ATTACHMENT_J.8._SOW_DoDEA_FAM_Europe.docx

DoDEA FAM Services & Europe Assessments

1. GENERAL DESCRIPTION.

The Contractor shall provide the services contained herein in support of the The U.S. Army Corps of Engineers (USACE) and Department of Defense Education Activity (DoDEA) with its Facility Asset Management program. Included in this program are Asbestos Hazard Emergency Response Act (AHERA) inspections on each of its facilities, Facility Condition Assessment (FCA) surveys, updates to Facility Utilization Survey (FUS) drawings and database; updates and development of Real Property Inventory (RPI) reports, reconciliation, technical support and database management, and additional data collection and management. The end result these individual elements provides DoDEA a holistic assessment of its portfolio of facilities, which allows DoDEA to plan and resource its MILCON, SRM and other facility operations and maintenance programs.

Below is a general diagram showing how the major tasks and deliverables are associated to provide an integrated solution for DoDEA and the management of its portfolio of facilities.

In addition to conducting surveys, assessments, data collection and reporting, the Contractor shall utilize the BUILDER database and populate it with the data collected under this contract. BUILDER is used to assist DoDEA in managing, planning, documenting, tracking, and reporting data and findings from the assessment and surveys. The Contractor shall provide all necessary technical support for BUILDER and related tools in order to support DoDEA’s data collection and analysis, planning and reporting requirements.

Many of the tasks in this SOW are specific to the Facilities listed in Attachment 1; however, as further described herein, several tasks are to be performed for all DODEA Facilities listed in Attachment 2.

Figure 2:

The Contractor shall conduct assessments as indicated in this SOW and in accordance with the Facilities listed in Attachment 1 & 2 and/or the duration indicated in Section 3.3 (Project Schedule):

In addition to conducting surveys, assessments, data collection and reporting, the Contractor shall utilize the BUILDER database and populate it with the data collected under this contract. BUILDER is used to assist DoDEA in managing, planning, documenting, tracking, and reporting data and findings from the assessment and surveys. The Contractor shall provide all necessary technical support for BUILDER and related tools in order to support DoDEA’s data collection and analysis, planning and reporting requirements.

2. TASK REQUIREMENTS.

2.1. Task 1: Kickoff – For facilities per Attachment 1 & Services contained herein

2.1.1. Kick Off Conference Call. The Contractor shall schedule and host a kick off conference call not later than five (5) working days after notice-to-proceed to discuss expectations, basic procedures, deconflict, schedule, and communicate the requirements of this project.

2.1.2. Kick Off Presentation. The Contractor shall plan, support, and participate in a teleconference kickoff meeting (in-brief) to discuss the work to be accomplished under this contract. The Contractor shall plan for a 1-2 hour meeting. The purpose of the meeting will be for the Contractor to present their plan for accomplishing the deliverables and ensure the Contractor is familiar with the Government’s expectations. Other issues affecting the DoDEA operations will be included in the discussions, at a minimum the following will be discussed: schedule, processes, objectives, tasks, location points of contact, information/data available, various DoDEA policy issues, and various DoDEA procedures for coordinating site visits, DoDEA compliance plans, program, and policy, and site accessibility procedures. A draft version of the kick off presentation shall be submitted electronically to DoDEA Headquarters no later than two days prior to the kick-off meeting for DoDEA approval.

2.2. Task 2: Work Plan - For facilities per Attachment 1 & Services contained herein

2.2.1 General. Prior to the Kickoff meeting, the Contractor shall provide the project work plan that includes a management overview and strategy for managing all project activities such as project costs, key performance indicators, schedules, deliverables, compliance with DODEA policies, and all security requirements such as a favorable “National Agency Check and Inquiries” (NACI) report. The work plan shall be updated within 14 days of notice-to-proceed for each contract option with the appropriate information for that contract option. The Base Bid work plan will include only information related to those tasks included in the Base Bid. The work plan shall address project organization, personnel, management, technical approach, quality assurance, and quality control activities that will contribute to the successful execution of this contract. The work plan shall include an organizational chart outlining roles and responsibilities of all team members followed by resumes and any applicable certifications. At least one member of each facility condition assessment team is required to be a degreed mechanical or electrical engineer. As part of the work plan, the Contractor shall provide a description of procedures used to conduct the assessments. The work plan shall also include sample checklists and sample data collection forms used by the field team during surveys. In addition, the Contractor shall submit a draft generic briefing agenda to be given to DoDEA Facilities upon arrival at each school as well as sample notification emails to superintendents and Principals. The work plan shall also include a sample format for approval for all deliverables associated with this contract as each option is awarded.

2.2.2 Sampling and Analysis Plan. As part of the Kickoff meeting, the Contractor shall also prepare and submit an updated Sampling and Analysis Plan (SAP). The SAP shall consist of both a Field Sampling Plan (FSP) and a Quality Assurance Project Plan (QAPP). The SAP shall be written in accordance with the Asbestos Hazard Emergency Response Act (AHERA). No field activities may be performed until this plan is reviewed and accepted by the Contracting Officer’s Representative (COR).

2.2.3 Site Specific Health and Safety Plan (SSHSP). Prior to the initiation of inspection activities the Contractor shall update the Site Specific Health and Safety Plan to ensure the safety of workers performing the inspections. The purpose of the SSHP is to outline health and safety procedures and protocol to be followed by the contractor/sub-contractor personnel during field activities. No field activities may be performed until this plan is reviewed and accepted by the Contracting Officer’s Representative (COR). The SSHSP must be administered by a qualified safety and health professional and shall comply with all applicable Federal, State, and local health and safety requirements, including the Occupational Safety and Health Administration's (OSHA) requirements (29 CFR 1910 and 1926), the latest edition of U.S. Army Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1). All work shall be performed in accordance with the accepted plan. The SSHSP shall follow the outline presented in Appendix A, MINIMUM BASIC OUTLINE FOR ACCIDENT PREVENTION PLANS, on page A-1 of the EM 385-1-1. Subjects not pertinent to this contract should be listed as not applicable. The Health and Safety Plan shall be adhered to throughout the execution of this contract.

2.2.4 Quality Control Plan. The Contractor shall prepare and submit a Quality Control Plan (QCP). The QCP shall set quality targets for each task under the contract to ensure that deliverables are produced and targets are met.

2.2.5 Transition Plan. The Contractor will prepare a transition plan that will be executed 6 months prior to the end of the performance period. This transition plan will enable the Government to continue existing contractual requirements under a new contract. The Contractor shall provide technical and material support for 90 days to support the incoming contractor.

2.3. Task 3: Asbestos Hazard Emergency Response Act (AHERA) Inspections - For facilities per Attachment 1 & the duration indicated in Section 3.3 (Project Schedule)

2.3.1. Periodic Surveillance. While the Contractor is not responsible for performing 6-month surveillance (as opposed to the AHERA inspection requirement described in 2.3.2 below), the Contractor shall advise DoDEA Facilities of periodic surveillance requirements and explain criteria, objectives, and quality with the school staff that has the responsibility to carry out the periodic surveillance activity. The Contractor shall answer questions by the staff, show the staff how to complete the paper work, and show the staff where to file the completed documents. The Contractor shall be familiar with the DoDEA AHERA Web Training Site and provide instruction to DoDEA Facilities and the school staff on using the site to include retrieving functional forms, uploading documents, and completing the online documentation of the periodic surveillance activity.

2.3.2. Periodic Inspections. In accordance with AHERA (40 CFR 763) the Contractor shall inspect friable and non-friable known or assumed ACM in each school Facility listed in Attachment 1. For those sites receiving a BUILDER condition assessment and are not scheduled for an AHERA inspection per Attachment 1, the Government expects the Contractor to inventory buildings on site at zero (0) school campuses. The Contractor shall update the AHERA website and record any changes to the condition of the materials and record his or her name and the date of the surveillance in the Asbestos Management Plan (AMP). If not already completed, the Contractor shall remove facility exterior and roof items not covered by AHERA from the periodic inspection list. These items can be noted in the AMP and even noted separately on the surveillance checklist but the individual conducting the periodic surveillance shall be clear that the entry does not need to be surveyed by the school staff. It should be clear that the entry is there primarily as a flag for demolition or renovation projects so the asbestos or assumed asbestos is tested prior to those projects commencing.

The Contractor shall inspect all accessible areas of each school. These areas include, but are not limited to areas above suspended ceilings, pipe chases (accessible), areas with insulated pipe work, Mechanical Rooms, Classrooms, Rest Rooms, Laboratories, Offices, and Pipe Tunnels (accessible and not confined space). During inspections, the contractor shall ensure that the mechanical space(s) that contain asbestos materials are appropriately marked with placards and/or labels. These labels shall be in English and the official host nation language and conform to U.S. EPA requirements. The Contractor shall update the Asbestos Management Plan for each school in accordance with AHERA (40 CFR 763) and applicable host country final governing standards. For each area of a school Facility, the Contractor shall:

1. Visually inspect, and reassess, IAW 40 CFR Part 763.88 the condition of all friable, known, or assumed ACBM.

1. Visually inspect material that was previously considered non-friable ACBM and touch the material to determine if it has become friable since the last inspection.

1. Identify any homogeneous areas with material that has become friable since the last inspection or re-inspection.

1. Assess the condition of newly friable material. For each homogeneous area of newly friable material that is already assumed to be ACBM, bulk samples shall be collected and submitted for analysis in accordance with 40 CFR Parts 763.86 and 763.87.

1. Reassess the condition of friable ACBM previously identified, IAW 40 CFR Part 763.88, the condition of the newly friable material in areas where samples are collected, and newly friable materials in areas that are assumed to be ACBM.

1. If suspect ACBM is discovered, which has not previously been identified in a triennial report, the Contractor shall sample the suspect ACM in accordance with the SSHSP and SAP, and 40 CFR Part 763.88, and assess the condition of the newly discovered suspect or assumed ACBM.

1. Results of newly discovered friable material tested shall be distributed via email to DoDEA Facilities, the COR, and DoDEA Project Engineer within 15 days of analysis. New discoveries should be informally communicated immediately to all concerned at the location until a more refined explanation is provided within the 15 day requirement to local stakeholders.

1. Record the following for inclusion in the Asbestos Management Plan: the date of the inspection; the name and Signature of the person making the inspection; State of accreditation; accreditation number; and any changes in the condition of the known or assumed ACBM. The Contractor shall also record exact locations where samples are collected during the inspection; a description of the manner used to determine sampling locations; the name and signature of each accredited inspector who collected the samples; State of accreditation and accreditation number. Additionally, the Contractor shall document the assessments or reassessments made of friable material, the name and signature of the accredited inspector making the assessment, State of accreditation and accreditation number. Additionally, the Contractor shall provide the name and address of each laboratory performing an analysis of the collected samples, the date of analysis, analytical test results, and analyst signature to the designated person included with the Asbestos Management Plan (AMP).

1. The Asbestos Management Plans shall be signed by an accredited EPA AHERA asbestos management planner. Inspectors shall be EPA AHERA accredited. The Final Asbestos Management Plan shall be posted on the DoDEA AHERA training website as well as signed hard copies provided to the individual schools, and DoDEA District Offices. Electronic files shall be provided to DoDEA HQ, DoDEA Region Offices, and the Norfolk District DoDEA Design Center.

2.3.3. Data Collection. The Contractor shall enter data collected as part of this task into DoDEA AHERA databases. The Contractor shall utilize the Sample Collection Form criteria below when samples are required, using the Data Quality Objectives (DQO) described below.

2.3.4. Asbestos Inspection Data. The Contractor shall provide Asbestos Inspection Data defined under Title 40 CFR, Section 763.85 to fully document operations and maintenance activities associated with information on each sample of suspect material collected. The information documented shall include the location and quantity of all suspect materials, sample numbers, O&M costs, and supporting field notes.

2.3.5. Bulk Material Data. The Contractor shall provide Bulk Material Data to document information about the material from which each sample was collected. This shall include material type, system, size, color, and location.

2.3.6. Material Evaluation Data. The Contractor shall perform a material evaluation to assess the potential hazard of friable and non-friable ACM. The Contractor shall provide data for each type of friable homogeneous material found. The inspector shall accurately and efficiently categorize the material type, condition, and damage potential in accordance with the requirements established by AHERA.

2.3.7. Location of Samples. The Contractor shall document each area on a floor plan and sample site that is inspected and note whether any suspect material is present. A determination of quantity of material will be made by estimating length, width, height, and diameter. The inspectors will also identify any areas of the Facility which were not inspected and reasons they were not inspected.

2.3.8. Bulk Sampling. The Contractor shall sample and analyze suspect materials not included and documented in previous Asbestos Management Plans to determine if asbestos materials are present. Accessible suspect materials to be sampled include, but are not limited to water tank insulation jackets, cementations pipes and joints, boiler jackets, air duct insulation, acoustical surfacing materials, fireproofing, wall and ceiling tiles, ceiling textures, pipe insulation, resilient floor tiles and mastic.

2.3.9. Sampling Strategy. Table 2.1 (below) shall be used to establish the minimum number of samples to be collected from newly discovered assumed or suspect materials of homogeneous appearance. Sample locations within these homogeneous areas shall be randomly selected. The Contractor shall collect samples in accordance with the sampling requirements for the various types of materials as specified in 40 CFR 763.86. The Contractor shall utilize the services of a National Voluntary Lab Accreditation Program (NVLAP) and American Industrial Hygiene Association (AIHA) accredited laboratory for the performance of sample analyses in strict accordance with the requirements of the Contractor’s written and approved SAP, and the laboratory’s approved operations manual. All bulk samples will be analyzed for mineral composition using Polarized Light Microscopy with dispersion staining (PLM/DS). Unusual or unexpected first-time positive results for ACBM shall be re-tested/analyzed to confirm asbestos is present.

Table 2.1 Bulk Material Sampling Strategy

2.3.10. Non-friable Organically Bound (NOB) materials are often not suitable for analysis by PLM. In those cases, supplemental analysis by Transmission Electron Microscopy (TEM) will be used to verify each newly discovered suspect NOB material.

2.3.11. Hazard Assessment. In accordance with AHERA methodology, for each homogeneous area, the Contractor shall assess the current condition of the material and classify it into one (1) of seven (7) categories defined in "Asbestos-Containing Materials in Schools; Final Rule and Notice" (40 CFR 763.88). The Contractor shall assign the level of potential disturbance based on definitions for accessibility, potential for contact, influence of vibration, and potential for air disturbance. The Contractor shall assign a Hazard Rank by combining the condition and potential for disturbance factors on the Hazard Rank Matrix shown below:

· Damaged or significantly damaged thermal system insulation (TSI) ACM

· Damaged friable surfacing ACM

· Significantly damaged friable surfacing ACM

· Damaged or significantly damaged friable miscellaneous ACM

· ACBM with potential for damage

· ACBM with potential for significant damage

· Any remaining friable ACBM or friable suspected ACBM

· Materials that do not fall into any of the seven categories above will be placed into an eighth rank

This assessment will be used by the Contractor’s certified EPA AHERA asbestos management planner to identify the response action required for each homogeneous area of assumed, confirmed or suspected ACM.

2.3.12. 30-Day AHERA Inspection Report. In accordance with AHERA (40CFR 763.85), the Contractor shall submit an inspection report electronically no later than 30-days after inspection completion. In accordance with AHERA regulations, the inspection report will include the following information:

· The date of the inspection, name of inspector(s), signature of each accredited person making the inspection, state of accreditation, and accreditation number.

· An inventory of the locations where samples are collected, dates that samples are collected, homogeneous areas where friable suspected ACBM is assumed to be ACM, and homogeneous areas where nonfriable suspected ACBM is assumed to be ACM.

· A description of the manner used to determine sampling locations.

· A list of whether the homogeneous areas identified are surfacing material, thermal system insulation, or miscellaneous material.

· Assessments made of friable material.

2.3.13. Updating of the Asbestos Management Plans (AMP) and Asbestos Report. The Contractor shall update, or create new if not yet in place, the Asbestos Management Plan and prepare an Asbestos Inspection Report. Existing and new schools are required to have an AMP. This can be a combined document and shall be provided to DoDEA HQ, DoDEA Region office, each of the DoDEA District office(s), the school, and the TM in accordance with the submittal schedule. Outlined below are the three types of asbestos management plans that may be required for the schools listed in Attachment 1:

· Comprehensive AMP – This report is designed to provide a comprehensive asbestos management plan for buildings that require AHERA inspections and do NOT have an asbestos free declaration letter on file

· Combination AMP - This report is designed to include both a comprehensive asbestos management plan for buildings that require ongoing AHERA inspections and an abbreviated asbestos management plan because certain buildings on the campus have an asbestos free declaration letter on file.

· Abbreviated AMP–This report is designed for newly constructed schools or those, which have been renovated to remove all ACBM.

The Asbestos Management Plan and Asbestos Report shall also be uploaded to the AHERA website at the appropriate tree level. Data from each Asbestos Management Plan shall be updated to indicate that non-AHERA exterior and roof items are excluded from the periodic inspection requirement by school staff. Based on current construction schedules, the Government expects 10 such desktop surveys for new or renovated facilities that will be opened during the duration of this contract will be required as part of this contract.

Asbestos Management Plans. The Contractor shall update the Asbestos Management Plan for each school in accordance with AHERA and applicable final governing standards. The Asbestos Management Plans shall be updated and signed by an accredited EPA AHERA asbestos management planner. Inspectors shall be EPA AHERA accredited. School/Facility staff is required to keep the plans up to date by performing a periodic surveillance every six (6) months and updating the AHERA website. The Contractor shall review the existing management plans to ensure each plan is up to date. If they have not been kept current, the Contractor shall provide guidance to DoDEA Facilities on how to properly update and document the plan. Management Plans that are consistently found to be not compliant with regards to documentation of periodic surveillance, annual training, or proper removal actions that have occurred, shall be brought to the attention of the DoDEA Headquarters Program Manager and Region Office AHERA point-of-contact. The Asbestos Management Plans shall include the following:

· Executive Summary

· Inspection Report

· Management Plan

· Appendices

· Also to be included in the body of the report:

The Contractor shall incorporate policies previously written by or developed for the school. The site/school specific plans shall include asbestos inspection reports as specified below.

Asbestos Inspection Report. As part of the Asbestos Management Plans, the Contractor shall provide the results of the asbestos sampling to serve as a comprehensive record of the sampling procedures, sample locations, and the results of the laboratory analysis. The report shall also include the following as a minimum:

1. Completed Facility inspection forms, asbestos priority index calculations, and asbestos-containing material evaluation data, provided as archival backup data.

1. Data for each sample detailing the sample identification number, description of where each sample was taken, sample appearance, analysis procedure/preparation used, amount of material, and type and percent of asbestos present.

1. Hazard Rankings.

1. Updated cost estimates which include unit costs and total dollars for each type of material in each space. Additional information on material qualities shall be included.

1. Floor plans with sample locations indicated. Where no floor plans are available, a combination of sketches and inspection forms shall be used.

1. An AHERA layer will be established for the Facility Utilization Survey (FUS) Drawings for each School/Facility location. The layer attributes will be able to be displayed or turned off on the FUS drawings. AHERA layers will identify all sampling locations carried within the current AHERA report.

1. Recommendations on abatement and management on a room by room basis.

2.3.14. AHERA Sample Storage. The Contractor shall be required to store all AHERA samples resulting from these inspections. Samples shall be stored for the duration listed in Section 3.3. Samples shall be stored in “zip-lock” bags or similarly air tight containers that are, in turn, organized in plastic bags grouped by individual school. The samples will be stored in a securely locked and environmentally controlled site location that will both limit and control access and that will serve to minimize sample disturbance and deterioration for the duration of the contract. The Contractor shall provide information with regards to the actual sample storage site location and address, as well as any other associated information. The Contractor shall provide the Contracting Officer’s Representative with a list of the name(s) of project personnel who are authorized access to the stored sample location. The storage area shall be made accessible to Government personnel to conduct visual inspections, request and remove samples if needed. The Contractor shall provide written notification to the COR within five work days whenever a request is received from DoDEA or Contractor personnel, or any other interested party, for a re-evaluation or re-analysis of a sample that is being stored from this inspection or a previous AHERA inspection. Written notification shall include the name of the individual making the request, purpose or reason for the request, name of the individual(s) entering the sample storage unit and handling the sample(s), requested sample numbers or other sample identifying information, name and qualifications of asbestos analytical laboratory to be used for re-analysis, the name and credentials of the sample analyst, and the sample re-analysis results. The initial notification statement shall be followed by a formal report to the COR within 30 days to address the sample re-evaluation outcome to include any recommended corrective actions already taken or subsequently to be implemented. For samples that exceed the AHERA 4 year storage requirement, the Contractor shall dispose of samples IAW applicable EPA regulations. As part of the Transition Plan, the contractor shall arrange for transfer of the stored samples to the incoming contractor.

2.3.15. DoDEA AHERA Website. The Contractor is required to host, manage, and maintain DoDEA’s Asbestos Management and Training Portal for the duration indicated in Section 3.3 (Project Schedule).

· The Contractor shall address user requests, updates, and inquiries including, but not limited to, establishing new user system access, modifying user location, deactivating users and resolving system issues. The Contractor shall plan on 40 actions for this effort.

· The Contractor shall update and maintain all provided abatement activity and periodic surveillance reporting documentation, both past and present, on the AHERA training site.

· The Contractor shall maintain all DoDEA AHERA Asbestos 2-Hour Awareness Training records, both past and present, to include the web based training and documentation provided for training conducted apart from the web based training.

· The Contractor is responsible for troubleshooting system issues and providing a plan of action and schedule for a fix.

· The Contractor shall update the AHERA training site when notified by the Government of structure changes, realignments, and adding/removing schools, etc.

· Update new schools with no asbestos containing letters of certification.

· The AHERA website shall be operational 24 hours per day seven days a week. Periodic status report is required when system is offline.

2.3.16. DoDEA AHERA DVD Database. At the end of this contract, the Contractor shall provide comprehensive sets of DVDs for the current and previous Asbestos Management Plans, DoDEA AHERA Asbestos 2-Hour Awareness Training records, abatement reports, asbestos-free letters, a report of every user’s testing history, and any other attachments on the AHERA website. The DVDs shall be organized by Region, District and School. Two sets shall be delivered to DoDEA HQ PM, 1 set to Norfolk District COR, and 1 set to each of the DoDEA Region Offices

2.3.17. AHERA Teleconference. The Contractor shall coordinate and host four (4) conference calls or webinars with the DoDEA Headquarters AHERA Program Manager and Region AHERA POCs. The purpose of this call will be for the AHERA POCs to provide input and updates on abatement projects in their respective regions. This meeting will allow the Region POCs to voice specific and unique concerns regarding AHERA, the AHERA training site, and abatement projects to DoDEA Headquarters. The Region POCs will also provide information to the Contractor for updates to the AHERA training site, such as realignments, school openings and closures, staff changes, periodic reports, documents, and asbestos free letters.

2.3.18. Environmental Liability Report Updates. The Contractor shall publish an annual Environmental Liability Report on or before June 30th and/or in conjunction with the publication of the Annual Q-Rating Lock. Additionally, the Contractor will publish periodic updates throughout the contract period of performance in conjunction with the publication of the updated Asbestos Management Plans in accordance with the Deliverable schedule.

2.4. Task 4: Technical Support

2.4.1. The Contractor shall provide technical support required to generate the deliverables described in this SOW and to complete the FAM portfolio management objective. Such technical support shall include data management, data analysis, responding to Government requests for information, and other similar tasks which will ultimately support the production of this requirements holistic assessment of DoDEA’s portfolio of facilities. The Contractor can expect to aid the Government in responding to OSD RFIs, researching real property audit inquires, analyzing condition assessment fluctuations, and/or other analysis and in support of DoDEA’s assessment of its facility portfolio. The Government estimates that 2,000 hours of this type of technical support will be required for this contract. Approval is required by the COR before technical support hours are expended.

2.4.2. Google Earth File. The Contractor shall update and maintain a Google Earth compatible file for all DoDEA schools, DSOs and CSOs. Updates to be provided on a biannual basis.

2.4.3. BUILDER Training. The Contractor shall conduct a total of six (6) virtual BUILDER training sessions. The intent of this training is to familiarize users with the BUILDER application to include menu and report navigation. Each training session is expected to be no more than 2 hours in duration. The first series of training sessions will be focused on Basic BUILDER training and the second series of training sessions is to be focused on Advanced BUILDER training including project planning and prioritization.

2.4.4. Facility Sustainment, Restoration and Modernization. Not used at this time.

2.4.5. BUILDER Data Update. The Contractor shall work with DoDEA and BUILDER Help Desk to ensure all requirements for pricing are updated in BUILDER with the current DoD Pricing Guide provided by DoDEA

2.4.6. Additional Database Security Measures. Not used at this time.

2.4.7. Annual DoDEA Facilities Management Training Workshop – The Contractor shall coordinate with DoDEA personnel. Objective of the meeting is to review and discuss BUILDER findings and trend analysis, BUILDER training, preparations for Annual Lock and other support as required by DoDEA. Dates for on-site meetings are TBD and shall be coordinated with USACE and DoDEA at least 30 days in advance. The Contractor shall be in attendance on-site and prepare/distribute copies of meeting materials at least one week prior to the meeting to all participants. Up to three Contractor project team members shall be in attendance.

2.5. Task 5: Q (Quality) Ratings – For the duration indicated in Section 3.3 (Project Schedule)

2.5.1. The Contractor shall use current OSD guidance to determine a facility condition index (FCI) and quality rating (Q-Rating) on every Permanent (P) and Semi-permanent (S) Facility within the DoDEA inventory. The Contractor shall provide a complete list of expired systems for DoDEA facilities. BUILDER facility data analysis is attributed to CI, Q-Rating values, and building reports generated from BUILDER. Increases two levels higher or lower for a Q-Rating change require explanation. Change to schools included in the MILCON replacement program at a building or school level (i.e. Q1 to Q3 or Q3 to Q1) Contractor will provide an overview and rationale for contributing factors, including: comparison of distribution of renewable costs among the building systems contained applicable cost models, and a summary of changes in component sections and associated requirements. This analysis will be provided at the time of the Q-Rating changes, which occurs at the time facility condition assessment reports are published, during Annual Q-Rating Lock activities (i.e. updating DoD Pricing guide, DoDEA Region Office project updates) and change of fiscal year.

2.5.2. Monthly Q-Rating Report. The Contractor shall provide Q-Rating Reports for all DoDEA schools, DSO’s, CSO’s and associated facilities down to the Facility level on the tenth (10th) day of each month for the duration of this contract. The Contractor shall provide an explanation of any Q-Rating changes from the previous report for facilities. Exception and detail reports shall be provided as requested to justify reported condition or change. For facility data stored within BUILDER, CI and Q-Rating values will be included in analysis for facilities.

2.5.3. The contractor shall prepare the monthly Q-Rating Analysis and publish the DoDEA HQ report and Region Office reports. Analysis includes monthly updates of the following for schools and buildings:

2.5.4. Annual Q-Lock Analysis. The Contractor is responsible for preparing and coordinating DoDEA’s annual Q-rating lock. This is expected to occur in/or around June. The Contractor shall use project information and relevant data for changes to school’s Q-ratings provided by DoDEA for all facilities in the inventory to adjust cost models and update Q-Ratings prior to the annual lock. These updates will be vetted with DoDEA prior to finalizing the annual.

2.5.5. Services Condition Index Top Load. The Contractor shall provide Condition Index (Q-ratings) required for Army, Air Force, Marine, Navy, and Coast Guard Top Load reporting.

2.5.6. MILCON/POM Support Analysis. The Contractor shall provide information to support DoDEA’s MILCON program and POM briefing slides upon request for facilities not yet converted to BUILDER. For facility data stored within BUILDER, CI and Q-Rating values will be included in analysis for facilities.

2.6. Task 6: Facility Utilization Survey (FUS) Drawings and Database - For Facilities in Attachment 1 & the duration indicated in Section 3.3 (Project Schedule)

2.6.1. Field Measurements: The contractor shall measure Facilities in Attachment 1 using current standards to produce floor plan drawings. Drawings shall be consistent with DoDEA’s approved FUS format.

2.6.2. Desktop Updates: The contractor shall either produce new or update existing floor plan drawings for Facilities in Attachment 1. Data for updates will be provided by the government and may include As-Built Drawings or new school designs. All FUS drawings shall also be updated to include the real property GFB block.

2.6.3. Data Format: The FUS provides an accurate graphic and non-graphic record of facility utilization data and Computer-Aided Design (CAD) floor plans. The graphic files shall be compatible with AutoCAD 2012 or other user application and/or presentation media. The non-graphic files/data shall be compatible with Builder facility asset management protocols and naming conventions. The guiding standard for layout of the drawings will be A/E/C CADD Standards, as modified by DoDEA. CAD file and drawing layout shall conform to the standards inherent in the FUS drawing set received from DoDEA. A licensed copy of all text fonts used, which are not standard with AutoCAD 2012, shall be furnished to DoDEA.

2.6.4. Drawing Format: Facility drawings shall show the footprint including permanent and semi-permanent partitions, an accurate depiction of wall thickness, windows and doors, room numbers, room use, stairs, and other architectural features such as toilet partitions, water closets, urinals, sinks, drinking fountains, kitchen and science counters, teaching walls, etc. Each space on the floor plan shall be labeled with a room number, area (in both SF and SM), and description (office, classroom, gymnasium, etc.). A standard list of room use descriptions will be provided by DoDEA. Naming conventions shall consist of both current use (displayed) and designed use if current use is obviously different than that for which the space was designed. This information shall be linked to the Builder database so that when the database is updated the drawing will easily be updated. The drawings shall be plotted from CAD. All floors of all facilities located on a site shall be included in one drawing file. Where a single floor cannot be shown in its entirety due to the scale, appropriate page breaks (layouts) shall be made in paper space so there will be no loss of information. A key plan shall be provided on all drawings. The title block shall be in paper space. The drawings shall be scaled in paper space, scaled for clarity and ease of use. The title block will be supplied to the Contractor. All drawings shall be labeled with an appropriately oriented North Arrow. The DoDEA file naming convention for all drawings shall be utilized. An electronic copy of each school uploaded to Builder and transmitted via the AMRDEC website and DVD to the Region POC, Headquarters Program Manager, and Norfolk District TM.

2.6.5. Space Utilization Assessment. The Contractor shall perform a space utilization assessment to determine current use.

2.6.6. Space Utilization Reports. The Contractor shall provide space utilization data in table format and on the drawings.

2.6.7. A full FUS will be conducted on all facilities listed. In addition, the Contractor may update FUS drawings for facilities that have had changes with respect to AHERA inspections as required by the Government. New or renovated facilities do not require a complete FUS survey, however the Contractor shall perform a desktop update for new or renovated facilities. The updates shall be derived from As-Built Drawings or new school designs furnished by the Government to ensure final designs are incorporated into the FUS database. Based on current construction schedules, the Government expects 10 such surveys for new or renovated facilities that will be opened during the duration of this contract will be required as part of this contract. This shall also include a FUS for the DoDEA occupied space within the Mark Center to include (1) annual edit. Finally, the Contractor shall include mowing and/or snow removal maps for all facilities as indicated in the facilities list.

The tasks required in producing the drawings include:

a. Document the CAD standards being followed in the FUS drawings and files. Documentation will include but not be limited to file naming convention, file structure, layer structure, line weights, line styles, pen tables, and fonts. This information shall be submitted for review and approval in the work plan.

b. Update and produce Cover Sheet and for report

c. Update and produce Table of Contents (TOC) for each binder

d. Collate each district by school location

e. FUS updates shall include drawings in 11”x17” format and arranged according to the table of contents.

f. U.S standards and conformity system, e.g. American National Standards (ANSI) or similar is required for all drawings.

g. Contractor is responsible for the readability of all hard copy and electronic copy drawings.

h. For installation map, list multiple schools as long as they are located on that installation.

i. Provide drawings that depict the building age and year built by section.

j. AHERA legend is not included on FUS drawings.

k. All drawings must include a legend summarizing the floor plan/layout to include gross square foot/net calculations. The GSF drawing will include a table listing total GSF by building. The table will be placed in a consistent location within the GSF drawings.

l. Provide an electronic file (.pdf or other) with the ability to zoom out to view the entire floor of a Facility and zoom in to view individual room name tags and numbers. This file shall be submitted via email or AMRDEC to DoDEA Headquarters, Region POC, and Norfolk District TM.

m. Temp Occupied and Relocatable report. At the Government’s request, the Facility Worksheet and Temporary Facilities reports will include updated photos, date of construction, Service, Real Property and Site Unique Identification (RPSUID), Real Property Unique Identifier (RPUID), Facility type, construction type and GSF values for the facilities converted to BUILDER. In order to do so, Contractor will enter date of construction, Service, RPSUID, RPUID, Facility type, construction type and GSF values and include an updated photo of the Facility into BUILDER (if appropriate corresponding fields are available) and DFAM to assure existing Facility related reports are updated and available to DoDEA

2.6.8. Data Collection (Only for full FUS). For facilities listed in Attachment 1, The Contractor shall verify facility dimensions and layout using as-built drawings and field measurements. Facilities to be evaluated shall include all buildings including temporary and relocatable buildings, as well as site features/elements, which are limited to playgrounds and playfields,. The Government will furnish the most current electronic and/or paper drawings of each facility available. If no drawings exist, the Contractor shall produce CAD drawings from field surveys within allowable tolerances. Where there are differences in gross area from the previous Facility Utilization Survey, the Contractor shall provide an explanation as to why the change occurred i.e. demolition or construction). No changes shall be made to official/existing size values of facilities previously captured in a FUS without a documented demolition, construction, or transfer/turn-over occurring to cause a change. If there are special circumstances found that warrant a change these circumstances shall be presented to DoDEA with a recommendation for a determination. Any change that does include demolition, construction, or transfer/turn-over shall include key supporting documentation (KSDs) that site the cause for the change. The contractor would be responsible for collecting the KSDs while on site during the surveys. Site information captured as part of 2.3.11.2 below, shall be captured in the master real property inventory database, this information shall include individual site asset information that can be rolled up and sorted by site location. Site information captured for the master list shall include the geo-tag information so that sites with multiple assets of the same type can be distinguished (i.e. multiple playgrounds and/or courts). Identified real property assets shall be compared to the real property reconciliation with host installation data to determine missing, added, or assets with differences. Noted differences shall include any utilities and other below ground assets not currently tracked.

2.6.9. Temp Occupied and Relocatable Facilities. The Contractor will collect and maintain data for occupied temporary or relocatable Facilities that can be reported separately from others. The data shall include what the facility is used for (i.e., classroom training, storage, admin, etc.) and its age.

2.6.10. Space Name Standards. The Contractor shall review the current complete list of space names used in FUS and provide recommendations for standards in order to eliminate duplicate space names. The Contractor shall work with DoDEA to develop an approved list and use only the space names on that list in the DoDEA FUS updates.

2.6.11. Computer Database Files. The Contractor shall provide/develop/update both graphic (CAD) and non-graphic computer database files in accordance with established FUS standards as follows:

2.6.11.1. Installation Map. The Contractor shall provide a map of the installation showing the location of all DoDEA sites on that installation. All DoDEA sites shall be properly labeled with readable text when printed on 11”x17” paper. This map shall be plotted to fit on 11”x17” paper and does not need to be plotted to scale.

2.6.11.2. Site. The Contractor shall provide school site maps showing all facilities, roads, parking areas, sidewalks, recreation areas, sports fields, walls, fences, Facility numbers, RPUID’s, courts, play surfaces, playgrounds, lighting, monuments/memorials, flag poles and other facilities in the immediate vicinity of the school property boundaries. Site maps shall show different pavement types and playground surfaces, e.g., asphalt, concrete, paving stone, grass, safety tile, poured-in-place, etc. Based on current OSD Real Property site elements and unit of measure requirements, the Contractor will photograph and quantify each of the elements including documentation for site elements not noted in the OSD RPI database. The contractor will also include Geographical Spatial Information for applicable real property inventory elements. Site information captured for the master list shall include the geo-tag information so that sites with multiple assets of the same type can be distinguished (i.e. multiple playgrounds and/or courts. Identified real property assets shall be compared to the real property reconciliation with host installation data to determine missing, added, or assets with differences. Noted differences shall include any utilities and other below ground assets not currently tracked. The below ground and utility assets shall not be part of the survey, just noted and tracked against the reconciliation. Annotations shall also be summarized in the reports and in the database. The Contractor shall measure Facility exteriors where there are apparent inconsistencies in Facility footprints. The Contractor shall obtain areas from DoDEA supplied "as- built drawings" or current FUS drawings where possible, but where there are inconsistencies between the "as-builts" or current FUS drawings and the existing site, measurements shall be made to determine the correct Facility footprint with an accuracy of +/- 18 inches (457 mm). The Contractor shall provide an overall site plan as well as enlarged site plan(s) as necessary. Enlarged site plans shall include the Facility floor plan(s) with references to the appropriate sheet numbers of the floor plan drawings.

Additionally, for DoDEA Americas and Europe, the Contractor shall provide school site maps showing all facilities, roads, parking areas, sidewalks, recreation areas, sports fields, walls, fences, Facility numbers, RPUID’s, courts, play surfaces, playgrounds, lighting, monuments/memorials, flag poles and other facilities in the immediate vicinity of the school property boundaries. Site maps shall show different pavement types and playground surfaces, e.g., asphalt, concrete, paving stone, grass, safety tile, poured-in-place, etc. using a desktop method i.e. Google Earth for Geographical Spatial Information.

2.6.11.3. Outline Schools on Site Maps. The Contractor shall provide a base map showing relative location to other DoDEA school/DSO/CSO/ or maintenance facilities or base entrance gate.