10341223_Annex_0200000_HVAC_BASE_WIDE_Revised_04022014.doc

REVISED

0200000 – Management and Administration

BASE WIDE MECHANICAL

0200000 - Management and Administration

BASE WIDE MECHANICAL

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

Daily (D5). Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

Daily (D7). 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.

Bi-Monthly (BM). Services performed six times during each 12-moonth period of the Contract at intervals of 60 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 once every two-weeks, 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.

· Contract Pre-performance Conference Meeting

· Partnering Meetings

· Quality Control Meetings Additional meetings may be required as specified by the Contract KO.

All Contract submittals specified in Section “F” are required to be submitted at this meeting. All submittals require Contracting Officer acceptance before Contract specified work activities may begin.

Accomplished and unaccomplished service work, the Maintenance Summary Report, Equipment Conditions Report and the Weekly DDC Status Report. Additional reports may be required as requested by the PAR or KO.

Partnering should accomplish three goals:

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

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

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

The Government Core Management Team consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.

· ACO

· CS

· FSC Director

· FSC SPAR/COR

· FSC PAR

· FSC Technical Writer/COR

· FMD Facility Manager

· Clients

The Contractor Core Management Team consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.

· Program Manager

· Operations Managers

· Quality Control Managers

· Site Safety and Health Officer

· Subcontractor(s)

Other requirements and information are contained in the aforementioned insurance clause.

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

J-0200000-02.

The Contractor shall submit three copies of the submittals on CD within 30-calendar days after award of this Contract upon acceptance of the submittal package. Provide copies of the submittals to the KO, PAR and FSC Technical Writer.

(a) Formal customer complaints are a means of documenting certain kinds of service problems which might not be otherwise systematically surveyed due to limited inspection resources.

(b) Customer complaints, when validated by the PAR, may be used for withholdings from the Contractor's invoice.

When used, the Contractor must sign and return the issued VCC form within one normal working day to acknowledge receipt of the form. The Contractor shall inform the PAR in the “Comments” section of the form within three (3) calendar days of the receipt of the form of the action the Contractor proposes to take to remedy the deficiencies and the measure the Contractor plans to adopt to insure that similar deficiencies will not reoccur in the future.

The Responsible Managing Employee (RME) must be available to receive inquiries one hour before and one hour after normal business hours. The RME shall respond to notifications and inquiries received from the Contracting Officer within 30 minutes of having been called, paged, or emailed, and be prepared to provide immediate support.

Within 15-calendar days after award of this Contract, the Contractor shall submit the contact list of RME’s and phone numbers to which they can be reached at.

The Request for Scheduled Utility Service Interruption form is found in Attachment J-0200000-03E.

The Contractor shall complete all required IA training and submit the SAAR forms to the IAM within The Government will provide a one-day indoctrination to Contractor selected personnel after the Contractor completes and meets the Authorized User Access requirements. The Contractor shall coordinate with the PAR to set up the group indoctrination session.

Ninety-days prior to the end of the award period or Contract start, the Contactor shall ensure that the inventory data is updated and current, and share this information with the new service provider.

Key personnel shall not have the responsibility of performing data input.

Refer to J-0200000-06 for USMC MAXIMO requirements.

· Achieved IBM Maximo Asset Management V7.1 or newer Certification.

· A minimum of two (2) years experience as an IBM Certified Maximo Deployment Professional

· Performed the duties of configuring, building and managing the following modules and their associated applications: Assets, Planning, Preventative Maintenance, Safety and Work Orders.

The Contractor must create a Service Request in MAXIMO for every occurrence of definable action performed and input data associated with that Service Request. A definable action is defined as scheduled and unscheduled maintenance and repair work, and any service that is provided that is not considered maintenance. A work Order will be generated by the Government under the Preventative Maintenance application or the Work Order application.

· 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 conducted throughout the execution of work.

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

· Continuously updated / correct inventory of all systems included in this contract

QMS is defined as quality control and quality assurance activities instituted by the Contractor to achieve the quality levels of services.

Quality Control (QC) is defined as the Contractor's system in place during execution to manage and control and document their own, their supplier's and their subcontractor's activities in order to comply with Contract requirements.

Quality Assurance (QA) is defined as the Contractor’s system to implement systematic monitoring and evaluation of the various aspects of the service being provided to ensure that standards of quality are being met.

· A chart showing the QC organizational structure

· The QC Manager must report directly to an officer of the company

· Names and qualifications, in resume format, for each person in the QC organization

· List of Subcontractors

· Methodology and process of subcontractor control and management

· Letters signed by an officer of the firm appointing the CQC Manager and Alternate CQC Manager and stating what their responsibilities are.

· Methods to manage deliverables

· Inspection methods of services that are to be performed

· Management of subcontractors

· Frequency of inspections

· Identifying deficiencies

· Corrective measures taken to correct deficiencies

· Validating and addressing customer complaints

· Performance of required testing

· Inspection of repair work performed under the Repair Liability Limit or as ordered under the IDIQ provision of this Contract

· Tracking methods

· Record keeping

· Documentation methods of performed inspections, deficiency identification and corrective actions, and of repair work.

· Scheduling and leading Quality Control Meetings on a Semiannual schedule to discuss the performance of the Contract services.

· Method of taking minutes at the Quality Control Meeting and distribution of the minutes to all in attendance.

· Improvement processes

The Contractor must resubmit a revised QCP within 15-calendar days of any change during the period of performance.

The file shall become part of the Technical Library and is the property of the Government and shall be made available during the Government’s regular working hours. The QC Inspection File shall be turned over to the KO within five calendar days of completion/ termination of the Contract.

The Monthly Report shall include the Contractor Quality Control/Assessment Report, the Repair Liability Limit Ledger, Chemical Treatment reports, Labor Reports, Inspection/ Testing and Certification Reports, Equipment Conditions Report, DDC Summary Report, Safety Report, Maintenance Summary Report (accomplished and unaccomplished maintenance report, performed maintenance checklists, noted deficiencies discovered during scheduled services, actions taken to correct the discrepancies, a list of material and components and equipment on order to include the ordered date and expected date of receipt), Updated Schedule and maintenance and repairs accomplished under IDIQ work.

Goals

· Reduce purchase and use of toxic and hazardous materials;

· Expand purchase of green products and services; increase recycling;

· Reduce energy and water use;

· Increase use of alternative fuels and renewable energy;

· Integrate green building concepts in major renovations and new construction;

· Prevent pollution at the source; and

· Continual improvement.

Policy

· Protect public health and the environment by being an environmentally responsible member of the community;

· Preserve our natural, historic and cultural resources;

· Conserve natural resources by reducing what we discard, reusing items, and recycling materials, which includes purchasing products made from recycled materials;

· Integrate sound environmental practices into all our operations and business decisions; Integrate environmental protection requirements and pollution prevention initiatives into the early planning, design and procurement of facilities, equipment and material, as well as the planning and implementation of military training activities;

· Prevent or minimize pollution at its source as we seek out ways to eliminate or further minimize use of hazardous materials and generation of hazardous waste;

· Maintain a sound partnership with regulatory agencies to sustain our compliance with existing and new environmental laws and regulations;

· Enhance our program as we develop and implement an Environmental Management System; and

· Adhere to this policy, remind one another to do so, and ensure that our entire community knows this is our policy by our actions as well as our words.

The Contractor shall maintain monitoring and measurement information to address the EMS goals and policy and provide the EMS Goals and Policy Measurement Information to the KO when requested. In the event an EMS nonconformance or environmental noncompliance associated with the contracted services, tasks, or actions occurs, the Contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall assume legal and financial liability for the noncompliance and take corrective action immediately to remedy the noncompliance. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the KO. The Contractor shall ensure that its employees are aware of their roles and responsibilities under the EMS and how these EMS roles and responsibilities affect work performed under this Contract.

The Contractor shall submit to the KO within 15-calendar days after award of this Contract an Organizational Chart showing lines of authority of the key personnel and on-site supervisor(s) for this Contract to validate for completeness. The chart shall include names of personnel and their position title for the performance of this Contract. As a minimum, include the PM, QCM, SSHO, and Operations Manager and who they will report directly to in the administration of this Contract.

The Contractor shall submit the resumes for all key personnel stating their experience and qualifications, to include all education and training that is relevant to the successful performance of this Contract. Submit to the KO within 15 calendar days from award of this Contract to validate for completeness.

Submit changes to the Key Personnel to the KO within 5-working days to validate for completeness.

Subcontractors shall not hold “Key Personnel” positions.

The PM may not be assigned as or have the responsibility of the QCM, SSHO, or Field Operations Manager.

The alternate PM shall not assume the duties of the Program Manager for longer than a two week continual duration or for more than a total of 30 days in a 12 month period.

The Contractor shall submit a resume listing the PM’s and Alternate PM’s experience and qualifications.

The assigned QCMs’ must have full authority and responsibility to assure that the performance objectives and standards identified in this Contract are fully met. The QCMs’ may not be the same person as the Program Manager, SSHO, Operations Manager or that of a Technician. The QCM’s must perform regular on-site QC inspections for scheduled and unscheduled maintenance and services. The QCM’s must provide documentation that QC inspections are being performed using the Government provided Quality Control Inspection Checklist. The Quality Control Inspection Checklist is found in Attachment J-0200000-03. The Quality Control Inspection Checklist must be submitted as part of the Monthly Report.

The QCM’s may not be the SSHO; however the QCM’s may be assigned the collateral responsibility of enforcing safety for this Contract. The QCM’s shall answer directly to the SSHO for all safety matters. The QCMs’ must provide documentation that site safety inspections are being performed on the Government provided Safety Inspection Report. The Safety Inspection Report is found in Attachment J-0200000-03. The Safety Inspection Report must be submitted as part of the Monthly Report.

The QCM’s shall have completed the 40-hour Army Corps of Engineers EM-385-1-1 Construction Safety Hazard Awareness Training for Contractors within 60-calendar days after award of this Contract. New QCM’s are required to complete this training before being assigned the duties and responsibilities of a QCM on this Contract. Certificate required.

The QCM’s shall have completed the OSHA 30-hour General Industry safety class within the last three years. Certificate required.

The SSHO shall be responsible for the administration and management of QCM’s that have been assigned the collateral duty of safety enforcement. The administration and management responsibilities of the SSHO as it pertains to QCM’s are applicable only to safety and not Quality Control.

The SSHO shall have completed five years of satisfactory experience in preparing and enforcing safety programs on Contracts of similar size and complexity in the past, and have completed the OSHA 30-hour General Industry safety class or equivalent within the last three years and an average of at least 24 hours of formal safety training per year for the past three years. The SSHO may not be the same person as the Program Manager. Certificate required for the OSHA 30-hour General Industry training.

The SSHO shall have completed the 40-hour Army Corps of Engineers EM-385-1-1 Construction Safety Hazard Awareness Training for Contractors within 60-calendar days after award of this Contract. New SSHO’s are required to complete this training before being assigned the responsibility of QCM on this Contract. Certificate required.

The Field Operations Managers shall have relevant experience at a comparable level of responsibility in managing services of similar size, scope and complexity as of those specified in this Contract’s PWS requirements. The Field Operations Managers shall have full authority to manage the day to day operations specified in this Contract’s PWS, all in-house technicians, all in-house support personnel, and all subcontractors. The Field Operations Managers shall be available to be on-site during the Government’s regular working hours.

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

Additional information can be found in Attachment J-0200000-05.

The Safety Program must provide in detail how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineering Safety and Health Requirements Manual (EM385-1-1), Occupational Safety and Health Act, Public Law 91-596, 26 CFR 1910 General Industry.

As part of the Contractor’s Safety Program, the SSHO shall submit a monthly Safety Report as part of the Monthly Report, that summarizes the safety training given to their employees, the date that safety inspections were conducted, sites that safety inspections were performed, unsafe practices observed and corrective actions taken. The SSHO shall list the names of all employees that have received training.

The Contractor shall review, update, and submit a revised APP to the KO within 5-calendar days of any change in service or work conditions, hazards, or activities occur to validate for completeness.

Services or work may not begin until the APP has been approved by the KO.