SECTION J - N4008519R9807 Part 2.pdf

ATTACHMENT J-0200000-06

FORMS

CRANE AND RIGGING GEAR ACCIDENT REPORT

CRANE AND RIGGING GEAR ACCIDENT REPORT

Accident Category: Crane Accident Rigging Gear Accident From:

UIC:

To: Navy Crane Center Bldg. 491 NNSY Portsmouth, VA 23709 Fax: 757-967-3808

Activity: Report No:

Crane No: Category: Accident Date: Time: hrs:

Category of Service: SPS GPS Crane Type: Crane Manufacturer:

Was Crane/Rigging Gear Being Used in SPS: Yes No Was Crane/Rigging Gear Being Used in a Complex Lift/Critical

Non-Crane Rigging Operation: Yes No Location: Weather:

Crane Capacity: Hook Capacity: Weight of Load on hook:

Fatality or Permanent Disability? Yes No

Reported to NAVSAFECEN? Yes No

Material/Property Cost Estimate:

Accident Type:

Personal Injury Overload Derail Damaged Rigging Gear

Load Collision Two Blocked Dropped Load Damaged Crane

Crane Collision Damaged Load Other: Specify

Cause of Accident:

Improper Operation Equipment Failure Inadequate Visibility

Improper Rigging Switch Alignment inadequate Communication

Track Condition Procedural Failure Other: Specify

Chargeable to:

Crane Walker Rigger Operator

Maintenance Management/Supervision Other: Specify

Crane Function:

Travel Hoist Rotate Luffing Telescoping Other N/A

Is this accident indicative of a recurring problem? Yes No

If yes, list Accident Report Nos.:

ATTACH COMPLETE AND CONCISE SITUATION DESCRIPTION AND CORRECTIVE/PREVENTIVE ACTIONS TAKEN ASENCLOSURE (1). Include probable cause and contributing factors. a Assess damages and define responsibility. For equipment malfunction or failure, include specific description of the component and the resulting effect or problem caused by the malfunction or failure. List immediate and long-term corrective/preventive actions assigned and respective codes.

Preparer: Phone: E-mail: Code: Date:

Concurrences: (Include Code, Signature and Date)

Code: Date:

Code: Date:

Certifying Official (Crane Accident Only): Code: Date:

Brief Description:

Background and Detailed Description:

Corrective Actions:

ATTACHMENT J-0200000-06

FORMS

CRANE AND RIGGING GEAR ACCIDENT REPORT (CONT’D)

CRANE AND RIGGING GEAR ACCIDENT REPORT INSTRUCTIONS

This form is designed for fax transmission without a cover page or by e-mail and, with enclosures and signatures, shall be the official document. Electronic submission will be accepted without signatures but the names of the preparer, concurring personnel, and certifying official (for crane accidents only) shall be filled in. The e-mail address is m_nfsh_ncc_accident@navy.mil.

The fax number is (757) 967-3808.

1. Accident Category: Indicate either crane accident or rigging gear accident.

2. From: The naval activity that is responsible for reporting the accident and UIC number.

3. Activity: The naval activity where the accident took place.

4. Report No.: The activity assigned accident number (e.g., 95-001).

5. Crane No.: The activity assigned crane number (e.g., PC-5), if applicable.

6. Category: Identify category of crane (i.e., 1, 2, 3, or 4), if applicable.

7. Accident Date: The date the accident occurred.

8. Time: The time (24 hour clock) the accident occurred (e.g., 1300).

9. Category of Service: Check the applicable service (SPS as defined by NAVSEA 0989-030-7000).

10. Crane Type: The type of crane involved in the accident (e.g., mobile, bridge), if applicable.

11. Crane Manufacturer: The manufacturer of the crane (e.g., Dravo, Grove, P&H), if applicable.

12. SPS: Was the crane or rigging gear being used in an SPS lift?

13. Complex lift: Was the crane or rigging gear being used in a complex lift?

14. Location: The detailed location where the accident took place (e.g., building 213, dry dock 5).

15. Weather: The weather conditions at time of accident (e.g., wind, rain, cold).

16. Crane Capacity: The certified capacity of the crane (e.g., 120,000 pounds), if applicable.

17. Hook Capacity: The capacity of the hook involved in the accident at the max radius of the operation, if applicable.

18. Weight of Load on Hook: If applicable, the weight of the load on the hook.

19. Fatality or Permanent Disability?: Check yes or no.

20. Material/Property Cost Estimate: Estimate total cost of damage resulting from the accident.

21. Reported to NAVSAFECEN?: Self-explanatory.

22. Accident Type: Check all that apply.

23. Cause of Accident: Check all that apply.

24. Chargeable to: Check all that apply.

25. Crane Function: Check all functions in operation at time of accident. Check N/A if a rigging gear accident.

26. Is this a recurring problem: Check yes or no. Identify any other similar accidents.

27. Situation Description/Corrective Actions: Self-explanatory.

28. Preparer: Self-explanatory.

29. Concurrences: Self-explanatory.

30. Certifying Official (Crane Accidents Only): Self-explanatory.

31. Brief Description: No more than one paragraph summarizing the resultant incident.

32. Background and Detailed Description: Provide the relevant background in a descriptive timeline of preconditions leading up to the event, as well as a detailed description of the event.

33. Corrective Actions: List all short term and long term corrective actions that are taken to prevent recurrence of the incident.

Short Term Corrective Actions are those actions taken that will allow return to work in short time frame. Long Term actions are more ‘programmatic’ in nature and typically include: process revision, changes in training, ‘mistake proofing’, etc.

ATTACHMENT J-0200000-07

GOVERNMENT-FURNISHED PROPERTY, MATERIALS, AND SERVICES

**** NONE ****

ATTACHMENT J-0200000-08

REFUSE CONTRACTOR-FURNISHED PROPERTY

The Contractor shall provide all equipment, materials, and services to perform the requirements of this contract. Such equipment shall be subject to the inspection and approval of the Contracting Officer prior to and during the life of the contract. The Contractor shall provide:

Vehicles. The Contractor shall use vehicles specifically designed for refuse collection that have watertight bodies and which do not permit loss of refuse. Collection vehicles shall be operated in accordance with activity rules and regulations while in the activity area, and shall be kept closed when moving or when not actually engaged in collection wastes. Open-box trucks, without a cover, shall not be used except for the collection of bulky items. All vehicular equipment shall be maintained in good repair and in a safe, clean, and well painted condition. The Contractor’s name shall be painted or otherwise displayed prominently on both sides of each Contractor owned vehicle. All vehicles shall be operated in accordance with Base Traffic Regulations and if radio equipped, radios will comply with the Base Radio frequency regulations. The Contractor shall have sufficient equipment for backup of regularly assigned vehicles to insure completion of contract requirements in the event of breakdown or other equipment problems.

Waste and recycle containers. All waste and recycle containers shall be standard commercial-industrial type, of heavy gauge metal construction; leak proof and shall hold all types of refuse or garbage without the contents being blown by the wind; and designed for mechanized handling and hoisting mechanism of the collection vehicles. Waste and recycle containers that are mounted on wheels shall have a positive breaking/locking device to prevent inadvertent movement. Waste and recycle containers shall be freshly painted at the start of the contract, and maintained in such conditions during the term of the contract to maintain a pleasing appearance. All doors, lids, hinges, rollers, breaking devices, and other moving parts shall be maintained to keep waste and recycle containers serviceable. The Contractor’s name shall be prominently displayed on container. Unsanitary waste and recycle containers as determined by Health Authorities or PAR; damaged, leaking, rusting, and unsightly shall be replaced within twenty-four hours of notification by OIC.

ATTACHMENT J 1502000-09

EXAMPLE: PM/FI QUALITY INSPECTION AND SURVEILLANCE/WORK ORDER SUMMARY REPORT

MARFORRES & NAVFAC

See spec item 2.6.7.3 submitted per spec item 2.6.4.

January XX, FYXX Naval Facilities Engineering Command Midwest ATTN:

Contracting Officer (KO)

Contract Specialist

Contracting Officer Representative (COR)

Facilities Service Contract Manager

(FSCM)/ (COR)

520 Dewey Avenue, Building 5 Great Lakes, IL 60088-2913

Subject: Monthly Report for (JAN, FEB, MAR, X, XX, XXX) Dear Government:

o General:

o Quality Management Plan is being followed per 2.6.7.3. The Quality Inspection and Surveillance Report for this month is provided as Attachment XXX. (The contractor must attach all documents singed by their technician for all spec items serviced/PM’d for the month). Example forms provided in section J-1502000-26.

This letter provides a summary of (enter your company name) activities on this contract for

(enter month) FY?? Facility Investment Services:

o Prepared and submitted a Work Order Summary Report for (enter month) FYXX.

o The discrepancy identified in building XX, remains outstanding. An estimate to correct this deficiency has been submitted for review.

o (List any and all) outstanding deficiencies. An estimate to correct this deficiency has been submitted for review.

o The (enter upcoming month FYXX) PM Schedule for each building was provided via email notification in the previous month.

o Inspection, Testing, and Certification Summary Report: (List all applicable and items not applicable for that month) Elevators: Not applicable for this month.

Boilers/UPVs: Not applicable this month.

Lifts: Not applicable this month. Cranes: Not applicable for this month.

Backflow preventers: Not applicable this month.

Fire Protection Systems: Not applicable this month.

QUALITY INSPECTION AND SURVEILLANCE REPORT (CONT’D)

o Inspection, Testing, and Certification Schedule:

Cranes: Annual certification will take place in (enter month) FYxx.

Fire Protection Systems: Annual fire protection inspection will take place in (enter month)

FYxx.

o Inspection, Testing, and Certification Forms:

Vertical Transportation Equipment (VTE) Forms are attached per MO-118.

Weight Handling Equipment (WHE) Forms are attached per P307.

o Completed XX Work Orders (enter WO numbers) not in investigating or awaiting signature.

o Work Orders approved, but not yet completed, with status note.

Interior double doors, Ticket Number: (Location) 20160425112919. Awaiting material.

o Completed PM activities across all buildings (see follow-on /checklists), with no exceptions. Some

PM is being performed by outside vendors (e.g., such and such). Records of completed maintenance performed by outside vendors will be provided, when applicable.

o Preventative Maintenance (PM) Program Summary Report: (List all applicable and items not applicable for that month). Attach service check sheet for all items.

Air Filter Replacement: Not applicable for this month.

Interior and Exterior Lighting Systems: Not applicable for this month.

Entrance Gates/ Card Readers/ Controls: Not applicable for this month o Task Orders - Non-Recurring and Recurring: (List all Task Order, service provided and status)

Task Order 0001 (Item 0001; bulk funding, base year):

Door replacement task (No. 1) has been completed.

Electrical panel issues task (No. 2) including testing, tracing, and labeling electrical panels at buildings XX and XXX has been completed.

Additionally:

Recurring and Non-recurring work is accessed monthly and documented on a Performance Assessment Worksheet (PAW).

Work Orders (WO) and IDIQ Task Orders (TO) require 100% assessment. This means that all (WO) and (TOs) must be verified as satisfactorily complete prior to payment.

The Government recommends the contractor partner with the site POC immediately after completion of recurring service to ensure PAWs documentation is accurate.

Sincerely, Company and/ or Point of Contact

QUALITY INSPECTION AND SURVEILLANCE REPORT (CONT’D)

Maximo data pull or excel formate is acceptable.

Example: Annual ongoing Work/Service Order log submitted monthly* (Insert location, City and State) Log

# Site (Date Requested

Description of Repairs (Date approved)

Date Completed

Comments

WO# MFR # Invoiced Status Cost Signed Fwrd

INVOICED

1 (Location) 8/4/2014 ExteriorLights

(10/23/2014) 11/7/2019 SUB (LN)008 Nov COMPLETED $

8 246 31 Y

2 (Location) Sauna timer 5/31/2019 (LN)175 31171513173328 May COMPLETED $ 600.39 Y

3 (Location) Rollup door 6/22/2019 SUB (LN)176 31171513155613 June COMPLETED $ 913.12 Y

3 (Location) De-winterize park 5/24/2019 (LN)177 31171517135315 May COMPLETED $ 426.18 Y

4 (Location) Failed supply 6/22/2019 (LN)179 31171519131353 June COMPLETED $ 426.18 Y

5 (Location) Failed Ballast in 6/27/2019 (LN)180 31171519153337 June COMPLETED $ 367.75 Y

6 (Location) Broken water line 5/25/2019 (LN)181 31171532121219 May COMPLETED $ 933.33 Y

7 (Location) Water in 5/27/2019 (LN)182 31171537191113 June COMPLETED $ 766.70 Y

8 (Location) Cracked toilet in 6/27/2019 (LN)183 31171531111535 June COMPLETED $ 568.93 Y

9 (Location) Faulty flush 6/22/2019 (LN)184 31171531113313 June COMPLETED $ 455.31 Y

10 (Location) 6/1/2017 Leaking wax ring 6/27/2019 (LN)185 31171531113323 June COMPLETED $ 329.42 Y

11 (Location) 6/1/2017 Replace failed 6/14/2019 (LN)186 31171531113223 June COMPLETED $ 813.81 Y

COMPLETE READY TO INVOICE

12 (Location) Overhead heating 7/12/2019 SUB (LN)157 31171313193211 July COMPLETED $

8 599 05 Y

13 (Location) Failed AC unit - 6/20/2019 SUB (LN)187 31171617175613 July COMPLETED $ 1 145 78

Y

14 (Location) Repair 3 failed 7/1/2019 (LN)188 31171632135753 July COMPLETED $ 1 128 15

Y

APPROVED FOR EXECUTION

15 (Location) Change orientation of door and (LN)177 20170302094046 $ 990.88 N

17 (Location) 7/7/2017 Fan failed in (LN)193 31171717152321 $ 711.54 N

17 (Location) 7/7/2017 AC unit not (LN)196 31171718112511 $ 5 378 11

N

18 (Location) Gutter & down spout pulled away (LN)198 20170714091118 $ 351.77 N

A W AWAITING NAVFAC APPROVAL TING APPROVAL

19 (Location)

3/27/2015 Repair Building lights

4/17/2019 (LN)067 $ 8,362 Y

20 (Location) Re-mum Bldg, (LN)189 31171633133231 $ 1 270 75

N

21 (Location) Ceiling tiles wet (LN)201 31171735182131 $ - N

22 (Location) Intermittent leak (LN)202 31171735183631 $ - N

ON HOLD AWAITING NAVFAC/MFR

23 (Location) In room 108 - (LN)146 31171333183855 $ - N

CANCELED

24 (Location) Front hatch not Cancelled (LN)141 31171135123721 $ - N

25 (Location) Bldg., Creeping Cancelled (LN)172 31171339193326 $ - N

Example: Preventative Maintenance Inspection Schedule by loaction

Equipment (List all) Designation Building Date/Week of Service Notes Inspection Log - Annual

Hydronic Radiant Wall HRWH-1 - 150 Overhead Heating OHU-1 - 150

Furnace - Forced Air, FG-1, FG-2 1104

Heater - Unit, Forced HUE-1 1104 Boiler B-1 1109

Coil - Duct (Hot CD-1 1109

Boiler (Steam) B-1 1110

Condensate Return CRU-1, 1110

Heater - Unit, Forced Air, HUW-1 1110

System Water - SW 1110

Heater - Unit, Forced HUG-1, 1112

Pump - Sump SP-1, SP-2 1112 Inspection Log - Semiannual

Air Conditioner - ACS-1 - 1103 Fan - Unit (Wall) EF-1 1103

Air Conditioner - ACS-1 - 1104 Air Conditioner - ACP-1 1104 Coil - Duct CD-1, CD- 1104

Fan - Unit (Roof) EF-1 - EF-3 1104 Fan - Duct (Vehicle EF-4 1104

Inspection Log - Quarterly Lighting - Exterior LE 1103 Lighting - Interior LI 1103

Inspection Log - Monthly

Eyewash Station 1103

Example: Preventative Maintenance certification schedule by location

List all Certification Designation Location Building Manuf/Supplier Model Date of Notes

Monorail Crane Bridge Crane Boiler

UPV

Vehicle Lifts

Backflow Preventer

Elevators

PERFORMANCE ASSESSMENT REPRESENTATIVE SIGNATURE: DATE:

ATTACHMENT J-0200000-09

EXAMPLE MONTHLY QUALITY INSPECTION AND SURVEILLANCE REPORT (CONT’D)

SITE MONTHLY PERFORMANCE ASSESSMENT WORKSHEET (PAW)

Rating Definition Note

Exceptional Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor was highly effective.

To justify an Exceptional rating, identify multiple significant events and state how they were of benefit to the Government. A singular benefit, however, could be of such magnitude that it alone constitutes an Exceptional rating. Also, there should have been NO significant weaknesses identified.

Very Good Performance meets contractual requirements To justify a Very Good rating, identify a and exceeds some to the Government’s benefit. significant event and state how it was a benefit The contractual performance of the element or to the Government. There should have been sub-element being assessed was accomplished no significant weaknesses identified.

with some minor problems for which corrective actions taken by the contractor was effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. There should have been NO significant weaknesses identified. A fundamental principle of assigning ratings is that contractors will not be assessed a rating lower than Satisfactory solely for not performing beyond the requirements of the contract.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

To justify Marginal performance, identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the Government. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g., management, quality, safety, or environmental deficiency report or letter).

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

To justify an Unsatisfactory rating, identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the Government. A singular problem, however, could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g., management, quality, safety, or environmental deficiency reports, or letters).

ATTACHMENT J-0200000-10

MAXIMO DIRECT ENTRY

PURPOSE AND OVERVIEW

This document provides the process steps required to initiate Contractor submission of Flat File or Direct Entry Maximo data.

This documents not intended to be a comprehensive “how to” manual but rather a reference document that points to the appropriate documents, personnel, training, and access requirements.

Online Training Resources

ML Maximo Guides: https://hub.navfac.navy.mil/webcenter/portal/midlant/Maximo

PDT Training: https://hub.navfac.navy.mil/webcenter/portal/bd/page1881

‐ Maximo Overview ‐ Managing Assets (this one should receive some guidance from the PW Maximo manager).

‐ Maximo PM I and II ‐ Maximo Service Requests & work orders

CIO Helpdesk Support

ML CIO Helpdesk STS: https://apps.navfac.navy.mil/pls/apex/f?p=198

Click on “New Request” Category = “Application

Support” Sub-Category = “Maximo”

Enter appropriate information into the “Title” and “Problem” fields. Click on “Submit”

NAVFAC MAXIMO SYSTEM ACCESS PROCEDURES

Purpose e and Overview

In order to obtain access to NAVFAC Maximo fo r direct entry, Contractor personnel must obtain a Common Acces s Card (CAC) with DoD PKI certificates for the access to Government Information Systems (IS) and must have an account established within NAVFAC Maximo.

CAC Application Procedures

Once the Contractor has provided the list of personnel requiring Maximo accounts, the Government Trusted Agent (TA) will sponsor the Contractor personnel initiating the process to obtain a CAC. Contractor personnel must submit an application for the CAC within the Trusted Associate Sponsorship System (TASS). Contractor personnel must log into TASS within seven days of the application's approval and must complete the application for a CAC within 30 days of the initial login. More information can be found at: http://www.cac.mil/common-acces s - card/getting-your-cac/for-contractors /.

After approval in TASS, the Contractor personnel must go to a Real-Time A u t o m a t e d Personnel Identification System (RAPIDS) site for final verification and issuance of the CAC with associated DoD PKI certificates.

NAVFAC Maximo Account Request s

The Contractor shall submit a request for establishing a NAVFAC Maximo accounts to the Contracting Officer using the System Access Authorization Request – Navy (SAAR-N) form (OPNAV 5239/14), Attachment 4, and indicate the role the user will have and the specific account privileges desired. Account requests SHALL NOT be submitted prior to having received a CAC.

Specific steps for requesting account access include:

Complete Information Assurance (IA) training o Cyber Awareness Challenge version 3.0 (current requirement, subject to change based on policy) o Annual IA training is required to maintain access to Government IS

Submit a complete and digitally signed SAAR form detailing the following required access:

o Requesting a NITC portal SSO account o Requesting a STS account o Request a NAVFAC Maximo accounts

After the SSO/STS accounts are created, submit a STS ticket requesting a new Maximo accounts.

The local NAVFAC Business Office will determine level of access and restrictions for users by configuring NAVFAC Maximo Work Center access. The Contractor will receive notification that the NAVFAC Maximo accounts has been created and NAVFAC Maximo access URL details.

NAVFAC MAXIMO DATA REPORTING

This section details the process required for proper submission of Contractor work order, asset, specification, and condition assessment data for NAVFAC Maximo. The data is required for the Government’s use in long term asset management and planning.

Consult the NAVFAC Maximo User Guide, Appendix D001 for further information a b o u t the transfer of data to NAVFAC Maximo. Contact the NAVFAC Maximo Program Manager or your FEC Maximo lead if you have specific questions about these requirements.

PURPOSE A N D OVERVI EW

The purpose of this document is to provide guidance on how data is to be recorded and provided by the Contractor in reporting Service Provider, Asset, Specification, and Characteristic Meter Reading Information for NAVFAC Maximo. This document outlines the methods that must be utilized b y the Contractor and associated NAVFAC business process and procedures for how data is to be submitted.

GENERA L TYPES OF DATA

Work Order Data

Work order data includes all necessary information for the documentation of all completed work orders, including, but not limited to , work orders, preventive maintenance (as performed under the PM program or as part of IMP), and work issued as IDIQ. Specific NAVFAC Maximo fields required for work order data are listed on the Service Provider Information spreqdsheet provided in Attachment 1.

Asset Data

Asset data includes the specific details necessary for proper identification and tracking of assets. Asset data must be updated for all completed work orders where an asset is repaired, replaced, installed, or otherwise affected. Specific NAVFAC Maximo f i e l d s required for asset data are listed on the Asset Information spreadsheet provided Attachment 2. Utilities assets require the additional data listed on the Specification Information spreadsheet provided in Attachment 2A. When replacing existing assets, the Contractor shall change the status of the current asset to decommissioned or DEA, which will remove it from the maintenance plan and add the new asset.

Condition Assessment Data

Condition assessment data includes all necessary information for the accurate condition rating of all assets in support of the Infrastructure Condition Assessment Program (ICAP). Specific NAVFAC Maximo fields required for condition assessment data are listed on the Characteristic Meter Reading Information spreadsheet provided in Attachment 3

METHODS FOR DATA SUBMISSION

The Contractor shall provide work order, asset, specification, and condition assessment data. Additional details are provided below for submission of data via Direct Entry and Flat File methods.

METHOD 1: Direct Data Entry

In this method a Contractor obtains authorized access as specified above and directly enters data into NAVFAC Maximo. All reference value verification is provided by NAVFAC Maximo.

All Contractors who obtain authorized access will be granted entry only within the applicable NAVFAC Maximo screens necessary to enter work order, asset, specification, and condition assessment data. Contractors are only authorized to view, edit, report or otherwise access data related to their work. Any unauthorized attempt to do otherwise may be grounds for removal of access privileges. Contractors will be assigned a specific work center code for their work and shall utilize this code for all such data entry and retrieval.

METHOD 2: NAVFAC M a x i m o Flat File Data Exchange

The Contractor will u t i l i ze the data formats contained in the Service Provider Information provided Attachment 1, Asset Information provided in Attachment 2, Specification Information provided in Attachment 3, and Characteristic Meter Reading Information provided in Attachment 4. The Contractor shall use their own internal systems to generate the flat file data into the format required. The Contractor is responsible for ensuring that data is correct and validated to meet the Maximo data requirements. If any data gets rejected the Contracting Officer (or designated Government Person) will send the data back to Contractor and the Contractor shall correct and resubmit the data. In all cases of data rejects, the Contractor shall communicate with the Contracting Officer (or designated Government Person) to rectify the data rejects.

Flat File Data Validation and Preparation

NAVFAC Maximo h a s several interfaces to assist in data transfer, many interfaces are used for multiple purposes to efficiently load or modify existing data in the system. Because of those multiple uses for each interface there are strict rules on how the data must be prepared for successful submission and loading.

The format required for flat files is detailed in the spreadsheets described below:

SERVICE PROVIDER I N F O R M A T I O N – (Spreadsheet provided in Attachment 1) –contains the format and data elements for submission of Work Order Information.

ASSET INFORMATION – (Spreadsheet provided in Attachment 2) – contains the format and data elements for submission of new or updated Asset Information.

SPECIFICATION INFORMATION – (Spreadsheet provided in Attachment 3) – generally only used for Utilities assets, contains the format and data elements for submission of additional fields related to new or updated Asset Information.

CHARACTERISTIC M E T E R READING I N F O R M A T I O N – (Spreadsheet provided in Attachment 4) – contains the format and data elements for submission of updated Condition Assessment Information.

The Contractor is required to validate their data prior to submission to minimize data rejects. To assist the contractor in data validation, the appropriate reference values will be provided by the Government and updated as changes occur. The reference files contain the valid data values for specific fields within Maximo at a specific time. Due to the frequent nature of changes for some value lists within Maximo ( e.g., new assets added or status being changed), this file will be directly transferred from a local PW Representative to the Contractor as changes occur. The Contractor shall communicate with the Contracting Officer if any data values need to be added.

Examples of data requiring validation:

A current list of the valid Manufacturer’s (Company) Name values in NAVFAC Maximo. When adding a new asset, the contractor will select the appropriate Company value so it will permit the successful asset record insert.

Company Description Company Type

Organization

MCQUAY McQuoid International; HVAC equipment M NAVFAC

A current list of the valid Assets for the contract. The file must be refreshed periodically to reflect assets added over the contract period. Assets must be added prior to Work Order being submitted for work on the asset or the Work Order will be rejected.

Sample Reference Value “asset”

Asset Description Location Parent Rotating Item

Work Center

Site

WNY111

- AHU-

SPLIT SYSTEM #1A WNY-111 WNY111-

AHU-

CIMU-02

WCCP22 10101

For some fields, NAVFAC Maximo may have many valid values such as Sited and Work Center, however the Contractor will have only one authorized value. The Government will notify the Contractor of the specific values to be used for all records.

Flat File Submission Requirements

For data required to be submitted via flat file as specified in Section C, further detail of the format and submission requirements are detailed below. There are two different types of flat files: Pipe Delimited and Spreadsheet format.

Pipe Delimited Flat File:

In this method the Contractor will prepare data in flat files for submission. These documents have strict requirements that must be followed to permit the successful processing by the Government to import into NAVFAC Maximo. Pipe Delimited Flat at files are text files which are pipe delimited (the’|’ symbol on the keyboard) with one record per line in the file. The Contractor is responsible to verify data against the reference values to prevent record rejects for required information.

Service Provider Information, Asset Information, Specification Information, and Characteristic Meter Reading Information Reports submitted as pipe delimited flat-files m u s t be prepared as follows:

An individual flat file record is made up of individual fields, stored in a text file and delimited by the piping symbol (’ |’) . Not all of the fields must have data. Fields that are not required to have data must still exist in the flat file record but are allowed to have no data present for that field. See below for illustration for fields not required. A flat file is a text file that contains one or more of these individual records.

Example o f a single line from a Service Provider work order flat file:

04|SC|181|131: RPL FLORESCENT LIGHT COVER|ELCENT-131|ENS SUMMERS||COMP|8/31/ 2005

16:37:16|3|8/30/ 2005 0:00:00|8/30/2005 13:30:00||0.50|8.73|0|0.00|131|||8/29/2005 9:13:28|UTIL|8/30/2005

10:53:49|9/6/ 2005 10:55:47|8/31/2005 16:37:25|CHA RLIE|

There are a couple things worth noting in this example. First, notice the places where two or three piping symbols appear in a row. Anytime two piping symbols are located next to each other, it means a NULL value is being submitted for that field. Three pipes in a row would signify two NULL fields.

The second item worth noting is the last field in the line. The line ends with “|CHARLIE|”. This is the 26the field and represents the CHANGEBY f i e l d . Since no more data are being sent with this individual record. It would have been acceptable to include extra pipes to indicate the NULL values being sent for the remainder of the fields identified on the flat file format sheet.

Spreadsheet Flat File:

In this method the Contractor will prepare data in flat files and submit in spreadsheet format to the Contracting Officer.

These documents have strict requirements that must be followed to permit the successful processing by the Government to import into NAVFAC Maximo. The Contractor is responsible to verify data against the reference values to prevent record rejects for required information. Spreadsheet flat files shall be submitted in a Microsoft Excel file format. Upon acceptance, the Government will extract the data to complete the NAVFAC Maximo Flat File Data Exchange.

Service Provider Information, Asset Information, Specification Information, and Characteristic Meter Reading Information Reports submitted as spreadsheet flat-files must be prepared as follows;

The Contractor shall submit a complete work order, asset, specification, or characteristic meter reading data spreadsheet by filling out all applicable portions of the Excel spreadsheet workbook after validating matching appropriate fields per provided reference files. Note: the structure, order of columns and headings of columns shall not be altered.

FS C RES PONS IBILITI ES REGAR DING CONTRACTO R S UBMIS S IONS

FLAT FILE:

Flat file submissions are time consuming and present many opportunities for data error while formatting and reformatting manual ly .

The basic outline of steps for Flat File submissions are as follows (responsible parties):

1. Inventories need to be correct in Maximo, a complete list of inventories with asset numbers must be uploaded.

(FSCM, PWD FM&S)

2. Contractor Work Center in Maximo n eeds to be create for each contract (Maximo P r o g r a m Manager)

3. Flat File Template provided (Maximo P r o g r a m Manager)

4. Flat File Template sent to contractor (contract should have this as an attachment in J-0200000-xx) ( FSC)

5. Flat File completed monthly by contractor and submitted to FSC for review (Contractor)

6. Flat File reviewed for data integrity and format, *will be rejected by Maximo P r o g r a m Manager if formatted incorrectly* (FSC)

7. Once data is verified and properly formatted, FSC forwards the Flat File to the Maximo Program Manager to upload to Maximo ( FSC) DIRECT ENTRY:

Direct Entry requires time to establish accounts and access issues. However, once established, there is a significant reduction in effort for the FSC branches. The goal should be to get all contractors operating under the direct entry method as soon as possible (time determined by individual PWD’s – recommendation is within 6 months of award).

The basic outline of steps for Direct Entry are as follows (responsible parties):

1. Submit STS ticket with a completed SAAR form to CIO for contractor security check to issue a CAC with proper certificates to contractor (FSCM)

2. Contractor purchases a computer and CAC reader (no dedicated NMCI line needed)

3. A list of inventories with asset numbers needs to be provided and uploaded to Maximo (PWD/FM&S)

4. Contractor Work Center in Maximo needs to be created per contract (Maximo Program Manager)

5. Submit a STS ticket for limited contractor access to Maximo, access to meter reading, meter numbers associated with asset, etc. (FSCM submits the STS, it is routed to Maximo Program Manager for approval for proper Maximo access)

6. Maximo training for direct entry provided to Contractor, FSCM, and PAR (Maximo Program Manager)

7. Data integrity and contractor performance/oversight (FSC)

AVAILABLE ATTACHMENTS:

Attachment 1: Service Provider Information Spreadsheet

Attachment 2: Asset Information Spreadsheet

Attachment 2A: Asset Information Spreadsheet (Utilities)

Attachment 3: Meter Reading Spreadsheet

Attachment 4: SAAR-N (OPNAVF 5239/14)

Attachment 5: BMS B-24.8 FSC Data in NAVFAC Maximo

ATTACHMENT J-0200000-11

ACCIDENT PREVENTION PLAN NOTE

Procedures for ordering the USACE EM 385-1-1

Send a Fax Request to: (301) 394-0084

ATTN: Tony

I would like to request (1 or 2) copies of the USACE EM 385-1-1 November 2014 Edition

Send to: Name (No Company Name) Street Address (No PO Boxes) City, State, ZIP

ATTACHMENT J-0200000-11

ACCIDENT PREVENTION PLAN ADDITIONAL INFORMATION (CONT’D)

An Accident Prevention Plan (APP) is a safety and health policy and program document. APP shall be job-specific and shall also address any unusual or unique aspects of the project or activity for which it is written. The APP shall interface with the employer’s overall safety and health program, and a copy shall be available on the work site. Any portions of the overall safety and health program that are referenced in the APP shall be included as appropriate.

ANSI/ASSE A10.38 should be referenced for Programmatic Issues.

Most contracts awarded within NAVFAC are under the guidelines of the EM 385-1-1 concerning contract safety requirements. All NAVFAC FEAD/ROICC/OICC/FSC contractors will adhere to the EM 385-1-1 requirements for Accident Prevention Plans. The APP shall be developed by qualified personnel and then signed in accordance with Appendix A, paragraph 1. The Contractor shall be responsible for documenting the Qualified person’s credentials.

“Qualified person: one who, by possession of a recognized degree, certificate, or professional standing, or extensive knowledge, training, and experience, has successfully demonstrated his/her ability to solve or resolve problems related to the subject matter, the work, or the project.”

The Contractor shall address each of the elements/sub-elements in the outline contained in Appendix A in the order that they are provided in the manual. If an item is not applicable because of the nature of the work to be performed, the Contractor shall state this exception and provide a justification. > See Appendix A.

Accident Prevention Plans that are submitted shall follow the guidelines of Appendix A of the EM 385-1-1 or they will found not acceptable and sent back to the contractor for re-submittal. The contractor cannot start work on a contract until the Accident Prevention Plan has been submitted and found acceptable. A copy shall be available on the work site. The APP shall be written in English by the Prime Contractor and shall articulate the specific work and hazards pertaining to the contract.

The APP shall contain appropriate appendices (for example, a SSHP for hazardous waste site cleanup operations, a Lead Compliance Plan when working with lead, or an Asbestos Hazard Abatement Plan when working with asbestos). The APP shall also implement in detail the pertinent requirements of this manual. Before initiation of work at the job site, an APP shall be reviewed and found acceptable by the GDA.

“Accepted/Acceptable: a term denoting when a written procedure, practice, method, program, engineering design, or employee qualification criteria submittal, which, after a cursory review by a GDA, is determined to generally conform to safety and health or contractual requirements.

Acceptance or acceptability of such submittals in no way relieves the submitting entity from \ensuring employees a safe and healthful work environment or complying with all contractual requirements and good engineering practices.”

For contract operations, the Contractor's APP shall be job specific and should include work to be performed by subcontractors.

In addition, the APP should state measures to be taken by the Contractor to control hazards associated with materials, services, or equipment provided by suppliers.

Updates to the APP shall be reviewed and approved by the GDA

“Approved: a method, equipment, procedure, practice, tool, etc., that is sanctioned, confirmed, as acceptable for a particular use or purpose by a person or organization authorized to render such approval or judgment.”

Steps for putting the Accident Prevention Plan Together.

You will need a three ring binder that will contain your Accident Prevention Plan.

You will need tab sheets numbered 1 through 10. The tab sheets will be used to separate the 10 sections shown in Appendix A.

You will need to have an index page installed as the first page of your plan.

Next, insert tab sheet number one.

Next, comply with section #1 a. b. and c. When you have completed these items, insert them into your tab # 1 section.

Next, insert tab sheet number two.

Next, comply with section #2 a. b. c. d. When you have completed these items insert them into your tab #2 section

By now as you can see each tab section has sub statements within them that will be inserted into each section. Follow this procedure until all 10 sections are completed. Upon completion put together the correct number of Accident Prevention Plans required by your contract to be submitted to the and forward the copies to the Office in Charge of Construction.

By complying with Appendix A of the EM 385-1-1, you will have an Accident Prevention Plan that will meet the requirements of your contract.

ATTACHMENT J-0200000-12

EXAMPLE: ACTIVITY HAZARD ANALYSIS (AHA)

Activity/Work Task: Pest Control????

Overall Risk Assessment Code (RAC) (Use highest code)

Project Location: Risk Assessment Code (RAC) Matrix

Contract Number:

Severity

Probability

Date Prepared: Frequent Likely Occasional Seldom Unlikely

Prepared by (Name/Title Catastrophic E E H H M

Critical E H H M L

Reviewed by (Name/Title):

Marginal H M M L L Negligible M L L L L

Notes: (Field Notes, Review Comments, etc.)

Company Name:

Step 1: Review each “Hazard” with identified safety “Controls” and determine RAC (See above)

“Probability” is the likelihood to cause an incident, near miss, or accident and identified as:

Frequent, Likely, Occasional, Seldom or Unlikely. RAC Chart

“Severity” is the outcome/degree if an incident, near miss, or accident did occur and identified as:

Catastrophic, Critical, Marginal, or Negligible

E = Extremely High Risk H = High Risk

Step 2: Identify the RAC (Probability/Severity) as E, H, M, or L for each “Hazard” on AHA.

Annotate the overall highest RAC at the top of AHA.

M = Moderate Risk L = Low Risk

Job Steps Hazards Controls RAC

1. Indoctrination

1a. Indoctrination and training

1b. Awareness of job hazards

1c. Hazardous materials on site

1d. Smoking

1e. Drug and Alcohol use

1a. 1. All workers will review the AHA for their particular scope

2. All workers will read and understand the plans and policies set forth in the EM 385-1-1 (Yellow Book)

3. AHA is included in APP

4. Hard copy of APP will be inside each vehicle

1b. All workers will attend at least a weekly safety meeting

1c. SDS available for all employees to view

1d. No Smoking within the work area allowed

1e. Employees to follow drug and alcohol policy as stated in the employee handbook

L

2. Mobilize

2a. At Shop: load truck with equipment, chemicals and tools necessary for jobsite

2b. Secure Cargo

2c. Travel to Jobsite

2a. Physical injury, sprain, strain

2b. Shifting, spillage

2c. Auto Accident

2a. 1. Use of hand truck and lift gate for loading of chemical and equipment when necessary

2. Ensure workers use proper lifting techniques when loading heavy items

2b. Equipment, chemicals, and tools shall be secured properly in vehicle to prevent shifting and spillage

2c. 1. Use caution when operating vehicle

2. Follow all driving laws while on the road

3. Only persons with valid driver’s license and vehicle pass are to operate vehicle

3. Application

3a. Pesticide Application

3a. Inhalation of chemicals

3b. Skin and eye irritation

3c. Dehydration

3d. Struck by vehicles

3e. Slipping and falling

3a. 1. Review SDS prior to use

2. Respirators shall be used when applicable to the application or as directed by the SDS

3. Mixing of all chemical shall be performed by certified personnel or under the supervision of certified personnel

3b. 1. Wear safety glasses

2. Suitable clothing made of appropriate material shall be worn

3. During windy conditions, employee shall not apply chemicals to prevent drifting

3c. Take periodic water breaks to prevent dehydration

3d. 1. The use of orange cones shall be enforced while vehicles are parked on roadways

2. Type II reflective vests shall be worn

3e. 1. Wear non-slip shoes

2. Employee shall inspect area before spraying to ensure it is free of objects that may cause trips or falls

4. Disposal 4a. Contamination

4a. Read the SDS prior to use

4b. Dispose of the pesticide and the container as instructed

Equipment to be Used Training Requirements/Competent or Qualified Personnel name(s) Inspection Requirements

Pickup truck Respirator Back pack spray Non-slip shoes

Competent person shall check that all equipment is in proper working condition daily before each use. Respirators shall be inspected for damage and proper fit prior to each use. Vehicle shall receive an annual safety inspection by a licensed mechanic and maintained weekly by driver.

Pesticide applicator shall be certified, trained, and competent in Pest Control Category No. 3, Ornamental and Turf and Pest Control and Category No. 10, Domestic, Institutional, Structural & Health Related Pest Control certification. This person shall be trained in First Aid and CPR. Employees shall receive an annual physical for respirator use and fit tested. Prior to start of work activity a safety meeting shall be conducted by the Contractor to discuss AHA & Operational Risk Management with everyone engaged in the activity. The Contractor shall document meeting attendance.

ATTACHMENT J-0200000-13

EXAMPLE: CONTRACTOR HAZARDOUS MATERIAL INVENTORY LOG

ATTACHMENT J-0200000-14

CONTRACTOR CRANE OPERATING CHECKLIST FOR CRITICAL LIFTS

ATTACHMENT "A"

CONTRACTOR CRANE OPERATING CHECKLIST FOR CRITICAL LIFTS YES NO

1 Does the operator know the weight of the load to be lifted?

Is the load to be lifted within the crane manufacturer's rated capacity in its present configuration?

3 Is the crane level and on firm ground?

4 Are outriggers required?

5 If so, are outriggers fully extended and down, and the load off the wheels?

6 If blocking is required, is the entire surface of the outrigger pad supported, and is the blocking material of sufficient strength to safely support the loaded outrigger pad?

7 If outriggers are not used, is the crane rated for on-rubber lifts by the manufacturer's load chart?

8 Is the swing radius of the crane counterweight clear of people and obstructions and accessible areas within the swing area barricaded to prevent injury, damage and unplanned encroachment?

Has the hook been centered over the load in such a manner to prevent swing (deflection, side loading, load-moment)?

10 Is the load well secured and balanced in the sling or lifting device before it is lifted (free and clear) more than a few inches?

11 Is the lift swing path clear of obstructions?

If rotation of the load being lifted is hazardous, is tag line or restraint line being used?

13 Are personnel prevented from standing or passing under a suspended load?

14 Are personnel prevented from entering the load fall zone?

15 Is the crane operator's attention diverted?

16 Are proper signals being used at all times?

17 If radio communications are used is the frequency isolated to the crane team?

18 Do the operations ensure that side and tip loading is prohibited?

19 Are start and stop motions in a smooth fluid motion (no sudden acceleration or deceleration)?

20 If operating near electric power lines, are the rules and guidelines understood and adhered to as specified in NAVFAC P- 307?

21 Is the lift a critical lift?

22 If so, are critical lift regulations understood, check-off sheets initialed and signed off, and was there an interactive brief conducted with associated personnel?

23 Is Attachment "A" current, filled out completely, and posted in the crane?

Contractor Name (Print Legibly):

Contractor Name (Signature):

Location: Date:

ATTACHMENT J-0200000-15

ENVIRONMENTAL PROTECTION LOCAL PROCEDURES

1. Environmental Protection:

a. Procurement of Recycled Content Materials:

Contractors shall procure all materials for projects on Government property in accordance with Executive Order 13101 of September 14, 1998 “Greening the Government through Waste Prevention, Recycling and Federal Acquisition”. A listing of recycled content materials available to be utilized can be found in the United States Environmental Protection Agency (U.S.

EPA) Comprehensive Procurement Guidelines (CPG) listing: http://www.epa.gov/cpg/products.htm. Contractor shall provide documentation regarding compliance with this Order to the Contracting Officer’s representative on request.

2. Identification, Control, and Disposal of Regulated Materials and Waste:

Control and disposal of all Regulated Waste (waste regulated by state, local, or federal law, Navy or other agency, regulation or other policy including, but not limited to, Federal or State hazardous wastes, Toxic Substances Control Act (TSCA) waste, asbestos containing wastes lead paint wastes or other similarly regulated wastes) generated as a consequence of execution of this project shall be the responsibility of the Contractor and is to be included in the contract price. Contractor is responsible for all Regulated Materials (materials regulated under State, Local or Federal law, Navy or other agency regulation or policy, including, but not limited to Asbestos or Lead based paint) or Regulated Wastes as defined above, which are created in the course of the project, used in the project or brought on Government property by the Contractor. Contractor shall immediately notify the Contracting Officer or his/her designated representative in the event that any unforeseen Regulated Waste or Regulated Material is encountered in the course of the work described herein. Due care has been taken to identify any Regulated Materials or Regulated Wastes which should reasonably encountered in the course of the project, notwithstanding this, Contractor has primary responsibility for 1) identifying all Regulated Wastes or Regulated Materials encountered or generated in the course of the project and 2) complying with all applicable Policies, and State, Local or Federal regulations pertaining to these Regulated Wastes and/or Regulated Materials including, but not limited to, safety policies and regulations.

All costs associated with complying with these requirements shall be included in the contract price. Inquiries regarding waste manifesting, disposal, etc. shall be directed to MARFORRES Environmental Division at (847) 688-3368.

a. Regulated Waste as defined above, shall be generated, stored, and disposed of in compliance with Navy Policy and all applicable Federal, State, Local regulations.