Draft PWS HNC Task Cost Book Survey 2025.pdf

Contract # W912DY-25-D-XXXX

Performance Work Statement (PWS)

HNC Task Cost Book Survey 2025 12 June 2025

Contents 1 Project Title

2 General Information

2.1 Background

3 Definitions/Acronyms

4 Scope

4.1 Purpose

4.2 Overview

4.3 TASK 1 – Develop a work and quality control plan

4.4 TASK 2 – Provide Updated Quote List Tab of the Master Workbook

4.5 TASK 3 – Provide Updated Vendor List Tab of the Master Workbook

4.6 TASK 4 – Provide Updated Material List Tab of the Master Workbook

4.7 TASK 5 – Provide Updated Sub Bid List Table

4.8 TASK 6 – Provide Updated Task List Tab of the master workbook

4.9 TASK 7 – Development of the Task Cross-Reference spreadsheet from Cost Book 2016 and 2023 (data provided by the government) to Cost Book 2024 (data developed and provided by the contractor)

4.10 Task 8 – Monthly Status Reports, MS Project File, and Milestone Invoices

4.11 Task 9 – Meetings, Meeting Minutes, and Conference Calls

4.12 Task 10 – Service Contract Reporting (SCR) – N/A

4.13 Task 11 – Antiterrorism (AT) and Operations Security (OPSEC) Requirements

4.14 Other Direct Costs (ODC)

5 Government Furnished Materials and Support

5.1 Approval of Contract Changes

5.2 Data Files provided to the contractor

5.3 Related Government Software Applications

5.4 Publications and Forms

6 General Requirements

6.1 Key Personnel

6.2 Quality Management

6.3 Projnet Account

6.4 The communications and transmission of data

7 Intellectual Property

8 Deliverables and Delivery Schedule

8.1 Deliverables

9 Quality Control & Submittal Review:

9.1 Comment Resolution and Comment Record

9.2 Quality Control

10 Travel

11 Performance

12 Place of Performance

13 Period of Performance

14 Government Points of Contact

1 Project Title HNC Task Cost Book Survey 2025

2 General Information The United States Army Corps of Engineers, Huntsville Center (CEHNC) is the Assigned Responsible Agency (ARA) for providing operation and maintenance support to the Tri-Service Automated Cost Engineering System (TRACES) application systems.

The mission of TRACES is to build a user-friendly, cost engineering platform in a true Windows environment, with all systems and databases required to prepare, analyze, review, and maintain all types of cost estimates, schedules, and other data.

TRACES consists of a suite of software applications designed to support the Tri-Service cost engineers throughout the Corps of Engineers, the Air Force, and the Navy. TRACES applications are used in support of military construction projects worldwide, environmental remediation (HTRW) projects, Support for others program and Civil Works projects in the United States.

2.1 Background

TRACES provides a standard suite of automated tools used for the preparation of planning and budgetary estimates, for analysis on budget cost data during design, bid opening and modification estimates, and captures contract costs for historical purposes.

The Cost Book is a database of construction costs for three of the TRACES estimate software applications: MII, PACES, and RACER. Those applications are used for the development of government construction cost estimates such as detailed independent government estimates (IGEs) and parametric government estimates (used for planning and programming projects). The Cost Book contains specific information on construction costs which include detailed descriptions, crew make-up and its productivity as well as material data from government data. In the past, the Cost Book has included commercial data. It cannot always be determined how this commercial data is obtained and is backed up due to it being proprietary in nature. This is one reason the TRACES team was directed to make the Cost Book. The team was also directed to make the Cost Book transparent, fully traceable, well-documented, comprehensive, creditable, accurate, and auditable.

3 Definitions/Acronyms ARA – Assigned Responsible Agency AT – Antiterrorism CAC – Common Access Card CEHNC – U. S. Army Engineering and Support Center, Huntsville COR – Contracting Officer’s Representative CUI – Controlled Unclassified Information DoD – Department of Defense HTRW – Hazardous, Toxic, and Radioactive Waste IP – Intellectual Property KO – Contracting Officer MCACES – Micro-Computer Aided Cost Estimating System MII – Micro-Computer Aided Cost Estimating System, 2nd Generation Milestone(s) – Deliverables reviewed and accepted by the Government OPSEC – Operations Security ODC – Other Direct Costs PACES – Parametric Cost Engineering System POP – Period of Performance QASP – Quality Assurance Surveillance Plan QC – Quality Control QA – Quality Assurance RA – Requiring Activity OPSEC officer RACER – Remedial Action Cost Engineering Requirements TRACES – Tri-Service Automated Cost Engineering System

4 Scope

4.1 Purpose

The purpose of this task order is for the government to acquire information on construction costs required to update various construction tasks in the Cost Book. Once the required data is received from the contractor, it will be compiled and formatted by a third-party contractor into a format readable by the MII, PACES, and RACER cost estimating software.

4.2 Overview

The contractor shall conduct surveys to obtain information and update the existing Cost Book tasks;

those from the government provided workbook named Attachment 1. This update is required to keep the tasks in the Cost Book updated for use in MII, RACER, and PACES.

The contractor shall update the existing government tasks. These tasks will be provided from the government in a spreadsheet within Attachment 1. The government will also provide tables of data to support updating the information and this shall also be the format for provision of the submittals. For the existing tasks, the contractor will specifically get the same quotes for the same materials already developed which shall be determined from the MaterialCode column within Attachment 1. The contractor shall be responsible for the reliability and the backup of this data to represent a defendable and accurate description, UOM, crew, productivity, and material quotes for the new tasks. Three quotes for each material (tasks can have anywhere from 1 to 9 materials which make up the overall task’s material cost) which makes up the task material costs based on the descriptions provided. The contractor shall fill in all data on all tables for those material quotes and the overall task. This shall be required for establishing a national average material unit cost. These quotes shall be from three different regions- CONUS only (see Attachment 2-equipment regions map). Contractor shall use commercial manufacturers and suppliers for quotes. The use of box retailers shall be a last resort. If there are large deltas (20% or greater) between each of the three quotes, the contractor shall get an additional quote and use the three that best represent a national average. Should three quotes not be possible, the contractor will explain why in a new column within the Material List tab of the master workbook. The task cross-reference spreadsheet shall be developed so that comparison of before and after can be documented. This comparison will demonstrate 2024 data vs. 2025 data.

Tasks are the unit price items within our Cost Book database which are usually construction efforts per a unit of measure.

Tasks may have single or multiple material items associated with them. An example of a multiple component task would be Concrete finishing, floor, Integral topping and machine trowel finish, 2-1/2" thick (63mm), 1:1:2 mix, with Portland Cement, crushed gravel aggregate, and washed sand aggregate as the three materials. Often, the one material item can be used in a single-component task and that same material item can be used in multiple-component tasks.

The Material List and Sub Bid List tab’s data are based on the Unit of Measure (UOM) for which something is purchased. The Task List Tab data is based on the Unit of Measure for using or installing the quoted item. They are often the same UOM but can be different at times.

Material item prices for single-component tasks (e.g., electrical conduit) and sub bid item prices shall be collected from a minimum of two vendor sources unless otherwise documented (This shall be documented in a column within the Material List or Sub Bid List Tab) and approved by the government Project Manager via the contractor’s project manager. Therefore, in cases where the contractor experiences this situation, they shall provide a list of those tasks to the government for review and approval. This list shall be provided at least three weeks prior to the contractor’s deliverable dates on draft submittals to allow time for government agreement or locating new quotes if required for deliverable to be complete.

Material prices for each component of multiple-component task materials (e.g., concrete made from two types of aggregate and Portland cement or concrete wall forms made from treated lumber, nails, and plywood) shall be collected the same as single-component materials above, except they shall sometimes be from a different vendor(s) for different component types (steel and wood, for example) and after table roll ups shall be provided as a composite price for the Task List tab’s material costs.

The contractor shall provide any material information necessary to support and substantiate the material and sub bid prices presented. The backup data shall be provided within all submittals and be sorted by CSI Task source tag to organize the data. This data shall be rendered to the government expeditiously and shall not be stored in a proprietary format. Data shall be provided in English UOM, but the descriptions shall also show soft Metric UOMs. Sub bid items are an installed price including sub-contractor markups and are often used for items such as supplies and fees. If the task is currently a sub bid, the task shall be changed to a task with a material and crew, when appropriate (unless it is a supply item, testing fee, disposal fee, rental item; for example, those are reasonable as sub bid items). If a task is not already a sub bid, the contractor shall get approval to change it from a material with a crew task to a sub bid task. Sub bid shall be used as little as possible since the goal is to substantiate and backup data within each task and the sub bid doesn’t do that as well as providing a crew, with labor, equipment, productivity, and a material cost.

In the process of conducting research on task re-pricing, the contractor may come across a legacy task where re-pricing data is no longer obtainable. If such a task is encountered, the contractor shall add it to a TRACES Obsolete Tab within an RFI spreadsheet to be established for this task order. The information in the spreadsheet shall include the task description with the source tag in question and an explanation as to why the material cannot be accurately priced. The government will offer resolution of the issue on a case-by-case basis during regular weekly meetings. No Tasks shall be dropped by the contractor for any reason without prior approval of the government project manager via the contractor’s project manager. Also, source and source tags shall not be changed unless approved by the government project manager via the contractor’s project manager.

The contractor shall provide new data as necessary such as creation of new crews, laborers, and equipment, should they determine that the current tasks’ crews are not appropriate.

• Creation of new Crews Where the contractor deems it necessary to create a new crew, they shall use the labor and equipment identified within the Labor and Equipment Views of the 2024 Cost Book Library, the 2023 Seattle National Labor Library, and the 2022 Region VIII Equipment Library. The contractor shall name the crew and provide an ID for the crew. Note, the Cost Book only has a subset of the labor and equipment used in MII. Therefore, the Labor and Equipment Libraries need to be checked also. A list of any new crews created by the contractor shall be submitted to the government with each submittal in an Excel File.

• Creation of new Laborers

Where the contractor deems it necessary to create a new laborer, they shall check the Labor view within the 2024 Cost Book and 2023 Seattle National Labor Library to make sure that the new Labor ID is not a duplicate of a previous Labor ID. The contractor shall name the laborer and provide an ID for the laborer. A list of any new laborers created by the contractor shall be submitted to the government with each submittal in an Excel File.

• Requirement for Creation of new pieces of Equipment Where the contractor deems it necessary to create a new piece of Equipment, the contractor must check the Equipment folder within the 2024 Cost Book and the 2022 Region VIII Equipment Library to make sure that the new Equipment ID is not a duplicate of a previous Equipment ID. If the piece of equipment does not exist in the 2022 Region VIII Equipment Library, the contractor shall work with Walla Walla District to develop the desired piece of equipment. Walla Walla District will provide the Equipment name and ID. This coordination must be done through the Contractor’s project manager and the government’s project manager. A list of any new equipment to be created for the contractor shall be submitted to the government with each submittal in an Excel File.

4.3 TASK 1 – Develop a work and quality control plan.

This document shall describe the data gathering and quality control processes which the contractor shall perform for this task order. One example of this would be to describe how it is determined that that 3 quotes collected and selected for use result in an auditable task material unit cost which would represent a national average (i.e., if you get three quotes that are 100% different in cost, do you keep those or get a fourth quote and throw one of them out and why). Another example would be to provide a standard letter of request for contacting vendors. Each of the tasks below shall be detailed in a document and shall not only be a regurgitation of this performance work statement. All submittals shall include Internal Technical Quality Review Reports and resolution actions for Government review comments. The reports shall be signed by a certified Cost Engineer and provided as part of the submittals. This plan shall be provided in a draft which will be reviewed and approved by the government prior to starting other work. The government will require 2 weeks for review of the draft plan and 1 week for back check review of incorporation of comments. The contractor shall provide a quality control checklist that will be approved by the government prior to delivery of first submittal. This shall include an example of task development from data collection calls to submittal delivery.

4.4 TASK 2 – Provide Updated Quote List Tab of the Master Workbook Populate the Quote List Tab of the master workbook (Attachment 1) with the pertinent information concerning the actual quotes researched and documented by the contractor for use within the next Cost Book. This file will include columns of data as described below from the 2023 Cost Book. The contractor shall populate the file with the appropriate data as described below. When the same vendor from 2023 is to be used, the contractor shall use the exact same VendorCode, QuoteCode, QuoteName as provided to the contractor from the current Cost Book data. When new data is required to be created by the contractor; they shall be a unique reference, no duplicates of anything already existing, and the same schema as within the current database shall be followed. This schema can be determined by reviewing the current data. The information for this table includes:

• QuoteCode – The code assigned to the actual quote obtained. This must be unique, provides the link between the Quote List tab and the Material List tab or Sub Bid List tab within the master workbook. Each and every quote must have a unique QuoteCode, even if the vendor provided quotes on multiple items within a single specific quote backup documentation. There is a specific QuoteCode format already established.

• QuoteName – A name to be provided for the quote.

• QuoteUOM – Identifies the specific UOM for the material being quoted. If the quote is for a pack of 8, please show that the quote is for a pack of 8. If the quote is for a 50’ roll, please show that the quote is for a 50’ roll. This QuoteUOM must identify the unit of measure according to the quote. The QuoteUOM shall be in alignment with the quote received.

• QuoteCost – The actual cost identified for the quote. The QuoteCost must reflect the actual cost shown on the vendor’s quote/spec sheets. If there are multiple items making up the quoted cost, the contractor is to put a formula into this cell which adds up the costs from the quote sheet(s) in order to obtain the total quote cost. QuoteCost must not include taxes or machinery

(i. e. batch plant for example) type shipping costs. The QuoteCost shall include FOB costs for material delivery. The QuoteCost shall agree with the actual documented quote.

• ItemUOM –The common UOM that the quotes can be converted to which is applicable for conversion to the task item UOM (UOMAbbr on the Task List tab of the master workbook). This UOMAbbr needs to be one of the standard UOM applicable to MII.

• QuotetoItmQntyConv – Identifies the specific conversion factor required to translate the QuoteUOM to an ItemUOM that is relevant to most task items. For example, if the quote is for a pack of 8 and the common UOM is Each, the conversion factor would be 1/8 or 0.125. If the quote is for a 20’ piece of pipe and the common UOM is LF, the conversion factor would be 1/20 or 0.05.

• ItmCostCalc – This is a calculated field based upon multiplying the QuoteCost and the QuotetoItmQntyConv cells together. This shall represent the cost per ItemUOM. The cost calculated here is referenced and pulled into Material List or Sub Bid List tabs of the master workbook as needed.

• NOTES – This is an area where the contractor may put notes applicable to the quote. One requirement, if the QuotetoItmQntyConv is anything other than “1”, the conversion factor must be explained within the notes.

• QuoteDate – The date that the actual quote was received. The format is MM/DD/YYYY.

• VendorCode – A unique code assigned to each vendor used within the master workbook. This code is the link between the VendorList and QuoteList tabs of the master workbook. All VendorCodes must be unique per vendor.

• Location – The location for where the quote is applicable. This may differ from the vendor’s primary office location info on the VendorList worksheet.

• SpecSheet – The name of the PDF or picture obtained along with the quote to provide the specifications about the specific quote. The name must be the same as the name given to the file associated with the spec sheet.

• QuoteSheet - The name of the PDF or picture obtained validating the quote obtained. If there are multiple quotes on a QuoteSheet, the specific quote data applicable to the quoted price must be highlighted. A QuoteSheet is required for each and every quote.

• Picture – The name of the PDF or picture provided to further depict what is being quoted.

4.5 TASK 3 – Provide Updated Vendor List Tab of the Master Workbook Populate the Vendor List Tab of the master workbook (Attachment 1) with pertinent information concerning the vendor/supplier. The contractor shall populate the file with the appropriate columns of data as described below. When the same vendor is to be used, the contractor shall use the exact same VendorCode and VendorName as provided to the contractor from the current Cost Book data. When new data is required to be created by the contractor; they shall be a unique reference, no duplicates of existing information, and the same schema as within the current database shall be followed. This schema can be determined by reviewing the current data. The information for this table includes:

• VendorCode – A unique code assigned to each vendor used within the master workbook. This code is the link between the Vendor List and Quote List tabs of the master workbook. All VendorCodes must be unique per vendor.

• VendorName – The name of the vendor from which the quote was received. This does not have to be unique.

• Web – The actual website url for the vendor.

• AddressLine1 – The first line of the address for the vendor.

• AddressLine2 – The second line of the address for the vendor.

• City – Identifies the city location for the vendor.

• StateAbbr – Identifies the state location for the vendor.

• PostalCode – Identifies the Zip (Postal) Code for the vendor.

• CountryName – Identifies the country for the vendor. This shall be the United States unless it is such a unique item that it is not currently manufactured in the United States. This situation must be documented in the notes.

• Phone – Identifies the primary telephone number for the vendor; may or may not be the same phone number as the ContactOfficeNumber. Prefer this to be in numeric format only, no () or – included.

• Email – The primary e-mail address of the vendor. This may or may-not be the same as the ContactEmail.

• ContactName – Identifies the vendor’s POC contacted for the quote. Prefer to have first, middle initial and last name.

• ContactFirstName – The first name of the vendor’s POC contacted for the quote.

• ContactMiddleName – The middle name of the vendor’s POC contacted for the quote.

• ContactLastName – The last name of the vendor’s POC contacted for the quote.

• ContactOfficePhone – The phone number directly to the vendor’s POC contacted for the quote.

• ContactEmail – The E-mail address for the vendor’s POC contacted for the quote.

4.6 TASK 4 – Provide Updated Material List Tab of the Master Workbook Populate the Material List Tab of the master workbook (Attachment 1) with pertinent information. The contractor shall populate the file with columns of appropriate data as described below. When the same material is to be used, the contractor shall use the exact same MaterialCode, SourceTag, and MaterialMasterName as provided to the contractor from the current Cost Book data. When new data is required to be created by the contractor; they shall be a unique reference, no duplicates of anything already existing, and the same schema as within the current database shall be followed. This schema can be determined by reviewing the current data. The information for this table includes:

• MaterialCode – The unique code (the link) for cross reference between the MaterialList and TaskList tabs within the master workbook. MaterialCode must be unique, do not duplicate anything that is already existing.

• MatSourceTag - The unique source tag assigned to the material item. This is in association with the classification of materials in OmniClass. The plan was to use this as a focal point for identification of materials when developing a new database for materials (like labor and equipment)

• MaterialMasterName – A description of the specific material item.

• MatlUOM – The specific UOM for the material item. This UOM abbreviation must conform with the MII approved UOM.

• Notes – A field for the contractor to apply notes specific to the material to clarify info about the material item or what is being priced out.

• MaterialCost – The computed overall cost for the material item. This computation is based upon the average cost of all the material quotes (MaterialCost1-4 on the material list tab of the master workbook) associated with the material item.

• MaterialQuoteCode1 thru 4 – A reference the specific QuoteCode associated with the material item. This is the QuoteCode link between the MaterialList tab and the QuoteList tab of the master workbook. Per this tab/spreadsheet, there can be up to 4 quotes associated with a specific material item, thus the reason for MaterialQuoteCode1 thru 4.

• MaterialCost1 thru 4 – MaterialCost references the specific price for the material as pulled from the Quote List tab/spreadsheet. The master workbook Material List tab must perform a lookup or index function where the specific unit price from the Quote List worksheet (ItmCostCalc) is pulled and populated within this field. This procedure will be repeated for all MaterialQuoteCodes associated with the Material item.

4.7 TASK 5 – Provide Updated Sub Bid List Table

The contractor shall populate the Sub Bid List Tab of the master workbook (Attachment 1) with pertinent information. Sub bid items are an installed price including sub-contractor markups and are often used for items such as supplies and fees. The contractor shall populate the file with the appropriate columns of data as described below. When the same vendor is to be used, the contractor shall use the exact same SubBidCode, SourceTag, and SubBidName as provided to the contractor from the current Cost Book data. When new data is required to be created by the contractor; they shall be a unique reference, no duplicates of existing information, and the same schema as within the current database shall be followed. This schema can be determined by reviewing the current data. The information for this table includes:

• SubBidCode – The code used within the master workbook to link the Sub Bid List tab info to the Task List tab. The SubBidCode must be unique to the specific sub bid item.

• SourceTag - The unique source tag assigned to the Sub Bid item. This is in association with the classification of items in OmniClass. The plan was to use this as a focal point for identification of items when developing a new database for sub bid items (similar to labor and equipment)

• SubBidName – The name applied to the specific sub bid.

• SubBidUOM – The unit of measure specific to the sub bid item. The contractor must make sure that the UOM abbreviation used is compatible with the MII UOM list.

• Notes – An area for notes specific to the sub bid, generally providing additional information about the sub bid, why it is a sub bid, and how the costs were obtained.

• SubBidCost – The computed overall cost for the sub bid item. This computation is based upon the average cost of all the sub bid quotes associated with the sub bid item.

• SubBidQuoteCode1 thru 4 – This code references the specific QuoteCode (as found in Quote List worksheet) associated with the sub bid item. This is the QuoteCode link between the Sub Bid List worksheet and the Quote List worksheet. Per this worksheet, there can be up to 4 quotes associated with a specific sub bid item, thus the reason for SubBidQuoteCode 1 thru 4.

• SubBidCost1 thru 4 – This is the specific price for the sub bid item. The excel spreadsheet must perform a lookup or index function where the specific unit price for the QuoteCode from the Quote List worksheet (ItmCostCalc) is pulled and populated within this field. This procedure will be repeated for all SubBidQuoteCodes associated with the sub bid item.

4.8 TASK 6 – Provide Updated Task List Tab of the master workbook Populate the Task List Tab of the master workbook (Attachment 1) with pertinent information. The contractor shall populate the file with the appropriate columns of data as described below. When the same vendor is to be used, the contractor shall use the exact same SourceTag (i. e. the CSI Master Format Code) as provided to the contractor from the current Cost Book data. When new data is required to be created by the contractor; they shall be a unique reference, no duplicates of existing information, and the same schema as within the current database shall be followed. This schema can be determined by reviewing the current data. The information for this table includes:

• Division – This is a reference to the CSI Masterformat Division for which the task item is associated.

• Source – This references where the task item originated, it will be either HNC or CBC.

• SourceExt – This identifies as to whether RACER (R) or PACES (P) or both (PR) applications utilize this task item within a model.

• 2024SourceTag – A reference point to the 2024 Cost Book and is being used within the new

RSMeans Cost Book releases. This is based upon the 2024 Cost Book task item numbering. Each number is unique. This is also in alignment with current 2024 RSMeans Cost Books

• 2025SourceTag – This shall be the same as the 2024 SourceTag unless some change is needed due to errors found. Any change must be highlighted so the government can make adjustments necessary to other related databases used within TRACES software.

• TaskName – The specific task name to be used within the Cost Book for the specific effort being defined and priced out by the task item. This task name needs to be as descriptive as possible.

Prefer to have all abbreviations spelled out with the abbreviation following in parentheses and would also prefer to have all English units of measure followed by their metric equivalent units of measure in parentheses.

• UOMAbbr – The abbreviation for the unit of measure for the task item. This Task UOM may differ from the UOM for the MatlUOM, SubBidUOM, QuoteUOM, and the ItemUOM. This UOM must conform with the MII approved UOM.

• 2024CrewCode – A reference point to the crew code used within the 2024 Cost Book and the subsequent RSMeans based Cost Books. These crew names are still being used in the 2024 RSMeans based Cost Books.

• Duration – Duration works along with crews defining the length of time (in hours) it takes to complete 1 UOM of work specified within the task item.

• Output – Output is the exact inverse of duration. This represents how many quantities of the UOMs can be completed in one hour by the crew for that task item.

• 2024 Material Cost - The computed overall cost for the material item. This computation is based upon the average cost of all the material quotes (MaterialCost1-4 on the material list tab of the master workbook) associated with the material item.

• 2024 Sub Bid Cost - The computed overall cost for the sub bid item. This computation is based upon the average cost of all the sub bid quotes associated with the sub bid item.

4.9 TASK 7 – Development of the Task Cross-Reference spreadsheet from Cost Book 2024 (data provided by the government) to Cost Book 2025 (data developed and provided by the contractor).

The task cross-reference spreadsheet shall be an Excel spreadsheet organized based upon the CSI numbering of the task source tags and shall compare what is provided to the contractor as the Cost Book 2024 data as shown in Attachment 1 Task List Tab to that which is developed by the contractor in its submittal to the government as the Cost Book 2025 data.

The following columns shall be provided:

• 2024 Source: This is from 2024 Cost Book Data.

• 2025 Source: This shall be HNC for all tasks the Contractor is updating as part of this task order

• 2024 Source Tag: This is from 2024 Cost Book Data.

• 2025 Source Tag: This source tag needs to be identical to the 2024 Source Tag number on the

Task List Tab. This will be determined later.

• 2024 Task Name: This is from 2024 Cost Book Data.

• 2054 Task Name – Contractor’s Proposed: This is to be used and filled in if the contractor feels that the previous Task Name still doesn’t fully define the task well enough. This description shall also match the detailed quote data used for the costs of this task.

• 2024 UOMAbbr: This is from 2024 Cost Book Data

• 2025 UOMAbbr – Contractor’s Proposed: This is to be used and filled in if the contractor feels that the current Task Unit of Measure still doesn’t match the task well enough.

• 2024 CrewCode: This is from 2023 Cost Book Data.

• 2025 CrewCode – Contractor’s Proposed: This is to be used and filled in if the contractor feels that the current CrewCode still doesn’t match the task well enough.

• 2024 Output: – This shall be hours per 2024 Unit of Measure from the 2024 Cost Book.

• 2025 Output – Contractor’s Proposed: – This shall be hours per 2025 Unit of Measure for the

Contractor’s Proposed crew that will be completing the task.

• 2024 Material Cost/UOM: – This is the Task Material Unit Cost from the 2024 Cost Book

• 2024 Sub Bid Cost/UOM: – This is the Task Sub Bid Unit Cost from the 2024 Cost Book

• 2025 Material Cost/UOM: – This is the National Average Material Unit Cost based on the

Contractor’s quote information provided in the backup files from earlier tabs.

• 2025 Sub Bid Cost/UOM – This is the average Sub Bid Unit Cost based on the Contractor’s quote information provided in the backup files from earlier tabs.

• Material Delta: This is the Cost Difference between 2024 Material Cost/UOM and the 2025 Material Cost per UOM.

• Material % Variance: This is the % Difference in the Costs between 2024 Material Cost/UOM and the 2025 Material Cost per UOM.

• Sub Bid Delta: This is the Cost Difference between 2024 Sub Bid Cost/UOM and the 2025 Sub Bid Cost per UOM.

• Sub Bid % Variance: This is the % Difference in the Costs between 2024 Sub Bid Cost/UOM and the 2025 Sub Bid Cost per UOM.

• Output Delta: This is the difference between the 2024 output and the 2025 output

• UOM Change? Yes or No: This should be a Yes if there was a UOM change between 2024 and

2025. This should be a No if there was not a UOM change between 2024 and 2025. Note: UOM changes shall be limited to only error corrections (i.e. when absolutely necessary) and shall be highlighted within the table for quick reference.

(CDRL A001 – Master Workbook)

4.10 Task 8 – Monthly Status Reports, MS Project File, and Milestone Invoices Electronic copies of the monthly status report, MS Project File, and Milestone Invoices shall be provided via e-mail in PDF format to the project manager, the COR, and the TRACES Invoice Inbox (TRACESInvoice@usace.army.mil).

4.10.1 Monthly Status Reports

The contractor shall be required to provide monthly status reports. The following information and activity descriptions shall be included in the monthly status reports.

The monthly status report shall:

• Contain the period of performance covered as well as contract and task order numbers.

• Describe the status of all outstanding deliverables, including a statement of % complete.

• Describe activities, by task with task number indicated, conducted during the reporting period.

• Describe activities planned, by task with task number indicated, for the following month.

• Describe any delays or problems which might affect cost or schedule, including proposed adjustments to milestone schedule as necessary.

• Discuss any changes of personnel working on the task order, and the impact this may cause on the timely provision of deliverables on this, or other current task orders being worked on for the TRACES team.

• Provide update to Microsoft Project File discussed in paragraph 6.9.2 Note: Status reports are required monthly. However, invoices are required via milestone payment schedule suggested in milestone schedule (not monthly) and finalized within two weeks after award of task order when contractor submits payment amounts anticipated at each milestone in the schedule and the government accepts it.

(CDRL A002-Monthly Status Report)

4.10.2 Microsoft Project File

mailto:TRACESInvoice@usace.army.mil

As part of the proposal from the contractor, the Government shall receive a Microsoft (MS) Project file and PDF of MS Project File defining the work to be performed per the task order. The milestones on this schedule must be well defined with tasks and sub-tasks leading to loaded costs for each of the milestones identified within the PWS. The schedule and costs loaded at milestones shall be reviewed and negotiated as deemed necessary prior to award of the overall contract. The costs shown on the MS Project file must agree with the cost proposal from the contractor for the task order effort. The contractor must show within the MS Project schedule at least 2 weeks review time per interim milestone release (3 weeks for major release milestones), time to adequately respond to the comments resulting from the review, and then time to perform the final wrap-up and packaging of the deliverable.

An example of a cost loaded schedule is provided as Attachment 3. The contractor’s schedule needs to show this information for our review (i. e. changes made; any updates made).

If any changes, either cost or schedule, result from the negotiations, the contractor shall be required to provide a revised MS Project file along with any other documents required by the Contracting Officer.

The revised MS Project file (after negotiations) shall become the baseline and shall become the schedule file of record for the task order. Payments on this contract task order shall be made in accordance with the loaded costs per each milestone.

Since payments shall be made in accordance with the loaded costs per each milestone, the MS Project schedule must be concise and maintained throughout the length of the project. Each month along with the monthly status reports identified above, the contractor shall be required to provide an updated MS Project schedule showing the percentage complete on all tasks and sub-tasks. The contractor is to not re-baseline the schedule but show percentage complete and any possible slippages in the schedule.

If the contractor perceives that the scheduled delivery date for any milestone may slip, they are to contact the KO and COR within 24 hours after realizing that the projected scheduled milestone dates may slip. The contractor shall also revise the MS Project File with new proposed plan for meeting milestone delivery dates. The schedule shall not be re-baselined unless a modification to the task order is awarded.

If during this task order, a modification to the task order is requested, the contractor shall be required to provide a revised MS Project file showing all schedule changes, and all cost changes per each task and sub-task resulting in revised rolled-up costs for the remaining milestones on the task order. If new milestones, tasks, and sub-tasks are needed, the contractor shall be expected to add them to the MS Project File and load tasks/sub-tasks associated with the new milestone(s) provided. The schedule shall be expected to be loaded with costs to each milestone and the costs must correlate with the cost proposal for the modification to the task order. If the costs and/or schedule are revised during the negotiations, the contractor shall be asked to provide a revised MS Project file showing the changes resulting from the negotiations. Once the revised schedule has been reviewed and accepted by the Government, the contractor shall re-baseline the schedule based upon the revisions associated with the task order modification.

The contractor shall provide both the native MS Project File and a PDF of the MS Project File when submitting the initial project schedule and any revisions to the government.

(CDRL A003-Microsoft Project File)

4.10.3 Milestone Payment Invoices

When all work defined for a milestone is complete and approved by the government, the contractor shall submit an invoice for the costs associated with reaching the milestone. The requested funds must match the funds identified within the MS Project file provided as part of the final negotiated cost and schedule for this task order, including any approved modifications.

When submitting any invoice, be sure to include the following:

• Date of Invoice

• Invoice Number

• Contract Number

• Task Order Number

• Project Name

• Tasks Performed

• Milestone Reached

• Approved Milestone Cost

• Total Percentage Complete

• Total Cost of Invoice

• Total Cost Invoiced to date

• Payment Estimate – ENG Form 93

Information within the invoice shall match that within the associated monthly status reports.

(CDRL A004-Invoices)

4.11 Task 9 – Meetings, Meeting Minutes, and Conference Calls.

The Contractor shall host meetings virtually, at the Contractor’s facility, or off-site if necessary. During virtual meetings, attendees shall participate telephonically and electronically using Microsoft TEAMS, Webex webinar software, or similar. The virtual platform needs to be approved by the government in advance. These virtual meetings are typically 1-2 hours in duration. On occasion, meetings shall be held on an adhoc basis to discuss a specific need for the contractor or the government, the contractor shall attend these meetings. These shall require meeting minutes.

4.11.1 Kick-Off Meeting

The first meeting shall be a kick-off meeting to discuss the specific elements contained within this scope, identify contract and data requirements, discuss schedule, and identify methodology for completing the task order effort. The Contractor shall participate in the project kick off meeting and take meeting minutes. The meeting shall be a four-hour conference call to be held within 2 weeks from the date of award of this task order or another reasonable date agreed upon by the government and the contractor.

4.11.2 Weekly Status Meetings

The Contractor shall attend weekly status meetings virtually. At the scheduled weekly status report meetings, the Contractor shall discuss all on-going work on the open tasks.

4.11.3 Meeting Minutes Submittal

The Contractor shall record minutes to capture discussion during all meetings. They shall submit meeting minutes within 5 working days following the meetings. Meeting minutes shall be sent via e-mail to all attendees in MS Word and/or other MS applicable format (i.e., MS Access, PowerPoint, Excel, etc.)

as a draft. Attendees can add comments within 5 working days of receipt. The comments shall be provided to the Contractor at that time through the Project Manager, the Contracting Officer, or their representative. The Contractor shall then incorporate comments and submit final minutes within 5 working days of their receipt to all attendees. If no comments are provided to the Contractor within 5 working days of the draft provision, the Contractor shall resubmit the draft minutes marked as final.

(CDRL A005-Meeting Minutes)

4.12 Task 10 – Service Contract Reporting (SCR) – N/A

4.13 Task 11 – Antiterrorism (AT) and Operations Security (OPSEC) Requirements

4.13.1 General security requirements and guidance

The security requirements described below apply to all contract personnel (including employees of the prime Contractor (“Contractor”) and all subcontractor employees) supporting the performance requirements of this contract. The Contractor is responsible for compliance with these security requirements. Questions regarding security matters shall be addressed to the designated Government representative (e.g., Contracting Officer Representative (COR), Requiring Activity (RA) representative, or Contracting Officer (if a COR or other RA representative is not appointed)). Contract personnel are critical to the overall security and safety of US Army Corps of Engineers (USACE) installations, facilities and activities, and security awareness training contributes to those efforts. The Department of Defense (DoD) and Army security training requirements specified below, if applicable, are performance requirements; all applicable contract personnel shall complete initial training within 30 days of contract award or the date new contract personnel begin performance on the contract. Within five business days from the completion of training, the Contractor shall provide written documentation (e.g., email or memorandum) to the Government representative. The documentation shall include the names of contract personnel trained and which training they completed; the Contractor shall maintain training records as part of their contract files and be prepared to provide copies of training certificates to the Government representative. Contractor personnel and vehicles are subject to search when entering federal installations. Additionally, all contract personnel shall comply with Force Protection Condition (FPCON) measures, Random Antiterrorism Measures (commonly referred to as “RAMs”), and Health Protection Condition (HPCON) measures. The Contractor is responsible for meeting performance requirements during elevated FPCON and/or HPCON levels in accordance with applicable RA plans and procedures --this includes identifying mission essential and non-mission essential personnel. In addition to the changes otherwise authorized by the changes clause of this contract, should the FPCON or HPCON levels at any individual facility or installation change, the Government may implement security changes that affect contract personnel. The Contractor shall ensure all contract personnel are aware of their security responsibilities, including any site-specific requirements identified in local policies or procedures.

4.13.1.2 Physical security and access control requirements

All contract personnel requiring physical access to a federal installation or facility shall comply with the access control procedures of that location. Contract personnel requiring unescorted access to meet contract performance requirements on a DoD installation in the US shall be vetted by the installation/facility Provost Marshal/Directorate of Emergency Services/Security Office using the National Crime Information Center-Interstate Identification Index (commonly referred to as “NCIC-III”) and Terrorist Screening Database (commonly referred to as “TSDB”). Contract personnel shall comply with all personal identity verification requirements specified in installation/facility policies and procedures. Contract personnel who do not meet requirements for unescorted access to USACE facilities shall coordinate escorted access with the Government representative, as needed. Contract personnel who receive keys, access cards, or lock combinations that provide access to government-owned property shall comply with key and lock control procedures of the RA.

4.13.1.3 Contracts requiring a formal OPSEC program

The Contractor shall develop an OPSEC SOP/Plan within 90 days of contract award. The OPSEC SOP/Plan shall be reviewed and accepted by the RA OPSEC Officer. This plan will include a process to identify critical information, where it is located, who is responsible for it, how to protect it, and why it needs to be protected. In accordance with Army and DoD regulations, the contractor shall have a certified Level II OPSEC coordinator, who shall ensure OPSEC compliance during contract performance.

(CDRL A006 – OPSEC SOP/Plan)

4.13.1.4 Training requirements for the protection of sensitive information

All contract personnel with access to critical information (as identified in the RA's OPSEC Program) shall complete initial and annual refresher OPSEC Level I Awareness training, which is available at the following websites: https://www.iad.gov/ioss/, or http://www.cdse.edu/catalog/operations-security.html (websites subject to change). All contract personnel with access to Controlled Unclassified Information (CUI) shall complete initial and annual refresher CUI training in accordance with applicable Army policy.

(CDRL A007 – Level 1 Awareness Training)

4.13.1.5 Threat Awareness Reporting Program:

All contract personnel who maintain an active security clearance shall receive initial and annual refresher training on the Threat Awareness and Reporting Program (commonly referred to as “TARP), provided by a Counterintelligence Agent. As determined by the servicing Counterintelligence Agent for the RA, contract personnel may complete web-based TARP training.

(CDRL A008– TARP Training)

4.13.1.6 Escorting in classified and/or sensitive areas

In accordance with applicable regulations, all contract personnel who do not possess the appropriate security clearance or access privileges will be escorted in areas where they may be exposed to classified information or operations, sensitive information or activities, or restricted areas.

4.13.1.7 Pre-screen candidates using E-Verify Program

Contractors shall comply with the requirements set forth in FAR clause 52.222-54 Employment Eligibility Verification and FAR Subpart 22.18 in using the E-Verify Program at (https://www.e-verify.gov/) (website subject to change) to meet the contract employment eligibility requirements. Contractors are encouraged to cooperate with Federal and State agencies responsible for enforcing labor requirements to include eligibility for employment under United States immigration laws in accordance with FAR 22.102-1(i). An initial list of verified/eligible candidates shall be provided to the COR no later than three business days after the initial contract award. When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility Verification, and submit it to the Contracting Officer to become part of the official contract file.

(CDRL A009 – E-verify Program)

4.14 Other Direct Costs (ODC)

The Contractor may be required to acquire materials (reference books, etc.) in performance of this task order, as approved by the contracting officer. The Contractor shall itemize all acquired material related items in the monthly invoices. Only materials that are utilized in the performance of this task order will be allowed. ODCs are reimbursable items established and negotiated at time of award.

5 Government Furnished Materials and Support The Government, through the Contracting Officer or the Contracting Office Representative, will provide the Contractor with applicable information as needed. If materials provided don't meet the needs of the Contractor to perform the tasks as stated in this PWS, the Contractor must notify the Contracting Officer prior to beginning work.

5.1 Approval of Contract Changes

The KO is the sole authority to authorize a change to the contract and the Contractor may not take actions to perform any work beyond the original performance work statement without the consent of the KO. The Contractor is not authorized to enhance, modify, or add to software without a written task order and respective specifications from the KO.