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GERMANY SCHOOL MAINTENANCE PROGRAM
FACILITY MANAGER ASSISTANT (FMA) TRAINING
KAISERSLAUTERN DISTRICT
13 March 2009
CONTRACT OVERVIEWHE1280-08-D-0025
BACKGROUND & HIGHLIGHTS Awardee - SKE Technischer Services
GmbH Full Service Starts 1 April 2009 Coverage - Bavaria, Heidelberg,
Kaiserslautern, MK Base Year and 4 One-year Options Estimated Value - €86 Mil (Base + 4) Awarded under Best Value procedures Performance-based commercial service
CONTRACT OVERVIEW cont..
BENEFITS Integration of maintenance and
custodial services Fixed prices Standardization and Control
CURRENT CONTRACT STATUS
Current Kaiserslautern Task Order 0004
€5,5 Million (Estimated) 1 April 2009 – 28 February 2010
CONTRACTING OFFICER REPRESENTATIVE (COR)
COR Responsibility Technical Coordination/Cont, CO Inspection and Acceptance of Services Initiation and Inspection of Project Work Monitoring Contract Performance Tracking Financial Performance/Interface
with Budget Officers
WORK CONCEPT
Monthly Services (Fixed Prices) Routine Maintenance (includes grounds, NOT
playgrounds) Routine Custodial Lunchroom Services
Project Work (Fixed Labor Rates, OH Rate) Sustainment (Repair) Non-Routine Custodial Minor Construction (Recapitalization) Non-Routine Grounds Maintenance
REQUIREMENTS
All performance guided by Performance Work Statement (PWS) Defines routine activities and sets
baseline for routine repairs Defines frequencies and performance
standards Establishes administrative procedures
for nonroutine work
NONROUTINE SERVICES Minor Repairs and Grounds Care
Many of these activities included in basic effort Services not included in basic effort separately funded
and paid Minor Construction, Nonroutine Custodial and some
Grounds activities not included in basic effort Limit on Minor Nonroutine Services - €2,000 per
occurence All Minor Nonroutine Services entered into SchoolDude Nonroutine Services over €2,000 become Project Work
approved by Contracting Officer
SKE MAINTENANCE TEAM RESPONSIBILITIES
Responsibilities Area Maintenance Teams, Not Hausmeisters Oversees day-to-day operations, inc.
Subcontractors Performs preventive maintenance inspections of
facilities (buildings and grounds)to identify problems
Performs nonscheduled maintenance and repair within €2,000 limit as applicable
Monitors custodial and grounds work Coordinates with repair specialists and
subcontractors Performs Quality Control on all activities
SKE MAINTENANCE TEAM RESPONSIBILITIES cont..
Responsibilities Customer advocate between schools and
contractor 1st line of communication for outages, safety
issues, reporting vandalism, etc. Focal point for emergencies and special events Response times for emergencies are:
Normal Duty Hours – ½ hour of notification After Duty Hours – 1 hour of notification
REGION STRUCTURE KAISERSLAUTERN DISTRICT
Region 1 Ramstein Schools Kaiserslautern Schools Vogelweh Schools Landstuhl Elementary School Sembach Schools Kaiserslautern DSO
Region 2 Baumholder Schools Bitburg Schools Spangdahlem Schools Geilenkirchen/Kleine Brogel Elementary Schools*
*(SKE Admin only. Managed and Funded through Facilities Division, MK and Isles District)
SKE STAFFING CONCEPT
Each Region will have Regional Manager and Quality Control Manager
Each Area will have Service Technicians and Maintenance Technicians some mobile
Grounds Subcontractor will be entirely mobile
Custodial Teams will be staffed at each facility
FACILITY MANAGER ASSISTANT (FMA) PROGRAM
Purpose
Designed to authorize school Principals and Assistant Principals to assist COR’s to monitor contractor performance
Program approval level - DoDDS-E
Administered by district Superintendent in conjunction with specified procurement authority
FMA RESPONSIBILITIES AND DUTIES
You ARE AUTHORIZED to: Inspect routine custodial and grounds
services IAW PWS and Performance Assessment Plan
Methods of inspection – Spot Checks and Customer Complaint
Report findings minimum of monthly to COR (through checklist)
Surface problems to COR through SchoolDude.com Work Orders
FMA RESPONSIBILITIES AND DUTIES cont..
Examples of issues FMA’s may surface to COR:
Broken window, faulty door hinge or lock, leaking toilet or sink, holes in walls, ceilings or doors
Cleaning the gym for an after hour activity (i.e., school play)
Cleaning a track or bleachers for a sports event Cleaning or condition of grounds
FMA RESPONSIBILITIES AND DUTIES cont..
FMA File Records and reflects your duties as FMA Shall be maintained in a current status and
contain the following: Copy of FMA Appointment Letter Copy of the contract and related documentation
(i.e., custodial standards) Copy of Performance Assessment Plan Record of inspections (i.e., checklist for monthly
routine custodial services, spot checks, record of customer complaints)
FMA RESPONSIBILITIES AND DUTIES cont..
You ARE NOT AUTHORIZED to: Order or approve work outside monetary limits
or scope of the contract Order or approve any new construction Delegate this authority to subordinate staff Perform final acceptance of any services Award, agree to, or sign any contract, task
order, or modification thereto, or in any way obligate funds on behalf of the Government outside of your authority
FMA RESPONSIBILITIES AND DUTIES cont..
You ARE NOT AUTHORIZED to (cont..): Interpret contract terms and conditions to the
contractor or unjustifiably impede the course of required performance
Direct the contractor to take any action that will change the contract’s price, products or deliverables, performance work statement, administrative procedures, or other stated terms and conditions. Such action is the sole responsibility of the CO.
Performing such unauthorized acts may result in your being held personally financially liable
WORK ORDER PROCESS
Process for FMAs through SchoolDude Log onto SchoolDude Go to Maintenance Direct Module Open New Work Order Pull Down Your School Name Fill in Description Block with Your
Problem, Request, Issue Send to COR for Review, Approval and
Forwarding to SKE
GOVERNMENT POINTS OF CONTACT
(Including Emergencies)
Kaiserslautern District Facilities Managers
Paul Maloy (COR) Cell: 0162 234 1806
CONTRACTING OFFICEPOINTS OF CONTACT
Inge Seymour – Contracting Officer Work: DSN 334-2685
Cosimo Lucchese – Contract Specialist
Work: DSN 334-2773
Mark Robbins – Chief, DEPO Work: DSN 334-2606
CONTRACTORPOINTS OF CONTACT
OVERALL CONTRACT MANAGER (SKE) Mr. Michael Pugh, Cell: 0151 1254 3598,
Kaiserslautern Region 1 Managers (SKE) Wolfgang Gumbinger, Region Manager,
Cell: 0175 263 21, [email protected]
Kaiserslautern Region 2 Managers (SKE) Joachim Beyer, Region Manager, [email protected] Ralf Hofer, QC Manager, [email protected]