PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE, INSPECTION, AND REPAIR

OF

WALK-IN REFRIGERATOR AND FREEZER

SYSTEMS

1. DESCRIPTION OF SERVICES

1.3. SCHEDULED MAINTENANCE

1.4. SERVICE CALLS

1.5. STANDARDS AND REFRIGERATION SYSTEMS SERVICE

1.6. REPAIR AND REPLACEMENT PARTS

1.7. CONTRACTOR CLEAN UP

1.8. SPECIAL QUALIFICATIONS AND REQUIREMENTS

2. SERVICES SUMMARY

2.1. PERFORMANCE ASSESSMENT

2.2. PERIODIC PROGRESS MEETINGS

3. FACILITIES, EQUIPMENT, AND SERVICES

3.1. GOVERNMENT FURNISHED

3.2. CONTRACTOR FURNISHED

4. GENERAL INFORMATION

4.1. QUALITY CONTROL

4.2. QUALITY ASSURANCE

4.3. SECURITY REQUIREMENTS

4.4. PHYSICAL SECURITY

4.5. HOURS OF OPERATION

4.6. CONSERVATION OF UTILITIES

4.7. RECORDS

4.8. ENVIRONMENTAL CONTROLS

4.9. GOVERNMENT OBSERVATIONS

4.10. SAFETY REQUIREMENTS

4.12. CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES DURING CRISIS

4.13. TYPHOON SERVICES

4.14. PHASE IN/ PHASE OUT

4.15. PUBLICATIONS

4.16. CONTRACTOR PERSONNEL

4.17. JAPANESE ROAD LAWS

4.18. REQUIRED INSURANCE BY JAPANESE LAW

4.19. CONTRACTOR VEHICLES

4.20. SUBMISSION OF INVOICE

4.21. DAMAGES TO GOVERNMENT BUILDING, EQUIPMENT, OR VEGETATION

4.22. PERMITS, LICENSES, CERTIFICATIONS

18 CES/CEOES

KADENA AIR BASE, OKINAWA, JAPAN

1 September 2025

TABLE OF CONTENTS

4.11. MANPOWER REPORTING

4.23. GOVERNMENT INTERFACES

5. APPENDICES

1. DESCRIPTION OF SERVICES.

1.1. Purpose: This Contract is for services for the 18th Civil Engineer Squadron, 18th Wing, Kadena Air Base (KAB) including surrounding United States Air Force (USAF), and Department of Defense (DOD) facility locations on Okinawa, Japan as listed in this Performance Work Statement (PWS). The overall Civil Engineer mission at Kadena AB is to plan, maintain, operate, and protect the infrastructure, facilities, and environment for assigned Airmen, families, and civilian employees.

1.1.2. Scope: The contractor must provide all management, tools, supplies, equipment, and labor necessary to maintain walk-in refrigerator and freezer systems at the Department of Defense

Dependent Schools (DoDDS) on Kadena Air Base, Okinawa, Japan. The contractor must accomplish all maintenance tasks to meet the requirements of this Performance Work Statement

(PWS). Minimum maintenance frequency is in Appendix C (Maintenance Frequency), and the facility list is in Appendix B (Maps, Floor Plans and Site Plans).

1.3. SCHEDULED MAINTENANCE

1.3.1. The Contractor shall service all equipment listed in Appendix D (Equipment List) according to manufacturer's guidelines. A detailed maintenance plan and monthly schedule must be developed and submitted to the COR for approval (draft at pre-performance conference). All schedule changes require COR approval and must be requested 30 calendar days prior to implementation. No changes are allowed to the schedule without COR approval. If the COR determines that the change requires CO approval, the COR will forward the request to the CO for a final decision.

In case of an emergency situation that threatens immediate damage to equipment or disruption of essential services. The contractor will immediately notify the COR of the necessary changes and will provide written documentation of the event and the changes implemented within 24 hours following the emergency.

Within 30 days of award, the Contractor must provide the COR with the manufacturer’s name, model number, serial number, volts/amps, refrigerant type, and the condition of the units for all walk-in refrigerators and freezers (evaporators and condensers). The COR will file this information in the COR folder and make changes to Appendix D as necessary. The contractor must systematically service (including diagnostic trouble-shooting) the complete unit for proper operation.

1.3.2. Maintenance must be performed in accordance with commercial service standards to ensure the reliable and efficient operation of the equipment. The contractor shall perform routine maintenance tasks necessary to maintain the equipment in optimal working condition, including but not limited to: ensuring proper system pressures and refrigerant levels, maintaining clean coils and drain systems, verifying proper electrical operation, and replacing worn components as needed. The contractor is responsible for identifying and addressing any issues that could impact the equipment's performance or lifespan. All work shall be performed in a safe and professional manner, and documented in accordance with industry best practices.

1.3.3. The Contractor must provide all parts, materials, and consumables needed for regularly scheduled preventative maintenance for government owned refrigeration equipment identified in

Appendix D.

1.3.4. When malfunctions, improper operations, or unserviceable parts are found, the contractor must perform the necessary corrections, upon approval of the COR, to allow the unit to function properly. The contractor must remove, inspect, test, and disassemble each unit to the extent necessary to determine the cause of its malfunction. The contractor must place special emphasis on detecting and repairing leaks in the refrigerant system. Upon determination of the unit’s malfunction and with COR approval, the contractor must make all repairs, adjustments or replacements necessary to restore the unit to a fully operating condition.

1.4. SERVICE CALLS

1.4.1. The Contractor must respond to service call requests directly from the Contracting Officer

(CO) or Contracting Officer’s Representative (COR) only. The Contractor representative must be able to speak and understand English. Failure to provide an English speaking representative could result in the contractor’s work being stopped (at his/her expense) until such time one is provided.

The contractor must provide a contact phone number to the CO and the COR. In case of emergency, the Contractor must respond between two (2) to four (4) hours from notification. All necessary repairs to return the unit to an operational condition must be accomplished within 24 hours after contractor receipt of the trouble call with COR approval. If it is determined the system cannot be returned within 24 hours, due to availability of parts or equipment, the COR must be notified as soon as possible.

1.4.1.1. The contractor must provide and keep up to date, a price list for costs of service calls.

1.5. STANDARDS AND REFRIGERATION SYSTEMS SERVICE

1.5.1. The contractor must use the manufacturer’s specifications to ensure good repair and maintain proper energy efficient level.

1.5.2. The contractor must tear down, inspect and provide a quote for repair on all equipment needing repair. The contractor must submit a detailed cost breakdown to include labor to the COR.

If the repair is approved, the COR will direct the Contractor to proceed with the work. After completion of the repair, normal preventive maintenance must be accomplished on the equipment.

1.5.3. All maintenance and repair must be accomplished in a safe and professional manner. Care must be exercised in the performance of the work in order to protect and preserve all existing and adjacent property from any damage, which might result from the Contractor’s operations. Damage incurred or any break down found to be the fault of the contractor must be repaired/replaced at no cost to the Government.

1.5.4. After completion of the preventive maintenance and repair, the contractor must fill out the information on Appendix E (Refrigerated Equipment Service Report) and submit it to the COR within 3 working days.

1.5.5. All required documentation, records, and schedules are the property of the U.S. government and must remain so upon termination of this contract. The Contractor is responsible for keeping these documents current. The Contractor must turn over all documentation and records to the

Government upon completion or termination of the contract.

1.5.6. All repairs and services to be performed must be coordinated through the COR, the appropriate DoDDS facility manager, and the Army Air Force Exchange Service (AAFES) kitchen manager/supervisor prior to the start of any work. For routine repairs, the Contractor or contract manager must contact the COR at least two weeks prior to commencement of work to verify start and completion dates. COR will notify the appropriate DoDDS facility manager and the AAFES kitchen manager/supervisor when the work starts and when the work is completed. Urgent and emergency repairs must be scheduled and performed on an as needed basis.

1.5.7. The Contractor must provide an original receipt for any parts and items purchased when submitting any invoice.

1.5.8. Turning On/Off Periods. Refrigeration equipment that is used solely during the school year must be shut down and de-energized by the contractor at the end of the school year in accordance with the procedures outlined in the manufacturer’s operation and maintenance manual. The contractor must be notified by the COR of the date and time for shutdown and start-up if it is required. Deviation time for turning off/on equipment must be separately addressed to the contractor by the COR.

1.6. REPAIR AND REPLACEMENT PARTS

1.6.1. All items or materials furnished or used must conform to all applicable specifications in this contract. When a standard for a particular item or material is not specified, the item, equipment, or materials furnished must be equivalent to the best commercially available for the same or similar purposes. Items must be of proper type, size, design, and characteristics for the use intended.

1.6.2 UNSCHEDULED REPAIR PARTS & LABOR:

• The contractor must submit a quote for all repair parts and labor costs required outside scheduled maintenance.

• A copy of the supplier's billing invoice must be provided to the COR.

• The Government will reimburse part/material costs exceeding ¥10,000.

• For any item/job prior COR approval is required. Work performed without approval may not be reimbursed.

• Before removing any part, the contractor must provide the COR with evidence that it is defective, damaged, and beyond economical repair. The COR will determine if replacement is necessary. All replacement parts must be new.

1.6.2.1 CONSUMABLE PARTS: Replacement of consumable parts and associated labor during routine scheduled maintenance is included in the unit's maintenance cost; no additional cost to the

Government.

1.6.3 VALIDATION OF REPAIRS: All repairs and replacement parts outside scheduled maintenance require COR validation. Approved repairs, including labor, will be paid via the associated CLIN.

1.6.4. Replacement parts are subject to inspection by the designated COR. All contractor-furnished materials and parts, if not separately priced as a bid item, must be approved by the COR before use. Subsequently, purchased supplies of different brands or types from initially approved materials require approval by the COR before use.

1.6.5. All part components furnished and installed by the contractor must be new and genuine, and recognized by various manufacturers as equal to or exceeding the quality of the original part components to be replaced. Remanufactured items may be used only when such items are customarily, provided that, such items are recognized by the manufacturer to be equal to or exceeding the quality of the original item. If the manufacturer has updated the quality or design version of a particular item, the contractor must furnish the latest updated version, if such version enhances the capability of the system.

1.6.6. If an electric motor must be replaced, the new replacement motor must have the same phase characteristics, designed horsepower, voltage and frequency from the existing electric motor to assure continuous operation of the system.

1.6.7 Exceptional Repairs: For major equipment failures or parts exceeding $2,500 (or equivalent in ¥), the CO will review and approve the repair. The contractor must provide a written quote detailing required parts. The CO will make the determination to have the work performed under this contract which will be paid CLIN 0002-4002 or to solicit other sources.

1.7. CONTRACTOR CLEAN UP

1.7.1. The contractor must keep the work areas and any adjacent areas free from accumulations of waste materials, rubbish, tools, scaffolding, equipment and any other materials utilized by the contractor. Upon completion of work, the Contractor must leave the work premises in a clean, neat and tidy condition. Likewise, should the interior of any classroom or office become soiled as a result of contractor operations, the contractor must clean the affected areas as necessary to return it to the same state of cleanliness prior to contractor operation.

1.8. SPECIAL QUALIFICATIONS AND REQUIREMENTS

1.8.1. The contractor must make sure employees have the following current and valid professional certifications and licenses before starting work under this contract. The contractor’s technicians must have a minimum of three (3) years experience and licenses necessary to perform the task described in this PWS. The contractor must provide the CO documentation of employee experience. All contractor personnel must be certified by appropriate federal, state, local and regulatory agencies in accordance with the existing laws and regulations set forth by the Prefectural

Government of Okinawa to meet federal and local certification requirements in the installation and maintenance of Refrigeration and air conditioning equipment. Upon award of the contract, the contractor must provide certifications and licenses for all personnel to the CO. Only those individuals with licenses are certified and allowed to work on the walk-in refrigerators and freezers. The Contractor may be liable for any damage if any contractor employee who does not have a refrigeration license, works on any on this contract. Upon award of the contract, those individual that are certified must provide refrigeration licenses to the CO through the COR. Only those individual that provided the refrigeration licenses are allowed to work on the walk-in refrigerators and freezers. There are no exceptions to this rule.

1.8.2. Contractor personnel must utilize protective clothing and equipment whenever they are performing task, which could cause harm to the employees or damage to property.

1.8.3. The contractor must furnish all the proper refrigerants for existing walk-in Refrigerators and

Freezer Systems to meet all Environment Protection Agency (EPA) requirements.

1.8.3.1. Refrigerants. Contractor must not use and/or work on class 1, Chlorofluorocarbons

(CFC’s) Ozone Depleting Chemicals (ODC). The only exception is that if any of the walk-in refrigerators and freezers have Class 1 ODC, the COR must be informed immediately. Only Class

2, Hydro chlorofluorocarbons (HCFC’s) and Class 3, Hydro fluorocarbons (HFC’s) refrigerants are authorized in this contract. It is also the contractors’ responsibility to properly dispose of contaminated refrigerant gas at an off base authorized location. After turn in has been completed, an original receipt is required to be given to the COR to file is his/her file folder.

Due to evolving refrigerant regulations (refer to the most recent 40 CFR and JEG), the Contractor and COR will collaborate to ensure compliance with environmental requirements. The Contractor is responsible for investigating alternative refrigerants that meet current regulations and performance requirements before requesting approval for the purchase of restricted refrigerants.

The Contractor and COR will work together to streamline the HAZMAT approval process where possible.

1.8.3.2. Refrigerant Reclaim/Recycle Units. The contractor must recycle and/or recover Freon by a recycle/recovery machine, when working on inoperative compressors containing Class 1 Ozone

Depleting Chemical (ODC). The Freon reclaimed is the property of the Government. The contractor must furnish the reclaim/recycle units and in addition to furnishing cylinder bottles for recovering/reclaiming refrigerant. When reclaiming/recovery of Class 1 ODC, mark and weigh bottle as described in paragraph 8.4 and dispose of properly at an off base authorized location.

After turn has been completed, an original receipt is required to be given to the COR to file is his/her file folder.

1.8.3.3. Replacing Compressor after a burn out. In case of recovering Freon from a burned out compressor, the gas must be tested for acidity and recovered/reclaimed in a separate cylinder. After all the repairs have been completed, the contractor must purge the system at least three times with

Dry Nitrogen and install an acid type filter/dryer and the contractor must install virgin (new) refrigerant gas in the system, after the system has ran for at least 24 hours, the contractor must replace the filter/dryer with a regular type filter/dryer.

1.8.3.4. Transfer of Refrigerants. The contractor must transfer the Freon to the contractor furnished cylinder bottle for reuse during repair of the compressors or replacement of leaking equipment.

Recovered refrigerant must be used to recharge the unit for reuse until the next scheduled maintenance. These bottles must be numbered, weighed prior to and after using the Freon gas. A log sheet must be used and maintained by the contractor with the following information:

a) Date

b) Bottle #

c) Type of refrigerant

d) Weight prior to charging unit

e) Weight after charging unit

f) Amount used

g) Amount reclaimed/recovered

h) Where used (i.e. school, Kadena High School)

i) Where reclaimed/recovered (i.e. school, Kadena High School)

j) Unit used on (i.e. walk-in unit #7, walk-in freezer unit #3)

k) Unit reclaimed/recovered from (i.e. walk-in unit #7, walk-in freezer unit #3)

l) Remarks

A copy of this log sheet must be given to the COR monthly when submitting the invoices. The

COR will file in the COR folder for future records.

2. SERVICES SUMMARY

2.1. PERFORMANCE ASSESSMENT.

Performance Objective PWS

Para

Performance

Threshold

Method of

Assessment Scheduled Maintenance and

Repair.

The contractor must provide corrective maintenance work required to return a system to proper operating condition.

1.3. Perform 95% of

operations with no deficiencies

Periodic Validation and/or Customer

Complaint

Service Calls, Emergency Service Calls.

The contractor must respond to all service calls request.

1.4. Perform 95% of

operations with no deficiencies

Periodic Validation

2.1.1. Periodic Validation. This method requires the Contracting Officer’s Representative (COR) to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validation can be conducted either on a scheduled (daily, weekly, monthly, quarterly, semi-annual or annually) or an unscheduled basis and may be adjusted based on quality trends.

2.1.2 Unsatisfactory Performance. Any unsatisfactory inspection (defect) result must be recorded, and the Contractor must re-perform the service after notification by the COR. Failing to meet the performance threshold as outlined in the Performance Assessment for any performance objectives in any one month period may result in a warning or letter of concern from the CO. Failing to meet the performance threshold as outlined in the Performance Assessment in any combination for any two, or more consecutive or non-consecutive months during a contract period will constitute an immediate Progress Meeting with the Multi-functional Team. All remedies must be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.1.3. Customer Complaints. The COR will receive and investigate complaints. The COR is responsible for initially validating customer complaints. The CO must make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the Contractor.

Validated customer complaints must be re-performed after notification by the CO or COR.

2.2. PERIODIC PROGRESS MEETINGS.

2.2.1. Upon request, and at the CO’s discretion, the CO, COR, other government personnel as appropriate, and the Contractor must meet to discuss the Contractor's performance. The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor must provide a summary of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.2.2. The minutes of these meetings will put into writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Contractor.

Should the Contractor not concur with the minutes, the Contractor may provide a written notification, within three (3) business days, to the CO identifying areas of non-concurrence for resolution.

3. FACILITIES, EQUIPMENT, AND SERVICES

3.1. GOVERNMENT FURNISHED

3.1.1. GOVERNMENT FURNISHED FACILITIES (GFF): Reserved

3.1.2. GOVERNMENT FURNISHED EQUIPMENT (GFE): Reserved

3.1.3. GOVERNMENT FURNISHED SERVICES: The Government will provide water and electrical power when available to the contractor without cost.

3.2. CONTRACTOR FURNISHED

3.2.1. Except for those items or services specifically stated as Government Furnished in paragraph 3.1 the Contractor must furnish everything needed to perform the contract requirements and obligations stated in this PWS.

3.2.2. SPECIALIZED PROPERTY OR REQUIREMENTS

3.2.2.1. Vehicle Identification: The Contractor must provide the COR with a list of all vehicles to be utilized on base. The list must identify type of vehicle and license number. Only vehicles identified on this list are allowed on Government facilities. Each vehicle must have the Contractor’s/Company name and/or logo clearly visible on each side. The Contractor must update this list as vehicle requirements change.

3.2.2.2. Condition: The Contractor must ensure all vehicles remain in serviceable condition.

All vehicles must meet prefecture safety requirements of the Japanese Government.

4. GENERAL INFORMATION

4.1. QUALITY CONTROL

4.1.1. The contractor must develop and maintain a quality program to refrigerator and/ or freezer maintenance is performed in accordance with commonly accepted commercial practices. The contractor will develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor will develop quality control procedures addressing the areas identified in (Para 2.1 Performance Assessment).

4.1.2. The government must rely on the Contractor's existing quality assurance systems to maintain a minimum level of quality control, when contracting for commercial services, unless market research indicates otherwise.

4.1.3. Reserved

4.1.4. Reserved

4.1.5. The Contractor must keep all records of inspections pertaining to this contract until final settlement of any claims under this contract. When requested, all records must be made available to the Government.

4.2. QUALITY ASSURANCE

4.2.1. The Government will periodically evaluate the Contractor’s performance by appointing a

COR to monitor performance to ensure services are received. The COR will evaluate the

Contractor’s performance through intermittent on-site inspections of the Contractor's work 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 must be responsible for initially validating customer complaints. However the COR, with coordination through the CO as required, must make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.2.2. Subsequent to contract award, the identity of the COR, with a letter defining his/her duties and authority will be promptly furnished to the successful contract awardee.

4.2.3. The COR will inform the contract manager when discrepancies occur and will request corrective action. The COR will make a notation of the discrepancy on his/her surveillance checklist with the date and time the discrepancy was noted and will request the Contractor’s contract manager (or authorized representative) to initial the entry on the checklist.

4.2.4. Any matter concerning a change to the scope, prices, terms or conditions of this contract must be referred to the CO in writing and not to the COR.

4.2.5. The services to be performed by the Contractor during the period of this contract, must at all times, be subject to review by the CO or COR.

4.3. SECURITY REQUIREMENTS

4.3.1. Security and base access requirements are contained in Air Force FARS (AFFARS) Clause

5352.242-9000, Contractor Access to Air Force Installations. Contractor employees will be required to obtain and display identification badges. The Contractor should anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.3.2. Contractor employees must comply with the security requirements as imposed by the Installation Commander at all times while on U.S. Government installations.

4.3.2.1. The Contractor must be aware that entry requirements are subject to change due to installation and world situations.

4.3.3. ID Passes, Badges and Vehicle Stickers: The Contractor is responsible to obtain such clearances and/or passes as required for its employees to enter military installations after contract award and prior to the start of work. The Contractor must be responsible for all passes issued to his/her employees under this contract. Applications must be coordinated through the CO. The CO may delegate this to the COR. At the time of application, the 18th Security Forces Squadron (18

SFS) may conduct background checks on employees. Upon termination of employment of any personnel, the Contractor must be responsible for returning identification cards and base passes to

18 SFS within 24 hours.

4.3.4. Reserved

4.4. PHYSICAL SECURITY

4.4.1. The Contractor must be responsible for safeguarding all government property provided for

Contractor use. At the close of each work period, Government facilities, property and materials must be secured.

4.4.2. Key Control: The Contractor must establish and implement methods of ensuring that all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. (NOTE: All references to keys also include key cards. Keys issued to the Contractor by the government must not be duplicated. The Contractor must develop procedures covering key control to be included. Such procedures must include turn-in of any issued keys by personnel who no longer require access to locked areas.

4.4.2.1. The Contractor must immediately report the occurrences of a loss of any key to the COR.

4.4.2.2. In the event keys other than master keys are lost or duplicated, the Contractor must upon written direction of the CO, re-key or replace the affected lock or locks at their expense; however, the Government may, at its option, replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or replacement of the lock or locks may, at the government’s discretion, be deducted from the monthly payment due to the Contractor.

4.4.2.3. In the event a master key is lost or duplicated, the Government is required to replace all locks and keys for that system. At the Government’s discretion the total cost of replacement may be deducted from the monthly payment due to the Contractor.

4.4.2.4. The Contractor must not allow the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor must not allow employees to open any locked areas for any person(s) other than the Contractor’s employees and/or personnel authorized by the

CO, who are engaged in the performance of assigned work.

4.4.3. Lock Combinations: The Contractor must establish and implement methods of ensuring that lock combinations are not revealed to unauthorized persons. The Contractor must ensure that lock combinations are changed when personnel having access to the combinations no longer need to know such combinations. These procedures must be included in the Contractor’s key control plan.

4.5. HOURS OF OPERATION

4.5.1. Normal Hours of Operation: The Contractor may perform the services required under this contract during the following hours: Mon - Fri from 0730 – 1630. No work must be scheduled or performed on Saturdays, Sundays, or U.S. holidays unless previously approved. If requested by the Contractor and with coordination of the COR and prior approval of the CO as required, the

Contractor may work extended hours to ensure timely completion of work at no additional cost to the government.

4.5.1.1. The Contractor must work necessary hours to meet the requirements in this contract.

4.5.2. Recognized Holidays: The Contractor is not required to provide service on the following days (except to respond to emergency service calls when applicable):

January 1st New Year’s Day*

Third Monday of January Martin Luther King’s Birthday

Third Monday of February President’s Day

Last Monday of May Memorial Day

July 4th Independence Day*

First Monday of September Labor Day

Second Monday of October Columbus Day

November 11th Veteran’s Day*

Fourth Thursday of November Thanksgiving Day

December 25th Christmas Day*

* If the holiday falls on Saturday, it is observed on the Friday before. If the holiday falls on a

Sunday, it is observed on the following Monday.

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

4.6. CONSERVATION OF UTILITIES

4.6.1 The Contractor must instruct employees in utilities conservation practices. The Contractor must be responsible for operating under conditions that prevent the waste of utilities, which include the following:

4.6.1.1. Lights must be used only in areas where and when work is actually being performed.

4.6.1.2. Mechanical equipment controls for heating, ventilation and air conditioning systems must not be adjusted by the Contractor or by Contractor employees unless authorized.

4.6.1.3. Water faucets or valves must be turned off after the required use has been accomplished.

4.6.1.4. Government telephones must be used only for official government business.

4.6.1.5. Not all utilities are available at all locations.

4.7. RECORDS

4.7.1. The Contractor must be responsible for creating, maintaining, and handing over all government-required records specifically cited in this PWS. If requested by the Government, the

Contractor must provide the original record or a reproducible copy of any record within five business days of receipt of the request. Any reports not specifically mentioned in this PWS that are required by local, national, prefecture, and/ or federal regulations, international agreements, Status of Forces Agreements (SOFA), appropriate Final Governing Standards (FGS), Japan

Day Holiday

Environmental Governing Standards (JEGS) or Overseas Environmental Baseline Guidance

Document (OEBGD) must be available to the COR.

4.8. ENVIRONMENTAL CONTROLS

4.8.1. Compliance with Laws and Regulations: The Contractor must be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS) and requirements regarding environmental protection. In the event that 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 because of the change, the Contractor must inform the

CO pursuant to notice requirements and negotiate a modification to the contract.

4.8.2. Notification of Environmental Spills: If the Contractor spills or releases any substance contained in 40 CFR 302 into the environment, the Contractor or its agent must immediately report the incident to the Kadena Air Base Fire Department at 098-934-5911 or Camp Foster Fire

Department at 098-911-1911 when applicable. The liability for the spill or release of such substances rests solely with the Contractor and its agent(s).

4.8.3. Material Storage and Use: The Contractor must follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

4.8.4. Environmental Management System (EMS) Training. The Contractor must appoint an environmental POC to complete EMS training provided by the EMS Program Manager at prior to the start of work to oversee and maintain environmental soundness at the project site for the entire duration of the contract when applicable. The Contractor POC must be responsible for training all other employees at the site prior to the start of any project/work activities

4.8.5. Hazardous Materials. Prior to bringing any chemicals on KAB, the Contractor must submit the following to the COR for approval:

4.8.5.1. Hazardous Materials: Any hazardous materials brought onto KAB must be approved in the Enterprise Environment, Safety, and Occupational Health Management Information System

(EESOH-MIS) or by USAF Form AF-3952 coordinated through the 18th Logistics

Readiness Squadron (18 LRS) HAZMART Pharmacy and approved by 18th Wing Safety, 18th Medical Group Bioenvironmental and 718 CES/CEIE Environmental authorities. (AFI

32-7086). The Contractor is responsible for disposal of any hazardous waste generated during this contract.

4.8.5.2 Safety Data Sheets (SDS) and approval in EESOH-MIS or by Form AF-3952 must be https://usaf.dps.mil/teams/10626/Kadena/Shared%20Documents/00.%20EMS/0.10%20Training%20slides/TEACH-English%20Version%20EMS%20General%20Awareness-%20Aug%202023.pdf https://usaf.dps.mil/teams/10626/Kadena/Shared%20Documents/00.%20EMS/0.10%20Training%20slides/TEACH-English%20Version%20EMS%20General%20Awareness-%20Aug%202023.pdf https://usaf.dps.mil/teams/10626/Kadena/Shared%20Documents/00.%20EMS/0.10%20Training%20slides/TEACH-English%20Version%20EMS%20General%20Awareness-%20Aug%202023.pdf presented to the COR before bringing hazardous materials on the base.

4.8.5.3. Hazardous materials must be transported, stored, handled, used, and disposed of, in accordance with Occupational Safety and Health Act (OSHA2206) General Industry, Occupational Safety and Health Standards (29 CFR 1910) and JEGS, The Contractor may not store or dispose of any Hazardous materials on KAB property.

4.8.5.4. The Contractor may consult with the Kadena HAZMART Pharmacy at extension 632-

7724 or 634-7728 for a determination of whether a product is a hazardous material.

4.8.5.5. All containers with hazardous materials must be correctly marked, labeled with their contents, and protected from damage.

4.8.6. Prior to bringing any hazardous materials to a base other than KAB, the Contractor must receive approval following that base’s procedures.

4.8.7. Spills

4.8.7.1. Notification Requirements: While on KAB, report all spills of hazardous materials immediately to 18 CES/CEF Fire Department at 911 or 098-934-5911 and to the COR. For spills at installations other that KAB, notify that location’s fire department and the COR.

4.8.7.2. Responsibility: The Contractor is responsible for all spill cleanups. The Contractor must determine, as quickly as possible, the nature of the spilled substance and implement the necessary safety precautions to protect both human health and the environment. Clean up must be in accordance with applicable local laws and regulations, at no additional cost to the Government, and performed only by personnel adequately trained in spill response and clean up techniques for the severity of the spill incident.

4.8.7.3. Reporting Requirements: The Contractor must submit a written follow-up report to COR within seven (7) calendar days after any spill incident. The written report must conform to the requirements detailed in the 18th Wing Administrative Plan 545 – Spill Prevention and Response.

At a minimum, the report must provide the information necessary to complete an Environmental

Pollution Incident Report Form. Copies of this form are available from the Environmental Office

(718 CES/CEIE).

4.8.7.4. If the Government has to perform emergency spill response and clean up, due to the non-availability of Contractor personnel, or if the spill is beyond the capacity of the Contractor’s personnel, the Contractor must be held liable for all costs associated with performing the cleanup.

4.9. GOVERNMENT OBSERVATIONS

4.9.1. With CO/COR coordination, Government personnel other than the CO and COR may, from time to time observe Contractor operations. However, these personnel may not interfere with Contractor performance or make any changes to the contract. The Contractor must make no changes unless directed by the CO in writing.

4.9.1.1. It is expected the Contractor might interact with DODDS and AAFES School

Lunch Program personnel. This list is informational only and may not include all interactions. Interactions could take place with or without the CO or COR present. The

Contractor must not take any actions on a request from a stakeholder or customer without CO approval. The Contractor must report any such requests to the COR as soon as possible.

4.10. SAFETY REQUIREMENTS: In performing work under this contract, the Contractor must:

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

4.10.2. Perform work in a safe manner as required by OSHA 2206, Occupational Safety and Health

Standards (29 CFR 1910) and JEGS.

4.10.2.1. Consistent with the need for safety protection and in consideration of the various types of work to be performed hereunder, the contractor must provide his employees with protective devices that meet the standards for various crafts safety requirements, i.e. safety goggles, face shield, welding goggles, steel toe shoes/boots, and leather gloves. Note: Violation of any safety item(s) may result in a work stoppage, at the contractor’s expense, until such violation(s) are corrected.

4.10.2.2. The contractor must keep all job sites clean and free of fire hazards, such as oil spills, grease, solvents, or similar flammable substances.

4.10.3. 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 to provide a safe work environment for the protection of Government facilities and property as well as Contractor personnel.

4.10.4. 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.

4.10.5. Include a clause in all subcontracts to require sub-contractors to comply with the safety provisions of this contract, as well as comply with FAR Clause 52.212-5, as applicable.

4.10.6. Record and report promptly (within one hour) to the CO or COR, all available facts relating to each instance of damage to Government property or injury to either Contractor or

Government personnel.

4.10.7. In the event of an accident/mishap, take quick and reasonable 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 CO.

4.10.8. If the Government elects to conduct an investigation of the accident/mishap, the Contractor must cooperate fully and assist Government personnel in the conduct of the investigation until the investigation has been completed.

4.10.9. Include a clause in each applicable subcontract requiring the sub-contractor’s cooperation and assistance in accident reporting and investigation.

4.10.10. Welding and brazing permits. The Contractor must not perform welding/ brazing in any work area without prior approval from the COR and the Base Fire Department. The Contractor must call the Fire Department at 634-4500 at least 24 hours in advance to obtain an AF Form 592, Welding and Brazing Permit. The contractor must provide a copy of the AF Form 592 to the COR to file in the Contract folder prior to welding/ brazing. When approved, the contractor must perform welding/ brazing with the utmost care. The Contractor must have a Fire Department recommended fire extinguisher on the job site.

4.10.11. Ensure personnel have the following on-base emergency services phone numbers available and programmed into their cell phones as needed:

KAB, Okuma, Camp

Shields, or Torii Station

Camp Foster, Camp

Courtney, Camp Hansen, Camp Schwab, or Camp

Kinser

Emergency (Base Phone) 911 911

Fire Protection 634-6011 645-3776

Security Police 634-1880 645-7441

Emergency (From Cell Phone) 098-934-5911 098-911-1911

4.11. Manpower Reporting. The contractor shall report all contractor labor hours (Including sub-contractor labor hours) required for performance of services provided under this contract for Collection and Disposal of all refuse via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.sam.gov.

4.11.1 Reporting Inputs. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September.

While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. The contractor may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk at http://www.sam.gov.

4.12. CONTINUATION OF ESSENTIAL CONTRACTOR SERVICES DURING CRISIS

4.12.1. In accordance with DoDI 3020.41, Operational Contract Support Enclosure 2, para 2c, the Functional Commander or Director has determined that Maintenance Inspection and Repair of Walk-In

Refrigerator and Freezer Systems requirement is generally considered not mission essential.

The services must not be required when the facility is closed at the direction of the Commander.

This includes base closure for inclement weather. The CO or COR will notify the Contractor’s POC if the facility is closed due to inclement weather or for other reasons. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours. Emergency situations (i.e., accident and rescue operations, civil disturbances, natural disasters, military contingency operations and exercises) may necessitate the Contractor provide increased or reduced support as determined by the CO. The Government will negotiate an equitable adjustment with the Contractor for the cost of these emergency requirements. If notification to discontinue services is not received, the Contractor will be expected to continue performance IAW this PWS.

4.13. TYPHOON SERVICES

4.13.1. Tropical Cyclone (Typhoon) Actions: When Tropical Cyclone Condition of Readiness

(TCCOR) 2 or TC-2 is declared by KAB weather authorities, the Contractor must suspend

Maintenance Inspection and Repair of Walk-In Refrigerator and Freezer Systems.

4.13.1.1. TCCOR 1C - When TCCOR 1C or TC-1C is declared by KAB weather authorities, the

Contractor must depart military bases and monitor radio/television for changes in TCCOR

Conditions.

4.13.1.2. TCCOR SW - When TCCOR Storm Watch (SW) or TC-SW is declared by KAB weather authorities, the Contractor must report to the COR to resume services.

4.14. PHASE IN/ PHASE OUT

4.14.1. During Phase-In, the contractor will be expected to complete access requests and background checks, as applicable to this contract, if not previously accomplished. This is normally not expected to exceed 60 days from the start date of the contract.

4.14.1.1. Whenever practical, the CO may request a post-award conference to identify Phase-In plans and schedule.

4.14.1.2. If during the Phase-In period it is believed that conditions may or will prohibit the

Contractor from fully performing according to this contact, the Contractor must notify the CO and

COR in writing, explaining the issues prohibiting full performance.

4.14.2. Phase-Out: If there is a change in Contractor or if the operation reverts to in-house, the incumbent Contractor must provide familiarization, to the Government or the follow-on

Contractor, whichever the case may be. During the phase-out familiarization period, the incumbent must be fully responsible for the services provided under this contract.

4.14.2.1. The Government reserves the right to conduct site visits on all Contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is not awarded to the incumbent, the incumbent Contractor must cooperate to the extent required to permit an orderly transition. If approved by the CO, the Contractor’s successor may place a recruitment notice, accessible to current employees, in each facility.

4.15. PUBLICATIONS

4.15.1. Compliance with all publications, regulations and operating instructions provided by the

Government is required when:

4.15.1.1. They pertain to procedures for materials expediting herein and where the Contractor is authorized by the PWS to accomplish the work specified in the publication, regulation or operating instructions.

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

4.15.2. The Contractor is required to acquire and work on the latest version of the publication.

4.16. CONTRACTOR PERSONNEL

4.16.1. Contract Manager: The Contractor must provide a contract manager and alternate contract manager who must be responsible for the performance of the services. The names and phone numbers of the contract manager and alternate must be provided to the CO in writing prior to the beginning of the first performance period. The contractor must provide the CO and COR, telephone number(s) where validation results and complaints can be reported. The contract manager and alternate must be able to read, write, speak and understand English.

4.16.1.1. The contract manager or alternate must have full authority to act for the Contractor on all contract matters relating to daily operations of this contract.

4.16.1.2. During the Government Program Office’s normal duty hours (07:30 – 16:30), the contract manager or alternate must be available to meet on the installation with Government personnel

(designated by the CO within two hours) to discuss problems. For emergency conditions

(including preventing spoilage of food) after normal duty hours, the contract manager or alternate must be available within between two hours. All other conditions require contractor to be available within 24 hours.

4.16.2. Contractor Employees: The Contractor must 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 well-being or operational mission of the installation and its population.

4.16.2.1. Contractor personnel must present a neat appearance and be easily recognized as

Contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

4.16.2.2. IAW DoD 5500.7-R – Joint Ethics Regulation (JER), Section 4, the Contractor must 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 must not employ any person who is an employee of the Department of the Air Force, military or civilian, unless such person seeks and receives approval IAW JER, para 2-206 – Prior Approval for Outside Employment and Business

Activities.

4.16.2.3. 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 must not constitute an excuse for nonperformance under this contract.

4.17. JAPANESE ROAD LAWS

4.17.1. The Contractor must comply with Japanese road laws while on U.S. Military Installations to specifically include: Article 43, The Road Law (Japan) Prohibited Acts Relative to Roads. No person must commit the following described acts:

4.17.1.1. 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.

4.17.1.2. Article 43-2 - Measures to be Taken to Prevent Cargo or Things Loaded on Motor Vehicle from Falling Out.

4.17.2. 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, traveling or operation of the vehicle.

4.18. REQUIRED INSURANCE BY JAPANESE LAW

4.18.1. The Contractor must procure and maintain during the entire period of performance under this contract, the following minimum insurance on each vehicle used by the Contractor at the work site:

4.18.1.1. Type: Automobile…