1501000 C Facility Management.pdf
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- Solicitation number
- N4008027R1001
About this file
This is a Performance Work Statement (PWS) for Facility Management services (1501000) at Naval Research Laboratory (NRL), Washington, DC 20375.
The contractor shall provide comprehensive facility management services encompassing work control, service request reception, Infrastructure Condition Assessment Program (ICAP) support, and technical library operations. Key recurring work requirements include: (1) Work Control—receiving and processing Emergency/Urgent/Routine service requests 24/7 through NRL Research and Development Services service desk and after-hours contacts, with telephone response within 20 seconds and MAXIMO system entry within 15 minutes; (2) Work Induction—inducting service requests into MAXIMO within two hours of receipt; (3) Work Order Tracking—daily monitoring and status updates with daily reports for critical work and weekly comprehensive MAXIMO reports; (4) Infrastructure Condition Assessment—maintaining accurate asset inventory in MAXIMO with updates within 10 days of change identification, performing annual condition assessments for dynamic equipment and five-year assessments for non-dynamic assets with characteristic meter readings; (5) Control Systems Management—providing control system programming services, continuous monitoring, and energy-efficient operations for Direct Digital Controls, Energy Management and Controls, Fire Alarm Systems, and Mass Notification Systems, with one-hour response to outages; (6) Technical Support Services—updating facility plans and engineering drawings within 30 calendar days and operating a technical library (0800-1600, Monday-Friday) with one-hour document research and retrieval. Personnel must be trained and certified as Building/Utility Systems Automation Systems Technicians, complete annual DOD Cyber Awareness training, complete SAAR-N clearance, and attend customer service training within 30 days of assignment. The Government provides MAXIMO system access, one three-day training session, and periodic no-cost training on system enhancements. Non-recurring work may be ordered through DoD FedMall or task order with performance standards matching recurring work standards.
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1501000 – Facility Management Table of Contents
Spec Item Title
1 General Information
1.1 Concept of Operations
2 Management and Administration
2.1 Definitions and Acronyms
2.2 Personnel
2.2.1 Certification, Training, and Licensing
2.3 Special Requirements
2.3.1 System Access
2.3.2 System Training
2.3.3 Facility Investment Strategy
2.4 References and Technical Documents
3 Recurring Work
3.1 Work Control
3.1.1 Service Request Reception
3.1.2 Work Induction
3.1.3 Work Order Tracking
3.2 Infrastructure Condition Assessment Program (ICAP) Services
3.2.1 Inventory Management
3.2.2 Condition Assessment (Dynamic)
3.2.3 Condition Assessment (Non-Dynamic)
3.3 Control Systems
3.3.1 Information Technology (IT) Systems, Software and Equipment
3.4 Project Development- Reserved
3.5 Asset Management Services-Reserved
3.6 Technical Support Services
3.6.1 Plans, Files and Drawing Updates
3.6.2 Technical Library Operation
4 Non-Recurring Work
Spec Item Title Description
1 General Information The Contractor shall provide all labor, management, supervision, tools, materials, and equipment necessary to perform facility management services at Naval Research Laboratory, Washington, DC 20375.
1.1 Concept of Operations The intent of 1501000 Facility Management is to specify the requirements for facility planning and asset management services including, but not limited to, work control, service call reception, Condition Based Maintenance Management (CBMM) / Infrastructure Condition Assessment Program (ICAP) support, and technical library operation. Preventive maintenance (PM) inspection of systems and equipment and other Sustainment, Restoration and Modernization (SRM) work are covered under 1502000 Facility Investment.
1501000 – Facility Management Spec Item Title Description
2 Management and Administration
2.1 Definitions and Acronyms Definitions and Acronyms are listed in J-1501000-01.
2.2 Personnel The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required to provide facility management services.
2.2.1 Certification, Training, and Licensing
Personnel operating Building Control Systems shall be trained and certified Building or Utility Systems Automation Systems Technician and complete DOD Cyber Awareness training and complete a SAAR-N. DOD Cyber Awareness training must be completed annually.
The Contractor shall submit proof of all certification, training, and licensing requirements per Section F.
The Contractor’s personnel who regularly engage in customer interface shall present a professional appearance and use customer interaction best practices. Contractor personnel shall complete customer service training within 30 days of assignment and attend refresher training annually thereafter.
2.3 Special Requirements Safety requirements, operational restrictions, coordination requirements, workmanship, materials, equipment, and tools.
2.3.1 System Access The Government will provide access to the following systems: MAXIMO
The Contractor shall submit a complete list of personnel requiring access to these systems per Section F. The Contractor shall provide information on each employee as required by Government information technology personnel.
Additional information regarding NAVFAC MAXIMO data requirements and account access is provided in Spec Item 2.6.6 in Annex 0200000.
2.3.2 System Training The Government will provide one, three-day training session on the systems identified above. In addition, the Government will provide technical assistance to the Contractor’s functional systems manager for five working days prior to full performance start date.
Periodically, the Government will provide no-cost training on new systems and system enhancements to a limited number of Contractor personnel who are expected to provide training to remaining Contractor personnel. The Contractor shall send employees to Government-directed training on forthcoming systems either on-site or at a location specified by the Government. All costs of attendance at either on-site or off-site training, including, but not limited to, wages, travel, and per diem shall be borne by the Contractor. Historically, there has been a requirement for approximately five man-days of such off-site training per year.
2.3.3 Facility Investment
Strategy
The Contractor shall engage in the Navy’s facility investment strategy to provide efficient and effective facilities that directly support warfighter readiness at the lowest possible life cycle cost, while maintaining fully functional capabilities.
2.4 References and Technical
Documents
References and Technical Documents are listed in J-1501000-02.
Spec Item Title
Performance Objective Related Information
Performance Standard
3 Recurring Work The Contractor shall provide facility management services to ensure real property infrastructure supports installation mission requirements.
The Contractor shall be knowledgeable of and comply with installation facility management reporting and coordination requirements identified within applicable NAVFAC BMS processes.
Site maps are provided in J-1501000- 04.
Facility management services are performed as specified.
Facility management services are completed within the specified time.
3.1 Work Control
The Contractor shall perform work control to ensure requests for services are properly received, identified, tracked and reported in a timely manner.
The Contractor shall utilize NAVFAC MAXIMO for entry and updates to service requests and work orders following the steps of the relevant BMS processes identified herein.
The Contractor shall follow-up as necessary to collect additional information related to the service request to support proper work induction.
A listing of Government designated customer interface representatives will be provided after contract award and updated as changes occur.
Service request and work order data is complete and accurate.
Service request and work order data is input within specified time.
3.1.1 Service Request
Reception
The Contractor shall receive Emergency/ Urgent/Routine service requests to ensure work requirements are properly received, prioritized, and routed for execution in a timely manner.
The Contractor shall properly classify service requests as directed in BMS Process B-15.6, Proper Work Classification and the associated Playbook.
The Contractor shall record utility outages as directed in BMS Process B-
5.2.14 Utility Outage Reporting and
Data Collection and the associated Service Desk Guide for Utility Outages
The Contractor shall follow BMS B- 15.27, Facility Emergency/Urgent/ Routine Service Request and Work Order Process to receive all service requests 24 hours per day, seven days per week from the NRL Research and Development Services service desk.
After normal working hours, requests shall be received from the SOC, CDO, APWO, PWDO, and FSCM.
Emergency/Urgent/ Routine service request input is complete and accurate as specified.
Emergency/Urgent/ Routine service requests are properly classified.
Spec Item Title
Performance Objective Related Information
Performance Standard
Service orders during regular working hours shall be received at the numbers provided after contract award.
The Contractor shall answer all telephone calls within 20 seconds by a knowledgeable receptionist.
The Contractor shall obtain the following information for each request: site (installation) name, facility (building) number, detailed location information (e.g., first floor, north end of building), point of contact name, telephone number, email address, and description of the problem that requires correction.
The Contractor shall enter all required information into MAXIMO within 15 minutes following receipt.
Any service request that meets the requirements for induction as a project work order shall be processed per Spec Item 3.1.2, Work induction.
3.1.2 Work Induction
The Contractor shall induct work to ensure service requests are properly received, identified and documented in a timely manner.
The process for induction and routing of service requests is identified in BMS Process B-15.17, Work Tracking.
The Contractor shall receive service requests from internal and external customers via Government designated customer interface representatives and input into MAXIMO within two hours of receipt of request.
The Contractor shall follow-up as necessary to collect additional information related to the service request to support proper work induction.
Service request input is complete and accurate and routed as specified.
Service requests are input within specified time.
3.1.3 Work Order
Tracking
The Contractor shall perform work order tracking to ensure status of work orders are properly updated and work is monitored for timely completion.
The Contractor shall monitor all open work orders within MAXIMO, enter appropriate status updates and close out completed work orders on a daily basis.
The Contractor shall submit daily status updates for all critical work as
Work order data is complete and accurate.
Work order reports are submitted within
Spec Item Title
Performance Objective Related Information
Performance Standard identified by NRL Research and Development Services, per Section F.
The Contractor shall provide updates on work order status to Government designated customer interface representatives within one hour of request during regular working hours for urgent work requests and within 24 hours for routine work requests.
The Contractor shall participate in all required meetings listed in J-1501000- 05 and provide an accurate status of customer generated work when prompted.
The Contractor shall submit a weekly MAXIMO work order report detailing work orders completed during the prior week and the status of all outstanding work orders per Section F.
3.2 Infrastructure
Condition Assessment Program
(ICAP)
Services
The Contractor shall perform ICAP services to ensure accurate asset inventory and condition information to properly support Condition Based Maintenance Management
(CBMM).
As part of CBMM, the Contractor shall perform ICAP services by maintaining an accurate asset inventory within MAXIMO and performing periodic condition assessments.
An initial asset inventory will be available in MAXIMO at contract start.
MAXIMO asset data is complete and accurate.
Asset condition assessment is complete and accurate.
MAXIMO data is updated within the
3.2.1
Inventory Management
The Contractor shall manage asset inventory to ensure accurate asset information is available for
CBMM.
The Contractor shall be responsible for all changes to asset inventory updates within MAXIMO including adding, deactivating, and updating assets.
The Contractor is responsible for updates to asset data for all facilities and equipment regardless of whether or not they are maintained under this contract.
For assets installed, removed, or replaced outside of this contract, the Contractor shall receive and validate inventory information provided by the Government and update asset data within MAXIMO.
MAXIMO asset data is updated within 10 days of identification or notification of change.
Asset data fields required in MAXIMO are complete and accurate.
Spec Item Title
Performance Objective Related Information
Performance Standard
The Contractor shall update MAXIMO upon identification of discrepancies in inventory (e.g. assets with incorrect data elements, assets that no longer exist, or assets found that are not within current inventory).
The Contractor shall submit a Summary of MAXIMO Asset Changes report per Section F.
The Contractor shall ensure that assets are properly tagged. The format for asset tags and guidance on assets that require tagging are in J-1501000-06.
Required data fields for updates to asset information are indicated in J- 0200000-07.
The Government will provide format requirements for nomenclature of assignment of new asset numbers.
The process for providing MAXIMO asset updates are specified in Spec Item 2.6.6 in Annex 0200000.
3.2.2
Condition Assessment (Dynamic)
The Contractor shall assess and document asset condition for dynamic equipment to ensure accurate condition information is available for
CBMM.
The Contractor shall perform condition assessments on all equipment maintained under the Preventive Maintenance (PM) specified in 1502000, Facility Investment to support ICAP and
CBMM.
The Contractor shall assess equipment condition annually and document the characteristic meter readings within MAXIMO. Condition assessments shall also be updated after equipment/ assets have been repaired or replaced and any time a significant change in condition is noted. A list of assets requiring condition assessment is provided in J-1501000-07.
Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one to 12 meters. The meter group description and direct condition rating guidance for each
Characteristic Meter Reading updates for all required assets do not exceed 365 days.
Characteristic Meter Reading data fields required in MAXIMO are complete and accurate.
Direct condition rating is reflective of current asset status.
Spec Item Title
Performance Objective Related Information
Performance Standard
Uniformat Classification is listed in J- 1501000-08. The general direct condition rating guidance is shown in J-1501000-09.
Required data fields for updates to characteristic meter reading information are indicated in J- 0200000-08.
The process for providing MAXIMO characteristic meter reading updates are specified in Spec Item 2.6.6 in Annex 0200000.
Condition Assessments shall be performed by the maintenance technician on an annual basis during the most invasive Preventive Maintenance (PM) circumstances.
3.2.3 Condition
Assessment (Non-Dynamic)
The Contractor shall assess and document asset condition for non-dynamic equipment to ensure accurate condition information is available for
CBMM.
The Contractor shall perform condition assessments on facilities and structures to support ICAP and CBMM following the process in BMS B-15.1.5 ICAP: Continuing Inspection and Assessment Process
The Contractor shall assess non-dynamic assets at least once every five years. A list of assets requiring condition assessment is provided in J- 1501000-07.
Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one to 12 meters. The meter group description and direct condition rating guidance for each Uniformat Classification is listed in J- 1501000-08. The general direct condition rating guidance is shown in J-1501000-09.
Required data fields for updates to characteristic meter reading information are indicated in J- 0200000-08.
The process for providing MAXIMO characteristic meter reading updates are specified in Spec Item 2.6.6 in Annex 0200000.
Characteristic Meter Reading updates for all required assets are updated within the specified time.
Characteristic Meter Reading data fields required in MAXIMO are complete and accurate.
Spec Item Title
Performance Objective Related Information
Performance Standard
3.3 Control
Systems
The Contractor shall provide management for control systems to ensure the controls and building systems are operating properly
The contractor shall provide Control System programing services on all systems utilizing control systems per UFC 4-010-06 Cybersecurity of Facility-Related Control Systems.
The Government will provide computers, logins/password/PIN and cables, required to maintain control systems.
The Contractor continually monitors all systems and makes adjustments as necessary to ensure all systems are operated in the most energy efficient manner.
The Contractor shall establish a formal Cybersecurity Program for the control systems per UFC 4-010-06.
The Contractor shall respond to and address any control system outage within one hour of notification.
The Contractor shall inform the COR immediately of any issue that cannot be resolved within one hour of notification.
The Contractor shall perform a root cause analysis and report of any critical control systems failure that is repetitive in nature.
The term control systems include all of the following:
• Direct Digital Controls
(DDC)
• Energy Management and Controls (EMCS)
• Fire Alarm Systems (FAS)
• Mass Notifications Systems
(MNS)
The Contractor is responsible to report any system access violations or intrusions and to maintain system network accreditation.
The Contractor shall provide and install firmware and software
All systems are operating within design standards.
Any deviations are documented and resolved within time specified.
Notification of outages or inoperable systems provided to Government representative as specified.
Overrides/bypass or other methods used to bypass full auto are physically tagged with repair information.
Software upgraded as required.
Spec Item Title
Performance Objective Related Information
Performance Standard upgrades for all systems, as available and proven for the duration of this contract at no additional cost to the Government. Updates shall be compatible with the current software/firmware. The Contractor shall provide all software upgrades for the building control systems within 30 days of release. All updates to software/firmware are approved by the Government prior to install.
The Control Systems inventory is provided in J-1502000-03 Facility Investment Inventory.
3.3.1 Information
Technology (IT) Systems, and Software and Equipment
The Contractor shall provide, management for IT systems to ensure controls and building systems are operating properly
The Contractor shall upload, patch, upgrade and remove network application software in a quarantined (offline) IT configuration/ environment per approved Site- Specific Cybersecurity Program.
The Contractor shall maintain existing workstations and furnish/field and maintain new workstations (physical or virtual) and all related physical infrastructure and application software IAW approved Site-Specific Cybersecurity Program.
Control systems IT is maintained as per the approved cyber-security program.
3.6 Technical
Support Services
The Contractor shall perform technical support services to ensure engineering and technical documentation is maintained current and made available in a timely manner.
The technical library and drawing room are located in Building 57.
Technical support services are complete as specified.
Design and study review comments are provided within the specified time.
3.6.1 Plans, Files and
Drawing Updates
The Contractor shall update facility plans, building files and engineering drawings to ensure technical information is properly documented in a timely manner.
The Contractor shall update installation plans, facility plans, building history files, street address listings and engineering drawings within 30 calendar days following notification of need or discovery of changed conditions.
Plans, files and drawings are current and accurate.
Plans, files and drawings are updated within specified time.
3.6.2 Technical
Library Operation
The Contractor shall operate a technical library to ensure technical documents and reference
The current inventory of the technical library is provided in J-1501000-10.
The Contractor shall maintain control of the inventory and operate the
Inventory is complete and current.
Requested copies of technical documents
Spec Item Title
Performance Objective Related Information
Performance Standard materials are properly maintained and made available in a timely manner.
technical library from 0800-1600, Monday through Friday, except Federal holidays.
The Contractor shall research the inventory and provide copies of documents and reference materials to customers within one hour of request.
and reference materials are complete, legible and provided within the
1501000 - Facility Management Spec Item
Title Performance Objective
Related Information Performance Standard
4 Non-recurring Work
Non-recurring work may be ordered utilizing DoD FedMall in accordance with Section H or on a task order in accordance with the
PROCEDURES FOR
ISSUING ORDERS
clause in Section G.
The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order.
Refer to Non-recurring work ELINs for task listings, descriptions and related requirements. All periods of performance are measured from issue date of order to acceptance of the work. Performance Standards for Non-recurring work will be the same as those in Spec Item 3 where applicable.
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