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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 |
| Informal Partnering |
| 2.3.3.2 |
| Contract Partnering Administration |
| 2.3.3.3 |
| Contract Partnering Session Attendees |
| 2.3.4 |
| Permits and Licenses |
| 2.3.5.1 |
| 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 Vehicles and Equipment |
| 2.4.4 |
| Government-Furnished Utilities |
| 2.5 |
| Contractor-Furnished Items |
| 2.6.1 |
| Safeguarding Information |
| 2.6.2 |
| Dissemination of Information |
| 2.6.7 |
| Service Interruptions |
| 2.6.8.1 |
| NAVFAC Maximo Data |
| 2.6.8.2 |
| NAVFAC Maximo Method of Data Entry |
| 2.6.8.3 |
| NAVFAC Maximo Access |
| 2.6.8.4 |
| 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 |
| 2.6.11 |
| System and Equipment Replacement |
| 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 |
| 2.7.2 |
| 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 Navy Marine Corps Intranet (NMCI) |
| 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 |
| Pathogen Exposure |
| 2.9.4.7 |
| 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 |
| 2.10 |
| 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 |
| ODS Requirements for Refrigerant Recycling |
| 2.10.2.2 |
| Non-Regulated Waste Disposal |
| 2.10.2.3 |
| Regulated 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) |
| 2.10.2.9 |
| Asbestos Containing Material (ACM) |
| 2.10.2.10 |
| Clean Air Act (CAA) |
| 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 0700-1600, 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. Work in certain annexes or sub-annexes require Contractor continuous operations, 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 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 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 |
| 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. Historically, there have been Monthly and Quarterly meetings held each year. |
| 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. |
| 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. NAVFAC P-204 Facility Support Contracts Partnering Guide contains the framework necessary for consistent implementation of partnering for Facility Support Contracts (FSCs). |
| 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 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 using electronic media (a video and accompanying forms) provided by 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 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 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 and state worker's compensation and occupational disease statutes
Employer's Liability coverage: $100,000, except in states where worker's compensation may not be written by private carriers
Other as required by state 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 2016). 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 reasonable 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) |
There will be no Government-Furnished Property.
| 2.4.2 |
| Government-Furnished Facilities |
| There will be no Government-Furnished Facilities. |
| 2.4.3 |
| Government-Furnished Vehicles and Equipment |
| There will be no Government-Furnished Vehicles and Equipment. |
| 2.4.4 |
| Government-Furnished Utilities |
| The Government will make available water and electricity 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, State, 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 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 |
| 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 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. |
| 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
| 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. |
Except where otherwise specified, all deliverables shall be submitted electronically in a Microsoft Office Version 2016 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.
| 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 hours of operation.
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.
The Contractor shall submit a report of cause, corrective action taken/to be taken, timeframe in which correction will occur, and future preventive measures to the KO within 24 hours of occurrence. In cases that complete Information is unavailable, the Contractor shall provide the initial report within the timeframe indicated above and provide complete follow-up information as soon as practical based on the criticality of the systems or structures impacted.
| 2.6.8 |
| NAVFAC Maximo |
| Work order, asset, specification, and condition assessment data created by the Contractor is recorded in NAVFAC Maximo for all work performed in 1501000 Facility Management, 1502000 Facility Investment, Annex 16 Utilities sub-annexes and Annex 1700000 BSVE. This spec item should be included in all FSC/BOS contracts above the SAP threshold at Navy PWDs per BMS B-24.8 Facility Support Contractor Data in NAVFAC MAXIMO. Consult with your local PWD FMD, UEM Director and BSVE Director or FEC FM&S PLC, UEM PLC, and BSVE PLC for further guidance. |
The information and format for data submission provided in Section J supports long-term asset management and facilitates transfer to NAVFAC Maximo. These requirements and data format are managed by the FM&S Product Line at the NAVFAC HQ level.
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.
| 2.6.8.1 |
| 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-0200000-06, including additional data for Utilities assets listed in Specification Information in J-0200000-06. Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information provided in J-0200000-06. |
Specified data shall be provided for all work performed in 1501000 Facility Management, 1502000 Facility Investment, and 1700000 BSVE. Further instructional information detailing the process for submitting the specified information for NAVFAC Maximo Data Reporting is provided in J-0200000-06.
The Service Provider, Asset, Specification, and Characteristic Meter Reading Interfaces are used in multiple processes for loading data into 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.
| 2.6.8.2 |
| 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.
All Contractors who obtain authorized access will be granted entry only within the applicable NAVFAC MAXIMO screens necessary to enter work order, asset, specification, and condition assessment data. Contractors are only authorized to view, edit, report or otherwise access data related to their work. Any unauthorized attempt to do otherwise may be grounds for removal of access privileges. Contractors will be assigned a specific work center code for their work and shall utilize this code for all such data entry and retrieval.
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-0200000-06 per Section F. 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. The Contractor shall submit asset and specification data in a spreadsheet flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-06 per Section F.
OR
FLAT FILE: The Contractor shall electronically record, and report compiled service performance data for exportation of work order, asset, specification, and condition assessment data to NAVFAC Maximo.
The Contractor shall submit work order and condition assessment data in a pipe delimited flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-06 per Section F. Any failures in processing of the pipe delimited flat-file shall be corrected and resubmitted by the Contractor. In order to demonstrate the ability to properly format the pipe delimited flat-file, the Contractor shall provide a Sample Pipe Delimited Flat-file prior to contract performance 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-0200000-06 per Section F.
| 2.6.8.3 |
| 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-0200000-06. |
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.
A maximum of five NAVFAC Maximo accounts will be approved for the Contractor. Changes of personnel requiring NAVFAC Maximo accounts more than once per year may result in required compensation to the Government for the administrative costs in processing account requests.>>
The Contractor shall submit a list of personnel requiring NAVFAC Maximo accounts per Section F.
| 2.6.8.4 |
| 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 COR 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. |
| 2.6.11 |
| 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. |
| 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.
| 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. |
There is no requirement to have an on-site Project Manager at each PWD during working hours however, the Project Manager shall respond to any PWD in this contract within 2 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 Contractor shall provide a Level 2 SSHO who is responsible for preparing and enforcing the Contractor’s safety program on this contract. The Level 2 SSHO shall ensure the requirements of EM 385-1-1 and 29 CFR 1926.16 are met for the project. The Level 2 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 Level 2 SSHO shall have fulfilled the pre-requisite qualification, training, continuous learning, and experiences described in the EM 385-1-1 before being hired as the Level 2 SSHO under this contract. The Level 2 SSHO may be the same person as the project manager but shall have fulfilled the pre-requisite qualification and experience. |
| 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 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 have a minimum of two years’ experience with environmental procedures 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.
| 2.7.2 |
| 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 is submitted per Section F. |
| 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 performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://www.sam.gov.
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://www.sam.gov.
| 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. |
The Contractor shall ensure that Contractor personnel do not present a risk to security. By entering the installation, Contractor personnel are subject to installation, state, local and federal regulations and laws, including but not limited to debarment and criminal prosecution.
| 2.8.1 |
| Employee Listing |
| The Contractor shall maintain a current Employee List and submit per Section F. The list shall include employee’s name, supervisor, company, any license or certification, and level of security clearance. |
| 2.8.2 |
| Vehicles |
| The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate that complies with State Vehicle Code. Vehicles shall meet all other requirement of the State Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration, if applicable. |
| 2.8.3 |
| Passes and Badges |
| All Contractor employees shall obtain the required employee and vehicle passes. The Contractor employees must be able to obtain Common Access Cards (CAC) in accordance with security requirements. Each employee shall wear the Government issued badge over the front of the outer clothing. When an employee leaves the Contractor's service, the employee's Passes and Badges shall be confiscated by the Contractor immediately and returned within 10 calendar days. |
| 2.8.4 |
| Access to Installation |
| All Contractor personnel shall obtain access to the installation through enrollment and registration into the Defense Biometric Identification System (DBIDS). |
The Contractor shall provide the KO with the name of their designated Service Contractor Administrator (SCA) for enrollment in DBIDS. Once enrolled, the Contractor must provide the DBIDS Registrar with an approved employee list and then direct their employees to register into DBIDS.>>
| 2.8.4.1 |
| DBIDS Program |
| DBIDS is an enterprise identity management and perimeter installation access control solution in which Contractor personnel who enroll, and are approved, are subsequently granted access to the installation for a period up to three years, or the length of the contract, whichever is less, and are not required to obtain a new pass from the Base Pass and Identification Office for each visit. There are no fees associated with obtaining a DBIDS credential. |
The Government performs background screening and credentialing. Throughout the year, the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges. DBIDS access privileges will be immediately suspended or revoked if at any time a contractor employee becomes ineligible.
| 2.8.4.2 |
| DBIDS Credentials |
| Contractor employees shall furnish a completed copy of the SECNAV 5512/1 form to obtain the required background check and visit the local Navy Installation Visitor Control Center to obtain a DBIDS credential once approved. The SECNAV 5512/1 form and additional information about DBIDS can be found at: https://www.cnic.navy.mil/om/dbids.html. |
The Contractor may initiate the adjudication process when a background screen failure results in disqualification from participation in DBIDS and the Contractor employees do not agree with the reason for disqualification. The Contractor may also apply for a waiver when a background screening failure results in disqualification from participation in DBIDS. The Commanding Officer will be the final waiver determination authority.
The Contractor shall immediately collect employee DBIDS credentials and notify the KO in writing:
(1) That an employee has departed the company without having properly returned or surrendered their DBIDS credentials.
(2) That there is a reasonable basis to conclude that an employee, or former employee, might pose a risk, compromise, or threat to the safety or security of the installation or anyone therein.
| 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 restricted areas shall have the appropriate screening and shall 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 workday 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. 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 a Government escort to 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 up to 15 minutes. The Contractor shall notify the Government Performance Assessment Representative (PAR) and appropriate point of contract if an escort is not available after 15 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, at no additional cost to the Government. 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 Controlled Unclassified Information |
| The Contractor personnel whose work involves access to controlled unclassified information shall undergo a Tier 3 Investigation to verify their trustworthiness. If the Contractor personnel currently have a favorably adjudicated Tier 3 Investigation the Contractor shall notify the Government Command Security Manager who will validate this in the Defense Information System for Security (DISS). |
The Contractor shall request from the Government for access to the E-QIP Direct program for the Contractor employees to complete the SF-86 form online for a Tier 3 Investigation. The Security Manager will determine suitability.
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