14T8706_B.pdf

SRN 8127673

PART I - THE SCHEDULE

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Annex Sub-Annex Spec Item # Title

Annex 1 0100000 1 General Information

Annex 2 0200000 2 Management and Administration

Annex 15 1502000 1 General Information

Annex 15 1502000 2 Management and Administration

Annex 15 1502000 3 FFP Work

Annex 15 1502000 4 IDIQ Work

0100000 – General Information Spec Item Title Description 1 General Information

1.1 Outline of Services Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services outlined below and described in this Performance Work Statement (PWS) at U. S. Naval Air Facility, Atsugi, Japan, and other U.

S. Forces Japan controlled area (including but not limited to Combined Arms Training Center (CATC) Camp Fuji) in Kanto Plain by means of combination firm-fixed price (FFP) and indefinite delivery-indefinite quantity (IDIQ). The PWS is organized into annexes. Annex 1 is "General Information". Annex 2 contains the on-site project management and administration requirements. Annexes 3 through 18 contain the technical requirements. The annex numbers are identified as 1 through 18 in the description column, but the full expanded annex numbers include seven digits (e.g., Annex 1 expanded number is 0100000 as shown in the header row at the top of this page).

Annex 1 General Information Annex 2 Management and Administration Annex 3 through Annex 14 N/A Annex 15 Facilities Support Annex 16 through Annex 18 N/A

1.2 Project Location The work shall be performed at various locations and could vary from location to location. The following is an example of the dispersion of work at U.S. Naval Air Facility, Atsugi, Japan, and other U. S. Forces Japan controlled areas in Kanto Plain (various locations.)

(1) Maintenance and Repair Services for HVAC Systems, Refrigeration, Biocidal Treatment Devices, and other HVAC related equipment

1.3 Acquisition of

Additional Work

The Government reserves the right to acquire additional services at additional locations in addition to the services and locations identified in the Firm-Fixed Price requirements of this contract. Additional services will be incorporated into the contract in accordance with the CHANGES clause, SECTION I or ordered under the indefinite delivery indefinite quantity provisions of the contract. Items of work not covered by this contract but within the general intent are considered in the scope of this contract.

1.4 Background Information There used to be a previous contract (N40084-09-D-8709) for majority of the listed system and equipment. This contract will take over major scope of works of previous contracts with some additional requirements and information.

HVAC systems under Housing fund are for HVAC systems in family housing units. They need HVAC system operable condition approximately 10 months each year. HVAC system is essential for these occupants.

The listed HVAC systems, at the time of advertisement, include absorption chiller (including heating system) which maintenance requires assistance from each manufacturer. This is one of the major backgrounds that the Government has had this contract.

1.5 Verification of

Workload and Conditions

Throughout the PWS, the workload data is generally referred to as being located in Section J. Section J provides data such as inventories, maps, floor plans, and tables to represent the type, quantity and location of services to be provided. However, offerors are encouraged to visit the project site during the site visit for offerors and to visit the technical library during posted hours as part of its due diligence to assess the nature of work and conditions under which work is to be performed.

1.6 Climate Patterns Climate patterns for NAF Atsugi are very typical to Yokohama city’s climate patterns that have four seasons.

1.7 Related Information There are four types of Related Information that can be found in the Description and Related Information columns of the specification as follows:

Informational Notes as used throughout this PWS provides additional information to offerors to be used in developing a thorough understanding of the work to be performed in this contract. Any block of text marked “Informational Notes” throughout Annexes 1 through 18 is subject to this disclaimer. Offerors may not rely upon the "Informational Notes" as material representations of the Government. Information provided in "Informational Notes" does not create a contractual requirement on either party to this contract.

Clarifying Information describes client expectations in a more detailed manner than the Performance Objective and Performance standard alone.

Constraining Information describes limitations to the work performed to meet the Performance Objective and Performance Standard.

Requirement Information further describes client requirements associated with each Performance Objective.

1.8 Navy Approach to

Service Contracting

The Department of Navy (DoN) spends over $1 billion in annual obligations to meet global requirements for facility operations and maintenance provided through Facility Support Contracts (FSC) and additional billions to provide other base operations support services (OBOS). The Head of the Contracting Activity (HCA) of the Naval Facilities Engineering Command (NAVFAC) has focused increased attention on re-engineering FSC contracts in response to customer and industry feedback, budget constraints, and the impact of a variety of contracting, program management and financial management regulations.

The Navy also supports the following principles:

1.8.1 Partnering Philosophy The first principle is that the Navy views its contractors as partners and not just abstract service providers. The Navy wants its contractors to succeed because partners' success drives the Navy's successful mission completion.

Within the bounds of acquisition policy the Navy intends to work to find solutions that will be beneficial to both the Government and its partners.

1.8.2 Contractor's Knowledge The second principle is that the Navy will receive insightful management from its contractors. This management will include the knowledge, skills, authority and willingness to use contractor resources to find better ways of serving Navy clients’ strategic and operational goals and objectives. The Navy's use of performance-based objectives evidences this principle.

Although performance work statements will typically contain several levels of performance assessment, the Navy wants its contractors to exercise maximum discretion within bounds of prudent risk management to adjust processes and resources needed to reach specified objectives at the highest performance level.

1.8.3 Industry Best Practices The third principle is that the Navy will adopt industry best commercial practices and maintain state-of-the-art service delivery. It is the Navy's and contractor's responsibility as partners to reach this goal. To that end, the Navy's emphasis will be in evaluating performance objectives (end results).

1.9 Standard Template Key to implementing a programmatic approach is using a standard template that ensures Navy-wide consistency yet affords appropriate tailoring to meet local needs. This contract conforms to the standard template and has been tailored for this solicitation. NAVFAC intends to use this template-based approach for future service contracts. Offerors should develop an understanding of the template as part of performing due diligence in reaching an understanding of the Navy’s requirements and expectations.

The standard template contains 18 standard annexes. Annex 1 will always contain information that is relevant to the entire scope of the contract.

Annex 2 contains on-site project management and administration requirements that are relevant to the entire scope of the contract. Annexes 3 through 18 contain the technical information and requirements peculiar to that technical annex. Within each technical annex, the organization of information and requirements are also standardized. Specification item 1 will always contain General Information. Specification item 2 will always contain the management and administrative requirements. Specification item 3 will always contain the Firm Fixed-Price (FFP) requirements.

Specification item 4 will always contain the Indefinite Delivery-Indefinite Quantity (IDIQ) requirements. Requirements and standards for higher level specification items apply to all subordinate specification items, e.g., Specification Item 3 standards apply to all firm fixed priced specification items. Specification Item 3.1 is applicable to all 3.1 subordinate specification items. Specification Items 3.2 and 3.3 are not considered subordinate to 3.1. All costs associated with Annexes 1 and 2 and Specification items 1 and 2 must be priced and distributed within Specification Item 3 of Annexes 3 through 18.

1.10 Navy PBSA Approach The Navy’s approach to performance-based service acquisition (PBSA) includes four component parts which are 1) performance outcomes, 2) measurable standards, 3) consideration of incentives, and 4) performance assessment plan.

1.11 Technical Proposal

Certification

The Contractor warrants that its proposal incorporated herein by reference will meet or exceed the performance objectives set forth in this contract.

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

2.2.2 N/A

2.2.3 Requirements Hierarchy

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings

2.3.2 Training for Maintenance and Operation of New and Replacement Systems and Equipment

2.3.3 Partnering

2.3.3.1 Informal Partnering

2.3.3.2 Contract Partnering Administration

2.3.3.3 Contract Partnering Session Attendees

2.3.4 Permits and Licenses

2.3.5 Insurance

2.3.5.1 Certificate of Insurance

2.3.5.2 Minimum Insurance Amounts

2.3.6 Protection of Government Property

2.3.7 Government Information Technology (IT) System

2.3.8 Directives, Instructions, and References

2.3.9 Invoicing Procedures

2.3.10 Forms

2.3.11 Cost Account Code (CAC) Reporting

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

2.6.3.1 Monthly Work Schedule

2.6.3.2 Annual Work Schedule

2.6.3.3 Work Schedule for Indefinite Quantity Work

2.6.3.4 Work Outside Regular Working Hours, and Its Request

2.6.3.5 Communication with Activities

2.6.4 Deliverables

2.6.5 Service Interruptions

2.6.6 Government’s Computerized Maintenance Management Systems (CMMS)

2.6.7 Quality Management System (QMS)

2.6.7.1 Quality Management (QM) Plan

2.6.7.2 Quality Inspection and Surveillance

2.6.7.3 Quality Inspection and Surveillance Report

2.6.7.4 Daily Report

2.6.8 Property Management Plan

2.6.9 System and Equipment Replacement

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Manager

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 On-Site Supervisor

2.7.1.5 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 N/A

2.8.4.2 One-Day Passes

2.8.4.3 Background Screening

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 N/A

2.9 Contractor Safety Program

2.9.1 Accident Prevention Plan (APP)

2.9.2 Activity Hazard Analysis (AHA)

2.9.3 Occupational Risk and Compliance Plans

2.9.3.1 N/A

2.9.3.2 Access/Haul Road Plan

2.9.3.3 Alcohol and Drug Abuse Prevention Plan

2.9.3.4 Asbestos Abatement Plan

2.9.3.5 Chemical Hazard Communication Program

2.9.3.6 Confined Space Program

2.9.3.7 Critical Lift Plan

2.9.3.8 Demolition Plan

2.9.3.9 Emergency Response Plans

2.9.3.10 Excavation/Trenching Plan

2.9.3.11 Fall Prevention and Protection Plan

2.9.3.12 Fire Prevention Program

2.9.3.13 N/A

2.9.3.14 Hazardous Energy Control Program

2.9.3.15 Health Hazard Control Program and Hazard Communication Program

2.9.3.16 Heat/Cold Stress Monitoring Plan

2.9.3.17 Lead Compliance and Abatement Plan

2.9.3.18 Radiation Safety Program

2.9.3.19 Respiratory Protection Program

2.9.3.20 Site Sanitation Plan

2.9.3.21 Temporary Facility Layout Plan

2.9.3.22 Underground Emergency Rescue Plan

2.9.3.23 Crane Package

2.9.3.24 Safety on Airfield, Fuel Storage Area, and Magazine

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 Safety Apparel on Jobsites

2.9.11 Radiation Safety Requirement

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 ODS Requirements for Refrigerant Recycling

2.10.2.2 Non-Hazardous Waste Disposal

2.10.2.3 Hazardous Waste Disposal

2.10.2.4 Spill Prevention, Containment, and Clean-up

2.10.2.5 Hazardous Material Management

2.10.2.6 Protection of Endangered and Threatened Species (Flora and Fauna)

2.10.2.7 Noise Control

2.10.2.8 N/A

2.10.2.9 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 Biobased Products

2.11 Disaster Preparedness

2.12 Technical Library

2.13 Warranty Management

2.14 FFP Work Procedures

2.14.1 Notification to the Government for Work Above the FFP Limitations

2.14.2 FFP Exhibit Line Item Numbers (ELINs)

2.15 IDIQ Work

2.15.1 Unit Priced Task (UPT) Work (Non-Negotiated)

2.15.1.1 Acceptance and Performance

2.15.1.2 Invoicing and Receiving Payment

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

2.15.2.1 IDIQ Preparation of Proposals

2.15.2.1.1 Labor Requirements

2.15.2.1.2 Material and Equipment Requirements

2.15.2.2 Issuance of Final Task Order

2.15.3 IDIQ ELINS

2.15.4 Submittals

0200000 - Management and Administration

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 0745 to 1630, 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 to the KO for approval at least 15 calendar days prior to requested day. Excludes work to be performed during specified hours.

2.2.2 N/A

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. The Contractor shall attend meetings as requested by the Contracting Officer.

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and Equipment

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

2.3.3 Partnering To increase the likelihood of successful performance of this contract, 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.

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

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

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

2.3.3.2 Contract Partnering

Administration

Upon award, the ACO will contact the Contractor, supported command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. A partnership agreement, The Charter, should be in place as early as possible so issues arising, even before work begins, can be resolved using the issues resolution process.

Replacement of Core Management Team members (stakeholders who attended the initial session and manage the contract work day-to-day) is discouraged since it will disrupt the synergy that has been developed. If replacement of a team member proves to be unavoidable, a follow-on partnering session must be held to officially turn the responsibilities of the position over to the new member.

The Core Management Team consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.

2.3.3.3 Contract Partnering

Session Attendees

The Contractor shall bring the necessary personnel to successfully partner on this contract. Asterisk indicates mandatory personnel.

President/Vice President

* Project Manager

* Quality Manager Site Safety and Health Officer

2.3.4 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.

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

Clause 52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

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

2.3.5.2 Minimum Insurance

Amounts

The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

(1) Comprehensive General Liability: ¥50,000,000 per occurrence.

(2) Automobile Liability: ¥20,000,000 per person, ¥50,000,000 per occurrence, ¥2,000,000 per occurrence for property damage.

(3) Workers' Compensation: As required by Japanese workers' compensation and occupational disease statutes.

(4) Employer's liability coverage: ¥10,000,000.

(5) Other as required by Japanese law.

2.3.6 Protection of

Government Property During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of negligence under this contract to their original condition at no cost to the Government.

2.3.7 Government

Information Technology (IT) System

N/A

2.3.8 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.

2.3.9 Invoicing Procedures Refer to Section G for invoicing instructions. Refer to Invoice Form in J- 0200000-04 and contract clauses. for sample.

2.3.10 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-05.

2.3.11 Cost Account Code

(CAC) Reporting

The Contractor may be required to provide a Cost Account Code (CAC) report monthly or as requested by the KO.

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.

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

2.4.1 Government-Furnished

Facilities (GFF) None.

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)

Refer to J-0200000-06.

2.4.4 Government-Furnished

Equipment (GFE)

Refer to J-0200000-06.

2.4.5 Government-Furnished

Services (GFS)

None.

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 (as to coating, Do not use coatings having a lead content over 0.06 percent by weight of nonvolatile content. The certificate of coating not over this amount shall be submitted every time the contractor uses a coating), 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 service orders 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, 24 hours, Monday through Sunday, seven days a week throughout the contract period, including federal holidays.

Submit work reception information.

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 four hours of the inquiry during regular working hours, and by 1145 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.

The Contractor will be required to provide close coordination with all concerning activities including but not limited Housing Office for establishment of work schedule.

2.6.3.1 Monthly Work

Schedule

Unless otherwise approved by the KO, the Contractor shall develop a monthly work schedule and shall submit this schedule to the KO and customer for approval normally no later than 15 calendar days prior to the start of the scheduled month. The Contractor may be requested to submit the schedule 30 calendar days prior to the start of the scheduled month depending on activities mission requirement. Monthly invoices not containing the required monthly work schedules will be considered incomplete and returned to the contractor. The schedule shall identify all work including work ordered under the indefinite quantity portion of the contract. The schedule shall indicate the scheduled start and completion dates, and shall identify indefinite quantity work if any by task order or job order number and title. Recurring services shall be identified and the date of performance shall be indicated. Changes or additions to any job that prevent the Contractor from completing the work on time or which change the scope of the work shall be reported to the KO and customer in writing.

If the need of additional or further work arises, the Contractor shall coordinate with the customer and FEAD to set up the schedule as soon as possible.

2.6.3.2 Annual Work Schedule Within 15 calendar days after contract award and within 15 calendar days of the Government's notice of exercising an option, the Contractor shall submit to the KO an annual schedule of planned performance of work in a format acceptable to the KO.

The 15 calendar days may be subject to change by the KO’s discretion.

2.6.3.3 Work Schedule for

Indefinite Quantity Work

Immediately after receipt of task order(s), and prior to starting the work (at least one working day in advance; confirm with KO) all work schedules for indefinite quantity work shall be submitted to and shall be approved by the KO and customer.

2.6.3.4 Work Outside Regular

Working Hours, and Its Request

Except as may otherwise be specified, all work shall be performed during regular working hours as defined in Section C. If the Contractor desires to carry on work outside of the station's regular working hours, he shall submit, no later than 15 calendar days prior to the requested date, a written application giving the specific dates, hours, location, type of work to be performed, contract number, and project title to the KO for approval consideration. Depending on the scale of the work, the Contractor may have to submit the request much earlier than the 15 calendar days prior to the requested date. The Contractor, therefore, well in advance, shall consult with the KO for its schedule. Trouble call work of emergency nature will not need this request.

2.6.3.5 Communication with

Activities

As specified in above item, it is the Contractor’s full responsibility to coordinate with and notify affected tenants/organizations/commands of the work schedule and system interruption duration even if the Government organization did the schedule notice. In addition, the Contractor shall maintain good and professional communication with them all the time.

Prior to any work, the Contractor shall notify activities and customers of the exact work schedule and duration of interruption of each system.

Notification deadline will be specified by the KO.

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.

2.6.5 Service Interruptions If any utilities or other services (including road, fire lane, fire protection systems and other systems) must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall request in writing a minimum of 15 calendar days prior to the desired work date. As soon as the request is approved by the KO/Security/Fire Dept or other Department, notify the affected tenants, and customers of the outage or closure.

Depending on the scale of the work, the Contractor may have to submit the request much earlier than the 15 calendar days prior to the requested date. The Contractor, therefore, well in advance, shall consult with the KO for its schedule.

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 Government’s

Computerized Maintenance Management Systems

(CMMS)

The Contractor shall support the Government to provide a CMMS to manage all service operations and performance data and shall provide all required data as identified below.

The Contractor will be requested to provide serial number to each equipment (unless the number has already been provided on site or in this solicitation) so the Government can prepare basic data.

The Contractor, in his any maintenance reports, will be required to indicate the number and equipment name per each work report. This will be essential for the Government to input data into CMMS. Details about format will be addressed by the Government personnel in charge of the CMMS after the award of the contract or when the Government needs to input data into CMMS.

The Contractor’s CMMS shall record and report compiled service performance data by electronic “flat-file” for exportation of performance data to Government’s Single Platform MAXIMO (SPM) system.

When the Government needs to input Maintenance data into CMMS, following will be applied (at no additional cost to the Government);

Required service performance data fields that may be required for all work performed in 1502000 Facility Investment and guidance are indicated in J-0200000-11 or in separate files, such as NAVFAC Contractor Data Requirements. The Contractor agrees to provide up to 10 extra data elements or field rows with as many as 150 characters per element or row for the Government to define during contract performance, and also to continue to deliver required performance data into any future Government MAXIMO versions at no additional cost to the Government.

Data shall be provided to the Government upon the completion of maintenance via flat file, unless otherwise directed by the KO.

Note:

In any case, as soon as the Contractor completes installing a new equipment (under FFP work or IDIQ work), the Contractor shall fill out and submit ICAP Inventory List (refer to J-0200000-05), which will be utilized by the Government for CMMS.

2.6.7 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.

2.6.7.1 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 o List of personnel o Responsibilities & lines of authority o Training and qualifications

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

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

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

• Documentation and records management

• Communication with government (customers)

2.6.7.2 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.

2.6.7.3 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 or previous occasion. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.7.4 Daily Report The Contractor will be requested to submit Daily Report, per Section F, for the day worked on.

2.6.8 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.

2.6.9 System and Equipment

Replacement

The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work. Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced.

Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below.

Note: The Contractor will not be allowed to bring any employees aboard Unites States Forces, Japan (USFJ) installations and areas from countries listed in under USFJ Instruction 31-204 (Designated Third Country Nationals.)

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.

Key personnel shall be able to communicate in English, or the Contractor shall provide interpreter for them.

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.

Any potential replacement of departing key personnel shall be subject to the acceptance of the Government.

One person cannot share all the positions of these key personnel.

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 available on-site within two hours after the Government’s request. The PM (including alternate) shall be an employee of the prime contractor. Sub-contractor employee cannot assume PM and alternate PM.

PM shall have at least three 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 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 three years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager may 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 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 may be the same person as the project manager but shall have fulfilled the pre-requisite qualification and experience.

Note: Host Nation Safety training may be considered to the equivalent 30 hour OSHA Construction safety class training requirement. The Japan Construction Safety and Health Association (JCSHA) provides the construction safety course "Kouji Shunin", or "Course for Construction Site Managers", which is an acceptable equivalent to the 30-Hour OSHA Construction Safety Course mentioned above. Completion of this training will fulfill the requirements.

2.7.1.4 On-Site Supervisor The Contractor shall provide an on-site supervisor(s) who has maintenance experience on the system worked on or on systems similar to listed systems at least three years.

2.7.1.5 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.

The Contractor shall ensure that all Contractor personnel have received proper safety training, appropriate to their respective jobs.

The Contractor shall implement an ongoing training program that refreshes the safety skills, qualifications and awareness of the Contractor workforce on a regular, periodic basis. The details of the Contractor’s safety training program shall be included as part of the Contractor’s Accident Prevention Plan, as required in Spec Item 2.9.1.

Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures, or the Contractor shall provide interpreter for them.

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 4 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 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 Japanese citizenship or Legal Residency within Japan 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.

a. The Contractor shall comply with all activity security requirements. Upon request, the Contractor shall submit the name and address of each employee performing work under this contract and shall have the employees fill out questionnaires and other forms required for security.

b. Neither the Contractor nor any of his employees shall disclose or cause to be disseminated any information concerning the operations of the activity which could result in or increase the likelihood of the possibility of a breach of the…