16-T-0003__(DeCA_Yokota).pdf

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER) 1

PAGE OF PAGES

1. REQUEST NO. 2. DATE ISSUED RATING

W912HV-16-T-0003 27-Apr-2016 5a. ISSUED BY

8. TO: NAME AND ADDRESS, INCLUDING ZIP CODE

SEE SCHEDULE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this

Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State, and local taxes)

ITEM NO.

(a)

SUPPLIES/ SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e) (f)

SEE SCHEDULE

AMOUNT

% No. %

NOTE: Additional provisions and representations [ ] are [ ] are not attached.

13. NAME AND ADDRESS OF QUOTER (Street, City, County, State, and ZIP Code)

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15. DATE OF

QUOTATION

16. NAME AND TITLE OF SIGNER (Type or print) (Include area code)

TELEPHONE NO.

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 18 (REV. 6-95)

PREVIOUS EDITION NOT USABLE Prescribed by GSA FAR (48 CFR) 53.215-1(a)

THIS RFQ [ ] IS X[ ] IS NOT A SMALL BUSINESS SET-ASIDE

6. DELIVER BY (Date)

SEE SCHEDULE

AND/OR DMS REG. 1

UNDER BDSA REG. 2

4. CERT. FOR NAT. DEF.3. REQUISITION/PURCHASE

REQUEST NO.

CONTRACTING DIVISION

USACE-JAPAN DISTRICT

RM 147, BLDG. 250

CAMP ZAMA

ZAMA-CITY, KANAGAWA 252-8511

JAPAN

9. DESTINATION (Consignee and address, including ZIP Code)

7. DELIVERY

[ ]X FOB

DESTINATION

[ ] OTHER

(See Schedule)

27-May-2016(Date)

PLEASE FURNISH QUOTATIONS TO THE ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS:10.

046-407-8835TAKAKO HIRUKAWA

(Name and Telephone no.) (No collect calls)5b. FOR INFORMATION CALL:

d. CALENDAR DAYSc. 30 CALENDAR DAYSb. 20 CALENDAR DAYS12. DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS

Section B - Supplies or Services and Prices

PRICE SCHEDULE

Maintenance and Repair of the Refrigeration and HVAC Systems Yokota Air Base, Japan

Base Year: 1 July 2016 - 30 June 2017

UNIT

ITEM NO. SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT

0001 Monthly Preventive and Emergency Maintenance 12 MO ¥_________ ¥_________ of Refrigeration and associated RMAS Systems, Yokota AB

0002 Reimbursable Items 1 JOB NTE ¥1,000,000

0003 Contract Manpower Reporting 1 JOB ¥_________ ¥_________

BASE YEAR SUBTOTAL: ¥__________

Option Period (2-mo): 1 July 2017 - 31 August 2017

UNIT

ITEM NO. SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT

1001 Monthly Preventive and Emergency Maintenance 12 MO ¥_________ ¥_________ of Refrigeration and associated RMAS Systems Yokota AB

1002 Reimbursable Items 1 JOB NTE ¥1,000,000

OPTION ITEM SUBTOTAL: ¥_________

BASE YEAR & OPTION ITEM TOTAL: ¥__________

W912HV-16-T-0003

NOTES:

1. Bid Items for Monthly Preventive and Emergency Maintenance of Refrigeration Systems associated the Refrigeration Monitoring and Alarm Systems (RMAS) in accordance with the contract specifications. This includes in providing and installing all replacement parts and equipment which are less than ¥500,000 per individual part or equipment.

2. Bid Items for Reimbursable Items will be used to pay for each individual replacement part that equals or exceeds the cost of ¥500,000 in accordance with the contract specifications. For bidding purposes, the annual limit shall be set at ¥1,000,000. If the annual limit is exhausted prior to the end of the performance period the purchase or any replacement part, that is equal to or exceeds the cost of ¥500,000 in accordance with the contract specifications, shall be submitted to the Contracting Officer for further direction prior to the purchase of said replacement parts, in accordance with the terms and conditions of the contract.

3. The contractor shall provide Emergency On-Call services as required, effective start date of award.

4. Offerors are required to bid on All Line Items; or their bid will be rejected.

5. The Government reserves the right to exercise Option Period; for all of the items (CLINs) at the price set forth on the line items (CLINs).

6. Abbreviations/Acronyms:

MO - Month NTE - Not to Exceed QTY - Quantity

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

FOR

DeCA PROJECT

MAINTENANCE AND REPAIR OF THE COMMISSARY’S

REFRIGERATION SYSTEMS

YOKOTA AIR BASE, JAPAN

17 March 2016

Prepared By U. S. Army Corps of Engineers

Japan District

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1. GENERAL. This is a non-personal services contract to perform maintenance on all commissary refrigeration systems including the Refrigeration Monitoring and Alarm System (RMAS) at the Yokota Air Base, Japan. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform MAINTENANCE AND REPAIR OF THE COMMISSARY’S REFRIGERATION SYSTEMS, YOKOTA AIR BASE, as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Scope. The Contractor shall provide all services, personnel, equipment, tools, parts, transportation, materials except as specified in Section 18. GOVERNMENT FURNISHED PROPERTY AND SERVICES, supervision, and other items necessary to perform MAINTENANCE AND REPAIR OF THE

COMMISSARY’S REFRIGERATION SYSTEMS, YOKOTA AIR BASE.

1.3. Work and services to be provided by the Government are specified in Section 18. GOVERNMENT FURNISHED PROPERTY AND SERVICES. Work performed under this contract shall be conducted in accordance with the manufacturer’s recommendation and/or best commercial practices to operate the systems at optimum efficiency while maintaining the required operation, temperature and/or humidity conditions. The estimated quantities of emergency work are listed in Technical Exhibit 2, Emergency Call Workload Estimates.

1.4. Period of Performance. Period of performance for Base Year shall be from 01 July 2016 through 30 June 2017. One option of two (2) additional months from 01 July 2017 through 31 August 2017 may be exercised at the discretion of the Contracting Officer (KO) in accordance with FAR subpart 17.2, Options.

2. CONTRACTOR REQUIREMENTS.

2.1. Perform refrigeration system periodic preventive maintenance (PPM) at the frequency recommended by equipment manufacturers and/or best commercial practices, but no less than on a monthly basis. The PPM shall include repairs, checks, tests, calibrations, adjustments, lubrications, and replacement of system parts. Loose parts including hinges shall be tightened and secured. Door surfaces including stainless frames shall be free of corrosions, dirt, and other foreign substances.

2.2. Be available for emergency service 24 hours/day, 7 days/week and furnish at least one (1), but not more than three (3) telephone numbers at which the contractor or his representative can be contacted 24 hours/day, 7 days/week.

2.3. Report to an authorized government personnel (AGP) immediately upon arrival at the commissary and notify the AGP when repairs have been completed.

2.4. Respond to an emergency call within two (2) hours for refrigeration equipment and complete emergency repairs within 24 hours after receiving the request from the AGP.

2.5. Perform PPM and emergency service with lead technicians having a minimum of five (5) years of journeyman refrigeration mechanic experience for the applicable work.

2.6. Provide a complete service statement for PPM and emergency services in accordance with paragraph

20.11.2. Service Statements.

2.7. Provide and update the Parts/Equipment list and furnish copy to the Contracting Officer’s Representative (COR). An update is required at the start of the contract, as equipment is added or subtracted from the contract and as a final 180 days prior to the end of the contract.

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3. GOVERNMENT REQUIREMENTS.

3.1. Periodically monitor contractor PPM and emergency repair work, and review service statements for legibility, completeness and accuracy during the monthly Performance Evaluation Meetings. The guideline reference is DeCA: REFRIGERATION, HEATING, VENTILATING, AND AIRCONDITIONING MAINTENANCE CONTRACT HANDBOOK. February 27, 1998.

3.2. Ensure that repairs have been completed by verifying that equipment is operating within prescribed temperature limits.

3.3. Inspect refrigeration systems monthly to verify equipment is performing within the required temperature ranges and that the contractor is performing the required Periodic Preventive Maintenance.

3.4. Document unsatisfactory contractor performance of PPM and emergency repairs by preparing contract discrepancy reports.

4. CONTRACTOR PERSONNEL.

4.1. Contract Manager. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The names shall be designated in writing to the Contracting Officer at the pre-performance conference. The Contract Manager must have a minimum of two (2) years experience in managing projects of similar size and scope.

4.1.1. The Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

4.1.2. The Contract Manager shall be available during normal duty hours within 24 hours to meet on the installation with Government personnel designated by the Contracting Officer to discuss problem areas.

After normal duty hours, the Contract Manager shall be available within 48 hours. Response to Emergency Service calls shall be in accordance with paragraph 20.8. EMERGENCY SERVICE WORK.

4.1.3. The Contract Manager must be able to read, write, speak, and understand English.

4.1.4. Any changes in personnel must be reported to the Contracting Officer.

4.2. Employees.

4.2.1. When the Contractor’s maintenance personnel are on site, at least one (1) of the crew shall be capable of oral and written communication in English.

4.2.2. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest nor shall the Contractor employ any person who is an employee of the Department of the Air Force, Army, Navy, or Marine Corps, either military or civilian, unless such person seeks and receives approval in accordance with applicable military and civil service standards.

4.2.3. 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. The abrupt absence of these personnel could adversely affect the Contractor's ability to perform. Their absence, at any time, shall not constitute an excuse for nonperformance under this contract.

4.3. Security Requirements.

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4.3.1. No employee or representative of the Contractor will be admitted to the site of work unless he furnishes authorized admittance to the site of work by the Resident Office. The Contractor shall obtain personnel and vehicle passes for each employee by filling out and submitting the appropriate pass request forms to the Pass and Identification Section of YOKOTA AIR BASE. A copy of the contract, driver's license, family registry or passport to verify citizenship, individual identification number (if available), birth certificate, vehicle registration, proof of insurance, letter of authorization from the Contracting Office may also be required in obtaining personnel and vehicle passes. The contractor is responsible for maintaining and updating passes for each of his employees. All vehicle and personnel passes shall be surrendered to the Pass and Identification (ID) Section upon completion or termination of the contract, or upon termination of an individual's employment. The contractor shall obtain a certification of receipt from Pass and Identification (ID) Section that the passes have been returned. Final Payment will be withheld until the Contractor has returned all such passes.

4.3.2. The rules and regulations of the installations where services are performed shall apply to the Contractor and his employees while on the premises of such installations. These regulations include, but are not limited to, presenting valid identification for installation entrance, obtaining and using vehicle passes for all Contractor-owned and/or privately-owned vehicles, obeying all posted directives, and providing strict adherence to Military Police direction to instances where Military Police have been dispatched to a particular location.

4.3.3. All Contractor personnel shall wear distinctive clothing bearing the name of the company or by wearing appropriate badges that indicates the company and employee name and shall be easily recognizable. All Contractor personnel must have an identification card issued by his or her company and shall present the card to the AGP upon request.

4.4. Quality Surveillance. The Government will evaluate the Contractor's performance under this contract according to Technical Exhibit 1, Performance Standards. The Government will record all observations made.

When an observation indicates defective performance, the Quality Surveillance Representative (QSR) or AGP will prepare a CDR and request the Contractor's representative initial the Contract Deficiency Report (CDR) to indicate that they are aware of the observation.

4.4.1. Performance Evaluation Meetings. The Contract Manager shall meet monthly with the COR, QSR, and AGP to review and discuss the contractor’s performance, including a review of the contractor maintained Maintenance Logbook, CDRs, and any other issue of concern to either party.

4.4.2. Physical Security. Contractor shall be responsible for safeguarding all Government property and facilities provided for Contractor use or access. At the close of each work period, Government facilities, equipment, and materials shall be secured. Upon arrival at the commissary, the Contractor shall request that commissary personnel unlock the doors at the mechanical rooms, allowing the contractor or his representative access to the refrigeration systems. The Contractor shall return to the commissary each day before his departure and request areas unlocked upon his arrival to be locked and secured.

4.5. Conservation of Utilities. The Contractor shall instruct employees in utilities conservation practices.

The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which shall include:

4.5.1. Lights shall be used only in areas where and at the time when work is actually being performed.

4.5.2. Water faucets or valves shall be turned off after the required usage has been accomplished.

5. CONDITION OF REFRIGERATION SYSTEM. The Government does not warrant or certify the condition of the equipment upon acceptance of this contract. The Contractor shall accept the equipment in an "as is" condition and shall be responsible for any necessary maintenance and repairs. The contractor is responsible for performing initial repairs necessary for the equipment to achieve the temperature and/or relative humidity by Technical Exhibit

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6, Quality Standards, at no additional cost to the Government, except for any individual replacement part or any individual replacement equipment with a cost of ¥500,000 or more.

6. ORIGINAL DESIGN OF THE REFRIGERATION SYSTEM. Refrigeration systems shall not be changed or modified from their original size, design, and configuration without prior approval of the Contracting Officer.

7. CONTRACTOR QUALIFICATIONS.

7.1. Within 14 calendar days from receipt of the Contract Award, the Contractor shall submit in writing to the Contracting Officer an Organizational Chart, the qualifications and background history of the proposed Key Personnel consisting of the Contract Manager, Journeyman Refrigeration Mechanic, Journeyman Electrician for Government approval. The Contracting Officer shall have the explicit right to determine acceptability (or rejection) of the proposed individuals. In addition, the Contractor shall be responsible to replace said individuals upon notification by the Government should performance become inadequate during the contract period. Key Personnel shall attend the pre-performance conference. Any changes in personnel after work begins shall be submitted to Contracting Officer for acceptance along with a new organizational chart.

7.2. The Contractor shall have experience in the maintenance and repair of refrigeration systems in commercial supermarket facilities with refrigeration systems similar to the size, type, and complexity of equipment shown in Technical Exhibit 7 (Equipment List).

7.3. The Contractor shall have, in his employment, a minimum of one refrigeration mechanic, and one electrician. The journeyman refrigeration mechanic shall have at least five (5) years experience in installation, repair, and maintenance on commercial supermarket refrigeration facilities similar in size, complexity, and type of refrigeration systems listed on Technical Exhibit 7 (Equipment List). The journeyman electrician shall have at least five (5) years experience in installation, repair, and maintenance on commercial supermarket facilities with electrical systems associated with refrigeration systems similar in nature to the size, complexity, and type of the systems shown in Technical Exhibit 7 (Equipment List).

Local certification (i.e. high pressure gas certification) equivalent to the level of qualification of a journeyman mechanic is acceptable. A qualified journeyman mechanic is one who possesses a "haikan sekou kanri-gishi" certification (1st grade preferred) and a qualified journeyman electrician is one who possesses a "denki sekou kanri-gishi" certification (1st grade preferred). If during the contract period any changes to the list are required, these changes along with supporting information shall be submitted to the Contracting Officer for acceptance.

7.4. Mechanics leading a crew responding to a call for emergency repairs, as defined in Section 20.

SPECIFIC TASKS shall be a journeyman mechanic. A journeyman refrigeration mechanic shall lead the crew in performing the Periodic Preventive Maintenance (PPM) on refrigeration systems.

7.5. Only qualified technicians shall maintain the refrigeration monitoring alarm system (RMAS) and COM- TROL refrigeration control system. The technicians shall be craftsmen who have completed the training and certified by the RMAS / COM-TROL manufacturer on proper installation, operation, and field service on the refrigeration monitoring alarm system. Proof of certification shall be submitted to the Contracting Officer for verification.

The Contractor shall acquire the services of Mitsubishi Electrical Building Technology Service Co. Ltd.

(MEBTS) and Tyler Okamura to provide familiarization training on both refrigeration system operation and maintenance. This requirement is applicable only for the base year portion of the contract.

Mitsubishi Electrical Building Technology Service Co. Ltd. (MEBTS) 1-25-12, Akebono-cho, Tachikawa-shi Tokyo 190-0012 POC: Mr. Naotaka Taura Coller and Heater Section Chief - Tachikawa District

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Tel: (042) 524-0136

FAX: (042) 524-7734

Tyler Okamura Corporation 1-1-7 Uchikanda Chiyoda-ku, Tokyo 101-0047 POC: Mr. Higashi/Mr. Kamei Tel: 03-3259-6008/042-527-5801

The above listed points of contact (POC) are for information only. The Contractor is responsible for full coordination with MEBTS and Tyler Okamura. MEBTS and Tyler Okamura shall perform a one-day training at the minimum, on the familiarization/on the job training for the Contractor and Government personnel on the refrigeration system. This training shall include operation and maintenance with emphasize on the unique features of the refrigeration system installed at the commissary.

7.6. On every occasion where the Contractor performs services, at least one (1) qualified mechanic approved under paragraph 7.2., shall be sent to the job. The qualified mechanic shall be capable of oral and written communication in English or at least one (1) member of the crew shall be capable of oral and written communication in English.

8. STORAGE. The Contractor may be permitted to store tools, equipment, spare parts and supplies, and operation and maintenance (O&M) manuals required for PPM and emergency service of existing systems in the commissary mechanical room or other area designated by the Contracting Officer in coordination with the Commissary Manager, provided that doing so creates no safety hazards. The Contractor shall bear full responsibility for housekeeping of the storage area and securing all stored items against loss or theft. At the termination of the contract, the Contractor shall remove all Contractor-owned tools and equipment. The Contractor shall coordinate with the Contracting Officer for turnover to the Government all O&M manuals, O&M records, and residual spare parts that the Government already paid for. If the Contractor stores materials, tools and equipment within/or adjacent to the commissary, it is at his own risk. The Government is not responsible for theft, damage, etc., of this property.

9. RESERVED.

10. COMMISSARY HOURS OF OPERATION.

10.1. Normal commissary hours of operation are approximately:

Sunday 09:00 – 19:00 Monday 09:00 – 19:00 Tuesday 09:00 – 19:00 Wednesday 09:00 – 19:00 Thursday 09:00 – 19:00 Friday 09:00 – 19:00 Saturday 09:00 – 18:00

10.2. The commissary schedule indicated above are the normal store hours and are subject to change to adapt to the Base and DeCA requirements. There are certain Federal holidays (New Year's Day, Martin Luther King Jr.'s Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day) during which this commissary may be closed. There is no definite schedule. The Contractor shall take into consideration these closures and plan the PPM accordingly. The Contractor shall coordinate closely with the AGP regarding the hours of operation. Should the Contractor choose to work in the commissary when the commissary is closed, the Contractor shall submit a written request to the AGP to obtain permission and coordinate activities with the AGP five (5) working days prior to that closed day.

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10.3. Commissary Telephone Number. Yokota (DSN) 225-6354 or 225-8585.

11. SAFETY.

11.1. The Contractor shall follow the requirements of EM (Engineering Manual) 385-1-1 Safety and Health Requirements in the execution of this contract. This manual contains specific requirements for personal protective and safety equipment; control of hazardous energy (Lockout and Tagout); entry into confined spaces, fire prevention and protection; pressurized gas work; material handling, elevated work, storage and disposal and other topics. At least fourteen (14) calendar days prior to the commencement of field work, the Contractor shall submit four copies of the Accident Prevention Plan (APP) with site specific Activity Hazard Analysis (AHA) to the Contracting Officer for review and acceptance if applicable/required. The program/plan shall include identification of safety and/or health hazard associated with the activity and discussion on controls to be exercised by the Contractor to protect employees.

11.1.1. In developing an APP and AHAs , the Contractor is also responsible for reviewing Section 1 of Engineer Manual 385-1-1 (EM 385-1-1).It is understood that this manual in its entirety may be too complex for the type of work being performed under these contracts. Contractor shall consult with the Contracting Officer for additional guidance.

11.1.2. The Contractor shall provide documentation and qualifications for the Site Safety and Health Officer (SSHO) for work involving field investigations or high risk activities as part of the APP submittal IAW EM 385-1-1, Section 1.

11.2. Conduct an accident investigation for recordable injuries and illnesses, property damage accidents resulting in at least $2,000 in damages, and near misses as defined in EM 385-1-1, to establish the root cause(s) of the accident. Complete the applicable Pacific Ocean Division 265-E Immediate Notification of Accident within 24 hours and the USACE Accident Report Form 3394 and Preliminary Accident Notification (PAN) form within 72 hours and provide the reports to the Contracting Officer. The Contracting Officer will provide copies of any required or special forms.

11.3. Work will not be permitted to begin until the Government approves or accepts the safety documentation.

11.4. Building and Site Storm Protection: When a warning of gale force winds is issued, take precautions to minimize danger to persons, and protect the work and nearby Government property. Precautions must include, but are not limited to, closing openings; removing loose materials, tools and equipment from exposed locations;

and removing or securing scaffolding and other temporary work. Close openings in the work when storms of lesser intensity pose a threat to the work or any nearby Government property.

12. ENVIRONMENTAL REQUIREMENTS. Contractor shall conform to Japan Environmental Governing Standards, Japanese Industrial Standards (JIS) B 8240 and 8241 and all local installation’s established guidelines in the use of refrigerants. Venting of refrigerants is not permitted. The Contractor shall be responsible for proper recapturing and recovery of all refrigeration and air conditioning system refrigerants and oils used in the performance of this contract. The Contractor shall provide all equipment, including recovery cylinders, necessary to perform this work. Recovery of refrigerant shall be accomplished by utilizing equipment made specifically for refrigerant recovery operations. Recovery of refrigerant shall be accomplished in accordance with all local and base environmental requirements and by properly trained/certified personnel. Mixing of recovered refrigerants in a cylinder will not be allowed. All recovered refrigerant cylinders shall be marked to identify the contents. All recovered contaminated refrigerants shall be properly disposed at a Japanese Government authorized disposal site for industrial waste, by the Contractor. All reusable recovered refrigerants and cylinders shall be turned over to the Government. Documentation, such as records of date, location, and quantity of refrigerant recovered or used, will be kept in the Maintenance Logbook.

13. CONTRACTOR’S LIABILITY. In the event that the Government experiences product loss, and or damage to Government property due to Contractors negligence, the Contractor shall be “PECUNIARILY LIABLE” for the

C-7 amount of the product loss and or damage to property. This liability shall be based on the Contractor’s negligent performance and improper actions involving monthly maintenance and emergency repairs.

14. AS-BUILT DRAWINGS. Contractor may obtain a copy of the “As Built” drawings of the refrigeration systems of the commissary, if available, from the appropriate facilities engineer. Data and information furnished or referred to in this solicitation is for the Contractor’s information. The Government shall not be responsible for any interpretation or conclusion drawn from the data or information by the Contractor.

15. HOUSEKEEPING. The Contractor shall be responsible for cleanup and removal of debris resulting from the performance of this contract. All work areas shall be maintained in a clean and orderly manner. Contractor personnel shall present a neat, clean, and orderly appearance at all times to prevent possible contamination of food products. Service technician’s tools and equipment shall be kept clean and well maintained.

Special care shall be taken to avoid contaminating food products or food storage or display cases.

16. CLEAN UP. Debris shall be removed and transported in a manner that prevents spillage on streets or adjacent areas. Local regulations regarding hauling and disposal shall apply.

17. STANDARD DEFINITIONS.

17.1. Contracting Officer’s Representative (COR). The Contracting Officer (KO) may designate one or more individuals as his/her authorized representatives in administering the contract under this solicitation. The KO will furnish any letter of designation of a COR(s) for this contract to the contractor. The letter will specify the extent of the COR's authority to act on behalf of the contracting officer. A COR is not authorized, under any circumstances, to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract. If the Contractor has any questions relating to the delegated authority of the ACO, he/she shall request clarification from the KO. The COR shall be the primary Government point of contact for the Contractor.

17.2. Defective Service. A service that does not meet the Performance Standards of Technical Exhibit 1, Performance Standards.

17.3. Lot. The total number of service outputs in a surveillance period, as defined in the Acceptable Performance column of the Performance Standards.

17.4. Quality Control. Those actions taken by a Contractor to control the performance of services so that they meet the requirements of the PWS.

17.5. Quality Surveillance Representative (QSR). The QSR is a Government person appointed by the Contracting Officer Representative who is responsible for monitoring Contractor performance. A QSR will be appointed at each facility served under this contract. This person shall compile and furnish all the information needed for the COR to recommend payment action to the Contracting Officer (KO).

17.6. DeCA Defense Commissary Agency

17.7. CDR Contract Deficiency Report (DeCA Form 70-60). For Government use only.

17.8. USFJ United States Forces Japan

17.9. PPM Periodic Preventive Maintenance.

17.10. RMAS Refrigeration Monitoring Alarm System

17.11. PWS Performance Work Statement

17.12. CRT Cathode Ray Tube

17.13. JIS Japanese Industrial Standard

17.14. CFR Code of Federal Regulations

17.15. OSHA Occupational Safety and Health Administration

17.16. O&M Operation and Maintenance

17.17. POC Point of Contact

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17.18. EAT Entering Air Temperature

17.19. EM Engineering Manual

17.20. AGP Authorized Government Personnel

17.21. RESERVED

17.22. TECHNICAL DEFINITIONS PECULIAR TO THIS PWS.

17.23. Emergency Calls. The following is not an all-inclusive list. Calls are made by the AGP to the contractor when the entering air temperature of a refrigerated display case, a walk-in storage room temperature, reach-in storage box temperature or room environment, is not within the limits shown in Technical Exhibit 6, Quality Standards to include the situation when the commissary experiences a power failure and upon restoration of power deficient temperatures occur as a result of equipment failing to start and commissary personnel are unable to start the equipment. An emergency also includes clogged display case drains (regardless of cause).

Commissary personnel must verify that display cases are indeed malfunctioning when a high limit is exceeded and are not just in defrost. This may be verified by the display case exceeding the high limit by more than two

(2) hours or the indicator lights at the compressor system. An emergency also includes refrigeration monitoring alarm system (RMAS) failures.

17.24. Non-Emergency Calls. Calls or any other form of notification made by the AGP to the contractor that some portion of the commissary refrigeration system is in disrepair, but that the system is still able to provide the required service and does not require immediate response. Non-emergency repairs must be completed within five (5) working days of the call or notification.

17.25. Advisory Calls. Calls are made by the AGP to the contractor to advise that some portion of the commissary refrigeration system is not functioning properly. This is not defined as an emergency call but is used to assist the contractor in avoiding problems down the road that may impact adversely on his performance.

The Contractor shall acknowledge receipt of the call; however, it is not mandatory that the contractor physically respond to these calls. The contractor has the sole responsibility to ascertain the course of action, e.g. perform immediate preventive maintenance work, etc. During the contract period if the contractor receives an alarm from the control system(s) the contractor will respond to the call as an advisory call unless the AGP also calls in the alarm condition as an emergency call.

17.26. Preventive Maintenance. Periodic checking, adjusting, cleaning, and servicing of commissary refrigeration equipment.

17.27. Major Equipment. Condenser coils, heat reclaim coils, and evaporator coils are major equipment.

17.28. Authorized Government Personnel (AGP). Government personnel, from DeCA, authorized by the Contracting Officer to perform designated duties, including contacting the Contractor. AGP are authorized to contact the Contractor for emergency work and to log the time when the Contractor was called and when the Contractor arrives for emergency service and when repairs are completed. The Contracting Officer shall notify the Contractor, in writing, of the names of AGP for the commissary.

17.29. Mechanical Center or Mechanical Room. Area designated to house the compressors, condensers (in some cases), electrical equipment, fans, air handling units and other components required for functional heating, cooling, and refrigeration operations.

18. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

18.1. GENERAL. The Government shall provide the services and materials listed below.

18.2. SERVICES.

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18.2.1. Utilities. The Government will furnish the electricity and water required in performing the services of this contract.

18.2.2. Telephone. The Contractor may use commissary telephones for local calls pertaining to this contract. No long distance calls will be billed to the Government.

18.2.3. Military Police and Fire Department. Emergency DSN phone numbers are as follows:

Security Police: 911 or DSN 225-7227 Fire Department: 911

18.2.4. SPARE PARTS. There are no Government-Owned Spare Parts.

19. CONTRACTOR FURNISHED ITEMS AND SERVICES

19.1. GENERAL. Except for those items or services specifically stated in Section 18. GOVERNMENT FURNISHED PROPERTY AND SERVICES, the Contractor shall furnish everything required to perform this PWS including all spare parts, materials, equipment, and services for routine PPM and emergency service.

19.1.1. The Contractor shall be responsible for removal of all materials and debris resulting from performance of this contract. All work areas shall be maintained in a clean and orderly manner (to include sweeping, mopping, and polishing up) throughout each workday (see Sections 15. HOUSEKEEPING and

16. CLEAN UP).

19.1.2. The Contractor shall be responsible for recapture, recycling and safe disposal of all refrigerants used in performance of this PWS. No venting of refrigerants into the environment will be allowed (see Section 12. ENVIRONMENTAL REQUIREMENTS for additional requirements).

19.1.3. The Contractor shall maintain the government furnished RMCS computer terminal, network router, and printer at a location where the Contract Manager can access the temperature and system conditions from the RMCS. The contractor shall also provide a dedicated commercial data line for the RMAS. During the contract period, if the Contractor receives an alarm condition from the control system, the Contractor will respond as if the call was an advisory call. The Contractor shall respond to the advisory call in accordance with paragraph 20.10. ADVISORY CALLS. Contractor response to an emergency call is specified in paragraph 20.8. EMERGENCY SERVICE WORK.

19.2. MATERIAL QUALITY STANDARD. All parts, materials and equipment provided under this contract shall be new. Reimbursable items, furnished by other than the original manufacturer, may be used only if the parts are equal to or better than the original and approved by the Contracting Officer. Remanufactured parts such as compressors may be used provided the compressor is furnished by a manufacturer authorized and approved by the original equipment manufacturer (OEM) and only upon written approval of the Contracting Officer. All re-manufactured or used spare parts or equipment must have an equivalent warranty to that of brand new spare parts or equipment. The Contractor shall provide manufacturer’s certification, data, equipment list, and an equivalent warranty to that of brand new spare parts or equipment.

19.3. GOVERNMENT REIMBURSEMENT FOR ITEMS.

19.3.1. Reimbursable Items or Equipment Equal to or Exceeds Cost Limitation. The contractor shall replace all parts and equipment which cost under ¥500,000 per individual part or individual equipment at no additional cost (to include no additional material or labor cost). For routine PPM and emergency service work that requires a reimbursable item, material, or unit of equipment equal to or exceeds ¥500,000, the Contracting Officer shall provide a written authorization to the contractor prior to ordering the part or material or unit of equipment (see Bid Schedule (Note to Offerors)). Contractor shall submit three (3) price quotes from major suppliers or sources for the part(s) in question. The Contracting Officer reserves the right to challenge the Contractor’s quotes and direct the Contractor to complete repairs within the

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Performance Work Statement (PWS) described herein, if the Government can prove such equipment or part(s) is available for purchase at a cost less than ¥500,000. To request reimbursement, Contractor shall submit to the Contracting Officer the original invoice followed by a payment request. The Government shall reimburse the Contractor’s actual total cost (cost of one item as invoiced to the Contractor plus shipping charges minus any discounts, exchanges or other credits) by payment through the bid item for "Reimbursable Items and Equipment exceeding Cost Limitations". The Government will not reimburse labor costs to install replacement parts or equipment for work under any reimbursable items/equipment line items. For purposes of determining the ¥500,000 threshold for spare parts using other than Yen currency, the purchase amount shall be converted to Yen amount using the actual rate of exchange on the date of purchase.

19.3.1.1. Yen Rate. In the event that there is a conflict of price between the Japanese Yen and U.S.

Dollar, Japanese Yen shall prevail. Unless indicated otherwise, the Japanese yen equivalency shall be calculated using the daily USFJ official fixing rate on the date the invoice is issues by the supplier.

19.3.2. Heavy Equipment. Heavy equipment such as cranes, lifts, or special equipment used to perform the work in the contract shall be included in the ¥500,000 cost limitation. The Contractor shall submit installation guides or equipment brochures for approval of such spare parts and equipment. The Contractor shall not include handling cost, delivery or transportation cost within Japan. Transportation cost outside of Japan may be included into the ¥500,000 cost limitation subject to approval by the Contracting Officer.

The Government may obtain such spare parts or equipment through Government supply and/or Government acquisition procedures. Upon receipt of spare part and/or equipment, the Contractor shall coordinate the schedule of the repair with the AGP and as specified in the PWS. Labor cost for installation shall not be included in the cost for spare parts or equipment that exceed cost limitation.

19.3.3. Written Approval. The Contractor shall obtain written approval from the Contracting Officer prior to replacing a part or piece of refrigeration equipment or renting equipment (for purposes of placing reimbursable equipment (parts or whole) in place, i.e., crane and operator) costing ¥500,000 or more. The Contractor shall provide a written request for reimbursable items and an estimated cost prior to starting the work. The written request shall also include the identification of what equipment that needs repair. The Contractor shall submit three (3) price quotes from major suppliers or sources for the subject spare part(s) or equipment to the Contracting Officer or the Contracting Officer’s representative within 24 hours of the notification by the AGP to work on emergency service calls. The Contractor may also submit, at anytime, for Contracting Officer approval a list of spare parts in excess of ¥500,000 necessary to perform the work in the contract. The Contracting Officer reserves the right to challenge Contractor’s quotes and reserves the right to direct the Contractor to complete repairs described in the contract if the equipment or spare part is available for purchase for less than ¥500,000. If the Contractor fails to complete repairs or services in the specified time, the Government has the right to complete repairs as required protecting loss of merchandise. The Contractor shall be required, and shall not be compensated by the Government, to purchase spare parts and equipment that are less than ¥500,000 per individual part or equipment. The intent of this section is not to relieve the Contractor of his obligation to perform routine maintenance to prevent major pieces of equipment from failing and direct the Contractor to fix and or maintain such equipment.

The failure of the contractor to seek the Contracting Officer’s approval prior to purchase or rental could result in the contractor not being reimbursed.

19.3.4. Reimbursement. The Government shall pay the Contractor for reimbursable parts authorized by the KO upon receipt of the contractor’s invoice and the original invoice from the supplier. The Contractor will be reimbursed at the established cost as defined in paragraph 19.3.1. Reimbursable Items or Equipment Equal to or Exceeds Cost Limitation. The Government will not reimburse labor costs to install reimbursable parts for work under any reimbursable items/parts line items.

19.3.5. Non-Availability of Spare Parts & Equipment. The Contractor shall maintain a sufficient inventory or sources of supply of spare parts not covered in paragraph 19.3.1. Reimbursable Items or Equipment Equal to or Exceeds Cost Limitation to meet the 24-hour repair time requirement. In the case of major equipment such as evaporator coils, heat reclaim coils and condenser coils for refrigeration

C-11 equipment, the Contracting Officer may grant the Contractor a 5 days delay to procure spare parts or equipment available in Japan. Contractor shall justify the need for additional time in writing to the Contracting Officer within the 24-hour repair time. If a part or equipment is not available in Japan, a period of more than five (5) days may be granted by the Contracting Officer, if the delay is warranted in light of documentary evidence establishing exceptional circumstances (e.g., supplier quotations and delivery terms) submitted by the Contractor within the 24-hour time period.

20. SPECIFIC TASKS

20.1. GENERAL. The Contractor shall provide all personnel, equipment, tools, parts, materials, supervision, and other items and services necessary to perform MAINTENANCE AND REPAIR OF THE COMMISSARY’S REFRIGERATION SYSTEMS, YOKOTA AIR BASE; except as specified in Section 18.

GOVERNMENT FURNISHED PROPERTY AND SERVICES.

20.2. COMMISSARY REFRIGERATION SYSTEM. The Contractor shall maintain the commissary refrigeration system at the installation to include, but not limited to, all equipment (including all components/appurtenances internal or incidental to each piece of equipment required for a complete, operational system) shown in the Equipment List, Exhibit 7, Government Furnished Equipment To Be Maintained. The equipment shall include display cases, unit coolers, reach-in storage boxes, condensers, heat reclaim coils, hot water reclaim coils, compressor systems, condensing units, blast freezers, cooling towers, and

RMAS.

In addition to equipment shown in Technical Exhibit 7 (Equipment List), the commissary refrigeration system at each installation includes defrost power wiring between compressor systems and unit coolers, and between compressor systems and display cases; control wiring between compressor systems and display cases; control wiring between compressor systems and unit coolers, between unit coolers and between compressor systems and display cases; all wiring, controls and components that are part of, in the control panels of, or internal to display cases, unit coolers, condensers, heat reclaim coils, hot water reclaim coils, compressor systems, cooling towers, and refrigeration condenser water pumps; all wiring, controls, and components of remote defrost panels and refrigeration control panels (not Heating, Ventilating, and Air-Conditioning panels); the mechanical centers and their ventilating fans and controls, power wiring and buss bars, wire ways, lighting circuits; switch light fixtures, circuit breakers, and the mechanical center main disconnect, whether mounted inside or on the exterior of the mechanical center; hot water circulating pumps for circulating water through hot water reclaim coils and also includes heat reclaim valves; all refrigeration piping including repairing piping insulation, insulating any uninsulated suction piping and headers and condensate drain piping (cold), and supports connecting compressor systems to and internal to display cases, condensers, heat reclaim coils, unit coolers, hot water reclaim coils, and interconnecting display cases, unit coolers, heat reclaim and hot water reclaim coils, heat reclaim coils and condensers, and hot water reclaim coils and condensers; the monitoring and control system sensor probes, wiring, control panel, annunciator panel, probe junction box, power alarms unit, communicator, telephone dialer, dialer interface, modem and internal components of each; all Refrigeration Monitoring Alarm System (RMAS) circuit boards, transducers, relays, sensors, CRT terminal, printer, and components to make a complete and operational system in addition to the items included under a refrigeration monitoring and control system;

automatic water treatment systems for refrigeration condenser water systems and refrigeration condenser water piping and pumps; all walk-in storage rooms to include insulated wall/ceiling systems, lights, light switches, ballasts, sockets, electrical wiring, thermostats, control wiring, unit coolers, unit cooler drain pans, the drain line from the unit coolers, the heat tape on the drain line up to the edge of the floor drain, freezer vent heaters, doors, door gaskets, door frame heaters, and door hardware including hinges, guides, latches, etc. The Contractor will be responsible for cleaning or unclogging floor drains under display cases.

20.3. RESERVED.

20.4. RESERVED

20.5. STANDARDS. All checks, tests, and calibrations performed under this PWS shall be performed in accordance with best commercial practices to operate the refrigeration system(s) at its most energy efficient

C-12 level while maintaining display case entering air temperatures, walk-in storage room temperatures, and reach-in storage box temperatures and room environments to include, but not be limited to, recommended control set points, refrigerant levels, oil levels, time delays, pressures, temperatures, voltages, amperages, defrost times, part numbers, oil and refrigerant types, velocities, alarm guard times and temperatures, and operational characteristics.

20.6. PREVENTIVE MAINTENANCE.

20.6.1. Preventive Maintenance Plan. Contractor shall develop a draft Preventive Maintenance Plan for each year of the contract (Base and Options) in accordance with equipment manufacturers’ recommended maintenance schedules. The draft Preventive Maintenance Plan shall be submitted to the COR, the Commissary Store Manager, and the DeCA Far East Field Engineer for review within 30 days from receipt of the Contract Award. Within five (5) days after the draft Preventive Maintenance Plan with comments is returned to the Contractor, a final Preventive Maintenance Plan shall be submitted to the COR, the Commissary Store Manager and the DeCA Far East Field Engineer for approval.

20.6.1.1. Periodic Preventive Maintenance Schedule. The Preventive Maintenance Plan shall include a routine Preventive Maintenance Schedule for each major equipment item (to include compressors, chillers, pumps, condensers, air handler units, condensers, heat reclaim units, and other parts and equipment relative to the refrigeration systems) listing their specific maintenance requirements and associated schedules. The Contractor shall certify that their proposed Preventive Maintenance Schedule is based on best commercial practices or the manufacturer's recommended maintenance schedules for all equipment shown in Technical Exhibit 7 (Equipment List). The commissary personnel may perform sanitation work after the Contractor completes the monthly PPM on refrigeration equipment. To minimize equipment down time, the Contractor shall grant the commissary request to re-assemble the refrigeration parts that are being sanitized if commissary elects to do so. The Preventive Maintenance Plan shall address all necessary routine checks, tests, calibrations, and adjustments required to ensure that all refrigeration systems operate at peak efficiency and reliability while maintaining all temperature and environmental requirements listed in Technical Exhibit 6, Quality Standards.

20.6.2. Refrigeration System Periodic Preventive Maintenance (PPM).