0200000 F Management and Administration v2.8.pdf

0200000 – Management and Administration

SECTION F: DELIVERIES OR PERFORMANCE

Section F – 0200000

Management and Administration

DELIVERABLES

Annex/

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.2.1.2

N/A Request to Work

Outside

Government’s

Regular Working

Hours

At least seven calendar days prior to requested day.

KO and

COR

1 As required

0200000/

2.3.1

N/A Sign-In Sheets and

Minutes

Within two working days.

KO, COR

and all attendees

1 As required

0200000/

2.3.1

N/A Final Revision of

Minutes

Within two working days.

KO, COR

and all attendees

1 As required

0200000/

2.3.4

N/A Permits and

Licenses

Before work commences and as requested by the KO.

KO and

COR

1 As specified

0200000/

2.3.5

N/A Certificate of

Insurance

At least 30 calendar days prior to start of contract performance.

KO and

COR

1 As specified

0200000/

2.6.7.1

N/A Quality

Management Plan

At least 30 calendar days prior to start of contract performance and within 15 calendar days prior to any changes.

KO and

COR

1 As specified

0200000/

2.6.7.2

N/A QC Inspection File Within five calendar days of completion/ termination of the contract.

KO and

COR

1 As specified

0200000/

2.6.7.3

N/A Contractor Quality

Inspection and

Surveillance

Report

First work day of each month.

KO and

COR

1 Monthly

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.7.1

N/A List of Key

Personnel and

Qualifications

At least 30 calendar days prior to start of contract performance.

KO and

COR

1 As specified

0200000/

2.7.1

N/A Organizational

Chart

At least 15 calendar days prior to start of contract performance.

KO and

COR

1 As specified

0200000/

2.7.2.6

N/A Proof of Legal

Residency

Prior to be admitted to site of work.

KO and

COR

1 As specified

0200000/

2.7.3

N/A Contractor Labor

Hours (eCMRA)

Report

No later than 31

October.

KO and

COR

1 Annually for labor executed during the period of performance during each

Government fiscal year

(FY)

0200000/

2.8.1

N/A Employee List Upon request. KO and

COR

1 As required

0200000/

2.8.8

N/A Personnel Security

Investigation (PSI), Fingerprint Card

(FD87), and OF-

306 Declaration for

Federal

Employment

Prior to employee access to sensitive unclassified information.

KO, COR,

and

Security

Manager

1 As required

0200000/

2.9.1

N/A Accident

Prevention Plan

At least 30 calendar days prior to start of contract performance and

15 calendar days prior to any changes.

KO and

COR

1 As specified

0200000/

2.9.2

N/A Activity Hazard

Analysis

Together with the

Accident

Prevention Plan and for changes.

KO and

1 As specified

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.9.3

N/A Compliance Plans, Programs, and

Procedures

Together with the

Accident

Prevention Plan and for changes.

KO and

COR

1 As specified

0200000/

2.9.5

J-0200000-XX NAVFAC

Contractor Incident

Reporting System

(CIRS)

Within five calendar days of accident.

KO and

COR

1 As required

0200000/

2.9.7

N/A Monthly On-Site

Labor Report

First work day of each month.

KO and

COR

1 Monthly

0200000/

2.9.8

N/A OSHA Citations and Violations

Corrective Action

Report

Within 48 hours after receiving a citation.

KO and

COR

1 As required

0200000/

2.9.10

N/A Safety

Certifications

At least 15 calendar days prior to start of contract performance and prior to expiration of certifications.

KO and

COR

1 As specified

0200000/

2.10.2.21

N/A Class I and II ODS

Report

Within 24 hours following delivery of refrigerant to

DLA

KO and

COR

1 As required

0200000/

2.10.2.3

N/A Solid Waste

Management

Reports

Within three months after start of contract performance and annually by

October 10th thereafter

KO and

COR

1 As specified

0200000/

2.10.2.3

N/A Recycling Weight

Ticket Receipts

As Specified KO and

COR

2 Quarterly

0200000/

2.10.2.5

N/A Waste Stream

Determination

At least 30 calendar days prior to start of contract performance and within 14 days of identification of any new waste stream.

KO and

1 As required

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.10.2.7

N/A Spill Report Within 48 hours of spill occurrence

KO and

COR

1 As required

0200000/

2.10.2.85

J-0200000-07 Contractor

Hazardous

Material Inventory

Log

Within 15 calendar days after the end of each calendar year and at termination of the contract.

KO and

COR

2 Annually

0200000/

2.10.2.12

N/A Asbestos

Containing

Material (ACM)

Written notification within 24 hours of discovery

KO and

COR

2 As specified

0200000/

2.15.2.102

00000/

2.10.3.2

N/AN/A Non-Recurring

Work

ProposalsRecovere d Material

Certification

Within two working days following receipt of request .As specified

KO and

CORKO

and COR

11 As requiredWhe n a product containing recovered materials is equal to or better than the original and could be used.

0200000/

2.15.2.1

N/A Non-Recurring

Work Proposals

Within two working days following receipt of request

KO and

1 As required

<<Note to Spec Writer:

DELIVERABLES FORM PREPARATION INSTRUCTION

1. Prepare a Deliverable Report Preparation Instruction for each deliverable requirement. Specify information that should be included in the report. Instructions should be meaningful, complete, and clear. If another document provides instructions, reference the instruction paragraph and state where/how the Contractor may obtain the referenced document (e.g., Existing permit is on file in the Technical Library.”). If no specific format is required, state that Contractor’s format is acceptable. If specific Government forms are to be used by the Contractor, prepare and insert the blank forms into Section J. Only insert forms that are required for Contractor use. If a Contractor-provided form is acceptable, no Government form is required.

2. Instruction form preparation (see sample form below):

Government Approval Required:

Check “yes” if you want the Contractor to submit a “draft” document for Government approval, before a

“final” document is submitted.

Check “no” if you do not need the Contractor to submit a “draft” document for Government approval before a “final” document is submitted, or if Government approval is not required even for a “draft”.

For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

Media:

Check the type(s) of document you want the Contractor to submit (hard copy, electronic and/or direct input into a system). For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

For “Electronic” specify in the preparation instructions if you want the report by e-mail, diskette or CD.

Direct system input means inputting the information into an established Government system such as

DCPDS or MODERN (for HRO) and SPM. It does not mean inputting into an Access or Excel database, etc.

Instructions:

Do not include contract performance requirements here that belongs in the PWS

Include any other special instructions or information the Contractor needs to prepare the deliverable (e.g., data must be input into a specific system).

If report is required electronically, note if the report should be e-mailed or submitted on CD or diskette (3.5 diskette, 100MB or 250MB zip disk). If applicable, specify the required file format (i.e. Excel, Word, Access, etc.).

Include description of approval chain (if required).

An example of unclear instructions: “As determined by the Contractor to include all applicable regulatory information.”

Deliverables Form Preparation Instructions

Deliverable Title: Request to Work Outside Government’s Regular Working Hours

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Emergency Planning and Community Right-To-Know Act (EPCRA) Report

Form Attachment No.: J-0200000-XX

Government Approval Required: X Yes ___ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

2. Include the following:

a. EPCRA Plans and Procedures:

1) Hazardous Materials Planned for Use: Include an inventory of hazardous materials planned for use, including estimated quantities, and a copy of the corresponding material safety data sheets (MSDS) for hazardous materials expected to be used for this contract during each calendar year. The inventory shall include all information required to complete the Contractor Hazardous

Material Inventory Log shown in the Form Attachment. This report shall be submitted to the KO and Environmental Compliance Office via the KO.

2) Plan for protecting personnel and property during the transport, storage, and use of the materials.

3) Emergency procedures for spill response and disposal, including a site map with approximate quantities on site at any given time. The site map, showing where the hazardous substances are stored, shall be attached to the inventory.

4) Approved labeling system to identify contents of all containers on-site.

b. Hazardous Materials Actually Used: Include an inventory of the actual hazardous materials used, including include quantities, to the KO and Environmental Compliance

Office via the KO. The inventory shall include all information required to complete the

Contractor Hazardous Material Inventory Log shown in the Form Attachment.

3. Submit additional information to the Government as requested to support EPCRA reporting requirements.