Attachment_G_-_ATIP_Mgt_and_Administrative_Reports.pdf

Attachment G

ATTACHMENT G

ATIP Management and Administrative Reports

MANAGEMENT AND ADMINISTRATIVE REPORTS

Fleet Services

The following Management and Administrative reports and documentation will be required from the ATIP Geometry Car Contractor.

1) MONTHLY PROGRESS REPORT

The Monthly Progress Report shall consist of a Work Status Report and a Financial Summary Report.

a) Work Status Report

The Work Status Report shall consist of a monthly comparison of projected and actual work accomplishments and costs. For each active task under the contract, information provided shall include:

i. A Summary Of Accomplishments

ii. A Milestone Schedule, and

iii. A highlights section detailing miles per railroad surveyed each month, fully loaded cost per mile; miles surveyed since contract inception, and fully loaded cost per survey mile for gross mileage. (Any task cost variation greater than 10% of the approved cumulative budget estimate and any milestone event that is missed shall be briefly explained in this section)

iv. QASP statistics and activity (results reported below 100% accuracy or completion will require explanation narrative).

v. The approved format will provide status information for the following general points:

1. Operations

a. Daily Railroad Summary of Exceptions (various spreadsheets),

b. Daily Operation Report

c. Accident/Incident Reports, as required

d. Miscellaneous Documentation and Reporting

2. Maintenance

a. Maintenance Procedures and Calibration Documentation as required

b. Diagrams, Schematics and Drawings

c. Miscellaneous Documentation and Reporting

3. Management And Administration

a. Standard Operating Procedures, as required,

b. Safety Manuals as required,

c. Railroad Provided Services Documentation

d. Instrumentation and Inventory Report as required,

e. Miscellaneous Documentation and Reporting

4. Miscellaneous Documentation and Reporting

b) Financial Summary Report

The Financial Summary Report shall contain:

i. Actual expenditures through the reporting period per task for Direct Labor, Direct Material, and Direct Travel.

ii. Budgeted expenditures through the reporting period.

iii. Actual cumulative expenditures through the reporting period

iv. Budgeted cumulative expenditures through the reporting period

v. Estimated expenditures to end of contract period

vi. If applicable, estimated cost to complete approved tasks

c) Cost Summary Report of Railroad Provided Services Forwarded

The Cost Summary Report, when requested, shall contain:

i. A listing and dollar amount of approved railroad invoices submitted to FRA for payment,

ii. A listing and dollar amount of other invoices submitted to FRA for payment through the Contractor’s accounting procedures,

iii. A listing by U.S. Government fiscal year of total fiscal year approved railroad invoices as stated in one monetary figure,

iv. A listing by U.S. Government fiscal year of other outside invoices submitted through the Contractor’s accounting procedures or payment as stated in one monetary figure,

v. A listing by U.S. Government fiscal year of contractor invoices submitted for through the Contractor’s accounting procedures payment as stated in one monetary figure.

2) INVENTORY REPORTS

The Contractor shall conduct a physical inventory of Government-owned Property immediately after contract award, and on an as-needed basis thereafter. This inventory shall be cross-referenced to a current inventory of GFE provided to the contractor by the CO. Two months prior to contract completion or termination, a final inventory shall be provided containing a listing of all the Government-owned Property on the contract through the completion date. All inventories must be sent to the Contracting Officer (CO) or the Contracting Officer Representative (COR) as soon as possible after the completion of each physical inventory. The procedures of FAR 45.505 and TAR 1245.505 shall be followed.

To the extent inconsistent with the above references, the instructions below shall also be followed.

a) For each item, the following should be provided as a minimum:

i. Nomenclature

ii. Manufacturer

iii. Model number,

iv. Contractor’s control number,

v. Date purchased or acquired,

vi. Location

vii. Unit cost and total cost, and

viii. Items acquired under the contract but no longer available, show disposition and authority or show that it was consumed in the performance of work on the contract.

b) Property to be inventoried under each contract by the following groups:

i. Type 1: Government Furnished Equipment

ii. Type 2: Contractor Purchased Items

iii. Type 3: Contractor Purchased Spare Parts

iv. Type 4: Scrap Equipment - Items to be disposed

c) In addition to the above, the Contractor shall incorporate in the inventory report a list of:

i. All reports and papers produced under the ATIP-O&M Contract,

ii. A listing and brief description of all computer programs produced or available,

iii. A listing (index) of all data archived (written to disc),

iv. A listing of all processed data-reports on file, and

v. A listing of all tests conducted. Such information shall include data generated under previous contracts associated with this Program.

d) As part of the Contractor’s responsibility for the protection of Government- owned property under the contract, the contractor shall affix property labels on all U.S. Government property, and shall maintain a Government property ledger, which identifies each item and shows the method of acquisition, price (if known, if not known then an engineering estimate is acceptable) and condition. The Contractor shall be guided by the clause entitled, “Government Property”, of the General Provisions of this contract. Once an item of Government-owned nonexpendable property is placed on an inventory, it may not be removed without the written consent of the Contracting Officer.

3) MISCELLANEOUS DOCUMENTATION AND REPORTING

Weekly time sheets showing time charged to each task and each track inspection survey by each person shall be maintained by the Contractor and shall be made available to the COR upon request. The ATIP Contractor shall maintain an up-to-date record of the work performed on the track inspection vehicle, indicating such service work and modification as performed. An operation and maintenance record system along with instrumentation and equipment failure reports shall be established and continually updated. These records and reports shall be available for inspection by the COR. The Contractor shall, if requested, provide engineering, drafting and clerical services to document existing systems, prepare technical reports, correspondence, specifications, plot data, prepare sketches, maintain documentation files and generally support ATIP-O&M program requirements. Significant technical disclosures, studies, evaluations, designs, problems, etc., shall be documented in a timely manner in letter form

(memorandums) and delivered to the COR/CO. Significant meetings, conferences and trips shall be documented in a timely manner in letter form (memorandums) and provided to the COR/CO. The ATIP-O&M Contractor shall provide the COR with current information including an organization chart, which identifies by title the position, held by each employee chargeable at any time to the contract.

Sample Weekly Report for ATIP Fleet Operations