RESPONSIBILITIES

The Operations and Maintenance Transition Coordinator (OMTC) provides expertise, advisement, coordination, and recommendations during the transition from the construction phase of the Capital Security Construction Program (CSCP) and the Maintenance Cost Sharing (MCS) Major Rehabilitation Program projects to the operation and maintenance phase of the facility in support of the Bureau of Overseas Buildings Operations, Office of Facility Management (OBO/OPS/FAC), and Construction Management (OBO/CM/CM). The incumbent's primary duties are to assist the Project Director (PD) and the post Facility Manager (FM) in transitioning CSCP and MCS projects from construction to operations and maintenance activities. This position requires coordination among the PD’s on-site Quality Assurance (QA) staff, the Government Commissioning Authority (CxA), FM, and various post sections. The role necessitates a performance period of approximately two years for each project location, although the deployment period may vary due to modifications in the actual construction schedule. In the first year, the OMTC engages in a full range of critical construction support services and technical coordination until substantial completion of construction projects. The OMTC will support the Facility Management Section by assisting in the coordination and preparations required to transition to the warranty management phase successfully. The OMTC collaborates closely with the domestically based Facility Asset Manager and reports directly to OBO/OPS/FAC to promote practical support for facility operations, maintenance programs, and agency-specific operations.

SPECIFIC DUTIES

Provide routine reports every two weeks using a standardized format based on the Quick Reference Guide (QRG), the O&M Turnover Checklist for Building Acceptance (40-point Checklist), and the O&M Project Transitions Milestones, focusing on updates related to transition activities for the Facility Asset Manager for OBO/OPS/FAC reporting. Review and become familiar with the project’s Staffing Recommendations for the Post[1]Operations and Maintenance report. Provide updates on the status of hiring all recommended Locally Employed (LE) staff positions for Facility Management necessary to maintain the new facilities. Collaborate closely with the FM to ensure that personnel are aligned and available for the contractor’s training and demonstration sessions as well as the commissioning agent’s enhanced systems training. Track the progress of Preventative Maintenance Service Contracts (PMSCs) and other selected service contracts to ensure their establishment before substantial completion. The FM will utilize the OBO/OPS/FAC template documents for preventative maintenance service contracts, which will be modified to align with the project’s systems and equipment and cost estimates. Coordination with the PD’s on-site QA personnel will be necessary to ensure contracts are established to commence service by the project’s substantial completion date. Conduct market research to identify general costs, service providers, and other manufacturer-certified sources. Utilize the Quick Reference Guide (QRG) to develop an inventory spreadsheet checklist that conforms to the contract specifications, ensuring the contractor appropriately supplies and manages all spare parts. Collaborate with the Facility Manager and Facility Asset Manager to finalize the comprehensive master list of specialized tools, diagnostic test equipment, and spare parts necessary for the maintenance of the new facility. Monitor FM procurement actions leading up to substantial completion and post-completion activities. Provide logistical support in scheduling deliveries, offloading and maintaining inventory receipts, validating items and quantities, and coordinating storage. Assist in validating inventory items for inclusion in the post’s Integrated Logistics Management System (ILMS) regarding spare parts, diagnostic testing equipment, and specialty tools. Verification of receipt and acceptance of contractor deliverables as indicated in the project’s O&M Turnover Checklist for Building Acceptance, including spare parts, O&M manuals, as-built drawings, manufacturer’s literature, and set up of equipment data and PM schedules in the Computerized Maintenance Management System (CMMS). Track and review contractor-provided training and demonstration sessions to Facility Management Locally Employed (LE) Staff. Develop a spreadsheet based on the requirements in the contract specifications for contractor-provided training to ensure all training is received. Coordinate with Facility Management LE Staff to attend these sessions. Work closely with the FM and Facility Asset Manager to identify additional specialized training opportunities for key Facility Management LE Staff. Will evaluate the training program and vendors and make recommendations to the FM. Coordinate logistical support and validate budget for additional Facility Management LE Staff training. Participate in commissioning activities and witness the CxA commissioning of equipment, systems, etc. Will monitor the commissioning schedule spreadsheet and track activities. Coordinate with Facility Management LE Staff to attend these activities. Survey and coordinate the installation of interior and exterior equipment barcodes at new facilities. Scan all equipment barcodes to display unique information aligned with the CMMS/COBie Template for each piece of equipment. Work with the Facility Asset Manager to facilitate the supply of barcodes and scanners, whether contractor[1]furnished or Government-furnished. Participate in the regularly scheduled on-site project meetings to discuss scheduling, work progress, commissioning activities, and closeout items. Monitor and track the contractor’s completion of construction deficiencies (punch list items) and assist in coordinating the contractor’s warranty management program. Coordinate with the contractor’s warranty manager to address all warranty items within the required timelines. Assist in drafting the post’s Facilities Maintenance Handbook, which will contain criteria and historical data for managing an operations and maintenance program. The information should include data on new construction and required legacy facilities. Assist the FM during the facility move-in process, including escorting duties. May participate in the eleven-month warranty inspection and review process to evaluate equipment and system performance.