DRAFT - PWS - DoDEA FAM_RFIv2.docx

PERFORMANCE WORK STATEMENT

DoDEA FACILITY ASSET MANAGEMENT

(FAM) SERVICES

Department of Defense Education Activity 4800 Mark Center Drive Alexandria, VA 22350

PERFORMANCEWORK STATEMENT

FOR

DoDEA FACILITIY ASSET MANAGEMENT (FAM) SERVICES

1. General Information and Scope of Work

1.1. The Department of Defense Education Activity (DoDEA) is a major Department of Defense (DoD) field activity. DoDEA operates a diverse and geographically dispersed school district for 68,000 military connected students in 7 states and 11 countries and territories. DoDEA’s goal is to provide an exemplary education that inspires and prepares all students for success in a dynamic, global environment. One of the prerequisites for meeting this goal is to ensure that all schools meet the DoDEA standard for providing safe, secure, and well-managed environments that focus on student achievement. DoDEA supports its field facility organizations by providing standardized tools and consistent performance metrics to assist them in their management of facility assets. This facility asset management approach incorporates best practices associated with integrated processes supported by technology solutions to protect the accuracy and integrity of the data.

1.2. Facility Condition Assessments – Use of BUILDER SMS methodology and data are used to inform Sustainment Restoration and Modernization (SRM) and preventive maintenance programs to include the Computerized Maintenance Management System (CMMS). BUILDER is used to assist DoDEA in managing, planning, documenting, tracking, and reporting data and findings from the condition assessments. These processes are continually updated to incorporate further integration with Regional and District day-to-day facility management operations such as work order management and preventive maintenance.

1.3. Functional Adequacy – Space utilization assessments and specialized layers, key supporting documentation, use of temporary and relocatable facilities, capacity of facilities, 21st Century Status, Google Earth are critical components for portfolio planning and DoDEA’s Blueprint initiatives.

1.4. Real Property Management – Reconciliation and management of real property inventory, consolidated asset list(CAL), data analysis, audit support, and supporting drawing documentation are critical components supporting portfolio management, facility sustainment budgets and overall planning initiatives.

1.5. Facility Environmental Services. Provide environmental health and safety support services for renovation and demolition projects. The support services include parameters such as, but not limited to, Lead Based Paint, Mold, Indoor Air Quality, Radon, PCBs, Universal Waste and Hazardous Materials.

1.6. Asbestos Hazard Emergency Response Act (AHERA) Inspections, generate and update asbestos management plans, prepare and review asbestos abatement specifications, prepare, and review asbestos project designs, provide third party Asbestos Monitor services for asbestos abatement projects, provide third party asbestos abatement final clearance sampling.

1.7. Data Analysis and Analytics to develop Key Performance Indicators (KPI) – Utilization of the data collected in the DoDEA Facility Asset Management (DFAM) database allows DoDEA HQ to plan and resource its Military Construction (MILCON), Sustainment Restoration and Modernization (SRM) and other facility Operations and Maintenance (O&M) programs. Data analysis, analytics, and development of key performance indicators support data driven decisions to align with DoDEA’s strategic initiatives.

1.8. Project Planning and Prioritization – Use of facility condition assessment, space utilization, maintenance, asbestos inspections, data analytics support DoDEA’s overall project planning and prioritization initiatives. Use of the project planning and prioritization portal allows DoDEA to review, approve and monitor status of ongoing projects.

1.9. The Performance Work Statement (PWS) is intended to outline the services available under this contract to assist The Department of Defense Education Activity (DoDEA) with its FAM program. As part of its enterprise-wide asset management program, key elements of the program include Facility Condition Assessment (FCA) surveys; Facility Utilization Surveys (FUS); Real Property Inventory (RPI) reports, reconciliation; development of Key Performance Indicators (KPI) and Asbestos Hazard Emergency Response Act (AHERA) inspections on each of DoDEA facilities. The requirements also includes user support, maintenance for DoDEA’s Online AHERA Training portal and database supporting 700+ active users and tracking required surveillance and management plans for over 600 buildings and over 1200 non-building assets. All these elements together supported by data analysis and analytics are intended to maximize the value of the data to provide engineers and facility planners with the data needed to help make informed decisions on facility sustainment, restoration, and modernization initiatives.

1.10. The program is considered multi-dimensional and requires continuous updates to facility drawings, capital planning, asbestos management, space use, real property, and databases of record. Supplemental technical support and database management is also required. Additionally, there may be instances when additional data collection and management may be required.

1.11. This enterprise-wide strategic asset management approach provides DoDEA with a robust foundation to plan and resource its MILCON, SRM and other facility operations and maintenance programs by incorporating integrated processes supported by technology solutions to protect the accuracy and integrity of the data.

1.12. In addition to conducting surveys, assessments, data collection and reporting, the Contractor shall utilize the BUILDER database and populate it with building component and condition data collected under this contract. BUILDER is used to assist DoDEA in managing, planning, documenting, tracking, and reporting data and findings from the assessment and surveys. The Contractor shall provide all necessary technical support for BUILDER and related tools in order to support DoDEA’s data collection and analysis, planning and reporting requirements.

1.13. While BUILDER is the primary database for data storage and processing, it is not all encompassing, and the Contractor shall be required to develop and maintain an additional database in order to manage all data developed in support of this requirement. This database shall be known as DoDEA Facility Asset Management or (DFAM).

2. Requirements

2.1. Facilities Condition Assessment (FCA)

The Contractor shall conduct assessments and populate the Facility system inventory of components into the BUILDER EMS for DoDEA schools. The list of Facilities associated real property information, and Plant Replacement Values (PRV) will be manually populated using data contained in the DoDEA Facility Asset Management (DFAM) database.

2.1.1. Assessment Plan. The Contractor shall develop and submit an Assessment Plan for all assessments of DoDEA Facilities for approval. This plan shall include “the structures and elements/process they follow to build inventory in BUILDER. The inventory process”.

2.1.2. Facility system inventory includes:

2.1.2.1. A10 Foundations (Not included unless significant damage/failure reported/observed)

2.1.2.2. A20 Basement Construction (Not included unless significant damage/failure reported/observed)

2.1.2.3. B10 Superstructure (Not included unless significant damage/failure reported/observed)

2.1.2.4. B20 Exterior Closure

2.1.2.5. B30 Roofing

2.1.2.6. C10 Interior Construction

2.1.2.7. C20 Staircases

2.1.2.8. C30 Interior Finishes

2.1.2.9. D10 Conveying Systems

2.1.2.10. D20 Plumbing

2.1.2.11. D30 Heating, Ventilation and Air Conditioning (HVAC)

2.1.2.12. D40 Fire Protection

2.1.2.13. D50 Electrical

2.1.2.14. F10 Special Construction (for temporary buildings listed as real property)

2.1.3. BUILDER Utilization. In addition to conducting surveys, assessments, data collection and reporting, the Contractor shall utilize the BUILDER database and populate it with the data collected under this contract. BUILDER is used to assist DoDEA in managing, planning, documenting, tracking, and reporting data and findings from the assessment and surveys. The Contractor shall provide all necessary technical support for BUILDER and related tools in order to support DoDEA’s data collection and analysis, planning and reporting requirements.

2.1.3.1. BUILDER inventory shall use the American Society of Testing and Materials (ASTM) Uniformat II convention as embedded within BUILDER.

2.1.4. Facility inventory for similar Facility types and footprints may be created using Facility template features in BUILDER, but each Facility should have an individual walk-through to verify accurate Facility inventory and conditions.

2.1.5. Material quantities of component-sections present in the Facility, e.g. roofing surfaces, should be measured or based on reasonable estimates using drawings or other available sources.

2.1.6. Component-section installation dates should be entered based on available information, which may include Facility construction date, date of renovation, or nameplate data.

2.1.7. For major mechanical/electrical equipment where nameplate data exists, record equipment ID information in the section details module of the current version of BUILDER.

2.1.8. Facility components shall be sectioned based on the presence of different materials or component types and differences in age. For example, the roof component may be built-up, metal, or another material, each of which would constitute a separate section. In addition, if multiple sections of built-up roofing are of different ages, each would constitute a separate section.

2.1.9. In addition, any major mechanical equipment items (e.g. chillers, boilers, air handler units, etc.) shall be sectioned individually for each unit. or otherwise directed by Government if volume of equipment is prohibitive for data management purposes. In accordance with the BUILDER Condition Assessment Manual, any component where age and/or use are significantly different within the Facility should be sectioned accordingly. When it is necessary to enter items as separate sections due to type, location, age, etc., the Contractor shall use descriptive and consistent section naming conventions for identification purposes.

2.1.10. For facilities less than 1000 SF, an abbreviated general inventory will be accomplished. Inventory will be populated using the existing DFAM database. After Facility inventory is modeled, the Contractor shall verify inventory and if necessary, via a quick Facility walkthrough.

2.1.11. Pre-Site Visit Calls – Approximately two-weeks prior to deployment, a Pre-Site Visit virtual meeting will be scheduled with the respective Facility Operation Specialist (FOS)s to go over agenda items in preparation for the assessments, discuss the building inventory list, and base access coordination. The agenda and building list will be provided prior to the call.

2.1.12. Inspection. Contractor shall perform visual inspections of Facility components inventoried. Using BUILDER methodology, inspectors will utilize the direct rating inspection method to conduct the assessment. Where the component is in excellent condition, or in total need of replacement, the direct rating should be used. When the contractor’s assessment identifies condition states of “Amber (-)” or “Red” the contractor will provide supporting comments and photos in BUILDER that reinforces the contractor’s assessment.

2.1.12.1. The Direct Rating method involves visually inspecting each component-section, evaluating that item against a set of rating criteria, and selecting the appropriate rating. The Direct Rating method is appropriate for most systems. Concealed or inaccessible systems/components will be aged/dated and rely on lifecycle to determine renewal requirements. Per the BUILDER Condition Assessment Manual, certain Facility component-sections are very difficult, if not impossible, to observe. These may include structural members, plumbing piping, electrical wiring, roofs, or a host of others, depending on the Facility.

2.1.12.2. Absent evidence or information provided by maintenance personnel, concealed or other non-accessible component- sections will be placed within their life cycle to determine their next renewal. An attempt should be made to visually inspect all components identified. In cases where items cannot be at least partially evaluated visually due to concealment, that component-section should not be inspected. Note that if there are signs of a problem apparent in a partially concealed component, those conditions should be noted.

2.1.12.3. Inspection sampling methods within a Facility may be utilized provided they conform to the guidelines expressed in the BUILDER Condition Assessment Manual. During the inspection, the inspectors should note which component-sections need repair or replacement and include comments in the BUILDER Condition Assessment module to identify those conditions based on BUILDER Naming Conventions. This determination is based on professional judgment separate from the BUILDER inspection process. Information will be used to develop standards and policies for work requirements generation after facility condition indices are computed.

2.1.12.4. Variations. The Contractor shall expect variations in the GSFs shown in the Government’s facility list up to 15% or +/- 50 GSF per facility. These variations often occur because of differences in measuring techniques. The Contractor shall be required to analyze variances from previously recorded data and reconcile the difference with DoDEA’s approval.

2.1.12.5. The BUILDER database is not currently configured to house relocatable structures and associated information required to produce the DoDEA Gross Square Foot (GSF) Facility Report and Temp Occupied and relocatable report. The contractor shall utilize the existing DFAM database to update Facility-specific attributes for all Permanent, Semi-permanent, Temporary and Relocatable Facilities.

2.1.12.6. Upon request, the GSF report will include updated GSF values for the facilities converted to BUILDER. In order to do so, Contractor will enter GSF values in BUILDER, the database of record, and DFAM to assure existing GSF related reports are updated and available to DoDEA.

2.1.12.7. For instances where the GSF measure by the Contractor differs from that in the Real Property Unique Identifier (RPUID), DoDEA will determine which value will govern. The Contractor shall maintain a table of these differences which includes pertinent facility information, notes, and final determination on which value was used.

2.1.12.8. The Contractor shall utilize the existing DFAM database to update Facility-specific attributes for all Permanent, Semi- permanent, Temporary and Relocatable Facilities to include date of construction, GSF, and photograph. A representative elevation photograph of each School and for construction types Permanent, Semi-permanent and Temporary Facility shall be attached at the appropriate locations within BUILDER. Elevation photographs for construction types listed above and for relocatable Facilities shall be updated in DFAM.

2.1.13. Analyze Data. In a multiple Facility portfolio, it is important to know how Facility conditions compare. Data contained in BUILDER supports calculation of a Facility Condition Index (FCI) and Q-Rating for each permanent and semi- permanent facility in the RPI using the total value of expired systems and planned repairs, by the Facility's Plant Replacement Value.

2.1.14. BUILDER Work Plan. The Contractor shall generate a BUILDER work plan for every facility in the inventory on a semiannual basis in accordance with (IAW) DoDEA guidance.

2.1.15. Plant Replacement Value (PRV). The Contractor shall utilize BUILDER generated data to calculate a FCI for each Facility and provide an annual comparison of the values. Expired systems will be reported for each Facility including a basic description of system condition. The PRV shall be calculated based on the formula from Office of Secretary of Defense (OSD) provided in the DoD Facilities Pricing Guide (FPG). The Contractor shall use the FCI as a gauge of capital renewal in a Facility. When viewing the CI and/or Q-rating in DFAM, the Contractor shall identify anomalies in the data presented and determine if corrective action is required to the data or the database including but not limited to:

2.1.15.1. The Contractor shall calculate building PRVs outside of BUILDER according to the DoD Facilities Pricing Guide.

2.1.15.2. The Contractor shall validate the DoD site for all buildings to determine proper area cost factor.

2.1.15.3. Using the current inflation rates as published in the DoD Facilities Pricing Guide.

2.1.15.4. Updating the inflation rate and recalculating the building PRV when the Fiscal Year (FY) changes.

2.1.15.5. Update BUILDER with the Calculated building PRVs

2.1.15.6. Generate updated works plans for each building IAW DoDEA guidance.

2.1.15.7. Annually generate five-year forecasting scenarios for each building.

2.1.15.8. The Contractor shall calculate PRV for all assets, including structures and linear structures in addition to buildings when directed to do so.

2.1.16. The Contractor shall maintain the DoDEA tree in BUILDER, IAW DoDEA provided guidance.

2.1.17. Historical Information. The Contractor shall contact DoDEA Facilities at least 14 days prior to the inspection to coordinate their visit and inspection, and gain information such as historical demand maintenance trends, issues that may be specific to that school or district, and other areas of concern. The Contractor shall obtain Asset Essentials data (for the schools that use it) from DoDEA Facilities and analyze the data to determine a greater depth of knowledge for the Facility systems to extract and include in determining the overall condition of the facility. The contractor shall compare the Asset Essentials asset registry with the BUILDER asset registration and identify data gaps for field validation. The Contractor shall notify the DoDEA Region Office representative about DoDEA Facilities personnel that are not responsive.

2.1.18. Life Safety Surveys. The Contractor shall confirm that Fire Inspection Reports are being conducted by the Installation Fire Department and document findings in the Facility Condition Assessment Report (FCAR). Documentation shall include at minimum date and who conducted the inspection and deficiencies.

2.1.19. Potential Health Hazards. The Contractor shall annotate areas of the Facility with potential health hazards. Areas with noticeable construction deficiencies or construction failures that may present a threat to health and safety of the Facility occupants shall be identified. The Contractor shall also take note of any obvious points of possible bird or rodent access to Facility interiors such as vents in gables or parapets with obvious gaps that might permit bird access into interior spaces. The Contractor shall provide a list of these areas within the Out-Brief Meeting Minutes.

2.1.20. Annual Completed Projects Reconciliation. The Contractor shall update BUILDER throughout the year as Completed Project forms are provided by DoDEA. The Contractor shall provide a BUILDER work plan (expired systems list), and use provided project responses to reconcile assessment data with BUILDER.

2.1.21. Facility Condition Assessment Report (FCAR). The Contractor shall produce a FCAR for each school, facility, and/or complex assessed. The purpose of the FCAR is to provide a general summary of annual and assessed conditions based on the findings of the facility condition assessment. The Contractor shall submit the FCAR for each school listed in Attachment 1 no more than 90 days after completion of the site assessment trip. Contractor shall perform a review of the FCAR report content and submit any recommended modifications, if necessary, to support current reporting requirements.

2.1.21.1. At a minimum, the FCAR shall provide a general summary of annual and assessed conditions based on the findings of the facility condition assessment and include the following pre-programmed reports available within BUILDER:

2.1.21.1.1. DoDEA Campus Summary

2.1.21.1.2. DoDEA Building Summary

2.1.21.1.3. Summary of Assessment

2.1.21.1.4. Facility Utilization Survey Site Plan

2.1.21.1.5. Executive Summary

2.1.21.1.6. Building Summary

2.1.21.1.7. Section Inventory

2.1.21.1.8. Equipment Inventory

2.1.21.1.9. Work Items

2.1.21.1.10. Appendix A – Fire Report

2.1.21.1.11. Excel File containing Section Inventory, Equipment Inventory and Work Items

2.1.22. Required Photographs. At a minimum, for each site assessment, the Contractor shall take the following photographs:

2.1.22.1. View of facility from the “curb”

2.1.22.2. Representative photo of all Facilities on the campus

2.1.22.3. Site features such as playgrounds, sports fields, etc.

2.1.22.4. Any equipment listed as Amber (-) or Red.

2.1.22.5. All other photos as organized and posted to the School Photo Server described in 2.1.24.

2.1.23. The required photographs shall be included in the DoDEA Headquarters FUS/FCAR submission on a hard drive.

2.1.24. School Photo Server. The Contractor shall host and maintain a photo server accessible by Government employees. The photo server shall host all Facility Condition Assessment photographs. The photographs shall be organized by DoDEA Region, School and assessment year. They will also be sub-organized in folders to include but not limited to AHERA, Elevation, FUS, Interior, Kitchen, MEP, and Site. The Contractor shall provide all photos on an approved hard drive at close out of contract. The Contractor shall maintain photographs for the two, most recent triennial assessments. Photos from previous triennial assessments will be archived for six years for reference purposes.

2.1.25. Asset Inventory List - The Contractor shall develop an updated asset inventory (Excel format) that will be used by DoDEA Headquarters to update Asset Essentials to address any data gaps identified during the review of the Asset Essentials asset registry against BUILDER asset registration.

2.1.26. Performance Standards and Acceptable Quality Levels (Objective 1)

The following applies to Objective 1:

2.1.1 Performance Standard (PS1) - Tasks will be completed by the required completion date Acceptable Quality Level (AQL 1) - 95 % of tasks will be completed by the required completion date. The remaining 5% shall be completed no later than 10 days after their due date.

2.1.2 PS2 - Deliverables will be provided IAW task requirements.

AQL 2- 10% of deliverables will be rejected no more than once per quarter.

2.2. Facility Utilization Survey (FUS) Drawings and Database (Objective 2) The Contractor shall perform a space utilization assessment to determine current use.

2.2.1. Data Collection. The Contractor shall survey and verify facility dimensions and layout using as-built drawings and field measurements. Facilities to be evaluated shall include all buildings including temporary and relocatable buildings, as well as site features/elements, which are limited to playgrounds and playfields. The Government will furnish the most current electronic and/or paper drawings of each facility available. If no drawings are available, the Contractor shall produce Computer- Aided Design (CAD) drawings from field surveys. Where there are differences in gross area from the previous Facility Utilization Survey, the Contractor shall provide an explanation as to why the change occurred i.e. demolition or construction). No changes shall be made to official/existing size values of facilities previously captured in a FUS without a documented demolition, construction, or transfer/turn-over occurring to cause a change. If there are special circumstances found that warrant a change these circumstances shall be presented to DoDEA (who within DoDEA) with a recommendation for a determination.

2.2.2. Field Measurements. The Contractor shall measure facilities identified by DoDEA using current standards to produce floor plan drawings. Drawings shall be consistent with DoDEA approved FUS format.

2.2.3. Space Utilization Reports. The Contractor shall manage space utilization data in table format on the drawings and provide ad hoc reports in Excel upon request.

2.2.4. Desktop Updates: The Contractor shall either produce new or update existing floor plan drawings for facilities identified by DoDEA (Who within DoDEA?) that may have been added, deleted, or modified and were not part of the current field survey. Data for updates will be provided by the government and may include As-Built Drawings or new school designs. All FUS drawings shall also be updated to include the real property GSF (gross square foot) block.

2.2.5. Data Format: The FUS provides an accurate graphic and non-graphic record of facility utilization data and Computer- Aided Design (CAD) floor plans. The graphic files shall be compatible with AutoCAD (most current version) or other user application and/or presentation media. The non-graphic files/data shall be compatible with DFAM facility asset management protocols and naming conventions. The guiding standard for layout of the drawings will be vector-based graphics, A/E/C CADD Standards, as modified by DoDEA. CAD file and drawing layouts shall conform to the standards inherent in the FUS drawing set received from DoDEA. A licensed copy of all text fonts used, which are not standard with AutoCAD (most current version), shall be furnished to DoDEA. The digital files need to be scaled 1 to 1. (This information shall become the property of DoDEA).

2.2.6. Drawing Format: Facility drawings shall show the footprint including permanent and semi-permanent partitions, an accurate depiction of wall thickness, windows and doors, room numbers, room use, stairs, and other architectural features such as toilet partitions, water closets, urinals, sinks, drinking fountains, casework and any other built-in items such as shelving, etc. Each space on the floor plan shall be labeled with a room number, area (in both SF and SM), and current use (office, classroom, gymnasium, etc.). A standard list of current use descriptions will be provided by DoDEA. This information shall be linked to the DFAM database so that when the database is updated the drawing will easily be updated. The drawings shall be plotted to pdf from CAD. All floors of all facilities located on a site shall be included in one drawing file. Where a single floor cannot be shown in its entirety due to the scale, appropriate page breaks (layouts) shall be made in paper space so there will be no loss of information. A key plan shall be provided on all drawings. The title block shall be in paper space. The drawings shall be scaled in paper space, scaled for clarity and ease of use. The title lock. will be supplied to the Contractor. All drawings shall be labeled with an appropriately oriented North Arrow. The DoDEA file naming convention for all drawings shall be utilized. An electronic copy of each school shall be uploaded to BUILDER and Huddle for the Region POC, DoDEA FAM Program Manager, and Norfolk District TM.

2.2.7. Drawing Format Annual Review – The Contractor shall schedule an annual review with DoDEA FAM Program Manager and other designates to review and refine standards to assure deliverables are in alignment with current DoDEA requirements.

2.2.8. Space Utilization Assessment. The Contractor shall perform a space utilization assessment to determine current use.

2.2.9. Space Utilization Reports. The Contractor shall provide space utilization data in table format on the drawings. In addition, this data shall be provided in Excel format suitable for filters and pivots.

2.2.10. A full FUS will be conducted on all facilities listed in Task Order. In addition, the Contractor may update FUS drawings for facilities that have had changes with respect to AHERA inspections as required by the Government. The updates shall be derived from As-Built Drawings or new school designs furnished by the Government to ensure final designs are incorporated into the FUS database. Based on current construction schedules, the Government expects 10 such surveys for new or renovated facilities that will be opened during the duration of this contract will be required as part of this contract.

2.2.11. The tasks required in producing the drawings include:

2.2.11.1. Document the CAD standards being followed in the FUS drawings and files. Documentation will include but not be limited to file naming convention, file structure, layer structure, line weights, line styles, pen tables, and fonts. This information shall be submitted for review and approval in the work plan.

2.2.11.2. Update and produce Cover Sheet and for report.

2.2.11.3. Update and produce Table of Contents (TOC) for each binder.

2.2.11.4. Collate each district by school location.

2.2.11.5. FUS updates shall include drawings in 11”x17” format and arranged according to the table of contents.

2.2.11.6. U.S standards and conformity system, e.g. American National Standards (ANSI) or similar is required for all drawings.

2.2.11.7. Contractor is responsible for the readability of all electronic copy drawings.

2.2.11.8. For installation map, list multiple schools as long as they are located on that installation.

2.2.11.9. Provide drawings that depict the building age and year built by section.

2.2.11.10. AHERA legend is not included on FUS drawings.

2.2.11.11. All drawings must include a legend summarizing the floor plan/layout to include gross square foot/net calculations. The GSF drawing will include a table listing total GSF by building. The table will be placed in a consistent location within the GSF drawings.

2.2.11.12. Provide an electronic file (.pdf or other) with the ability to zoom out to view the entire floor of a Facility and zoom in to view individual room name tags and numbers. This file shall be submitted via email or approved cloud location (e.g., Huddle) to DoDEA Headquarters, Region POC, and Norfolk District TM.

2.2.11.13. BUILDER Year Built and Addition Drawing Layer – The Contractor will generate a drawing layer to display the BUILDER section name for the year built and any relevant additions identified during field assessments. The original year built is identified and any additions are noted with different hatches and colors for each additional year. The Contractor assessment teams identify additions while onsite and match corresponding section names in BUILDER. Only permanent and semi-permanent buildings shall be identified on the updated drawings. Google Earth may be used to help validate any additions or known construction. These drawing files shall be published in PDF format and will be uploaded to BUILDER.

2.2.11.14. The Contractor shall review and produce a layer to the FUS drawings depicting the flooring types based on BUILDER Assessments and supporting documentation. Flooring types shall be identified by various hatching types within school spaces and calculate the size quantity for each floor type. This layer will assist to quantify custodial requirements.

2.2.12. Mowing, Snow Removal Updates. The Contractor shall produce mowing, snow removal, and/or planter maps for all sites as requested by DoDEA. Utilizing markup drawings provided by DoDEA, the Contractor shall replicate the boundaries and calculate the size quantity for each area type on new site maps. These maps will assist to quantify maintenance requirements.

2.2.13. Any change that does include demolition, construction, or transfer/turn-over shall include key supporting documentation (KSDs) that cite the cause for the change. Site information captured as part of paragraph 2.4.14.2 below, shall be captured in the master real property inventory database, this information shall include individual site asset information that can be rolled up and sorted by site location. Site information captured for the master list shall include the geo-tag information so that sites with multiple assets of the same type can be distinguished (i.e. multiple playgrounds and/or courts). Identified real property assets shall be compared to the real property reconciliation with host installation data to determine missing, added, or assets with differences. Noted differences shall include any utilities and other below ground assets not currently tracked. This info shall be provided to the client in excel or similar format when requested.

2.2.14. Temporarily Occupied and Relocatable Facilities. The Contractor will collect and maintain data for occupied temporary or relocatable Facilities that can be reported separately from others. The data shall include what the facility is used for (i.e., classroom training, storage, admin, etc.) and its age.

2.2.15. Space Name Standards. The Contractor shall review the current complete list of space names used in FUS and provide recommendations for standards to eliminate duplicate space names. The Contractor shall work with DoDEA to develop an approved list and use only the space names on that list in the DoDEA FUS updates.

2.2.16. Computer Database Files. The Contractor shall provide/develop/update both graphic (CAD) and non-graphic computer database files in accordance with established FUS standards as follows:

2.2.16.1. Installation Map. The Contractor shall provide a map of the installation showing the location of all DoDEA sites on that installation. All DoDEA sites shall be properly labeled with readable text when printed on 11”x17” paper. This map shall be plotted to fit on 11”x17” paper and does not need to be plotted to scale.

2.2.16.2. Site. The Contractor shall measure Facility exteriors where there are apparent inconsistencies in Facility footprints. The Contractor shall obtain areas from DoDEA supplied "as- built drawings" or current FUS drawings where possible, but where there are inconsistencies between the "as-builts" or current FUS drawings and the existing site, measurements shall be made to determine the correct Facility footprint with an accuracy of +/- 18 inches (457 mm). The Contractor shall provide an overall site plan as well as enlarged site plan(s) as necessary. Enlarged site plans shall include the Facility floor plan(s) with references to the appropriate sheet numbers of the floor plan drawings.

2.2.16.3. Additionally, the Contractor shall provide school site maps showing all facilities, roads, parking areas, sidewalks, recreation areas, sports fields, walls, fences, Facility numbers, courts, play surfaces, playgrounds, monuments/memorials, flag poles and other facilities in the immediate vicinity of the school property boundaries. Site maps shall show different pavement types and playground surfaces, e.g., asphalt, concrete, paving stone, grass, safety tile, poured-in-place, etc. using a desktop method i.e. Google Earth for Geographical Spatial Information.

2.2.16.4. Outline Schools on Site Maps. The Contractor shall provide a base map showing relative location to other DoDEA schools/DSOs/CSOsschool/DSO/CSO/ or maintenance facilities or base entrance gate. The Contractor shall outline the DoDEA School footprint (in CAD) on the site maps and annotate school information. The site maps shall be posted in pdf format files in DFAM and shall provide a graphic representation of school locations on the individual installations. The Contractor will approach the Installation Engineer Office on DoDEA's behalf and request/obtain up to date electronic files of the installation general information/site maps that shows the school footprint in relation to the installation facilities. If the installation POC is not responsive or cannot provide a sufficient site map, the Contractor shall attempt to find an appropriate map from Google or similar web-based provider.

2.2.16.5. Facilities. The Contractor shall provide/develop/update facility plans showing floor layout, walls, permanent or semi-permanent partitions, location of doors and windows, the net square footage of each divided space. Facility plans shall show room numbers. The Contractor shall identify all room numbers within a Facility and verify against existing drawings. Where room numbers do not exist and the user has not assigned a number, a number shall be assigned to the room using a logical sequence (guidance to be provided by DoDEA). The Contractor shall verify areas by calculating net and gross areas from as-built drawings wherever possible, but where there are inconsistencies between the as-built drawings and the existing structure, the Contractor shall take measurements during the survey with an accuracy of +/- 6 inches (152 mm). The Contractor shall consolidate Facility level data collected at all facilities into one single usable format without data loss. In general, the format shall be grouped by District and Region and subdivided by Service Branch. Drawings shall be posted to the DoDEA BUILDER site and transmitted via the approved cloud location (i.e., Huddle) website to the Region POC, DoDEA FAM Program Manager, and Norfolk District TM and be available in 11" x 17" size format. At a minimum, posted drawings shall have a view that shows the entire facility or floor of a facility as well as views that allow for reading of individual room information. A 1/8th scale shall be used to show Facility, floor, and room data at a reasonable scale. Scaling shall be consistently the same across at least 95% of the drawings in order to accomplish showing detailed room information (a 5% exception will be allowed for the biggest and smallest facilities). If cut lines are needed to show the room data, the Contractor shall provide sufficient overlap to find reference points easily. Key plans shall also be utilized for facilities with cut lines to aid in orientation. Format layout and drawing arrangement shall be based on the most recent FUS product. Exceptions/deviations from the current FUS must be approved by the DoDEA FAM Program Manager.

2.2.16.6. The Contractor is responsible for following up with DoDEA HQ and the DoDEA Region Office to confirm the drawings have been reviewed and feedback, if any, has been provided to the Contractor prior to publishing the 100% completed drawings.

2.2.16.7. Prior to final invoice, the Contractor shall provide an approved hard drive with 11x17 PDFs for all FUS files organized by Region to DoDEA HQ. An electronic copy shall also be provided to the Region District via the Huddle site and also posted on DFAM.

2.2.16.8. Performance Standards and Acceptable Quality Levels (Objective 2)

The following applies to Objective 2:

2.2.1 Performance Standard (PS1) - Tasks will be completed by the required completion date Acceptable Quality Level (AQL 1) - 95 % of tasks will be completed by the required completion date. The remaining 5% shall be completed no later than 10 days after their due date.

2.2.2 PS2 - Deliverables will be provided IAW task requirements.

AQL 2- 10% of deliverables will be rejected no more than once per quarter.

2.3. Real Property Inventory (Objective 3)

2.3.1. Real Property Inventory (RPI) Data. The Contractor shall conduct inventories and review, in collaboration with DoDEA Headquarters, Service data as reported by the OSD. The Contractor shall analyze the RPI using the FSM Access Data Base and provide a comparison with DoDEA data to determine which fields require reconciliation. The Contractor is required to update all fields as directed by the Government contained within the OSD ADB noted as “Agency”. The Contractor shall maintain and provide real property data for all DoDEA facilities in a format which is compatible and compliant with DoDEA and OSD reporting requirements. The Contractor shall coordinate with the FOS to indicate which schools/facilities are DoDEA responsibility or not. Final approval for DoDEA HQ is required for all changes. Please reference Appendix 6.4 (RPI Format) for more information.

2.3.1.1. Based on current OSD Real Property structures and linear structures and unit of measure requirements, the Contractor will photograph and quantify each of the elements including documentation for site elements not noted in the OSD RPI database. The contractor will also include Geographical Spatial Information for applicable real property inventory assets. Site information captured for the master list shall include the geo-tag information so that sites with multiple assets of the same type can be distinguished (i.e. multiple playgrounds and/or courts. Identified real property assets shall be compared to the real property reconciliation with host installation data to determine missing, added, or assets with differences. Noted differences shall include any utilities and other below ground assets not currently tracked. The below ground and utility assets shall not be part of the survey, just noted and tracked against the reconciliation.

2.3.2. Real Property Inventory (RPI) Reconciliation Support.

Real Property Inventory (RPI) Data. The Contractor shall update and maintain the Consolidated Asset List (CAL) spreadsheet for all Real Property assets in DoDEA’s inventory. The Contractor shall analyze and update the CAL utilizing information provided by the services, field assessments, DoDEA HQ, regions, and districts. The Contractor shall archive a copy of the CAL at the start of each FY Quarter.

2.3.2.1. Data Analysis: The contractor shall utilize access to government authorized systems to identify, analyze and verify real property data elements. The contractor shall perform comparison analysis for Service and Agency real property data. The contractor shall examine photos, drawings, and other relative data to provide recommended FAC/CATCODE changes upon request.

2.3.2.2. Meeting Support: (Remote)The contractor shall participate in meetings via teleconference relating to RPI reporting procedures or reconciliation as agreed upon by the Government. The Contractor shall assume four (4) meetings per month with approximately four (4) hours for preparation, attendance, and follow up.

2.3.2.3. The Contractor shall facilitate communications between installations, services and DoDEA to support successful reconciliation efforts, including efforts associated with Host Tenant Agreements. The Contractor shall provide a weekly report of reconciliation status highlighting recent accomplishments, overdue responses, and upcoming efforts, or as otherwise agreed to based on level of reconciliation activity within each service.

Real Property Audit Support: The Contractor shall stay abreast of current OSD and GSA Audit requirements, address and advise DoDEA on PBC (Provided By Client) Findings and Potential Findings, assist DoDEA to close out open CAPs (Corrective Action Plans), and provide or develop documentation as necessary to support audit inquires.

2.3.2.4. Onsite Verification: The Contractor shall verify DoDEA Real Property Information for all assets listed in the CAL and or assigned by the host installation for each school listed in Attachment 1. This includes but is not limited to buildings, relocatable, roads, parking areas, sidewalks, recreation areas, sports fields, walls, fences, facility numbers, RPUID’s, courts, play surfaces, playgrounds, monuments, memorials, flag poles and other facilities.

2.3.2.4.1. The Contractor shall update existing Asset Information Worksheets associated for each site visit listed in Attachment 1 no more than 90 days after completion of the site assessment trip. The Contractor shall create new worksheets only for buildings added to the inventory since the last assessment. In the event more than 50 new worksheets are required, the Contractor will advise DoDEA in advance so that use of technical support resources may be quantified, and a formal request submitted to DoDEA HQ, COR. The contractor shall maintain existing Asset Information Worksheets for DoDEA assets for reference.

2.3.2.5. Temp Occupied and Relocatable report. At the Government’s request, the Facility Worksheet and Temporary Facilities reports will include updated photos, date of construction, Service, Real Property and Site Unique Identification (RPSUID), Real Property Unique Identifier (RPUID), Facility type, construction type and GSF values for the facilities converted to BUILDER. In order to do so, Contractor will enter date of construction, Service, RPSUID, RPUID, Facility type, construction type and GSF values and include an updated photo of the Facility into BUILDER (if appropriate corresponding fields are available) and DFAM to assure existing Facility related reports are updated and available to DoDEA.

2.3.2.5.1. Post-Trip Building Inquiries – Upon completion of the field assessments, the contractor will be responsible for the generation and submission of the building inquiries to DoDEA HQ, the Regional Facilities Chief, and the FOS for the concurrence of adding, closing, transferring, and renaming schools and facilities in the respective data sources (i.e. BUILDER, AHERA Training Portal, OSD RPI, FUS Drawings, Google Earth, etc.) and aligning the data sources.

2.3.3. Facility Sustainment Model (FSM)

2.3.3.1. The Contractor is responsible for providing annual data analysis of the Facility Sustainment Model (FSM) in comparison with DoDEA supplied forecasted real property data. Contractor is also responsible for providing trend analysis with supporting details summarizing increases/decreases in annual FSM budgets. This task is expected to occur in the January-April timeframe.

2.3.3.2. The Contractor shall provide Data Tables compatible with the OSD supplied FSM Access Database. Attributes will be defined in collaboration with DoDEA and may include data elements collected as part of this scope or provided to the Contractor such as DoDEA names, tree structure, FCI, BCI, Q-Ratings, GSF, Status Codes, CAL, reconciliation status, forecast, and other potential attributes defined by DoDEA. Deliverables for this task are expected to occur approximately 90 days after the June Q-Lock is published and approximately 90 days after the new Fiscal Year data sets are available.

2.3.4. The Contractor is responsible for the coordination and generation of the portfolio GSF Report, which is a comprehensive list of the building GSF values for the facilities in DoDEA’s inventory to include Permanent, Semi-Permanent, and Temporary-Occupied facilities.

2.3.5. The Contractor is responsible for assuring all data produced from real property reconciliation is reflected in respective data bases of record and/or deliverables for active triennial assessment region e.g. BUILDER, Asbestos Management, FUS, and CAL.

2.3.6. Deliverables for this task include providing graphic (CAD) and non-graphic data, photo documentation, as well as any information provided by local installation personnel that can be used to assist in establishing real property accountability.

2.3.7. The Contractor shall provide a photo with geospatial data to identify precise location of all facilities and structures. Date and time information is recorded in the metadata.

2.3.8. Performance Standards and Acceptable Quality Levels (Objective 3)

The following applies to Objective 3:

2.3.1 Performance Standard (PS1) - Tasks will be completed by the required completion date Acceptable Quality Level (AQL 1) - 95 % of tasks will be completed by the required completion date. The remaining 5% shall be completed no later than 10 days after their due date.

2.3.2 PS2 - Deliverables will be provided IAW task requirements.

2.4. Asbestos Hazard Emergency Response Act (AHEARA) Inspections (Objective 4)

2.4.1. Periodic Surveillance. While the Contractor is not responsible for performing ongoing 6-month surveillances (as opposed to the AHERA inspection requirement described in 2.3.2 below), the Contractor shall perform the periodic surveillance in conjunction with the AHERA inspection. This will result in resetting the 6-month clock to align with the AHERA inspection. The Contractor shall advise DoDEA Facilities of periodic surveillance requirements and explain criteria, objectives, and quality with the Facilities and, or school staff that has the responsibility to carry out the periodic surveillance activity. The Contractor shall answer questions by the staff, show the staff how to complete the online paperwork, and how to save the completed documents. The Contractor shall be familiar with the DoDEA AHERA Web Training Site and provide instruction to DoDEA Facilities and the school staff on using the site to include retrieving functional forms, uploading documents, and completing the online documentation of the periodic surveillance activity.

2.4.2. Initial and Re-Inspections. In accordance with AHERA (40 CFR 763) the Contractor shall inspect friable and non-friable known or assumed Asbestos Containing Material (ACM) in each school Facility listed in Attachment 1. The Contractor shall update the AHERA website and record any changes to the condition of the materials and record his or her name and the date of the assessment in the Asbestos Management Plan (AMP). If not already completed, the Contractor shall remove facility exterior and roof items not covered by AHERA from the periodic surveillance list.

2.4.3. The term “school” shall also include administrative, and support buildings utilized by DoDEA. These include but are not limited to Regional, District, Community, Superintendent, Maintenance and Student Transportation Offices, Warehouses and Bus Barns. The Contractor shall inspect all accessible areas of each building that is covered by AHERA (40 CFR 763). These areas include, but are not limited to areas above suspended ceilings, pipe chases (accessible), areas with insulated pipe work, Mechanical Rooms, Classrooms, Rest Rooms, Laboratories, Offices, and Pipe Tunnels (accessible and not confined space).