FY23 B1 PWS - Fort Stewart CM TE-3 Acronyms and Definitions 20230130.pdf

PWS Technical Exhibit 3 FY23 B1 Fort Stewart CM Acronyms and Definitions

TE-2.1 Introduction.

The contractor should be aware of the following acronyms and definitions.

TE-2.2 Acronyms.

AHA Activity Hazard Analysis AHU Air Handling Unit ANSI American National Standards Institute APP Accident Prevention Plan BAS Building Automation System CAC Common Access Card CFR Code of Federal Regulations CLIN Contract Line-Item Number CMM Contractor Maintenance Manager CMMS Computerized Maintenance Management System COR Contracting Officer’s Representative CUI Controlled Unclassified Information DAPAM Department of the Army Pamphlet DBA Davis-Bacon Act DoD Department of Defense DoDD Department of Defense Directive DoDI Department of Defense Instruction DPW Directorate of Public Works EPA Environmental Protection Agency FAR Federal Acquisition Regulation HVAC Heating, Venting and Air Conditioning IAW In Accordance With IR Infrared JER Joint Ethics Regulation KO Contracting Officer NACI National Agency Check with Inquiries NFPA National Fire Protection Association NTP Notice to Proceed O&M Operations and Maintenance OCI Organizational Conflicts of Interest OSHA Occupational, Safety and Health Administration PHRH Primary Hand Receipt Holder PII Personally Identifiable Information PL Public Law PM Preventative Maintenance PM Project Manager PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAE Quality Assurance Evaluator QASP Quality Assurance Surveillance Plan QC Quality Control QCI Quality Control Inspector QCP Quality Control Plan RMS Resident Management System

RPIE Real Property Installed Equipment SCA Service Contract Act SDS Safety Data Sheet SHO Safety and Health Officer SOA Service Order Administrator SO Service Order SRM Sustainment, Modernization, and Restoration TE Technical Exhibit UFC Unified Facilities Criteria UL Underwriters Laboratory USACE U.S. Army Corps of Engineers

TE-2.3 Definitions.

• Breakdown. The occurrence when an equipment item or system becomes inoperative.

• Building Exterior. That portion of the building structure which is on the outside and exposed to weather. Includes courtyards.

• Competent Person. A person who has the professional experience and training necessary to identify existing and predictable hazards at a work or service environment, and who has the authority to take prompt and corrective action to eliminate or remove dangers from the environment.

• Completion Time. Time allowed for satisfactory completion of a job.

• Completion Date. The date all required documentation and deliverables are uploaded into Maximo or other Government approved database.

• Contract Deficiency. The failure of the contractor to perform in accordance with contract requirements and specifications. A contract deficiency may result from failure of the contractor to provide, or provide on time, the required contract service or it may result when the required service does not meet specific contract standards.

• Contract Discrepancy Report (CDR). A report generated by the Government when the contractor's performance is found to be unsatisfactory.

• Contract Maintenance Manager (CMM). A contractor employee responsible for the accomplishment of the work performed by the contractor.

• Contracting Officer (KO). The KO is the only person authorized to approve changes to any term, condition, or requirements of this contract, notwithstanding any provision contained elsewhere in this contract. In the event the contractor effects a change at the direction of a person other than the KO, the change shall be considered to have been made without KO authority.

• Contracting Officer's Representative (COR). An individual appointed by the KO and responsible for the inspection, evaluation, and acceptance of the material and services provided in accordance with the terms and conditions of the contract.

• Corrective Maintenance (CM). May be performed as a result of the discovery of facility defects through the initiation of Service Orders and are classified as either routine, emergency, or urgent. Routine, urgent, or emergency type repairs and maintenance work required to keep the reserve center and equipment in such a condition that it may be utilized at its original design capacity and efficiency. Also known as unscheduled maintenance or repair, and includes troubleshooting, parts adjustment and/or replacement, installation, or replacement of supplies necessary for functionality (lubricants, lamps, etc.), replacement as necessary of complete components, and controls settings and (re)programming (software corrections/restoration & updates), as needed to restore equipment/systems to their proper, effective, and acceptable levels of intended functionality.

• Defective Service. A service output that does not meet the standard of performance specified in the contract for that service.

• Directorate of Public Works (DPW). The installation organization responsible for the operation and maintenance of facilities. Responsible for real property and approval of major and minor construction projects.

• Due Date. The date when all physical work tasks are complete.

• End Item. The individual component part listed in the system manufacturers' parts listing. End item, component part and/or individual item are all used interchangeably.

• Emergency. Any work required to correct a condition which poses an immediate danger to life, health or safety or an emergency condition that is detrimental to the mission, posing an imminent safety hazard or reduced operational effectiveness and completed within 24 hours of notification. It includes, but is not limited to, the failure of any utility, fire protection, environmental controls, security alarm system, and stopped up sewer.

• Emergency Response. A response to assure safety of staff welfare, or stability of the buildings, or as a result of any disasters.

• Facilities Defects. Defects in the facility found by the contractor or the staff that require repair.

Facilities defects include but are not limited to, leaking faucets, cracked or loose floor covering/ceiling grid and tiles, improperly operating toilets and broken curtain tracks.

• General Refuse. Waste generated from daily operations within the reserve center that is not hazardous, pathological or contaminated. General refuse may be disposed of, without special treatment, in a sanitary landfill.

• Hazardous Material (HAZMAT). All hazardous substances, as listed in 40 CFR 302 Table 302.4, such as petroleum, natural gas, synthetic gas, acutely toxic chemicals, and other toxic chemicals including hazardous waste.

• Hazardous Waste (HW). Any used hazardous substances that exhibits the characteristics of ignitability, corrosivity, reactivity, toxicity, or is listed in 40 CFR Part 261, subpart D.

• Lot. The total number of potential service outputs in a surveillance period.

• Maintenance. The work required to preserve and maintain a facility in such condition that it may be effectively used for its designated functional purpose. Maintenance includes work done to prevent damage that would be more costly to restore than to prevent. Maintenance includes work to sustain components, or to investigate and identify the source of problems before they become serious. Examples include but are not limited to, renewing disposable filters, painting, caulking, waterproofing, lubricating, flushing, calibrating, adjusting, re-fastening loose siding and sealing bituminous pavements.

• Materials. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end item. Material does not include equipment, special tooling, special test equipment or real property. For this task order, materials is also defined as parts and supplies necessary for the maintenance and repair of the facilities and equipment.

• Modernization. The alteration or replacement of facilities solely to implement new or higher standards, to accommodate new functions, or to replace building components that typically last more than 50 years (such as the framework or foundation).

• National Fire Protection Association (NFPA). An organization that publishes codes and standards on fire protection and safety that are accepted by local, state and federal governments, and are considered directive in nature to the PWS.

• Performance Assessment Report (PAR). A report generated by the Government when the contractor’s performance is found to be unsatisfactory and requires a root cause analysis and corrective action.

• Preventative Maintenance (PM). The systematic, time-based inspection and servicing which is required to prevent breakdown and to prolong the life of real property. Preventative maintenance procedures and frequencies are defined in the original equipment manufacturer (OEM) Operations and Maintenance (O&M) manual, and should follow the specific industry standard requirements for equipment and manufacturer recommended requirements during new equipment warranty periods. Preventative maintenance activities include partial or complete overhauls at specified periods, oil changes, lubrication, filter changes, adjustments, calibrations, etc. Also known as scheduled or recurring maintenance.

• Performance Requirement. The point that divides acceptable and unacceptable performance of a task according to the performance requirement summary and the Inspection of Services clause. It is the number of defectives or maximum percent defective in the lot that is deemed acceptable. Any further defectives will result in appropriate corrective action by the Government.

• Performance Requirements Summary (PRS). A listing of the service outputs under the contract that are to be evaluated by the QAE on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

• Quality Assurance (QA). A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For purposes of this manual, quality assurance refers to actions by the Government.

• Quality Assurance Evaluator (QAE). A functionally qualified government employee who performs quality assurance functions for a contracted service.

• Quality Control (QC). Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

• Quality Control (QC) Program. Contractor’s system of controlling the equipment, system or services to ensure the requirements of the contract are met. Contractor is responsible for QC and for offering to the Government for acceptance only those samples or services conforming to contract requirements.

• Random Sampling. A sampling method where each service output in a lot has an equal chance of being selected for quality assurance surveillance.

• Real Property Installed Equipment (RPIE). Equipment permanently attached to, installed into, or built-in or on government or leased real property.

• Response Time. Maximum time allowed for the contractor to get to the job site after receiving a service call. Actual response time determined by the level of service call, i.e., emergency, urgent, or routine.

• Restoration. The restoration of real property to such a condition that it may be used for its designated purpose. Restoration includes repair or replacement work to restore facilities damaged by inadequate sustainment, excessive age, natural disaster, fire, accident, or other causes.

• Routine. Work that does not qualify as emergency or urgent work, but typically accomplished within 30 business days.

• Sample. One or more service outputs drawn from a lot for quality assurance surveillance.

• Scheduled Maintenance. Scheduled inspections, maintenance, and testing accomplished to prevent breakdown or deterioration. Also referred to as preventative maintenance.

• Service Calls. Authorized unscheduled work that generally does not require detailed planning and is normally accomplished via a Maximo work order and below the contractor’s threshold value.

• Service Order. A Service Order is a document instrument for the processing of a request by the Government for Corrective Maintenance (CM) work that entails additional cost relative to the work authorized within the FFP Contract. Documentation shall be submitted to the designated SOA or KO providing the required scope of work, the resources (i.e., in-house labor, subcontractor labor, materials, etc.) required to complete the required work, and the associated costs. Service Orders are applicable for this contract when the cost basis of the CM work will exceed a $500 Service Order Threshold (see below) of the FFP contract; labor for CM that is able to be performed by the Contractor’s personnel during normal duty hours is included within the FFP contract and is therefore not billable on a Service Order. Refer to TE- 6 Service Order System for further specific guidance on documentation and processing of Service Orders. In addition, Service Orders may be used for equipment purchases in direct support of the reserve center mission. “Direct support” of the mission means the equipment item must be necessary to execute a maintenance activity provided under a task order for the customer making the request. Stand-alone purchases of equipment will not be permitted if the purchases are not related to or in support of the maintenance and repair mission.

• Service Order Administrator. The SOA is an individual appointed only by the Contracting Office, US Army Engineering and Support Center, Huntsville (USAESCH), who acts as an agent of the KO and who is authorized under a task order Service Order process to initiate and issue Notices-to-Proceed (NTP) for in-scope services or items up to the amounts and for the purposes specified in their appointment letters.

• Sustainment. The maintenance and repair activities necessary to keep an inventory of facilities in good working order. It includes regularly scheduled adjustments and inspections, preventive maintenance tasks, and emergency response and service calls for minor repairs.

It also includes major repairs or replacement of facility components (usually accomplished by contract) that are expected to occur periodically throughout the life cycle of facilities. This work includes regular roof replacement, refinishing of wall surfaces, repairing and replacement of heating and cooling systems, replacing tile and carpeting, and similar types of work. It does not include environmental compliance costs, facility leases, or other tasks associated with facilities operations (such as custodial services, grounds services, waste disposal, and the provision of central utilities).

• Unscheduled Work. Summary term for all possible work processed through the Service

Order process. Work can be the result of various sources, including customer requests, planned improvements, repair requirements found during preventative maintenance procedures or controlled inspections, etc.

• Urgent. Work that is not an emergency, but typically responded to and completed within 5 duty days, 7 calendar days.

• Work Orders. Documentation generated by Maximo in response to a work request.

• Work Priority. Classification assigned to work requests that are used to determine appropriate response and completion times. Work priorities that are assigned are emergency, urgent, and routine.

• Work Requests. Work items (i.e., repairs) that are received via a Facilities Management work reception function. Work items may be received telephonically, via written correspondence, or via walk-in request. Fielded work items are first classified and prioritized, resulting in a work order being generated within the work order management system (Maximo). Resulting work orders are then issued for appropriate execution by the designated service provider.

• Work Type. Classification of unscheduled work. Work Types include customer request, corrective maintenance, rework, alteration, or improvement work.