Inspection and Maintenance of Electric Gate Systems at Yokota Air Base, Japan

1 PERFORMANCE WORK STATEMENT FOR INSPECTION AND MAINTENANCE OF ELECTRIC GATE SYSTEMS AT YOKOTA AIR BASE, JAPAN Yokota AB, Japan 24 Jul 2026 -- 1 of 21 -- 2 1. DESCRIPTION OF SERVICES/GENERAL INFORMATION: The Contractor shall provide all management, tools, supplies, equipment and labor necessary to provide the service for Inspection and Maintenance of Electric Gate Systems at Yokota Air Base, Japan, in a manner that will ensure continuous and safe operation in accordance with Performance Work Statement (PWS), commercial practice and manufacturer’s recommendations. 1.1. Preventive Maintenance: Preventive Maintenance is defined as corrective work required to prevent further deterioration and/or restoration of equipment to operational condition. The Contractor, thereafter, shall perform monthly preventive maintenance in accordance with Appendix C, Monthly Inspection and Maintenance Checklist. The quantities and types of gates and locations, to include manufacturer information, are set forth in Appendix A and B. This Appendix is subject to change throughout the life of the contract. A supplemental agreement incorporating any changes to be made under this contract will be issued in the form of contract modification to effect revisions. In the event that the work cannot be performed due to the other party’s circumstances, the schedules shall be rescheduled, and the maintenance shall be performed. 1.2. Service Repair Calls: In the event of malfunctions requiring immediate Contractor response, the Contractor is required to respond within three (3) hours after notification per paragraph 1.7.1 of the PWS. The Contractor shall perform work within the time agreed upon between the Contractor’s Service Engineer and the Government Representative (GR). Service calls can be placed 24 hours a day, 7 days a week including U.S. and Japanese holidays, throughout the contract. The Contractor shall perform work immediately or within the time as agreed upon by the Contractor and the GR. Upon completion, the Contractor shall prepare and submit a written English and Japanese report to the GR within two (2) business days after the service repair call. The report shall include the date and time of the service call, the location of the gate, the repairs performed with relevant pictures, and the name of the engineer/technician performing the repairs. Price of “engineering expense per trip per call/service” for such service calls is established under the Price Schedule. Services payable under “engineering expense per trip per call/service” are limited to immediate repairs that can be accomplished at the time of the response. Any repair that cannot be accomplished at the time of the response shall be covered under para 1.3, Level II work. If there is a service call of same gate within twelve (12) hours, it should be covered by previous service call. 1.3. Level II Work: Level II work is defined as any repair, replacement, and new installation with warranty beyond the scope of inspection/maintenance stated in paragraphs 1.1 - 1.2 and work due to unexpected causes such as natural disasters or intentional damage. Level II work must be negotiated between the contractor and the Contracting Officer (CO) and incorporated into the contract by a modification. The Government is under no obligation to give the contractor first rights to Level II work. It may be accomplished by other sources (Including other contracts) designated by the CO/GR. All Level II work shall be inspected and accepted by the GR. Upon the completion of the work, the Contractor shall submit the report within seven (7) calendar days to the GR. Any repair/replacement work exceeding the limitation of 50 man-hours is Level II Work. The Contractor shall notify the GR if it occurs. The Contractor shall provide information and instruction on the work scope to GR. When the Government determines to execute repair or replacement via third-party, the Contractor shall provide them with the work scope and historical data to maintain continuity. 1.4. Reimbursable Parts: The repair and replacement parts for all security gates are required to sustain continued operation of the security gate system in support of paras 1.1 through 1.2. 1.4.1. All defective parts for maintenance and repair services on the security gate system and related equipment shall be procured by the Contractor and paid by the Government at the net purchase cost on a monthly basis. For any materials, parts, or supply items which must be procured, the Contractor must obtain GR's approval before purchasing any item exceeding $3,000, but no prior approval is needed for items under $3,000. Any discounts and rebates obtained by the Contractor shall be credited to the Government. All contractor-furnished materials required for work shall conform to manufacturer standards. The Contractor shall complete required items, in accordance with urgency, obtain the best value for the Government. Labor hours to repair and replace parts shall be included in Preventive Maintenance Service and Service Repair Calls as specified in para 1.1 through 1.2. 1.4.2. The Contractor’s invoice shall include a listing of all the items by item description, quantity, unit (installation location), and total purchase cost. The Contractor shall maintain the original copy of sales slip or other documentation in full support of his monthly invoices, when submitted. 1.5. GENERAL INFORMATION -- 2 of 21 -- 3 1.5.1. Quality Control Plan: The Contractor shall develop and maintain a quality control program to ensure all services received are in accordance with manufacturer recommendations. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the Contractor shall develop quality control procedures addressing the areas identified in para 2, Service Summary. 1.5.2. Work Schedule: The Contractor shall provide an annual schedule no later than (NLT) five (5) calendar d…