0200000 C Management and Administration.pdf

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

2.2.4 Supported Installations

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 References and Technical Documents

2.3.8 Invoicing Procedures

2.3.9 Forms

2.3.10 Historic Preservation

2.4 Government-Furnished Items

2.4.1 Government-Furnished Facilities (GFF)

2.4.2 Government-Furnished Equipment (GFE)

2.4.3 Government-Furnished Utilities

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Safeguarding Information

2.6.2 Dissemination of Information

2.6.3 Work Reception

2.6.4 Work Control

2.6.5 Work Schedule

2.6.6 Deliverables

2.6.7 Service Interruptions

2.6.8 NAVFAC Maximo

2.6.8.1 NAVFAC Maximo Data

2.6.8.2 NAVFAC Maximo Method of Data Entry

2.6.8.3 NAVFAC Maximo Access

2.6.8.4 NAVFAC Maximo Training

2.6.9 Quality Management System (QMS)

2.6.9.1 Quality Management (QM) Plan

2.6.9.2 Quality Inspection and Surveillance

2.6.9.3 Quality Inspection and Surveillance Report

2.6.9.4 Historic Property Work Plan

2.6.10 Property Management Plan

2.6.11 System and Equipment Replacement

2.6.12 Workmanship and Material Standards

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Manager

2.7.1.2.1 Quality Control Personnel

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 Environmental/Energy Manager

2.7.1.5 Historic Property Project Manager

2.7.1.6 Technical Library Staff

2.7.1.7 Special Event Coordinator

2.7.2 Employee Requirements

2.7.2.1 Employee Certification and Training

2.7.2.2 Employee Appearance

2.7.2.3 Employee Conduct

2.7.2.4 Identification as Contractor Employee

2.7.2.5 Removal of Employees

2.7.2.6 Proof of Legal Residency

2.7.3 Service Contract Reporting (SCR)

2.8 Security Requirements

2.8.1 Employee Listing

2.8.2 Vehicles

2.8.3 Passes and Badges

2.8.4 Access to Installation

2.8.4.1 DBIDS Program

2.8.4.2 DBIDS Credentials

2.8.5 Access to Buildings

2.8.6 Access Arrangements

2.8.6.1 Escort Arrangement for Secured Areas

2.8.7 Security Clearances

2.8.8 Access to Controlled Unclassified Information

2.8.9 Access to Government Information Technology (IT), Operating Technology (OT), and Facility

Related Control Systems (FRCS)

2.8.10 Access to Navy Marine Corps Intranet (NMCI)

2.8.11 Employee Status

2.9 Contractor Safety Program

2.9.1 Contractor Safety Requirements

2.9.1.1 Experience Modification Rate (EMR)

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

2.9.2 Accident Prevention Plan (APP)

2.9.3 Activity Hazard Analysis (AHA)

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

2.9.4.1 Alcohol and Drug Abuse Prevention Plan

2.9.4.2 Chemical Hazard Communication Program

2.9.4.3 Confined Space Program

2.9.4.4 Critical Lift Plan

2.9.4.5 Fall Prevention and Protection Plan

2.9.4.6 Pathogen Exposure

2.9.4.7 Control of Hazardous Energy (lockout/tagout)

2.9.5 Crane Operations

2.9.5.1 Crane Inspections

2.9.5.2 Rigging Gear

2.9.5.3 Crane Operators

2.9.6 Accident and Damage Reporting

2.9.6.1 Accident Reporting and Notification Criteria

2.9.7 Fire Protection

2.9.8 Monthly On-Site Labor Reports

2.9.9 OSHA Citations and Violations

2.9.10 Safety Inspections and Monitoring

2.9.11 Safety Certification

2.9.12 Safety Apparel on Jobsites

2.9.13 Emergency Medical Treatment

2.9.14 Excavations

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 Air Quality

2.10.3 Sustainable Procurement and Practices

2.10.3.1 Environmentally Preferable Products

2.10.3.2 Use of Recovered Materials

2.10.3.3 Use of Biobased Products

2.11 Disaster Preparedness

2.12 Warranty Management

2.13 Recurring Work Procedures

2.13.1 Recurring Work Preparation of Proposals

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

2.13.3 Recurring Work Exhibit Line-Item Numbers (ELINs)

2.14 Non-Recurring Work

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

2.14.1.1 Acceptance and Performance

2.14.1.2 Invoicing and Receiving Payment

2.14.2 Unit Priced Labor (UPL)Work (Negotiated)

2.14.2.1 Non-recurring Work Preparation of Proposals

2.14.2.1.1 Labor Requirements

2.14.2.1.2 Direct Material and Construction Equipment Requirements

2.14.2.2 Issuance of Final Task Order

2.14.3 Non-Recurring Work ELINS

2.15 Asset Data Quantity Variation

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 0730-1600, five days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor continuous operations, twenty-four (24) hours a day, every day of the year including holidays. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours must be authorized by the KO prior to commencement of work.

MWR Facility Listing and Hours of Operations are provided in J-0200000-17.

Special Event support requirements are provided in 1503070 C and 1503070 J attachments.

2.2.1.1 Observed Federal

Holidays

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

When the holiday falls on a Saturday, the preceding Friday will be considered a holiday. When such holidays fall on a Sunday, the succeeding Monday will be considered a holiday.

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.

2.2.4 Supported

Installations

Installations supported in this contract shall include areas affiliated within a 100-mile radius of NSA Annapolis. See J-0200000-19 Supported Installation Radius Map for information.

2.3 General

Administrative Requirements

2.3.1 Required

Conferences and Meetings

The Contractor shall attend administrative and coordination meetings.

The Contractor shall record the minutes of the meetings attended and shall submit the minutes within three (3) working days to the KO and attendees per Section F. The Contractor shall attend meetings included in J-0200000-04 Required Conferences and Meetings and J-0200000-05 NAVFAC P-204 FSC

Partnering Guide. Attachment J-200000-05 NAVFAC P-204 FSC Partnering Guide will be provided upon request after contract award.

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and Equipment

When construction, renovation, or repair work is performed on this contract or by means other than this contract, the Contractor shall attend Government provided training, as applicable, for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

2.3.3 Partnering The Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who may receive services, principal individuals from NAVFAC, the 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 to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps. NAVFAC P-204 Facility Support Contracts Partnering Guide contains the framework necessary for consistent implementation of partnering for Facility Support Contracts (FSCs).

Attachment J-200000-05, NAVFAC P-204 FSC Partnering Guide will be provided upon request after contract award.

2.3.3.1 Formal Partnering The initial session should be scheduled concurrently 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 (audio-visual equipment, computer(s), two easels, flipchart paper, colored markers, note paper, pens/pencils, colored flash cards, etc.) and have these items available at the partnering session. The Contractor will provide copies of any documents used for the Partnering Meeting for distribution to all attendees. The facilitator must be acceptable to both the Contractor and the Government. The participants shall pay their own costs for meals, lodging, and transportation associated with partnering.

2.3.3.2 Contract

Partnering Administration

Upon award, the ACO will contact the Contractor, supported command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. The ACO will 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. As part of the partnership agreement a project governance structure shall be established following the guidelines of P-204 Facility Support Contracts Partnering Guide.

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 listed in 0200000

2.3.3.3 Contract Partnering Session Attendees 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

2.3.4 Permits and

Licenses

The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.

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

52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION.

This insurance must be maintained during the performance period.

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 per Section F. Other requirements and information are contained in the insurance clause.

2.3.5.2 Minimum

Insurance Amounts

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

Comprehensive General Liability: $500,000 per occurrence

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

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

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

Other as required by state law.

2.3.6 Protection of

Government Property

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

2.3.7 References and

Technical Documents

References and Technical Documents are listed in J-0200000-03 and throughout technical specifications. The Contractor shall comply with the most current versions of all References and Technical Documents regardless of whether they appear within J-0200000-03 or not, including updates and versions published during the term of the contract, at no additional cost to the Government.

2.3.8 Invoicing

Procedures

Refer to Section G for invoicing instructions. Refer to samples of the Contractor’s Invoice Form, Release Form, and WAWF Electronic Invoicing Procedure in J-0200000-06.

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

2.3.9 Forms Forms referenced in this Annex, e.g. accident reporting, damage reporting, etc.

are included among the Reports, Log Sheets, and Forms in J-0200000-07.

2.3.10 Historic

Preservation

Buildings, sites, structures, objects, and facilities within the National Historic Landmark District (NHLD), those determined eligible for listing in the National Register of Historic Places, and contributing resources outside of the USNA NHLD boundary shall be maintained and modified in accordance with Federal, State, and local laws and regulations related to cultural resource management including the Secretary of the Interior’s Standards for the Treatment of Historic Properties.

Contractor shall employ at least one person formally trained in the requirements of Section 106 of the National Historic Preservation Act of 1996.

This person is to identify when maintenance/repairs may impact architectural and/or character defining features of a historic property before a project is proposed or scheduled. In such cases, the contractor shall verify with the Cultural Resources Manager that the State Historic Preservation Office (SHPO) concurs with proposed treatments before work begins and determines whether work must be performed by an experienced, pre-qualified contractor that meets the Secretary of the Interior’s Standards as a qualified professional.

All maintenance, improvement, and repair work shall be in accordance with the Secretary of the Interior’s Standards for the Treatment of Historic Properties.

Informational note: The NHLD encompasses the entire Lower Yard and portions of the Upper Yard and Naval Station. Attachment J-0200000-18 Map of Historic Areas can be made available upon request after contract award.

2.4 Government-

Furnished Items

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

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

The Contractor shall provide periodic servicing, maintenance, and repair of the Government-Furnished Items accepted for use at no additional cost to the Government. Servicing, maintenance, and repair shall be provided in accordance with the manufacturer’s recommendations. The Contractor shall generate work orders in NAVFAC Maximo per Spec Item 2.6.8 for all servicing, maintenance, and repair activities performed on Government- Furnished Items.

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

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

2.4.1 Government-

Furnished Facilities (GFF)

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

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

A list of the Government-Furnished Facilities (GFF) that will be made available to the Contractor is provided in J-0200000-08.

2.4.2 Government-

Furnished Equipment (GFE)

The Government may make available to the Contractor certain vehicles and equipment for use in connection with this contract. The use of these vehicles and equipment for any other purpose is prohibited.

Unless otherwise specified in the technical annexes, all equipment to be used for work under this contract shall be furnished by the Contractor.

However, certain task orders may require the Contractor to use/install equipment furnished by the Government.

Government-furnished equipment includes equipment taken into 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.

Contractor shall ensure that all Government-Furnished equipment used by the Contractor inside Government facilities has non-marking tires, bases and feet, and is cleaned of all debris and dirt to prevent damage to floor materials.

Lists of equipment that will be made available to the Contractor is provided in J-0200000-09 Government-Furnished Special Events and Funeral Equipment and J-0200000-10 Government-Furnished Equipment.

2.4.3 Government-

Furnished Utilities

The Government will make available water and electricity at existing outlets, as required for the work to be performed under the contract. Information concerning the location of existing outlets may be obtained upon request after contract award. 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, State, local, and installation codes and regulations for backflow prevention devices and electrical transformer provisions. The Government will provide #2 fuel oil, propane, natural gas, and electricity for use in the operation of utility plants and select facility services.

Government provided #2 fuel oil, propane, and natural gas shall not be used for Contractor operations. Services required by the Contractor, for which there are no available Government outlets, shall be provided by the Contractor at no cost to the Government.

2.5 Contractor-

Furnished Items

Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. The KO may inspect Contractor-furnished items for adequacy and compliance with contract requirements.

Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and polychlorinated biphenyls (PCBs) shall not be brought onsite. Energy efficient tools and equipment shall be used when available. KO may at any time require Samples, Safety Data Sheets (SDS) or Manufacturer’s Data Cut Sheets of Materials used in this contract.

2.6 Management The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality assurance. The Contractor shall provide a staff with the necessary management expertise to ensure performance objectives and standards are met.

2.6.1 Safeguarding

Information

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

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

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

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

2.6.2 Dissemination of

Information

DoD policy limits the dissemination of certain information. Information that is not allowed to be released to the public, e.g., Floor Plans, Maps, Post Orders, and Standard Operating Procedures, will be made available after contract award to the successful offeror with appropriate credentials and a need to know.

2.6.3 Work Reception The Contractor shall provide the capability to receive, prioritize, correspond, and respond to E/U/R Work requests, Project Work requests, FedMall 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.

2.6.4 Work Control The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Scheduling and work status updates shall be provided when requested by the Government. A status update of any item of work must be provided within two (2) hours of the inquiry during regular working hours, and by 0800 the following workday for inquiries after regular working hours, unless otherwise specified in the technical specifications.

The Contractor shall provide proposed work schedules for work in the Preventive Maintenance Plans and Integrated Maintenance Programs and submit these proposed work schedules in NAVFAC Maximo flat file format per Section F to support creation of Maximo work orders by the PWD. At a minimum, work schedules shall include:

Description of service(s) to be accomplished Location Date service(s) are scheduled to be accomplished Projected annual work schedules for an entire contract year at the required frequencies Accurate monthly service schedules five (5) working days prior to the start of each month NAVFAC Maximo flat file data for projected annual work for each contract year at the required frequencies Continuous updates to annual work schedules and NAVFAC Maximo work orders New NAVFAC Maximo flat files for additional scheduled work and non-recurring work as necessary

The Contractor shall populate NAVFAC Maximo flat files with proposed schedule dates for all projected work for each contract year at the various frequencies required. The Government shall use the Contractor’s projected annual schedules to initiate NAVFAC Maximo work order numbers for all Contractor work in the Contractor’s NAVFAC Maximo Work Center. The Contractor shall schedule, report, track, and update all work orders in NAVFAC Maximo. Work orders shall be closed out within five (5) working days of completion of work.

The KO and COR shall be immediately notified verbally via telephone or in person if unsafe conditions are discovered. Email messages or voicemail messages alone will not satisfy this requirement. A Notification of Unsafe Conditions Report with specific failure(s), Rough Order of Magnitude (ROM) estimate for repair, and timeline for repair shall be submitted within two (2) hours of discovery as specified in Section F.

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

The contractor shall notify the KO of any difficulty in scheduling work due to Government controls. 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 work schedules to the Government. The Contractor shall provide written notification of any difficulty in scheduling work due to Government controls, per Section F. At a minimum, the notification shall include the following:

The date and time the work was initially coordinated.

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

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

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

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

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

Except where otherwise specified, all deliverables shall be submitted electronically in a format compatible with the most recent Government installed Microsoft Office Version. Electronic scans of handwritten information are not acceptable. Deliverables shall include the company name, contract number, contract title, date, and shall be unprotected and capable of being sorted by CLIN, work order number, asset number, section, annex/sub-annex, spec item and ELIN/Sub-ELIN or clause. All formulas shall be traceable.

Government acceptance of deliverables shall not relieve the Contractor of 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, accessible to authorized Government personnel, 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 deliverables and 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. Deliverables shall be posted on the website within 72 hours of submission to the Government. Each deliverable posted 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, and deliverables shall remain on the website for the duration of the contract.

2.6.7 Service

Interruptions

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

Scheduled utility outages and interruptions to equipment, system(s) operation, or other services shall be scheduled after hours of operation. All service and road and sidewalk traffic interruptions shall be scheduled and documented in accordance with 1601000 3.3.2 Utility Outage and Road Closure Scheduling and Coordination.

The Contractor shall shut down, restart, and perform operational checks on all equipment affected by both scheduled and unscheduled utility outages and service interruptions, regardless of cause, at no additional cost to the Government immediately after the outage or interruption has ended.

2.6.8 NAVFAC

Maximo

The Contractor shall submit NAVFAC Maximo flat files for all work to the KO and COR. The Government will use the flat files to create NAVFAC Maximo records for the scheduled work. Asset, specification, and condition assessment data shall be created by the Contractor once the NAVFAC Maximo work order numbers are established by the PWD for all work performed.

The information and format for data submission provided in Section J supports long-term asset management in NAVFAC Maximo.

NAVFAC Maximo is the Computerized Maintenance Management System (CMMS) used by the Government for work order history, asset management, and condition assessment. The Contractor shall directly enter all required data and updates for NAVFAC Maximo in support of the work on all technical specifications identified in this contract.

Informational Note:

Not all supported commands’ assets are included in NAVFAC Maximo under the Contractor’s work center number. Not all the modules available within the Maximo application are utilized by NAVFAC and the modules utilized may not be fully implemented. NAVFAC Maximo does not include complete asset data for all systems, components, and equipment that the Contractor is required to service under this contract and may include inaccuracies, omissions, and redundancies.

2.6.8.1 NAVFAC

Maximo Data

Required data fields, information, formatting requirements, and flat file templates for work orders, assets, and ICAP/UICAP are provided in J- 0200000-11 NAVFAC Maximo Contractor Interface Mapping Template.

Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information for NAVFAC Maximo provided in J-0200000-12.

Specified data shall be provided for all work performed where performance data is required to be provided for NAVFAC Maximo. Further instructional information detailing the process for submitting the specified information for NAVFAC Maximo Data Reporting Process is provided in J-0200000-13.

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

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

2.6.8.2 NAVFAC

Maximo Method of Data Entry

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

DIRECT ENTRY: The Contractor shall manually enter required work order and condition assessment data directly into NAVFAC Maximo. The Contractor shall ensure all information is updated by the end of each workday for all work performed.

If the Contractor does not have access to NAVFAC Maximo at contract start, work order and condition assessment data shall be submitted in a pipe delimited flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-13 per Section F. Any failures in processing the flat file shall be corrected and resubmitted by the Contractor within 24 hours of notification of deficiency. To demonstrate the ability to properly format the flat file, the Contractor shall provide a Sample Pipe Delimited Flat file prior to contract performance per Section F for Maximo SME acceptance. Flat file submission of work order and condition assessment data will be allowed for a period not to exceed six months at the beginning of the contract, unless an extension is authorized in writing by the KO.

FLAT FILES:

The Contractor shall electronically record, and report compiled service performance data for exportation of asset and specification data to NAVFAC Maximo until NAVFAC Maximo access is obtained. The Contractor shall submit asset and specification data in a spreadsheet flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-13 per Section F.

The Contractor shall populate NAVFAC Maximo flat files with proposed scheduled dates for all projected work for each contract year at the various frequencies required so the Government can initiate NAVFAC Maximo work order numbers for all projected work in the Contractor’s NAVFAC Maximo Work Center.

2.6.8.3 NAVFAC

Maximo Access

The Contractor process for obtaining access and establishing NAVFAC Maximo accounts is detailed in the NAVFAC Maximo System Access Procedures provided in J-0200000-14.

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

The Contractor shall provide workspace, all necessary computer equipment and Internet Service Provider (ISP) accounts required to access NAVFAC Maximo for Direct Entry and NAVFAC Maximo flat file development of required data.

A maximum of five (5) NAVFAC Maximo accounts will be approved for the Contractor. Changes of personnel requiring NAVFAC Maximo accounts more than once per year may result in required compensation to the Government for the administrative costs in processing account requests.

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

2.6.8.4 NAVFAC

Maximo Training

The Government will provide or make available initial training on NAVFAC Maximo to Contractor personnel responsible for direct entry of work order, asset, specification, and condition assessment data. Additional training will be provided by the Government when there are significant changes to the NAVFAC Maximo software or data entry requirements. Training due to changeover of personnel will be the responsibility for the Contractor. The Contractor will be provided with a general user guide, local instructions, and other materials by the Government as reference material for the use of NAVFAC Maximo.

2.6.9 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.

2.6.9.1 Quality

Management (QM) Plan

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

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

• Policy and objectives of Quality Management System (QMS)

• Quality organization, including:

o List of personnel o Responsibilities & lines of authority o Training and qualifications

• Approach to ensuring 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 to include all contractual requirements, including:

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)

2.6.9.2 Quality Inspection

and Surveillance

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

The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be submitted to the COR within five (5) days of completion/termination of the contract per Section F.

2.6.9.3 Quality Inspection

and Surveillance Report

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

2.6.9.4 Historic Property

Work Plan

As part of the QM Plan, the Contractor shall submit a separate Historic Property Work Plan for review and acceptance per Section F. Historic Property includes buildings, sites, structures, objects, and facilities within the National Historic Landmark District (NHLD), those determined eligible for listing in the National Register of Historic Places and contributing resources outside of the USNA NHLD boundary. The Historic Property portion of the QM plan shall be reviewed and accepted by the NSAA Cultural Resource Manager prior to scheduling work at historic property locations.

At a minimum, the Historic Property Work Plan shall include:

Policy and objectives of the plan Quality organization, including:

o List of Contractor personnel supporting the plan o Personnel responsibilities & lines of authority o Training and qualifications

Approach to ensuring quality of work, services and conformance with performance objectives and standards for historic property work

Methods, processes, and procedures for effective planning, operation, control of processes and performance of work in compliance with Section 106 of the National Historic Preservation Act of 1996 and the Secretary of the Interior’s Standards for the Treatment of Historic Properties 36 CFR Part 68:

o Proposed general methods and technical approaches for recurring work including maintenance, improvements, and repairs planned and scheduled to be performed in historic facilities or areas indicated within Attachment J-0200000-18 Map of Historic Areas that can be made available upon request after contract award. These general methods and technical approaches shall be reviewed as part of the plan.

o Process and timeline for submitting and obtaining review and acceptance for non-recurring work on a case-by-case basis, to include maintenance, improvements, and repairs on historic properties listed in identified within Attachment J- 0200000-18, when no standard method or technical approach has been previously submitted, received, or accepted by the PWD Cultural Resource Manager. Process and timeline shall ensure that work schedules are maintained.

o Method and schedule for regular communication with the NSAA Cultural Resource Manager, COR, KO for future, on-going and completed work.

Procedures for inspection and surveillance of services and work to include all contractual requirements including:

o Scheduling and performance of inspection and surveillance o Procedure to evaluate the effectiveness of the Historic Property Work Plan o Corrective action, preventive action, and continuous improvement efforts o Oversight of historic property work Documentation and records management

Historic Property Work Plan report shall be submitted with updates to corrective action, preventive action, contract modifications, and continuous improvement per Section F. All final documents shall be submitted to the Contractor’s technical librarian with a copy to the NAVFAC Design Manager for implementation into the Technical Library per Section F.

2.6.10 Property

Management Plan

The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 0200000 2.4 Government-Furnished Items. 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.

2.6.11 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 provide available information about the existing systems and equipment.

2.6.12 Workmanship and

Material Standards

The Contractor shall be responsible for maintaining all facilities, systems, and equipment, identified in this technical sub-annex, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment. Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturers’ standards and shall comply with building and safety codes, applicable activity, local, state, and federal regulations, and other technical requirements identified within this technical sub-annex.

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.

2.7 Personnel

Requirements

The Contractor shall maintain sufficient personnel to support work requirements. The Contractor shall comply with the personnel requirements stated below:

2.7.1 Key Personnel The Contractor shall submit an Organizational Chart of Key Personnel and Supporting Staff for each technical specification, Resumes and Qualifications per Section F. The Contractor shall provide any additional information requested by the KO or COR necessary to validate their qualifications.

The Contractor shall submit an Organizational Chart per Section F showing lines of authority of the key personnel and on-site supervisor(s) for this contract. The chart shall include names of personnel and their position title in this contract. As a minimum, include the PM, Quality Manager, 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 Contractor shall provide complete resumes for proposed substitutes and any additional information requested by the KO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The KO will notify the Contractor within 15 calendar days after receiving all required information of the consent on substitutions. No change in fixed unit prices may occur because of key personnel substitutions.

2.7.1.1 Project Manager

(PM)

The Contractor shall provide a PM and designated alternate, as applicable, who shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be on-site during the Government's regular working hours and shall be available on-site within one hour after the Government's regular working hours.

The PM shall have a bachelor’s degree in engineering or in business management from an accredited university, in addition to specialized engineering experience. The PM shall possess a minimum of ten years of specialized experience in public works or base operations support. The PM shall have at least five years of experience in managing a workforce, providing services on contracts of similar size, scope and complexity. This individual shall have demonstrated effective verbal and written communication ability.

2.7.1.2 Quality Manager The Contractor shall provide a dedicated and qualified Quality Manager.

Quality Manager or designated alternate shall…