RFI-DRAFTPWS.pdf

DRAFT PERFORMANCE WORK STATEMENT - FOR MARKET RESEARCH

PURPOSES ONLY

DoDEA FACILITY ASSET MANAGEMENT

(FAM) SERVICES - PACIFIC

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

DRAFT PERFORMANCEWORK STATEMENT

FOR

DoDEA FACILITIY ASSET MANAGEMENT (FAM) SERVICES -

PACIFIC

1. General Information and Scope of Work.

1.1. Agency: 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.

1.2. Background: 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 in the following areas:

1.2.1. Facility Condition Assessments – Use of BUILDER SMS methodology and data are used to inform Sustainment Restoration and Modernization (SRM) and Preventive Maintenance (PM) 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.

1.2.2. 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.

1.2.3. 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.

1.2.4. Facility Environmental Services. Provide environmental health and safety support for projects such as renovation and demolition. Environmental topics range from Asbestos, Lead Based Paint, Mold, Indoor Air Quality, Radon, PCBs, Universal Waste and Hazardous Materials. The supporting services may include but not limited to scope review and recommendations, on-site sampling and laboratory testing, project monitoring, final air clearance testing and report documentation. These services would be required as needed and not part of a routine scheduled plan, nor would they include actual renovation or demolition work itself.

1.2.5. 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.

1.2.6. Data Analysis and Analytics to develop Key Performance Indicators (KPI) – Utilization of the data collected in the DoDEA Facility Asset Management 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.

1.2.7. 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.

1.3. Scope of work: The Performance Work Statement (PWS) is intended to outline the services available under this contract to assist The Department of Defense Education Activity (DoDEA) Pacific Region with its FAM program. Key elements of the FAM program include Facility Condition Assessments (FCA); Asbestos inspections and support for the Asbestos Hazard Emergency Response Act (AHERA); Facility Utilization Surveys (FUS); Real Property Inventory (RPI) tracking and reconciliation; Key Performance Indicators (KPI) development and analysis; and DoDEA’s Project Portal support.

1.3.1. The FAM program includes short term on-site field assessments at each DoDEA facility every three years. Approximately one third of DoDEA’s global inventory is field assessed each year. Assessments typically include FCA, AHERA, FUS, and RPI.

1.3.2. In addition to field assessments, the FAM program also supports global initiatives for information tracking, reporting, and analysis to provide engineers and facility planners with the data needed to make informed decisions on sustainment, restoration, and modernization initiatives for DoDEA facilities.

1.3.3. The FAM program includes 24x7 website hosting, user support, and maintenance for DoDEA’s Online AHERA Training portal and database supporting 500+ active users and tracking required surveillance and management plans for over 600 buildings worldwide.

1.3.4. The FAM program includes 24x7 website hosting, user support, and maintenance for DoDEA’s Project portal website and database.

1.4. The FAM program covers DoDEA’s global facilities portfolio and requires continuous updates to facility drawings, capital planning, asbestos management, space use, real property, and project information. Additionally, there are expected instances when additional field assessments, data collection, technical support and database management may be required.

1.5. This FAM program 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.

1.6. 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.

1.7. While BUILDER is the primary tool for inputting and storing assessment data and processing facility condition, it is not all encompassing for the scope of this PWS. 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) (Objective 1)

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.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive, and the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.1.1. Database. The Contractor shall be required to establish and maintain a secure cloud-based database for all data collected under this contract, hereinafter referred to as the DoDEA Facility Asset Management (DFAM) system. The database shall strictly comply with all applicable Department of Defense (DoD) system requirements, including but not limited to, cybersecurity standards as outlined in DoD Instruction 8500.01 and NIST SP 800-53. The Contractor shall furnish cloud database support, utilizing a secure, DoD-authorized cloud service platform (e.g., AWS GovCloud, Microsoft Azure Government) that meets the DoD Cloud Computing Security Requirements Guide (SRG) and is authorized at the appropriate Impact Level (IL) for the data classification.

The Contractor shall ensure the cloud database is fully operational and functional within ninety (90) calendar days after the contract award date. The database shall be configured to support data interoperability and data transfer in accordance with DoD standards to ensure seamless integration with DoDEA Headquarters systems. At the conclusion of the contract, the Contractor shall deliver to DoDEA HQ all source code, complete datasets, and comprehensive supporting documentation, formatted in a DoD-compatible application format, including but not limited to SQL-based relational databases or structured data lakes using DoD-approved formats (e.g., JSON, XML). The database must be updated and maintained in accordance with the current DoD Pricing Guide, as directed by DoDEA HQ.

2.1.2. 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.

2.1.3. Facility system inventory includes:

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

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

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

2.1.3.4. B20 Exterior Closure

2.1.3.5. B30 Roofing

2.1.3.6. C10 Interior Construction

2.1.3.7. C20 Staircases

2.1.3.8. C30 Interior Finishes

2.1.3.9. D10 Conveying Systems

2.1.3.10. D20 Plumbing

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

2.1.3.12. D40 Fire Protection

2.1.3.13. D50 Electrical

2.1.3.14. E10 90 Food Service Equipment: Booster Water Heaters, Dish Washers, Disposers, Kitchen Exhaust Hoods, Walk-in Coolers, and Walk-in Freezers

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

2.1.4. 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.

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

2.1.5. 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.

2.1.6. 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.

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

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

Existing Barcode system shall be Maintained to include replacing or updating worn and missing barcodes and supplying the field with surplus for the purposes of marking new and replaced equipment. Barcodes used shall be compatible with the Asset Essentials Mobile Application. Future Barcodes shall not duplicate existing DoDEA Facilities enterprise barcodes associated with the FAM and CMMS Programs. Updates and Changes to existing barcodes need to be reported to FAM and CMMS Program Managers. New tags produced will include barcode and number, a compatible/related QR code, and the title "DoDEA Facilities ID #”.

2.1.9. 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.

2.1.10. 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 Guide, 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.

2.1.11. For facilities less than 1000 SF, an abbreviated general inventory will be accomplished.

Inventory will be populated using the Contractor developed DFAM database. After Facility inventory is modeled, the Contractor shall verify inventory and if necessary, via a quick Facility walkthrough.

2.1.12. 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.

2.1.13. Inspection. Contractor shall perform visual inspections of Facility components inventoried. Unless noted by exception, inspections will use the BUILDER methodology per the United States Army Corp of Engineers (USACE) Sustainment Management System (SMS) manuals including the BUILDER Condition Assessment Guide and BUILDER Inventory Guide. https://support.sms.erdc.dren.mil/downloads/builder-user-guides.

Inspectors performing SMS BUILDER inspections shall show completion of BUILDER training via the SMS Technical Center of Expertise (TCX) Learning Management System (LMS) or https://support.sms.erdc.dren.mil/downloads/builder-user-guides equivalent. 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.

2.1.13.1. 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 Guide, 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.

2.1.13.2. 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.

2.1.13.3. Inspection sampling methods within a Facility may be utilized provided they conform to the guidelines expressed in the BUILDER Condition Assessment Guide.

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.

2.1.13.4. Variations. The Contractor shall expect variations in the gross square feet (GSF) 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.

2.1.13.5. 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 Contractor developed DFAM database to update Facility-specific attributes for all Permanent, Semi-permanent, Temporary and Relocatable Facilities.

2.1.13.6. 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.

2.1.13.7. For instances where the GSF measure by the Contractor differs from that in the Real Property Inventory, 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.

2.1.13.8. The Contractor shall utilize the Contractor developed 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.

2.1.14. 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.

2.1.15. 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 for once each year.

2.1.16. 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) (UFC 3-701-01). The Contractor shall use the FCI, BCI, or ACI as a gauge of capital renewal in a Facility based on DoDEA guidance. When viewing the CI and/or Q-rating in the contractor developed 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:

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

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

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

2.1.16.4. Updating the inflation rate and recalculating the building PRV when the Fiscal

Year (FY) changes.

2.1.16.5. Update BUILDER with the Calculated building PRVs.

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

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

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

2.1.17. The Contractor shall maintain the DoDEA tree in BUILDER, IAW DoDEA provided guidance. See Attachment 8.12 for the DoDEA Tree Structure.

2.1.18. 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.

2.1.19. 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.

2.1.20. 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 immediately notify the FOS upon discovery of any serious and imminent threats to human safety. 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.

2.1.21. 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.

2.1.22. 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 later in this PWS.

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

2.1.24. 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. The Contractor shall update the list annually.

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

2.1.25.1. (PS 1) Condition assessment and inventory tasks will be completed per the

Condition Assessment Inventory Guides.

2.1.25.2. (AQL 1) 95% of the facility components will be inventoried and assessed.

2.1.25.3. (PS 2) Tasks will be completed by the required completion date.

2.1.25.4. (AQL 2) 95% of the condition inventory and assessment tasks will be completed by the completion date.

2.1.25.5. (PS 3) BUILDER assessors will be adequately training for their mission.

2.1.25.6. (AQL 3) 95% of BUILDER assessors will complete SMS BUILDER or equivalent training https://www.sms.erdc.dren.mil/#portfolioModal7 prior to performing condition assessments.

2.1.25.7. (PS 4) Pre-Site Visit calls and Out-brief minutes will be on time.

2.1.25.8. (AQL 4) 95% of Pre-Site Visit calls and Out-brief minutes will take place and minutes produces on or before they are expected.

2.1.25.9. (PS 5) Accuracy for component Inventory, component condition, and data will be in accordance with the Condition Assessment Inventory Guides.

2.1.25.10. (AQL 5) 95% of the assessment inventory, condition, and reported data will reflect true conditions.

2.2. Facility Utilization Survey (FUS) Drawings and Database (Objective 2)

Facility Utilization Survey (FUS). A full FUS will be conducted on all facilities listed in this 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 (see example in Attachment 1..3). 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 up to 10 such surveys for new or renovated facilities that will be opened during the duration of this contract.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive, and the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.2.1.1. Existing Drawings. The Government will furnish the most current electronic and/or paper drawings (as-builts or new school designs) of each facility. If no drawings are available, the Contractor shall produce Computer- Aided Design (CAD) drawings from field surveys.

https://www.sms.erdc.dren.mil/#portfolioModal7

2.2.1.2. Site Survey/Verification. The Contractor shall survey and verify facility dimensions and layout using as-built drawings and field measurements. 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). 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.

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

2.2.1.4. 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.

2.2.1.5. Differences. 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 FAM Program Manager with a recommendation for a determination.

2.2.1.6. Key Supporting Documentation. Any change that does include demolition, construction, or transfer/turn-over shall include KSDs that cite the cause for the change. 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 DoDEA in excel or similar format upon request.

2.2.2. AutoCAD Drawing Information.

2.2.2.1. Drawing Size. FUS Drawings shall be formatted to print on 11x17 paper at 1:1 to preserve the scale of the drawings (do not print to fit).

2.2.2.2. Text Readability. Contractor is responsible for readability of all text when printed at 11x17. Suggested minimum text height is 3/32”.

2.2.2.3. Title block. A standard title block will be provided by DoDEA. The title block has a standardized format including a Symbol Legend, Key Plan, Scale, School Information, and Drawing Information.

2.2.2.4. Key Plan. The Key Plan shall contain an appropriately oriented North Arrow.

2.2.2.5. File Naming Convention. The standard naming convention uses the Department of Defense Activity Address Code (DoDAAC) number assigned to each school and will be provided by DoDEA.

2.2.2.6. CAD Standards. CAD file and drawing layouts shall conform to the standards inherent in the FUS drawing set received from DoDEA. The guiding standard for the drawings will be vector-based graphics, A/E/C CADD Standards, as modified by DoDEA. 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.

2.2.2.7. Facility Floor Plans. All floors of all facilities located on a site shall be included in one drawing file.

2.2.3. FUS Drawing Set. 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 Contract Program Manager. There should be no AHERA data included in the FUS Drawing Set.

2.2.3.1. Installation Map. The Contractor shall provide a map of the installation showing the location of all DoDEA sites on that installation. This map does not need to be plotted to scale.

2.2.3.2. Overall Site Plan. The Contractor shall provide a site plan showing the entire site to the campus property line. This drawing does not need to be plotted to scale.

Facility numbers shall be indicated on all DoDEA buildings.

2.2.3.3. Enlarged Site Plans. The Contractor shall provide enlarged site plan(s) scaled to be defined by DoDEA HQ. Enlarged site plans shall show 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. Enlarged site plans shall show different pavement types and playground surfaces, e.g., asphalt, concrete, paving stone, grass, safety tile, poured-in-place, etc.

2.2.3.4. GSF Plan. The Contractor shall provide a drawing showing overall floor plans for all buildings. This drawing does not need to be plotted to scale. Include the Gross Square Foot (GSF) table on this drawing to summarize the overall GSF of each floor, outside covered areas attached to the building (counted as half) and a total GSF for each building.

2.2.3.5. Room Schedule. The Contractor shall provide a room schedule indicating the floor level, room number, current use, and net area in square feet and square meters.

In addition, this data shall be provided in Excel format suitable for filters and pivots.

2.2.3.6. Key Plan. The Contractor shall provide an overall key plan indicating the location of any match lines and the sheet number of each enlarged floor plan.

2.2.3.7. Enlarged Floor Plans. Floor plans shall show all built-in elements including permanent and movable partitions, an accurate depiction of wall thickness, windows and doors, stairs, elevators, toilet partitions, water closets, urinals, sinks, drinking fountains, casework and other built-in items such as shelving, etc. Enlarged Floor Plans shall be scaled at 1/8” =1’-0”. Where a single floor cannot be shown in its entirety due to the scale, appropriate match lines will be indicated to break the floor plan into areas so there is no loss of information. The area shown on the individual page shall be indicated on the key plan for orientation. Provide sufficient overlap beyond the match line to find reference points easily. Key plans shall also be utilized to aid in orientation.

2.2.3.7.1. Room Labels. 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.).

2.2.3.7.2. Room Numbers. Enlarged Floor 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).

2.2.3.7.3. Area. 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).

2.2.3.7.4. Current Use. A standard list of current use descriptions will be provided by DoDEA. The Contractor shall use only descriptions contained on this list in the room labels. This information shall be linked to the DFAM database so that when the database is updated the drawing will easily be updated.

2.2.4. Additional Drawing Layers. In addition to the layers needed to produce the FUS Drawing

Set, the following layers shall also be provided:

2.2.4.1. 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.

2.2.4.2. Flooring Types Layer. The Contractor will generate a layer annotating 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.

2.2.4.3. Grounds Maintenance Layer. The Contractor shall annotate the area of different grounds features (grass, paving, planters, playgrounds, snow removal, etc.) for all sites as requested by DoDEA. Utilizing markup drawings provided by DoDEA, the Contractor shall calculate the size quantity for each grounds feature and identify by various hatching types on the drawing. This layer will assist to quantify grounds maintenance requirements.

2.2.4.4. AHERA Layer. The Contractor shall produce a separate layer with all information to support the Asbestos Management Plan (AMP) as described in 40 CRF §763.93.

This includes, but is not limited to, clear identification for each location where material was sampled for asbestos containing material (ACM), the exact location where each building sample was collected, and where area is assumed to have asbestos containing building material (ACBM) This layer will assist with production of the AHERA Drawing that is included in the AMP.

2.2.5. Reviews.

2.2.5.1. FUS Drawing Review. 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.

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

2.2.6. Deliverables.

2.2.6.1. Electronic Files. Provide an electronic file (.pdf or other) with searchable text and the ability to zoom in and out. Separate electronic files shall be provided for the drawings shown below:

2.2.6.1.1. FUS Drawing file for each school (see example Attachment 8.3)

2.2.6.1.2. Builder Year Built and Addition drawing.

2.2.6.1.3. Flooring Type drawing (see example Attachment 8.2)

2.2.6.1.4. Grounds Maintenance drawing (see example Attachment 8.4)

2.2.6.2. Source Files. The source files contain all files necessary to create the electronic files. Drawing files shall be compatible with AutoCAD (most current version). Include all AutoCAD drawing files necessary to produce the electronic files listed below. This includes any non-standard font files used. Use of standard AutoCAD fonts is encouraged for better compatibility.

2.2.7. File Transfer. The schedule for finalizing and uploading files will be included in the Work

Plan.

2.2.7.1. Huddle. The electronic file of the FUS Drawing for each school along with the source files used to create the FUS Drawing shall be submitted to an approved cloud location (e.g., Huddle) for general access by DoDEA Facilities.

2.2.7.2. Builder. The electronic files shall be uploaded to Builder.

2.2.7.3. DFAM. The electronic files shall be uploaded to DFAM.

2.2.7.4. Hard Drive. Prior to final invoice, the Contractor shall provide an approved hard drive with the electronic files and source files organized by Region to DoDEA HQ.

2.2.8. Performance Standard and Acceptable Quality Standard (Objective 2)

2.2.8.1. (PS 1) Conduct a full FUS on all facilities listed in the Task Order. Update FUS deliverables for facilities with changes due to AHERA inspections or changes based on As-Built Drawings or new school designs provided by the Government.

2.2.8.2. (AQL 1) 95% of facilities will have current FUS drawings.

2.2.8.3. (PS 2) Complete FUS deliverables on time.

2.2.8.4. (AQL 2) 95% of the FUS deliverables will be submitted on time.

2.2.8.5. (PS 3) Survey and verify facility dimensions and layout using as-built drawings and field measurements.

2.2.8.6. (AQL 3) FUS deliverables will have an accuracy of no more than +/- 5%.

2.2.8.7. (PS 4) Identified FUS errors will be corrected.

2.2.8.8. (AQL 4) Identified FUS errors will be corrected and deliverables updated within

10 working days.

2.3. Real Property Inventory (Objective 3)

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 Facility Sustainment Model (FSM) Access Data Base and provide a comparison with DoDEA data to recommend which data elements should be reconciliation. 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.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive, and

2.3.1. Real Property Inventory (RPI) Reconciliation Support.

Real Property Inventory (RPI) Data. The Contractor shall update and maintain the Consolidated Asset List (CAL) spreadsheet (see example Attachment 8.5) 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 Fiscal Year (FY) Quarter.

2.3.1.1. 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.

2.3.1.2. 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 monthly 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.

2.3.1.3. 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.

2.3.1.4. 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 (to be provided). 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.

2.3.1.5. 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.

2.3.1.5.1. 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.

2.3.1.5.2. 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. The Contractor shall provide a recommended course/s of action (COA) for each inquiry.

2.3.2. Facility Sustainment Model (FSM)

2.3.2.1. 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 and will require multiple iterations.

2.3.2.2. 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.

2.3.3. 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.

2.3.4. 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.

2.3.5. 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.

2.3.6. Real Property Meeting Support: The contractor shall participate and/or host meetings via teleconference relating to RPI reconciliation or reporting procedures or as agreed upon by the Government. These meetings may include host installation Real Property offices and DoDEA HQ and Region representatives for the purpose of reconciling lists of real property assets. The Contractor shall assist with identification and location of assets relative to data collected. The Contractor shall take note of decisions arrived by government representatives and provide a written summary the outcome. The Contractor shall plan for four (4) meetings per month with each requiring approximately four (4) hours for preparation, attendance, and follow up.

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

2.3.7.1. (PS 1) Perform comprehensive onsite verification for real property inventory, ensuring alignment with both service and DoDEA data. Accurately update and maintain the Consolidated Asset List (CAL) and service reconciliation data for all DoDEA assets in a format that is fully compatible with DoDEA and OSD reporting requirements.

2.3.7.2. (AQL 1) 95% of facility assets will be inventoried, and the data recorded, updated, and maintained. The CAL will be updated quarterly within 2 business days of the start date.

2.3.7.3. (PS 2) Use government-approved systems and data to identify, analyze, and verify property details. Compare this data with information from FSM, OSD, installations, and services. Provide recommendations to resolve discrepancies. Ensure high-resolution photos with geospatial data to accurately locate all facilities and structures.

2.3.7.4. (AQL 2) 95% of deliverables will be completed in strict accordance with task requirements, ensuring that no more than 5% of deliverables are rejected per quarter. A detailed and valid recommended Course of Action (COA) will be provided for 98% of non-reconciled assets.

2.3.7.5. (PS 3) Facilitate communication and coordination between installations, services, and DoDEA to ensure successful reconciliation efforts, including Host Tenant Agreements. Deliver comprehensive monthly reports on reconciliation status and real property activities. Supply accurate and timely data to support various reporting requirements, including but not limited to annual real property forecasting, service Top Loads, installation RPI requests, audit requests, and the annual relocatable facilities report. Produce detailed and precise written summaries of meeting outcomes and decisions.

2.3.7.6. (AQL 3) 98% of communication and coordination efforts will successfully support reconciliation initiatives. 98% of meeting summaries will be precise and submitted within the agreed-upon timeframes.

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

The Contractor shall provide…