PWS - FY25 B1 North Plains Appendix G Acronyms and Definitions 250310.docx

G. Acronyms and Definitions

G.1. Introduction The Contractor should be aware of the following acronyms and definitions.

G.2. Acronyms

G.3. Definitions

a) Breakdown. The occurrence when an equipment item or system becomes inoperative.

b) Building Exterior. That portion of the building structure which is on the outside and exposed to weather. Includes courtyards.

c) Competent Person. A person who has the professional experience and training necessary to identify existing and predictable hazards at a work or service environment, and who has the authority to take prompt and corrective action to eliminate or remove dangers from the environment.

d) Completion Time. Time allowed for satisfactory completion of a job.

e) Completion Date. The date all required documentation and deliverables are provided.

f) Contract Administrator. The Contract Administration Officer (CAO) serves as a focal point for inquiries from the Contractor and keeps the KO informed concerning all pertinent matters related to administration of the contract.

g) Contract Deficiency. The failure of the contractor to perform in accordance with contract requirements and specifications. A contract deficiency may result from failure of the contractor to provide, or provide on time, the required contract service or it may result when the required service does not meet specific contract standards.

h) Contract Discrepancy Report (CDR). A report generated by the Government when the contractor's performance is found to be unsatisfactory.

i) Contract Maintenance Manager (CMM). A contractor employee responsible for the accomplishment of the work performed by the contractor.

j) Contracting Officer (KO). The KO is the only person authorized to approve changes to any term, condition, or requirements of this contract, notwithstanding any provision contained elsewhere in this contract. In the event the contractor effects a change at the direction of a person other than the KO, the change shall be considered to have been made without KO authority.

k) Contracting Officer's Representative (COR). An individual appointed by the KO and responsible for the inspection, evaluation, and acceptance of the material and services provided in accordance with the terms and conditions of the contract.

l) Corrective Maintenance (CM). May be performed as a result of the discovery of facility defects or the initiation of Service Orders and are classified as either routine, emergency, or urgent. Routine, urgent, or emergency type repairs and maintenance work required to keep the reserve center and equipment in such a condition that it may be utilized at its original design capacity and efficiency. Also known as unscheduled maintenance or repair, and includes troubleshooting, parts adjustment and/or replacement, installation or replacement of supplies necessary for functionality (lubricants, lamps, etc.), replacement as necessary of complete components, and controls settings and (re)programming (software corrections/restoration & updates), as needed so as to restore equipment/systems to their proper, effective and acceptable levels of intended functionality.

m) Critical Equipment. Equipment that is related directly to and essential to the safety of building occupants.

n) Defective Service. A service output that does not meet the standard of performance specified in the contract for that service.

o) Directorate of Public Works (DPW). The installation organization responsible for the operation and maintenance of facilities. Responsible for real property and approval of major and minor construction projects.

p) Documents, Advisory (A). Those publications, regulations, laws, codes, directives, and instructions in force at the time of solicitation issuance to which the Contractor may follow unless directed otherwise by the KO.

q) Documents, Mandatory (M). Those publications, regulations, laws, codes, directives, and instructions in force at the time of solicitation issuance to which the Contractor will follow and adhere to at all times unless directed otherwise by the KO.

r) Due Date. The date when all physical work tasks are complete.

s) Emergency. Any work required to correct a condition which poses an immediate danger to life, health, safety, or an emergency condition that is detrimental to the mission, posing an imminent safety hazard or reduced operational effectiveness and completed within twenty-four hours of notification. It includes, but is not limited to, the failure of any utility, fire protection, environmental controls, security alarm system, and stopped up sewer.

t) Emergency Response. A response to assure safety of staff welfare, or stability of the buildings, or as a result of any disasters.

u) End Item. The individual component part listed in the system manufacturers' parts listing. End item, component part and/or individual item are all used interchangeably.

v) Facilities Defects. Defects in the facility found by the contractor or the staff that require repair. Facilities defects include but are not limited to, leaking faucets, cracked or loose floor covering/ceiling grid and tiles, improperly operating toilets and broken curtain tracks.

w) Facility Manager. A Government employee who is chief of the Facility Management function. Also serves as liaison with the installation and outside support agencies such as the DPW, the fire department, the installation communications, safety, security activities, and the regional health facilities office.

x) General Refuse. Waste generated from daily operations within the reserve center that is not hazardous, pathological or contaminated. General refuse may be disposed of, without special treatment, in a sanitary landfill.

y) Hazardous Material (HAZMAT). All hazardous substances, as listed in 40 CFR 302 Table 302.4, such as petroleum, natural gas, synthetic gas, acutely toxic chemicals, and other toxic chemicals including hazardous waste.

z) Hazardous Waste (HW). Any used hazardous substances that exhibits the characteristics of ignitability, corrosivity, reactivity, toxicity, or is listed in 40 CFR Part 261, subpart D.

aa) Interim Life Safety Measures (ILSM). These measures are applicable when the life safety provided to patients is diminished because of significant Life Safety Code® deficiencies or hazards of construction operations. Each organization must have a policy for ILSM that includes written criteria to evaluate deficiencies and construction hazards for determining when and to what extent one or more measures are applicable. The criteria used to determine which of the measures would be most appropriate for a particular project, phase of construction, or deficiency may include, but is not limited to, construction activities or deficiencies that alter or compromise the integrity of the building's "defend-in-place" compartmentation features (i.e., fire barriers, smoke barriers, floor slabs, corridor walls, etc.); impair the building's fire alarm, fire detection, or fire suppression systems; involve temporary sources of ignition (i.e., cutting/welding/plumbers' torch operations); or involve the presence of large quantities of combustibles or debris.

ab) Life Support. Those categories of equipment or systems where failure could have a direct impact on the life of a building occupant. These items and systems may be categorized as life support items by their nature wherever located within a facility, or their particular use or location within a facility may dictate the life support requirement.

ac) Lot. The total number of potential service outputs in a surveillance period.

ad) Maintenance. The work required to preserve and maintain a facility in such condition that it may be effectively used for its designated functional purpose. Maintenance includes work done to prevent damage that would be more costly to restore than to prevent. Maintenance includes work to sustain components, or to investigate and identify the source of problems before they become serious. Examples include but are not limited to, renewing disposable filters, painting, caulking, waterproofing, lubricating, flushing, calibrating, adjusting, re-fastening loose siding and sealing bituminous pavements.

ae) Materials. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end item. Material does not include equipment, special tooling, special test equipment or real property. For this task order, materials is also defined as parts and supplies necessary for the maintenance and repair of the facilities and equipment.

af) National Fire Protection Association (NFPA). An organization that publishes codes and standards on fire protection and safety that are accepted by local, state and federal governments, and are considered directive in nature to the PWS.

ag) Performance Requirement. The point that divides acceptable and unacceptable performance of a task according to the performance requirement summary and the Inspection of Services clause. It is the number of defectives or maximum percent defective in the lot that is deemed acceptable. Any further defectives will result in appropriate corrective action by the Government.

ah) Performance Requirements Summary (PRS). A listing of the service outputs under the contract that are to be evaluated by the QAE on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

ai) Preventative Maintenance (PM). Scheduled inspections and maintenance accomplished to prevent breakdown or deterioration. Also referred to as scheduled maintenance.

aj) Quality Assurance (QA). A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For purposes of this manual, quality assurance refers to actions by the Government.

ak) Quality Assurance Evaluator (QAE). A functionally qualified government employee who performs quality assurance functions for a contracted service.

al) Quality Control (QC). Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

am) Random Sampling. A sampling method where each service output in a lot has an equal chance of being selected for quality assurance surveillance.

an) Real Property Installed Equipment (RPIE). Equipment permanently attached to, installed into and built-in or on government or leased real property.

ao) Response Time. Maximum time allowed for the contractor to get to the job site after receiving a service call. Actual response time determined by the level of service call, i.e., emergency, urgent, or routine.

ap) Routine. Work that does not qualify as emergency or urgent work, but typically accomplished within 30 business days.

aq) Sample. One or more service outputs drawn from a lot for quality assurance surveillance.

ar) Service Order. A Service Order is a document instrument for the processing of a request by the Government for Corrective Maintenance (CM) work that entails additional cost relative to the work authorized within the FFP Contract. Documentation shall be submitted to the designated KO providing the required scope of work, the resources (i.e., in-house labor, subcontractor labor, materials, etc.) required to complete the required work, and the associated costs. Refer to TE-4 and Appendix H for further specific guidance on documentation and processing of Service Orders. In addition, Service Orders may be used for equipment purchases in direct support of this contract. “Direct support” of this contract means the equipment item must be necessary to execute a maintenance activity provided under a task order for the customer making the request. Stand-alone purchases of equipment will not be permitted if the purchases are not related to or in support of the maintenance and repair mission.

as) Unscheduled Work. Summary term for all possible work processed through the Service Order process. Work can be the result of various sources, including customer requests, planned improvements, repair requirements found during preventative maintenance procedures or controlled inspections, etc.

at) Urgent. Work that is not an emergency, but typically responded to and completed within 5 duty days, 7 calendar days.

au) Work Priority. Classification assigned to work requests that are used to determine appropriate response and completion times. Work priorities that are assigned are emergency, urgent, and routine.

av) Work Requests. Work items (i.e., repairs) that are received via a Facilities Management work reception function. Work items may be received telephonically, via written correspondence, or via walk-in request. Fielded work items are first classified and prioritized, resulting in a work order being generated within the work order management system. Resulting work orders are then issued for appropriate execution by the designated service provider.

aw) Work Type. Classification of unscheduled work. Work Types include customer request, corrective maintenance, rework, alteration, or improvement work.