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Section C – 0200000 Management and Administration 0200000 – Management and Administration
| 2 |
| Management and Administration |
| 2.1 |
| Definitions and Acronyms |
| 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 |
| 2.3.3.1 |
| Formal Partnering |
| 2.3.3.2 |
| Contract Partnering Administration |
| 2.3.3.3 |
| Contract Partnering Session Attendees |
| 2.3.4 |
| Permits and Licenses |
| 2.3.5.1 |
| Certificate of Insurance |
| 2.3.5.2 |
| Minimum Insurance Amounts |
| 2.3.6 |
| Protection of Government Property |
| 2.3.7 |
| Directives, Instructions, and References |
| 2.3.8 |
| Invoicing Procedures |
| 2.4 |
| Government-Furnished Items |
| 2.4.1 |
| Government-Furnished Property (GFP) |
| 2.4.2 |
| Government-Furnished Facilities |
| 2.4.3 |
| Government-Furnished Utilities |
| 2.5 |
| Contractor-Furnished Items |
| 2.5.1 |
| Contractor Provided Equipment |
| 2.6.1 |
| Safeguarding Information |
| 2.6.2 |
| Dissemination of Information |
| 2.6.7 |
| Service Interruptions |
| 2.6.8 |
| Computerized Maintenance Management System (CMMS) |
| 2.6.8.2 |
| NAVFAC Maximo Data |
| 2.6.8.3 |
| NAVFAC Maximo Method of Data Entry |
| 2.6.8.4 |
| NAVFAC Maximo Access |
| 2.6.8.5 |
| NAVFAC Maximo Training |
| 2.6.9 |
| Quality Management System (QMS) |
| 2.6.9.1 |
| Quality Management (QM) Plan |
| 2.6.9.2 |
| Quality Inspection and Surveillance |
| 2.6.9.3 |
| Quality Inspection and Surveillance Report |
| 2.6.10 |
| Property Management Plan |
| 2.6.10.1 |
| Defense Property Administration System (DPAS) Management |
| 2.6.11 |
| System and Equipment Replacement |
| 2.6.12 |
| Mobilization/ Phase-In and Demobilization/Phase-Out |
| 2.7 |
| Personnel Requirements |
| 2.7.1.1 |
| Project Manager (PM) |
| 2.7.1.3 |
| Site Safety and Health Officer (SSHO) |
| 2.7.1.4 |
| Environmental/Energy Manager |
| 2.7.1.5 |
| Professional Engineer |
| 2.7.2 |
| Employee Requirements |
| 2.7.2.1 |
| Employee Certification and Training |
| 2.7.2.2 |
| Employee Appearance |
| 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 |
| Service Contract Reporting (SCR) |
| 2.8 |
| Security Requirements |
| 2.8.4 |
| Access to Installation |
| 2.8.4.2 |
| DBIDS Credentials |
| 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 Controlled Unclassified Information |
| 2.8.9 |
| Access to Government Information Technology (IT), Operating Technology (OT), and Facility Related Control Systems (FRCS) |
| 2.8.10 |
| Access to OCONUS Navy Enterprise Network (ONE-NET) |
| 2.9 |
| Contractor Safety Program |
| 2.9.1 |
| Contractor Safety Requirements |
| 2.9.1.1 |
| Experience Modification Rate (EMR) |
| 2.9.1.2 |
| OSHA Days Away From Work, Restricted Duty, or Job Transfer (DART) Rate |
| 2.9.2 |
| Accident Prevention Plan (APP) |
| 2.9.3 |
| Activity Hazard Analysis (AHA) |
| 2.9.4 |
| Safety and Occupational Health (SOH) Risks and Compliance Plans |
| 2.9.4.1 |
| Alcohol and Drug Abuse Prevention Plan |
| 2.9.4.2 |
| Chemical Hazard Communication Program |
| 2.9.4.3 |
| Confined Space Program |
| 2.9.4.4 |
| Critical Lift Plan |
| 2.9.4.5 |
| Fall Prevention and Protection Plan |
| 2.9.4.6 |
| Control of Hazardous Energy (lockout/tagout) |
| 2.9.5.1 |
| Crane Inspections |
| 2.9.6 |
| Accident and Damage Reporting |
| 2.9.6.1 |
| Accident Reporting and Notification Criteria |
| 2.9.8 |
| Monthly On-Site Labor Report |
| 2.9.9 |
| OSHA Citations and Violations |
| 2.9.10 |
| Safety Inspections and Monitoring |
| 2.9.11 |
| Safety Certification |
| 2.9.12 |
| Safety Apparel on Jobsites |
| 2.9.13 |
| Emergency Medical Treatment |
| 2.9.15 |
| Munitions and Explosives of Concern (MEC) / Unexploded Ordinance (UXO) |
| 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 |
| 2.10.2 |
| Environmental Protection |
| 2.10.2.1 |
| Sampling, Testing and Laboratory Services |
| 2.10.2.2 |
| ODS Requirements for Refrigerant Recycling |
| 2.10.2.3 |
| Solid Waste Management and Recycling |
| 2.10.2.4 |
| Non-Regulated Waste Disposal |
| 2.10.2.5 |
| Regulated Waste Disposal |
| 2.10.2.7 |
| Spill Prevention, Containment, and Clean-up |
| 2.10.2.8 |
| Hazardous Material Management |
| 2.10.2.9 |
| Protection of Endangered and Threatened Species (Flora and Fauna) |
| 2.10.2.12 |
| 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 |
| 2.14 |
| Recurring Work Procedures |
| 2.14.1 |
| Recurring Work Preparation of Proposals |
| 2.14.2 |
| Notification to the Government for Work Above the Recurring Work Limitations |
| 2.14.3 |
| Recurring Work Exhibit Line Item Numbers (ELINs) |
| 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 Work Preparation of Proposals |
| 2.15.2.1.1 |
| Labor Requirements |
| 2.15.2.1.2 |
| Direct Material and Construction Equipment Requirements |
| 2.15.2.2 |
| Issuance of Final Task Order |
| 2.15.3 |
| Non-Recurring Work ELINS |
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. |
| 2.2.1 |
| Government Regular Working Hours |
| The Government's regular working hours are from 0730-1630 local Guam |
time, five 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. 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 must be authorized by the KO prior to commencement of work.
| 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, Juneteenth, 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 |
| Wage Determinations are included in J-0200000-02. |
| 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 shall attend administrative and coordination meetings. The Contractor shall provide sign-in sheets and prepare minutes of all meetings and submit per Section F for review and comments. Comments received within two working days shall be incorporated into the minutes and a copy of the final revision shall be submitted per Section F for concurrence. Meetings may include workload planning meetings, scheduling meetings, quality assurance reviews, safety reviews, performance reviews BOD acceptance etc. |
| 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. |
For MILCON projects identified in the PWS, the Contractor shall attend RedZone O&M training and pre- and final inspections prior to BOD at no additional cost to the Government.
| 2.3.3 |
| Partnering |
| The Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who may 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 sub-contractor 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. |
The goal of Partnering is to develop a cohesive team with common purpose, commitment and established communication processes.
| 2.3.3.1 |
| Formal Partnering |
| The initial session should be scheduled concurrent with the Pre-Performance Conference and held no later than 30 days after award. The initial Partnering Meeting will be at least one day in duration and held at a Government provided facility as designated by the KO. Follow-on sessions should be scheduled every three to six months and typically last a half day or less. The frequency, duration, and locations of follow-on sessions should be agreed to by both parties during the initial Partnering Meeting. The Contractor shall pay all costs associated with the partnering effort including facilitator, meeting room, and other incidental items. Before the partnering session, the Contractor shall coordinate with the facilitator the requirements for incidental items (audio-visual equipment, computer(s), two easels, flipchart paper, colored markers, note paper, pens/pencils, colored flash cards, etc.) and have these items available at the partnering session. The Contractor will provide copies of any documents used for the Partnering Meeting for distribution to all attendees. The facilitator must be acceptable to both the Contractor and the Government. The participants shall pay their own costs for meals, lodging, and transportation associated with partnering. |
| 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 Sub-contractor Reps
| 2.3.4 |
| Permits and Licenses |
| The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. 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 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: |
Comprehensive General Liability: $500,000 per occurrence
Automobile Liability: $200,000 per person, $500,000 per occurrence, $20,000 per occurrence for property damage
Workmen's Compensation: As required by Federal, state and US Territory worker's compensation and occupational disease statutes
Employer's Liability coverage: $100,000, except in states/US territories where worker's compensation may not be written by private carriers
Other as required by state/US territory 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 Contractor negligence under this contract to their original condition at no cost to the Government. |
| 2.3.7 |
| 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. |
| 2.3.8 |
| Invoicing Procedures |
| Refer to Section G for invoicing instructions. Refer to Invoice Form in J-0200000-04 for sample. |
Invoices shall be submitted in a format compatible with the most recent Government installed Microsoft Office Version (currently 2010). Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and ELIN/Sub-ELIN.
| 2.3.9 |
| 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 Items |
| Except for items identified below as Government-Furnished, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services described in this Performance Work Statement (PWS). |
Government-Furnished Items will be provided in "AS-IS" condition and their use is at the option of the Contractor. The total or partial breakdown or failure of Government-Furnished Items shall not relieve the Contractor of the responsibility to perform the requirements of this contract.
The Contractor shall provide periodic servicing, maintenance, and repair of the Government-Furnished Items accepted for use at no additional cost to the Government. Servicing, maintenance, and repair shall be provided in accordance with the manufacturer’s recommendations. The Contractor shall generate work orders in NAVFAC Maximo per Spec Item 2.6.8 for all servicing, maintenance, and repair activities performed on Government-Furnished Items.
At the completion of the contract, all Government-Furnished Items shall be returned to the Government in the same condition as received, except for normal wear and tear. Government-Furnished Items, which becomes worn out due to normal wear and tear, shall be returned to the Government and its replacement shall be the responsibility of the Contractor at no additional cost to the Government. The Contractor shall be responsible for the cost of any repairs or replacement caused by Contractor negligence or abuse.
The Government may inspect Government-Furnished Items at any time and without notice.
| 2.4.1 |
| Government-Furnished Property (GFP) |
| The Government will not furnish or make available to the Contractor any Government Property for use in connection with this contract. |
| 2.4.2 |
| Government-Furnished Facilities |
| Currently there are no Government furnished facilities included in the PWS. Due to construction of new facilities, Government furnished facilities may become available in the future. |
| 2.4.3 |
| Government-Furnished Utilities |
| The Government will make available reasonable amounts of electricity, water and wastewater (sewage), at existing outlets required for the work to be performed under the contract. The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site. Provide and maintain backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines. Meet all Federal, US territory, local, and installation codes and regulations for backflow prevention devices and electrical transformer provisions. Services required by the Contractor, for which there are no available Government outlets, shall be provided by the Contractor at no cost to the Government. |
| 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 Government and the Contractor shall work together to develop a list of critical spare parts that the Contractor shall keep in stock at all times. 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. |
The Contractor shall use non-proprietary parts and materials for maintenance and repair of equipment and systems except where mandated by the manufacture of the equipment/system. The Contractor shall provide a written statement to the KO from the manufacturer stating that only the stated proprietary parts and materials can be used for the repair or modification of the equipment/system.
The KO will identify systems and equipment where proprietary parts and materials are required by the Government to maintain the integrity of certain systems and equipment. Example systems and equipment include:
a. Johnson Controls METASYS Building Automation System Controls equipment. This equipment will be included in many of the new and planned facilities and will be used for building control systems connected to the Area Wide Energy Management Systems network.
b. King Fisher Radio Transmitters for transmitting fire alarm signals.
c. Knoxx Company fire alarm lock boxes for master key access.
d. Schneider Electric Power Logic controllers for electric utility revenue meters. FRCS for monitoring programable utility monitoring devices connected to Area Wide Energy Management Systems network.
e. Dormakaba Radio Frequency Identification Locking Systems for touchless door locking systems.
f. Vantage Corporation Elevator Controls for control of traction and hydraulic elevators.
g. Federal Signal Corporation, Mass Notification Remote Terminal Units.
h. Kaba-Mas Dial Combination Locks to meet security requirements.
| 2.5.1 |
| Contractor Provided Equipment |
Availability of facility related support equipment, such as rental generators, chillers, man-lifts etc. is limited on the island of Guam. The Government requires the Contractor to have the equipment listed below available at all times. This equipment will allow the Contractor to respond to the Government’s requirements in a timely manner. The Contractor shall maintain the equipment and ensure the equipment is in good working order at all times.
· 100 Ton capacity air-cooled chiller. (480 VAC)
· 500 KW, 480/277 VAC diesel driven generator complete with fuel tank.
· 100 Ton portable air conditioning unit. (480 VAC)
· Articulating boom lift. Lift height to 80-ft.
· Electric powered 24-ft working height scissor lift work platform.
| 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 |
| Safeguarding Information |
| The Contractor shall safeguard controlled unclassified information and information associated with Government property in accordance with the latest revision of CNSSI 1253, DoDI 8582.01, NIST SP 800-53, NIST SP 800-171, SECNAV Defense Industrial Base (DIB) Memo, and applicable contract clauses. At a minimum, this information shall be protected at the moderate confidentiality level as defined in NIST SP 800-171. |
Contractor information and data systems that contain information associated with Government property shall comply with DoD Risk Management Framework (RMF).
The Contractor shall develop Plans of Action and Milestones (POA&Ms) per NIST SP 800-171, track accomplishment, and submit to the Government per Section F.
If a cybersecurity incident is encountered or suspected related to any (Contractor or Government) Information Technology (IT) or Operating Technology (OT) systems, including Monitoring and Control Systems, the Contractor shall notify the Government per Section F.
| 2.6.2 |
| Dissemination of Information |
| DoD policy limits the dissemination of certain information. Instructions, Directives, and References not releasable to the public, e.g., Floor Plans, Maps, Post Orders, and Standard Operating Procedures, will be made available after contract award to the successful offeror with appropriate credentials and a need to know. |
| 2.6.3 |
| Work Reception |
| The Contractor shall provide the capability to receive, prioritize, correspond, and respond to trouble/service calls and task orders during Government regular working hours. The Contractor shall 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. |
| 2.6.4 |
| 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 Government. A status update of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0800 the following workday for inquiries after regular working hours. |
The Contractor shall provide work schedules for both Recurring and Non-Recurring Work per Section F. At a minimum, work schedules shall include:
· Description of service(s) to be accomplished.
· Location
· Date service(s) are scheduled to be accomplished.
The Contractor shall immediately notify the KO/COR whenever it becomes apparent that a scheduled task will not be completed as scheduled. The Contractor shall provide the reason the task was not completed per schedule and propose any temporary solutions for work completion that may be available. The Contractor shall provide an updated completion time.
| 2.6.5 |
| 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 provide written notification of any difficulty in scheduling work due to Government controls, per Section F. At a minimum, the notification shall include the following: |
· The date and time the work was initially coordinated.
· The name and phone number of the Government person with whom the work was initially coordinated.
· The name and phone number of the Government person who prevented the work from being performed as previously coordinated.
· The alternative date and time, the Government person requested the work be accomplished.
| 2.6.6 |
| Deliverables |
| Except where otherwise stated, deliverable requirements are specified in Sections C, F, H, I, J, and within the Directives, Instructions, and References. The Contractor shall submit accurate and complete documents within the specified timeframes. The Contractor shall revise/modify deliverables, as directed by the KO, at no additional cost to the Government. The Contractor will provide the current status per Section F of any deliverable that is not delivered at the prescribed time. |
Except where otherwise specified, all deliverables shall be submitted electronically in a Microsoft Office Version 2010 compatible format. Deliverables shall include the company name, contract number, contract title, date, and shall be unprotected and capable of being sorted by CLIN, work order number, asset number, section, annex/sub-annex, spec item and ELIN/Sub-ELIN or clause. All formulas shall be traceable.
Government acceptance of deliverables shall 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 Contractor shall establish and maintain a secure website for posting an electronic copy of all deliverables listed in Section F. The Contractor shall allow only authorized Government and Contractor personnel to access the website. Government personnel access shall be limited to viewing and downloading of deliverables, but restricted from posting to the website. The Contractor shall notify the Government by email whenever there are new or updated deliverables posted to the website. Each deliverable posting on the website and each email notification shall include the title of the deliverable, the spec item requiring the deliverable, and the date and time the deliverable was posted. All deliverables shall be available to authorized Government personnel 24 hours/day and 365 days/year for the duration of the contract.
| 2.6.7 |
| Service Interruptions |
| If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, COR, affected tenants, and customers in accordance with local procedures. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, COR, affected tenants, and customers as soon as practicable and provide the status of repairs, as directed by the KO, until normal operation is restored. |
Scheduled utility outages and interruptions to equipment, system(s) operation, or other services shall be scheduled after normal working hours. For scheduled utility outages the Contractor shall notify the base utility operations center and follow all utility outage requirements.
The Contractor shall shutdown, restart, and perform operational checks on all equipment affected by both scheduled and unscheduled utility outages and service interruptions, at no additional cost to the Government.
Maintenance Management Systems (CMMS)
| 2.6.8.1 |
| NAVFAC Maximo |
| NAVFAC Maximo is the Computerized Maintenance Management System (CMMS) used by the Government for work order history, asset management, and condition assessment. The Contractor shall provide all required data for NAVFAC MAXIMO as identified below: |
Informational Note:
Not all supported commands’ assets are included in NAVFAC Maximo. Not all of the modules available within the Maximo application are utilized by NAVFAC and the modules utilized may not be fully implemented. NAVFAC Maximo does not include a detailed inventory of all assets, components, and equipment that the Contractor is required to service under this contract and may include inaccuracies, omissions, and redundancies.
| 2.6.8.2 |
| NAVFAC Maximo Data |
Required data fields for work orders are indicated in the Service Provider Information provided in J-0200000-06. Asset inventory data requirements are indicated in the Asset Information provided in J-0200000-07, including additional data for Utilities assets listed in Specification Information in J-0200000-08. Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information provided in J-0200000-09.
Specified data shall be provided for all work performed under 1501000 Facility Management, and 1502000 Facility Investment. Further instructional information detailing the process for submitting the specified information for Plans of Action and Milestones (POA&Ms)
The Service Provider, Asset, Specification, and Characteristic Meter Reading Interfaces are used in multiple processes for loading data into NAVFAC Maximo by the Government and the format may be updated periodically.
As part of the update the Contractor may be asked to modify the file to add/move columns in their submission. The Contractor shall provide up to 10 extra data elements or columns with as many as 150 characters per element for the Government to define during contract performance at no additional cost to the Government. The Government will provide the Contractor 60 calendar days’ notice of modifications to the Service Provider, Asset, Specification, or Characteristic Meter Reading Interfaces file format.
| 2.6.8.3 |
| NAVFAC Maximo Method of Data Entry |
| The Contractor shall provide data for NAVFAC Maximo using the methods detailed below: |
DIRECT ENTRY: The Contractor shall manually enter required work order and condition assessment data directly into NAVFAC Maximo. The Contractor shall ensure all information is updated by the end of each workday for all work performed.
If the Contractor does not have access to NAVFAC Maximo at contract start, work order and condition assessment data shall be submitted in a pipe delimited flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-10. Any failures in processing of the flat-file shall be corrected and resubmitted by the Contractor. In order to demonstrate the ability to properly format the flat-file, the Contractor shall provide a Sample Pipe Delimited Flat-file prior to contract performance per Section F. Flat file submission of work order and condition assessment data will be allowed for a period not to exceed six months unless an extension is authorized in writing by the KO.
FLAT FILE: The Contractor shall electronically record and report compiled service performance data for exportation of asset and specification data to NAVFAC Maximo per Section F. The Contractor shall submit asset and specification data in a spreadsheet flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-10.
| 2.6.8.4 |
| NAVFAC Maximo Access |
| The process for obtaining access and establishing NAVFAC Maximo accounts are detailed in the NAVFAC Maximo System Access Procedures provided in J-0200000-11. |
Once accounts have been established, NAVFAC Maximo can be accessed at https://maximo.navfac.navy.mil.
The Contractor shall provide all necessary computer equipment and Internet Service Provider (ISP) accounts to access NAVFAC Maximo for Direct Entry of required data.
The Contractor shall submit a list of personnel requiring NAVFAC Maximo accounts per Section F.
| 2.6.8.5 |
| NAVFAC Maximo Training |
| The Government will provide or make available initial training on NAVFAC Maximo to Contractor personnel responsible for direct entry of work order, asset, specification, and condition assessment data. Additional training will be provided by the Government when there are significant changes to the NAVFAC Maximo software or data entry requirements. Training due to changeover of personnel will be the responsibility for the Contractor. The Contractor will be provided a general user guide, local instructions, and other materials by the Government as reference material for the use of NAVFAC Maximo. |
| 2.6.9 |
| 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.
| 2.6.9.1 |
| 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, the Contractor shall submit the revised QM Plan for acceptance, per Section F. |
The Contractor’s QM Plan shall include, at a minimum, the following:
· Policy and objectives of Quality Management System (QMS)
· Quality organization
· List of personnel
· Responsibilities & lines of authority
· 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 to include all contractual requirements.
· Scheduling and performance of inspection and surveillance
· Measurement, data collection and analysis
· Corrective action, preventive action, and continuous improvement
· Oversight of subcontracted work
· Documentation and records management
· Communication with government (customers)
| 2.6.9.2 |
| 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 submitted to the KO after completion/termination of the contract per Section F. |
| 2.6.9.3 |
| 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 narrative of events, a tabulated summary and results of the quality inspection and surveillance events performed, inspection-driven corrective actions taken and the results attained, and management process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance. |
| 2.6.10 |
| Property Management Plan |
| The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 2.4, Government-Furnished Items, of this Annex. This plan shall identify the Contractor’s policies, procedures, and practices in receiving and performing physical inventories, key control, 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. |
| 2.6.10.1 |
| Defense Property Administration System (DPAS) Management |
| The Contractor shall maintain the Government’s Property inventory for any Government issued property in accordance with applicable instructions, regulations, and directives. |
The Contractor shall perform services such as:
· Conducting and reconciling a baseline inventory survey of Government property to include verification of condition and location of equipment, material and property. Item Unique Identification (IUID) shall be used to conduct the survey.
· Conducting an annual physical inventory of all Government property per Contractor-submitted, Government-approved schedule and submitting the inventory results per Section F.
· Tagging items in accordance with DPAS requirements and updating the IUID Registry at https:www.bpn.gov/iuid for purchases and changes in status, mark, custody, or disposition of items in accordance with DFARS Clause 252.211.7007.
· Providing documentation of property items to the Government, reporting lost, damaged, or destroyed property, processing, filling out, and tracking DD Form 200s, and processing paperwork for receipt and transfer of Government property.
· Maintaining all Property Custodian appointment letters and assisting Government with actual physical movement of property to DLA Disposition Services when required.
| 2.6.11 |
| 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. |
The Contractor shall coordinate the replacement of DDC and BMS equipment with key Government personnel such as CIO4, IEM and FEOC staff.
Phase-In and Demobilization/ Phase-Out The Contractor shall submit Mobilization and Demobilization Plans to the KO for review and acceptance per Section F. The Contractor shall phase-in, in accordance with the Government-accepted Mobilization Plan and in partnership with the outgoing Contractor so as to minimize disruption to the mission of BOS clients. The new Contractor will be allowed access to Government facilities to familiarize key personnel and top functional managers with property, existing operations, and procedures. However, to preclude interference with the work efforts of the incumbent Contractor, arrangements for access to Government facilities shall be made with the KO.
The Contractor shall phase out in accordance with the Government-accepted Demobilization Plan and in partnership with the incoming Contractor so as to minimize disruption to the mission of BOS clients. The plan shall include the Contractor’s plan to familiarize the incoming Contractor’s key personnel and top functional managers with existing operations, property, and procedures, completing a Reconciliation Survey, and the Contractor’s strategy for transferring work-in-progress to the new Contractor.
The Government reserves the right to conduct site visits in all Contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent Contractor shall cooperate to permit an orderly changeover to the successor Contractor. A recruitment notice may be placed by the successor Contractor in each facility during the Phase-In period of the follow-on contract.
There shall be no full performance from the Contractor during the mobilization and demobilization periods.
| 2.7 |
| Personnel Requirements |
The Contractor shall comply with the personnel requirements stated below:
| 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 or COR necessary to validate their qualifications. |
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. The Contractor shall provide complete resumes for proposed substitutes and any additional information requested by the KO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The KO will notify the Contractor within 15 calendar days after receipt of all required information of the consent on substitutions. No change in fixed unit prices may occur as a result of key personnel substitutions. Key positions shall not be vacant for more than 30 calendar days
| 2.7.1.1 |
| Project Manager (PM) |
| The Contractor shall provide a PM and designated alternate, as applicable, who shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be on-site during the Government's regular working hours and shall be available on-site within one hour after the Government's regular working hours. |
The PM shall have at least five 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 who shall be on-site at all times when the Contractor is performing work during the Government's regular working hours and shall be available on-site within two hours after the Government’s regular working hours. The Quality Manager or designated alternate shall report directly to a senior corporate official and shall not report directly to the Project Manager. |
The Quality Manager or designated alternate shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract:
The Quality Manager or designated alternate shall have a current CMQ/OE certification and at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager or designated alternate shall not 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 years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three years’ experience if he possesses a 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 24 hours of formal safety and health related coursework every four years. The SSHO may not be the same person as the project manager.
| 2.7.1.4 |
| Environmental/ Energy Manager |
| The Contractor shall provide an Environmental/Energy Manager whose primary duty and responsibility is to ensure Contractor operations adhere to the goals and policies of the Environmental Management System, the Installation Energy Plan, and other specified Sustainability requirements affecting this contract. The Environmental/Energy Manager working with Camp Blaz Environmental and Energy Managers shall develop, implement and monitor environmental strategies, policies and programs that promote sustainable development and examine the contract activities to establish where improvements can be made and ensure compliance with environmental legislation and energy policy. |
The Environmental/Energy Manager shall be a Certified Energy Manager (CEM) and have a Bachelor's Degree in a related discipline or a minimum four years’ experience with environmental procedures including environmental audits of operating facilities and processes similar to those of this contract; familiarity with Environmental Management Systems (EMSs); and knowledge of environmental regulations and federal energy laws and policy (including energy and water reduction requirements and renewable energy requirements) that are applicable to operations similar to those of this contract.
| 2.7.1.5 |
| Professional Engineer |
The Contractor shall provide a licensed professional mechanical engineer that specializes in maintaining facility related mechanical and electrical systems. Typical duties will include performing oversite of new and existing facility related mechanical systems such as HVAC systems including, chillers, hot water systems, DDC and facility operating systems, site assessments and examinations, excavations, studying the purpose and goals of a project, developing plans and guidelines, monitoring the progress of operations, ensure compliance with applicable regulatory requirements and resolving issues and concerns promptly and efficiently. The engineer will be responsible for overseeing the technical requirements in this contract including the facility engineering services requirements in Annex 1501000 and 1502000. The engineer shall be a registered professional engineer licensed by a U.S. state or Territory.
| 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. |
| 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 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 both verbal communication and electronic or 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 Legal Residency and proof of US citizenship is submitted per Section F. Exceptions are listed in DFARS 252.222-7005, Prohibition on use of Nonimmigrant Aliens-Guam. |
| 2.7.3 |
| Service Contract Reporting (SCR) |
The Contractor shall report total dollar amount invoiced and all contractor labor hours (including subcontractor labor hours) required for…
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