05 - Appendix 02 - Acronyms and Definitions.pdf

Appendix 2

Acronyms & Definitions

For the resultant contract, the acronyms listed below shall apply.

DeCA Acronyms Abbreviation Meaning

A/C Air Conditioner ACM Asbestos Containing Material ACT Accounting Control Transaction ANSI American National Standard Institute AOD Acquisition Operations Division APM Alternate Program Manager AQL Acceptable Quality Level AQMD Air Quality Management Distribution ASME American Society of Mechanical Engineers BUR Built-up Roof CAC Common Access Card CAR Corrective Action Report CDR Contract Discrepancy Report CEIP Commissary Equipment in Place CEL Commissary Equipment List CERCLA Comprehensive Environmental Response, Compensation, and

Liability Act CFC Chlorofluorocarbon CFR Code of Federal Regulation CLIN Contract Line-Item Number CMMS Computerized Maintenance Management System

CO or KO Contracting Officer CONUS Continental United States COR Contracting Officer Representative COTR Contracting Officer Technical Representative CPARS Contract Performance Assessment Reporting System CPM Contractor Project Manager CPVC Chlorinated Poly Vinyl Chloride CSD Control and Safety Device DBIDS Defense Biometric Identification System

DeCA Defense Commissary Agency DoD Department of Defense EM Emergency Maintenance EMIS Electronic Management Information System FAS Federal Acquisition Services FE Field Engineer FFP Firm Fixed Price FIFRA Federal Insecticide, Fungicide, and Rodenticide Act GAO General Accounting Office GSA General Services Administration HAZMAT Hazardous Material HCFC Hydrochlorofluorocarbon HSPD Homeland Security Presidential Directive HVAC Heating, Ventilation and Air Conditioning HW Hazardous Waste IAW In Accordance With IBC International Building Code ICBP Interconnecting Concrete Block Pavement IDIQ Indefinite Delivery, Indefinite Quantity IG Inspector General IP Internet Protocol address ITSS IT-Solutions Shop ITM Inspection Testing Maintenance IWCA International Window Cleaning Association LOTO Lock Out Tag Out MCC Maintenance Call Center MFT Multi-Functional Team MOE Miscellaneous Operational Equipment M&S Maintenance and Service M&V Measurement and Verification NETA International Electrical Testing Association NFPA National Fire Protection Association NICET National Certification in Engineering Technologies NTP Notice to Proceed OCC Object Class Codes OCONUS Outside Continental United States OEM Original Equipment Manufacturer O&M Operation and Maintenance

OSHA Occupational Safety and Health Administration PA Public Address System PBS Public Building Services PCB Polychlorinated Biphenyl PCS Permanent Change of Station PED Personal Electronic Devices PEX Polyethylene PIV Post Indicator Valve PM Preventive Maintenance PM Project Manager PMR Program Management Review POC Point of Contact PRS Performance Requirement Summary PWS Performance Work Statement PT Performance Threshold PVC Poly Vinyl Chloride QA Quality Assurance QAE Quality Assurance Evaluator QAPC Quality Assurance Program Coordinator QC Quality Control QCM Quality Control Manager QCP Quality Control Plan RAC Risk Assessment Code RCRA Resource Conservation and Recovery Act RDM Resource Data Management RFQ Request for Quote RFP Request for Proposal RMCS Remote Monitoring Control System RPP Restricted Protocol Procedures

SARA State Authorization Reciprocity Agreement SCA Service Contract Act SO Service Order TCP Transmission Control Protocol TCSA Toxic Substances Control Act TI Technical Instruction UFC Unified Facilities Criteria UL Underwriter Laboratory

UM Unscheduled Maintenance UPC Uniform Plumbing Code VTE Vertical Transportation Equipment WO Work Order ZSM Zone Service Manager

As used throughout this contract, the following terms shall have the meaning set forth below.

DeCA Terms and Definitions Acceptable Level of Control

The amount of evidence and visible activity allowed after the treatment of various common pests listed.

Acceptable Quality Level Maximum percent defective that can be considered as a satisfactory performance average. Government shall accept the great majority of lots provided percent defective (or defects per 100 units) in these lots be no greater than designated value of AQL. However, the Contractor shall not intentionally perform in a defective manner and shall reperform any service found to be defective whenever possible. Decisions as to this possibility shall be made by the CO.

Accountability Accountability is the obligation to keep accurate and complete records of property, documents, or funds.

Important data elements may include identification data, gains, losses, due-ins, due-outs, and balances on hand or in use.

Appliance Means any device which contains and uses any refrigerant and which is used for household or commercial purposes, including any air conditioner, refrigerator, chiller, or freezer.

Asbestos Hazard Abatement

Activity is defined as any activity involving the removal, renovation, enclosure, repair or encapsulation of any asbestos containing materials in any amount in accordance with AHERA.

As Directed, As Required, As Permitted, Approved, Acceptance

Where these words or words of similar import are used, it shall be understood that the direction, requirements, permission, approval, or acceptance of the COs intended unless stated otherwise.

Attribute The property a unit has of being either bad or good. That is, the quality characteristic of a unit is either within the specified requirement or it is not.

Bench Stock High usage repair parts, such as bolts, washers, and nuts, stored in the shop or work area for easy access.

Bi-weekly One time every two weeks.

Breakdown The stoppage or collapse of equipment, including installed equipment, or a component thereof, that requires immediate corrective action to restore it to an operating condition.

Buildings Means a facility with occupiable space, usually with flooring, covered by a roof, enclosed by walls, and sited on a tract of land. Maintenance, storage, grocery retail sales, production, and administration are examples of buildings.

Catalog A uniform system of item identification and nomenclature to describe, classify, and number each item included in the system so that an item of supply is identified by a single stock number. Items cataloged are those items of personal property subject to stockage for supply support, repetitive procurement, distribution, and issue.

Ceiling Fund A fund limitation that cannot be exceeded.

CEIP Professional-grade kitchen appliances and tools found in a commissary kitchen.

Class I Refers to an ozone-depleting substance that is listed in

40 CFR part 82 subpart A, Appendix A.

Class II Refers to an ozone-depleting substance that is listed in 40 CFR part 82 subpart A, Appendix B.

Clean As used generally, means removal of dirt or impurities. As used for acceptance of work means gleaming, free from dirt, contamination, or impurities;

unsoiled, unstained, recently laundered, fresh and unused, neat and tidy; having no flaws or roughness, clear, regular, or having few corrections.

Comfort cooling The air-conditioning appliances used to provide cooling to control heat and/or humidity in occupied facilities including residential, office, and commercial buildings.

Commercial refrigeration The refrigeration appliances used in the retail food and cold storage warehouse sectors.

Component a part of the refrigerant circuit within an appliance including, but not limited to, compressors, condensers, evaporators, receivers, and all of its connections and subassemblies.

Component Replacement The replacement of an entire component when it is more economical than to perform major repair. This includes installed equipment.

Composite Labor Rate The average combined-skill rate per hour to include labor, overhead, administration, handling, and profit.

Configuration The functional or physical characteristics of hardware or software set forth in technical documentation and achieved in a product.

Confined Space An enclosed space that is large enough for a person to enter and perform work but has limited or restricted means for entry and exit; and is not designed for continuous human occupancy.

Conservation The protection, improvement, and use of natural resources according to principles that will provide optimum public benefit and support of the military mission.

Contract Discrepancy Report (CDR)

A formal, written documentation of contractor poor performance or lack of performance for contracted work. The CDR is initiated by the COR, or an authorized representative, whenever the performance as determined by the COR is unsatisfactory. The Contractor completes and returns the report to the

COR.

Contract employee Any prime or subcontractor employee assigned full time or regular part time to this contract.

Contractor The term contractor as used herein refers to the prime contractor. Contractor's subcontractor/s shall comply with the provisions of the contract.

Contract Maintenance Any materiel maintenance operation performed under contract by commercial organization (including the original manufacturers of the materiel).

Contracting Officer (CO or

KO)

The individual with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer is the exclusive Government official authorized to execute changes and authorize deviations or variations from this contract.

Contracting Officer’s Representative (COR)

An authorized designee of the Contracting Officer.

Contracting Officer’s Technical Representative

(COTR)

An authorized designee of the Contracting Officer that monitors the contractor’s technical work.

Corrective Maintenance Service Orders are issued to repair or replace non-functional elements of the systems. The Contractor shall identify, isolate, and rectify a fault so that the failed equipment or system can be restored to an operational condition within the tolerance, or limits established for in-service operation.

Cost Estimate A preliminary cost estimate, using the most accurate figures readily available, of the labor and materials necessary to do a described piece of work.

Critical Equipment and Facilities

Equipment or facilities that must operate continuously or throughout the respective season in order to support DeCA operations. Failure of equipment or facilities to meet design output requirements may affect the health and welfare of personnel and patrons. Emergency or urgent services calls are often required to restore critical equipment to optimum operating condition and provide the output required.

Direct Cost Any cost that is identified specifically with a particular final cost objective. Direct costs are not limited to items that are incorporated in the end product as material or labor. Costs identified specifically within this resulting contract are direct costs of this resulting contract. All costs identified specifically with other final cost objectives of the contractor are direct costs of those cost objectives.

Direct Materials Those materials that enter directly into the end product, or that are used or consumed directly in connection with the furnishing of the end product or service.

Disposal The process leading to and including: The discharge, deposit, dumping or placing of any discarded appliance into or on any land or water.

Defect Any nonconformance of a unit of product with specified requirements or standards.

Discrepancy A disagreement between the actual quantity or condition of property and that shown by the record of the property. A discrepancy usually is a disagreement between quantities or condition of property actually received in a shipment and that recorded on the shipping document. This type of discrepancy generally is referred to as a "discrepancy incident to shipment". Another form of discrepancy occurs when there is a disagreement between a stock record balance and the results of a physical count or inventory.

Disposal The discharge, deposit, injection, dumping, spilling, leaking, or placing of any solid waste or hazardous waste into or on any land or water so that such solid waste or hazardous waste or any constituent thereof may enter the environment or be emitted into the air or discharged into any waters, including groundwaters.

Emergency Work/Emergency Maintenance

Authorized when the situation shall result in potential for loss of perishable goods or potential harm to personnel or customers. Emergency Maintenance scenarios are identified in Appendix 8, Emergency Repair Authorization Procedures/Restricted Protocol Procedures. Work required during or after normal duty hours to correct an emergency that threatens health, safety, property, or mission. An emergency includes a HVAC or plumbing system failure as needed to support contracts, emergency services, public health testing, and/or utilities requirements. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

Facility A structure designed, built, etc., to serve a specific function affording a convenience or service. For example, retails grocery facilities, educational facilities, transportation facilities.

Environmental Pollution Contamination of environment with man-made wastes.

Equipment Publications Those publications dealing with the installation, operation, maintenance, and repair parts support of DeCA materiel.

Facility A structure designed, built, etc., to serve a specific function affording a convenience or service. For example, retails grocery facilities, educational facilities, transportation facilities.

Fair Wear and Tear A structure designed, built, etc., to serve a specific function affording a convenience or service. For example, retails grocery facilities, educational facilities, transportation facilities.

Follow-up verification test Those tests that involve checking the repairs to an appliance after a successful initial verification test and after the appliance has returned to normal operating characteristics and conditions to verify that the repairs were successful.

Full charge The amount of refrigerant required for normal operating characteristics and conditions of the appliance as determined by using one or a combination of four methods.

Government The personnel and agencies that lawfully administer and control the affairs of the United States.

Individual Job Order IJOs vary significantly in nature and scope from Emergency, Urgent, and Routine SOs. IJOs are appropriate where, in the judgement of the Government, the anticipated cost of the work exceeds $10,000 and does not exceed $750,000.

Hazardous Waste A discarded material that may be a solid, semi-solid, liquid, or contained gas and is classified as hazardous by the U.S. criteria.

Indirect Cost Any cost not directly identified with a single final cost objective but identified with two or more final cost objectives or with at least one intermediate cost objective.

Inspection Procedures for the evaluation and determination of the actual condition of facilities and of the technical components of systems. Installed Equipment - Equipment and furnishings required to make the facility usable and attached as a permanent part of the structure.

Leak inspection The examination of an appliance to determine the location of refrigerant leaks.

Leak rate The rate at which an appliance is losing refrigerant, measured between refrigerant charges.

Lock/Tag Out Refers to the requirement to deactivate, disconnect, or otherwise render inoperative and tag to indicate this action has been accomplished any stored energy, such as electrical, hydraulic, or spring tension, while work is being performed on facilities or equipment affected by that stored energy.

Maintenance The work required to preserve and maintain a real property in such a condition that it may be effectively used for its designated functional purpose. Maintenance includes work done to prevent damage that would be costlier to restore than to prevent. It also includes work to sustain components.

Maintenance Capability Availability of resources such as facilities; tools, test, measurement, and diagnostic equipment; drawings;

technical publications; trained maintenance personnel;

and management support; and repair parts required to perform maintenance operations.

Maintenance Capacity A quantitative measure of maintenance capability usually expressed as the number of man-hours of direct labor that can be applied within a specific maintenance activity or shop, during a 40-hour week (one shift, five days).

Maintenance Operations The management and physical performance of those actions and tasks involved in servicing, repairing, testing, overhauling, modifying, calibrating, modernizing, and inspecting equipment in the operational inventory.

Maintenance Zone A maintenance zone, often called a “zone,” is geographical group of commissaries organized by DeCA operation group and managed by a zone manager.

Major Repairs For the purpose of this contract, these are repairs requiring an amount of time greater than 160-man hours for their completion or over $50,000.

Material Handling Costs Material handling costs shall be included as part of material costs, shall include only costs clearly excluded from the labor-hour rate and include all appropriate indirect costs allocated to direct material in accordance with the contractor's usual accounting procedures consistent with all applicable laws, regulations, and standards. Material handling costs may include indirect costs associated with the purchase, delivery, and related preparation work.

Minor Repairs Repairs that normally can be accomplished within 40-man hours, not to exceed $10,000 in material cost.

Mold Abatement The process of removing mold from a property and encapsulating it to prevent it from returning.

Mothballed System mothballing is the intentional shutdown of a refrigeration system for an extended period of time, where the refrigerant has been evacuated from the system to atmospheric pressure.

Normal operating characteristics and conditions

Appliance operating temperatures, pressures, fluid flows, speeds, and other characteristics, including full charge of the appliance, that would be expected for a given process load and ambient condition during normal operation.

Normal Operating Hours Commissary operating hours, except Thanksgiving, Christmas, or New Year's, as applicable to the specific supported commissary. Regular hourly labor rates apply during normal operating hours. Outside the Regular Hours rates apply outside of normal operating hours. Each commissary has its own hours of operation which the contractor shall confirm at the following link: Store Locator - Defense Commissary Agency (commissaries.com)

Obligation 1) A legal reservation of funds recorded at time a legal binding agreement has been reached between an agent for the United States Government and a second party.

2) An order placed, contract awarded, service https://shop.commissaries.com/my-store/store-locator https://shop.commissaries.com/my-store/store-locator received, or similar transaction during a given period that shall require payments during the same or a future period.

Operational Condition The condition of an item of equipment which allows it to function at its designed capacity and efficiency.

Off Duty Hours Hours outside the normal duty hours established in PWS Section 2.7.

Person Any individual or legal entity, including an individual, corporation, partnership, association, state, municipality, political subdivision of a state, Indian tribe, and any agency, department, or instrumentality of the United States, and any officer, agent, or employee thereof.

Performance Assessment Those actions taken by the Government to assure services meet the requirements of the performance work statement (PWS).

Performance Assessment Plan

A written Government plan detailing how Contractor performance and Quality Control shall be monitored and assessed by the Government to ensure receipt of quality services and facilitate payment in accordance with the contract’s terms and conditions.

Performance Work Statement (PWS)

The PWS consists of the definitive or descriptive words identifying the subject matter of the contract referred to as the specifications or work statement.

Phase-in Period The period of time between contract award and contract full performance.

Preventive Maintenance Consists of a systematic care servicing and inspection of all scheduled, planned, and recurring maintenance of infrastructure and equipment with the goal of improving equipment life by preventing excess depreciation and impairment.

Predictive Maintenance Predictive maintenance is a technique that allows for a systematic method of monitoring and trending of equipment condition. This activity takes place while equipment is on-line and provides early warning of equipment operation approaching out of limit conditions. Predictive maintenance allows for scheduling of maintenance when it is required and when it shall have the least effect on scheduled activities requiring support of the equipment in question.

Project Work Request An item of IDIQ sustainment, or non-routine services exceeding $10,000.00 in value.

Quality Control The internal contractor management functions necessary to ensure that Contractor products and services conform to contract requirements, specifications, and standards. This includes, but not be limited to, documented procedures, inspections, tests (taken at the point of performance) and training.

Quality Assurance Those actions the COR takes to assure services meet the requirements of the PWS. The functions and associated actions performed by the Government to ensure that contract requirements are performed in accordance with specified standards and that an appropriate level of Contractor quality control activities is in place and operational.

Quality Assurance Surveillance Plan

A written plan of the details, methods, frequency of inspections, parameters, sampling guides, inspection checklists, and other information the COR or QAR uses to provide effective QA.

Quality Control Plan

(QCP)

The contractor's system for controlling quality of performance to ensure quality services are provided to the government in accordance with the contract’s terms and conditions.

Real Property All land and interest in lands. Includes buildings, warehouses, right-of-way, basements, utility systems, and all other improvements permanently attached and ordinarily regarded as real estate. Does not include machinery, equipment, or fixed signal communication systems that may be removed without harming the usefulness of the structure.

Remainder An interest in property that takes effect in the future at a specified time or after the occurrence of some event, such as the death of a life tenant.

Repair Parts and Materials Parts, materials, supplies, and equipment provided by the Contractor to support all routine maintenance, sustainment services.

Repair Project to restore a real property facility, system, or component to such a condition that it may effectively be used for its designated functional purpose; or to convert a real property facility, system, or component to a new functional purpose without increasing its external dimensions IAW USC Title 10, §11.

Retrofit To convert an appliance from one refrigerant to another refrigerant.

Seasonal variance The removal of refrigerant from an appliance due to a change in ambient conditions caused by a change in season, followed by the subsequent addition of an amount that is less than or equal to the amount of refrigerant removed in the prior change in season, where both the removal and addition of refrigerant occurs within one consecutive 12-month period.

Spare Parts Extra parts that are used to maintain, repair, and overhaul equipment.

Store Manager Means a person authorized to acknowledge completion of work.

Store Ordering Officer An individual designated by the Contracting Officer in writing to review service orders, determine priority levels, validate requirements, and verify completion of tasks.

Substitute Any chemical or product, whether existing or new, that is used as a refrigerant to replace a class I or II ozone-depleting substance.

Supply House Invoice Means common documentation and evidence from a business selling goods and equipment, also known as merchants selling materials.

Sustainment Repair services necessary to ensure optimal condition of facility components and operations over its life-cycle duration. Such work includes the full spectrum of immediate or scheduled repair and or replacement services and any services to be provided on an emergency basis.

Technician Any person who in the course of maintenance, service, or repair of an appliance (except MVACs) could be reasonably expected to violate the integrity of the refrigerant circuit and therefore release refrigerants into the environment.

Unscheduled Maintenance The repair or replacement of any common part of a system or subsystem, including component parts or equipment items, in a facility that support the operation, infrastructure, and building envelope of the facility and that is not part of the scheduled preventative maintenance program.

Urgent Work Work required during normal duty hours to correct an emergency that threatens health, safety, property, or mission. Urgent work includes, but is not limited to, utility failure, fire hazards, environmental hazards, or HVAC system failures.

Vandalism Damage to the facility or equipment due to mischief or tampering. Vandalism includes all damage not due to normal usage or deterioration not due to normal wear.