C 0200000 Management Administration_VTE.pdf

0200000 – Management and Administration Table of Contents

Spec

Title 2 Management and Administration

2.1 Definitions and Acronyms

2.2 General Information

2.2.1 Government Regular Working Hours

2.2.1.1 Observed Federal Holidays

2.2.1.2 Restriction to Contractor Working Hours

2.2.2 Wage Determinations

2.2.3 Requirements Hierarchy

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings

2.3.2 Training for Maintenance and Operation of New and Replacement Systems and Equipment

2.3.3 Partnering

2.3.3.1 Informal Partnering

2.3.3.2 Contract Partnering Administration

2.3.3.3 Contract Partnering Session Attendees

2.3.4 Permits and Licenses

2.3.5 Insurance

2.3.5.1 Certificate of Insurance

2.3.5.2 Minimum Insurance Amounts

2.3.6 Protection of Government Property

2.3.7 Instructions, Directives, and References

2.3.8 Invoicing Procedures

2.3.9 Forms

2.4 Government-Furnished Items

2.4.1 (N/A)

Government-Furnished Property (GFP)

2.4.2 (N/A)

Government-Furnished Facilities (GFF)

2.4.3 (N/A)

Government-Furnished Vehicles and Equipment

2.4.4 Government-Furnished Utilities

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Safeguarding Information

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 (N/A)

NAVFAC MAXIMO

2.6.8.1

MAXIMO Data

2.6.8.2 (N/A)

MAXIMO Method of Data Entry

2.6.8.3 (N/A)

MAXIMO Access

2.6.8.4 (N/A)

MAXIMO Training

2.6.9 Quality Management System (QMS)

2.6.9.1 Quality Management (QM) Plan

2.6.9.2 Quality Inspection and Surveillance

2.6.9.3 Quality Inspection and Surveillance Report

2.6.10 (N/A)

Property Management Plan

2.6.11 System and Equipment Replacement

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Manager

2.7.1.2.1 (N/A)

Quality Control Personnel

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 (N/A)

Environmental/Energy Manager

2.7.2 Employee Requirements

2.7.2.1 Employee Certification and Training

2.7.2.2 Employee Appearance

2.7.2.3 Employee Conduct

2.7.2.4 Identification as Contractor Employee

2.7.2.5 Removal of Employees

2.7.2.6 Proof of Legal Residency

2.7.3 Service Contract Reporting (SCR)

2.8 Security Requirements

2.8.1 Employee Listing

2.8.2 Vehicles

2.8.3 Passes and Badges

2.8.4 Access to Installation

2.8.4.1 DBIDS Program

2.8.4.2 DBIDS Credentials

2.8.4.3 DBIDS Paper Pass

2.8.5 Access to Buildings

2.8.6 Access Arrangements

2.8.6.1 Escort Arrangement for Secured Areas

2.8.7 Security Clearances

2.8.8

Access to Controlled Unclassified Information

2.8.9

Access to Government Information Technology (IT), Operation Technology (OT), and Facility Related Control Systems (FRCS)

2.8.10

Access to Navy Marine Corps Intranet (NMCI)

2.8.11 Employee Status

2.9 Contractor Safety Program

2.9.1 Contractor Safety Requirements

2.9.1.1 Experience Modification Rate (EMR)

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

2.9.2 Accident Prevention Plan (APP)

2.9.3 Activity Hazard Analysis (AHA)

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

2.9.4.1 Alcohol and Drug Abuse Prevention Plan

2.9.4.2 Chemical Hazard Communication Program

2.9.4.3 Confined Space Program

2.9.4.4

Critical Lift Plan

2.9.4.5 Fall Prevention and Protection Plan

2.9.4.6

Pathogen Exposure

2.9.4.7 Control of Hazardous Energy Lock-Out/Tag-Out (LOTO)

2.9.5

Crane Operations 2.9.5.1

Crane Inspections 2.9.5.2

Rigging Gear 2.9.5.3

Crane Operators

2.9.6 Accident and Damage Reporting

2.9.6.1 Accident Reporting and Notification Criteria

2.9.7 Fire Protection

2.9.8 Monthly On-Site Labor Report

2.9.9 OSHA Citations and Violations

2.9.10 Safety Inspections and Monitoring

2.9.11 Safety Certification

2.9.12 Safety Apparel on Jobsites

2.9.13 Emergency Medical Treatment

2.9.14 (N/A)

Excavations

2.10 Environmental Management and Sustainability

2.10.1 (N/A)

Energy Management Program

2.10.1.1 (N/A)

Water Conservation Plan

2.10.1.2 (N/A)

Energy Efficient Products

2.10.2 Environmental Protection

2.10.2.1 (N/A)

Sampling, Testing and Laboratory Services

2.10.2.2 (N/A)

ODS Requirements for Refrigerant Recycling

2.10.2.3 Solid Waste Management and Recycling

2.10.2.4 Non-Regulated Waste Disposal

2.10.2.5 Regulated Waste Disposal

2.10.2.6 Universal Waste

2.10.2.7 Spill Prevention, Containment, and Clean-up

2.10.2.8 Hazardous Material Management

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

2.10.2.10 Noise Control

2.10.2.11 Salvage

2.10.2.12 Asbestos Containing Material (ACM)

2.10.2.13 (N/A)

Clean Air Act (CAA)

2.10.3 (N/A)

Sustainable Procurement and Practices

2.10.3.1 Environmentally Preferable Products

2.10.3.2 (N/A)

Use of Recovered Materials

2.10.3.3 Use of Bio-based Products

2.11 Disaster Preparedness

2.12 Technical Library

2.13 Warranty Management

2.14 Recurring Work Procedures

2.14.1 Recurring Work Preparation of Proposals

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

2.14.3 Recurring Work Exhibit Line Item Numbers (ELINs)

2.15 Non-Recurring Work

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

2.15.1.1 (N/A)

Acceptance and Performance

2.15.1.2 Invoicing and Receiving Payment

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

2.15.2.1 Unit Priced Labor (UPL) Hour

2.15.2.2 Non-Recurring Preparation of Proposals

2.15.2.2.1 Labor Requirements

2.15.2.2.2 Direct Material and Construction Equipment Requirements

2.15.2.3 Issuance of Final Task Order

2.15.3 Non-Recurring Work ELINS

2.16 Self-Assessment Checklist

0200000 - Management and Administration Spec Item Title Description 2 Management and

Administration

2.1 Definitions and

Acronyms

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

2.2 General

Information

2.2.1 Government

Regular Working Hours

The Government's regular working hours are from 0700-1600, five days per week, Monday through Friday, except observed 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 response to emergency trouble calls, 24 hours a day, every day of the year including 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 work outside Government regular working hours may be considered premium (overtime) hours that requires coordination and prior Government approval.

2.2.1.1 Observed Federal

Holidays

The Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

2.2.1.2 Restriction to

Contractor Working Hours

If the Contractor wishes to work outside of the Government's regular working hours for the Contractor’s convenience, the Contractor shall submit a written request via email to the Contract Specialist (CS) or Contracting Officer Representative (COR) to work outside of the Government’s Regular Working Hours within seven calendar days prior to requested work day(s) per Section F.

Excludes work to be performed during specified hours.

Request to work outside Government’s Regular Working Hours Instructions provided in J-0200000-03.

2.2.2 Wage

Determinations

Wage determinations are included in J-0200000-04.

2.2.3 Requirements

Hierarchy

Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, and 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 shall attend meetings as required by the level of partnering Spec Item 2.3.3 and as deemed necessary for the award of this contract.

The Contractor shall provide sign-in sheets and prepare minutes of all meetings and submit for review and comments per Section F. Comments received within two working days shall be incorporated into the minute’s record and a copy of the final revision shall be submitted for concurrence per Section F.

2.3.2 Training for

Maintenance and Operation of New and Replacement

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

Systems and Equipment

In addition, when construction, renovation, or repair work is performed by requirements within, the Contractor shall train the affected party, as applicable, for maintenance and operation of new and replaced systems, and equipment at no additional cost to the Government.

2.3.3 Partnering To increase the likelihood of successful performance of this contract, the Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who will receive services, principal individuals from NAVFAC, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and subcontractors’ teams, including senior management personnel must participate.

The partnership will draw on the strength of each organization in an effort to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps.

The goal of Partnering is to develop a cohesive team with common purpose, commitment and established communication processes.

Partnering should accomplish three goals:

• The first goal is to develop a cohesive team with common purpose, commitment and established communication processes.

• The second goal of partnering is contract specific, identifying risks and opportunities for the team to address.

• The third goal is to sustain the Partnership throughout the contract by identifying and addressing issues that affect the Partnership.

2.3.3.1 Informal

Partnering

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

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

The Partners will determine the frequency of the follow-on sessions;

recommended monthly unless agreed upon by the Contractor and Government.

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. 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.

For more information concerning Partnering refer to NAVFACINST 11013.40B, which can be viewed in the Government’s Contracts Office.

2.3.3.3 Contract

Partnering Session Attendees

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

President/Vice President

* Project Manager

* Quality Manager Site Safety Officer and Health Officer Sub-contractor Reps

2.3.4 Permits and

Licenses

The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. The Contractor shall submit copies of permits and licenses upon request by the Government 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 be provided within 15 calendar days prior to start of the contract, as per Section F.

The Contractor shall provide written notice to the KO or CS by the insurance company within 30 calendar days prior to cancellation or material change in policy coverage, as per Section F.

Other requirements and information are contained in the aforementioned insurance clause.

2.3.5.2 Minimum

Insurance Amounts

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

Comprehensive General Liability: $500,000 per occurrence

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

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

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

Other as required by state law.

2.3.6 Protection of

Government Property

During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of Contractor negligence under this contract to their original condition at no cost to the Government.

2.3.7 Instructions, Directives, 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.

2.3.8 Invoicing

Procedures Refer to Section G for invoicing instructions.

Invoices shall be submitted in a format compatible with the most recent Government installed Microsoft Office Version (currently 2016). Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and ELIN/Sub-ELIN.

The Contractor shall submit the following deliverables, as per Section F, and upload into the Procurement Integrated Enterprise Environment (PIEE) with monthly invoicing and e-mail a copy to the COR and CS:

• Completed Quality Inspection and Surveillance Report with no omissions as per requirements in Spec Item 2.6.9.3

• Completed Monthly On-Site Labor Report as per requirements in Spec Item 2.9.8

• Completed monthly Service Order Summary Report as per requirements specified in Section C 1502000 Facility Investment, Spec 3.1

• Contractor Incident Reporting System, as per Spec Item 2.9.6, when applicable.

The deliverables aforementioned above shall be:

• Submitted before/with monthly invoice for Government review

• Due within the first five business days of each subsequent month.

Failure to comply with requirements, the Contractor can expect delays in invoicing until all deliverables received and accepted.

The Contractor shall only invoice for completed service orders and shall not invoice for incomplete service orders or service orders not issued, per Section C 1502000, Facility Investment, Spec Item 3.1. A modification will be processed at the end of each period of performance to deduct for service orders not issued and/or incomplete service orders. Deductions will be based on the unit prices specified in Attachment J-0200000-19 ELINs.

2.3.9 Forms Forms referenced in this Annex are included in Section J-0200000.

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 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 tear. 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 Property (GFP) (N/A)

Per FAR 45.101, “Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract. Government furnished property includes, but is not limited to, spares and property furnished for repairs, maintenance, overhaul, or modification.”

Government owned equipment being taken off installation by a contractor is GFP. Example: Items being fixed + spare parts + any materials given to industry are all considered GFP.

Real property, government facilities, inventory/supplies consumed in performance of requirement, vehicles and equipment used only on federal installations - could be considered incidental to performance, or consumables – not GFP.

The Government will furnish or make available to the Contractor certain Government Property for use in connection with this contract. The use of GFP for any other purposes is prohibited. GFP is provided and shall be managed by the Contractor in accordance with Section H; Government-Furnished Property.

2.4.2 Government-

Furnished Facilities (GFF) (N/A)

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 Contractor shall be responsible and accountable for the facilities accepted for use and shall take adequate precautions to prevent fire hazards, odors, and vermin. Janitorial 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.

2.4.3 Government-

Furnished Vehicles and Equipment (N/A)

Government owned vehicles and equipment used only on the installation is considered incidental to performance and are not considered GFP. The use of these vehicles and equipment for any other purposes is prohibited.

2.4.4 Government-

Furnished Utilities

The Government will furnish water and electricity at existing outlets required for the work to be performed under the contract at no cost to the Contractor.

Information concerning the location of existing outlets may be secured from the KO. 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 backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines. Meet all Federal, State, 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 provide the capability to receive, prioritize, correspond, and respond to trouble/service calls, service orders and task orders during Government regular working hours (0700-1600) and provide a point of contact at a local or toll free number who can perform the above function during other than Government regular working hours.

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 CS, COR and/or KO. The Contractor shall follow-up any verbal scheduling and work status updates, of any item of work, with written electronic notification (e-mail) within two hours of the verbal inquiry during regular working hours, and by 0800 the following work day 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 notify the KO 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, the spec item requiring the deliverable, 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 will not relieve the Contractor of the responsibility for any error or omission which may exist in the deliverable, as the Contractor is responsible for all requirements of this contract.

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

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

The Contractor shall establish and maintain a secure website for posting an electronic copy of all deliverables listed in Section F.

The Contractor shall allow only authorized Government and Contractor personnel to access the website. Government personnel access shall be limited to viewing and downloading of deliverables, but restricted from posting to the website. The Contractor shall notify the Government by email whenever there are new or updated deliverables posted to the website. Each deliverable posting on the website and each email notification shall include the title of the deliverable, the spec item requiring the deliverable, and the date and time the deliverable was posted. All deliverables shall be available to authorized Government personnel 24 hours/day and 365 days/year for the duration of the 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, CS, COR, affected tenants, and customers in accordance with local procedures. 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. The Contractor shall 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 at a time of minimum demand and disruption. All unplanned utility outages or significant maintenance equipment failures shall be investigated by the Contractor, and a report of cause, corrective action, and future preventive measures shall be provided to the installation and KO within two working days.

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

(N/A)

The Government utilizes Maximo (NAVFAC) and Microsoft SharePoint for work/service order and asset management. The data is required for the Government’s use in long term asset management and planning.

Work order, asset, specification, and condition assessment data created by the Contractor is recorded in NAVFAC MAXIMO for all work performed in 1501000 Facility Management, 1502000 Facility Investment, Annex 16 Utilities sub-annexes and Annex 1700000 BSVE. This spec item should be included for all FSC/BOS contracts above the SAP threshold at Navy PWDs per BMS B-

24.8 Facility Support Contractor Data in NAVFAC MAXIMO. Consult with your local PWD FMD, UEM Director and BSVE Director or FEC FM&S PLC, UEM PLC, and BSVE PLC for further guidance.

The information and format for data submission provided in Section J supports long term asset management and facilitates transfer to NAVFAC MAXIMO.

These requirements and data format are managed by the FM&S Product Line at the NAVFAC HQ Level. NAVFAC MAXIMO is the Computerized Maintenance Management System (CMMS) used by the Government for work order history, asset management, and condition assessment.

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 MAXIMO Data

(N/A)

Required data fields for work orders are indicated in the Service Provider Information provided in J-0200000-XX. Asset inventory data requirements are indicated in the Asset Information provided in J-0200000-XX, including additional data for Utilities assets listed in Specification Information in J-

0200000-XX. Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information provided in J-

0200000-XX.

Specified data shall be provided for all work performed in 1502000 Facility Investment.

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 MAXIMO

Method of Data Entry (N/A)

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 data shall be submitted data in a spreadsheet flat-file. 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 approved in writing by the KO.

2.6.8.3 MAXIMO Access

(N/A)

The Contractor is required to provide MAXIMO data via Direct Entry.

The process for obtaining access and establishing MAXIMO accounts are detailed in the NAVFAC MAXIMO System Access Procedures provided post award.

Once accounts have been established, 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 MAXIMO for Direct Entry of required data.

A maximum of five MAXIMO accounts will be approved for the Contractor.

Changes of personnel requiring MAXIMO accounts more than once per year may result in required compensation to the Government for the administrative costs in processing account requests.

2.6.8.4 MAXIMO

Training (N/A)

The Government will provide or make available initial training on NAVFAC MAXIMO to Contractor personnel responsible for direct entry of work order 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 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.

2.6.9.1 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 a revised QM Plan for acceptance to the KO, FSCM and COR 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 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)

2.6.9.2 Quality Inspection

and Surveillance

The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.246-4, INSPECTION OF SERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions.

The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be turned over to the COR within five calendar days of termination of the contract per Section F.

2.6.9.3 Quality Inspection

and Surveillance Report

The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment-driven corrective actions and process adjustments during the previous month by “location/installation”. The Government may adjust the frequency of the deliverable based on the Contractor’s quality of performance.

The Contractor shall submit a completed and endorsed monthly Quality Inspection and Surveillance Report with monthly invoicing as specified in Spec Item 2.3.8 Invoicing Procedures, no exceptions. Failure to comply with requirements, the Government reserves the right to delay, withhold, and/or deduct payment of invoicing until all deliverables are received and accepted.

The Contractor shall complete and submit a monthly Quality Inspection and Surveillance Report with the following requirements.

• Submit with monthly invoice for Government review

• Due within the first five business days of each subsequent month.

• Depict all spec items, indicate service or N/A for this month.

MANDATORY MONTHLY DELIVERABLES, NO EXCEPTIONS.

The Contractor shall include the following deliverables with the monthly Quality Inspection and Surveillance Report, per Section F:

• Completed monthly Service Order Summary Report as per requirements specified in Section C 1502000 Facility Investment, Spec 3.1, which details the ongoing history of, recurring and non-recurring service, including Subcontractor’s overhead and profit was accrued.

Report pulled from Maximo or Excel format is acceptable.

• Contractor Incident Reporting System, as per Spec Item 2.9.6, when applicable.

• Monthly On-Site Labor Report, per Section F, for all Contractors itemized by service order ELIN, in accordance with Spec Item 2.9.8.

The Contractor shall submit monthly Quality Inspection and Surveillance Reports per Section F,

2.6.10 Property

Management Plan (N/A)

The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 2.4, Government-Furnished Items, 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.

2.6.11 System and

Equipment Replacement

The Contractor shall maintain the integrity and performance of existing energy saving, environmental controls, 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 or CS prior to use. The KO or CS will furnish available information for the existing systems and equipment.

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below.

2.7.1 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 necessary to certify 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 who they will report directly to for this contract. The key personnel shall be revised as applicable for the contract.

2.7.1.1 Project Manager

(PM)

The Contractor shall provide a PM and designated alternate, as applicable, who has the have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be able to be on-site within four hours during the Government's regular working hours.

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 including but not limited to the following:

• Ensure that all required reports are accurate and delivered to the Government in a timely manner.

• Institute and direct policies and programs for employment, management, development, training, safety, security, quality assurance, and industrial relations.

• Receive, evaluate, and respond to contract changes.

• Evaluate performance to ensure quality, timely, and economical response to contract requirements.

• Establish procedures and policies for efficient use of manpower and materials.

• Act as corporate point of contact with the customer for policy formulation, planning, performance, contract interpretation, and modification.

• Implement and monitor budgetary, management, and operational controls for measurable standards of performance.

• Establish, distribute, and control project resources, including manpower and equipment.

• Maintain equipment in accordance with corporate and contractual requirements.

• Establish management, administrative and technical skill standards for the project, and approve or disapprove personnel selection. Recruit train and discipline employees.

• Keep PAR/COR and CS up-to-date with all activities.

The PM shall have three years of experience in managing a workforce and satisfactory relevant experience at a comparable level of responsibility on contracts of similar size, scope and complexity.

2.7.1.2 Quality Manager The Contractor shall provide a Quality Manager or designated alternate shall be available within the Government's regular working hours and shall be available on-site within 24 hours after the Government’s request. The Quality Manager must report directly to a senior corporate official.

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 satisfactory experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity.

• The Quality Manager or designated alternate may be the same person as the SSHO.

The contractor shall procure and maintain a logbook at the installation. The logbook shall denote services performed as well as a sign-in and sign-out sheet for all employees performing service. The Contractor will title the log “Facility Service Log for Service Personnel Only”.

2.7.1.2.1 Quality Control

Personnel (N/A)

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 experiences 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.

2.7.1.3 Site Safety and

Health Officer

(SSHO)

The SSHO must meet the requirements of EM 385-1-1 Section 1 and ensure that the requirements of 29 CFR 1926.16 are met for the project. Provide a Safety oversight team that includes a minimum of one Competent Person at each project site to function as the Site Safety and Health Officer (SSHO). The SSHO or an equally-qualified Designated Representative/alternate shall be on-site at all times when work is being performed to implement and administer the Contractor's safety program and government-accepted Accident Prevention Plan. The SSHO's training, experience, and qualifications shall be as required by EM 385-1-1 paragraph 01.A.17, entitled SITE SAFETY AND HEALTH OFFICER (SSHO), and all associated sub-paragraphs.

A Competent Person shall be provided for all of the hazards identified in the Contractor's Safety and Health Program in accordance with the accepted Accident Prevention Plan. Provide the credentials of the Competent Persons(s) to the Contracting Officer for acceptance in consultation with the Safety Office.

The Contractor shall provide a SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The SSHO shall have fulfilled the following pre-requisite training and experiences before being hired as the SSHO under this contract:

The SSHO shall have satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past, and have completed the OSHA 30-hour construction safety class or equivalent. The SSHO shall maintain competency through 24 hours of formal safety and health related coursework every four years. The SSHO may be the same person as the project manager but shall have fulfilled the pre-requisite qualification and experience.

2.7.1.4 Environmental/ The Contractor shall provide an Environmental/Energy Manager whose primary duty and responsibility is to ensure Contractor operations adhere to the goals

Energy Manager (N/A) and policies of the Environmental Management System, the Installation Energy Plan, and other specified Sustainability requirements affecting this contract.

The Environmental/Energy Manager shall develop, implement and monitor environmental strategies, policies and programs that promote sustainable development and examine the contract activities to establish where improvements can be made and ensure compliance with environmental legislation and energy policy.

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

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

2.7.2 Employee

Requirements

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall adhere to NFPA 70 Code and NFPA 70E requirements when working on electrical and control systems.

Personnel shall be fully knowledgeable of all safety, environmental, and energy requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures.

2.7.2.1 Employee

Certification and Training

The Contractor shall maintain personnel certification, training, and licensing records for employee requirements specified herein and within all technical annexes/sub-annexes. All certification, training, and licensing records shall be kept current and on file for the duration of the contract including all option periods. Records shall be made available for Government review within 4 hours of request.

2.7.2.2 Employee

Appearance

The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/subcontractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment.

Employee identification shall not be substituted for station required passes or badges.

2.7.2.3 Employee

Conduct

Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

2.7.2.4 Identification as

Contractor Employee

Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. All Contractor employees shall appropriately identify themselves as contractor employees in verbal communication and electronic or written correspondence.

2.7.2.5 Removal of

Employees

The Contractor shall remove from the site any individual whose continued employment, conduct, and/or hygiene is deemed by the PAR/COR/KO/Government to be contrary to the public interest or inconsistent with the best interests of the Government.

2.7.2.6 Proof of Legal

Residency

No employee or representative of the Contractor will be admitted to the site of work unless…