Appendix A FRR_WP Routine Work Order Process.pdf
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- Attached to
- West Point Renovations Construction & Repairs
- Solicitation number
- PANHES-26-P-0000-029922
About this file
This document is a process flowchart for the FRR/West Point Routine Work Order (WO) process, outlining the procedural steps and responsibilities for executing contracted work orders.
The process involves four primary stakeholders: West Point, the Contractor (KTR), the Engineering Point of Contact (ED POC), and the Contracting Officer (KO). The workflow begins when West Point/KTR identifies a requirement, followed by KTR writing a work plan and submitting a complete WO package to the CTA-FRR-WSO-Inbox for initial review. The ED POC must assemble and forward the WO package for government review within one business day of receipt. The WO is then sent to Safety and Engineering Reviewers (Joseph D. Fentress, Marilyn L. Scott, and Kimberly M. Blood) for a three-business-day review period, with daily follow-up required from the ED POC/PM. Upon receipt of funds and successful safety/engineering review, the WO proceeds to the KO (Kelly J. Hunnicutt or Sheena L. Espindola as backup) for approval within one business day. The USACE response goal is approval within five business days after receipt of funds. Once approved, the WO enters the RMS system with local QA oversight. The contractor performs the work and submits final deliverables for West Point inspection. Upon acceptance, the KO issues written WO acceptance with the approved AHA and modification. The contractor then uploads the completed package into RMS with an invoice for final closure. Throughout the process, the tracker must be updated at each stage, and the ED POC/PM must be copied on all correspondence until work completion.
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Text version
FRR/West Point– Routine Work Order Process
START
West Point/KTR Identifies Requirement
Notify KTR via email of deficiencies and copy the
PM/CT.
*Update tracker - Enter WO date received (in the inbox).
Check WO package for correct documentation.
Check funding worksheet for funds available.
Create WO Folder. Create Cover Page/Checklist.
File WO Package (One (1) business day).
Send WO to Safety and Engineering Reviewers and document dates sent in the WO Tracker:
Joseph.D.Fentress@usace.army.mil Marilyn.L.Scott@usace.army.mil
Kimberly.M.Blood@usace.army.mil **ED POC/PM continues to follow up with Safety and Engineering DAILY until WO is acceptable or rejected
(Three (3) business days).
KTR performs WO work. When work is complete, KTR sends final WO documents to West Point
KO
Acceptance
YESNO
KTR Revises WO and sends back to WO inbox.
“Funds”?
NO YES
KTR writes Work Plan and works with West Point to ensure WO package is complete/accurate, then sends WO package to inbox at CTA-FRR-WSO-Inbox@usace.army.mil;
Copy West Point POC and ED POC/Project Manager.
WO is returned to West Point
Send WO to KO: Kelly.J.Hunnicutt@usace.army.mil (if Kelly is out: sheena.l.espindola@usace.army.mil)
WO
Acceptable
Update Tracker
NO YES
KO Issues and Distributes WO Acceptance via email w/ Accepted AHA and modification to KTR and copies ED
POC/PM/CT.
Notify KTR of deficiencies and copies the PM/CT.
KTR Revises WO and returns to KO and copies the WO inbox.
KO Reviews WO (One (1) business day).
Receive Comments from Safety and Engineering.
Receive Revised WO Update tracker for WO to approved.
Enter Task into RMS, Local QA Initiates start date and oversight.
Update tracker for WO to funded
West Point inspects WO Deliverables.
KTR reconciles issues.
KTR sends final WO documents to KO: CTA-FRR-KO-Approval@usace.army.mil;
Copy KO: Kelly.J.Hunnicutt@usace.army.mil
WO
Deliverables Acceptable?
YESNO
West Point
Engineering Point of Contact (ED POC)
Contractor (KTR)
Contracting Officer (KO)
Responsibility Legend: Response Times:
ED POC:
Must assemble WO package and have ready for Gov review within one (1) business day of receipt and forwarded to each review stage within one (1) business day of review completion.
USACE Response Goals:
Within Five (5) business days after receipt of funds expect WO to be approved. Please note that this timeline could shift if KTR WO corrections are needed during reviews.
Notes:
1) West Point may inspect the work/deliverables at any point in the process.
2) KTR should submit final WO package to HNC with invoice. A draft invoice can be submitted prior to West Point Approving for Closure.
3) ED POC/PM to be copied on correspondence until the WO reaches finish.
4) Tracker to be updated throughout each step
KO reviews completed package, signs and sends back to KTR; Copy ED POC/PM/CT.
Update tracker for WO to completed.
FINISH
KTR uploads completed package into RMS with invoice
West Point receives notification of Approval mailto:Marilyn.L.Scott@usace.army.mil mailto:CTA-FRR-WSO-Inbox@usace.army.mil mailto:CTA-FRR-WSO-Inbox@usace.army.mil mailto:CTA-FRR-WSO-Inbox@usace.army.mil mailto:CTA-FRR-WSO-Inbox@usace.army.mil mailto:CTA-FRR-WSO-Inbox@usace.army.mil mailto:CTA-FRR-WSO-Inbox@usace.army.mil mailto:CTA-FRR-WSO-Inbox@usace.army.mil mailto:CTA-FRR-KO-Approval@usace.army.mil mailto:CTA-FRR-KO-Approval@usace.army.mil mailto:CTA-FRR-KO-Approval@usace.army.mil mailto:CTA-FRR-KO-Approval@usace.army.mil mailto:CTA-FRR-KO-Approval@usace.army.mil mailto:CTA-FRR-KO-Approval@usace.army.mil mailto:CTA-FRR-KO-Approval@usace.army.mil
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