ATTH 4 CDR.docx

ATTACHMENT #4

CONTRACT DELIVERABLE REQUIREMENTS (CDR)

1. CONTRACT REQUIREMENTS

2. DELIVERABLE (CDR) CHART

3. CDR SAMPLE EMAIL COVER LTR

4. EXAMPLES OF HOW TO NAME FILES FOR CONTRACT DELIVERABLES

Contract Deliverable Requirements (CDR) Chart

1.1 The attached chart details the deliverable requirements under this contract. Each deliverable requirement is prefaced with a CDR #. The Construction Inspector (CI) shall provide a standardized cover letter for each deliverable provided to HUD under the contract. All deliverables shall be numbered sequentially by CDR # and include the project name. For example, a project named Puakea Apartments, the HUD-95379, HUD Representatives Trip Report, shall be numbered CDR 7-1. The second report shall be Puakea Apartments CDR 7-2. Each new report shall require a number using sequential numbering.

1.2 If any submittal is returned for any reason and requires resubmission, the CI shall use the original submission number appended with a sequential alpha character. The first resubmission of Puakea Apartments CDR 7-3 would be appended with CDR 7-3a and would be identified and numbered as Puakea Apartments CDR 7-3a. If it required yet another resubmission, it would become Puakea Apartments CDR 7-3b, etc.

1.3 All deliverable cover letters shall be numbered sequentially by CDR # for each project.

1.4 The cover letter format shall be presented by the CI at the post-award conference and shall be in a format acceptable to COR. At a minimum, the cover letter shall reflect the project name, CDR number, description of the submittal (which shall also describe all attachments), date submitted to HUD, date due to HUD, and an acceptable/unacceptable statement for the Government to complete upon review.

1.5 For CDR # 6 through #8, the CI shall submit the applicable deliverable(s) including all attachments to the COR and SCOR.

1.6 For calculating "due dates" to HUD for all deliverables the following rules shall be followed:

1.6.1 "Business day" is defined as workdays (Monday thru Friday), exclusive of Saturday, Sunday and Federal holidays.

1.6.2 HUD observes the following days as holidays, and other days as designated by Federal Law, Executive Order, or Presidential Proclamation:

New Years' Day Martin Luther King's Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

1.6.3 When computing the actual date of a deliverable, the day of the action (inspection, signing of the Builder's Requisition, receipt of Construction Start Letter, etc.) is not counted. All business days as defined above are counted up to and including the day of delivery to HUD.

1.7 Secure Electronic Delivery of Contract Deliverables

The CI may be advised to deliver the contract deliverables via hard copy as specified in the contract or via an electronic method specified by HUD.

The following are the basic requirements that the contractor shall provide via an electronic delivery service:

The documents shall be stored using an unalterable electronic means, such as a .pdf file that is easily downloadable into existing HUD software. File names for contract deliverables files shall utilize a HUD standardized file naming protocol and shall maintain this name when downloaded to an individual's PC.

For electronic delivery Contract Deliverable Requirements (CDR) numbers 6, 7, & 8 shall be delivered to HUD within seven (7) business days. An email CDR cover letter shall be mutually developed by HUD and the CI to facilitate this deliverable electronically.

Once electronic delivery is approved all deliverables, including their respective attachments, shall be provided electronically. Delivery of one portion by electronic means and additional portions by hard copy is not permitted.

In the event that electronic submission of any deliveries is rendered impossible because of technical failure or other impediments, the CI shall submit one paper copy of all deliverables to the respective SCOR within the prescribed timeframes for hardcopies. Preceding any delivery of paper documents in lieu of electronic submissions, the CI shall contact the COR and SCOR to explain the situation, including how long the situation is expected to continue.

LEVELS OF WORK

(5.2.A.2.4 — Updated MAP Guide)

1. Level 1 Alterations: "The removal and replacement or the covering of existing materials, elements, equipment, or fixtures using new materials, elements, equipment, or fixtures that serve the same purpose." (IBC Section 503.1)

2. Level 2 Alterations: "The reconfiguration of space, the addition or elimination of any [exterior] door or window, the reconfiguration or extension of any system, or the installation of any additional equipment. (IBC Section 504.1)

3. Level 3 Alterations: "Alterations where the work area [consisting of all reconfigured spaces] exceeds 50% of the aggregate area of the building." (IBC Section 505

Deliverables Chart The Contractor shall complete all work and submit all deliverables as specified in the Performance Work Statement. The Government reserves the right to make changes to delivery dates.

Medium/Format: email copy Submit To: CO and COR Due Date: with the Contractor's proposal

Medium/Format: email copy Submit To: CO and COR Due Date: 120 days after contract award

Medium/Format: email copy Submit To: SCOR Due Date: within seven (7) business days of inspection

Medium/Format: email copy

Due Date: within seven (7) business days of signing

Medium/Format: email copy

Due Date: N/A

Medium/Format: email copy

Medium/Format: email, mail or hand delivered

Medium/Format: email, mail or hand delivered

Due Date: within seven (7) business days of final inspection

Medium/Format: unalterable electronic means (for example pdf) on CD-R or USB memory stick as directed by SCOR

Due Date: within seven (7) business days of final inspection

Medium/Format: email copy

Due Date: within seven (7) business days after receipt of start letter, attached to the trip report

Medium/Format: email copy

Due Date: with the Contractor's proposal AND within five (5) business days when changes are made thereafter

CDR - 8-1

EMAIL CDR COVER LETT

ER

CONTRACT #:

TASK ORDER#:

T-000X Sample Email CDR Cover Letter (Attachment 4)

CDR SUBMITTALS

attached to this email

CDR - 7-1

CDR -

CDR-

PROJECT NAME & NUMBER:

Butterfield House. 000-35123

DA

TE OF INSPECTION:

Oct 5.20

DA

T

E DUE TO HUD:

Oct 12, 20

DESCRIPTION O F SUBMITTAL:

Draw Inspection For the description indicate type Contract Deliverable Requirement indicated for each CDR #1 through 9 in Technical Exhibit 3. When used for CDR #7, indicate the specific type of trip report• i.e.

Draw Inspection, Non-Draw Inspection, Final Inspection, Del ayed Items of Completion, 9-Month or 12-Month, Follow-up to 12-Month, and then indicate the applicable attachments below.

ATTACHMENTS:

X Photos Employee Wage Interviews Sup. Architect Field Reports Construction Change Does Architects Supplemental Instructions Occupancy Approval Forms Builder's Requisition Advance of Escrow Funds, Approval Initial Start Letter Permanent Start Letter Construction Record

DATE RECEIVED

BY HUD:

DATE REVIEWED BY SCOR

Rating of each Deliverable(s) (Acceptable or Unacceptable):

CDRs Rated 7-1 8-1

HUD COMMENTS:

CON

T

RACT INSPECTOR ACTION REQUIRED:

EXAMPLES OF HOW TO NAME FILES FOR CONTRACT DELIVERABLES

The subject line of the email shall utilize the same format as below to indicate the Contract Deliverable Requirement (CDR) being sent; i.e. goldenoaks_7-01_CDR_070209*when multiple CDRs use goldenoaks_6-017-018-01CDR070209*.

Constructions Start Letter(s) - Project Name followed by CDR#: goldenoaks6-01 start070209* Trip Report —Project Name followed by CDR#: goldenoaks7-01 trip070209* Final Trip Report: goldenoaks7-20 Finaltrip070209 Attachments:*** Architects Field Reports: goldenoaks7-01 arch AIA 0710, Arch Sup Inst: goldenoaks7-01 ASI-1 Permission to Occupy: goldenoaks7-01 PTO-1 Local Occupancy Forms: goldenoalcs7-01 local Miscellaneous Attachments: goldenoaks7-01 misc NOTE: Consecutive numbers (1,2,3,etc.) shall be added after the letter based on the number of like items attached to the applicable trip report.

Builder's Requisition - Project Name followed by CDR#: goldenoaks8-01 draw070209* Escrow Release (92464) - Project Name followed by CDR#: goldenoaks8-01 escrow070209* Signed Cover Letter(s):** goldenoaks6-01 cdr, goldenoaks7-01 cdr, goldenoaks8-01 cdr, goldenoaks9-01 cdr, goldenoaks10-01 cdr Change Orders - Project Name followed by CDR#: goldenoalts10-01, change070209 *Numbering of CDR must contain two digits after the dash, hence 1 through 9, will be written as 01 through 09.

** Cover Letter must be downloaded and saved after SCOR has reviewed deliverables and submitted acceptable/unacceptable rating and comments.

*** When more than one of any attachment is attached to one trip report simply add a dash and number each for that trip report. i.e. goldenoaks7-01 pto-1; goldenoaks7-01 pto-2; etc.

NOTE: Resubmissions by contractor of any deliverable shall reflect the letter addition to the CDR #, i.e., goldenoaks7-01A trip070209, goldenoaks7-01A CDR, goldenoaks7-01A arch image1.png image2.png image3.png