TE 2 Bldg and Equip Life Cycle Mgt for Prev and Demand Maint.pdf

TECHNICAL EXHIBIT 2

Esimated Workload Data

Building and Equipment Life Cycle Management for Preventive and Demand Maintenance Through Facility Management Support, GFEBS (General Fund Enterprise Business

System)

Aberdeen Proving Ground (APG North & South) & Adelphi Laboratory Center

(ALC)

and Blossom Point Research Facility (BPRF)

2.0 SPECIFIC TASKS:

2.1 GFEBS/FMS ADMINISTRATION: - Contractor shall be responsible for coordination with APG DPW and Tenant Organizations to capture, track, manage and report all Asset, Work Order and Inventory Management per IMCOM’s FMMG and other Army requirements. Contractor shall provide support for GFEBS and FMS.

2.2 ASSET MANAGEMENT (CLIN 01-07): The Contractor shall manage and maintain the integrity of Facility Management System (FMS) database and General Fund Enterprise Business System (GFEBS):

2.2.1 Equipment Surveys:

2.2.1.1 Contractor shall be responsible for conducting equipment surveys on selected facilities as prioritized by the government. The Contractor shall site verify location and equipment information to include, but not limited to; asset number, serial number, model number, location, pictures, and tag new equipment with barcode labels provided by the government. Contractor shall utilize FMS as needed to verify existing equipment records prior to conducting equipment surveys.

2.2.1.2 The Contractor shall create and apply barcode labels for new or replaced equipment using DoD standard MIL-STD-130N. The media used for the labels will be appropriate for the environment of the equipment.

2.2.1.3 Contractor shall manage the process for creating new data and updating existing data in GFEBS/FMS as a result of equipment surveys. This data includes Functional Locations (room, floor, area outside, where equipment is located), Equipment Data (including location, description, serial and model number, manufacturer, specifications, warranty information, drawings), O&M Manuals, Preventive Maintenance Plans (PM Frequency and Task List), Spare Parts List, and Technical Documents.

2.2.2 Contractor shall create new equipment records, based on Data Sources below, in GFEBS/FMS for any newly installed, removed or replace equipment.

Source Data for Newly Installed or Removed equipment:

a. DPW Engineering Construction Division, SRM & MILCON (Project Close-Out Deliverables)

b. DPW Operations Maintenance Division (IJO’s, PMO, DMO, PWO and OWO Work Orders)

c. Tenant Projects

d. US Army Corps of Engineer Projects (MILCON)

e. Contracted Maintenance (DPW & Tenant)

2.2.2.1 It shall be the Contractor’s responsibility to coordinate with all APG stakeholders to track and record when new equipment is installed, or existing equipment is removed or replaced to insure GFEBS/FMS is kept up to date. The following data shall be entered in GFEBS/FMS for newly installed equipment; asset tag number, manufacturer, serial number, model number, warranty data, location data, photos, cost, installed date.

2.2.2.2 The Contractor shall create new building/floor/room functional location records in GFEBS/FMS using GFEBS real property information, as-built data (as new or renovated facility information is submitted), equipment request forms, EIP list and ePRISMS as the source documentation. This can include facilities, floors, rooms, areas, structures, utilities, land, and its hierarchical relationship to other functional locations.

2.2.2.3 The Contractor shall create new Preventative Maintenance Plans (PM requency and Task List), as necessary, attach O&M Manuals, drawings and specifications, spare parts list and any other technical documents.

2.2.2.4 The Contractor shall create reports using the GFEBS standard reporting t-code and Business Intelligence (BI) reports.

2.2.2.5 Contractor shall develop and maintain Job Plans and PM Maintenance plans and record results for Boilers, Stationary Engines, ODS- and Refrigerant-Containing Units, Halon systems, and Underground Storage Tanks (USTs), in accordance with the following regulations. Contractor shall maintain records of all checklists and forms and submit to COR as available on a quarterly basis.

• All tracking and reporting for Boilers shall be in accordance with the enclosed Tune-Up and Combustion Optimization (CO) checklist, and Title V Permits to Operate. All boilers (oil- and gas-fired) greater than 10 million British Thermal Units per hour (MBtu/hr) heat input require Combustion Optimization annually.

All oil-fired boilers greater than or equal to 5 MBtu/hr require a Tune-Up every 2 years, and all oil-fired boilers less than 5 MBtu/hr require a Tune-Up every 5 years. A complete Tune-Up will suffice for a Combustion Optimization, but not vice versa. The current list of applicable units will be provided to the COR, which may be updated as needed. (Checklist and Forms in TE-5).

• All tracking and reporting for Stationary Engines shall be in accordance the enclosed checklists. Specific requirements will depend on the engine size (in horsepower), installation date, and classification (emergency or non-emergency, as defined in 40 CFR §63.6675). Contractor shall use checklists F-2-1 through F-2-3 for non-emergency engines and checklist F-2-4 for emergency engines.

(Checklist and Forms in TE-5)

• All tracking and reporting for ODS- and Refrigerant-Containing units (such as chillers, refrigeration units, and air conditioning equipment) and Halon systems shall be in accordance with the enclosed Recordkeeping, and Reporting Requirements. (Checklist and Forms in TE-5)

• All tracking and reporting for USTs containing gasoline shall be in accordance with the Title V Permits to Operate. (Checklist and Forms TE-5)

2.2.3 The Contractor shall be responsible for data availability and integrity through the DPW Web Site:

2.2.3.1 Contractor shall be responsible for adhering to the Asset Management Process.

Any changes to the process shall be approved by the COR prior to implementation.

2.2.3.2 Contractor shall be responsible for adhering the Work Order Management Process. Any changes to the process shall be approved by the COR prior to implementation.

2.2.3.3 Contractor shall be responsible for adhering the Inventory Management Process.

Any changes to the process shall be approved by the COR prior to implementation.

2.2.3.4 The Contractor shall establish and enforce data standardization based upon GFEBS/FMS requirements.

2.2.3.5 The Contractor shall coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC) to schedule regular backups of local FMS and DPW Work Order database.

2.2.3.6 The Contractor shall coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC), and Aberdeen Proving Ground for the design/updates and coding of the FMS/DPW Web Site.

2.2.3.7 The Contractor shall coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC) to diagnose and correct problems that prevent the FMS/DPW Web Site from running.

2.2.3.8 The Contractor shall coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC) to diagnose and correct user reported issues with the FMS/DPW Web Site.

2.2.3.9 The Contractor shall coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC) and assist in the management of the User Authorization Setup and access permissions to the FMS/DPW Web Site.

2.2.4 The Contractor shall be responsible for mitigating and errors/issues related to access/availability of FMS:

2.2.4.1 The Contractor shall coordinate with the U.S. Army Signal Command, Network

Enterprise Center (NEC) to diagnose and correct and user reported problems with entry of data into the FMS database.

2.2.4.2 The Contractor shall coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC) to set-up, maintain and update user/tenant accounts for FMS database.

2.2.4.3 The Contractor shall coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC) to make any updates of configuration changes to the FMS database.

2.2.4.4 The Contractor shall submit support requests and coordinate with the U.S. Army Signal Command, Network Enterprise Center (NEC) on GFEBS related issues.

2.2.5 The Contractor shall conduct special report studies (i.e. audits) including but not limited to:

2.2.5.1 Risk analysis, and recommendations

2.2.5.2 FMS/GFEBS contingency planning

2.2.6 Analysis and Development:

2.2.6.1 The Contractor shall conduct Workflow Analysis.

2.2.6.2 The Contractor shall conduct Process Analysis.

2.2.6.3 The Contractor shall conduct PM/Job Plan Analysis.

2.2.6.4 The Contractor shall submit requests as necessary and coordinate with the U.S.

Army Signal Command, Network Enterprise Center (NEC) on DPW Work Order database related issues.

2.2.6.5 The Contractor shall obtain proper training based on assigned GFEBS roles and access to GFEBS Data Construction Server and Data Validation.

2.2.7 GFEBS/FMS Technical Assistance:

2.2.7.1 The Contractor shall provide support for GFEBS/FMS Training.

2.2.8 Provide log of FMS issues:

2.2.8.1 The Contractor shall input data to the “Issues Log” to track reported problems with FMS, DPW Report Server and GFEBS.

2.3 WORK ORDER MANAGEMENT: (CLIN 08-12) The contractor shall provide support to manage, track, and report all Preventive and Demand Maintenance.

Data Sources for Equipment w/Issued Work Orders:

a. DPW Operations Maintenance Division (IJO’s, PMO, DMO, PWO and OWO Work Orders)

b. Contracted Maintenance (DPW and Tenant Service Contracts)

1. It is the intent of this contract to track and report all PM and DM work orders being completed by contracted maintenance at APG. The following list represents organizations and contracts currently providing Preventive and Demand Maintenance at APG (list is non-inclusive and may change during the POP).

a) ECBC

b) ARL

c) CERDEC

d) CECOM

e) AMSAA

f) ATEC

g) MEDCOM

h) MRICD

i) Boiler & Chiller Contract (DPW)

j) Elevator Contract (DPW)

k) Generator Contract (DPW)

l) Backflow Preventers (DPW)

m) Fire Suppression Inspection Contract (DPW)

n) ESPC Projects (DPW)

o) AST’s & UST’s (DPW)

2.3.1 Contractor shall be responsible for creating and releasing PM Work Orders.

2.3.2 Contractor shall be responsible for associating all PM Work Orders to the correct GFEBS Work Center.

2.3.3 Contractor shall be responsible for updating all PM and DM Work Order results to include tasks completed, duration, spare parts, materials used and comments.

2.3.4 Contractor shall be responsible for closing out all completed PM and DM work orders.

2.3.5 The contractor shall be responsible for closing all open work orders (uncompleted) once subsequent work orders have been released.

2.3.6 Contractor shall be responsible for all updates required to existing equipment records as a result of completed maintenance. Upon Shop Leader approval, changes may be required to the equipment data, PM schedule, Job Plans, Materials List, Required Tools, etc.

2.3.7 The contractor shall be responsible for creating any Demand Maintenance Work Orders (provided as a result of contracted maintenance).

2.3.8 Completed results of DM work orders for contracted maintenance shall be entered in the DPW Service Order Web Page. This includes hours worked, parts used, etc.

2.3.9 Contractor shall be responsible for generating monthly reports for issued, completed and outstanding PM and DM Work Orders.

2.3.10 Contractor shall be responsible for generating reports for each building such as PM’s Due, PM’s Late, and completed PM’s.

2.3.11 Contractor shall provide technical support by performing equipment and O&M manual searches utilizing the FMS system.

2.3.12 Contractor shall provide technical support by performing drawing/document searches utilizing the mFilm database and CAD repository.

2.3.13 Contractor shall provide Technical support and training for utilizing GFEBS/FMS.

2.3.14 Contractor shall be responsible for coordinating all training based on assigned GFEBS roles and access to GFEBS Data Construction Server and Data Validation.

2.4 INVENTORY MANAGEMENT: (CLIN 13-19)

2.4.1 Using the Supply Chain process, materials used for DMOs, PMOs, PWOs, and OWOs must be transferred to the applicable maintenance order via the MIGO transaction in accordance with the MIGO Goods Receipt for PO.

2.4.2 The Contractor shall ensure material costs are recorded accurately, and coordinate with the DPW BOID Supply Specialist, and Operations and Maintenance staff accordingly.

2.4.3 Contractor shall manage and maintain the Material Master data in GFEBS.

2.4.4 Contractor shall assist with the process of physical inventory in GFEBS.

2.4.5 Contractor shall assist with the Receipt of material into inventory in GFEBS.

2.4.6 Contractor shall assist with Issuing material onto work orders in GFEBS.

2.4.7 Contractor shall assist with the Return of material from work orders back into inventory in GFEBS.

2.4.8 Contractor shall obtain proper training based on assigned GFEBS roles and access to GFEBS Data Construction Server and Data Validation.

2.4.9 Contractor is responsible for completing annual Audits and QAQC checks of physical inventory vs. GFEBS inventory.

2.4.10 Contractor is responsible for monitoring levels of inventory to ensure availability.

2.4.11 Contractor shall be responsible for tracking RFQ and vendor quotes.

2.4.12 Contractor shall be responsible for input of warranty data on new inventory.

2.4.13 The Contractor shall transport items to required locations as necessary.