Army-QAQC_BUILDER-Plan-V-1_FINAL.pdf

Quality Control/Quality Assurance Plan for Facility Inventory and Condition Assessment Program Version 1.0

ERDC-CERL 20 July 2017

Version history

Version # Compiled By Revision Date Approved By

Approval Date

Reason

1.0 B.B. Mehnert 20 July 2017 Initial Version

BUILDER QC/QA Plan for Facility Inventory & Condition Assessment i

Contents 1 Introduction

1.1 Background

1.2 Facilities

1.3 Systems

1.4 BUILDER Quality Control/Quality Assurance Plan (QC/QA)

1.5 Roles and responsibilities

2 Inventory Collection Requirements

2.1 Software requirements

2.2 BUILDER/BRED roles

2.3 Inventory collection requirements

2.4 ASTM Uniformat II:

2.4.1 Building components

2.4.2 Maintenance and repair

2.5 Material quantities

2.6 Installation dates

2.7 BUILDER comment fields

2.7.1 Inventory comments:

2.7.2 Section detail comments

2.7.3 Inspection comments:

2.8 Equipment identification information

2.9 Section naming conventions

2.10 Army BUILDER SMS Inventory and Assessment Guide download

3 Condition Assessment Collection Requirements

3.1 Visual inspections

3.1.1 Inspection ratings

3.1.2 Rating requirements

3.1.3 Inspection comments

3.2 Non-representative samples vs. maintenance item

3.2.1 More than two people and greater than 8 hours

3.2.2 Two or fewer people and less than 8 hours

4 Calibration

4.1 Calibration Plan

4.1.1 Facility Condition Assessment (FCA) procedure

4.1.2 FCA follow-up timeline

4.2 Calibration of assessors at each installation

5 Quality Control (QC) Plan

5.1 Quality Control Plan ............................................. Error! Bookmark not defined.

Facility Inventory & Condition Assessment ii

5.2 QC review of BUILDER reports

5.2.1 Critical database information

5.2.2 Ensure data consistency

5.2.3 Check for data issues

5.2.4 Compare inventory data with FCA data

5.2.5 Check square footage and floor numbers

5.2.6 Utilize BUILDER reports

5.3 BUILDER Final Custom Reports

5.4 BUILDER QA Custom Reports ............................. Error! Bookmark not defined.

5.5 BUILDER QC Custom Reports

5.6 After BRED files are uploaded to BUILDER

5.7 BRED (BUILDER Remote Entry Database)

5.8 QC time frame

6 Quality Assurance (QA) Plan

6.1 Quality Assurance Surveillance Plan (QASP)

6.2 Quality Assurance attendance

6.3 BUILDER QA Custom Reports

6.4 BRED Reports

6.5 QA time frame

6.6 QA-driven changes

Appendix A: Quality Control Custom Reports

Appendix B: Quality Assurance Reports

Appendix C: Section Naming Conventions

Appendix D – Section Detail Data

Appendix E: BUILDER Catalog (in/out SOW)

Appendix F: Example of QA Surveillance Plan: Facility Condition Assessment Program

Facility Inventory & Condition Assessment 1

1 Introduction

1.1 Background

BUILDER Sustainment Management System (SMS) is a web-based, asset life cycle management, software application developed by the Engineer Research Development Center-Construction Engineering Research Laboratory (ERDC- CERL), which is an element of the U.S. Army Corps of Engineers (USACE). This enterprise-level decision-support system helps an organization to consistently and objectively identify when, where, and how to best invest in its facilities.

BUILDER provides investment guidance to objectively assess infrastructure across the enterprise, consistently analyze investment requirements and prioritize scarce resources, track investments to ensure key stakeholder requirements are addressed, and forecast the investment requirements for budget defense and course of action analysis. BUILDER uses the industry-standard UNIFORMAT II hierarchy to populate inventory data from existing building systems. BUILDER SMS, through the direct-rating input of qualified assessors, captures observed degradation of facility components and systems, and then calculates a repair/replacement work item based on (a) life-cycle curves of each component-section and (b) the needs and parameters set by the organization.

The quality control (QC) effort for inventory and assessment focuses on the actions necessary to meet the quality standards set forth by the contractual scope of work (SOW). The quality assurance (QA) effort focuses on auditing or reviewing the data to make sure it is within the limits or ranges expected, and that all data in the contractual SOW was collected to the standards. In order to have consistent and complete data collection (inventory and condition assessment), the QC and QA plans are both needed to provide a quality end product.

1.2 Facilities

Facilities whose systems are being inventoried are located at various Army installations. The Headquarters Installation Information System (HQIIS) real property records are used to pre-populate the general facility information in BUILDER. This information includes the building name, number, catalog code, area, year constructed, number of floors, and replacement cost (plant replacement cost). Facilities imported into BUILDER include all buildings with a

Facility Inventory & Condition Assessment 2

Unit of Measure of Square Feet (SF), a Category Real Property Type Code (CAT_RPA_TYPE_CODE) of B, a Facility Construction Type CD (FCLTY_CONST_TYPE_CD) of Perm, TEMP, or SEMI (Permanent, Temporary, or Semi-Permanent), and a Real Property Operational Status Code (RPA_OPERNAL_STAT_CD) of ACT, NONF, SEMI, or TBA (Active, Non- Functional, Semi-Active, or To Be Acquired).

1.3 Systems

Building systems are inventoried using the Uniformat II hierarchy (ASTM- E1557-09). All systems that the building uses to perform its function (e.g., foundation, roof, heating, cooling, plumbing) are broken down to the smallest component-section (Level 5) and assessed at this smallest component-section using the Direct Rating method.

1.4 BUILDER Quality Control/Quality Assurance Plan (QC/QA)

The purpose of the BUILDER QC/QA Plan is to set up standards and guidelines for the collection of inventory and assessment data. Inventory collection and assessments should be consistent and of high quality to be able to track the life-cycle of each asset and then use BUILDER’s internal work planning forecasting capabilities.

1.5 Roles and responsibilities

The quality of the data collected and input into BUILDER is a team effort;

however, the Contractor is responsible for management and QC actions necessary to meet the quality standards set forth by the Contractual SOW. The Government-approved QC Plan should be used to guide and to document the implementation of the required management and QC actions to achieve the specified results.

The Quality Assurance Surveillance Plan (QASP) is put in place to provide Government oversight of Contractual SOW QC efforts to assure those efforts are timely and effective, and are delivering the results specified in the SOW.

Appendix F has an example of a QASP related to the implementation of

BUILDER.

Facility Inventory & Condition Assessment 3

2 Inventory Collection Requirements

2.1 Software requirements

The BUILDER program is a web-based program and currently on Version

3.3.12.22. All references to the web-based application are based on this version.

Personnel entering data directly in BUILDER or in the BUILDER Remote Entry Database (BRED) program (current version 3.3.10.4) will need to establish a BUILDER user account before entering any data. When a BUILDER account is established, personnel automatically have their name available (assessors) to select from a drop-down menu in the BRED file. For the BRED application, the executable file will need to be downloaded from the SMS website:

https://www.sms.erdc.dren.mil/Products/BUILDER/Downloads.

There is a Certificate of Networthiness (CoN) for the BRED application. Please request this CoN from SMSsupport@erdc.dren.mil if needed, to present to your information technology (IT) personnel.

From time to time, there will be a new release for both the BUILDER web-based program and the BRED application. For the BUILDER program, the user does not need to do anything. The release should update seamlessly. The releases are usually new features or bug fixes. For the BRED application, please check for updates directly from the BRED installation folder, as shown below:

To establish a BUILDER account, a BUILDER Access Request form needs to be completed and sent to SMSsupport@erdc.dren.mil. The BUILDER Access Request form can be downloaded from the SMS website:

https://www.sms.erdc.dren.mil/Products/BUILDER/Downloads https://www.sms.erdc.dren.mil/Products/BUILDER/Downloads mailto:SMSsupport@erdc.dren.mil mailto:SMSsupport@erdc.dren.mil https://www.sms.erdc.dren.mil/Products/BUILDER/Downloads

Facility Inventory & Condition Assessment 4

The Facility Condition Assessment (FCA) team is responsible for the import and export to/from the BUILDER SMS website of all BRED files necessary to execute the project.

The BRED application is meant to be used as a field tool installed on a tablet or field laptop. The BRED application installed on these field tools can be quite fast and efficient for entering field data that has previously been collected on paper, since the device does not have to be connected to the internet. The BRED file is downloaded from BUILDER with the facilities that will be inventoried. When the BRED file is downloaded, the facilities are locked in BUILDER to prevent any changes being made to the facilities that were downloaded.

2.2 BUILDER/BRED roles

The BUILDER program has roles that each user must have in order to enter and edit data in both BUILDER and BRED. Each role has permissions set at the Site (Installation) level. Below is a table with the roles available and the permission descriptions:

BUILDER Roles BUILDER Role Permission Descriptions

Read-Only • Export Custom and Standard Reports.

• CANNOT download or upload BUILDER Remote Entry Database (BRED) files.

• Actions that cannot be performed are grayed out.

Inspection Supervisor (Assessor)

• Permission to view and edit the ENTIRE ASSIGNED INSTALLATION inventory and inspection data, and to create Knowledge Base Inspections (KBI) schedules.

• Permission to import/export BUILDER RED (BRED) files.

• Has the highest level of User privileges. (e.g., create a building, complex.

• Actions that cannot be performed are grayed out.

• Assessor has 30 days to edit their own data.

Work Planner • Permission to view and edit the ENTIRE ASSIGNED INSTALLATION inventory and inspection data, create KBI, and edit Inspection Supervisor’s inventory and inspection data.

• Permission to import/export BRED files.

• Permission to create/edit work plans and generate multiyear work plan scenarios.

• Permission to create/edit standards, policies, prioritization schemes, and Remaining Service Life (RSL) and cost books.

• The Work Planner has the highest level of User privileges. (e.g., create a building, complex, site)

Facility Inventory & Condition Assessment 5

BUILDER Roles BUILDER Role Permission Descriptions

• Actions that cannot be performed are grayed out.

• Work Planner has 30 days to edit their own data and other Assessor’s data.

Master Planner (Limited to only 1 or 2 people in entire Organization and not provided as a role option)

• Permission to view and edit the ENTIRE ASSIGNED INSTALLATION inventory and inspection data, create KBI, and edit Inspection Supervisor and Work Planner inspections.

• Master Planner can edit inspections that are past the 30-day period.

• Permission to import/export BRED files.

• Permission to create or edit work plans and generate multiyear work plan scenarios.

• Permission to create/edit and assign standards, policies, prioritization schemes, RSL, and cost books to their selected Site(s) or Organization.

• The Master Planner is assigned the highest level of User privileges.

(e.g., create a building, complex, site, organization)

• Actions that cannot be performed are grayed out.

• No time limit for editing data.

The 30-day window that the Assessor and the Work Planner have to edit the BUILDER and BRED data will have an impact on how quickly the QC and QA data must be performed.

2.3 Inventory collection requirements

The facilities for each installation are preloaded into BUILDER. The facility information comes directly from the HQIIS. If the contractor finds the Real Property square footage for the building is greater than or less than 10 percent of what is expected, the contractor shall submit the correct square footage and inform the Contracting Officer’s Representative (COR) in writing regarding the discrepancy.

BUILDER comes with a set of catalog items (over 4,000). The BUILDER Catalog can be obtained from Support (SMSsupport@erdc.dren.mil), or it is available to be downloaded as a Custom Report at the organization level. Inventory data will be collected and input in BUILDER in accordance with ASTM E-1557-09 Uniformat- II Level 4 detail with additional Material Sub-type data, (pseudo Uniformat-II Level 5) entered into the Section Details. Building components should be categorized according to the best available Section Subtype in the BUILDER catalog with regard to item type, function, material, and capacity. Building Systems that will be inventoried and assessed are as follows:

Facility Inventory & Condition Assessment 6

A10 Foundations

A20 Basement Construction

B10 Superstructure

B20 Exterior Enclosures

B30 Roofing

C10 Interior Construction

C20 Stairs

C30 Interior Finishes

D10 Conveying

D20 Plumbing

D30 HVAC

D40 Fire Protection

D50 Electrical

E10 Equipment (optional)

2.4 ASTM Uniformat II:

Inventory data will be captured and input into BUILDER SMS in accordance with the ASTM E-1557-09Uniformat II Level 4 detail with additional Material Sub-type data (pseudo Uniformat II- level 5) entered into the Section Details.

2.4.1 Building components

Building components should be categorized according to the best-available Section Subtype in the BUILDER catalog in regard to item type, function, material, and capacity.

2.4.2 Maintenance and repair

All maintenance and repair planning decisions are made at the component-section inventory level. This unit is where the life-cycle Sustainment Restoration and Modernization (SRM) requirements are made.

Facility Inventory & Condition Assessment 7

2.5 Material quantities

Quantities shall be counted or measured for all inventories within the SOW.

Estimated quantities are only permitted when direct measurement is unavoidably restricted. The quantities should be in the Unit of Measure found in the BUILDER Catalog.

2.6 Installation dates

Each inventory component must have a recorded installation date. If the date is estimated by the Assessor, then it should be identified by checking the “estimated” box in the BUILDER program. If the “estimated” box is checked, then BUILDER will factor that into account when projecting the current condition index of the component-section.

2.7 BUILDER comment fields

All comments shall be placed in the correct data field. The following subsections provide direction for each comment field:

2.7.1 Inventory comments:

Remain with the life of the record and includes information about the items within the section. Access issues preventing an inspection would be added here.

The inventory comments provide location information for follow-up inspections.

2.7.2 Section detail comments

These comments remain with the life of the record and includes information about a single item within a section. These comments provide information specific to just that component-section detail field.

2.7.3 Inspection comments:

Inspection comments are generated each time an inspection is conducted, and a comment includes information relating only to that single inspection such as documented condition, rating justification, and location of distress.

2.8 Equipment identification information

For mechanical/electrical equipment where nameplate data exists, Contractor shall collect all available equipment information under the section details of BUILDER/BRED. If the nameplate data is not able to be recorded (e.g., not

Facility Inventory & Condition Assessment 8 accessible, missing, painted over), an Equipment Details Comment shall be added stating why the nameplate data was not collected.

2.9 Section naming conventions

See Appendix C for existing naming conventions that provide guidance to Assessors.

2.10 Army BUILDER SMS Inventory and Assessment Guide download

The new Army BUILDER SMS Inventory and Assessment Guide is available to download from the SMS site.

Facility Inventory & Condition Assessment 9

3 Condition Assessment Collection Requirements

3.1 Visual inspections

Contractor shall attempt to visually inspect all components identified in the SOW. In cases where items cannot be visually evaluated due to concealment or access issues, that component-section shall not receive an inspection rating.

BUILDER will automatically perform an “age-based” inspection rating. The Assessor should add an inventory comment stating that the component was not visible, and BUILDER is being allowed to perform the “age based” rating.

3.1.1 Inspection ratings

The Contractor shall perform baseline visual inspections of building components utilizing a Direct Rating inspection method in accordance with the BUILDER 9-point rating scale (Green+, Green, Green-, Amber+, Amber, Amber-, Red+, Red, and Red-). The Contractor shall assign ratings according to established BUILDER practices and guidance outlined in the SOW. The rating system is summarized as follows:

Green Category – only minor wear and tear present, routine maintenance

Amber Category – moderate repair and rehabilitation necessary

Red Category – major repair, rehabilitation, or replacement necessary

3.1.2 Rating requirements

Inspection ratings shall be based upon the observable and documentable condition of the component. Inspection ratings document the inventory’s current condition and shall not be adjusted for anticipated condition.

3.1.3 Inspection comments

Inspection comments are required for all Amber and Red ratings (i.e., ratings of Amber+, Amber, Amber-, Red+, Red, or Red-). Assessors will use the appropriate, standard BUILDER distress language as needed, to ensure consistency (refer to the “Distress Survey Definitions” section of the BUILDER Condition Assessment Manual). The distress word should be in all capital letters

Facility Inventory & Condition Assessment 10 when describing the distress. The Condition Assessment Manual can be found at the following site: https://www.sms.erdc.dren.mil/Support/Help-FAQ-News.

The 23 Distresses are listed below, in alphabetical order (from left to right):

ANIMAL / INSECT

DAMAGED

BLISTERED BROKEN CAPABILITY/CAPACITY

DEFICIENT

CLOGGED

CORRODED CRACKED DAMAGED DETERIORATED DISPLACED

EFFLORESCENCE ELECTRICAL

GROUND

INADEQUATE OR

UNINTENTIONAL

HOLES LEAKS LOOSE

MISSING MOISTURE/DEBRIS/

MOLD

CONTAMINATED

NOISE/VIBRATION

EXCESSIVE

OPERATIONALLY

IMPAIRED

OVERHEATED

PATCHED ROTTEN STAINED/DIRTY

3.1.3.1 Inspection comments

Inspection comments shall use one of the descriptive distresses noting any distresses/deficiencies and the areas affected by those distresses/deficiencies.

3.1.3.2 Inspection comments exception

A component can have an overall Green Rating and an inspection note that denotes an area of distress. Example would be a small hole or rip in the material.

The distress should be in all capital letters.

3.2 Non-representative samples vs. maintenance item

If an atypical deterioration of a component is discovered, the Assessor will evaluate the condition either as a non-representative sample (see 3.2.1) or as a maintenance issue (see 3.2.2).

3.2.1 More than two people and greater than 8 hours

If the Assessor determines that the component’s repair will require more than two people and greater than eight hours, the component will be captured in BUILDER as a non-representative sample.

https://www.sms.erdc.dren.mil/Support/Help-FAQ-News

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3.2.2 Two or fewer people and less than 8 hours

If the Assessor determines that the component’s repairs will require two or less people and less than eight hours to complete, the repair will be viewed as a maintenance issue, and the component’s condition should reflected as part of the direct condition rating.

Facility Inventory & Condition Assessment 12

4 Calibration

4.1 Calibration Plan

The project’s architect-engineer (A-E) shall provide a Calibration Plan within 14 calendar days after Government approval for the Project Management Plan (PMP). The Calibration Plan is to be presented for Government review and approval, and it establishes the process and procedures intended for the Task Order Team on the method to conduct inventory and assessment in accordance with the latest version of the BUILDER SMS Inventory and Assessment Guide and the BUILDER Condition Assessment Manual. The Calibration Plan will include the method for conducting QC for validating consistent data collection, assessment, and input. The A-E shall implement the Calibration Plan during a kick-off meeting at the Installation, prior to any on-site validation and assessment activity. Government and QA personnel will participate in the “Field Assessment Team Calibration and Kick-off Meeting” in order to gain an understanding of the process for inventory and assessment and for the QC methods being utilized by the A-E. A maximum of four (4) key Government personnel will be in attendance. There is no need for other “users.” The Installation will be responsible for providing space suitable for the Field Assessment Team Calibration, usually about 25 personnel. The A-E shall present by using a Microsoft PowerPoint® presentation and provide suitable materials/handouts to the Team. This Calibration Plan ensures that all Assessors know the method of data collection, review the QASP, review the contract, and calibrate each other on direct ratings for each component-section. Some other items of importance that may be covered in the Calibration Plan training are listed here:

Review purpose of BUILDER and data collection

Safety and site preparation guidance

Personal protective equipment (PPE)

Team Lead and Assessors

Point of Contact at the installation

Sectioning rules

Inventory comments

Inspection comments

Photography requirements

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Identification requirements

Daily schedule

Keys to mechanical and electrical room and POC for acquiring the keys

Review typical problem areas (e.g., sectioning, comments, photos, inspection ratings)

Expectations on production rate

Allowing the assessors time to calibrate is essential to having a consistent and reliable BUILDER data collection effort.

4.1.1 Facility Condition Assessment (FCA) procedure

The A-E will send team leads/subject matter experts to complete FCAs on three

(3) separate type of buildings, load the FCA data into BUILDER, and provide, at a minimum, the following BUILDER reports to Government personnel for review:

Final 9 – Facility System Quick View Report

Quality Control 5 (QC5) – Section Detail Report

Quality Control 6 (QC6) – Inspection Details Report

4.1.2 FCA follow-up timeline

In general, the A-E will allow two (2) weeks for Government review and comment on the FCA. A-E will then make any required corrections prior to returning to the Installation for the actual FCA. The Calibration may be performed a day before the FCA is scheduled to begin. However, if the A-E firm does not have feedback from the QA team, the A-E firm runs the risk of continuing the QA issues.

The buildings where the Calibration is to be performed should be of varied Category Codes that Assessors will encounter at that installation. The inventory and assessment should be completed and reviewed by the QC team lead for the contractor. This is an opportunity for the installation DPW and the QA Team to observe and review the BUILDER data collection effort. The buildings selected for the calibration should have at least 75% of the systems in the contract.

The calibration effort should not take more than one (1) day.

Facility Inventory & Condition Assessment 14

4.2 Calibration of assessors at each installation

The contractor may have performed facility assessments at different installations for different agencies. It is important for the contractor to understand that the SOW may be different and calibration is needed for different Assessor teams, since it may have been some time since the Assessor performed an assessment.

Facility Inventory & Condition Assessment 15

5 Quality Control Plan

The QC review will start no later than the next business day after notification by the Site Coordinator that a facility is “Assessed Complete.” The A-E shall develop and maintain an effective QC program to ensure services are performed in accordance with the SOW. The A-E shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The A-E’s QC program is the means to assure the work complies with the requirement of the task order. The A-E shall deliver the Draft Quality Control Plan (QCP) to the responsible office as prescribed in the SOW. Upon receipt of comments by the Government or the contractor entity, the A-E shall provide the Final QCP within five (5) working days to the responsible office.

5.1 QC review of BUILDER reports

5.1.1 Critical database information

The critical information in the BUILDER database is inventory, installation date, sectioning, and Assessor’s rated condition. There should be a logically connected relationship between these items. QA should review these factors to identify features of these elements that appear disconnected. The inventory is the main critical information for both old and new buildings.

5.1.2 Ensure data consistency

Ensure consistency of BUILDER data is being achieved across the board for all the Assessors at each site and in each facility at the site. Inform the Project Manager (PM) and the FCA Team Lead if significant discrepancies are discovered. The PM is to validate that discrepancy errors are mitigated.

5.1.3 Check for data issues

Once reports are provided, check for any omissions, inconsistencies, units of measure errors (Final 8 custom report), duplication of data sections, or other issues in the data. Inform ERDC-CERL of any BUILDER software, database, or report issues.

5.1.4 Compare inventory data with FCA data

Compare the inventory section data collected during the site visit to the same sections in the inventory data collected by the FCA Team. The QA team will determine if there are any significant findings and elevate them to the QA

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Manager, Site Coordinators, and the Quality Engineer for any needed Assessor corrections and/or verifications.

5.1.5 Check square footage and floor numbers

Check the facility area’s square feet (SF) and number of floors assessed by the FCA Team, as shown in the BUILDER data reports, is the same number and quantity as what is provided in the BUILDER initial site information.

5.1.6 Utilize BUILDER reports

Utilize the BUILDER reports by downloading spreadsheets in the Microsoft Excel® format where applicable and then, analyze the data using Excel’s sort and filter functions to group similar items together so that the QC/QA team can easily identify and quantify notable areas of concern. Listed below are recommended reports that are available and valuable for this type of analysis including custom reports listed in the next three sections.

5.2 BUILDER Final Custom Reports

Final 1 – Post Site/Data Review Facility Summary provides a clear summation or holistic picture of FCA results for all assessed assets at a given installation. First look at some general overall information and work down to more detail. Use the Final 1 report to look at overall information. Compare Plant Replacement Value (PRV) to Component Replacement Value (CRV). Generally numbers should be similar, but with CRV usually larger. Any changes in these values must be accomplished by the Government.

Final 2 – System Summary provides a clear summation or holistic picture of building systems within each facility.

Final 3 – Component Details: Provides a list distress reports for each component‐ section collected within each facility. Use the Final 3 report to check quantities. Easy checks include the items measured in SF that should be close to the overall building SF: slab on grade, floor decks and slabs, roof decks and slabs, roofs coverings, floors, ceilings, electrical branch wiring, fire protection (sprinklers), and communications and security systems.

Final 4 – Equipment Details provides a list of section details for each piece of equipment collected in order to satisfy Real Property Installed Equipment (RPIE) requirements.

Final 5 – Inspection Summary provides a list of inspection ratings for each component‐section collected within each facility.

Facility Inventory & Condition Assessment 17

Final 6 – Distress Details provides a list of Distress Survey details collected within each facility.

Final 7 – Work Action Summary provides a clear summation of recommended work for each facility.

Final 8 – Work Action Details provides a detailed breakdown of work item candidates generated from BUILDER, based on component age and condition information. A basic cost estimate is automatically generated for each line item, although that estimate can be overridden by the Contractor with updated cost estimates if necessary. This report can also be used to package individual work items into projects. This report can be used to discover unit of measure problems.

Final 9 – Facility System Quick View provides a cross-tab list of color-coded facility and System Condition Index (SCI) on a single line.

5.3 BUILDER QC Custom Reports

BUILDER has six (6) Custom Reports available at the Site and Complex level that can be run to check the quality of the data. These reports help to identify, prevent, and ensure non-recurrence of defective services. The available QC reports are listed below:

QC‐1 – Facility Report provides Building Condition Index (BCI) and Num Sections, but only for those facilities where BCI is not null.

QC‐2 – System Report provides BCI, SCI, and Num Sections, but only shows systems of those facilities where the BCI is not null.

QC‐3 – Component Report provides BCI, Building Component Condition Index (BCCI), and Num Sections, but only shows Components for facilities where the BCI is not null.

QC‐4 – Component-Sections Report provides Component Section Condition Index (CSCI), Component Section Coating Condition Index (CSCCI), and Num Inspections. Use this report to check which systems were included. Double check missing items on Final 2 with Final 3 report. Most facilities are 1 floor, so they don’t have A20, C20, or D10 systems. If the tenant is only occupying part of a building or the building is owned by others, then it may only have C10, C30, D40, and D50 systems. Most buildings will have A10–20, B10–30, C10, C30, and D20– 50 systems. However, lab facilities should have some E10 systems, and facilities with cold storage, vaults, hearing test chambers, and other special rooms should have some F10 systems. Look for blocks that are missing data. If the system is

Facility Inventory & Condition Assessment 18 not available, the FCA Team must add to the inventory comments (at the building level) that the system is not available and delete the system from BUILDER.

QC‐5 – Section Details provides CSCI, Equipment Make, Model, Serial Number, Capacity, Manufacturer, and Location. This report show all component sections.

Use the QC‐5 report in BUILDER to ensure the RPIE IDs were properly captured, to include component details and locations.

QC‐6 – Inspection Report provides CSCI, CSCCI, Comp Rating, and Inspection Comments. This report shows only the inspected Sections.

Appendix A details the information, filtering, and conditional formatting found in each report. Below is an image of the location where the Custom Reports are found in BUILDER:

5.4 After BRED files are uploaded to BUILDER

After the FCA Team Lead has completed their detailed field review and all BRED files have been loaded into BUILDER, the FCA Technical Lead will conduct a thorough review of the BUILDER data for each facility utilizing the “Individual Facility Review QC Checklist” included in Attachment 5 of the QASP attached.

Once all individual facilities have been reviewed, the FCA Technical Lead will ensure the entire BUILDER dataset is reviewed utilizing the “Overall QC Checklist” included in Attachment 6 of the QASP (not actually attached to this document, but included within Appendix F). The FCA Technical Lead may review all available BUILDER reports although they will focus primarily on the following reports:

BUILDER “Final 1 – Facility Summary Report”

Facility Inventory & Condition Assessment 19

NOTE: If any Building Level data is incorrect, it must be corrected in the customer’s Real Property database of record and shall not be changed in BUILDER. A list of Building Level discrepancies will be provided to the customer for internal resolution.

BUILDER “QC 5 – Section Details Report”

BUILDER “QC 6 – Inspection Report”

Direct Rating Data Fields:

o Expected Rating = what BUILDER predicts rating should be o Comp Rating = Assessor’s rating o Paint Rating = Assessor’s paint rating o Comp Rating = number associations as listed in the grid below:

G+ 100 A+ 80 R+ 50

G 95 A 71 R 25

G- 88 A- 61 R- 10

The FCA Technical Lead will coordinate directly with the FCA Team to ensure that all issues have been resolved and the dataset is free of known errors prior to submitting it for QA Manager to review.

The QA Manager will perform spot checks of all BUILDER data after the FCA Technical Lead has completed a final review to ensure compliance with Army standards, SOW requirements, and BUILDER best practices.

The QA Manager will ensure that all issues have been resolved and the dataset is free of known errors prior to submitting it for customer review.

5.5 BRED (BUILDER Remote Entry Database)

The BUILDER Remote Entry Database is sometimes referred to as B-RED or BRED. This application enables the BUILDER web interface user to download the facility files and do field data collection on a tablet. BRED is the field tool available to import field data into BUILDER. There are currently 8 reports available in the BRED application (BRED version 3.3.10.4). These reports can be exported to a Microsoft Excel format to do QC checks on various data collected.

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The Excel worksheet can be filtered for specific quality control issues. This enables the assessor to run their own checks before leaving a facility. The eight reports that follow are found in BRED under the Tools tab (and then select Reports):

Facility Summary

System Summary

Inventory Summary

Inventory Details

Inspection Summary

Inspection Summary NonRep Samples

Sections Not Inspected

Images

5.6 QC time frame

The QC should be performed as soon after the data is collected. This will ensure that the Assessor still has access to the site and can check for any discrepancies.

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The inventory and inspection data collected should be in BUILDER no later than a week after the contractor returns from the field. Typically, field trips to the sites (installations) have been on a 2-week basis. The Assessors and Work Planner have 30 days to make any edits to their field data. The data should be QC’d daily, if possible.

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6 Quality Assurance Plan

6.1 Quality Assurance Surveillance Plan (QASP)

The Government shall evaluate the A-E’s performance order through the use of a Quality Assurance Surveillance Plan (QASP). The QASP provides guidance on how the Government will ensure that the A-E has performed in accordance with the performance standards in the SOW. Upon completion of work at the designated location(s), the Government will execute the QASP during review of the A-E work product. Findings from the QASP will be forwarded to the A-E for correction, incorporation, and/or to develop corrective action. A typical QASP can be found in Appendix F.

6.2 QA person’s attendance

The QA person should attend the on-site visit when the FCA Team is available and during the calibration, and should also be available to review on-site data collection. The on-site review will require the QA person to perform their independent assessment of a certain number of buildings. The buildings that will be independently assessed by the QA will not be known to the Contractor.

Keeping the same QA person for the entirety of the project is essential in maintaining consistent quality.

6.3 BUILDER QA Custom Reports

BUILDER has sixteen (16) Custom Reports available at the Site and Complex level that can be run to check the quality of data collected. These reports help to identify, prevent, and ensure non-recurrence of defective services or of elements that appear disconnected. All QA reports should be run in order to check where there may be issues with the data. If a Custom Report renders any data, the data should be checked for completeness and verified that the data (specifically in “red” or “pink” format) is indeed correct, with a comment provided stating the reason for any “false” positive. If a QA report is run and the report does not render any data, then the data checked within that particular report has no issues with what is being filtered or checked. These reports have built-in conditional formatting, which should simplify the number of filters that need to be performed. Listed in the sections below are recommended reports that are available and valuable for this type of analysis including custom reports. QA Custom Reports descriptions are found in Appendix B and summaries of them are listed below:

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QA‐1 – Missing or Low Inventory Report provides a listing of facilities for which there are fewer than 10 sections. (Low section count.)

QA‐2 – Missing Comments for Component Types provides a listing of sections for which there is missing or insufficient comments to fully describe the section type. (e.g., Other, General (If the Mat/Equip Type ends in ‘90’)

QA-3 – Naming Discrepancies provides a list of section names that are used infrequently (fewer than 5 times) in the database.

QA-4 – Suspect Section Inventory provides a list of sections for which the section quantity or age is suspect or inconsistent with building quantities (e.g., Quantity > 200 or Section Age > Building Age).

QA-5 – Missing Section Details Report: A list of sections for which there are no Section Details (i.e., equipment) entered into BUILDER.

QA-6 – Missing Section Detail Images Report provides a list of sections for which there are no Section Detail images entered into BUILDER.

QA-7 – Sections without Inspections provides a list of sections for which there are no Inspections entered into BUILDER (at the component-section level).

Only the Inventory has been entered and the original install date.

QA-8 – Sections Details without Inspection Report provides a list of section details that were inventoried, but for which there is no inspection entered into BUILDER.

QA-9 – Section Detail Discrepancies provides a list of section details for which the Detail Install Date is suspect or missing. (Examples of suspect dates would be Detail Install Date < Section Install Date OR Detail Install Date > Section Install Date + 2 Yrs.)

QA-10 – Missing Inspection Comments provides a list of inspections where a poor rating from the Amber or Red category was given, but no comment or reason was provided for the poor rating.

QA-11 – Section Condition Analysis Exception provides a list of sections for which the variance between Age and Design Life exceeds certain constraints (plus or minus 20%). This occurs when the Variance [(RSL + Age) / Design Life]

< 0.8 OR > 1.4.

QA-12A – Inspection Matrix- By Site, System, Inspector provides a cross-tab report (pivot table) for each System given any count of Green, Amber, or Red scores by Inspector.

QA-12B – Inspection Matrix- By Site, System provides a cross-tab report (pivot table) for each System given any count of Green, Amber, or Red scores.

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QA-12C – Inspection Matrix- By Site, Inspector, System provides a cross-tab report (pivot table) by Site or System for each Inspector giving a count of Green, Amber, or Red scores.

QA-12D – By Inspector provides a cross-tab report (pivot table) for each Inspector giving a count of Green, Amber, or Red scores.

QA-12E- Inspection Matrix- GRAPH – By Site, System provides a cross-tab report (pivot table) by Site or System for each Inspector with a count of Green, Amber, Red scores. Bar Graph show breakdown of scores for each system or site.

6.4 BRED reports

There are also some reports available in the BRED application which can be downloaded by the Contractor and sent to the QA person. Providing the QA person access to the data without having the Contractor load the BRED file into BUILDER gives the QA person data to check while they are still in the field or, if not in the field, the QA person can still provide timely feedback. This method is sometimes used when the A-E firm is calibrating their team by using 3 buildings.

The QA person would then be able to check for some of the same anomalies found in the BUILDER program QA Custom Reports. This method also provides the Contractor with timely feedback before leaving the site.

6.5 QA time frame

The QA process can be performed while the Assessors are still at the installation and can verify and rectify the data collected. The QA process may often be after the contractor has left the installation. The QA process shall not exceed ten (10) working days or the number of days that are specified in the SOW after receiving word from the A-E that the BUILDER data is ready for review. QA feedback to the A-E should be provided during the time that the A-E still has access to the installation.

6.6 QA-driven changes

The QA person should inform the Contractor, within the time period allowed by the contract, of any discrepancies or anomalies. The Contractor should provide feedback in writing to the QA person on changes or “no changes,” and give reasons for the discrepancies.

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Appendix A: Quality Control Custom Reports

The following QC custom reports are available for BUILDER (Version 3.3.12.22)

QC Report Number Report Name QC 1 Facility Report QC 2 System Report QC 3 Component Report QC 4 Component-Section QC 5 Section Details QC 6 Inspection Report

QC 1 – Facility Report

The Facility Report has some conditional formatting so that it can check or verify that a building is not missing necessary systems. If the building has less than 10 systems, then it might be a storage building or something similar that does not necessarily need all systems. The Building Condition Index (BCI) is color coded to get a quick view of the condition of the building. BCI values greater than or equal to 85.5 will appear “green,” values greater than or equal to 69.5 are “amber,” and values greater than or equal to “0” will appear “red.”

QC 2 – System Report

The BCI and the SCI are checked by using “conditional formatting” to visually locate anomalies and applying a color coded rating to them. The BCI and the SCI are color coded per the following: (a) values greater than or equal to 85.5 will appear “green,” (b) values greater than or equal to 69.5 will appear “amber,” and

(c) values greater than or equal to “0” will appear “red.” The Number of Sections (Num Sections) should be greater than “0;” if not, the cell will appear “pink.”

QC 3 – Component Report

The BCI, BCCI, and the Num Sections are checked using conditional formatting to locate anomalies. The BCI and the BCCI are color coded for values greater than or equal to 85.5 to appear “green,” values greater than or equal to 69.5 are “amber,” and values greater than or equal to “0” will appear “red.” The Number

Facility Inventory & Condition Assessment 26 of Sections (NumSections) should be greater than “0;” if not, the cell will appear “pink.”

QC 4 – Component-Section

The CSCI is color coded, and it provides a quick view of the condition of the component section. Color codes for CSCI and the CSCCI are as follows: (a) values greater than or equal to 85.5 will appear “green,” (b) values greater than or equal to 69.5 will appear “amber,” and (c) values greater than or equal to “0” will appear “red.” The Number of Inspections (NumInspections) should be greater than “0;” if not, the cell will be “pink.”

QC 5 – Section Details

The section details should be populated for equipment type, equipment make, model, serial number, capacity, manufacturer, warranty. etc.; if not, the report will display in “pink” any items that are missing. The CSCI and the CSCCI are color coded as follows: (a) values greater than or equal to 85.5 will appear “green,” (b) values greater than or equal to 69.5 will appear “amber,” and (c) values greater than or equal to “0” will appear “red.”

QC 6 – Inspection Report

This report color codes the Computed Rating (CompRating) if it is not within a certain range of the Expected Rating. CSCI and the CSCCI are coded as follows:

(a) values greater than or equal to 85.5 will appear “green,” (b) values greater than or equal to 69.5 are “amber,” and (c) values greater than or equal to “0” will appear “red.” The CompRating will appear “pink” if the value is less than or more than 20 points different from the Expected Rating. Inspection Comments (InspComments) also will appear “pink” if the CSCI is amber or below (less than 85.5) and there are no inspection comments.

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Appendix B: Quality Assurance Custom Reports

The following table lists the 16 QA report numbers and names. A description is then given for each report number in the text that follows this table.

QA Report Number Report Name QA 01 Missing or Low Inventory QA 02 Missing Comments QA 03 Naming Discrepancies QA 04 Suspect Section Inventory QA 05 Missing Section Details QA 06 Missing Section Detail Images QA 07 Section Without Inspections QA 08 Section Details without Inspections QA 09 Section Detail Discrepancies QA 10 Missing Inspection Comments QA 11 Section Condition Analysis Exception QA 12A Inspector Matrix- ByInstSysInpector QA 12B Inspector Matrix- ByInstSys QA 12C Inspector Matrix- By InspectorSys QA 12D Inspector Matrix - ByInspector QA 12E Inspector Matrix – GRAPH- ByInstSys

QA 01 – Missing or Low Inventory

This report identifies buildings that appear to be missing inventory, based upon a low section record count (i.e., less than 10 sections).

QA 02 – Missing Comments

This report identifies sections that are poorly or incompletely classified. This process supports identification of inventory catalog items that need to be added (section_comments). This report will render if Material/Equipment Type ends in “90” (i.e., D502090), and the Comp_Type is equal to “other,” “general,” or “unknown” and comments are missing. The “comments” field should provide details about the component-section.

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QA 03 – Naming Discrepancies

This report identifies user-defined Section names that appear infrequently. This infrequent use may indicate a typographical error, failure to follow naming standards, or data quality issues that need to be corrected. The threshold used for the number of occurrences of discrepancies (Instance Count) is less than 5.

QA 04 – Suspect Section Inventory

This report will provide a list of sections that have exceptionally large quantities (i.e., greater than 200) or potentially exposing transcription errors (usually when assessor puts the year installed in quantity field). The report will also identify where the Section Age (Install Date) is substantially greater than the service life for this classification (Section Age > Building Age). Finally, it will identify sections where the Section Age or Install Date is earlier than the Building Year (BUILDER and BRED do not allow this to occur, but some Assessment Teams are using custom tools to collect field data and generate BRED files).

QA 05 – Missing Section Details

Based upon the Air Force implementation program’s requirements, section details for RPIE may or may not be required. This report will identify sections without section details in order to verify and correct missing information if applicable (i.e., if the count is equal to zero or is less than the Section Quantity [each]). This report will render with the lists of Sections that are missing detail entries.

QA 06 – Missing Section Detail Images

This report identifies where Section details exist, but no images (attachments) were found.

QA 07 – Sections without Inspections

This report identifies Sections that are inventoried, but they do not have any inspections listed for each component-section. This may indicate a follow-up is needed due to access issues or situations where a straight age-based deterioration curve is desired (i.e., if the Sections with Inspections equal to zero [0]).

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QA 08 – Sections Details without Inspections

This report identifies Section Details that were inventoried, but the parent Section was not inspected. This is similar to Sections with Missing Inspection Report (QA7), but QA8 focuses specifically on situations where RPIE inventory was collected, but no inspection was performed. The report may only be pertinent when the SOW allows RPIE inventory to be performed independently or differently than FCA scope.

QA 09 – Section Detail Discrepancies

Identifies the Section Detail records with year installed records that differ from the parent Section’s Year Installed. Indicates Section Details that may be improperly sectioned, or that these records have improper dates. Section Details (RPIE) should be as close to the same age as possible when grouped as one section for life-cycle modeling purposes (i.e., Detail Install Date < Section Install Date or Detail Install Date > Section Install Date + 2 yr).

QA 10 – Missing Inspection Comments

This report identifies inspections in the amber- or red- range that lack an inspection comment to help document the assessor’s findings. Provides a list of facilities and the last inspection rating.

QA 11 – Section Condition Analysis Exception

Thi…