22R2840 Section J-0200000.pdf

Section J – 0200000 Management and Administration

Attachment Number Attachment Title

J-0200000-01 Definitions and Acronyms J-0200000-02 Wage Determinations J-0200000-03 Directives, Instructions, and References J-0200000-04 Invoice Form J-0200000-05 Forms J-0200000-06 Government-Furnished Property, Materials, and Services J-0200000-07 Service Provider Information J-0200000-08 Asset Information J-0200000-09 Specification Information J-0200000-10 Characteristic Meter Readings Information J-0200000-11 NAVFAC Maximo Data Reporting J-0200000-12 Installation Spill Prevention, Control, and Countermeasure Plan J-0200000-13 Contractor Hazardous Material Inventory Log J-0200000-14 Exhibit Line Item Numbers (ELINs) J-0200000-15 Limitations on Subcontracting J-0200000-16 Corporate Experience Form J-0200000-17 OSHA Form J-0200000-18 Past Performance Questionnaire J-0200000-19 Certificate Of Non-Disclosure And Conflict Of Interest Statement J-0200000-20 Contracts Self Performance Certification

Attachment J-0200000-01 Definitions and Acronyms

Definition Description Assessment A general term referring to either a survey or inspection of a facility to determine condition.

Asset A general term used to refer to an item, such as a component, system, building or facility, which is managed by an automated data management program.

Competent Person A person who has the professional experience and training necessary to identify existing and predictable hazards at a work or service environment, and who has the authority to take prompt and corrective action to eliminate or remove dangers from the environment.

One who can identify existing and predictable hazards in the working environment or working conditions that are dangerous to personnel and who has authorization to take prompt corrective measures to eliminate them.

Component Inventory Management Unit

(CIMU)

An organization of like-kind real property into manageable maintenance units. CIMU is a building component, group of components or component assemblies, serving a specific purpose in a facility that can be expected to follow a common and predictable lifecycle behavior. This class of non-equipment will include items such as exterior walls, exterior windows, interior finish, and roofs. This class of equipment will include items such as fan coil units, air handling units, lighting, and water closets. CIMUs can include one or more items of installed equipment typically subject to routine scheduled maintenance.

Confined Work Space A space that is large enough and so configured that a person may bodily enter a space (such as in tanks, vessels, silos, storage bins, hoppers, vaults, pits, and like spaces where there is limited means of entry) and is hindered or restricted from escaping during an emergency.

Construction Equipment Construction equipment refers to specialized heavy machinery that covers one industry and is specifically designed for executing construction work. Construction equipment requirements shall include a list of equipment establishing the size, quality, number of units, and unit prices. Construction equipment prices provided by the Contractor shall be the lowest price available considering the availability of equipment and the time constraints of the job. The direct equipment price shall be adjusted by all discounts and rebates that accrue to the Contractor.

All indirect cost associated with construction equipment, such as: the Contractor’s hourly composite trade wage, adjusted to allow for workforce productivity; sub-contractor cost, costs for pre-expended bin materials, shipping and handling, union agreements, crew sizes, hand tools, universal equipment (excluding construction equipment), mobilization, demobilization, payroll burdens and fringes, overtime, job (field) overhead, clerical support, supervision, inspection, fees, taxes, licenses, permits, and insurance, general and administrative (home office) overhead, profit, and all other associated markups shall not be included in the construction equipment price since the cost for these items were included in the labor hour unit price bid. Additionally, time for job preparation, safety standby personnel, and similar indirect labor elements shall not be included.

Contracting Officer (KO) That individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contracting Officer’s Representative (COR)

The individual appointed by the KO responsible for monitoring the Contractor’s technical compliance and progress, relative to assigned contract(s)/orders(s), based on the contract requirements specified in the PWS and in accordance with the PAP. The COR performs a variety of contract administration duties that includes oversight of PA, documenting and rating Contractor performance, reviewing invoices, and acceptance of work. Assignment as a COR is a collateral duty typically performed by the FSCM or

SPAR.

Contractor That entity or its representative responsible for the delivery of the services or materials specified in this contract, as designated by contract award. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall insure that subcontractors comply with the provision of this contract.

Contractor Representative That individual appointed by the Contractor, either orally or in writing, who has been assigned responsibility for executing the requirements of this contract.

Crane, Category 1 Portal cranes, Hammerhead cranes, Locomotive cranes, Derricks, Floating cranes (YD), Tower cranes, Container cranes, Mobile cranes (except those indicated as category 4), including truck, cruiser, crawler, warehouse/industrial cranes, and cranes used for dragline, pile driving, clamshell, magnet, bucket work, and Aircraft crash cranes.

Crane, Category 2 & 3 Cranes with rated capacities of 20,000 pounds or greater are category 2. Examples are Overhead traveling cranes, Gantry cranes (rail mounted), Wall cranes, Jib cranes, Pillar cranes, Pillar jib cranes, Monorails and associated hoists, Fixed hoists including chain falls. Pedestal mounted commercial boom assemblies (fixed length, telescoping, and articulating types) attached to stake trucks, trailers, flatbeds, or railcars, or stationary mounted to piers, etc., with OEM rated capacities less than 2,000 pounds.

Crane, Category 4 Commercial truck mounted cranes, Truck mounted articulating boom cranes, Pedestal mounted commercial boom assemblies (fixed length, telescoping, and articulating types) attached to stake trucks, trailers, flatbeds, or railcars, or stationary mounted to piers, etc., with OEM rated capacities of 2,000 pounds and greater. Commercial truck mounted cranes and truck mounted articulating boom cranes with OEM capacities of 2,000 pounds and greater require a licensed operator even if the cranes are down rated below 2,000 pounds capacity for administrative purposes.

Direct Material Costs The actual vendor invoice charges for materials used for performance of work under this contract. Direct material costs shall include sales tax and transportation charges when such charges are included on the invoice by the vendor, as well as any discounts allowed for prompt payment and discounts or rebates for core value or salvage value that accrue to the Contractor. When questions arise concerning the cost of direct materials, direct material costs will be based on the lowest of quotes provided by the Contractor from at least three different commercial vendors for the direct material cost. The Government retains the right to obtain additional quotes in questionable situations. The lowest price will be used.

All other cost such as sub-contractor cost, costs for pre-expended bin materials, shipping and handling, union agreements, crew sizes, hand tools, universal equipment, mobilization, demobilization, time for job preparation, safety standby personnel, payroll burdens and fringes, overtime, job (field) overhead, clerical support, supervision, inspection, fees, taxes, licenses, permits, and insurance, general and administrative (home office) overhead, profit, and all other associated markups shall not be included in the direct material price since the cost for these items are included in the UPL Hour unit price bid.

Electronic Operation And Maintenance And Support Information (eOMSI)

A set of consultant-prepared data and document files that contain detailed, as-built technical information that describes the efficient, economical and safe operation, maintenance and repair of a facility, plant, equipment or system throughout its life cycle.

Generally, it is prepared during construction and submitted upon completion of a new facility or major facility upgrade. eOMSI’s typically include asset information, staffing and budgeting information, supply support including critical spare parts, operating procedures, troubleshooting and diagnostic guides, extended warranty data, maintenance task frequencies and documentation, technical data, repair procedures and manufacturer’s product data. eOMSI data and document files are provided in electronic formats.

Equipment Tangible asset that is functionally complete for its intended purpose, durable, and non-expendable.

Facility A building or structure designed and created to serve a particular function.

Fixed Burden Rate (FBR) The additional costs (expressed in percent of direct material cost) for ordering, handling, and stockpiling materials and repair parts. For example, if the offeror's Fixed Burden Rate for materials in the Base Period is 10% then:

$100,000.00 + ($100,000.00 x 10%) = $110,000.00

The Government will compensate the Contractor for the required parts and materials and not the total amount shown in Schedule of Indefinite Delivery Indefinite Quantity Work.

Frequency Of Service <<Note to Spec Writer: Edit as appropriate>> Annual (A). Services performed once during each 12-month period of the contract at intervals of 335 to 395 days.

Biennial (B). Services performed once during each 24-month period of the contract at internals of 670 to 790 days.

Daily (D5). Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

Daily (D7). Services performed once each calendar day, seven days per week, including weekends and holidays.

Monthly (M). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

Quarterly (Q). Services performed four times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

Semiannual (SA). Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

Semimonthly (SM). Services performed 24 times during each 12-month period of the contract at intervals of 14 to 16 calendar days.

Three times weekly (3W). Services performed three times a week, such as Monday, Wednesday, and Friday.

Twice weekly (2W). Services performed twice a week, such as Monday and Thursday or Tuesday and Friday.

Weekly (W). Services performed 52 times during each 12-month period of the contract at intervals of six to eight calendar days.

Government Furnished Property (GFP)

Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract. Government furnished property includes, but is not limited to, spares and property furnished for repairs, maintenance, overhaul, or modification. Government furnished property also includes contractor acquired property if the contractor acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Hazardous Material (HM) A material that because of its quality, concentration, physical, chemical or infectious nature may pose a threat to human health or the environment if released or spilled into the environment or any material designated by the Department of Transportation (DOT) or any materials that require a SDS form as posing a potential threat while being transported. Hazardous materials are listed in 49 CFR Part 172.

Hazardous Waste (HW) Any discarded solid waste (liquid, semi-solid, solid, or gaseous) that meets the definition of a hazardous waste by USEPA, state authorities, or the Navy. In accordance with RCRA, a solid waste is a listed hazardous waste if it is specifically listed, or it is a characteristic hazardous waste if it exhibits the characteristics of ignitability, corrosivity, reactivity, or toxicity.

Hazardous Waste Management Plan

In accordance with OPNAVINST 5090.1C, every Navy shore activity that generates HW shall develop and use a Hazardous Waste Management Plan or a Hazardous Waste management component in its P2 Plan and EMS. A Hazardous Waste Management Plan shall:

Identify applicable federal, state, and local regulations pertaining to the generation and management of hazardous waste.

Identify training requirements and describe procedures for obtaining training and maintaining training records.

Assign responsibilities for the generation, designation, handling, storage, treatment, disposal, and all documentation.

Describe all hazardous waste generation and management procedures.

Include or reference the hazardous waste minimization plan and goals.

Include or reference contingency plans and emergency response procedures.

The plan shall be kept up to date to include changes in hazardous waste generation and management procedures, as well as changes in applicable federal, state, and local hazardous waste regulations. The plan shall include or reference minimization procedures sufficient to achieve DOD minimization goals. Tenant activities are covered by the host CO's Hazardous Waste Management Plan.

Hazardous Waste Manifest

A hazardous waste manifest as defined in 40 CFR 260 is required for the transport of hazardous waste. The installation commanding officer (ICO) or the ICO’s designated representative shall retain signature authority for hazardous waste manifests.

Infrastructure Condition Assessment Program

(ICAP)

A Navy automated data management program that utilizes historical asset lifecycle data and a structured assessment process to evaluate the condition facilities and their components.

Inspection A rigorous, detailed assessment of the condition of a facility performed to generate a fundable scope and cost estimate for prioritization and funding of maintenance and repair.

Integrated Maintenance Program (IMP)

IMP is a recurring state-of-the-art, reliability-centered inspection, testing, maintenance and repair program that determines best practices for managing the functions and consequences of failures of facilities equipment and system components. IMP encompasses accepted commercial practices, including reactive, preventive, predictive and proactive maintenance, into one optimal program. The IMP approach gives the Contractor full responsibility to maintain systems and equipment and perform repairs whenever necessary to ensure equipment and systems are operational and remain in a constant state of readiness. Service orders will not be issued for accomplishment of repairs on systems and equipment maintained under IMP.

Job or Work Order An authorization for work that requires planning and estimating and has an individual line of accounting for financial and performance evaluation.

Life-Cycle Costs A form of economic analysis that considers the total cost of owning, operating, and maintaining a building or system over its useful life.

Less-than-90-day Accumulation Areas or Storage Facilities

Temporary HW storage areas where HW may be stored for up to 90 days without a RCRA permit.

Maintenance and Repair The preservation or restoration of a piece of equipment, system, or facility to such condition that it may be effectively used for its designated purposes. Maintenance/repair may be adjustment, overhaul, reprocessing, or replacement of constituent parts or materials that are missing or have deteriorated by action of the elements or usage, or replacement of the entire unit or system if beyond economical repair.

Monthly On-Site Labor Report

A compilation of all Contractor and subcontractor employee-hours involved in delivering contract services on a Government property.

NAVFAC MAXIMO A specially configured software version of MAXIMO®, a commercially available computerized maintenance management system (CMMS), adopted by NAVFAC for enterprise facility asset data management. The terms “MAXIMO”, “NAVFAC MAXIMO” or “Government’s MAXIMO” shall be used interchangeably in the document.

Non-RCRA Regulated Waste

Waste that is not regulated as a hazardous waste under RCRA; however, is waste may be regulated by other federal, state or local regulations including but not limited to TSCA, Clean Air Act, Clean Water Act or other regulations and statues. Examples include Used Oil, Universal Waste, Oily Water, antifreeze, etc.

Non-RCRA regulated waste (while not meeting the definition of a Hazardous Waste) must be managed according to its applicable regulations and may not be discarded into the general trash.

Non-Regulated Solid Waste (Debris and Rubbish)

Waste not associated with an industrial process such as refuse and scraps resulting from preparation, cooking, dispensing, and consumption of food. Non-hazardous construction and demolition wastes such as dimension and non-dimension lumber, plywood, chipboard, and hardboard are included.

Partnering The terms “partnering” and “partnership” used herein shall mean a relationship of open communication and close cooperation that involves both Government and Contractor personnel working together for the purpose of establishing a mutually beneficial, proactive, cooperative environment within which to achieve contract objectives and resolve issues and implementing actions as required.

Performance Assessment A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Performance Assessment Representative (PAR)

The individual(s) assigned as a Technical Point of Contact (TPOC) / Subject Matter Expert (SME) to the COR to perform duties as the on-site representative who assesses Contractor performance. The PAR periodically observes Contractor performance, reviews delivered services, reviews quality management corrective actions, periodically assesses and documents Contractor performance on PAWs and the MPAS, and communicates findings as necessary with the Contractor, SPAR, and COR.

Pre-Expended Bin Materials And Supplies

The minor materials and supplies that are incidental to the job, for which the total direct cost of any one material line item shown on the material estimate is $10.00 or less.

Examples of pre-expended bin materials and supplies include, but are not limited to, solder, lead, flux, electrical connectors, electrical tape, fuses, nails, screws, bolts, nuts, washers, spacers, masking tape, sand paper, solvent, cleaners, lubricants, grease, oil, rags, mops, glue, epoxy, spackling compound, joint tape, plumbers tape and compound, clips, welding rods, and touch up paint.

Property Administrator An authorized representative of the Contracting Officer who is responsible for administering contract property requirements, terms and conditions of the contract

Property Management Program

A Government program established for the purpose of reviewing and approving the Contractor’s Property Management Plan and System through performance of a system analysis whenever government property is in the possession of the Contractor.

Quality Assurance (QA) The planned and systematic activities implemented in a quality system so that quality requirements for a product or service will be fulfilled.

Quality Control (QC) The observation techniques and activities used to fulfill requirements for quality.

R. S. Means A data collection and organization system developed by R. S. Means Company which can be used to prepare accurate, dependable construction estimates and budgets in a variety of ways. The Contractor shall use the latest edition. Material prices are based on a national average and computed labor costs are based on a 30-city national average.

An estimate prepared using this data is called a "Means estimate"; data may simply be referred to as "Means".

Real Property Land and improvements to land (i.e., facilities). It includes equipment affixed and built into the facility as an integral part of the facility (such as heating systems), but not movable equipment (e.g., plant equipment, industrial equipment, buoys).

Real Property Inventory Equipment (RPIE)

A Government owned or leased individual pieces of equipment, apparatus, or fixture that are essential to the function of the real property (i.e. plumbing, electrical, heating, cooling and elevators). It is physically attached to, integrated into, and built in or on the property.

Individual RPIE’s can be combined to make a CIMU to facilitate facilities management.

An individual RPIE can also be a CIMU if the equipment is complex enough to require its own management planning.

Regulated Waste Any hazardous, non-hazardous, industrial process waste (aka special waste), e-waste, and/or off-specification HM, which because of its physical characteristics, chemical make-up or biological nature requires either special handling procedures and permitting, or poses an unusual threat to human health, equipment, property, or the environment.

Examples include (but are not limited to) liquid sludge, pastes, and/or filter cakes, chemical compounds and/or petroleum products, fine powders or highly dusty materials, spent blast media and/or grit, demolition wastes from industrial facilities, debris and/or residues from spill cleanup work, underground storage tank remediation materials, pollution control wastes, ash from fires, furnaces, boilers or incinerators, off-specification products, other materials that have the potential to be a hazardous waste.

All RW may be used or unused excess hazardous materials. Laboratory analysis may be required to verify the waste is not a RCRA-regulated hazardous waste.

Response Time The time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate personnel, tools, equipment, and materials, ready to perform the work required.

Restoration Restoration of real property to such a condition that it can be used for its intended purpose. Includes repair or replacement work to restore facilities damaged by inadequate sustainment, excessive age, natural disaster, fire, accident or other causes.

Sampling Plan Plan and procedures to conduct sampling, field testing and laboratory analysis for a defined testing objective.

Satellite Accumulation Areas

Designated approved areas, at or near the point of generation and under the control of the operator generating the waste, where no more than 55 gallons (cumulative total) of all types of HW or 1 quart of acutely HW may be accumulated. The 55-gallon limit does not include non RCRA regulated waste, universal waste and used oil etc.

Spill Prevention Control and Countermeasure (SPCC) Plan

The SPCC Plan establishes engineering controls including procedures, methods, equipment and other requirements to prevent the discharge of oil into or upon navigable waters. The Plan includes procedures for oil spill prevention, measures to contain spills and an established spill drill exercises to ensure effective countermeasures in the event of oil spill.

Sustainment Maintenance and repair activities necessary to keep a typical inventory of facilities in “normal working condition”. Sustainment includes regularly scheduled maintenance as well as cyclical major repairs or replacement of components that occur periodically over the expected service life of the facilities.

System An assemblage of mechanically and/or electrically interlocked parts, equipment and/or components forming a unitary whole.

Unit Priced Labor (UPL) Hour

The fully burdened unit price bid by the Contractor to perform one hour of work-in-place. With the exception of direct material and construction equipment costs, the unit priced labor hour price shall include all indirect and direct costs associated with performing work, such as: the Contractor’s hourly composite trade wage, adjusted to allow for workforce productivity; sub-contractor cost, costs for pre-expended bin materials, shipping and handling, wage determinations, union agreements, crew sizes, hand tools, equipment, universal equipment (excluding construction equipment), mobilization, demobilization, payroll burdens and fringes, overtime, job (field) overhead, clerical support, supervision, inspection, fees, taxes, licenses, permits, and insurance, general and administrative (home office) overhead, profit, and all other associated markups. Any indirect cost or additional markups not allowed in the definition of direct materials shall be included in the UPL price. Additionally, time for job preparation, safety standby personnel, and similar indirect labor elements are included.

Uniformat Classification A standard classification of building components established by the National Institute of Standards and Technology.

Universal Equipment Universal equipment refers to equipment that can cover two or more industries and is commercially employed in execution of operation, maintenance, and repair work, such as: Aerial Work Platforms, Backhoes, Cranes, Dump Trucks, Excavators, Generators, Graders, Lifts, Loaders, Man Lifts, Monitoring and Test Equipment, Pumps, Tractors, Trailers, etc.

Universal Waste (UW) Universal Waste (UW) (defined in 40 CFR Part 273) means batteries, fluorescent lamps, some pesticides, and mercury-containing equipment formally classified as a HW, but that are now subject to less stringent regulations, when recycled if recycling is available.

Utility Infrastructure Condition Assessment Program (UICAP)

A comprehensive assessment processes for planning, managing, and executing Navy utility infrastructure inspections.

Attachment J-0200000-02

Acronym Title ACO Administrative Contracting Officer AFFF Aqueous Film Forming Foam BFR Basic Facility Requirements BW Biweekly CBMM Condition Based Maintenance Management Program CDR Contract Discrepancy Report CIA Controlled Industrial Area CIMU Component Inventory Management Unit CMMS Computerized Maintenance Management System CNSSI Committee on National Security Systems Instruction COR Contracting Officer Representative COR Condition of Readiness DBH Diameter at Breast Height DCR Direct Condition Rating DoD Department of Defense DoDI Department of Defense Instruction DoN Department of Navy DRMO Defense Reutilization Management Office EPA Environmental Protection Agency EPCRA Emergency Planning and Community Right-to-Know Act FAR Federal Acquisition Regulation FFP Firm Fixed Price FIFRA Federal Insecticide, Fungicide, and Rodenticide Act FSC Facility Support Contract FSCM Facility Support Contract Manager GIS Geospatial Information System GFE Government-furnished Equipment GFF Government-furnished Facilities GFM Government-furnished Materials HCA Head Contracting Agency ICAP Infrastructure Condition Assessment Program ICP Integrated Contingency Plan IDIQ Indefinite Delivery Indefinite Quantity iNFADS Internet Navy Facilities Asst Data Store IPM Integrated Pest Management IPMIS Integrated Pest Management Information System IPMP Integrated Pest Management Plan KO Contracting Officer LAN Local Area Network M Monthly MAP Maintenance Action Plan MDI Mission Dependency Index MEP Mechanical, Electrical and Plumbing MILCON Military Construction MPAS Monthly Performance Assessment Summary MRI Mission Readiness Index MSDS Material Safety Data Sheets NAVFAC Naval Facilities Engineering Command NIST National Institute of Standards and Technology

Attachment J-0200000-02

Acronym Title NIST SP National Institute of Standards and Technology Special Publication NMCI Navy Marine Corps Intranet NOSC Navy-On-Scene Coordinator PAP Performance Assessment Plan PAR Performance Assessment Representative PAW Performance Assessment Worksheet PEO Program Executive Officer PM Project Manager PM Planned Maintenance or Preventative Maintenance POAM Plan of Action and Milestones PRCSP Permit Required Confined Space Program PWS Performance Work Statement PWO Public Works Officer Q Quarterly QC Quality Control RSIP Regional Shore Infrastructure Plan RPIE Real Property Inventory Equipment RSL Remaining Service Life SC Security Clearances SM Semimonthly SPAR Senior Performance Assessment Representative TE Technical Exhibit VIQ Variation in Quantity WBS Work Breakdown Structure

Attachment J-0200000-03 Wage Determinations

(Placed in Folder once award cost has been agreed to).

Attachment J-0200000-04 Directives, Instructions, and References

Reference Title CNSSI 1253 Security Categorization and Control Selection for National Security Systems DoD Directive 5200.2 DoD Personnel Security Program (PSP) DoDI 8582.01 Security of Unclassified DoD Information on Non-DoD Information Systems DODD 6055.9 DoD Explosives Safety Management and the DoD Explosives Safety Board EM 385-1-1 U.S. Army Corps of Engineers Safety and Health Requirements NAVFACINST 4161.1 Accountability, Tracking, and Management of Government-Furnished Property NAVFACINST 11010.45 Regional Planning Instruction (Site Approval Process) NAVFAC P-78 Real Property Inventory Procedures Manual

NIST SP 800-171

Revision 1

Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations

NIST SP 800-53 Security and Privacy Controls for Federal Information Systems and Organizations OPNAVINST 11000.16 Command Responsibility for Shore Activity Land and Facilities OPNAVINST 11010.20 Navy Facilities Projects OPNAVINST 11011.10 Utilization of Navy Real Property P.L. 91-596 Occupational Safety and Health Act SECNAVINST 11011.47 Acquisition, Management, and Disposal of Real Property and Real Property Interests by the Department of the Navy UFC 2-000-5N Facility Planning Criteria for Navy/Marine Corps Shore Installations UFC 3-560-01 Operation and Maintenance: Electrical Safety

Attachment J-0200000-05 Invoice Form

VENDOR LETTER

The Department of Defense (DOD) now requires all contractors doing business with DOD to submit their invoices electronically via a web-based system. The Under Secretary of Defense identified Wide Area Workflow (WAWF) as the system for implementing this statutory requirement.

WAWF is a secure, web-based system, which benefits your firm by allowing you to submit invoices electronically, track receipt/acceptance documents and payment of your invoice online. By using this web-based system, you should experience the benefits mentioned but best of all, the use of electronic submission could get your company paid on time.

NAVFAC will be implementing the use of WAWF in FY2009 and we are in the process of reviewing all current contracts to identify those that are eligible for WAWF. If your contract is eligible, the respective contracting officer will notify you.

In preparation of this initiative, we highly encourage you to visit and review the following websites for WAWF Vendor resources.

Vendor Getting Started Guide – http://www.dfas.mil/contractorpay/electroniccommerce/wawfvendortools/WAWFVendorGettingStartedGuide.pdf

Introductory Movie – http://www.dfas.mil/contractorpay/electroniccommerce/ECToolBox/WAWKFl.wmv

Web-based training – http://www.wawftraining.com

WAWF practice site – https://wawftraining.eb.mil/ (at this web page, click on “Training Instructions” found on the left side for further instructions on using this site)

Request for classroom training – http://www.dfas.mil/contractorpay/electroniccommerce/wawftrain.html

WAWF Vendor Tools – http://www.dfas.mil/contractorpay/electroniccommerce/wawfvendortools.html

J-0200000-04

INVOICING PROCEDURES

All services procured by the Government must be invoiced electronically through Wide Area Workflow (WAWF).

All vendors must register in WAWF to submit and invoice. To register go to the WAWF Training Home Page (https://wawftraining.eb.mil/) and under New User select Vendors-Getting Started Help. This help menu will walk you through the registration process. The following is a printout of this menu.

Vendors - Getting Started Help General Steps for a Vendor to follow to use WAWF

• Step 1. Register with the Central Contractor Registry (CCR).

• Step 2. Establish an Electronic Business (EB) Point of Contact (POC) in CCR.

• Step 3. Register for Electronic Document Access (EDA). (This step is not required but recommended.)

• Step 4. Ensure CAGE Code is added to WAWF Group Structure.

• Step 5. Establish an Organizational Email Address.

• Step 6. Designate a Group Administrator Manager (GAM).

• Step 7. Determine if batch feeds for data input is necessary.

• Step 8. Set up PCs to Access WAWF.

• Step 9. Self Register GAM.

• Step 10. Have all users for the CAGE Code(s) self-register on the WAWF web site for one of the ava Step 1: Register with Central Contractor Registry (CCR).

• All vendors must be registered in the CCR in order to sell goods and services to the Department of Defense

(DOD).

• Register at URL http://www.ccr.gov/ (External Link).

• For help with registration in CCR, contact the CCR Assistance Center at-1-888-227-2423 or Federal Service Desk at 866-606-8220 or 334-206-7828. If you do not know your CCR POC, you can contact the Federal Service Desk.

Step 2: Establish or verify the Electronic Business Point of Contact (EB POC) in CCR.

• To facilitate electronic commerce between vendors and DOD, vendors must establish an EB POC for their company in CCR.

• The EB POC will be responsible for authorizing vendor employee(s) access to submit, modify and/or view data on behalf of the vendor. In WAWF terminology, the EB POC also functions as the Group Administrator (GAM). The GAM is your company's "Gate Keeper" and will be responsible for authorizing access to WAWF for all your company's employee(s).

• The CCR POC is responsible for entering EB POC data in CCR.

• To see if an EB POC is listed for a specific company, go to http://www.ccr.gov/ (External Link) and click on "CCR Search". Where prompted, enter the DUNS Number or CAGE Code or Company Name and click the "Search" button. If you are presented with a list of DUNS numbers, you will need to pick the specific location and click on the Detail link. Scroll to the bottom of the Inquiry Results page. There you can see if anyone is listed as the EB POC. If no one is listed, the company has not identified an EB POC yet.

• If a vendor sees that there is no one listed as their EB POC, they need to contact the CCR POC and ask the CCR to update the company's registration to include the EB POC.

J-0200000-05

INVOICING PROCEDURES

• Each vendor can establish up to two EB POCs one primary and one alternate EB POC for each Cage/DUNS code.

Step 3: Register for Electronic Document Access (EDA). (Optional Step but recommended.)

• Electronic Document Access (EDA) acts as a virtual file cabinet for the storage and retrieval of multiple types of acquisition documents to include Purchase Orders and post-award contracts. Vendor may be authorized to view contract documents that match their validated DUNS or CAGE codes.

• Go to the following URL http://eda.ogden.disa.mil/users_guide/access/Registration/reg002_VendorSteps.html for instructions. (External Link).

Step 4: Have your CAGE Code added to the WAWF Group Structure.

• Your CAGE Code must be added to WAWF Group Structure before any personnel can self-register in WAWF. If you have multiple CAGE Codes they can all be added to your group at the same time.

• Optional CAGE Code extensions can be created to subdivide your CAGE Code into smaller units. Each CAGE Code and extension will have its own organizational e-mail address. The email addresses will be used to notify your sub-groups that a document status has changed.

• To establish a vendor group for a CAGE Code, someone in your company needs to either call the Customer Support Center phone number or send an email to DISA Ogden. If your organization has multiple CAGE Codes, the WAWF Customer Support Center will assist in adding all your CAGE Codes to your CAGE Group Structure in WAWF. (see Customer Support link)

• Phoned in requests will be activated online. Emailed requests will be processed within 48 hours after receipt.

• Group Activation Email: Please use the following template to email requests to WAWF Customer Support:

Customer Support email Please fill in missing information with your company information. (External Link).

• Important - PLEASE NOTIFY YOUR EB POC! We will need their authorization to activate individual accounts after the CAGE Code(s) are added to WAWF.

Step 5: Establish an Organizational email Address.

• WAWF routes information according to CAGE Codes. WAWF documents themselves do not get routed, but status information about the documents is sent in emails. For example, email confirmations are sent when a vendor SUBMITS a document. Email notices are sent when the government ACCEPTS or REJECTS the document.

• In order to receive status information about the WAWF documents, vendors need to establish organizational email accounts and determine who will have access to this organizational email account.

• Ensure that the organizational email address is operational and can receive email prior to registering it with the WAWF Customer Support Center.

J-0200000-05

INVOICING PROCEDURES

• The GAM or EB POC shall provide the organizational email to the WAWF Customer Support Center. (See GAM Appointment Letter in Step 6 below).

• Note: If you do not set up an organizational email address, the personal email address of the first person who self-registers from your CAGE/DUNS Code will be used as the organizational email address.

Step 6: Designate a Group Administrator (GAM) for your company.

• A GAM determines who has access to their data submitted in WAWF and provides the authorization to activate.

• In medium to large sized companies, there may be a need to establish more than one GAM.

• Vendors must appoint a GAM to manage their WAWF account. It is recommended that the EB POC be the GAM. As mentioned earlier, the GAM is your company's "Gate Keeper" and as such this person authorizes the activations and deactivations for the company's CAGE Code(s). When the EB POC registers as the GAM no additional paperwork is required to establish your WAWF GAM account.

• The EB POC will also be contacted when there is a question about invoices submitted through WAWF.

Please ensure your EB POC is familiar with the WAWF process and they can contact company personnel to answer invoicing questions from government officials.

• If you appoint a GAM that is not your EB POC, they are required to submit their GAM appointment letter, signed by their EB POC, via email to the Ogden Customer Support Center Customer Support email or they may fax it to the customer Service Center. The fax number is 1-801-605-7453. GAM appointment letter

Step 7: Determine if batch feeds for data input is necessary.

• Most Vendors use the manual, web entry method to input their documents directly into WAWF. Web entry is a good method if you have a small volume of payment documents to create or if you have a small amount of lines on your contract(s). But for vendors that have a large number of transactions and/or many line items per payment document, you may want to consider submitting documents into WAWF via the File Transfer Protocol (FTP) or Electronic Data Interchange (EDI) method.

• WAWF FTP and EDI Guides are available after your account has been activated. If further assistance is needed, please contact the WAWF Customer Service Center and ask for help with EDI. A trouble ticket will be created and you will be forwarded to the Joint Interoperability Test Center (JITC) and a technician will be assigned to assist you in testing your file layout(s). (See Customer Support Link).

Step 8: Set up PCs to access WAWF.

• Your current computer configuration is usually sufficient to use WAWF. On rare occasions your computer's browser setting may need to be changed.

• Please try using WAWF first and then if you experience problems check your set-up by selecting the "Machine Setup" link on the WAWF home page or call the Ogden Help desk for assistance - for Ogden Help desk information select the "Customer Support" link on the WAWF home page.

J-0200000-04

INVOICING PROCEDURES

Step 9: GAM needs to Self Register in WAWF.

• Refer to the "Registration" Link on the WAWF Home Page and the Help button for a details on registering in the WAWF application as a GAM.

• If the GAM's account has not been activated within 2 business days of self-registering, notify the WAWF Customer Service. (See Customer Service Link).

Step 10: Have all users for the CAGE Code(s) self-register on the WAWF web site for one of the available Vendor Roles.

• Once the EB POC (GAM) has been activated, all company users will need to self-register. Now the EB POC (GAM) can activate or deactivate their own company personnel within WAWF.

• Every user of WAWF must self-register on the WAWF web site by completing the online registration form.

• Refer to the "Registration" Link on the WAWF Home Page and the Help button for a details on registering in the WAWF application in a Vendor Role.

• Note: User accounts will not be activated until the GAM activates the accounts. The GAM will receive an email for all registrations.

• If a user's account has not been activated within 2 business days of self-registering, notify the EB POC or WAWF Customer Support Center.

Step 11: Practice Using WAWF.

• Online Training Site - Once you have completed steps 1-10, you may want to practice using WAWF in the online training site. This site is for practice only. You can practice submitting documents for payment, and viewing and working on documents in the online training site. After getting to the WAWF practice site, you should click the "Training Instructions" hyperlink in the left column to get your training User IDs and passwords and important sample data.

• To practice in the online training site go to the following URL https://wawftraining.eb.mil/ (External Link).

To log into the WAWF Training Site as a vendor, you must use one of the following User ID / Password Combinations: Vendor11/Vendor1$ or Vendor22/Vendor2$.

Follow these steps to log into the WAWF Training Site as a vendor:

1. Ensure your system has the minimum configuration and software necessary.

2. Return to the WAWF Training Home Page (https://wawftraining.eb.mil/).

3. Click the Logon hyperlink.

4. When the logon screen appears, enter the following account information: Either User ID = Vendor11 and the Password = Vendor1$ (Case sensitive) or User ID = Vendor22 and the Password = Vendor2$ (Case Sensitive).

5. Click the 'Submit' button.

Forms

Forms

Supervisors

ACCIDENT INVESTIGATION FORM

1. Employee's Name, Code, & Job Title:

2. Time, date, and location of accident 00:00 pm, / /_____________________

3. What work assignment or activity was employee engaged in at time of accident?

4. Please describe the nature and extent of any injuries __fell on left side of body, minor scrapes and bruises______________________________________________

5. What was the primary cause of this accident?

6. Was personnel error a factor? (I.e. haste, inattention, etc.) _NO_____ if "yes", please describe. ________________________________________________________

7. Please describe any unsafe conditions involved. (I.e. wet floor, torn carpet, etc.)

What actions have been taken thus far to correct these conditions? ____________

8. Please provide a brief summary of how the accident occurred.

9. Please indicate any recommendations to prevent accidents of this type from re-occurring. _______________________________________________________

10. Additional Comments. ______________________________________________

Contractor only required filling in Time for Highlighted Line Items (Contractor to fill in “other” non-highlighted areas if requested by the KO/PAR)

Spec Item 2.9.7 - Monthly On-Site Labor Report - Recurring Work

Solicitation/Contract No.: NXXXXX-XX-D-XXXX Company Name:

Date Submitted:

Labor Hours for the Month of:

ELIN/

Sub-ELIN Annex/

Sub-annex

Spec Item Description Spec Item 3 Labor Hours

Spec Items 1 and 2 On-Site

Labor Hours

1503010 Facility Management

1503010 3.1 Scheduled Services 1503010 3.1.1 Space Cleaning 1503010 3.1.1.1 Emptying Waste Containers

1503010 3.1.1.2 Emptying Recycling Containers 1503010 3.1.1.3 Low Area Cleaning 1503010 3.1.1.4 Lunch/Break Room Cleaning 1503010 3.1.1.5 High Area Cleaning 1503010 3.1.1.6 Interior Window Cleaning 1503010 3.1.1.7 Exterior Window Cleaning 1503010 3.1.1.8 Window Blinds Cleaning

1503010

3.1.1.9 Entrance Cleaning

3.1.1.10 Interior Glass Cleaning

1503010 3.1.1.11 Drinking Fountains 1503010 3.2 Floor Care 1503010 3.2.1 Sweeping and Dust Mopping 1503010 3.2.2 Vacuuming Carpets and Rugs 1503010 3.2.3 Cleaning Walk-off Mats 1503010 3.2.4 Spray Buffing

1503010 3.2.5 Wet Mopping 1503010 3.2.6 Stripping, Coating and Buffing 1503010 3.2.7 Carpet and Rug Deep Cleaning 1503010 3.3 Restroom Services 1503010 3.3.1 Restroom Cleaning 1503010 3.3.2 Restroom Servicing

3.3.3 Group Shower/Locker Room Cleaning

1503010 3.4 Building Parameter Services 1503010 3.4.1 Debris Removal 1503010 3.4.2 Emptying Perimeter Waste Containers

3.5 Emergency Custodial Services Orders

1503010 4.0 Non-recurring Work Total Recurring Work:

Spec Item 2.9.7 - Monthly On-Site Labor Report - Non-Recurring Work

Solicitation/Contract No.: NXXXXX-XX-D-XXXX Company Name:

Date Submitted:

Labor Hours for the Month of:

ELIN/

Sub-ELIN Order Number (Task Order, Work Authorization, Fed-MALL, etc.)

Description Spec Item 4 Labor Hours

Spec Items 1 and 2 On-Site

Labor Hours

Total Non-Recurring Work:

Contractor Hazardous Material Inventory Log

(EPRCA)

PRIME COMPANY NAME: _______________________________CONTRACT NO:

PROJECT TITLE / LOCATION:

Material Name Manufacturer

SDS

Number

State (Liquid, Solid, Gas)

Storage Quantity Quantity (lbs/gals) used in

Calendar Year [ ]

Average Daily

Maximum Daily

Contractor(s) certifies that the hazardous material(s) removed from installation will be used/reused for its intended purpose.

Company Using Material Listed Above Company Representative’s Signature

Submitted By: ________________________ Phone: ______________ Fax: __________ Date: _________ Printed Name

Contracting Officer _____________________Phone: ______________ Fax: __________ or ROICC Representative

Page ____ of ____

SECTION 01 57 19.00 20 – APPENDIX A

Directions for Process Material Log Sheets

Chemical Description:

Material Name - List the brand or generic name of the chemical material.

Manufacturer - List the name of the manufacturer of the product.

Constituents of Concern - List the constituents (ingredients) as listed on the Material Safety Data Sheet

(MSDS).

CAS # - List the Chemical Abstract Service (CAS) Number for each Constituent of Concern listed. This information is found on the MSDS. If no CAS number is listed, state “N/L”.

% - List the concentration of each Constituent of Concern listed. This information is found on the

MSDS. If the concentration is not listed, state “N/L”.

Product Weight - List the weight of material contained in one container of the product. This information is normally listed on the MSDS or can be determined from the density or specific gravity of the product listed on the MSDS.

In addition, check all the boxes that apply to this chemical:

o Pure or Mix - choose only one.

o Solid, Liquid or Gas - choose only one.

o Extremely Hazardous Substance (EHS), Ozone Depleting Substance (ODS), SARA TITLE III

Chemical (SARA III), Air Toxic Chemical (AIR TOX) or Carcinogen (CARC) - based on the information provided by the material’s MSDS. Choose all that apply.

o HM exempt - per EPCRA section 312 and based upon user knowledge, choose this box if the material would normally be exempt from reporting for hazardous material storage.

o Tri exempt - per EPCRA section 313 and based upon user knowledge, choose this box if the material would normally be exempt from reporting for the Toxic Release Inventory (TRI).

Physical and Chemical Hazards:

For each material listed, check all the physical and health hazard boxes that apply. These hazard categories are defined in 40 CFR 370.2.

Fire Hazard - flammable, combustible liquid, pyrophoric, oxidizer.

Sudden Release of Pressure - explosive, compressed gas.

Reactive - unstable reactive, organic peroxide, water reactive.

Immediate (acute) Health Hazard - highly toxic, toxic, irritant, sensitizer, corrosive.

Delayed (chronic) Health Hazard - carcinogens, mutagens, other long-term health hazards.

Storage Description: Storage Code:

List the appropriate storage type, pressure and temperature condition codes for the material based upon the codes listed below. List the storage type in the first box, the applicable pressure code in the second box and the applicable temperature code in the third box. More than one storage code may apply if material is stored in different types of containers.

Storage Type:

A - Above Ground Storage Tank F Can L Cylinder B - Below Ground Storage Tank G Carboy M Glass Bottle or Drum C - Tank Inside Building I Fiber Drum N Plastic Bottle or Drum D - Steel Drum J Bag R Other E - Plastic/Non-metallic Drum K Box

Pressure and Temperature Conditions:

1 - Ambient Pressure 4 Ambient Temperature 2 - Greater than Ambient Pressure 5 Greater than Ambient Temperature 3 - Less than Ambient Pressure 6 Less than Ambient Temperature but not Cryogenic 7 - Cryogenic Conditions

Inventory in Pounds:

Maximum Amount - List the maximum amount of a material that was on-hand (stored) at any one time.

Amount must be recorded in pounds.

Average Amount - List the average amount of a material that was on-hand during the reporting period.

Amount must be recorded in pounds.

Days on Site - List the number of days during the…