Attachment 4 - 0200000 J Management and Administration.docx

Section J – 0200000 Management and Administration Section J – 0200000 Management and Administration

Attachment J-0200000-01 Definitions and Acronyms

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

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

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

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

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

Annual (A). Services performed once during each 12-month period of the contract at intervals of 335 to 395 days.

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

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

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

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

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

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

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

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

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

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

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

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

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

· Describe all hazardous waste generation and management procedures.

· Include or reference the hazardous waste minimization plan and goals.

· Include or reference contingency plans and emergency response procedures.

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

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

Individual RPIE’s can be combined to make a CIMU to facilitate facilities management. An individual RPIE can also be a CIMU if the equipment is complex enough to require its own management planning.

Attachment J-0200000-01 Definitions and Acronyms

Attachment J-0200000-02 Wage Determinations

Attachment J-0200000-03 Directives, Instructions, and References

Attachment J-0200000-04 Invoice Form

VENDOR LETTER

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

· Step 5. Establish an Organizational Email Address.

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

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

· Step 8. Set up PCs to Access WAWF.

· Step 9. Self Register GAM.

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

· All vendors must be registered in the CCR in order to sell goods and services to the Department of Defense (DoD).

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

· Group Activation Email: Please use the following template to email requests to WAWF Customer Support:Customer Support email Please fill in missing information with your company information. (External Link).

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

Step 5: Establish an Organizational email Address.

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

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

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

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

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

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

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

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

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

· The EB POC will also be contacted when there is a question about invoices submitted through WAWF. Please ensure your EB POC is familiar with the WAWF process and they can contact company personnel to answer invoicing questions from government officials.

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

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

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

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

Step 8: Set up PCs to access WAWF.

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

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

Step 9: GAM needs to Self Register in WAWF.

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

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

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

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

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

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

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

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

Step 11: Practice Using WAWF.

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

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

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

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

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

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

3. Click the Logon hyperlink.

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

5. Click the 'Submit' button.

Attachment J-0200000-05 Forms

REPORT

Monthly Exposure Report = A compilation of all Contractor and subcontractor employee-hours involved in delivering contract services on a Government property

MONTHLY EXPOSURE REPORT

(ATTACH ADDITIONAL SHEETS IF NECESSARY)

DATE

REPORT NO

PRIME

CONTRACTOR

SUB CONTRACTOR

WORK PERFORMED

PRIME CONTRACTOR

HRS

SUB

CONTRACTOR

MONTH

HRS

JOB

SAFETY

WAS A JOB SAFETY MEETING HELD THIS DATE?

(If YES attach copy of the meeting minutes)

THIS DATE, INCL CON'T SHEETS

WERE THERE ANY LOST TIME ACCIDENTS THIS DATE?

(If YES attach copy of completed OSHA report)

HOURS FROM PREVIOUS REPORT

WAS CRANE/MANLIFT/TRENCHING/SCAFFOLD/HV ELEC/HIGH WORK/ HAZMAT WORK DONE?

(If YES attach statement or checklist showing inspection performed.)

TOTAL WORK HOURS FROM

START OF OPTION

WAS HAZARDOUS MATERIAL/WASTE RELEASED INTO THE ENVIRONMENT?

(If YES attach description of incident and proposed action.)

Schedule Activity No.

EQUIPMENT/MATERIAL RECEIVED TODAY TO BE INCORPORATED IN JOB (INDICATE SCHEDULE ACTIVITY NUMBER)

Schedule Activity No.

CONSTRUCTION AND PLANT EQUIPMENT ON JOB SITE TODAY. INDICATE HOURS USED AND SCHEDULE ACTIVITY NUMBER.

Schedule Activity No.

Schedule Activity No.

REMARKS

ATTACHMENT J-0200000-05

FORMS

ATTACHMENT J-0200000-05

FORMS

Attachment J-0200000-05

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

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

Company Name:

Date Submitted:

Labor Hours for the Month of:

ELIN/

Sub-ELIN Annex/ Sub-annex

Labor Hours Spec Items 1 and 2 On-Site Labor Hours

1501000

Facility Management

Service Orders

Total Recurring Work:

Attachment J-0200000-05

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

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

Company Name:

Date Submitted:

Labor Hours for the Month of:

ELIN/

Sub-ELIN

Labor Hours Spec Items 1 and 2 On-Site Labor Hours

A700

Unit Priced Labor Hour Work -

MUST BE NEGOTIATED BY KO.

A702

Direct Material and Construction Equipment -MUST BE NEGOTIATED BY KO.

Total Non-Recurring Work:

Attachment J-0200000-06 Government-Furnished Property, Materials, and Services

No Government-Furnished Property, Materials, and Services are Required

Attachment J-0200000-07 Service Provider Information

Confirm the most recent version of this file by checking for updates at the following NAVFAC portal page: https://portal.navfac.navy.mil/portal/page/portal/pw/pw_it_info/maximo

Attachment J-0200000-08 Specification Information

Include Excel file “J-0200000-XX - SPECIFICATION INFORMATION V1 - 2013-07-07”. Confirm the most recent version of this file by checking for updates at the following NAVFAC portal page: https://portal.navfac.navy.mil/portal/page/portal/pw/pw_it_info/maximo

Attachment J-0200000-09 Exhibit Line Item Numbers (ELINs) image1.emf image2.jpeg image3.jpeg image4.jpeg image5.jpeg image6.jpeg