Draft C 0200000 Mgmt & Admin v190723 36 LRS.pdf

Section C – 0200000 Management and Administration

0200000 – Management and Administration 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 Wage Determinations

2.2.3 Requirements Hierarchy

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings

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

2.3.3 Partnering

2.3.3.1 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

2.3.6 Protection of Government Property

2.3.7 Government Information Technology (IT) Systems

2.3.8 Directives, Instructions, and References

2.3.8.1 Non-Disclosure

2.3.9 Invoicing Procedures

2.3.10 Forms

2.4 Government-Furnished Property, Materials and Services

2.4.1 Government-Furnished Facilities (GFF)

2.4.2 Government-Furnished Utilities

2.4.3 Government-Furnished Materials (GFM)

2.4.4 Government-Furnished Equipment (GFE)

2.4.5 Government-Furnished Telecommunications/Cable Services

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Safeguarding Information

2.6.2 Work Reception

2.6.3 Work Control

2.6.4 Work Schedule

2.6.5 Deliverables

2.6.6 Service Interruptions

2.6.7 Quality Management System (QMS)

2.6.7.1 Quality Management (QM) Plan

2.6.7.2 Quality Inspection and Surveillance

2.6.7.3 Quality Inspection and Surveillance Report

2.6.8 Property Management Plan

2.6.9 System and Equipment Replacement

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

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Manager

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 Environmental/Energy Manager

2.7.2 Quality Control Personnel

2.7.3 Employee Requirements

2.7.3.1 Employee Certification and Training

2.7.3.2 Employee Appearance

2.7.3.3 Employee Conduct

2.7.3.4 Identification as Contractor Employee

2.7.3.5 Removal of Employees

2.7.3.6 Proof of Legal Residency

2.7.4 Enterprise-wide Contractor Manpower Reporting Application (eCMRA)

2.8 Security Requirements

2.8.1 Employee Listing

2.8.2 Vehicles

2.8.3 Passes and Badges

2.8.4 Access to Installation

2.8.4.1 DBIDS Program

2.8.4.1.1 DBIDS Credentials – Andersen Air Force Base

2.8.4.1.2 DBIDS Credentials – Naval Base Guam

2.8.4.2 One-Day Passes

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 Sensitive Unclassified Information

2.8.9 Access to Government IT Systems

2.8.10 Employee Status

2.9 Contractor Safety Program

2.9.1 Subcontractor 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 Complex Lift Plan

2.9.4.5 Fall Prevention and Protection Plan

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 Certifications

2.9.12 Safety Apparel on Jobsites

2.9.13 Emergency Medical Treatment

2.9.14 Excavations

2.9.15 Munitions and Explosives of Concern (MEC)/Unexploded Ordinance (UXO)

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 Sampling, Testing and Laboratory Services

2.10.2.2 ODS Requirements for Refrigerant Recycling

2.10.2.3 Solid Waste Management and Recycling

2.10.2.4 Non-Regulated Waste Disposal

2.10.2.5 Regulated Waste Disposal

2.10.2.6 Universal Waste

2.10.2.7 Spill Prevention, Containment, and Clean-up

2.10.2.8 Hazardous Material Management

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

2.10.2.10 Noise Control

2.10.2.11 Salvage

2.10.2.12 Asbestos Containing Material (ACM)

2.10.2.13 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, Response, and Recovery

2.12 Exercise Support

2.13 Technical Library

2.14 Warranty Management

2.15 Recurring Work Procedures

2.15.1 Notification to the Government for Work Above the Recurring Work Requirements

2.15.2 Recurring Work Exhibit Line Item Numbers (ELINs)

2.16 Non-Recurring Work

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

2.16.2 Unit Priced Labor (UPL) Work (Negotiated)

2.16.2.1 Non-Recurring Work Preparation of Proposals

2.16.2.1.1 Labor Requirements

2.16.2.1.2 Material and Equipment Requirements

2.16.2.2 Issuance of Final Task Order

2.16.3 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

The Government's regular working hours are from 0700-1600 local Guam time, five days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor continuous operations, 24 hours a day, every day of the year including holidays. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours requires prior approval from the Contracting Officer (KO) or KO-designated Government representative.

2.2.1.1 Observed Federal

Holidays

The Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

2.2.1.2 Restriction to

Contractor Working Hours

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

2.2.2 Wage

Determinations

Wage Determinations are included in J-0200000-02.

2.2.3 Requirements

Hierarchy

Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, 3.1.2.1 and so on.

Likewise, Performance Standards specified at a lower digit level (i.e. spec item 3.1.1, 3.1.2, 3.1.2.1) apply when performance is assessed at a higher tier (i.e., spec item 3.1) based on the composite work requirements.

2.3 General

Administrative Requirements

2.3.1 Required

Conferences and Meetings

The Contractor shall attend meetings, e.g., administrative, coordination, inspections, evaluations, audits, and others, as requested by the KO. The Contractor shall provide sign-in sheets and prepare minutes of all meetings and submit a copy to the KO, Contracting Officer’s Representative (COR), and all attendees, per Section F, within two working days, 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 to the KO, COR and all attendees, per Section F, within two working days, for concurrence. Historically, there have been approximately six 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 training, as applicable, for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

The Contractor shall attend other training as directed by the KO.

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

Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who will receive services, principal individuals from NAVFAC, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and 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.

Partnering should accomplish three goals:

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

The second goal of partnering is contract specific, identifying risks and opportunities for the team to address.

The third goal is to sustain the Partnership throughout the contract by identifying and addressing issues that affect the Partnership.

2.3.3.1 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 and held 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 (e.g., audio-visual equipment, computer(s), easel(s), flipchart paper, colored markers, note paper, pens/pencils, colored flash cards) and have these items available at the partnering session. The Contractor shall 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

* Project Manager

* Quality Manager

* Site Safety and Health Officer Sub-contractor Reps

The Contractor’s proposal development team shall participate in the initial partnering session.

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, U.S. territory, and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.

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

52.228-5, INSURANCE – WORK ON A GOVERNMENT

INSTALLATION. This insurance must be maintained during the performance period.

2.3.5.1 Certificate of

Insurance

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

2.3.5.2 Minimum

Insurance Amounts

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

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 U.S.

territory worker's compensation and occupational disease statutes

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

Other as required by U.S. territory law

2.3.6 Protection of

Government Property

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

2.3.7 Government

Information Technology (IT) Systems

The Government’s Information Technology (IT) Systems are the OCONUS Navy Enterprise Network (ONE-NET) and the Air Force Network (AFNET).

2.3.8 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-03. The Contractor shall comply with the most current version of directives, instructions, and references to include versions published during the term of the contract.

2.3.8.1 Non-Disclosure DoD policy limits the disclosure of information. Information may be made available to the successful offeror with appropriate credentials and a need to know basis post award.

The Contractor shall not disclose, or cause to be disseminated, any information concerning the installation, such as: asset information, IT infrastructures, networks, systems, applications, files, data, etc. unless explicit written approval is provided by the KO.

2.3.9 Invoicing

Procedures

Refer to Section G for invoicing instructions. Refer to Invoice Form in J- 0200000-04 for sample.

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

2.4 Government-

Furnished Property, Materials and Services

In accordance with Section H - Special Contract Requirements, “Government-Furnished Property” and the following paragraphs, the Government will furnish or make available to the Contractor certain Government-owned facilities, utilities, materials, equipment and services for use in connection with this contract as stated below. Use for any other purposes other than in direct support of this contract is prohibited.

Lists of Government Furnished Property, Materials, and Services are provided in J-0200000-06. The Contractor shall conduct a baseline survey of the above inventories to include condition, use and location. Throughout the contract performance period, the Contractor will be responsible for recording, documenting, researching, and updating the property lists with any additions, change-outs or deletions to facilities, equipment, or materials per Section F.

2.4.1 Government-

Furnished Facilities

(GFF)

The Government will furnish or make available to the Contractor the facilities described in J-0200000-06, and as identified throughout the contract document. The Contractor shall maintain all shops, material storage, buildings, structures, and all areas furnished for the performance of this contract in a clean, neat, orderly and sanitary condition.

If the Contractor wants to make any modifications or alterations to Government furnished facilities, the Contractor shall obtain written approval from the KO before beginning work. All modifications or alterations approved by the Government will be made at the expense of the Contractor.

At the completion or termination of the contract, all facilities shall be returned to the Government in the same condition as received, except for reasonable wear and tear and for approved modifications or alterations performed.

2.4.2 Government-

Furnished Utilities

The Government will furnish water and electricity at existing outlets required for the work to be performed under the contract at no cost to the Contractor.

The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site. Provide and maintain backflow prevention devices on connections to domestic water lines and electrical transformer provisions on connections to electric lines.

The Contractor shall meet all Federal, U.S. territory, local, and installation codes and regulations for backflow prevention devices and electrical transformer provisions. Additional services required by the Contractor, for which there are no available Government outlets, shall be provided by the Contractor at no cost to the Government.

2.4.3 Government-

Furnished Materials (GFM)

None.

2.4.4 Government-

Furnished Equipment (GFE)

Government-furnished equipment includes Government equipment taken into the custody by the Contractor for repair when the unit acquisition cost of the equipment exceeds the simplified acquisition threshold as defined in FAR

2.101. Individual components of Government equipment within larger systems contracted for repair or maintenance on a Government installation are considered units for purpose of this section only.

A limited inventory of GFE will be made available for use by the Contractor.

GFE is listed in J-0200000-06.

2.4.5 Government-

Furnished Telecommunica-tions/Cable Services

The Government will furnish telecommunication and cable services (local, long distance via DSN and data transmission) at Government-furnished facilities.

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, as determined by the KO, 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, coordination and interface with the Government and other contractors, 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, 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 shall not contain any information associated with Government property beyond that provided as Government facilities asset information.

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 related to any (Contractor or Government) Information Technology (IT) or Operating Technology (OT) systems, including Building Control Systems, is encountered or suspected, the Contractor shall notify the Government per Section F.

2.6.2 Work Reception The Contractor shall provide the capability to receive, prioritize, correspond, and respond to service requests/work orders and task orders during

Government regular working hours and provide a point of contact at a local or toll free number who can perform the above function during other than Government regular working hours.

2.6.3 Work Control The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and work status updates shall be provided when requested by the KO. A status update of any item of work shall 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.

2.6.4 Work Schedule The Contractor's work shall not interfere with normal Government business.

In those cases, where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall notify the KO of any difficulty in scheduling work due to Government controls.

2.6.5 Deliverables Records and reports are specified in Sections C, F, G, 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, e.g., vouchers, invoices, records, reports, etc. 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.

2.6.6 Service

Interruptions

If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, 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.

2.6.7 Quality

Management System (QMS)

The Contractor shall establish and maintain a complete QMS program in accordance with the provisions specified herein. The Contractor’s QMS program shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. The Contractor's QMS program shall address:

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

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

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

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

2.6.7.1 Quality

Management (QM) Plan

The Contractor shall develop and submit a QM Plan per Section F. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, submit to the KO a revised QM Plan for acceptance.

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

• Policy and objectives of Quality Management System (QMS)

• Quality organization o List of personnel o Responsibilities & lines of authority o Training and qualifications

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

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

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

• Documentation and records management

• Communication with government (customers)

2.6.7.2 Quality Inspection

and Surveillance

The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.246-4, INSPECTION OF SERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions.

The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be submitted to the KO after termination of the contract per Section F.

2.6.7.3 Quality Inspection

and Surveillance Report

The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per Section F. The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment-driven corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.8 Property

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

2.6.9 System and

Equipment Replacement

The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work.

Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced. Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.6.10

Mobilization/ Phase-In and Demobilization/ Phase-Out

The Contractor shall submit Mobilization and Demobilization Plans to the KO for review and acceptance per Section F. 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 Government. The new Contractor will be allowed access to Government facilities to familiarize key personnel 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 KO.

The Contractor shall phase out in accordance with the Government-accepted Demobilization Plan and in partnership with the incoming Contractor so as to minimize disruption to the Government. The plan shall include the Contractor’s plan to familiarize the incoming Contractor’s key personnel with existing operations, property, and procedures, completing a Reconciliation Survey, and the Contractor’s strategy for transferring work-in-progress to the new Contractor.

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 changeover 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.

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 necessary to certify 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, contact information such as email addresses, daytime and after-hours phone numbers, emergency contact numbers, and their position title in this contract. As a minimum, include the PM, Quality Manager, SSHO, and on-site supervisor(s) and who they will report directly to for this contract. The key personnel shall be revised as applicable for the contract.

2.7.1.1 Project Manager

(PM)

The Contractor shall provide a PM and designated alternate, as applicable, who 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 Project Manager shall be a U.S. citizen and must have a Secret Clearance at the start of the full performance period. An interim clearance is acceptable during the Mobilization period.

The PM shall have at least five years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.

2.7.1.2 Quality Manager The Quality Manager or designated alternate shall be on-site during the Government's regular working hours and shall be available on-site within two hours after the Government’s regular working hours. The Quality Manager must report directly to a senior corporate official and shall not report directly to the Project Manager.

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

The Quality Manager shall have at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager shall not be the same person as the SSHO.

2.7.1.3 Site Safety and

Health Officer

(SSHO)

The SSHO shall 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:

The SSHO shall have completed five years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three years’ experience if he possesses a Certified Safety Professional (CSP) or safety and health degree. The SSHO shall have completed the OSHA 30-hour construction safety class or equivalent and maintain competency through 24 hours of formal safety and health related coursework every four years. The SSHO shall not be the same person as the project manager.

2.7.1.4 Environmental/

Energy Manager

The Contractor shall provide an Environmental/Energy Manager whose primary duty and responsibility is to ensure Contractor operations adhere to the goals and policies of the Environmental Management System, the Installation Energy Plan, and other specified Sustainability requirements affecting this contract. The Environmental/Energy Manager shall develop, implement and monitor environmental strategies, policies and programs that promote sustainable development and examine the contract activities to establish where improvements can be made and ensure compliance with environmental legislation and energy policy.

The Environmental/Energy Manager shall have a minimum two years’ experience with environmental procedures similar to those of this contract;

familiarity with Environmental Management Systems (EMSes); and knowledge of environmental regulations and federal energy laws and policy (including energy and water reduction requirements and renewable energy requirements) that are applicable to operations similar to those of this contract.

2.7.2 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 during the Contractor's regular working hours. The Quality Control personnel shall report directly to the Quality Manager and shall not report directly to the Project Manager.

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 on contracts of similar size, scope and complexity of this contract.

2.7.3 Employee

Requirements

The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety, environmental, and energy requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures.

2.7.3.1 Employee

Certification and Training

The Contractor shall maintain personnel certification, training, and licensing records for employee requirements specified herein and within all technical annexes/sub-annexes. Certification, training, and licensing records shall be kept current and on file for the duration of the contract including all option periods. Records shall be made available for Government review within four hours of request.

2.7.3.2 Employee

Appearance

The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/ subcontractor employees working under this contract shall be identified by a distinctive nameplate, identification badge, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.

2.7.3.3 Employee Conduct Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

2.7.3.4 Identification as

Contractor Employee

Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. All Contractor employees shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

2.7.3.5 Removal of

Employees

The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest or inconsistent with the best interests of National Security.

2.7.3.6 Proof of Legal

Residency

No employee or representative of the Contractor will be admitted to the site of work unless satisfactory Proof of Legal Residency is submitted per Section F.

2.7.4 Enterprise-wide

Contractor Manpower Reporting Application (eCMRA)

The following manpower reporting is required by NMCARS 5237.102-90.

The Contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: https://ecmra.mil.

Per Section F, reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://ecmra.mil.

2.8 Security

Requirements

The Contractor shall comply with all Federal, U.S. territory, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all security/entrance clearances are obtained.

2.8.1 Employee Listing The Contractor shall maintain a current Employee List and submit per Section F. The list shall include employee’s name, supervisor, company, and level of security clearance.

2.8.2 Vehicles The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid U.S. territory of Guam license plate that complies with U.S. territory of Guam Vehicle Code. Vehicles shall meet all other requirement of the U.S. territory of Guam Vehicle Code, such as safety standards, and shall carry proof of insurance and U.S. territory of Guam registration, if applicable.

2.8.3 Passes and Badges All Contractor employees shall obtain the required employee and vehicle passes.

Contractor employees that require Common Access Cards (CAC) to access Government information systems in the performance of their duties must be able to obtain CACs in accordance with security requirements, successfully complete required training, submit Systems Authorization Access Request (SAAR) Forms, and meet all eligibility requirements prior to being granted access to the Government’s systems.

Contractor employees shall wear Government issued badges over the front of their outer clothing. When an employee leaves the Contractor's service, the employee's Pass and Badge shall be returned within three working days.

Additional Passes and Badges may be required for access to restricted or controlled access areas.

2.8.4 Access to

Installation

All Contractor personnel shall obtain access to the installation through enrollment and registration into the Defense Biometric Identification System (DBIDS) or by obtaining passes each day from the Base Pass and Identification Office.

The Contractor shall furnish a completed EMPLOYMENT ELIGIBILITY VERIFICATION (DHS FORM I-9) form for all personnel requesting badges. This form is available at http://www.uscis.gov/portal/site/uscis by searching or selecting Employment Verification (Form I-9). Immediately report instances of lost or stolen badges to the Contracting Officer.

All Contractor personnel shall obtain access to the installation by obtaining passes from the Visitor Control Center in Andersen Air Force Base, Guam or the Visitor Control Center in Naval Base Guam.

2.8.4.1 DBIDS Program DBIDS is an enterprise identity management and perimeter installation access control solution in which Contractor personnel who enroll, and are approved, are subsequently granted access to the installation for a period up to one year, or the length of the contract, whichever is less, and are not required to obtain a new pass from the Base Pass and Identification Office for each visit. There are no fees associated with obtaining a DBIDS credential.

The Government performs background screening and credentialing.

Throughout the year the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges. DBIDS access privileges will be immediately suspended or revoked if at any time a Contractor employee becomes ineligible.

Under the DBIDS program, no commercial vehicle inspection is required, other than for Random Anti-Terrorism Measures (RAM) or in cases when Force Protection Conditions (FPCON) are elevated.

The Contractor shall immediately collect employee DBIDS credentials and notify the KO in writing:

1) That an employee has departed the company without having properly returned or surrendered their DBIDS credentials.

2) That there is a reasonable basis to conclude that an employee, or former employee, might pose a risk, compromise, or threat to the safety or security of the installation or anyone therein.

2.8.4.1.1 DBIDS Credentials

– Andersen Air Force Base

In order to obtain base access, an individual needs to acquire DoD sponsorship, have a thorough identity check, be properly vetted, and have a legitimate reason for base access. Identity checks require a passport, ID card issued by federal, state or local government agency or entity which provides a photograph or information such as name, date of birth, gender, height, eye color, and address, school ID card with a photograph, U.S. Military card or draft record, U.S. Coast Guard Merchant Mariner Card, or a Native American tribal document. Other requirements are 1.) Base Access Request Form, 2.)

Affidavit, 3.) III Log as required.

All items (scanned and signed) are to be submitted to 36th Contracting Squadron Contract Specialist for processing (hard copy or email). The Contracts Specialist will forward the documents to 36SFS for review and approval. A tracking number will be provided by 36SFS which the Contract Specialist will forward to the Contractor.

Investigation occurs when the individual’s background and ID are compared against authoritative criminal justice data bases, and the individual has a letter or official document from the sponsoring organization which articulates the reason for access. When the above criteria are satisfactorily met, DBIDS credentials are issued.

2.8.4.1.2 DBIDS Credentials

– Naval Base Guam

To obtain a DBIDS credential, the Contractor must present a letter or official document from the government sponsoring organization that provides the purpose for your access. Present a passport, ID card issued by federal, state or local government agency or entity which provides a photograph or information such as name, date of birth, gender, height, eye color, and address, school ID card with a photograph, U.S. Military card or draft record, U.S. Coast Guard Merchant Mariner Card, or a Native American tribal document. Present a completed copy of the SECNAV 5512/1 form to obtain your background check. Upon completion of the background check, the Visitor Control Center representative will complete the DBIDS enrollment process, which includes your photo, finger prints, base restrictions, and several other assessments.

2.8.4.2 One-Day Passes Participation in the DBIDS is not mandatory, and if the Contactor chooses to not participate, the Contractor’s personnel will have to obtain daily passes, be subject to daily mandatory vehicle inspection, and will have limited access to the installation. The Government will not be responsible for any cost or lost time associated with obtaining daily passes or added vehicle inspections incurred by non-participants in the DBIDS.

2.8.5 Access to

Buildings

The Contractor shall monitor and control access into restricted areas under their responsibility, allowing only those individuals who have been properly cleared into restricted areas or other controlled access areas. The Contractor shall comply with security requirements, plus those imposed by the installation Commander at all times. Personnel with access to special areas will have the appropriate screening and/or security clearance, and personnel requiring routine access to restricted areas will wear special badges authorizing access for those areas. Contractor personnel shall not enter restricted or controlled areas or installation facilities unless specifically authorized in performance of their duties. The Contractor shall secure all buildings and facilities entered during non-duty hours and will secure all building and facilities under the Contractor’s cognizance at the end of each work day or shift period.

2.8.6 Access

Arrangements

The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The Government may issue keys to the Contractor. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction.

2.8.6.1 Escort

Arrangement for Secured Areas

The Contractor shall make arrangements for Government escort into secured areas requiring escort. The KO/COR will provide information on applicable buildings, spaces and the appropriate point of contact.

The Contractor may experience delays while waiting for escorts. The Government estimates the wait period can be up to 30 minutes. The Contractor shall notify the Government COR and appropriate point of contract if an escort is not available after 30 minutes and access to accomplish the work is denied. Unscheduled requirements, e.g., work orders, etc. may require a longer wait for an escort.

2.8.7 Security

Clearances

The Contractor shall obtain all required corporate and personnel Security Clearances prior to commencement of work. DD Form 254, Contract Security Classification Specification is provided in J-0200000-07.

The Contractor shall obtain personnel security clearances from the Office of Personnel Management (OPM). Only U.S. citizens will obtain security clearances. Non-U.S. citizens are not allowed security clearances issued by the U.S. Government. The Contractor shall ensure that a list of all personnel with Security Clearances is maintained current, including clearances that are pending, and submit per Section F.

2.8.8 Access to Sensitive

Unclass…