Section_J_Attachment_19.docx

SECTION J, ATTACHMENT 19

DATA ITEM DESCRIPTION

TABLE OF CONTENTS

OMB NO 0704-0188

1. TITLE

PRELIMINARY ASSESSMENT REPORT

2. IDENTIFICATION NUMBER

DID001

3. DESCRIPTION / PURPOSE

To document the results of the contractor’s Preliminary Assessment relative to a proposed project.

4. APPROVAL DATE

(YYMMDD)

5. OFFICE OF PRIMARY RESPONSIBILITY

6a. DTIC APPLICABLE

6b. GIDEP APPLICABLE

7. APPLICATION / INTERRELATIONSHIP

This Data Item Description (DID) states the content requirements for a preliminary assessment report.

8. APPROVAL LIMITATION

9a. APPLICABLE FORMS

9b. AMSC NUMBER

10. PREPARATION INSTRUCTIONS. Each site proposal shall be in accordance with this DID.

10.1 The contractor shall provide and submit to the Government a preliminary assessment report for each preliminary assessment performed. The preliminary assessment report shall document all significant aspects of the survey, including but not limited to the problem under investigation, people contacted during the visit, relevant information obtained from site personnel, availability and quality of as-built drawings, maintenance records, measurements taken, equipment inspection details, determination of problem areas and recommendations to resolve the problems, and estimated energy cost-saving measure (ECM) cost, if appropriate. Type, location, and amount of hazardous materials shall be documented along with a proposed method of labeling, handling, removal, and disposal. Removal of hazardous materials shall be in a manner that minimizes impact on the ECM schedule. A proposed cost for this effort shall also be included. The report shall include a narrative describing the proposed ECM in concept, accompanied by sketches of the proposed ECM; descriptions of the equipment to be supplied. The contractor shall propose the details and scope of work for a feasibility study of ECMs which are to be pursued. Areas shall be prioritized base on energy savings potential, cost of implementation, and payback potential so that projects can be selected for further feasibility study.

The Preliminary Assessment shall investigate many areas of potential cost savings. The report shall list each area investigated and not selected for further review. A justification for dismissal shall be included so that this area is not reviewed again unless there are significant changes.

10.2 Preliminary Assessment format should be in accordance with FEMP standards and guidelines.

10.3 Information identified in this DID should be utilized to enhance the descriptions contained in the FEMP formats.

10.4 Financial schedules shall be included as part of this submittal as identified in Section J attachments 5 and 6.

11. DISTRIBUTION STATEMENT

DD Form 1664, JUN 86 PREVIOUS EDITIONS ARE OBSOLETE Page 1 of 1

Data Item Description DID001, Continued

OMB NO 0704-0188

1. TITLE

FEASIBILITY STUDY

2. IDENTIFICATION NUMBER

DID002

3. DESCRIPTION / PURPOSE

To provide details concerning the cost feasibility of the proposed energy cost-saving measure (ECM)

7. APPLICATION / INTERRELATIONSHIP

This Data Item Description (DID) identifies the Government requirements for feasibility studies to be performed under this ECM.

10. PREPARATION INSTRUCTIONS. Each feasibility study shall be in accordance with this DID.

10.1 The contractor shall perform a life cycle cost analysis in accordance with National Institute of Technology and Standards Handbook 135, using the current Department of Energy’s Energy Escalation Rate Calculator and other applicable criteria as specified by the Contracting officer for each ECM. The report shall state the purpose of the study; identify pertinent data; list and discuss all assumptions, provide a detailed cost breakdown of the action, show calculations of all costs and savings, with a brief narrative describing each calculation, life cycle analysis yearly breakdown and results, recommendations, conclusions, an analysis for sensitivity of all significant variables and other pertinent data. The feasibility study shall document the technical approach of the ECM including drawings, sketches, and equipment catalog cuts, to the extent needed to define the means and method of ECM. This submittal should provide sufficient detail to present the concept of the design (35% design or greater). The submittal shall include the proposed estimated cost to develop the design. The proposed estimated cost will be negotiated with the Government and resubmitted as required. Recap sheets used as provided in the Task Order Schedules in Attachment J-6 or as provided by the FEMP Guidance shall be incorporated in the study.

10.2 The contractor shall evaluate the financial aspects of the project from the contractor’s and the Government’s points of view taking in consideration the cost to develop the project and the cost to administer the contract. The contractor shall use the National Institute of Standards and Technology Handbook 135 life cycle cost procedures, energy escalation rates and discount rates when determining the life cycle cost of the project from the Government’s perspective unless otherwise directed by the contracting officer. The contractor shall use the contractor’s own financial criteria when determining life cycle cost of project from the contractor’s perspective.

10.3 An outline draft of the planned M&V Plan shall be included which will clearly indicate the approach to measuring and verifying savings for this project. Actual cost savings utilizing best available data during time period for M&V reporting shall also be included along with risk analysis.

10.4 The Feasibility Study shall be combined with the ECM proposal, DID003 into one document that contains all the information listed in this DID.

DD Form 1664, JUN 86 PREVIOUS EDITIONS ARE OBSOLETE Page 1 of 1

Data Item Description DID002, Continued

OMB NO 0704-0188

1. TITLE

ECM PROPOSAL

2. IDENTIFICATION NUMBER

DID003

3. DESCRIPTION / PURPOSE

To provide a detailed energy cost-savings analysis, with a thorough description of all assumptions, all calculations used to derive the savings prediction, and supporting documentation such that the Government can completely verify the accuracy and logic of the savings estimate.

7. APPLICATION / INTERRELATIONSHIP

This Data Item Description (DID) describes the details required for an ECM proposal.

10. PREPARATION INSTRUCTIONS.

The ECM proposal shall include the project overview, technical proposal, and price proposal as outlined in Section H.4 of the RFP. A narrative executive summary which defines the effort to be performed shall be provided. The narrative shall briefly cover the design of the system/modification to be provided and each major topic indicated below.

10.1 Savings Estimate

10.1.1 Energy Cost-Savings Estimate. The contractor shall provide a detail energy savings analysis with a thorough description of all assumptions all calculations used to derive the savings prediction, and supporting documentation such that the Government can completely verify the accuracy and logic of the savings estimate. If a computer program is used to calculate the savings, a step-by-step hand calculation which shows the procedure and logic used by the software shall be provided. For example, if a computer program is used to determine the energy used to heat and cool a building before and after an insulation retrofit, a simplified hand calculation which verifies the order of magnitude of the results and presents the logic and assumptions used by the software shall be provided. An electronic copy of the program file shall be provided for Government inspection and review, along with access to the software used to generate the program. Working copies of Excel spreadsheets shall be included in electronic format.

10.1.2 Ancillary-Savings Estimate. An estimate of ancillary savings shall be submitted. The estimate shall include a narrative which describes the operation, maintenance, and repair cost currently being borne by the Government for which the contractor is either going to assume responsibility or eliminate. The cost of operation, maintenance, and repair is subject to review, modification, and approval by the Government.

10.2 Energy Cost-Savings Determination Method. The Contractor shall provide a proposal which indicates how savings generated by contractor efforts during the life of the energy cost-saving measure (ECM) will be determined.

10.3 Information identified in this DID should be utilized to enhance the descriptions contained in the FEMP formats.

10.4 FEMP Report should include Section J Attachments 5, 6, 7, 8, 9, 10, and 11.

DD Form 1664, JUN 86 PREVIOUS EDITIONS ARE OBSOLETE Page 1 of 8

Data Item Description DID003, Continued

10.2.1 Baseline Energy Usage. The Contractor shall submit for review and approval the method and means the contractor plans to use to predict the amount of energy the system in question would have used had the contractor not implemented the ECM. The contractor shall submit all supporting documentation used to arrive at this baseline, along with a narrative which completely and clearly describes the methodology employed and the assumptions made. The contractor shall indicate how this baseline affects other baselines already in effect for other projects, how this baseline may impact baselines for future projects, and how future energy cost-saving projects implemented in the area by parties other than this contractor may affect this baseline

10.2.2 Actual Energy Usage. The contractor shall submit for review and approval the method the contractor plans to use to measure or calculate the amount of energy the system uses after implementation of the ECM. The contractor shall submit all supporting documentation, along with a narrative which completely and clearly describes the methodology to be used to determine actual energy usage and the assumptions made. The contractor shall indicate how this actual energy usage determination method affects others already in effect for other projects, how it may affect future projects, and how future energy projects implemented in the area by parties other than this contractor may affect the proposed actual energy usage determination method. The contractor shall indicate if additional meters will be required. If additional meters will be needed, the contractor shall indicate where they will be provided, what type meters will be installed, how the meters will be monitored, and when they will be read. Identification of actual energy data shall be accomplished in the most economically viable means given the relative size of the ECM.

10.2.3 In addition to the actual energy usage, the energy usage as defined and detailed in the proposal must be included so that proposed, agreed upon, and actual energy can be correlated.

10.3 Ancillary Cost-Savings Determination Method. The Contractor shall submit the contractor's proposed method of determining ancillary cost savings during the life of the ECM. The method may include adjustments for cost inflation and equipment deterioration during the term of the ECM, if appropriate. The Government may require changes to the methodology to reflect real world funding constraints.

10.4 Energy and Maintenance Savings-Sharing Arrangement. The contractor shall propose the savings-sharing arrangement by which the portion of the verified savings which the contractor will receive will be determined. The method selected should minimize the impact on the contractor of factors beyond the contractor's control. For example, the contractor might install a propane-air mixing plant to use as a backup to the natural gas supply so that the installation could procure natural gas at an interruptible rate. Since the savings generated by this effort would increase with the Government's usage of its natural gas-burning facilities and decrease as the Government reduced usage of its natural gas-burning facilities, sharing the savings on a percentage basis would vary the contractor's payment based on natural gas-burning facility usage, which might not be under the contractor's control. In such a case as this, a fixed-price payment subject to available savings might be the most appropriate arrangement since the contractor would receive a negotiated fixed payment as long as the contractor provided a reliable backup to the natural gas supply and as long as the Government used enough natural gas to create sufficient savings to cover the contractor's payment. If, on the other hand, the project in question consisted of an extensive retrofit in the multi-building barracks area, then payment to the contractor based on a percentage of verified savings might be the most appropriate arrangement, since the contractor's efforts would control the potential savings and this payment scheme would encourage the contractor to work hard to maximize savings in which the contractor would share. The Government has the right to modify the method proposed to ensure that the payment determination scheme places the risk on the appropriate party and motivates the contractor to perform to the contractor's maximum potential. The contractor has the right not to perform the ECM if the contractor does not accept the modified payment determination method. The method selected may be a combination of a fixed- price payment subject to available savings and a percentage sharing of the remaining savings, if appropriate. The following are examples of how payments may be determined, but the method selected is not limited to the examples presented herein.

10.4.1 Contractor Payment Methodology

10.4.1.1 Percent-Derived Method. This method may best be utilized when savings are primarily controlled by the contractor's actions. The negotiations between the Government and the contractor will deal with technology type, cost to develop the ECM, financing of the ECM (all costs and financing terms, including equity financing, are subject to contracting officer approval), monthly payment, percentage of savings to the Contractor, baseline methodology, and length of the contract. At the time of negotiation, the contractor will already have bid a markup for all technology types. These markups or an alternate rate less than those allowed by the contract will be used in determining the monthly payment that the Contractor will receive.

The following example illustrates how the monthly payment will be developed.

Assume that the Government and the contractor have agreed on an 8-year contract for an ECM. Construction will take 1 year, during which time no savings will accrue. The contractor will have 7 years in which to recoup contractor costs and make a profit.

Assume that the contractor proposes to install ground-coupled heat pumps in the family-housing area of a base.

Assume that the annual savings are:

Energy: $2,000,000

Maintenance: $300,000

The monthly payment required by the contractor becomes:

Assume that the contractor obtains 12 percent financing for 7 years for the ECM.

Debt repayment: $ 1,250,000 x capital recovery factor

This is the basis for the energy cost-savings sharing arrangement.

The contractor may also propose a percentage of savings that the contractor wishes to receive. Assume, for example, that the total savings for the month is:

Total Savings = $191,667 Contractor bid permit = $54,075/$191,667 =0.2821 or 28.2 percent Therefore, the contractor would propose to receive 28.2 percent of the savings for 7 years.

10.4.1.2 Straight Dollar Method. This method may be best utilized when savings are controlled primarily by factors outside the contractor's control. The negotiations between the Government and the contractor will deal with technology type, cost to develop the ECM, financing terms of the ECP (all costs and financing terms, including equity financing, are subject to the approval of the contracting officer), monthly payment, percentage of savings due to the contractor, baseline methodology, and length of the contract. At the time of negotiation, the contractor will already have bid a markup for all technology types. These markups or a reduced markup will be used in determining the monthly payment the contractor will receive.

The following example illustrates how the monthly payment will be developed.

Assume that the Government and the Contractor have agreed on an 8-year contract for this ECM. Assume that construction will take 1 year, during which time no savings will accrue. The contractor will have 7 years in which to recoup costs and make a profit.

Assume that the contractor proposes to install ground-coupled heat pumps in the family-housing area of a base. Assume, further, that the contractor bids a 25-percent markup on the ground-coupled heat pump technology and a 25-percent markup on ancillary items. (Note that if the contractor bids an unidentified technology or an ECM that mixes technologies, then the proper markup must be negotiated with the contracting officer). Assume that the Contractor's costs are:

Assume that the annual savings are:

Energy: $2,000,000

Maintenance: $300,000

Assume that the contractor obtains 12 percent financing for 7 years for the ECM. The monthly payment required by the Contractor becomes:

Debt Repayment: $1,250,000 x capital recovery factor

$1,250,000 x 0.2191 / 12 = $22,825

O&M cost: $300,000 / 12 = $25,000

Therefore, the contractor will receive this monthly payment as long as there are sufficient energy and ancillary cost savings available. In a case where sufficient funds in any given month due to factors beyond the contractor's control, the amount due to the contractor will be added to the next months bill (interest free). If at the end of the contract term the contractor has not received all payments due to the contractor, the contract may be extended (at the contracting officer's direction) to allow the contractor to receive all payments due.

10.4.1.3 Other Payment Determination Methods. These examples are only suggested ways to determine payment. The contractor's payment may be determined by a combination of these two methods or can be determined in another manner. The payment determination method should be structured to place the risk with the party that controls the factor(s) causing the risk. For example, if the contractor repairs, cleans, and modifies a boiler to increase its efficiency, the total dollar savings generated by the project depends on how much the Government uses the boiler. Therefore, total dollar savings may be affected by the Government, and it may be appropriate to place the risk associated with boiler usage fluctuations on the Government by paying the contractor via the straight dollar method. On the other hand if the contractor undertakes an electrical demand reduction project which involves the installation of electric generators to reduce the billing demand, then the performance of the contractor greatly affects the savings generated and, therefore, the percent-derived method may be appropriate.

10.4.4.4 Markup can not be applied to interest costs.

10.5 Maintenance and Repair. The contractor shall submit the contractor approach to maintenance and repair of the systems to be modified by this ECM as appropriate. The contractor shall describe the maintenance and repair organization to be utilized in this effort. The contractor shall describe in detail the maintenance and repair tasks to be performed, the number of maintenance personnel on site , the qualifications and duties of the personnel, and the personnel schedules. The contractor shall provide specific details and plans for scheduled, preventive, unscheduled, and emergency maintenance and repair. The contractor shall explain all contractual relationships involved if the maintenance and repair service is to be provided by a firm(s) other than the contractor. The contractor shall discuss how the contractor will interface with others who may have maintenance responsibility in the same area. The contractor shall describe how the contractor proposes to receive and respond to both routine and emergency requests for maintenance and repair services, including response times for both and maximum times for completion of repair of failures which may require the removal of equipment from service or limit the equipment's effectiveness. The contractor shall indicate spare parts availability. The contractor shall discuss service equipment and tools needed to perform contractor duties and how the need for this equipment will be met. The contractor shall define specifically the boundaries of the maintenance effort for which the contractor proposes to assume responsibility. In some cases, the Government may provide maintenance and repair services. The Government will be responsible for maintenance and repair of Government-owned; contractor-modified systems only if so stated in the approved ECM and only if the contractor specifically absolves the Government of liability for lost savings due to Government action or inaction. The ECM shall also state that the Government is responsible for providing only such maintenance and repair services as are within the Government's capability, recognizing that funding and personnel resource limitations may at some point during the term of the ECM limit the maintenance and repair efforts that the Government can provide. Even though the Government may be responsible for performing some of the maintenance or operation, the Contractor has the overall responsibility to assure these activities are being accomplished as per manufacturers’ requirements. Contractor shall immediately notify the Government if activities are not being performed as required so corrective action can be taken. Contractor must perform required maintenance, repair, and replacement unless specifically stated in writing by the installation that the installation has the capability and resources to perform the required work and only if approved by higher headquarters authority. Non-replacement ECMs (or additional ECMs), since there will be additional maintenance, repair, and replacement responsibilities without additional Operational and Maintenance budgets will be extremely difficult for maintenance performance by the Installation.

10.6 Operation. The contractor shall explain the contractor approach to operation of the ECM if appropriate. The contractor shall describe in detail the operation tasks to be performed, the number of operators on site, the qualification duties of the operators, and the operator schedule. The contractor shall describe all contractual relationships involved if operation is to be provided by a subcontractor. The contractor shall indicate what conditions the systems and services the contractor will provide or will be contractually obligated to maintain, such as minimum and maximum space temperatures, lighting levels, flow rates, steam pressure and quality, reliability and availability, and other conditions pertinent to the ECM.

10.7 Schedule. The contractor shall provide a computer-generated schedule which indicates all major activities to be performed by the contractor from the construction phase of the ECM through completion of training and project documentation, including but not limited to obtaining of permits, acquisition, mobilization, construction, utility outages, testing, inspection and approval, training, as-built drawing submittal, O&M manual submittal, and final remediation report submittal.

10.8 Cancellation Schedule. The contractor shall submit the proposed cancellation schedule for the work if the contract is terminated for convenience.

10.9 Training. The contractor shall submit a proposed Government employee training plan. All ECM's which will change equipment operation, maintenance, or repair practices, even if the contractor plans to assume these responsibilities, shall include provisions for the training of an appropriate number of Government employees with respect to the new practices. This requirement is intended to ensure that if during a National Security emergency the post had to be closed to all but Government personnel, the Government personnel would have the knowledge needed to successfully operate the contractor's systems. If the ECM is small or uncomplicated, the training may consist of a brief field tour and an opportunity for Government personnel to question the instructor with respect to system configuration and operation. With respect to larger or more complicated systems, the training would be more extensive, involving a formal training course. Submitted information shall include a training synopsis, a list of the equipment which the training will cover, course duration with a breakdown of classroom field training hours, instructor's qualifications and course material to be provided. Contractor shall specify the frequency of training required which will vary depending on the type and complexity of the ECM.

Data Item Description DID003 Continued:

10.10 Government Responsibilities. The contractor shall specify all areas of project implementation for which the Contractor will expect the Government to be responsible.

10.11 Interface with Existing ECM’s. If appropriate, the contractor shall specify how the ECM will interface with existing and proposed ECM’s. The contractor shall describe any changes in the savings or the savings determination method of other existing ECM's necessitated by this ECM.

10.12 Utility Coordination. The contractor shall specify all contractor coordination with local utility companies, including electric, natural gas, telephone, and others as appropriate, needed to implement the ECM.

10.13 Permits, Licenses, Approvals, and Certifications. Specify any permits, licenses, approvals, and certificates of compliance/acceptability that the contractor will be required to obtain in order to perform the ECM. The contractor indicates timeframes for obtaining these items.

10.14 Environmental. The contractor specifies any environmental studies which may be required prior to implementation of the ECM, indicating who will perform the effort.

10.15 Management

10.16 Financing Strategy. If the ECM is to be debt funded, the contractor shall submit a list of providers of debt and equity funding who have expressed an interest in and are likely to finance the project. The contractor shall describe the proposed financing strategy. This description shall include a discussion of financial structure, i.e., the debt equity ratio; debt terms, including interest rate, term of debt, and type of amortization; and all equity investors. The contractor shall provide a letter from at least one financial institution stating that the institution has reviewed the proposal from both a technical and a financial standpoint and is interested in funding the ECM. To obtain competition the contractor shall forward the RFQ to a minimum of three financial providers. These quotes shall be forwarded to the Government as part of the submittal. The contractor shall review and select the responsive and responsible provider with the lowest price and maximum benefit for the project.

10.17 Risk Mitigation. The contractor shall specify the major areas of financial risk associated with the construction, financing, operation, maintenance, and cash flow for the proposed ECM and shall specify who assumes each risk, how the risk is or mitigated, and what impact an unmitigated risk may have on the Government or the contractor. The contractor shall describe any special contract provisions proposed to minimize the risk. The contractor shall describe any financial risk for which either party may retain but for which the party may have limited control or responsibility. The contractor shall specify the methods to be employed by the contractor or expected by the contractor to be employed by the Government to minimize the impact of the risk. The contractor shall specify methods to be utilized by the contractor to minimize problems during periods of negative cash flow, such as sinking funds, credit backing, project diversity, or deferred principle payments. Use of the FEMP ESPC Contract Risk/Responsibility Matrix which is available in the most current version on the FEMP website will also aid to identify and mitigate risks.

10.18 Ownership. The contractor shall provide a certified list of equipment, material, tools, software, licenses, and other items which will become Government property at the completion of the ECM at no additional cost to the Government. The contractor shall include with this list a description, model number, serial number, location, and other identifiers as appropriate.

Data Item Description DID003 Continued:

10.19 Estimated Costs. The contractor shall provide a detailed cost estimate of all non-construction activities which are considered allowable costs in accordance with section B of this contract. These costs include but are not limited to operation, maintenance, repair, and training costs. These estimated costs and the resulting savings-sharing arrangement will be compared to the Government cost evaluation to determine compliance with the cost provisions of this contract.

10.20 Contractor shall identify how they intend to handle their responsibilities as a result of Acts of God either through commercial insurance, self insurance, or other.

10.21 Construction Cost Estimate. The preliminary cost estimate accompanying each package shall be detailed, as a minimum, as shown below, based on the current level of design.

The details indicated above shall be arranged in a logical manner, with mathematical summations at suitable positions. Wage rate utilized in crew rates shall be identified as to crew composition by trade, with base rate and fringes detailed separately. To show competition for these ECMs three bids may be included as appropriate for the ECMs. These bids shall be provided to the Government for cost review.

10.22 35% Design. Proposal shall include a 35% Conceptual Design in accordance with the items described in the Design Build Technical Requirements UFC 1-300-07A and shall include:

a. System Description

b. Systems Selection Analysis and discussion

c. Preliminary plans (single line diagrams, zoning distribution, capacities, partially completed equipment schedules, and layout of equipment

d. Outline specifications (including all major equipment and systems)

e. Preliminary code analysis

10.23 Quality. Contractor shall address what quality control measures were applied to the proposal and what measures will be included in the remainder of the design effort to assure a complete quality product was/will be provided to the government. The individuals responsible for assuring completeness of the proposal, design, and adherence to contractual requirements shall be identified.

10.24 Format. Contractor shall utilize the most current FEMP format and incorporate the design aspects into the Feasibility Study/Proposal or the below format may be utilized with KO approval.

a. Cover Letter

b. Cover Page

c. Table of Contents

d. Executive Summary

e. List of Each ECM Reviewed

f. ECM 35% Design Details (repeat section as required)

1. ECM Description

2. Relevant Decision Information

3. Drawing Availability and Quality

4. Maintenance Records

5. Measurements Taken

6. Equipment Inspections

7. Assumptions

8. Technical Approach

9. Conceptual Design

10. Drawings

11. Specifications

12. Code Analysis

13. Cut Sheets of Major Elements

g. Estimated Cost Details (repeat section as required & recap)

1. Methodology Utilized

2. Baseline Operations Costs

3. Project Costs

4. Post Construction Operations Costs

5. Energy Savings

6. Ancillary Savings

7. O&M Savings

8. Payback Period

9. Total Net Savings

h. Financials

1. Sensitivity Analysis

2. LCCA

3. Termination Schedule

4. Payment Schedule

5. Financing Strategy

i. Implementation

1. Management Team & Subcontracting Approach

2. Schedule

3. Interface with existing ECM’s

4. Utility Coordination

5. Permits and Licenses

6. Environmental Issues

7. Hazardous Material Information

8. Government Responsibilities

9. Health and Safety Outline

10. Quality Control Outline

11. Commissioning and Testing

12. Final Acceptance

13. As Builts

j. Risk Analysis

k. Operation and Maintenance

1. O&M Manual Outline

2. Training

3. Government Responsibilities

4. Warranties

l. Draft M&V Plan

1. Approach

2. Outline with support detail

m. Ownership

n. Government Responsibilities

o. Other Information

p. Appendix

OMB NO 0704-0188

1. TITLE

QUALITY CONTROL PLAN

2. IDENTIFICATION NUMBER

DID004

3. DESCRIPTION / PURPOSE

Implementation and documentation of a comprehensive contract quality control plan for the ECM construction and operations, maintenance, and repair activities.

7. APPLICATION / INTERRELATIONSHIP

This Data Item Description (DID) identifies the contract requirements for the quality control plan.

10. PREPARATION INSTRUCTIONS. The quality control plan shall be in accordance with this Data Item Description unless otherwise indicated or modified in the ECM.

10.1 Inspection System

10.1.1 General. The Contractor shall provide and maintain an effective quality control plan or Contractor inspection system which will assure that all supplies and services required under the contract conform to contract requirements whether constructed or processed by the Contractor, or procured from subcontractors or vendors. The Contractor shall perform or have performed the inspections and tests required to substantiate that all supplies and services conform to drawings, specifications, and contract requirements and shall also perform or have performed all inspection and tests otherwise required by the contract unless the required inspection and/or test is specifically designated to be performed by the Government. The Contractor shall make certain that as construction efforts commence mission impact is minimized. The Contractor shall ensure that occupant considerations are of critical importance in design of systems and that the system is designed and installed in a manner that does not cause undue discomfort to occupants.

10.1.2 Organization. The system shall be implemented by the designation of a quality control person from the Contractor's production or supervisory staff who shall report directly to the Contractor's top management. This organization shall consist of not less than one person who will be on the job site at all times work is in progress, and whose sole responsibility is to provide continuous inspection of the work to insure compliance with the contract plans and specifications.

On construction efforts, this person shall have as a minimum: at least five (5) years verifiable construction experience in the type of work specified in the contract. On operations, maintenance, and repair activities, this person shall have at least 5 years verifiable experience in the type of operations, maintenance, and repair work specified.

10.1.3 Records. The Contractor shall maintain current records on an appropriate approved format of all inspections and tests performed. These records should provide factual evidence that the required inspections or tests have been performed, including type and number of inspections or tests involved; results of inspections or tests; nature of defects, causes for rejection, etc.; proposed remedial action; and corrective actions taken. The Contractor shall not build upon or conceal any feature of the work containing uncorrected defects, and payment on deficient items will be withheld until satisfactorily corrected. These records must cover both conforming and defective items and must include a statement that all supplies and materials, incorporated materials, incorporated in the work, are in full compliance with the terms of the contract. These records shall be turned over to the Contracting Officer, or authorized representative, at the completion of the ECM construction and monthly for operations, maintenance, and repair work.

DD Form 1664, JUN 86 PREVIOUS EDITIONS ARE OBSOLETE Page 1 of 5

Data Item Description DID004, Continued

10.1.4 Schedules. The Contractor shall establish controls necessary to assure scheduled completion dates established by the contract are not impacted by delinquent submittal data and/or operational tests. Sixty days in advance of the ECM construction completion date and prior to scheduling a pre-final inspection of the work, or any phase of work, under the contract, the Contractor shall submit to the Contracting Officer, or authorized representative, a complete and factual report of all remaining submittals, inspections, and tests required prior to acceptance of the work. The report shall include the following:

a. A list of outstanding shop drawing submittals or resubmittals requiring approval by the Contractor.

b. A list of manuals, test reports, spare parts, keys, etc., to be furnished to the Government, and scheduled submittal dates.

c. Schedule of required operational tests and/or instruction periods.

d. Scheduled delivery dates for materials or equipment impacting contract completion.

e. Plan of action by the Contractor for correcting any known contract deficiencies including delay in scheduled progress.

10.1.5 In addition to the construction, which includes design, and proposal phases, the Quality Control Plan should specifically address the M&V phase of the project and identify the process to be utilized and who has the responsibility and authority to review, approve, and signoff on the M&V reports indicating that they are complete and meet contractual requirements. This phase of the project extends over the longest period of time, therefore it is imperative that quality is addressed to assure that the success of the project with justifiable payments.

Data Item Description DID004, Continued (Sample of typical Contractor Quality Control Report)

CONTRACTOR’S NAME

(Address)

DAILY CONSTRUCTION QUALITY CONTROL REPORT

Date:___________ Report No.:__________

Contract No.:______________________________________________________________________________________

Description and Location of Work:_____________________________________________________________________

Weather: (Clear) (P. Cloudy) (Cloudy); Temperature:__________ Min.__________ Max.;

Rainfall:__________ inches

Contractor/Subcontractors & Area Responsibility w/Labor Count for Each:

a. _______________________________________________________________________________________________

b. _______________________________________________________________________________________________

c. _______________________________________________________________________________________________

d. _______________________________________________________________________________________________

Equipment Data: (Include items of construction equipment, other than hand tools, at the job site, and whether or not used.)

1. Work Performed Today: (Indicate location and description of work performed. Refer to work performed by prime and/or subcontractors by letter in Table above. If no work is performed, report the reason.)

2. Results of Surveillance: (Include satisfactory work completed, or deficiencies with action to be taken.)

a. Preliminary Inspection:

b. Final Inspection:

3. Test Required by Plans and/or Specifications Performed and Results of Tests:

4. Verbal Instructions Received: (List any instructions given by Government personnel on construction deficiencies, retesting required, etc., with no action to be taken.)

5. Remarks: (Cover any conflicts in plans, specifications, or instruction or any delay to the job.)

6. Results of Safety Inspection: (Include safety violations and corrective actions taken.)

CONTRACTOR’S VERIFICATION: The above report is complete and correct and all material and equipment used and work performed during this reporting period are in compliance with the contract plans and specifications except as noted above.

NOTE

DO NOT LEAVE REPORT ITEMS BLANK

Items 1. through 6. must be reported every day. If there is no other report on an item, enter the word “none” in the reporting space. Reports with items left blank will be returned as incomplete.

INSPECTION CHECKLIST

CONTRACT NO.: DATE:________

DESCRIPTION AND LOCATION OF WORK INSPECTED: ________________________________

__________________________________________ SPECS. SECTION _________________________

REFERENCE CONTRACT DRAWINGS:

A. PERSONNEL PRESENT

NAME POSITION COMPANY, 1. ___________________ ___________________________ ________________________

B. MATERIALS BEING USED ARE IN STRICT COMPLIANCE WITH THE CONTRACT PLANS AND SPECIFICATIONS. YES_____ NO_____ IF NOT, EXPLAIN:___________________________________________________________________________ C. PROCEDURES AND/OR WORK METHODS WITNESSED ARE IN STRICT COMPLIANCE WITH THE REQUIREMENTS OF THE CONTRACT SPECIFICATIONS.

YES_____ NO_____

IF NOT, EXPLAIN:_____________________________________________________________________________

D. WORKMANSHIP IS ACCEPTABLE. YES______NO _______STATE AREAS

WHERE IMPROVEMENT IS NEEDED:_________________________________________________________

E. SAFETY VIOLATIONS AND CORRECTION ACTION TAKEN:___________________________________

QUALITY CONTROL REPRESENTATIVE

DATA ITEM DESCRIPTION

FORM APPROVAL

OMB NO 0704-0188

1. TITLE

SITE SAFETY AND HEALTH PLAN

2. IDENTIFICATION NUMBER

DID005

3. DESCRIPTION / PURPOSE

This plan details the tasks and activities of site safety management required to identify, evaluate, and eliminate or control hazards at the work.

7. APPLICATION / INTERRELATIONSHIP

This Data Item Description (DID) identifies the contract requirements for the site safety and health plan.

10. PREPARATION INSTRUCTIONS. For each ECM, a site safety and health plan shall be prepared in accordance with this Data Item Description.

The Site Safety and Health Plan (SSHP) shall be prepared in accordance with the requirements specified in this section and shall comply with all federal, state and local health and safety requirements, e.g., the Occupational Safety and Health Administration (OSHA) requirements (29 CFR 1910 and 1926) and the U.S. Army Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1). The SSHP shall address those elements which are specific to this site and has potential for negative effects on the safety and health of workers and other personnel on site. Where a specific element is not applicable, the Contractor shall make negative declaration in the plan to establish that adequate consideration was given the topic, and a brief justification for its omission shall be given. This SSHP does not cover asbestos or lead-based paint removal, hazardous material or environmental remediation without the addition of supplement data documented in the Preliminary Assessment report.

10.1 General. A fully trained and experienced site safety and health officer (SSHO), responsible to the Contractor may be delegated to implement the on-site elements of the SSHP. The SSHP shall be in a form usable by authorized U.S. Government representatives and other authorized visitors to the site during site operations.

10.2 Staff Organization, Qualifications, and Responsibilities. The operational and health and safety responsibilities of each key person shall be discussed. The organizational structure, with lines of authority for safety and health and overall responsibilities of the Contractor and all subcontractors shall be provided. An organizational chart showing the lines of authority for safety shall be provided. Each person assigned specific safety and health responsibilities shall be identified and his/her qualifications and experience documented by resume.

10.3 Site Description. The Contractor shall provide a description of the site, including a complete summary of safety and health hazards anticipated on site. This site description shall be based on anticipated work, site history and prior site uses and activities.

10.4 Hazard Assessment and Risk Analysis. The Contractor shall provide a complete description of the work to be performed with a complete summary of hazards anticipated. The Contractor shall identify the safety and health hazards that may be encountered for each task and/or site operation to be performed. Each task/operation is to be discussed separately. Material Safety Data Sheets (MSDS) for each hazardous substance brought on site shall be included as an appendix to the SSHP.

10.5 Accident Prevention. The SSHP may serve as the Accident Prevention Plan provided it addresses all content requirements of both 29 CFR 1910 and EM 385-1-1 (Table 1-1). All Accident Prevention Plan elements required by EM 385-1-1, but not specifically covered by these elements shall be addressed in this section of the SSHP. Daily safety and health inspections shall be conducted to determine if site operations are conducted in accordance with the approved SSHP and contract requirements.

DD Form 1664, JUN 86 PREVIOUS EDITIONS ARE OBSOLETE Page 1 of 2

Data Item Description DID005, Continued

10.6 Personal Protective Equipment. A written Personal Protective Equipment (IPPE) Program shall be provided in the SSHP if necessary. Minimum levels of protection necessary for each task/operation to be performed shall be based on the hazard assessment/risk analysis.

10.7 Medical Surveillance. All personnel requiring respiratory protection shall have an annual medical examination to ensure they are physically qualified to wear respiratory protection. Those requiring respiratory protection shall be fit-tested in accordance with appropriate regulations. Any other medical surveillance requirements shall be determined by onsite conditions and exposures.

10.8 Noise Control. The Contractor shall monitor for hazardous noise conditions. If warranted, a hearing conservation program and noise abatement program shall be implemented.

10.9 Site Control. The SSHP shall include a site map, description of work, on/off site communication systems, site access controls, and security procedures.

10.10 Standing Operating Procedures, Engineering Controls and Work Practices. The Contractor shall develop Standing Operating Procedures for minimizing hazards and taking action to correct hazards where necessary. Site rules and safe work practices shall be discussed and shall include such topics as use of the buddy system, smoking restrictions, material handling procedures, confined space entry, excavation safety, physiological and meteorological monitoring for heat/cold stress, illumination, sanitation, and daily safety inspections, etc. This list of topics is not intended to be all inclusive.

10.11 Logs, Reports and Recordkeeping. Recordkeeping procedures for training logs, daily safety inspection logs, employee/visitor registers, medical surveillance records…