JC_1_0200000 C Management and Administration _UH.pdf

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 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 Formal 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

2.3.5.3 Performance & Payment Bond

2.3.6 Protection of Government Property

2.3.7 Directives, Instructions, and References

2.3.8 Invoicing Procedures

2.3.9 Forms

2.4 Government-Furnished Items

2.4.1 Government-Furnished Property (GFP)

2.4.2 Government-Furnished Facilities

2.4.3 Government-Furnished Vehicles and Equipment

2.4.4 Government-Furnished Utilities

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Safeguarding Information

2.6.2 Dissemination of Information

2.6.3 Work Reception

2.6.4 Work Control

2.6.5 Work Schedule

2.6.6 Deliverables

2.6.7 Service Interruptions

2.6.8 Enterprise Military Housing (EMH)

2.6.9 NAVFAC MAXIMO

2.6.9.1 NAVFAC MAXIMO Data

2.6.9.2 NAVFAC MAXIMO Method of Data Entry

2.6.9.3 NAVFAC MAXIMO Access

2.6.10 Quality Management System (QMS)

2.6.10.1 Quality Management (QM) Plan

2.6.10.2 Quality Inspection and Surveillance

2.6.10.3 Quality Inspection and Surveillance Report

2.6.11 Property Management Plan

2.6.12 System and Equipment Replacement

2.6.13 Mobilization/Phase-In and Demobilization/Phase-Out

2.6.14 Computer Management System (CMS) & Deliverables

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 Quality Control Personnel

2.7.1.4 Site Safety and Health Officer (SSHO)

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 Service Contract Reporting (SCR)

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 Defense Biometric Identification System (DBIDS) Program

2.8.4.2 Defense Biometric Identification System (DBIDS) Andersen Air Force Base

2.8.4.3 Defense Biometric Identification System (DBIDS) Naval Base Guam

2.8.4.2 DBIDS Credentials

2.8.5 Access to Buildings

2.8.6 Access Arrangements

2.8.6.1 Escort Arrangement for Secured Areas

2.8.7 Security Clearances

2.8.8 Access to Controlled Unclassified Information

2.8.9 Employee Status

2.9 Contractor Safety Program

2.9.1 Contractor Safety Requirements

2.9.1.1 Experience Modification Rate (EMR)

2.9.1.2 OSHA Days Away From Work, Restricted Duty, or Job Transfer (DART) Rate

2.9.2 Accident Prevention Plan (APP)

2.9.3 Activity Hazard Analysis (AHA)

2.9.4 Safety and Occupational Health (SOH) Risks and Compliance Plans

2.9.4.1 Alcohol and Drug Abuse Prevention Plan

2.9.4.2 Chemical Hazard Communication Program

2.9.4.3 Confined Space Program

2.9.4.4 Critical Lift Plan

2.9.4.5 Fall Prevention and Protection Plan

2.9.4.6 Pathogen Exposure

2.9.4.7 Control of Hazardous Energy (lockout/tagout)

2.9.5 Crane Operations

2.9.5.1 Crane Inspections

2.9.5.2 Rigging Gear

2.9.5.3 Crane Operators

2.9.6 Accident and Damage Reporting

2.9.6.1 Accident Reporting and Notification Criteria

2.9.7 Fire Protection

2.9.8 Monthly On-Site Labor Report

2.9.9 OSHA Citations and Violations

2.9.10 Safety Inspections and Monitoring

2.9.11 Safety Certification

2.9.12 Safety Apparel on Jobsites

2.9.13 Emergency Medical Treatment

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 Solid Waste Management and Recycling

2.10.2.3 Non-Regulated Waste Disposal

2.10.2.4 Regulated Waste Disposal

2.10.2.5 Universal Waste

2.10.2.6 Spill Prevention, Containment, and Clean-up

2.10.2.7 Hazardous Material Management

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

2.10.2.9 Noise Control

2.10.2.10 Salvage

2.10.2.11 Asbestos Containing Material (ACM)

2.10.2.12 Clean Air Act (CAA)

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

2.11.1 Storm Protection

2.12 Technical Library

2.13 Warranty Management

2.14 Recurring Work Procedures

2.14.1 Recurring Work Preparations of Proposals

2.14.2 Notification to the Government for Work Above the Recurring Work Limitations

2.14.3 Recurring Work Exhibit Line Item Numbers (ELINs)

2.15 Non-Recurring 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 Non-recurring Work Preparation of Proposals

2.15.2.2 Labor Requirements

2.15.2.3 Direct Material and Construction Equipment Requirements

2.15.2.4 Issuance of Final Task Order

2.15.3 Non-Recurring Work ELINS

0200000 - Management and Administration Spec Item

Title Description

2 Management and Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-0200000-01.

2.2 General Information

2.2.1 Government Regular

Working Hours

Except where otherwise stated, the Government's regular working hours are from 0730-1630 for NBG Facilities (Family Housing Welcome Center) Office and Andersen Air Force Base (AAFB) 0700-1600, five days per week, Monday through Friday, except observed Federal holidays.

Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor continuous operations, 24 hours a day, every day of the year including holidays. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours must be authorized by the KO prior to commencement of work.

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, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day, and any executive orders pertaining to federal government holidays.

2.2.1.2 Restriction to

Contractor Working Hours

If the Contractor wishes to work outside of the Government's regular working hours for the Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Government’s Regular Working Hours per Section F. Excludes work to be performed during specified hours.

2.2.2 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 shall attend administrative and coordination meetings.

The Contractor shall provide sign-in sheets and prepare minutes of all meetings and submit per Section F for review and comments. Comments received within two working days shall be incorporated into the minutes and a copy of the final revision shall be submitted per Section F for concurrence. Historically, there have been approximately four meetings per week.

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 The Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who may receive services, principal individuals from NAVFAC, the

Item

Title Description 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 sub-contractor 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.

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

2.3.3.1 Formal Partnering The initial session should be scheduled concurrent with the Pre- Performance Conference and held no later than 30 days after award. The initial Partnering Meeting will be at least one day in duration at a neutral location off the installation that is acceptable to the Contractor and to the Government.

Follow-on sessions should be scheduled every three to six months and typically last a half day or less. The frequency, duration, and locations of follow-on sessions should be agreed to by both parties during the initial Partnering Meeting. The Contractor shall pay all costs associated with the partnering effort including facilitator, meeting room, and other incidental items. Before the partnering session, the Contractor shall coordinate with the facilitator the requirements for incidental items (audio-visual equipment, computer(s), two easels, flipchart paper, colored markers, note paper, pens/pencils, colored flash cards, etc.) and have these items available at the partnering session. The Contractor will provide copies of any documents used for the Partnering Meeting for distribution to all attendees. The facilitator must be acceptable to both the Contractor and the Government.

The participants shall pay their own costs for meals, lodging, and transportation associated with partnering.

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. Commence discussions with the Contractor to select a facilitator and location that are acceptable to both partners. 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

* Operations Manager

* Project Manager

* Quality Manager

Item

Title Description

* Site Safety and Health Officer

* Business Development Team (Initial Partnering Meeting and as required by the KO)

* Project Management/Execution Team Sub-contractor Reps

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.

The Contractor shall submit a written notice of cancellation or material change in policy coverage as required per Section F.

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:

Comprehensive General Liability: $500,000 per occurrence

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

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

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

Other as required by state law

2.3.5.3 Performance &

Payment Bond

The Contractor shall furnish a performance bond (Standard Form 1418) for the protection of the Government in an amount equal to 100 percent of the original contract price and a payment bond (Standard Form 1416) in an amount equal to 100 percent of the original contract price in accordance with FAR Clause 52.228-15.

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 Contractor negligence under this contract to their original condition at no cost to the Government.

2.3.7 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-02. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

Item

Title Description

2.3.8 Invoicing Procedures Refer to Section G for invoicing instructions. Refer to Invoice Form in J- 0200000-03 for sample.

Invoices shall be submitted in a format compatible with the most recent Government installed Microsoft Office Version (currently 2010). Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and ELIN/Sub-ELIN.

2.3.9 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-04.

2.3.10 Expendables Reports The Contractor shall provide a monthly Expendables Report to the Government to include, at a minimum: material costs, equipment costs, level of effort, and labor hours per Section F.

The Contractor shall revise/modify Expendables Report, as directed by the KO, at no additional cost to the Government

2.4 Government-

Furnished Items

Except for items identified below as Government-Furnished, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services described in this Performance Work Statement (PWS).

Government-Furnished Items will be provided in "AS-IS" condition and their use is at the option of the Contractor. The total or partial breakdown or failure of Government-Furnished Items shall not relieve the Contractor of the responsibility to perform the requirements of this contract.

The Contractor shall provide periodic servicing, maintenance, and repair of the Government-Furnished Items accepted for use at no additional cost to the Government. Servicing, maintenance, and repair shall be provided in accordance with the manufacturer’s recommendations. The Contractor shall generate work orders in NAVFAC MAXIMO per Spec Item 2.6.9 for all servicing, maintenance, and repair activities performed on Government- Furnished Items.

At the completion of the contract, all Government-Furnished Items shall be returned to the Government in the same condition as received, except for reasonable wear and tear. Government-Furnished Items, which becomes worn out due to normal wear and tear, shall be returned to the Government and its replacement shall be the responsibility of the Contractor at no additional cost to the Government. The Contractor shall be responsible for the cost of any repairs or replacement caused by Contractor negligence or abuse.

The Government may inspect Government-Furnished Items at any time and without notice.

AAFB has converted to the eMH system. The Contractor shall implement a bar coding system.

Informational Note:

NBG has implemented a bar coding system through eMH. The Contractor shall utilize all Government approved systems.

Item

Title Description

2.4.1 Government-

Furnished Property

(GFP)

The Government will furnish, or make available to the Contractor, certain Government Property for specific use in connection with this contract. The use of GFP for any other purposes is prohibited. GFP is provided and shall be managed by the Contractor. The Contractor shall perform, maintain, and prepare complete and accurate inventories of all applicable GFP as required.

The Government Furnished Property that the Contractor will be responsible for management, maintenance, and use, are listed in each applicable technical annex to this contract in Section J.

2.4.2 Government-

Furnished Facilities

The Government will make available to the Contractor certain facilities for use in connection with this contract. The use of these facilities for any other purposes is prohibited.

The Contractor shall be responsible and accountable for the facilities accepted for use and shall take adequate precautions to prevent fire hazards, odors, and vermin. Janitorial and refuse collection services for the facilities shall be provided by the Contractor. The Contractor shall obtain written approval from the KO prior to making any modifications or alterations to the facilities.

Unaccompanied Housing:

For Navy, the Government will provide the following facilities for Contractor use: front desk services, Building SB1; and warehouse space, Building #72.

For AAFB, the Government will provide the following facilities for Contractor use: front desk services, Building 1782 and the furniture warehouse.

2.4.3 Government-

Furnished Vehicles and Equipment

The Government will make available to the Contractor certain equipment for use in connection with this contract. The use of these equipment for any other purposes is prohibited.

For NBG facilities the Government will furnish all material and equipment that it has on-hand in the supplies area of the Unaccompanied Housing to include linens, amenities, etc.

For AAFB UH the Government will not provide any materials to the Contractor.

Unless specified and authorized by the KO, the Government will not provide any additional materials to the Contractor.

2.4.4 Government-

Furnished Utilities

The Government will make available water and electricity at existing outlets required for the work to be performed under the contract. The

Item

Title Description

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.

2.5 Contractor-Furnished

Items

Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. The KO may inspect Contractor-furnished items for adequacy and compliance with contract requirements. Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and polychlorinated biphenyls (PCBs) shall not be brought onsite.

Energy efficient tools and equipment shall be used when available. The KO may at any time require Samples, Safety Data Sheets (SDS) 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 Safeguarding

Information

The Contractor shall safeguard controlled unclassified information and information associated with Government property in accordance with the latest revision of CNSSI 1253, DoDI 8582.01, NIST SP 800-53, NIST SP 800-171, SECNAV Defense Industrial Base (DIB) Memo, and applicable contract clauses. At a minimum, this information shall be protected at the moderate confidentiality level as defined in NIST SP 800-171.

Contractor information and data systems that contain information associated with Government property shall comply with DoD Risk Management Framework (RMF).

The Contractor shall develop Plans of Action and Milestones (POA&Ms) per NIST SP 800-171, track accomplishment, and submit to the Government per Section F.

If a cybersecurity incident is encountered or suspected related to any (Contractor or Government) Information Technology (IT) or Operating Technology (OT) systems, including Monitoring and Control Systems, the Contractor shall document per Section F and report to the KO immediately.

2.6.2 Dissemination of

Information

If certain information cannot be provided to the public, state what information cannot be provided, when it will be provided, and to whom, e.g., DoD policy limits the dissemination of certain information.

Instructions, Directives, and References not releasable to the public, e.g., Floor Plans, Maps, Post Orders, and Standard Operating Procedures, will be made available after contract award to the successful offeror with appropriate credentials and a need to know.

Item

Title Description

2.6.3 Work Reception The Contractor shall provide the capability to receive, prioritize, correspond, and respond to trouble/service calls and task orders during Government regular working hours and provide a point of contact at a local or toll free number who can perform the above function during other than Government regular working hours.

The Contractor shall establish 24 hour / 7 days a week work reception function with the capability to receive, classify issue, correspond, and respond to service calls. See Annex 1502000 for details about Service Orders. Use of answering machine either during or after regular working hours is prohibited. The Contractor shall notify the designated Government representative of occupant negligence beyond normal wear and tear.

The HSG Director/designated representative has the right to re-classify any service call.

2.6.4 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 Government. A status update of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0800 the following work day for inquiries after regular working hours.

The Contractor shall provide work schedules for both Recurring and Non- Recurring Work per Section F. At a minimum, work schedules shall include:

1. Description of service(s) to be accomplished

2. Location

3. Date service(s) are scheduled to be accomplished

The Contractor shall ensure all standard service request/work orders (WO) definition for emergency, urgent, routine, project and preventive maintenance align with NAVFAC standard definitions and thresholds.

All requests shall have an Asset identified before the work order status is completed. This shall be accomplished by associating the work order to the Asset upon which work is performed. For assets with no assigned Asset number or for WOs where no asset is appropriate, a Master System UNIFORMAT that is applicable to the WO shall be selected. The alignment of service requests/WO shall correspond to a Master System/Sub- System/Asset before close out to trace sustainment and repair data to the specific Master system or Asset.

The Contractor shall ensure all WO, inventory data reports and deliverables identified in Section F use the NAVFAC Electronic Operation and Maintenance Support Information (eOMSI) in accordance with NAVFAC P-501, Condition Based Maintenance Management (CBMM) Manual.

The Contractor is fully responsible for asbestos tracking and testing for WOs and projects in accordance with NAVFAC P-502, Asbestos Program Management Guide.

Item

Title Description

2.6.5 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 provide written notification of any difficulty in scheduling work due to Government controls, per Section F. At a minimum, the notification shall include the following:

1. The date and time the work was initially coordinated.

2. The name and phone number of the Government person with whom the work was initially coordinated.

3. The name and phone number of the Government person who prevented the work from being performed as previously coordinated.

4. The alternative date and time, the Government person requested the work be accomplished.

2.6.6 Deliverables Except where otherwise stated, deliverable requirements are specified in

Sections C, F, H, I, J, and within the Directives, Instructions, and References. The Contractor shall submit accurate and complete documents within the specified timeframes. The Contractor shall revise/modify deliverables, as directed by the KO, at no additional cost to the Government.

Except where otherwise specified, all deliverables shall be submitted in the English language and electronically in a Microsoft Office format compatible with the latest version of the Government’s Microsoft Office Suite. Deliverables shall be unrestricted and capable of being sorted, e.g.

by CLIN, work order number, asset number, section, annex/sub-annex, spec item and ELIN/Sub-ELIN or clause. All formulas shall be traceable. Once submitted, deliverables shall be Government property.

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

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

2.6.7 Service Interruptions If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, COR, affected tenants, and customers in accordance with local procedures. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, affected tenants, and customers as soon as practicable and provide the status of repairs, as directed by the KO, until normal operation is restored per Section F.

Item

Title Description

Scheduled utility outages and interruptions to equipment, system(s) operation, or other services shall be scheduled after hours of operation.

The Contractor shall shutdown, restart, and perform operational checks on all equipment affected by both scheduled and unscheduled utility outages and service interruptions, at no additional cost to the Government.

2.6.8 Enterprise Military

Housing (EMH)

Enterprise Military Housing (EMH). The Contractor shall maintain records stored in the Government's CMMS current and accurate. The Government will make these systems available for the Contractor's use in managing the effort required under this contract.

2.6.9 NAVFAC MAXIMO The Contractor shall provide all information and data, including work order, asset, specification, and condition assessment data, as required for NAVFAC’s NAVFAC MAXIMO. NAVFAC MAXIMO is the Computerized Maintenance Management System (CMMS) used by the Government for long term asset management and planning.

Informational Note:

Not all supported commands’ assets are included in NAVFAC MAXIMO.

Not all of the modules available within the NAVFAC MAXIMO application are utilized by NAVFAC and the modules utilized may not be fully implemented. NAVFAC MAXIMO does not include a detailed inventory of all assets, components, and equipment that the Contractor is required to service under this contract, and may include inaccuracies, omissions, and redundancies.

2.6.9.1 NAVFAC MAXIMO

Data

Required data fields for work orders are indicated in the Service Provider Information provided in J-0200000-05. Asset inventory data requirements are indicated in the Asset Information provided in J-0200000-06, including additional data for Utilities assets listed in Specification Information in J- 0200000-07. Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information provided in J- 0200000-08.

Specified data shall be provided for all work performed in 1502000 Facility Investment. Further instructional information detailing the process for submitting the specified information for Data Reporting is provided in J- 0200000-09. When an asset is repaired, replaced, installed, or otherwise affected, Asset and Specification Data shall be updated and reported per Section F.

The Service Provider, Asset, Specification, and Characteristic Meter Reading Interfaces are used in multiple processes for loading data into NAVFAC MAXIMO by the Government and the format may be updated periodically.

As part of the update the Contractor may be asked to modify the file to add/move columns in their submission. The Contractor also shall provide up to 10 extra data elements or columns with as many as 150 characters per element for the Government to define during contract performance at no additional cost to the Government. The Government will provide the Contractor 60 calendar days’ notice of modifications to the Service Provider, Asset, Specification, or Characteristic Meter Reading Interfaces file format.

Item

Title Description

2.6.9.2 NAVFAC MAXIMO

Method of Data Entry

The Contractor shall provide data for NAVFAC MAXIMO using the methods detailed below:

DIRECT ENTRY: The Contractor shall manually enter required work order and condition assessment data directly into NAVFAC MAXIMO.

The Contractor shall ensure all information is updated by the end of each workday for all work performed.

2.6.9.3 NAVFAC MAXIMO

Access

The process for obtaining access and establishing NAVFAC MAXIMO accounts are detailed in the NAVFAC MAXIMO System Access Procedures provided as follows:

The Government will provide access to Government workstations for the dedicated use of the Contractor to access NAVFAC MAXIMO for Direct Entry of required data. All related Government equipment shall be included within the list of Government Furnished Property.

Once accounts have been established, NAVFAC MAXIMO can be accessed at https://maximo.navfac.navy.mil.

The Contractor shall submit a list of personnel requiring NAVFAC MAXIMO accounts per Section F.

2.6.10 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:

1. Accurate documentation of work processes, procedures, and output measures.

2. A systematic procedure for assessing compliance with performance objectives and standards.

3. Accurate documentation of quality inspections and surveillance conducted throughout the execution of work.

4. Assessment-driven corrective actions and process adjustments as appropriate in a timely manner.

2.6.10.1 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, the Contractor shall submit the revised QM Plan for acceptance, per Section F.

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

1. Policy and objectives of Quality Management System (QMS)

2. Quality organization

a. List of personnel

b. Responsibilities & lines of authority

c. Training and qualifications

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

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

5. Procedures for inspection and surveillance of services to include all contractual requirements.

a. Scheduling and performance of inspection and surveillance https://maximo.navfac.navy.mil/

Item

Title Description

b. Measurement, data collection and analysis

c. Corrective action, preventive action, and continuous improvement

d. Oversight of subcontracted work

6. Documentation and records management

7. Communication with government (customers)

2.6.10.2 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 submitted to the COR after completion/termination of the contract per Section F.

2.6.10.3 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 narrative of events, a tabulated summary and results of the quality inspection and surveillance events performed, inspection-driven corrective actions taken and the results attained, and management process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.11 Property Management

Plan

The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 2.4, Government-Furnished Items, of this Annex. This plan shall identify the Contractor’s policies, procedures, and practices in receiving and performing physical inventories, key control, 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.

2.6.12 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.

2.6.13 Mobilization/Phase-In

and Demobilization/Phase- Out

The Contractor shall phase-in in accordance with the Government accepted Mobilization Plan and in partnership with the outgoing Contractor so as to minimize disruption to the mission of Naval Base Guam and AAFB Guam clients. The new Contractor shall be allowed access to Government facilities to familiarize key personnel and top functional managers with property, existing operations, and procedures. However, to preclude interference with the work efforts of the incumbent Contractor, arrangements for access to Government facilities shall be made with the

ACO.

The Contractor shall submit a Demobilization Plan to the ACO for review and acceptance. The Contractor shall phase-out in accordance with the Demobilization Plan and in partnership with the incoming Contractor so as

Item

Title Description to minimize disruption to the mission of Naval Base Guam and AAFB Guam clients.

The Government reserves the right to conduct site visits in all Contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent Contractor shall cooperate to permit an orderly change over to the successor Contractor. A recruitment notice may be placed by the successor Contractor in each facility during the Phase-In period of the follow-on contract.

The Mobilization/Phase-In and Demobilization/Phase-Out Plan shall be submitted per Section F.

2.6.14 Computer

Management System (CMS) & Deliverables

Government acceptance of deliverables shall 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

The Contractor shall provide and maintain an electronic-based database via a Computer Management System that allows the Government continuous real-time access to deliverables such as: records, reports, operating procedures, cost and invoicing, and so on, and to document the Government’s assessment of Contractor Performance.

The Contractor shall submit all deliverables via this CMS, unless otherwise specifically except in subsequent sections of this PWS.

The Contractor shall notify the Government by email whenever there are new or updated deliverables posted to the website. Each deliverable posting on the website and each email notification shall include the title of the deliverable, the spec item requiring the deliverable, and the date and time the deliverable was posted.

Requirement Note:

All deliverables shall be available to authorized Government personnel 24 hours per day, seven days per week.

The Contractor shall provide a CMS Administrator to manage and administer the network to include network server and peripherals, network architecture, TCP/IP, data communications, and so on. This CMS Administrator shall be trained and certified in accordance with instructions, directives, and references as applicable.

The Contractor shall perform all required CMS operation, system administration, maintenance, engineering services, reporting and management to ensure secure, reliable, and uninterrupted availability.

The Contractor shall only allow Government and Contractor personnel with KO authorization to access the CMS.

The Contractor shall comply with all relevant DoD and Navy policy in developing, implementing and operating The CMS on the DoD network and industry standard security requirements in accordance with DOD Directive

Item

Title Description

8500.1, Section 4.18, SECNAVINST 5239.3, DoN Information Assurance Policy, and SECNAV M-5239.2, DoN Information Assurance (IA) Workforce Management Manual shall be applied to all The CMS components situated on Contractor corporate network.

The Contractor shall manage and maintain all application/site licenses to ensure license reviews are completed in a timely manner and licenses are utilized appropriately.

The Contractor shall perform and maintain semi-annual and annual inventory of CMS hardware and software to ensure all systems are current and in place at the correct locations.

The Contractor shall operate a help desk to ensure operational issues from the CMS and associated applications are responded to and properly resolved in a timely manner.

The Contractor shall develop and provide a continuous training program to train Government users on the CMS operating procedures, to include site navigation, constructing queries, performing data export, and the performance assessment module.

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below:

2.7.1 Key Personnel The Contractor shall submit a List of Key Personnel and Qualifications per Section F. The Contractor shall provide any additional information requested by the KO or COR necessary to validate their qualifications.

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

The Contractor shall provide complete resumes for proposed substitutes and any additional information requested by the KO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The KO will notify the Contractor within 15 calendar days after receipt of all required information of the consent on substitutions. No change in fixed unit prices may occur as a result of key personnel substitutions.

The Contractor shall ensure that the timeline for instances of vacancies of each key personnel position do not exceed more than 15 calendar days. The length of vacancies is measured from the calendar date of departure for the incumbent through to the calendar date of arrival for the replacement.

2.7.1.1 Project Manager (PM) The Contractor shall provide a PM or equally qualified designated alternate, as applicable, who shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be on-site during the Government's regular working hours and shall be available on-site within one hour after the Government's regular working hours. The PM shall be responsible for managing processes and delivering on-time services to the Government in a timely fashion.

Item

Title Description

The Project Manager and designated alternate shall have a Project Management Professional (PMP) Certification and a Bachelor's degree in Business Administration or related field from a U.S. accredited college/university or equivalent institution.

The Project Manager and designated alternate shall have a minimum of ten

(10) years of satisfactory experience as a PM in managing services on contracts of similar size, type, scope and complexity.

The PM must have experience in management of multi-function base operations or unaccompanied housing and facilities management.

2.7.1.2 Quality Manager The Contractor shall provide a Quality Manager or designated alternate who shall be on-site at all times when the Contractor is performing work 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 or designated alternate shall report directly to a senior corporate official and shall not report directly to the Project Manager.

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

1. The Quality Manager or designated alternate shall have a current

CMQ/OE certification and at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity.

2. The Quality Manager or designated alternate shall not be the same person as the SSHO.

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

1. The Quality Manager or designated alternate shall have a minimum 8 years of combined experience as a Superintendent, QC Manager, Project Manager, or Project Engineer on similar size, type, scope, and complexity type contracts, and at least five years' experience as a QC Manager.

2. The Quality Manager or designated alternate shall not be the same person as the SSHO, PM, and E/EM.

3. The QM shall have completed Complete the course entitled "Construction Quality Management (CQM) for Contractors." and maintain a current certificate. Familiar with requirements of USACE EM 385-1-1, and experience in the areas of hazard identification and safety compliance.

2.7.1.3 Quality Control

Personnel

The Contractor shall provide Quality Control personnel whose primary duty and responsibility is to enforce the Contractor’s Quality Management System on this contract. The Quality Control personnel shall be on-site at all times when the Contractor is performing work during the Government's regular working hours. The Quality Control personnel shall report directly to the Quality Manager and shall not report directly to the Project Manager.

Item

Title Description

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

Quality Control personnel shall meet or exceed the qualifications, technical knowledge and experience requirements specified for the personnel performing the work, which they will be inspecting, and have at least three years of experience in enforcing QMS programs on contracts of similar size, scope and complexity.

2.7.1.4 Site Safety and Health

Officer (SSHO)

The SSHO must meet the requirements of EM 385-1-1 Section 1 and ensure that the requirements of 29 CFR 1926.16 are met for the project. Provide a Safety oversight team that includes a minimum of one Competent Person at each project site to function as the Site Safety and Health Officer (SSHO).

The SSHO or an equally-qualified Designated Representative/alternate shall be on-site at all times when work is being performed to implement and administer the Contractor's safety program and government-accepted Accident Prevention Plan. The SSHO's training, experience, and qualifications shall be as required by EM 385-1-1 paragraph 01.A.17, entitled SITE SAFETY AND HEALTH OFFICER (SSHO), and all associated sub-paragraphs.

A Competent Person shall be provided for all of the hazards identified in the Contractor's Safety and Health Program in accordance with the accepted Accident Prevention Plan, and shall be on-site at all times when the work that presents the hazards associated with their professional expertise is being performed. Provide the credentials of the Competent Persons(s) to the Contracting Officer for acceptance in consultation with the Safety Office.

The Contractor shall provide a SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract.

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

1. 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.

2. The SSHO shall have completed a 40 hour contract safety awareness course based on the content and principles of EM 385-1-1, and instructed in accordance with the guidelines of ASSE/SAFE Z490.1, by a trainer meeting the qualifications of paragraph QUALIFIED

TRAINER REQUIREMENTS.

3. The SSHO shall…