Attachment 6- MATOC QA Plan with Appendices_10Jun20.pdf

Quality Assurance Plan for

Multiple Award Task Order Contract U.S. Army Garrison

Fort Gordon Georgia

Contract #: TBD

Prepared: 15 November 2019

Published: 10 Jun 2020

Reviewed by: Approved by:

Francisco Perez-Blair, PE Jason King Chief Contracting Officer Construction Branch Mission & Installation Contracting Command Directorate of Public Works

Reviewed by:

David P Gaither Operations Chief/Office Engineer/COR Construction Branch Directorate of Public Works

QUALITY ASSURANCE PLAN (QAP)

TABLE OF CONTENTS

Subject Page Number

1. Overview 3

2. Description of Services 4

3. Roles and Responsibilities 6

4. Contract Quality Requirements 11

5. Government Surveillance 12

6. Non-Conforming Performance 18

7. Data Analysis 19

8. Acceptance of Services 19

9. COR Status Report 19

10. Contractor Manpower Reporting Application (CMRA) 20

11. Contractor Performance Assessment Reporting System (CPARS) 21

12. Combating Trafficking-in-Persons 21

13. COR/Quality Assurance Surveillance Files 21

14. QAP Changes 21

15. Appendices 22

A. List of Acronyms B. Sample – Government Quality Assurance Plan Supplement C. Government Quality Assurance Organization Chart D. Sample - Contractor Quality Control Plan E. Sample - Three-Phase Checklist F. Sample - Contractor Quality Control Report G. Sample – ENG FORM 4025 Transmittal Sheet H. Sample – Request For Information (RFI) Form I. Sample – Government Quality Assurance Report (QAR) J. Sample – Pre-Final & Final Inspection Checklist K. Sample - DPW Turnover Memorandum: Engineering L. Sample – DPW Turnover Memorandum: Environmental M. Sample - DPW Turnover Memorandum: Master Planning RPAO N. Sample – DPW Turnover Memorandum: Operations & Maintenance O. Sample – Assessment Worksheet of Contractor QC Program P. Sample - CPARS Evaluation Q. Design Review Flow Chart R. Sample – Design Review Comment Form

1 OVERVIEW.

1.1 Purpose. This Quality Assurance Plan (QAP) is a Government developed document used to ensure that the Government receives quality services and pays only for conforming services actually provided. The objective of this Multiple Award Task Order Contract (MATOC) is to acquire an Indefinite Delivery/Indefinite Quantity (ID/IQ) contract for a broad range of general design/build construction intended to provide rapid response for new construction, rehabilitation, modernization, or repair of real property relating but not limited to civil, architectural, mechanical, conveyance, plumbing, structural, electrical, life safety and instrumentation and heating, ventilation and air conditioning (HVAC) systems and components of Government facilities at Fort Gordon, GA and Lake Thurmond, GA, hereafter referred to as FG. Government-furnished property and services for those items specified in the PWS are exempt from this QAP.

This Quality Assurance Plan (QAP) identifies the methods and procedures the Government will use to ensure it receives the services to the desired standard, as identified in the PWS, the Base Contract and Individual Task Orders.

A list of Acronyms used in the QAP, Appendices and reference documents is provided in Appendix A.

1.2 Intent. The intent of this QAP is to:

1.2.1 Ensure Contractor performance meets or exceeds contract terms, conditions and specifications;

1.2.2 Hold the Contractor accountable for quality control;

1.2.3 Encourage the Contractor to take appropriate steps to control & improve quality;

1.2.4 Ensure all sections of FAR 46 are applied as required and applicable.

Accordingly, the Government will perform surveillance on the contract in accordance with this QAP and the Task Order Specific Quality Assurance Plan Supplement discussed in paragraph 4.3 below. A sample Quality Assurance Plan Supplement is provided in Appendix B.

The Government will reserve the right to monitor the contract in any manner necessary, at any time necessary, and at all places necessary to ensure that the services rendered conform to contract requirements. The Government will also reserve the right to perform quality assurance at the Subcontractor level, and at the contractor's place of business. Sub-contract service providers shall be accountable to the Contractor who, in turn is responsible to the Government. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor. The Government will not exercise any supervisory controls over the contract service providers performing the services herein.

As Government Quality Assurance Organization Chart is provided in Appendix C for future reference. Duties & Responsibilities of members of the QA Team are discussed later in this QAP.

2 DESCRIPTION OF SERVICES.

2.1 Scope of Work. The contractor shall provide, upon receipt of a task order (TO), all labor, materials, supplies, parts (to include system components), project supervision, equipment, and related services, (except when specified as Government furnished), design, construct, rehabilitate, modernize or repair facilities and structures primarily at Federal facilities within the contract boundaries as specified in strict accordance with all terms, conditions, special contract requirements, specifications, drawings, attachments, and exhibits contained in the contract or incorporated by reference.

2.2 Contractor Responsibility. The Contractor's work and responsibility shall include all contractor planning, programming, administration, and management necessary to provide work as specified. The work shall be conducted in accordance with the contract and all applicable Federal, State and local laws, regulations, codes, or directives, to include applicable documents listed. The Contractor shall ensure that all work meets critical reliability rates or tolerances specified or included in applicable referenced documents.

The Contractor shall perform all related Contractor administrative services necessary to perform the work, to include, but not be limited to, the following: supply, quality control, contractor financial control, and maintenance of accurate and complete records, files, and libraries of documents to include Federal, State, and local laws, regulations, codes, technical manuals, and manufacturer's instructions and recommendations. The Contractor shall provide related services such as formatting data for automated systems inputs and data base maintenance, preparing and providing required reports, compiling historical data, performing administrative activities and submitting necessary information as specified under this contract and within each task order. The Contractor shall ensure that all work provided meets the scope of work for each Task Order, and any special specifications included with the individual Task Order or included in any applicable documents.

The Contractor shall perform an onsite review of the site where the work is to be performed, prior to the start of any work, list any damaged areas and turn them into the Contracting Officer (KO) or Contracting Officer’s Representative (COR), so as to preclude any responsibility for damages present that are not a result of the performance of work required in the Task Order. Any other damages found after the work is completed will be investigated by the Contracting Officer (KO) or Contracting Officer’s Representative. If caused by the Contractor, damages shall be corrected by the contractor at no additional cost to the Government.

2.3 The Contractor shall be responsible for investigating the site, or area as directed or indicated in the Task Order. If required in the Task Order, digital photos or video tape recordings shall be made of the proposed project with emphasis on the particular area to be removed or repaired including foundations and utilities. The Contractor shall review as-built drawings, maintenance records, and other pertinent documentation, as required to become familiar with the site. The Contractor shall interview on-site maintenance personnel and staff to determine the existing conditions of the area. The Contractor shall investigate and determine whether environmental surveys (asbestos, lead-based paint, etc.) are required in the work site/ area. During this site visit, data required to prepare a site description, a hazard and risk analysis, and a site control document shall be gathered.

Access to areas where field efforts may occur should be investigated. The Contractor shall develop a basis to prepare budget proposal costs for the proposed work.

2.4 The following list of discussion topics is provided to assist the Contractor in gathering the necessary information during the site visit to prepare a work plan. It is not a comprehensive list of topics to discuss at the site visit meeting. Some of the topics may not be applicable to all Task Orders. Additional criteria and information may be required to fully determine the Task Order scope of work.

2.4.1 Environmental issues

2.4.2 Functional layout – how does the customer plan to use the project?

2.4.3 Unusual details pertaining to the project

2.4.4 Site improvements (i.e. parking, grading, drainage, etc.)

2.4.5 ADA accessibility

2.4.6 Anti-terrorism/force protection requirements

2.4.7 Sustainable design and construction

2.4.8 Fire protection

2.4.9 Plumbing, water and sewer requirements

2.4.10 Electrical, interior and exterior requirements

2.4.11 Occupancy during construction\

2.4.12 Phasing requirements

2.4.13 Schedule requirements

2.4.14 Availability of as-built drawings

2.5 The Government will provide a scope of work to the Contractor detailing the work to be accomplished. The detail provided will vary from a general idea of what is required with no drawings to complete design documents, depending on the complexity of the project.

The Contractor shall use the information provided by the Government and submit a complete proposal regardless of how much information is provided by the Government.

The Contractor’s Task Order Proposal shall include method, labor, and materials necessary for performing the work. The proposal shall provide the sequence of procedures in the scope of work and shall include but not limited to: means of access to premises and building; space for storage of materials and equipment; delivery of materials and use of approaches; use of corridors, stairways, elevators and similar means of communications and the location of partitions, eating spaces, designated smoking areas, and restrooms for Contractor’s employees.

2.6 The Contractor shall complete all work and services under this contract in accordance with schedules established in each task order. Required submittals will be included in the task order. Types and numbers of submittals, as well as dates and places for review meetings shall be established by each task order.

3 ROLES AND RESPONSIBILITIES. The following provides a synopsis for the roles and their respective authority during the performance of the contract:

3.1 GOVERNMENT.

3.1.1 Contracting Officer – KO (MICC). The KO is the only person authorized to direct changes in any of the requirements under this contract. If a change is directed by any person other than the KO, the change will be considered to have been made without authority, and will place the Contractor at risk. No changes in, or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes.

3.1.2 Contract Specialist – KS (MICC). Responsible for the day-to-day management of the MATOC Contract in conjunction with and at the direction of the KO.

3.1.3 Chief, Construction Branch (DPW). Supervisor for the Operations Chief/Office Engineer, the Lead CONREP and all CONREPS. As such, overall responsible for the efficient and effective operations of the Government Quality Assurance Program.

3.1.4 Operations Chief / Office Engineer (DPW). Serves as the COR for the Base MATOC Contract, and manages the day-to-day operations of the Construction Branch on behalf of the Branch Chief.

3.1.5 Lead Construction Control Representative – Lead CONREP (DPW). Serves at the Senior Technical advisor to the Branch Chief on Quality and Safety Assurance Matters. Serves as Team Lead for all CONREPs ensuring appropriate coverage for all assigned projects.

3.1.6 Construction Control Representative – CONREP (DPW). CONREPs are assigned to each MATOC Task Order. As such, they are the primary point of contact responsible for monitoring the Contractor’s Quality Control Plan in accordance with the QA Plan. When qualified, the assigned CONREP will also be nominated and subsequently designated as the COR by the Contracting Officer.

3.1.7 Contracting Officer’s Representative – COR (DPW). The COR will monitor all technical and performance aspects of the contract, and assist the (KO) in contract administration. The COR is authorized to perform the following functions:

3.1.7.1 Assure that the Contractor performs the technical requirements of the contract

3.1.7.2 Perform inspections necessary in connection with contract performance

3.1.7.3 Maintain written and oral communications with the Contractor concerning technical and performance aspects of the contract

3.1.7.4 Issue written interpretations of technical requirements, including Government drawings, designs, and specifications

3.1.7.5 Monitor Contractor's performance and documents and notifies both the Contracting Officer and Contractor of all deficiencies

3.1.7.6 Coordinate availability of Government furnished property

3.1.7.7 Provide site entry of Contractor personnel 351099

Throughout the remainder of this QAP, The term “COR’ will be used to refer to all government surveillance personnel assigned to monitor the contractor’s performance on this contract.

A copy of the COR letter of designation or COR appointment letter issued to the COR by the KO, will be sent to the Contractor. This letter states the responsibilities and limitations of the COR, especially with regard to changes in cost, price, or delivery dates. The COR is not authorized to make any changes to the terms and conditions of the resulting order.

The Contracting Officer shall use Surveillance and Performance Monitoring (SPM) to electronically track COR nominations, appointments, terminations, and training certifications for each COR appointed to conduct oversight on this contract. The COR will upload their surveillance documents, such as Monthly Status Reports (MSR), COR trip reports, correspondence with the contractor, and other miscellaneous documents into SPM within their online SPM Profile for this contract. SPM is available within the WAWF suite of tools at:

https://wawf.eb.mil/.

3.2 CONTRACTOR. The following are the Government’s expectations of the Contractor’s role as defined by the contract and will be a part of the Government’s surveillance of the Contractor’s roles and responsibilities. These roles and responsibilities will be discussed after award as a part of the mutual understanding agreement between the Government and the Contractor. The Government shall ensure the Contractor’s personnel meet the requirements of the contract and reserves the right to approve or disapprove personnel. The Government has the right to direct the Contractor to replace any individual functioning in personnel below should that individual fail to perform in accordance with the requirements of the contract. Any replacement personnel is to be re-evaluated and must meet the same criteria per the contract.

3.2.1 Project Manager. Project Manager shall have full authority to act for the Contractor. This individual and any individual designated to act for him/her, shall have the full authority to contractually commit the Contractor for prompt action on matters pertaining to contract administration and shall be designated in writing (listing name, address and home telephone number) to the Contracting Officer.

The Project Manager shall be responsible for the overall management and coordination and shall be the central point of contact with the Government for performance of all work under this contract.

3.2.2 Superintendent. The Superintendent is primarily responsible for managing and coordinating day-to-day production and schedule adherence on the project. The superintendent is required to attend partnering meetings, and quality control meetings. Site Superintendent shall be at each active jobsite at any time work is being performed at that jobsite. Site Superintendent may perform duties on up to three (3) projects if the distance between projects, project complexity, and superintendent experience meet the construction management requirements of the contract.

3.2.2.1 The Government will not exercise any supervision over Contractor employees performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor employees.

3.2.3 Quality Control Manager. The Quality Control (QC) Manager shall be responsible for managing and implementing the Quality Control Program for this contract as their sole duty and responsibility. The CQC Manager will attend the following meetings and prepare the meeting minutes for submission to the Contracting Officer Representative (COR):

3.2.3.1 The Mutual Understanding and Coordination Meeting – After submission of the CQC plan and prior to the start of construction, The QC Manager will meet with the COR to present the QC Program required by the contract. The purpose of this meeting is to develop a mutual understanding of the Quality Control details, including documentation, administration for on-site and off-site work, and the coordination of Contractor’s management, production and QC personnel. [Note: Repeat the Mutual Understanding and Coordination Meeting whenever a new CQC Manager is appointed. Minutes will be prepared by the Government and signed by both the Contractor and COR.]

3.2.3.2 Weekly Progress Meetings – After the start of construction, the CQC Manager shall conduct Weekly Progress Meetings at the work site with the Project Superintendent and applicable QC Specialists. The CQC Manager will notify the COR a minimum of 48 hours in advance of each meeting. The CQC Manager will prepare the meeting minutes and submit a copy to the COR within two (2) working days after the meeting date. As a minimum, the following shall be addressed at each meeting:

3.2.3.2.1 Review the minutes of the previous meeting;

3.2.3.2.2 Review the schedule and status of work:

3.2.3.2.2.1 Work or testing accomplished since last

meeting;

3.2.3.2.2.2 Rework items identified since last meeting;

3.2.3.2.2.3 Rework items completed since last meeting;

3.2.3.2.3 Review the status of submittals:

3.2.3.2.3.1 Submittals reviewed and approved since last

meeting;

3.2.3.2.3.2 Submittals required in the near future;

3.2.3.2.4 Review the work to be accomplished in the next 2

weeks and documentation required:

3.2.3.2.4.1 Establish completion dates for rework items;

3.2.3.2.4.2 Update the schedule showing planned and actual

dates of the preparatory, initial and follow-up phases, including testing and other inspection required by this contract;

3.2.3.2.4.3 Discuss construction methods and identify

potential problems for each definable feature of work;

3.2.3.2.4.4 Discuss status of off-site work or testing

3.2.3.2.4.5 Documentation required

3.2.3.2.4.6 Discuss upcoming Activity Hazard Analyses

3.2.3.2.5 Resolve Quality Control, Production, and Request for

Information issues; and Address items that may require revising the CQC plan:

3.2.3.2.5.1 Changes in QC Organization personnel

3.2.3.2.5.2 Changes in procedures.

3.2.3.3 Review health and safety plan.

3.2.3.4 The CQC Manager will perform the three phases of control (except for those phases of control designated to be performed by QC Specialists); perform submittal review and approval as outlined in Section 01 33 00 - Submittal Procedures; manage and coordinate the three phases of control and documentation performed by the QC Specialists, including Testing Laboratory personnel and any other inspection and testing personnel required by the Contract. No work or testing may be performed unless the CQC Manager is on the work. The CQC Manager will ensure the as-built drawings, required by Section 01 78 00 - Closeout Submittals, are kept current on a daily basis and marked to show deviations, which have been made from the Contract drawings.

3.3.4 Alternate Quality Control Manager. When needed/used, this individual will be assigned to the duties of the CQC Manager in the absence of the primary CQC Manager and shall have the same qualifications as stated above.

3.3.5 Assistant Quality Control Manager. When needed/used, this individual will assist the Quality Control Manager at the job site to perform the three phases of control, perform submittal review, ensure testing is performed, and prepare QC certifications and documentation required by this Contract. The Assistant CQC Manager will also perform the duties of the QC Specialist and Submittal Reviewers in areas that they are qualified. The qualifications for the Assistant CQC Manager shall be the same as for the CQC Manager.

3.3.6 Quality Control Specialists. When needed/used, these individuals will be physically present at the work site and shall assist and report to the CQC Manager. The QC Specialists are required to attend the Weekly Progress Meetings (as necessary), and to perform the three phases of control and prepare documentation for each definable feature of work in their area of responsibility.

Where the individual is required to be a registered professional, the registration must be within a U.S. jurisdiction. Refer to Section 01 45 00 Quality Control for specific areas of responsibility, qualification and experience requirements for each of the QC Specialists.

3.3.7 Site Safety & Health Officer - SSHO. The SSHO shall be responsible for ensuring the safety requirements of the project are met in accordance with EM 385-1-1 and 29 CFR 1926.16. The SSHO may provide a Safety oversight team that includes a minimum of one (1) person at each project site to function as the Site Safety and Health Officer (SSHO). The SSHO or an equally-qualified Alternate SSHO must be at the work site at all times to implement and administer the Contractor's safety program and government-accepted Accident Prevention Plan. The SSHO and Alternate SSHO must have the required training, experience, and qualifications in accordance with EM 385-1-1.

3.3.8 If the SSHO is off-site for a period longer than 24 hours, an equally-qualified alternate SSHO must be provided and must fulfill the same roles and responsibilities as the primary SSHO. When the SSHO is temporarily (up to 24 hours) off-site, a Designated Representative (DR), as identified in the AHA may be used in lieu of an Alternate SSHO, and must be on the project site at all times when work is being performed. Note that the DR is a collateral duty safety position, with safety duties in addition to their full-time occupation.

4 CONTRACT QUALITY REQUIREMENTS.

4.1 Contractor’s Quality Control Plan (QCP). The Government will evaluate the adequacy of the Contractor’s Quality Control Plan (QCP) and performance under this contract in accordance with this QAP. The Contractor’s quality control program is the means by which he assures himself that all work complies with the requirement of the contract PWS. It is essential that all Government Surveillance Personnel understand that Quality Control (QC) is the responsibility of the contractor, and not the government. As such, the Government will focus their efforts on validating if the Contractor is maintaining an adequate quality control inspection system. The government must ensure that the contractor maintains evidence that services provided conform to contract quality requirements. The Contractor shall provide inspection data to the Government on request for validation. The Contractor’s QCP shall include a process that can identify, prevent, and ensure non-recurrence of defective services. The primary function of contractor quality control (CQC) is to assure that the completed project meets all quality requirements of the contract. To guide the contractor in this task, a CQC plan must be prepared to ensure that the required standards of quality construction are met. In the CQC plan, the contractor defines the procedures by which they will manage and control their own, all subcontractors’ and suppliers’ activities, so that the completed project complies with contract requirements. A Sample Contractor Quality Control Plan is provided in Appendix D.

4.2 Government Quality Assurance Plan (QAP). This QAP describes what the

Government will do to ensure that the Contractor has performed in accordance with the performance standards within the PWS. Quality Assurance (QA) involves the oversight process in construction by which the Government protects its interests. Through periodic reviews, submittals, surveillance, spot check inspections, and tests, the Government verifies that the contractor’s CQC system is working effectively and that the end product complies with the quality established by the contract.

4.3 Quality Assurance Plan Supplements (QAP Supplements). Supplements shall be developed for all Contract Task Orders for the MATOC (Multiple Award Task Order Contract). As a minimum, QA Supplemental Plans shall include the following:

4.3.1 Personnel assigned to the project;

4.3.2 Project description and information;

4.3.3 Special training needs to properly administer the contract/task order;

4.3.4 A schedule of QA tests to be performed;

4.3.5 Unique scheduling and phasing requirements; &

4.3.6 Any other items specific to the contract.

5 GOVERNMENT SURVEILLANCE. Methods of Surveillance.

5.1 Accident/Safety Reporting. Each team member is responsible for ensuring safe completion of all contract work and will issue safety comments, directions, or guidance whenever safety deficiencies are observed. The Government's safety comments will be entered into Government “Daily” Quality Assurance Reports (QARs). Team members shall have full authority to stop any unsafe work where there is immediate danger to "life or limb." The COR and KO will be notified immediately of such an occurrence, in addition to Operational reporting requirements prescribed by DPW and the Garrison.

The Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1 will be enforced at all times. All safety inspections and instructions will be well documented.

The CONREP shall ensure that safety related reports are submitted to the COR (if not the same person) for review and record. The following reports will be submitted:

3.1.8 Activity Hazard Analysis SAS Form 9

3.1.9 Equipment Checklist SAD Form 1666R

3.1.10 Mishap Report ENG Form 3394

3.1.11 Tool Box Meeting Record

3.1.12 Monthly Supervisor Meeting Record

3.1.13 Temporary Electrical Inspection Record

5.2 Environmental. Due to the increase awareness of the general public, government agencies (State & Federal) and the Army to environmental concerns, it is absolutely necessary that we ensure that all required permits have been obtained prior to construction and that we ensure that the construction is performed in a manner that will not violate applicable permits.

5.3 Erosion Control. The importance of insuring that projects administered under the Mission & Installation Contracting Command (MICC) / DPW Construction Branch comply with all requirements of applicable Erosion & Sedimentation Control Permit is second only to safety. The responsibility to ensure compliance lies with the CONREP assigned to the project. The CONREP is to use whatever means necessary to avoid a notice of violation from the State of Georgia to include but not limited to enforcing contract plans & specifications, have MICC issue a contract modification and having work performed by others under separate contract (with appropriate back charges to the contractor).

5.4 Wetlands and Endangered Species. Prior to issue of the Notice to Proceed, the CONREP is to coordinate with DPW Environmental Division to ensure that the site was investigated for wetlands & endangered plant life and that any needed permits have been obtained. If DPW does not have a record of the site investigation on file, the NTP must be held until an investigation of the site has been performed and any needed permits have been obtained. If permits are required, the CONREP must ensure that the permits have been obtained by the Contractor and must obtain a copy of the permits in order to ensure that the construction will be carried out within the terms of the permit. The CONREP is to inform the Contractor of any special requirements of the permit which will affect how the work is performed.

5.5 Three Phase inspection System. The Construction Branch will participate in the three-phase inspection system which will be outlined in the approved Contractor's Quality Control Plan. The three phases are the preparatory phase, initial phase, and follow-up. A list of preparatory meeting to be held will be provided by the contractor in his CQC Plan. The Contractor will also maintain scheduled and actual times of preparatory and initial control meetings in meeting minutes. See Appendix E for checklist.

5.5.1 Preparatory Phase: The preparatory inspection/phase must be performed before work begins on any definable feature of work; after all required plans/documents/materials are approved/accepted, and after copies are at the work site. Additional preparatory inspections will also be conducted if at any time: the quality of on-going work is unacceptable; if there are changes in the applicable CQC staff, on-site production supervision of work crews; or work on a particular segment of work is unacceptable. The Contractor shall provide the Construction a minimum of 48 hours’ notice prior to the preparatory inspection.

The QAR will attend the preparatory inspection to verify that all the items reviewed are acceptable and construction on that particular phase of work is ready to begin. Minutes of the preparatory inspection and attendance records shall be prepared by the Contractor and attached to the CQC daily report of the same day. As a minimum, the following will be discussed at the Preparatory:

5.5.1.1 Contract plans and specifications

5.5.1.2 Approved submittals. Materials required for this phase of work have been tested, submitted, approved, and are on site. Shop drawings, and layout drawings have been coordinated between trades and approved.

5.5.1.3 Compare materials on site to submittals.

5.5.1.4 All preliminary work is complete and approved.

5.5.1.5 QC will discuss procedures for accomplishing work.

5.5.1.6 Specifications will be reviewed.

5.5.1.7 Activity Hazard Analysis will be discussed as well as other safety related items.

5.5.1.8 Testing will be discussed. The number of tests, and the results will be reviewed.

5.5.2 Initial Phase: The initial phase will be accomplished at the start of each definable feature of work. The Construction Branch shall be notified at least 24 hours in advance of each initial phase inspection. The contractor's CQC team including all foremen and individuals directly responsible for the work and will participate in this initial phase inspection. Additional initial inspections will also be conducted if at any time, the quality of on-going work is unacceptable; if there are changes in the applicable CQC staff, on-site production supervision of work crews; or work on a particular segment of work is unacceptable. Minutes of the initial inspection and attendance records shall be prepared by the Contractor and attached to the CQC daily report of the same day. The contractor's control system must transfer information on quality requirements specified in this contract to each workman before he starts. Each worker must demonstrate that he can provide the specified quality of work. It is also during this phase that control testing to prove the adequacy of the contractor's CQC procedures shall be initiated and verified. The initial phase must continue until full compliance is reached. This is the most important phase, since this is where written requirements are converted to actual acceptance examples by the workers. They can then apply this knowledge to the rest of that definable feature of work. As a minimum, the following steps shall be followed.

5.5.2.1 Identify full compliance with the contract.

5.5.2.2 Check preliminary work to make sure it complies.

5.5.2.3 Establish level of workmanship.

5.5.2.4 Resolve all differences.

5.5.2.5 Check safety.

5.5.3 Follow-up Phase: Follow-up inspections will be performed daily by both the QAR and the CQC. The CQC follow-up inspections are to assure control activities, including control testing, are providing continued compliance with contract requirements, until completion of a particular feature of work. The follow-up inspections performed by the CONREP will be for the purpose of assuring that the Contractor's CQC system is adequately controlling the quality.

The Contractor shall record the checks in their Daily Quality Control Reports (QCRs) of the same day and attach any supplemental documents. The Contractor shall conduct final follow-up checks and correct all deficiencies prior to the start of additional features of work which may be affected by deficient work. The CONREP will ensure the Contractor will not build upon or conceal any non-conforming work. A sample Contractor Quality Control Report (QCR) is provided in Appendix F.

5.6 Progress Photos. Monthly progress photos will be taken by CONREPs. Progress photos in secure facilities must be coordinated with, taken by and vetted through the end-user.

5.7 Labor Standards Enforcement. The Mission & Installation Contracting Command will enforce the labor standards of construction contracts under this Multiple Award Task Order Contract.

5.8 Evaluation of Weather Delays. The COR will be responsible for evaluating weather delays in consultation with the Project CONREP and LEAD CONREP and provide the MICC Contracting Officer with appropriate recommendations.

5.9 Submittals. The Contractor will maintain a complete list of all submittals in their Submittal Register, including completion of all data columns. The Contractors shall submit all submittals in accordance with DPW Engineering Division Standard Operating Procedure (SOP) CM-01 “Processing Submittals”. A sample ENG Form 4025 Transmittal sheet is provided in Appendix G. The submittals shall be reviewed within the review periods set forth in Division 01 Specifications.

5.10 Design Review. The following are quality assurance measures that will be taken during the design phase of the contract if a design is required.

5.10.1 Design Roles. The DPW Project Manager shall be responsible for the overall management and coordination with the Installation Representatives and the User. The DPW Design Team and/or Design Team Lead (DTL) shall be responsible for providing submittal reviews for the design phases and any extension of the design such as shop drawings, deviations, etc.

The DPW Design Team and/or DTL shall provide technical support as needed for the administration of the contract.

5.10.2 Design Quality Control Plan (DQCP). The DPW DTL who completed the pre-award Technical Evaluation will review the Contractor’s design quality control plan to be submitted and approved prior to the scheduling of the Initial Design Conference. The reviewer will assess that the same level of quality proposed by the Contractor will be maintained during the design process.

5.10.3 Initial Design Conference. The DPW Project Manager and DPW Design Team and/or DTL who participated in the scope development will attend the Initial Design Conference to answer questions and address any scope related issues. The DPW Project Manager will ensure that the appropriate Installation or Customer representatives are also in attendance. The Contractor will prepare and provide the meeting minutes. The Government will review and verify the meeting minutes cover all of the details of the discussion.

5.10.4 Design Submittals. The Contractor shall submit design submittals in accordance with DPW Engineering Division Standard Operating Procedure (SOP) CM-06 “Design Review Submittal Processing”. The Design Review Flow Chart is provided in Appendix Q, and sample Design Review Comment Form is provided in Appendix R. The designs will be reviewed for conformance with the contract.

5.10.5 Submittal Register. The Government will review the Submittal Register that is to be provided by the Contractor with the 60% Design Submittal for sufficiency and completeness prior to acceptance of design.

5.11 Requests for Information (RFIs). The Contractor will maintain a complete list of all

RFI Log, including completion of all data columns. The Contractors shall submit all RFIs for processing in accordance with DPW Engineering Division Standard Operating Procedure (SOP) CM-02 “Processing RFIs”. A sample RFI sheet is provided in Appendix H. The Government will not formally respond to a Contractor’s question or request unless it is documented and submitted in an RFI.

5.12 Monitoring As-Built Drawings. QA personnel will ensure that the contractor maintains a complete set of as-built drawings that are updated at least monthly. These Red-Line drawings should be review prior to the Contractor submitting an Invoice outline in paragraph 5.12 below.

5.13 Pay Estimates/Invoices. Prompt payment to Contractors for work performed is a high priority. Invoices shall be processed in accordance with DPW Engineering Division Standard Operating Procedure (SOP) CM-TBD Processing Invoices (SOP currently under development). Until the SOP is approved, the COR will process the pay requests.

5.14 Problem Solving. Problem solving during the course of construction is the primary responsibility of the CONREP. Technical or interpretational problems discovered shall be reviewed with the contractor's field staff and resolved at that level, if possible. If correspondence is generated regarding a field problem or dispute about contract requirements, it is the CONREP’s responsibility to coordinate the Contracting Officer, Contract Specialist, Contracting Officer Representative, the Lead CONREP, Office Engineer, Construction Branch Chief and Project Manager as appropriate.

5.15 Deficiency Monitoring. The Contractor Quality Control Manager (QCM) shall track all deficiencies. Deficiencies identified by the QCM will be numerically tracked using a Deficiency Log and noted in the QCR. This Log will be review jointly with the CONREP and the QCM. Major deficiencies will be pointed out to the contractor by letter. Retainage will be retained from each pay estimate to cover the cost to correct.

Retainage must be sufficient to have corrections made by another contractor if corrections are not done promptly. As deficiencies are corrected, the QCM will enter the date of correction in QCS to maintain a complete record of the actions.

5.16 QA Testing.

5.16.1 Policy. Quality Assurance testing is to be used as a regular tool in assuring contract compliance for all contracts administered by the Construction Branch.

The Project CONREP is responsible for the implementation of a positive and active QA testing program for contracts assigned. QA Testing USUALLY comes in the form of “Witness Testing” of Contractor QC Tests that are identified during Preparatory Meetings. If external QA testing is warranted/required, DPW will utilize the Army Corps of Engineers South Atlantic Division (SAD) Laboratory and approved testing labs.

5.16.2 Facilities. A copy of the approved testing labs can be found on the USACE

Materials Testing Center Website. http://www.erdc.usace.army.mil/Media/Fact- Sheets/Fact-Sheet-Article-View/Article/476661/materials-testing-center/

5.16.3 Schedule. At the beginning of each project, the Project CONREP is responsible for providing a schedule of QA testing to be performed. As a minimum, this schedule shall show type of test, number and frequency to be performed and testing laboratory which will perform the test. The QA testing schedule will be approved by the ACO and a copy maintained in the QA testing file. See Appendix G for sample format. The following QA testing will be conducted when the project CONREP finds the opportune time to check accuracy of test being performed by the contractor. Some of the tests must be done on the same material to determine the accuracy of the lab retained by the contractor. These tests are as follows:

5.16.3.1 Layout

5.16.3.2 Compaction

5.16.3.3 Asphalt Compaction

5.16.3.4 Gradation

5.16.3.5 Concrete Slump

5.16.3.6 Grout

5.16.3.7 Mortar

5.16.3.8 Test & Balancing of Mechanical Systems

5.16.3.9 Paint Tests

5.16.4 Documentation. A QA testing file shall be maintained for each contract. A copy of the QA testing schedule, a copy of SAD Form 2032-R and test results shall be maintained in the QA testing file.

5.16.5 Payment for QA Testing. When appropriate, Payments for QA testing shall be made from DPW (O&M) funds.

5.17 Reporting. The Contractor shall utilize the Contractors Quality Control Report (QCR)

Daily Log of Construction, provided by the COR, for their official report. The Contractor will summarize data from any supplemental reports and consolidate into the QCR. The Contractor will electronically submit (via email) reports to the appropriate CONREP within 24 hours after the date covered by the report. The Government’s Quality Assurance Report (QAR) will be prepared separately. The QAR will be compared against the QCR. Both reports together should present an accurate picture of all daily events. If the Contractor's QCR differ from the QAR substantially, the

CONREP shall return the QCR for it to be corrected by the CQC Manager (if wrong) or the difference explained on the QAR. The CONREP shall sign the QAR daily report and forward the “complete” QAR/QCR package to the DPW Chief, Construction Branch within 3 days after the date covered by the report. The QAR (with QCR included) will be reviewed by the DPW Chief, Construction Branch, sign and return to the CONREP for filing as in designated electronic data bases. A Sample QAR is provided in Appendix I.

5.18 Transfer and Warranty of Construction. The Project CONREP will ensure that the acceptance phase, transfer phase and warranty phase of all projects assigned are completed in accordance with established procedures with the Fort Gordon DPW.

Sample Pre-Final & Final Checklist are provided in Appendix J. Requirements for the Warranty Management Plan are outlined in Specification section 01 78 00. Appendices K, L, M & N are sample Turnover Memorandums to the respective DPW Divisions.

5.19 Contract Closeout. The Project CONREP is responsible for ensuring that all assigned projects are closed out in a timely manner.

5.20 As-Built Drawings. As-built drawings are to be completed and transferred to the DPW in accordance with procedures outlined Specification section 01 78 00 and reviewed by the Government for acceptance.

5.21 Surveillance Documentation. Each months’ Completed Surveillance Documentation, to include the Monthly Surveillance Report (MSR) must be filed in the online Surveillance and Performance Monitoring (SPM; https://wawf.eb.mil) file for this contract, either as an attachment to MSR, or uploaded separately in the Miscellaneous Documents Section of the CORs’ online SPM file.

6 NON-CONFORMING PERFORMANCE. A Non-conformance occurs when the

Contractor fails to meet the terms, conditions and/or specifications of the Contract/Task Order. All instances of non-conformance must be documented by the COR. The COR will provide the details of the non-conformance using the Non-Conformance Report (NCR), DA Form 5479, Attachment 5, to the KO, who will notify the Contractor of each nonconformance occurrence, unless the KO has authorized the COR to submit directly to the contractor, and copy the KO. Resolution of any non-conformance discovered at the Subcontractor level will be addressed with the prime Contractor.

6.1 Documenting NCRs. The COR will provide the details of the non-conformance using the Contract Discrepancy Report, DA Form 5479. If the Requiring activity prefers to issue a locally developed NCR, documentation must include as a minimum: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered; Contractor representative who was notified; and the suspense date for Contractor response/corrective action.

6.2 Tracking and Resolving NCRs. All NCRs, verbal and written, regardless of issuer will be included in the COR’s Monthly Report. The COR and KO shall track NCRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific non-conformance is corrected within the required timeline. The KO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work. IAW MICC Desk Book (24 June 2016), 46.102 Policy.

6.3 Appendix O is sample “Assessment Worksheet of Contractor Quality Control Program” is a tool that may be used at any time during Task Order performance to assess and document Contractor Performance.

7 DATA ANALYSIS. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in COR Monthly Status Reports (MSR) and may be used to make adjustments to surveillance schedules and/or checklist items to increase or decrease surveillance, based on performance trends. Negative trends noted using Government data/observations could result in issuing the Contractor a Contract Discrepancy Report. Trends noted using Contractor data will not result in a NCR unless the Contractor has not addressed the negative trend. QAP changes based on Data Analysis will be coordinated with the Contracting Officer for approval.

8 ACCEPTANCE OF SERVICES. When all services have been deemed acceptable and there is documented, objective, quality evidence to support acceptable performance, the COR will accept the services provided and authorize payment to the Contractor. Acceptance and payment will be made by approving the Contractor’s Receiving Reports in Wide Area Workflow at https://wawf.eb.mil/ as an iRAPT Inspector, and/or Acceptor.

9 COR MONTHLY STATUS REPORT. COR Monthly Status Reports (MSR) will be submitted on a monthly basis to the Contracting Officer via SPM. MSR reports must be uploaded into SPM, using the “Smart Form” Monthly Surveillance Report. MSR reports will be due NLT the 10th day of the month following the month of surveillance. COR Status Reports will provide a synopsis of the Contractors performance for the inclusive dates of the report. The synopsis must contain a summary of surveillances performed, Customer Feedback if any, NCRs if any, an analysis of the Contractors performance, recommended adjustments to surveillance schedules, and any other pertinent contract information IAW FAR 46.104, and the COR Appointment Letter. Completed Surveillance Checklists and NCRs, if any, will be included as attachments to COR Status Reports, or referenced in the MSR for that month and uploaded separately in the Miscellaneous Documents Section of the CORs’ Online SPM file for this contract.

10 CONTRACTOR MANPOWER REPORTING APPLICATION (CMRA).

10.1 Reporting Labor Hours. The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report all Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor is to completely fill in all the information in the format using the following web address:

https://cmra.army.mil.

10.2 The required information includes the following:

10.2.1 Contracting Officer (KO), Contracting Officer’s Representative (COR) name;

10.2.2 Contract number, including task and delivery order number;

10.2.3 Beginning and ending dates covered by reporting period;

10.2.4 Contractor's name, address, phone number, e-mail address, identity of

Contractor employee entering data;

10.2.5 Estimated direct labor hours (including sub-Contractors);

10.2.6 Estimated direct labor dollars paid this reporting period (including sub-

Contractors);

10.2.7 Total payments (including sub-Contractors);

10.2.8 Predominant Federal Service Code (FSC) reflecting services provided by

Contractor (and separate predominant FSC for each sub-Contractor if different);

10.2.9 Estimated data collection cost;

10.2.10Organizational title associated with the Unit Identification Code (UIC) for the

Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information);

10.2.11Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website);

10.2.12Presence of deployment or contingency contract language; and Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country).

10.3 While inputs may be reported any time during the FY, the COR shall ensure the contractor submits all data no later than October 31 of each calendar year. The COR shall verify that the Contactor has complied with the required contractor manpower reporting annually and document the results in the CORs’ Online SPM File, CMRA section. The Contracting officer shall ensure that the requirement to report Contractor manpower is included in all contracts, task/delivery orders and modifications.

11 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS):

11.1 Documented surveillance data (COR Status Reports, Completed Surveillance Checklists, Customer Feedback and NCRs, if any) will be used to support CPARS ratings.