DRAFT_VTE_0200000 C Management and Administration v2.pdf

Section C – 0200000 Management and Administration

0200000 – Management and Administration Spec Item Title 2 Management and Administration

2.1 Definitions and Acronyms

2.2 General Information

2.2.1 Government Regular Working Hours

2.2.1.1 Observed Federal Holidays

2.2.1.2 Restriction to Contractor Working Hours

2.2.2 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 Government Information Technology (IT) System

2.3.78 Directives, Instructions, and References

2.3.89 Invoicing Procedures

2.3.910 Forms

2.4 Government-Furnished ItemsProperty, Materials and Services

2.4.1 Government-Furnished Property (GFP)Facilities (GFF)

2.4.2 Government-Furnished FacilitiesUtilities

2.4.3 Government-Furnished Vehicles and EquipmentMaterials (GFM)

2.4.4 Government-Furnished UtilitiesEquipment (GFE)

2.4.5 Government-Furnished Services (GFS)

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Safeguarding Information

2.6.2 Dissemination of Information

2.6.31 Work Reception

2.6.42 Work Control

2.6.53 Work Schedule

2.6.64 Deliverables

2.6.75 Service Interruptions

2.6.86 NAVFAC Maximo

2.6.86.1 NAVFAC Maximo Data

2.6.86.2 NAVFAC Maximo Method of Data Entry

2.6.86.3 NAVFAC Maximo Access

2.6.86.4 NAVFAC Maximo Training

2.6.97 Quality Management System (QMS)

2.6.97.1 Quality Management (QM) Plan

2.6.97.2 Quality Inspection and Surveillance

2.6.97.3 Quality Inspection and Surveillance Report

2.6.108 Property Management Plan

2.6.119 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 Quality Control Personnel

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 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)Enterprise-wide Contractor Manpower Reporting Application

(eCMRA)

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

2.8.5 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 SensitiveControlled Unclassified Information

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

Related Control Systems (FRCS)

2.8.109 Access to Navy Marine Corps Intranet (NMCI)

2.8.110 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

2.9.21 Accident Prevention Plan (APP)

2.9.32 Activity Hazard Analysis (AHA)

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

2.9.43.1 Alcohol and Drug Abuse Prevention Plan

2.9.43.2 Chemical Hazard Communication Program

2.9.43.3 Confined Space Program

2.9.43.4 Critical Lift Plan

2.9.43.5 Fall Prevention and Protection Plan

2.9.4.6 Pathogen Exposure

2.9.4.7 Control of Hazardous Energy (lockout/tagout)

2.9.54 Crane Operations

2.9.54.1 Crane Inspections

2.9.54.2 Rigging Gear

2.9.54.3 Crane Operators

2.9.65 Accident and Damage Reporting

2.9.65.1 Accident Reporting and Notification Criteria

2.9.76 Fire Protection

2.9.87 Monthly On-Site Labor Report

2.9.98 OSHA Citations and Violations

2.9.109 Safety Inspections and Monitoring

2.9.110 Safety Certification

2.9.121 Safety Apparel on Jobsites

2.9.132 Emergency Medical Treatment

2.9.143 Excavations

2.10 Environmental Management and Sustainability

2.10.1 Energy Management Program

2.10.1.1 Water Conservation Plan

2.10.1.2 Energy Efficient Products

2.10.2 Environmental Protection

2.10.2.1 Sampling, Testing and Laboratory Services

2.10.2.2 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 Clean Air Act (CAA)

2.10.3 Sustainable Procurement and Practices

2.10.3.1 Environmentally Preferable Products

2.10.3.2 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

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

2.14.32 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 Acceptance and Performance

2.15.1.2 Invoicing and Receiving Payment

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

2.15.2.1 Non-recurring Work Preparation of Proposals

2.15.2.1.1 Labor Requirements

2.15.2.1.2 Direct Material and Construction Equipment Requirements

2.15.2.2 Issuance of Final Task Order

2.15.3 Non-Recurring Work ELINS

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

Administration

2.1 Definitions and

Acronyms

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

2.2 General

Information

2.2.1 Government

Regular Working Hours

The Government's regular working hours are 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 continuous operations, 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 other work outside Government regular working hours must be authorized by therequires prior KO prior to commencement of workapproval. >>

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 National Independence 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 to Work Outside Government’s Regular Working Hours per Section F. Excludes work to be performed during specified hours.>>

2.2.2 Wage

Determinations

Wage Determinations are included in J-0200000-02XX.

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

Historically, there have been approximately four meetings per week.>>

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and Equipment

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

2.3.3 Partnering To increase the likelihood of successful performance of this contract, tThe Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who maywill 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 sub-contractor 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.

Partnering should accomplish three goals:

- The first goal of Partnering 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 Formal Partnering

<<Note to Spec Writer: Formal Partnering is recommended if annual contract dollar value is $10M or more, first time BOS contract, high visibility, many supported commands, large geographic area, services provided concurrently at multiple activities or for multiple functions, and complex management and coordination issues.>>

The initial session should be scheduled concurrent with the Pre-Performance Conference and held no later than 30 days after award. The initial Partnering Meeting will be at least one day in duration and held <<Note to Spec Writer:

Select one of the two following options that applies and tailor to the local requirements, e.g., at a Government provided facility as designated by the KO

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

2.3.3.1 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 (a 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.

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.

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 and Health Officer Sub-contractor Reps

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 and Health Officer

2.3.4 Permits and

Licenses

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 per Section F.

2.3.5 Insurance The Contractor shall submit a Certificate of Insurance per Section F as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with the FAR Clause

52.228-5, INSURANCE – WORK ON A GOVERNMENT

INSTALLATION. This insurance must be maintained during the performance period.

2.3.5.1 Certificate of

Insurance

The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the 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:

<<Note to Spec Writer: Ensure insurance amounts are current.

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 Government

Information Technology (IT) System

<< If applicable, ensure local IT system rates and policies are incorporated.

Additional information about NMCI may be obtained at http://www.eds.com/nmci.>>

2.3.78 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-03XX. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.89 Invoicing

Procedures

Refer to Section G for invoicing instructions. Refer to Invoice Form in J- 0200000-XXXX for sample.

Invoices shall be submitted in a format compatible with the most recent Government installed Microsoft Office Version (currently 2010). Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and ELIN/Sub-ELIN. >>

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

2.4 Government-

Furnished ItemsGovernment- Furnished Property, Materials and Services

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

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

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

At the completion of the contract, all Government-Furnished Items shall be returned to the Government in the same condition as received, except for reasonable wear and 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.<<Note to Spec Writer: Tailor to local requirements including proper reference to clause, e.g., In accordance with Section H, paragraph H.10 Govt-Furnished Property and the following paragraphs, the Government will furnish or make available to the Contractor certain Government-owned facilities utilities, materials, equipment and services for use in connection with this contract as stated below.

A list of Government Furnished Property, Materials, and Services is provided in J-0200000-XX.>>

<<Note to Spec Writer: Add local requirements, e.g., Contractor requirements for support of initial and final inventories.>>

2.4.1 Government-

Furnished Property (GFP)Government- Furnished Facilities

(GFF)

No Government-Furnished Property is provided

2.4.2 Government-

Furnished FacilitiesGovernme nt-Furnished Utilities

No Government- Furnished Facilities are provided.s to the facilities.

2.4.3 Government-

Furnished Vehicles and EquipmentGovern ment-Furnished Materials (GFM)

No Government- Furnished Vehicles and Equipment are provided

2.4.4 Government-

Furnished Utilities Government- Furnished Equipment (GFE)

The Government will make available water and electricity at existing outlets required for the work to be performed under the contract. The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site. Provide and maintain 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.

<<Note to Spec Writer: Government-furnished equipment includes Government equipment taken into the custody by the Contractor for repair when the unit acquisition cost of the equipment exceeds the simplified acquisition threshold. Tailor to local requirements, e.g., Government-furnished equipment includes Government equipment taken into the custody by the Contractor for repair when the unit acquisition cost of the equipment exceeds the simplified acquisition threshold as defined in FAR 2.101.

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

2.4.5 Government-

Furnished Services

(GFS)

N/A

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

If certain information cannot be provided to the public, state what information cannot be provided, when it will be provided, and to whom, e.g., 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.>>

2.6.31 Work Reception Contractor shall provide the capability to receive, prioritize, correspond, and respond to trouble/service calls and task orders during Government regular working hours 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.>>

2.6.42 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 GovernmentKO. A status update of any item of work must be provided within two hours of the 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

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

those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall provide written notificationy 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.

2.6.64 Deliverables Except where otherwise stated, Deliverable requirementsRecords and reports 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 deliverablesrecords and reports, as directed by the KO, at no additional cost to the Government.

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

Deliverables shall include the company name, contract number, contract title, date, and shall be unprotected and capable of being sorted by CLIN, work order number, asset number, section, annex/sub-annex, spec item and ELIN/Sub-ELIN or clause. All formulas shall be traceable.>>

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

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. >>

2.6.75 Service

Interruptions

If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, COR, affected tenants, and customers 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 and provide the status of repairs, as directed by the KO, until normal operation is restored.

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

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

2.6.86 NAVFAC Maximo

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.

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. The Contractor shall provide all required data for NAVFAC MAXIMO as identified below:

Informational Note:

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

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

2.6.86.1 NAVFAC Maximo

Data

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 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 1501000 Facility Management, 1502000 Facility Investment. Further instructional information detailing the process for submitting the specified information for NAVFAC Maximo Data Reporting is provided in J-0200000-XX.

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 also 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.

2.6.86.2 NAVFAC Maximo

Method of Data Entry

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

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

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

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

The Contractor shall submit work order and condition assessment data in a pipe delimited flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-XX per Section F. Any failures in processing of the pipe delimited flat-file shall be corrected and resubmitted by the Contractor. In order to demonstrate the ability to properly format the pipe delimited flat-file, the Contractor shall provide a Sample Pipe Delimited Flat-file prior to contract performance per Section F.

The Contractor shall submit asset and specification data in a spreadsheet flat-file following the NAVFAC Maximo Data Reporting process described in J- 0200000-XX per Section F.>>

2.6.86.3 NAVFAC Maximo

Access

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

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

<<Note to Spec Writer: Two primary options for the Contractor’s access to NAVFAC Maximo are listed below. Either may be selected or tailored further as required for local requirements. If a NMCI workstation is provided to the Contractor, all equipment needs to be included within the list of Government Furnished Property.

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

OR

The Government will provide access to <<Note to Spec Writer: Insert number, e.g. two>> NMCI workstations located in <<Note to Spec Writer:

Insert location, e.g., Building 1993>> for the dedicated use of the Contractor to access NAVFAC Maximo for Direct Entry of required data.>>

<<Note to Spec Writer: Insert any local restrictions on NAVFAC Maximo Accounts, e.g., A maximum of five NAVFAC Maximo accounts will be approved for the Contractor. Changes of personnel requiring NAVFAC Maximo accounts more than once per year may result in required compensation to the Government for the administrative costs in processing account requests.>>

The Contractor shall submit a list of personnel requiring NAVFAC Maximo accounts per Section F.

2.6.86.4 NAVFAC Maximo

Training

<<Note to Spec Writer: Tailor as appropriate to provide local requirements on training and guidance when the Contractor is required to provide NAVFAC Maximo data via Direct Entry, e.g., The Government will provide or make available initial training on NAVFAC Maximo to Contractor personnel responsible for direct entry of work order, asset, specification, and condition assessment data. Additional training will be provided by the Government when there are significant changes to the NAVFAC Maximo software or data entry requirements. Training due to changeover of personnel will be the responsibility for the Contractor. The Contractor will be provided a general user guide, local instructions, and other materials by the Government as reference material for the use of NAVFAC Maximo.>>

2.6.97 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.

2.6.97.1 Quality

Management (QM) Plan

<< Note to Spec Writer: Insert local requirements for QM Plan submittals, e.g., 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 to the KO a revised QM Plan for acceptance, per Section F.

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

• Policy and objectives of Quality Management System (QMS)

• Quality organization o List of personnel o Responsibilities & lines of authority o Training and qualifications

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

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

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

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

• Documentation and records management

• Communication with government (customers)>>

2.6.97.2 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 submitted to the CORKO after completion/termination of the contract per Section F.

2.6.97.3 Quality Inspection

and Surveillance Report

The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per Section F. << Note to Spec Writer: Insert local requirements, e.g., The Contractor Quality Inspection and Surveillance Report shall include a narrative of events, a tabulated summary and results of the quality inspection and surveillance events performed, and assessmentinspection-driven corrective actions taken and the results attained, and management process adjustments during the previous month>>. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.108 Property

Management Plan

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

2.6.119 System and

Equipment Replacement

<<Note to Spec Writer: Insert local system and equipment replacement requirements, including energy saving/sustainability technologies, e.g., The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work. Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced. Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment. >>

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below:.

2.7.1 Key Personnel <<Note to Spec Writer: Identify appropriate key personnel as sub-sets below.

Insert information as appropriate relative to whether PM, SSHO, Quality Manager, and Environmental/Energy Manager may be the same person or not. Ensure consistency with Section L, Key Personnel.

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

The Contractor shall submit an Organizational Chart per Section F showing lines of authority of the key personnel and on-site supervisor(s) for this contract. The chart shall include names of personnel and their position title in this contract. As a minimum, include the PM, Quality Manager, SSHO, and on-site supervisor(s) and who they will report directly to for this contract.

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

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

2.7.1.1 Project Manager

(PM)

<<Note to Spec Writer: Insert information as appropriate relative to on-site Project Manager.>> The Contractor shall provide a PM and designated alternate, as applicable, who shallhas the have full authority to act for the Contractor on all contract matters relating to this contract. <<Note to Spec Writer: Tailor to local requirements, e.g., The PM or alternate shall be on-site during the Government's regular working hours and shall be available on-site within one hour after the Government's regular working hours. >>

<<Note to Spec Writer: Select and tailor one of the following based on contract amount and performance risk:

<<For contracts $200,000/year or less or contracts of minimal performance risk, e.g., The PM shall have satisfactory relevant experience at a comparable level of responsibility on contracts of similar size, scope and complexity.>>

<<For contracts greater than $200,000/year but less than $5M/year or contracts of moderate performance risk, e.g., The PM shall have at least three years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.>>

<<For contracts greater than $5M/year or for multi-function or regional contracts with significant performance risk, e.g., The PM shall have at least five years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.>>

2.7.1.2 Quality Manager The <<Note to Spec Writer: Tailor to local requirements, The Contractor shall provide a Quality Manager or designated alternate who shall be on-site at all times when the Contractor is performing workwithin during the

Government's regular working hours and shall be available on-site within two hours after the Government’s regular working hours.>> The Quality Manager or designated alternate shallmust report directly to a senior corporate official and shall not report directly to the Project Manager.

The Quality Manager or designated alternate shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract: <<Note to Spec Writer: Insert one of the following based on contract amount and performance risk:

<<For contracts $200,000/year or less or contracts of minimal performance risk.>> 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.

<<For contracts greater than $200,000/year but less than $5M/year or contracts of moderate performance risk.>> The Quality Manager or designated alternate shall have at least three years of 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.

<<For contracts greater than $5M/year or for multi-function or regional contracts with significant performance risk.>> The Quality Manager or designated alternate shall have a current CMQ/OE certification and at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager or designated alternate shall not be the same person as the SSHO.

2.7.1.2.1 Quality Control

Personnel *Not in current contract. Leave in?*

<<Note to Spec Writer: This Spec Item is optional and may be deleted.

However, it is recommended for BOS and complex/high risk contracts.

Tailor to local requirements, e.g., 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, and shall be on-site at all times when the work that presents the hazards associated with their professional expertise is being performed. 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:

<<Note to Spec Writer: Insert one of the following based on contract amount and risk:

<<For contracts $200,000/year or less or contracts of minimal safety risk>> 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.

<<For contracts greater than $200,000/year but less than $2M/year or contracts of medium safety risk>> The SSHO shall have completed five years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three years’ experience if he possesses a Certified Safety Professional (CSP) or safety and health degree. The SSHO shall have completed the OSHA 30-hour construction safety class or equivalent and 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.

<<For contracts greater than $2M/year or for contracts of high safety risk>> The SSHO shall have completed five years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three years’ experience if he possesses a Certified Safety Professional (CSP) or safety and health degree. The SSHO shall have completed the OSHA 30-hour construction safety class or equivalent and maintain competency through 24 hours of formal safety and health related coursework every four years. The SSHO shall not be the same person as the project manager.>>

2.7.1.4 Environmental/

Energy Manager

…