ANNEX 1501000 SECTION C FACILITY MANAGEMENT.docx
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- Solicitation number
- N62473-21-R0020
About this file
This solicitation is for an 8(a) set-aside Indefinite Delivery Indefinite Quantity (IDIQ) Multiple Award Service Contract (MASC) for facility management services at various locations in six Western states. The scope includes recurring services for facility investment, pest control, integrated solid waste management, and grounds maintenance/landscaping as well as non-recurring work in these areas. The initial task order encompasses recurring services at Marine Corps Base Camp Pendleton, California. The Naval Facilities Engineering Command is seeking proposals from 8(a) contractors capable of simultaneously performing multiple task orders in multiple locations. Offerors must submit proposals by the response date specified in the solicitation.
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1501000 – Facility Management Table of Contents
| Spec Item |
| Title |
| 1 |
| General Information |
| 1.1 |
| Concept of Operations |
| 2 |
| Management and Administration |
| 2.1 |
| Definitions and Acronyms |
| 2.2 |
| Personnel |
| 2.2.1 |
| Certification, Training, and Licensing |
| 2.3 |
| Special Requirements |
| 2.3.1 |
| System Access |
| 2.3.2 |
| System Training |
| 2.3.3 |
| Facility Investment Strategy |
| 2.4 |
| References and Technical Documents |
| 3 |
| Recurring Work |
| 3.1 |
| Work Control |
| 3.1.1 |
| Service Request Reception |
| 3.1.2 |
| Work Induction |
| 3.1.3 |
| Work Order Tracking |
| 3.2 |
| Infrastructure Condition Assessment Program (ICAP) Services |
| 3.2.1 |
| Inventory Management |
| 3.2.2 |
| Condition Assessment (Dynamic) |
| 3.2.3 |
| Condition Assessment (Non-Dynamic) |
| 3.3 |
| Project Development |
| 3.3.1 |
| Special Project Documentation Preparation |
| 3.3.2 |
| MILCON Project Documentation Preparation |
| 3.3.3 |
| Facility Demolition Documentation Preparation |
| 3.3.4 |
| Site Approval Documentation Preparation |
| 3.4 |
| Asset Management Services |
| 3.4.1 |
| Regional Shore Infrastructure Plan (RSIP) Support |
| 3.4.2 |
| Basic Facility Requirements (BFR) Determination |
| 3.4.3 |
| Space Management Planning |
| 3.4.4 |
| Real Property Records Maintenance |
| 3.4.5 |
| Real Estate Management Support |
| 3.5 |
| Technical Support Services |
| 3.5.1 |
| Plans, Files and Drawing Updates |
| 3.5.2 |
| Technical Library Operation |
| 4 |
| Non-Recurring Work |
| Spec Item |
| Title |
| Description |
| 1 |
| General Information |
| The Contractor shall provide all labor, management, supervision, tools, materials, and equipment necessary to perform facility management services at various location identified in each Task Order. |
| 1.1 |
| Concept of Operations |
| The intent of 1501000 Facility Management is to specify the requirements for facility planning and asset management services including, but not limited to, work control, service call reception, Condition Based Maintenance Management (CBMM) / Infrastructure Condition Assessment Program (ICAP) support, Special and MILCON project documentation preparation, Regional Shore Installation Plan (RSIP) support, Basic Facility Requirements (BFR) determination, space management planning, real property records maintenance, real estate management support, and technical library operation. Preventive maintenance (PM) inspection of systems and equipment and other Sustainment, Restoration and Modernization (SRM) work are covered under 1502000 Facility Investment. |
1501000 – Facility Management
| Spec Item |
| Title |
| Description |
| 2 |
| Management and Administration |
| 2.1 |
| Definitions and Acronyms |
| Definitions and Acronyms are listed in Section J of each Task Order. |
| 2.2 |
| Personnel |
| The Contractor shall provide personnel with the qualifications, technical knowledge, experience and skills required to provide facility management services. |
| 2.2.1 |
| Certification, Training, and Licensing |
| The Contractor’s personnel who regularly engage in customer interface shall present a professional appearance and use customer interaction best practices. Contractor personnel shall complete customer service training within 30 days of assignment and attend refresher training annually thereafter. |
| 2.3 |
| Special Requirements |
| Safety requirements, operational restrictions, coordination requirements, workmanship, materials, equipment, and tools. |
| 2.3.1 |
| System Access |
| The Government will provide access to the following systems: MAXIMO, eProjects, etc. |
The Contractor shall submit a complete list of personnel requiring access to these systems per Section F. The Contractor shall provide information on each employee as required by Government information technology personnel.
Additional information regarding NAVFAC MAXIMO data requirements and account access is provided in Spec Item 2.6.6 in Annex 0200000.
| 2.3.2 |
| System Training |
| The Government will provide one, three-day training session on the systems identified above. In addition, the Government will provide technical assistance to the Contractor’s functional systems manager for five working days prior to full performance start date. |
Periodically, the Government will provide no-cost training on new systems and system enhancements to a limited number of Contractor personnel who are expected to provide training to remaining Contractor personnel. The Contractor shall send employees to Government-directed training on forthcoming systems either on-site or at a location specified by the Government. All costs of attendance at either on-site or off-site training, including, but not limited to, wages, travel, and per diem shall be borne by the Contractor. Historically, there has been a requirement for approximately five man-days of such off-site training per year.
| 2.3.3 |
| Facility Investment Strategy |
| The Contractor shall engage in the Navy’s facility investment strategy to provide efficient and effective facilities that directly support warfighter readiness at the lowest possible life cycle cost, while maintaining fully functional capabilities. |
| 2.4 |
| References and Technical Documents |
| References and Technical Documents are listed in Section J of each Task Order. |
1501000 – Facility Management
| Spec Item |
| Title |
| Performance Objective |
| Related Information |
| Performance Standard |
| 3 |
| Recurring Work |
| The Contractor shall provide facility management services to ensure real property infrastructure supports installation mission requirements. |
| The current facility inventory is provided in Section J of each Task Order. |
Site maps are provided in Section J of each Task Order.
The Contractor shall be knowledgeable of and comply with installation facility management reporting and coordination requirements identified within applicable NAVFAC BMS processes located at https://hub.navfac.navy.mil/webcenter/portal/bms/BMS+Home+Page?
Facility management services are performed as specified.
Facility management services are completed within the specified time.
| 3.1 |
| Work Control |
| The Contractor shall perform work control to ensure requests for services are properly received, identified, tracked and reported in a timely manner. |
| The Contractor shall utilize NAVFAC MAXIMO for entry and updates to service requests and work orders following the steps of the relevant BMS processes identified herein. |
A listing of Government designated customer interface representatives will be provided after contract award and updated as changes occur.
Service request and work order data is complete and accurate.
Service request and work order data is input within specified time.
| 3.1.1 |
| Service Request Reception |
| The Contractor shall receive Emergency/ Urgent/Routine service requests to ensure work requirements are properly received, prioritized, and routed for execution in a timely manner. |
The Contractor shall properly classify service requests as directed in BMS Process B-15.6, Proper Work Classification and the associated Playbook.
The Contractor shall record utility outages as directed in BMS Process B-5.2.14 Utility Outage Reporting and Data Collection and the associated Service Desk Guide for Utility Outages.
The Contractor shall follow BMS B-15.27, Facility Emergency/Urgent/ Routine Service Request and Work Order Process to receive all service requests for the entire Hampton Roads Region 24 hours per day, seven days per week at the centralized NAVFAC MIDLANT Work Reception and Dispatch Center (WRDC) located at Building A-81, Naval Station, Norfolk, Virginia. Service requests during regular working hours shall be received at the following numbers: telephone: 757-444-1905, or facsimile: 757-444-6726 and 444-4523. Service requests after regular working hours shall be received at the NAVFAC MIDLANT IPT Regional Operations Center (ROC) located at the Norfolk Naval Shipyard at the following telephone numbers: 757-396-5856 and 757-396-5857.
The Contractor shall answer all telephone calls within 20 seconds by a knowledgeable receptionist.
The Contractor shall obtain the following information for each request: site (installation) name, facility (building) number, detailed location information (e.g., first floor, north end of building), point of contact name, telephone number, email address, and description of the problem that requires correction.
The Contractor shall enter all required information into MAXIMO within 15 minutes following receipt.
Any service request that meets the requirements for induction as a project work order shall be processed per Spec Item 3.1.2, Work induction.
Emergency/Urgent/ Routine service request input is complete and accurate as specified.
Emergency/Urgent/ Routine service requests are received and input within specified times.
| 3.1.2 |
| Work Induction |
| The Contractor shall induct work to ensure service requests are properly received, identified and documented in a timely manner. |
| The process for induction and routing of service requests is identified in BMS Process B-15.17, Work Tracking. |
The Contractor shall receive service requests from internal and external customers via Government designated customer interface representatives and input into MAXIMO within four hours of receipt of request.
The Contractor shall follow-up as necessary to collect additional information related to the service request to support proper work induction.
Service request input is complete and accurate and routed as specified.
Service requests are input within specified time.
| 3.1.3 |
| Work Order Tracking |
| The Contractor shall perform work order tracking to ensure status of work orders are properly updated and work is monitored for timely completion. |
| The Contractor shall monitor all open work orders within MAXIMO, enter appropriate status updates and close out completed work orders. |
The Contractor shall provide updates on work order status to Government designated customer interface representatives within one hour of request during regular working hours.
The Contractor shall participate in all required meetings listed in each Task Order and provide an accurate status of customer generated work when prompted.
The Contractor shall submit a weekly MAXIMO work order report detailing work orders completed during the prior week and the status of all outstanding work orders per Section F.
Work order data is complete and accurate.
Work order reports are submitted within specified time.
| 3.2 |
| Infrastructure Condition Assessment Program (ICAP) Services |
| The Contractor shall perform ICAP services to ensure accurate asset inventory and condition information to properly support Condition Based Maintenance Management (CBMM). |
| As part of CBMM, the Contractor shall perform ICAP services by maintaining an accurate asset inventory within MAXIMO and performing periodic condition assessments. |
An initial asset inventory will be available in MAXIMO at contract start.
MAXIMO asset data is complete and accurate.
Asset condition assessment is complete and accurate.
MAXIMO data is updated within the specified time.
3.2.1
| Inventory Management |
| The Contractor shall manage asset inventory to ensure accurate asset information is available for CBMM. |
| The Contractor shall be responsible for all changes to asset inventory updates within MAXIMO including adding, deactivating, and updating assets. |
The Contractor is responsible for updates to asset data for all facilities and equipment regardless of whether or not they are maintained under this contract.
For assets installed, removed, or replaced outside of this contract, the Contractor shall receive and validate inventory information provided by the Government and update asset data within MAXIMO.
The Contractor shall update MAXIMO upon identification of discrepancies in inventory (e.g. assets with incorrect data elements, assets that no longer exist, or assets found that are not within current inventory).
The Contractor shall submit a Summary of MAXIMO Asset Changes report per Section F.
The Contractor shall ensure that assets are properly tagged. The format for asset tags and guidance on assets that require tagging are in Section J of each Task Order.
Required data fields for updates to asset information are indicated in Section J of each Task Order.
The Government will provide format requirements for nomenclature of assignment of new asset numbers.
The process for providing MAXIMO asset updates are specified in Spec Item 2.6.6 in Annex 0200000.
MAXIMO asset data is updated within ten days of identification or notification of change.
Asset data fields required in MAXIMO are complete and accurate.
3.2.2
| Condition Assessment (Dynamic) |
| The Contractor shall assess and document asset condition for dynamic equipment to ensure accurate condition information is available for CBMM. |
| The Contractor shall perform condition assessments on all equipment maintained under the Preventive Maintenance (PM) and Integrated Maintenance Program (IMP) specified in 1502000, Facility Investment to support ICAP and CBMM. |
The Contractor shall assess equipment condition annually and document the characteristic meter readings within MAXIMO. Condition assessments shall also be updated after equipment/assets have been repaired or replaced and any time a significant change in condition is noted. A list of assets requiring condition assessment is provided in Section J of each Task Order.
Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one to 12 meters. The meter group description and direct condition rating guidance for each Uniformat Classification is listed in Section J of each Task Order. The general direct condition rating guidance is shown in Section J of each Task Order.
Required data fields for updates to characteristic meter reading information are indicated in Section J of each Task Order.
The process for providing MAXIMO characteristic meter reading updates are specified in Spec Item 2.6.6 in Annex 0200000.
Informational Note: Condition Assessments are typically performed by the maintenance technician on an annual basis during the most invasive Preventive Maintenance (PM) circumstances.
Characteristic Meter Reading updates for all required assets do not exceed 365 days.
Characteristic Meter Reading data fields required in MAXIMO are complete and accurate.
Direct condition rating is reflective of current asset status.
| 3.2.3 |
| Condition Assessment (Non-Dynamic) |
| The Contractor shall assess and document asset condition for non-dynamic equipment to ensure accurate condition information is available for CBMM. |
| The Contractor shall perform condition assessments on facilities and structures to support ICAP and CBMM following the process in BMS B-15.1.5 ICAP: Continuing Inspection and Assessment Process. |
The Contractor shall assess non-dynamic assets at least once every five years. A list of assets requiring condition assessment is provided in Section J of each Task Order.
Depending on the type of equipment, as related by Uniformat Classification, the Contractor must assess the condition of one to 12 meters. The meter group description and direct condition rating guidance for each Uniformat Classification is listed in Section J of each Task Order. The general direct condition rating guidance is shown in Section J of each Task Order.
Required data fields for updates to characteristic meter reading information are indicated in Section J of each Task Order.
The process for providing MAXIMO characteristic meter reading updates are specified in Spec Item 2.6.6 in Annex 0200000.
Characteristic Meter Reading updates for all required assets are updated within the specified time.
Characteristic Meter Reading data fields required in MAXIMO are complete and accurate.
| 3.3 |
| Project Development |
| The Contractor shall develop project documentation for the maintenance, repair, construction, and demolition of shore facilities and infrastructure to ensure requirements are properly identified in a timely manner. |
| The Contractor shall develop a Plan of Action and Milestones (POAM) for each project and submit per Section F for Government concurrence. |
The Contractor shall provide monthly project updates per Section F and notify the Government of potential delays to project milestones.
Historical data for project development requirements is provided in Section J of each Task Order.
Project documentation is complete and accurate as specified.
Project documentation is submitted within the established POAM schedule.
3.3.1
| Special Project Documentation Preparation |
| The Contractor shall prepare special project documentation for the sustainment, repair, or modernization of shore facilities to ensure requirements are properly identified in a timely manner. |
| The Contractor shall classify, prepare, update, and submit special project documentation for the maintenance, repair, minor construction, and demolition of shore facilities per OPNAVINST 11010.20 following the process in BMS B-25.6.1, Special Project Development. |
The Contractor shall prepare and submit complete DD1391 Special Project Packages upon direction by the Government to include but not be limited to DD Form 1391, economic analyses, and other written justification, site approvals, photographs, presentations and cost estimates in accordance with OPNAVINST 11010.20.
Special project documentation is complete and accurate per OPNAVINST 11010.20.
Special project documentation is submitted within the established POAM schedule.
Special project documentation addresses all customer project requirements.
3.3.2
| MILCON Project Documentation Preparation |
| The Contractor shall prepare MILCON program documentation for the construction, repair, and modernization of shore facilities to ensure requirements are properly identified in a timely manner. |
| The Contractor shall prepare and submit MILCON project documentation in accordance with OPNAVINST 11010.20 following the process in BMS B-25.6.2.2, MILCON Project Documentation Installation-PWD 1391 Input to MPT3. |
The Government will establish overall guidance, policy, prioritization, and submittal requirements concerning the MILCON Program.
The Government will provide the Contractor the general project requirement. The Contractor shall be responsible to generate the specific project requirements, investigate the site, prepare project documentation, serve as the project advocate, and participate in various planning meetings as required. All projects shall fully address any pertinent impact issues including, but not limited to, land use, AICUZ, explosive safety quantity distance (ESQD) arcs, handicap accessibility, environmental, security, safety, and historic preservation.
The Contractor shall prepare and submit complete MILCON project documentation including, but not limited to, Military Construction Project Data sheets (DD Form 1391/1391C), economic analyses and other written justification, site approvals, photographs, presentations, and cost estimates.
Project documentation shall be consistent with related planning documents and databases including, but not limited to, BFRs, FPDs, iNFADS, FCA, FRES, IPLs, RSIP, and Housing (R19).
MILCON project documentation is complete and accurate per OPNAVINST 11010.20.
MILCON project documentation is submitted within the established POAM schedule.
MILCON project documentation addresses all customer project requirements.
| 3.3.3 |
| Facility Demolition Documentation Preparation |
| The Contractor shall prepare facility demolition documentation for the demolition of shore facilities to ensure requirements are properly identified in a timely manner. |
| The Contractor shall prepare and submit demolition documentation in accordance with OPNAVINST 11000.16 and OPNAVINST 11010.20 following the process in B-25.1.3.3 Real Property Disposal - Demolition. |
The Contractor shall prepare and submit complete demolition documentation including, but not limited to, Military Construction Project Data sheets (DD Form 1391/1391C), SF-118, SF118a, Location Maps, Findings of the Commanding Officer, Title V Property Survey Checklist, Asbestos Survey, SHPO Coordination Letter, economic analyses and other written justification, site approvals, photographs, presentations, and cost estimates.
Project documentation shall be consistent with related planning documents (AIS, RSIP, FPDs, etc.).
Demolition documentation is complete and accurate per OPNAVINST 11000.16 and OPNAVINST 11010.20.
Demolition documentation is submitted within the established POAM schedule.
| 3.3.4 |
| Site Approval Documentation Preparation |
| The Contractor shall prepare project site approval documentation to ensure facility projects are properly sited in compliance with RSIPs and land use regulations in a timely manner. |
| The Contractor shall prepare and submit requests for site approval to the PWO per OPNAVINST 11010.20 and NAVFACINST 11010.45, Regional Planning Instruction (Site Approval Process) using NAVFAC Form 11010/31 following the process in the applicable BMS under B-25.3 Land Use Planning. |
For issues relating to explosives safety, site approvals shall be prepared and submitted to the PWO per DODD 6055.9, DoD Explosives Safety Management and the DoD Explosives Safety Board.
The Contractor’s requests for site approval shall be submitted to the PWO within times specified in NAVFACINST 11010.45 and shall not result in conflicts with land use, cause encroachment problems, or safety hazards.
Site Approval documentation is complete and accurate per OPNAVINST 11010.20 and NAVFAC 11010.45.
Site Approval documentation is submitted within the specified times.
No projects are cited in conflict with RSIPs or in unsafe or environmentally sensitive areas.
| 3.4 |
| Asset Management Services |
| The Contractor shall provide asset management services to ensure facilities, infrastructure, and real estate are properly allocated to meet mission requirements. |
| The Contractor shall participate in regularly convened meetings as a designated member of the regional Implementation Oversight Committee (IOC). |
Historical data for asset management services is provided in Section J of each Task Order.
Facility use plans are current and accurate.
Documentation of facility deficiencies and excesses is accurate.
| 3.4.1 |
| Regional Shore Infrastructure Plan (RSIP) Support |
| The Contractor shall provide coordination support to ensure RSIP preparation can be properly completed in a timely manner. |
| Overview and functional RSIPs are conducted and prepared per NAVFACINST 11010.45, every five and ten years, respectively. |
The Contractor shall host site visits for Government provided planning teams by providing local meeting space, arranging for meetings with customers and tours of their facilities, and requesting and collecting customer review comments on interim and final deliverables. The Contractor shall submit review comments to the designated planning team per Section F.
Support is complete as specified.
RSIP review comments are provided within the specified time.
| 3.4.2 |
| Basic Facility Requirements (BFR) Determination |
| The Contractor shall determine BFR to ensure facility requirements and any resulting shortages or excesses of real property are properly identified and documented in a timely manner. |
| The Contractor shall determine BFR per UFC 2-000-5N, Facility Planning Criteria for Navy/Marine Corps Shore Installations for Navy installations or MCO P11000.12, MILCON and Other Planning Requirements, for Marine Corps installations. |
The Contractor shall review and update the entire Installation BFR list annually and within 30 calendar days whenever a change in command mission, personnel, function, or equipment loading occurs. The Contractor shall make the BFR available for Government review upon request.
The Contractor shall consider geographically proximate military installations and civilian communities wherever practical when determining local installation BFRs.
BFR are complete and accurate as specified.
BFR are updated within specified times.
| 3.4.3 |
| Space Management Planning |
| The Contractor shall prepare space management plans to ensure facility usage is properly identified and existing space is effectively utilized to meet customer mission requirements. |
| The Contractor shall evaluate, analyze and validate the space requirements to support customers’ missions per UFC 2-000-5N and the current approved RSIP. |
The Contractor shall prepare and update the space management plan for each occupied facility. The plan shall clearly identify apportioned areas of multi-use facilities in square feet for each host and tenant command based on mission-essential requirements. The Contractor shall submit the space management plan per Section F.
Space management plan is complete and accurate as specified.
Space management plan is submitted within specified time.
All mission-essential facility requirements are satisfied or programmed.
| 3.4.4 |
| Real Property Records Maintenance |
| The Contractor shall maintain real property records to ensure the real property inventory is properly documented in a timely manner. |
| The Contractor shall report and account for Class 1 and Class 2 Navy real property per NAVFAC P-78, Real Property Inventory Procedures Manual. |
The Contractor shall create and update property record cards using iNFADS within ten working days of the following conditions:
- first use, e.g., Beneficial Occupancy Date (BOD) or Placed-in-Service Date, for new or extended facilities
- upon discovery of facilities found by inspection
- upon determination of excess property
- upon completion of demolition or disposal of existing facilities
- from receipt of Government provided real estate data for ingrants, outgrants, donated facilities, property exchanges, transfers, and consolidations.
Property records are complete and accurate as specified.
Property records are created, updated and disposed of within the specified time.
| 3.4.5 |
| Real Estate Management Support |
| The Contractor shall support real estate management to ensure real estate instruments governing real property use are properly documented in a timely manner. |
| The Contractor shall conduct an annual review of the utilization of Navy real property per OPNAVINST 11011.10, Utilization of Navy Real Property, and submit the Annual Real Property Utilization Review Report per Section F. |
The Contractor shall provide coordination support for the preparation, processing, and periodic renewal of real estate instruments, e.g., permits, licenses, and easements, per SECNAVINST 11011.47, Acquisition, Management, and Disposal of Real Property and Real Property Interests by the Department of the Navy, and submit necessary data to higher authority per Section F.
The Contractor shall collect and consolidate recommended changes from affected customers during the annual region Interservice Support Agreement (ISSA) review process and submit per Section F. ISSAs shall comply with current installation space management plans, real estate instruments, and other support agreements.
Annual Real Property Utilization Review Report is complete, accurate, and submitted within specified time.
Real estate instrument actions are submitted within specified time.
ISSA actions are submitted within specified time.
| 3.5 |
| Technical Support Services |
| The Contractor shall perform technical support services to ensure engineering and technical documentation is maintained current and made available in a timely manner. |
| The technical library and drawing room are identified in each Task Order. |
| Technical support services are complete as specified. |
Design and study review comments are provided within the specified time.
| 3.5.1 |
| Plans, Files and Drawing Updates |
| The Contractor shall update facility plans, building files and engineering drawings to ensure technical information is properly documented in a timely manner. |
| The Contractor shall update installation plans, facility plans, building history files, street address listings and engineering drawings within 30 calendar days following notification of need or discovery of changed conditions. |
| Plans, files and drawings are current and accurate. |
Plans, files and drawings are updated within specified time.
| 3.5.2 |
| Technical Library Operation |
| The Contractor shall operate a technical library to ensure technical documents and reference materials are properly maintained and made available in a timely manner. |
| The current inventory of the technical library is provided in Section J of each task Order. |
The Contractor shall maintain control of the inventory and operate the technical library from 0800-1600, Monday through Friday, except Federal holidays.
The Contractor shall research the inventory and provide copies of documents and reference materials to customers within one hour of request.
Inventory is complete and current.
Requested copies of technical documents and reference materials are complete, legible and provided within the specified time.
1501000 - Facility Management
| Spec Item |
| Title |
| Performance Objective |
| Related Information |
| Performance Standard |
| 4 |
| Non-recurring Work |
| Non-recurring work may be ordered utilizing DoD FEDMALL in accordance with Section H or on a task order in accordance with the PROCEDURES FOR ISSUING ORDERS clause in Section G. The order will specify the exact locations and types of work to be accomplished. The period of performance will be specified in each order. |
| Refer to Non-recurring work ELINs for task listings, descriptions and related requirements. All periods of performance are measured from issue date of order to acceptance of the work. Performance Standards for Non-recurring work will be the same as those in Spec Item 3 where applicable. |
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