GERMANY SCHOOL MAINTENANCE PROGRAM FACILITY MANAGER ASSISTANT (FMA) TRAINING KAISERSLAUTERN DISTRICT 13 March 2009

CONTRACT OVERVIEW HE 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 ,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 1 st 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 CORs 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 FMAs 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 contracts 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:

CONTRACTING OFFICE POINTS OF CONTACT Inge Seymour – Contracting Officer Work: DSN Cosimo Lucchese – Contract Specialist Work: DSN Mark Robbins – Chief, DEPO Work: DSN

CONTRACTOR POINTS OF CONTACT OVERALL CONTRACT MANAGER (SKE) Mr. Michael Pugh, Cell: , Kaiserslautern Region 1 Managers (SKE) Wolfgang Gumbinger, Region Manager, Cell: , Kaiserslautern Region 2 Managers (SKE) Joachim Beyer, Region Manager, Ralf Hofer, QC Manager,