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Section C – 0200000 Management and Administration 0200000 – Management and Administration
| 2 |
| Management and Administration |
| 2.1 |
| Definitions and Acronyms |
| 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 |
| 2.3.3.1 |
| Formal Partnering |
| 2.3.3.2 |
| Contract Partnering Administration |
| 2.3.3.3 |
| Contract Partnering Session Attendees |
| 2.3.4 |
| Permits and Licenses |
| 2.3.5.1 |
| Certificate of Insurance |
| 2.3.5.2 |
| Minimum Insurance Amounts |
| 2.3.5.3 |
| HIPAA (Health Insurance Portability and Accountability Act) |
| 2.3.6 |
| Protection of Government Property |
| 2.3.7 |
| Directives, Instructions, and References |
| 2.3.8 |
| Invoicing Procedures |
| 2.4 |
| Government-Furnished Items |
| 2.4.1 |
| Government-Furnished Property (GFP) |
| 2.4.2 |
| Government-Furnished Facilities (GFF) |
| 2.4.3 |
| Government-Furnished Vehicles and Equipment |
| 2.4.4 |
| Government-Furnished Utilities |
| 2.5 |
| Contractor-Furnished Items |
| 2.6.1 |
| Safeguarding Information |
| 2.6.2 |
| Dissemination of Information |
| 2.6.9 |
| Quality Management System (QMS) |
| 2.6.9.1 |
| Quality Management (QM) Plan |
| 2.6.9.2 |
| Quality Inspection and Surveillance |
| 2.6.9.3 |
| Quality Inspection and Surveillance Report |
| 2.6.10 |
| Property Management Plan |
| 2.7 |
| Personnel Requirements |
| 2.7.1.1 |
| Project Manager (PM) |
| 2.7.1.2.1 |
| Quality Control Personnel |
| 2.7.1.3 |
| Site Safety and Health Officer (SSHO) |
| 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 |
| 2.7.2.4 |
| 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 (SCR) |
| 2.8 |
| Security Requirements |
| 2.8.4 |
| Access to Installation |
| 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 (IT), Operating Technology (OT), and Facility Related Control Systems (FRCS) |
| 2.8.10 |
| Access to Navy Marine Corps Intranet (NMCI) |
| 2.9 |
| Contractor Safety Program |
| 2.9.1 |
| Contractor Safety Requirements |
| 2.9.1.1 |
| Experience Modification Rate (EMR) |
| 2.9.1.2 |
| OSHA Days Away From Work, Restricted Duty, or Job Transfer (DART) Rate |
| 2.9.2 |
| Accident Prevention Plan (APP) |
| 2.9.3 |
| Activity Hazard Analysis (AHA) |
| 2.9.4 |
| Safety and Occupational Health (SOH) Risks and Compliance Plans |
| 2.9.4.1 |
| Alcohol and Drug Abuse Prevention Plan |
| 2.9.4.2 |
| Chemical Hazard Communication Program |
| 2.9.4.3 |
| Confined Space Program |
| 2.9.4.5 |
| Fall Prevention and Protection Plan |
| 2.9.4.6 |
| Pathogen Exposure |
| 2.9.6 |
| Accident and Damage Reporting |
| 2.9.6.1 |
| Accident Reporting and Notification Criteria |
| 2.9.8 |
| Monthly On-Site Labor Report |
| 2.9.9 |
| OSHA Citations and Violations |
| 2.9.10 |
| Safety Inspections and Monitoring |
| 2.9.11 |
| Safety Certification |
| 2.9.13 |
| Emergency Medical Treatment |
| 2.10 |
| Environmental Management and Sustainability |
| 2.10.1 |
| Energy Management Program |
| 2.10.1.1 |
| Water Conservation Plan |
| 2.10.1.2 |
| Energy Efficient Products |
| 2.10.2 |
| Environmental Protection |
| 2.10.2.3 |
| Solid Waste Management and Recycling |
| 2.10.2.4 |
| Non-Regulated Waste Disposal |
| 2.10.2.5 |
| Regulated Waste Disposal |
| 2.10.2.7 |
| Spill Prevention, Containment, and Clean-up |
| 2.10.2.8 |
| Hazardous Material Management |
| 2.10.2.9 |
| Protection of Endangered and Threatened Species (Flora and Fauna) |
| 2.10.2.12 |
| Asbestos Containing Material (ACM) |
| 2.10.3 |
| Sustainable Procurement and Practices |
| 2.10.3.1 |
| Environmentally Preferable Products |
| 2.10.3.2 |
| Use of Recovered Materials |
| 2.10.3.3 |
| Use of Biobased Products |
| 2.11 |
| Disaster Preparedness |
| 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 (ELINs) |
| 2.15.1 |
| Unit Priced Task (UPT) Work (Non-Negotiated) |
| 2.15.1.1 |
| Acceptance and Performance |
| 2.15.1.2 |
| Invoicing and Receiving Payment |
| 2.15.2 |
| Unit Priced Labor (UPL)Work (Negotiated) |
| 2.15.2.1 |
| Non-recurring Work Preparation of Proposals |
| 2.15.2.1.1 |
| Labor Requirements |
| 2.15.2.1.2 |
| Material and 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. |
| 2.2.1 |
| Government Regular Working Hours |
| The Government's regular working hours are from 0700-1600, five 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 KO prior to commencement of work. |
| 2.2.1.1 |
| Observed Federal Holidays |
| The Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and 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. Excludes work to be performed during specified hours. |
| 2.2.2 |
| Wage Determinations |
| Wage Determinations are included in J-0200000-02. |
| 2.2.3 |
| Requirements Hierarchy |
| Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec 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. spec item 3.1.1, 3.1.2, 3.1.2.1) apply when performance is assessed at a higher tier (i.e., spec item 3.1) based on the composite work requirements.
| 2.3 |
| General Administrative Requirements |
| 2.3.1 |
| Required Conferences and Meetings |
| The Contractor may be required to attend administrative and coordination meetings. The Contractor shall attend meetings as shown in this specification or as requested by the Contracting Officer. |
2.3.2
Not Used
| 2.3.3 |
| Partnering |
| To increase the likelihood of successful performance of this contract, the Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who will receive services, principal individuals from NAVFAC, 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 subcontractors teams, including senior management personnel must 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. |
Partnering should accomplish three goals:
- The first goal is to develop a cohesive team with common purpose, commitment and established communication processes.
- The second goal of partnering is contract specific, identifying risks and opportunities for the team to address.
- The third goal is to sustain the Partnership throughout the contract by identifying and addressing issues that affect the Partnership.
| 2.3.3.1 |
| Formal Partnering |
| The initial session should be scheduled concurrent with the Pre-Performance Conference and held no later than 30 days after award. The initial Partnering Meeting will be at least one day in duration and held <<Note to Spec Writer: Select one of the two following options that applies and tailor to the local requirements, e.g., at a Government provided facility as designated by the KO – OR – at a neutral location off the installation that is acceptable to the Contractor and to the Government>>. Follow-on sessions should be scheduled every three to six months and typically last a half day or less. The frequency, duration, and locations of follow-on sessions should be agreed to by both parties during the initial Partnering Meeting. The Contractor shall pay all costs associated with the partnering effort including facilitator, meeting room, and other incidental items. Before the partnering session, the Contractor shall coordinate with the facilitator the requirements for incidental items (audio-visual equipment, computer(s), two easels, flipchart paper, colored markers, note paper, pens/pencils, colored flash cards, etc.) and have these items available at the partnering session. The Contractor will provide copies of any documents used for the Partnering Meeting for distribution to all attendees. The facilitator must be acceptable to both the Contractor and the Government. The participants shall pay their own costs for meals, lodging, and transportation associated with partnering. |
| 2.3.3.2 |
| Contract Partnering Administration |
| Upon award, the ACO will contact the Contractor, supported command(s), Region, and 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 consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.
| 2.3.3.3 |
| Contract Partnering Session Attendees |
The Contractor shall bring the necessary personnel to successfully partner on this contract. Asterisk indicates mandatory personnel.
* President/Vice President
* Project Manager
* Quality Manager
* Site Safety and Health Officer Sub-contractor Reps
| 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, District of Columbia, and local laws and regulations. Such documentation shall include, but is no limited to, copies of the Commercial Driver’s Licenses (CDL, Class B with P endorsement) for all bus/coach operators of the Contractor’s drivers. |
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 the 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: |
Comprehensive General Liability: $500,000 per occurrence
Automobile Liability: $200,000 per person, $500,000 per occurrence, $20,000 per occurrence for property damage
Workmen's Compensation: As required by Federal and state worker's compensation and occupational disease statutes
Employer's Liability coverage: $100,000, except in states where worker's compensation may not be written by private carriers
Other as required by state law or District of Columbia (whichever is applicable).
| 2.3.5.3 |
| HIPAA (Health Insurance Portability and Accountability Act) |
| HIPAA Regulations address security and privacy of “protected health information” (PHI). During the course of providing Janitorial services, the Contractor may have access to PHI. All Contractor employees shall abide by HIPAA regulations. |
| 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 this 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 Section G for invoicing instructions. |
Invoices shall be submitted in a format compatible with the most recent Government installed Microsoft Office Version (currently 2010). Invoice data shall be capable of being sorted by CLIN, annex/sub-annex, spec item, spec item title, and ELIN/Sub-ELIN.
| 2.3.9 |
| Forms |
| Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included among the Forms in J-0200000-04. |
| 2.4 |
| Government-Furnished Items |
| Except for items identified below as Government-Furnished, the Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to provide the services described in this Performance Work Statement (PWS). |
Government-Furnished Items will be provided in "AS-IS" condition and their use is at the option of the Contractor. The total or partial breakdown or failure of Government-Furnished Items shall not relieve the Contractor of the responsibility to perform the requirements of this contract.
The Contractor shall provide periodic servicing, maintenance, and repair of the Government-Furnished Items accepted for use at no additional cost to the Government. Servicing, maintenance, and repair shall be provided in accordance with the manufacturer’s recommendations. The Contractor shall generate work orders in NAVFAC Maximo per Spec Item 2.6.8 for all servicing, maintenance, and repair activities performed on Government-Furnished Items.
At the completion of the contract, all Government-Furnished Items shall be returned to the Government in the same condition as received, except for reasonable wear and tear. Government-Furnished Items, which becomes worn out due to normal wear and tear, shall be returned to the Government and its replacement shall be the responsibility of the Contractor at no additional cost to the Government. The Contractor shall be responsible for the cost of any repairs or replacement caused by Contractor negligence or abuse.
The Government may inspect Government-Furnished Items at any time and without notice.
| 2.4.1 |
| Government-Furnished Property (GFP) |
| The Government will furnish or make available to the Contractor certain Government Property for use in connection with this contract. The use of GFP for any other purposes is prohibited. GFP is provided and shall be managed by the Contractor in accordance with Section H; paragraph H.XX Government-Furnished Property. |
A list of Government Furnished Property that will be made available to the Contractor is provided in J-0200000-06.
The Contractor shall support initial, periodic, and final inventories of GFP.
| 2.4.2 |
| Government-Furnished Facilities |
| There will be no Government Furnished Facilities |
| 2.4.3 |
| Government-Furnished Vehicles and Equipment |
| There will be no Government Furnished Vehicles and Equipment. |
| 2.4.4 |
| Government-Furnished Utilities |
| There will be no Government-Furnished Utilities. |
| 2.5 |
| Contractor-Furnished Items |
| Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. The KO may inspect Contractor-furnished items for adequacy and compliance with contract requirements. Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and polychlorinated biphenyls (PCBs) shall not be brought onsite. Energy efficient tools and equipment shall be used when available. The KO may at any time require Samples, Material Safety Data Sheets (MSDS) or Manufacturer’s Data Cut Sheets of Materials used in this contract. |
| 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.
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, e.g., 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 establish a work reception function with the capability to receive and respond to Government orders for bus service. The Contractor’s management shall have a local or toll free telephone number and fax machine. The Project Manager shall have a local emergency number and pager. The Contractor shall maintain at least one e-mail address at their place of business and have the ability to read “PDF” type files as well as Word and Excel files. |
| 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 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 KO. A status update of any item of work must be provided within two hours of the inquiry during regular working hours, and by 0800 the following work day for inquiries after regular working hours. |
| 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: |
· The date and time the work was initially coordinated.
· The name and phone number of the Government person with whom the work was initially coordinated.
· The name and phone number of the Government person who prevented the work from being performed as previously coordinated.
· 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. |
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.
The Contractor shall establish and maintain a secure website for posting an electronic copy of all deliverables listed in Section F. The Contractor shall allow only authorized Government and Contractor personnel to access the website. Government personnel access shall be limited to viewing and downloading of deliverables, but restricted from posting to the website. The Contractor shall notify the Government by email whenever there are new or updated deliverables posted to the website. Each deliverable posting on the website and each email notification shall include the title of the deliverable, the spec item requiring the deliverable, and the date and time the deliverable was posted. All deliverables shall be available to authorized Government personnel 24 hours/day and 365 days/year for the duration of the contract.
| 2.6.9 |
| Quality Management System (QMS) |
| 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: |
· Accurate documentation of work processes, procedures, and output measures.
· A systematic procedure for assessing compliance with performance objectives and standards.
· Accurate documentation of quality inspections and surveillance conducted throughout the execution of work.
· Assessment-driven corrective actions and process adjustments as appropriate in a timely manner.
| 2.6.9.1 |
| Quality Management (QM) Plan |
| The Contractor shall develop and submit a 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:
· Policy and objectives of Quality Management System (QMS)
· Quality organization
· List of personnel
· Responsibilities & lines of authority
· Training and qualifications
· Approach to assuring quality of services provided and conformance with performance objectives and standards
· Methods and procedures for effective planning, operation and control of processes and performance of work
· Procedures for inspection and surveillance of services to include all contractual requirements.
· Scheduling and performance of inspection and surveillance
· Measurement, data collection and analysis
· Corrective action, preventive action, and continuous improvement
· Oversight of subcontracted work
· Documentation and records management
· Communication with government (customers)>>
| 2.6.9.2 |
| Quality Inspection and Surveillance |
| The Contractor shall establish and maintain an inspection and surveillance system in accordance with the 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 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. << Note to Spec Writer: Insert local requirements, e.g., The Contractor Quality Inspection and Surveillance Report shall include a narrative of events, a tabulated summary and results of the quality inspection and surveillance events performed, inspection-driven corrective actions taken and the results attained, and management process adjustments during the previous month>>. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance. |
| 2.6.10 |
| Property Management Plan |
| The Contractor shall establish and maintain a plan that meets the contract clause requirements of Specification Item 2.4, Government-Furnished Items, of this Annex. This plan shall identify the Contractor’s policies, procedures, and practices in receiving and performing physical inventories, key control, repairing and maintaining, preserving and protecting, and reporting the disposition of accepted government property in its possession. The Property Management Plan shall be submitted per Section F. |
| 2.7 |
| Personnel Requirements |
The Contractor shall comply with the personnel requirements stated below:
| 2.7.1 |
| 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 necessary to certify 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, and on-site supervisor(s) and who they will report directly to for this contract. The key personnel shall be revised as applicable for the contract.
| 2.7.1.1 |
| Project Manager (PM) |
| The Contractor shall provide a PM and designated alternate, as applicable, who has the have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be available on-site during the Government's regular working hours and shall be available on-site within one hour after the Government's regular working hours. |
The PM shall have at least three years of experience in managing a workforce providing services on contracts of similar size, scope and complexity.
| 2.7.1.2 |
| Quality Manager |
| The Contractor shall provide a Quality Manager or designated alternate shall be on-site within during the Government's regular working hours and shall be available on-site within two hours after the Government’s regular working hours. The Quality Manager must report directly to a senior corporate official and shall not report directly to the Project Manager. |
The Quality Manager shall have fulfilled the following pre-requisite training and experiences before being hired as the Quality Manager under this contract:
The Quality Manager shall have at least three years of experience in preparing and enforcing QMS programs on contracts of similar size, scope and complexity. The Quality Manager may be the same person as the SSHO.
| 2.7.1.2.1 |
| Quality Control Personnel |
| The Contractor shall provide Quality Control personnel whose primary duty and responsibility is to enforce the Contractor’s Quality Management System on this contract. The Quality Control personnel shall be on-site at all times when the Contractor is performing work during the Government's regular working hours. The Quality Control personnel shall report directly to the Quality Manager and shall not report directly to the Project Manager. |
Quality Control personnel shall have fulfilled the following pre-requisite training and experiences before being hired as Quality Control under this contract:
Quality Control personnel shall meet or exceed the qualifications, technical knowledge and experience requirements specified for the personnel performing the work, which they will be inspecting, and have at least three years of experience in enforcing QMS programs on contracts of similar size, scope and complexity.
| 2.7.1.3 |
| Site Safety and Health Officer (SSHO) |
| The SSHO must meet the requirements of EM 385-1-1 Section 1 and ensure that the requirements of 29 CFR 1926.16 are met for the project. Provide a Safety oversight team that includes a minimum of one Competent Person at each project site to function as the Site Safety and Health Officer (SSHO). The SSHO or an equally-qualified Designated Representative/alternate shall be on-site at all times when work is being performed to implement and administer the Contractor's safety program and government-accepted Accident Prevention Plan. The SSHO's training, experience, and qualifications shall be as required by EM 385-1-1 paragraph 01.A.17, entitled SITE SAFETY AND HEALTH OFFICER (SSHO), and all associated sub-paragraphs. |
A Competent Person shall be provided for all of the hazards identified in the Contractor's Safety and Health Program in accordance with the accepted Accident Prevention Plan, and shall be on-site at all times when the work that presents the hazards associated with their professional expertise is being performed. Provide the credentials of the Competent Persons(s) to the Contracting Officer for acceptance in consultation with the Safety Office.
The Contractor shall provide a SSHO whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The SSHO shall have fulfilled the following pre-requisite training and experiences before being hired as the SSHO under this contract:
The SSHO shall have completed five years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three years experience if he possesses a Certified Safety Professional (CSP) or safety and health degree. The SSHO shall have completed the OSHA 30-hour construction safety class or equivalent and maintain competency through 24 hours of formal safety and health related coursework every four years. The SSHO may be the same person as the project manager but shall have fulfilled the pre-requisite qualification and experience.
| 2.7.1.4 |
| Environmental/ Energy Manager |
| The Contractor shall provide an Environmental/Energy Manager whose primary duty and responsibility is to ensure Contractor operations adhere to the goals and policies of the Environmental Management System, the Installation Energy Plan, and other specified Sustainability requirements affecting this contract. The Environmental/Energy Manager shall develop, implement and monitor environmental strategies, policies and programs that promote sustainable development and examine the contract activities to establish where improvements can be made and ensure compliance with environmental legislation and energy policy. |
The Environmental/Energy Manager shall have a minimum two years’ experience with environmental procedures similar to those of this contract; familiarity with Environmental Management Systems (EMSs); and knowledge of environmental regulations and federal energy laws and policy (including energy and water reduction requirements and renewable energy requirements) that are applicable to operations similar to those of this contract.
| 2.7.2 |
| Employee Requirements |
| The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety, environmental, and energy requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can perform the contract requirements and comply with installation emergency procedures. |
| 2.7.2.1 |
| Employee Certification and Training |
| The Contractor shall maintain personnel certification, training, and licensing records for employee requirements specified herein and within all technical annexes/sub-annexes. Certification, training, and licensing records shall be kept current and on file for the duration of the contract including all option periods. Records shall be made available for Government review within 4 hours of request. |
| 2.7.2.2 |
| Employee Appearance |
| The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/subcontractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges. |
| 2.7.2.3 |
| Employee Conduct |
| Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner. |
| 2.7.2.4 |
| Identification as Contractor Employee |
| Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. All Contractor employees shall appropriately identify themselves as contractor employees in both verbal communication and electronic or written correspondence. |
| 2.7.2.5 |
| Removal of Employees |
| The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest or inconsistent with the best interests of National Security. |
| 2.7.2.6 |
| Proof of Legal Residency |
| no employee or representative of the Contractor will be admitted to the site of work unless satisfactory Proof of Legal Residency is submitted per Section F. |
| 2.7.3 |
| Service Contract Reporting (SCR) |
The Contractor shall report total dollar amount invoiced and all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://www.sam.gov.
Per Section F, reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://www.sam.gov.
| 2.8 |
| Security Requirements |
| The Contractor shall comply with all Federal, state, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all security/entrance clearances are obtained. |
The Contractor shall ensure that Contractor personnel do not present a risk to security. By entering the installation, Contractor personnel are subject to installation, state, local and federal regulations and laws, including but not limited to debarment and criminal prosecution.
| 2.8.1 |
| Employee Listing |
| The Contractor shall maintain a current Employee List and submit per Section F. The list shall include employee’s name, supervisor, company, and level of security clearance. |
| 2.8.2 |
| Vehicles |
| The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate that complies with State Vehicle Code. Vehicles shall meet all other requirement of the State Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration, if applicable. |
Submit a list of vehicles to be used during the term of this contract to the KO and include the following information:
1. Year
2. Make
3. Type
4. License Number
5. Insurance Company
6. Policy Number
7. Expiration Date of Insurance
8. ADA Compliant (Yes or No)
9. Seating Capacity
Submit vehicle list, copies of the current registration and safety cards for each vehicle listed as per Section F.
| 2.8.3 |
| Passes and Badges |
| All Contractor employees shall obtain the required employee and vehicle passes. The Contractor employees must be able to obtain Common Access Cards (CAC) in accordance with security requirements. Each employee shall wear the Government issued badge over the front of the outer clothing. When an employee leaves the Contractor's service, the employee's Passes and Badges shall be confiscated by the Contractor immediately and returned within 10 calendar days. |
| 2.8.4 |
| Access to Installation |
| All Contractor personnel shall obtain access to the installation by participating in the Defense Biometric Identification System (DBIDS), or by obtaining a temporary pass from the Base Pass and Identification Office. Temporary passes issued through the Base Pass and Identification Office will be furnished without charge. Immediately report instances of lost or stolen badges to the Base Pass and Identification Office |
The Contractor shall furnish a completed DEPARTMENT OF THE NAVY LOCAL POPULATION ID CARD/BASE ACCESS PASS REGISTRATION (SECNAV FORM 5512/1) form for all personnel requesting badges. Refer to J-0200000-05(b) for SECNAV 5512/1 form.
Refer to J-0200000-05(a) for DBIDS Standard Operating Procedures. Refer to J-0200000-05(b) for SECNAV 5512/1 form.
| 2.8.4.1 |
| DBIDS Program |
| Defense Biometric Identification System (DBIDS) is an enterprise identity management and perimeter installation access control solution. DBIDS increases installation security and communications by receiving frequent database updates on changes to personnel/credential status, law enforcement warrants, lost/stolen cards, and force protection conditions. The system provides a continuous vetting anytime the DBIDS card is scanned at an installation entry point. |
If the vendor/contractor employee passes the background screening process, the DBIDS credential that is issued to the vendor/contractor employee is valid for the term of the card. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges.
Contractors or vendors who need assistance in transitioning from NCACS to a DBIDS temporary pass to a DBIDS card can contact the installation Pass & ID office or Visitor Control Center.
1. If you currently have an Navy Commercial Access Control System (NCACS) card (used with RapidGate), the following is required to get a DBIDS credential:
a) Present your NCACS Card and a completed copy of the SECNAV FORM 5512/1 to the base Visitor Control Center representative.
b) The VCC will pull up your information in the computer, ensuring all information is current and correct.
c) Once your information is validated, a temporary DBIDS credential is provided.
d) Your temporary credential will have an expiration date, prior to which you will need to obtain your permanent DBIDS credential (~ 90 days).
e) For each additional U.S. Navy installation to which you need access, the first time you visit you only need to bring your DBIDS credential and statement of purpose for base access when arriving at the Visitor Control Center.
f) The representative will enter base access authorization.
2. If you do NOT have an NCACS Card, the following is required to obtain a DBIDS credential:
a) Present a letter or official document from my government sponsoring organization that provides the purpose for your access.
b) Present valid identification, such as a passport or Real ID Act-compliant state driver's license.
c) Present a completed copy of the SECNAV 5512/1 form to obtain your background check.
d) Upon completion of the background check, the Visitor Control Center representative will complete the DBIDS enrollment process, which includes your photo, finger prints, base restrictions, and several other assessments; after all this is done, you will be provided with your new DBIDS credential.
Refer to J-0200000-05(a) for DBIDS Standard Operating Procedures. Refer to J-0200000-05(b) for SECNAV 5512/1 form.
| 2.8.4.2 |
| DBIDS Credentials |
| Contractor employees shall furnish a completed copy of the SECNAV 5512/1 form to obtain the required background check and visit the local Navy Installation Visitor Control Center to obtain a DBIDS credential once approved. The SECNAV 5512/1 form and additional information about DBIDS can be found at: https://www.cnic.navy.mil/om/dbids.html. |
The Contractor may initiate the adjudication process when a background screen failure results in disqualification from participation in DBIDS and the Contractor employees do not agree with the reason for disqualification. The Contractor may also apply for a waiver when a background screening failure results in disqualification from participation in DBIDS. The Commanding Officer will be the final waiver determination authority.
The Contractor shall immediately collect employee DBIDS credentials and notify the KO in writing:
(1) That an employee has departed the company without having properly returned or surrendered their DBIDS credentials.
(2) That there is a reasonable basis to conclude that an employee, or former employee, might pose a risk, compromise, or threat to the safety or security of the installation or anyone therein.
| 2.8.5 |
| Access to Buildings |
| The Contractor shall monitor and control access into restricted areas under their responsibility, allowing only those individuals who have been properly cleared into restricted areas or other controlled access areas. The Contractor shall comply with security requirements, plus those imposed by the installation Commander at all times. Personnel with access to restricted areas shall have the appropriate screening, and shall wear special badges authorizing access for those areas. Contractor personnel shall not enter restricted or controlled areas or installation facilities unless specifically authorized in performance of their duties. The Contractor shall secure all buildings and facilities entered during non-duty hours and will secure all building and facilities under the Contractor’s cognizance at the end of each work day or shift period. |
| 2.8.6 |
| Access Arrangements |
| The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The Government may issue keys to the Contractor. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction. |
| 2.8.6.1 |
| Escort Arrangement for Secured Areas |
| The Contractor shall make arrangements for Government escort into secured areas requiring escort. The KO will provide information on applicable buildings, spaces and the appropriate point of contact. |
The Contractor may experience delays while waiting for escorts. The Government estimates the wait period can be up to 15 minutes. The Contractor shall notify the Government Performance Assessment Representative (PAR) and appropriate point of contract if an escort is not available after 15 minutes and access to accomplish the work is denied. Unscheduled requirements, e.g., trouble calls, may require a longer wait for an escort.
| 2.8.7 |
| Security Clearances |
| The Contractor shall obtain all required corporate and personnel Security Clearances, prior to commencement of work, at no additional cost to the Government. The Contractor shall ensure that a list of all personnel with Security Clearances is maintained current, including clearances that are pending. |
| 2.8.8 |
| Access to Controlled Unclassified Information |
| The Contractor personnel whose work involves access to controlled unclassified information shall undergo a Tier 3 Investigation to verify their trustworthiness. If the Contractor personnel currently have a favorably adjudicated Tier 3 Investigation the Contractor shall notify the Government Command Security Manager who will validate this in the Joint Personnel Adjudication System (JPAS). |
The Contractor shall request from the Government for access to the E-QIP Direct program for the Contractor employees to complete the SF-86 form on line for a Tier 3 Investigation. The Security Manager will determine suitability. Upon a favorable Tier 3 Investigation, the Contractor personnel shall submit the original signed release statements, and an OF-306 Declaration for Federal Employment to the Security Manager per Section F. Upon submission of the necessary documentation through eQIP, the Contractor Employee shall provide digital fingerprints. The Contractor’s Security POC shall notify the COR and the Security Manager when Contractor Employees have submitted their fingerprints.
The request shall be renewed annually or for the duration of the contract if less than one year.
| 2.8.9 |
| Access to Government Information Technology (IT), Operation Technology (OT), and Facility Related Control Systems (FRCS) |
| <<Note to Spec Writer: Include the local requirements for the use of monitoring and control systems such as Direct Digital Controls (DDC), Supervisory Control and Data Acquisition (SCADA), and smart meters are required, e.g., Personnel accessing Government IT and OT systems to include but not limited to Maximo, DMLSS, DDC, and SCADA are in positions considered Non-Critical Sensitive/IT-II and require a Tier 3 investigation to verify their trustworthiness. |
Prior to being granted access to Government IT, OT, and FRCS systems, personnel shall have a favorably adjudicated Tier 3 Investigation, obtain a CAC in accordance with security requirements, successfully complete required training, submit a Systems Authorization Access Request (SAAR) Form, and meet all eligibility requirements.
Personnel accessing Government IT, OT, and FRCS systems shall complete annual required training such as cyber assurance awareness, information security (INFOSEC) awareness, and operations security (OPSEC) awareness.
The Contractor shall submit a list of personnel requiring access to Government IT, OT, and FRCS systems per Section F.
| 2.8.10 |
| Access to Navy Marine Corps Intranet (NMCI) |
| The Contractor may be required to access Navy Marine Corps Intranet (NMCI). Prior to being granted access to NMCI, Contractor employees shall obtain a CAC in accordance with security requirements, successfully complete required training, submit a Systems Authorization Access Request (SAAR) Form, and meet all eligibility requirements. |
| 2.8.11 |
| Employee Status |
| The Contractor shall notify the KO of any changes to any employee’s status to include, but not limited to, termination, convictions/arrests, adverse actions taken on the job for any reason or any other documented misbehavior that may affect, or have the potential to affect, security standing in terms of access to federal facilities or IT systems. |
| 2.9 |
| Contractor Safety Program |
| The Contractor shall develop and implement a Safety Program detailing how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1, UFC 3-560-01 Operation and Maintenance Electrical Safety, and Public Law 91-596, Occupational Safety and Health Act. |
Any reference to “USACE" facilities, property, or equipment specified in EM 385-1-1 should be interpreted as Government facilities, property, and equipment.
| 2.9.1 |
| Contractor Safety Requirements |
| Neither Contractor nor any subcontractor may enter into contract with any subcontractor that fails to meet the below requirements. The term subcontractor in this and the following paragraphs means any entity holding a contract with the Contractor or with a subcontractor at any tier. |
| 2.9.1.1 |
| Experience Modification Rate (EMR) |
| Subcontractors on this contract must have an effective EMR less than or equal to 1.10, as computed by the National Council on Compensation Insurance (NCCI) or if not available, as computed by the state agency's rating bureau in the state where the subcontractor is registered, when entering into a subcontract agreement with the Prime Contractor or a subcontractor at any tier. |
The Prime Contractor may submit a written request for additional…
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