Section_C_02_00_000_Rev_1_2015.12.16.pdf

02 00 000 ‐ Management and Administration

2.0 Management and Administration

2.1 Definitions and Acronyms See J‐02 000 00‐01 for Acronyms.

2.1.1 Area Facility Operations Specialist (aFOS) A Government or Contractor representative of the US Army Reserve.

2.1.2 Calendar Days Unless otherwise noted, all days are calendar days.

2.1.3 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.

2.1.4 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.

2.1.5 Contracting Officer (KO) That individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer in writing.

2.1.6 Contracting Officer’s Representative (COR) The person designated in writing by the

Contracting Officer to act as his/her authorized representative to assist in administration of the contract.

2.1.7 Contractor (KTR) That entity or its representative responsible for the delivery of the services or materials specified in this contract, as designated by contract award. The term

Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall insure that subcontractors comply with the provision of this contract.

2.1.8 Contractor Representative That individual appointed by the Contractor, either orally or in writing, who has been assigned responsibility for executing the requirements of this contract.

2.1.9 Direct Labor Costs The number of direct labor hours multiplied by the appropriate Service

Contract Act or Davis‐Bacon Act wage rate(s), including fringe benefits.

2.1.10 Direct Material Costs The actual vendor invoice charges for materials used for performance of work under this contract. Direct material costs shall include transportation charges when such charges are included on the invoice by the vendor, as well as any discounts allowed for prompt payment and discounts or rebates for core value or salvage value that accrue to the Contractor. When questions arise concerning the cost of materials, material costs will be based on the lowest of quotes provided by the Contractor from at least three different commercial vendors for the direct material cost. The Government retains the right to obtain additional quotes in questionable situations. The lowest price will be used.

2.1.11 Equipment Anything kept, furnished, or provided for a specific purpose.

2.1.12 Facility A building or structure designed and created to serve a particular function.

2.1.13 Facility Coordinator The Government employee designated by the Center Commander at each service location to provide building access and other local coordination with the Contractor as required for the provision of services under this contract.

2.1.14 Frequency of Service Annual (A). Services performed once during each 12‐month period of the contract at intervals of 335 to 395 calendar days.

Biennial (B). Services performed once during each 24‐month period of the contract at internals of 670 to 790 calendar days.

Daily (D5). Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

Daily (D7). Services performed once each calendar day, seven days per week, including weekends and holidays.

Monthly (M). Services performed 12 times during each 12‐month period of the contract at intervals of 28 to 31 calendar days.

Quarterly (Q). Services performed four times during each 12‐month period of the contract at intervals of 80 to 100 calendar days.

Semiannual (SA). Services performed twice during each 12‐month period of the contract at intervals of 160 to 200 calendar days.

Semimonthly (SM). Services performed 24 times during each 12‐month period of the contract at intervals of 14 to 16 calendar days.

Three times weekly (3W). Services performed three times a week, such as Monday, Wednesday, and Friday.

Twice weekly (2W). Services performed twice a week, such as Monday and Thursday or

Tuesday and Friday.

Weekly (W). Services performed 52 times during each 12‐month period of the contract at intervals of six to eight calendar days.

2.1.15 Indirect costs All expenses which are not project specific, this includes overhead expenses, travel, and any oversight expenses.

2.1.16 Maintenance and Repair The preservation or restoration of a piece of equipment, system, or facility to such condition that it may be effectively used for its designated purposes.

Maintenance/repair may be adjustment, overhaul, reprocessing, or replacement of constituent parts or materials that are missing or have deteriorated by action of the elements or usage, or replacement of the entire unit or system if beyond economical repair.

2.1.17 Maximo/CMMS The contractor shall populate and maintain a computerized maintenance management system (CMMS) which will be IBM Maximo Asset Management. The contractor is expect to keep track of all aspects of the contract, and contract administration in the provided instance of the MAXIMO system.

2.1.18 Means Cost Data A data collection and organization system developed by R. S. Means

Company which can be used to prepare accurate, dependable construction estimates and budgets in a variety of ways. The Contractor shall use the latest edition. Material prices are based on a national average and computed labor costs are based on a 30‐city national average.

Data has been targeted for residential, commercial, and industrial repair/remodeling projects.

An estimate prepared using this data is called a "Means estimate"; data may simply be referred to as "Means". The following are required Means data, R. S. Means Repair and Remodeling Cost

Data, R. S. Means facilities & Maintenance data, R. S. Means Commercial Renovation,

2.1.19 Operation and Maintenance and Support Information (OMSI) OMSI is a set of consultant‐prepared data manuals that contain detailed, as‐built technical information that describes the efficient, economical and safe operation, maintenance and repair of a facility, plant, equipment or system throughout its life cycle. Generally prepared following completion of new construction facility or major facility upgrade. OMSI’s typically include staffing and budgeting information, supply support including critical spare parts, operating procedures, troubleshooting and diagnostic guides, extended warranty data, maintenance task frequencies and documentation, technical data, repair procedures and manufacturer’s product data.

2.1.20 Pre‐expended Bin Materials and Supplies The minor materials and supplies that are incidental to the job, for which the total direct cost of any one material line item shown on the material estimate is $10.00 or less. Examples of pre‐expended bin materials and supplies include, but are not limited to, solder, lead, flux, electrical connectors, electrical tape, fuses, nails, screws, bolts, nuts, washers, spacers, masking tape, sand paper, solvent, cleaners, lubricants, grease, oil, rags, mops, glue, epoxy, spackling compound, joint tape, plumbers tape and compound, clips, welding rods, and touch up paint.

2.1.21 Quality Assurance A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

2.1.22 Quality Assurance Representative (QAR) That individual designated by the KO to be responsible for the monitoring of Contractor performance.

2.1.21 Quality Control (QC) A method used by the Contractor to control the quality of goods and services produced.

2.1.23 Response Time The time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate personnel, tools, equipment, and materials, ready to perform the work required.

2.1.24 Regional Facility Operations Specialist (rFOS) Regional Government Representative for

Army Reserve

2.1.25 Asset are land, structures, equipment (including motor and aircraft fleets), and intellectual property (including software), which are used by the Federal Government and that have an estimated useful life of two years or more.

2.1.26 Transitional Period The time from the base contractor award until the first task order is issued. During this time the contractor is responsible for all submittals in section F that are required after award. This includes but is not limited to the following: Permits and Licenses, Insurance certificate, Quality management plan, Accident Prevention Plan, Preventive Maintenance schedule, and many of the program plans.

2.2 General Information

2.2.1 Government Regular Working Hours The Government's regular working hours include times in which facilities are used to support the military mission, and vary from site to site. Regular working hours are typically 0800‐1600, five days per week, Monday through Friday, except observed Federal holidays; and Saturdays and Sundays up to two weekends per month. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside

Government regular working hours requires prior KO approval.

2.2.1.1 Observed Federal Holidays The Government observes the following holidays:

New Year’s Day, January 1st

Martin Luther King Jr.’s Birthday, 3rd Monday in January

President’s Day, 3rd Monday in February

Memorial Day, last Monday in May

Independence Day, July 4th

Labor Day, 1st Monday in September

Columbus Day, 2nd Monday in October

Veterans’ Day, November 12th

Thanksgiving Day, 4th Thursday in November

Christmas Day, December 25th.

2.2.2 Wage Determinations Refer to J‐02 000 00‐02 for Service Contract Act and Davis‐Bacon

Act wage determinations.

2.2.3 Requirements Hierarchy Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, 3.1.2.1 and so on.

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings The Contractor may be required to attend administrative and coordination meetings at the KO’s discretion.

2.3.2 Permits and Licenses Within 15 calendar days after award of this contract, the Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable federal, state and local laws and regulations.

Provide evidence of such permits and licenses to the KO before work commences and at other times as requested by the KO.

2.3.3 Insurance Within 15 calendar days after award of this contract, the Contractor shall furnish the KO a certificate of insurance as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with the FAR

Clause 52.228‐05, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

2.3.3.1 Certificate of Insurance The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

2.3.3.2 Minimum Insurance Amounts The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

Comprehensive General Liability: $500,000 per occurrence

Automobile Liability: $200,000 per person, $500,000 per occurrence, $20,000 per occurrence for property damage

Workmen's Compensation: As required by Federal and State worker's compensation and occupational disease statutes

Employer's Liability coverage: $100,000, except where worker's compensation may not be written by private carriers

Other as required by State Law

2.3.4 Protection of Government Property During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of negligence under this contract to their original condition at no cost to the Government.

2.3.5 Access to Work Areas The Contractor shall make all arrangements through the appropriate office necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority. The

Government will not issue keys to the Contractor. The Contractor shall use due diligence and be responsible for compromised security systems to include replacement costs that result from its action or inaction.

2.3.6 Instructions, Directives, and References Applicable Department of Defense (DoD) and other directives, instructions, and references are listed in J‐02 000 00‐03.

2.3.7 Invoicing Procedures See 52.212‐4(g), CONTRACT TERMS AND CONDITIONS—

COMMERCIAL ITEMS, Section I. A consolidated package with all sites individually invoiced will be accepted no more frequently than monthly. See invoicing procedures in J‐02 000 00‐04.

2.3.7.1 WARNING At this time the Army Corps of Engineers is NOT using Wide Area

Work Flow (WAWF) for invoice submission. Until further notice is provided any invoices submitted via WAWF will not be processed.

2.3.7.2 Maximo / CMMS: The contractor shall have updated all status, competed IDIQ, service tickets and all other information required for reporting into Maximo for the invoice period prior to the invoiced submission to the government. Maximo will be used to generate the invoicing form attached in section J‐02 000 00‐04. Statuses in Maximo will be used to verify completed work, any work completed and not entered into

Maximo will not be expensed.

2.3.8 Forms See Section J‐02 00 000‐05 for accident reporting, and damage reporting.

2.3.9 Training for Maintenance and Operation of New and Replacement Systems and

Equipment When construction, renovation, or repair work is performed by means other than this contract, the Contractor shall attend Government provided training, as applicable, for maintenance and operation of new and replacement systems and equipment at no additional cost to the Government.

2.3.10 MAXIMO for contract tracking (CMMS): The contractor will be required to utilize the work order function within the MAXIMO program to track all preventative maintenance activities and service requests, including but not limited to, scheduling, estimated costs, and actual costs. The contractor is also expected to utilize the CMMS for all invoicing activities for the duration of the contract in addition to the requirements of section 2.3.7 invoicing procedures.

2.4 Government‐Furnished Property, Materials and Services The Government will not make available any facilities, materials, or equipment for use in connection with this contract. Refer to J‐02 000 00‐06.

2.4.1 Government‐Furnished Facilities (GFF) None.

2.4.2 Government‐Furnished Utilities All normally available utilities will be free to the

Contractor at existing outlets for completion of this contract, to include water, sewer, and electricity. No phone, fax, copying, computer services, or office space will be available.

2.4.3 Government‐Furnished Materials (GFM) None.

2.4.4 Government‐Furnished Equipment (GFE) The government will make its MAXIMO instance available for the contractors use.

2.5 Contractor‐Furnished Items Except for items identified as Government Furnished, the Contractor shall provide all equipment, materials, parts, supplies, components, and facilities to perform the requirements of this contract. The KO may inspect Contractor‐furnished items for adequacy and compliance with contract requirements. Inadequate or unsafe items shall be removed and replaced by the Contractor at no cost to the Government. Materials containing asbestos, lead, and PCB’s shall not be brought on site. The KO may at any time require samples, Material Safety Data Sheets (MSDS), manufacturer’s data cut sheets of materials used in this contract.

2.6 Management The Contractor shall manage the total work effort associated with the services required herein to meet the performance objectives and standards. Such management includes but is not limited to planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide staff with the necessary management expertise to assure performance objectives and standards are met.

2.6.1 Work Control The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking and reporting of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the KO. A written status report of any item of work must be provided within two hours of the inquiry during regular working hours, and by

0800 the following work day for inquiries after regular working hours.

2.6.2 Work Schedule The Contractor's work shall not interfere with normal Government business. In those cases where some interference is unavoidable, the Contractor shall minimize the impact and effects of the interference. The Contractor shall provide advance access of all of its work schedules to the Government. The Contractor shall notify the KO of any difficulty in scheduling work due to Government controls.

2.6.3 Service Interruptions If any utilities or other services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the KO, affected tenants, and customers a minimum of 10 calendar days in advance. If the discontinued service is due to an emergency breakdown the Contractor shall notify the KO, affected tenants and customers as soon as practicable.

2.6.4 Asset Management and Control: The Contractor shall use the Maximo system for asset tracking and management. The Contractor shall maintain complete and accurate records of all services provided and make these records available for the Government's use in managing the effort required under this contract. The contractor shall ensure all data collected is entered into

MAXIMO. If data is not able to be uploaded into maximo the contractor shall submit this information in electronic format to the government as the end of each base and option year.

2.6.4.1 Work Authorization Forms: The Contractor shall initiate a record for all ELIN designated services, to include a description of the problem or requested work, date and time received, location, and other appropriate information into Maximo. For services other than service calls (e.g. preventive maintenance), the record number shall be coded to differentiate that work from service call work.

1) Immediately upon receipt of a service call, the following information shall be recorded:

‐ General Fund Enterprise Business System (GFEBS) Work authorization number

‐ CSS ticket number

‐ Service call priority (emergency, urgent, routine)

‐ Name, office and command of requester

‐ Type of funding

‐ Paying Activity Code (PAC) (as required)

‐ Date and time call received

‐ Specific craft designation(s)

‐ Caller's description of the problem or requirement

‐ Associated Asset ID number

‐ Description of equipment or system (e.g., type of equipment, size, serial number, model number)

Upon completion of the requested service, the Contractor shall enter the following actions into Maximo no later than 0900 the following working day after completion of the service:

‐ Description of problem or requirement as found by craftsman

‐ Description of work performed

‐ Labor hours expended, labor and material costs

‐ Date, time work was commenced, and completed

‐ Authorized signature indicating work was performed

2.6.4.2 Maintenance Management System (PM work): The records shall include complete logs of all Facilities Maintenance Services work provided, including but not limited to the following:

‐ Scheduled Start Date service scheduled to be performed document

‐ Date(s) of actual performance of service

‐ Location of service (e.g., site code, Fac ID, building number, and room number)

‐ Associated Asset ID number

‐ Description of equipment or system (e.g., type of equipment, size, serial number, model number)

‐ Description of maintenance provided or service performed

‐ List of parts replaced or equipment replaced in kind (e.g., type of equipment, size, serial number, and model number)

‐ Other information as needed to completely describe the work performed

‐ Labor hours expended, labor, and material costs

‐ Authorized signature indicating work was performed

2.6.4.3 Adding New or Replacement Assets: The records system shall be updated to included missing and updated equipment information in the Section J‐1502000 equipment inventories, such as description for the piece of equipment, location (site code + 5 digit IFS Building Number), manufacturer, model number, capacity, etc. The contractor should provide the government with any O&M data, and recommended PM services for added and replaced assets. Asset Inventory updates shall be provided with the monthly invoice in Microsoft Excel format.

2.6.5 Quality Management System (QMS) The Contractor shall establish and maintain a complete QC program in accordance with the provisions specified herein. The Contractor’s QC

Program shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. The Contractor's QC program shall address:

•Accurate documentation of work processes, procedures, and output measures.

•A systematic procedure for assessing compliance with performance objectives and standards.

•Accurate documentation of quality inspections conducted throughout the execution of work.

•Assessment‐driven corrective actions and process adjustments as appropriate in a timely manner.

2.6.5.1 Quality Management (QM) Plan The Contractor shall develop and submit a QM Plan within 15 calendar days after award. The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, submit to the KO a revised QM Plan for acceptance.

2.6.5.2 Quality Inspection and Surveillance The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.246‐4, INSPECTION OF

SERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions. The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be turned over to the KO within five calendar days of termination of the contract.

2.6.5.3 Quality Inspection and Surveillance Report The Contractor shall submit a copy of the

Contractor Quality Inspection and Surveillance Report monthly with the monthly invoice. The

Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment‐driven corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

2.6.6 System and Equipment Replacement The Contractor shall maintain the integrity and performance of existing energy saving, water conservation or other sustainability design features of systems and equipment in the performance of repair and replacement work. Except where otherwise specified, replacement components shall be of the same model/style or equivalent as the component being replaced. Substitutes for replacement components must be accepted by the KO prior to use. The KO will furnish available information for the existing systems and equipment.

2.7 Personnel Requirements The Contractor shall comply with the personnel requirements stated below.

2.7.1 Key Personnel The Project Manager shall be considered key personnel as defined in

Section L.

2.7.1.1 Project Manager (PM) The PM must have relevant experience at a comparable level of responsibility in projects of similar size, scope and complexity. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to this contract. The PM or alternate shall be available by phone within one hour both during and after the Government's regular working hours.

2.7.1.2 Quality Control Manager (QCM) The Contractor shall provide a QCM who shall have full authority and responsibility for assuring performance objectives and standards identified in this contract are met.

2.7.1.3 Site Safety and Health Officer (SSHO) A Contractor employee whose primary duty and responsibility is to prepare and enforce the Contractor’s safety program on this contract. The SSHO shall have fulfilled the following prerequisite training and experiences before being hired as the SSHO under this contract: For contracts greater than $100,000/year but less than $2M/year – “The SSHO shall have completed 3 years of satisfactory experience in preparing and enforcing the Contractor’s safety program on contracts of similar size and complexity in the past, and shall have completed 30‐hour OSHA safety class or equivalent within the last three years.” The SSHO may be the same person as the project manager; however, the pre‐requisite qualification and experience for the SSHO position remains.

2.7.2 Employee Requirements The Contractor shall provide experienced, qualified, and capable personnel to perform the work in this contract. Personnel shall be fully knowledgeable of all safety and environmental requirements associated with the work they perform. Personnel shall speak, read, and comprehend English to the extent that they can read and understand printed regulations, detailed written orders, operating procedures, training instructions and materials.

The Contractor shall ensure that all Contractor personnel have received proper safety training, appropriate to their respective jobs. At a minimum, all Contractor personnel shall have attended the OSHA 10 hour safety course, or equivalent.

The Contractor shall implement an ongoing training program that refreshes the safety skills, qualifications and awareness of the Contractor workforce on a regular, periodic basis. The details of the Contractor’s safety training program shall be included as part of the Contractor’s Accident Prevention Plan, as required in Spec Item 2.9.1.

2.7.2.1 Employee Appearance The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position. The KO reserves the right to determine the acceptability of any clothing worn. All Contractor/subcontractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.

2.7.2.2 Employee Conduct Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner. Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel.

All Contractor employees shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

2.7.2.3 Removal of Employees The Contractor shall remove from the site any individual whose continued employment is deemed by the KO to be contrary to the public interest, inconsistent with the best interests of National Security, or if employee behaviors violate any requirements outline in this or any other sections of this contract.

2.7.2.4 Proof of Citizenship No employee or representative of the Contractor will be admitted to the site of work unless satisfactory proof of citizenship is furnished, or, if an alien, legal residency within the United States is confirmed.

2.7.2.5 Anti‐Terrorism (AT) Level 1 Training All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training and submit certificates of completion to the COR, or KO, within fifteen (15) days of award at the following website:

http://jko.jten.mil/courses/atl1/launch.html

2.7.2.6 Operational Security (OPSEC) Training Per AR 530‐1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training.

OPSEC training is available at the following website: http://cdsetrain.dtic.mil/opsec/

2.8 Security Requirements The Contractor shall comply with all federal, state, and local security statutes, regulations, and requirements. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the KO when required to enter a Government site. The Contractor shall ensure that all security/entrance clearances are obtained.

2.8.1 Employee Listing The Contractor shall maintain and provide upon request a current listing of employees. The list shall include employee’s name, social security number, address, copy of valid driver’s license and proof of insurance (if ever driving on Government property) and level of security clearance.

2.8.2 Vehicles The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate that complies with State Vehicle Code. Vehicles shall meet all other requirement of the State Vehicle

Code, such as safety standards, and shall carry proof of insurance and state registration, if applicable.

2.8.3 Passes and Badge All Contractor employees shall obtain the required employee and vehicle passes. The Contractor employees must be able to obtain CAC in accordance with security requirements, if requested. Each employee shall wear the Government issued badge over the front of the outer clothing. When an employee leaves the Contractor's service, the employee's Passes and Badges shall be returned within 10 calendar days. The KO my require additional badging requirements based on the current needs of the security community.

2.8.4 Access to Buildings The Contractor shall monitor and control access into restricted areas under their responsibility, allowing only those individuals who have been properly cleared into restricted areas or other controlled access areas. The Contractor shall comply with security requirements, plus those imposed by the installation Commander at all times. Personnel with access to special areas will have the appropriate screening and/or security clearance, and personnel requiring routine access to restricted areas will wear special badges authorizing access for those areas. Contractor personnel shall not enter restricted or controlled areas or installation facilities unless specifically authorized in performance of their duties. The

Contractor shall secure all buildings and facilities entered during non‐duty hours and will secure all building and facilities under the Contractor’s cognizance at the end of each work day or shift period.

2.8.5 Access Arrangements The Contractor shall make all arrangements necessary to obtain access to buildings, facilities and other work areas, and when necessary, arrange for them to be opened and closed by the controlling authority.

2.8.6 Security Clearances The Contractor shall obtain all required corporate and personnel security clearances prior to commencement of work. The Contractor shall ensure that a list of all personnel with security clearances is maintained current, including clearances that are pending if necessary.

2.9 Contractor Safety Program The Contractor shall develop and implement a Safety Program detailing how the Contractor plans, staffs, performs, and controls all safety practices while delivering best value services to the Government without any accidents or mishaps. The Contractor’s safety program shall comply with all safety standards identified in the U.S. Army Corps of Engineers Safety and Health

Requirements Manual, EM‐385‐1‐1 and Public Law 91‐596, Occupational Safety and Health Act; and

Contractor shall submit a monthly exposure report to the Contracting Officer.

2.9.1 Accident Prevention Plan (APP) To ensure that the Contractor has a well‐organized and thorough Safety Program, the Contractor shall prepare an Accident Prevention Plan (APP). The

APP shall be prepared by the Contractor’s SSHO and shall be followed by all Contractor employees, subcontractors, and vendors at each service site. The APP shall follow the format and cover all topics as delineated in Appendix A of EM‐385‐1‐1. The APP shall incorporate

Activity Hazard Analyses (AHAs) and Situation Specific Safety Plans that are relevant to the site specific hazards and controls for each activity and type of work that may be encountered in the performance of this contract. Detailed requirements for AHAs and Hazard Specific Safety Plans are provided below.

The Contractor’s APP shall be submitted to the KO within 10 calendar days for approval. The

Contractor shall review, update, and submit the revised APP to the KO annually and within 15 calendar days whenever a change in work conditions, hazards, or activities occur.

2.9.2 Activity Hazard Analysis (AHA) The Contractor shall prepare Activity Hazard Analyses

(AHAs) for all common recurring work activities performed under this contract. AHAs shall be submitted with the APP and shall be updated as work activities or conditions change and additional AHAs prepared as new work activities are required. Specifically:

•For FFP contract modifications where changes are germane to the original contract, the Contractor shall revise applicable AHAs and submit to the KO within 15 calendar days after modification is signed.

•For combination FFP/IDIQ contracts, the Contractor shall submit an AHA on task orders, with the associated proposal, whenever the service environment or required task is different from the firm‐fixed‐priced services.

•For construction (including renovation or alteration) task orders placed on the IDIQ portion of contract, the Contractor shall submit a separate AHA for each task order with the associated proposal.

AHAs shall follow format of Figure 1‐1 of EM‐385‐1‐1 and shall explain the following as detailed in the EM‐385‐1‐1:

the steps of the service process;

•identify potential hazards that exist as a result of the Contractor’s service process within the environment;

•measures or plans of actions to safely remove potential hazards away from people in and around the service process and environment;

•specific materials and equipment necessary to safely remove potential hazards away from people in and around the service process and environment;

•inspection requirements to assure service activity is safe; and

•training of service personnel to be aware of potential hazards and measures or plans of actions to be used to remove hazards from service environment.

During performance of services, the SSHO shall periodically review the AHA at each service site and for each sub‐annex to assess the effectiveness of the Contractor’s overall APP. If changes to the AHAs are required, such changes shall be submitted to the KO for review and acceptance.

2.9.3 Hazard Specific Safety Plans The Contractor shall develop and implement hazard specific safety plans, as listed below, as necessary for the situation or types of work to be performed under this contract. These hazard specific safety plans shall be submitted with the APP and shall be updated as situations change. Additional hazard specific safety plans developed as applicable when new types of work are required under this contract.

2.9.3.1 Alcohol and Drug Abuse Prevention Plan The Contractor shall develop a plan to explain how it will satisfy the drug‐free work force requirement as stated in DFARS

Subpart 252.223‐7004.

2.9.3.2 Asbestos Abatement Plan The Contractor shall develop a plan to explain how it will protect its personnel from asbestos exposure. This plan shall also address relevant procedures, requirements, and protocols of section 6 of EM 385‐1‐1.

2.9.3.3 Confined Space Access Plan The Contractor shall develop a plan to explain how it will assure its service employees have safe access to a confined work space. The plan shall: (1) identify the competent person’s name, qualifications, training, and experiences; (2) delineate the competent person’s authority to direct work and stoppages in adverse conditions; (3) air quality and ventilation system requirements; (4) include procedures to rescue contractor/subcontractor/vendor personnel in distress;

and (5) coordinate with emergency responders. See relevant requirements of paragraph 06.I of EM‐385‐1‐1, 29 CFR 1910, 29 CFR 1915, and 29 CFR 1926, and any other federal, state and local regulatory standards.

2.9.3.4 Not Used

2.9.3.5 Critical Lift Procedures The Contractor shall develop a plan to explain how it will:

(1) conduct any lifts at 75 percent or more of the crane or hoist capacity (or lifts over 50 percent of the capacity on a barge mounted mobile crane’s hoists) for any radius of lifts;

(2) description of lifts, cranes or hoists; (3) qualifications of personnel authorized to operate lifts, cranes, or hoists; and (4) use non‐routine rigging or operations involving sensitive equipment whenever there is unusual safety risks. This plan shall be prepared in accordance with paragraph 16.C18 of EM 385‐1‐1, 29 CFR 1926.550(g), ASME B30.22, ASME B30.3; ASME B30.5, and ASME B30.8

2.9.3.6 Demolition Plan The Contractor shall develop a plan to explain how it will safely dismantle and remove all demolished building components and debris off Government property. This plan shall be reviewed and signed by the Contractor’s Registered

Professional Engineer who had also considered engineering and lead and asbestos surveys of the building. (See section 23 of EM 385‐1‐1).

2.9.3.7 Emergency Response Plan A written plan delivered by the Contractor to explain how it will ensure safe evacuation of people during emergencies, before the hazard or natural disaster is imminent, and to minimize the consequences of accidents during evacuations. See Section 01E of EM 385‐1‐1.

2.9.3.8 Emergency Rescue Plan The Contractor shall develop a plan to explain how it will rescue personnel who might become injured or incapacitated while performing services in an underground shaft or caisson. See paragraph 26.A.05 of EM 385‐1‐1.

2.9.3.9 Fall Protection Plan The Contractor shall develop a plan to explain how it will eliminate falls at the service site. The plan will explain how the Contractor will protect and prevent its service workers from falling from heights of 1.8m (6 feet) or more. A competent person for fall protection shall prepare and sign the plan. See EM 385‐1‐1, ANSI A10.32, ANSI Z359.1, and ANSI/ASSE A10.34.

2.9.3.10 Fire Prevention Plan The Contractor shall develop a plan to explain how it will eliminate or contain fires when using hot kettles or welding equipment at facilities and service sites. This plan shall be used by Contractor employees to: (1) obtain hot work permits and identify emergency first responders to fire hazards; (2) identify and make available materials and equipment to suppress or contain fires; and (3) emergency evacuation procedures. See Sections 6 and 9 of EM 385‐1‐1, NFPA10, NFPA 241, NFPA

51B, NFPA 70, NFPA 70E, and NARA 29 CFR 1926.500.

2.9.3.11 Hazard Communication Plan The Contractor shall develop a plan to explain how it will identify hazardous substances at the service site. This plan shall address: (1) training (to include potential safety and health effects from exposure); (2) labeling of hazardous substances; (3) maintaining an inventory listing of hazardous chemicals at the service site; and (4) location of a library of Material Safety Data Sheets (MSDSs) in the office to satisfy 29 Code of Federal Regulations (CFR) 1910.1200 or 1926.59 requirements.

2.9.3.12 Hazardous Energy Control Plan The Contractor shall develop a plan to explain how it will control hazardous energy within an existing service environment. This plan shall address: (1) intended operations and procedures; (2) means to coordinate and communicate the control of hazardous energy; (3) procedural steps and responsibilities for shutting down, isolating, blocking, and securing systems to control hazardous energy; (4) steps and responsibilities for the placement, removal, and transfer of lockout and tagged out devices; (5) steps and responsibilities for placing and tagging, and moving or removing and un‐tagging, protective grounds; (6) requirements for testing the system to verify the effectiveness of lockout and tag‐out isolation devices; (7) courses of actions to implement during emergencies; (8) requirements when removing hazardous energy control devices must be transferred from one authorized person to another, and the name of the individuals qualified for receiving such a transfer; and (9) the means to enforce compliance with the procedures.

2.9.3.13 Health Hazard Control Plan The Contractor shall develop a plan to explain how it will determine the presence of hazardous or toxic agents at the service environment and explain what safety measures are to be taken. This plan shall satisfy relevant topics of Section 6 of EM385‐1‐1.

2.9.3.14 Lead Abatement Compliance Plan The Contractor shall develop a plan to explain how it will protect its service work force from lead exposure. This plan shall also address relevant procedures, requirements, and protocols of 29 CFR 1910.1025 and 29

CFR 1926.62.

2.9.3.15 Respiratory Protection Plan The Contractor shall develop a plan to explain how it will protect the health of its employees whenever respirators are needed. This plan shall include service‐site‐specific procedures in accordance with EM 385‐1‐1 Section

05.E and OSHA’s respiratory protection standard at 29 CFR 1910.134.

2.9.4 Accident Reporting The Contractor shall report all accidents, mishaps, and near misses to the KO in a timely manner, as described below:

•An initial report shall be developed by the Contractor and provided to the KO immediately after that an accident, or near miss, has occurred. The Contractor may not have all the facts and information regarding the actual incident or near miss at the time of the initial report, however, it is the Government’s desire to receive notification of all mishap situations as early as possible.

•The Contractor shall develop a follow‐on report and shall and provide a copy to the KO by close of business the day of the accident, or if the accident occurs after hours, at start of business the following morning. Follow‐on reports shall be required daily until the contractor can send a final, conclusive report of the nature, cause, and outcome of the accident.

•The Contractor shall provide a final report of the accident to the KO within 24 hours after completing the investigation of the accident.

2.9.5 Damage Reporting The Contractor shall submit to the KO in the manner and on the forms prescribed by the Government all damage to Government property by Contractor employees.

2.9.6 Fire Protection The Contractor shall know where fire alarms are located and how to activate them. The Contractor shall handle and store all combustible supplies, materials, waste and trash in a manner that prevents fire or hazards to persons, facilities, and materials.

2.9.7 OSHA Citations and Violations The Contractor shall correct violations and citations promptly and provide a copy of each OSHA citation and OSHA report with written OSHA

Citations and Violations Corrective Action Report to the KO within 48 hours after receiving a citation.

2.9.8 Safety Inspections and Monitoring The Contractor shall be responsible for regularly inspecting its work areas, job sites, and work crews to ensure that all Contractor operations are being conducted safely. These inspections shall ensure:

•The site is safe and free of job‐site hazards

•Proper PPE is being utilized and worn.

•Safe work practices and processes are being followed.

•Workers are familiar with the hazards covered in the respective AHA for that work activity.

•All equipment and tools are in good condition and being used safely.

The Government reserves the right to inspect and monitor Contractor operations for safety compliance. In general, the Government approach will be to perform Performance Assessment on the quality and effectiveness of the Contractor’s safety program. The Government reserves the right to stop any work activity that it deems to be unsafe. Contractor personnel shall work in a safe manner and comply with all applicable safety regulations. The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available to the KO upon request.

Whenever the KO becomes aware of any safety noncompliance or any condition which poses a serious or imminent danger or hazard to the health or safety of the public or Government

Personnel, the KO will notify the Contractor orally, with written confirmation, and request immediate corrective action. This notice, when delivered to the Contractor’s representative or

SSHO, shall be deemed sufficient notice of noncompliance and that corrective action is required.

After receiving this notice, the Contractor shall immediately take corrective action. If the

Contractor fails, delays, or refuses to promptly take corrective action, the KO may issue a stop work order for all or part of the services or work until satisfactory corrective action has been taken. Whenever such a stop work order has been issued, the Contractor shall waive all equitable adjustments to the contract related to the stop work ordered issued. The Contractor shall include this requirement in all of its subcontracts and vendor contracts in support of contract safety.

2.9.9 Safety Certification The Contractor shall submit copies of all the required Federal, state, county, city or industry safety related certifications for work performed under this contract.

These certifications shall be kept up to date and the Contractor shall submit new versions of certifications to the KO as the old certifications expire. No work, that requires a certification, shall start without a valid and approved certification.

2.9.10 Safety Apparel on Jobsites Contractor personnel shall wear appropriate high‐visibility safety apparel (garment, vest, or harness of retro‐reflective and fluorescent material) meeting

ANSI/ISEA 107‐2004 requirements. Appropriate garment shall be based on the worker hazards and tasks, complexity of the work environment or background, and vehicular traffic and speed.

As a minimum, the Contractor personnel shall wear ANSI/ISEA 107‐2004 Class I compliant apparel.

2.10 Environmental Management and Sustainability The Contractor shall perform work under this contract consistent with the following Environmental Management System (EMS) goals and policy.

Goals:

•Reduce purchase and use of toxic and hazardous materials;

•Expand purchase of green products and services; increase recycling;

•Reduce energy and water use;

•Increase use of alternative fuels and renewable energy;

•Integrate green building concepts in major renovations and new construction;

•Prevent pollution at the source; and

•Continual improvement.

Policy:

•Protect public health and the environment by being an environmentally responsible member of the community;

•Preserve our natural, historic and cultural resources;

•Conserve natural resources by reducing what we discard, reusing items, and recycling materials, which includes purchasing products made from recycled materials;

•Integrate sound environmental practices into all our operations and business decisions;

Integrate environmental protection requirements and pollution prevention initiatives into the early planning, design and procurement of facilities, equipment and material, as well as the planning and implementation of military training activities;

•Prevent or minimize pollution at its source as we seek out ways to eliminate or further minimize use of hazardous materials and generation of hazardous waste;

•Maintain a sound partnership with regulatory agencies to sustain our compliance with existing and new environmental laws and regulations;

•Enhance our program as we develop and implement an Environmental Management System;

and

•Adhere to this policy, remind one another to do so, and ensure that our entire community knows this is our policy by our actions as well as our words.

The Contractor shall maintain monitoring and measurement information to address the EMS goals and policy and provide the EMS Goals and Policy Measurement Information to the KO when requested. In the event an EMS nonconformance or environmental noncompliance associated with the contracted services, tasks, or actions occurs, the Contractor shall take corrective and/or preventative actions, assume legal and financial…