Attachment 13 DRAFT Appendix D Required Submittal Reports Meetings.pdf

PWS Appendix D FY25 B1 Fort Cavazos Roofing Services

D. Required Submittals, Reports, and Meetings

D.1. General The Contractor shall provide documentation and reporting requirements defined in the PWS and Appendices. All deliverables shall be computerized.

D.2. Plans

D.2.1. Work Instructions The Contractor shall establish, document, implement, and maintain work instructions for each functional area covered under this contract. Each work instruction shall reference the applicable PWS paragraph(s). Work instructions shall describe the procedures for each area and cover the following topics at a minimum: quality control, hours of operation, work assignments, regulatory compliance, approval authorities, workflow, functional relationships between the Government and the Contractor and between the Contractor’s organizational elements, and any other information needed for efficient and uniform performance. The Contractor shall ensure all workers have access to the applicable work instructions while performing tasks and shall provide copies to the Government upon request.

D.2.2. Management Plan The Contractor shall submit a Management Plan within seven calendar days of contract award.

After the Government provides comments, the Contractor shall submit a revised Management Plan within 3 business days of receipt of comments. The Management Plan shall be consistent with the information submitted in the proposal and shall demonstrate a thorough knowledge and a full understanding of the complexity and functions detailed in the PWS. It shall provide a sound management approach for responding to changing priorities, enhancing customer service, and ensuring adequate levels of performance are maintained. The Contractor shall implement the plan NLT the performance start date. Any changes to the Contractor’s Management Plan shall be submitted to the COR and KO for review and approval prior to incorporation into the contract. The Contractor’s plan shall include, but not be limited to the following:

a) The management techniques or procedures to be used to accomplish the basic functions of planning, organizing, and controlling for each function depicted on the organizational structure, to include the proposed interface and relationships between major functional areas for project management and administration.

b) A description of the management organization including an organization chart showing lines of authority.

c) The name. qualifications, duties, responsibilities, and authorities of each person assigned a management function.

d) General management policy standards.

e) General plans for operation and maintenance

f) Labor classifications (exempt, Service Contract Act, Collective Bargaining Agreement) to be used in each area including the number of labor hours, the number of full-time equivalents (FTEs), and qualification requirements for each position proposed.

g) What assumptions were relied upon in developing the structure (e.g., workload data, frequency, etc.); and identification of collateral personnel appointments (including but not limited to Level 2 and/or Level 3 Safety and Health Officer(s), Quality Control Manager, and Quality Control Inspectors).

h) The approach for tracking, scheduling, and documenting initial/recurring/refresher training.

i) Plans for replacement staffing, recruiting, and maintaining adequately experienced and trained personnel.

j) Verification that CM and ACMM are authorized to act on behalf of the Contractor to include the authority to bind the Contractor for matters pertaining to this contract.

D.3. Reports

D.3.1. Monthly Progress Reporting The Contract Maintenance Manager shall submit a signed Monthly Progress Report (template in TE-3) to the COR no later than the 10th of each month for the previous month. The monthly progress report shall document workload for the reporting month to include, at a minimum, work scheduled, work completed, backlog of Service orders, balance sheet showing current available funds for Service orders, contractor quality control statistics, a summary of safety incidents and safety training, summary of trends identified, and any other contractor comments regarding operational improvements and betterments, work delays, or other issues affecting contractor performance.

D.3.2. Monthly Safety Report The Contractor shall submit a monthly report consolidating safety statistics for the previous month.

This monthly report may be combined with the Monthly Progress Report and is in addition to required reports due at the time of an accident.

D.4. Meetings Meetings shall be at no additional cost to the government. The Contractor shall provide a written record of all conferences, meetings, discussions, verbal directions, telephone conversations, etc., with Government representative(s) relative to this contract in which the Contractor and/or a designated representative(s) participates. These records must be dated and must identify the contract number and the paragraph references, if applicable, participating personnel, subject discussed, and conclusions reached. Meeting minutes shall be distributed within five (5) workdays of occurrence.

D.4.1. Post Award Conference The Contractor shall attend the post award conference convened by the contracting activity or contract administration office in accordance with FAR 42.5. The purpose of the meeting is to develop a mutual understanding of the contract requirements and the Contractor’s Quality Control Plan (QCP) and the Government’s quality assurance program, and to discuss the Contractor’s QC program details, including the forms for recording QC operations, control activities, administration of the program, and the interrelationship of Contractor’s QCP and the Government’s Quality Assurance program.

During this meeting, the Contractor shall brief the Government on how they plan to accomplish the work under this contract. This includes position and function of key personnel, who will be performing Quality Control, Preventative maintenance, Corrective Maintenance, and all other work under this contract.

D.4.2. Periodic Progress Meetings and Reports The CMM shall prepare daily reports and upon request brief (via teleconference) the Government on work and funds status. The report meeting shall contain topics such as, but not limited to:

a) All inspection and CM work completed since the last update; documenting the actual results of work performed. For each open work order, the Contractor shall include the following:

a. Building number and location

b. Description of work performed.

c. Date work was requested, scheduled, started, and completed.

d. Name of individuals who performed work.

e. Remarks or comments.

b) The status of all open work requests.

c) The status of any work request not completed within the required time period or work requests not performed in accordance with required procedures, and why standards were not met, procedures not followed, or why required timeframes were not observed.

d) Listing and status of warranty actions taken since the previous meeting (if any).

e) Any other issues or concerns the Contractor may have.

The Contractor shall provide updated reports to the Government by 0900 every business day.

The Government may add or delete names and emails from the dissemination list at any time. If a briefing is requested, the Contractor shall provide minutes as specified in paragraph D.4. The Government reserves the right to change the frequency of the meeting and/or add to/modify agenda and meeting contents.

D.4.3. Performance Evaluation Meetings The KO, COR, ACOR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

D.4.4. Additional Meetings The Contractor may request a meeting with the KO or COR/ACOR when the Contractor believes such a meeting is necessary. Written minutes of such meetings shall be recorded by the Contractor and signed by all participants involved and distributed within 5 workdays after the meeting.

D.5. Deliverables Table D.5.2.1 below is not a complete listing of contract deliverables. The Contractor shall ensure that all required submittals/deliverables are provided IAW the PWS, including appendices, and with the schedule provided.

D.5.1. Where to Submit All documents provided to the COR shall be submitted via RMS, unless otherwise noted. All invoicing shall be forwarded electronically to BASEOPSInvoice@usace.army.mil and cc the HNC PM/COR and submitted via RMS. All emails shall include the associated contract number in the subject line.

If the DGR and QAE is listed on the “SUBMITTED TO” column, the Contractor shall provide the submittal via email to the DGR and QAE along with submitting it in RMS.

D.5.2. When to submit

The Contractor shall submit deliverables when required in the schedule below. The Contractor shall provide revised deliverables in response to Government comments within 2 business days of receipt of comments.

Table D.5.2.1. Required Deliverables Description PWS Reference When Required Submitted To

Key personnel resumes

3.4

With Proposal; prior to replacement starting work on the Contract

COR; KO

Key personnel contact roster

3.4

No later than (NLT) 10 calendar days after NTP, within 2 working days of approved changes

COR

Monthly progress report

D.3.1 NLT the 10th of each month for the previous month

COR

Periodic progress meeting agenda

D.4.2 24 hours before meeting All meeting attendees

Level 1 SHO Appointment Memo

3.4.3 and EM-385 NLT 1 calendar day after award

COR

List of employees 3.5.1

NLT 1 calendar day after award and within one (1) business day of changes

COR

Level 2 and/or Level 3 SHO Appointment

Memo(s) 3.5.2

Prior to performing work, with Service Order Package if required

COR

Tradesmen licenses, certifications, and proof of required training

3.8 Upon request COR

Annual training plan 3.10.1

NLT 30 calendar days of award and within 5 calendar days of the start of each option period/changes

COR

Wage rates 3.11

With proposal for initial award and subsequent optional performance periods

KO

PM Schedule 4.3.3.1 Upon request COR

Monthly PM Schedule

4.3.3.1.1

NLT 10 business days prior to each month for that month’s work

COR and all specified Government personnel

PM Reports 4.3.4 Weekly

SO Packages Appendix H Within response priority timelines in Table H.3.1.

PM/COR

Site Visit Abbreviated Accident

Prevention Plan 5.3

NLT 7 business days prior to a site visit that occur before an Accident Prevention

Plan has been approved.

COR

Accident Prevention Plan (APP)

5.4

Within 7 calendar days of award and within 5 calendar days of any change - Must be accepted by the Government prior to initiating work

COR

Activity Hazard Analysis (AHA)

5.4.2

As part of the APP for PM work. A new AHA is required for all CM work with submission of the

Service Order Package. An AHA is required to be approved prior to any work being completed.

Email to COR/ACOR (above $2,500) or SOA

($2,500 and below) and cc baseops-safety@usace.army.mil

Personnel Injuries and Damage to

Government Property

5.6

Immediate notification

(phone/email), initial report (ENG 3394) within 24 hours, final report (ENG 3394) within 7 days of accident

COR

Work-Related Injuries/Illnesses and

Exposure 5.6.1

NLT 7th day of each month

COR and as directed in PWS paragraph 5.5

Hazardous Material Inventory

5.7.4 Prior to bringing a

hazardous material onto an installation.

COR

Notification of Environmental Spill

5.7.6 Immediately upon

incident

COR

Quality Control Plan

(QCP)

6.1.2

Prior to the post-award conference.

Must be approved prior to starting work.

COR

Quality Control (QC) Inspection Schedule

6.1.5.2

NLT 10 business days prior to each month for that month’s work

COR

Weekly QC Reports 6.1.5.3

NLT noon of the first business day of the week for the previous week’s reports.

COR

QC Audit Reports 6.1.6

NLT the 10th day of each month for audits completed the previous month

COR

Draft Invoice 7.6 Within the first 7 days of each month COR and as directed in

PWS paragraph 7.6

Payment Request 7.6 Monthly COR and as directed in

PWS paragraph 7.6

AT Level I Awareness Training

8.7.1

NLT 30 calendar days after contract award or reporting for duty; NLT 365 calendar days after completing the course

COR NLT 5 days after training

Annual OPSEC Training

8.7.2

NLT 30 calendar days after contract award or withing 5 days of new employee start date

Annual refresher training within 10 calendar days of each option period award

COR NLT 5 days after training

Suspicious Activity Reporting Training

8.7.3

Within 30 calendar days of NTP and within 5 calendar days of new employee start date Annual refresher training within 10 calendar days of each option award

COR

Cyber Awareness Training

8.7.4

Prior to accessing Government Information

Systems/Annually

COR