N4008018R0307_0200000_C_Management_and_Administration_ver_2.8.doc

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Regional 8(a) Janitorial Services Federal contract opportunity
Solicitation number
N4008018R0307
Issued by
Department of the Navy Naval Facilities Engineering Command

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This document is a pre-solicitation notice for regional janitorial services. The Naval Facilities Engineering Command Washington is seeking to identify potential small businesses certified under the 8(a) Business Development Program that can provide janitorial services to multiple locations in its area of responsibility. Services include providing all labor, supervision, management, tools, materials, equipment, and transportation necessary for janitorial services. Interested parties should submit capability statements by August 15, 2017 demonstrating experience in similar efforts valued over $18 million. Statements should include company profile; relevant experience in the past five years, including references; procedures for ensuring qualified personnel; management, work control, and quality control plans; and any additional relevant information. Responses are due by January 22, 2018. The notice is for information purposes only, and no award will be made based on responses received.

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0200000 – Management and Administration

Table of Contents

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
2.2.1.2.1
Special Cleaning Hours in Building 2272 at Patuxent River, MD
2.2.1.2.2
Special Cleaning Hours in Buildings 441 and 1901 at Region NDW Indian Head
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
Partnering
2.3.2.1
Informal Partnering
2.3.2.2
Contract Partnering Administration
2.3.2.3
Contract Partnering Session Attendees
2.3.3
Permits and Licenses
2.3.4
Insurance
2.3.4.1
Certificate of Insurance
2.3.4.2
Minimum Insurance Amounts
2.3.5
Protection of Government Property
2.3.6
Government Information Technology (IT) System
2.3.7
Directives, Instructions, and References
2.3.8
Invoicing Procedures
2.3.9
Forms
2.4
Government-Furnished Property, Materials and Services
2.4.1
Government-Furnished Facilities (GFF)
2.4.2
Government-Furnished Utilities
2.4.3
Government-Furnished Materials (GFM)
2.4.4
Government-Furnished Equipment (GFE)
2.4.5
Government-Furnished Services (GFS)
2.5
Contractor-Furnished Items
2.6
Management
2.6.1
Work Reception
2.6.2
Work Control
2.6.3
Work Schedule
2.6.4
Deliverables
2.6.5
Service Interruptions
2.6.6
Quality Management System (QMS)
2.6.6.1
Quality Management (QM) Plan
2.6.6.2
Quality Inspection and Surveillance
2.6.6.3
Quality Inspection and Surveillance Report
2.6.7
Property Management Plan
2.7
Personnel Requirements
2.7.1
Key Personnel
2.7.1.1
Project Manager (PM)
2.7.1.2
Quality Manager
2.7.1.3
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
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 Paper Passes
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 Sensitive Unclassified Information
2.8.9
Employee Status
2.9
Contractor Safety Program
2.9.1
Accident Prevention Plan (APP)
2.9.2
Activity Hazard Analysis (AHA)
2.9.3
Safety and Occupational Health (SOH) Risks and Compliance Plans
2.9.3.1
Alcohol and Drug Abuse Prevention Plan
2.9.3.2
Chemical Hazard Communication Program
2.9.3.3
Confined Space Program
2.9.3.4
Fall Prevention and Protection Plan
2.9.4
Accident and Damage Reporting
2.9.4.1
Accident Reporting and Notification Criteria
2.9.5
Fire Protection
2.9.6
Monthly On-Site Labor Report
2.9.7
OSHA Citations and Violations
2.9.8
Safety Inspections and Monitoring
2.9.9
Safety Certification
2.9.10
Emergency Medical Treatment
2.9.11
Safety Apparel on Jobsites
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
Non-Hazardous Waste Disposal
2.10.2.2
Hazardous Waste Disposal
2.10.2.3
Spill Prevention, Containment, and Clean-up
2.10.2.4
Hazardous Material Management
2.10.2.5
Protection of Endangered and Threatened Species (Flora and Fauna)
2.10.2.6
Noise Control
2.10.2.7
Asbestos Containing Material (ACM)
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
Recurring Work Procedures
2.12.1
Notification to the Government for Work Above the Recurring Work Limitations
2.12.2
Receiving Work Preparation of Proposals
2.1.2.3
Recurring Work Exhibit Line Item Numbers (ELINs)
2.12.4
Common Output Level Standards (COLS) Options
2.12.5
Optional COLS CLINs for Region Funded Facility Services
2.12.6
Option to Change COLS at Contract Award
2.12.7
Option to Change COLS at Exercise of an Option Period
2.13
Non-recurring Work
2.13.1
Unit Priced Task (UPT) Work (Non-Negotiated)
2.13.1.1
Acceptance and Performance
2.13.1.2
Invoicing and Receiving Payment
2.13.2
Unit Priced Labor (UPL)Work (Negotiated)
2.13.2.1
Non-recurring Preparation of Proposals
2.13.2.1.1
Labor Requirements
2.13.2.1.2
Material and Equipment Requirements
2.13.2.2
Issuance of Final Task Order
2.13.3
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-0200000-01.
2.2
General Information
2.2.1
Government Regular Working Hours
The Government's regular working hours are from 0700-1600, five days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor 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 requires prior KO approval.
2.2.1.1
Observed Federal Holidays
The Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, 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.
2.2.1.2.1
Special Cleaning Hours in Building 2272 at Patuxent River, MD
Janitorial services at Patuxent River, Building 2272 is to be performed

from 5:00 pm to 9:00 pm. Janitorial services in secure areas will be performed from 6:00 am to 9:00 am. Escort will be provided. Service to be provided Monday through Friday, excluding Holidays in accordance with class of service.

2.2.1.2.2
Special Cleaning Hours at Region NDW Indian Head in Youth Center Building 441 and Child Care Development Center Building 1901
Janitorial Services at Region NDW Indian Head Buildings 441 and 1901 are to be performed from 5:00 pm to 9:00 pm.
2.2.2
Wage Determinations
Wage Determinations are included in J-0200000-02.
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 may be required to attend administrative and coordination meetings, pre-performance conferences, performance meetings, partnering sessions, etc., as scheduled by the KO.
2.3.2
Partnering
To increase the likelihood of successful performance of this contract, the Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who will receive services, principal individuals from NAVFAC, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and subcontractors teams, including senior management personnel must participate. The partnership will draw on the strength of each organization in an effort to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps.

Partnering should accomplish three goals:

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

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

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

2.3.2.1
Informal Partnering
The Contracting Officer shall organize the initial Partnering Meeting with key personnel of the project team, including Contractor's personnel and Government personnel. The initial session will be scheduled concurrent with the Pre-Performance Conference and held no later than 30 days after award and will be held at a Government provided facility as designated by the KO.

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

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

2.3.2.2
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.

2.3.2.3
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

2.3.3
Permits and Licenses
The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.
2.3.4
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.
2.3.4.1
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.
2.3.4.2
Minimum Insurance Amounts
The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

Comprehensive General Liability: $500,000 per occurrence

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

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

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

Other as required by state law or District of Columbia (whichever is applicable).

2.3.5
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 negligence under this contract to their original condition at no cost to the Government.
2.3.6
Government Information Technology (IT) System
Information about NMCI may be obtained at http://www.eds.com/nmci.
2.3.7
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-0200000-03. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.
2.3.8
Invoicing Procedures
Refer to Section G for Invoicing Procedures.
2.3.9
Forms
Forms can be found in J-0200000-04.
2.4
Government-Furnished Property, Materials and Services
In accordance with FAR 52.245, GOVERNMENT PROPERTY and NAVFAC Clause 5252.245-9300, GOVERNMENT-FURNISHED PROPERTY, MATERIALS AND SERVICES, 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.
2.4.1
Government-Furnished Facilities (GFF)
See attachment J-0200000-05
2.4.2
Government-Furnished Utilities
The Government will furnish water and electricity at existing outlets required for the work to be performed under the contract at no cost to the Contractor. Information concerning the location of existing outlets may be secured from the KO. The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site. Provide and maintain backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines. Meet all Federal, State, local, and installation codes and regulations for backflow prevention devices and electrical transformer provisions. Services required by the Contractor, for which there are no available Government outlets, shall be provided by the Contractor at no cost to the Government.
2.4.3
Government-Furnished Materials (GFM)
There will be no furnished Government-Furnished Materials (GFM)
2.4.4
Government-Furnished Equipment (GFE)
There will be no furnished Government-Furnished Materials (GFM)
2.4.5
Government-Furnished Services (GFS)
There will be no furnished Government-Furnished Services (GFS)
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, Material Safety Data Sheets (MSDS) 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
Work Reception
The Contractor shall provide the capability to receive, prioritize, correspond, and respond to 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.
2.6.2
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 KO. 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.
2.6.3
Work Schedule
The Contractor's work shall not interfere with normal Government business. In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall notify the KO of any difficulty in scheduling work due to Government controls.
2.6.4
Deliverables
Records and reports are specified in Section C and listed as deliverables in Section F. The Contractor shall submit accurate and complete documents within the required timeframes as specified in Section F.

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

The Contractor shall establish and maintain a secure website for posting an electronic copy of all deliverables listed in Section F. The Contractor shall allow only authorized Government and Contractor personnel to access the website. Government personnel access shall be limited to viewing and downloading of deliverables, but restricted from posting to the website. The Contractor shall notify the Government by email whenever there are new or updated deliverables posted to the website. Each deliverable posting on the website and each email notification shall include the title of the deliverable, the spec item requiring the deliverable, and the date and time the deliverable was posted. All deliverables shall be available to authorized Government personnel 24 hours/day and 365 days/year for the duration of the contract.

2.6.5
Service Interruptions
If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, affected tenants, and customers within 48-72 hours. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, affected tenants and customers as soon as practicable.
2.6.6
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.

2.6.6.1
Quality Management (QM) Plan
The Contractor shall develop and submit a QM Plan per Section F. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, submit to the KO a revised QM Plan for acceptance.

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

· Policy and objectives of Quality Management System (QMS)

· Quality organization

· List of personnel

· Responsibilities & lines of authority

· 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

· Scheduling and performance of inspection and surveillance

· Measurement, data collection and analysis

· Corrective action, preventive action, and continuous improvement

· Oversight of subcontracted work

· Documentation and records management

· Communication with government (customers)

2.6.6.2
Quality Inspection and Surveillance
The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.246-4, INSPECTION OF SERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions. The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be turned over to the KO within five calendar days of termination of the contract.
2.6.6.3
Quality Inspection and Surveillance Report
The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per Section F. The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment-driven corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.
2.6.7
Property Management Plan
The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 2.4, Government-Furnished Property, Materials and Services, of this Annex. This plan shall identify the Contractor’s policies, procedures, and practices in receiving and performing physical inventories, 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.
2.7
Personnel Requirements
The Contractor shall comply with the personnel requirements stated below.
2.7.1
Key Personnel
The Contractor shall submit a List of Key Personnel and Qualifications per Section F. The Contractor shall provide any additional information requested by the KO necessary to certify their qualifications.

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

2.7.1.1
Project Manager (PM)
The Contractor shall provide a PM and designated alternate, as applicable, who has the have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be 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.

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 Contractor shall provide a Quality Manager or a designated alternate shall be on-site within 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 must report directly to a senior corporate official and shall not report directly to the Project Manager.

The Quality Manager shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract:

The Quality Manager shall have at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager shall not be the same person as the SSHO.

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:

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
The Contractor shall provide an Environmental/Energy Manager whose primary duty and responsibility is to ensure Contractor operations adhere to the goals and policies of the Environmental Management System, the Installation Energy Plan, and other specified Sustainability requirements affecting this contract. The Environmental/Energy Manager shall develop, implement and monitor environmental strategies, policies and programs that promote sustainable development and examine the contract activities to establish where improvements can be made and ensure compliance with environmental legislation and energy policy.

The Environmental/Energy Manager shall have a minimum two years experience with environmental procedures similar to those of this contract; familiarity with Environmental Management Systems (EMSs); and knowledge of environmental regulations and federal energy laws and policy (including energy and water reduction requirements and renewable energy requirements) that are applicable to operations similar to those of this contract.

2.7.2
Employee Requirements
The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety, environmental, and energy requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures.
2.7.2.1
Employee Certification and Training
The Contractor shall maintain personnel certification, training, and licensing records for employee requirements specified herein and within all technical annexes/sub-annexes. Certification, training, and licensing records shall be kept current and on file for the duration of the contract including all option periods. Records shall be made available for Government review within four hours of request.
2.7.2.2
Employee Appearance
The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/subcontractor employees working under this contract shall be identified by a distinctive (Prime Contractor) nameplate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.
2.7.2.3
Employee Conduct
Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.
2.7.2.4
Identification as Contractor Employee
Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. All Contractor employees shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.
2.7.2.5
Removal of Employees
The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest or inconsistent with the best interests of National Security.
2.7.2.6
Proof of Legal Residency
No employee or representative of the Contractor will be admitted to the site of work unless satisfactory Proof of Legal Residency is furnished per Section F.
2.7.3
Enterprise-wide Contractor Manpower Reporting Application (eCMRA)

The Contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://doncmra.nmci.navy.mil.

Per Section F, reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

2.8
Security Requirements
The Contractor shall comply with all Federal, state, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all security/entrance clearances are obtained.
2.8.1
Employee Listing
The Contractor shall maintain a current Employee List and submit per Section F. The list shall include employee’s name, supervisor, company, and level of security clearance.
2.8.2
Vehicles
The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate that complies with State Vehicle Code. Vehicles shall meet all other requirement of the State Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration, if applicable.
2.8.3
Passes and Badges
All Contractor employees shall obtain the required employee and vehicle passes. The Contractor employees must be able to obtain Common Access Cards (CAC) in accordance with security requirements. Each employee shall wear the Government issued badge over the front of the outer clothing. When an employee leaves the Contractor's service, the employee's Passes and Badges shall be returned within 10 calendar days.
2.8.4
Access to Installation
All Contractor personnel shall obtain access to the installation by participating in the Defense Biometric Identification System (DBIDS), or by obtaining a temporary pass from the Base Pass and Identification Office. Temporary passes issued through the Base Pass and Identification Office will be furnished without charge. Immediately report instances of lost or stolen badges to the Base Pass and Identification Office

The Contractor shall furnish a completed DEPARTMENT OF THE NAVY LOCAL POPULATION ID CARD/BASE ACCESS PASS REGISTRATION (SECNAV FORM 5512/1) form for all personnel requesting badges. Refer to J-0200000-04 for SECNAV 5512/1 form.

Refer to J-0200000-03 for DBIDS Standard Operating Procedures.

2.8.4.1
DBIDS Program
Defense Biometric Identification System (DBIDS) is an enterprise identity management and perimeter installation access control solution. DBIDS increases installation security and communications by receiving frequent database updates on changes to personnel/credential status, law enforcement warrants, lost/stolen cards, and force protection conditions. The system provides a continuous vetting anytime the DBIDS card is scanned at an installation entry point.

If the vendor/contractor employee passes the background screening process, the DBIDS credential that is issued to the vendor/contractor employee is valid for the term of the card. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges.

Contractors or vendors who need assistance in transitioning from NCACS to a DBIDS temporary pass to a DBIDS card can contact the installation Pass & ID office or Visitor Control Center.

1. If you currently have an Navy Commercial Access Control System (NCACS) card (used with RAPIDGate), the following is required to get a DBIDS credential:

a) Present your NCACS Card and a completed copy of the SECNAV FORM 5512/1 to the base Visitor Control Center representative.

b) The VCC will pull up your information in the computer, ensuring all information is current and correct.

c) Once your information is validated, a temporary DBIDS credential is provided.

d) Your temporary credential will have an expiration date, prior to which you will need to obtain your permanent DBIDS credential (~ 90 days).

e) For each additional U.S. Navy installation to which you need access, the first time you visit you only need to bring your DBIDS credential and statement of purpose for base access when arriving at the Visitor Control Center.

f) The representative will enter base access authorization.

2. If you do NOT have an NCACS Card, the following is required to obtain a DBIDS credential:

a) Present a letter or official document from my government sponsoring organization that provides the purpose for your access.

b) Present valid identification, such as a passport or Real ID Act-compliant state driver's license.

c) Present a completed copy of the SECNAV 5512/1 form to obtain your background check.

Upon completion of the background check, the Visitor Control Center representative will complete the DBIDS enrollment process, which includes your photo, finger prints, base restrictions, and several other assessments; after all this is done, you will be provided with your new DBIDS credential.

2.8.4.2
DBIDS Paper Passes
In the event that a visitor, vendor, or contractor employee elects not to participate in DBIDS, or is ineligible to receive a CAC, the individual will be issued DBIDS paper pass in order to access to the installation. Paper passes may be restricted to one day in duration. The maximum duration for a DBIDS paper pass is 30 days.
2.8.5
Access to Buildings
The Contractor shall monitor and control access into restricted areas under their responsibility, allowing only those individuals who have been properly cleared into restricted areas or other controlled access areas. The Contractor shall comply with security requirements, plus those imposed by the installation Commander at all times. Personnel with access to special areas will have the appropriate screening and/or security clearance, and personnel requiring routine access to restricted areas will wear special badges authorizing access for those areas. Contractor personnel shall not enter restricted or controlled areas or installation facilities unless specifically authorized in performance of their duties. The Contractor shall secure all buildings and facilities entered during non-duty hours and will secure all building and facilities under the Contractor’s cognizance at the end of each work day or shift period.
2.8.6
Access Arrangements
The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The Government may issue keys to the Contractor. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction.
2.8.6.1
Escort Arrangement for Secured Areas
The Contractor shall make arrangements for Government escort into secured areas requiring escort. The KO will provide information on applicable buildings, spaces and the appropriate point of contact.

The Contractor may experience delays while waiting for escorts. The Government estimates the wait period can be up to 15 minutes. The Contractor shall notify the Government Performance Assessment Representative (PAR) and appropriate point of contract if an escort is not available after 15 minutes and access to accomplish the work is denied. Unscheduled requirements, e.g., trouble calls, may require a longer wait for an escort.

2.8.7
Security Clearances
The Contractor shall obtain all required corporate and personnel Security Clearances prior to commencement of work. The Contractor shall ensure that a list of all personnel with Security Clearances is maintained current, including clearances that are pending.
2.8.8
Access to Sensitive Unclassified Information
The Contractor personnel whose work involves access to sensitive unclassified information shall undergo a National Agency Check Investigation (NACI) to verify their suitability. If the Contractor personnel currently have a favorably adjudicated NACI the Contractor shall notify the Government Command Security Manager who will validate this in the Joint Personnel Adjudication System (JPAS).

The Contractor shall request from the Government for access to the E-QIP Direct program for the Contractor employees to complete the SF-85 form on line for an NACI. The Security Manager will determine suitability. Upon a favorable NACI, the Contractor personnel shall provide the completed Personnel Security Investigation (PSI) to the Security Manager along with the original signed release statements, applicant fingerprint card (FD87), and an OF-306 Declaration for Federal Employment per Section F. The Contractor shall be responsible for providing the fingerprint card.

The request shall be renewed annually or for the duration of the contract if less than one year.

2.8.9
Employee Status
The Contractor shall notify the KO of any changes to any employee’s status to include, but not limited to, termination, convictions/arrests, adverse actions taken on the job for any reason or any other documented misbehavior that may affect, or have the potential to affect, security standing in terms of access to federal facilities or IT systems.
2.9
Contractor Safety Program
The Contractor shall develop and implement a Safety Program detailing how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1 and Public Law 91-596, Occupational Safety and Health Act.

Any reference to “USACE" facilities, property, or equipment specified in EM 385-1-1 should be interpreted as Government facilities, property, and equipment.

2.9.1
Accident Prevention Plan (APP)
The Contractor shall develop and implement a site Accident Prevention Plan (APP). The APP shall be prepared by the Contractor’s SSHO and shall be followed by all Contractor employees, subcontractors, and vendors at each service site.

The Contractor shall submit an APP for acceptance per Section F. The Contractor shall review, update, and submit revisions to the APP whenever a change in work conditions, hazards, or activities occur. Submittal of the APP shall include Activity Hazard Analyses (AHAs) and applicable compliance plans, programs, and procedures as specified below.

The Contractor shall not commence work until the APP has been accepted and no activity shall be started on site until the applicable AHAs and compliance plans have been accepted.

Once accepted by the Contracting Officer, the APP and attachments will be enforced as part of the contract. Disregarding the provisions of this contract or the accepted APP will be cause for stopping of work, at the discretion of the Contracting Officer, until the matter has been rectified.

2.9.2
Activity Hazard Analysis (AHA)
The Contractor shall prepare Activity Hazard Analyses (AHAs) for all applicable common recurring work activities performed under this contract. AHAs for recurring work shall be submitted with the APP and shall be updated as work activities or conditions change and additional AHAs prepared as new work activities are required. AHAs for non-recurring and one-time (e.g., non-recurring work task orders) work occurrences shall be submitted at least two working days prior to start of work. Specifically:

· For contract modifications to recurring work requirements where changes are germane to the original contract, the Contractor shall revise applicable AHAs within 15 calendar days after modification is signed.

· For contracts with non-recurring work ELINs, the Contractor shall submit an AHA on non-recurring work task orders, with the associated proposal, whenever the service environment or required task is different from the recurring work priced services.

The Contractor shall follow the Risk Management Process for the development of Activity Hazard Analysis (AHA) in accordance with paragraph 01.A.14 and Appendix A of EM 385-1-1. A formatted outline of an AHA is provided in Figure 1-2 of EM 385-1-1.

During performance of services, the SSHO shall periodically review the AHA at each service site and for each sub-annex to assess the effectiveness of the Contractor’s overall APP. If changes to the AHAs are required, such changes shall be submitted to the KO for review and acceptance.

2.9.3
Safety and Occupational Health (SOH) Risks and Compliance Plans
Based on a risk assessment of recurring and non-recurring work requirements and on mandatory OSHA compliance programs, the Contractor shall develop, provide and implement all applicable compliance plans, as necessary for the situation or types of work to be performed under this contract. Compliance plans, programs, and procedures along with their respective references are detailed in Appendix A, paragraph 3.i of EM 385-1-1.

These plans shall be submitted with the APP and shall be updated as situations change. Additional compliance plans, programs, and procedures shall be developed as applicable when new types of work are required under this contract.

Additional requirements for specific compliance plans are provided below.

2.9.3.1
Alcohol and Drug Abuse

Prevention Plan The Contractor shall develop an alcohol and drug abuse prevention plan to explain how it will satisfy the drug-free work force requirement as stated in DFARS Clause 252.223-7004 and include elements addressed in paragraph 01.C.02 of EM 385-1-1.

2.9.3.2
Chemical Hazard Communication Program
The Contractor shall develop a project-specific chemical hazard communication program to include elements addressed in paragraph 06.B.01 of EM 385-1-1and applicable OSHA requirements in 29 Code of Federal Regulations (CFR) 1910.120 and 29 CFR 1926.59.
2.9.3.3
Confined Space Program
The Contractor shall develop an activity/site-specific confined space program to include elements addressed in paragraph 34.A of EM 385-1-1 and comply with relevant requirements in 29 CFR 1910, 29 CFR 1915, and 29 CFR 1926, OSHA Directive CPL 2.100 and any other Federal, state and local regulatory standards.
2.9.3.4
Fall Prevention and Protection Plan
The Contractor shall develop site specific fall prevention and protection plan to protect and prevent its service workers from falling from heights of 1.8m (6 feet) or more. This plan shall include elements addressed in paragraph 21.D of EM 385-1-1 and ANSI A10.32, ANSI Z359.1, and ANSI/ASSE A10.34. The fall prevention and protection plan shall include a Rescue and Evacuation Plan in accordance with EM 385-1-1, Section 21.N. A competent person for fall protection shall prepare and sign the plan.
2.9.4
Accident and Damage Reporting
The Contractor shall notify the Contracting Officer as soon as practical, but no more than four hours after any accident meeting the definition of Recordable Injuries or Illnesses or High Visibility Accidents, property damage equal to or greater than $2,000.

Within notification include Contractor name; contract title; type of contract; name of activity, installation or location where accident occurred; date and time of accident; names of personnel injured; extent of property damage, if any; extent of injury, if known, and brief description of accident (to include type of equipment used, PPE used, etc.). Preserve the conditions and evidence on the accident site until the Government investigation team arrives on-site and Government investigation is conducted.

The Contractor shall conduct an accident investigation for recordable injuries and illnesses, for accidents requiring Medical Treatment, property damage accidents resulting in at least $20,000 in damages, and near misses as defined in EM 385-1-1, to establish the root cause(s) of the accident. The Contractor shall complete the applicable NAVFAC Contractor Incident Reporting System (CIRS), and electronically submit via the NAVFAC Enterprise Safety Applications Management System (ESAMS) per Section F.

For a near miss, the Contractor shall complete the applicable documentation in NAVFAC Contractor Incident Reporting System (CIRS), and electronically submit via the NAVFAC Enterprise Safety Applications Management System (ESAMS) per Section F.

2.9.4.1
Accident Reporting and Notification Criteria
The following criteria and definitions apply to the accident reporting requirements specified above:

Recordable Injuries or Illnesses. Any work-related injury or illness that results in:

1) Death, regardless of the time between the injury and death, or the length of the illness;

2) Days away from work (any time lost after day of injury/illness onset);

3) Restricted work;

4) Transfer to another job;

5) Medical treatment beyond first aid;

6) Loss of consciousness; or

7) A significant injury or illness diagnosed by a physician or other licensed health care professional, even if it did not result in (1) through (6) above.

High Visibility Accident. Any mishap which may generate publicity or high visibility.

Medical Treatment. Treatment administered by a physician or by registered professional personnel under the standing orders of a physician. Medical treatment does not include first aid treatment even through provided by a physician or registered personnel.

2.9.5
Fire Protection
The Contractor shall know where fire alarms are located and how to activate them. The Contractor shall handle and store all combustible supplies, materials, waste and trash in a manner that prevents fire or hazards to persons, facilities, and materials.
2.9.6
Monthly On-Site Labor Report
The Contractor shall submit a Monthly On-Site Labor Report per Section F. This report is a compilation of employee-hours worked each month for all site workers, both prime and subcontractor.
2.9.7
OSHA Citations and Violations
The Contractor shall correct violations and citations promptly and provide a copy of each OSHA citation and OSHA report with written OSHA Citations and Violations Corrective Action Report per Section F.
2.9.8
Safety Inspections and Monitoring
The Contractor shall conduct inspections of its work areas, job sites, and work crews every day work is being performed to ensure that all Contractor operations are being conducted safely. These inspections shall ensure:

· The site is safe and free of job-site hazards

· Proper PPE is being utilized and worn.

· Safe work practices and processes are being followed.

· Workers are familiar with the hazards covered in the respective AHA for that work activity.

· All equipment and tools are in good condition and being used safely.

The Government reserves the right to inspect and monitor Contractor operations for safety compliance. In general, the Government approach will be to conduct Performance Assessment on the quality and effectiveness of the Contractor’s safety program. The Government reserves the right to stop any work activity when it deems danger is imminent. Contractor personnel shall work in a safe manner and comply with all applicable safety regulations. The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available to the KO upon request.

Whenever the KO becomes aware of any safety noncompliance or any condition which poses a serious or imminent danger or hazard to the health or safety of the public…

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