Attachment 13-6 Deliverable Reports for IMCS IV IDIQ .pdf

ATTACHMENT 6

DELIVERABLE REPORTS

The following is a list of example reports that the Contractor may be required to produce as identified in the installation task orders. This list is not all inclusive and there may be other reports necessary depending on the requirements outlined in the installation task orders. Refer to deliverables in the installation task orders for additional guidance.

# Title Frequency Due Date Addressee/ # of copies

1 Accident Report

As required Within 72 hours of accident or injury. Verbal report within 15 minutes of injury.

COR/1

2 Incident/Government Property Damage Report

As required Within 24 hours of accident/incident

COR/1

Quarterly Communications Outage Report

Quarterly 5th working day after each quarter

COR/1

4 Communications Failures Analysis Report

As required Within 24 hours of outage COR/1

5 Workload Analysis Report

Monthly First duty day of the month COR/1

6 Parts Usage Report Monthly Fifth duty day of the month COR/1

7 Quality Control Plan One time 15 days after contract award COR/1

8 Site Plant Drawings As required Final drawings 10 days after changes

COR/1

9 Site Survey Report As required 5 working days after notification

COR/1

10 Safety & Health Plan One time Within 15 days of notification of contract award

COR/1 and

KO/1

11 Manhole Deficiency Report

As required Within 24 hrs of discovery COR/1

12 Security Clearance Status Report

Quarterly/As required

5th working day after each quarter or known change of personnel status

COR/1

13 Telephone Switch Usage Report

Monthly Fifth duty day of the month COR/1

14 Contractor Personnel Identification Report

As required 5 working days after notification

COR/1

15 Communications Outage Report

As required As required in accordance with installation task orders.

COR/1

16 IT, IAT/IAM

Certifications

Monthly 1st Tuesday of the Month

COR

FORMAT. Plans and reports apply to all locations and shall be submitted in the contractor’s format, by e-mail, unless otherwise specified by the COR. Official reports as directed by

Government regulation shall be submitted in the specified format. Each plan and report shall include, as a minimum, the contract number, contractor name, person who prepared plan or report or a point of contact, phone number, e-mail, and date prepared.

1. Accident Report. All accidents and incidents shall be reported in accordance with 29 CFR 1904 and AR 385-10. All accidents and incidents shall be reported verbally within 15 minutes and written report within 72 hours to the COR by telephone and followed up by e-mail. DA Form 285 shall be used for accident reporting.

2. Incident/Government Property Damage Report. The Government reserves the right to investigate incidents and damage to Government property. The contractor shall immediately report to the COR any bodily injury, death, damage or loss to government property resulting from the activities of the contractor, his agents and employees. The contractor shall document a proper and thorough analysis of all incidents and accidents to identify and eliminate the causes IAW Accident/Incident Reports or Accident Reports whichever is applicable.

3. Quarterly Communications Outage Report. The Contractor shall provide the Government a report of all minor and major outages that occurred on a quarterly basis and the action taken to resolve the outages. The Contractor shall provide this report to the COR.

4. Communications Failures Analysis Report. The Contractor shall also report other failures that are not classified as major or minor alarms on the failures analysis report to be completed monthly.

If any alarm progresses to an outage, the Contractor shall notify the COR and Director immediately and submit details of the outage and include the following:

Description of the specific minor or major alarm or outage The date and time it occurred Impact to service delivery (as applicable to outages) Actions taken to restore service or clear the alarm Service Restoral Date and Time (as applicable for outage) Outages also will be reported in accordance with Army and Defense Information

Systems Agency requirements.

5. Workload Analysis Report. The Contractor shall provide to the COR, on a monthly basis, a Workload Analysis Report, which includes a trouble ticket/work/change request summary. This summary shall identify at a minimum, by type and amount, trouble tickets and work/change requests accomplished during the preceding month for all actions. The Contractor shall report the number of actions per month and the cumulative actions for the year. Additionally, the Contractor shall provide the cumulative number of hours for the year, by category, as well as the average time taken to process routine and priority work requests.

6. Parts Usage Report. The report shall show a listing of parts used during the month for the maintenance of communications systems. The listing shall include the manufacturer, part number, part description, part cost, peripheral, location, disposition and date replaced.

7. Quality Control Plan (QCP). The Contractor shall submit the QCP within 45 days after contract award. The plan shall identify the methods by which the contractor ensures the terms of this contract are met. The CORs will review the QCP within 15 calendar days of receipt. Changes recommended by the COR shall be incorporated by the contractor and the QCP resubmitted to the Government within 15 calendar days of receipt. The plan shall include:

a. Organization and resources. Organization chart and communication interfaces for all personnel performing QC functions. Identify the authority of the QCP manager to monitor and control functions, and to implement remedial and preventive actions.

b. Specific inspection techniques. Specific inspection methods tailored to each functional area.

c. Corrective action. Procedures for corrective action.

8. Site Plant Drawings. Redline drawings shall be completed within ten working days of required changes. The Contractor shall maintain all site drawings in final CAD format. The Contractor shall maintain drawing files in a printable format and translate drawings to other formats. All CAD blue-line drawings will be checked and approved by the COR before the Contractor replaces the existing red-lined drawings. The Contractor shall deliver 2 final copies to the Government. The Contractor shall maintain an electronic and hard copy Plant-in-Place drawing library and update the related TMS asset management database.

9. Site Surveys. Contractor shall, within five working days of notification, complete a site survey and provide the results of the survey to the COR. The contractor shall not proceed beyond the site survey requirements without authorization from the COR.

10. Safety and Health Plan. The Contractor shall provide the Safety Plan to the COR no later than 30 days after contract award. The Contractor shall plan, establish, and administer a safety program. Compliance with provisions pertaining to policies and procedures for ensuring industry standards and practices, Government safety regulations, and local standing operating procedures are mandatory. The Contractor shall designate a qualified individual to be responsible/primary point of contact for safety and health. Elements comprising a Safety Plan are indentified in AR 385-10, NETCOM 385-10, OSHA Voluntary Protection Program, and ANSI Z10. The COR will review the plan within 30 calendar days of receipt. Any changes recommended by the COR shall be incorporated by the contractor and the Safety Plan resubmitted to the Government within 15 calendar days of receipt.

11. Manhole Deficiency Report. The Contractor shall notify the COR of any defects associated with the manhole structures and covers. Any manholes requiring structural repair shall be identified and reported to the COR. The Contractor shall provide the COR a Manhole Deficiency Report and the COR will then submit a work order for the repairs and shall follow up until the repairs are completed.

12. Security Clearance Status Report. The Contractor shall provide the Government a quarterly report that includes the current Skill Sets, IT levels, IAT/IAM certifications, date of certifications, Security Clearance, and the date recertification is due. The Contractor shall provide the report no later than the 5th working day of the month that it is due.

13. Telephone Switch Usage Report. The Contractor shall provide the government a monthly report detailing telephone switch usage and capacity. The report shall be provided to the

Government on the fifth working day of each month. The Contractor shall provide specific recommendations, to the COR, based upon these reports, which will improve and/or enhance the service provided to system subscribers.

14. Contractor Personnel Identification. Ten (10) calendar days prior to the start of contract performance, the Contractor shall submit to the COR, a written list of employees who will perform work under this contract. This list shall include each employee's name, work assignment, and any proof of training, certification, qualification or experience as required. Changes shall be submitted not later than five (5) calendar days prior to implementation of the change. In emergency situations and cases of adverse actions, where a five (5) day notice is not possible, the contractor shall submit notice of the change, in writing, to the KO not later than 24 hours after the change is implemented.

15. Communications Outage Reports. The reports shall include outage impairment or disruptions of communications systems that impose an operational limitation on the supported organizations.

a. Daily Operational Summary. DISAC 310-55-1, and 310-70-1 Report.

c. Weekly Activity Report. The last weekly report of each month shall include a monthly summary.

16. IT, IAT/IAM Certification. The report shall include the current Skill Sets, IT levels, IAT/IAM certifications, date of certifications, and the date recertification is due. The report shall be broken out by Country and site. The Contractor shall provide a monthly report no later than the 5th working day of every month.

NOTE: The Contractor may be responsible for providing other reports as identified in installation task orders that are not on this list. This list is an example of the most common reports identified in installation task orders.