with a representative from Kadena FES prior to sign off. The IM ensures that schedules are met and variances are documented, reported to Kadena FES and the appropriate corrective action is planned and implemented.

1.1.7 IN-FIELD EQUIPMENT INVENTORY

Before system installation begins, an in-field inventory is conducted. This inventory is done in conjunction with Kadena FES and the installation team. This inventory includes any required follow-up action by the IM who is the contractor to locate, repair, or replace any damaged or missing equipment. The IM who is the contractor will make every effort possible to ensure that any discrepancies are corrected in a manner that will not delay the implementation of the system.

1.1.8 AS-BUILT DRAWINGS

Contractor shall provide Communications System Installation Records (as-built drawings). Redlined markings of the installations on Government provided drawings shall be accomplished in accordance with the Base Telecommunications Office requirements. The drawings shall include, at a minimum, cable path deviations, elevations and any other pertinent physical data.

1.1.9 FUNCTIONAL ACCEPTANCE TEST PLAN (FATP)

The contractor will develop the detailed FATP as a joint effort and Kadena FES will finalize it with agreement after contract award and before system implementation. Upon completion of the optimization process the FATP will be accomplished. The contractor, along with a representative of Kadena FES will be present during the testing period to witness each of the acceptance action items.

1.1.10 USER TRAINING

The contractor shall provide dispatch users training on the new Fire Station Alerting System. This training shall consist of all required processes and procedures to utilize the new system. The contractor shall provide a description of the training provided with the proposal submission.

1.1.11 MONTHLY STATUS REPORTS

Monthly status reports are due on or before the 10th of each month documenting work efforts outlined in this Statement of Work. All reports shall be generated utilizing Microsoft Office 2010 compatible software.

1.2. SPECIAL REQUIREMENTS

All equipment provided, and the installation of system equipment, will conform to the current versions of:

• The Uniform Building Code.

• The Nation Fire Protection Association’s National Electric Code.

• The Nation Fire Protection Association’s Standard for the Installation, Maintenance, and Use of Emergency Services Communication Systems.

• Applicable federal codes and ordinances.

2. GENERAL INFORMATION.

2.1 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.

2.1.1. QUALITY ASSURANCE

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.

2.1.2. 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 five working days after contract award. The contractor shall update the plan as changes occur and changes shall be submitted for review by the Contracting Officer.

2.1.3. 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, frequency 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.

2.2 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).

2.2.1. COR

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.

2.2.2. COR

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.

2.2.3. COR

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).

2.2.4. COR

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).

2.3. 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.

2.3.1 ID PASSES, BADGES, AND VEHICLE STICKERS

The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter 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.

2.4. PHYSICAL SECURITY

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

2.4.1. LOCK COMBINATIONS

The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s Quality Control Plan.

2.5. HOURS OF OPERATION.

2.5.1. NORMAL HOURS OF OPERATION

The contractor shall perform the services required under this contract during the following hours: Mon- Fri, 0730 – 1630, except Federal holidays. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government.

2.5.1.1. RECOGNIZED HOLIDAYS

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

2.5.2. EMERGENCY SERVICES

On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above.

2.6. 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:

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

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

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

2.6.4. Government telephones shall be used only for official government business.

2.7 RECORDS.

N/A

2.8. ENVIRONMENTAL CONTROLS.

2.8.1. COMPLIANCE WITH LAWS AND REGULATIONS

The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), 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. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

2.8.2. 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 Kadena AB Fire Department at DSN: 911 or Commercial: 098934511. The liability for the spill or release of such substances rests solely with the contractor and its agent.

2.8.3. MATERIAL STORAGE AND USE

The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

2.9. 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.

2.10. SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall:

2.10.1.

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

2.10.2.

Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

2.10.3.

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

2.10.4.

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

2.10.5.

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

2.10.6.

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.

2.10.7.

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.

2.10.8.

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.

2.10.9.

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

2.10.10.

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

2.10.10.1

While working on Kadena, Okuma, Camp Shields, or Torii Station, call Kadena Dispatch at DSN: 911 or Commercial: 098-934-5911 or 098-962-9445.

2.10.10.2

While working on Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp Kinser, call Foster Dispatch at DSN: 911 or Commercial: 098-911-1911.

2.11 TRAINING.

Contractor shall provide dispatch user training on the new Fire Station Alerting System.

This training shall consist of all required processes and procedures to utilize the new system. Contractor shall provide a description of the training provided with the proposal submission.

2.12. SPECIAL QUALIFICATIONS.

N/A

2.13. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.41. (MANDATORY)

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.

2.14. PHASE OUT.

2.14.1

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 the Fire Station Alerting System.

2.14.2

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.

2.15 PUBLICATIONS.

2.15.1

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

2.15.2

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.

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

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

2.16. CONTRACTOR PERSONNEL

2.16.1.

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.

2.16.1.1.

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.

2.16.1.2

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.

2.16.2.

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.

2.16.2.1.

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.

2.16.2.2.

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. USFJINST 36-1001 requires all USFJ personnel including family members to seek approval first. 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.

2.16.2.3.

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.

2.17. JAPANESE ROAD LAWS

2.17.1.

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

2.17.1.1.

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.

2.17.1.2.

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

2.17.2.

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.

2.18. REQUIRED INSURANCE by JAPANESE LAW

2.18.1.

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.

2.18.1.1.

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

2.18.1.2.

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

2.18.2.

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. APPENDICES

A. Acronyms & Abbreviations List B. Maps and/or Site Plans C. Publications/Forms

APPENDIX A

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

FES Fire and Emergency Services

GR Government Representative

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition

PWS Performance-Based Work Statement

QA Quality Assurance

QAP Quality Assurance Personnel

QCP Quality Control Program

SS Services Summary

USAF United States Air Force

APPENDIX B

MAPS AND/OR SITE PLANS

Bldg 738

Bldg 739

Bldg 3489

Bldg 3579

Bldg 3640

Bldg 52200

APPENDIX C

PUBLICATIONS/INSTRUCTIONS

Applicable PWS Publication/Instruction /Name Date Paragraph/Chapter Paragraph

AFI 64-106, AF Industrial Labor Relations, 04 May 2017, Entire Document Applicable, PWS Para 4.17.2.2.

DoDI 3020.41, Operational Contracting Support (OSC), 20 Dec 2011, Paras 5.6.2 & 6.2, PWS Para 1.14

Federal Communications Commission Rules and Regulations, part 68, 6 Nov 2014

National Electrical Safety Code, 1977 Edition, IEEE, 1996, Update 30 Sep 2016 Entire Document Applicable

BICSI, Telecommunications Distribution Methods Manual 13th edition, 14 May 2014, Entire Document Applicable

ANSI/TIA/EIA-568B; Commercial Building Telecommunications Cabling Standard, 23 April 2001, Entire Document Applicable

ANSI/TIA/EIA-569A, Commercial Building Standard for Telecommunications Pathways and Spaces, 25 April 2012, Entire Document Applicable

ANSI/TIA/EIA-606A, Administrative Standard for the Telecommunications Infrastructure of Commercial Buildings, 1 April 2012, Entire Document Applicable

ANSI J-STD-607-A, Commercial Bonding and Grounding Requirements for Telecommunications, 16 April 2015, Entire Document Applicable