CSS N6247324Q3208 (051624).pdf

NSA MONTEREY

CSS/RFQ N6247324Q3208

FIRE SUPPRESSION MAINTENANCE & REPAIR SERVICES

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES

COMBINED SYNOPSIS SOLICITATION: FIRE SUPPRESSION SYSTEMS MAINTENANCE & REPAIR SERVICES

SOLICITATION NUMBER: N6247324Q3208

RESPONSE DATE: MAY 30, 2024, 1:00 PM PACIFIC STANDARD TIME (PST)

I. GENERAL INFORMATION:

This is a Combined Synopsis/Solicitation (CSS) from Naval Facilities Engineering Systems Command (NAVFAC) Southwest (SW), Facility Engineering Acquisition Division (FEAD) Monterey, to provide inspection, testing, maintenance, and repairs to existing fire suppression systems and fire alarm systems located at Naval Support Activity (NSA) Monterey and areas of responsibility. The objective of this procurement is to establish a performance based service contract for recurring and non-recurring services in accordance with Federal Acquisition Regulation (FAR) Part 12, “Acquisition of Commercial Products and Commercial Services," and FAR Part 13, “Simplified Acquisition Procedures.”

This CSS is for commercial services and is prepared in accordance with the format provided in FAR Subpart 12.6, supplemented with additional information included in this notice. This announcement constitutes the only solicitation, competitive quotes are being requested, and a written solicitation will not be issued.

This requirement is being solicited as a 100% total small business set-aside, and reserved exclusively for small business concerns. Any quote(s) received in response to this CSS/RFQ from other than small businesses concerns will not be accepted. Competitive quotes from eligible and responsible offerors are hereby requested.

The Government anticipates this CSS/RFQ will result in the award of a firm-fixed-price (FFP) indefinite-delivery/indefinite-quantity (IDIQ) contract consisting of a base period of twelve (12) months, and four (4) 12-month optional periods.

The North American Industry Classification System (NAICS) code associated with this requirement is 811310, “Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance,” and represents a small business size standard of $12.5 million.

The contract is anticipated to consist of the following contract line item numbers (CLIN) structure:

Table 1. CLIN Structure/Contract Performance Period

CLIN STRUCTURE/CONTRACT PERFORMANCE PERIOD

CLIN DESCRIPTION UNIT OF ISSUE UNIT OF ISSUE PERIOD OF PERFORMANCE

CLIN 0001 Base Period FFP EA June 1, 2024 – May 31, 2025

CLIN 0002 Base Period IDIQ EA June 1, 2024 – May 31, 2025

CLIN 0003 Option Period One (1) FFP EA June 1, 2025 – May 31, 2026

CLIN 0004 Option Period One (1) IDIQ EA June 1, 2025 – May 31, 2026

CLIN 0005 Option Period Two (2) FFP EA June 1, 2026 – May 31, 2027

CLIN 0006 Option Period Two (2) IDIQ EA June 1, 2026 – May 31, 2027

CLIN 0007 Option Period Three (3) FFP EA June 1, 2027 – May 31, 2028

CLIN 0008 Option Period Three (3 IDIQ EA June 1, 2027 – May 31, 2028

CLIN 0009 Option Period Four (4) FFP EA June 1, 2028 – May 31, 2029

CLIN 0010 Option Period Four (4) IDIQ EA June 1, 2028 – May 31, 2029

Award will be made on an all or none basis. An offeror must provide a quote for all items in this CSS to be eligible for award. The following factors shall be used to evaluate offers: (1) technical acceptability, (2) past performance, and (3) price. Offerors shall submit sufficient information to enable the Government to determine that the proposed item meets or exceeds all of the technical capabilities of the performance work statement (PWS).

The Government reserves the right to collect other than cost and pricing data from the offeror in order to determine price reasonableness.

In accordance with FAR 52.217-5, evaluation of options will not obligate the Government to exercise the option(s).

Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services outlined below and described in the attached Performance Work Statement (PWS) onboard Naval Support Activity (NSA) Monterey, Fleet Numerical and Oceanography Center (FNMOC), Lab Rec, and La Mesa Village, in the city of Monterey, California.

A site visit is scheduled for May 22, 2024 at 2:00 PM (PST). Offerors who wish to inspect the work on-site and attend will require access to NSA Monterey and tenant site locations. Access is granted by either having an active DBIDs Badge with access to NSA Monterey, or by completing the SECNAV 5512, and returning for processing.

FIRE SUPPRESSION MAINTENANCE & REPAIR SERVICES

Please complete the required information and email electronically via an encrypted email to Ashley Thornton, Contract Specialist, at ashley.n.thornton4.civ@us.navy.mil.

The DD5512 must be submitted no later than May 20, 2024 at 12:00 PM PST, or the offeror risks denial of access to the installation. On the day of the site visit, offerors shall report to the parking lot adjacent to Sloat Gate at 1:50 PM (PST). Offerors will then be escorted by Government representatives to the applicable work sites. Upon completion of the site visit, offerors will be escorted back to Sloat Gate. Offerors are advised that the site visit will be held for the purpose of team introductions, explaining the concepts involved in the work, and the specifications, terms, and conditions of this CSS/RFQ. No minutes of this meeting will be issued. All prospective offerors are advised that this CSS/RFQ will remain unchanged unless it is amended in writing. However, if an amendment is issued, normal procedures relating to the acknowledgment and receipt of any such amendment shall be applicable.

All requests for information (RFI) shall be emailed to Ashley Thornton, Contract Specialist, at ashley.n.thornton4.civ@us.navy.mil by 2:00 PM (PST) on May 24, 2024. Ensure to include “CSS/RFQ N6247324Q3208” in the subject line of all email inquiries. Offerors are responsible for ensuring all RFIs and quotations reach the Government office designated in the CSS by the time specified.

Quotes shall be submitted on or prior to 2:00 PM (PST) on May 30, 2024, and shall be provided electronically using the Department of Defense (DoD) Solicitation Module in the Procurement Integrated Enterprise Environment (PIEE) located at https://piee.eb.mil/.

The CSS, associated documentation, and amendments (as applicable) will be available in electronic format only; no hard copies will be provided.

The offeror must have a completed registration in the System for Award Management (SAM) website prior to award of contract. Information can be found at https://www.sam.gov/. A complete SAM registration means a registered Unique Entity Identifier (UEI), and a Commercial and Government Entity (CAGE) Code number.

The incorporated provisions and clauses of this solicitation are those in effect through the Federal Acquisition Circular (FAC) 2024-04, effective May 1, 2024, and Defense Federal Acquisition Regulation Supplement (DFARS) Publication Notice (DPN) 20240425, effective April 25, 2024. The provisions and clauses referenced herein may be reviewed and obtained in full-text form at the following addresses:

(1) FAR: https://www.acquisition.gov/browse/index/far

(2) DFARS: https://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

II. QUOTE SUBMISSION INFORMATION:

All quotes must conform to the solicitation requirements, to include all stated terms, conditions, representations, and certifications.

Quotes must include the following: (1) The CSS number (reference: CSS/RFQ N6247324Q3208); (2) The name, address, and telephone number of the offeror; (3) Unit price for each Exhibit Line Item Number (ELIN) Pricing Schedule; (4) “Remit to” address, if different than mailing address; (5) Acknowledgment of CSS amendments and a copy of completed provisions; and (6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the CSS.

The quoter shall be registered in the System for Award Management (SAM), https://sam.gov prior to quoting. Failure to have an active registration status in SAM by the time of award will make that quoter ineligible to receive the anticipated contract award, with no exceptions.

Quotes shall include FFP pricing for all ELINs as specified for in the ELIN schedule.

III. EVALUATION FACTORS FOR AWARD:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

(1) Technical: The technical factor provides an assessment of the offeror’s capability to satisfy the Government’s minimum requirements. The technical factors will receive one of the adjectival ratings defined below:

Table 2. Technical Evaluation Ratings

TECHNICAL ACCEPTABLE/UNACCEPTABLE RATINGS

Rating Rating Description

Acceptable Proposal clearly meets the minimum requirements of the solicitation.

Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation.

mailto:ashley.n.thornton4.civ@us.navy.mil https://piee.eb.mil/ https://www.sam.gov/ https://www.acquisition.gov/browse/index/far https://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://sam.gov/

FIRE SUPPRESSION MAINTENANCE & REPAIR SERVICES

In order to receive an acceptable rating, the technical factor submissions must include sufficient information to determine acceptability when compared to the technical specifications required.

(2) Past Performance: The past performance factor will receive one of the ratings defined below:

Table 3. Past Performance Evaluation Ratings

PAST PERFORMANCE EVALUATION RATINGS

Rating Rating Description

Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown.

Unacceptable Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.Proposal does not clearly meet the minimum requirements of the solicitation.

Evaluation of past performance may be obtained from established systems such as the Past Performance Information Retrieval System (PPIRS) and/or Federal Awardee Performance and Integrity Information System (FAPIIS). The past performance information will be reviewed to determine the quality and usefulness as it applies to performance confidence assessment.

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305(a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability “unknown” shall be considered “acceptable.”

(3) Price: Price will not be scored or rated. Evaluation of price will be performed using one or more of the price analysis techniques in FAR 13.106- 3(a). Through these techniques the Government will determine whether prices are reasonable, complete and balanced.

(b) Options: The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after.

ADDITIONAL INFORMATION:

At the discretion of the Contracting Officer, the Government intends to evaluate proposals and award a contract without discussions with offerors.

However, the Contracting Officer reserves the right to enter into discussions if necessary.

In order for the government to make a fair and reasonable price determination, additional market research may be conducted. The government may request the quoter to submit any available pricing data and/or relevant sales or invoice history to further substantiate the price reasonableness of the quote provided.

The standard payment instructions identified in the link below are applicable.

https://www.acq.osd.mil/dpap/dars/pgi/pgi_htm/current/PGI204_71.htm#payment_instructions.

IV. POINTS OF CONTACT:

Ashley Thornton Batina Wingo Contract Specialist Supervisory Contract Specialist FEAD Monterey FEAD Monterey

NAVFAC SW NAVFAC SW

Phone: (831) 656-3694 Phone: (831) 656-3454 Email: ashley.n.thornton4.civ@us.navy.mil Email: batina.n.wingo.civ@us.navy.mil https://www.acq.osd.mil/dpap/dars/pgi/pgi_htm/current/PGI204_71.htm#payment_instructions mailto:batina.n.wingo.civ@us.navy.mil

ANNEX 0100000: GENERAL INFORMATION

SECTION C

0100000 – GENERAL INFORMATION

Spec Item Title

1 General Information

1.1 Outline of Services

1.2 Acquisition of Additional Work

1.3 Background Information

1.4 Navy PBSA Approach

1.5 Standard Template

1.6 Related Information

1.7 Verification of Workload and Conditions

1.8 Contractor's Knowledge

1.9 Technical Proposal Certification

0100000 – GENERAL INFORMATION

Spec Item Title Description 1 General Information

1.1 Outline of Services Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services outlined below and described in this Performance Work Statement (PWS) onboard Naval Support Activity (NSA) Monterey, Fleet Numerical and Oceanography Center (FNMOC), Lab Rec, and La Mesa Village, in the city of Monterey, California.

This procurement is anticipated to result in the award of a firm-fixed-priced (FFP) performance-based service contract comprised of both recurring and non-recurring services, consisting of one (1) 12-month base performance period, and four (4) 12-month optional periods.

Annex 1 General Information ✓

Annex 2 Management and Administration ✓ Annex 3 Command and Staff – N/A Annex 4 Public Safety – N/A Annex 5 Air Operations – N/A Annex 6 Port Operations – N/A Annex 7 Ordnance – N/A Annex 8 Range Operations – N/A Annex 9 Health Care Support – N/A Annex 10 Supply – N/A Annex 11 Personnel Support – N/A Annex 12 Morale, Welfare and Recreation Support – N/A Annex 13 Galley – N/A Annex 14 Housing – N/A Annex 15 Facilities Support

1502000 Facilities Investment ✓ Annex 16 Utilities – N/A Annex 17 Base Support Vehicles and Equipment – N/A Annex 18 Environmental – N/A

1.2 Acquisition of Additional Work The Government reserves the right to acquire additional services at additional locations, within the scope of the annexes and areas included in Spec Item 1.1 Outline of Services, in addition to the services and locations identified in the requirements of this contract.

Additional services will be incorporated into the contract in accordance with the Changes clause, Section I, or ordered under the non-recurring work provisions of the contract. Items of work not covered by this contract but within the general intent are considered in the scope of this contract.

1.3 Background Information The intent of this solicitation is to obtain facility maintenance, management, and services to ensure fire protection systems and backflow prevention devices are in normal working condition and function properly in accordance with specified standards.

This commercial-service procurement is a performance-based specification, and relies on the contractor’s experience and expertise to determine the best method of service operations. The Contractor is required to have a Quality Management System (QMS) in-place, and to provide quality measures for all requirements at all sites.

1.4 Navy PBSA Approach The Navy’s approach to performance-based service acquisition (PBSA) is comprised of the following four (4) component parts:

(1) Performance Outcomes;

(2) Measurable Standards;

(3) Consideration of Incentives; and

(4) Performance Assessment Plan.

1.5 Standard Template The key to implementing the PBSA approach is to use a standard template that ensures Navy-wide consistency yet affords appropriate tailoring to meet local needs.

The standard template contains 18 standard annexes. Annex 1 will always contain General Information that is relevant to the entire scope of the contract. Annex 2 contains Management and Administration requirements that are relevant to the entire scope of the contract. Annexes 3 through 18 and their associated sub-annexes contain the General Information, Management and Administration requirements, Performance Objectives, Related Information, and Performance Standards that are relevant to that technical annex.

Except where otherwise stated, Annexes 3 through 18 and their associated sub-annex requirements are not relevant to one another.

Within each technical annex and sub-annex, the organization of information and requirements are also standardized. Specification Item 1 will always contain General Information. Specification Item 2 will always contain the Management and Administrative requirements. Specification Item 3 will always contain the Recurring Work requirements.

Specification Item 4 will always contain the Non-Recurring Work requirements.

Requirements and standards for higher-level specification items apply to all subordinate specification items.

For example, Specification Item 3 standards apply to all recurring work specification items.

Specification Item 3.1 is applicable to all 3.1 subordinate specification items. Specification Items 3.2 and 3.3 are not considered subordinate to 3.1 nor are they considered subordinate to one another.

All costs associated with Annexes 1 and 2 and Specification Items 1 and 2 shall be priced, and their price shall be allocated to the associated Exhibit Line Item Number(s) (ELIN[s]).

1.6 Related Information There are four (4) types of Related Information that can be found in the Description and Related Information columns of the specification as follows:

Informational Notes as used throughout this PWS provide additional information to offerors’ to be used in developing a thorough understanding of the work to be performed in this contract. Any block of text marked “Informational Notes” throughout Annexes 1 through 18 and their associated sub-annexes are subject to this disclaimer. Offerors may not rely upon the "Informational Notes" as material representations of the Government. Information provided in "Informational Notes" does not create a contractually binding requirement on either party.

Clarifying Information describes client expectations in a more detailed manner than the Performance Objective and Performance standard alone.

Constraining Information describes limitations to the work performed to meet the Performance Objective and Performance Standard.

Requirement Information further describes client requirements associated with each Performance Objective.

1.7 Verification of Workload and

Conditions

Throughout the PWS, the workload data is generally referred to as being located in Sections C and J. Section C provides data such as descriptions, specifications, and the statement of work. Section J provides data such as system descriptions, maps, floor plans, and tables to represent the type and location of services to be provided.

All facilities, systems, and assets identified in this contract shall be accepted by the Contractor in "as-is" condition. The Contractor is fully responsible for all work up-to and including the limits of liabilities specified.

As prescribed in Federal Acquisition Regulation (FAR) 52.237-1, offerors or quoters are urged and expected to inspect the site where services are to be performed, and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

1.8 Contractor's Knowledge The Navy expects to receive insightful management from its contractors. This management will include the knowledge, skills, authority, and willingness to use contractor resources to find better ways of serving Navy clients’ strategic and operational goals and objectives. The Navy's use of performance-based objectives evidences this principle. Although PWSs will typically contain several levels of performance assessment, the Navy wants its contractors to exercise maximum discretion within the bounds of prudent risk management to adjust the processes and resources needed to reach specified objectives at the highest performance level.

1.9 Technical Proposal

Certification

The Contractor warrants that its proposal incorporated herein by reference will meet or exceed the performance objectives set forth in this contract.

ANNEX 0200000: MANAGEMENT AND ADMINISTRATION

0200000 – MANAGEMENT AND ADMINISTRATION

Spec Item Title Applicability

2 Management and Administration ✓

2.1 Definitions and Acronyms ✓

2.2 General Information ✓

2.2.1 Government Regular Working Hours ✓

2.2.1.1 Observed Federal Holidays ✓

2.2.1.2 Restriction to Contractor Working Hours ✓

2.2.2 Wage Determinations ✓

2.2.3 Requirements Hierarchy ✓

2.3 General Administrative Requirements ✓

2.3.1 Required Conferences and Meetings ✓

2.3.2 Training for Maintenance and Operation of New and Replacement Systems and Equipment N/A

2.3.3 Partnering ✓

2.3.3.1 Informal Partnering ✓

2.3.3.2 Contract Partnering Administration ✓

2.3.3.3 Contract Partnering Session Attendees ✓

2.3.4 Permits and Licenses ✓

2.3.5 Insurance ✓

2.3.5.1 Certificate of Insurance ✓

2.3.5.2 Minimum Insurance Amounts ✓

2.3.6 Protection of Government Property ✓

2.3.7 Directives, Instructions, and References ✓

2.3.8 Invoicing Procedures ✓

2.3.9 Forms ✓

2.4 Government-Furnished Items N/A

2.4.1 Government-Furnished Property N/A

2.4.2 Government-Furnished Facilities N/A

2.4.3 Government-Furnished Vehicles and Equipment N/A

2.4.4 Government-Furnished Utilities N/A

2.5 Contractor-Furnished Items N/A

2.6 Management ✓

2.6.1 Safeguarding Information ✓

2.6.2 Dissemination of Information ✓

2.6.3 Work Reception ✓

2.6.4 Work Control ✓

2.6.5 Work Schedule ✓

2.6.6 Deliverables ✓

2.6.7 Service Interruptions ✓

2.6.8 NAVFAC Maximo N/A

2.6.8.1 NAVFAC Maximo Data N/A

2.6.8.2 NAVFAC Maximo Method of Data Entry N/A

2.6.8.3 NAVFAC Maximo Access N/A

2.6.8.4 NAVFAC Maximo Training N/A

2.6.9 Quality Management System ✓

2.6.9.1 Quality Management Plan ✓

2.6.9.2 Quality Inspection and Surveillance ✓

2.6.9.3 Quality Inspection and Surveillance Report ✓

2.6.10 Property Management Plan ✓

2.6.11 System and Equipment Replacement ✓

2.7 Personnel Requirements ✓

2.7.1 Key Personnel ✓

2.7.1.1 Project Manager (PM) ✓

0200000 – MANAGEMENT AND ADMINISTRATION

Spec Item Title Applicability

2.7.1.2 Quality Manager ✓

2.7.1.2.1 Quality Control Personnel N/A

2.7.1.3 Site Safety and Health Officer ✓

2.7.1.4 Environmental/Energy Manager ✓

2.7.2 Employee Requirements ✓

2.7.2.1 Employee Certification and Training ✓

2.7.2.2 Employee Appearance ✓

2.7.2.3 Employee Conduct ✓

2.7.2.4 Identification as Contractor Employee ✓

2.7.2.5 Removal of Employees ✓

2.7.2.6 Proof of Legal Residency ✓

2.7.3 Service Contract Reporting ✓

2.8 Security Requirements ✓

2.8.1 Employee Listing ✓

2.8.2 Vehicles ✓

2.8.3 Passes and Badges ✓

2.8.4 Access to Installation ✓

2.8.4.1 DBIDS Program ✓

2.8.4.2 DBIDS Credentials ✓

2.8.5 Access to Buildings ✓

2.8.6 Access Arrangements ✓

2.8.6.1 Escort Arrangement for Secured Areas ✓

2.8.7 Security Clearances ✓

2.8.8 Access to Controlled Unclassified Information ✓

2.8.9 Access to Government Information Technology, Operating Technology, and Facility Related Control Systems

2.8.10 Access to Navy Marine Corps Intranet N/A

2.8.11 Employee Status ✓

2.9 Contractor Safety Program ✓

2.9.1 Contractor Safety Requirements ✓

2.9.1.1 Experience Modification Rate ✓

2.9.1.2 OSHA Days Away From Work, Restricted Duty, or Job Transfer Rate ✓

2.9.2 Accident Prevention Plan ✓

2.9.3 Activity Hazard Analysis ✓

2.9.4 Safety and Occupational Health Risks and Compliance Plans ✓

2.9.4.1 Alcohol and Drug Abuse Prevention Plan ✓

2.9.4.2 Chemical Hazard Communication Program N/A

2.9.4.3 Confined Space Program N/A

2.9.4.4 Critical Lift Plan N/A

2.9.4.5 Fall Prevention and Protection Plan ✓

2.9.4.6 Pathogen Exposure N/A

2.9.4.7 Control of Hazardous Energy (lockout/tagout) ✓

2.9.5 Crane Operations N/A

2.9.5.1 Crane Inspections N/A

2.9.5.2 Rigging Gear N/A

2.9.5.3 Crane Operators N/A

2.9.6 Accident and Damage Reporting ✓

2.9.6.1 Accident Reporting and Notification Criteria ✓

2.9.7 Fire Protection ✓

2.9.8 Monthly On-Site Labor Report ✓

2.9.9 OSHA Citations and Violations ✓

0200000 – MANAGEMENT AND ADMINISTRATION

Spec Item Title Applicability

2.9.10 Safety Inspections and Monitoring ✓

2.9.11 Safety Certification ✓

2.9.12 Safety Apparel on Jobsites ✓

2.9.13 Emergency Medical Treatment ✓

2.9.14 Excavations N/A

2.10 Environmental Management and Sustainability N/A

2.10.1 Energy Management Program N/A

2.10.1.1 Water Conservation Plan N/A

2.10.1.2 Energy Efficient Products N/A

2.10.2 Environmental Protection N/A

2.10.2.1 Sampling, Testing and Laboratory Services N/A

2.10.2.2 ODS Requirements for Refrigerant Recycling N/A

2.10.2.3 Solid Waste Management and Recycling N/A

2.10.2.4 Non-Regulated Waste Disposal N/A

2.10.2.5 Regulated Waste Disposal N/A

2.10.2.6 Universal Waste N/A

2.10.2.7 Spill Prevention, Containment, and Clean-up ✓

2.10.2.8 Hazardous Material Management N/A

2.10.2.9 Protection of Endangered and Threatened Species (Flora and Fauna) N/A

2.10.2.10 Noise Control ✓

2.10.2.11 Salvage ✓

2.10.2.12 Asbestos Containing Material ✓

2.10.2.13 Clean Air Act N/A

2.10.3 Sustainable Procurement and Practices N/A

2.10.3.1 Environmentally Preferable Products N/A

2.10.3.2 Use of Recovered Materials N/A

2.10.3.3 Use of Biobased Products N/A

2.11 Disaster Preparedness N/A

2.12 Technical Library N/A

2.13 Warranty Management ✓

2.14 Recurring Work Procedures ✓

2.14.1 Recurring Work Preparation of Proposals ✓

2.14.2 Notification to the Government for Work Above the Recurring Work Limitations ✓

2.14.3 Recurring Work Exhibit Line Item Numbers ✓

2.15 Non-Recurring Work ✓

2.15.1 Unit Priced Task Work (Non-Negotiated) ✓

2.15.1.1 Acceptance and Performance ✓

2.15.1.2 Invoicing and Receiving Payment ✓

2.15.2 Unit Priced Labor Work (Negotiated) ✓

2.15.2.1 Non-recurring Work Preparation of Proposals ✓

2.15.2.1.1 Labor Requirements ✓

2.15.2.1.2 Direct Material and Construction Equipment Requirements ✓

2.15.2.2 Issuance of Final Task Order ✓

2.15.3 Non-Recurring Work ELINS ✓

0200000 - MANAGEMENT AND ADMINISTRATION

Spec Item Title Description

2 Management and Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-0200000-01.

2.2 General Information

2.2.1 Government Regular

Working Hours

The Government's regular working hours are from 0700-1600, five (5) days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. 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 must be authorized by the Contracting Officer (KO) prior to commencement of work.

2.2.1.1 Observed Federal

Holidays

The Government observes the following holidays:

(1) New Year’s Day;

(2) Martin Luther King Jr.’s Birthday;

(3) President’s Day;

(4) Memorial Day;

(5) Juneteenth;

(6) Independence Day;

(7) Labor Day;

(8) Columbus Day;

(9) Veterans’ Day;

(10) Thanksgiving Day; and

(11) Christmas Day.

2.2.1.2 Restriction to

Contractor Working Hours

If the Contractor wishes to work outside of the Government's regular working hours for the Contractor’s convenience, the Contractor shall submit a written Request to Work Outside Government’s Regular Working Hours, per Section F.

2.2.2 Wage Determinations Wage Determinations are included in J-0200000-02.

2.2.3 Requirements Hierarchy Requirements or definitions specified in each specification item of this contract apply to subordinate paragraphs.

For example, requirements shown in Specification Item 3.1 would apply to Specification Items 3.1.1, 3.1.2, 3.1.2.1 and so on.

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

2.3 General Administrative

Requirements

2.3.1 Required Conferences

and Meetings

The Contractor shall attend administrative and coordination meetings. The Contractor shall provide sign-in sheets and prepare minutes of all meetings and submit per Section F for review and comments. Comments received within two (2) working days shall be incorporated into the minutes and a copy of the final revision shall be submitted per Section F for concurrence.

Historically, there has been approximately one (1) scheduled meeting for each year of contract performance.

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and Equipment

N/A

2.3.3 Partnering The Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who may receive services, principal individuals from Naval Facilities Engineering Systems Command, Southwest (NAVFAC SW), the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and sub-contractor teams, 0200000 - MANAGEMENT AND ADMINISTRATION

Spec Item Title Description including senior management personnel must also participate. The partnership will draw on the strength of each organization in an effort to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps.

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

A project’s characteristics determine whether the formal or informal partnering process level is to be used.

2.3.3.1 Informal Partnering The KO shall organize the initial Partnering Meeting with key personnel of the project team, including Contractor's personnel and Government personnel. The initial session will be scheduled concurrent with the Pre-Performance Conference and held no later than 30 days after award and will be held at a Government provided facility as designated by the KO.

The Initial Informal Partnering Session will be conducted and facilitated using electronic media (a video and accompanying forms) provided by the KO. 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.

2.3.3.2 Contract Partnering

Administration

Upon award, the Administering Contracting Officer (ACO) will contact the Contractor, supported command(s), Region, Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering.

A partnership agreement, The Charter, should be in place as early as possible so issues arising, even before work begins, can be resolved using the issues resolution process. Replacement of Core Management Team members (stakeholders who attended the initial session and manage the contract work day-to-day) is discouraged since it will disrupt the synergy that has been developed. If replacement of a team member proves to be unavoidable, a follow-on partnering session must be held to officially turn the responsibilities of the position over to the new member.

The Core Management Team 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.

2.3.4 Permits and Licenses The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.

2.3.5 Insurance The Contractor shall submit a Certificate of Insurance per Section F as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with FAR Clause 52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

2.3.5.1 Certificate of Insurance The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

2.3.5.2 Minimum Insurance

Amounts

The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

(1) Comprehensive General Liability:

(a) $500,000 per occurrence

(2) Automobile Liability:

(a) $200,000 per person;

(b) $500,000 per occurrence, and

(c) $20,000 per occurrence for property damage.

(3) Workmen's Compensation:

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(a) As required by Federal and state worker's compensation and occupational disease statutes

(4) Employer's Liability Coverage:

(a) $100,000, except in states where worker's compensation may not be written by private carriers

(5) Other(s) as required by state law.

2.3.6 Protection of

Government Property

During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of Contractor negligence under the contract to their original condition at no cost to the Government.

2.3.7 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-

03. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

2.3.8

Invoicing Procedures Refer to DoD FAR Supplement (DFARS) 252.232-7006, “Wide Area WorkFlow Payment Instructions” and the sample Invoice Form provided in J-0200000-04 for further details and instruction.

Invoices shall be submitted in a format compatible with the most recent Microsoft Office Version.

Invoice data shall be capable of being sorted by Contract Line Item Number (CLIN), annex/sub-annex, specification item, specification item title, and Exhibit Line Item Number (ELIN)/Sub-ELIN.

2.3.9 Forms Forms referenced in this Annex, for example, accident reporting and damage reporting, are included among the Forms provided in J-0200000-05.

2.4

Government-Furnished Items

N/A

2.4.1 Government-Furnished

Property (GFP)

N/A

2.4.2 Government-Furnished

Facilities

N/A

2.4.3 Government-Furnished

Vehicles and Equipment

N/A

2.4.4 Government-Furnished

Utilities

N/A

2.5 Contractor-Furnished

Items

N/A

2.6 Management The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes, but is not limited to: planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality assurance. The Contractor shall provide a staff with the necessary management expertise to ensure performance objectives and standards are met.

2.6.1 Safeguarding

Information

The Contractor shall safeguard controlled unclassified information and information associated with Government property in accordance with the latest revision of CNSSI 1253, DoDI 8582.01, NIST SP 800-53, NIST SP 800-171, SECNAV Defense Industrial Base (DIB) Memo, and applicable contract clauses. At a minimum, this information shall be protected at the moderate confidentiality level as defined in NIST SP 800-171.

Contractor information and data systems that contain information associated with Government property shall comply with DoD Risk Management Framework (RMF).

The Contractor shall develop Plans of Action and Milestones (POA&Ms) per NIST SP 800-171, track accomplishment, and submit to the Government per Section F.

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If a cybersecurity incident is encountered or suspected related to any (Contractor or Government) Information Technology (IT) or Operating Technology (OT) systems, including Monitoring and Control Systems, the Contractor shall notify the Government per Section F.

2.6.2 Dissemination of

Information

If certain information cannot be provided to the public, state what information cannot be provided, when it will be provided, and to whom, e.g., DoD policy limits the dissemination of certain information, Instructions, Directives, and References not releasable to the public. For example, Floor Plans, Maps, Post Orders, and Standard Operating Procedures, will be made available after contract award to the successful offeror with appropriate credentials and a need to know.

2.6.3 Work Reception The Contractor shall provide the capability to receive, prioritize, correspond, and respond to trouble/service calls and task orders during Government regular working hours and provide a point of contact at a local or toll free number who can perform the above function during other than Government regular working hours.

2.6.4 Work Control The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and work status updates shall be provided when requested by the Government. A status update of any item of work must be provided within two (2) hours of the inquiry during regular working hours, and by 0800 the following work day for inquiries after regular working hours.

The Contractor shall provide work schedules for both Recurring and Non-Recurring Work per Section F. At a minimum, work schedules shall include:

(1) Description of service(s) to be accomplished;

(2) Location; and

(3) Date service(s) are scheduled to be accomplished.

2.6.5 Work Schedule The Contractor's work shall not interfere with normal Government business. In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall provide written notification of any difficulty in scheduling work due to Government controls, per Section F. At a minimum, the notification shall include the following:

(1) The date and time the work was initially coordinated;

(2) The name and phone number of the Government person with whom the work was initially coordinated;

(3) The name and phone number of the Government person who prevented the work from being performed as previously coordinated; and

(4) The alternative date and time, the Government person requested the work be accomplished.

2.6.6 Deliverables Except where otherwise stated, deliverable requirements are specified in Sections C, F, H, I, J, and within the Directives, Instructions, and References.

The Contractor shall submit accurate and complete documents within the specified timeframes.

The Contractor shall revise/modify deliverables, as directed by the KO, at no additional cost to the Government.

Except where otherwise specified, all deliverables shall be submitted electronically in a Microsoft Office compatible format. Deliverables shall include the company name, contract number, contract title, date, and shall be unprotected and capable of being sorted by CLIN, work order number, asset number, section, annex/sub-annex, specification item, ELIN/Sub-ELIN, and/or clause. All formulas shall be traceable.

Government acceptance of deliverables shall 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.

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2.6.7 Service Interruptions If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, COR, affected tenants, and customers in accordance with local procedures. If the discontinued service is due to an emergency breakdown, the Contractor shall notify the KO, COR, affected tenants, and customers as soon as practicable and provide the status of repairs, as directed by the KO, until normal operation is restored.

Scheduled utility outages and interruptions to equipment, system(s) operation, or other services shall be scheduled after hours of operation.

The Contractor shall shutdown, restart, and perform operational checks on all equipment affected by both scheduled and unscheduled utility outages and service interruptions, at no additional cost to the Government.

2.6.8 NAVFAC Maximo Work order, asset, specification, and condition assessment data created by the Contractor is recorded in NAVFAC Maximo for all work performed in 1502000 Facility Investment.

The information and format for data submission provided in Section J supports long-term asset management and facilitates transfer to NAVFAC Maximo. These requirements and data format are managed by the Facilities Management and Support (FM&S) Product Line at the NAVFAC Headquarter (HQ) level.

NAVFAC Maximo is the Computerized Maintenance Management System (CMMS) used by the Government for condition assessment. The Contractor shall provide all required data for NAVFAC MAXIMO as identified below:

Informational Note: Not all supported commands’ assets are included in NAVFAC Maximo.

2.6.8.1

NAVFAC Maximo Data Required data for documenting condition assessments is indicated in the Characteristic Meter Reading Information document, provided in J-0200000-06.

Specified data shall be provided for all work performed in 1502000 Facility Investment, Backflow Prevention Devices. Further instructional information detailing the process for submitting the specified information for NAVFAC Maximo Data Reporting is provided in J-0200000-07.

The Characteristic Meter Reading Interfaces are used in multiple processes for loading data into Maximo by the Government and the format may be updated periodically.

As part of the update the Contractor may be asked to modify the file to add/move columns in their submission. The Contractor shall provide up to ten (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, Asset, Specification, or Characteristic Meter Reading Interfaces file format.

2.6.8.2 NAVFAC Maximo

Method of Data Entry

The Contractor shall provide data for NAVFAC Maximo using the method detailed below:

(1) Flat File. The Contractor shall electronically record and report compiled service performance data for exportation of work order, asset, specification, and condition assessment data to NAVFAC Maximo.

The Contractor shall submit work order and condition assessment data in a pipe delimited flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-07 per Section F. Any failures in processing of the pipe delimited flat-file shall be corrected and resubmitted by the Contractor. In order to demonstrate the ability to properly format the pipe delimited flat-file, the Contractor shall provide a Sample Pipe Delimited Flat-File prior to contract performance per Section F.

The Contractor shall submit asset and specification data in a spreadsheet flat-file following the NAVFAC Maximo Data Reporting process described in J-0200000-07, per Section F.

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Spec Item Title Description

2.6.8.3 NAVFAC Maximo

Access

N/A

2.6.8.4 NAVFAC Maximo

Training

N/A

2.6.9 Quality Management

System

The Contractor shall establish and maintain a complete QMS program in accordance with the provisions specified herein. The Contractor’s QMS program shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. The Contractor's QMS program shall address:

(1) Accurate documentation of work processes, procedures, and output measures;

(2) A systematic procedure for assessing compliance with performance objectives and standards;

(3) Accurate documentation of quality inspections and surveillance conducted throughout the execution of work; and

(4) Assessment-driven corrective actions and process adjustments as appropriate in a timely manner.

2.6.9.1 Quality Management

Plan

The Contractor shall develop and submit a Quality Management (QM) Plan per Section F. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, the Contractor shall submit the revised QM Plan for acceptance, per Section F.

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

(1) Policy and objectives of Quality Management System (QMS);

(a) Quality organization

(b) List of personnel

(c) Responsibilities & lines of authority

(d) Training and qualifications

(2) Approach to assuring quality of services provided and conformance with performance objectives and standards;

(3) Methods and procedures for effective planning, operation and control of processes and performance of work;

(4) Procedures for inspection and surveillance of services to include all contractual requirements;

(a) Scheduling and performance of inspection and surveillance

(b) Measurement, data collection and analysis

(c) Corrective action, preventive action, and continuous improvement

(d) Oversight of subcontracted work

(5) Documentation and records management; and

(6) Communication with the Government (customers).

2.6.9.2 Quality Inspection and

Surveillance

The Contractor shall establish and maintain an inspection and surveillance system in accordance with FAR Clause 52.246-4, “Inspection of Services – Fixed-Price,” to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions. The quality inspection and surveillance file shall be the property of the Government and shall be made available during the Government’s regular working hours. The file shall be submitted to the COR after completion/termination of the contract per Section F.

2.6.9.3 Quality Inspection and

Surveillance Report

The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per Section F. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

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Spec Item Title Description

2.6.10 Property Management

Plan

N/A

2.6.11 System and Equipment

Replacement

The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work. Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced.

Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.7 Personnel

Requirements

The Contractor shall comply with the personnel requirements stated below:

2.7.1 Key Personnel Identify appropriate key personnel as sub-sets below.

The Project Manager (PM), Site Safety and Health Officer (SSHO), and Quality Manager may be the same person. Ensure consistency with Section L, Key Personnel.

The Contractor shall submit a List of Key Personnel and Qualifications per Section F. The Contractor shall provide any additional information requested by the KO or COR necessary to validate their qualifications.

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, 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 Contractor shall provide complete resumes for proposed substitutes and any additional information requested by the KO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The KO will notify the Contractor within 15 calendar days after receipt of all required information of the consent on substitutions.