1601000 C Utility Management.pdf

1601000 – Utility Management Spec Item Title 1 General Information

1.1 Outline of Services

2 Management and Administration

2.1 Definitions and Acronyms

2.2 Personnel

2.2.1 Certification, Training, and Licensing

2.3 References and Technical Documents

3 Recurring Work

3.1 Utility Emergency, Urgent, and Routine (E/U/R) Work

3.1.1 Utility Emergency Work Orders

3.1.2 Utility Urgent Work Orders

3.1.3 Utility Routine Work Orders

3.2 Utility Project Work

3.2.1 Utility Project Work Orders Level 1

3.2.2 Utility Project Work Orders Level 2

3.2.3 Utility Project Work Orders Level 3

3.3 Utility Operations Management

3.3.1 Utilities Mapping

3.3.2 Utility Outage and Road Closure Scheduling and Coordination

3.3.3 Meter Reading

3.3.4 Excavation Permit Issuance

3.3.5 Utility Location Services

3.3.6 Inventory Management

3.4 Utility Control Systems

3.4.1 Software Maintenance

4 Non-Recurring Work

Spec Item

Title Description

1 General Information

1.1 Outline of Services The intent of 1601000 Utilities Management is to specify the requirements common to management and support of utility systems to include chiller plants, electrical, natural gas, wastewater, steam, and water.

Maintenance and operation of utility systems for more than one facility are covered within the Annex 16 specifications. Sustainment of facility system assets is included in 1502000 Facility Investment.

Item

Title Description

2 Management and Administration

2.1 Definitions and Acronyms Definitions and Acronyms are listed in J-1601000-01.

2.2 Personnel In addition to the Employee Requirements specified in Annex 0200000, the

Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required to provide utility management services.

2.2.1 Certification, Training, and Licensing

Personnel operating all Utility Control Systems shall be trained and certified as Control System Technician (CSST) from the International Society of Automation (ISA). In addition, all personnel operating Utility Control Systems must have a minimum of five (5) years of experience providing services on a network of a similar size and complexity to the Annapolis network.

2.3 References and Technical

Documents

References and Technical Documents are listed in J-1601000-02

Item Title

Performance Objective Related Information

Performance Standard

3 Recurring Work

The Contractor shall provide utility management support to ensure utility systems and infrastructure support installation mission requirements.

The Contractor shall be knowledgeable of and comply with installation utility management reporting and coordination requirements identified within this technical specification. Status updates for all utilities shall be provided by the Contractor on the Essential Equipment Log (EEL) 7 days each week before 7:00 AM per Section F. A sample of the EEL with required information and format is provided in J-1601000-11.

The Contractor shall maintain all assets in NAVFAC Maximo in accordance with Annex 2.

Utility management services are performed as specified.

Utility management services are completed within the specified time.

3.1 Utility

Emergency, Urgent, and Routine (E/U/R) Work

The Contractor shall perform E/U/R work in a timely manner to ensure facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with specified standards.

E/U/R Work provides a means to accomplish repairs within the scope of this annex that are not otherwise included in preventive maintenance; integrated maintenance program; inspection, testing, and certification; and other recurring services.

The Contractor shall receive E/U/R work in accordance with the work reception requirements in Annex 2.

E/U/R work will include a wide variety of work.

The Contractor shall schedule and perform E/U/R work in a way that minimize disruptions to customers and Government operations.

The Contractor shall maintain sufficient materials and equipment on hand to support E/U/R work requirements. Lack of availability of material or equipment will not relieve the Contractor from the requirement to complete E/U/R work within the time limits specified.

The Government may combine multiple requirements received for the same facility, system, ground structure or other asset at the same time into one work order.

E/U/R work is responded to and completed within the specified time.

Facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with OEM specifications, including recertification if applicable.

When a work order is complete the facilities, systems, ground structures and other assets do not present danger to personnel or equipment.

Work orders are properly documented in NAVFAC Maximo.

E/U/R Work for personal property that is not tracked in Maximo property is documented in electronic deliverables.

Item Title

Performance Objective Related Information

Performance Standard

Unless otherwise specified, the Contractor has full responsibility for any work up to the work order limit of liability of $2,500 in direct labor and direct material cost per work order. The Government will only pay for the portion of direct labor and/or direct material that exceeds the E/U/R work order limits of liability.

The Contractor shall notify the KO upon identification that the work order will exceed the specified limits of liability in accordance with reporting requirements in Annex 2. If non-recurring work is issued for the portion exceeding the specified E/U/R work order limits of liability, the Government will only pay for the portion of direct labor and/or direct material that exceeds the work order limits.

Examples of work exceeding the E/U/R Work Order limits of liability:

If a work order requires $2,600 in direct labor and direct material cost, the Government may issue a task order in accordance with the Non-recurring Work portion of the contract for the $100 in direct labor and direct material cost that exceeds the work limit of liability.

The Contractor may invoice for completed E/U/R work orders. The Contractor shall not invoice for incomplete work orders and work orders not issued. A modification will be processed at the end of each period of performance to deduct for work orders not issued and incomplete work orders. Deduction will be based on the unit prices specified in Attachment J-0200000- 20 ELINs.

The Contractor shall submit a monthly summary of completed E/U/R work orders per Section F.

Item Title

Performance Objective Related Information

Performance Standard

3.1.1 Utility

Emergency Work Orders

The Contractor shall perform emergency work orders in a timely manner to ensure facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with specified standards.

The Contractor shall perform emergency work orders 24 hours a day, seven days a week throughout the contract period.

The Contractor shall respond to emergency work orders with the appropriate service personnel and equipment to commence work immediately.

The Contractor shall remain at the work site until the emergency has been arrested.

If follow-up work is required (after the emergency condition is arrested) to complete the restoration and ensure facilities, systems, ground structures and other assets are fully functional and in normal working condition, the Contractor may request time extension equal to a Routine Work Order. The emergency mitigation and follow-up work shall be considered part of the original work order.

Emergency work is responded to within 15 minutes of receipt of call.

Work continues without interruption until emergent condition is arrested and damage to facilities, systems, ground structures, other assets and personnel is mitigated.

3.1.2 Utility Urgent

Work Orders

The Contractor shall perform urgent work orders in a timely manner to ensure facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with specified standards.

The Contractor shall perform urgent work orders without extended delay.

Urgent work orders are responded to within two (2) hours during Government regular working hours and within four (4) hours of receipt of call outside of Government normal working hours.

Urgent work orders are completed within five (5) working days.

3.1.3 Utility Routine

Work Orders

The Contractor shall perform routine work orders in a timely manner to ensure facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with specified standards.

Performance of routine work orders is not required outside of Government’s regular working hours.

Routine work orders are responded to within two (2) working days of receipt of call.

Routine work orders are completed within 30 calendar days.

Item Title

Performance Objective Related Information

Performance Standard

3.2 Utility Project

Work

The Contractor shall perform project work orders in a timely manner to ensure requested work is complete in accordance with specified standards.

The Contractor shall respond to project work orders with the appropriate service personnel and equipment within the timeframe requested in the notification.

Project work shall be completed within thirty (30) days.

The Contractor shall receive project work orders in accordance with the work reception requirements in Annex 0200000.

The Contractor shall schedule project work in a way that minimizes disruptions to Government operations.

Project work will include a wide variety of work and will be ordered to accomplish any work not considered MAINTENANCE and REPAIR identified within the entire boundary of the installation, whether or not the facilities, systems, ground structures, and other assets are identified in Section J.

The Government may combine multiple requirements into one project work order.

The Contractor shall maintain sufficient personnel, materials, and equipment on hand to support project work order. Lack of availability of personnel, material, or equipment will not relieve the Contractor from the requirement to complete project work orders within the time specified.

The Contractor may invoice for completed Projects orders. The Contractor shall not invoice for incomplete project orders and project orders not issued. A modification will be processed at the end of each period of performance to deduct for project orders not issued and incomplete project orders. Deduction will be

Project work orders are responded to and completed within 30 (thirty) calendar days.

Facilities, systems, ground structures, and/or other assets are fully functional, in normal working condition and function properly in accordance with the specified manufacturers’ workmanship and material standards, including recertification if applicable.

When a project work order is complete the facilities, systems, ground structures and other assets do not present danger to personnel or equipment.

Work orders are properly documented in NAVFAC Maximo and closed within five

(5) days of work completion.

Item Title

Performance Objective Related Information

Performance Standard based on the unit prices specified in Attachment J-0200000-20 ELINs.

Historical Utility Project Work Order Data Sample is provided in J- 1601000-03.

The Contractor shall submit a summary completion report of completed Project work orders per Section F.

3.2.1 Utility Project

Work Orders Level 1

The Contractor shall perform utility project work orders in a timely manner to ensure requested work is complete in accordance with specified standards.

A Utility Project Work Order Level 1 may be used to accomplish any work not considered MAINTENANCE and REPAIR identified within the entire boundary of the installation, whether or not the facilities, systems, ground structures, and other assets are identified in Section J, and is estimated to be less than $5,000 in direct labor and direct material costs.

Project work orders are responded to and completed within 30 (thirty) calendar days.

Facilities, systems, ground structures, and/or other assets are fully functional, in normal working condition, and function properly in accordance with the specified manufacturers, workmanship and material standards, including recertification if applicable.

When a project work order is complete the facilities, systems, ground structures and other assets do not present danger to personnel or equipment.

3.2.2 Utility Project

Work Orders Level 2

The Contractor shall perform utility project work orders in a timely manner to ensure requested work is complete in accordance with specified standards.

A Project Work Order Level 2 may be used to accomplish any work not considered MAINTENANCE and REPAIR identified within the entire boundary of the installation, whether or not the facilities, systems, ground structures, and other assets are identified in Section J, and is estimated to be less than $10,000 in direct labor and direct material costs.

Project work orders are responded to and completed within 30 (thirty) calendar days.

Facilities, systems, ground structures, and/or other assets are fully functional, in normal working condition, and function properly in accordance with the

Item Title

Performance Objective Related Information

Performance Standard specified manufacturers, workmanship and material standards, including recertification if applicable.

When a project work order is complete the facilities, systems, ground structures and other assets do not present danger to personnel or equipment.

3.2.3 Utility Project

Work Orders Level 3

The Contractor shall perform utility project work orders in a timely manner to ensure requested work is complete in accordance with specified standards.

A Project Work Order Level 3 may be used to accomplish any work not considered MAINTENANCE and REPAIR identified within the entire boundary of the installation, whether or not the facilities, systems, ground structures, and other assets are identified in Section J, and is estimated to be less than $15,000 in direct labor and direct material costs.

Project work orders are responded to and completed within 30 (thirty) calendar days.

Facilities, systems, ground structures, and/or other assets are fully functional, in normal working condition, and function properly in accordance with the specified manufacturers, workmanship and material standards, including recertification if applicable.

When a project work order is complete the facilities, systems, ground structures and other assets do not present danger to personnel or equipment.

3.3 Utility

Operations Management

The Contractor shall provide support services to ensure utility operations for mapping, outages, and meter reading services

The Contractor shall provide status and updates on utilities operations support services upon request.

As part of Utility Operations Management, the Contractor shall maintain accurate utility maps and drawings, utility

Services are properly documented and updated as specified.

Item Title

Performance Objective Related Information

Performance Standard are timely and accurate in support of utility operations.

outages are documented and reported, meters are accurately read and recorded.

3.3.1 Utilities

Mapping

The Contractor shall maintain and update utility drawing files, maps and associated engineering drawings to ensure technical information is accurately documented in a timely manner.

The Contractor shall update and maintain all engineering drawing files for the utility systems of the Naval Support Activity Annapolis.

Updates shall be made within ten

(10) working days of notification of need, or discovery of conditions differing from record documents.

Government-provided AutoCAD and Geospatial Environmental Mapping System (GEMS) files shall be provided upon request after contract award.

Utility maps and information are maintained in AutoCAD or GEMS native form and updated to current version as software updates are approved for use on Government computers. This information is maintained at survey grade accuracy (0.01’ horizontal and 0.1’ vertical) and shall be maintained as such. Lower grades of accuracy are unacceptable.

The Contractor shall provide twelve

(12) tablets (minimum 12” screen size). Eleven are for use by UEM staff and one (1) is for the Contractor’s technical library staff.

Tablets shall be capable of reading utility mapping in pdf or similar format. Tablets will remain the property of the Contractor and shall be updated and replaced as required for the required functionality.

Updates shall be scheduled to minimize impact on availability of the tablets to UEM staff.

The utility mapping information shall be updated quarterly, at a minimum, or more often as necessary to reflect any changes to utility system components per Section F.

Informational Note: It is anticipated that approximately 8 to 12 utility

Maps and drawings are current and accurate.

Maps and drawings are updated within specified time and are current and accurate.

Contractor provides utility mapping tablets as specified and updates occur as specified.

Item Title

Performance Objective Related Information

Performance Standard map updates will be required annually. The estimated time requirement for updates is approx.

12 hours of Contractor effort per update occurrence.

3.3.2

Utility Outage and Road Closure Scheduling and Coordination

The Contractor shall schedule and coordinate utility outages, road closures, and temporary closure of parking spaces to ensure customer and mission operation disruptions are minimized and proper notifications are made in a timely manner.

The Contractor shall be knowledgeable of and comply with the most current PWD Annapolis Instruction 13500.5d, Policy and Procedures Governing Utility Outages and Excavation Permits (Service Desk Guide) provided in J-1601000-04.

The Contractor shall receive requests for, coordinate, plan, provide access for, perform lockout/tagout in support of, and schedule utility outages with construction and service work providers to minimize customer operational impact.

The Contractor shall plan and coordinate outages by submitting requests, with all required forms, to the PWD Utilities Outage Coordinator at least 21 calendar days prior to the beginning of the outage or closure. Emergency outage requests will be reviewed on a case-by-case basis by the PWD Utilities Outage Coordinator. No outage or closure shall commence without prior written approval from the PWD Utilities Outage Coordinator.

The Contractor shall monitor scheduled and unscheduled utility outages and keep PWD Utilities Outage Coordinator informed of the outage status and time or date the interrupted utilities are anticipated to be restored.

The Contractor shall utilize the Utility Interruptions / Road & Parking Lot Closure Authorization Request Form as applicable for all requests. Form is provided in J- 1601000-05.

PWD Utility Outage Coordinator is notified within the specified time prior to a scheduled outage.

Outages and closures are requested within the specified time frame, include all required forms, and occur only within the dates and times approved by the Outage Coordinator.

PWD Utilities Outage Coordinator is informed and updated daily of outage status for both scheduled and unscheduled utility outages.

3.3.3 Meter Reading The Contractor shall

read and record data

The Contractor shall read all meters at least monthly at Naval Support

Meter readings are recorded accurately on

Item Title

Performance Objective Related Information

Performance Standard from utility meters to ensure accurate information is available for proper and timely utility billing.

Activity Annapolis to monitor and report consumption using Government-provided report and Contractor-provided equipment, except as noted below.

All meter readings are to be completed on the scheduled day by manual means with the exception of two (2) water meters that utilize Sensus equipment. Sensus equipment shall be picked up and returned to Utilities the same day meters are read.

Meters shall be read per schedule at all sites. The Meter Asset Data and Locations is provided in J- 1601000-06. The actual quantity of meters to be read monthly can vary up to 10% without a contract change.

The Contractor shall re-read meters upon request and submit meter readings within one (1) day of request, at no additional cost to the Government.

The Contractor shall submit a Monthly Meter Reading Report within one (1) day of scheduled meter readings per Section F. The Meter Reading Report Template is provided in J-1601000-07.

the specified report and submitted to the Public Works Utility Management Office as specified.

All meters are read according to schedule, and readings are submitted on a Meter Reading Report Template as provided.

Sensus equipment is returned to Public Works Utility Management Office, as required.

Meters are re-read and submitted within one day of request.

3.3.4

Excavation Permit Issuance

The Contractor shall request excavation permits to ensure underground utilities and environmentally sensitive sites are protected from damage.

The Contractor shall submit requests for excavation permits per the most current PWD Annapolis Instruction 13500.5d, Policy and Procedures Governing Utility Outages and Excavation Permits (Service Desk Guide) provided in J-1601000-04, using the Excavation/Utility Marking Authorizations Request Form in J- 1601000-08.

No excavation shall occur without prior written approval 21 days in advance of excavation from the PWD Utilities Outage Coordinator.

No buried utilities or environmentally sensitive sites are damaged.

Permit documentation is accurate.

Item Title

Performance Objective Related Information

Performance Standard

Excavation Requirements are provided in Annex 0200000.

3.3.5

Utility Location Services

The Contractor shall provide utility location services to ensure underground utilities are protected from damage, and proper notifications are made in a timely manner.

The Contractor shall provide utility location services in support of excavation permits per the most current PWD Annapolis Instruction 13500.5d, Policy and Procedures Governing Utility Outages and Excavation Permits (Service Desk Guide) provided in J-1601000-04.

The utility systems at Naval Support Activity Annapolis are private.

The Contractor shall mark the areas at the intended work site to identify any underground utilities and provide documentation to the PWD Utility Outage Coordinator.

The Contractor shall mark utilities within five calendar days from receipt for routine requests and within 24 hours for urgent requests.

Utility location documentation is accurate.

Utility location services are completed within the specified times.

3.3.6

Inventory Management

The Contractor shall manage asset inventory to ensure asset information is available for effective management of utility systems.

The Contractor shall be responsible for all updates to utilities asset data within NAVFAC Maximo including coordination with the Government to add assets and directly deactivating and updating utilities assets, as required.

The Contractor is responsible for updates to asset data for all utilities equipment regardless of whether they are maintained under this contract or not.

For assets installed, removed, or replaced outside of this contract, the Contractor shall receive and validate inventory information provided by the Government and update asset data within NAVFAC Maximo.

The Contractor shall update NAVFAC Maximo upon identification of discrepancies in inventory (e.g. assets with incorrect data elements, assets that no longer exist, or assets found that are not within current inventory).

NAVFAC Maximo asset data is updated within ten (10) days of identification or notification of change directly in the NAVFAC Maximo system.

Asset data fields required in NAVFAC Maximo are complete and accurate.

Item Title

Performance Objective Related Information

Performance Standard

Utility inventory shall include every Government-owned operating utility asset that meets one or more of the following requirements:

1. Asset requires Recurring or Preventive Maintenance.

2. Asset performs a critical function within the system.

3. Asset would be repaired rather than replaced if it fails.

Note: For support structures that do not meet any of these three criteria, group them into a single asset with the appropriate quantity.

The Contractor shall submit a report with a Summary of NAVFAC Maximo Asset Changes per Section F.

The Contractor shall ensure that utility assets are properly tagged.

Utility Asset Tagging Requirements are provided in J- 1601000-09. The Specification Attributes for Asset Tagging are provided in J-1601000-10.

Required data fields for updates to assets and specification information are provided in the Annex 2 Attachments.

3.4 Utility Control

Systems

The Contractor shall provide management and updates for Government-provided equipment and utility control systems to ensure the equipment, controls and utility systems are operating properly

The Contractor is responsible for maintaining and updating all Government-provided non-NMCI computers, logins/password/PINs, software, firmware, cables, tools, and providing materials and skilled labor to troubleshoot utility controls. systems. A list of Government-Furnished Equipment is provided in J-0200000-10.

The Contractor shall ensure that all control systems operate in full, automatic mode, in accordance with designed sequence of operation.

Any overrides or other methods to bypass full, automatic mode are physically tagged accordingly with repair information.

Utility control room is manned 24 hours a day/Seven days each week with no exceptions.

All systems are operating efficiently within design standards.

Any deviations are documented and resolved timely.

Notify UEM/COR/PAR of any outage or inoperable systems

Item Title

Performance Objective Related Information

Performance Standard

The Contractor shall continually monitor all systems and make adjustments as necessary to ensure all systems are being operated in the most energy efficient manner.

The Contractor is responsible to report any system access violations or intrusions, and to maintain system network accreditation per Section F.

The Wastewater Control Systems are included in the Wastewater Systems Asset Data provided in J- 1604000-03-02.

The Steam Control Systems are included in the Steam Distribution System Asset Data provided in J- 1605000-03-02.

The Water Plant Control Systems are included in the Water Treatment Plant Asset Data provided in J-1606000-03-02.

The Chiller Plant Control Systems are included in the Chiller Plant Asset Data provided in J-1607000- 03-02.

and any scheduled work to all Control Systems.

All control systems operate 100% of the time in full, automatic mode, in accordance with designed sequence of operation.

Overrides or other methods to bypass full auto are physically tagged as required.

Software and firmware are continually upgraded as required.

3.4.1 Software

Maintenance

The Contractor shall develop and implement a maintenance plan for system and computer software and firmware, for all equipment and systems, to ensure all equipment and components remain in optimum condition and sustain maximum life.

The Contractor shall maintain systems software, package agreements and implement any future versions of systems software at no additional cost to the Government within 30 calendar days of version release date.

System software and firmware revisions shall be implemented within 30 calendar days of the release date. Software and firmware systems may be updated or changed at any time during the contract, if directed by the Utility Manager. Services related to updates or changes shall be provided at no additional cost to the Government.

System software and firmware revisions are implemented within 30 calendar days of the release date.

Government Utility Manager is briefed on risks and potential vulnerabilities prior to implementation of software updates and given the opportunity to decline installation of a given update or patch if it could adversely affect systems performance or reliability.

Item Title

Performance Objective Related Information

Performance Standard

The Contractor shall, prior to installation of updates, coordinate with the Government Utility Manager to discuss risks to operations and security vulnerabilities associated with the specific update. The Government reserves the right to decline the installation of a given update or patch if it could adversely affect system performance. Version and revision installation shall occur throughout the system (server, workstations, tablets, etc.).

Item

Title Performance Objective

Related Information Performance Standard

4 Non-Recurring Work

Non-Recurring Work may be ordered utilizing DoD FEDMALL in accordance with Section H or on a task order in accordance with the

PROCEDURES FOR

ISSUING ORDERS

clause in Section G.

The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order.

Refer to Non-Recurring Work ELINs for task listings, descriptions and related requirements. All periods of performance are measured from issue date of order to acceptance of the work.

Performance Standards for Non- Recurring Work will be the same as those in Spec Item 3 where applicable.