0200000 J Management and Administration Amendment 0002.pdf

Section J Documents, Exhibits, and Other Attachments

Table of Contents

Attachment Number Attachment Title

J-0200000-01 Definitions And Acronyms

J-0200000-02 Directives, Instructions, And References

J-0200000-03 Government-Furnished Facilities

J-0200000-04 MAXIMO Data (Service Provider Information, Asset Information, Characteristic Meter Reading Information)

J-0200000-05 MAXIMO Data Reporting

J-0200000-06 Navfac MAXIMO System Access Procedures

J-0200000-07 Exhibit Line Item Numbers (ELINS)

Attachment J-0200000-01 Definitions And Acronyms

Definition Description

Competent Person A person who has the professional experience and training necessary to identify existing and predictable hazards at a work or service environment, and who has the authority to take prompt and corrective action to eliminate or remove dangers from the environment.

One who can identify existing and predictable hazards in the working environment or working conditions that are dangerous to personnel and who has authorization to take prompt corrective measures to eliminate them.

Confined Work Space A space that is large enough and so configured that a person may bodily enter a space (such as in tanks, vessels, silos, storage bins, hoppers, vaults, pits, and like spaces where there is limited means of entry) and is hindered or restricted from escaping during an emergency.

Contracting Officer

(KO)

That individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

Contracting Officer’s Representative (COR)

The individual appointed by the KO responsible for monitoring the Contractor’s technical compliance and progress, relative to assigned contract(s)/orders(s), based on the contract requirements specified in the PWS and in accordance with the PAP. The COR performs a variety of contract administration duties that includes oversight of PA, documenting and rating Contractor performance, reviewing invoices, and acceptance of work. Assignment as a COR is a collateral duty typically performed by the FSCM or SPAR.

Contractor That entity or its representative responsible for the delivery of the services or materials specified in this contract, as designated by contract award. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall insure that subcontractors comply with the provision of this contract.

Contractor Representative

That individual appointed by the Contractor, either orally or in writing, who has been assigned responsibility for executing the requirements of this contract.

Direct Material Costs The actual vendor invoice charges for materials used for performance of work under this contract. Direct material costs shall include transportation charges when such charges are included on the invoice by the vendor, as well as any discounts allowed for prompt payment and discounts or rebates for core value or salvage value that accrue to the Contractor. When questions arise concerning the cost of materials, material costs will be based on the lowest of quotes provided by the Contractor from at least three different commercial vendors for the direct material cost. The Government retains the right to obtain additional quotes in questionable situations. The lowest price will be used.

Electronic Operation And Maintenance And Support Information (eOMSI)

A set of consultant-prepared data and document files that contain detailed, as-built technical information that describes the efficient, economical and safe operation, maintenance and repair of a facility, plant, equipment or system throughout its life cycle.

Generally it is prepared during construction and submitted upon completion of a new facility or major facility upgrade. eOMSI’s typically include asset information, staffing and budgeting information, supply support including critical spare parts, operating procedures, troubleshooting and diagnostic guides, extended warranty data, maintenance task frequencies and documentation, technical data, repair procedures and manufacturer’s product data. eOMSI data and document files are provided in electronic formats.

Equipment Tangible asset that is functionally complete for its intended purpose, durable, and non-expendable.

Definition Description

Facility A building or structure designed and created to serve a particular function.

Frequency Of Service • Annual (A). Services performed once during each 12-month period of the contract at intervals of 335 to 395 days.

• Biennial (B). Services performed once during each 24-month period of the contract at internals of 670 to 790 days.

• Daily (D). Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

• Daily (xD7). Services performed once each calendar day, seven days per week, including weekends and holidays.

• Monthly (M). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

• Quarterly (Q). Services performed four times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

• Semiannual (SA). Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

• Semimonthly (SM). Services performed 24 times during each 12-month period of the contract at intervals of 14 to 16 calendar days.

• Three times weekly (3W). Services performed three times a week, such as Monday, Wednesday, and Friday.

• Twice weekly (2W). Services performed twice a week, such as Monday and Thursday or Tuesday and Friday.

• Weekly (W). Services performed 52 times during each 12-month period of the contract at intervals of six to eight calendar days.

Government Furnished Property (GFP)

Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract. Government furnished property includes, but is not limited to, spares and property furnished for repairs, maintenance, overhaul, or modification.

Inspection A rigorous, detailed assessment of the condition of a facility performed to generate a fundable scope and cost estimate for prioritization and funding of maintenance and repair.

Job or Work Order An authorization for work that requires planning and estimating and has an individual line of accounting for financial and performance evaluation.

Load Handling Equipment

A term used to describe cranes, hoists and all other hoisting equipment (hoisting equipment means equipment, including crane, derricks, hoists and power operated equipment used WITH RIGGING to raise, lower and/or horizontally move a load.

NAVFAC MAXIMO A specially configured software version of MAXIMO®, a commercially available computerized maintenance management system (CMMS), adopted by NAVFAC for enterprise facility asset data management. The terms “MAXIMO”, “NAVFAC MAXIMO” or “Government’s MAXIMO” shall be used interchangeably in the document.

Performance Assessment

A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Performance Assessment Representative (PAR)

The individual(s) assigned as a Technical Point of Contact (TPOC) / Subject Matter Expert (SME) to the COR to perform duties as the on-site representative who assesses Contractor performance. The PAR periodically observes Contractor performance, reviews delivered services, reviews quality management corrective actions, periodically assesses and documents Contractor performance on PAWs and the MPAS, and communicates findings as necessary with the Contractor, SPAR, and COR.

Definition Description

Pre-Expended Bin Materials And Supplies

The minor materials and supplies that are incidental to the job, for which the total direct cost of any one material line item shown on the material estimate is $10.00 or less.

Examples of pre-expended bin materials and supplies include, but are not limited to, solder, lead, flux, electrical connectors, electrical tape, fuses, nails, screws, bolts, nuts, washers, spacers, masking tape, sand paper, solvent, cleaners, lubricants, grease, oil, rags, mops, glue, epoxy, spackling compound, joint tape, plumbers tape and compound, clips, welding rods, and touch up paint.

Property Administrator An authorized representative of the Contracting Officer who is responsible for administering contract property requirements, terms and conditions of the contract

Property Management Program

A Government program established for the purpose of reviewing and approving the Contractor’s Property Management Plan and System through performance of a system analysis whenever government property is in the possession of the Contractor.

Quality Assurance

(QA)

The planned and systematic activities implemented in a quality system so that quality requirements for a product or service will be fulfilled.

Quality Control (QC) The observation techniques and activities used to fulfill requirements for quality.

Response Time The time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate personnel, tools, equipment, and materials, ready to perform the work required.

Unit Priced Labor (UPL) Hour

The unit price bid by the Contractor to perform one hour of work-in-place. With the exception of direct material and construction equipment costs, the unit price includes all indirect and direct costs associated with performing work. The price includes the Contractor’s hourly composite trade wage, adjusted to allow for workforce productivity;

costs for pre-expended bin materials, union agreements, crew sizes, hand tools, payroll burdens and fringes, overtime, job (field) overhead (including clerical support, supervision, inspection, fees, taxes, licenses, permits, and insurance), general and administrative (home office) overhead, and profit. Additionally, time for job preparation, safety standby personnel, and similar indirect labor elements are included.

Acronym Title

ACO Administrative Contracting Officer

CDR Contract Discrepancy Report

CIA Controlled Industrial Area

CIMU Component Inventory Management Unit

CMMS Computerized Maintenance Management System

COR Contracting Officer Representative

DCR Direct Condition Rating

DoD Department of Defense

DoN Department of Navy

DRMO Defense Reutilization Management Office

EPA Environmental Protection Agency

EPCRA Emergency Planning and Community Right-to-Know Act

FAR Federal Acquisition Regulation

FIFRA Federal Insecticide, Fungicide, and Rodenticide Act

FSC Facility Support Contract

FSCM Facility Support Contract Manager

GIS Geospatial Information System

GFE Government-furnished Equipment

GFF Government-furnished Facilities

GFM Government-furnished Materials

HCA Head Contracting Agency

ICAP Infrastructure Condition Assessment Program iNFADS Internet Navy Facilities Asst Data Store

KO Contracting Officer

LAN Local Area Network

MAP Maintenance Action Plan

MDI Mission Dependency Index

MPAS Monthly Performance Assessment Summary

MRI Mission Readiness Index

SDS Safety Data Sheets

NAVFAC Naval Facilities Engineering Command

NMCI Navy Marine Corps Intranet

NOSC Navy-On-Scene Coordinator

PAP Performance Assessment Plan

PAR Performance Assessment Representative

PAW Performance Assessment Worksheet

PM Project Manager

PM Planned Maintenance or Preventative Maintenance

PWS Performance Work Statement

PWO Public Works Officer

Acronym Title

QC Quality Control

RPIE Real Property Inventory Equipment

SPAR Senior Performance Assessment Representative

TE Technical Exhibit

WBS Work Breakdown Structure

Attachment J-0200000-02 Directives, Instructions, and References

Reference Title EM 385-1-1 U.S. Army Corps of Engineers Safety and Health Requirements P.L. 91-596 Occupational Safety and Health Act UFGS 01 35 26 Unified Facilities Guide Specifications ISAABINST 1000.1B Installation Policies and regulations for units assigned to US Naval Forces Central UCMJ Uniform Code of Military Justice ISAABINST 5530.1 Security Force Standard Operating Procedures ISAABINST 1020.1 Uniform Policy and Regulations for Units Assigned and Deployed to Isa Air Base, Bahrain ISAABINST 11320.1A Fire Prevention and Protection Program

COMUSNAVCENT/COM

FIFTHFLT General Order

Prohibited Activities for US DOD Personnel Present within the United States Central Command (USCENTCOM) Area of Responsibility (AOR)

CUSNC/C5F OPORD 1000-

Personal Conduct Ashore and Standards for the Wearing of Uniforms and Civilian Clothes for Naval Personnel within the U.S. Central Command Area of Responsibility

Attachment J-0200000-03 Government-Furnished Facilities (GFF)

The Government will provide the Contractor the use of Government-owned facilities only in connection with this contract. All such facilities will be provided in “as is” condition and their use is at the option of the contractor. Exceptions to the List or condition of spaces shall be reported to the KO by the Contractor within 72 hours after space occupancy; failure to do so shall be interpreted to indicate that no exceptions existed at the time of award. The use of Government-furnished facilities for purposes other than the execution of this contract is prohibited. The Contractor shall be responsible and accountable for such facilities accepted for use and shall take adequate precautions to prevent fire hazards, odors, and vermin. All maintenance including all equipment associated with each facility (AC, electrical, plumbing fixtures etc) repair, pest and custodial services for Government-furnished facilities shall be provided by the Contractor at no additional cost to the Government. The Contractor shall obtain written approval from the KO prior to making any modifications or alterations to the facilities. Any such modifications or alterations approved by the Government will be made at the expense of the Contractor. At the completion of the contract all facilities shall be returned to the Government in the same conditions as received, except for reasonable wear and tear.

Attachment J-0200000-04 MAXIMO Data

Refer to file J-0200000-04 MAXIMO Data.xls

Attachment J-0200000-05 MAXIMO Data Reporting

PURPOSE AND OVERVIEW

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

GENERAL TYPES OF DATA

Work Order Data

Work order data includes all necessary information for the documentation of all completed work orders, including, but not limited to, service orders, preventive maintenance (as performed under the PM program or as part of IMP), and work issued as IDIQ. Specific NAVFAC MAXIMO fields required for work order data are listed on the Service Provider Information spreadsheet provided in J-0200000.

Asset Data

Asset data includes the specific details necessary for proper identification and tracking of assets. Asset data must be updated for all completed work orders where an asset is repaired, replaced, installed, or otherwise affected. Specific NAVFAC MAXIMO fields required for asset data are listed on the Asset Information spreadsheet provided in J- 0200000-XX. Utilities assets require the additional data listed on the Specification Information spreadsheet provided in J-0200000. When replacing existing assets, the Contractor shall change the status of the current asset which will remove it from the maintenance plan and add the new asset.

Condition Assessment Data

Condition assessment data includes all necessary information for the accurate condition rating of all assets in support of the Infrastructure Condition Assessment Program (ICAP). Specific NAVFAC MAXIMO fields required for condition assessment data are listed on the Characteristic Meter Reading Information spreadsheet provided in J- 0200000.

METHODS FOR DATA SUBMISSION

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

METHOD 1: Direct Data Entry

In this method a Contractor obtains authorized access as specified in Section C and directly enters data into NAVFAC MAXIMO. Detailed guidance on NAVFAC MAXIMO System Access Procedures is provided in J- 0200000-XX. All reference value verification is provided by NAVFAC MAXIMO.

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

METHOD 2: NAVFAC MAXIMO Flat File Data Exchange (Not used see Annex 0200000 Spec Item)

The Contractor will utilize the data formats contained in the Service Provider Information provided in J-0200000, Asset Information provided in J-0200000, Specification Information provided in J-0200000, and Characteristic Meter Reading Information provided in J-0200000. The Contractor shall use their own internal systems to generate the flat file data into the format required. The Contractor is responsible for ensuring that data is correct and validated to meet the Maximo data requirements. If any data gets rejected the Contracting Officer will send the “rejected” data back to Contractor and the Contractor shall correct and resubmit the data within 24 hours. In all cases of data rejects the Contractor shall communicate with the Contracting Officer to rectify the data rejects.

Flat File Data Validation and Preparation

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

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

SERVICE PROVIDER INFORMATION – (Spreadsheet provided in J-0200000-06) –contains the format and data elements for submission of Work Order Information.

ASSET INFORMATION – (Spreadsheet provided in J-0200000-06) – contains the format and data elements for submission of new or updated Asset Information.

SPECIFICATION INFORMATION – (Spreadsheet provided in J-0200000-06) – generally only used for Utilities assets, contains the format and data elements for submission of additional fields related to new or updated Asset Information.

CHARACTERISTIC METER READING INFORMATION – (Spreadsheet provided in J-0200000-06) – contains the format and data elements for submission of updated Condition Assessment Information.

Service Provider, Asset, Specification, & Characteristic Meter Reading Information Spreadsheet Format

Tab 1 – General Information - Version number, change log, etc.

Tab 2 – Field Information – Field Name, Data Type, short description on field use and related information including Content Notes and NAVFAC MAXIMO Field Name.

Tab 3 – Flat File Data Layout

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

Examples of data requiring validation:

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

Company Description Company Type

Organization

MCQUAY McQuay International; HVAC equipment M NAVFAC

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

Sample Reference Value “asset”

Asset Description Location Parent Rotating Item

Work Center Site

WNY111-

AHU-05

SPLIT SYSTEM #1A WNY-111 WNY111-AHU-

CIMU-02

WCCP22 10101

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

Flat File Submission Requirements

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

Pipe Delimited Flat File:

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

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

An individual flat file record is made up of over 30 individual fields, stored in a text file and delimited by the piping symbol ( ‘|’ ). Not all of the fields must have data. Fields that are not required to have data must still exist in the flat file record but are allowed to have no data present for that field. See below for illustration for fields not required. A flat file is a text file that contains one or more of these individual records.

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

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

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

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

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

The second item worth noting is the last field in the line. The line ends with “|CHARLIE|”. This is the 26th field and represents the CHANGEBY field. Since no more data are being sent with this individual record, no other piping symbols need to be included on this row. It would have been acceptable to include extra pipes to indicate the NULL values being sent for the remainder of the fields identified on the flat file format sheet.

Spreadsheet Flat File:

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

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

The Contractor shall submit a complete work order, asset, specification, or characteristic meter reading data spreadsheet by filling out all applicable portions of the Excel spreadsheet workbook after validating matching appropriate fields per provided reference files.

Attachment J-0200000-06

Navfac Maximo System Access Procedures

PURPOSE AND OVERVIEW

The Contractor must obtain and maintain access to the ONE-NET network and request an account for NAVFAC MAXIMO. There are several steps in receiving approval to access the ONE-NET network and a separate process to request a NAVFAC MAXIMO username and password. The instructions in the following section are accurate at the time of solicitation but are subject to change.

ONE-NET NETWORK ACCESS

The contractor methods to obtain network access to include:

Common Access Card (CAC)

The FEC or local PWD can sponsor a limited number of CACs for Contractor personnel. The Contractor must buy a card reader and required software and utilize their own workstation. The Contractor can use a CAC to connect to NAVFAC MAXIMO via the internet if the workstation has a compatible CAC card reader. A ONE-NET workstation is not required in order to use a CAC.

ONE-NET Seat

If deemed suitable by the Contracting Officer, the Contractor may buy ONE-NET seats directly from ONE-NET to enable the Contractor to staff their resources onsite. The Contracting Officer will provide local assistance to initiate the process to purchase the ONE-NET seat and also to get CAC access. Onsite resources must have a CAC card to use the ONE-NET workstation. Contact the Contracting Officer for information on approximate costs. This option may be removed with 30 calendar days notification at no charge to the Government. The Contractor shall be liable for all charges associated with the workstation, including, but not limited to, Move/Add/Change requests.

DoD PKI External Certificate

The Contractor may purchase external DoD PKI certificates from one of the approved ECA vendors listed on the DISA website: http://iase.disa.mil/pki/eca/index.html. The Contractor may purchase as many external certificates as required using this method. This website has full details on purchase, cost and FAQ details for these certificates.

The Contractor may contact the Contracting Officer for more details. The contractor is advised this method is subject change by the Navy or DoD Policy with limited or no warning. The cost to accommodate these changes shall be born fully by the contractor.

The Contractor may choose a combination of the above methods for direct access depending on the volume of work and location of their resources.

The following web links give more details on how/where to purchase the CAC card readers, software and steps to install and use the CAC cards and DOD certificates http://militarycac.com/ http://www.dmdc.osd.mil/smartcard/docs/FAQ_PKI-PKE.pdf or http://www.One-NET-isf.com/downloads/userinfo/PKIInstallationGuide.pdf

NAVFAC MAXIMO ACCOUNT REQUEST

The Contractor shall submit a request for NAVFAC MAXIMO account access to the Contracting Officer.

The Contractor must satisfy security clearance requirements of the local Information Assurance Manager (IAM) before access will be granted. Steps will include:

Submit required SAAR form

Request a NITC portal SSO account

Request a STS account

Create a STS ticket requesting a new Maximo account

Take required initial and recurring Information Assurance training

Complete New User Request Form

The local NAVFAC Business Office will determine level of access and restrictions for users by configuring NAVFAC MAXIMO Work Center access. The Contractor will receive notification that the NAVFAC MAXIMO account has been created, as well as USER ID, password and NAVFAC MAXIMO access URL details.

Attachment J-0200000-07

Exhibit Line Item Numbers

Refer to Excel file “J-0200000-07 ELINS.xlsx”