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,

mpugh@ske.eu

Kaiserslautern Region 1 Managers (SKE) Wolfgang Gumbinger, Region Manager,

Cell: 0175 263 21, wgumbinger@ske.eu

Kaiserslautern Region 2 Managers (SKE) Joachim Beyer, Region Manager, jbeyer@ske.eu Ralf Hofer, QC Manager, rhofer@ske.eu