0200000 C Management and Administration.doc

Spec Item Title

0200000 - Management and Administration

If the Contractor desires to work during other than Government's regular working hours for the Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Government’s Regular Working Hours to the KO for approval at least seven calendar days prior to requested day. This requirement excludes work to be performed during specified hours.

A project’s characteristics determine the process level to be used. As such the following partnering level applies to this contract:

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.

For more information concerning Partnering refer to NAVFACINST 11013.40, which can be viewed in the Government’s Contracts Office.

The Contractor shall bring the necessary personnel to successfully partner on this contract, including the following personnel (mandatory personnel are indicated by an asterisk):

Home Office *Project Manager *Quality Assurance Manager

*Site Safety and Health Officer

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 local worker's compensation and occupational disease statutes

Employer's Liability coverage: $100,000 War Hazard Insurance Other, as required by local law

The Contractor shall submit their invoice on company letterhead with name, address, invoice date, invoice number, description of services provided (contract number and title); name and address of contractor official to whom payment is to be sent; name, address and email address of the person to notify in the event of a defective invoice; taxpayer identification number (if applicable); and, electronic funds transfer information. The description of services shall include the Contract Line Item Number (CLIN) and SubContract Line Item Numbers (SLINs) for billing purposes. Section F identifies monthly records and reports that shall be submitted with the Contractor’s invoice.

The Contractor shall provide a check or EFT payment to the Isa Food Services Officer no later than the fifth calendar day after the end of each month. The Check/EFT will be issued in US dollars, drawn on a US financial institution and made payable to the Treasurer of the United States.

When replacing existing facilities equipment, the Contractor shall furnish equipment which meets or qualifies for the EPA Energy Star logo by meeting the U.S. EPA requirements for energy efficiency and motors and lighting system units rated as “High Efficiency” type. Refer to Spec Item 2.13, Energy and Water Management.

Any and all Host Nation fees required of companies employing host and third country national (TCN) personnel operating in, or sponsored by another agency to operate in, the work site country, shall not exceed actual costs or percentage rates required by the Host Nation laws and regulations. Actual costs shall be identified in the offeror’s proposal and are subject to audit and verification.

Workmanship for maintenance and repair shall include all work necessary to complete facility and system restoration, including touch-up painting and operational checks. Upon completion of work, the Contractor shall ensure all facilities, systems, and equipment are free of missing components or defects which would affect the safety, appearance, or habitability of the facilities and structures or would prevent any electrical, mechanical, plumbing or structural system from functioning in accordance with design intent. Repairs shall be made in accordance with the manufacturers’ specifications and guidelines, and standard building codes. The quality of repairs shall meet the applicable standards and shall prevent any malfunction reoccurrences caused by poor workmanship or other contractor inadequacies. The quality of the repaired areas shall be fully compatible with adjacent surfaces or equipment. Except where otherwise specified, replacements shall match existing in dimensions, finish, color, design, and functionality and shall have an appearance similar to the original finished appearance with only minor unobjectionable deterioration resulting from normal use.

The Contractor shall not allow debris to spread unnecessarily into adjacent areas nor accumulate in the work area. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and at the end of each day work is in progress. Upon completion of work, any stains and other unsightly marks shall be removed.

Required service performance data fields are indicated in J-0200000-05. Further instructional information is also provided in J-0200000-05. Contractor agrees to provide 10 extra data elements per field rows with as much as 150 characters per element or row for Government to refine during initial phase-in to full contract performance, and also continue to deliver required performance data into any future Government MAXIMO versions at no additional cost to the Government. Data shall be provided to the Government at the end of each workday.

The Government’s MAXIMO is not available for the Contractor’s use as a work management system.

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

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

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

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

Within 15 calendar days after award of the contract, the Contractor shall submit to the KO an Organizational Chart 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, QCM, 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.

The SSHO shall have completed three years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past, and shall have completed the OSHA 30-hour construction safety class or equivalent within the last three years. The SSHO shall not be the same person as the project manager.

(a) Name/CPL#/CPL Expiration Date/Nationality/Passport #/Expiration Date

(b) Nationality

(c) Civilian Population Registry Number (CPR)

(d) CPR Expiration Date

(e) Visa Expiration Date/Access Expiration Date

Non US Citizens are required to be escorted onto and while working on the Logistics Support Area (LSA), Flight Line, Fuel Farm Field Ammunition Supply Point (FASP) and Patriot Missile Battery sites. The escort ratios are as follows:

(a) Navy: One escort for every ten TCNs.

(b) Marine Corps: One escort for every four TCNs.

(c) Army: One escort for every eight TCNs.

The vehicle ratio is one escort for every six vehicles and one escort for every two buses.

(a) Name/CPL#/CPL Expiration Date/Nationality/Passport #/Expiration Date

(b) Nationality

(c) Civilian Population Registry Number (CPR)

(d) CPR Expiration Date

Visa Expiration Date/Access Expiration Date.

Personnel requiring entry to Isa AB shall coordinate with Isa AB or tenant commands to ensure they provide necessary credentials IAW J-0200000 06. Access and Badging. Non-permanent personnel who possess a DOD CAC shall be escorted on and off base. Visitors without a DOD CAC must submit all necessary paperwork to the Isa Security Force no later than 14 days prior to arrival.

The Contractor shall make all arrangements with Isa Base Security for after normal working hours base access.

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

The Contractor may experience delays while waiting for escorts. The Government estimates the wait period can be up to 15 minutes. The Contractor shall notify the Government Performance Assessment Representative (PAR) and activity’s point of contract if an escort is not available after 15 minutes and access to accomplish the work is denied. Unscheduled requirements, e.g., trouble calls, may require a longer wait for an escort.

After two documented denial of access, the Contractor shall notify the KO in writing of the denial of access and the Government will credit the Contractor for performance of the original scheduled work. Each denial of access shall also be reported in the Contractor’s Quality Inspection and Surveillance Record.

Restricted areas include:

Multiple facilities at the Flight Line

Approximately 15 facilities at LSA

Raydome

The Government will provide escorts for Contractor or Subcontractor employees if work is required in areas requiring security clearances.

The APP shall follow the format and include all elements addressed in paragraphs 1 through 10 of Appendix A of EM 385-1-1. The APP shall incorporate Activity Hazard Analyses (AHAs) and Occupational Risk and Compliance Plans and Programs that are relevant to the site specific hazards and controls for each activity and type of work that may be encountered in the performance of this contract.

The Contractor shall submit an APP to the KO within 15 days following award for acceptance. The Contractor shall review, update, and submit the revised APP to the KO annually and within 15 calendar days whenever a change in work conditions, hazards, or activities occur.

· For combination FFP/IDIQ contracts, the Contractor shall submit an AHA on task orders, with the associated proposal, whenever the service environment or required task is different from the firm-fixed-priced services.

· For construction (including renovation or alteration) task orders placed on the IDIQ portion of contract, the Contractor shall submit a separate AHA for each task order with the associated proposal.

AHAs shall follow format of Figure 1-1 of EM 385-1-1 and shall explain the following as detailed in the EM 385-1-1:

· The steps of the service process;

· Identify potential hazards that exist as a result of the Contractor’s service process within the environment;

· Measures or plans of actions to safely remove potential hazards away from people in and around the service process and environment;

· Specific materials and equipment necessary to safely remove potential hazards away from people in and around the service process and environment;

· Inspection requirements to assure service activity is safe; and

· Training of service personnel to be aware of potential hazards and measures or plans of actions to be used to remove hazards from service environment.

During performance of services, the SSHO shall periodically review the AHA at each service site and for each technical specification to assess the effectiveness of the Contractor’s overall APP. If changes to the AHAs are required, such changes shall be submitted to the KO for review and acceptance.

For recordable injuries and illnesses, property damage accidents resulting in at least $2,000 in damages, and Weight Handling Equipment (WHE) accidents, the Prime Contractor shall conduct an accident investigation to establish the root cause(s) of the accident.

(a) For recordable injuries and illnesses and property damage accidents resulting in at least $2,000 in damages complete the Navy Contractor Significant Incident Report (CSIR) form and provide the report to the KO within one calendar day of the accident. The KO will provide a blank copy of any required or special forms.

(1) Recordable Injuries or Illnesses. Any work-related injury or illness that results in:

(i) Death, regardless of the time between the injury and death, or the length of the illness;

(ii) Days away from work (any time lost after day of injury/illness onset);

(iii) Restricted work;

(iv) Transfer to another job;

(v) Medical treatment beyond first aid;

(vi) Loss of consciousness; or

(vii) A significant injury or illness diagnosed by a physician or other licensed health care professional, even if it did not result in (1) through (6) above.

(b) For WHE accidents (including rigging gear accidents) complete the WHE Accident Report (Crane and Rigging Gear) form and provide the report to the KO within 30 calendar days of the accident. The KO will provide a blank copy of the accident report form.

(1) WHE Accident. A WHE accident occurs when any one or more of the six elements in the operating envelope fails to perform correctly during operation, including operation during maintenance or testing resulting in personnel injury or death; material or equipment damage; dropped load; derailment; two-blocking; overload; and/or collision, including unplanned contact between the load, crane, and/or other objects. A dropped load, derailment, two-blocking, overload and collision are considered accidents even though no material damage or injury occur. A component failure (e.g., motor burnout, gear tooth failure, bearing failure) is not considered an accident solely due to material or equipment damage unless the component failure results in damage to other components (e.g., dropped boom, dropped load, roll over, etc.).

Comply with current 29CFR1904 for OSHA/HIOSH record keeping and reporting requirements.

· An Initial Accident Reporting Notification Report shall be developed by the Contractor and provided to the KO immediately after that an accident, or near miss, has occurred. The Contractor may not have all the facts and information regarding the actual incident or near miss at the time of the initial report. However, it is the Government’s desire to receive notification of all mishap situations as early as possible.

· The Contractor shall develop a Follow-on Accident Reporting Notification Report and shall and provide a copy to the KO by close of business the day of the accident, or if the accident occurs after hours, at start of business the following morning. Follow-on reports shall be required daily until the Contractor can send a final, conclusive report of the nature, cause, and outcome of the accident.

· The Contractor shall provide a Final Accident Reporting Notification Report of the accident to the KO within 24 hours after completing the investigation of the accident.

The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for NAVFAC Europe, Africa and Southwest Asia (EURAFSWA) via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address https://doncmra.nmci.navy.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

· The site is safe and free of job-site hazards

· Proper PPE is being utilized and worn.

· Safe work practices and processes are being followed.

· Workers are familiar with the hazards covered in the respective AHA for that work activity.

· All equipment and tools are in good condition and being used safely.

The Government reserves the right to inspect and monitor Contractor operations for safety compliance. In general, the Government approach will be to conduct Performance Assessment on the quality and effectiveness of the Contractor’s safety program. The Government reserves the right to stop any work activity when it deems danger is imminent. Contractor personnel shall work in a safe manner and comply with all applicable safety regulations. The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available to the KO upon request.

Whenever the KO becomes aware of any safety noncompliance or any condition which poses a serious or imminent danger or hazard to the health or safety of the public or Government Personnel, the KO will notify the Contractor orally, with written confirmation, and request immediate corrective action.