013000 Electronic Project Management.pdf

Robert C Weaver Federal Building, Granite Façade Repairs, Phase 2 Washington, DC Project Number # VDC00213

FY15 Update Oct. 1, 2014 ELECTRONIC PROJECT MANAGEMENT 013000 - 1

SECTION 013000 - ELECTRONIC PROJECT MANAGEMENT (ePM) SYSTEM

PART 1 - GENERAL

1.1 PURPOSE

The Contractor shall use GSA’s web-based electronic Project Management (ePM) system, which is a fully configured version of Meridian Systems’ Proliance Construction Management

Software.

1.2 DEFINITION

ePM is a web-based project management tool which provides GSA’s Public Buildings Service with an automated workflow, collaboration, document management and project management solution to help manage GSA design and construction projects. ePM is integrated with GSA’s gBUILD (Green Building Upgrade Information Lifecycle Database) to share project creation and data storage information.

1.3 PROJECT COLLABORATION AND DOCUMENTATION

A. General

1. The Contractor shall effectively manage the ePM database including maintaining adequate staffing levels and ensuring that personnel attend the mandatory GSA-provided training sessions.

2. The Contractor shall use ePM to upload, store, capture, preserve, record, maintain, update, and route all project-related documentation to comply with GSA's Document Security

Requirements. Classified material is not permitted to be stored in this system.

3. The Contractor shall use the workflow processes contained within ePM to submit and receive approval for all project deliverables.

4. The Contractor shall continuously monitor and review ePM to ensure the Contractor data is current through completion of the closeout phase of construction.

5. The Contractor is required to store documents from their subcontractors and vendors in ePM. If a subcontractor or vendor does not obtain an ePM license, the contractor will be responsible for uploading and processing documents in ePM on their behalf.

B. Contents of ePM

1. The Contractor shall use ePM as the primary electronic data storage location for all project-related correspondence and submittals. For the avoidance of doubt, and unless specifically stated otherwise in the Contract Documents, in addition to any documentation that the

Contractor submits to GSA as set forth in the Contract Documents.

2. The Contractor is required to timely and accurately post, review, respond, and collaborate with other team members using the following features and/or workflow processes within the ePM system:

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a. Design Submissions — The Contractor shall submit design drawings, specifications, narratives, and calculations through the system for review and approval by the CMT.

b. Design Review Comments — The Contractor shall respond to design / constructability review and VE-related comments within ePM.

c. As-built / Record Drawings and Specifications — The Contractor shall use the system to submit all draft and final specifications, as-builts, and record construction documents through ePM for review and approval by the CMT.

d. Meeting Minutes — Contractor shall enter meeting agendas, records and minutes in the system for all applicable meetings as designated by the COR.

e. Budget and Cost Management — The Contractor shall provide estimates and work breakdown structures (WBSs) to GSA with accurate budget/cost analyses.

f. Schedules — The Contractor shall post, review, and/or respond to CPM schedule updates within the ePM system.

g. Change Management — Claims and Change Orders will be managed by the ePM system and the Contractor shall be responsible for reporting potential changes and logging

Requests for Change Orders (unsolicited proposals) into ePM. The Contractor shall also upload and manage all proposals and other documentation supporting Requested

Change Orders.

h. Correspondence — The Contractor shall submit formal correspondence to the CMT through ePM.

i. Daily/Progress Reports — The Contractor shall maintain construction progress reports-including daily reports and logs- in ePM.

j. Inspection Reports — Maintain inspection reports on materials and/or workmanship to assure compliance with all construction requirements.

k. Permits & Approvals — Contractor shall upload and maintain current copies of all permits and agency approvals that relate to the project.

l. Requests for Information (RFI) — The system shall be used to manage the RFI process.

All Requests for Information shall be entered, responded to (as needed), and closed out by the Contractor within the ePM system.

m. Safety/Injury Reports — The Contractor shall maintain inspection reports on materials and/or workmanship (including fire reports, injury reports, and safety notices) to ensure compliance with safety regulations and standards.

n. Submittals — The system shall be used to manage the submittal process, including review and informational submittals. The Contractor shall upload all submittal documentation through ePM for review and approval by the CMT.

3. The CMT reserves the right to require the Contractor to upload other documentation not mentioned above that is needed to support the project.

1.4 SCHEDULING REQUIREMENTS

A. The Project Schedule shall be produced using widely used, commercially available computer software that is capable of generating and monitoring a CPM schedule and is compatible with

Meridian Proliance.

1.5 EQUIPMENT AND TRAINING

A. Equipment: GSA will not furnish any equipment related to accessing ePM. ePM is web-accessible, and can therefore be accessed via any computer with an Internet connection.

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B. ePM Training: GSA will provide no cost training to familiarize team members with the ePM system. The GSA Project Manager will ensure that appropriate personnel should attend training and what roles they will be set up within the system based on their project responsibilities.

C. ePM Support: GSA will provide ePM system administration and end user support, for the duration of the project.

1.6 PERSONNEL REQUIREMENTS

A. An HSPD-12 security clearance is required to access ePM. Project Team members without an

HSPD-12 clearance will need to work with the GSA Project Manager to initiate the clearance process, and request a temporary waiver for ePM access until clearance can be confirmed. A waiver means that once the individual’s HSPD-12 clearance is confirmed, an ePM username and password will be provided. Reference the SOW of this project, Section 5.1.3, for additional information.

1.7 DATA OWNERSHIP

A. GSA shall retain ownership of all data entered into the system and shall administer all information contained therein. Reference The Agreement and associated clauses (FAR 52.227-

1, GSAR 552.227-70) for additional information. The distribution of any system data shall be made upon request.

1.8 DOCUMENT SECURITY

A. ePM security access levels ensure that sensitive documents can only be accessed by the appropriate personnel. It is the contractor’s responsibility to ensure their employees, subcontractors and vendors have the appropriate level of security to ensure document security.

1.9 REFERENCES

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 013000