Section J Documents Exhibits & other Attachments Annex 0200000 J Management and Administration ver 2 5.doc

ANNEX 0200000

MANAGEMENT AND ADMINISTRATION

SECTION J: DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J

DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

TABLE OF CONTENTS

ATTACHMENT J-0200000-01

DEFINITIONS AND ACRONYMS

One who can identify existing and predictable hazards in the working environment or working conditions that are dangerous to personnel and who has authorization to take prompt corrective measures to eliminate them.

$100,000.00 + ($100,000.00 x 10%) = $110,000.00

The Government will compensate the Contractor for the required parts and materials and not the total amount shown in Schedule of Indefinite Delivery Indefinite Quantity Work.

Annual (A). Services performed once during each 12-month period of the contract at intervals of 335 to 395 days.

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.

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 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.

Individual RPIE’s can be combined to make a CIMU to facilitate facilities management. An individual RPIE can also be a CIMU if the equipment is complex enough to require its own management planning.

ATTACHMENT J-0200000-01

DEFINITIONS AND ACRONYMS

ATTACHMENT J-0200000-02

WAGE DETERMINATIONS

CONTRACT SPECIALIST Placeholder for Service Contract Act and Davis-Bacon Act Determinations.

ATTACHMENT J-0200000-03

DIRECTIVES, INSTRUCTIONS, AND REFERENCES

ATTACHMENT J-0200000-04

INVOICE FORM

WAWF WILL BE UTILIZED

ATTACHMENT J-0200000-05

FORMS

Other forms will be forward to the Contractor after award.

ATTACHMENT J-0200000-05

ATTACHMENT "A"

Contractor Name (Print Legibly):

Contractor Name (Signature):

CRANE AND RIGGING GEAR ACCIDENT REPORT

Accident Category:

Crane Accident Rigging Gear Accident

From:

UIC:

Navy Crane Center

Bldg. 491 NNSY

Portsmouth, VA 23709

Fax: 757-967-3808

Activity:

Report No:

Crane No:

Category:

Accident Date:

Time: hrs:

Category of Service:

SPS

GPS

Crane Type:

Crane Manufacturer:

Location:

Weather:

Crane Capacity:

Hook Capacity:

Weight of Load on hook:

Fatality or Permanent Disability? Yes No

Material/Property Cost Estimate:

Reported to NAVSAFECEN? Yes No

Accident Type:

Personal Injury Overload Derail Damaged Rigging Gear

Load Collision Two Blocked Dropped Load Damaged Crane

Crane Collision Damaged Load Other: Specify

Cause of Accident:

Improper Operation Equipment Failure Inadequate Visibility

Improper Rigging Switch Alignment inadequate Communication

Track Condition Procedural Failure

Chargeable to:

Crane Walker Rigger Operator

Maintenance Management/Supervision

Crane Function:

Travel Hoist Rotate Luffing Telescoping Other N/A

Is this accident indicative of a recurring problem?

Yes No

ATTACH COMPLETE AND CONCISE SITUATION DESCRIPTION AND CORRECTIVE/PREVENTIVE ACTIONS TAKEN AS ENCLOSURE (1). Include probable cause and contributing factors. Assess damages and define responsibility. For equipment malfunction or failure, include specific description of the component and the resulting effect or problem caused by the malfunction or failure. List immediate and long term corrective/preventive actions assigned and respective codes.

Preparer:

Phone:

E-mail:

Code:

Date:

Concurrences: (Include Code, Signature and Date)

Code:

Date:

Code:

Date:

Certifying Official (Crane Accident Only):

Code:

Date:

CRANE AND RIGGING GEAR ACCIDENT REPORT INSTRUCTIONS

This form is designed for fax transmission without a cover page or by e-mail and, with enclosures and signatures, shall be the official document. Electronic submission will be accepted without signatures but the names of the preparer, concurring personnel, and certifying official (for crane accidents only) shall be filled in. The e-mail address is m_nfsh_ncc_accident@navy.mil. The fax number is (757) 967-3808.

1. Accident Category: Indicate either crane accident or rigging gear accident.

2. From: The naval activity that is responsible for reporting the accident and UIC number.

3. Activity: The naval activity where the accident took place.

4. Report No.: The activity assigned accident number (e.g., 95-001).

5. Crane No.: The activity assigned crane number (e.g., PC-5), if applicable.

6. Category: Identify category of crane (i.e., 1, 2, 3, or 4), if applicable.

7. Accident Date: The date the accident occurred.

8. Time: The time (24 hour clock) the accident occurred (e.g., 1300).

9. Category of Service: Check the applicable service (SPS as defined by NAVSEA 0989-030-7000).

10. Crane Type: The type of crane involved in the accident (e.g., mobile, bridge), if applicable.

11. Crane Manufacturer: The manufacturer of the crane (e.g., Dravo, Grove, P&H), if applicable.

12. SPS: Was the crane or rigging gear being used in an SPS lift?

13. Complex lift: Was the crane or rigging gear being used in a complex lift?

14. Location: The detailed location where the accident took place (e.g., building 213, dry dock 5).

15. Weather: The weather conditions at time of accident (e.g., wind, rain, cold).

16. Crane Capacity: The certified capacity of the crane (e.g., 120,000 pounds), if applicable.

17. Hook Capacity: The capacity of the hook involved in the accident at the max radius of the operation, if applicable.

18. Weight of Load on Hook: If applicable, the weight of the load on the hook.

19. Fatality or Permanent Disability?: Check yes or no.

20. Material/Property Cost Estimate: Estimate total cost of damage resulting from the accident.

21. Reported to NAVSAFECEN?: Self-explanatory.

22. Accident Type: Check all that apply.

23. Cause of Accident: Check all that apply.

24. Chargeable to: Check all that apply.

25. Crane Function: Check all functions in operation at time of accident. Check N/A if a rigging gear accident.

26. Is this a recurring problem?: Check yes or no. Identify any other similar accidents.

27. Situation Description/Corrective Actions: Self-explanatory.

28. Preparer: Self-explanatory.

29. Concurrences: Self-explanatory.

30. Certifying Official (Crane Accidents Only): Self-explanatory.

31. Brief Description: No more than one paragraph summarizing the resultant incident.

32. Background and Detailed Description: Provide the relevant background in a descriptive timeline of preconditions leading up to the event, as well as a detailed description of the event.

33. Corrective Actions: List all short term and long term corrective actions that are taken to prevent recurrence of the incident. Short Term Corrective Actions are those actions taken that will allow return to work in short time frame. Long Term actions are more ‘programmatic’ in nature and typically include: process revision, changes in training, ‘mistake proofing’, etc.

ATTACHMENT J-0200000-05

FORMS

CRANE AND RIGGING GEAR NEAR MISS REPORT

Near Miss Category:

Crane Near Miss

Rigging Gear Near Miss

From:

UIC:

To: Navy Crane Center

Bldg 491 NNSY

Portsmouth, VA 23709

Fax (757) 967-3808 nfsh_ncc_accident@navy.mil

Category of Service:

SPS

Is this near miss indicative of a recurring problem?

Yes

No

If yes, list report numbers:

In the space below, include a brief description of the event and corrective actions taken to prevent recurrence:

Preparer:

Phone and email

FORMS

CRANE AND RIGGING GEAR NEAR MISS INSTRUCTIONS

This form is designed for fax transmission without a cover page or by e-mail and, with enclosures and signatures, shall be the official document. Electronic submission will be accepted without signatures but the names of the preparer, concurring personnel, and certifying official (for crane accidents only) shall be filled in. The e-mail address is nfsh_ncc_accident@navy.mil. The fax number is (757) 967-3808.

1. Near Miss Category: Indicate either crane or rigging gear near miss.

2. From: The naval activity that is responsible for reporting the near miss and UIC number.

3. Activity: The naval activity where the near miss took place.

4. Report No.: The activity assigned near miss number (e.g., 95-001).

5. Crane No.: The activity assigned crane number (e.g., PC-5), if applicable.

6. Category: Identify category of crane (i.e., 1, 2, 3, or 4), if applicable.

7. Near Miss Date: The date the near miss occurred.

8. Time: The time (24 hour clock) the near miss occurred (e.g., 1300).

9. Category of Service: Check the applicable service (SPS as defined by NAVSEA 0989-030-7000).

10. Crane Type: The type of crane involved in the near miss (e.g., mobile, bridge), if applicable.

11. Crane Manufacturer: The manufacturer of the crane (e.g., Dravo, Grove, P&H), if applicable.

12. Location: The detailed location where the near miss took place (e.g., building 213, dry dock 5).

13. Weather: The weather conditions at time of the near miss (e.g., wind, rain, cold).

14. Crane Capacity: The certified capacity of the crane (e.g., 120,000 pounds), if applicable.

15. Hook Capacity: The capacity of the hook involved in the near miss at the maximum radius of the operation, if applicable.

16. Weight of Load on Hook: If applicable, the weight of the load on the hook.

17. Is this a recurring problem?: Check yes or no. Identify any other similar near misses or accidents.

18. Situation Description/Corrective Actions: Self-explanatory.

19. Preparer: Self-explanatory.

ATTACHMENT J-0200000-06

GOVERNMENT-FURNISHED PROPERTY, MATERIALS, AND SERVICES

Government Furnished Property

ATTACHMENT J-0200000-07

USMC MAXIMO SYSTEM ACCESS PROCEDURES

PURPOSE AND OVERVIEW

The purpose of this attachment is to provide guidance on how data is to be recorded and provided by the Contractor in reporting Service Provider, Asset, Specification, and Characteristic Meter Reading Information for USMC MAXIMO. This document outlines the methods that must be utilized by the Contractor and associated USMC business process and procedures for how data is to be submitted.

The Contractor is required 10 use the Government's CMMS, which is currently USMC Maximo Version 7.5, for Asset Management, The Contractor is informed that be current version is subject to change prior to and after contract award. The Contractor, at no additional cost to the Government, shall accept and employ any future USMC Maximo version and seamlessly transfer data.

Specific procedures for USMC Maximo Account Access will be provided to the Contractor, upon request, after award of the contract.

ACCOUNT ACCESS REQUIREMENTS

Within Is-calendar days after award of this Task Order, the Contractor shall:

Employ a minimum of two data entry clerks where one data entry clerk is the alternate The data entry clerks shall manage the USMC Maximo data entry for this Contract daily during normal working hours. The Contractor, at no additional cost to the Government, shall add more date entry clerks to perform the Maximo data entry duties should the efforts of the Contractor's data entry clerk(s) become insufficient.

Contractor (CTR) New Combined Access Card (CAC) Process

Submit a list of the data entry clerks, to include alternate data entry clerks, who will require USMC Maximo Account Access to perform data entry as part of maintenance management.

Complete all Information Awareness (IA) training to satisfy security clearance requirements required by the Information Assurance Manager CAM).

Certifications are required and shall be produced upon request. Note: IA training for all personnel accessing the CMMS shall be conducted annually.

FSC will provide names of New CTR's requiring a CAC and the name to either the Training Coordinator (Dawn Richie) or the Customer Service Supervisor Training Coordinator is located in the Facilities Maintenance Division (FMD) Customer Service Section in Bldg. 2291, Rm 24 and can be reached via telephone at 760-725-4981.

The following steps must be followed tor a new Contract Employee to obtain his or her CAC:

The Contractor must. create a Marine Net account. in order to access required Cyber C Annual Information Assurance (IA) Training. This Training is required to obtain a CAC. Marine Net requires a government sponsor. Provide them with the following POC:

Customer Service Supervisor 760-725-0587

Once Marine Net receives confirmation of sponsorship they will activate the CTR's Marine Net account which time the CTR can begin their training.

The new CTR will then log in to Marine Net and complete the Cyber C course which consists of 2 online courses (Cyber Awareness Challenge and PII). Marine Net can be accessed at the base library (Bldg. 1146) or on a private computer with internet access. Once the 2 courses are complete Marine Net will auto generate the Cyber C certification (3rd certificate).

Complete a SAAR Form, DD Form 2875, Aug 2009. If the Contracting Company does not have a copy of this form it can be obtained through FSC or the Training Coordinator. The SAAR form MUST be completed electronically (if ink is used it will be returned to the Training Coordinator).

Upon completion, the CTR or CTR Representative will return alt three documents (SAAR, CYBER C Cert and PII Cert.) electronically to the Training Coordinator.

The Training Coordinator will verify the accuracy of the documents and route the SAAR electronically for the appropriate signatures. Once the Training

Coordinator has obtained all signatures the SAAR form wilt then be forwarded to Base Security so they can start the CTR's Background Investigation. The CTR is required to provide Base Security their Social Security Number-

Once the background investigation is completed, Base Security will email the SAAR form back to the Training Coordinator who will do the appropriate paperwork and send a ticket to FMD's IT Staff. FMD IT will obtain an official email address. Once obtained, electronic documentation will be emailed to the Training Coordinator.

Finally, at this point the Training Coordinator will make contact with the CTR either via telephone or email. The Training Coordinator will request a meeting with the CTR so the CTR's information can be entered into the CVS computer system and then the CTR will be directed to Pass and ID. They must present 2 forms of ID to obtain their CAC.

Once the CTR has the CAC in hand they need to call FMD IT Personnel to determine a good time for the CTR to digitally sign their SAAR form.

Within 45-calcndar days after award of this Contract, the Contractor's data entry clerks shall have completed all IA training, met all security clearance requirements, possess a CAC, have a user Access account, and be fully prepared and qualified to begin data entry into USMC Maximo.

The Contractor shall bear all costs associated with required training, security clearances, and CAC of personnel throughout the duration of the contract.

The Contractor shall furnish all necessary computer hardware, internet access, CAC card reader and the name of persons that are qualified and authorized to receive Government training and USMC MAXIMO access.

The level of access and restriction of the user shall be determined by a USMC MAXIMO Government representative. Once all requirements are met, the Contactor will be notified that a USMC MAXIMO) account has been created, as well as USER ID, password and USMC MAXIMO Access URL details.

MANAGEMENT REQUIREMENT

The Contractor shall employ a minimum of two data entry clerks where one data entry clerk is the alternate. The data entry clerk's responsibility is to ensure data is entered properly into the Maximo "Work Order" module and be capable or resolving problems that may occur during the data entry process. The data entry clerks shall provide a quality product to the Government. The data entry clerks shall resolve all concerns. issues and problems addressed by the Government and to the Government's satisfaction at no additional cost to the Government. The data entry clerks shall be available to address any of the Government's concerns during normal working hours.

STAFFING

The Contractor shall provide a staff of experienced and qualified data input clerks to perform the following data entry processes:

Enter data into received work orders from the instance that the work order is received by the Contractor's work reception, while work is in progress, and to completion.

Create templates (PM records) in the Preventive Maintenance module to generate scheduled preventive maintenance work orders. Utilize following sub-modules "PM”, “Frequency", "Seasonal Dates", “Job Plan Sequence", “PM Hierarchy" and "Forecast", and populate the respective fields in each.

Use USMC Maximo Preventive Maintenance Asset Management and Maintenance Guidelines for additional information. Create templates in the Master PM module to create, modify, update and review PMS. Utilize following sub-modules "Master PM", "Frequency", "Seasonal Dates", and Job Plan Sequence" and populate the respective fields in each. See the Attachment USMC Maximo Preventive Maintenance Asset Management and Maintenance Guidelines for additional information. Maintain the data in the Preventive Maintenance module and the Master PM module current.

Note: Where PM records already exist, the Contractor's staff shall verify that the existing preventive maintenance requirements and schedules to be accurate and in accordance with the original manufacturer's preventive maintenance recommendations or in accordance with other Government preventive maintenance requirements. The Contractor and their staff shall correct any deficiencies found in the existing preventive maintenance requirements and schedules to comply with the original manufacturer's preventive maintenance recommendations or in accordance with other Government preventive maintenance requirements. The Contractor's staff and data entry clerks shall monitor the preventive maintenance alerts and ensure that the respective maintenance shops/technicians receive the scheduled preventive maintenance work orders well in advance to ensure preventive maintenance is performed on schedule. The Contractor's staff and data entry clerks shall run monthly reports of received, in-progress and completed work orders and submit the reports to the Designated Government Agent (DGA). The Contractor's staff and data entry clerks, upon direction from the Government, shall remove preventive maintenance records from the USMC Maximo data base. Create service requests, to include entering data into alt applicable fields.

All data entry clerks shall be competent in the use and data entry into USMC Maximo 7.5 "Work Order" module.

The Government will accept data entry clerks that are performing the same responsibilities on other MCB Camp Pendleton awarded task orders

TRAINING

The Contractor shalt ensure at least one data entry clerk has completed the IBM Maximo Asset Management 7.5 Fundamental training within 90-calendar days after award of this Contract. Certification of completed training shall be submitted to the ACO and DGA within 14-calendar days after completion of the training to validate for completeness.

The Contractor shall schedule a one-day indoctrination session with the Government within 45-calendar days after award of this Contract. The scheduled indoctrination shall be done as group indoctrination.

AUTHORIZED USE

Contractors shall attempt to view, create, enter data, edit data, run reports or otherwise access data related only to this Contract. Any unauthorized attempt to do otherwise shall be grounds for removal of access privileges and Termination of this Contract. Contractors will be assigned a specific work center code for their work and shall utilize this code for all such data entry and retrieval.

ATTACHMENT J-0200000-08

USMC MAXIMO DATA REPORTING

USMC MAXIMO DATA ENTRY

USMC Maximo Data Entry in the Work Order Module

After logging into US Maximo, the Contractor shall access the "Work Order" module by selecting "Go To" and opening the drop down menu and selecting "Work Order" and then selecting ''Work Order Tracking". Once in "Work Order Tracking" enter the desired work order number and hit "enter" or click "Search". Once the data entry clerk is in the "Work Order Tracking" module for the desired work order the data entry clerk will sec several sub-modules. The Contractor is responsible for their data entry clerk to enter data in the following sub-modules: "Work Order", "Actuals", "Safety Plan", and "Log" and is responsible for the "Status".

Enter data in the fields of the following sub-modules:

"Work Order"

Scheduling Information

Follow-up Work

Check "Vandalism" box when applicable

Attachments (add photos, specifications, etc.)

"Actuals" (click "New Row")

Labor (populate the "Labor", "Name", "Shift", "Start Date", "Regular Hours" and "Rate"). The Contractor shall submit a table listing each tradesmen/technician's fully burdened labor rate to the ACO and PAR within 30-calendar days after award. The labor rate will be entered into the "Rate" field.

Materials (populate "Task", "Item", "Description", "Transaction Type", and "Quantity"). In the "Item" sub-module field list each item and its cost. Tools (populate "Select Tools" and "Planned Tools')

“Safety Plan”

Hazards and Precautions (enter/paste APP and AHA)

Hazardous Materials

Lock Out / Tag Out

"Log" (click “New Row")

Type (enter "WORK?)

Summary

Details (Be specific)

When applicable, click the "Change Status" icon on the tool bar. Once the dialog box opens click the "New Status" drop down menu and cater the appropriate status.

Click the "Save" icon to save data.

At the Government provided MAXIMO training the USMC Maximo Support team will provide the data entry clerks with a USMC Maximo training syllabus.

USMC Maximo Data Entry in the Preventive Maintenance Module

After logging into US Maximo, the Contractor shall access the "Preventive Maintenance" module by selecting "Go To" and opening the drop down menu and selecting “Preventive Maintenance" and then selecting "Preventive Maintenance" or "Master PM. Once in the chosen the data entry clerk will see several submodules. The data entry clerk shall enter all necessary data in the fields of each sub-module, Sec the Attachment USMC Maximo Preventive Maintenance Asset Management and Maintenance Guidelines" for additional information.

Creating a Service Request

'The Contractor's data entry clerks shall create work order requests for all unscheduled preventive and corrective maintenance. After logging into US Maximo, the Contractor shall access the "Service Request" module by selecting "Go To" and opening the drop down menu and selecting "Service Request" and then selecting the "New Service Request" icon. The data entry clerk shall populate all of the shaded fields marked by an asterisk and any other fields deemed necessary by the Government. Once the fields have been populated click the "Save" icon. The data entry clerk shall ensure that sufficient information is entered into the description field. The work order request requires Government approval before the Contractor takes further action, i.e. the Contractor shall monitor the work order request for an approval status.

PART 2 GUIDELINE FOR THE WORK ORDER PROCESS

Work Order Information

The Contractor's Work Order Reception function primarily receives a work order electronically through USMC Maximo, however as circumstances dictate, the Contractor may receive work orders from the COR.

The Contractor's Work Order Reception function is responsible for disseminating the work order(s) to the appropriate management personnel, who in turn are responsible for ensuring that the, appropriate qualified technician(s) receive the work order, perform and complete the maintenance as described in the work order.

The Contractor's Work Order Reception function shall ensure, all USMC Maximo data is input in the applicable "Work Order" module and its fields are properly and fully populated, i.e. from the date and time of reception of the work order to the date or completion.

The Contractor's Work Order Reception function shall submit a USMC Maximo Work Order Traceability Report as part of the Monthly Report. The USMC Maximo Work Order Traceability Report shall be reviewed at the monthly QC meetings.

The Contractor staff shall enter a service request for all actions, to include unscheduled PM, corrective maintenance and any other necessary services and repairs.

ATTACHMENT J-0200000-09

INSTALLATION SPILL CONTROL PLAN

TO BE ISSUED AFTER AWARD.

ATTACHMENT J-0200000-10

CONTRACTOR HAZARDOUS MATERIAL INVENTORY LOG

ATTACHMENT J-0200000-11

EXHIBIT LINE ITEM NUMBERS

CONTRACT SPECIALIST TO USE PLACE HOLDER.