Section_F.pdf

0200000 – Management and Administration

SECTION F: DELIVERIES OR PERFORMANCE

DELIVERABLES

Annex/

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.2.1.2

N/A Request to Work

Outside

Government’s

Regular Working

Hours

At least seven calendar days prior to requested day.

KO 1 As required

0200000/

2.3.4

N/A Permits and

Licenses

Before work commences and as requested by the KO.

KO 1 As specified

0200000/

2.3.5

N/A Certificate of

Insurance

Within 15 calendar days after award.

KO 1 As specified

0200000/

2.3.11

N/A Cost Account Code

(CAC) Report

First work day of each month.

KO 1 Monthly

0200000/

2.3.11

N/A Government

Contract Copies

Within 15 calendar days after award.

KO 6 As specified

0200000/

2.6.6.2

J-0200000-XX Sample Delimited

Flat-file

Within 15 calendar days after award.

KO 1 As specified

0200000/

2.6.6.3

J-0200000-09 List of Personnel

Requiring

MAXIMO

Accounts

Within 15 calendar days after award and within seven calendar days of changes.

KO 1 As specified

0200000/

2.6.7.1

N/A Quality

Management Plan

Within 15 calendar days after award and within seven calendar days of changes.

KO 1 As specified

0200000/

2.6.7.2

N/A QC Inspection File Within five calendar days of completion/ termination of the contract.

KO 1 As specified

0200000/

2.6.7.3

N/A Contractor Quality

Inspection and

Surveillance

Report

First work day of each month.

KO 1 Monthly

0200000/

2.6.8

N/A Property

Management Plan

Within 45 calendar days after award.

KO 1 As specified

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.7.1

N/A List of Key

Personnel and

Qualifications

Within 15 calendar days after award.

KO 1 As specified

0200000/

2.7.1

N/A Organizational

Chart

Within 15 calendar days after award.

KO 1 As specified

0200000/

2.7.2.4

N/A Proof of Legal

Residency

Prior to be admitted to site of work.

KO 1 As specified

0200000/

2.7.3

N/A Contractor Labor

Hours (eCMRA)

Report

No later than 31

October

KO 1 Annually for labor executed during the period of performance during each

Government fiscal year

(FY)

0200000/

2.8.1

N/A Employee List Upon request. KO 1 As required

0200000/

2.8.7

N/A Personnel Security

Investigation (PSI), Fingerprint Card

(FD87), and OF-

306 Declaration for

Federal

Employment

Prior to employee access to sensitive unclassified information.

KO/

Security

Manager

1 As required

0200000/

2.9.1.1

N/A Contractor and

Subcontractor

Experience

Modification Rate

(EMR)

Upon request. KO/COR 1 As required

0200000/

2.9.1.2

N/A Contractor and

Subcontractor

OSHA Days Away

From Work, Restricted Duty, or

Job Transfer

(DART) rate

Upon request. KO/COR 1 As required

0200000/

2.9.2

N/A Safety Prep

Meeting Minutes

Upon request. KO/COR 1 As required

0200000/

2.9.13

N/A Accident

Prevention Plan

Within 15 calendar days after award and within seven calendar days of changes.

KO 1 As specified

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.9.24

N/A Activity Hazard

Analysis

Together with the

Accident

Prevention Plan and for changes.

KO 1 As specified

0200000/

2.9.35

N/A Compliance Plans, Programs, and

Procedures

Together with the

Accident

Prevention Plan and for changes.

KO 1 As specified

0200000/

2.9.56

J-0200000-05 NAVFAC

Contractor Incident

Reporting System

(CIRS)

Within five calendar days of accident.

KO 1 As required

0200000/

2.9.56

J-0200000-05 Weight Handling

Equipment

Accident Report

Within 15 working days of accident.

KO 1 As required

0200000/

2.9.56

J-0200000-05 Crane and Rigging

Gear Near Miss

Report

Within 15 working days of accident.

KO 1 As required

0200000/

2.9.78

N/A Monthly On-Site

Labor Report

First work day of each month.

KO 1 Monthly

0200000/

2.9.89

N/A OSHA Citations and Violations

Corrective Action

Report

Within 48 hours after receiving a citation.

KO 1 As required

0200000/

2.9.1011

N/A Safety

Certifications

Within 15 calendar days after award and as old certifications expire.

KO 1 As specified

0200000/

2.10.1.1

N/A Water

Conservation Plan

Within 15 calendar days after award and for changes.

KO 1 As specified

0200000/

2.10.2.1

N/A Class I ODS

Report

Within 24 hours following delivery of refrigerant to

DLA

KO 1 As required

0200000/

2.10.2.5

J-0200000-05 Emergency

Planning and

Community Right-

To-Know Act

(EPCRA) Report

Within 15 calendar days after contract award and not less than 10 working days prior to planned use of hazardous material.

KO 2 As specified

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

0200000/

2.10.2.5

J-0200000-10 Contractor

Hazardous

Material Inventory

Log

Within 15 calendar days after the end of each calendar year and at termination of the contract.

KO 2 Annually

0200000/

2.10.3

N/A Sustainable

Procurement and

Practices Plan

Within 15 calendar days after award and within 15 calendar days after exercised option periods.

KO 1 Annually

0200000/

2.10.3

N/A Sustainable

Delivery of

Services Report

Within five calendar days after each contract period.

KO 1 Annually

0200000/

2.10.3.2

N/A Recovered

Material

Certification

.As specified KO 1 When a product containing recovered materials is equal to or better than the original and could be used.

0200000/

2.16.1

N/A Phase-in Plan Within ten calendar day after award.

KO 2 As specified

0200000/

2.16.2

N/A Phase-out

(Transition ) Plan

Plan no later than the follow-on contract pre-performance conference

KO 2 As specified

0501040 – Ground Electronics

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

0501040/

2.2.1

N/A Training Program Within 30 days after contract award

GEMO/KO 2 Once & Updated as

Required/

Electronic

Document/

No

0501040/

2.2.1

N/A Certification, Training and

Licenses

Within 15 days after award or as requested by the KO

KO 1 Once for initial submittal, then as requested

0501040/

3.1

N/A PM Program and

Corrosion Control

Plan

30 days following award

GEMO/KO 2 Once & Updated annually/

Electronic

Document/

No

0501040/

3.1

N/A Preventive

Maintenance

Schedule

Wednesday preceding scheduled week

KO 1 Weekly/ Electronic

Document/

No

0501040/

3.2

N/A Engineering

Change Proposal

Required modification

KO 1 As Required/

Electronic

Document/

No

0501040/

3.2.1

N/A List of On-Call

Technicians

30 days following award

KO 1 Once & Updated as

Required/

Electronic

Document/

No

0501040/

3.2.2

N/A Non-emergent

Trouble Calls Not

Completed

First day of following month

KO 1 Monthly/

Electronic

Document/

No

0501040/

3.2.4

N/A Casualty Reports

(CASREPs)

Within six hours of reported failure

GEMO/KO 2 Dailey/ Electronic

Document/

No

0501040/

3.2.4

N/A Casualty

Correction Report

(CASCOR)

Within one day upon correction of a

CASREP

GEMO/KO 2 Dailey/ Electronic

Document/

No

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

0501040/

3.2.4

N/A CASREP updates Within two days prior to the required update or within one day of any changes for each

CASREP not corrected

GEMO/KO 2 Dailey/ Electronic

Document/

No

0501040/

3.3

N/A Ground Inspection

Program

30 days following award

GEMO/KO 2 Once & Updated annually/

Electronic

Document/

Yes

0501050 – Airfield Facilities

Form

Attachment

Number

Deliverable Title

Date (s) of

Submission

Distribution

Frequency/

Media/

Approval? Original

Copies

(including original)

0501050/

2.2.1

N/A Certification, Training and

Licenses

Within 15 days after award or as requested by the KO

KO 1 Once for initial submittal, then as requested

0501050/

2/3/3

N/A Procedure for

Communications with Airfield

30 days following award/Annually

KO 1 Annually/

Electronic/

Air Ops

Approval

0501050

/3.1

N/A Completed

Customer Survey

Forms

Beginning of each month

KO 1 Monthly

0501050/

3.1.3

N/A Summary of

Aircraft

Supported &

Services

Performed th day of following month

KO 3 Monthly

0501050/

3.2.2

N/A FOD Prevention

Report Sheets

Prior to 8am 3 Daily

0501050/

3.3

N/A Maintenance Plan 30 days following award/Annually

KO 1 Annually

0501050/

3.3

N/A Monthly

Maintenance

Schedule

Beginning of each month

KO 1 Monthly

0501050/

3.3

N/A Unaccomplished

Maintenance

Report

5th day of following month

KO 1 Monthly

DELIVERABLES FORM PREPARATION INSTRUCTION

1. Prepare a Deliverable Report Preparation Instruction for each deliverable requirement. Specify information that should be included in the report. Instructions should be meaningful, complete, and clear. If another document provides instructions, reference the instruction paragraph and state where/how the Contractor may obtain the referenced document (e.g., Existing permit is on file in the Technical Library.”). If no specific format is required, state that Contractor’s format is acceptable. If specific Government forms are to be used by the Contractor, prepare and insert the blank forms into Section J. Only insert forms that are required for Contractor use. If a Contractor-provided form is acceptable, no Government form is required.

2. Instruction form preparation (see sample form below):

Government Approval Required:

Check “yes” if you want the Contractor to submit a “draft” document for Government approval, before a

“final” document is submitted.

Check “no” if you do not need the Contractor to submit a “draft” document for Government approval before a “final” document is submitted, or if Government approval is not required even for a “draft”.

For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

Media:

Check the type(s) of document you want the Contractor to submit (hard copy, electronic and/or direct input into a system). For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

For “Electronic” specify in the preparation instructions if you want the report by e-mail, diskette or CD.

Direct system input means inputting the information into an established Government system such as

DCPDS or MODERN (for HRO) and SPM. It does not mean inputting into an Access or Excel database, etc.

Instructions:

Do not include contract performance requirements here that belongs in the PWS

Include any other special instructions or information the Contractor needs to prepare the deliverable (e.g., data must be input into a specific system).

If report is required electronically, note if the report should be e-mailed or submitted on CD or diskette (3.5 diskette, 100MB or 250MB zip disk). If applicable, specify the required file format (i.e. Excel, Word, Access, etc.).

Include description of approval chain (if required).

An example of unclear instructions: “As determined by the Contractor to include all applicable regulatory information.”

Deliverables Form Preparation Instructions

Deliverable Title: 0501050/3.1 – Customer Survey Forms

Form Attachment No.: J-0501050-XX

Government Approval Required: ___ Yes _X__ No

Media: _____ Hard Copy _X__ Electronic ___ Direct System Input

Instructions:

1. List shall be prepared using Microsoft Office software.

2. Submit original to KO.

0501070 – Passenger Terminal & Cargo Handling

Spec

Item

Form

Attachment

Number

Deliverable Title

Date (s) of

Submission

Distribution

Frequency/

Media/

Approval? Original

Copies

(including original)

0501050/

2.2.1

N/A Certification, Training and

Licenses

Within 15 days after award or as requested by the KO

KO 1 Once for initial submittal, then as requested

0501070/

3.1

J-0501070-04 Completed

Customer Survey

Forms and

Summary of

Results th working day of each month

Airfield

Manager

1 Monthly

0501070/

3.2.1.1

N/A Inspection and

Quality Control

Procedures

Checklist

Within two working days of Aircraft departure

ATO 2 As Needed

1001000 – Material Management

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1001000/

2.2.1

N/A Certification, Training and

Licenses

Within 15 days after award or as requested by the KO

KO 1 Once for initial submittal, then as requested

1001000

2.3.1

N/A System Access

List

Within 30 calendar days following contract award

KO 1 As changes occur

1001000

3.1

3.2

3.3

N/A

Standard operating

Procedures

(SOPs)

Within 30 calendar days following contract

1001000/

3.2.1

Inventory

Discrepancy

Report

Within five working days

KO 1 After receipt of inventory report.

3.2.2

Supply

Report (SDR)

Within eight hours

Inventory

Management

Office

1 When notified of a discrepancy

SOPs Within 30 calendar days following contract

3.3.2

Inventory Report Within five working days after completion of inventory

KO 1 Semi-Annually

1001000/

3.4.2

Transportation

Report (TDR)

Within five working days

TO 1 After identification or report of loss or damage

1200000 - MWR

Spec

Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

1200000/

2.2.1

N/A Certification and

Licenses

Within 15 days after award or as requested by the KO

KO 1 Once for initial submittal, then as requested

1200000/

3.2, 3.3

N/A Annual Schedule of Events

Within 60 calendar days following award, by 30

September thereafter

KO 1 Annually

1501000 – Facility Management

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1501000/

2.3.1

N/A System Access

Personnel Listing

Within 30 calendar days after contract award

COR/KO 2 Upon award and any change in personnel

1501000/

3.1.3

N/A Weekly MAXIMO

Work Order Report

By 0900 the first workday of each week

COR/KO,

PWO,

DPWO, &

FMD

5 Weekly

1501000/

3.2.1

N/A MAXIMO Asset

Changes Report

By COB the third workday of each month

COR/KO

& FMD

3 Monthly

1501000/

3.3

N/A Plan of Action and

Milestones (POAM)

As specified COR/KO

& FEAD

3 As required

1501000/

3.3

N/A Monthly Project

Updates

By COB the third workday of each month

COR/KO

& FEAD

3 Monthly

1502000 – Facility Investment

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of

Copies

(including original)

1502000/

2.2.1

Certification and

Licenses

Within 15 days after award or as requested by the

KO

KO 1 Once for initial submittal, then as requested

1502000/

3.1

N/A Service Order

Summary Report

First work day of each month

KO 2 Monthly

1502000/

3.2

Preventive

Maintenance

Program Plan

30 calendar days after contract award

KO 2 Annually

1502000/

3.2

N/A Monthly PM Work

Schedule

Five work days prior to the beginning of each month

KO 1 Monthly

1502000/

Integrated

Program Plan

30 calendar days after contract award

KO 2 Annually

1502000/

3.3

N/A Monthly IMP

Schedule and IMP

Maintenance and

Repair Status

Five work days prior to the beginning of each month

KO 1 Monthly

1502000/

3.4

Inspection, Testing, and Certification

Program Summary

Report

First work day of each month

KO 2 Monthly

1502000/

3.4

Inspection, Testing and Certification

Schedule and

Equipment

Certifications

First work day of each month

KO 2 Monthly

1502000/

3.5

Other Recurring

Services Program

Summary Report

First work day of each month

KO 2 Monthly

1503010 – Custodial Services

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1503010/

3.1

N/A Annual Work

Schedule

1 each year KO 1 Within 15 days after award and annually thereafter

1503010/

3.1

N/A Monthly Work

Plan

First work day of each month

KO 2 Monthly

1503010/

3.2

N/A Unscheduled

Services Report

First work day of each

1503020 – Pest Control

Annex/Spec

Item

Form

Attachment

Number

Deliverable Title

Date(s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1503020/2.2.1 N/A Copy of State

Certification for

Contractor Personnel

15 calendar days prior to start of work.

Copies of renewed certifications shall also be submitted.

KO 2 As required

1503020/2.3.1 N/A Copy of Local/State

Business License

Prior to contract award.

Copies of renewed licenses shall also be submitted within 15 days after award.

KO 2 1 per state

1503020/2.3.2 N/A Permits 5 days prior to the start of work requiring permits.

KO 2 As required

1503020/2.3.4 N/A Ultra-Low Volume

(ULV) Equipment

Calibration and

Droplet Analysis

Report

15 days prior to the start of work and thereafter every 50 hours of ULV equipment use.

KO 2 As required

Item

Form

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1503020/2.3.5 J-1503020-02 Planned Pesticide Use

Sheets including

Pesticide Labels and

Material Safety Data

Sheets (MSDS)

With the proposal.

Within 15 days after award or as requested by the KO

Note: Any proposed changes in pesticide usage shall be submitted for

KO approval at least 5 business days in advance of pesticide use.

KO 2 1 for each pesticide per pest as required

1503020/3 J-1503020-05 Contractor's Work

Plan

With the proposal.

Within 15 days after award or as requested by the KO

Note: Any proposed changes in pesticide usage shall be submitted for

KO approval at least 5 business days in advance of pesticide use.

KO 2 1 per proposal

1503020/3, 4 J-1503020-12 Five-year Termite

Treatment Warranties

10 days following the treatment.

KO 2 As required

1503020/3, 4 J-1503020-12 Termite and Wood

Decay Inspection (DD

Form 1070) (per the appropriate Pest

Group Sheet)

10 working days after inspection completed.

KO 2 As required

Item

Form

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1503020/3, 4 J-1503020-08 Adult Mosquito Catch

(per the appropriate

Pest Group Sheet)

The same day as collected in a labeled, re-sealable plastic bag.

Installati on

Preventiv e

Medicine

Departm ent

2 As required

1503020/3, 4 J-1503020-08 Larval Mosquito

Survey Report (per the appropriate Pest

Group Sheet)

Within 1 day of the survey.

KO 2 As required

1503020/3, 4 N/A Stored Product Pest

Survey (per the appropriate Pest

Group Sheet)

Within 1 day of the survey.

KO 2 As required

1503020/3, 4 N/A Pharaoh Ant

Treatment: Floor Plan

Diagram (per the appropriate Pest

Group Sheet)

2 calendar days prior to beginning the treatment.

KO 2 As required

1503020/3, 4 N/A Tick Survey Report

(per the appropriate

Pest Group Sheet)

Within 1 day of the survey.

KO 2 As required

1503020/3, 4 N/A Mole Cricket Survey

Report (per the appropriate Pest

Group Sheet)

Within 1 day of the survey.

KO 2 As required

1503020/3.3 J-1503020-14 Report of Pest

Management

Operations

Electronically within 1 day of each pest management operation.

KO 2 As required

1503020/3.3 J-1503020-14 Report of Pest

Management

Operations

Electronically once per month by the

15th of the following month

(Example:

July data must be submitted by August

15).

Instructions for Contractor's Work Plan

The CWP shall adhere to applicable publications and directives contained in J-1503020-03 (Applicable Publications and Directives). The CWP will require approval by the Contracting Officer (KO). The CWP shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program in compliance with these specifications. Prospective contractors may review the installation’s historical records of pest activity and abatement actions, survey facilities and grounds, and consult with the Installation PMC in development of a plan. The CWP shall address continuous monitoring, pest response and removal procedures, record keeping, warranties, education and communication to installation personnel to prevent pests and disease vectors, bird control on applicable airfields and in hangars, etc. The IPM approach should use targeted (i.e., effective, environmentally sound) methods including habitat/facility modification, biological/genetic/cultural control, mechanical/physical control, and where necessary, the judicious use of least hazardous pesticides. The CWP shall include labels, MSDS sheets, and planned pesticide use sheets and comply with all applicable local, state, and Federal regulations, and the

IPMP.

Instructions for Field Pest Management Record Form

The Contractor shall use the NAVFAC PPMC approved/provided on-line reporting system to provide a summary printout electronic copy of the data. The website is: https://clients.emainc.com/dcs/ pestmanagement/PesticideLogon.asp. The regional NAVFAC Applied Biology Center should be contacted to obtain a password and instructions to use the system. The report shall include individual daily records of all pest control operations, both chemical and non-chemical, including surveys. Records should be electronically submitted on a monthly basis to the KO by the 15 th day of the month in Microsoft Excel (1997 or later version) via diskette, e-mail attachment, etc. J-1503020-15 (Field Pest Management Record Form) may be used as a field data entry sheet at the contractor’s discretion.

https://clients.emainc.com/dcs/

1503040 – Other (Training Pools)

Spec

Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency Original

Copies

(including original)

1503040/

2.2.1

N/A Certifications and

Training

Within 15 days after award or as requested by the KO

KO 1 Once for initial submittal, then as requested

1503040/

3.1.1

N/A Water Analysis

Report

First work day of each

KO 1 Monthly

1503050 – Facility Investment

Spec Item

Form

Attachment

Number

Deliverable

Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1503050 /

2.3.7.1

N/A Water

Conservation

Plan

As specified

KO 2 15 days after award/Annually

1503050 / 3 J-1503050-05 Recycling

Report Form

As specified

KO 3 With each invoice

1503050 / 3 N/A MSDS sheets and catalog cut sheets or samples for fertilizer and mulch

As specified

KO 2 As required

1503050 /

3.1

N/A Soil Analysis test results and proposed fertilizer

As specified

KO 2 15 days after receipt of the test results by the Contractor

1503050 /

3.1.2, 3.2.3, 3.3.1

N/A Vegetation

Control

Schedule

As specified

KO 2 15 days after award/Annually

1503050 /

3.1.4

N/A Debris Removal

Schedule

As specified

KO 2 15 days after award/Annually

1503050 /

3.1.9

N/A Artificial Turf

Maintenance

As specified

KO 2 15 days after award/Annually

1503050 /

3.1.10

N/A Maintenance of

Xeriscape Areas

As specified

KO 2 15 days after award/Annually

1503060 – Pavement Clearance

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1503060 /

3.1.1

N/A Pavement

Sweeping

Schedule

15 working days after award and

15 working days after the start of each option year

KO 4 Annually

<<Note to Spec Writer:

1. Prepare a Deliverable Report Preparation Instruction for each deliverable requirement. Specify information that should be included in the report. Instructions should be meaningful, complete, and clear. If another document provides instructions, reference the instruction paragraph and state where/how the Contractor may obtain the referenced document (e.g., Existing permit is on file in the Technical Library.”). If no specific format is required, state that Contractor’s format is acceptable. If specific Government forms are to be used by the Contractor, prepare and insert the blank forms into Section J. Only insert forms that are required for Contractor use. If a Contractor-

Check “yes” if you want the Contractor to submit a “draft” document for Government approval, before a

Check “no” if you do not need the Contractor to submit a “draft” document for Government approval before a “final” document is submitted, or if Government approval is not required even for a “draft”.

For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

Check the type(s) of document you want the Contractor to submit (hard copy, electronic and/or direct input into a system). For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

For “Electronic” specify in the preparation instructions if you want the report by e-mail, diskette or CD.

Direct system input means inputting the information into an established Government system such as

DCPDS or MODERN (for HRO) and SPM. It does not mean inputting into an Access or Excel

Include any other special instructions or information the Contractor needs to prepare the deliverable (e.g., data must be input into a specific system).

If report is required electronically, note if the report should be e-mailed or submitted on CD or diskette (3.5 diskette, 100MB or 250MB zip disk). If applicable, specify the required file format (i.e. Excel, Word, Access, etc.).

Include description of approval chain (if required).

An example of unclear instructions: “As determined by the Contractor to include all applicable regulatory

Report Preparation Instruction

Report Title: Maintenance Summary Report

Form Attachment No.: J-1503050-XX

Government Approval Required: __ Yes __ No

Media:

__ Hard Copy __ Electronic __ Direct System Input

Preparation Instructions:

<<Note to Spec Writer: Specify information that should be included in the report. Instructions should be meaningful, complete, and clear. If another document provides instructions, reference the instruction paragraph and state where/how the Contractor may obtain the referenced document (e.g., Existing permit is on file in the

Technical Library.”). If no specific format is required, state that Contractor’s format is acceptable.

An example of good instructions:

“The report shall be prepared using Microsoft Office software.

The report shall include each soil batch number and the associated quantity of waste, source of waste, and analytical test results.

Submit an initial, electronic draft copy via email to recipients on the distribution list for Government review and comment.

1. If PWD Environmental accepts this draft version as final, the Government shall notify the Contractor of Government acceptance.

2. If PWD Environmental responds to this draft version with review comments, then incorporate the

Government’s comments and resubmit the revised draft version via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

PWD Environmental will forward a hard copy version of the final to GEPA.”

An example of unclear instructions:

“As determined by the Contractor to include all applicable regulatory information.”

Do not include contract performance requirements here (that belongs in the PWS!)

Include any other special instructions or information the Contractor needs to prepare the report (e.g., data must be input into a specific system).

If report is required electronically, note if the report should be e-mailed or submitted on CD or DVD.

If applicable, specify the required file format (i.e. Excel, Word, Access, etc.).

Include description of approval chain (if required).>>

1602000 – Electrical Power Generation, Transmission and Distribution

Annex/Spec Item

Form

Attachment

Number

Deliverable

Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1602000 / 3 N/A Critical Spare

Parts Inventory

15 days after award

KO 4 Once. Update if the requirements change.

1602000 / 3.1 N/A Standard

Operation

Procedures

Within 30 days after contract start and within five days of any changes

KO 4 Once. Update if the requirements change.

1602000 / 3.5 N/A Summary of maintenance and repair accomplished under the various maintenance programs report

3 days after following the end of the month

KO 4 Monthly

1602000 / 3.6 N/A Integrated

Maintenance

Program (IMP)

15 days after award

KO 4 Annually and any time a change is made to the schedule

1602000 / 3.6 N/A Monthly IMP schedule

By the 25 th day of each

KO 4 Monthly

1602000 / 3.6 N/A Unaccomplished maintenance report

3 days after following the end of the month

KO 4 Monthly

1602000 / 3.6 N/A Repair status report

3 days after following the end of the month

KO 4 Monthly

1602000 / 3.6 N/A Summary of maintenance and repair accomplished under the IMP report

3 days after following the end of the month

KO 4 Monthly

1602000 / 3.8.1 N/A Monthly meter reading report day of each

KO 4 Monthly

1603000 – Natural Gas Generation Plant and Distribution System

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submission

Distribution

Frequency/

Media/

Approval?

Original/

Copies

Number of

Copies

(including original)

1603000/3 N/A Natural Gas

Generation Plant and Distribution

System Inventory, and Drawings

Within 15 days of a change in system description, inventory and drawings

KO 4 As Specified

1603000/3 N/A Critical Spare

Parts Inventory

15 days after award KO 4 As Specified

1603000/3.1 N/A Notification of

Unsafe Conditions

Within 24 hours of occurrence

KO 1 ea per occurrence

As Specified

1603000/3.1 N/A Standard

Operating

Procedures

15 days after award and 5 days after changes

KO &

On-Site

As Specified

1603000/3.1.3 N/A Operating

Records, Logs and

Reports

By the 3 rd day of the preceding month

KO 4

As Specified

1603000/3.3 N/A Integrated

Maintenance

Program (IMP)

15 days after award KO 4 As Specified

1603000/3.4.1 N/A Natural Gas Meter

Inventory, Locations and

Schedule of

Readings Report

By the 10 th day of the preceding month

KO 4 As Specified

1603000/3.4.2 N/A Survey Annually KO 1 Annually

<<Note to Spec Writer:

1. Prepare a Deliverable Report Preparation Instruction for each deliverable requirement. Specify information that should be included in the report. Instructions should be meaningful, complete, and clear. If another document provides instructions, reference the instruction paragraph and state where/how the Contractor may obtain the referenced document (e.g., Existing permit is on file in the Technical Library.”). If no specific format is required, state that Contractor’s format is acceptable. If specific Government forms are to be used by the Contractor, prepare and insert the blank forms into Section J. Only insert forms that are required for Contractor use. If a Contractor-

Check “yes” if you want the Contractor to submit a “draft” document for Government approval, before a

Check “no” if you do not need the Contractor to submit a “draft” document for Government approval before a “final” document is submitted, or if Government approval is not required even for a “draft”.

For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

Check the type(s) of document you want the Contractor to submit (hard copy, electronic and/or direct input into a system). For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

For “Electronic” specify in the preparation instructions if you want the report by e-mail, diskette or CD.

Direct system input means inputting the information into an established Government system such as

DCPDS or MODERN (for HRO) and SPM. It does not mean inputting into an Access or Excel

Include any other special instructions or information the Contractor needs to prepare the deliverable (e.g., data must be input into a specific system).

If report is required electronically, note if the report should be e-mailed or submitted on CD or diskette (3.5 diskette, 100MB or 250MB zip disk). If applicable, specify the required file format (i.e. Excel, Word, Access, etc.).

Include description of approval chain (if required).

An example of unclear instructions: “As determined by the Contractor to include all applicable regulatory

Deliverable Title: Trouble Call Summary Report_

Form Attachment No.: J-1603000-XX

Government Approval Required: _Y_ Yes __ No

Media:

__ Hard Copy _Y_ Electronic __ Direct System Input

The report shall be prepared using Microsoft Office Word software.

The Trouble Call Summary Report shall be a compilation of the previous months trouble call reports with the following information:

a. Detailed description of work actually completed, problems encountered and recommended follow-up actions required.

b. Brief description of material and parts used, including quantities and cost.

c. Date and time work began.

d. Date and time work was completed.

e. Total hours of labor (by craft) expended, including travel time.

f. Name of person accepting the work and any comments written on the trouble ticket.

g. Last name and first initial of the Contractor employee(s) performing the work.

Submit a copy of the summary report via email to KO for Government review and comment.

1604000 – Wastewater

Item

Form

Attachment

Number

Deliverable

Title

Date (s) of

Submission

Distribution Frequency

Original/

Copies

Number of Copies

(including original)

1604000 / 3 N/A Critical Spare

Parts Inventory

15 days after award

KO 4 Once. Update if the requirements change.

1604000 / 3.1 N/A Standard

Operation

Procedures

Within 30 days after contract start and within five days after making changes to any plant operating procedure, equipment or component.

KO and

Onsite

4 Once. Update if the requirements change.

1604000 / 3.1.1 N/A Laboratory

Analysis of

Wastewater

Effluent Report

Within 2 days of discovery when found non-compliant.

4 days after the end of the month if compliant.

KO 4 Monthly or within 2 days if found non-compliant

1604000 / 3.1.2 N/A Schedule of

Operator

Attendance

7 prior to the start of work

Within 2 days of Request

KO 4 7 prior to the start of work and as requested

1604000 / 3.1.3 N/A Wastewater

Treatment

Operating

Records, Logs and Reports

3 days after the end of the month during which work is performed

1604000 / 3.3 N/A Warranty

Information

3 days after the end of the month during which work is performed

1604000 / 3.3 N/A Pre-repair and

Post-repair

Reports on Wet

Wells

3 days after the end of the month during which work is performed

KO 4 Monthly

1604000 / 3.3 N/A Integrated

Maintenance

Program (IMP)

15 days after award

KO 4 Annually and any time a change is made.

Item

Form

Attachment

Number

Deliverable

Title

Date (s) of

Submission

Distribution Frequency

Original/

Copies

Number of Copies

(including original)

1604000 / 3.3 N/A Monthly IMP

Schedule

By the 25 th day of each month

KO 4 Monthly

1604000 / 3.3 N/A IMP

Maintenance and Repair

Status Report

3 days after following the end of the month

KO 4 Monthly

1604000 / 3.3.1 N/A Schedule to

Replace

Expendable

Components

15 days after award

KO 4 Annually and any time a change is made.

1604000 / 3.4 N/A Inspection

Program and

Schedule

15 days after award

KO 4 Annually and any time a change is made.

1604000 / 3.4 N/A Inspection

Reports and

CCTV Footage

15 days after performance of the work

KO 4 As required

1604000 / 3.4.2 N/A Manhole

Photographs and Reports

15 days after performance of the work

KO 4 As required

1604000 / 3.4.3 N/A Wet Well

Photographs and Reports

15 days after performance of the work

KO 4 As required

1604000/3.5.1 N/A Pipeline

Cleaning

Schedule

15 days after award

KO 4 Annually and any time a change is made.

1604000/3.5.1 N/A Sampling

Records

Within 2 days of sampling

KO 2 As required

1604000/3.5.2 N/A Schedule of

Wet Well

Services

15 days after award

KO 4 Annually and any time a change is made.

1604000/3.5.2.1 N/A Wet Well

Volume Report

10 days after the end of each fiscal year.

KO 2 Annually

1604000/3.5.2.2 N/A Wet Well

Cleaning

Report

15 days after performance of the work

KO 4 As required

1606000 – Water

Spec Item

Form

Attachment

Number Deliverable Title

Date (s) of

Submissio n

Distribution

Frequency

Original/

Copies

Number of

Copies

(including original)

1606000/2.2.1 N/A Proof of all

Certification, Training, and

Licensing

Requirements

Within 30 days following award

KO 2 Once. Update as changes occur.

1606000/3 N/A Critical Spare

Parts Inventory

Within 30 days following award

KO 4 Once. Update if the requirements change.

1606000/3.1 N/A Standard

Operating

Procedures

15 days after award and

5 days after changes

KO 4 As required

1603000/3.1 N/A Notification of

Unsafe

Conditions Report

Within 24 hours of occurrence

KO 4 ea per occurrence

As Specified

1606000/3.1.3 J-1606000-07 Operating

Records, Logs, and Reports

3 days following the end of the month

1606000/3.3 N/A Integrated

Program (IMP)

Within 15 days following

KO 4 As specified

1606000/3.3 N/A Monthly IMP

Schedule and IMP

Maintenance and

Repair Status

Report

3 days following the end of the month

KO 4 Monthly

1606000/3.4 N/A Inspection, Testing and

Certification

Program and

Schedule

Within 30 days following award

KO 4 As Specified

1606000/3.4 N/A Inspection, Testing, and

Certification

Program

Summary Report

As specified

KO 4 As specified

1606000 /

3.5.1

N/A Monthly meter reading report day of each

1606000 /

3.5.3

N/A Consumer

Confidence

Report

By the end of the calendar year

Environ mental

Office

2 Annually

1606000 /

3.5.4

N/A Cross Connection

Report

NLT 15

January for prior year

Environ mental

Office

2 Annually

Deliverable Title: Trouble Call Summary Report

Form Attachment No.: J-1606000-XX

Government Approval Required: X Yes ___ No

Media: Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

The Trouble Call Summary Report shall be a compilation of the previous months trouble call reports with the following information:

h. Detailed description of work actually completed, problems encountered and recommended follow-up actions required.

i. Brief description of material and parts used, including quantities and cost.

j. Date and time work began.

k. Date and time work was completed.

l. Total hours of labor (by craft) expended, including travel time.

m. Name of person accepting the work and any comments written on the trouble ticket.

n. Last name and first initial of the Contractor employee(s) performing the work.

Submit a copy of the summary report via email to KO for Government review and comment.

1700000 – Base Support Vehicles and Equipment

Spec Item

Form

Attachment

Number

Report Title Date (s) of

Submission

Distribution Frequency

Original/

Copies

Number of

Copies

(including original)

2.3.5.4 N/A Temporary

Suspension of

Downtime

Accumulation

Within two hours of notice to the

Contractor that the material delays will cause the downtime standard to be missed.

KO 2 As required

3.1.1 N/A Monthly "C" Pool or

U-Drive-It Billing

Monthly KO 4 Monthly

3.1.1 N/A Monthly “A” and “B”

Vehicle/Equipment

Rental Billing

Monthly KO 4 Monthly

3.1.1 N/A Navy Monthly Fuel

(Gasoline/Diesel)

Billing

Monthly KO 4 Monthly

3.1.6 N/A Fuel Delivery and

Fuel Accountability

Reports

Monthly KO 2 By the 25 th day of the preceding month

3.2.5.1 N/A GSA Mileage and

Fuel Usage Report

Monthly KO 2 As required by the rental agreement

3.3 N/A Maintenance Schedule Monthly KO 2 By the 25

th day of the preceding month

3.3.1 N/A Vehicle Accident

Reports

Monthly KO 4 Within five calendar days of the start of the month

3.3.1.2 N/A Schedule for Testing

and Certification

As required KO 4 Annually and as required after repairs

3.3.1.3 N/A Preventive

Maintenance Schedule

Annually KO 4 15 calendar days prior to the start of work and annually.

1800000 - Environmental

Spec Item

Form

Attachment

Number

Deliverable

Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1800000/2.2.1 N/A Training Plan 15 days after award/

Annually

KO 1 Annually

1800000/2.2.1 N/A Training

Documentation

15 days after award/

Annually

KO 1 Once

1800000/3.1 N/A Sampling Plan 15 days after award/

Annually

KO/

Installation

Environmental

Office

2 When any changes to the plan occur

1800000/3.1.1 N/A Sample

Collection Logs

7 days after sampling

KO/

Installation

Environmental

Office

2 As Required

1800000/3.1.2 N/A Field Testing

Reports

7 days after testing

KO/

Installation

Environmental

Office

2 As Required

1800000/3.1.3 N/A Laboratory

Analysis

Reports

14 days after receipt of sample

KO/

Installation

Environmental

Office

2 As Required

1800000/3.2.2 J-1800000-

07/08

Used Oil

Disposal and

Recycling

Summary

Report

10 days after the end of the reporting period

KO/

Installation

Environmental

Office

2 Annually

1800000/3.3.4 J-1800000-

Hazardous

Waste Disposal

Report

10 days after the end of the reporting period

KO/

Installation

Environmental

Office

2 Annually

1800000/3.3.4 N/A Waste Profile

Record

With shipment

KO/

Installation

Environmental

Office

2 As Required

1800000/3.4.3 N/A Spill

Documentation

Within 5 days of completing spill response

KO/

Installation

Environmental

Office

2 As Required

1800000/3.5 N/A Groundwater

Monitoring

Report

10 days after the end of the reporting period

KO/

Installation

Environmental

2 Annually

Spec Item

Form

Attachment

Number

Deliverable

Title

Date (s) of

Submission

Distribution

Frequency

Original/

Copies

Number of Copies

(including original)

1800000/3.6 N/A Storm Water

Monitoring

Report

10 days after the end of the reporting period

KO/

Installation

Environmental

2 Quarterly

RECORDS

1. The Contractor shall maintain Sampling, Testing and Laboratory Services records for a period of 8 years. Such records shall include, but are not limited to, the following:

a. Sampling, field testing and laboratory personnel training and certifications

b. Sampling and field testing records

c. Laboratory analysis records

2. The Contractor shall maintain a database of all hazardous materials (HM) and hazardous wastes (HW) handled for a period of 8 years. Database records shall include, but are not limited to, the following:

a. Date, location and from which activity the HM/HW was received

b. Classification of HM/HW material

c. Facility the HM/HW was transported to

d. Date when the HM/HW material was segregated or consolidated and into which container

e. Date when the container is transported again and to which facility or activity

3. The Contractor shall maintain a HM/HW Collection Log for a period of 8 years. Database records shall include, but are not limited to, the following:

a. Date, time, name of requester

b. Specific service requested

c. Completion time

4. The Contractor shall maintain a HM/HW Transportation Log for a period of 8 years. Such records shall include, but are not limited to, the following:

a. Date and time of transportation of HM/HW

b. Route or segment of public highway used to transport HM/HW

c. Classifications of all HM/HW transported

5. The Contractor shall maintain a Groundwater Monitoring Field Logbook for a period of 8 years. Such records shall include, but are not limited to, the following:

a. Date and time of inspection and sampling

b. Type of inspection and sampling

c. Locations of monitoring wells

d. All inspection and sampling data

e. Name of person conducted the inspection and sampling

6. The Contractor shall maintain a Storm Water Monitoring Field Logbook for a period of 8 years. Such records shall include, but are not limited to, the following:

a. Date and time of inspection and sampling

b. Date of sample analysis

c. Locations of the monitoring points

d. All inspection, sampling and analysis data

e. Name of person conducted the inspection and sampling

7. The Contractor shall maintain any Compliance Testing records for a minimum period as specified by regulatory requirements. Such records shall include, but are not limited to, the following:

a. Precision testing records and monthly inspection forms for all storage vessels

b. Corrosion Protection records as applicable

c. Any other records required by local, state, federal or Navy requirements as listed in the facilities Storage

Tank Management Plan, Spill Prevention, Countermeasures, and Control Plan (SPCC), Facility Response

Plan, or other similar document.