attachment 1 pws spec srn10593402 - asia.neco.navy.mil · 651 h 3urmhfw 1r 3$57 , 7+(...

SRN 10593402 / e-Project No. 1475650

PART I - THE SCHEDULE

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Annex Sub-Annex Spec Item # Title

Annex 1 0100000 1 General Information

Annex 2 0200000 2 Management and Administration



Annex 15 1502000 3 Recurring Work

Annex 15 1502000 4 Non-recurring Work

















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Section C – Annex 1, 0100000 Page 1

0100000 – General Information Spec Item Title Description 1 General Information 1.1 Outline of Services Except where otherwise stated, the Contractor shall furnish all labor,

supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services outlined below and described in this Performance Work Statement (PWS) at U.S. Naval Air Facility, Atsugi, Japan, and other U.S. Forces Japan controlled area (including but not limited to Combined Arms Training Center (CATC) Camp Fuji) in Kanto Plain under a performance-based contract that is comprised of both Recurring Work and Non-Recurring Work Items.

The PWS is organized into annexes. Annex 1 is "General Information". Annex 2 contains the on-site project management and administration requirements. Annexes 3 through 18 contain the technical requirements. The annex numbers are identified as 1 through 18 in the description column, but the full expanded annex numbers include seven digits (e.g., Annex 1 expanded number is 0100000 as shown in the header row at the top of this page).

Annex 1 General Information Annex 2 Management and Administration Annex 3 N/A Annex 4 N/A Annex 5 N/A Annex 6 N/A Annex 7 N/A Annex 8 N/A Annex 9 N/A Annex 10 N/A Annex 11 N/A Annex 12 N/A Annex 13 N/A Annex 14 N/A Annex 15 Facilities Support Sub Annex 1502000 Facility Investment Annex 16 Utilities Sub Annex 1602000 Electrical Sub Annex 1604000 Wastewater Sub Annex 1605000 Steam Sub Annex 1606000 Water Annex 17 N/A Annex 18 N/A

1.2 Project Location The work shall be performed at various locations and could vary from location to location. The following is an example of the dispersion of work at U.S. Naval Air Facility, Atsugi, Japan, and other U.S. Forces Japan controlled areas in Kanto Plain (various locations).

1. Maintenance, Inspection, and Repair for Main Electrical Substation Facility, 60 Cycle Power Plant Facility, Building Substations (transformer banks), Cubicle type secondary unit substations at NAF Atsugi, Japan

2. Maintenance, Inspection, and Repair for various substation facility: various locations

3. Maintenance, Inspection, and Repair for various high-voltage and

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0100000 – General Information Spec Item Title Description

low voltage equipment at various locations. 4. Maintenance and Repair of Supervisory Control And Data

Acquisition (SCADA) Systems 5. Maintenance and Repair of Direct Digital Control (DDC) System

1.3 Acquisition of Additional Work

The Government reserves the right to acquire additional services at additional locations in addition to the services and locations identified in the recurring work requirements of this contract. Additional services will be incorporated into the contract in accordance with the CHANGES clause, SECTION I or ordered under the Non-Recurring Work provisions of the contract. Items of work not covered by this contract but within the general intent are considered in the scope of this contract.

1.4 Background Information The previous contract included majority of the utilities’ distributed control system equipment and monitoring system equipment listed in this contract. The previous contract expired in August 2014. This contract will take over majority of the work scope from the previous contract with some additions. The contract also replaces the words of the title for the object systems, from “Monitoring System and Distributed Control System” to “Supervisory Control and Data Acquisition (SCADA) System”. Meanwhile, the Direct Digital Control (DDC) system has not been under any maintenance contract. The Government however feels the need to maintain the DDC system. In addition, for electrical facilities including but not limited to, various substations, 60Hz Power Plant, and High Voltage Systems, which have been presently covered by an independent service contract, the role of maintenance and repair has become subject to integrate into this contract.

The listed system and equipment can be related to mission critical operation of the U.S. Navy and can be also related to health of occupants. A responsible and capable contractor who ensures proper maintenance for these systems and equipment is an essential factor for Navy’s mission and healthy life of occupants.

1.5 Verification of Workload and Conditions

Throughout the PWS, the workload data is generally referred to as being located in Section J. Section J provides data such as inventories, maps, floor plans, and tables to represent the type, quantity and location of services to be provided. However, offerors are encouraged to visit the project site during the site visit for offerors and to visit the technical library during posted hours as part of its due diligence to assess the nature of work and conditions under which work is to be performed.

1.6 Climate Patterns Climate patterns for NAF Atsugi are typical to Yokohama city’s climate patterns that have four (4) seasons. Refer to Japan Meteorological Agency’s website: http://www.jma.go.jp/jma/index.html

1.7 Related Information There are four (4) types of Related Information that can be found in the Description and Related Information columns of the specification as follows:

Informational Notes as used throughout this PWS provides additional information to offerors to be used in developing a thorough understanding of the work to be performed in this contract. Any block of text marked “Informational Notes” throughout Annexes 1 through 18 is subject to this disclaimer. Offerors may not rely upon the "Informational Notes" as material representations of the Government. Information provided in "Informational Notes" does not create a contractual requirement on either party to this contract.

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Clarifying Information describes client expectations in a more detailed manner than the Performance Objective and Performance standard alone.

Constraining Information describes limitations to the work performed to meet the Performance Objective and Performance Standard.

Requirement Information further describes client requirements associated with each Performance Objective.

1.8 Navy Approach to Service Contracting

The Department of Navy (DoN) spends over $1 billion in annual obligations to meet global requirements for facility operations and maintenance provided through Facility Support Contracts (FSC) and additional billions to provide other base operations support services (OBOS). The Head of the Contracting Activity (HCA) of the Naval Facilities Engineering Command (NAVFAC) has focused increased attention on re-engineering FSC contracts in response to customer and industry feedback, budget constraints, and the impact of a variety of contracting, program management and financial management regulations. The Navy also supports the following principles:

1.8.1 Partnering Philosophy The first principle is that the Navy views its contractors as partners and not just abstract service providers. The Navy wants its contractors to succeed because partners' success drives the Navy's successful mission completion. Within the bounds of acquisition policy the Navy intends to work to find solutions that will be beneficial to both the Government and its partners.

1.8.2 Contractor's Knowledge The second principle is that the Navy will receive insightful management from its contractors. This management will include the knowledge, skills, authority and willingness to use contractor resources to find better ways of serving Navy clients’ strategic and operational goals and objectives. The Navy's use of performance-based objectives evidences this principle. Although performance work statements will typically contain several levels of performance assessment, the Navy wants its contractors to exercise maximum discretion within bounds of prudent risk management to adjust processes and resources needed to reach specified objectives at the highest performance level.

1.8.3 Industry Best Practices The third principle is that the Navy will adopt industry best commercial practices and maintain state-of-the-art service delivery. It is the Navy's and contractor's responsibility as partners to reach this goal. To that end, the Navy's emphasis will be in evaluating performance objectives (end results).

1.9 Standard Template Key to implementing a programmatic approach is using a standard template that ensures Navy-wide consistency yet affords appropriate tailoring to meet local needs. This contract conforms to the standard template and has been tailored for this solicitation. NAVFAC intends to use this template-based approach for future service contracts. Offerors should develop an understanding of the template as part of performing due diligence in reaching an understanding of the Navy’s requirements and expectations.

The standard template contains 18 standard annexes. Annex 1 will always contain information that is relevant to the entire scope of the contract. Annex 2 contains on-site project management and administration requirements that are relevant to the entire scope of the contract. Annexes 3 through 18 contain the technical information and requirements peculiar

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to that technical annex. Within each technical annex, the organization of information and requirements are also standardized. Specification item 1 will always contain General Information. Specification item 2 will always contain the management and administrative requirements. Specification item 3 will always contain the Recurring Work requirements. Specification item 4 will always contain the Non-recurring Work requirements. Requirements and standards for higher level specification items apply to all subordinate specification items, e.g., Specification Item 3 standards apply to all recurring work specification items. Specification Item 3.1 is applicable to all 3.1 subordinate specification items. Specification Items 3.2 and 3.3 are not considered subordinate to 3.1. All costs associated with Annexes 1 and 2 and Specification items 1 and 2 must be priced and distributed within Specification Item 3 of Annexes 3 through 18.

1.10 Navy PBSA Approach The Navy’s approach to performance-based service acquisition (PBSA) includes four (4) component parts which are 1) performance outcomes, 2) measurable standards, 3) consideration of incentives, and 4) performance assessment plan.

1.11 Technical Proposal Certification

The Contractor warrants that its proposal incorporated herein by reference will meet or exceed the performance objectives set forth in this contract.

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Section C, Annex 2 – 0200000 Page 1

0200000 – Management and Administration Table of Contents

Spec Item Title

2 Management and Administration 2.1 Definitions and Acronyms 2.2 General Information 2.2.1 Government Regular Working Hours 2.2.1.1 Observed Federal Holidays 2.2.1.2 Restriction to Contractor Working Hours 2.2.2 Wage Determinations 2.2.3 Requirements Hierarchy 2.3 General Administrative Requirements 2.3.1 Required Conferences and Meetings 2.3.2 Training for Maintenance and Operation of New and Replacement Systems and Equipment 2.3.3 Partnering 2.3.3.1 Informal Partnering 2.3.3.2 Contract Partnering Administration 2.3.3.3 Contract Partnering Session Attendees 2.3.4 Permits and Licenses 2.3.5 Insurance 2.3.5.1 Certificate of Insurance 2.3.5.2 Minimum Insurance Amounts 2.3.6 Protection of Government Property 2.3.7 Government Information Technology (IT) System 2.3.8 Directives, Instructions, and References 2.3.9 Invoicing Procedures 2.3.10 Forms 2.4 Government-Furnished Property, Materials and Services 2.4.1 Government-Furnished Facilities (GFF) 2.4.2 Government-Furnished Utilities 2.4.3 Government-Furnished Materials (GFM) 2.4.4 Government-Furnished Equipment (GFE) 2.4.5 Government-Furnished Services (GFS) 2.5 Contractor-Furnished Items 2.6 Management 2.6.1 Work Reception 2.6.2 Work Control 2.6.3 Work Schedule 2.6.4 Deliverables 2.6.5 Service Interruptions 2.6.6 Government’s Computerized Maintenance Management Systems (CMMS) 2.6.7 Quality Management System (QMS) 2.6.7.1 Quality Management (QM) Plan 2.6.7.2 Quality Inspection and Surveillance 2.6.7.3 Quality Inspection and Surveillance Report 2.6.8 Property Management Plan 2.6.9 System and Equipment Replacement 2.7 Personnel Requirements 2.7.1 Key Personnel 2.7.1.1 Project Manager (PM) 2.7.1.2 Quality Manager

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Spec Item Title 2.7.1.3 Site Safety and Health Officer (SSHO) 2.7.1.4 Environmental/Energy Manager 2.7.2 Employee Requirements 2.7.2.1 Employee Certification and Training 2.7.2.2 Employee Appearance 2.7.2.3 Employee Conduct 2.7.2.4 Identification as Contractor Employee 2.7.2.5 Removal of Employees 2.7.2.6 Proof of Legal Residency 2.7.3 Enterprise-wide Contractor Manpower Reporting Application (eCMRA) 2.8 Security Requirements 2.8.1 Employee Listing 2.8.2 Vehicles 2.8.3 Passes and Badges 2.8.4 Access to Installation 2.8.4.1 NCACS Program 2.8.4.2 One-Day Passes 2.8.5 Access to Buildings 2.8.6 Access Arrangements 2.8.6.1 Escort Arrangement for Secured Areas 2.8.7 Security Clearances 2.8.8 Access to Sensitive Unclassified Information 2.8.9 Employee Status 2.9 Contractor Safety Program 2.9.1 Accident Prevention Plan (APP) 2.9.2 Activity Hazard Analysis (AHA) 2.9.3 Safety and Occupational Health (SOH) Risks and Compliance Plans 2.9.3.1 Alcohol and Drug Abuse Prevention Plan 2.9.3.2 Chemical Hazard Communication Program 2.9.3.3 Confined Space Program 2.9.3.4 Critical Lift Plan 2.9.3.5 Fall Prevention and Protection Plan 2.9.4 Crane Operations 2.9.4.1 Crane Inspections 2.9.4.2 Rigging Gear 2.9.4.3 Crane Operators 2.9.5 Accident and Damage Reporting 2.9.5.1 Accident Reporting and Notification Criteria 2.9.6 Fire Protection 2.9.7 Monthly On-Site Labor Report 2.9.8 OSHA Citations and Violations 2.9.9 Safety Inspections and Monitoring 2.9.10 Safety Certification 2.9.11 Safety Apparel on Jobsites 2.9.12 Emergency Medical Treatment 2.10 Environmental Management and Sustainability 2.10.1 Energy Management Program 2.10.1.1 Water Conservation Plan 2.10.1.2 Energy Efficient Products

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Spec Item Title 2.10.2 Environmental Protection 2.10.2.1 ODS Requirements for Refrigerant Recycling 2.10.2.2 Non-Hazardous Waste Disposal 2.10.2.3 Hazardous Waste Disposal 2.10.2.4 Spill Prevention, Containment, and Clean-up 2.10.2.5 Hazardous Material Management 2.10.2.6 Protection of Endangered and Threatened Species (Flora and Fauna) 2.10.2.7 Noise Control 2.10.2.8 Salvage 2.10.2.9 Asbestos Containing Material (ACM) 2.10.3 Sustainable Procurement and Practices 2.10.3.1 Environmentally Preferable Products 2.10.3.2 Use of Recovered Materials 2.10.3.3 Use of Biobased Products 2.11 Disaster Preparedness 2.12 Technical Library 2.13 Warranty Management 2.14 Recurring Work Procedures 2.14.1 Notification to the Government for Work Above the Recurring Work Limitations 2.14.2 Recurring Work Exhibit Line Item Numbers (ELINs) 2.15 Non-recurring Work 2.15.1 Unit Priced Task (UPT) Work (Non-Negotiated) 2.15.1.1 Acceptance and Performance 2.15.1.2 Invoicing and Receiving Payment 2.15.2 Unit Priced Labor (UPL)Work (Negotiated) 2.15.2.1 Non-recurring Preparation of Proposals 2.15.2.1.1 Labor Requirements 2.15.2.1.2 Material and Equipment Requirements 2.15.2.2 Issuance of Final Task Order 2.15.3 Non-recurring ELINS

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0200000 - Management and Administration Spec Item Title Description 2 Management and

Administration 2.1 Definitions and

Acronyms Definitions and Acronyms are listed in J-0200000-01.

2.2 General Information 2.2.1 Government Regular

Working Hours The Government's regular working hours are from 0745-1630, five (5) days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor continuous operations, twenty-four (24) hours a day, every day of the year including holidays. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours requires prior KO approval.

2.2.1.1 Observed Federal Holidays

The Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

2.2.1.2 Restriction to Contractor Working Hours

If the Contractor wishes to work outside of the Government's regular working hours for the Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Government’s Regular Working Hours per Section F. Excludes work to be performed during specified hours.

2.2.2 Wage Determinations Not Applicable. 2.2.3 Requirements

Hierarchy Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, 3.1.2.1 and so on.

Likewise, Performance Standards specified at a lower digit level (i.e. spec item 3.1.1, 3.1.2, 3.1.2.1) apply when performance is assessed at a higher tier (i.e., spec item 3.1) based on the composite work requirements.

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings

The Contractor may be required to attend administrative and coordination meetings. The Contractor shall attend meetings as requested by the Contracting Officer.

2.3.2 Training for Maintenance and Operation of New and Replacement Systems and Equipment

When construction, renovation, or repair work is performed by means other than this contract, the Contractor shall attend Government provided training, as applicable, for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

Upon the completion of repair and/or replacement work performed by the Contractor at each location, the Contractor shall provide “on the job site training” to the Government and/or Contractor employees to ensure all functions and operations of new equipment and system utilized for routine operation and maintenance work are fully captured and understood.

Training will be performed at no additional cost to the Government. 2.3.3 Partnering To increase the likelihood of successful performance of this contract, the

Government requires cohesive partnerships with its Contractors and

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0200000 - Management and Administration Spec Item Title Description

subcontractors. Key stakeholders, including the supported commands who will receive services, principal individuals from NAVFAC, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and subcontractors teams, including senior management personnel must participate. The partnership will draw on the strength of each organization in an effort to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps.

Partnering should accomplish three goals: 1. The first goal is to develop a cohesive team with common

purpose, commitment and established communication processes. 2. The second goal of partnering is contract specific, identifying

risks and opportunities for the team to address. 3. The third goal is to sustain the Partnership throughout the

contract by identifying and addressing issues that affect the Partnership.

2.3.3.1 Informal Partnering The Contracting Officer shall organize the initial Partnering Meeting with key personnel of the project team, including Contractor's personnel and Government personnel. The initial session will be scheduled concurrent with the Pre-Performance Conference and held no later than thirty (30) days after award and will be held at a Government provided facility as designated by the KO.

The Initial Informal Partnering Session will be conducted and facilitated by the Contracting Officer. The senior Government stakeholder present will lead the meeting, however, the Contractor’s PM or senior representative is encouraged to participate as co-lead.

The Partners will determine the frequency of the follow-on sessions. 2.3.3.2 Contract Partnering

Administration Upon award, the ACO will contact the Contractor, supported command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. A partnership agreement, The Charter, should be in place as early as possible so issues arising, even before work begins, can be resolved using the issues resolution process. Replacement of Core Management Team members (stakeholders who attended the initial session and manage the contract work day-to-day) is discouraged since it will disrupt the synergy that has been developed. If replacement of a team member proves to be unavoidable, a follow-on partnering session must be held to officially turn the responsibilities of the position over to the new member.

The Core Management Team consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.

2.3.3.3 Contract Partnering Session Attendees

The Contractor shall bring the necessary personnel to successfully partner on this contract. Asterisk indicates mandatory personnel. President/Vice President * Project Manager * Quality Manager Site Safety and Health Officer

2.3.4 Permits and Licenses The Contractor shall obtain all required permits, licenses, and

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authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.

2.3.5 Insurance The Contractor shall submit a Certificate of Insurance per Section F as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with the FAR Clause 52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

2.3.5.1 Certificate of Insurance The Certificate of Insurance shall provide for at least thirty (30) calendar days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

2.3.5.2 Minimum Insurance Amounts

The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

1) Comprehensive General Liability: ¥50,000,000 per occurrence.

2) Automobile Liability: ¥20,000,000 per person, ¥50,000,000 per occurrence, ¥2,000,000 per occurrence for property damage.

3) Workers' Compensation: As required by Japanese workers' compensation and occupational disease statutes.

4) Employer's liability coverage: ¥10,000,000.

5) Other as required by Japanese law. 2.3.6 Protection of

Government Property During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of negligence under this contract to their original condition at no cost to the Government.

2.3.7 Government Information Technology (IT) System

Not Applicable.

2.3.8 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-03. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.9 Invoicing Procedures Refer to Section G for invoicing instructions and J-0200000-05 for Invoice Form sample.

2.3.10 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-05.

2.4 Government-Furnished Property, Materials and Services

In accordance with FAR 52.245, GOVERNMENT PROPERTY and NAVFAC Clause 5252.245-9300, GOVERNMENT-FURNISHED PROPERTY, MATERIALS AND SERVICES, and the following paragraphs, the Government will furnish or make available to the Contractor certain Government-owned facilities, utilities, materials, equipment and services for use in connection with this contract as stated below.

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A list of Government Furnished Property, Materials, and Services is provided in J-0200000-06.

2.4.1 Government-Furnished Facilities (GFF)

None.

Note: Any area including land for the Contractor’s temporary office will not be available on base.

2.4.2 Government-Furnished Utilities

Refer to J-0200000-06.

2.4.3 Government-Furnished Materials (GFM)

None.

2.4.4 Government-Furnished Equipment (GFE)

None.

2.4.5 Government-Furnished Services (GFS)

None.

2.5 Contractor-Furnished Items

Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. The KO may inspect Contractor-furnished items for adequacy and compliance with contract requirements. Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and polychlorinated biphenyls (PCBs) shall not be brought onsite. Energy efficient tools and equipment shall be used when available. The KO may at any time require Samples, Safety Data Sheets (SDS) or Manufacturer’s Data Cut Sheets of Materials used in this contract.

2.6 Management The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality assurance. The Contractor shall provide a staff with the necessary management expertise to ensure performance objectives and standards are met.

2.6.1 Work Reception The Contractor shall provide the capability to receive, prioritize, correspond, and respond to service orders and task orders during Government regular working hours and provide a point of contact at a local or toll free number who can perform the above function during other than Government regular working hours, twenty-four (24) hours, Monday through Sunday, seven (7) days a week throughout the contract period, including federal holidays.

Submit work reception information per Section F. 2.6.2 Work Control The Contractor shall implement all necessary work control procedures to

ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and work status updates shall be provided when requested by the KO. A status update of any item of work must be provided within four (4) hours of the inquiry during regular working hours, and by 1145 hrs the following work day for inquiries after regular working hours.

It is the Contractor’s full responsibility to coordinate with and notify

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affected tenants/organizations/commands of the work schedule and system interruption duration even if the Government organization did the schedule notice. The Contractor shall maintain good and professional communications all times.

Prior to any work, the Contractor shall notify activities and customers of the exact work schedule and duration of interruption of each system. Notification deadline will be specified by the KO.

Customers and maintenance personnel shall be provided with appropriate updated information about equipment and systems.

2.6.3 Work Schedule The Contractor's work shall not interfere with normal Government business. In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall notify the KO of any difficulty in scheduling work due to Government controls.

The Contractor will be required to provide close coordination with all concerning activities including but not limited to NAVFAC FE Utilities & Energy Management (UEM) Branch, Carrier Air Wing Five (CVW-5) for establishment of work schedule.

Monthly Work Schedule: Unless otherwise approved by the KO, the Contractor shall develop a monthly work schedule and shall submit this schedule to the KO and customer for approval normally no later than fifteen (15) calendar days prior to the start of the scheduled month. The Contractor may be requested to submit the schedule thirty (30) calendar days prior to the start of the scheduled month depending on activities mission requirement. The schedule shall identify all work including work ordered under the Non-Recurring Work portion of the contract. The schedule shall indicate the scheduled start and completion dates, and shall identify indefinite quantity work if any by task order or job order number and title. Recurring services shall be identified and the date of performance shall be indicated. Changes or additions to any job that prevent the Contractor from completing the work on time or which change the scope of the work shall be reported to the KO and customer in writing.

If the need for additional work arises, the Contractor shall coordinate with the customer and FEAD to set up a schedule as soon as possible.

Annual Work Schedule: Within twenty-one (21) calendar days after contract award and within fifteen (15) calendar days of the Government's notice of exercising an option, the Contractor shall submit to the KO an annual schedule of planned performance of work in a format acceptable to the KO.

The twenty-one (21) or fifteen (15) calendar days may be subject to change at the KO’s discretion.

Non-Recurring Work Schedule: Immediately after receipt of task order(s), and prior to starting the work (at least one (1) working day in advance; confirm with KO), all work schedules for non-recurring work shall be submitted to and shall be approved by the KO and customer.

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Work Outside Regular Working Hours, and Its Request: If the Contractor desires to carry on work outside of the station's regular working hours, he shall submit, no later than fifteen (15) calendar days prior to the requested date, a written application giving the specific dates, hours, location, type of work to be performed, contract number, and project title to the KO for approval consideration. Depending on the scale of the work, the Contractor may have to submit the request much earlier than the fifteen (15) calendar days prior to the requested date. The Contractor, therefore, well in advance, shall consult with the KO for its schedule. Service order work of emergency or urgent nature will not need this request.

2.6.4 Deliverables Records, schedules and reports are specified in Section C and listed as deliverables in Section F. The Contractor shall submit accurate and complete documents within the required timeframes as specified in Section F.

Government acceptance of deliverables will not relieve the Contractor of the responsibility for any error or omission which may exist in the deliverable, as the Contractor is responsible for all requirements of this contract.

The deliverables’ format, even once approved, will be subject to change during the contract period at no additional cost to the Government in order to capture information that may be utilized in future planning for the Government.

2.6.5 Service Interruptions If any utilities or other services (including but not limited to road, fire lane, fire protection systems and other systems) must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, affected tenants, and customers in accordance with local procedures.

The Contractor shall request in writing a minimum of fifteen (15) calendar days prior to the desired work date. As soon as the request is approved by the KO/Security/Fire Dept or other Department, the Contractor shall notify the affected tenants, and customers of the outage or closure. Depending on the scale of the work, the Contractor may have to submit the request much earlier than the fifteen (15) calendar days prior to the requested date. The Contractor, therefore, well in advance, shall consult with the KO for scheduling. If the discontinued service is due to an emergency breakdown, the Contractor shall notify the KO, affected tenants and customers as soon as practicable.

The Contractor shall consult with the Fire Department for any fire protection system outage and shall obtain permission and instruction from the Fire Department. Fire protection system outage required during any of the Contractor’s work shall not exceed four (4) hours in a twenty-four (24) hour period. If more than a four (4) hour system outage is needed, the Contractor shall obtain prior permission from Base Fire Department by providing an approved alternate protection including but not limited to, adequate fire watch during the outage period (exceeding the four (4) hour period) in accordance with NFPA 101, Chapter 9.

2.6.6 Government’s Computerized Maintenance

As soon as the Contractor completes installation of new equipment, the Contractor shall fill out and submit an ICAP Inventory List or UICAP Inventory List which will be utilized by the Government for CMMS.

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Management Systems (CMMS) Refer to J-0200000-05.

2.6.7 Quality Management System (QMS)

The Contractor shall establish and maintain a complete QMS program in accordance with the provisions specified herein. The Contractor’s QMS program shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. The Contractor's QMS program shall address:

Accurate documentation of work processes, procedures, and output measures. A systematic procedure for assessing compliance with performance objectives and standards. Accurate documentation of quality inspections and surveillance conducted throughout the execution of work. Assessment-driven corrective actions and process adjustments as appropriate in a timely manner.

2.6.7.1 Quality Management (QM) Plan

The Contractor shall develop and submit a QM Plan per Section F. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, submit to the KO a revised QM Plan for acceptance.

The Contractor’s QM Plan shall include, at a minimum, the following: • Policy and objectives of Quality Management System (QMS) • Quality organization

o List of personnel o Responsibilities & lines of authority o Training and qualifications

• Approach to assuring quality of services provided and conformance with performance objectives and standards

• Methods and procedures for effective planning, operation and control of processes and performance of work

• Procedures for inspection and surveillance of services o Scheduling and performance of inspection and surveillance o Measurement, data collection and analysis o Corrective action, preventive action, and continuous

improvement o Oversight of subcontracted work

• Documentation and records management • Communication with government (customers)

2.6.7.2 Quality Inspection and Surveillance

The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.246-4, INSPECTION OF SERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions. The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be turned over to the KO within five (5) calendar days of termination of the contract.

2.6.7.3 Quality Inspection and Surveillance Report

The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per Section F. The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment-driven

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corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.8 Property Management Plan

The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 2.4, Government-Furnished Property, Materials and Services, of this Annex. This plan shall identify the Contractor’s policies, procedures, and practices in receiving and performing physical inventories, repairing and maintaining, preserving and protecting, and reporting the disposition of accepted government property in its possession. The Property Management Plan shall be submitted per Section F.

2.6.9 System and Equipment Replacement

The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work. Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced. Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.7 Personnel Requirements

The Contractor shall comply with the personnel requirements stated below.

Note: The Contractor will not be allowed to bring any employees aboard United States Forces, Japan (USFJ) installations and areas from countries listed in under USFJ Instruction 31-204 (Designated Third Country Nationals.)

2.7.1 Key Personnel The Contractor shall submit a List of Key Personnel and Qualifications per Section F. The Contractor shall provide any additional information requested by the KO necessary to certify their qualifications.

Key personnel shall be able to speak, read and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures or an interpreter shall be made available at no additional cost to the Government.

The Contractor shall submit an Organizational Chart per Section F showing lines of authority of the key personnel and on-site supervisor(s) for this contract. The chart shall include names of personnel and their position title in this contract. As a minimum, include the PM, Quality Manager, SSHO, and on-site supervisor(s) and who they will report directly to for this contract. The key personnel shall be revised as applicable for the contract.

Any potential replacement of departing key personnel shall be subject to the acceptance of the Government.

One person cannot share all the positions of these key personnel.

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0200000 - Management and Administration Spec Item Title Description 2.7.1.1 Project Manager (PM) The Contractor shall provide a PM and designated alternate, as applicable,

who has the have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be available on-site within two (2) hours after the Government’s request. The PM (including alternate) shall be an employee of the prime contractor. Sub-contractor employees cannot assume the PM or alternate PM position.

The PM shall have at least three (3) years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.

2.7.1.2 Quality Manager The Contractor shall provide a Quality Manager or designated alternate shall be on-site during the Government's regular working hours when the Contractor is performing work and shall be available on-site within two (2) hours after the Government’s regular working hours. The Quality Manager must report directly to a senior corporate official and shall not report directly to the Project Manager.

The Quality Manager shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract:

The Quality Manager shall have at least three (3) years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager may be the same person as the SSHO.

2.7.1.3 Site Safety and Health Officer (SSHO)

The SSHO must meet the requirements of EM 385-1-1 Section 1 and ensure that the requirements of 29 CFR 1926.16 are met for the project. Provide a Safety oversight team that includes a minimum of one Competent Person at each project site to function as the Site Safety and Health Officer (SSHO). The SSHO or an equally-qualified Designated Representative/alternate shall be on-site at all times when work is being performed to implement and administer the Contractor's safety program and government-accepted Accident Prevention Plan. The SSHO's training, experience, and qualifications shall be as required by EM 385-1-1 paragraph 01.A.17, entitled SITE SAFETY AND HEALTH OFFICER (SSHO), and all associated sub-paragraphs.

A Competent Person shall be provided for all of the hazards identified in the Contractor's Safety and Health Program in accordance with the accepted Accident Prevention Plan, and shall be on-site at all times when the work that presents the hazards associated with their professional expertise is being performed. Provide the credentials of the Competent Persons(s) to the Contracting Officer for acceptance in consultation with the Safety Office.

The Contractor shall provide a SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The SSHO shall have fulfilled the following pre-requisite training and experiences before being hired as the SSHO under this contract:

The SSHO shall have completed five (5) years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three (3) years experience if he possesses a

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Certified Safety Professional (CSP) or safety and health degree. The SSHO shall have completed the OSHA 30-hour construction safety class or equivalent and maintain competency through twenty-four (24) hours of formal safety and health related coursework every four (4) years. The SSHO shall not be the same person as the project manager.

Note: Host Nation Safety training may be considered to the equivalent 30 hour OSHA Construction safety class training requirement. The Japan Construction Safety and Health Association (JCSHA) provides the construction safety course "Kouji Shunin", or "Course for Construction Site Managers", which is an acceptable equivalent to the 30-Hour OSHA Construction Safety Course mentioned above. Completion of this training will fulfill the requirements.

2.7.1.4 Environmental/Energy Manager

Not Applicable.

2.7.2 Employee Requirements

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety, environmental, and energy requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures, or the Contractor shall provide interpreter for them at no additional cost to the Government.

2.7.2.1 Employee Certification and Training

The Contractor shall maintain personnel certification, training, and licensing records for employee requirements specified herein and within all technical annexes/sub-annexes. Certification, training, and licensing records shall be kept current and on file for the duration of the contract including all option periods. Records shall be made available for Government review within four (4) hours of request.

2.7.2.2 Employee Appearance The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/subcontractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.

2.7.2.3 Employee Conduct Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

2.7.2.4 Identification as Contractor Employee

Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. All Contractor employees shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

2.7.2.5 Removal of Employees The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest or inconsistent with the best interests of National Security.

2.7.2.6 Proof of Legal Residency

No employee or representative of the Contractor will be admitted to the site of work unless satisfactory Proof of Japanese citizenship or Proof of Legal Residency within Japan is furnished per Section F.

2.7.3 Enterprise-wide Contractor Manpower Reporting Application

The Contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is

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(eCMRA) required to completely fill in all required data fields using the following web address: https://doncmra.nmci.navy.mil.

Per Section F, reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

2.8 Security Requirements The Contractor shall comply with all Federal, state, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all security/entrance clearances are obtained.

a) The Contractor shall comply with all activity security requirements. Upon request, the Contractor shall submit the name and address of each employee performing work under this contract and shall have the employees fill out questionnaires and other forms required for security.

b) Neither the Contractor nor any of his employees shall disclose or cause to be disseminated any information concerning the operations of the activity which could result in or increase the likelihood of the possibility of a breach of the activity's security or interrupt the continuity of its operations.

c) Disclosure of information to any person not entitled to receive it, or failure to safeguard any classified information that may come to the Contractor or any person under his control, may subject the Contractor, his agents or employees to criminal liability under Title 18, Sections 793 and 798 of the United States Code.

d) All inquiries, comments or complaints arising from any matter observed, experienced, or learned as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information shall be directed to the KO.

e) Deviations from or violations of any of the provisions of this paragraph will, in addition to all other criminal and civil remedies provided by law, subject the Contractor to immediate termination for default and/or the individuals involved to a withdrawal of the Government's acceptance and approval of employment.

2.8.1 Employee Listing The Contractor shall maintain a current Employee List and submit per Section F. The list shall include the following:

1) employee’s name 2) date of birth 3) place of birth 4) citizenship (if not Japanese, attach a copy of passport) 5) address 6) age 7) supervisor

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8) company, and 9) level of security clearance

2.8.2 Vehicles Prior to the start of on-site work, and as changes are made thereafter, the Contractor shall submit a list of vehicles to be utilized during the project to the KO and shall include the following information for each vehicle:

1) Make 2) Year3) Type 4) License Number 5) Insurance (both compulsory and voluntary insurance original

copy will be required) 6) Policy Number 7) Expiration Date of Insurance

Decals shall be placed inside each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid license plate. Vehicles shall meet all other requirement of local regulations, such as safety standards and exhaust gas regulations, and shall carry proof of insurance, safety inspection record and registration.

The Contractor’s vehicles used for this contract shall have a company name displayed on each side of the Contractor's vehicles or shall have contractor’s nameplate or similar item by which the Government can identify the vehicle’s purpose. The company name displayed and nameplate or similar item shall be in a manner and size that is clearly visible.

2.8.3 Passes and Badges All Contractor employees shall obtain the required employee and vehicle passes. The Government will issue them without charge. Each employee shall carry the Government issued pass (and badge, if issued, over the front of the outer clothing) at all times. When an employee leaves the Contractor's service, the employee's Passes and Badges shall be returned within ten (10) calendar days.

Badges, passes or decals missing or lost and the circumstances surrounding them shall be reported immediately to the source of issue. Upon termination, expiration, completion of contract, or when no longer required, the Contractor shall return all passes and badges to the source of issue.

Badges issued at a certain facility (only for during the work at that facility) shall be returned to facility owner when the employee leaves the facility or at the end of the facility work day. The Contractor shall furnish a signed letter, countersigned by the source of issue, stating that passes have been turned in.

Refer to below Spec Item “Access to Installation” and its sub-spec item for installation’s pass.

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0200000 - Management and Administration Spec Item Title Description 2.8.4 Access to Installation All Contractor personnel shall obtain access to the installation by

following installation access instruction or by obtaining passes each day from the Base Pass and Identification Office. Example of installation access instruction is NAF Atsugi Instruction 5512.9 series for the access to NAF Atsugi. The Contractor shall prepare and submit an installation access application in accordance with the instruction. The expiration date of the access pass shall be confirmed with Base Pass and Identification Office. Normally, the expiration date shall not exceed the final date of each contract period.

Contractors who receive the award of this contract may or may not be allowed to obtain gate passes effective for a certain period of time (regular pass) to be able to access subject work areas. The administrative time necessary for the government to issue regular passes may vary depending on the security office on each base. For example, it may take six (6) months to obtain a regular (one-year valid) pass for NAF Atsugi. Only regular pass holders may be provided with escort privilege.

Immediately report instances of lost or stolen passes to the Contracting Officer.

The Government performs background screening and credentialing. Throughout the year, Contractor employees must meet background screening standards. Periodic background screenings are conducted to verify continued installation access privileges.

2.8.4.1 NCACS Program Not Applicable. 2.8.4.2 One-Day Passes If a regular pass is not issued, and if Contractor employees need access to

the installation, the Contractor's personnel will have to obtain daily passes, be subject to daily mandatory vehicle inspections, and will have limited access to the installation. The Government will not be responsible for any cost or lost time associated with obtaining daily passes or added vehicle inspections.

2.8.5 Access to Buildings The Contractor shall monitor and control access into restricted areas under their responsibility, allowing only those individuals who have been properly cleared into restricted areas or other controlled access areas. The Contractor shall comply with security requirements, plus those imposed by the installation Commander at all times. Personnel with access to special areas will have the appropriate screening and/or security clearance, and personnel requiring routine access to restricted areas will wear special badges authorizing access for those areas. Contractor personnel shall not enter restricted or controlled areas or installation facilities unless specifically authorized in performance of their duties. The Contractor shall secure all buildings and facilities entered during non-duty hours and will secure all building and facilities under the Contractor’s cognizance at the end of each work day or shift period.

2.8.6 Access Arrangements The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The Government may issue keys to the Contractor. Keys, if issued to the Contractor, shall be used only for the performance of the work and shall be returned to their owner immediately after the Contractor finishes the work. Duplication of keys will require prior permission and will be at the expense of the Contractor, and the duplicated

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key shall be returned to the Government within five (5) calendar days after the termination of the contract or earlier as directed by the Contracting Officer. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction.

2.8.6.1 Escort Arrangement for Secured Areas

The Contractor shall make arrangements for Government escort into secured areas requiring escort. The KO will provide information on applicable buildings, spaces and the appropriate point of contact.

The Contractor may experience delays while waiting for escorts. The Government estimates the wait period can be between to 15 to 30 minutes. The Contractor shall notify the Government Performance Assessment Representative (PAR) and appropriate point of contract if an escort is not available after 30 minutes and access to accomplish the work is denied. Unscheduled requirements, e.g., trouble calls, may require a longer wait for an escort.

2.8.7 Security Clearances The Contractor shall obtain all required corporate and personnel Security Clearances prior to commencement of work. The Contractor shall ensure that a list of all personnel with Security Clearances is maintained current, including clearances that are pending.

2.8.8 Access to Sensitive Unclassified Information

Not Applicable.

2.8.9 Employee Status The Contractor shall notify the KO of any changes to any employee’s status to include, but not limited to, termination, convictions/arrests, adverse actions taken on the job for any reason or any other documented misbehavior that may affect, or have the potential to affect, security standing in terms of access to federal facilities or IT systems.

2.9 Contractor Safety Program

The Contractor shall develop and implement a Safety Program detailing how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1 and Public Law 91-596, Occupational Safety and Health Act and Japanese Law No. 57 Industrial Safety and Health Law (Roudo Anzen Eisei Ho.)

Any reference to “USACE" facilities, property, or equipment specified in EM 385-1-1 should be interpreted as Government facilities, property, and equipment.

Whenever the KO becomes aware of any safety noncompliance or any condition which poses a serious or imminent danger or hazard to the health or safety of the public or Government Personnel, the KO shall notify the Contractor orally, with written confirmation, and request immediate corrective action. This notice, when delivered to the Contractor’s representative or SSHO, shall be deemed sufficient notice of noncompliance and that corrective action is required. After receiving this notice, the Contractor shall immediately take corrective action. If the Contractor fails, delays, or refuses to promptly take corrective action, the KO may issue a stop work order for all or part of the services or work until satisfactory corrective action has been taken. Whenever such a stop work order has been issued, the Contractor shall waive all equitable

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adjustments to the contract related to the stop work ordered issued. The Contractor shall include this requirement in all of its subcontracts and vendor contracts in support of contract safety.

Plans shall be written both in English and Japanese so that Contractor employees shall be able to read and understand.

Weight handling equipment shall comply with EM 385-1-1, Section 16, host nation safety standards, NAVFAC P-307, and NAVFACFEINST 11260.1G or most current version.

2.9.1 Accident Prevention Plan (APP)

The Contractor shall develop and implement a site Accident Prevention Plan (APP). The APP shall be prepared by the Contractor’s SSHO and shall be followed by all Contractor employees, subcontractors, and vendors at each service site.

The APP shall follow the format and include all elements addressed in Appendix A of EM 385-1-1. The APP shall incorporate Activity Hazard Analyses (AHAs) and compliance plans addressing all applicable Safety and Occupational Health (SOH) risks that are relevant to the site specific hazards and controls for each activity and type of work that may be encountered in the performance of this contract.

The Contractor shall submit an APP for acceptance per Section F. The Contractor shall review, update, and submit revisions to the APP whenever a change in work conditions, hazards, or activities occur. Submittal of the APP shall include Activity Hazard Analyses (AHAs) and applicable compliance plans, programs, and procedures as specified below.

The Contractor shall not commence work until the APP has been accepted and no activity shall be started on site until the applicable AHAs and compliance plans have been accepted.

Once accepted by the Contracting Officer, the APP and attachments will be enforced as part of the contract. Disregarding the provisions of this contract or the accepted APP will be cause for stopping of work, at the discretion of the Contracting Officer, until the matter has been rectified.

2.9.2 Activity Hazard Analysis (AHA)

The Contractor shall prepare Activity Hazard Analyses (AHAs) for all applicable common recurring work activities performed under this contract. AHAs for recurring work shall be submitted with the APP and shall be updated as work activities or conditions change and additional AHAs prepared as new work activities are required. AHAs for non-recurring and one-time (e.g., non-recurring work task orders) work occurrences shall be submitted at least two working days prior to start of work. Specifically:

For contract modifications to recurring work requirements where changes are germane to the original contract, the Contractor shall revise applicable AHAs within fifteen (15) calendar days after modification is signed. For contracts with non-recurring work ELINs, the Contractor shall submit an AHA on non-recurring work task orders, with the associated proposal, whenever the service environment or

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required task is different from the recurring work priced services.

The Contractor shall follow the Risk Management Process for the development of Activity Hazard Analysis (AHA) in accordance with paragraph 01.A.14 and Appendix A of EM 385-1-1. A formatted outline of an AHA is provided in Figure 1-2 of EM 385-1-1.

During performance of services, the SSHO shall periodically review the AHA at each service site and for each sub-annex to assess the effectiveness of the Contractor’s overall APP. If changes to the AHAs are required, such changes shall be submitted to the KO for review and acceptance.

2.9.3 Safety and Occupational Health (SOH) Risks and Compliance Plans

Based on a risk assessment of recurring and non-recurring work requirements and on mandatory OSHA compliance programs, the Contractor shall develop, provide and implement all applicable compliance plans, as necessary for the situation or types of work to be performed under this contract. Compliance plans, programs, and procedures along with their respective references are detailed in Appendix A, paragraph 3.i of EM 385-1-1.

These plans shall be submitted with the APP and shall be updated as situations change. Additional compliance plans, programs, and procedures shall be developed as applicable when new types of work are required under this contract.

Additional requirements for specific compliance plans are provided below. 2.9.3.1 Alcohol and Drug

Abuse Prevention Plan The Contractor shall develop an alcohol and drug abuse prevention plan to explain how it will satisfy the drug-free work force requirement as stated in DFARS Clause 252.223-7004 and include elements addressed in paragraph 01.C.02 of EM 385-1-1.

2.9.3.2 Chemical Hazard Communication Program

The Contractor shall develop a project-specific chemical hazard communication program to include elements addressed in paragraph 06.B.01 of EM 385-1-1and applicable OSHA requirements in 29 Code of Federal Regulations (CFR) 1910.120 and 29 CFR 1926.59.

2.9.3.3 Confined Space Program

The Contractor shall develop an activity/site-specific confined space program to include elements addressed in paragraph 34.A of EM 385-1-1 and comply with relevant requirements in 29 CFR 1910, 29 CFR 1915, and 29 CFR 1926, OSHA Directive CPL 2.100 and any other Federal, state and local regulatory standards.

2.9.3.4 Critical Lift Plan The Contractor shall develop a critical lift plan to explain how it will conduct lifts for any of the following conditions:

1) Lifts over 75 percent of the capacity of the crane or hoist (or lifts over 50 percent of the capacity of a barge mounted mobile crane's hoists) at any radius of lift;

2) Lifts involving more than one crane , hoist, or LHE 3) Lifts of personnel; 4) Lifts involving non-routine rigging or operation, sensitive

equipment, or unusual safety risks 5) Lifts involving hazardous materials (e.g., explosives, highly

volatile substances); 6) Lifts where the center of gravity could change;

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7) Lifts without the use of outriggers using rubber tire load charts; 8) Lifts using more than one hoist on the same crane, hoist, or LHE; 9) Lifts involving Multiple Lift Rigging (MLR) Assemblies or other

non-routine or technically difficult rigging arrangements; 10) Lifts involving submerged loads. Exception: lifts that were

engineered to travel in guided slots throughout the lift and have fixed rigging and/or lifting beams, i.e., intake gates, tailgates/logs);

11) Lifts out of the operator’s view. (Exception: if hand signals used by a signal person in view of the operator or radio communications are available and in use, load does not exceed two tons AND is determined a routine lift by the lift super.)

The critical lift plan shall include elements addressed in paragraph 16.H of EM 385-1-1, paragraph 1.7.2 of NAVFAC P-307, and comply with requirements in ASME B30.22, ASME B30.3; ASME B30.5, and ASME B30.8. Description of lifts, cranes or hoists, qualifications of personnel authorized to operate lifts, cranes, or hoists, and other information as required by the Contracting Officer shall be included in the plan.

The Contractor shall complete and maintain a copy of the Crane Operating Checklist For Critical Lifts, provided within the Forms in J-0200000-05, for each lift.

2.9.3.5 Fall Prevention and Protection Plan

The Contractor shall develop a site specific fall prevention and protection plan to protect and prevent its service workers from falling from heights of 1.8m (6 feet) or more. This plan shall include elements addressed in paragraph 21.D of EM 385-1-1 and ANSI/ASSE A10.32, ANSI/ASSE Z359.1, and ANSI/ASSE A10.34. The fall prevention and protection plan shall include a Rescue and Evacuation Plan in accordance with EM 385-1-1, Section 21.N. A competent person for fall protection shall prepare and sign the plan.

2.9.4 Crane Operations All operations of Cranes, Multi-Purpose Machines and Material Handling Equipment shall comply with EM 385-1-1, NAVFAC P-307, 29 CFR Part 1910, and 29 CFR Part 1926.

The Contractor shall comply with paragraph 1.7.2 of NAVFAC P-307 and notify the Contracting Officer at least seven (7) working days prior to bringing any crane (including delivery vehicles with crane boom attachments), multi-purpose machines, material handling equipment, or construction equipment that may be used in a crane-like application to lift suspended loads on board a Navy Installation. Written documentation of the last weight test of the crane and all related weight handling equipment (e.g. attachments, rigging gear, etc.) shall be maintained on site.

A joint verification with the Government representative must be performed to ensure that a legible and indelible completed copy of Appendix P, Figure P-1 of NAVFAC P-307 is maintained on the crane, multi-purpose machine, and material handling equipment or construction equipment used in a crane-like application to lift suspended loads. The following certification and testing documentation shall be on site prior to entry and use on any Navy Installation:

1) Crane, multi-purpose machine, material handling equipment or construction equipment used in a crane-like application to lift

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suspended load certification 2) Load testing 3) Yearly, monthly and daily inspection logs 4) Rope/sling certifications 5) Operator certifications/designations 6) Designation of person performing log inspections 7) Cranes that are permanently located on a Navy Installation shall

have a quarterly joint verification.

Refer to J-0200000-07 for crane access authorization. 2.9.4.1 Crane Inspections The Contractor shall ensure all inspections are performed in accordance

with EM 385-1-1, NAVFAC P-307, 29 CFR Part 1910, and 29 CFR Part 1926 (daily, monthly, quarterly, yearly), and retain the current documentation of inspections. Documents shall be kept on site. Daily pre-use inspections and testing shall be performed on all load hoisting and lowering mechanisms, boom hoisting and lowering mechanisms, swinging mechanisms, travel mechanisms (if to be used that day), and safety devices. Cranes that have to be re-rated shall be in accordance with SAE Recommended Practices, Crane Load Stability Test Code J765 and documentation maintained on site. The Contractor shall have an operational anti-two block device or a two-block damage prevention feature for all points of two blocking and a boom hoist disconnect, shutoff, or hydraulic relief to automatically stop the boom hoist when the boom reaches a predetermined high angle.

2.9.4.2 Rigging Gear The Contractor shall ensure rigging gear and below the hook lifting devices and personnel comply with the following requirements:

1) Personnel performing rigging shall have an understanding of all signs, notices, and operating instructions, and be familiar with the applicable hand signals prescribed by the ASME B30 standard for the type of crane in use.

2) Personnel performing rigging shall be familiar with the rigging requirements in EM 385-1-1, NAVFAC P-307, 29 CFR Part 1910, and 29 CFR Part 1926.

3) 3) The Contractor shall inspect rigging gear in accordance with EM 385-1-1, NAVFAC P-307, 29 CFR Part 1910, and 29 CFR Part 1926 and paragraph 1.7.2 of NAVFAC P-307. Certification records shall be made available for review upon request.

2.9.4.3 Crane Operators Crane operators shall meet the personnel qualifications requirements in paragraph 16.B of EM 385-1-1 and paragraph 1.7.2 of NAVFAC P-307. For mobile cranes with Original Equipment Manufacturer (OEM) rated capacitates of 2,000 pounds or greater, designate crane operators as qualified by a source that qualifies crane operators (i.e., union, a government agency, or an organization that tests and qualifies crane operators).

2.9.5 Accident and Damage Reporting

The Contractor shall notify the Contracting Officer as soon as practical, but no more than four hours after any accident meeting the definition of Recordable Injuries or Illnesses or High Visibility Accidents, property damage equal to or greater than $2,000, or any Weight Handling Equipment (WHE) accident. Notification shall also be provided for any mishap occurring in any of the following high hazard areas: electrical (to include Arc Flash, electrical shock, etc.); uncontrolled release of hazardous energy (includes electrical and non-electrical); weight or load handling equipment (LHE) or rigging; fall-from-height (any level other

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than same surface); and underwater diving. These mishaps shall be investigated in depth to identify all causes and to recommend hazard control measures.

Within notification include Contractor name; contract title; type of contract; name of activity, installation or location where accident occurred; date and time of accident; names of personnel injured; extent of property damage, if any; extent of injury, if known, and brief description of accident (to include type of equipment used, PPE used, etc.). Preserve the conditions and evidence on the accident site until the Government investigation team arrives on-site and Government investigation is conducted.

The Contractor shall conduct an accident investigation for recordable injuries and illnesses, for accidents requiring Medical Treatment, property damage accidents resulting in at least $20,000 in damages, and near misses as defined in EM 385-1-1, to establish the root cause(s) of the accident. The Contractor shall complete the applicable NAVFAC Contractor Incident Reporting System (CIRS), and electronically submit via the NAVFAC Enterprise Safety Applications Management System (ESAMS) per Section F. Required or special forms are provided within the Forms in J-0200000-05 or will be provided after award.

For any weight handling equipment accident (including rigging gear accidents) the Contractor shall conduct an accident investigation to establish the root cause(s) of the accident and comply with additional requirements and procedures for accidents in accordance with NAVFAC P-307, Section 12. The Contractor shall submit a WHE Accident Report (Crane and Rigging Gear) per Section F. No crane operations are allowed to proceed until cause is determined and corrective actions have been implemented to the satisfaction of the Contracting Officer.

For a near miss, the Contractor shall complete the applicable documentation in NAVFAC Contractor Incident Reporting System (CIRS), and electronically submit via the NAVFAC Enterprise Safety Applications Management System (ESAMS) per Section F (if the use of ESAMS is available), or submit to KO.

For a near miss involving crane or rigging operations, the Contractor shall report verbally to the Contracting Officer as soon as management becomes aware but not later than four (4) hours of such event and comply with additional requirements and procedures for near-misses in accordance with NAVFAC P-307, Section 12. A near miss occurs when an accident was avoided by mere chance or when intervention prevented an ongoing sequence of events that would have resulted in an accident (e.g. unplanned encroachment, improper crane set-up, improperly rigged load, etc.). The Contractor shall submit a Crane and Rigging Gear Near Miss Report per Section F.

2.9.5.1 Accident Reporting and Notification Criteria

The following criteria and definitions apply to the accident reporting requirements specified above:

Recordable Injuries or Illnesses. Any work-related injury or illness that results in:

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1) Death, regardless of the time between the injury and death, or the length of the illness;

2) Days away from work (any time lost after day of injury/illness onset);

3) Restricted work; 4) Transfer to another job; 5) Medical treatment beyond first aid; 6) Loss of consciousness; or 7) A significant injury or illness diagnosed by a physician or other

licensed health care professional, even if it did not result in (1) through (6) above.

High Visibility Accident. Any mishap which may generate publicity or high visibility.

Medical Treatment. Treatment administered by a physician or by registered professional personnel under the standing orders of a physician. Medical treatment does not include first aid treatment even through provided by a physician or registered personnel.

WHE Accident. A WHE accident occurs when any one or more of the eight elements in the operating envelope fails to perform correctly during operation, including operation during maintenance or testing resulting in personnel injury or death; material or equipment damage; dropped load; derailment; two-blocking; overload; or collision, including unplanned contact between the load, crane, or other objects. A dropped load, derailment, two-blocking, overload and collision are considered accidents even though no material damage or injury occurs. A component failure (e.g., motor burnout, gear tooth failure, bearing failure) is not considered an accident solely due to material or equipment damage unless the component failure results in damage to other components (e.g., dropped boom, dropped load, roll over, etc.)

2.9.6 Fire Protection In accordance with Base Fire Prevention Regulations, NFPA code requirements, and directions made by Fire Department. Each contractor employee shall know where fire alarms are located and how to activate them. In addition, abide by the following:

1) The Contractor shall handle and store all combustible supplies, materials, waste and trash in a manner that prevents fire or hazard to persons, facilities, and material. Contractor employees operating critical equipment shall be trained to properly respond during a fire alarm or fire in accordance with applicable activity instructions and procedures.

2) The Contractor shall be fully responsible to prevent life and fire hazards. No smoking is allowed except in designated areas.

3) The Contractor will not be permitted to use fire, heat or spark producing equipment and tools and heated products within hazardous areas, except when approved by the Contracting Officer. The Contractor shall submit a hot work request to Fire Department for approval no later than five (5) working days prior to the requested hot work date.

4) When the Contractor’s work requires a fire protection system is out of service, the KO and Fire Dept shall be notified. The Contractor shall comply with all Fire Dept requirements. All

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work including, but not limited to, coordination with building occupants for evacuation, information provision, and all the cost associated with these works and fire watches shall be at the expense of the Contractor, and shall be done with no additional cost to the Government.

2.9.7 Monthly On-Site Labor Report

The Contractor shall submit a Monthly On-Site Labor Report per Section F. This report is a compilation of employee-hours worked each month for all site workers, both prime and subcontractor. (Man hour report.)

2.9.8 OSHA Citations and Violations

The Contractor shall correct violations and citations promptly and provide a copy of each OSHA citation and OSHA report with written OSHA Citations and Violations Corrective Action Report per Section F.

2.9.9 Safety Inspections and Monitoring

The Contractor shall conduct inspections of its work areas, job sites, and work crews every day work is being performed to ensure that all Contractor operations are being conducted safely. These inspections shall ensure:

The site is safe and free of job-site hazards Proper PPE is being utilized and worn. Safe work practices and processes are being followed. Workers are familiar with the hazards covered in the respective AHA for that work activity. All equipment and tools are in good condition and being used safely.

The Government reserves the right to inspect and monitor Contractor operations for safety compliance. In general, the Government approach will be to conduct Performance Assessment on the quality and effectiveness of the Contractor’s safety program. The Government reserves the right to stop any work activity when it deems danger is imminent. Contractor personnel shall work in a safe manner and comply with all applicable safety regulations. The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available to the KO upon request.

Whenever the KO becomes aware of any safety noncompliance or any condition which poses a serious or imminent danger or hazard to the health or safety of the public or Government Personnel, the KO will notify the Contractor orally, with written confirmation, and request immediate corrective action. This notice, when delivered to the Contractor’s representative or SSHO, shall be deemed sufficient notice of noncompliance and that corrective action is required. After receiving this notice, the Contractor shall immediately take corrective action. If the Contractor fails, delays, or refuses to promptly take corrective action, the KO may issue a stop work order for all or part of the services or work until satisfactory corrective action has been taken. Whenever such a stop work order has been issued, the Contractor shall waive all equitable adjustments to the contract related to the stop work ordered issued. The Contractor shall include this requirement in all of its subcontracts and vendor contracts in support of contract safety.

2.9.10 Safety Certification The Contractor shall submit copies of all the required Federal, state, county, city and industry Safety Certifications for work performed under this contract per Section F. These certifications shall be kept up to date by the Contractor. The Contractor shall submit new versions of

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certifications as the old certifications expire. No work, that requires a certification, shall start without a valid and approved certification.

2.9.11 Safety Apparel on Jobsites

The Contractor personnel shall wear appropriate high-visibility safety apparel (garment, vest, or harness of retro-reflective and fluorescent material) meeting ANSI/ISEA 107-2010 requirements. Appropriate garment shall be based on the worker hazards and tasks, complexity of the work environment or background, and vehicular traffic and speed. As a minimum, the Contractor personnel shall wear ANSI/ISEA 107-2010 Class I compliant apparel.

2.9.12 Emergency Medical Treatment

Contractors will arrange for their own emergency medical treatment. The Government has no responsibility to provide emergency medical treatment.

2.10 Environmental Management and Sustainability

The Contractor shall perform work under this contract consistent with the following Environmental Management System (EMS) goals and policy. Goals:

Reduce purchase and use of toxic and hazardous materials; Expand purchase of green products and services; increase recycling; Reduce energy and water use; Increase use of alternative fuels and renewable energy; Integrate green building concepts in major renovations and new construction; Prevent pollution at the source; and Continual improvement.

Policy: Protect public health and the environment by being an environmentally responsible member of the community; Preserve our natural, historic and cultural resources; Conserve natural resources by reducing what we discard, reusing items, and recycling materials, which includes purchasing products made from recycled materials; Integrate sound environmental practices into all our operations and business decisions; Integrate environmental protection requirements and pollution prevention initiatives into the early planning, design and procurement of facilities, equipment and material, as well as the planning and implementation of military training activities; Prevent or minimize pollution at its source as we seek out ways to eliminate or further minimize use of hazardous materials and generation of hazardous waste; Maintain a sound partnership with regulatory agencies to sustain our compliance with existing and new environmental laws and regulations; Enhance our program as we develop and implement an Environmental Management System; and Adhere to this policy, remind one another to do so, and ensure that our entire community knows this is our policy by our actions as well as our words.

The Contractor shall maintain monitoring and measurement information to address the EMS goals and policy and provide the EMS Goals and Policy Measurement Information to the KO when requested. In the event an EMS nonconformance or environmental noncompliance associated with

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the contracted services, tasks, or actions occurs, the Contractor shall take corrective and/or preventative actions, assume legal and financial liability for the noncompliance and take corrective action immediately to remedy the noncompliance. The Contractor shall ensure that its employees are aware of their roles and responsibilities under the EMS and how these EMS roles and responsibilities affect work performed under the contract.

In addition, the Contractor shall follow below;

The Contractor shall successfully complete EMS awareness and task specific training on ECATSS Web site: http://environmentaltraining.ecatts.com and shall obtain and submit a certificate for each training identified below:

1. Environmental Management System – 20 minutes 2. Energy and Water Conservation NAF Atsugi – 15 minutes 3. Solid Waste – 15 minutes 4. Pollution Prevention – 5 minutes 5. Stormwater Pollution Prevention Program – 20 minutes 6. Spill Prevention Control and Countermeasures – 20 minutes 7. Drinking Water – 10 minutes 8. Hazardous Materials – 10 minutes 9. Backflow and Cross-Connection Prevention: NAF Atsugi – 20

minutes 10. Hazardous Waste Awareness – 20 minutes 11. Asbestos: Japan – 20 minutes 12. Historic and Cultural Resources – 10 minutes 13. Natural Resources: Japan – 10 minutes 14. Petroleum, Oils, and Lubricants Management: Japan – 10

minutes 15. PCBs Management – 15 minutes 16. Storage Tank Management – 20 minutes 17. Wastewater: Japan – 15 minutes 18. Air: Japan – 20 minutes

CONFORMANCE WITH THE NAVAL AIR FACILITY ATSUGI ENVIRONMENTAL MANAGEMENT SYSTEM: The Contractor shall perform work under this contract consistent with the policy and objectives identified in the Naval Air Facility (NAF) Atsugi’s Environmental Management System (EMS).

1) Contractor’s Performance and Responsibilities: In addition to compliance with all Japanese Environmental Governing Standards (JEGS), applicable Government of Japan, prefectural, and local environmental requirements, and the requirements described in this section, the Contractor shall perform work in a manner that conforms to objectives and targets, environmental programs and operational controls identified by the EMS. The contractor will provide monitoring and measurement information as necessary to address environmental performance relative to environmental, energy, and transportation management goals. The Contractor shall coordinate all EMS and environmental protection matters with the Contracting Officer. The Activity Environmental Protection Coordinator, EMS representative or other authorized officials may inspect any of the

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facilities operated or maintained by the Contractor at any time and without prior notice. In the event an EMS nonconformance or environmental noncompliance associated with the contracted services, tasks, or actions occurs, the Contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall assume legal and financial liability for the noncompliance and take corrective action immediately to remedy the noncompliance. The Contractor shall clean up any oil or chemical spills resulting from his operations at his own expense or the Contractor shall reimburse the Government for the amount of any related costs. The Contractor shall not create a nuisance or hazard to the health of military or civilian personnel. The Contractor shall reimburse the Government for the amount of the fine and related costs. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the Contracting Officer. In addition, the Contractor shall ensure that its employees are aware of their roles and responsibilities under the EMS and how these EMS roles and responsibilities affect work performed under the contract.

2) Required Training and Records: The Contractor is responsible for ensuring that their employees receive applicable environmental and occupational health and safety training, and are kept up to date on regulatory required specific training for the type of work to be conducted onsite. All on-site Contractor personnel, and their subcontractor personnel, performing tasks that have the potential to cause a significant environmental impact shall be competent on the basis of appropriate education, training or experience. Upon contract award, the Contracting Officer's Representative will notify the NAF Atsugi EMS coordinator to arrange EMS training via the Environmental Compliance Assessment, Training, and Tracking System (ECATTS) web site (http://environmentaltraining.ecatts.com) unless instructed otherwise in the Supplemental Temporary Environmental Controls. The NAF Atsugi EMS coordinator shall identify training needs associated with environmental aspects and the EMS, and arrange training or take other action to meet these needs. The Contractor shall take EMS training via ECATTS web site (http://environmentaltraining.ecatts.com), and shall obtain and submit ECATTS training certificate documentation to the Contracting Officer. The NAF Atsugi EMS coordinator shall retain associated records via ECATTS.

2.10.1 Energy Management Program

The Contractor shall comply with the installation's energy management program. The Contractor PM, or designee, shall represent the Contractor’s interest at all meetings of the activity’s Energy Management Board.

The Contractor shall attend periodic meetings with the Installation Energy Manager, where energy and water efficiency goals and project status will be discussed to ensure that any Contractor work complements and optimizes efficiency efforts.

Contractor personnel who will utilize hose bibs shall keep on hand, hose bib vacuum breakers to connect to hose bibs that do not already have a

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backflow preventer installed. The Contractor shall also ensure that an air gap is maintained between the hose and water surface. When use of the hose bib is finished, the backflow preventer may be disconnected and put aside for subsequent use on hose bibs that do not have a backflow preventer.

2.10.1.1 Water Conservation Plan

The Contractor shall develop, submit and implement a Water Conservation Plan per Section F.

2.10.1.2 Energy Efficient Products

The Contractor shall use life-cycle cost analysis in making decisions about investments in products, services, construction and other projects to lower Federal Government’s costs and reduce energy consumption. The Contractor shall elect lifecycle cost effective Energy Star and other energy-efficient products when acquiring energy-using products. For product groups where Energy Star labels are not yet available, select products that are in upper 25 percent of energy efficiency as designated by the Federal Energy Management Program. Use of high energy consuming tools or equipment is subject to approval by the KO prior to use.

2.10.2 Environmental Protection

The Contractor shall comply with JEGS, all applicable Federal, state, and local laws, regulations, and executive orders, and with base-wide instructions, standards, and permit requirements. All environmental protection matters shall be coordinated with the KO. Inspection of any of the facilities operated by the Contractor may be accomplished by the Installation Environmental Protection Coordinator, or authorized officials on a no-notice basis during Government regular working hours. The Contractor shall comply with the instructions of the cognizant Navy Medical Department with respect to avoidance of conditions which create a nuisance or which may be hazardous to the health of military or civilian personnel. The Contractor is responsible for ensuring that its employees receive applicable environmental and occupational health and safety training, and are kept up to date on regulatory required specific training for the type of work to be conducted onsite. All on-site Contractor personnel, and their subcontractor personnel, performing tasks that have the potential to cause a significant environmental impact shall be competent on the basis of appropriate education, training or experience.

2.10.2.1 ODS Requirements for Refrigerant Recycling

Not Applicable.

2.10.2.2 Non-Hazardous Waste Disposal

The Contractor shall dispose all wastes (including those generated by the Contractor to include Business waste/Industrial Waste) in accordance with all applicable Federal, state, and local laws, regulations, and executive orders, with base-wide instructions, standards, permit requirements, and JEGS.

The Contractor shall dispose of debris and rubbish resulting from the work under this contract at local government approved disposal facilities. The Government may ask the Contractor to wait for disposal until the waste has been determined to be non-usable and/or non-recyclable. All Waste leaving the installation will be accompanied by a manifest to ensure a complete audit trail from point of origin to ultimate (final) disposal facility. Japanese forms will be used when destination is a Japanese disposal facility.

If generator is the Government: form of the manifest shall be furnished by the Contractor. The form shall be filled out properly according to Japanese regulation and each receipt shall be returned to the Government within

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specific days2.10.2.3 Hazardous Waste

Disposal The Contractor shall dispose of Hazardous waste (Special controlled Industrial waste) resulting from the work under this contract at local government approved disposal facilities with all applicable Japanese laws regulations, and JEGS. No on-installation disposal of or turn-in of any waste is allowed unless otherwise directed by the KO. All Hazardous Waste leaving the installation will be accompanied by a manifest to ensure a complete audit trail from point of origin to ultimate (final) disposal facility. Japanese forms will be used when destination is a Japanese disposal facility.

If generator is the Government: form of the manifest may be furnished by the Contractor. The form shall be filled out properly according to Japanese regulation and each receipt shall be returned to the Government within specific days.

2.10.2.4 Spill Prevention, Containment, and Clean-up

The Contractor shall prevent, contain, clean up, and report all spills on Government property caused by the Contractor, in a manner that complies with applicable Federal, state, and local laws and regulations and with the Installation Spill Control Plan provided in J-0200000-04 at no additional cost to the Government.

2.10.2.5 Hazardous Material Management

The Contractor shall support the Consolidated Hazardous Material Reutilization and Inventory Management Program (CHRIMP).

The Contractor shall submit an Emergency Planning and Community Right to Know Act (EPCRA) Report and Contractor Hazardous Material Inventory Log per Section F following the format provided in J-0200000-05.

The Contractor shall receive approval from the KO prior to bringing hazardous material on Government Property or prior to any other use in conjunction with this contract. For approval to use any hazardous material, allow a minimum of ten (10) working days for processing the request. The Contractor shall post Safety Data Sheets (SDS) at the worksite where the products are being used. Should the Government determine that a chemical the Contractor will use needs to be tracked, the Government may direct the Contractor to submit additional information in order to fulfill reporting requirements.

The Contractor shall ensure that procedures are in place to deal with hazardous materials, pursuant to the FAR Clause 52.223-3, HAZARDOUS MATERIAL IDENTIFICATION AND MATERIAL SAFETY DATA.

Notwithstanding any other hazardous material used in this contract,radioactive materials or instruments capable of producing ionizing/non-ionizing radiation (with the exception of radioactive material and devices used in accordance with EM 385-1-1 such as nuclear density meters for compaction testing and laboratory equipment with radioactive sources) as well as materials which contain asbestos, mercury or polychlorinated biphenyls, di-isocynates, lead-based paint are prohibited. The Contracting Officer, upon written request by the Contractor, may consider exceptions to the use of any of the above excluded materials. Low mercury lamps used within fluorescent lighting fixtures are allowed as an exception without further Contracting Officer approval. Notify the Radiation Safety

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Officer (RSO) prior to excepted items of radioactive material and devices being brought on base.

2.10.2.6 Protection of Endangered and Threatened Species (Flora and Fauna)

The Contractor shall not disturb endangered and threatened species and their habitat. The Contractor shall carefully protect in-place and report immediately to the KO endangered and threatened species discovered in the course of work. The Contractor shall stop work in the immediate area of the discovery until directed by the KO to resume work.

2.10.2.7 Noise Control The Contractor shall comply with all applicable Federal, state and local laws, ordinances, and regulations relative to noise control.

2.10.2.8 Salvage Not Applicable. 2.10.2.9 Asbestos Containing

Material (ACM) Asbestos containing insulation, flooring, and other building materials may be encountered by the Contractor during the performance of work under this contract, and the Contractor shall remain alert to this possibility. If ACM is encountered or suspected in the performance of work, the Contractor shall avoid removing, sanding, abrading, or disturbing the material. The Contractor shall verbally notify the KO within one hour and follow-up with written ACM Notification within 24 hours.

2.10.3 Sustainable Procurement and Practices

The Contractor shall develop, submit, and implement a Sustainable Procurement and Practices Plan per Section F. This plan shall identify how the Contractor will comply with all applicable Federal, state and local laws and regulation, including E.O. 13423, E.O. 13514, Installation Energy Management Program and Water Conservation Programs and energy reduction requirements. The plan shall specifically address the following components:

Recycled Contents Products Energy/Water efficiency Energy Efficient Tools and Equipment Alternate Fuels and Alternate Fuel Vehicles Biobased Products Non-Ozone Depleting Products Environmental Preferred Products and Services Low/Non-Toxic and Hazardous Materials

The Contractor shall submit an annual Sustainable Delivery of Services Report per Section F.

2.10.3.1 Environmentally Preferable Products

The Contractor shall procure and use products that are energy-efficient (Energy Star or Federal Energy Management Program (FEMP)-designated), water efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT)-registered), non-ozone depleting, contain recycled content, or are non-toxic or less toxic alternatives, where such products and services meet performance requirements.

2.10.3.2 Use of Recovered Materials

The Government has an affirmative procurement program to promote the purchase of products containing recovered materials. The intent is to reduce the solid waste stream and conserve natural resources by establishing markets for recycled content products and encouraging manufacturers to produce quality products containing recovered materials. Participate in this program by using, for Environmental Protection Agency (EPA) designated items, recovered materials to the maximum extent practicable without jeopardizing the intended end use of the item. The percentage of recovered materials content levels for use in the performance of this contract will be, at a minimum, the amount

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recommended in the EPA Comprehensive Procurement Guideline (CPG) Product Index website (http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm).

Use of EPA designated products is not required for products that are either not available within a reasonable period of time, are not available at a reasonable price, are not available from a sufficient number of sources to maintain a satisfactory level of competition, or fail to meet performance standards based on technical verification. EPA designation of products is an on-going process. Listings of EPA designated products containing recovered materials are found in 40 CFR 247. Make recommendation and submit Recovered Material Certification, per Section F, when a product containing recovered materials is equal to or better than the original and could be used for this contract. All changes of products must be accepted by the KO before it is used.

2.10.3.3 Use of Biobased Products

The Contractor shall make maximum use of biobased products in accordance with the FAR Clause 52.223-2 -- AFFIRMATIVE PROCUREMENT OF BIOBASED PRODUCTS UNDER SERVICE AND CONSTRUCTION CONTRACTS. Information about these products is available at http://www.usda.gov/biopreferred.

2.11 Disaster Preparedness The Contractor shall comply with the installation's Contingency Instruction and contingency response plan. The Contractor shall support the installation contingency response plan as directed by the KO.

2.12 Technical Library The Contractor shall work with the Government to establish a technical library. Libraries shall include facility drawings, operation & maintenance manuals, warranties, Government publications, record drawings and other appropriate material.

The Contractor shall continually update library material to ensure all data is current, complete, accurate and suitable for intended use. The Contractor shall monitor the use of the libraries to ensure materials are returned and data integrity is not compromised. The Contractor shall maintain the libraries until completion or termination of the contract and make the libraries available for inspection by prospective offerors for successive contracts. The technical library contents are the property of the Government and shall be turned over to the KO upon completion or termination of the contract.

2.13 Warranty Management Prior to performing repair work, the Contractor shall report to the KO any defect in workmanship, material, or parts, and any improper installation of equipment and components that are covered by a warranty. The Contractor is responsible for knowing which equipment and components are covered by the original warranty and the warranty duration. The KO will provide available warranty documents.

2.14 Recurring Work Procedures

2.14.1 Notification to the Government for Work Above the Recurring Work Limitations

The Contractor is fully responsible for work up to the recurring work limits. Recurring work limits are specified in subsequent annexes or sub-annexes. When work is expected to exceed the recurring work limits, the Contractor shall notify the KO within two (2) hours of identification for further direction. The Government may issue a task order in accordance with the non-recurring work portion of the contract detailed below or accomplish the work by means other than this contract.

2.14.2 Recurring Work Exhibit Recurring work ELINS are provided in J-0200000-08.

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Line Item Numbers (ELINs)

2.15 Non-recurring Work Non-recurring work is identified in each applicable annex or sub-annex. Non-recurring work may consist of Unit Priced Task (UPT) Work (non-negotiated) and Unit Priced Labor (UPL) Work (negotiated). The Contractor shall perform all non-recurring task work as ordered by the KO per Section G and DoD EMALL requirements in Section H. Non-recurring work will consist of Unit Priced Tasks and Unit Priced Labor Work which may be ordered by the Government as separate items or in combinations of items from the Non-recurring Work Exhibit Line Items (ELINs) provided in Section J on an as needed basis.

2.15.1 Unit Priced Task (UPT) Work (Non-Negotiated)

A UPT is defined as a non-recurring work item that includes all direct and indirect costs plus profit associated with the particular unit of work. All materials and equipment (rented, leased or Contractor-owned) required for the accomplishment of a UPT shall be included within the respective exhibit line item prices. The fixed price for the task order is determined by multiplying the exhibit line item unit prices by the quantities ordered. The Contractor is not required to submit cost estimates for UPTs.

2.15.1.1 Acceptance and Performance

The Contractor shall possess the capability to accept and perform non-recurring work via an electronic medium with supported commands utilizing their Government Purchase Card (GPC). DoD EMALL is the electronic medium for authorized Government personnel to place orders for service to the Contractor. DoD EMALL is located at www.emall.dla.mil under NAVFAC contract. The Contractor is required to report all non-recurring work quantities ordered via EMALL monthly to the KO.

2.15.1.2 Invoicing and Receiving Payment

Payment for completed EMALL orders will be made using the GPC. Reference “payment by third party” clause FAR 52.232-36. The Contractor shall possess the capability to invoice and receive payment for non-recurring work via an electronic medium with supported command representatives utilizing their GPC. No partial or advance payments will be provided.

Monthly invoices not containing the required monthly work schedule will be considered incomplete and returned to the contractor.

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

The Contractor shall perform all UPL work in accordance with the scope and delivery schedule negotiated per each task order. UPL work is defined as non-recurring work that utilizes negotiated labor hours and materials to accomplish a task not required by the recurring work portion of the contract. UPL includes separately priced labor, material, and equipment exhibit line items. The Contractor shall prepare and furnish a detailed cost estimate identifying proposed labor, material, and equipment costs, which upon approval by the KO, becomes the fixed price for the task order.

Common procedures are included below as examples. 2.15.2.1 Non-recurring Work

Preparation of Proposals

In response to the Government's Request for Proposal (RFP), the Contractor shall submit an non-recurring work proposal to the KO within two (2) to five (5) working days (or as indicated on RFP) following receipt for each potential task order which includes:

1) a complete list of all tasks necessary to perform the required scope of work,

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2) the number of direct labor hours to perform each task and 3) the projected quantity and costs of materials and equipment to

perform the required scope of work. 2.15.2.1.1 Labor Requirements Accepted industry time standards published in R. S. Means cost data,

industry organizations, and similar estimating sources shall be used for determining the number of direct labor hours required to complete the scope of work. The total labor cost will be determined by totaling the number of direct labor hours and then multiplying by the UPL amount in the Non-recurring Work Exhibit Line Items (ELINs) provided in Section J.

The price of UPL, as indicated in Section J, shall include all indirect and direct costs associated with performing work. For instance, job (field) overhead (including but not limited to support, supervision, inspection, fees), general and administrative (home office) overhead, and profit are include.

2.15.2.1.2 Material and Equipment Requirements

Accepted industry and Government material and equipment costs published in R. S. Means cost data, national material supplier catalogues, U.S. Army Corps of Engineers Construction Equipment Ownership and Operating Expense Schedule (EP 1110-1-8), equipment rental catalogues, and similar estimating sources shall be used for determining customary and reasonable costs for the material and equipment estimate. Projected material requirements shall include a list of materials establishing the size, quality, number of units, and unit prices. Pre-expended bin supplies and materials shall not be included in the list of materials since the cost for these items are to be included in the labor hour unit price. Material prices shall be the lowest price available considering the availability of materials and the time constraints of the job. The direct material price shall include all discounts and rebates for core value and salvage value that accrue to the Contractor and Contractor-furnished warehousing cost. Equipment costs shall include rental and lease costs, ownership costs where Contractor-owned, equipment mobilization, and tools, not priced under the recurring work portion of the contract. The direct material price will be multiplied by the Contractor's non-recurring work material fixed burden rate.

2.15.2.2 Issuance of Final Task Order

The KO will order unit priced labor by issuing to the Contractor a copy of the approved scope of work and a task order for the work described, in accordance with Section G. Task order completion times will be specified on each task order.

2.15.3 Non-recurring work ELINS

Non-recurring Work ELINs are provided in J-0200000-08.

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1502000 – Facility Investment Table of ContentSpec Item Title 1 General Information 1.1 Concept of Operations

2 Management and Administration 2.1 Definitions and Acronyms 2.2 Personnel 2.2.1 Certification, Training, and Licensing 2.3 Special Requirements 2.3.1 Workmanship and Material Standards 2.3.2 Historical Preservation 2.3.3 DDC system Outage and DDC System Outage Schedule 2.3.4 Provision of Drawings and Sketches 2.3.5 As-Built Drawings 2.3.6 Updated System/Equipment Inventory List 2.4 References and Technical Documents 2.5 Tool Inventory

3 Recurring Work 3.1 Service Orders 3.1.1 Emergency Service Orders 3.1.2 Urgent Service Orders 3.1.3 Routine Service Orders 3.2 Preventive Maintenance (PM) Program 3.2.1 Direct Digital Control (DDC) System

4 Non-recurring Work

1502000 – Facility Investment

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SpecItem

Title Description

1 General Information

The Contractor shall provide all labor, management, supervision, tools, material, and equipment required to perform Facility Investment services for installed equipment and systems at U.S. Naval Air Facility (NAF), Atsugi, Japan, and other U.S. Forces Japan (USFJ) controlled area (including but not limited to Combined Arms Training Center (CATC) Camp Fuji) in Kanto Plain.

1.1 Concept of Operations

The intent of 1502000 Facility Investment is to specify the requirements for Sustainment, Restoration, and Modernization (SRM) sub-functions only. The Facility Investment requirements within this sub-annex primarily consist of infrastructure sustainment and minimal restoration and modernization work. Sustainment is the maintenance and repair necessary to keep an inventory of facilities and other assets in good working order. Restoration and modernization normally consists of major rehabilitation and capital improvements that is accomplished through other Navy programs. Some major repair, minor construction and stand-alone demolition may be accomplished as part of Facility Investment.

The Contractor shall perform maintenance, repair, upgrade, alteration, demolition and minor construction for the following:

Building Systems

- Direct Digital Control (DDC) system


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SpecItem

Title Description

2 Management and Administration

2.1 Definitions and Acronyms

Definitions and Acronyms are listed in J-1502000-01.

2.2 Personnel The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required for efficient operations within the FI function.

2.2.1 Certification, Training, and Licensing

All maintenance and repair shall be performed by personnel trained and certified by the OEM.

Personnel maintaining, repairing, inspecting, testing, operating, or rigging WHE shall be qualified per NAVFAC P-307.

Personnel working with or on electrical or electronic equipment must be trained and certified per NAVFAC MO-200 or must be certified electrician (denki kohjishi) certified per local regulations.

Personnel performing work in HAZMAT/HAZWASTE must complete the HAZMAT/HAZWASTE handling course or have a minimum of one year of experience working with HAZMAT/HAZWASTE.

All maintenance trade personnel certifying or inspecting repair or maintenance work that does not require an inspector certified by a governing directive shall be qualified at the journeyman level.

The Contractor shall submit proof of all certification, training, and licensing requirements per Section F.

2.3 Special Requirements

Safety requirements, operational restrictions, coordination requirements, workmanship, materials, equipment, and tools.

2.3.1 Workmanship and Material Standards

As indicated in Annex 1, the Contractor is not just an abstract service provider. The Contractor, as a sort of “a maintenance branch for the listed equipment” in the installations, shall carry responsibility for the maintenance of the listed equipment and shall meet performance objectives and standards as stated. Appropriate coordination and communication with and information provision to the customers, occupants and the KO are also Contractor’s workmanship responsibility.

The Contractor shall be able to contact and work with each equipment and system manufacturer (including its agency), and shall be able to procure parts from the manufacturer and shall be able to provide the manufacturer’s skilled personnel on site to perform required work whenever necessary to complete the work and meet performance objectives and standards.

The Contractor shall be responsible for maintaining all facilities, systems, and equipment, identified in this technical sub-annex, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturers’ standards and shall comply with building and safety codes, applicable activity, local, state, and federal regulations, and other technical requirements identified within this technical sub-annex.

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting and operational checks. Upon completion of work, the Contractor shall ensure all facilities, systems,

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1502000 – Facility Investment SpecItem

Title Description

and equipment are free of missing components or defects which would affect the safety, appearance, or habitability of the facilities and structures or would prevent any electrical, mechanical, plumbing or structural system from functioning in accordance with design intent. Repairs shall be made in accordance with the manufacturers’ specifications and guidelines, and standard building codes. The quality of repairs shall meet the applicable standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other contractor inadequacies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Except where otherwise specified, replacements shall match existing in dimensions, finish, color, design, and functionality and shall have an appearance similar to the original finished appearance with only minor unobjectionable deterioration resulting from normal use.

When new material/equipment is provided, the Contractor will be required to submit catalog data and/or other information before installing it for acceptance by the Government.

The Contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and at the end of each day work is in progress. Upon completion of work, any stains and other unsightly marks shall be removed.

2.3.2 Historical Preservation

Buildings and facilities designated as historical sites shall be maintained in accordance with Federal, state and local historical policies and regulations.

2.3.3 DDC system Outage and DDC System Outage Schedule

Some work, I.e.; annual maintenance under this contract, may need to be conducted under DDC system outage condition of specific system or utility line at the plant.

The Contractor shall consult and coordinate with the KO and the associated Building Manager at least sixty (60) calendar days prior to the proposed outage (=work) schedule date to establish exact outage schedule. The Contractor at the time shall indicate substitutive schedule. The sixty (60) calendar days may be shortened depending on the work scale.

As to outage of DDC system, also refer to Spec Item 3.2.1.

In the Case of Bad Weather (heavy rain/wind etc.) on the Scheduled Outage Date:

1. The Contractor’s scheduled work or part of the work may be postponed. By 1600 hours of previous day of the scheduled outage, the Contractor shall make a decision whether he/she is able to safely perform the work or postpone the scheduled outage, and shall inform all the Government representatives concerned as soon as the decision is made. No compensation for postponed work will be made by the Government.

2. If bad weather arises after the 1600 hours, despite the Contractor’s decision to perform the work, the Contractor may be required to stop work performance for safety of personnel and/or equipment. The Contractor may then reschedule the work to the predetermined bad weather substitutive day; however the Government will not make any compensation for postponed work.

2.3.4 Provision of Drawings and Sketches

Upon request after award, one (1) copy of drawings/sketches related to the listed system and equipment will be made available to the Contractor for information only.

Note: Most drawings/sketches will be provided as PDF file or hard copy. Some

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Title Description

drawings/sketches may be provided in AutoCAD file format. The Contractor shall estimate that it will take at least several weeks until a set of drawings/sketches are issued from the Government. The Government makes no claim as to the completeness or accuracy of these drawings.

2.3.5 As-Built Drawings

When the Contractor’s work including Non-recurring Work changes current system and equipment conditions such as connection and location, the Contractor shall prepare and submit an as-built drawing after the work completion but normally within thirty (30) calendar days of work completion. Task order may specify the requirements of as-built drawings.

2.3.6 Updated System/ Equipment Inventory List

The Contractor shall update system/equipment inventory lists (refer to Attachment J-1502000-03) pertaining to the inspection, maintenance, repair, upgrade, or other works. All entries shall be legible, neat, easy to understand, accurate, concise, complete and in English. The Contractor shall update the inventory if any change is noted or made, and submit it to the KO within fifteen (15) calendar days after each change is made or when the Contractor submit inspection or other report.

After the award of the contract and upon request by the Contractor, original inventory lists (made by Microsoft® Word or Excel) may be provided to the Contractor.

2.4 References and TechnicalDocuments

References and Technical Documents are listed in J-1502000-02.

2.5 Tool Inventory Prior to and upon completion of each work at the site, the Contractor has a responsibility to jointly conduct a tool inventory with the facility's quality assurance representative (QAR or QA) in accordance with COMNAVAIRFORINST 4790.2 series. All the tools and minor parts the Contractor brings in will be the subject to the tool inventory requirements. The Contractor shall be aware that aviation related facilities will require strict tool inventory check. The Contractor shall understand the requirements of tool control program (TCP) and foreign object damage (FOD) prevention and shall agree with the facility supervisor about the TCP and FOD brief.


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SpecItem

Title Performance Objective Related Information Performance Standard

3 Recurring Work The Contractor shall maintain, repair, and alter installed equipment and systems to ensure they are fully functional and in normal working condition.

The Contractor shall develop, implement, and execute a Service Order, Maintenance Program, to maintain and repair installed equipment and systems.

The Contractor shall prepare, submit and maintain all maintenance, repair, and alteration data and warranty records in accordance with Annex 2 and as specified in Spec Item 2.

The Contractor shall provide all necessary test instruments, equipment, and tools required to perform maintenance and repair.

The current facility, equipment and system inventory for Facilities Investment are provided in J-1502000-03 series.

Site maps and equipment locations are provided in J-1502000-05 and J-1502000-06 respectively.

For any work that requires utility outage, the Contractor shall do all the coordination with the associated BUILDING MANAGER and NAVFAC FE Atsugi PWD UEM Branch. Pre-Outage Meetings shall be held as requested by the KO.

When any system or equipment breakdown is discovered, the Contractor shall immediately report it orally to the KO and the customer. A written report of breakdown shall be submitted to the KO per Section F.

Installed equipment and systems for DDC are in normal working condition and function properly in accordance with specified standards and originally intended purpose.

Required submittals provided in timely and quality manner.

Customers provided with appropriate updated information on equipment and system.

3.1 Service Orders The Contractor shall perform service order work in a timely manner

The Contractor shall receive service orders in accordance with the work reception

Service order work is responded to and completed within the

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and ensure installed equipment and systems are restored to a safe, normal working condition and function properly.

requirements in Annex 2.

The Contractor shall schedule and perform service orders in a way that minimize disruptions to customers and Government operations.

The Contractor shall perform service orders to accomplish any work identified on systems and equipment listed in J-1502000-03 series and will include a wide variety of work.

Notes: HVAC system with the associated equipment including Fan Coil Unit (FCU), Air Cooled Condenser Unit (ACCU), remote controller with thermostat controller, are out of work scope for service order.

Descriptions of the classifications of service orders (emergency, urgent, and routine) are provided in the Definitions and Acronyms in J-1502000-01. Also, refer to below spec items.

Notes: In the previous contract, there was no classification of service orders (such as emergency service, urgent service, and routine service orders).

The Contractor shall maintain sufficient materials and equipment on hand to support service order work requirements. Lack of availability of material or equipment will not relieve the Contractor from the requirement to complete service order work within the time limits specified.

specified time.

Installed equipment and systems for DDC are restored to normal working condition, including recertification if applicable.

Installed equipment and system for DDC does not present danger to personnel or equipment.

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The Government may combine multiple repair requirements received for the same trade in the same building or structure or system at the same time into one (1) service order as long as the service order threshold is not exceeded.

The Contractor shall notify the KO upon identification that the service order will exceed the liability limits specified below in accordance with reporting requirements in Annex 2. If the Contractor identifies the service order exceeding the limits upon arrival or within one (1) hour and if Non-recurring Work is issued for repairs, the Government will only pay for the portion of labor and/or material that exceeds the service order limits.

Replacement of expendable parts including but not limited to light bulb and battery is a part of the service order work.

The Contractor shall submit a service order work report and a monthly summary of completed service orders per Section F.

The Contractor shall provide a report for work performed under each service order. Reports shall be submitted to the KO and to customer within one (1) working day regardless of whether the trouble is fixed or is not fixed and a proposal is to be submitted. A proposal if needed shall be submitted as soon as possible but the

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Contractor may be requested to submit within three (3) working days. The proposal shall indicate work scope related information, labor hours, material prices and three (3) sources and estimated completion time/date. Service order work shall include trouble shooting for and site check after lightning and power outage.

3.1.1 Emergency Service Orders

The Contractor shall respond to emergency service orders and arrest emergent conditions to minimize and mitigate damage to installed equipment and systems and danger to personnel.

The Contractor shall perform emergency service orders twenty-four (24) hours a day, seven (7) days a week throughout the contract period.

The Contractor shall respond to emergency service orders with the appropriate service personnel and equipment to commence work immediately.

Emergency service orders are limited to Recurring Work ceiling of ¥300,000 (total of material cost and labor cost).

The Contractor shall remain at the work site until the emergency has been arrested.

The emergency service order is complete once the emergency has been arrested. The Government may issue an urgent or routine service order or Non-recurring Work task order for the follow-on work required to repair/restore the installed equipment and system.

Emergency service orders responded to within one (1) hour of receipt of call.

Emergency service orders are arrested within twenty-four (24) hours of receipt of call.

Work is continued without interruption until emergent condition is arrested.

3.1.2 Urgent Service Orders

The Contractor shall complete urgent service orders in a timely manner and ensure installed equipment and systems are restored to a safe, normal working

The Contractor shall perform urgent service orders to repair deficiencies without extended delay, therefore preventing further damage to installed equipment and systems.

Urgent service orders are completed within five (5) calendar days.

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condition and function properly. Urgent service orders are

limited to Recurring Work ceiling of ¥300,000 (total of material cost and labor cost).

The labor hours shall not include any hours of travel and administrative works.

3.1.3 Routine Service Orders

The Contractor shall complete routine service orders in a timely manner and ensure installed equipment and systems are restored to a safe, normal working condition and function properly.

The Contractor shall perform routine service orders to repair deficiencies and return installed equipment and systems to normal working condition.

Routine service orders are limited to Recurring Work ceiling of ¥300,000 (total of material cost and labor cost).

Performance of routine service orders is not required outside of Government regular working hours.

Routine service orders are completed within thirty (30) calendar days.

3.2 Preventive Maintenance (PM) Program

The Contractor shall develop and implement a PM program for installed equipment and systems to ensure proper operation, to minimize breakdowns, and to maximize useful life.

The Contractor shall develop and submit a PM program per Section F.

The Contractor is fully responsible for and shall perform any repairs, including replacement, discovered during scheduled maintenance work up to a total of Recurring Work ceiling of ¥300,000 (total of material cost and labor cost). ¥300,000 per occurrence in direct material and labor cost under Recurring Work portion of the contract. Incidental repairs work performed under maintenance are not considered a service order.

Notes: Replacement of expendable parts including but not limited to light bulb and battery is a part of the maintenance.

Maintenance is accomplished in accordance with the Contractor’s PM program and work schedule.

PM is performed in accordance with manufacturers’ recommended procedures and OEM standards.

Presentation based on the results of the PM provided to the Government.

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Notification of repair work exceeding the incidental repairs limit shall be submitted to the KO as specified in Annex 2. Service orders or Non-recurring Work may be issued for repairs exceeding the incidental repairs limit.

The Contractor shall not use breakdown maintenance as part of the PM program.

The PM program shall provide an economical approach to the manufacturers’ recommended procedures, OEM standards, and maintenance required to satisfy equipment warranties and keep installed equipment and systems in normal working condition.

Excessive or repeated system or equipment breakdowns or deficiencies may indicate the need to adjust or modify the Contractor’s PM program. These changes will be made at no additional cost to the Government.

The Contractor shall submit a work schedule, Maintenance Reports, Deficiency Status Reports, Updated Inventory Lists and Reference Drawings, and others per Annex 2, Spec Item 2, and Annex 15, Spec Item 2.3.4, 2.3.5, 2.3.6and Section F.

As part of the PM program, the Contractor shall perform equipment condition assessments to support the Infrastructure Condition Assessment Program (ICAP) and Utilities’ ICAP (UICAP).

The Contractor shall assess

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and document equipment condition annually, and submit reports per Section F. The Contractor may be requested to revise the report format and procedure so the maintenance data can be more effectively and efficiently input into MAXIMO by the Government. When requested to do so, the Contractor shall assess and document equipment condition based on his maintenance.

Reports for each maintenance conducted shall be prepared by the Contractor per each system or each equipment per facility.

Detail report format and procedure will be discussed with the Government after the contract award. If any regulation, code or standard stipulate the report format, the Contractor shall follow the format.

The Contractor shall report immediately to the KO and the customer any deficiencies or difficulties identified during the Contractor’s work. The Contractor shall report and note results of inspections, adjustments, repairs or replacements made, repair or replacement to be done within Recurring Work liability limit, and any pertinent recommendations for major repair (beyond liability limit), replacement of components, and man-hour, with each equipment identification number. The attachment of drawings indicating equipment on which the Contractor

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performed maintenance for the occasion may be required.

Submit maintenance report to KO and to each customer within thirty (30) calendar days after the completion of each maintenance.

Separately from maintenance report, the Contractor shall submit a Deficiency Status Report.

The Contractor shall list up and summarize deficiencies, future concerns and recommendations noted in the maintenance reports and shall submit a deficiency status report so the Government can easily and clearly be informed of deficiency and can make a future plan. Recommended action to be taken shall be clearly described in the report.

Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one (1) to twelve (12) meters. The description of meter groups for each Uniformat Classification is listed in J-1502000-07. The general direct condition rating guidance is shown in J-1502000-08 and condition rating guidance specific to each meter group is provided in J-1502000-09.

Direct condition ratings shall be reported as specified in the Computerized Maintenance Management Systems (CMMS) Spec Item 2 in Annex 2, Sub-annex 0200000.

3.2.1 Direct Digital The Contractor shall Inventory of the DDC system Maintenance is

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Control (DDC) System

perform maintenance on the DDC system to ensure proper operation, to minimize breakdowns and unscheduled outage, and to maximize useful life.

is provided in J-1502000-03 series. Site and equipment location maps are provided in J-1502000-05 and J-1502000-06.

Ancillary equipment and/or components not specifically listed in the attachment but essential for the system shall be inspected, maintained, repaired as part of this contract. Example of ancillary equipment may include but not limited to; cables, connectors, switches, terminals, relays, breakers, and equipment among each instrumentations. Lines and equipment between each instrumentation and its monitoring panel (or monitoring PC) are also part of the DDC system and are the Contractor’s responsibility.

Note: HVAC systems with the associated equipment including Fan Coil Units (FCU), Air Cooled Condenser Units (ACCU), remote controller with thermostat controller, are out of work scope for PM.

The Contractor shall maintain DDC system in accordance with manufacturer’s instructions and recommended procedures, OEM standards, and Facility Maintenance Work Common Specification (Kenchiku hozen gyoumu kyotsuu shiyousho) issued by Ministry of Land, Infrastructure, Transport and Touring (MLIT) of Japan.

The Contractor shall maintain, inspect, and test

performed in accordance with Contractor’s PM program and work schedule.

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DDC system to operate as designed and to confirm and restore the systems functions as original designed.

Outage of DDC system may be approved for Contractor to perform required work, however, the entire HVAC system cannot be shut down at any time. Refer to Spec Item 2.3.3.

1502000 – Facility InvestmentSpecItem

Title Performance Objective

Related Information Performance Standard

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Non-recurring Work may be ordered utilizing DoD EMALL in accordance with Section H or on a task order in accordance with the PROCEDURES FOR ISSUING ORDERS clause in Section G.The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order.

Refer to Non-recurring Work ELINs for task listings, descriptions and related requirements. All periods of performance are measured from issue date of order to acceptance of the work. Performance Standards for Non-recurring Work will be the same as those in Spec Item 3 where applicable.

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1602000 – Electrical Table of Contents

Spec Item Title

1 General Information 1.1 Concept of Operations

2 Management and Administration 2.1 Definitions and Acronyms 2.2 Personnel 2.2.1 Certification and Training 2.3 Special Requirements 2.3.1 Safety 2.3.2 Workmanship and Material Standards 2.3.3 Power Outage and Power Outage Schedule 2.3.4 Supervisory Control and Data Acquisition (SCADA) Systems Outage and SCADA

Systems Outage Schedule 2.3.5 Safety on Airfield, Fuel Storage Area 2.3.6 Tool Inventory 2.3.7 Provision of Drawings and Sketches 2.3.8 As-Built Drawings 2.3.9 Updated System/Equipment Inventory List 2.3.10 Updated Reference Drawings and Diagram 2.4 References and Technical Documents

3 Recurring Work 3.1 Service Orders 3.1.1 Emergency Service Orders 3.1.2 Urgent Service Orders 3.1.3 Routine Service Orders 3.2 Preventive Maintenance (PM) Program 3.2.1 Electrical Receiving and Distribution Systems and Facilities 3.2.1.1 Main Electrical Substation 3.2.1.2 60 Hz Power Plant (Converter) 3.2.1.3 Secondary Substations 3.2.2 Supervisory Control and Data Acquisition (SCADA) System


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1602000 - Electrical SpecItem

Title Description


The Contractor shall provide all labor, management, supervision, tools, material, and equipment to maintain and repair the electrical receiving and distribution systems, and facilities and Supervisory Control and Data Acquisition (SCADA) system for electrical power distribution located at U.S. Naval Air Facility (NAF), Atsugi, Japan, and other U.S. Forces Japan (USFJ) controlled area including but not limited to Combined Arms Training Center (CATC) Camp Fuji in Kanto Plain.


The intent of 1602000 Electrical is to specify the requirements of maintenance and repair for electrical receiving and distribution systems and facilities, and SCADA system.

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1602000 – Electrical SpecItem

Title Description

2 Management andAdministration


Definitions and Acronyms are listed in J-1602000-01 and also in J-1502000-01.

2.2 Personnel The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required to efficiently maintain and repair the electrical receiving and distribution systems and facilities, and SCADA systems.

2.2.1 Certification and Training

Contractor’s workers shall have knowledge and skills of electrical receiving and distribution systems and facilities, and of principles of electrical production, and SCADA.

Quality manager(s) and on site supervisor(s) who work on electrical receiving and distribution systems and facilities shall have a certificate of “Denki Syunin Gijyutusya (Chief Electrical Engineer)” appropriate for the voltage. Personnel maintaining, repairing, inspecting, testing, operating, or rigging WHE shall be qualified per NAVFAC P-307.





2.3.1 Safety All the safety requirements of UFC 3-560-01 are applicable to this specification in addition to the safety standards of 0200000 Management and Administration.


The Contractor shall be responsible for the maintenance of the listed equipment and shall meet all performance objectives and standards as stated. Appropriate coordination and communication with and information provision to the customers, occupants, base authorities, and the KO are also the contractor’s workmanship responsibility.


The Contractor shall be responsible for maintaining all facilities, systems, and equipment, identified in this technical sub-annex, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturers’ standards and shall comply with building and safety codes, applicable activity, local, state, and federal regulations, and other technical requirements identified

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Title Description

within this technical sub-annex.

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting and operational checks. Upon completion of work, the Contractor shall ensure all facilities, systems, and equipment are free of missing components or defects which would affect the safety, appearance, or habitability of the facilities and structures or would prevent any electrical, mechanical, plumbing or structural system from functioning in accordance with design intent. Repairs shall be made in accordance with the manufacturers’ specifications and guidelines, and standard building codes. The quality of repairs shall meet the applicable standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other contractor inadequacies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Except where otherwise specified, replacements shall match existing in dimensions, finish, color, design, and functionality and shall have an appearance similar to the original finished appearance with only minor unobjectionable deterioration resulting from normal use.

The Contractor shall maintain a stock of needed recurring supplies/items.


Materials and equipment shall be in accordance with applicable codes and regulations, recognized certification agencies’ standards.

All equipment shall be new unless otherwise indicated or approved by the KO.

The Contractor shall submit manufacturer’s catalog data including technical data such as capacity for new equipment and material unless otherwise granted by the Contracting Officer.

2.3.3 Power Outage and Power Outage Schedule

Majority of work, especially maintenance on electrical receiving and distribution systems and facilities will need to be conducted under power outage condition. Historical data on past maintenance schedule of these systems are provided in J-1602000-10 only for informational purpose.

The Contractor shall consult and coordinate with the KO and NAVFAC FE UEM Branch at least sixty (60) calendar days prior to the tentative scheduled outage date to establish exact power outage schedule. The sixty (60) calendar days may be shortened depending on the work scale.

The Contractor shall consult with UEM Branch and submit the requested outage schedule to the KO at least sixty (60) calendar days prior to the requested date. When the Contractor submits the requested outage schedule, the Contractor shall also propose a substitutive schedule in the case of inclement weather. After the outage schedule is confirmed, the Contractor shall submit the outage request.

Any power outage will require pre-outage meetings as requested by the KO. The Contractor shall submit a pre-outage meeting request and shall coordinate with the KO for meeting setup. The Contractor shall attend these meetings.

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Title Description


1. By 0730 hours of the scheduled outage day if the work is performed at night time, or by 1630 hours of previous day of the scheduled outage day if the work is performed at day time, the Contractor shall make a decision whether the contractor is able to safely perform the work or postpone the power outage schedule, and shall inform all the Government representatives concerned as soon as the decision is made. No compensation for postponed work will be made by the Government.

2. If bad weather arises after 0730hours or 1630 hours as above mentioned, despite the Contractor’s decision to perform the work, the Contractor may be required to stop work performance for safety of personnel and/or equipment. The Contractor may then reschedule the work to the predetermined bad weather substitutive day; however the Government will not make any compensation for postponed work.

2.3.4 SCADA Systems Outage and SCADA Systems Outage Schedule

Some works, especially annual maintenance under this contract, may need to be conducted under SCADA system outage condition of specific system or utility line at the plant.

The Contractor shall consult and coordinate with the KO and NAVFAC FE UEM Branch at least sixty (60) calendar days prior to the proposed outage (=work) schedule date to establish exact outage schedule. The Contractor at the time shall indicate substitutive schedule. The sixty (60) calendar days may be shortened depending on the work scale.

As to outage of SCADA system, also refer to Spec Item 3.2.1.


1. The Contractor’s scheduled work or part of the work may be postponed. By 1600 hours of previous day of the scheduled outage, the Contractor shall make a decision whether he/she is able to safely perform the work or postpone the outage scheduled, and shall inform all the Government representatives concerned as soon as the decision is made. No compensation for postponed work will be made by the Government.

If bad weather arises after the 1600 hours, despite the Contractor’s decision to perform the work, the Contractor may be required to stop work performance for safety of personnel and/or equipment. The Contractor may then reschedule the work to the predetermined bad weather substitutive day; however, the Government will not make any compensation for postponed work.

2.3.5 Safety on Airfield, Fuel Storage Area

As indicated in Attachment J-1602000-03, including required submittals.

2.3.6 Tool Inventory Prior to and upon completion of each work at the site, the Contractor shall conduct a joint tool inventory with the facility's Performance Assessment Representative (PAR) who is also the Government’s Quality assurance Representative (QAR) and accordance with COMNAVAIRFORINST 4790.2 series. All tools and minor parts brought on-site shall be subject to the tool inventory requirements. The Contractor shall be aware that aviation related facilities will require strict tool inventory checks. The Contractor shall understand the requirements of the tool control program (TCP) and foreign object damage (FOD) prevention program and shall be subject to the TCP and FOD brief.

2.3.7 Provision of Drawings and

Upon request after award, one (1) copy of drawings/sketches related to the listed system and equipment will be made available to the Contractor for informational purposes

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Title Description

Sketches only.

Note: Most of the drawings/sketches will be provided by PDF file or hard copy and some may be provided as an Auto CAD file. The Contractor shall estimate that it will take several weeks until a set of drawings/sketches are issued by the Government. The Government makes no claim as to the completeness or accuracy of these drawings/sketches.


The Contractor shall prepare and maintain as-built drawings. Drawings provided by the Government in Auto CAD file, shall be updated and maintained as-built drawings in Auto CAD file (Auto CAD 2007 or older version; detail of format will be given to the Contractor after award of contract.)

The Contractor shall submit the as-built drawings per Section F. 2.3.9 Updated

System/Equipment Inventory List

The Contractor shall update system/equipment inventory lists pertaining to the inspection, maintenance, repair, or other work. All entries shall be legible, neat, easy to understand, accurate, concise, complete and in English. The Contractor shall update if any change is noted or made to the inventory and submit to the KO within fifteen (15) calendar days after each change is made or when the Contractor submit inspection or other report.

After contract award and upon request by the Contractor, the original inventory list (made by Microsoft Word or Excel) may be provided to the Contractor.

The updated system inventory shall be made available during regular working hours for inspection or reproduction by the KO during the contract period. The Contractor shall submit the updated system/equipment inventory list to the KO within one (1) week of KO request.

2.3.10 Updated Reference Drawings and Diagrams

The Contractor shall update single line diagrams and plans on Reference Drawings (Ref-DWG) listed in Attachment J-1602000-06 and diagrams provided to the Contractor after the award.

The updated drawings and diagrams shall be made available during regular working hours for inspection or reproduction by the KO during the contract period. The Contractor shall submit the updated drawings and diagrams to the KO within one (1) week of KO request.



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3 Recurring Work

The Contractor shall efficiently maintain, repair, and alter the installed systems to safely produce, transmit and distribute reliable electrical power to ensure all electrical requirements are continually met and to ensure they are fully functional and in normal working condition.

The Contractor shall develop, implement, and execute a Service Order and Maintenance Program to maintain and repair facilities and installed equipment and systems.

The current electrical receiving and distribution systems and facilities, and SCADA systems description and inventory are provided in J-1602000-04, J-1602000-05, and J-1602000-12.

The Contractor shall prepare, submit and maintain all maintenance, repair, and alteration reports, data and warranty records in accordance with Annex 2 and as specified in Spec Item 2.

The Contractor shall provide all necessary instruments, equipment, and tools required to perform maintenance and repair.

The contractor shall maintain current all drawings, equipment inventories and diagrams and submit updates per Section F.

Site maps and equipment locations are provided in J-1602000-07 and J-1602000-14.

For any work requires power outage, the Contractor shall do all the coordination with NAVFAC FE PWD Atsugi Utilities and Energy Management (UEM) Branch. Pre-outage meeting shall be held as requested by the KO.


Facilities and installed equipment and systems are in normal working condition and function properly and safely in accordance with specified standards and originally intended purpose.


Customers provided with appropriate updated information about equipment and system.

3.1 Service Orders

The Contractor shall perform service order work in a timely

The Contractor shall receive service orders in accordance with the work reception requirements in Annex 2.

Service order work is responded to and completed within the

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manner and ensure facilities, and installed equipment and systems are restored to a safe, normal working condition and function properly.


The Contractor shall perform service orders to accomplish any work identified within the entire boundary of the installation and will include a wide variety of work. Samples of required work and historical service order workload are provided in J-1602000-08.

Descriptions of the classifications of service orders (emergency, urgent, and routine) are provided in the Definitions and Acronyms in J-1502000-01.


The Government may combine multiple repair requirements received for the same trade in the same building or structure at the same time into one service order as long as the service order threshold is not exceeded.

The Contractor shall notify the KO upon identification that the service order will exceed the liability limits specified below in accordance with reporting requirements in Annex 2. If the Contractor identifies the service order limits will be exceeded upon arrival or within one (1) hour of response, and if Non-Recurring work is issued for the repairs, the Government will only pay for the portion of labor and/or material that exceeds the service order limits.

specified time.

Facilities and installed equipment and systems are restored to normal working condition, including recertification if applicable.

After completion of repairs, the facility, installed equipment and system does not present danger to personnel or equipment.

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The Contractor shall provide a report for work performed under each service order Reports shall be submitted to the KO and to customer within one (1) working day regardless of whether the trouble is fixed or is not fixed and a proposal is to be submitted. The one (1) working day may be extended by the KO if the service order contents are not for trouble repair. A proposal if needed shall be submitted as soon as possible but the Contractor may be requested to submit within three (3) working days. The proposal shall indicate work scope related information, labor hours, material prices and three (3) sources and estimated completion time/date.

3.1.1 Emergency ServiceOrders

The Contractor shall respond to emergency service orders and arrest emergent conditions to minimize and mitigate damage to facilities and installed equipment and systems and danger to personnel.

The Contractor shall perform emergency service orders twenty-four (24) hours a day, seven (7) days a week throughout the contract period.


Emergency service orders are limited to a Recurring Work ceiling of ¥300,000 for direct labor and material costs. The labor hours shall not include any hours of travel and administrative work.


The emergency service order is complete once the emergency has been arrested. The Government may issue an urgent or routine




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service order or Non-recurring task order for the follow-on work required to repair/restore the facility, installed equipment and system.

3.1.2 Urgent ServiceOrders

The Contractor shall complete urgent service orders in a timely manner and ensure facilities and installed equipment and systems are restored to a safe, normal working condition and function properly.

The Contractor shall perform urgent service orders to repair deficiencies without extended delay, therefore preventing further damage to facilities, and installed equipment and systems.

Urgent service orders are limited to a Recurring Work ceiling of ¥300,000 for direct labor and material costs.


Urgent service orders are completed within five (5) working days.

3.1.3 Routine ServiceOrders



Routine service orders are limited to a Recurring Work ceiling of ¥300,000 for direct labor and material costs.




The Contractor shall develop and implement a PM program for the electrical receiving and distribution systems and facilities, and SCADA systems to ensure proper operation, to minimize breakdowns, and to maximize useful life.

The Contractor shall develop and submit a PM program, per Section F.

The Contractor is fully responsible for and shall perform any repairs, including replacement, discovered during scheduled maintenance work up to a total of ¥300,000 per occurrence in direct material and labor cost under Recurring Work portion of the contract. Incidental repairs work performed under maintenance are not considered a service order.

Note: Replacement of expendable parts including but not limited to light bulb and battery is a part of the




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maintenance.

Notification of repair work exceeding the incidental repairs limit shall be submitted to the KO as specified in Annex 2. Service orders or non-recurring work may be issued for repairs exceeding the incidental repairs limit.

Note: Government employees normally operate electrical receiving and distribution systems and facilities, and SCADA Systems.


The PM program shall provide an economical approach to the manufacturers’ recommended procedures, OEM standards, listed standards, requirements specified in each spec item, and maintenance required to satisfy equipment warranties and keep facilities and installed equipment and systems in normal working condition.


The Contractor shall submit work schedules, Maintenance Reports, Deficiency Status Reports, Updated Inventory Lists and Reference Drawings per Annex 2, Spec Item 2, and Section F.


At the time of maintenance, the

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Contractor shall assess and document equipment condition, and submit reports as specified in Section F. The Contractor may be requested to revise the report format and procedure so the maintenance data can be more effectively and efficiently input into MAXIMO by the Government. When requested to do so, the Contractor shall assess and document equipment condition annually based on his maintenance.

A report for each maintenance conducted shall be prepared by the Contractor per each system or each equipment per facility.

The Contractor shall prepare two (2) reports, one in English and the other in Japanese.


The Contractor shall report immediately to the KO and a customer representative any deficiencies or difficulties identified during the Contractor’s work. The Contractor shall report and note results of inspections, adjustments, repairs or replacements made, repair or replacement to be done within Recurring Work ceiling, and any pertinent recommendations for major repair (beyond the Recurring Work ceiling), overhaul or replacement of components, and man-hour, with each equipment identification number. The attachment of drawings indicating equipment on which the Contractor performed maintenance for the occasion may be required.

Separated from inspection report, the Contractor shall submit a

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deficiency status report. The Contractor shall list up and summarize deficiencies, future concerns and recommendations noted in the above inspection and maintenance reports and shall submit a deficiency status report to the Government for future planning. Recommended actions to be taken shall be clearly described in the report.

The Contractor shall submit a deficiency status report in conjunction with the Maintenance Report specified in above spec item per Section F.

The report shall include the following:

1) system or equipment’s current state

2) impact of the deficiency (for instance, will the system run at 75% efficiency, 20% efficiency, completely broken and not usable, etc.)

3) likelihood of failure 4) should failure occur, the

magnitude or degree of outcome

5) life threatening, mission critical, and/or marginal affect, etc.)

Submit reports to KO and to each customer representative within forty (40) calendar days after the completion of each PM per Section F.

The report shall be submitted to the KO and each customer by one (1) hard copy and one electronic means (CD-R.) In addition, submit one copy to JMSDF for reports on JMSDF related main substation equipment.

After the submission of reports, the Contractor shall conduct presentations to the KO and

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customers about the result of PM and deficiencies noted, so the Government can easily make a future plan. The room for presentation will be provided by the Government; it will be a conference room of NAVFAC FE PWD Atsugi. The Contractor shall submit the requested date of the presentation to the KO.

3.2.1 Electrical ReceivingandDistribution Systems and Facilities

The Contractor shall perform inspection and maintenance on electrical receiving and distribution systems and facilities to ensure proper operation, to minimize breakdown and unscheduled outage, and to maximize useful life.

The Contractor shall inspect and maintain electrical receiving and distribution systems and facilities in accordance with Facility Maintenance Work Common Specification (Kenchiku hozen gyoumu kyotsuu siyousho) issued by Ministry of Land, Infrastructure, Transport and Touring (MLIT) of Japan and manufacturer’s instruction.

Historical Continuous Maintenance Work, which has achieved a satisfactory level of operation, is provided in Attachment J-1602000-09. These items shall be included in the Contractor’s PM program. If the Attachment J-1602000-09 specifies the requested frequency, the frequency specified in the Attachment shall be applied.

Historical data on maintenance schedule of these systems are provided in J-1602000-10 for informational purposes only.

Base wide power outage that is required for main substation maintenance is limited to once a year. Partial power outage per each electrical distribution line that is required for secondary substation maintenance is limited to once a year (in addition to annual base wide power outage) per each distribution line. The maximum acceptable outages per year shall be two times (maximum eight hours per each occasion) each year for maintenance. Refer to J-1602000-10.

Maintenance is performed in accordance with Contractor's PM program and work schedule.

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All work shall be performed with the power de-energized. In the case where the Contractor may need to perform energized work, the Contractor shall develop a plan in conjunction with the Installation’s policy on energized work (Attachment J-0200000-05) and coordinate with the KO and/or COR for acceptance. The Contractor shall clearly specify the items in his PM program.

In the PM report, the Contractor shall also specify the needs of repair/replacement for next PM. If the repair/replacement is within recurring work liability limit and cannot be completed during the PM and if the need of repair/replacement is not emergent or urgent, the Contractor’s next PM schedule shall include the repair/replacement work.

Excessive or repeated system or equipment breakdowns or deficiencies may indicate the need to adjust or modify the Contractor’s PM. These changes will be made at no additional cost to the Government.

Records and reports of work shall be documented and submitted as specified in Section F.

Prior to initial inspection on the equipment, the Contractor shall conduct site check to understand equipment location, system diagram, connection, function. If any differences assess during the site check are discovered by the Contractor, he/she shall update reference drawings to reflect findings.

3.2.1.1 Main ElectricalSubstation

The Contractor shall perform inspection and maintenance on main electrical substation system and

Equipment inventory of main electrical substation is provided in J-1602000-04.

The work shall be performed


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equipment to ensure proper operation, to minimize breakdown and unscheduled outage, and to maximize useful life.

annually, on a Saturday night between 2300 hours and 0700 hours within an eight (8) hour time frame.

Maintenance is performed with scheduled time frame.

3.2.1.2 60 Hz Power Plant (Frequency Converter)

The Contractor shall perform inspection and maintenance on 60 Hz power plant system and equipment to ensure proper operation, to minimize breakdown and unscheduled outage, and to maximize useful life.

Equipment inventory of 60 Hz power plant is listed up in J-1602000-04.

Annual Preventive Maintenance (PM) items that require a power outage shall be conducted on the same time frame as the main electrical substation PM.

Historically, the Government has found that a semi-annual maintenance as specified in J-1602000-09 has been an acceptable time frame for performance of work.


3.2.1.3 Secondary Substations

The Contractor shall perform inspection and maintenance on secondary substation systems and equipment to ensure proper operation, to minimize breakdown and unscheduled outage, and to maximize useful life.

Equipment inventory of secondary substations are listed in J-1602000-05.

Majority of the secondary substations are “cubicle” type or are provided in the building’s electrical room.

The Contractor shall identify and schedule secondary substations PM that will be performed during the same time frame as the main electrical substation PM. Not all secondary substations can be performed during this time frame. The Contractor shall have to schedule the remaining secondary substations PM.

The work shall be performed annually, on a Saturday night between 2300 hours and 0700 hours. Exception: annual maintenance on most secondary substations H-lines and 60Hz lines have been performed on a Sunday, daytime between 0800 hours and 1730 hours. Refer to J-1602000-10 for historical accepted maintenance schedule.


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3.2.2 Supervisory Control and DataAcquisition (SCADA) System

The Contractor shall perform maintenance on the SCADA and the associated equipment to ensure proper operation, to minimize breakdowns and unscheduled outage, and to maximize useful life.

Inventory of the SCADA system is provided in J-1602000-12. Site and equipment location maps are provided in J-1602000-13 and J-1602000-14.

Ancillary equipment and/or components not specifically listed in attachments but essential for the system’s operation shall be inspected, maintained, and repaired as part of this contract. Example of ancillary equipment may include but not limited to; cables, connectors, switches, terminals, relays, breakers, and equipment among each of the instrumentations. Lines and equipment between each instrumentation and its monitoring panel (or monitoring PC) are also part of the SCADA system and are part of the Contractor’s responsibility.

The Contractor shall maintain the SCADA system in accordance with manufacturer’s instructions and recommended procedures, OEM standards, and Facility Maintenance Work Common Specifications (Kenchiku hozen gyoumu kyotsuu shiyousho) issued by Ministry of Land, Infrastructure, Transport and Touring (MLIT) of Japan.

The Contractor shall maintain, inspect, and test SCADA system to operate as designed and to confirm and restore the systems functions as original designed.

Outage of SCADA system may be approved for Contractor’s performance of work. Refer to Spec Item 2.3.4.

Maintenance is performed in accordance with Contractor’s PM program and work schedule.

SCADA system to operate as designed and to confirm and restore the systems functions as original designed.

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1602000 – ElectricalSpecItem



Non-recurring work may be ordered utilizing DoD EMALL in accordance with Section H or on a task order in accordance with the PROCEDURES FOR ISSUING ORDERS clause in Section G. The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order.

Refer to Non-recurring ELINs for task listings, descriptions and related requirements. All periods of performance are measured from issue date of order to acceptance of the work. Performance Standards for Non-recurring work will be the same as those in Spec Item 3 where applicable.

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1604000 - Wastewater Table of Contents

Spec Item Title


2 Management and Administration2.1 Definitions and Acronyms2.2 Personnel 2.2.1 Certification, Training and Licensing2.3 Special Requirements2.3.1 Fees, Fines, and Penalties 2.3.2 Workmanship and Material Standards 2.3.3 Supervisory Control and Data Acquisition (SCADA) System Outage and SCADA System

Outage Schedule 2.3.4 Provision of Drawings and Sketches 2.3.5 As-Built Drawings 2.3.6 Updated System/Equipment Inventory List 2.4 References and Technical Documents

3 Recurring Work3.1 Service Orders3.1.1 Emergency Service Orders 3.1.2 Urgent Service Orders 3.1.3 Routine Service Orders 3.2 Preventive Maintenance (PM) Program3.2.1 Supervisory Control and Data Acquisition (SCADA) System

4 Non-recurring Work4.1 Upgrade of Outdated Display and Reporting Equipment

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1604000 - Wastewater Spec Item Title Description 1 General

Information The Contractor shall provide all labor, management, supervision, tools, material, and equipment to maintain and repair Supervisory Control and Data Acquisition (SCADA) system for the Wastewater Treatment Plant located at U.S. Naval Air Facility (NAF), Atsugi, Japan, and other U.S. Forces Japan (USFJ) controlled area (including but not limited to Combined Arms Training Center (CATC) Camp Fuji) in Kanto Plain.


The original intent of 1604000 Wastewater is to specify the requirements to provide Wastewater utilities. The specification described in this annex; however, are for the maintenance and repair of SCADA system for Wastewater treatment plant. Included are therefore, services such as maintenance and repair (including upgrade, alternation, demolition and minor construction) of the SCADA system for the Wastewater treatment plant.

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1604000 - Wastewater SpecItem

Title Description

2 Management andAdministration



2.2 Personnel The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required to operate, maintain and repair the SCADA system for Wastewater Treatment Plant.

2.2.1 Certification, Training and Licensing




Personnel performing work in HAZMAT/HAZWASTE must complete the HAZMAT/HAZWASTE handling course or have a minimum of one year of experiencing working with HAZMAT/HAZWASTE.





2.3.1 Fees, Fines, and Penalties

The Contractor shall be responsible for all fees, fines, and penalties assessed by the State if discharge permits are violated in the course of operations or maintenance.


As indicated in Annex 1, the Contractor is not just an abstract service provider. The Contractor, as a sort of “a maintenance branch for the listed equipment” in the installations, shall carry responsibility for the maintenance of the listed equipment and shall meet performance objectives and standards as stated. Appropriate coordination and communication with and information provision to the customers, occupants and the KO are also contractor’s workmanship responsibility.

The Contractor shall be able to contract and work with each equipment and system manufacturer (including its agency), and shall be able to procure parts from the manufacturer and shall be able to provide the manufacturer’s skilled personnel on site to perform required work whenever necessary to complete the work and meet performance objectives and standards.


Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting and operational checks. Upon completion of work, the Contractor shall ensure all

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Title Description

facilities, systems, and equipment are free of missing components or defects which would affect the safety, appearance, or habitability of the facilities and structures or would prevent any electrical, mechanical, plumbing or structural system from functioning in accordance with design intent. Repairs shall be made in accordance with the manufacturers’ specifications and guidelines, and standard building codes. The quality of repairs shall meet the applicable standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other contractor inadequacies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Except where otherwise specified, replacements shall match existing in dimensions, finish, color, design, and functionality and shall have an appearance similar to the original finished appearance with only minor unobjectionable deterioration resulting from normal use.

When new material/equipment is provided, the Contractor will be required to submit catalog data and/or other information before installing it for acceptance.


2.3.3 SCADA System Outageand SCADA System Outage Schedule





1 The Contractor’s scheduled work or part of the work may be postponed. By 1600 hours of previous day of the scheduled outage, the Contractor shall make a decision whether he/she is able to safely perform the work or postpone the outage scheduled, and shall inform all the Government representatives concerned as soon as the decision is made. No compensation for postponed work will be made by the Government.

2 If bad weather arises after the 1600 hours, despite the Contractor’s decision to perform the work, the Contractor may be required to stop work performance for safety of personnel and/or equipment. The Contractor may then reschedule the work to the predetermined bad weather substitutive day; however the Government will not make any compensation for postponed work.

2.3.4 Provision of Drawings and Sketches

Upon request after award, one (1) copy of drawings/sketches related to the listed system and equipment shall be made available to the Contractor for informational purposes only.

Note: Most drawings/sketches will be provided as a PDF file or hard copy. Some drawings/sketches may be provided in AutoCAD file format. The Contractor shall estimate that it will take at least several weeks until a set of drawings/sketches are issued from the Government. The Government makes no claim as to the completeness or accuracy of these drawings/sketches.


When the Contractor’s work including Non-recurring Work changes current system and equipment conditions such as connection and location, the Contractor shall prepare and submit an as-built drawing after the work

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Title Description

completion but normally within thirty (30) calendar days of work completion. Task orders may specify the requirements of as-built drawings.

2.3.6 Updated System/Equipment Inventory List

The Contractor shall update system/equipment inventory lists (refer to Attachment J-1604000-03) pertaining to the inspection, maintenance, repair, or other works. All entries shall be legible, neat, easy to understand, accurate, concise, complete and in English. The Contractor shall update the inventory if any change is noted or made, and submit it to the KO within 15 calendar days after each change is made or when the Contractor submit inspection or other report.

After the award of the contract and upon request by the Contractor, original inventory list (made by Microsoft® Word or Excel) may be provided to the Contractor.



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1604000 - Wastewater Spec Item Title Performance Objective Related Information Performance Standard 3 Recurring

Work The Contractor shall maintain, repair, and alter installed equipment and systems to ensure they are fully functional and in normal working condition.

The Contractor shall develop, implement, and execute a Service Order and Maintenance Program to maintain and repair installed equipment and systems.



The current Wastewater (Sewage) Plant and Equipment Inventory is provided in J-1604000-03 series. The contractor shall maintain current all drawings, equipment inventories and diagrams and submit updates per Spec Item 2.3.6 and Section F.


For any work that requires utility outage, the Contractor shall do all the coordination with NAVFAC FE Atsugi PWD UEM Branch. Pre-Outage Meeting shall be held as requested by the KO.

When any system or equipment breakdown is discovered, the Contractor shall immediately report Supervisory Control and Data Acquisition it orally to the KO and the customer. A written report of breakdown shall be submitted to the KO per Section F.

Installed equipment and systems for SCADA are in normal working condition and function properly in accordance with specified standards and originally intended purpose.



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1604000 - Wastewater Spec Item Title Performance Objective Related Information Performance Standard

3.1 Service Orders The Contractor shall perform service order work in a timely manner and ensure installed equipment and systems are restored to a safe, normal working condition and function properly.





Note: In the previous contract, there was no classification of service orders (such as emergency service, urgent service, and routine service orders).


The Government may combine multiple repair requirements received for the same trade in the same building or structure or system at the same time into one service order as long as the service order threshold is not exceeded.

Service order work is responded to and completed within the specified time.

Installed equipment and systems for SCADA are restored to normal working condition, including recertification if applicable.

After completion of repairs, the installed equipment and system for SCADA does not present danger to personnel or equipment.

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The Contractor shall submit a service order work report and a monthly summary of completed service orders per Section F. The Contractor shall provide a report for work performed under each service order. Reports shall be submitted to the KO and to customer within one (1) working day regardless of whether the trouble is fixed or is not fixed and a proposal is to be submitted. A proposal if needed shall be submitted as soon as possible but the Contractor may be requested to submit within three (3) working days. The proposal shall indicate work scope related information, labor hours, material prices and three (3) sources and estimated completion time/date.

Service order work shall include trouble shooting for and site check after lightning and power

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outage. 3.1.1 Emergency

Service Orders The Contractor shall respond to emergency service orders and arrest emergent conditions to minimize and mitigate damage to installed equipment and systems and danger to personnel.

The Contractor shall perform emergency service orders twenty-four (24) hours a day, seven days a week throughout the contract period.








3.1.2 Urgent Service Orders

The Contractor shall complete urgent service orders in a timely manner and ensure installed equipment and systems are restored to a safe, normal working condition and function properly.


Urgent service orders are limited to Recurring Work ceiling of ¥300,000 (total of material cost and labor cost).




The Contractor shall complete routine service orders in a timely manner and ensure installed equipment and

The Contractor shall perform routine service orders to repair deficiencies and return installed equipment and


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systems are restored to a safe, normal working condition and function properly.

systems to normal working condition.




The Contractor shall develop and implement a PM program for installed equipment and systems to ensure proper operation, to minimize breakdowns, to maximize useful life.

The Contractor shall develop and submit a PM program per Section F.


Note: Replacement of expendable parts including but not limited to light bulb and battery is a part of the maintenance.



The PM program shall provide an economical approach to the manufacturer’s recommended procedures,




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OEM standards, and maintenance required to satisfy equipment warranties and keep wastewater systems in normal working condition and in compliance with the discharge permit requirements.


If the KO determines that the objective and standards are not met, the Contractor shall adjust or modify the Contractor’s PM program at no additional cost to the Government.

The Contractor shall submit a work schedule, Maintenance Reports, Deficiency Status Reports, Updated Inventory Lists and Reference Drawings, and others per Annex 2, Spec Item 2, and Annex 16 - Sub Annex 1604000, Spec Item 2.3.4, 2.3.5, 2.3.6, and Section F.


The Contractor shall assess and document equipment condition annually, and submit reports as specified in Section F. The Contractor may be requested to revise the report format and procedure so the maintenance data can be

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more effectively and efficiently input into MAXIMO by the Government. When requested to do so, the Contractor shall assess and document equipment condition based on his maintenance.

A report for each maintenance conducted shall be prepared by the Contract per each system or each equipment per facility.


The Contractor shall report immediately to the KO and the customer any deficiencies or difficulties identified during the Contractor’s work. The Contractor shall report and note results of inspections, adjustments, repairs or replacements made, repair or replacement to be done within Recurring Work liability limit, and any pertinent recommendations for major repair (beyond liability limit), replacement of components, and man-hour, with each equipment identification number. The attachment of drawings indicating equipment on which the Contractor performed maintenance for the occasion may be required.


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Separately from maintenance report, the Contractor shall submit a deficiency status Report. The Contractor shall list up and summarize deficiencies, future concerns and recommendations noted in the above reports and shall submit a deficiency status report to the Government for future planning. Recommended actions to be taken shall be clearly described in the report.

After the submission of reports, the Contractor shall conduct presentations to the KO and customers about the result of PM and deficiencies noted. The room for presentation will be provided by the Government; it will be a conference room of NAVFAC FE PWD Atsugi. The Contractor shall submit the requested date of the presentation to the KO.

Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one (1) to twelve (12) meters. The description of meter groups for each Uniformat Classification is listed in J-1604000-07. The general guidance is shown in J-1604000-08 and condition rating guidance specific to each meter group is provided in J-1604000-09.


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1604000 - Wastewater Spec Item Title Performance Objective Related Information Performance Standard 3.2.1 Supervisory

Control and DataAcquisition (SCADA) System


Inventory of the SCADA system is provided in J-1604000-03 series. Site and equipment location maps are provided in J-1604000-05 and J-1604000-06.

Ancillary equipment and/or components not specifically listed in the attachment but essential for the system shall be inspected, maintained, repaired as part of this contract. Example of ancillary equipment may include but not limited to; cables, connectors, switches, terminals, relays, breakers, and equipment among each instrumentations. Lines and equipment between each instrumentation and its monitoring panel (or monitoring PC) are also part of the SCADA system and are the Contractor’s responsibility.

The Contractor shall maintain SCADA system in accordance with manufacturer’s instructions and recommended procedures, OEM standards, and Facility Maintenance Work Common Specification (Kenchiku hozen gyoumu kyotsuu shiyousho) issued by Ministry of Land, Infrastructure, Transport and Touring (MLIT) of Japan.


SCADA system outage may be approved for Contractor to perform required work. Refer to Spec Item 2.3.3.


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Non-recurring Work may be ordered utilizing DoD EMALL in accordance with Section H or on a task order in accordance with the PROCEDURES FOR ISSUING ORDERS clause in Section G. The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order.


4.1 Upgrade of Outdated Display and Reporting Equipment

The Contractor shall replace outdated monitoring PC with the upgraded model that has more performance capability and storage capacity than the existing model so as to improve efficiency and productivity and to reduce occurrence of accidental failure and associated downtime.

The Contractor shall make an upgrade plan for the outdated monitoring PC.

Outdated monitoring PC list is provided in J-1604000-07.

Specifications and minimum requirement of new monitoring PC are as follows:

[Hardware] I. Intel® Architecture (IA) based platform that supports Microsoft® Windows® 7 Professional Operating System (OS), with following device and interfaces available:

- Processor: 1x Intel® Core™ i5 or higher

- Memory: 4GB or more - minimum 1x LAN port

(10/100Base-T) - minimum 2x USB port - internal DVD drive (both

read and write operations available)

II. Enclosure type is limited to either “tower” or “desktop” type. (Note: “notebook” and “rack mount” types shall not be allowed.)

III. Input and Output devices - Japanese 109 Keyboard

(USB or PS/2) - Laser or Optical Mouse

(USB or PS/2) - LCD Monitor: no less than

22 inches in display size

IV. Other requirements: - capability to connect and

utilize the existing printer at the site

Work is accompanied in accordance with the Contractor’s upgrade plan, manufacturers’ recommended procedures and OEM standards.

Upgraded monitoring PC meets both hardware and software requirements completely, and maintains compatibility, connectivity and operability with the existing system to utilize the existing devices and to process all historical documents and saved files applicable to the operation of the existing system.

Contractor performed On the Job Training (OJT) for the customer and/or appropriate personnel in charge to comprehend new equipment.

Administrative rights for OS and SCADA monitoring application to UEM Director, UEM Deputy Director, and Utilities Engineering Technician made available by the Contractor.

Reports, Updated Inventory Lists, and

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- capability to connect and utilize the existing UPS at the site

[Software] Following I to IV are correctly installed and setup for ready to use:

I. OS: Microsoft® Windows® 7 Professional (32 or 64bit)

II. Microsoft® Office 2013 Professional

III. Monitoring application software (e.g., JoyWatcherSuite or the one that provides the equivalent functions of monitoring, displaying and reporting, and maintains operational compatibility with the existing system)

IV. Other general software: - DVD authoring software - Printer driver and

associated printing applications to use the existing printer at the site

- UPS management software to utilize the existing UPS at the site

- Anti-virus software to protect and maintain the monitoring PC preventing from any harmful data/application and virus infections

The Contractor shall submit catalog data and other technical information for the new materials as specified in Spec Item 2.3.1 prior to the replacement.

The upgrade work shall be performed under SCADA system outage condition of specific system or of utility line at the plant.

The Contractor shall perform replacement of outdated display and reporting equipment with new ones. The replacement shall include but not limited to backup user’s data from the existing system, setup and configure all

others submitted per Section F.

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necessary applications, connect with the local network including but not limited to, UPS and printers, restore all historical documents and saved files that were applicable to the operation of the existing system, test to confirm that all supported functions and ordinary operations can work as designed.

Upon the completion of the upgrade, the Contractor shall perform On the Job Training (OJT) for the customer and/or appropriate personnel in charge to make them comprehend new equipment (both hardware and software), related configuration, and ordinary operation.

The Contractor shall make available administrative rights for OS and SCADA monitoring application to UEM Director, UEM Deputy Director, and Utilities Engineering Technician.

The Contractor shall submit Maintenance Reports, Updated Inventory Lists, and others per Spec Item 2.3.5, 2.3.6, 3.2, and per Section F.

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1605000 – Steam Table of Contents

Spec Item Title


2 Management and Administration 2.1 Definitions and Acronyms 2.2 Personnel 2.2.1 Certification, Training and Licensing 2.3 Special Requirements 2.3.1 Workmanship and Material Standards 2.3.2 Supervisory Control and Data Acquisition (SCADA) Systems Outage and SCADA

Systems Outage Schedule 2.3.3 Provision of Drawings and Sketches 2.3.4 As-Built Drawings 2.3.5 Updated System/Equipment Inventory List 2.4 References and Technical Documents

3 Recurring Work 3.1 Service Orders 3.1.1 Emergency Service Orders 3.1.2 Urgent Service Orders 3.1.3 Routine Service Orders 3.2 Preventive Maintenance (PM) Program 3.2.1 Supervisory Control and Data Acquisition (SCADA) 3.2.2 Provision of Device Identification Tag

4 Non-recurring Work 4.1 Upgrade of Outdated Display and Reporting Equipment 4.2 Replacement of Deteriorated Equipment

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1605000 - Steam SpecItem

Title Description


The Contractor shall provide all labor, management, supervision, tools, material, and equipment to maintain and repair Supervisory Control and Data Acquisition (SCADA) system for the steam and hot water generation plant, steam and hot water distribution systems, and condensate return system located at U.S. Naval Air Facility (NAF), Atsugi, Japan, and other U.S. Forces Japan (USFJ) controlled area (including but not limited to Combined Arms Training Center (CATC) Camp Fuji) in Kanto Plain.


The original intent of 1605000 Steam is to specify the requirements to provide shore-to-ship and installation steam. The specifications described in this annex, however are for the maintenance and repair of SCADA system for Boiler plants. Included are services such as maintenance and repair (including upgrade, alternation, demolition and minor construction) of the SCADA system for the steam and hot water generation plants and any portable steam generation equipment, steam and hot water distribution systems, and condensate return system, and boiler water testing and treatment.

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Title Description




2.2 Personnel The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required for operation, maintenance and repair of the SCADA system for Steam Plant.





Personnel performing work in HAZMAT/HAZWASTE must complete the HAZMAT/HAZWASTE handling course or have a minimum of one year of experiencing working with HAZMAT/HAZWASTE.






As indicated in Annex 1, the Contractor is not just an abstract service provider. The Contractor, as a sort of “a maintenance branch for the listed equipment” in the installations, shall carry responsibility for the maintenance of the listed equipment and shall meet performance objectives and standards as stated. Appropriate coordination and communication with and information provision to the customers, occupants and the KO are also contractor’s workmanship responsibility.



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Title Description










2. If bad weather arises after the 1600 hours, despite the Contractor’s decision to perform the work, the Contractor may be required to stop work performance for safety of personnel and/or equipment. The Contractor may then reschedule the work to the predetermined bad weather substitutive day; however, the Government will not make any compensation for postponed work.

2..3.3 Provision of Drawings and Sketches

Upon request after award, one (1) copy of drawings/sketches related to the listed system and equipment shall be made available to the Contractor for informational purposes only.

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Title Description

Note: most drawings/sketches will be provided as a PDF file or hard copy. Some drawings/sketches may be provided in AutoCAD file format. The Contractor shall estimate that it will take at least several weeks until a set of drawings/sketches are issued from the Government. The Government makes no claim as to the completeness or accuracy of these drawings.


When the Contractor’s work including Non-recurring Work changes current system and equipment conditions such as connection and location, the Contractor shall prepare and submit an as-built drawing after the work completion but normally within thirty (30) calendar days of work completion. Task orders may specify the requirements of as-built drawings.


The Contractor shall update system/equipment inventory lists (refer to Attachment J-1605000-03) pertaining to the inspection, maintenance, repair, or other works. All entries shall be legible, neat, easy to understand, accurate, concise, complete and in English. The Contractor shall update the inventory if any change is noted or made, and submit it to the KO within fifteen (15) calendar days after each change is made or when the Contractor submit inspection or other report.

After the award of the contract and upon requested by the Contractor, original inventory lists (made by Microsoft® Word or Excel) may be provided to the Contractor.



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1605000 – Steam SpecItem



3 Recurring Work

The Contractor shall maintain, repair, and alter installed equipment and systems to ensure they are fully functional and in normal working condition.




The current Boiler Plants and Equipment Inventory are provided in J-1605000-03 series. The contractor shall maintain current all drawings, equipment inventories and diagrams and submit updates per Section F.


For any work that requires utility outage, the Contractor shall do all the coordination with NAVFAC FE Atsugi PWD UEM Branch. Pre-Outage Meetings shall be held as requested by the KO.





3.1 Service Orders

The Contractor shall perform service order

The Contractor shall receive service orders in accordance

Service order work is responded to and

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work in a timely manner and ensure installed equipment and systems are restored to a safe, normal working condition and function properly.

with the work reception requirements in Annex 2.






The Government may combine multiple repair requirements received for the same trade in the same building or structure or system at the same time into one service order as long as the service order threshold is not exceeded.

The Contractor shall notify the

completed within the specified time.


After completion of repairs, installed equipment and system for SCADA does not present danger to personnel or equipment.

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KO upon identification that the service order will exceed the liability limits specified below in accordance with reporting requirements in Annex 2. If the Contractor identifies the service order exceeding the limits upon arrival or within one (1) hour and if Non-recurring Work is issued for repairs, the Government will only pay for the portion of labor and/or material that exceeds the service order limits.



The Contractor shall provide a report for work performed under each service order. Reports shall be submitted to the KO and to customer within one (1) working day regardless of whether the trouble is fixed or is not fixed and a proposal is to be submitted. A proposal if needed shall be submitted as soon as possible but the Contractor may be requested to submit within three (3) working days. The proposal shall indicate work scope related information, labor hours, material prices and three (3) sources and estimated completion time/date.

Service order work shall include trouble shooting for and site check after lightning and power outage.


The Contractor shall respond to emergency service orders and arrest emergent

The Contractor shall perform emergency service orders twenty-four (24) hours a day, seven (7) days a week


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conditions to minimize and mitigate damage to installed equipment and systems and danger to personnel.

throughout the contract period.










Urgent service orders are limited to Recurring Work ceiling of ¥300,000 (total of material cost and labor cost).







Performance of routine service


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orders is not required outside of Government regular working hours.









Excessive or repeated system or equipment breakdowns or deficiencies may indicate the


PM is performed in accordance with manufacturers’ recommended procedures, OEM standards, and PM program.


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need to adjust or modify the Contractor’s PM program. These changes will be made at no additional cost to the Government.


The Contractor shall submit a work schedule, Maintenance Reports, Deficiency Status Reports, Updated Inventory Lists and Reference Drawings, and others per Annex 2, Spec Item 2, and Annex 16 – Sub Annex 1605000, Spec Item 2.3.4, 2.3.5, 2.3.6 and Section F.


The Contractor shall assess and document equipment condition annually, and submit reports per Section F. The Contractor may be requested to revise the report format and procedure so the maintenance data can be more effectively and efficiently input into MAXIMO by the Government. When requested to do so, the Contractor shall assess and document equipment condition based on his maintenance.


Detail report format and

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procedure will be discussed with the Government after the contract award. If any regulation, code or standard stipulate the report format, the Contractor shall follow the format.

The Contractor shall report immediately to the KO and the customer any deficiencies or difficulties identified during the Contractor’s work. The Contractor shall report and note results of inspections, adjustments, repairs or replacements made, repair or replacement to be done within Recurring Work liability limit, and any pertinent recommendations for major repair (beyond liability limit), replacement of components, and man-hour, with each equipment identification number. The attachment of drawings indicating equipment on which the Contractor performed maintenance for the occasion may be required.


Separately from maintenance report, the Contractor shall submit a Deficiency Status Report. The Contractor shall list up and summarize deficiencies, future concerns and recommendations noted in the above reports and shall submit a deficiency status report to the Government for future planning. Recommended actions to be taken shall be clearly described in the report.

After the submission of reports,

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the Contractor shall conduct presentations to the KO and customers about the result of PM and deficiencies noted, so the Government can easily make a future plan. The room for presentation will be provided by the Government; it will be a conference room of NAVFAC FE PWD Atsugi. The Contractor shall submit the requested date of the presentation to the KO.

Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one (1) to twelve (12) meters. The description of meter group for each Uniformat Classification is listed in J-1605000-10. The general guidance is shown in J-1605000-11 and condition rating guidance specific to each meter group is provided in J-1605000-12.





Ancillary equipment and/or components not specifically listed in the attachment but essential for the system shall be inspected, maintained, repaired as part of this contract. Example of ancillary equipment may include but not limited to; cables, connectors, switches, terminals, relays, breakers, and equipment among each


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instrumentations. Lines and equipment between each instrumentation and its monitoring panel (or monitoring PC) are also part of the SCADA system and are the Contractor’s responsibility.




3.2.2 Provision of DeviceIdentification Tag

The Contractor shall install device identification tags to identify each measurement device correctly.

During the Contractor’s first PM (Base Period), the Contractor shall provide stainless steel tags or equivalent that cannot be easily corroded, removed, or decayed with unique identification numbers that matches the number indicated on the monitoring display (i.e., application window displayed on the monitoring PC).

Example; If boiler water level transmitter of boiler No. 1 in BLDG.1600 is given ID “LIC-101” on the monitoring display, then the Contractor shall provide a tag with ID “LIC-101” around the transmitter or somewhere close to the device.

Device identification tags are provided for all installed measurement devices, and each tag is installed to an appropriate location close to the device.

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The Contractor shall provide tags for all the Measurement Devices listed in J-1605000-03. Consult with each device manufacturer on where and how to install tags.

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1605000 - SteamSpecItem






The Contractor shall replace outdated monitoring PC with upgraded model that has more performance capability and storage capacity than existing model to improve efficiency and productivity and to reduce occurrence of accidental failure and associated downtime to SCADA system.

The Contractor shall make an upgrade plan for the outdated monitoring PC. Outdated monitoring PC list is provided in J-1605000-08.

Specifications and minimum requirements of new monitoring PC are as follows:









(USB or PS/2)


Upgraded monitoring PC meets both hardware and software requirements completely, and maintains compatibility, connectivity and operability with the existing system to utilize existing devices and process all historical documents and saved files applicable to the operation of the existing system.


Administrative rights for OS and SCADA monitoring application to UEM Director, UEM Deputy Director, and

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- LCD Monitor: no less than 22 inches in display size


utilize existing printer at the site






IV. Other general software: - DVD authoring software - Printer driver and associated

printing applications to use existing printer at the site

- UPS management software to utilize existing UPS at the site

- Anti-virus software to protect and maintain the monitoring PC preventing any harmful data/application and virus infections

The Contractor shall submit catalog data and other technical information for the new materials as specified in Spec Item 2.3.1 prior to the replacement.

Utilities Engineering Technician made available by the Contractor.

Reports, Updated Inventory Lists, and others submitted per Section F.

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The Contractor shall perform replacement of outdated display and reporting equipment with new ones. The replacement shall include but not limited to, backup user’s data from the existing system, setup and configure all necessary applications, connect with the local network including but not limited to, UPS and printers, restore all historical documents and saved files that were applicable to the operation of the existing system, test to confirm that all supported functions and ordinary operations can work as designed.



The Contractor shall submit Maintenance Reports, Updated Inventory Lists, and others per Spec Item 2.3.5 and per Section F.

4.2 Replacement of Deteriorated Equipment

The Contractor shall perform replacement of deteriorated equipment

The Contractor shall make a replacement plan for deteriorated equipment.

Work is accomplished in accordance with the Contractor’s

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with new equipment that provides the equivalent function with the existing model.

Deteriorated equipment list is provided in J-1605000-09.

New equipment shall be the same as or a successor model of the existing equipment, which provides the equivalent functions and has compatible specifications with the existing model.

The Contractor shall submit catalog data and other technical information for new materials as specified in Spec Item 2.3.1 prior to the replacement.

The replacement work shall be performed under SCADA system outage condition of specific system or utility line at the plant.

The Contractor shall perform replacement of deteriorated equipment and shall include but not limited to calibration, adjustment, test, and all necessary work to restore all functions as originally designed.

Upon the completion of the replacement work, the Contractor shall perform On the Job Training (OJT) for the customer and/or appropriate personnel in charge to make them comprehend new equipment and ordinary operation.

The Contractor shall submit Maintenance Reports, Updated Inventory Lists, and others per Spec Item 2.3.5, 3.2, and per Section F.

replacement plan, manufacturers’ recommended procedures and OEM standards.

All certifications are current.

New equipment operates properly as designed and provides complete functions as originally expected with existing SCADA system.


Reports, Updated Inventory Lists, and others submitted per Spec Item 2.7, and per Section F.

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1606000 – WaterTable of Contents

Spec Item Title


2 Management and Administration 2.1 Definitions and Acronyms 2.2 Personnel 2.2.1 Certification, Training, and Licensing 2.3 Special Requirements 2.3.1 Workmanship and Material Standards 2.3.2 Supervisory Control and Data Acquisition (SCADA) Systems Outage and SCADA

Systems Outage Schedule 2.3.3 Provision of Drawings and Sketches 2.3.4 As-Built Drawings 2.3.5 Updated System/Equipment Inventory List 2.4 References and Technical Documents

3 Recurring Work 3.1 Service Orders 3.1.1 Emergency Service Orders 3.1.2 Urgent Service Orders 3.1.3 Routine Service Orders 3.2 Preventive Maintenance (PM) Program 3.2.1 Supervisory Control and Data Acquisition (SCADA)

4 Non-recurring Work 4.1 Upgrade of Outdated Display and Reporting Equipment

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1606000 - Water SpecItem

Title Description


The Contractor shall provide all labor, management, supervision, tools, material, and equipment to maintain and repair Supervisory Control and Data Acquisition (SCADA) system for the Water Treatment Plants located at U.S. Naval Air Facility (NAF), Atsugi, Japan, and other U.S. Forces Japan (USFJ) controlled area (including but not limited to Combined Arms Training Center (CATC) Camp Fuji) in Kanto Plain.


The original intent of 1606000 Water is to specify the requirements for the operation and maintenance of raw water supply, water treatment plant, and distribution systems. The specifications described in this annex; however, are for the maintenance and repair of SCADA system for water treatment plants. Included are therefore, services such as maintenance and repair, including upgrade, alternation, demolition and minor construction of the SCADA system for the water treatment plant.

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1606000 – Water SpecItem

Title Description




2.2 Personnel The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required to operate, maintain and repair SCADA system for the Water Treatment Plants.





Personnel performing work in HAXMAT/HAZWASTE must complete the HAZMAT/HAZWASTE handling course or have a minimum of one year of experiencing working with HAZMAT/MAZWASTE.






As indicated in Annex 1, the Contractor is not just an abstract service provider. The Contractor, as a sort of “maintenance branch for the listed equipment” in the installations, shall carry responsibility for the maintenance of the listed equipment and shall meet performance objectives and standards as stated. Appropriate coordination and communication with and information provision to the customers, occupants and the KO are also contractor’s workmanship responsibility.


The Contractor shall be responsible for maintaining all facilities, systems, and equipment, identified in this technical sub-annex, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturer’s standards and shall comply with building and safety codes, applicable activity, local, state, and federal regulations, and other technical requirements identified within this technical sub-annex.

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Title Description










2. If bad weather arises after the 1600 hours, despite the Contractor’s decision to perform the work, the Contractor may be required to stop work performance for safety of personnel and/or equipment. The Contractor may then reschedule the work to the predetermined bad weather substitutive day; however the Government will not make any compensation for postponed work.

2.3.3 Provision of Upon request after award, one (1) copy of drawings/sketches related to the listed

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Title Description

Drawings and Sketches

system and equipment shall be made available to the Contractor for informational purposes only.

Note: most drawings/sketches will be provided as a PDF file or hard copy. Some drawings/sketches may be provided in AutoCAD file format. The Contractor shall estimate that it will take at least several weeks until a set of drawings/sketches are issued from the Government. The Government makes no claim as to the completeness or accuracy of these drawings.


When the Contractor’s work including Non-recurring Work changes current system and equipment conditions such as connection and location, the Contractor shall prepare and submit an as-built drawing after the work completion but normally within thirty (30) calendar days of work completion. Task orders may specify the requirements of as-built drawings/sketches.


The Contractor shall update system/equipment inventory lists (refer to Attachment J-1606000-03) pertaining to the inspection, maintenance, repair, or other works. All entries shall be legible, neat, easy to understand, accurate, concise, complete and in English. The Contractor shall update the inventory if any change is noted or made, and submit it to the KO within fifteen (15) calendar days after each change is made or when the Contractor submit inspection or other report.

After the award of the contract and upon requested by the Contractor, original inventory lists (made by Microsoft® Word or Excel) may be provided to the Contractor.



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1606000 – WaterSpec Item Title Performance Objective Related Information Performance

Standard3 Recurring

Work The Contractor shall maintain, repair, and alter installed equipment and systems to ensure they are fully functional and in normal working condition.




The current Water Treatment Plants and Equipment Inventory are provided in J-1606000-03 series. The contractor shall maintain current all drawings, equipment inventories and diagrams and submit updates per Spec item 2.3.5 and Section F.


For any work that requires utility outage, the Contractor shall do all the coordination with NAVFAC FE Atsugi PWD UEM Branch. Pre-Outage Meeting shall be held as requested by the KO.

When any system or equipment breakdown is discovered, the Contractor shall immediately report it orally to the KO and the customer. A written report of




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Standardbreakdown shall be submitted to the KO per Section F.

3.1 Service Orders

The Contractor shall perform service order work in a timely manner and ensure installed equipment and systems are restored to a safe, normal working condition and function properly.







The Government may combine multiple repair requirements received for the

Service order work is responded to and completed within the specified time.


After completion of repairs, installed equipment and system for SCADA does not present danger to personnel or equipment.

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Standardsame trade in the same building or structure or system at the same time into one (1) service order as long as the service order threshold is not exceeded.




The Contractor shall provide a report for work performed under each service order. Reports shall be submitted to the KO and to customer within one (1) working day regardless of whether the trouble is fixed or is not fixed and a proposal is to be submitted. A proposal if needed shall be submitted as soon as possible but the Contractor may be requested to submit within three (3) working days. The proposal shall indicate work scope

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Standardrelated information, labor hours, material prices and three (3) sources and estimated completion time/date.

Service order work shall include trouble shooting for and site check after lightning and power outage.


The Contractor shall respond to emergency service orders and arrest emergent conditions to minimize and mitigate damage to installed equipment and systems and danger to personnel.

The Contractor shall perform emergency service orders twenty-four (24) hours a day, seven days a week throughout the contract period.











Urgent service orders are limited to Recurring Work


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Standardceiling of ¥300,000 (total of material cost and labor cost).


3.1.3 Routine ServiceOrders











Notification of repair work exceeding the incidental repairs limit shall be submitted to the KO as specified in Annex 2. Service orders or Non-




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Standardrecurring Work may be issued for repairs exceeding the incidental repairs limit.





The Contractor shall submit a work schedule, Maintenance Reports, Deficiency Status Reports, Updated Inventory Lists and Reference Drawings, and others per Annex 2, Spec Item 2, and Annex 16 – Sub Annex 1606000, Spec Item 2.3.3, 2.3.4, 2.3.5and Section F.

As part of the PM program, the Contractor shall perform equipment condition assessments to support the Infrastructure Condition Assessment Program (ICAP)

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Standardand Utilities’ ICAP (UICAP).

The Contractor shall assess and document equipment condition annually, and submit reports as specified in Section F. The Contractor may be requested to revise the report format and procedure so the maintenance data can be more effectively and efficiently input into MAXIMO by the Government. When requested to do so, the Contractor shall assess and document equipment condition based on his maintenance.



The Contractor shall report immediately to the KO and the customer any deficiencies or difficulties identified during the Contractor’s work. The Contractor shall report and note results of inspections, adjustments, repairs or replacements made, repair or replacement to be done within Recurring Work liability limit, and any pertinent recommendations for major repair (beyond liability limit), replacement of components, and man-hour, with each equipment identification number. The

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Standardattachment of drawings indicating equipment on which the Contractor performed maintenance for the occasion may be required.


Separately from maintenance report, the Contractor shall submit a Deficiency Status Report.

The Contractor shall list up and summarize deficiencies, future concerns and recommendations noted in the above reports and shall submit a deficiency status report to the Government for future planning. Recommended actions to be taken shall be clearly described in the report.

After the submission of reports, the Contractor shall conduct presentations to the KO and customers about the result of PM and deficiencies noted. The room for presentation will be provided by the Government; it will be a conference room of NAVFAC FE PWD Atsugi. The Contractor shall submit the requested date of the presentation to the KO.

Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one (1) to twelve (12) meters. The description of meter group for each Uniformat Classification is listed in J-1606000-09. The general guidance is shown in

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StandardJ-1606000-10 and condition rating guidance specific to each meter group is provided in J-1606000-11.





Ancillary equipment and/or components not specifically listed in the attachment but essential for the system shall be inspected, maintained, repaired as part of this contract. Example of ancillary equipment may include but not limited to; cables, connectors, switches, terminals, relays, breakers, and equipment among each instrumentations. Lines and equipment between each instrumentation and its monitoring panel (or monitoring PC) are also part of the SCADA system and are the Contractor’s responsibility.



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Standard



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1606000 - WaterSpecItem






The Contractor shall replace outdated monitoring PC with the upgraded model that has more performance capability and storage capacity than the existing model so as to improve efficiency and productivity and to reduce occurrence of accidental failure and associated downtime.

The Contractor shall make an upgrade plan for the outdated monitoring PC. Outdated monitoring PC list is provided in J-1606000-08.

Specifications and minimum requirement of new monitoring PC are as follows:










Upgraded monitoring PC meets both hardware and software requirements completely, and maintains compatibility, connectivity and operability with the existing system to utilize the existing devices and to process all historical documents and saved files applicable to the operation of the existing system.


Administrative rights for OS and SCADA monitoring application to UEM Director, UEM

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(USB or PS/2) - LCD Monitor: no less than

22 inches in display size


utilize the existing printer at the site






IV. Other general software: - DVD authoring software - Printer driver and associated

printing applications to use the existing printer at the site

- UPS management software to utilize the existing UPS at the site

- Anti-virus software to protect and maintain the monitoring PC preventing from any harmful data/application and virus infections

The Contractor shall submit catalog data and other technical information for the new materials as specified in Spec Item 2.3.1 prior to the

Deputy Director, and Utilities Engineering Technician made available by the Contractor.

Reports, Updated Inventory Lists, and others submitted per Section F.

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replacement.


The Contractor shall perform replacement of outdated display and reporting equipment with new ones. The replacement shall include but not limited to, backup user’s data from the existing system, setup and configure all necessary applications, connect with the local network including but not limited to, UPS and printers, restore all historical documents and saved files that were applicable to the operation of the existing system, test to confirm that all supported functions and ordinary operations can work as designed.



The Contractor shall submit Maintenance Reports, Updated Inventory Lists, and others per Spec Item 2.3.5, 3.2, and per Section F.

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Section F Page 1

SECTION F – DELIVERIES OR PERFORMANCE

F.1 SUBMITTALS (Report Table). After the contract award, submit the following as indicated. Note that following submittal list is made for items mentioned in Section C and Section J. Some of administrative submittals are not listed below, because they are not periodical submittal but “upon request” “upon occurrence” submittals, which shall be submitted as specified in Section C and as directed by the Contracting Officer. There will be more submittals than listed below. Submittals required in other sections are not listed below. The Government acceptance will be required for most of submittals. The Contractor shall revise and update these submittals as any change occurs or when the revision is requested by the Contracting Officer at no additional cost to the Government.

DELIVERABLES

Annex/SpecItem

Form Attachment

Number Deliverable TitleDate(s) of

Submission

Distribution

FrequencyOriginal

(See Note 1)

Copies(including original,

minimum number)

(See Note 2)

0200000/2.2.1.2, 2.6.3

J-0200000-05 Request to Work Outside Government’sRegular Working Hours (Overtime Request)

At least 15 calendar days prior to the requested day

KO 3 As required

0200000/2.3.4

N/A Permits and Licenses

Before work commences andas requested by the KO

KO 3 As specified

0200000/2.3.5

N/A Certificate of Insurance

Within 15 calendar days after award

KO 1 As specified

0200000/2.5

N/A Samples, (M)SDS, Manufacturer’sData Cut Sheets of Materials

As specified or requested

KO 2 When requested

0200000/2.6.1

N/A Work Reception Within five calendar days after the award and before work commences

KO 4 (and one for each customer)

At the time of award, and if the contractor requests change (Note 3)

0200000/2.6.2

N/A Work Status Update

Within four hours of the inquiry during regular working hours, and by 1145 the following work


As required

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Section F Page 2

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)day for inquiries after regular working hours

0200000/2.6.3

N/A Monthly Work Schedule

Within 15 calendar days after contract award, and no later than 15 calendar days prior to the start of the scheduled work

KO and each customer

2 to KO and 1 for each customer

As specified

0200000/2.6.3

N/A Annual Work Schedule

Within 15 calendar days after contract award and within 15 calendar days after the Government's notice of exercising an option



As specified

0200000/2.6.3

N/A Non-Recurring Work Schedule

Immediately after receipt of task order(s), and prior to starting the work



Per Non-Recurring Work

0200000/2.6.5

N/A Outage (or Road Closure) Request

A minimum of 15 calendar days prior to the desired work dateFor utilities system outage required for maintenance, as specified in Annex 15

KO (and authorities in

charge)

2 As required

0200000/2.6.6

J-0200000-05 ICAP Inventory List or UICAP Inventory List

Within 15 calendar days after the completion of installing new equipment

KO 1 Upon completion of installing new equipment

0200000/ N/A Quality Within 15 KO 1 (and one for As specified

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Section F Page 3

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)2.6.7.1 Management Plan calendar days

after award and within seven calendar days of change

each customer)

0200000/2.6.7.2

N/A QC Inspection File

Within five calendar days of completion/termination of the contract

KO 1 As specified

0200000/2.6.7.3

N/A Customer Quality Inspection and Surveillance Report

First work day of each month


Monthly (if the work was done in the month)

J-0200000-05 Daily Report by 10:00 AM the next working day

after each day that work is performed.

KO 1 As specified

0200000/2.6.8

N/A Property Management Plan

Within 45 calendar days after award (Not Applicable if there is no Government Furnished Property)


As specified

0200000/2.7.1

N/A List of Key Personnel and Qualifications (Coordinate with Sub Annex 1502000,1602000,1604000,1605000, and 1606000)


KO 3 As specified

0200000/2.7.1

N/A Organization Chart

Within 15 calendar days after award (see Note 3)

KO 3 As specified

0200000/2.7.2.6

N/A Proof of Legal Residency

Prior to be admitted to site of work

KO 2 As specified

SRN 10593402 / e-Project No. 1475650

Section F Page 4

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)0200000/2.7.3

N/A Contractor Labor Hours (eCMRA) Report

No later than 31 October

KO 1 Annually for labor executed during the period of performance during each Government fiscal year (FY)

0200000/2.8.1

N/A Employee List Within 15 calendar days after award and within seven calendar days of changes and upon request

KO 2 (and 1 for each customer)

As specified

0200000/2.8.2

N/A Vehicle List Prior to start of on-site work, and as changes are made

KO or Security in

Charge

2 As specified

0200000/2.8.3

N/A Passes and Badges

Within 10 calendar days when an employee leaves the Contractor’sservice

Source ofIssue

2 As specified

0200000/2.8.4

N/A Installation access application (pass request)


KO and/or Security

As directed by KO or Security

As specified

0200000/2.9.1

N/A Accident Prevention Plan

Within 15 calendar daysafter award and within 7 calendar days of changes

KO 2 As specified

0200000/2.9.2

N/A Activity Hazard Analysis

Together with the Accident Prevention Plan and for changes

KO 2 As specified

0200000/2.9.3 (2.9.3 series)

N/A Occupational Risk and CompliancePlans

Together with the Accident Prevention Plan and for changes

KO 2 As specified

N/A See J- Contractor’s Fire Prior to start of KO and/or 2 As specified

SRN 10593402 / e-Project No. 1475650

Section F Page 5

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)0200000-05 Prevention Guide

Form (acknowledgement)

work, and prior to start of hot work

Fire Department

0200000/2.9.4

(for some of crane package contents, see J-0200000-07)

Crane Package As specified (normally, at least 7 calendar days prior to the date of any crane entering or earlier)

BSV&E 2 Any time a crane entering facility

0200000/2.9.5

See J-0200000-05

NAVFAC Contractor

Incident Reporting System

(CIRS)

Within one calendar day of accident

KO 1 As specified

0200000/2.9.5

N/A Weight Handling Equipment Accident Report

Within 30 calendar days of accident

KO 2 As specified or required

0200000/2.9.6

See J-0200000-05

Hot work permit, Fire Usage Request

No later than five (5) working days prior to the requested hot work date

KO and Fire Dept.

1 As required

0200000/2.9.7

See J-0200000-05

Monthly On-Site Labor Report, Monthly Manhour Report

First work day of each month

KO 1 Monthly, fist work day of each month

0200000/2.9.8

N/A OSHA Citations and Violations Corrective Action Report

Within 48 hours after receiving a citation

KO 1 As specified

0200000/2.9.10

N/A Safety Certifications

Within 15 calendar days after award and as old certifications expire

KO 1 As specified

0200000/2.10

N/A EMS Training Certificate


KO 2 As specified

0200000/2.10.1.1

N/A Water Conservation Plan

Within 15 calendar days after award and

KO 1 As specified

SRN 10593402 / e-Project No. 1475650

Section F Page 6

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)for changes

0200000/2.10.2.3

N/A Receipt of Manifest

As specified KO 1 As required

0200000/2.10.2.5

N/A Emergency Planning and Community Right-To-Know Act (EPCRA) Report

Within 15 calendar days after contract award and not less than 10 working days prior to planned use of hazardous material

KO 2 As specified

0200000/2.10.2.5

J-0200000-05 Contractor Hazardous Material Inventory Log

15 working days prior to use of hazardous material, and Within 15 calendar days after the end of each calendar year and at termination of the contract

KO 2 Annually

0200000/2.10.2.9

N/A Asbestos Containing Material Written Notification

Within 24 hours if ACM is encountered or suspected in the performance of work

KO 1 As specified

0200000/2.10.3

N/A Sustainable Procurement and Practices Plan

Within 15 calendar days after award and within 15 calendar days after exercised option periods

KO 1 Annually

0200000/2.10.3

N/A Sustainable Delivery of Services Report

Within five (5) calendar days after each contract period

KO 1 Annually

0200000/2.10.3.2

N/A Recovered Material Certification

As specified KO 1 When a product containing recovered

SRN 10593402 / e-Project No. 1475650

Section F Page 7

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)materials is equal to or better than the original and could be used

0200000/2.12

N/A Technical Library As specified KO 1 Upon completion or termination of the contract

0200000/2.14.1 (see alsoSub-Annex 1502000/3.1 and 3.2)

N/A Notification to the Government for Work above the Recurring Work Limitations

Within two hours of identification for further direction by the Government, and by 1145 am the next day for written report



As specified

0200000/2.15.2.1

N/A Non-Recurring Work Proposal

As specified; (normally, within two to five working days following receipt for each RFP

KO 1 (and one may be for customer, if directed by KO)

Per Request For Proposal (RFP)

Note 1: At the direction made by KO; the Contractor may be directed by KO to submit the original toa different officer/person.

Note 2: The number indicated is minimum number. The Government may ask a few more copies,which shall be prepared by the contractor at no additional cost to the Government. Also, theContractor will be requested to submit one to each customer.

Note 3: Offerors shall prepare and submit this as a part of technical proposal as indicated in Section L. After award, the same copy shall be submitted as indicated herein.

Note 4: More submittals may be required per work as directed by KO.

SRN 10593402 / e-Project No. 1475650

Section F Page 8

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)

1502000/2.2.1

N/A License (copy) /[Training]Certificate (copy) (per each license and certificate)


KO 2 Once for initial submittal, then as requested and prior to any change.

1502000/2.3.1

N/A Catalog Data for New Material or Equipment

Prior to new material or equipment use


2 to KO and 1 to each customer

Prior to new material or equipment installation

1502000/2.3.3

N/A Outage of DDC System, Outage Schedule

60 days prior to the requested date (The 60 days may be shortened depending on the work scale.),and as soon as the requested date is approved.

KO 3 As Required, as

indicated

1502000/2.3.5

N/A As-Built Drawing After the work completion but within 30 calendar days of work completion

KO 1 As specified

1502000/2.3.6

N/A Updated System/Equipment Inventory List

Within 15 calendar days after each change is made or when the Contractor submit inspection or other work report

KO 2 Per each change and per each PM report or other report submission

1502000/3 N/A System/EquipmentBreakdown, Written Report

Within 24 hours of the discovery


1 Upon discovery

1502000/3.1

N/A Service Order Work Report

Within one working day


2 Per work completion

1502000/3.1

N/A Monthly Summary of Service Orders

Within 5 working days for each month

KO 2 Monthly

SRN 10593402 / e-Project No. 1475650

Section F Page 9

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)(Summary ofprevious month)

1502000/3.2

N/A PM Program Within 30 calendar days after contract award but prior to each PM



After award, and as required

1502000/3.1 and 3.2 (see also Sub-Annex 0200000/2.14.1)

N/A Notification to the Government for Work Above the Recurring Work [liability] Limitation

As specified KO and each customer


By 1145 a.m. of the next day of identification

1502000/3.2

N/A Maintenance (PM) Report

Within 30 calendar days after the completion of each maintenance



Per each PM

1502000/3.2

N/A Deficiency Status Report

When PM (or other) report is submitted



Per PM report or other report submission

1502000/3.2

N/A Monthly/AnnualWork Schedule

Refer to Sub-Annex 0200000/2.6.3





SRN 10593402 / e-Project No. 1475650

Section F Page 10

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)

1602000/2.2.1

N/A License (copy) /[Training] Certificate (copy) (per each license and certificate)



1602000/2.3.2






1602000/2.3.3

N/A Power Outage Requests


KO or UEM 3 As Required, as

indicated

1602000/2.3.4

N/A SCADA System, Outage Request and SCADA System Outage Schedule



indicated

1602000/2.3.8


KO 1 As specified

1602000/2.3.9


Within 15 calendar days after each change is made or when the Contractor

KO 2 Per each change and per each PM report or other report

SRN 10593402 / e-Project No. 1475650

Section F Page 11

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)submit inspection or other work report

submission

1602000/2.3.10

N/A Updated Reference Drawings and Diagrams

Within one week of KO request

KO 2 Per each change and per each PM report, and as specified




1 Upon discovery

1602000/3.1





1602000/3.1

N/A Monthly Summary of Service Orders (Summary of previous month)


KO 2 Monthly

1602000/3.2










1602000/3.2





Per each PM

1602000/3.2






1602000/3.2




SRN 10593402 / e-Project No. 1475650

Section F Page 12




SRN 10593402 / e-Project No. 1475650

Section F Page 13

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)

1604000/2.2.1




1604000/2.3.2






1604000/2.3.3


60 days prior to the requested date (The 60 days may be shortened depending on the work scale.)


indicated

1604000/2.3.5


KO 1 As specified

1604000/2.3.6







1 Upon discovery

1604000/3.1





1604000/3.1



KO 2 Monthly

1604000/ N/A PM Program Within 30 KO and each 2 to KO and 1 After award,

SRN 10593402 / e-Project No. 1475650

Section F Page 14

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)3.2 calendar days

after contract award but prior to each PM

customer to each customer

and as required






1604000/3.2


Within 30 calendar daysafter the completion of each maintenance



Per each PM

1604000/3.2





Per PM report orother report submission

1604000/3.2







SRN 10593402 / e-Project No. 1475650

Section F Page 15

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)

1605000/2.2.1




1605000/2.3.1






1605000/2.3.2




indicated

1605000/2.3.4


KO 1 As specified

1605000/2.3.5




1605000/3 N/A System/EquipmentOutage or Breakdown, Written Report



1 Upon discovery

1605000/3.1





1605000/3.1


Within 5 working days foreach month

KO 2 Monthly

SRN 10593402 / e-Project No. 1475650

Section F Page 16

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)1605000/3.2










1605000/3.2





Per each PM

1605000/3.2






1605000/3.2







SRN 10593402 / e-Project No. 1475650

Section F Page 17

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)

1606000/2.2.1




1606000/2.3.1






1606000/2.3.2




indicatedNormally hard copy

(Approval is required)

1606000/2.3.4


KO 1 As specified

1606000/2.3.5







1 Upon discovery

1606000/3.1





1606000/3.1



KO 2 Monthly

1606000/ N/A PM Program Within 30 KO and each 2 to KO and 1 After award,

SRN 10593402 / e-Project No. 1475650

Section F Page 18

DELIVERABLES

Annex/SpecItem

Form Attachment


Submission

Distribution

FrequencyOriginal

(See Note 1)


minimum number)

(See Note 2)3.2 calendar days

after contract award but prior to each PM

customer to each customer

and as required






1606000/3.2





Per each PM

1606000/3.2






1606000/3.2







SRN 10593402 / e-Project No. 1475650

Section F Page 19

Annex/Spec Item 2.2.1.2

Deliverables Form Preparation Instructions

Deliverable Title: Request to Work Outside Government’s Regular Working Hours ( Overtime Request)

Form Attachment No.: J-0200000-05

Government Approval Required: X Yes ___ No

Media:

X Hard Copy Electronic ___ Direct System Input

Instructions:

1. Required File Format : Use form J-0200000-05

2. Cover Sheet: Required.

3. Method of Submission : Hard Copies

- Submit a Form Set ( Form Set : Fill out the form and make two copies. Insert a carbon sheet between original and each copied forms. Clip them together).

4. Distribution List : Security Office via COR via PAR

- After signing the first endorsement, the PAR forwards the request to the FSC Manager (FSCM)- Approved/disapproved request will be returned to the Contractor. If approved, the Contractor

shall forward the request to the second endorsement, Security Office. - If disapproved, the Contractor shall resubmit the request or re-schedule the work.- Original form shall be kept by the Contractor, one carbon copy is to PAR, one carbon copy is to

Security office

5. Due Date : At least 15 Calendar days prior to the requested days.

6. Other requirements :

- The Contractor shall have the approved original form at the site during the work.

SRN 10593402 / e-Project No. 1475650

Section F Page 20

Annex/Spec Item 2.3.4


Deliverable Title: Permits and Licenses

Form Attachment No.: Not applicable


Media:


Instructions:

1. Required File Format : The copies of qualifications, licenses, and/or training certificates, shall be prepared using a form that the Contractor considers appropriate.

2. Cover Sheet: Required

3. Distribution List : COR via PAR

4. Content : Copy of qualifications, certificates, licenses, training certificates: and/or resumes of personnel with training, experience and any supporting information that will verify the personnel are qualified to conduct required work.

5. Due Date : Before work commences and as requested by COR/ PAR



Deliverable Title: Certificate of Insurances

Form Attachment No.: Not Applicable


Media:


Instructions:

1. Required File Format : The copies of insurance certificate shall be prepared using a form that the Contractor considers appropriate.

2. Cover Sheet : Required

3. Distribution List : KO via COR via PAR.

4. Content : Copy a certificate insurance as an evidence of the existence of the insurance coverage in amounts not less than the minimum insurance amounts specified in Spec Sec C 02000000 item 2.3.5.2.

5. Due Date : Within 15 calendar days after the contract award and issuance of modification to exercise option year.

SRN 10593402 / e-Project No. 1475650

Section F Page 21

Annex/Spec Item 2.5


Deliverable Title: Samples, SDS, Manufacture’s Safety Data Sheet of Materials



Media:


Instructions:

1. Required File Format : Copies of Samples, SDS, Manufacture’s SDS shall be prepared using a form that the Contractor considers appropriate.



4. Contents : Include as the following, but not limited to

Product and Manufacture InformationComposition and Information on IngredientsHazards identificationFirst Aid measuresFire-Fighting MeasuresAccidental Release MeasuresHandling and StorageExposure Controls and Personal ProtectionPhysical and Chemical PropertiesStability and ReactivityToxicological InformationEcological InformationDisposal ConsiderationsTransport Information, and as determined by the Contractor to include all applicable regulatory information

5. Due Date : Prior to use of the materials and/or as specified or requested.


- SDS shall be translated in English and Japanese written.- SDS shall be posted at the site.

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Section F Page 22



Deliverable Title: Work Reception



Media:

X Hard Copy and X Electronic ___ Direct System Input

Instructions:

1. This shall be prepared using Microsoft Office Word software.


3. Distribution List : COR via PAR.

4. Content : Point of contract at a local or toll free number who can perform the function during other than Government regular working hours, 24 hours, Monday through Sunday, seven days a week throughout the contract period, including federal holidays.

5. Due Date : Within five calendar days after the contract award and before work commences.



Deliverable Title: Monthly Work Schedule



Media:


Instructions:

1. The report shall be prepared using Microsoft Office Word or Excel software.

2. Cover Sheet :

Hard Copy : RequiredElectronic : Not Required

3. Method of Submission : Hard Copies or Via email

4. Purpose : For the Government approval

5. Distribution List : Supported commands via COR via PAR

6. Content : Include as the following, but not limited to - Contract number and title- Contractor’s POC- Date of performance .

7. Due Date : No later than 15 calendar days prior to the start of the scheduled month.

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Section F Page 23



Deliverable Title: Annual Work Schedule



Media:


Instructions:

1. Required File Format : Work schedule shall be prepared using a form that the Contractor considers appropriate.



4. Content : Include as the following, but not limited to - Contract number and title- Contractor’s POC- Annual schedule of performance of work.

5. Due Date : Within 15 calendar days after contract award and within 15 days after the Government’s notice of Exercise option.



Deliverable Title: Work Schedule for Non-recurring Work



Media:


Instructions:

1. Required File Format : Work schedule shall be prepared using a form that the Contractor considers appropriate.



4. Content : Include as the following, but not limited to - Contract number and title- Contractor’s POC- Date of performance

5. Due Date : Immediately after receipt of task order (s) and prior to starting the work.

SRN 10593402 / e-Project No. 1475650

Section F Page 24



Deliverable Title: Utility Outage Request



Media:


Instructions:

1. Required File Format : The specified form is required. The form will be provided by the Government after award the contract or the work is required to submit the form.



- Submit a Form Set (Form Set : Fill out the form and make two copies. Insert a carbon sheet between original and each copied forms. Clip them together).

4. Distribution List : PWO via PW Shop via Utility via COR via PAR

- After signing the first endorsement the PAR forwards the request to the FSC Manager (FSCM)- Approved/disapproved request will be returned to the Contractor. If approved, the Contractor

shall forward the request to the second endorsement (Utility), the third endorsement (PW maintenance shop), and the forth endorsement (PWO). If the request is disapproved by the any of endorsements, the Contractor shall resubmit the request or re-schedule the work.

- Submit a carbon copy of all endorsement signed form to PAR.

5. Content : Refer to the provided form



SRN 10593402 / e-Project No. 1475650

Section F Page 25



Deliverable Title: Road Closure Request



Media:


Instructions:

1. Required File Format : The specified form is required. The form will be provided by the Government after award the contract or the work is required to submit the form.

2. Cover Sheet: Required.


- Submit a Form Set (Form Set : Fill out the form and make two copies. Insert a carbon sheet between original and each copied forms. Clip them together).

4. Distribution List : Security Office via COR via PAR

- After signing the first endorsement the PAR forwards the request to the FSC Manager (FSCM). Approved/disapproved request will be returned to the Contractor. If approved, the Contractor shall forward the request to the second endorsement, Security Office. If disapproved, the Contractor shall resubmit the request or re-schedule the work.

- Original sheet shall be kept by the Contractor, one copy is to FSC, other one is to Security office

5. Due Date : At least 15 Calendar days prior to the requested days.

6. Other Requirements:




Deliverable Title: ICAP Inventory List


Government Approval Required: Yes X No

Media:

X Hard Copy X Electronic ___ Direct System Input

Instructions:

1. Required File Format : Use form in J-02000000-05

2. Cover Sheet:

Hard Copy : RequiredElectronic : Not Required


4. Contents : Refer to the provided form

SRN 10593402 / e-Project No. 1475650

Section F Page 26



Deliverable Title: Quality Management Plan

Form Attachment No.: N/A

Government Approval Required: X Yes No

Media:


Instructions:

1. Required File Format : Quality management plan shall be prepared using a form that the Contractorconsiders appropriate.



4. Contents : Describe the QMS methodology and approaches used under this contract. Include as the following, but not limited to,

Policy and objectives of Quality Management SystemQuality organizationList of personnelResponsibilities & Lines of authorityTraining and qualificationsApproach assuring quality of services provided and conformance with performance objectives and standards.Methods and procedures for effective planning, operation and control of processes and performance of work.Procedures for inspection and surveillance of servicesScheduling and performance of inspection and surveillanceMeasurement, data collection and analysisCorrective action, preventive action, and continuous improvementOversight of subcontracted workDocumentation and records managementCommunication with the Government ( Supported commands)

5. Due Date : Within 15 calendar days after award the contract and within seven calendar days of changes.

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Section F Page 27



Deliverable Title: Quality Inspection and Surveillance



Media:


Instructions:

1. Required File Format : Quality management plan shall be prepared using a form that the Contractorconsiders appropriate.



4. Contents : Include all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions.

5. Due Date : .Within five (5) calendar days of termination of the contract.

6. Other requirements :- The report shall be filed in a hard cover sheet binder to fit letter size. File by chronological order.



Deliverable Title: Contractor Quality Inspection and Surveillance Report



Media:

Hard Copy X Electronic ___ Direct System Input

Instructions:

1. Required File Format : The Quality Inspection and Surveillance Report shall be prepared using a form that the Contractor considers appropriate.

2. Cover Sheet: Not Required

3. Method of Submission : Via email

4. Purpose : For Government approval and files


Contents : As determined by the Contractor to include all applicable regulatory Information, include as minimum as the following, but not limited to,- A summary and results of the quality inspection and surveillance events performed and

surveillance driven corrective actions and process adjustments during the previous month.

6. Due Date : .The Quality Inspection and Surveillance Report shall be submitted first work day of each month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

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Section F Page 28


Deliverable Title: Daily Report



Media:


Instructions:

1. Required File Format : Use Form in J-0200000-05 (“contractor production report, contractor quality control report”)


3. Method of Submission : Via email

4. Distribution List : PAR

5. Contents : Refer to the provided form.

6. Due Date : .By 10:00 AM the next working day after each day that work is performed.



Deliverable Title: Property Management Plan



Media:


Instructions:

1. The plan shall be prepared using Microsoft Office Word software.



4. Contents : Establish and maintain a plan that meets the Contractor clause requirements of Specification Sec C 02000000 Item 2.4. Also include as the following, but not limited to

- Contractor Number and Title- Contractor’s Name- Contractor’s policies, procedures, and practices in preparing, maintaining, preserving, protecting,

and reporting any damage of the Government property, and as determined by the Contractor to include all applicable regulatory information.

5. Due Date : .Within 45 calendar days after award.

SRN 10593402 / e-Project No. 1475650

Section F Page 29



Deliverable Title: List of key Personnel and Qualifications / Organization Chart



Media:


Instructions:

1. The Organization chart shall be prepared using Microsoft Office Word software.



4. Contents : Establish and maintain an organization chart, clearly showing lines of authority of the key personnel and on-site supervisor(s). The chart shall be listed the name of personnel and their position title of the contract, as a minimum Project Manager, Quality Manager, SSHO, on-site supervisor (s) and Administrative personnel (include alternative of them) that meets the Contractor requirements of Specification Sec C 02000000 Item 2.7 and Annex 15 and 16.Include followings, but not limited to - Contractor number and title- Contractor’s Name, contact phone number, email address, and other information (If a

subcontractor is hired, also sub-Contractor’s information shall be listed).

Also attach a copy of required Certification (s), Training, and Licensing records under this contract.

5. Due Date: .Within 15 calendar days after award and prior to change.



Deliverable Title: Contractor Labor Hours (eCMRA) Report



Media:

Hard Copy Electronic X Direct System Input

Instructions:

1. Method of Submission : Via secure data collection site, eCMRA ( direct system input):https://doncmra.nmci.navy.mil.

2. Contents : Report all Contractor labor hours ( including sub-Contractor labor hours) required for performance of services provided under this contract. Refer to the above web site and completely fill in all required fields.

3. Due Date : .Annually, no later than October 31.

4. Other information : Contact directly to the help desk, if any questions occur.

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Section F Page 30

Annex/Spec Item 2.8.1, 2.8.2


Deliverable Title: Employee list and Vehicle List



Media:


Instructions:

1. The list shall be prepared using Microsoft Office Word software.



4. Contents : Include as the following , but not limited toEmployee list- Employee’s name- Date of Birth- Place of birth- Citizen ship ( If not Japanese, attach a copy of Passport and Resident Card)- Address- Supervisor- Company Name

Vehicle List- Make- Year- Type- License number- Insurance Company ( Liability and Voluntary, attach a copy of insurances)- Policy Number- Expiration date of insurances

5. Due Date: .Within 15 calendar days after award and seven calendar days of any changes.

SRN 10593402 / e-Project No. 1475650

Section F Page 31



Deliverable Title: Return Passes and Badges



Media:


Instructions:

1. Required File Format : The specified form is required. The form will be provided by the Government when it is required.


3. Distribution List : Security Office and PAR

- Submit the required form to the Security Office with the original gate pass and/or vehicle pass. Receive a returned stamp from the Security Office on the form. Submit a copy to PAR with a copy of returned passes.

4. Contents : Refer to the provided form.

5. Due Date : Within 10 calendar days when an employee leaves and terminate of the contract.

SRN 10593402 / e-Project No. 1475650

Section F Page 32

Annex/Spec Item 2.8.4 (2.7.2.6)


Deliverable Title: Gate Pass Request / Proof of legal Residency



Media:


Instructions:

1. Required File Format : The specified form is required. The form will be provided by the Government after award the contract


3. Distribution List : Security Office via COR via PAR - After signing the first endorsement the PAR forwards the request to the FSC Manager (FSCM)- Approved/disapproved request will be returned to the Contractor. If approved, the Contractor

shall forward the request to the second endorsement, the Security Office. - If disapproved, the Contractor shall resubmit the documents until approval.- Original form shall be kept by the Contractor, one carbon copy is to PAR, one carbon copy is to

Security office

4. Contents : Refer to the provide form.

5. Due Date : Well advance to meet work start date.

6. Other requirements :- Fill out the provided Personnel History Statement Form. Require to attach a face photo.- Japanese nationality; attach an original Family Register ( ) and the Residence

Certificate ( ) of each. Foreign nationality; an original certificate of entry in the foreign resident registration ledger (

), a copy of the Passport ( valid both expiration date of landing visa and expiration date ), and the Resident card.

SRN 10593402 / e-Project No. 1475650

Section F Page 33

Annex/Spec Item 2.9.1, 2.9.2, and 2.9.3 Series


Deliverable Title: Accident Prevention Plan(APP), Incorporate Activity Hazard Analysis (AHA) and Occupational Risk and Compliance Plans and Programs

Form Attachment No.: J-0200000-05 ( Sample form for AHA)


Media:


Instructions:

1. The Accident Prevention Plan(APP) shall follow the format and include all elements addressed in Appendix A of EM385-1-1. The non-mandatory APP check list is available in EM385-1-1 Appendix A. Sample Activity Hazard Analysis (AHA) Form is provided in J-0200000-05.



4. Contents :APP : Develop and implement a site APP which is prepared by the Contractor’s Site Safety and Health Officer (SSHO). Incorporate AHA and compliance plans addressing all applicable Safety and Occupational health (SOH) risks that are relevant to the site specific hazards and controls for each activity and type of work that may be encountered in the performance of the contract.

AHA : Prepare AHA for all applicable common recurring work activities performed under this contract. Submit with APP for recurring work.

Safety Occupational Health (SOH) Risks and Compliance Plan : Develop, provide and implement all applicable compliance plans as necessary for the situation or types of work to be performed under this contract. These plans shall be submitted with APP for recurring work.

5. Due Date :General :The APP including AHA and Safety Occupational Health (SOH) Risks and Compliance Plan shall be submitted within 15 calendar days after award the contract and within seven (7) calendar days any changes.

AHA: For recurring and one time work (e.g., non-recurring work) work occurrences shall be submitted at least two working days prior to start work. Specifically : The contract modifications to recurring work requirements where changes are germane to the origin contract, revise applicable AHAs within 15 Calendar days after modification is signed.

6. Other requirements :General :- The Plans shall be written both in English and Japanese so that the Contractor employees shall

be available to read and understand.

- The submittal shall be prepared using Microsoft Office Word software.- Paper size shall be the letter size (8.5 x 11”).

APP:

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- Shall not commence work until the APP has been accepted and no activity shall be started on site until the applicable AHAs and compliance plans have been accepted.

- The APP shall be revised and resubmitted for any changes.

AHA: - The AHAs shall be updated as work activities or conditions change and additional AHAs

prepared as new work activities are required.For contract modifications to recurring work requirements where changes are germane to the original contract.For contracts with non-recurring work ELINs, the Contractor shall submit and AHA on non- recurring work task orders, with the associated proposal, whenever the service environment or required task is different from the recurring work prices services.

Safety Occupational Health (SOH) Risks and Compliance Plan : - Develop as applicable when new types of work are required under this contract.

Annex/Spec Item Not Applicable


Deliverable Title: Contractor’s Fire Prevention Guide Form



Media:


Instructions:

1. Required File Format : Use form J-0200000-05


3. Distribution List : Fire Department via the Contractor

4. Contents : Refer to the provide form

5. Due Date : Prior to start of work, and prior to start of hot work.

6. Other requirements :- Submit a copy of signed form to PAR.

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Annex/Spec Item 2.9.4 and Attachment J-0200000-07


Deliverable Title: Crane Package



Media:


Instructions:

1. Required File Format : Use form inJ-02000000-05. Prepare the rest of form using Microsoft Office

Word software.


- Prepare the Contractor’s cover sheet that the Contractor considers appropriate.


4. Purpose : For the Government approval

5. Distribution List : NAVFAC BSV&E via COR via PAR

- After signing the first endorsement the PAR forwards the request to the FSC Manager (FSCM)- Approved/disapproved request will be returned to the Contractor. If approved, the Contractor

shall forward the request to the second endorsement, NAVFAC BSV&E - If disapproved, the Contractor shall resubmit the package until approval.

6. Contents : Refer to NAVFAC P-307. Include as the following, but not limited to,- Organization Chart for Crane Work- Pre-lift Check Lift ( Form J-0200000-05 Item 9)- Crane item / Information- Sketch- Rigging gear- Work Location- Forms (in J-0200000-05)- Work Plan/Outline- Safety Plan for Crane Work- Vehicle Data- Contractor Crane Package Inspection Metrics

7. Due Date : At least seven (7) working days prior to brining any crane (including delivery vehicles with crane boom attachments), multi-purpose machines, material handling equipment, or construction equipment that may be used in a crane-like application to lift suspended loads on board a Navy Installation.

8. Other requirements :- Prepare three sets of package, one is for the Contractor, for PAR and for BSV& E Office. - Approved Certificate of Compliance (P-1 / Form) shall be posted on the vehicle. .

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Deliverable Title: Weight Handling Equipment Accident Report



Media:


Instructions:

1. Required File Format : Use form in J-02000000-05.




5. Due Date : Within one (1) calendar day of accident.



Deliverable Title: Hot Work Permit, Fire Usage Request



Media:


Instructions:



3. Distribution List : Fire Department via COR via PAR


5. Due Date : No later than five (5) working days prior to the requested hot work date.

6. Other Requirements:

- Original approved form shall be kept at the site during the work.

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Deliverable Title: Monthly On-Site Labor Report



Media:


Instructions:





5. Due Date : First Work day of each month.

6. Other requirements : .

- Although no work of the month, the Contractor shall submit the form.

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Deliverable Title: OSHA Citations and Violations Corrective Action Report



Media:


Instructions:

1. The report shall be prepared using Microsoft Office Word software.



4. Contents : Corrective action of OSHA Citations and Violations.

5. Due Date : Within 48 hours after receiving a citation.



Deliverable Title: Safety Certifications



Media:


Instructions:

1. Required File Format : The list shall be prepared using a form that the Contractor considers appropriate.



4. Contents : Copies of all required Safety Certification(s) of employee (s) / Company for work performed under this contract.

5. Due Date : Within 15 calendar days after award the contract and any update.

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Annex/Spec Item 2.10


Deliverable Title: EMS Training Certificate



Media:


Instructions:

1. Required File Format : Prepare using a form that the Contractor considers appropriate.



4. Contents : Copies of all required EMS Certifications listed in Sec C 0200000 Spec 2.10.

5. Due Date : Within 15 calendar days after award the contract and any update.

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Annex/Spec Item 2.10.2.2 and 2.10.2.3


Deliverable Title: Disposal Manifest



Media:


Instructions:

1. Required File Format : Paper manifest is required. The manifest shall be common usage in Japan. Furnished and filled out by the contract.

2. Cover Sheet : Not required.

3. Method and Dates of Submissions : Hard Copies ( Original Manifest and Copy) as indicated below.

In the case of the Generator is the Government / Non-Hazardous Waste ( Industrial Waste (IW)) Form A (A ) : Prior to any Industrial waste leaving the installation for disposal and/or recycled, the Contractor shall ask the Government designated person for signature on the form. Form A shall be kept by the Government designated person and the rest of Manifest ( Form B thru E) shall be kept by the Contractor.Form B2(B2 ) : After transport IW to the middle disposal facility, the Contractor shall submit original Form B2 to the Government within 10 days after completion of transportation.Form D (D ) : After dispose the waste at the middle disposal facility, the Contractor shall submit original Form D to the Government within 10 days after completion of middle disposal.Form E (E ) : After final dispose IW at the ultimate disposal facility, the Contractor shall submit original Form E to the Government within 10 days after completion of final disposal.

In the case of the Generator is the Contractor / Non-Hazardous Waste ( Industrial Waste (IW)) and Hazardous Waste ( Special controlled Hazardous Waste).

Submit a copy of Form E (E ) within 180 days.

4. Purpose : For the Government file


6. Other requirements : . - Original Manifest shall be kept in five (5) years.

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Deliverable Title: Hazardous Material Inventory Log



Media:


Instructions:

1. Required File Format : Use form in J-0200000-05 for Hazardous Material Inventory Log



4. Contents : Prior to bringing Hazardous material on Government property or prior to any other use in conjunction with this contract.

5. Due Date : Not less than 15 working days prior to planned use of Hazardous material, end of each calendar year, and at termination of the contract.

6. Other requirements : . - Submit with SDS Sec C 0200000 Spec item 2.5

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Deliverable Title: Asbestos Containing Material Notification



Media:

X Hard Copy X Electronic ___ Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office Word software. Submit electronic file via Email.



4. Contents : Include as the following, but not limited to - Locations (Building number and Room Number, Insulation, Flooring, and/or other Building

Materials)- Tailor of the situation where the Contractor encountered ACM

5. Due Date : Verbally notify to PAR within one hour and submit a notification within 24 hours.

6. Other requirements :- The Contractor shall stop work until PAR determines to start work.

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Deliverable Title: Sustainable Procurement and Practices Plan



Media:


Instructions:

1. Required File Format : Prepare using a report form that the Contractor considers appropriate.



4. Contents : Develop Installation Energy Management Program, Water Conservation Programs, and Energy Reduction Requirements to implement under this contract. Include the following, but not limited to.

Recycled Contents ProductsEnergy/Water efficiencyEnergy Efficient Tools and EquipmentAlternate Fuels and Alternate Fuel VehiclesBiobased ProductsNon-Ozone Depleting ProductsEnvironmental Preferred Products and ServicesLow/Non-Toxic and Hazardous Materials

5. Due Date : Within 15 calendar days after award the contract and within 15 calendar days new option exercise starts.

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Deliverable Title: Sustainable Delivery of Services Report



Media:


Instructions:




4. Contents : As determined by the Contractor to include all applicable regulatory information.

5. Due Date : Within five (5) calendar days after each contract period.



Deliverable Title: Recovered Material Certification



Media:


Instructions:




4. Contents : As determined by the Contractor to include all applicable regulatory information.

5. Due Date : Prior to use when a product containing recovered material is equal to or better than the original and could be used.

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Annex/Spec Item 2.12


Deliverable Title: Technical Library Contents



Media:

X Hard Copy or X Electronic___ Direct System Input

Instructions:

1. Cover Sheet:

Hard Copies : RequiredElectronic : Not Required


3. Contents: The Contractor shall be turned over the government facility drawings, operation & maintenance manuals, warranties, Government publications, record drawings and other appropriate material upon completion of work or terminate of the contract.

4. Due Date : Upon completion of work or termination of the contract.

Annex/Spec Item 2.14.1 ( See also 1502000, 1602000, 1604000, 1605000, and 1606000)


Deliverable Title: Notification to the Government for work above the Recurring Work Limitations



Media:


Instructions:

1. Required File Format : Prepare using a notification that the Contractor considers appropriate.


3. Submit Via Email


5. Due Date : When work is expected to exceed the recurring work limits , the Contractor shall notify PAR within two (2) hours of identification for further direction.

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Deliverable Title: Non-Recurring Work Proposal



Media:


Instructions:


2. Submit Via Email

3. Contents : Include as the following but not limited to,- Non-recurring work ELINs with appropriate inputs, such as quantity and/or price.- Any information including technical proposal as required under the Task Order requirements.- Detail of cost estimation for identifying proposed labor hours, material, and equipment costs, and

as determined by the Contractor to include all applicable regulatory information.

4. Due Date : As specified for each RFP.

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Followings are instruction for those listed in Annex 15 and Annex 16.


Report Title: License (copy) /[Training] Certificate (copy) (per each license and certificate)

Form Attachment No.:

Government Approval Required: X Yes

Media:X Hard Copy and X Electronic (in CD-R or DVD-R)

Preparation Instructions:

The Contractor’s format may be acceptable.

Following shall be provided if applicable;

- Quality manager(s) and on site supervisor(s) who work on electrical receiving and distribution systems and facilities shall have a certificate of “Denki Syunin Gijyutusya (Chief Electrical Engineer)” appropriate for the voltage.

- Personnel maintaining, repairing, inspecting, testing, operating, or rigging WHE shall be qualified per NAVFAC P-307.

- Personnel working with or on electrical or electronic equipment must be trained and certified per NAVFAC MO-200 or must be certified electrician (denki kohjishi) certified per local regulations.

- Personnel performing work in HAZMAT/HAZWASTE must complete the HAZMAT/HAZWASTE handling course or have a minimum of one year of experience working with HAZMAT/HAZWASTE.

- All maintenance trade personnel certifying or inspecting repair or maintenance work that does not require an inspector certified by a governing directive shall be qualified at the journeyman level.


Report Title: Catalog Data for New Material or Equipment


Government Approval Required: X Yes (Acceptance required.)

Media:X Hard Copy and X Electronic (in CD-R or DVD-R) (each RFP may direct media.)



Manufacturer’s original catalog data shall be submitted.

Exact material including but not limited to type, model, specification and capacity shall be specifically indicated on the catalog.

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Report Title: Outage of DDC System, Outage Schedule



Media:X Hard Copy and X Electronic (Email, and CD-R or DVD-R of the PM report)



Date, duration, alternate (substitutive) date, affected system and location, and other necessary information shall be provided.


Report Title: As-Built Drawing


Government Approval Required: X Yes (Acceptance required)

Media:X Hard Copy and X Electronic (CD-R or DVD-R)


If the original drawing was handed to the Contractor in Auto CAD, provide Auto CAD file. Scanning hand-written drawing is not acceptable.

When a drawing/sketch is provided as an Auto CAD file;

AutoCAD 2007 or older version shall be used to generate and update drawings, and any drawings that the Contractor submits. Only English font such as romans shall be used for file name, layers, and any text; Japanese font setting such as Mincho shall not be used. Desirable setting may be specified at kick-off meeting or other occasion after the contract award. Unless otherwise approved for acceptable reason; Data input by Japanese language mode will not be acceptable, and Data input only by English mode will be acceptable.


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Report Title: Updated System/Equipment Inventory List





The updated system/equipment inventory list shall be prepared using same software as original list made;

normally, Microsoft Office Word or Excel software is used to make original list. If Word is used, use track change command so any change is clearly visible.


Report Title: System/Equipment Breakdown Written Report



Media:X Hard Copy and X Electronic (Email, CD-R or DVD-R)


The report shall be prepared using Microsoft Office Word software.

The notification report shall identify subject equipment, system, location, contractor’s effort so far spent, and other information and shall clearly demonstrate how the Contractor has notified the affected commands of the breakdown.

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Report Title: Service Order Work Report



Media:X Hard Copy and X Electronic (Email, and CD-R or DVD-R)



The Contractor shall provide a report for work performed under each service order. Reports shall be submitted to the KO and to customer within one (1) working day regardless of whether the trouble is fixed or is not fixed and a proposal is to be submitted. A proposal if needed shall be submitted as soon as possible but the Contractor may be requested to submit within three (3) working days. The proposal shall indicate work scope related information, labor hours, material prices and three (3) sources and estimated completion time/date.

REMARKS: Any system/equipment outage or breakdown or deficiency shall be immediately reported orally to the KO, building manager/facility owner, and other command as directed by the KO. Written report of outage or breakdown shall be submitted to the KO and other commands directed within 24 hours of discovery of the outage or breakdown. Some systems require specific “system outage” sign. Refer to Spec Item 3 and references listed.

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Report Title: Monthly Summary of Service Orders





The report shall be prepared using Microsoft Office Word or Excel software.


Report Title: PM Program





The report shall be prepared using Microsoft Office Word or Excel software.



The Contractor shall prepare and submit the program per each system.

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Report Title: Notification to the Government for Work Above Recurring Work Limitation



Media:X Hard Copy and X Electronic (Email, CD-R or DVD-R)



The notification report shall identify subject equipment, system, location, cost projection, contractor’s effort so far spent, and other information and shall clearly demonstrate the work is above recurring work liability limitation.

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Report Title: Maintenance (PM) Report






Report for maintenance conducted shall be prepared by the Contractor per each system or equipment per facility.

In general, these data elements shall include: facility name & number; equipment type and location and other equipment information such as model number and serial number; dates of inspections, maintenance, and repairs performed and scheduled; tasks performed; all the data readings; description of repairs performed; costs of repair materials and repair labor broken out separately; manufacturer data and warranty information on parts/materials; and other information as requested by the Government for the CMMS data input.


The Contractor may be requested to revise the report format and procedure later at no additional cost to the Government so the maintenance data of equipment can be more effectively and efficiently input into MAXIMO by the Government.

The Contractor shall report and note results of inspections, adjustments, repairs or replacements made, repair or replacement to be done within Recurring Work liability limit, and any pertinent recommendations for major repair (beyond liability limit), replacement of components, and man-hour, with each equipment identification number. The attachment of drawings indicating equipment on which the Contractor performed maintenance for the occasion may be required.

The Contractor shall list up and summarize deficiencies, future concerns and recommendations noted in the maintenance reports.

The Contractor shall submit reports both in English and Japanese and per each system.


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Report Title: Deficiency Status Report






The Contractor shall list up and summarize deficiencies, future concerns and recommendations noted in the maintenance reports and shall submit a deficiency status report so the Government can easily and clearly be informed of deficiency and can make a future plan. Recommended action to be taken shall be clearly described in the report.

The Contractor shall prepare the report per each system.


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Report Title: Power Outage Request and Power Outage Schedule





Date, duration, alternate (substitutive) date, affected system and location, and other necessary information shall be provided per each system and occasion.


Report Title: SCADA System Outage Request and SCADA System Outage Schedule





Date, duration, alternate (substitutive) date, affected system and location, and other necessary information shall be provided per each system and occasion.

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Report Title: Updated Reference Drawings and Diagrams





If the original drawing was handed to the Contractor in Auto CAD, provide Auto CAD file. Scanning hand-written drawing is not acceptable.

When a drawing/sketch is provided as an Auto CAD file;

AutoCAD 2007 or older version shall be used to generate and update drawings, and any drawings that the Contractor submits. Only English font such as romans shall be used for file name, layers, and any text; Japanese font setting such as Mincho shall not be used. Desirable setting may be specified at kick-off meeting or other occasion after the contract award. Unless otherwise approved for acceptable reason; Data input by Japanese language mode will not be acceptable, and Data input only by English mode will be acceptable.


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END OF SECTION