Attachment 004 0200000 F Management and Administration.pdf

Section F – 0200000

Management and Administration

Section F 0200000

Deliveries or Performance

DELIVERABLES

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

2.2.1.2 N/A Request to Work

Outside

Government’s

Regular Working

Hours

At least seven calendar days prior to requested day.

KO and

COR

1 As required

2.3.4 N/A Permits and

Licenses

Before work commences and as requested by the KO.

KO and

COR

1 As specified

2.3.5.1 N/A Certificate of

Insurance

Within 15 calendar days prior to contract start.

KO and

COR

1 As specified

2.6.4 N/A Work Control Must be provided

within two hours of the inquiry during regular working hours, and by 0800 the following workday

KO and

COR

1 Monthly

2.6.9.1 N/A Quality

Management Plan

Within 15 calendar days prior to contract start.

KO and

COR

1 As specified

2.6.9.2 N/A Quality Inspection

and Surveillance

Within five calendar days of completion/ termination of the contract.

KO and

COR

1 As specified

2.6.9.3 N/A Quality Inspection

and Surveillance

Report

First work day of each month.

KO and

COR

1 Monthly

2.7.1 N/A List of Key

Personnel and

Qualifications

Within 15 calendar days prior to contract start

KO and

COR

1 As specified

2.7.1 N/A Organizational

Chart

Within 15 calendar days prior to contract start

KO and

COR

1 As specified

2.8.1 N/A Employee Listing Within 15

calendar days prior to contract start and within seven calendar days of changes.

KO and

COR

1 As required

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

2.8.3 N/A Passes and Badges Within 10

calendar days when an employee leaves the Contractor’s service.

KO and

COR

1 As specified

2.8.7 N/A Security

Clearances

Prior to commencement of work.

KO, COR,

and

Security

Manager

1 As specified

2.8.8 N/A Access to

Controlled

Unclassified

Information

Prior to commencement of work

KO, COR,

and

Security

Manager

1 As required

2.9.2 N/A Accident

Prevention Plan

Within 15 calendar days prior to contract start and within seven calendar days of changes.

KO and

COR

1 As specified

2.9.3 N/A Activity Hazard

Analysis

Together with the

Accident

Prevention Plan and within seven calendar days of and changes.

KO and

COR

1 As specified

2.9.4 N/A Safety and

Occupational

Health (SOH) Risk and Compliance

Plans

Together with the

Accident

Prevention Plan and within seven calendar days of and changes.

KO and

COR

1 As specified

2.9.6 J-0200000-05 NAVFAC

Contractor Incident

Reporting System

(CIRS)

Within five calendar days of accident.

KO and

COR

1 As required

2.9.6.1 N/A Accident

Reporting and

Notification

Criteria

Within five calendar days of accident.

KO and

COR

1 As specified

2.9.8 N/A Monthly On-Site

Labor Report

First workday of each month.

KO and

COR

1 Monthly

2.9.9 N/A OSHA Citations

and Violations

Corrective Action

Report

Within 48 hours after receiving a citation.

KO and

COR

1 As required

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

2.9.11 N/A Safety

Certifications

Within 15 calendar days prior to contract start and as old certifications, expire.

KO and

COR

1 As specified

2.10 N/A Environmental

Management and

Sustainability

When requested KO and

COR

1 As specified

2.10.2.1 N/A Sampling, Testing

and Laboratory

Services

When requested KO and

COR

1 As required

2.10.2.8 N/A Hazardous

Material

Management

Within 30 calendar days prior to start of contract performance and within 14 days of identification of any new waste stream.

KO and

COR

1 As required

2.10.2.12 N/A Asbestos

Containing

Material (ACM)

Verbally notify the KO and COR within one hour and follow-up with written

Notification within 24 hours

KO and

COR

1 As specified

2.10.3 N/A Sustainable

Procurement and

Practices

Within five calendar days after each contract period.

KO and

COR

1 Annually

2.15.1.2 N/A Invoicing and

Receiving Payment

First work day of each month.

KO and

COR

1 Monthly

2.15.2.1 N/A Non-Recurring

Preparation Work

Proposals

Within two working days following receipt of request

KO 1 As required

Deliverables Form Preparation Instructions

Deliverable Title: Request to Work Outside Government’s Regular Working Hours

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverable Title: Permits and Licenses

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

Copies of permits and licenses may be sent by fax or delivered as hard copies; however, the preferred method is to submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the permits and licenses, the Government shall notify the Contractor of

Government acceptance.

2. If the KO responds to the permits and licenses with review comments, then address the

Government’s comments via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverable Title: Certificate of Insurance

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

Submit a copy via email, fax, or hard copy to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s

Deliverable Title: Work Control

Form Attachment No.: N/A

Government Approval Required: X Yes ___ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Verbal scheduling and work status reports shall be provided when requested by the KO. A written status report of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0800 the following workday for inquiries after regular working hours.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s

Deliverable Title: Quality Management (QM) Plan

Form Attachment No.: N/A

Government Approval Required: X Yes ___ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions: The report shall be prepared using Microsoft Office Word software and shall be specifically tailored for this contract based on contract requirements.

Submit a copy to the FMFS PAR via email within 15 calendar days after award and within seven calendar days of changes.

1. If the FMFS PAR/KO accepts the Quality Control Plan, the Government shall notify the

Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

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

… Policy and objectives of Quality Management System (QMS)

… Quality organization

• List of personnel

• Responsibilities & lines of authority

• 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

• Scheduling and performance of inspection and surveillance

• Measurements, data collection and analysis

• Corrective action, preventative action, and continuous improvement

• Oversight of subcontracted work

… Documentation and records management

• Communication with government (customers)

Deliverable Title: Quality Inspection and Surveillance

Form Attachment No.: N/A

Government Approval Required: X Yes ____ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

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 preventative actions. The quality inspection and surveillance file shall be property of the Government and made available during the Government’s regular working hours.

The Quality Inspection and Surveillance file shall be prepared using Microsoft Office Word software.

At the end of each year, the Contractor shall turn over the electronic files to the Government, and they shall become the property of the Government. The file shall be turned over to the KO within five calendar days of completion/termination of the contract.

Deliverable Title: Contractor Quality Inspection and Surveillance Report

Form Attachment No.: N/A

Government Approval Required: X Yes ___ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

The Quality Inspection and Surveillance Report shall be prepared using Microsoft Office Word software.

The Contractor shall develop a report that 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 report format is subject to review and approval by the Government prior to start of work and shall be subject to modification by direction of the Government.

Submit a copy via email or CD to the FMFS PAR/KO the beginning of each month for the previous month’s inspection.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s

Deliverable Title: List of Key Personnel and Qualifications

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software and shall list key personnel and their qualifications.

Submit a copy via email to the KO for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s

Deliverable Title: Organizational Chart

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software and shall produce an Organizational chart.

Submit a copy via email to the KO for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s

Deliverable Title: Employee Listing

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

Submit a copy via email to the KO upon request.

The list shall include the employee’s name, company name, supervisor’s name, social security number, and level of security clearance.

Deliverable Title: Passes and Badges

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

Submit applications for passes and badges to the COR and Security Department’s Visitor

Control Center located in building C-68.

Deliverable Title: Security Clearances

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Submit applications for personnel receive Security Clearances to the Security Department’s

Visitor Control Center located in building C-68.

Deliverable Title: Access to Controlled Unclassified Information

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Submit applications if required to the Security Department’s Visitor Control Center located in building C-68.

Deliverable Title: Accident Prevention Plan (APP)

Form Attachment No.: N/A

Government Approval Required: X Yes ____ No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

The APP shall follow the format and include all elements in Appendix A of the US Army Corps of

Engineers, Safety and Health Requirements Manual EM 385-1-1. The APP shall incorporate Activity

Hazard Analyses (AHAs) and Occupational Risk and Compliance Plans and Programs that are relevant to the site specific hazards and controls for each activity and type of work that may be encountered in the performance of this contract.

Submit in a tabbed binder following the format/sequence as outlined in Appendix A of EM 385-1-1, and submit a copy via email and a hard copy to the KO/FMFS PAR for Government review and comment.

1. If the KO/FMFS PAR accepts the Accident Prevention Plan, the Government shall notify the

Contractor of Government acceptance.

2. If the KO/FMFS PAR responds to the Accident Prevention Plan with review comments, then incorporate the Government’s comments and resubmit the Accident Prevention Plan via email and hard copy to the KO/FMFS PAR. Continue this cycle until the Government notifies the

Deliverable Title: Activity Hazard Analysis (AHA)

Form Attachment No.: N/A

Government Approval Required: X Yes _____ No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

AHAs shall follow format of Figure 1-2 of EM-385-1-1 and shall explain the following as detailed in the

EM-385-1-1:

… The steps of the service process.

… Identify potential hazards that exist as a result of the Contractor’s service process within the environment.

… Measure or plans of actions to safely remove potential hazards away from people in and around the service process and environment.

… Specific materials and equipment necessary to safely remove potential hazards away from people in and around the service process and environment.

… Inspection requirements to assure service activity is safe; and

… Training of service personnel to be aware of potential hazards and measures or plans of actions to be used to remove hazards from service environment.

Submit a copy via email and a hard copy to the KO/FMFS PAR for Government review and comment.

1. If the KO/FMFS PAR accepts the Activity Hazard Analysis, the Government shall notify the

Contractor of Government acceptance.

2. If the KO/FMFS PAR responds to the Activity Hazard Analysis with review comments, then incorporate the Government’s comments and resubmit the Activity Hazard Analysis via email and hard copy to KO/FMFS PAR. Continue this cycle until the Government notifies the

Deliverable Title: Safety and Occupational Health (SOH) Risk and Compliance Plans

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit copies of Compliance Plans, Programs, and Procedures via email and hard copy to the KO/FMFS

PAR for Government review and comment.

1. If the KO/FMFS PAR accepts Compliance Plans, Programs, and Procedures the Government shall notify the Contractor of Government acceptance.

2. If the KO/FMFS Compliance Plans, Programs, and Procedures with review comments, then incorporate the Government’s comments and resubmit the request via email and hard copy to the

KO/FMFS PAR. Continue this cycle until the Government notifies the Contractor of

Government acceptance.

Deliverable Title: NAVFAC Contractor Incident Reporting System (CIRS)

Form Attachment No.: J-0200000-05

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit copies of a NAVFA Contractor Incident Report via email and hard copy to the KO/FMFS PAR for Government review and comment.

1. If the KO/FMFS PAR accepts the Contractor Incident Report, the Government shall notify the

Contractor of Government acceptance.

2. If the KO/FMFS PAR responds to the CIRS with review comments, then incorporate the

Government’s comments and resubmit the request via email to the KO/FMFS PAR. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverable Title: Accident Reporting and Notification Criteria

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit copies of an Accident Report via email and hard copy to the KO/FMFS PAR for Government review and comment.

1. If the KO/FMFS PAR accepts the Accident Report, the Government shall notify the

Contractor of Government acceptance.

2. If the KO/FMFS PAR responds to the Accident Report with review comments, then incorporate the Government’s comments and resubmit the request via email to the KO/FMFS

PAR. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverable Title: Monthly On-Site Labor Report

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be developed and by the Contractor using Microsoft Office Word software.

This report is a compilation of employee hours worked each month for all site workers, both prime and subcontractor.

Submit a copy via email and a hard copy to the KO/FMFS PAR for Government review and comment.

Deliverable Title: OSHA Citations and Violations Corrective Action Report

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy of each OSHA citation and OSHA report with written OSHA Citations and Violations and

Corrective Action Report via email and copy to the KO/FMFS PAR for Government review and comment.

Deliverable Title: Safety Certifications

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Submit copies via email or hard copies to the COR and KO.

Deliverable Title: Environmental Management and Sustainability

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Submit copies via email or hard copies to the KO/COR.

Deliverable Title: Sampling, Testing and Laboratory Services

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Submit copies Base and third option period via email or hard copies to the KO/COR.

Deliverable Title: Hazardous Material Management

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Submit a copy via email, fax, or hard copies of Samples, SDS, etc. to recipients on the distribution list for

Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s

Deliverable Title: Asbestos Containing Material (ACM)

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

Verbally notify within one hour and submit a hard copy within 24 hours to the KO. The report shall be prepared using Microsoft Office Word software.

Deliverable Title: Sustainable Procurement and Practices

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

Submit copies via email or hard copies to the KO/COR/PAR. Submit Services Report within five calendar days after each contract period.

Deliverable Title: Invoicing and Receiving Payment

Form Attachment No.: N/A

Government Approval Required: X Yes _ No

Media: X Hard Copy X Electronic ___ Direct System Input

Submit copies via email or hard copies to the KO/COR/PAR.

Submit Invoicing and Receiving Payment first workday of each month.

Deliverable Title: Non-recurring Work Preparation of Proposals

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Submit copies via email or hard copies to the KO/COR.

Submit Work Proposal within two working days after Government’s request Proposal.