Annex 0200000 C Management and Administration (SW SubKtr Safety) Revision 13 JUN.docx

ANNEX 0200000

MANAGEMENT AND ADMINISTRATION

SECTION C

0200000 – Management and Administration

Table of Contents

0200000 - Management and Administration

Work in certain annexes or sub-annexes require Contractor continuous operations, 24 hours a day, every day of the year including holidays. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours requires prior KO approval.

Likewise, Performance Standards specified at a lower digit level (i.e. spec item 3.1.1, 3.1.2, 3.1.2.1) apply when performance is assessed at a higher tier (i.e., spec item 3.1) based on the composite work requirements.

Partnering should accomplish three goals:

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

- The second goal of partnering 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 Initial Informal Partnering Session will be conducted and facilitated using electronic media (a video and accompanying forms) provided by Contracting Officer. The senior Government stakeholder present will lead the meeting, however, the Contractor’s PM or senior representative is encouraged to participate as co-lead.

The Partners will determine the frequency of the follow-on sessions.

The 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.

The Contractor shall bring the necessary personnel to successfully partner on this contract. Asterisk indicates mandatory personnel.

President/Vice President

* Project Manager

* Quality Manager Site Safety and Health Officer

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

A list of Government Furnished Property, Materials, and Services is provided in J-0200000-06.

Contractor requirements for support of initial and final inventories.

Government acceptance of deliverables will not relieve the Contractor of the responsibility for any error or omission which may exist in the deliverable, as the Contractor is responsible for all requirements of this contract.

The Contractor shall establish and maintain a secure website for posting an electronic copy of all deliverables listed in Section F. The Contractor shall allow only authorized Government and Contractor personnel to access the website. Government personnel access shall be limited to viewing and downloading of deliverables, but restricted from posting to the website. The Contractor shall notify the Government by email whenever there are new or updated deliverables posted to the website. Each deliverable posting on the website and each email notification shall include the title of the deliverable, the spec item requiring the deliverable, and the date and time the deliverable was posted. All deliverables shall be available to authorized Government personnel 24 hours/day and 365 days/year for the duration of the contract.

Work order and asset data created by the Contractor is recorded in USMCmax MAXIMO for all work performed in 1501000 Facility Management, 1502000 Facility Investment and maintenance requirements specified in Annex 16 Utilities sub-annexes.

The information and format for data submission provided in Section J supports long term asset management and facilitates transfer to USMCmax MAXIMO The Government uses USMCmax MAXIMO for work order and asset management. The Contractor shall provide all required data for USMCmax MAXIMO as identified below:

Required data fields for Service Provider shall be provided for all work performed in 1502000 Facility Investment and 1604000 Wastewater. Further instructional information detailing the process for submitting the specified information for USMCmax MAXIMO Data Reporting is provided in J-0200000-08.

The Service Provider and Asset Interfaces are used for multiple processes by the Government and the format may be updated annually. As part of the update the Contractor may be asked to modify the file to add/move columns in their submission. The Contractor also shall provide up to 10 extra data elements or columns with as many as 150 characters per element for the Government to define during contract performance at no additional cost to the Government. The Government will provide the Contractor 60 calendar days’ notice of modifications to the Service Provider or Asset Interface file format.

The Contractor may provide data using one of the two following options detailed below depending on company’s internal resources and existing systems. The Contractor shall clearly document and notify the Government of how the information will be submitted and notify the Government in writing when they plan to alter the procedures. Notification of a change in methods shall be provided in writing to the Contracting Officer at least 30 calendar days prior to the change.

DIRECT ENTRY: The Contractor shall manually enter required work order and asset data directly into USMCmax MAXIMO. USMCmax MAXIMO System Access Procedures are provided in J-0200000-07. The Contractor shall ensure all information is updated by the end of each workday for all work performed.

The Contractor shall submit the Service Provider Information Report and Asset Information Report in a spreadsheet flat-file following the USMCmax MAXIMO Data Reporting process described in J-0200000-08 per Section F.

· Accurate documentation of work processes, procedures, and output measures.

· A systematic procedure for assessing compliance with performance objectives and standards.

· Accurate documentation of quality inspections and surveillance conducted throughout the execution of work.

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

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

· Policy and objectives of Quality Management System (QMS)

· Quality organization

· List of personnel

· Responsibilities & lines of authority

· Training and qualifications

· Approach to assuring quality of services provided and conformance with performance objectives and standards

· Methods and procedures for effective planning, operation and control of processes and performance of work

· Procedures for inspection and surveillance of services

· Scheduling and performance of inspection and surveillance

· Measurement, data collection and analysis

· Corrective action, preventive action, and continuous improvement

· Oversight of subcontracted work

· Documentation and records management

· Communication with government (customers)

The Contractor shall submit an Organizational Chart per Section F showing lines of authority of the key personnel and on-site supervisor(s) for this contract. The chart shall include names of personnel and their position title in this contract. As a minimum, include the PM, Quality Manager, SSHO, and on-site supervisor(s) and who they will report directly to for this contract. The key personnel shall be revised as applicable for the contract.

The PM shall have at least five years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.

The Quality Manager shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract:

The Quality Manager shall have at least five years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager shall not be the same person as the SSHO.

A Competent Person shall be provided for all of the hazards identified in the Contractor's Safety and Health Program in accordance with the accepted Accident Prevention Plan, and shall be on-site at all times when the work that presents the hazards associated with their professional expertise is being performed. Provide the credentials of the Competent Persons(s) to the Contracting Officer for acceptance in consultation with the Safety Office.

The Contractor shall provide a SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The SSHO shall have fulfilled the following pre-requisite training and experiences before being hired as the SSHO under this contract:

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 or three years’ experience if he possesses a Certified Safety Professional (CSP) or safety and health degree. The SSHO shall have completed the OSHA 30-hour construction safety class or equivalent and maintain competency through 24 hours of formal safety and health related coursework every four years. The SSHO shall not be the same person as the project manager.

The Environmental/Energy Manager shall have a minimum two years experience with environmental procedures similar to those of this contract; familiarity with Environmental Management Systems (EMSs); and knowledge of environmental regulations and federal energy laws and policy (including energy and water reduction requirements and renewable energy requirements) that are applicable to operations similar to those of this contract.

The Contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://doncmra.nmci.navy.mil

Per Section F, reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk , linked at https://doncmra.nmci.navy.mil.

The Contractor shall provide the KO with the name of their designated Service Contractor Administrator (SCA) for enrollment in DBIDS. Once enrolled, the Contractor must provide the DBIDS Registrar with an approved employee list and then direct their employees to register into DBIDS.

The Government performs background screening and credentialing. Throughout the year the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges. DBIDS access privileges will be immediately suspended or revoked if at any time a Contractor employee becomes ineligible.

The Contractor may initiate the adjudication process when a background screen failure results in disqualification from participation in DBIDS and the Contractor employees do not agree with the reason for disqualification. The Contractor may also apply for a waiver when a background screening failure results in disqualification from participation in DBIDS. The Commanding Officer will be the final waiver determination authority.

The Contractor shall immediately collect employee DBIDS credentials and notify the KO in writing:

(1) That an employee has departed the company without having properly returned or surrendered their DBIDS credentials.

(2) That there is a reasonable basis to conclude that an employee, or former employee, might pose a risk, compromise, or threat to the safety or security of the installation or anyone therein.

The Government will not be responsible for any cost or lost time associated with obtaining paper passes or added vetting or inspections incurred by non-participants in the DBIDS credentialing process.

The Contractor may experience delays while waiting for escorts. The Government estimates the wait period can be up to 15 minutes. The Contractor shall notify the Government Performance Assessment Representative (PAR) and appropriate point of contract if an escort is not available after 15 minutes and access to accomplish the work is denied. Unscheduled requirements, e.g., trouble calls, may require a longer wait for an escort..

The Contractor shall request from the Government for access to the E-QIP Direct program for the Contractor employees to complete the SF-85 form on line for an NACI. The Security Manager will determine suitability. Upon a favorable NACI, the Contractor personnel shall provide the completed Personnel Security Investigation (PSI) to the Security Manager along with the original signed release statements, applicant fingerprint card (FD87), and an OF-306 Declaration for Federal Employment per Section F. The Contractor shall be responsible for providing the fingerprint card.

The request shall be renewed annually or for the duration of the contract if less than one year.

At least five days before any new subcontractor starts work, or at least five days prior to the preparatory meeting regarding the subcontractor's work, whichever is earlier, Contractor shall submit subcontractor's proof of compliance with requirements detailed below for Experience Modification Rate and DART rates, for Government acceptance.

A written request may be submitted for additional consideration to the Contracting Officer Representative (COR) and Contracting Officer (KO) where the specified acceptable EMR range cannot be achieved for the Contractor or a particular subcontractor whose performance is uniquely critical to the service contract. Relaxation of the EMR range shall only be considered and/or granted on a case-by-case basis for special conditions and shall not be anticipated as tacit approval.

Contractor's Project Manager or Site Safety and Health Officer (SSHO) shall collect and maintain certified EMR ratings for ALL subcontractors on the project and shall make them available to the Government at the Government’s request per Section F.

The OSHA Dart Rate is calculated using the following formula:

(N/EH) x 200,000 where:

N = number of injuries and/or illnesses with days away, restricted work, or job transfer EH = total hours worked by all employees during most recent, compete calendar year 200,000 = base for 100 full-time equivalent workers (working 40 hours per week, 50 weeks per year)

A written request may be submitted for additional consideration to the Contracting Officer Representative (COR) and Contracting Officer (KO) where the specified acceptable OSHA Dart rate range cannot be achieved for the Contractor or a particular subcontractor whose performance is uniquely critical to the service contract. Relaxation of the OSHA DART rate range shall only be considered and/or granted on a case-by-case basis for special conditions and shall not be anticipated as tacit approval.

A Contractor's Project Manager or Site Safety and Health Officer (SSHO) shall collect and maintain self-certified OSHA DART rates for ALL subcontractors on the project and shall make them available to the Government at the Government's request per Section F.

High safety risk work could be, but not limited to, chemical hazards/MSDS, lead paint/asbestos, underground utilities/utility clearance, WHE safety, crane safety, traffic control, hot work (welding/grinding), fall protection/working at heights (ladder safety, scaffolding/staging, aerial lifts, etc.), confined/enclosed space, trenching/excavations, electrical safety, lockout/tag-out (control of hazardous energy), and fire safety.

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