USMTM General Instructions for Contractors.pdf

USMTM General Instructions for Contractors This document identifies and explains general rules and policies for contractors performing in and on United States Military Training Mission (USMTM) operated facilities.

1. CONTRACTOR ACCESS AND USE OF PREMISES

1.1 Regular working hours shall be between 0800 and 1600, Sunday through Thursday, excluding U.S. and KSA holidays.

New Year’s Day……………………….1 January Martin Luther King’s Birthday………... Third Saturday in January President’s Day………………………...Third Saturday in February Ramadan….……………………………Varies Hajj……………………………………. Varies Memorial Day………….………………Last Saturday in May Independence Day……………………...4 July Labor Day ……………………………...First Saturday in September Columbus Day…………………………13 October Veterans Day…………………………...11 November Thanksgiving Day……………………...Last Thursday in November Christmas Day…………………………25 December

1.2 Any requests in work hour changes by the vendor must be identified to the Contracting Officer for approval. Contractors expect to be inspected on work in progress at any time during the course of performance, at least weekly.

1.3 CAMERAS: Cameras are not allowed at any Government facility. Cameras that are found shall be confiscated and not returned to the individual by Security Forces personnel.

Additionally, the technicians may risk losing their access to Government facilities permanently.

1.4 Mobile phones are highly restricted and will be limited to select contractor’s management personnel only.

1.5 A list of restricted nationalities will be provided by USMTM. These nationalities will not be allowed access to Al Nakhla under any circumstances. All personnel performing aspects of this requirement involving security system installation, wiring, and systems configuration under this contract must be a U.S. citizens and possess a secret security clearance or higher. The contractor, at the time of award, may be required to possess a secret facility clearance or higher in order to process certain information related to this contract.

1.6 CONDUCT OF EMPLOYEES: The contractor is fully responsible for the performance and conduct of their employees at all times while on Al Nakhla performing under the contract.

The Contractor shall not allow any employee to perform work under the contract while under the influence of alcohol, drugs or any other incapacitating agent. Military police and other law enforcement personnel on compound have the right to deny entry to or remove from premises any contractor employee for misconduct; which endangers the 7.1.6 health or safety of people or property or for reasons of security. In addition, the USMTM Commander may bar an individual from entering the compound under the authority of 18 U.S.C. 1382. Removal from Al Nakhla of a contractor employee in accordance with above shall not relieve the Contractor from the requirement to meet all of the terms and conditions of the contract.

2 SAFETY AND ACCIDENT PREVENTION

2.1. THE CONTRACTOR SHALL:

2.1.1. Conform to the specific safety requirements established by this contract, and comply with the safety rules of Al Nakhla that concern related activities not directly addressed in this contract.

2.1.2. Appoint a Safety Officer. The Safety Officer will be responsible for monitoring the contractor in the area of safety and accident prevention and taking all reasonable steps and precautions to prevent accidents and preserve the life and health of contractor and Government personnel performing or in any way coming in contact with the performance of this contract. The Safety Officer shall take any additional immediate precautions as the Contracting Officer may reasonably require for safety and accident prevention purposes

2.1.3. Comply with all OSHA Rules, Regulations and US Army Corps of Engineers Safety and Health Requirements Manual:

http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM 385-1-1_English_2003.pdf also available in Arabic http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM _385-1-1_Arabic_2003.pdf.

http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM385-1-1_English_2003.pdf%20also%20available%20in%20Arabic http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM385-1-1_English_2003.pdf%20also%20available%20in%20Arabic http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1_Arabic_2003.pdf.

http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1_Arabic_2003.pdf.

2.2. FIRE SAFETY

2.2.1. APPLICABLE PUBLICATIONS: Publications listed below form part of this Article to the extent referenced. Publications are referenced in text by basic designations only.

American Society for Testing and Materials (ASTM):

E84-13a….……. Surface Burning Characteristics of Building Material National Fire Protection Association (NFPA):

10-2013……........ Standard for Portable Fire Extinguishers 30-2012……........Flammable and Combustible Liquids Code 51B-2014…….…. Standard for Fire Prevention during Welding, Cutting and Other Hot Work 70-2014……….... National Electrical Code 241-2013….........Standard for Safeguarding Construction, Alteration, and Demolition Operations Occupational Safety and Health Administration (OSHA): 29 CFR 1926.Safety and Health Regulations for Construction

2.2.2. FIRE SAFETY PLAN:

When required per the contract, a fire safety plan must be provided per the guidance in this section:

2.2.3. Establish and maintain a fire protection program in accordance with 29 CFR 1926. Prior to starting work, prepare a plan detailing project-specific fire safety measures, including periodic status reports, and submit to the designated subject matter experts as stipulated in the in-process inspection (IPI) letter for review for compliance with contract requirements.

2.2.4. Prior to any worker for the contractor or subcontractors beginning work, they shall undergo a safety briefing provided by the prime contractor. (Must be a competent person per OSHA requirements.) This briefing shall include information on the construction limits, safety guidelines, means of egress, break areas, work hours, locations of restrooms etc. Documentation shall be provided to the COR that individuals have undergone contractor’s safety briefing.

2.3. SITE AND BUILDING ACCESS:

The contractor shall maintain free and unobstructed access to site for emergency services, fire, police and other emergency response forces in accordance with NFPA 241. Dispose of waste and debris in accordance with NFPA 241. Remove from buildings daily.

2.4. TEMPORARY HEATING AND ELECTRICAL: Install, use and maintain installations in accordance with 29 CFR 1926, NFPA 241 and NFPA 70.

2.5. MEANS OF EGRESS: Do not block exits for occupied buildings, including paths from exits to roads.

2.6. EGRESS ROUTES FOR CONSTRUCTION WORKERS: Maintain free and unobstructed egress, inspected daily.

2.7. FLAMMABLE AND COMBUSTIBLE LIQUIDS: Store, dispense and use liquids in accordance with 29 CFR 1926, NFPA 241 and NFPA 30.

2.9. EXISTING FIRE PROTECTION: Do not impair automatic sprinklers, smoke and heat detection, and fire alarm systems, except for portions immediately under construction, and temporarily for connections. Provide fire watches for impairments more than 4 hours in a 24-hour period. Request interruptions in accordance with Article, OPERATIONS AND STORAGE AREAS, and coordinate with the appropriate subject matter expert. All existing or temporary fire protection systems (fire alarms, sprinklers) located in construction areas shall be tested as coordinated with the Fire Department. Parameters for the testing and results of any tests performed shall be recorded by the contractor and copies provided to the appropriate subject matter expert and the contracting officer.

2.10. SMOKE DETECTORS: Prevent accidental operation. Remove temporary covers at end of work operations each day.

2.11. HOT WORK: Perform and safeguard hot work operations in accordance with NFPA 24 and NFPA 51B. Obtain permits from ANRR Fire Department at least 72 hours in advance.

Designate contractor's responsible project-site fire prevention program manager to supervise hot work.

2.12. FIRE HAZARD PREVENTION AND SAFETY INSPECTIONS: Inspect entire construction areas weekly. Coordinate with, and report findings and corrective actions weekly to the appropriate subject matter expert.

2.13. SMOKING: Smoking is PROHIBITED in and adjacent to construction areas inside existing buildings and additions under construction. Also, in separate and detached buildings under construction, smoking is PROHIBITED except in designated smoking rest areas.

3. SUBMITTALS:

3.1. The Government may request submittals in addition to those specified when deemed necessary to adequately describe the work covered in the respective sections. An appropriate subject matter expert shall inspect and approve all items prior to submittal and sign and date submittal to indicate action taken.

3.1.1. Include within submittals items such as: Contractor’s, manufacturers, or fabricators drawings, descriptive literature including (but not limited to) catalog cut sheets, diagrams, operating charts or curves; test reports; test cylinders; samples;

O&M manuals (including parts list); certifications; warranties; and other such required submittals. Submittals requiring Government approval shall be made prior to the acquisition of the material or equipment.

3.2. Submittals required under this Contract shall be listed by the contractor in the Material Submittal Register using ENG Form 4288-R, sample provided by the Government. Within 30 days of contract award, the contractor will submit all required submittals to the Contracting Officer for review and approval.

3.3. VARIATIONS/SUBSTITUTION REQUESTS: Variations from contract requirements require Contracting Officer (CO) approval and will be considered where advantageous to USMTM.

3.4. CONSIDERING VARIATIONS: Discussion with the appropriate subject matter expert prior to submission, will help ensure functionality and quality requirements are met and minimize rejections and resubmittals. Specifically point out variations from contract requirements in any variation requests. Failure to point out deviations may result in rejection and removal of such work at no additional cost to USMTM.

3.5. PROPOSING VARIATIONS: When proposing variation, deliver written request to the CO, with documentation of the nature and features of the variation and why the variation is desirable and beneficial to USMTM. If lower cost is a benefit, also include an estimate of the cost savings. In addition to documentation required for variation, include the submittals required for the item. Clearly mark the proposed variation in all documentation.

3.6. WARRANTING VARIATION COMPATIBILITY: When delivering a variation for approval, Contractor warrants that this contract has been reviewed to establish that the variation, if incorporated, will be compatible with other elements of work.

3.7. REVIEWING SCHEDULE MODIFICATION: In addition to normal submittal review period, a period of 10 working days will be allowed for consideration by the CO of submittals with variations.

3.8. SUBMITTAL REGISTER: Prepare and maintain a submittal register showing items of equipment and materials for which submittals are required by the specifications provided as an attachment. This list may not be all inclusive and additional submittals may be required. The Government will provide the initial submittal register form in electronic format.

3.8.1. The Contractor is to track all submittals by maintaining a complete list, including completion of all data columns and dates.

3.9. SUBMITTAL DESCRIPTIONS: When required by the contract, the following shall be submitted by the Contractor to the Contracting Officer for approval, prior to the installation of any materials referenced by the technical sections herein, unless otherwise noted.

3.9.1. CERTIFICATES OF COMPLIANCE: The Contractor shall furnish any manufacturer’s certificates required for demonstrating proof of compliance of materials with technical specification requirements in this contract. Each certificate shall be signed by an authorized officer of the manufacturing company and shall contain the name and address of the Contractor, the project name, location, and quantity and dates of shipment or delivery to which the certificates apply. Copies of laboratory test reports submitted with the certificate shall contain the name and address of the testing laboratory and the date of the tests to which the report applies.

Certification shall not be construed as relieving the Contractor from furnishing satisfactory material, if after tests are performed on selected samples, the material is found not to meet the specific requirements.

3.9.2. SAMPLES: The Contractor shall furnish samples of materials for approval, as required by the applicable sections of the technical specifications.

3.9.3. DESCRIPTIVE DATA: The Contractor shall furnish the manufacturer’s descriptive data, installation instructions, and maintenance instructions, for approval, as required by the applicable sections of the technical specifications.

3.9.4. TEST REPORTS: The Contractor shall furnish copies of test reports for approval to demonstrate compliance with the applicable sections of the technical specifications.

3.9.5. SHOP DRAWINGS: The Contractor shall furnish shop drawings for approval that consist of illustrations, schedules, performance charts, instructions, brochures, diagrams, drawings and other information to illustrate and/or demonstrate compliance to the applicable sections of the technical specifications.

3.9.6. AS-BUILT DRAWINGS:

3.9.6.1. The contractor shall maintain two full size sets of as-built drawings which will be kept current during construction of the project, to include all contract changes, modifications and clarifications.

3.9.6.2. All variations shall be shown in the same general detail as used in the contract drawings. To insure compliance, as-built drawings shall be made available for review to the Government, as often as requested.

3.9.6.3. Contractor shall deliver two approved completed sets of as-built drawings to the Contracting Officer within 30 calendar days after the acceptance of the project by the appropriate subject matter experts.

4. PRE-INSTALLATION CONFERENCE:

4.1 The Contracting Officer will schedule a pre-installation conference after contract award and prior to commencement of work.

5. WORK PERFORMANCE:

5.1 All work performed under this contract shall conform to the best practices of the trade or class of work involved and shall be executed in a careful and orderly manner by workmen skilled in their respective trades. All work shall be performed in strict accordance with the drawings and/or specifications or to current industry standards when not specified. The Contractor shall mark all documentation, drawings, spreadsheets, and word documents at least as “Unclassified//FOUO” or other appropriate security level designation (Secret, Classified, ect.)

6. SANITARY CONVENIENCES:

6.1. The Contractor’s personnel shall be permitted to use a toilet room at the building, subject to the regulations and control of Al Nakhla. The responsible contractor shall ensure that the toilet premise are maintained in a clean and sanitary condition on a daily basis.

6.2. CLEANING: The Contractor shall at the end of each working day by removing from the site all debris resulting from the performance of work. The debris will not be dumped on USMTM or Al Nakhla property unless a non-government owned dumpster is used. If the Contractor uses a dumpster, it shall be emptied before becoming full as to prevent debris from spilling onto the surrounding area. The area around the dumpster shall be kept free of debris. The daily cleaning work will not alleviate the Contractor from the responsibility of the final cleaning for acceptance, upon completion of all work. The Contractor shall coordinate the dumpster location with the appropriate subject matter expert. Federal, State and Local laws and regulations regarding hauling and disposal shall apply.

6.3. DAMAGE: The Contractor shall be responsible to repair and/or replace any damage caused by the Contractor at the site of construction, at no additional cost to USMTM.

7. HOLD HARMLESS:

7.1. USMTM, its officers and agents, will be free from liability for any negligence occasioned by the Contractor’s operations, employees or equipment. In addition, the Contractor will reimburse USMTM for any damage and/or loss that occur as a result of the Contractor’s negligent operations, employees or equipment.

7.2. The contractor shall hold USMTM harmless against any liability imposed by a Federal, State, or Local regulatory agency, resulting from the negligent acts or willful misconduct of the contractor to include assessment of a civil or administrative penalty or fine.

8. QUALITY CONTROL:

8.1. The contractor is responsible for quality control and shall appoint a Quality Control Officer (QC) to ensure that all material and workmanship provided under this contract are in full compliance with contract provisions and applicable codes and standards. The appropriate subject matter experts will provide on-site quality assurance surveillance

(QAS) for their respective area of expertise and will monitor the contractor’s progress and compliance with the contract requirements.