3389 LCHD-ESS Section H - OCT2025.docx

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H00 INTRODUCTION

The following Contract Paragraphs outline the Government’s requirements for management of the Design, Engineering, Construction, and Testing Phases of the LCHD-ESS Procurement. It is the Government’s intent to support the Contractor’s workflow and production strategy by offering flexibility in the requirements described below. The Government recognizes that each Contractor has their own way of approaching a project of this scale and has their own way of conducting business. The Government wishes to support the Contractor by working with them to understand their approach and allowing the flexibility for the Contractor to merge the Government’s requirements with their own process in a logical fashion.

To that end, the Government intends to maximize the value of PHASE I (Planning and Scheduling) of the Contract as an opportunity to partner with the Contractor and have open communication about how this project will be executed. In the paragraphs below, the Government requests a number of Plans and deliverables which are intended to provide the Contractor with the opportunity to demonstrate their approach to this project and identify areas for improvement and harmonization of Contract requirements with the Contractor’s proposal. Through the exchange of these plans (and Government review/comment thereof), as well as the opportunity for the Contractor and the Government to conduct working group meetings, the Government intends to provide adequate opportunity to adapt their Contract requirements to best suit the needs of the Contractor. It is the Government’s intent that Phase I will result in a clearly defined roadmap for the strategy and execution of the project, which has been developed and agreed to by all relevant parties. This well-defined starting point will help to ensure that the Contractor is able to move seamlessly through the remaining Phases of the contract towards a successful and on-time vessel delivery.

H01 CONTRACT ORGANIZATION

A. PLANNING AND SCHEDULING

ITEM 0001 PHASE I – Planning and Scheduling commences only after receipt by the Contractor of a Notice of Contract Award (Award) and a Notice To Proceed (NTP), “PLANNING AND SCHEDULING,” respectively. In this first phase of the contract, the Contractor is required to present planning information that demonstrates a logical, orderly, and workable approach to the contract and initiate the contract schedule. The planning phase shall be used to clearly define the Contractor’s approach to the design, engineering, construction, and testing of the vessel.

B. ENGINEERING

ITEM 0001 PHASE II – Engineering commences only after receipt by the Contractor of the phase start notification with, “ENGINEERING.” The phase start notification will be issued after completion of the Planning and Scheduling phase. During this second phase of the contract, the Contractor is required to perform engineering and design tasks, make submittals as required by the contract, and fully develop and maintain the Master Schedule.

C. CONSTRUCT & TEST

ITEM 0001 PHASE III – Construct & Test will commence only after receipt by the Contractor of the phase start notification with “CONSTRUCT & TEST.” It is not required that phase start be issued only after completion of the Engineering phase. Construction may be initiated prior to completion of the Engineering Phase, but only with written approval by the COR. Approval will be based on the acceptance of engineering deliverables as identified by the Contractor in their Construction Plan (See Paragraph H06). During this third phase of the contract, the contractor will construct the vessel, outfit the vessel, and conduct level 0 through 3 of E05 TRIALS, TESTS AND DEMONSTRATIONS, and maintain the Master Schedule.

D. TEST, SEA TRIALS, & DELIVER

ITEM 0001 PHASE IV – Sea trials and Deliver will commence only after receipt by the Contractor of the phase start notice with “TEST, SEA TRIALS, & DELIVER”. The phase start notice will be issued after completion of the Construction phase. The Government will consider issuance of the phase start for test and sea trials prior to full completion of Construction phase at the Contractor’s request, subject to the significance of the outstanding items. During this fourth phase of the contract, the Contractor shall perform dredge and sea trials, maintain the Master Schedule, and complete delivery. Delivery will commence only after completion of construction punch list items, final testing, training, sea trials, and receipt by the Contractor of a letter of PROVISIONAL ACCEPTANCE. This phase of the contract is completed with receipt by the Contractor of a letter of FINAL ACCEPTANCE and submittal of all final documents.

Failure of the Contractor to perform all phases of the work in the allotted time will result in the application by the Government of Liquidated Damages. See Section F of the contract.

E. PHASE SEQUENCING

It is intended that the four phases will be performed sequentially.

The time allotted in the chart below for each phase spans an interactive process involving both the Contractor and the Government. This process includes preparation, review and approval of the phase submittals, contract administration, and issuance of phase start notices.

The Government will require a maximum of 28 days after submittal to review Contractor planning and engineering initial submittals or re-submittals and provide comments or acceptance. The Government will require a maximum of 21 days after submittal to review Contractor Schedule-related initial submittals or re-submittals and provide comments or acceptance.

The Contractor must be aware that the quality, completeness, and detail of the submittals have a direct bearing on the approval process. Extended review iterations will increase the time required to receive approval of the submittals and will subject the Contractor to assessment of Liquidated Damages or Termination for Default. It is the Contractor’s responsibility to properly account for the time required for review iterations and acceptance of all submittals within the period of performance for each phase defined in FAR 52.211-8 as incorporated in this Contract Paragraph F02.

Refer to contract Paragraph H05 for information concerning the submittal review process.

CONTRACT PHASE SEQUENCING

RECEIPT BY CONTRACTOR OF NTP PHASE I

Phase I

Calendar Days

PLANNING & SCHEDULING

ACCEPTANCE BY GOVERMENT OF PHASE I DELIVERABLES

Phase II

Calendar Days

ENGINEERING

ACCEPTANCE BY GOVERNMENT OF PHASE II DELIVERABLES

Phase III

745 Calendar Days

CONSTRUCT & TEST

ACCEPTANCE BY GOVERNMENT OF PHASE III DELIVERABLES

Phase IV

120 Calendar Days

TEST, SEA TRIALS, & DELIVER

ACCEPTANCE BY GOVERNMENT OF PHASE IV DELIVERABLES

TRAINING AND FINAL ACCEPTANCE

H02 CONTRACTOR SUBMITTALS

A. ITEM 0001 PHASE I – PLANNING AND SCHEDULING PHASE SUBMITTALS

The following is a summary of the items that the Contractor must submit during the Planning and Scheduling Phase of this contract. All items must be received, reviewed and approved by the COR before a Phase Start Notice will be issued for the Engineering phase of the contract unless otherwise agreed upon. The following items are required to be submitted during this phase:

SUBMITTAL ITEM CONTRACT PARAGRAPH REFERENCE

· Master Plan

· Design & Engineering Plan

· Production Plan

· Outfitting Plan

· Integration Plan

· Risk Management Plan

· Drawing Templates

· Weight Control Plan

· Structural Design Brief

B. ITEM 0001 PHASE II – ENGINEERING PHASE SUBMITTALS

The following is a summary of the items that the Contractor must submit during the Engineering Phase of this contract. All items must be received, reviewed, and approved by the COR before a Phase Start Notice will be issued for the Construct & Test phase of the contract unless otherwise agreed upon. The following items are required to be submitted during this phase:

C. ITEM 0001 PHASE III– CONSTRUCT & TEST SUBMITTALS

The following is a summary of the items that the Contractor must submit after a Phase Start Notice for the Construct & Test phase of the contract is issued. All items must be received and approved by the COR before a Phase Start Notice will be issued for the Test, Sea Trials & Deliver phase of the contract unless otherwise agreed upon. The following items are required to be submitted during this phase:

D. ITEM 0001 PHASE IV–TEST, SEA TRIALS, & DELIVER SUBMITTALS

The following is a summary of the items that the Contractor must submit after a Phase Start Notice for the Test, Sea Trials and Deliver phase of the contract is issued. All items must be received and approved by the COR before Final Acceptance and Final Payment will be made. The following items are required to be submitted during this phase:

H03 REQUESTS FOR INFORMATION

Where the Contractor requests the Government’s input to the project, all such requests shall be submitted in writing as a Request for Information (RFI). RFIs can include Contract clarifications, equipment selection input, preference requests, questions, Contract deviation requests, etc. The Government will provide an RFI transmittal template at the start of Phase I. The Contractor can choose to use the Government’s template or create their own. All RFIs should include the following information, at a minimum:

· Serialized Tracking Number

· Submittal Date

· Subject

· Contract Reference (if applicable)

· Description of Information Required

· Suggestion of solution or options with respect to the issue identified (if applicable)

· Description of Items/Activities Impacted by the Request

· Indication of Potential Cost Impact

· Indication of Potential Schedule Impact

· Checkbox for “Request for Contract Deviation”

· Requested Response Date

· Blank field for Government Response

The Contractor shall make all efforts to submit RFI’s to the Government as expeditiously as possible. The Government will make all efforts to return a response to the Contractor by the Requested Response Date but shall be under no obligation to do so. RFI responses returned after the Requested Response Date shall not constitute grounds for delay damages or increased costs to be incurred by the Government. The Government shall return all RFI responses within a maximum of 28 calendar days.

The Contractor shall maintain an RFI Log for the duration of the project as a means of tracking the status of all RFIs. The RFI log shall be submitted to the Government on a weekly basis for the life of the project. The RFI log shall contain the following information, at a minimum:

· Serialized Tracking Number

· Submittal Date

· Subject

· Status – New, Open, Closed, Cancelled, etc.

· Response Date

RFIs may be discussed during the weekly design/construction meetings (see Contract Paragraph H22) to ensure expedited communication and resolution.

H04 CONTRACTOR SUBMITTAL REQUIREMENTS

Prior to submission of plans, calculations and designs to the Government or any regulatory agency as part of this Contract, the Contractor must thoroughly review them internally to ensure proper quality control in accordance with their CQC Program (see Contract Paragraph E03) and conformance to the contract. Submittals evidently failing to meet the Contractor’s quality control standards may be considered as incomplete and may be returned to the Contractor as “NOT ACCEPTED” without additional review.

H05 REVIEW OF CONTRACTOR SUBMITTALS

The Government will require a maximum of 28 days after submittal to review Contractor planning and engineering initial submittals or re-submittals and provide comments or acceptance. The Government will require a maximum of 21 days after submittal to review Contractor Schedule-related initial submittals or re-submittals and provide comments or acceptance.

Upon Award, the Government will provide a template for a Transmittal cover sheet to be used by the Contractor for all official submittals during Phases I, II, III, and IV.

Submittals from the Contractor must be clear as to what the submittal represents and the action the Contractor requests the Government perform. As noted below, the Contractor’s Design & Engineering Plan should clearly define the level of Government review expected for each phase of design.

The Government’s review of the Contract deliverables listed in Paragraph H12 is intended to be limited to the functional aspects of the submittals to ensure compliance with the contract specifications and will include technical review to ensure that sound naval architecture and marine engineering practices are followed. This does not relieve the Contractor from any engineering, design, or quality assurance responsibility.

Where review, approval, classification or certification by the regulatory bodies identified in Contract Section C is required, Government review of Contractor submittals may not address the requirements of those agencies. It is implicit that Government acceptance of submittals will be contingent upon satisfactory fulfillment of those requirements.

Government review comments will be provided in a Microsoft Excel spreadsheet, accompanied by a cover letter signed by the COR. Each deliverable submitted will receive its own spreadsheet. Once generated, the Government (and Contractor) will maintain the same comment spreadsheet as a running record of all comments and rebuttals associated with that particular deliverable over the life of the Contract.

Submittals found to be completely acceptable to the Contracting Officer’s Representative (COR) without comment will be marked “ACCEPTED.”

Submittals found to be generally acceptable to the COR with qualifying comments will be marked “ACCEPTED WITH COMMENTS” but may or may not require resubmission depending on the COR’s assessment of the criticality of the comments. Drawings which are accepted with comments, resubmission required, shall be resubmitted within 28 calendar days of receipt of comments.

“ACCEPTED WITH COMMENTS” submittals being resubmitted will be reviewed only to ensure that the previous comments have been adequately incorporated, and no other changes shall have been made by the Contractor unless specific notification is provided. Resubmission requirements will be clearly marked on the return. Should incorporations of changes substantially change the drawing or result in additional non-conformance, the Government may make additional comments.

Submittals unacceptable to the Contracting Officer’s Representative will be marked “NOT ACCEPTED.” Submittals not accepted will always require full and complete resubmittal. Such resubmittal will result in a full and complete review as though it was a first submittal.

Submittals furnished for information only or for which the Contractor has not indicated the required review action will be marked “EXAMINED.”

The Contractor shall ensure that all review comments are incorporated in corrected submittal documents or are rebutted in the appropriate review spreadsheet. The Contractor is encouraged to completely discuss all submittal comments with the Government author to ensure complete and effective communication. The Government further expects that the comment review spreadsheet may be returned to the Government with responses to comments, without being accompanied by a new revision of a deliverable. The Government maintains responsibility for determining when a review comment has been satisfactorily addressed or rebutted and may therefore be considered “closed.”

Regular weekly meetings shall be held between the Contractor and the Government to review and discuss any outstanding or overdue submittals and comments and responses which have not been resolved in one review cycle (see Contract Paragraph H22).

The Contractor shall not use the drawing review or submittal process for contract deviations. Changes in equipment, materials, construction techniques or details must be the subject of separate, specific correspondence (see Contract Paragraph H03). Any such request made by the Contractor must be specific and clear as to what is contractually required, the proposed change, location and/or extent, benefits resulting from the change and effect on contract cost and delivery.

It is the responsibility of the Contractor to schedule submission of drawings/documents, including resubmittals and their review periods, to allow for review by the Government without adversely affecting the construction schedule or submittals to regulatory bodies (refer to Contract Paragraphs H02 and H06).

H06 CONSTRUCTION PLANS

No later than 120 days after receipt of the Notice to Proceed with ITEM 0001 Phase I, the Contractor shall submit to the Contracting Officer’s Representative (COR) the Contractor’s proposed plans for the design, construction, testing, and delivery of the LCHD-ESS. The intent of these plans is for the Contractor to communicate their design and construction methodology to the Government as early as possible to ensure all parties are aligned on expectations for project execution.

The proposed plans shall include Master, Design & Engineering, Production, Outfitting, Integration, and Risk Management. The Government will facilitate the cooperative development of these plans with the Contractor through two in-person working group meetings to evaluate the maturity and comprehensiveness of the plans including areas like engineering, material purchasing, production, resource allocation, and testing. These working group meetings shall be held 60 days and 150 days after Notice to Proceed with Phase I (see Contract Paragraph H22). The Contractor shall submit these plans to the COR for review and approval during Phase I of the Contract. The Government will review the planned approaches to assess the extent to which completion of the proposed effort can be accomplished within the four phases and Period of Performance of this contract.

Master Plan: At a minimum, the Master Plan shall contain an executive summary, comprehensive overview of the project strategy across all supporting plans, a shipyard facility overview, and an overview of the LCHD-ESS production flow model in conjunction with site layout. The plan shall include completion dates of key milestones in the shipbuilding project, such as keel laying, launching, and delivery. The plan shall include a VISIO style flow chart that shows how the project will flow step-by-step beginning at Contract award and ending at Delivery, showing how engineering flows from Preliminary to Functional Design iterations to modeling and detailed design into construction and testing, It shall include major tasks including but not limited to placement of purchase orders for long lead time materials (LLTM), preliminary engineering tasks, development of structural drawings, incorporation of vendor furnished information, development of system diagrams, detailed design drawings, development of 3D models, construction of each subsection of the vessel, erection of the subsections to the next larger section, and so on, outfitting, testing, etc. Major subcontractors must be involved in the development of this process and contractually required to follow it.

Design & Engineering Plan: At a minimum, this plan shall contain an all-inclusive summary of the design and engineering process, engineering management, design change management, design quality control, design and engineering sequencing, and supporting data for the critical path Integrated Master Schedule of the planned approach. The plan shall address the different vessel design stages and planned reviews with the Government. A complete first draft of the Design & Engineering Plan shall be submitted to the Government for review NLT 120 days after NTP with Phase I, to allow sufficient time for government review and negotiation between the Government and the Contractor. The Contractor is further encouraged to provide an outline or preliminary version of their Design & Engineering Plan in advance of the first Phase I Working Group Meeting.

The Contractor is expected to build upon the preliminary design work accomplished as part of the Proposal (see Contract Section L) in an iterative manner. During Phase II, the Contractor shall execute the Preliminary to Functional Design iterations, guided by the level of detail described in Chapter 5 of Ship Design and Construction, published by the Society of Naval Architects and Marine Engineers (SNAME), and execute a detail/production design necessary to construct the vessel. The Contractor’s Design & Engineering Plan shall identify and define the stages of design/engineering which suit their typical design practices and describe the maturity of the proposed preliminary design in this context. For each stage of design/engineering identified by the Contractor, the Contractor shall identify the level of Government/regulatory body review/involvement expected. The Contractor’s Design & Engineering Plan shall additionally provide clear definition of the design maturity at the conclusion of each of the design/engineering stages. By the conclusion of Phase II, the Contractor’s deliverable and submittal package shall demonstrate compliance with all Contract and regulatory requirements.

The Design & Engineering Plan shall include a list of all design and engineering deliverables to be prepared by the Contractor during each design stage. The Contract deliverables identified below in Contract Paragraph H12 delineate the contractually required Design and Engineering deliverables which shall be produced by the end of their respective Contract Phase and represent the complete and final issue of the deliverable prior to Phase III. It is the Government’s expectation that the Contractor’s drawing list will include submittals beyond those listed in H12 to suit their design and build practices. It is also expected that the Contractor’s drawing list for earlier design stages are, entirely or in part, subsets of those listed in H12 and renumbered according to the design stage field provided in H12. Upon approval of the Plan, this list shall be developed into the Submittal Schedule discussed in Contract Paragraph H11. It is the responsibility of the Contractor to identify the appropriate design stage and Contract Phase for submittal of all Contract deliverables as part of their Design & Engineering Plan.

The Government acknowledges that the Contractor may choose to incorporate 3D modeling and design techniques in their approach. Where the Contractor intends to incorporate 3D models into their design approach, the Design & Engineering Plan shall clearly define how the 3D model will be used across the stages of design, how it will be reviewed by the Contractor/Government/Regulatory Bodies if applicable, and what engineering data/deliverables will be produced from it. Further, where 3D models are included as part of the Contractor’s Design & Engineering Plan, the Contractor shall clearly indicate the level of development (LOD) of the 3D model at the various stages of design. The definitions provided below, derived from BIM Forum LOD Specification 2024, may be used or at a minimum, shall be used as guidance for conveying the LOD.

LOD 100:

AIA Contract Documents Definition: The Model Element may be graphically represented in the Model with a symbol or other generic representation but does not satisfy the requirements for LOD 200. Information related to the Model Element (e.g., cost per square foot, tonnage of HVAC, etc.) can be derived from other Model Elements.

BIMForum Expansion: LOD 100 elements are not necessarily geometric representations. Examples are information attached to other model elements: symbols showing the existence of a component but not its shape, size, or precise location; or space reservation volumes. In essence, if information about an element can be derived from the model but the element is not at LOD 200 it is said to be at LOD 100. Any information derived from LOD 100 elements must be considered approximate.

LOD 200:

AIA Contract Documents Definition: The Model Element is generically and graphically represented within the Model with approximate quantity, size, shape, location, and orientation.

BIMForum Expansion: LOD 200 elements are generic placeholders but are recognizable as the components they represent (e.g. a pump, a light fixture, a beam, etc.). Any information derived from LOD 200 elements must be considered approximate.

LOD 300:

AIA Contract Documents Definition: The Model Element, as designed, is graphically represented within the Model such that its quantity, size, shape, location, and orientation can be measured.

BIMForum Expansion: LOD 300 elements are sufficiently developed to fully convey the design intent for the represented item. Note that while the LOD definitions specify who models the element, designers rarely generate model elements higher than 300. See interpretation of LOD 350 below.

LOD 350:

AIA Contract Documents Definition: The Model Element, as designed, is graphically represented within the Model such that its quantity, size, shape, location, orientation, and interfaces with adjacent or dependent Model Elements can be measured.

BIMForum Expansion: LOD 350 is intended to define requirements for model elements that are sufficiently developed to support construction-level coordination. This LOD usually requires craft knowledge, thus the caveat in the LOD 300 interpretation above that designers rarely generate elements at LODs higher than 300. It should be remembered, though, that the LOD definitions specify who models the element – if a design team has craft knowledge available they might choose to develop elements to LOD 350 or higher.

LOD 400:

AIA Contract Documents Definition: The Model Element is graphically represented within the Model with detail sufficient for fabrication, assembly, and installation.

BIMForum Expansion: LOD 400 describes a model element developed to the level of shop drawings – in most cases, if a project’s specifications call for shop drawings of an item, the project team might model the item at LOD 400.

LOD 500:

AIA Contract Documents Definition: The Model Element is a graphic representation of an existing or as-constructed condition developed through a combination of observation, field verification, or interpolation. The level of accuracy shall be noted or attached to the Model Element.

BIMForum Expansion: LOD 500 does not indicate a higher level than LOD 400, rather it indicates that the element’s geometry is determined through observation of an existing item rather than design of a future item. The LOD 500 definition requires that the model element’s accuracy be specified – BIMForum recommends USIBD’s Level of Accuracy Specification for this purpose.

Where design and engineering deliverables are to be produced by Subcontractors, these shall be clearly identified in the Design & Engineering Plan. See Contract Paragraph H09 for additional requirements regarding use of Subcontractors for design and engineering.

Conducive to a concurrent design and construction production methodology, the Contractor may recommend a Construction Phase Start Notice within the design schedule of Phase II that demonstrates minimal risk to rework and redesign if construction is started. The Design & Engineering Plan shall propose the criteria the Contractor will use to evaluate the project and assess the status of design and engineering to propose the Phase Start Notice including but not limited to design stability, probability of rework, and possibility of construction catching up to engineering. Presentation of past performance in executing concurrent design and construction of vessels shall be included in the Design & Engineering Plan. The COR will review the Contractor’s recommendation and approve the Contractor’s request at their discretion, based on the information provided.

Production Plan: At a minimum, the production plan shall contain a comprehensive overview of production management, production change management, implementation of the CQC Program (see Contract Paragraph E03), resourcing, and supporting data for the critical path Integrated Master Schedule of the planned approach addressing the various production areas of the hull and superstructure. The Production Plan shall be updated throughout the life of the Contract to capture any changes in production planning. For example, items to highlight shall include:

· Modular Construction: The Production Plan shall describe the Contractor’s modular construction method, including but not limited to, development of raw material into panel, assembly, block, and grand block modules, the overall vessel modular design, construction sequence, movement of module from fabrication to “in-vessel” location. The discussion shall include identification and a description of the drawings which will delineate module joining processes and details. In coordination with the CQC Program (see E03), the Plan shall include a narrative explanation of the processes and documentation that will be applied to provide the following for each assembly and each assembly-to-assembly joint:

· Development of requirements for fabrication tolerances of the as-constructed assemblies using the guidance of IACS Sect 47 Shipbuilding and Repair Quality Standard.

· Measurements to be taken to verify tolerances are met.

· Corrective processes and verification measurements to be used for areas not meeting tolerances or those which will yield deficiencies in future assembly processes.

· Module alignment procedures and measurements to be used to position adjacent modules for joining.

· After-joining measurements to be taken to verify fairness tolerances per IACS No. 47 Shipbuilding and Repair Quality Standard.

The Production Plan shall outline the theory of a data collection and analysis method (to be defined in detail in the CQC) of the measurement for fit-ups, deflections, and similar quality attributes for monitoring of the Contractor’s processes as discussed in IACS No. 47 Part A 1.5.

Lifting Operations – The Production Plan shall discuss the shipyard’s lifting operations and capability including but not limited to typical evolutions, lifting equipment to be used on this project, criteria for determination of critical lifts, procedures/documents produced to accomplish critical lifts, key personnel and their certifications.

Launching – The Production Plan shall discuss the Contractor’s intended means to launch the vessel including but not limited to a description of the method, the facility and equipment to be used, the procedures and calculations, the key personnel and their certifications.

Outfitting Plan: The Outfitting Plan shall contain a detailed summary of outfitting management, outfitting change management, implementation of the CQC Program (see E03), resources, and supporting data for the critical path Integrated Master Schedule of the planned approach addressing the various outfitting areas of the vessel. The Outfitting Plan shall be updated throughout the life of the Contract to capture any changes in outfitting planning. For example, items to address may include:

· Pre-outfitting

· Painting

· Slipway Outfitting

· Quay Outfitting

Integration Plan: The Integration Plan shall contain a comprehensive overview and planned approach to integration from the shipyard to subcontracted and internal integration teams. The Integration Plan shall be updated throughout the life of the Contract to capture any changes in integration planning. The Integration Plan shall be incorporated into the Integrated Master Schedule. The plan shall address areas like:

· Automation/IMACS

· Power Management System (PMS)

· Dredging System & Components

· Electrical System

· Propulsion Control System

Risk Management Plan: The Contractor shall establish and execute a Risk Management Plan (RMP) describing the Contractor’s management strategy and processes for identifying, analyzing, and mitigating program risks and opportunities. The Contractor shall develop and maintain a Risk Register that assigns a unique identifier, date of identification, a clear description of each risk, a clear description of the potential impact, the likelihood assessment results, recommended risk severity, the risk mitigation plans, the progress implementing the mitigation plans, and a contingency plan should mitigation efforts fail. The Risk Register shall be maintained in a Microsoft Excel spreadsheet format and submitted to the Government with monthly schedule update (MSU) submittals. Milestones associated with approved risk mitigation plans shall be reflected in the Integrated Master Schedule. The Contractor shall integrate risk management efforts and elements into new or revised design deliverables. Quarterly, the Contractor shall participate in a meeting with the Government to discuss the contents of the Risk Register in detail.

H07 HEALTH AND SAFETY PLAN

After Notice to Proceed with ITEM 0001 PHASE I, the Contractor shall submit a Health and Safety Plan for the facility at which the work is to be performed.

The Contractor’s Health and Safety Plan shall outline the procedures used by the contractor and subcontractors to ensure the safety of their employees and minimize lost-time accidents. Shipyard activities and hazards as identified by OSHA (29 CFR 1915) shall be addressed and covered in the Health and Safety Plan. Activities and hazards not covered by the Shipyard standards but contained in General Industry section (29 CFR 1910) shall be addressed in the Health and Safety Plan, as applicable. OSHA Shipyard Industry Standards publication OSHA 2268-11R2015 provide recommendations regarding safety and health standards.

Smoking, vaping, and/or use of electronic cigarettes is not allowed on the vessel at any time during the Construction and Testing Phases. Further, consumption of food shall not be allowed on the vessel at any time during the Construction or Testing phases.

The Health and Safety Plan shall include a safety orientation requirement for all Government employees/inspectors. The orientation shall address familiarization with shipyard rules and policies. Topics to cover shall include, but not limited to, general hazards, confined/enclosed space entry, fall restriction/protection, personnel accountability, contacting emergency services, weather hazards, evacuation, and shipyard health and safety points of contact.

The Health and Safety Plan shall provide sufficient detail to ensure all enclosed and confined space training, inspection, ventilation, hot work, monitoring, and record keeping activities are in accordance with 29 CFR 1915.

The Health and Safety Plan shall identify by name and title the Contractor’s Safety Officer who is responsible for enforcing the Contractor’s safety rules and the Contractor’s designated “Competent Person” (29 CFR 1915.7) who is responsible for testing the atmosphere in confined and enclosed spaces. In the event that the Contractor has no designated “competent person,” a statement that a Marine Chemist will perform the tests and inspections that require a “competent person” shall be included with the Plan, and the name of the Marine Chemist shall appear in the Plan.

In addition, the Contractor shall train employees on entering confined and enclosed spaces or other dangerous atmospheres in accordance with 29 CFR 1915.12(d) through 29 CFR 1915.12(d)(5)(iii). Note on paragraph (e)(1)(iii): If the team performs an actual rescue during the 12-month period, an additional practice drill for that type of rescue is not required.

The Health and Safety Plan shall also identify rescue teams in the event of a required evacuation from a confined and enclosed space. The Contractor shall either establish a shipyard rescue team or arrange for an outside rescue team which will respond promptly to a request for rescue service as per 29 CFR 1915.12(e), (e)(1), and (e)(2).

Reporting Requirements and Meetings:

While under Phase III and IV of the Contract, the Contractor shall provide a Monthly Exposure Report by the fifth of each month. This report shall compile employee hours worked each month for all workers on the vessel build, both Prime and Subcontractor.

Each quarter, during Phase III and IV, the Contractor shall submit a Safety, Injury, and Illness Summary Report that shall present an overall summary report of safety, injury, and illness data associated with the vessel build and include the total recordable incident rate (TRIR). The summary report shall identify any safety related trends (injury, hazard, and workforce), mitigation measures, and updated guidance that will help protect employees' health and safety, particularly in reducing and preventing exposure to shipyard safety and health hazards.

During formal partnering meetings with the Government, the Contractor shall discuss issues, as jointly identified as top priorities by Occupational Safety and Health Administration (OSHA) and Shipbuilders Council of America (SCA), to develop innovative solutions to specific injury and hazard issues that may be present during this contract.

H08 PROCUREMENT PLAN & LLTM MATRIX

After Notice to Proceed with ITEM 0001 PHASE I, the Contractor shall submit a Procurement Plan for the vessel. The Procurement Plan in Phase I shall identify the major or schedule-controlling materials, components and equipment in the contract, estimated delivery time for each, the selected vendor and planned date of ordering and inform the development of the LLTM Matrix. The Procurement Plan shall be provided partially and incrementally (multiple times) to keep pace with the Contractor’s project development for the remainder of the project to include all procurement of materials and equipment. The Plan shall discuss topics such as but not limited to:

· Delivery Times

· Factory Acceptance Testing (FAT)

· ABS/Coast Guard testing

· Vendor furnished information (VFI)

· Expediting, tracking and reporting of inventory

To enable and support the Contractor to lock in pricing and assure availability immediately following Notice to Proceed of Phase I, the Procurement Plan shall be used to obtain rapid purchasing approval of significant supplies, long lead time items, and equipment. Supplies and equipment may include items such as steel, electrical cabling, dredge pumps and engines to name a few.

Upon written approval of the Procurement Plan by the COR, the Contractor may commence procurement of any or all those items on the plan. COR approval of the Procurement Plan to allow early purchase orders does not indemnify the Contractor for any mistakes made or due to premature ordering that results in the need to alter, restock, or cancel purchase orders.

For each piece of equipment where the Contractor identifies delivery dates that will result in long-term (> 3 months) storage of the equipment at the Contractor’s facility, the Contractor shall provide, as an appendix to the Procurement Plan, an equipment preservation plan for that piece of equipment. The Preservation Plan shall document the storage method and location for the equipment, as well as all preservation steps required by the OEM. The Plan shall detail all measures necessary to ensure that the OEM warranty on the equipment is maintained throughout the storage period. The Preservation Plan(s) shall be signed by a representative from the OEM documenting their concurrence/approval of the plan. Preservation Plans are to be developed and maintained as necessary throughout the life of the project, and it is understood that plans will likely be submitted incrementally and may not be available during Phase I. However, the Contractor shall ensure that a Preservation Plan is developed and submitted to the Government for review NLT 90 days prior to the arrival of the equipment at the Contractor’s facility.

The Contractor shall establish and maintain a Long Lead Time Material (LLTM)/Major Equipment Register (MER)/Purchase Order (PO) matrix (LLTM/MER/PO matrix) in Phase I to status and assess material ordering and equipment manufacturing at various stages of completion, The LLTM shall be an Excel document that captures long lead time material, equipment, major supplier lots, and prime contractor purchase orders to LLTM subcontractors. The LLTM may be expanded into the Material Schedule required by Contract Paragraph H10 but shall be extractable from the H10 schedule for regular submittal. Planned LLTM purchase orders are defined within the LLTM/MER/PO Matrix and sequenced to the correlating payable event task where applicable (Reference Contract Paragraph H15). The matrix shall include the following for each item:

1) Name of item

2) Vendor

3) Purchase order number,

4) Purchase order date

5) Lead time

6) Shipping date

7) Delivery Date

8) Lot info

9) Purchase Order value

10) Percentage paid to date

11) Value of payments made to date

12) VFI Required by Date

The LLTM/MER/PO matrix is based on a combination of lead time, criticality to progression of functional and detailed engineering activities, and other project risk factors (cost volatility, exchange rate risk, etc.). The IMS identifies milestones where these equipment and items would be placed. Significant subcontractors and suppliers or ones on the critical path shall be contacted at least weekly.

The Government acknowledges that technology, design practices, and equipment are continuously developed and improved by manufacturers, and that items requested in this Contract may lag the “state of the art.” Where the Contractor identifies improvements or betterments to equipment or other items called for in the Contract, the Contractor is encouraged to submit these to the Government for consideration using the RFI process described in H03.

H09 SUBCONTRACTING PLAN

After Notice To Proceed with ITEM 0001 PHASE I, the Contractor shall submit a Subcontracting Plan for the contract. This should not be confused with the Small Business SUBCONTRACTING PLAN required of Other than Small Businesses as a part of their affirmative action responsibilities.

The Subcontracting Plan shall identify the areas or features of the contract or vessel which will be performed, all or in part by Subcontractors, regardless of tier. The Plan shall identify the scope of work, Subcontractor firm’s name, and reference the Subcontractor's proposal or letter of intent. The Plan shall be updated throughout the life of the Contract to capture changes to the utilized subcontractors or their scopes.

The Contractor shall provide copies of all pre- and post- contract correspondence between themselves and their representatives and all potential Subcontractors when requested by the Contracting Officer’s Representative.

The Subcontracting Plan shall specifically address the Contractor’s plan for design and engineering. For all portions of the Contractor’s Design & Engineering Plan (see Contract Paragraph H06) which are to be subcontracted, the Contractor shall submit the Subcontractor's qualifications, the scope of work and the contract, purchase order, or letter of intent. Note that approval of the Contractor’s Design & Engineering Plan will not be granted until Conditional Contract(s), completed Contract(s) or Purchase Order(s) for design and engineering subcontractors are submitted to the Government. Where this proves impracticable, the Contractor shall notify the COR in writing and provide clear explanation of the items preventing signing of the Contract, as well as any risks associated with the lack of signed Contract. The COR shall approve each request on a case-by-case basis.

The Subcontracting Plan shall be supplemented by a summary of all subcontractors in “spreadsheet” format.

H10 MATERIALS & EQUIPMENT SCHEDULE

After phase start notice with ITEM 0001 PHASE II, the Contractor shall develop a schedule of all items, including major stock materials (excluding nuts, bolts, gaskets, consumables, etc.), to be used in the construction of the dredge. The Materials & Equipment Schedule shall be provided partially and incrementally (multiple times) to keep pace with the Contractor’s project development during Phase II and for the remainder of the project. The schedule shall be prepared in “spreadsheet” format and contain the following information for the dredge:

· Component/equipment

· Quantity

· Vendor name and address

· Make, model, and options

· Manufacturer/Vendor drawing references (if appropriate)

· Purchase Order or Contract Number

· Scheduled order date

· Actual order date

· Scheduled (promised) receipt at shipyard

· Actual receipt at shipyard

After submittal to the COR, the Schedule shall be updated and submitted to the Government monthly. It is intended that the LLTM established in Phase I be expanded into the Materials and Equipment Schedule, with the LLTM remaining as a subset of this Schedule.

During Phase III of the Contract, monthly submissions of the Schedule to the Government shall include a single PDF file compiling priced copies of all purchase orders, purchase specifications, and receipts issued to date. The Government requires this information to support future maintenance activities of the vessel.

At any time during the Contract, the COR may request, and the Contractor shall furnish, correspondence, telephone conversation records, priced copies of purchase orders, purchase specifications and material receipts or other records between the Contractor and the various subcontractors and vendors.

H11 SUBMITTAL SCHEDULE

Upon approval of the Design and Engineering Plan, the Contractor shall further develop the lists of deliverables in that Plan into a preliminary Submittal Schedule for all Phase II Contractor submittals required by the Contract (Refer to Paragraph H02), which includes both Contract Drawings as specified in H12 and any other design and engineering deliverables to be produced by the Contractor. The Submittal Schedule shall be updated and submitted monthly throughout the project with the MSU and later address Phase III and Phase IV deliverables.

The schedule shall be in “spreadsheet” format and contain the following minimum information for the vessel:

· Drawing number (if any)

· Name or title of submittal

· Scheduled submittal date(s)*

· Actual submittal date(s)

· Submittal letter number

· Reply letter number

· Reply letter date

· Reply letter action (Accepted, Resubmission not Required, Resubmission Required, Not Accepted, Examined)

· Date of Scheduled Resubmission (for items returned “Resubmission Required” or “Not Accepted”

· Number of open comments

It is understood that the version of the submittal schedule submitted with the PIMS may not include accurate submittal dates for every single deliverable across the entire Contract. At a minimum, the Government expects detailed submittal dates to be provided for all deliverables scheduled by the time the BIMSPII schedule is submitted

For drawings or items with repetitive submittals (monthly, etc.) the schedule must allow for drawing review iterations or repetitive submissions.

After review, subsequent revision and approval by the COR, the schedule will be updated and submitted with the MSU for the life of the contract.

H12 ENGINEERING & DRAWINGS

A. ENGINEERING

The Contractor shall perform engineering (prepare calculations, drawings, 3D models, etc.) in order to:

· Execute the stages of design as described in the Design & Engineering Plan

· Launch, construct, test, and deliver the vessel

· Obtain regulatory body approval

· Obtain COR approval(s)

· Complete As-Built Drawings

All design and engineering deliverables prepared by the Contractor shall be forwarded to the Government for review, comment, and acceptance in accordance with the Design & Engineering Plan.

It is the responsibility of the Contractor to schedule submission of the listed drawings/documents to allow for review by the Government, without adversely affecting the construction schedule or submittals to regulatory bodies (refer to Contract Paragraphs H02 and H06).

B. DRAWINGS FORMAT

All drawings shall be prepared in CAD form and shall conform to the American National Standards Institute (ANSI) Standard Y14. Drawing size shall be format A (horizontal or vertical) D, or E as defined by ANSI Y14.1. In no case will drawings of any other size or format be accepted. Drawings of two or more sheets shall have follow-on sheets titled according to ANSI Y14.1 for continuation sheets and shall not be separately titled.

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