Annex 0200000.pdf

0200000 – Management and Administration Range Facilities and Grounds Maintenance Contract

Table of Contents

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

2.2.2 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

2.3.3.1 Informal Partnering

2.3.3.2 Contract Partnering Administration

2.3.3.3 Contract Partnering Session Attendees

2.3.4 Permits and Licenses

2.3.5 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 Facilities (GFF)

2.4.2 Government-Furnished Utilities

2.4.3 Government-Furnished Materials (GFM)

2.4.4 Government-Furnished Equipment (GFE)

2.4.5 Government-Furnished Services (GFS)

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Work Reception

2.6.2 Work Control

2.6.3 Work Schedule

2.6.4 Deliverables

2.6.5 Service Interruptions

2.6.6 Government’s Computerized Maintenance Management Systems (CMMS)

2.6.6.1 MAXIMO Data

2.6.6.2 MAXIMO Method of Data Entry

2.6.6.3 MAXIMO Access

2.6.6.4 MAXIMO Training

2.6.7 Quality Management System (QMS)

2.6.7.1 Quality Management (QM) Plan

2.6.7.2 Quality Inspection and Surveillance

2.6.7.3 Quality Inspection and Surveillance Report

2.6.8 Property Management Plan

2.6.9 System and Equipment Replacement

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)

2.7.1.4 Environmental/Energy Manager

2.7.2 Employee Requirements

2.7.2.1 Employee Certification and Training

2.7.2.2 Employee Appearance

2.7.2.3 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

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

2.8.6.1 Escort Arrangement for Secured Areas

2.8.7 Security Clearances

2.8.8 Access to Sensitive Unclassified Information

2.8.9 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 Occupational Risk and Compliance Plans

2.9.5.1 Abrasive Blasting Plan

2.9.5.2 Access/Haul Road Plan

2.9.5.3 Alcohol and Drug Abuse Prevention Plan

2.9.5.4 Asbestos Abatement Plan

2.9.5.5 Chemical Hazard Communication Program

2.9.5.6 Confined Space Program

2.9.5.7 Critical Lift Plan

2.9.5.8 Demolition Plan

2.9.5.9 Emergency Response Plans

2.9.5.10 Excavation/Trenching Plan

2.9.5.11 Fall Prevention and Protection Plan

2.9.5.12 Fire Prevention Program

2.9.5.13 Floating Plant Severe Weather Precaution Plan and Marine Emergency Plan

2.9.5.14 Hazardous Energy Control Program

2.9.5.15 Health Hazard Control Program and Hazard Communication Program

2.9.5.16 Heat/Cold Stress Monitoring Plan

2.9.5.17 Lead Compliance and Abatement Plan

2.9.5.18 Radiation Safety Program

2.9.5.19 Respiratory Protection Program

2.9.5.20 Site Sanitation Plan

2.9.5.21 Temporary Facility Layout Plan

2.9.5.22 Underground Emergency Rescue Plan

2.9.6 Contractor Incident Reporting System (CIRS)

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 Safety and Security Operations

2.9.15 Safety and Occupational Health Discrepancy Recording

2.10 Environmental Management and Sustainability

2.10.1 Energy Management Program

2.10.1.1 Water Conservation Plan

2.10.1.2 Energy Efficient Products

2.10.2 Environmental Protection

2.10.2.1 ODS Requirements for Refrigerant Recycling

2.10.2.2 Non-Hazardous Waste Disposal

2.10.2.3 Hazardous Waste Disposal

2.10.2.4 Spill Prevention, Containment, and Clean-up

2.10.2.5 Hazardous Material Management

2.10.2.6 Protection of Endangered and Threatened Species (Flora and Fauna)

2.10.2.7 Noise Control

2.10.2.8 Salvage

2.10.2.9 Asbestos Containing Material (ACM)

2.10.3 Sustainable Procurement and Practices

2.10.3.1 Environmentally Preferable Products

2.10.3.2 Use of Recovered Materials

2.10.3.3 Use of Bio-based Products

2.10.4 Air Quality Requirements

2.10.5 Protection of Natural Resources

2.10.5.1 Land Resources

2.10.5.2 Fish and Wildlife Resources

2.10.5.3 Historical Archaeological Resources

2.11 Disaster Preparedness

2.12 Technical Library

2.13 Warranty Management

2.14 Recurring Work Procedures

2.14.1 Notification to the Government for Work Above the FFP Limitations

2.14.2 Recurring Exhibit Line Item Numbers (ELINs)

2.14.3 Common Output Level Standards (COLS) Options

2.14.3.1 Optional COLS CLINs for Region Funded Facility Services

2.14.3.2 Option to Change COLS at Contract Award

2.14.3.3 Option to Change COLS at Exercise of an Option Period

2.15 Nonrecurring Work

2.15.1 Unit Priced Task (UPT) Work (Non-Negotiated)

2.15.1.1 Acceptance and Performance

2.15.1.2 Invoicing and Receiving Payment

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

2.15.2.1 Nonrecurring Preparation of Proposals

2.15.2.2 Labor Requirements

2.15.2.3 Material and Equipment Requirements

2.15.2.4 Issuance of Final Task Order

2.15.3 Nonrecurring ELINS

2.16 Transition

2.16.1 Phase-in

2.16.2 Phase-out

0200000 - Management and Administration

Spec Item Title Description 2 Management and

Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-0200000-01.

2.2 General Information

2.2.1 Government Regular

Working Hours The Government's regular working hours are from 0700-1630, five days per week, Tuesday through Saturday, except observed Federal holidays.

Exceptions to the regular hours of operation are detailed in subsequent sections of this 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. Some Mondays may be required and will need to be coordinated with the ACO/COR prior to work being performed. 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 (for this contract a regular work week is defined as Tuesday through Saturday) working hours for the Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Government’s Regular Working Hours per Section F. Excludes work to be performed during specified hours.

2.2.2 Wage Determinations Wage Determinations are included in J-0200000-02.

2.2.3 Requirements

Hierarchy Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, 3.1.2.1 and so on.

Likewise, Performance Standards specified at a lower digit level (i.e. spec item 3.1.1, 3.1.2, 3.1.2.1) apply when performance is assessed at a higher tier (i.e., spec item 3.1) based on the composite work requirements.

2.3 General

Administrative Requirements

2.3.1 Required Conferences

and Meetings

The Contractor shall attend administrative, coordination, and partnering meetings as designated by the COR. The Contractor shall prepare and submit minutes of all meetings to the COR for review and comment per Section F. Comments received within two workdays shall be incorporated into the minutes and a copy of the final revision shall be submitted per Section F for concurrence.

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and Equipment

When construction, renovation, or repair work is performed by means other than this contract, the Contractor shall attend Government provided training, as applicable, for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

2.3.3 Partnering 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’s 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

Spec Item Title Description 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.

2.3.3.1 Informal Partnering The COR shall organize the initial Partnering Meeting with key personnel of the project team, including Contractor's personnel and Government personnel. The initial session will be scheduled concurrent with the Pre- Performance Conference and held no later than 30 days after award and will be held at a Government provided facility as designated by the COR.

The Initial Informal Partnering Session will be conducted and facilitated using electronic media (a video and accompanying forms) provided by Contracting Officer. The senior Government stakeholder present will lead the meeting, however, the Contractor’s PM or senior representative is encouraged to participate as co-lead.

2.3.3.2 Contract Partnering

Administration

Upon award, the COR will contact the Contractor, supported command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. A partnership agreement, The Charter, should be in place as early as possible so issues arising, even before work begins, can be resolved using the issues resolution process.

Replacement of Core Management Team members (stakeholders who attended the initial session and manage the contract work day-to-day) is discouraged since it will disrupt the synergy that has been developed. If replacement of a team member proves to be unavoidable, a follow-on partnering session must be held to officially turn the responsibilities of the position over to the new member.

The Core Management Team consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.

2.3.3.3 Contract Partnering

Session Attendees

The Contractor shall bring the necessary personnel to successfully partner on this contract. Asterisk indicates mandatory personnel.

* President/Vice President

* Project Manager

* Quality Manager

* Site Safety and Health Officer Sub-contractor Reps

2.3.4 Permits and Licenses The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.

2.3.5 Insurance The Contractor shall submit a Certificate of Insurance per Section F as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with the FAR Clause 52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

2.3.5.1 Certificate of

Insurance

The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO by the insurance company prior to cancellation or

Spec Item Title Description 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:

Ensure insurance amounts are current.

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 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-02. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.9 Invoicing Procedures Refer to Section G for invoicing instructions.

2.3.10 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-03.

2.4 Government-

Furnished Property, Materials and Services

In accordance with the sub-spec items listed below, 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.

Information regarding Government Furnished Property, Materials, and Services is provided in J-0200000-04.

Contractor requirements for support of initial and final inventories.

2.4.1 Government-

Furnished Facilities

(GFF)

If deemed necessary, and if available, the Contractor may be provided with a workspace / office at each Installation under this Contract. Refer to Annex J-0200000-04.

2.4.2 Government-

Furnished Utilities

The Government will furnish water and electricity at existing outlets required for the work to be performed under the contract at no cost to the Contractor. Refer to Annex J-0200000-04.

2.4.3 Government-

Furnished Materials

(GFM)

No GFM will be provided.

2.4.4 Government-

Furnished Equipment

(GFE)

No GFM will be provided.

http://www.eds.com/nmci

Spec Item Title Description

2.4.5 Government-

Furnished Services

(GFS)

No GFS will be provided.

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, Material Safety Data Sheets (MSDS) 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 Reception The Contractor shall establish a work reception function for receiving, scheduling, tracking, reporting, and initiating action on all specified services. Operate work reception center with individuals who are knowledgeable of the service(s) being requested and capable of answering questions and initiating proper action. The Contractor shall establish a centralized/consolidated work control center capable of meeting all annex requirements. Provide work reception 24 hours a day, seven (7) days a week. Work control center location and phone number(s) shall be published or otherwise made available to all customers receiving services.

The Contractor shall be responsible to receive service calls, communicate these calls to the proper contractor/provider/customer, and provide verification that the call was received. Canceled and completed service calls, work orders shall be entered into the contractor’s CMMS.

The Contractor shall accept emergency requests for work from any requestor and shall take action to respond to emergency and routine service calls and IMP work request to meet specified time frames.

Contractor-generated work is the result of work performed by operators and, performance specifications, preventive maintenance (PMI), Integrated Management Program (IMP) or other inspections specified in this contract. Unscheduled repair of systems and equipment repaired under IMP shall be recorded in the monthly Service Work Report.

Coordinate work with all customers. The Contractor shall be flexible in accommodating schedule requirements which only allow for access outside regular work hours, "shut down" periods, access limitations, restrictions, or constraints imposed by the customers; employee work schedules; mission impact and schedules; and other conditions which may limit access to their areas. Unresolved scheduling conflicts shall be forwarded to the KO. When the designated individual is not available, contact the KO or appropriate Command Duty Officer (CDO). After

Spec Item Title Description normal working hours, customers shall contact the Contractor directly via the Contractor’s after hours work reception desk. The customer will identify whether the work request is emergency or routine.

2.6.2 Work Control The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and work status updates shall be provided when requested by the KO. A status update of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0800 the following work day for inquiries after regular working hours.

2.6.3 Work Schedule The Contractor's work shall not interfere with normal Government business. In the 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 immediately.

2.6.4 Deliverables Records and reports are specified in Section C and listed as deliverables in Section F. The Contractor shall submit accurate and complete documents within the required timeframes as specified in Section F.

Government acceptance of deliverables will not relieve the Contractor of the responsibility for any error or omission which may exist in the deliverable, as the Contractor is responsible for all requirements of this contract.

Except where otherwise specified, all deliverables shall be submitted electronically in a Microsoft Office Version 2010 compatible format.

Deliverables shall be unprotected and capable of being sorted by CLIN, work order number, asset number, section, annex/sub-annex, spec item and ELIN/Sub-ELIN or clause. All formulas shall be traceable.

All deliverables shall be available to authorized Government personnel 24 hours/day, 365 days/year for the duration of the contract.

2.6.5 Service Interruptions The Contractor shall notify the KO/COR, Facilities Maintenance Department, and all activities involved immediately in the event of an emergency outage.

A request for utilities interruption shall be submitted to and approved by the Facilities Maintenance Department before any utilities may be disrupted for scheduled or unscheduled services. The request shall be submitted at least 21-working days before the requested scheduled outage.

Notify the ACO immediately in instances where emergency service is necessary to repair or replace a component or system to place the system back in to fully operation status or to arrest the emergency and the ACO will take all necessary actions to facilitate a service interruption .

The applicable form is provided in Attachment J-0200000-03.

2.6.6 Government’s

Computerized Maintenance Management Systems

(CMMS)

The data is required for the Government’s use in long term asset management and planning.

MAXIMO is the Computerized Maintenance Management System (CMMS) used by the Government for work order history, asset

Spec Item Title Description

USMC MAXIMO management, and condition assessment. The Contractor shall provide all required data for USMC MAXIMO as identified below:

Work order and asset data created by the Contractor is recorded in USMC MAXIMO for all work performed in 1502000 Facilities Investment and maintenance requirements specified in 1602000 Electrical, 1603001 Gas Systems, and 1800000 Environmental Facilities Support sub-annexes.

DIRECT ENTRY: The Contractor shall manually enter required work order and asset data directly into USMC MAXIMO. USMC MAXIMO System Access Procedures are provided in J-0200000-10. The Contractor shall ensure all information is updated by the end of each workday for all work performed. USMC MAXIMO Data Reporting guidance is provided in J-0200000-07.

2.6.6.1 USMC MAXIMO

Data

Required data fields for work orders are indicated in the Service Provider Information provided in J-0200000-07.

Specified data shall be provided for all work performed in 1502000 Facilities Investment and maintenance requirements specified in 1602000 Electrical, 1603001 Gas Systems, and 1800000 Environmental Facilities Support sub-annexes. Further instructional information detailing the process for submitting the specified information for USMC MAXIMO Data Reporting is provided in J-0200000-07.

As part of the update the Contractor may be asked to modify the file to add/move columns in their submission. The Contractor also shall provide up to 10 extra data elements or columns with as many as 150 characters per element for the Government to define during contract performance at no additional cost to the Government. The Government will provide the Contractor 60 calendar days’ notice of modifications to the file format.

2.6.6.2 USMC MAXIMO

Method of Data Entry

The Contractor shall provide data for USMC MAXIMO using the methods detailed below:

DIRECT ENTRY: The Contractor shall manually enter required work order and condition assessment data directly into USMC MAXIMO. The Contractor shall ensure all information is updated by the end of each workday for all work performed.

2.6.6.3 USMC MAXIMO

Access

The process for obtaining access and establishing MAXIMO accounts are detailed in the USMC MAXIMO System Access Procedures provided in J- 0200000-10.

Once accounts have been established, MAXIMO can be accessed at https://prod-usmcmax.usmc.mil/

The Contractor shall provide all necessary computer equipment and Internet Service Provider (ISP) accounts to access MAXIMO for Direct Entry of required data.

A maximum of five MAXIMO accounts will be approved for the Contractor. Changes of personnel requiring MAXIMO accounts more than once per year may result in required compensation to the Government for the administrative costs in processing account requests.

The Contractor shall provide a list of personnel requiring MAXIMO accounts per Section F.

https://prod-usmcmax.usmc.mil/

Spec Item Title Description

2.6.6.4 USMC MAXIMO

Training The Government will provide or make available initial training on USMC MAXIMO to Contractor personnel responsible for direct entry of work order, asset, specification, and condition assessment data. Additional training will be provided by the Government when there are significant changes to the USMC MAXIMO software or data entry requirements.

Training due to changeover of personnel will be the responsibility for the Contractor. The Contractor will be provided a general user guide, local instructions, and other materials by the Government as reference material for the use of USMC MAXIMO.

2.6.7 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.

2.6.7.1 Quality Management

(QM) Plan

Within 15 calendar days after award of the contract, the Contractor shall submit to the KO a Quality Management Plan. The QMP shall describe the Quality Management System (QMS) and Quality Control (QC) methodology and approaches used under this contract. Any changes or revisions to the QMP shall be submitted to the KO for acceptance within 15 calendar days.

The Contractor shall develop and submit a QM Plan per Section F.

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

• Policy and objectives of Quality Management System (QMS)

• Quality organization o List of Key Personnel Submit resume’s for each Key Person, to include their name and title, qualifications, years of experience, and training certifications. Key Personnel includes the Officer of the Firm, Project Manager, Quality Control Manager, Site Safety and Health Officer, and Task Order Manager, RSO Certified Employees.

o Responsibilities and Lines of Authority Submit letters signed by an Officer of the Firm appointing the

QCM and Alternate QCM, to include defining their roles and responsibilities to ensure the Government receives quality of services and corrective maintenance o Training and Qualifications Explain the process for ensuring service personnel and Key

Personnel are properly trained and certified, verification of training and certifications, tracking processes to ensure training and certifications are maintained current and on file.

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

Spec Item Title Description o Submit a list of the service providers that will be performing the services required in this Contract, to include company name, address, phone number, web address and state license number.

o Explain the process for the QCM inspecting and ensuring services and replacement materials, equipment and components items meet the Contract requirements and specifications.

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

• Procedures for inspection and surveillance of services o Explain the Quality Control/Quality Assurance process.

Provide detail procedures for inspection and recording surveillance results, to include verification processes to ensure services and corrective maintenance are effective.

Explain the processes for utilization of analysis of inspection and surveillance results to determine cause of deficient services or corrective maintenance, and what corrective actions will be implemented.

Explain the process for preventing recurrence of quality issues and for continuous improvement of service performance, to include tracking deficiency trends and satisfactory resolutions.

o Scheduling and performance of inspection and surveillance o Measurement, data collection and analysis of corrective and preventive action surveillance trending toward continuous improvement Explain the procedures for the oversight of services and corrective maintenance and the review and analysis of the service provider’s quality.

Explain the process for addressing Contract Discrepancy Reports (CDR), and Validated Customer Complaints (VCC).

o Oversight of subcontracted work

• Documentation and records management o Explain the process for reviewing, filing, maintaining, and retention of Quality Control/Quality Assurance documentation and records.

o Explain the process for the review of Quality Control/Quality Assurance documentation for completeness, accuracy, and consistency.

o Explain the process for tracking, filing, maintaining, and retention of all contract submittal requirements.

o Explain the process for maintaining a current Technical Library.

• Communication with government (customers) o Explain the process to be implemented for routine, yet informal, communications, as well as coordinating required meetings between Contractors, quality staff, and the ACO, SPAR and COR.

2.6.7.2 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 made available to the KO upon request and shall be turned over to the KO within five calendar days of termination of the contract per Section F.

Spec Item Title Description

2.6.7.3 Quality Inspection and

Surveillance Report The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report to the KO monthly per Section F. 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.

2.6.8 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 at least 30 calendar days prior to start of contract performance. for Government’s acceptance per Section F.

2.6.9 System and

Equipment Replacement

The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work.

Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced.

Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.7 Personnel

Requirements

2.7.1 Key Personnel At least 30 calendar days prior to start of contract performance, for other than qualification requirements required to be submitted with the offer, the Contractor shall submit to the KO a List of Key Personnel and their Qualifications per Section F.

At least 30 calendar days prior to start of contract performance, the Contractor shall submit to the KO an Organizational Chart per Section F showing lines of authority of the key personnel and on-site supervisor(s) for this contract. The chart shall include names of personnel and their position title in this contract. As a minimum, include the PM, Quality Manager, SSHO, and On-site Supervisor(s) and who they report directly to under this contract.

The list of Key Personnel shall be resubmitted to the KO with 15 days of changes to Key Personnel.

2.7.1.1 Project Manager (PM) The Contractor shall provide a PM and designated alternate, as applicable, who has 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.

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 during the Government's regular working hours and shall be available on-site within one hour 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.

Spec Item Title Description

The Quality Manager shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract:

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 may not be the same person as the

SSHO.

The QM and alternate shall maintain RSO certification throughout the contract performance.

2.7.1.3 Site Safety and Health

Officer (SSHO)

A Contractor employee 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:

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.

The SSHO shall ensure all RSO requirements are met and adhered to throughout the duration of the contract.

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 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 PM or QCM.

2.7.1.4 Environmental/Energy

Manager

The Contractor shall provide an Environmental/Energy Manager whose primary duty and responsibility is to ensure Contractor operations adhere to the goals and policies of the Environmental Management System, the Installation Energy Plan, and other specified Sustainability requirements affecting this contract. The Environmental/Energy Manager shall develop, implement and monitor environmental strategies, policies and programs that promote sustainable development and examine the contract activities to establish where improvements can be made and ensure compliance with environmental legislation and energy policy.

Spec Item Title Description

The Environmental/Energy Manager shall have a minimum two years’ experience with environmental procedures similar to those of this contract;

familiarity with Environmental Management Systems (EMSs); and knowledge of environmental regulations and federal energy laws and policy (including energy and water reduction requirements and renewable energy requirements) that are applicable to operations similar to those of this contract.

2.7.1.5 Task Order Manager The Contractor shall assign a Task Order Manger who has a minimum of three (3) years of relevant experience at a comparable level of responsibility in managing contracts of similar size, scope, and complexity.

The Task Order Manager shall have the full authority to manage the day to day operations and services specified in the Task Order on MCB Camp Pendleton, to include managing all in-house maintenance workers, all in-house administrative personnel, QCM’s and all subcontractors. The Task Order Manager shall have basic knowledge of the RSO certification process and safety requirements so that this requirement is enforced throughout the contract.

2.7.2 Employee

Requirements

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety, environmental, and energy requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures.

The Contractor shall ensure that all Contractor personnel have received proper safety training, appropriate to their respective jobs. At a minimum, all Contractor personnel shall have attended the OSHA 10-hour safety course, or equivalent.

The Contractor shall implement an ongoing training program that refreshes the safety skills, qualifications and awareness of the Contractor workforce on a regular, periodic basis. The details of the Contractor’s safety training program shall be included as part of the Contractor’s Accident Prevention Plan, as required in Spec Item 2.9.3 below.

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 provided within 15 days of contract award and made available for Government review within 4 hours of request.

RSO certification is required for work on this contract.

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

Spec Item Title Description 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 furnished per Section F.

2.7.3 Enterprise-wide

Contractor Manpower Reporting Application (eCMRA)

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.

Per Section F, reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://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.

Neither the Contractor nor any of its employees shall disclose or cause to be disseminated any information concerning the operations of the activity, which could result in or increase the possibility of a breach of the activity’s security or interrupt the continuity of its operations. Disclosure of information relating to the services hereunder to any person not entitled to receive it, or failure to safeguard any classified information that may come to the Contractor or any person under his control in connection with work under this contract, may subject the Contractor, his agents or employees, to criminal liability under 18 U.S.C., Sections 793 and 798. All inquiries, comments, or complaints arising from any matter observed, experienced, or learned because of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, will be directed to the activity Commanding Officer.

Deviations from, or violations of, any of the provisions of this paragraph will, in addition to all other criminal and civil remedies provided by law, subject the Contractor to immediate termination for default and/or the individuals involved to a withdrawal of the Government’s acceptance and approval of employment.

2.8.1 Employee Listing The Contractor shall maintain a current Employee List and submit per Section F. The list shall include employee’s full name, aliases, Social Security Numbers, home address and telephone number. The Contractor shall provide to the COR/ACO/KO the name or names of the responsible supervisory person or persons authorized to act for the Contractor, and level of security clearance.

2.8.2 Vehicles Contractor-furnished vehicles shall meet the following criteria:

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

Spec Item Title Description

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.

The Government will issue badges without charge. Pass and badge issuance shall be coordinated through the COR/PAR. The Contractor is responsible for filling out all forms and providing all information necessary to request badges. Heightened security requirements may from time to time cause unexpected delays. The Contractor is responsible to have badges prior to contract start date. Each employee shall wear the Government issued badge over the front of the outer clothing. Upon completion of the contract, the Contractor shall return to the KO all identification items issued to the Contractor during the course of the contract.

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/USMC 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 https://www.cnic.navy.mil/om/dbids.html

Spec Item Title Description 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/USMC, and CNIC…