Attachment 3 - UESC Data Item Descriptions.pdf

DATA ITEM DESCRIPTIONS (DIDs)

FOR

UESC

TABLE OF CONTENTS

DID # DESCRIPTION NO. OF PAGES

DID001 PRELIMINARY ASSESSMENT REPORT 1

DID002 INVESTMENT GRADE AUDIT 1

DID003 ECM PROPOSAL 4

DID004 QUALITY CONTROL PLAN 5

DID005 SITE SAFETY AND HEALTH PLAN 2

DID006 DESIGN 5

DID007 WORK SCHEDULE 1

DID008 PRE-IMPLEMENTATION CONFERENCE 2

DID009 SHOP DRAWINGS 2

DID010 MONTHLY PROGRESS REPORTS 1

DID011 COMMISSIONING 1

DID012 OPERATION AND MAINTENANCE MANUALS 2

DID013 AS-BUILT DRAWINGS 1

DID014 SITE SPECIFIC ECM FINAL REPORT 2

DID015 M&V REPORT (per final project scope) 1

DATA ITEM DESCRIPTION

FORM APPROVAL

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 (PA) report for each PA performed. The PA report shall document all significant aspects of the assessment including but not limited to the Energy Conservation Measure(s) (ECM) under investigation, people contacted during the assessment, 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 cost of each ECM, 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 each proposed ECM in concept, accompanied by sketches of the proposed ECM, and descriptions of the equipment to be supplied. The contractor shall propose the details and Performance Work Statement (PWS) for a PA /study of ECMs which are to be pursued. Areas shall be prioritized based on energy savings potential, cost of implementation, and payback potential so that projects can be selected for further PA/ study.

The PA shall investigate many areas of potential cost savings. The report shall list each area investigated and not recommended for further review. A justification for not recommending any ECM(s) shall be included so ECM(s) 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 Draft financial schedules may be included as part of this submittal.

11. DISTRIBUTION STATEMENT

DD Form 1664, JUN 86 PREVIOUS EDITIONS ARE OBSOLETE

OMB NO 0704-0188

1. TITLE INVESTMENT GRADE AUDIT 2. IDENTIFICATION NUMBER

DID002

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

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

10. PREPARATION INSTRUCTIONS. Each Investment Grade Audit (IGA) shall be in accordance with this DID.

10.1 The contractor shall prepare and IGA study report and 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 IGA study report shall state the purpose of the study; identify pertinent data; list and discuss all assumptions, provide a detailed cost breakdown of each ECM 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 IGA study shall document the technical approach of each ECM and provide drawings, sketches, and equipment catalog cuts, to the extent needed to define the means and method of each ECM. The IGA report should provide sufficient detail to present the concept of the design (35% design level or greater). The IGA PA report 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 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 contractor’s own financial criteria when determining life cycle cost of project from the contractor’s perspective.

10.3 (Optional – to be discussed prior to and during the IGA) 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 IGA shall be combined with the ECM proposal, DID003 into one document that contains all the information listed in this DID.

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.

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 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 and all calculations used to derive the savings prediction, and supporting documentation in sufficient detail 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 Determinat io n 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.

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 installed, what type meters will be installed, how the meters will be monitored, and when they will be read, and where the data will be stored and maintained. 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 or depreciation during the term of the ECM, if appropriate. The Government may require changes to the methodology to reflect real world funding constraints.

10.4 Overhead and Fee together result in a composite Markup rate. A Markup rate cannot be applied to financing and interest costs.

10.5 Maintenance and Repair. The contractor shall submit the process for 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 for equipment installed under this contract.

Contractor shall immediately notify the Government during performance assessment(s) or during scheduled maintenance activities if corrective action can be taken. Contractor must perform contractually-required maintenance, repair, and replacement. For 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’s 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 ECMs 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

ECM systems. If an 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. The Contractor shall specify the frequency of training required which will vary depending on the type and complexity of the ECM.

10.10 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. Costs may include but are not limited to operation, maintenance, repair, and training costs.

10.11 Project Implementation 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.

a. Description of item/service.

b. Quantity of item/service.

c. Unit of measure for items/service.

d. Man-hours per unit of measure to install/test/service.

e. Material cost of item/service.

f. Equipment cost associated with item (if applicable).

g. Special services (factory technicians, test labs, etc.) required.

h. Subcontractor work.

i. Bond/Insurances/Other

j. Travel Costs

k. Markup.

The details indicated above shall be arranged in a logical manner, with mathematical summations at suitable positions.

Wage rates 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.

10.12 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

10.13 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.

10.14 Format. Contractor shall utilize the most current FEMP format and incorporate the design aspects into the

IGA/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 ECMs

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.

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.

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 (Optional) 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.

(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 Inspector

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.

Contractor’s Chief Quality Control

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

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.

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:

1. Site Visit Abbreviated Accident Prevention Plan (SVAAPP)

The Contractor will be required to submit an SVAAPP prior to commencement of any site visit which are not covered under an Accident Prevention Plan. The Contractor shall prepare a “fill-in-the-blank” template SVAAPP to be used for all site visits. The SVAAPP shall be adapted to sites specified in the individual task/delivery orders and shall be prepared prior to each site visit. SVAAPP’s shall be submitted electronically to the CEHNC Safety Office and Project Manager (Adobe PDF format) for review and acceptance. Upon acceptance, by the CEHNC Safety Office, the Contractor shall submit final SVAAPP via e-mail, including tracking submittal via Form 4025. The SVAAPP shall be submitted to the CEHNC Safety Office for acceptance before any work under this contract is awarded. A SVAAPP can be obtained by contacting the CEHNC Safety Office. The SVAAPP shall be approved prior to the Contractor performing any surveys on-site. Submission or approval requirements may be updated at the TO level. The Contractor shall submit the APP to the Contracting Officer, Contracting Officer Representative, and Project Manager within 10 government calendar days prior to commencement of work.

2. Abbreviated Accident Prevention Plan (AAPP)

Abbreviated Accident Prevention Plan (AAPP). The Contractor will be required to submit an AAPP to the Contracting

Officer, Contracting Officer Representative, and Project Manager prior to commencement of any work beginning. The Abbreviated Accident Prevention Plans shall address applicable items listed in Appendix A of the US Army Corps of

Engineers Safety and Health Requirements Manual (EM 385-1-1, latest version) in addition to the other applicable requirements of EM 385-1-1 and OSHA requirements. NOTE: AAPP is at the discretion of the Huntsville Center Safety Office and contractor must have acceptance from the Contracting Officer prior to submittal. The Contractor shall submit the APP to the Contracting Officer, Contracting Officer Representative, and Project Manager within 10 government calendar days prior to commencement of work.

3. Site Specific Accident Prevention Plan (APP)

Accident Prevention Plan (APP). The Contractor shall submit an APP prior to any installation/maintenance activities beginning at the site. APP’s shall address applicable items listed in Appendix A (Minimum Basic Outline for Accident

Prevention Plans) of EM 385-1-1 in addition to the other applicable requirements of OSHA and EM 385-1-1, latest version, requirements. The plan shall be site specific and shall also address any unusual or unique aspects of the project or activity for which it is written. The Contractor shall coordinate with the facility representatives or facility contractor, on first aid, emergency phone numbers & response plans, site evacuation plans, lock out tag out procedures, any permit required procedures, obtaining a list of previously identified confined spaces, evacuation drills, hazardous/toxic environments/agents etc. This information shall be included in the APP. The APP shall also include site specific Activity

Hazard Analysis (AHAs) for the project. The APP is the document that details how the safety and health requirements of

OSHA; other regulatory codes and documents; and EM 385-1-1 are to be accomplished. Accident Prevention Plans (APP, IAW EM 385-1-1, Appendix A) shall be submitted in accordance with each task order. The APP shall be approved prior to the Contractor mobilizing on-site to perform work. Submission or approval requirements may be updated at the TO level. The Contractor shall submit the APP to the Contracting Officer, Contracting Officer Representative, and Project

Manager within 30 government calendar days prior to commencement of construction phase and a revised APP prior to the start of Operation & Maintenance phase in the contract.

Addendums to the APP - The Contractor is responsible to verify that any Proposals, Service Orders, Change Orders, and

Contract Modifications are covered under the current accepted APP. If the pending work effort is NOT covered under the initial task order APP, the contractor shall submit, for Government review and acceptance, an addendum to the APP to the Contracting Officer, Contracting Officer Representative, and Project Manager within 10 government calendar days prior to commencement of work.

4. Activity Hazard Analysis (AHA)

Activity Hazard Analysis (AHA) - Before beginning each activity, task or Definable Feature of Work (DFOW) involving a type of work presenting hazards not experienced in previous project operations, or where a new work crew or subcontractor is to perform the work, the Contractor(s) performing that work activity must prepare an AHA. AHAs must be developed by the Prime Contractor. If the Prime Contractor requires a subcontractor or any sub tier-contractor or supplier performing the work, to develop an AHA, it shall be provided to the Prime Contractor SSHO for review and approval before submitting to the Huntsville Center Safety Office for review and acceptance. The Prime Contractor shall review the AHA list periodically (at least annually in conjunction with an APP review) and update as necessary when procedures, scheduling, or hazards change.

5. Site and Safety Health Officer (SSHO)

Site and Safety Health Officer (SSHO). The Site Safety and Health Officer (SSHO) shall be a full-time responsibility, dedicated employee of the Prime Contractor, an employee other than the supervisor, report to a senior project (or corporate) official, and possess training in compliance with this section. NOTE: SSHO shall not be dual hatted or have any other role. The SSHO shall meet the minimum training requirements stated in EM 385-1-1; 01A.17.b. If contractor deems a SSHO is not required; they can submit a variance/waiver to the Safety Office per the EM 385-1-1 Appendix D.

The variance/waiver shall be submitted to the Government by cover letter from the Contractor. Contractor shall declare on the APP and demonstrate, through training documentation maintained at the site, that the SSHO meets the requirements of EM 385-1-1, 01.A.17. The SSHO is required to be onsite at all times during the performance of work.

The duties of the SSHO may be fulfilled as an additional job site responsibility (dual hat) by another Competent Person who is not the Supervisor; however, these collateral duties shall not overcome, inhibit or restrict the effective administration of the Safety and Health Program. Moreover, the functions and roles of the SSHO shall be a singular, full-time responsibility (no other collateral duties) during high hazard activities to include, but not limited to: crane operations, excavations greater than 5-feet, confined space entry, and electrical work to include Lock-out-Tag-out

(LOTO) in accordance with the Activity Hazard Analysis (AHA) as prepared per the accepted APP. The Contractor must demonstrate that this employee’s non-safety duties are transferred to another employee when full-time SSHO responsibilities are warranted per the risk activities. The SSHO must be at the location of the high hazard activities while they are being conducted. Alternate SSHOs may be approved at the discretion of the CEHNC Safety Office.

6. Accident Reporting and Exposure: Monthly Man-hour reporting

Mishap Reporting. Man-hours and Lost Workday Reporting. Submit project work hours to the Contracting Officer's

Representative (COR) monthly in the format provided by the COR. Work hours include all hours on the project where an employee is in an on-duty pay status. The Contractor shall complete a report of exposure hours. The report shall be on the electronic data collection tool provided by the COR described as total hours associated where workers are exposed to the activity hazards and forwarded to the Contracting Officer no later than close of business (COB) the 10th day of the following month." The Government Designated Authority will be identified in the individual delivery/task orders. The

PM or COR will copy furnished the report to the U.S. Army Engineering and Support Center, Huntsville (USAESCH), ATTN: CEHNC-CT. The data must be submitted to arrive at the USAESCH not later than 10 calendar days after the end of each month. The information cut-off date will be the last day of each month. The monthly submission must include the title of the report, i.e., Accident Exposure Data Report, contract number, task order number, project site, month and year for which the report is made, a point of contact listing both email address and telephone number, and number of lost workday accidents to include total days lost. If no hours are worked on the project/task, a report showing "zero (0)" is required.

7. Measurement and Verification (M&V) Period.

Measurement and Verification (M&V) Period. The Accident Prevention Plan should also address the specific actions to be taken during the extended duration of the contract during the period of times that the measurement and verification of the installed ECM’s shall be accomplished. Before beginning any M&V activity, task or Definable Feature of Work

(DFOW) involving a type of work presenting hazards not experienced in previous project operations, or where a new work crew or subcontractor is to perform the work, the Contractor(s) performing that work activity must prepare an AHA.

8. Operation and Maintenance (O&M)/ Performance Period Operation and Maintenance (O&M)/ Performance Period. The Contractor shall submit an updated APP to the

Contracting Officer, Contracting Officer Representative, and Project Manager within 30 government calendar days prior to commencement of O&M/Performance work. The APP will address all O&M work activity along with the AHAs for each definable feature of work. O&M/Performance work only can utilize the HNC Maintenance and Service Variance for this contract and all task orders under this contract. A special Variance for USACE policy EM-385-1-1 ‘Safety and

Health Requirements,’ par. 01.A.17, regarding Contractor implementation of Site Safety and Health Officer (SSHO) responsibilities, has been incorporated into this contract. In acknowledgement of the ‘Maintenance and Services’ activities performed at numerous different field locations under this contract, the very specific provisions of this special

Variance to EM-385-1-1 are detailed in the variance. See PWS and/or discuss with HNC Safety Officer for Safety

Variance Package document.

Data Item Description DID005, Continued

OMB NO 0704-0188

1. TITLE

DESIGN

2. IDENTIFICATION NUMBER

DID006

To provide details for the proposed ECM design.

This Data Item Description (DID) provides requirements for a design package.

10. Design. ECM design shall be in accordance with this DID.

10.1 General

10.1.1 ECM design packages shall include procedures, drawings, specifications, design calculations, cost estimates, and other items as appropriate. The contractor shall prepare project design documentation and submit such documentation to the Government for review and acceptance. These design packages shall reflect the current level of design completion. Project drawings and specifications shall be sealed and certified by a registered professional engineer to ensure compliance with applicable

State, local, and installation building codes. The design shall be in accordance UFC 1-200-01 (General Building Requirements), except as modified herein or as indicated by the contracting officer. The Contractor shall make certain that design of ECMs is in accordance with site mission requirements. The Contractor has the responsibility to design systems that meet mission requirements. In the case that a system design does not meet mission requirements at the time of award and during the design phase, the Contractor will redesign the system as necessary to meet mission requirements. 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 All project and associated equipment and facility installation design documentation shall comply with installation design and construction standards which are appropriate for the ECM to be implemented. UFC 1-200-01 (General Building

Requirements) shall be followed which primarily identifies the use of typical commercial construction standards (International Building Code) to be utilized for various types of projects. In addition this UFC identifies other non-typical requirements to be utilized when construction is to be accomplished on DOD facilities. Although commercial standards are encouraged to be utilized, the nature of DOD work with respect to factors such as safety, security, quality, location, type of work, etc., dictates the use of more stringent regulations where required. UFC 1-200-01 has been established to identify the type of work efforts where these more stringent regulations are required. Dates current at the time of the ECM award shall apply to the selected standards, and specific dates shall be identified in the ECM. The Government reserves the right to require any specific standard based on design parameters.

10.1.3 In case of conflict among standards, the most stringent shall apply, unless otherwise specified by the contracting officer. In a case where additional standards are required, they shall be comparable in stringency to the standards listed above.

Data Item Description DID006, Continued

10.1.4 Standards actually selected for use in the design shall be cited in the design document, spelled out, with exact standard number, given, and with issue date, at time of design. In addition, a list of standards referred to in the design document shall be presented in the design document.

10.1.5 Each submittal shall be accompanied by manufacturer and contractor supplemented data as needed to fully illustrate the design. The design packages shall be cross-referenced to previous submittals.

10.1.6 Submittals shall consist of printed copies (number of copies as specified by contract) of date, including drawings provided on DFX format compatible with Microstation or AutoCAD to meet the current CADD drawing standards of the installation site as directed by the Government. Specifications shall reflect the drawings in all details. Information in the specifications and design calculations shall be submitted in hard copy and on CD in Microsoft compatible format. Cost estimates shall be submitted on a form which details the itemization as required herein. One set of printed copies will be returned to the contractor marked up to show the suggested corrections or to indicate approval. For minor corrections, comments will be provided on 8 ½ by 11 inch forms.

10.2 Design. The Design shall provide a complete description of the proposed project, the standards to be used in the final design, and the estimated cost to construct the ECM. The design shall be prepared to conform to the following detailed instructions. The Contractor is responsible for delivering a complete, functioning system and is responsible for auditing existing conditions to verify the proposed design will function properly and the system will meet mission requirements. Any changed site conditions should be brought to the attention of the Contracting Officer for determination.

10.2.1 Drawings. Plans shall be prepared to contract drawing scale and, as appropriate, shall include but not be limited to the following:

10.2.1.1 Site plan, showing new and existing contours, controlling grades, storm drainage, and the relation of buildings to existing or proposed roads, streets, parking areas, rail sidings, utilities, floor elevations, and controlling grades.

10.2.1.2 Floor plans, showing dimensions and functional arrangement of areas, including corridors, exits, stairs, and utility spaces, properly related to exterior access, vehicle parking, service areas, etc.

Individual treatment shall be given to special designs or items involving deviation from normally accepted standards.

Pertinent information regarding fire-protection and safety requirements shall be indicated. Gross floor areas shall be shown for each floor and for the entire building. Column lines shall be designated to aid in location of project components.

10.2.1.3 Elevations and sections, showing story heights, fenestrations, suspended ceilings (if any), and partitions in relation to finish grades. They shall show materials, thicknesses, methods of attachment, and relation of fenestration to supporting columns or walls.

10.2.1.4 Elevations, sections, and plans showing foundations, floors, walls, and roof framing systems, with sizing of typical members. Typical sections shall indicate the method of framing. Design loadings shall be noted on the drawings.

10.2.1.5 Mechanical features, showing heating, ventilation, air-conditioning, plumbing, elevators, material handling equipment, and the location , capacity, and space requirements of major equipment items. Double line layout and riser diagrams of piping, ducts and equipment shall be shown. The operating range or capacity for heating, ventilation, air-conditioning, and refrigeration equipment shall be clearly stated.

10.2.1.6 Electrical features (including power generation and distribution, lighting, communications, instrumentation, and electronic equipment) showing sufficient detail to allow the preparation of an estimate of the cost of the facility’s electrical features. Power features shall include a single line diagram which indicates service equipment, substations, motor control centers, feeders, and panels. Panel board schedules for individual loads shall be furnished. The design calculations shall reflect a complete load study based on known and estimated loads. Location, capacity, and space requirements of major items of equipment, including interior substations, service equipment, motor control centers, and panels shall be shown. Lighting features shall indicate typical lighting arrangements, types of fixtures proposed, and lighting levels required. Riser diagrams shall indicate items of equipment for each different type of system, such as fire alarms, communications, instrumentation, television, and others as required. The drawings shall indicate and describe all electrical interfaces required by the criteria.

Data Item Description DID006, Continued

10.2.1.7 Drawings shall provide equipment schedules and identification tag numbers. Tag numbers shall be developed in accordance with standard installation practices. For large and complex systems that are critical to operation and maintenance, safety, and logistics, the contractor shall provide equipment operating parameters as directed by the contracting officer.

10.2.2 Specifications. Specifications shall be provided as part of the design submittal. Unified Facility Guide Specifications (UFGS) or equivalent shall be used as a basis for the project specifications. When a specifications section for a portion of the work is not available for mark up, equivalent to UFGS’s in format and content, a complete section shall be prepared.

10.2.2.1 The specifications shall be submitted for review in marked-up form, with discarded design choices visible in spite of markings. Specifications shall be marked up to the level of design completion and shall accompany the drawings. Inserts shall be neatly typed and inserted into the marked up pages, with accompanying locators indicating their placement.

10.2.2.2 Standard commercial specifications in conjunction with UFC 1-200-01 and the installation design guide can be utilized on certain projects at DOD facilities.

10.2.3 Fire protection and code analysis sheet. A fire protection and code analysis sheet that describes how the proposed building meets the requirements of the applicable code shall be submitted. A plan of the facility which shows locations of fire-rated assemblies, fire separation walls, and fire protection shall be drawn. Fire system changes or installation must be approved by a PE specializing in fire protection.

10.2.4 Design Calculations. Design calculations shall be submitted in support of information depicted in the final plans.

Design calculations shall clearly show basis for required capabilities for equipment that is part of the design.

Assumptions and data used in calculations shall be referenced.

10.3 Final Design. The final plans shall contain the necessary details for all phases of the project and must be sufficient to attract competitive bids and afford a clear understanding of the job throughout construction.

10.3.1 Final Design Specifications. The contractor shall prepare specification sections (Construction Specifications

Institute (CSI) Divisions 1 through 16) as required to detail the project and supplement the drawings for the project. The specifications shall be prepared in accordance with the instructions contained in Chapter 3, Project Specifications of

CEHND 1110-1-1. Other documents to be prepared and submitted with the specifications include a cover sheet, table of contents, list of Government…