Annex 0200000 Management and Administration.pdf

Section C – 0200000 Management and Administration

0200000 - Management and Administration Spec Item Title

2 Management and Administration

2.1 Definitions and Acronyms

2.2 General Information

2.2.1 Government Regular Working Hours

2.2.1.1 Observed Federal Holidays

2.2.1.2 Restriction to Contractor Working Hours

2.2.2 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 Formal 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 Directives, Instructions, and References

2.3.7.1 Standard Operating Procedures (SOP)

2.3.8 Invoicing Procedures

2.3.9 Forms

2.3.10 General Requirements for Medical Treatment Facilities

2.3.10.1 Contractor Use of Elevators in Medical Treatment Facilities

2.3.10.2 Medical Equipment

2.3.10.3 The Joint Commission (TJC) Requirements

2.3.10.4 Medical Treatment Facility (MTF) Pathogen Training

2.3.10.5 MTF Pre-Employment Training

2.3.10.6 Contractors Environment of Care (EOC) Policy and Procedures Manual

2.4 Government-Furnished Items

2.4.1 Government-Furnished Facilities

2.4.2 Government-Furnished Materials and Equipment

2.4.3 Government-Furnished Utilities

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Safeguarding Information [new spec item]

2.6.2 Dissemination of Information

2.6.3 Work Reception

2.6.4 Work Control

2.6.5 Work Schedule

2.6.6 Deliverables

2.6.7 Service Interruptions

2.6.8 NAVFAC Maximo

2.6.8.1 NAVFAC Maximo Data

2.6.8.2 NAVFAC Maximo Method of Data Entry

2.6.8.3 NAVFAC Maximo Access

2.6.8.4 NAVFAC Maximo Training

2.6.9 DMLSS (Defense Medical Logistics Support System)

2.6.10 Quality Management System (QMS)

2.6.10.1 Quality Management (QM) Plan

2.6.10.2 Quality Inspection and Surveillance

2.6.10.3 Quality Inspection and Surveillance Report

2.6.11 Property Management Plan

2.6.12 System and Equipment Replacement

2.7 Joint Inspection

2.8 Personnel Requirements

2.8.1 Key Personnel

2.8.1.1 Project Manager (PM)

2.8.1.2 Quality Manager

2.8.1.2.1 Quality Control Personnel

2.8.1.3 Site Safety and Health Officer (SSHO)

2.8.1.4 Environmental/Energy Manager

2.8.2 Employee Requirements

2.8.2.1 Employee Certification and Training

2.8.2.2 Employee Appearance

2.8.2.3 Employee Conduct

2.8.2.4 Identification as Contractor Employee

2.8.2.5 Removal of Employees

2.8.2.6 Proof of Legal Residency

2.8.2.7 English-Speaking Personnel

2.8.2.8 Pathogen Exposure

2.8.2.9 Immunizations

2.8.3 Service Contract Reporting (SCR)

2.9 Security Requirements

2.9.1 Employee Listing

2.9.2 Vehicles

2.9.3 Passes and Badges

2.9.4 Access to Installation

2.9.4.1 DBIDS Program

2.9.4.2 DBIDS Credentials

2.9.5 Access to Buildings

2.9.6 Access Arrangements

2.9.6.1 Escort Arrangement for Secured Areas

2.9.7 Security Clearances

2.9.8 Access to Controlled Unclassified Information

2.9.9 Access to Government Information Technology (IT), Operating Technology (OT), and Facility

Related Control Systems (FRCS)

2.9.10 Access to Government Information Technology (IT) System One Net

2.9.11 Employee Status

2.10 Contractor Safety Program

2.10.1 Contractor Safety Requirements

2.10.1.1 Experience Modification Rate (EMR)

2.10.1.2 OSHA Days Away From Work, Restricted Duty, or Job Transfer (DART) Rate

2.10.2 Accident Prevention Plan (APP)

2.10.3 Activity Hazard Analysis (AHA)

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

2.10.4.1 Alcohol and Drug Abuse Prevention Plan

2.10.4.2 Chemical Hazard Communication Program

2.10.4.3 Confined Space Program

2.10.4.4 Critical Lift Plan

2.10.4.5 Fall Prevention and Protection Plan

2.10.4.6 Asbestos Abatement Plan

0200000 – Management and Administration

2.10.4.7 Demolition Plan

2.10.4.8 Emergency Response Plans

2.10.4.9 Excavation/Trenching Plan

2.10.4.10 Fire Prevention Program

2.10.4.11 Floating Plant Severe Weather Precaution Plan and Marine Emergency Plan

2.10.4.12 Control of Hazardous Energy (lockout/tagout)

2.10.4.13 Heat Stress Monitoring Plan

2.10.4.14 Lead Compliance and Abatement Plan

2.10.4.15 Respiratory Protection Program

2.10.4.16 Site Sanitation Plan

2.10.4.17 Temporary Facility Layout Plan

2.10.5 Crane Operations

2.10.5.1 Crane Inspections

2.10.5.2 Rigging Gear

2.10.5.3 Crane Operators

2.10.6 Accident and Damage Reporting

2.10.6.1 Accident Reporting and Notification Criteria

2.10.7 Fire Protection

2.10.8 Monthly On-Site Labor Report

2.10.9 Host Nation Citations and Violations

2.10.10 Safety Inspections and Monitoring

2.10.11 Safety Certification

2.10.12 Safety Apparel on Jobsites

2.10.13 Emergency Medical Treatment

2.10.14 Excavations

2.11 Environmental Management and Sustainability

2.11.1 Energy Management Program

2.11.1.1 Water Conservation Plan

2.11.1.2 Energy Efficient Products

2.11.2 Environmental Protection

2.11.2.1 ODS Requirements for Refrigerant Recycling

2.11.2.2 Non-Hazardous Waste Disposal

2.11.2.3 Hazardous Waste Disposal

2.11.2.4 Spill Prevention, Containment, and Clean-up

2.11.2.5 Hazardous Material Management

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

2.11.2.7 Noise Control

2.11.2.8 Salvage

2.11.2.9 Asbestos Containing Material (ACM)

2.11.2.10 Storm Water Pollution Prevention Management

2.11.3 Sustainable Procurement and Practices

2.11.3.1 Environmentally Preferable Products

2.11.3.2 Use of Recovered Materials

2.11.3.3 Use of Biobased Products

2.12 Disaster Preparedness

2.13 Technical Library

2.14 Warranty Management

2.15 Recurring Work Procedures

2.15.1 Recurring Work Preparation of Proposals

2.15.2 Notification to the Government for Work Above the Recurring Work Limitations

2.15.3 Recurring Work Exhibit Line Item Numbers (ELINs)

2.15.4 Inventory Data Quantity Variation

2.16 Non-Recurring Work

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

2.16.1.1 Acceptance and Performance

2.16.1.2 Invoicing and Receiving Payment

2.16.2 Unit Priced Labor (UPL)Work (Negotiated)

2.16.2.1 Non-Recurring Work Preparation of Proposals

2.16.2.1.1 Labor Requirements

2.16.2.1.2 Direct Material and Construction Equipment Requirements

2.16.2.2 Issuance of Final Task Order

2.16.3 Non-Recurring Work ELINS

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 0730-1600, five days per week, Monday through Friday, except observed U.S. Federal holidays.

Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor continuous operations, 24 hours a day, every day of the year including both U.S. and Italian holidays. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours must be authorized by the Contracting Officer (KO) prior to commencement of work.

2.2.1.1 Observed

Federal Holidays

The Government observes the following holidays:

New Year's Day 01 January * Martin Luther King, Jr.'s Day 3rd Monday in January President's Day 3rd Monday in February Memorial Day last Monday in May Independence Day 04 July * Labor Day 1st Monday in September Juneteenth 19 June * Columbus Day 2nd Monday in October Veteran's Day 11 November * Thanksgiving Day 4th Thursday in November Christmas Day 25 December *

Italian holidays, unless concurrent with U.S. holidays, are considered regular working days unless otherwise specified in the technical specifications.

*When such holidays fall on a Saturday, the preceding Friday will be considered a holiday. When such holidays fall on a Sunday, the succeeding Monday will be considered a holiday.

2.2.1.2 Restriction to

Contractor Working Hours

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

2.2.2 Requirements

Hierarchy

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

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

2.3 General

Administrative Requirements

2.3.1 Required

Conferences and Meetings

The Contractor shall attend administrative and coordination meetings.

The Contractor should anticipate meeting with the Government weekly during the first month of the contract. Thereafter, meetings will be as often as necessary at the discretion of the KO but not less than monthly.

The Contractor shall attend meetings on short notice as required by the KO.

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 may receive services, principal individuals from NAVFAC EURAFCENT, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and sub-contractor teams, including senior management personnel, must participate. The partnership will draw on the strength of each organization to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps.

NAVFAC P-204 Facility Support Contracts Partnering Guide contains the framework necessary for consistent implementation of partnering for Facility Support Contracts (FSCs).

2.3.3.1 Formal

Partnering

The initial session should be scheduled in accordance with the Pre- Performance Conference and held no later than 30 days after the award. The initial Partnering Meeting will be at least one (1) day in duration and held at a neutral location off the installation that is acceptable to the Contractor and to the Government.

Follow-on sessions should be scheduled every three to six months and typically last a half day or less. The frequency, duration, and locations of follow-on sessions should be agreed to by both parties during the initial Partnering Meeting. The Contractor shall pay all costs associated with the partnering effort including facilitator, meeting room, and other incidental items. Before the partnering session, the Contractor shall coordinate with the facilitator the requirements for incidental items (audio-visual equipment, computer(s), two easels, flipchart paper, colored markers, note paper, pens/pencils, colored flash cards, etc.) and have these items available at the partnering session. The Contractor will provide copies of any documents used for the Partnering Meeting for distribution to all attendees. The facilitator must be acceptable to both the Contractor and the Government. The participants shall pay their own costs for meals, lodging, and transportation associated with partnering.

2.3.3.2 Contract

Partnering Administration

Upon award, the ACO will contact the Contractor, supported command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. Commence discussions with the Contractor to select a facilitator and location that are acceptable to both partners. 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

* Contract/Project Manager

* Supervisor/Superintendent

* 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 as necessary to perform work under this contract and comply with all the applicable European, Italian, U.S. Federal, 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 material change in policy coverage. Other requirements and information are contained in the insurance clause.

2.3.5.2 Minimum

Insurance Amounts

The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

Comprehensive General Liability: $500,000 per occurrence.

Automobile Liability: $200,000 per person, $500,000 per occurrence, $20,000 per occurrence for property damage.

Workmen's Compensation: As required by Federal and state worker's compensation and occupational disease statutes.

Employer's Liability coverage: $100,000, except in states where worker's compensation may not be written by private carriers.

Others as required by Host Nation and local 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.

This includes restoration of damage to facilities and equipment that are the direct result of the Contractor’s failure to perform the performance objectives required in this contract.

2.3.7 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.

2.3.7.1 Standard

Operating Procedures

(SOP)

The Contractor shall comply with all Government provided SOPs. The Contractor shall comply and implement SOP updates as they are provided by the Government.

2.3.8 Invoicing

Procedures

Refer to Section G for invoicing instructions and to Invoice Form in J- 0200000-04 f for sample.

Invoices shall be submitted in a format compatible with the most recent Government installed Microsoft Office Version. Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and ELIN/Sub-ELIN.

2.3.9 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-04.

Unless provided in J-0200000-04, all forms required for accomplishment of work in this PWS shall be accessed electronically. The Department of Defense Forms Management Program site at:

http://www.dtic.mil/whs/directives/forms/index.htm provides access to an inventory of DOD, Navy, GAO and GSA forms, frequently asked questions, and downloading instructions. The Contractor shall duplicate the required forms as necessary for accomplishment of the work. If a form is unavailable electronically, the Contractor shall develop and provide a form sample to the KO for approval.

2.3.10 General

Requirements for Medical Treatment Facilities

2.3.10.1 Contractor

Use of Elevators in Medical Treatment Facilities

Patients take priority over housekeeping equipment on elevators. The Contractor shall not “HOLD” an elevator at a floor for any reason other than scheduled services.

2.3.10.2 Medical

Equipment

Unless otherwise specified, no technical or sensitive equipment shall be moved or unplugged without prior approval. This equipment includes, but is not limited to, computer systems, duplicating machines, laboratory equipment, etc. Papers, patient records, personal items, etc. shall not be disturbed.

2.3.10.3 The Joint

Commission

(TJC)

Requirements

The Contractor shall comply with the most recent standards established by “The Joint Commission” (TJC), as well as other applicable industry medical standards, such as NFPA 99, Health Care Facilities Code and NFPA 110, Standard for Emergency and Standby Power Systems. In any case where this conflicts with another requirement, the more stringent shall apply. This includes but is not limited to maintenance, testing, operations and repair.

The Contractor shall have a thorough understanding of TJC and other industry medical standards and shall record and maintain documentation to validate compliance with these standards. This documentation must be available for review at any time, by Government or third-party inspectors, including TJC survey teams.

The Contractor shall prepare and submit a TJC compliance and documentation plan for Government review and approval per Section F.

The plan shall, at a minimum, include the process that will be used to gather and display required documentation, the process to show objective evidence that all work is in compliance with TJC standards, for each element of performance, and shall include specific requirements for TJC compliance.

2.3.10.4 Medical

Treatment Facility

(MTF)

Pathogen Training

All Contractor and Sub-Contractor personnel performing work where they may be exposed to blood or other potentially infectious materials in an MTF shall receive pathogen training prior to performing services in that area.

The Contractor shall comply with 29 CFR-1910.1030 at all times and shall have an established Exposure Control Plan accessible to employees and reviewed annually.

Employees in areas subject to higher exposure risk (such as hospitals and veterinarian clinics) shall submit to all required testing and receive vaccinations as required by the installation.

Refer to Spec Item 2.8.2.9 for details on required immunizations.

2.3.10.5 MTF Pre-

Employment Training

All Contractor employees working in MTF Buildings 272, 273 and 550 shall complete pre-employment training two weeks prior to start of work. The Contractor shall maintain on-site a training document for each employee that shall become a portion of the employees’ permanent record.

The topics for pre-employment training shall cover:

Naval Hospital Sigonella Infection Control Manual Infection Control Health Insurance Portability and Accountability Act (HIPAA) regulations address security and privacy of "protected health information" (PHI).

Safety Management Plan Security Management Plan Hazardous Materials Hazardous Waste Emergency Preparedness Life Safety (Fire Training) Medical Equipment Utilities

The Contractor shall implement annual training on all pre-employment training topics and any new training topics may be required as the result of new MTF requirements.

The Contractor shall submit to the KO within 30 days following award a complete lesson plan for each topic of required pre-employment and annual training. The lesson plans and complete training program shall be part of the Contractor’s Environment of Care Policy and Procedures Manual and shall be available for Government review at any time.

The Contractor shall document the competency of each employee after each training module. These records shall be maintained current and accurately, and available for review by the Government at all times. The training record shall indicate the class, date, time, place, instructor, and signature of the instructor and the signature of the employee

2.3.10.6 Contractors

Environment of Care (EOC) Policy and Procedures Manual

The Contractor shall develop and submit to the KO for review within 30 days following contract award an EOC Policy and Procedures Manual addressing all training and record keeping for documentation of employee competency.

The manual shall be updated and reviewed by the Contractor as often as necessary to incorporate the latest MTF policies and shall be made available for Government inspection and for inspection review by The Joint Commission at any time.

2.4 Government-

Furnished Items

Except for items identified below as Government-Furnished, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services described in this Performance Work Statement (PWS).

Government-Furnished Items will be provided in "AS-IS" condition and their use is at the option of the Contractor. The total or partial breakdown or failure of Government-Furnished Items shall not relieve the Contractor of the responsibility to perform the requirements of this contract.

The Contractor shall provide periodic servicing, maintenance, and repair of the Government-Furnished Items accepted for use at no additional cost to the Government. Servicing, maintenance, and repair shall be provided in accordance with the manufacturer’s recommendations. The Contractor shall generate work orders in NAVFAC Maximo per Spec Item 2.6.8 for all servicing, maintenance, and repair activities performed on Government- Furnished Items.

At the completion of the contract, all Government-Furnished Items shall be returned to the Government in the same condition as received, except for reasonable wear and tears. Government-Furnished Items, which becomes worn out due to normal wear and tear, shall be returned to the Government and its replacement shall be the responsibility of the Contractor at no additional cost to the Government. The Contractor shall be responsible for the cost of any repairs or replacement caused by Contractor negligence or abuse.

The Government may inspect Government-Furnished Items at any time and without notice.

2.4.1 Government-

Furnished Facilities

The Government will make available to the Contractor certain facilities for use in connection with this contract. The use of these facilities for any other purposes is prohibited.

The Government will endeavor to provide additional spaces/facilities on base for storage of day-to-day supplies and tools and to serve as Contractor’s field office; however, such spaces/facilities are not guaranteed.

The Contractor shall be responsible and accountable for the facilities accepted for use and shall take adequate precautions to prevent fire hazards, odors, and vermin. Custodial and refuse collection services for the facilities shall be provided by the Contractor. The Contractor shall obtain written approval from the KO prior to making any modifications or alterations to the facilities.

A list of the facilities that will be made available to the Contractor is provided in J-0200000-03.

2.4.2 Government

Furnished Materials and Equipment

Unless otherwise specified in the technical specifications, all materials to be used for work under this contract shall be furnished by the Contractor.

However, certain task orders may require the Contractor to use/install materials furnished by the Government.

Unless otherwise specified in the technical specifications, all equipment to be used for work under this contract shall be furnished by the Contractor.

However, certain task orders may require the Contractor to use/install equipment furnished by the Government.

Government-furnished equipment includes Government equipment taken into custody by the Contractor for repair when the unit acquisition cost of the equipment exceeds the simplified acquisition threshold as defined in FAR

2.101. Individual components of Government equipment within larger systems contracted for repair or maintenance on a Government installation are considered units for the purpose of this section only.

2.4.3 Government-

Furnished Utilities

Government will make available water and electricity at existing outlets, required for the work to be performed under the contract. The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site. Provide and maintain U.S. Navy approved backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines.

If the Contractor shall fill equipment tanks, proper air gap needs to be provided, or appropriate backflow preventer shall be utilized to avoid cross connection between potable and non-potable water systems.

The Contractor shall meet all Federal, Italian, local, and installation codes and regulations for backflow prevention devices and electrical transformer provisions. Services required by the Contractor, for which there are no available Government outlets shall be provided by the Contractor at no cost to the Government.

2.5 Contractor-

Furnished Items

Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. The KO may inspect Contractor-furnished items for adequacy and compliance with contract requirements.

Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and polychlorinated biphenyls (PCBs) shall not be brought onsite. Energy efficient tools and equipment shall be used when available. The KO may at any time require Samples, Safety Data Sheets (SDS) or Manufacturer’s Data Cut Sheets of Materials used in this contract.

2.6 Management The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to:

planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality assurance.

The Contractor shall provide a staff with the necessary management expertise to ensure performance objectives and standards are met.

2.6.1 Safeguarding

Information

The Contractor shall safeguard controlled unclassified information and information associated with Government property in accordance with the latest revision of CNSSI 1253, DoDI 8582.01, NIST SP 800-53, NIST SP 800-171, SECNAV Defense Industrial Base (DIB) Memo, and applicable contract clauses. At a minimum, this information shall be protected at the moderate confidentiality level as defined in NIST SP 800-171.

Contractor information and data systems that contain information associated with Government property shall comply with DoD Risk Management Framework (RMF).

The Contractor shall develop Plans of Action and Milestones (POA&Ms) per NIST SP 800-171, track accomplishment, and submit to the Government per Section F.

If a cybersecurity incident is encountered or suspected related to any (Contractor or Government) Information Technology (IT) or Operating Technology (OT) systems, including Monitoring and Control Systems, the Contractor shall notify the Government per Section F.

2.6.2 Dissemination

of Information

DoD policy limits the dissemination of certain information. Instructions, Directives, and References not releasable to the public, e.g., Floor Plans, Maps, Post Orders, and Standard Operating Procedures, will be made available after contract award to the successful offeror with appropriate credentials and a need to know.

2.6.3 Work

Reception

The Contractor shall establish a work reception function with the capability to receive from the Government operated work reception center, and respond to service orders 24 hours per day, seven days per week throughout the year. A service order or notification call for IMP equipment work is considered received by the Contractor at the time and date the information is received by the Contractor’s work reception system. .

2.6.4 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 Government. A status update of any item of work must be provided within, e.g., two hours of the inquiry during regular working hours, and by 0800 the following workday for inquiries after regular working hours.

The Contractor shall provide work schedules for both Recurring and Non- Recurring Work per Section F. At a minimum, work schedules shall include:

Description of service(s) to be accomplished Location Date service(s) are scheduled to be accomplished

2.6.5 Work

Schedule The Contractor's work shall not interfere with normal Government business.

In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall provide written notification of any difficulty in scheduling work due to Government controls, per Section F. At a minimum, the notification shall include the following:

The date and time the work was initially coordinated.

The name and phone number of the Government person with whom the work was initially coordinated.

The name and phone number of the Government person who prevented the work from being performed as previously coordinated.

The alternative date and time, the Government person requested the work be accomplished.

2.6.6 Deliverables Except where otherwise stated, deliverable requirements are specified in

Sections C, F, H, I, J, and within the Directives, Instructions, and References.

The Contractor shall submit accurate and complete documents within the specified timeframes. The Contractor shall revise/modify deliverables, as directed by the KO, at no additional cost to the Government.

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

Deliverables shall include the company name, contract number, contract title, date, and 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.

Government acceptance of deliverables shall 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.

2.6.7 Service

Interruptions

If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, COR, affected tenants, and customers at least fifteen calendar days prior to the event. The request for authorization will include the date, type of service to be interrupted, the interruption starting and ending time (within plus or minus 15 minutes). The Contract shall not proceed without prior approval.

If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, COR, affected tenants, and customers as soon as practicable and provide the status of repairs, as directed by the KO, until normal operation is restored.

Scheduled utility outages and interruptions to equipment, system(s) operation, or other services shall be scheduled after hours of operation.

The Contractor shall shutdown, restart, and perform operational checks on all equipment affected by both scheduled and unscheduled utility outages and service interruptions, at no additional cost to the Government.

2.6.8 NAVFAC

Maximo

NAVFAC Maximo is the Computerized Maintenance Management System (CMMS) used by the Government for work order history, asset management, and condition assessment. The Contractor shall provide all required data for NAVFAC MAXIMO as identified below:

Informational Note:

Not all supported commands’ assets are included in NAVFAC Maximo. Not all of the modules available within the Maximo application are utilized by NAVFAC and the modules utilized may not be fully implemented.

NAVFAC Maximo does not include a detailed inventory of all assets, components, and equipment that the Contractor is required to service under this contract and may include inaccuracies, omissions, and redundancies.

2.6.8.1 NAVFAC

Maximo Data

Required data fields for work orders are indicated in the Service Provider Information provided in J-0200000-05. Asset inventory data requirements are indicated in the Asset Information provided in J-0200000-06. Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information provided in-Facility Management 1501000.

Specified data shall be provided for all work performed in 1501000 Facility Management, 1502000 Facility Investment and 1503000 Grounds Maintenance and Landscaping (limited to grounds irrigation systems). -annexes contained within this specification where performance data is required to be provided for NAVFAC Maximo, e.g., 1501000 Facility Management, 1502000 Facility Investment, 1601000 Utilities Management, 1602000 Electrical, 1603000 Natural Gas, 1604000 Wastewater, 1606000 Water. Further instructional information detailing the process for submitting the specified information for NAVFAC Maximo Data Reporting is provided in J-0200000-07.

The Service Provider, Asset, Specification, and Characteristic Meter Reading Interfaces are used in multiple processes for loading data into Maximo by the Government and the format may be updated periodically.

As part of the update the Contractor may be asked to modify the file to add/move columns in their submission. The Contractor 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 Service Provider, Asset, Specification, or Characteristic Meter Reading Interfaces file format.

2.6.8.2 NAVFAC

Maximo Method of Data Entry

The Contractor shall provide data for NAVFAC Maximo using the methods detailed below:

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

If the Contractor does not have access to NAVFAC Maximo at contract start, work order and condition assessment data shall be submitted in a pipe delimited flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-07 per Section F. Any failures in processing of the flat-file shall be corrected and resubmitted by the Contractor. In order to demonstrate the ability to properly format the flat-file, the Contractor shall provide a Sample Pipe Delimited Flat-file prior to contract performance per Section F. Flat file submission of work order and condition assessment data will be allowed for a period not to exceed six months unless an extension is authorized in writing by the KO.

FLAT FILE: The Contractor shall electronically record and report compiled service performance data for exportation of asset and specification data to NAVFAC Maximo. The Contractor shall submit asset and specification data in a spreadsheet flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-07 per Section F.

2.6.8.3 NAVFAC

Maximo Access

The Contractor process for obtaining access and establishing NAVFAC Maximo accounts is detailed in the NAVFAC Maximo System Access Procedures provided in J-0200000-08.

Once accounts have been established, NAVFAC Maximo can be accessed at https://maximo.navfac.navy.mil.

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

A maximum of five NAVFAC Maximo accounts will be approved for the Contractor. Changes of personnel requiring NAVFAC 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 submit a list of personnel requiring NAVFAC Maximo accounts per Section F.

2.6.8.4 NAVFAC

Maximo Training

The Government will provide or make available initial training on NAVFAC 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 NAVFAC 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 NAVFAC Maximo.

2.6.9 DMLSS

(Defense Medical Logistics Support System)

The Contractor shall use the Government furnished DMLSS CMMS to manage all work at the Naval Hospital facilities, to include scheduling inspection and maintenance work orders, tracking historical maintenance and repair activities (task, man-hours, materials, and cost), maintaining equipment inventories, and all other maintenance and repair related management functions as directed by NAVHOSP facilities personnel.

A maximum of two DMLSS accounts will be approved for the Contractor.

The Government will provide or make available initial training on DMLSS to Contractor personnel responsible for direct entry of work order, asset, specification, and other related data. Additional training will be provided by the Government when there are significant changes to the DMLSS 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 DMLSS.

The Contractor shall manually enter required work order data directly into DMLSS. The Contractor shall ensure all information is updated by the end of each workday for all work performed.

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

2.6.10 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.

2.6.10.1 Quality

Management (QM) Plan

The Contractor shall develop and submit a QM Plan per Section F. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, the Contractor shall submit the revised QM Plan for acceptance, 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 personnel o Responsibilities & lines of authority o Training and qualifications

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

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

• Procedures for inspection and surveillance of services to include all contractual requirements.

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

• Documentation and records management

• Communication with government (customers)>>

2.6.10.2 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 OFSERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions.

The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be submitted to the COR after completion/termination of the contract per Section F.

2.6.10.3 Quality

Inspection and

The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per Section F. The Contractor Quality Inspection and Surveillance Report shall include a narrative of events, a tabulated summary

Surveillance Report and results of the quality inspection and surveillance events performed, inspection-driven corrective actions taken and the results attained, and management process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.11 Property

Management Plan

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

2.6.12 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 Joint

Inspection

Within 30 calendar days after contract award the Government and the Contractor shall jointly inspect and determine the existing condition of the facilities, equipment and systems. The inspection shall be documented in a written report by the Contractor. This report shall identify deficiencies agreed upon by the Government and the Contractor. A complete inspection report shall be submitted to the KO for each system within ten calendar days following the scheduled inspection date. This report shall include a narrative description of the current condition of each system, and a detailed list of all repairs required to bring the system up to complete reliable, and safe operating condition, as originally intended and designed. The report shall be accepted and signed by the Government and the Contractor.

The Government is not obligated to immediately correct the deficiencies but may elect to: a) perform the work through service orders; b) perform the work under the non-recurring portion of the contract; c) defer the work; d) correct the deficiencies through different means. Any subsequent deficiencies discovered which result from the normal operation of the system, equipment, facility, and are routine in nature shall be performed by the Contractor as preventive maintenance work (if within the limits of preventive maintenance) or through trouble call work (if within the specified limits of service order work) and shall be included in the recurring work portion of the contract.

2.8 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below:

2.8.1 Key

Personnel

The Contractor shall submit a List of Key Personnel and Qualifications per Section F. The Contractor shall provide any additional information requested by the KO or COR necessary to validate their qualifications.

The Contractor shall submit 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 will report directly to for this contract.

The key personnel shall be revised as applicable for the contract.

The Contractor shall provide complete resumes for proposed substitutes and any additional information requested by the KO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The KO will notify the Contractor within 15 calendar days after receipt of all required information of the consent on substitutions. No change in fixed unit prices may occur as a result of key personnel substitutions.

2.8.1.1 Project

Manager

(PM)

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

The PM or alternate shall be on-site during the Government's regular working hours and shall be available on-site within one hour after the Government's regular working hours.

The PM shall have at least five years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.

2.8.1.2 Quality

Manager

The Contractor shall provide a Quality Manager or designated alternate who shall be on-site at all times when the Contractor is performing work during the Government's regular working hours and shall be available on-site within two hours after the Government’s regular working hours.

The Quality Manager or designated alternate shall report directly to a senior corporate official and shall not report directly to the Project Manager.

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

The Quality Manager or designated alternate shall have a current CMQ/OE certification and at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity.

The Quality Manager or designated alternate shall not be the same person as the SSHO and/or PM.

2.8.1.2.1 Quality

Control Personnel

The Contractor shall provide Quality Control personnel whose primary duty and responsibility is to enforce the Contractor’s Quality Management System on this contract. The Quality Control personnel shall be on-site at all times when the Contractor is performing work during the Government's regular working hours. The Quality Control personnel shall report directly to the Quality Manager and shall not report directly to the Project Manager.

Quality Control personnel shall have fulfilled the following pre-requisite training and experience before being hired as Quality Control under this contract:

Quality Control personnel shall meet or exceed the qualifications, technical knowledge and experience requirements specified for the personnel performing the work, which they will be inspecting, and have at least three years of experience in enforcing QMS programs on contracts of similar size, scope and complexity.

2.8.1.3 Site Safety

and Health

The Contractor shall provide a Level 1 SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The Level 1 SSHO shall ensure the requirements of EM 385-1-1

Officer

(SSHO)

and 29 CFR 1926.16 are met for the project. The Level 1 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 Level 1 SSHO shall have fulfilled the pre-requisite qualification, training, continuous learning, and experiences describe in the EM 385-1-1 before being hired as the Level 1 SSHO under this contract.