N4008019R0309_Management_and_Administration.doc

0200000 – Management and Administration

Table of Contents

0200000 - Management and Administration

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.

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.

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

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

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.

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

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 or District of Columbia Law (whichever is applicable).

A list of Government Furnished Property, Materials, and Services is provided in J-0200000-06.

1. Training Equipment, Aids, Course Materials, and all other training related Materials and Supplies the Contractor shall provide all training materials. Examples include, but are not limited to, the following:

· Training Plans

· Course Curricula and Lesson outlines and plans

· Student’s materials

· Class Handouts

· Homework and testing materials

· Instructors and Students Materials and references

· Administrative Items

· Firing Targets

· All other training services

2. Uniforms. Contractor shall provide all required uniform items including accessories and security equipment listed in Attachment J-0401060-08. Laundry, cleaning, pressing, maintenance and repair costs of employees’ uniforms and uniform equipment shall be the contractor’s responsibility and paid for as provided in the applicable Department of Labor Service Contract Act Wage Determination(s) or Collective Bargaining Agreement(s).

3. Materials and Supplies. Except where specifically stated elsewhere as Government provided, the Contractor shall provide all materials and supplies, including vehicle fuel and oil, required to perform the contract. Examples include, but are not limited to the following:

· Official Log Books

· Wireless devices where applicable such as tablets and phones

· Black or Blue pens, pencils, sharpeners, staplers, etc.

· Any and all necessary forms, permits, passes and badges.

· Blank Video Cassettes

· Office equipment and supplies (e.g., fax machine, computer, copier, typewriter, ink, paper, etc.).

4. Telephone Service. The Contractor shall provide any telephones or telephone services needed to perform the contract, beyond that provided by the government for local official use only purposes.

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.

· 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.

The Contractor’s QCP 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).

2.6.8

Contact

Information Contractor shall provide and maintain at all times a Washington DC Area local (toll-free) telephone voice number and a telephone facsimile number which the Government can use to contact the Contractor during and/or after normal working hours, to initiate work and to conduct contractual business. Use of answering machines and beepers is not acceptable. Provide this information 24 Hours after contract award and at any changes thereafter.

The Contractor shall provide a QCM or 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 QCM must report directly to a senior corporate official and shall not report directly to the Project Manager.

Personnel Other Key Personnel include: NAVSEA Site Manager and Shift Supervisors, and NRL CBD Site Manager and Shift Supervisors. Refer to Attachment J-0401060-05 for employment suitability criteria for these personnel.

The following manpower reporting is required by NMCARS 5237.102.

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.

All Contractor employees shall obtain the required employee and vehicle passes. The Government shall issue all Government badges. 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 pass and badge shall be returned to the facility the same day.

The Contractor shall provide the KO with the name of their designated Service Contractor Administrator (SCA) for enrollment in DBIDS. Once enrolled, the Contractor must provide the DBIDS Registrar with an approved employee list and then direct their employees to register into DBIDS. The Contractor shall furnish a completed EMPLOYMENT ELIGIBILITY VERIFICATION (DHS FORM I-9) form for all personnel requesting badges.

This form is available at http://www.uscis.gov/portal/site/uscis by searching or selecting Employment Verification (Form I-9).

Immediately report instances of lost or stolen badges to the Contracting Officer.

The Government performs background screening and credentialing. Throughout the year the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges. Under the DBIDS program, no commercial vehicle inspection is required, other than for Random Anti-Terrorism Measures (RAM) or in the case of an elevation of Force Protection Conditions (FPCON).

The following is required to obtain a DBIDS credential:

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

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

· 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.

There is no cost to obtain a DBIDS credential.

Information on requirements to participate and enroll in DBIDS is available at https://www.cnic.navy.mil/om/dbids.html or by calling 1-202-433-4784 For additional questions about obtaining a DBIDS card, contact your local base visitor control center.

The Government will not be responsible for any cost or lost time associated with obtaining daily passes or added vehicle inspections incurred by non-participants in the DBIDS.

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.

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 online 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.

requirements for Trustworthiness Security.

a. Each Contractor employee must have a favorably completed National Agency Check (NAC).

b. If Contractor personnel currently have a favorably adjudicated NAC, the Contractor shall notify the Security Manager of the Government command they will visit who will validate this in the Joint Personnel Adjudication System (JPAS). The request shall be renewed annually or for the duration of the contract if less than one year.

c. If no previous investigation exists, the Contractor personnel shall complete the requirement for a Trustworthiness NAC.

Investigations for public trust positions, to include IT-II (Limited Privileged) and IT-III (Non-Privileged) positions that access unclassified sensitive information when clearance eligibility is not required, will be submitted to the Office of Personnel Management (OPM) utilizing the SF-85P (code 08B for IT-II and code 02B for IT-III) and will include the SF-87 Fingerprint Card or electronic fingerprint transmission. The Government Security Manager will process the Trustworthiness NAC. The contract employee shall provide the completed Personnel Security Investigation (PSI) to the Security Manager along with the original signed release statements and applicant fingerprint card (FD87). The responsibility for providing the fingerprint card rests with the Contractor. The Security Manager will review the form for completeness, accuracy and suitability issues and will forward the completed SF85P along with attachments to OPM. The Department of Navy Central Adjudication Facility (DoN CAF) will perform adjudicating contractor investigations for public trust positions. Contractor fitness determinations made by the DoN CAF will be maintained in the Joint Personnel Adjudication System (JPAS). Favorable fitness determinations will support public trust positions only and not national security eligibility. If no issues are discovered, according to respective guidelines a “Favorable Determination” will be populated in JPAS and will be reciprocal within DoN. If issues are discovered, the DoN CAF will place a “No Determination Made” in the JPAS and forward the investigation to the submitting office for Government command’s final determination.

The APP shall follow the format and include all elements addressed in Appendix A of EM 385-1-1. The APP shall incorporate Activity Hazard Analyses (AHAs) and compliance plans addressing all applicable Safety and Occupational Health (SOH) risks that are relevant to the site specific hazards and controls for each activity and type of work that may be encountered in the performance of this contract.

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.

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. AHAs for non-recurring and one-time work occurrences shall be submitted at least two working days prior to start of work.

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.

AHAs shall follow format of Figure 1-1 of EM-385-1-1 and shall explain the following as detailed in the EM-385-1-1:

· The steps of the service process;

· Identify potential hazards that exist as a result of the Contractor’s service process within the environment;

· Measures or plans of actions to safely remove potential hazards away from people in and around the service process and environment;

· Specific materials and equipment necessary to safely remove potential hazards away from people in and around the service process and environment;

· Inspection requirements to assure service activity is safe; and

· Training of service personnel to be aware of potential hazards and measures or plans of actions to be used to remove hazards from service environment.

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.

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.

evacuation of people during emergencies, before the hazard or natural disaster is imminent, and to minimize the consequences of accidents during evacuations. See Section 01E of EM 385-1-1.

For recordable injuries and illnesses, property damage accidents resulting in at least $2,000 in damages, the Prime Contractor shall conduct an accident investigation to establish the root cause(s) of the accident.

(a) For recordable injuries and illnesses and property damage accidents resulting in at least $2,000 in damages complete the Navy Contractor

Significant Incident Report (CSIR) form and provide the report to the KO within 1 calendar day of the accident. The KO will provide a blank copy of any required or special forms.

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

i. Death, regardless of the time between the injury and death, or the length of the illness;

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

iii. Restricted work;

iv. Transfer to another job;

v. Medical treatment beyond first aid;

vi. Loss of consciousness; or

vii. 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.

Comply with current 29CFR1904 for OSHA/HIOSH record keeping and reporting requirements.

An Initial Accident Reporting Notification Report shall be developed by the Contractor and provided to the KO immediately after that an accident, or near miss, has occurred. The Contractor may not have all the facts and information regarding the actual incident or near miss at the time of the initial report. However, it is the Government’s desire to receive notification of all mishap situations as early as possible.

The Contractor shall develop a Follow-on Accident Reporting Notification Report and shall and provide a copy to the KO close of business the day of the accident, or if the accident occurs after hours, at start of business the following morning. Follow-on reports shall be required daily until the Contractor can send a final, conclusive report of the nature, cause, and outcome of the accident.

The Contractor shall provide a Final Accident Reporting Notification Report of the accident to the KO within 48 hours after completing the investigation of the accident.