1. PWS 0200000 C Management and Administration.pdf

0200000 – Management and Administration Spec Item Title 2 Management and Administration

2.1 Definitions and Acronyms

2.2 General Information

2.2.1 Government Regular Working Hours

2.2.1.1 Observed Federal Holidays

2.2.1.2 Restriction to Contractor Working Hours

2.2.1.3 Additional Information

2.2.2 Wage Determinations

2.2.3 Requirements Hierarchy

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings

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

2.3.3 Partnering

2.3.4 Permits and Licenses

2.3.5 Insurance

2.3.5.1 Certificate of Insurance

2.3.5.2 Minimum Insurance Amounts

2.3.6 Protection of Government Property

2.3.7 Government Information Technology (IT) System

2.3.8 Directives, Instructions, and References

2.3.9 Invoicing Procedures

2.3.10 Forms

2.4 Government-Furnished Property, Materials and Services

2.4.1 Government-Furnished Utilities

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Work Schedule

2.6.2 Deliverables

2.6.3 Service Interruptions

2.6.4 Quality Management System (QMS)

2.6.4.1 Quality Management (QM) Plan

2.6.4.2 Quality Inspection and Surveillance

2.6.4.3 Quality Inspection and Surveillance Report

2.6.5 Property Management Plan

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Manager

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.2 Employee Requirements

2.7.2.1 Employee Certification and Training

2.7.2.2 Employee Appearance

2.7.2.3 Employee Conduct

2.7.2.4 Identification as Contractor Employee

2.7.2.5 Removal of Employees

2.7.2.6 Proof of Legal Residency

2.7.3 Enterprise-wide Contractor Manpower Reporting Application (eCMRA)

2.8 Security Requirements

2.8.1 Employee Listing

2.8.2 Vehicles

2.8.3 Passes and Badges

0200000 – Management and Administration Spec Item Title

2.8.4 Access to Installation

2.8.4.1 DBIDS Program

2.8.4.2 DBIDS Credentials

2.8.4.3 DBIDS Paper Passes

2.8.5 Access to Buildings

2.8.6 Access Arrangements

2.8.7 Employee Status

2.9 Contractor Safety Program

2.9.1 Contractor Safety Requirements

2.9.1.1 Contractor Experience Modification Rate (EMR)

2.9.1.2 Contractor OSHA Days Away From Work, Restricted Duty, or Job Transfer (DART) rate

2.9.2 Contractor and Subcontractor High Safety Risk Requirements

2.9.3 Accident Prevention Plan (APP)

2.9.4 Activity Hazard Analysis (AHA)

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

2.9.5.1 Access/Haul Road Plan

2.9.5.2 Alcohol and Drug Abuse Prevention Plan

2.9.5.3 Chemical Hazard Communication Program

2.9.5.4 Emergency Response Plans

2.9.5.5 Heat/Cold Stress Monitoring Plan

2.9.5.6 Site Sanitation Plan

2.9.5.7 Temporary Facility Layout Plan

2.9.6 Accident and Damage Reporting

2.9.6.1 Accident Reporting and Notification Criteria

2.9.7 Fire Protection

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

2.9.14 Excavations

2.10 Environmental Management and Sustainability

2.10.1 Environmental Protection

2.10.1.2 Solid Waste Management and Recycling

2.10.1.3 Non-Regulated Waste Disposal

2.10.2.6 Universal Waste

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)

2.10.2.10 Noise Control

2.10.2.13 Clean Air Act (CAA)

2.10.3 Sustainable Procurement and Practices

2.11 Disaster Preparedness

2.12 Technical Library

2.13 Warranty Management

2.14 Non-recurring Work

2.14.1 Labor Requirements

2.14.2 Material Equipment Requirements

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

Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed.

2.2 General

Information

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 may require the Contractor’s continuous operations, 24 hours a day, every day of the year including holidays, and will be so specified in the Task Order 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 requires prior KO approval.

2.2.1.1 Observed Federal

Holidays

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

2.2.1.2 Restriction to

Contractor Working Hours

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

2.2.1.3 Additional

Information

a. All work under this contract will be ordered by the Contracting Officer (KO), Contract Specialist (CS), Facilities Service Contract Manager (FSCM), or by FEAD military personnel.

b. The Contractor will not be allowed access to area until 48 hours has passed since area was last occupied (i.e., vacated).

c. After notification, the Contractor should begin infectious control cleaning in accordance with CDC requirements within 48 hours.

d. In additional to all CDC cleaning requirements, the Contractor will perform floor cleaning (hard surface floor care or deep carpet cleaning) in affected area(s).

e. Contractor should notify Government in writing with cleaning has been completed.

2.2.2 Wage

Determinations

Service Contract Act are applicable. Wage Determinations are included in Task Orders.

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 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 for concurrence.

2.3.3 Partnering To increase the likelihood of successful performance of this contract, the Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who will receive services, principal individuals from NAVFAC, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and 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.

Partnering should accomplish three goals:

- The first goal is to develop a cohesive team with common purpose, commitment and established communication processes.

- The second goal of partnering is contract specific, identifying risks and opportunities for the team to address.

- The third goal is to sustain the Partnership throughout the contract by identifying and addressing issues that affect the Partnership.

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.

2.3.5 Insurance The Contractor shall submit a Certificate of Insurance 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 negligence under this contract to their original condition at no cost to the Government.

2.3.7 Government

Information Technology (IT) System

Additional information about NMCI may be obtained at http://www.eds.com/nmci.

2.3.8 Access to Work

Areas

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.

2.3.9 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 Task Orders, as applicable. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.10 Invoicing

Procedures

Refer Annex 0200000 J Management and Administration for invoicing instructions.

2.3.11 Forms Forms referenced in this Annex 0200000 J Management and Administration e.g. accident reporting, and damage reporting are included among the Forms.

2.4 Government-

Furnished Property, Materials and Services

In accordance with Section H, paragraph H.10 Government-Furnished Property and the following paragraphs, the Government will furnish or make available to the Contractor certain government-owned facilities utilities, materials, equipment and services for use in connection with this contract as stated below.

A list of Government Furnished Property, Materials, and Services is not applicable.

2.4.1 Government-

Furnished Utilities

The Government will furnish 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 Work Schedule The Contractor's work shall not interfere with normal government business.

In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall notify the KO of any difficulty in scheduling work due to government controls. Due to mission requirements work shall be scheduled no later than 24 hours after notification and shall be performed no later than 48 hours.

2.6.1.1 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 status reports shall be provided when requested by the KO. A written status report of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0900 the following work day for inquiries after regular working hours.

2.6.3 Service

Interruptions

If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, affected tenants, and customers in accordance with local procedures. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, affected tenants and customers as soon as practicable.

2.6.4 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.

2.6.4.1 Quality

Management (QM) Plan

The Contractor shall develop and submit a QM Plan. The QM Plan shall describe the QMS methodology and approaches used under this Task Order.

If any changes are made during the period of performance, submit to the KO a revised QM Plan for acceptance.

The Contractor’s QM Plan shall include, at a minimum, the following:

• Policy and objectives of Quality Management System (QMS)

• Quality organization o List of personnel o Responsibilities & lines of authority o Training and qualifications

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

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

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

• Documentation and records management

• Communication with government (customers)

Daily reports of work completed by the Contractor must be received by the project manager (PM) before 10:00 AM the next working day for work completed the previous day.

2.6.4.2 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 termination of the contract.

2.6.4.3 Quality Inspection

and Surveillance Report

The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report. The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment-driven corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.5 Property

Management Plan

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

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. The Contractor shall provide any additional information requested by the KO necessary to certify their qualifications.

The Contractor shall submit an Organizational Chart per 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.

2.7.1.1 Project Manager

(PM)

The Contractor shall provide a PM and designated alternate, as applicable, who has the have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be 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.

Select and tailor one of the following based on contract amount and performance risk:

For contracts $200,000/year or less or contracts of minimal performance risk, e.g., The PM shall have satisfactory relevant experience at a comparable level of responsibility on contracts of similar size, scope and complexity.

For contracts greater than $200,000/year but less than $5M/year or contracts of moderate performance risk, e.g., The PM shall have at least three years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.

For contracts greater than $5M/year or for multi-function or regional contracts with significant performance risk, e.g., 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 shall be on-site within 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 must report directly to a senior corporate official and shall not report directly to the Project Manager.

The Quality Manager shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract: Insert one of the following based on contract amount and performance risk:

For contracts $200,000/year or less or contracts of minimal performance risk.

The Quality Manager shall have satisfactory experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity.

The Quality Manager may be the same person as the SSHO.

For contracts greater than $200,000/year but less than $5M/year or contracts of moderate performance risk. The Quality Manager shall have at least three years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager may be the same person as the SSHO.

For contracts greater than $5M/year or for multi-function or regional contracts with significant performance risk. The Quality Manager shall have at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager 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:

Insert one of the following based on contract amount and risk:

For contracts $200,000/year or less or contracts of minimal safety risk The SSHO shall have satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past, and have completed the OSHA 30-hour construction safety class or equivalent. The SSHO shall maintain competency through 24 hours of formal safety and health related coursework every four years. The SSHO may be the same person as the project manager but shall have fulfilled the pre-requisite qualification and experience.

For contracts greater than $200,000/year but less than $2M/year or contracts of medium safety risk 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 be the same person as the project manager but shall have fulfilled the pre-requisite qualification and experience.

For contracts greater than $2M/year or for contracts of high safety risk 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 shall not be the same person as the project manager.

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 telephone conversations and in formal and informal written correspondence.

2.7.2.5 Removal of

Employees

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

2.7.2.6 Proof of Legal

Residency

No employee or representative of the Contractor will be admitted to the site of work unless satisfactory Proof of Legal Residency is submitted.

2.7.3 Enterprise-wide

Contractor Manpower Reporting Application (eCMRA)

The following manpower reporting is required by NMCARS 5237.102.

The Contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address:

https://doncmra.nmci.navy.mil.

, Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year.

Contractors may direct questions to the help desk , linked at https://doncmra.nmci.navy.mil.

2.8 Security

Requirements

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

2.8.1 Employee Listing The Contractor shall maintain a current Employee List and submit. The list shall include, employee’s name, supervisor, company, 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 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.

2.8.4.3 DBIDS Paper

Passes

In the event that a visitor, vendor, or Contractor employee elects not to participate in DBIDS, the individual will be issued DBIDS paper pass from the Base Pass and Identification Office in order to access to the installation.

The time standard for the validity of a pass to access an installation will be not more than thirty (30) days and may be further restricted based on local policy or by Federal, DOD, Navy, and CNIC guidance.

The Government will not be responsible for any cost or lost time associated with obtaining paper passes or added vetting or inspections incurred by non-participants in the DBIDS credentialing process.

2.8.5 Access to

Buildings

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

2.8.6 Access

Arrangements

The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The Government may issue keys to the Contractor. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction.

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

2.9 Contractor Safety

Program

The Contractor shall develop and implement a Safety Program detailing how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1, UFC 3-560-01 Operation and Maintenance Electrical Safety, and Public Law 91-596, Occupational Safety and Health Act.

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

2.9.1 Contractor and

Subcontractor Safety Requirements

Neither Contractor nor any subcontractor shall enter into contract that fails to meet the following requirements. Note, the term subcontractor in the following paragraphs shall mean all subcontractors on the project, whether in contract with the Contractor or any subcontractor.

At least five days before any new subcontractor starts work, or at least five days prior to the preparatory meeting regarding the subcontractor's work, whichever is earlier, Contractor shall submit subcontractor's proof of compliance with requirements detailed below for Experience Modification Rate and DART rates, for government acceptance.

2.9.1.1 Contractor and

Subcontractor Experience Modification Rate

(EMR)

No Contractor or subcontractor on the project shall have an effective EMR greater than 1.10 when entering into a contract or subcontract agreement with the prime contractor or a subcontractor at any tier as computed by the National Council on Compensation Insurance (NCCI) or if not available, as computed by the state agency's rating bureau in the state where the subcontractor is registered.

A written request may be submitted for additional consideration to the Contracting Officer Representative (COR) and Contracting Officer (KO) where the specified acceptable EMR range cannot be achieved for the Contractor or a particular subcontractor whose performance is uniquely critical to the service contract. Relaxation of the EMR range shall only be considered and/or granted on a case-by-case basis for special conditions and shall not be anticipated as tacit approval.

Contractor's Project Manager or Site Safety and Health Officer (SSHO) shall collect and maintain certified EMR ratings for ALL subcontractors on the project and shall make them available to the Government at the Government’s request.

2.9.1.2 Contractor and

Subcontractor OSHA Days Away From Work, Restricted Duty, or Job Transfer (DART) rate

No Contractor or subcontractor on the project shall have a DART rate calculated from the most recent, complete calendar year greater than 3.0 when entering into a contract or subcontract agreement with the prime contractor or a subcontractor at any tier as computed by the National Council on Compensation Insurance (NCCI) or if not available, as computed by the state agency's rating bureau in the state where the subcontractor is registered.

The OSHA Dart Rate is calculated using the following formula:

(N/EH) x 200,000 where:

N = number of injuries and/or illnesses with days away, restricted work, or job transfer EH = total hours worked by all employees during most recent, compete calendar year 200,000 = base for 100 full-time equivalent workers (working 40 hours per week, 50 weeks per year)

A written request may be submitted for additional consideration to the Contracting Officer Representative (COR) and Contracting Officer (KO) where the specified acceptable OSHA Dart rate range cannot be achieved for the Contractor or a particular subcontractor whose performance is uniquely critical to the service contract. Relaxation of the OSHA DART rate range shall only be considered and/or granted on a case-by-case basis for special conditions and shall not be anticipated as tacit approval.

A Contractor's Project Manager or Site Safety and Health Officer (SSHO) shall collect and maintain self-certified OSHA DART rates for ALL subcontractors on the project and shall make them available to the Government at the Government's request.

2.9.2 Contractor and

Subcontractor High Safety Risk Requirements

For any high safety risk work, the Contractor and/or Subcontractor shall schedule a safety prep meeting with the COR and KO prior to work commencing.

High safety risk work could be, but not limited to, chemical hazards/MSDS, lead paint/asbestos, underground utilities/utility clearance, WHE safety, crane safety, traffic control, hot work (welding/grinding), fall protection/working at heights (ladder safety, scaffolding/staging, aerial lifts, etc.), confined/enclosed space, trenching/excavations, electrical safety, lockout/tag-out (control of hazardous energy), and fire safety.

Minutes from this safety prep meeting shall be documented by the Contractor and/or Subcontractor and submitted

2.9.3 Accident

Prevention Plan

(APP)

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

Insert one of the following based on contract type:

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

OR

For low risk or limited scope contracts, e.g., single function custodial, grounds maintenance and landscaping, integrated solid waste management, pavement clearance, pest control – “The APP shall follow the abbreviated format and include, as a minimum, elements addressed in paragraph 3.k. of Appendix A of EM 385-1-1.

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

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

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

2.9.4 Activity Hazard

Analysis (AHA)

The Contractor shall prepare Activity Hazard Analyses (AHAs) for all applicable common recurring work activities performed under this contract.

AHAs for recurring work shall be submitted with the APP and shall be updated as work activities or conditions change and additional AHAs prepared as new work activities are required. AHAs for non-recurring and one-time (e.g., non-recurring work task orders) work occurrences shall be submitted at least two working days prior to start of work. Specifically:

For contract modifications to recurring work requirements where changes are germane to the original contract, the Contractor shall revise applicable AHAs within 15 calendar days after modification is signed.

For contracts with non-recurring work ELINs, the Contractor shall submit an AHA on non-recurring work task orders, with the associated proposal, whenever the service environment or required task is different from the recurring work priced services.

For construction (including renovation or alteration) task orders placed on the non-recurring work portion of contract, the Contractor shall submit a separate AHA for each task order with the associated proposal.

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

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

2.9.5 Safety and

Occupational Health (SOH) Risks and Compliance Plans

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

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

Additional requirements for specific compliance plans are provided below.

2.9.5.1 Alcohol and Drug

Abuse Prevention Plan

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

2.9.5.2 Chemical Hazard

Communication Program

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

2.9.5.3 Emergency

Response Plans

The Contractor shall develop emergency response plans to ensure safe evacuation and personnel safety in the event of fire or other emergency that include elements addressed in paragraphs 01.E, 03.A, 03.D, and 19.A.04 of

EM 385-1-1.

2.9.5.4 Heat/Cold Stress

Monitoring Plan

The Contractor shall develop a heat/cold stress monitoring plan to include elements addressed in paragraph 06.I.02 of EM 385-1-1.

2.9.5.5 Site Sanitation Plan The Contractor shall develop a site sanitation plan to include elements addressed in Section 2 of EM 385-1-1.

2.9.5.6 Temporary Facility

Layout Plan The Contractor shall develop a temporary facility layout plan to include elements addressed in paragraph 04.A.01 of EM 385-1-1.

2.9.5.7 Accident and

Damage Reporting

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

Within notification include Contractor name; contract title; type of contract;

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

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

For any weight handling equipment accident (including rigging gear accidents) the Contractor shall conduct an accident investigation to establish the root cause(s) of the accident and comply with additional requirements and procedures for accidents in accordance with NAVFAC P-307, Section 12.

The Contractor shall submit a WHE Accident Report (Crane and Rigging Gear) per Task Order. No crane operations are allowed to proceed until cause is determined and corrective actions have been implemented to the satisfaction of the Contracting Officer.

For a near miss, the Contractor shall complete the applicable documentation in NAVFAC Contractor Incident Reporting System (CIRS), and electronically submit via the NAVFAC Enterprise Safety Applications Management System (ESAMS).

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

2.9.6.1 Accident Reporting

and Notification Criteria

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

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

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

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

3) Restricted work;

4) Transfer to another job;

5) Medical treatment beyond first aid;

6) Loss of consciousness; or

7) A significant injury or illness diagnosed by a physician or other licensed health care professional, even if it did not result in (1) through (6) above.

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

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