Exhibit E Procedures Manual.PDF

PROJECT PROCEDURES MANUAL

TABLE OF CONTENTS

PART ONE: PROJECT DIRECTORY

A, INTRODUCTION.. ...................................... p. I

................................ B. OFFICE PROCEDURES.. p. 2

. . . . . . . . . . . . . . . . . . . . . . . . . C. PROJECT ORGANIZATION CHART P-6

PART W O : OPERATIONAL PROCEDURES

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A. REFERENCE MATERIAL p.9

B. ROUTING DIAGRAMS FOR CORRESPONDENCE . . . . . . . . . . . . . p.9

PART THREE: APPENDICES

...... Appendix A: Instructions for Operation of Telephone System p.1 I

Instructions and/or fill-in areas are indicated to Project Teams as Highlighted areas and should be deleted during editing of master document and the production of a project specific document. Refer to the CMSS Statement of Work and Construction Management Guidelines for additional information and required procedures.

Issue Date 08-01 -02 <c< delete at edit for project use (typical) >>> CMSS Exhibit E

PROJECT DIRECTORY

A. INTRODUCTION

The Purpose of this Directory is to consolidate information specific to this Design- Build construction project, primarily for use by the onsite construction management team. In conjunction with the BOP Construction Management Guidelines (CMG's), the Project Directory establishes procedures for managing the day-to-day operations of the BOP staff and BOP'S project consultants. Deviation or exception to the procedures noted within the CMG's will only be permitted with the concurrence of the DCB Project Manager. The Project Directory is to be reviewed and updated by the Supervisory Construction Representative semi-annually or as needed to be current.

I. Project Overview:

-------- text -------- <<< edit to match Project Fact Sheet <<<

2. Emergency Phone Numbers These emergency telephone numbers will be posted in clear view and readily available to all FBOP employees and agents of the FBOP:

Pollution, Toxic Chemical & Oil Spills U.S. Marshals

FBI

a OSHA

Utilitv Service Providers ---x---- EIe~tric Cooperative (Water) (Telephone)

3. Vendor Phone Numbers Office Securitv Alarm [name f phone no.]

Office Supplies [name f phone no.]

Cleaninq Company [name 1 phone no.]

Local Hotelb) [name I phone no.]

Issue Date 08-01 -02 CMSS Exhibit E

[Project 1

6. OFFICE PROCEDURES

1. Office Hours Normal working hours for this project are between 7:QO A.M. to 4:00 P.M., Monday through Friday. "Close of business" is defined as that time in which the FBOP and its agents will no longer accept correspondence for that business day and is set at 3:00 P.M. Receipt of correspondence after 2:00 P.M. is accepted but will not be logged in until the following business day. The normal lunch period of 30 minutes is between 11:30 A.M. and l:00 P.M.

2. Office and Gate Access

a. Keys: Each employee of the BOP and its agents is assigned a gate key for entry through the main gate and an office key for entry through the front door. A list will be maintained of those individuals who have been assigned the keys. Upon project completion it will be the responsibility of each individual to return their key to the BOP Supervisory Construction Representative.

b. Security Procedures: Each individual receiving a key for entry into the job site office will also be given the security access code for disabling and arming the office security alarm system. The security code will be a four

(4) digit code number that must be entered on the security key pad to disable or alarm the security system.

At the end of each day, it will be the responsibility of the last person to leave the office to assure that all lights, office machines and coffee pot are turned off and all windows and doors are securely locked. The security access code will be changed from time to time as an additional precaution by the BOP Supervisory Construction Representative.

Upon detection of an active alarm, the security systems firm will phone the Supervisory Construction Representative and inform himlher of the security breach. If that individual is not available, the Contracting Officer will be contacted. If both are unavailable, the designated Construction Representative will be contacted.

3. Conference Room The project conference room is located in the FBOP job site construction office and will accommodate a group meeting of up to 20 individuals. Special arrangements will be made for conferences involving larger numbers of people.

The conference room is to be restored to a clean and kept condition at the conclusion of each scheduled event. For those who choose to use the conference room as a place for taking breaks (including lunch), each person will

Issue Date 08-01 -02 CMSS Exhibit E

[Project 1 be responsible for their own clean-up.

4. Mail Distribution Mail and/or packaged material that must be retrieved or delivered offsite for mailing will be the responsibility of the CMF.

All ~ostmarked mail for the BOP will be received at the followina address:

CMF will be received at the following address:

All Federal Express mail for the BOP and the CMF will be received at the followinq address:

(Same as above- respectively)

Project related mail received at the above locations will be date and time stamped and distributed to the appropriate individuals by the CMF Administrative Assistant. Mail received for any company other than the BOP and its agents will be sent to the respective company unopened or returned to the post office for forwarding.

All correspondence, including submittals sent to BOP, will be opened, date\time -stamped, and logged into Expedition by the CMF Administrative Assistant per the Construction Management Guidelines. (Exceptions will be made for mail marked "Confidential" or "Private.") Confidential mail will remain unopened with a date stamp affixed to the outer mailing envelope. All [USPfFPC] project mail will be appropriately logged into the Expedition System prior to internal distribution. Likewise, all outgoing mail will be logged into the Expedition System prior to being mailed.

Note: There are no exceptions for logging in and logging out all correspondence in the Expedition System. This policy must be adhered to at all times.

5. Telephones The phone system being utilized at the BOP construction site office is the Nleridian telecommunications system, Instructions for the programming and use of this system are included in Appendix-A.

There are a total of four (4) outside lines on the phone system.

are BOP lines to be used for all BOP local and long distance calls.

CMF line and should be used for all CMF local and long distance calls.

Issue Date 08-01-02 3 CMSS Exhibit E

[Project 1

All phone calls shall be promptly answered at the front desk and transferred accordingly. When answering the telephone for BOP lines the following greeting will be used: "Federal Bureau of Prisons Construction Office, this is 1 how may I help you?"

When answering the telephone for CMF lines the following greeting will be used:

[Firm] , this is , how may I help you?"

Written messages will be taken when calls cannot be transferred or when the requested party is unavailable. Telephone messages will be kept at the front desk. It will be the responsibility of each individual to pick up their phone messages from the front desk.

6. Computers BOP staff at the job site office are provided computer terminals for the use of BOP staff only. The representatives of the CMF are provided computer terminals according to the terms of their contract.

BOP Networking and Internet accessibility for BOP computers are available as consistent with DCB and CCS guidelines.

The main CMF computer terminal located at the Administrative Assistant's desk will be used as the central receiving point for the purpose of logging all correspondence and submittals for this project. Refer to the Construction Management Guidelines for additional information regarding incoming and outgoing correspondence.

The computer station in a designated BOP Construction Representative's office may be used by the CMF Field Inspectors to input all daily field reports. This station may also be used to create the daily summary of all daily field reports.

7. Supplies and Equipment All supplies and equipment for the BOP will be ordered and purchased by the BOP Contracting Officer. The BOP will supply all copy paper and BOP letter head paper. Only BOP staff can sign for supplies and equipment purchased by the BOP.

All supplies and equipment being ordered and purchased for the CMF must be approved by the CMF Field Manager before any orders are made. All CMF office supplies will be kept in the copy room for use by all CMF employees.

8. Smoking In an effort to provide a smoke-free environment, this project has a "No Smoking" policy which includes cigarettes, cigars and pipes. This policy extends to offices, reception areas, bathrooms, conference rooms, company & BOP vehicles, etc.

Issue Date 08-01-02 CMSS Exhibit E

9. Dress Code All employees will be expected to dress in appropriate business attire and adhere to commonly accepted standards of grooming which represent a professional and businesslike image at all times. Since the office setting for this project is a construction site, common sense and good taste are required. As a rule, types of dress such as jeans, collared shirts and safety or leather shoes will be considered as appropriate attire for a construction site. However, types of dress such as jeans (with holes), overalls, shorts, sweatshirts, t-shirts or shoes other than leather (athletic shoes) are considered inappropriate for regular office hours.

10. Visitors It is the policy of the BOP that all visitors report to the BOP construction administration office where they will be required to sign a visitor's log. "Visitors" are defined as those individuals entering the site for the purpose of attending BOP meetings, conducting authorized site inspections on behalf of the BOP or meeting with BOP staff and its agents. "Visitors" includes BOP and CMF employees who are not assigned to the site on a normal basis.

Unauthorized visitors will be escorted off the site and those refusing to leave will be reported to the local Police. Refer to the Construction Management Guidelines for additional information regarding procedures for Visitors (escorts, safety issues, etc.).

I I. Holidays, Vacation, Sick Leave, Absences Notifications and approvals of staff absences from the construction site during normal working hours are the responsibility of the management of each respective employer. The exception is the relevant procedures stipulated by the CMF SOW for this project.

Holidays: The BOP will close the construction office on the following holidays, or the designated weekday, and the CMF will not schedule work unless directed by the BOP:

New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

12. Mission Statement for Partnering (Charter) The followina "Mission Statement" was develo~ed at the ODB Partnering " - Session:

Issue Date 08-04-02 5 CMSS Exhibit E

13. Media and Public Information The Construction Management Guidelines are to be followed strictly regarding contact and/or project information released to the Media and general public by onsite BOP staff or its agents. As a general guideline, all telephone calls, visits or inquiries by the Media or general public concerning information on this project should be directed to the BOP Site Contracting Officer or the BOP Supervisory Construction Representative.

C. PROJECT ORGANIZATION CHART **

1. Owner (BOP) - Off-Site Personnel Owner (BOP) - Off-Site Personnel Federal Bureau of Prisons Federal Bureau of Prisons Construction Contracting Section Design & Construction Branch 500 First Street, N.W., Room 5006 500 First Street, N.W. 3rd Floor Washington, D.C. 20534 Washington, D.C. 20534

(202) 307-1 299 (202) 51 4-5942

(202) 6 16-6055 FAX (202) 6 16-6 167 FAX

Project Contracting Officer Senior Project Manager , Assistant Chief Construction , Projects Administrator

Contracting Section

Owner (BOP) - On-Site Personnel Federal Bureau of Prisons -1oca 1 address---

(000) ooo-oooo

(000) 000-oooo FAX

Supervisory Project Representative Senior Contracting Officer Construction Representative Construction Representative Construction Inspector

2. CMF On-Site Personnel [Firm] [Firm] [local address] [phone no,] [FAX no.]

Administrative Assistant Document Control

CMF - Off-Site Personnel

Contract Administrator Senior Scheduler issue Data 08-03 -02 CM55 Exhibit E

3. Design-Builder On-Site Personnel [Firm] f Firm] [local address] [phane no.] [FAX no,]

[Name], Field Manager [Name], (Other Management Staff) [Name], Area Superintendents [Name], Scheduler

4. A/E On-Site Personnel [Firm] [Firrnf [local address] [phone no.] [FAX no.]

[Name], Construction Representative

Design-Builder - Off-Site Personnel

, Contract Administrator , Senior Estimator

A/E - Off-Site Personnel

Principal Senior Designer Project Architect

** Project personnel positions and titles shall reflect the specific staff organization for this project. Revise as appropriate.

OPERATIONAL PROCEDURES

A. REFERENCE MATERIAL

The intent of this section is to comply with the procedures stipulated within the CMG's without excess duplication in the PPM. Additional procedures or processes specific to the project should be included as part of this section at the concurrence of the PM.

Refer to the contract CMSS SOW for additional project specific requirements.

The following is a partial list of topics that are addressed within the Construction Management Guidelines and required to be adhered to:

Project Meetings Site Security Office Filing and Records (including Expedition) Critical Path Method Scheduling Contractor Payments Insurance & Bonds Inspections & Reports Value Engineering Contractor Submittals Photographic Documentation Record Sets Contract Disputes Start Up Equipment I Warranties Contract Closeout Construction Site Closeout

B. ROUTING DIAGRAMS FOR CORRESPONDENCE

Examples of typical flow diagrams are provided in this Master Document. Project Teams (SCR, SCO, FM, PM) should refine them as necessary to reflect project needs or staff preferences while ensuring the adequacy of correspondence reviews and responses. The PM shall concur with the final product.

1. BOP SUPPLEMENTAL INFORMATION: BOP -S DBC

2. CONSTRUCTION BULLETINIARCHITECTS SUPPLEMENTAL

INFORMATION: DBC -S BOP

3. COURTESY SUBMITTALS: DBC + CMF

4. CONTRACTORPROPOSEDCHANGE: DBC-SBOP

5. INCOMING CORRESPONDENCE: ORIGINATOR + CMF

6. INCOMING DEFICIENCIES OR OMISSIONS: DBC -S BOP

fssoe Date Q8-01-02 9 GNESS Exhibit E

OPERATIONAL PROCEDURES

Issue Date 08-01-02

[Project I

INCOMING FIELD OBSERVATON REPORTS: DBC + BOP

INSPECTIONIOBSERVATION REQUESTS: DBC + CMF

MODIFICATION PROPOSAL REQUEST: CMF + BOP

OUTGOING CORRESPONDENCE: CMF + BOP

OUTGOING DEFICIENCIES OR OMISSIONS: CMF,DBC, OR BOP +

CMF

OUTGOING FIELD OBSERVATION REPORTS: CMF OR BOP + DBC

OUTGOING TRANSMITTALS: CMF + BOP

REQUESTS FOR INFORMATION "B": BOPICMF + DBC

REQUESTS FOR INFORMATION "F": DBC + BOP

REQUESTS FOR INFORMATION "P": DBC + CMF

SUBMITTALS: DBC + BOP

GMSS Exhibit E

FBOP 1 CMF

CMF AA

CMF DCT

DBC

Federal Correctional Institution Anywhere

FLOW CHART

for

FBOP SUPPLEMENTAL INFORMATION

FBOP to DBC

Create FBOP Supplemental lnformatlon (FBOP SI), forward to FBOP for s~gnature, forward to CMF Admlnlstrative Assfstant

Logs FBOP SI into the Correspondence sent area in Expedition;

make copies and distribute to appropriate personnel per project matrix

. Distribute Original to CMF DTC. Copy sent to DBC.

Logs FBOP SI into Request & Changes designation area in Expedition and status's as 'OPN'. Files into FBOP SI binder

I

I Review and provides response to RFI 8000. I

CMF AA

Logs FBOP SI Into the Correspondence rece~ved area In Exped~t~on, make coples and dtstr~bute to appropr~ate personnel per project matrlx

Ongtnal to the CMF DCT for complet~on of entry and addltlonal copy to DCT for postlng

CMF DCT

Enter answer and completion date in Request and Changes "8" area of Expedition; Changes status to 'CLO' ; electronically send to FBOP

Supervisory Construction Representative and FBOP Contracting Officer; attach answered RFI to original RFI and files in "B" RFI Book.

CMF CCI I Post FBOP SI to Record Set of Contract Documents

MASTER PPM

Federal Correctional Institution Anywhere

FLOW CHART

for

CONSTRUCTION BULLETIN I ARCHITECTS SUPPLEMENTAL INFORMATION

Action Bv:

DBC

CMF AA

CMF DCT

CMF FM

FBOP SCR

CMF FM, FEE, CCI

CMF DCT

I Create Construction Bulletin I Supplemental Instruction. I

I Date and Time stamp; log into "Correspondence Received" area of Expedition; copies per Doc. Dist. Matrix, which forwards copy to CMF

FM and forward original to CMF DCT

I Log into Notices area of EXP as an Construction Bulletin I AS1 with a Status of OPN; place original copy in CBlASl Binder. I

I Review for basic compliance & cost; comment and forward recommendations with CB 1 AS1 to FBOP SCR. I

Review DBC action and CMF FM recommendations;

return to CMF FM. I

I Forward to CMF FEE with instructions to prepare MPR (See MPR Flowchart) or have CCI post documents accordingly. I

Note on CB I AS1 and in Expedition if CB I AS1 turns into a MPR and change status of CB I AS1 to 'CLO'; File original in CB I AS1 Binder.

FLOW CHART

for

COURTESY SUBMITTALS FROM DBC to FBOP

Action By:

DBC

CMF AA

CMF DCT

CAO Staff

CMF DCT

Review

Date, time stamp and log as Correspondence Received in EXP. Copy transmittal and attach copy to submittal(s) and forward to CMF DCT. File original transmittal in Transmittal file.

Log date received into EXP Submittal area, status OPN. Route Submittal Package to the CAO Staff using the distribution matrix for cursory review.

Review for basic compliance to the FBOP Design Requirements.

File the courtesy submittal in the appropriate filing cabinet

CMF FM

CMF DCT

FBOP SCR

FBOP SCO

FBOP SCO

CMF FM

FBOP SCO

CMF CCI

Federal Correctional lnsitution Anywhere

FLOW CHART

for

CONTRACTOR PROPOSED CHANGE (CPC)

Continued from Page 1

I

Prepare IGE and TIA; do a TA w/SCR recommendations, and forward to CMF DCT. I

Prepare a RP form, Jmemo in WP S:\CPCJmerno folder and a Letter of Transmittal in EXP transmitting both. E-Mail

Jmemo location to CMF FM for completion and in-turn e-mails back. E-mails location of to FBOP SCR. Attached

Transmittal and RP to IGE, TIA and TA and forward to FBOP SCR for review and signature.

c Review CMF Documents and make recommendations to SCO

Review documents; prepare for wgotiations with Contractor

Notify DBC of negotiations if required; negotiate fair and reasonable value for CPC v

Prepare Record of Negotiations for Contracting Officer

Issue Modification; prepare close-out package and file

Post approved CPC to Record Set of Contract Documents

Ll&QaBx

Originator

CMF AA

CMF AA

CMF AA

CMF AA

Federal Correctional Institution Anywhere

FLOW CHART

for

INCOMING CORRESPONDENCE

I All documents received I I

I Date & Time stamp; log into "Correspondence Received" area of "Expedition" I

I Enter Log No. assigned by "Expedition" on original document and where appropriate; make copy for file;

original to addressee; route copies per project matrix . I

File original document numerically by log no. under "Correspondence Received" in subfile or when original returned by addressee, replace the file copy with the original initialed copy.

I Update computer log for file on weekly basis f?s&Q&

DBC

CMF AA

CMF DCT

CMF FM I FI

FBOP SCR

CMF DCT

CMF AA

Originator

CMF FI I DCT

CMF AA

Federal Correctional institution Anywhere

FLOW CHART

for

INCOMING DEFICIENCIES OR OMISSIONS

Date and Time stamp DO; log in Correspondence Received area of EXP. Distribute copies using project matrix which forwards original to CMF DCT.

inputs date received and e-mail using project matrix.

Places original in Dl0 file.

Review DO with originator, and determine if response is satisfactory w if it is not satisfactory; forward to

DCT.

Log into Notices area of EXP that response is either Approved or

Disapproved; if not approved. then return to Contractor

I

_i

Inspect cwrections; sign off if satisfactory and advise CMF FMIFBOP CR; not i i DBC if not satisfactory.

NOTE: If correction not complete within 30 days, CMF to prepare IGE to correct.

After inspection, Inspector notifies DCT to update DO Log in EXP and changes Status to CLO to indicate that cwrections were satisfactory.

I Copy to DBC and distribute per matrix.

FLOW CHART

for

INCOMING FIELD OBSERVATION REPORTS (IN RESPONSE TO FBOP FO)

DBC

CMF AA

CMF DCT

Originator

CMF DC7

FBOP CR

CMF AA

I Prepare voluntary response to FO and return to FBOP (Optional) I f Date and time stamp FO and log into the Correspondence Received area of EXP, Distribute copies using project matrix, which forwards original to

CMF DCT.

Log into Notice area of EXP and status as OPN. File original FO in appropriate file.

Review FO with DBC and determine if response is necessary or not;

forward to DCT.

I

I Status's FO as 'CLO' in the Notice area of EXP if satisfactory. Create transmittal to DBC and forwards b FBOP SCR for signature. I

Review FO, sign transmittal and forward to CMF AA for distribution.

I

I Log into DBC's box for pick-up. Forward second original to CMF DCT. I

CMF DCT I File second original in appropriate FO file. I

E!aQntk

DBC

CMF AA

CMF FM

CMF FI

CMF AA

Federal Correctional Institution Anywhere

FLOW CHART

for lNSPECTlONlOBSERVATlON REQUESTS

Complete Inspection Request Form (IRF); give IRF No.

v Forward IRF to FBOP at least 24 hours in advance

Correspondence Received area. Make copy for distribution using project matrix. Original to file. Post on inspection board in conference room.

inspection with the DBC (no inspection will be denied);

fill the IRF denoting whether the work is acceptable or re-inspection is necessary; if re-inspection is required

, state reason, inform the DBC.

Do not give a new IRF No. (a suffix should be added to the old IRF No. e.

g. 123a for old IRF 123) I Work Acceoted (Possible Alternatives)

Copy the IRF; file copy in appropriate IRF log; give original to CMF AA.

Status IR in Correspondence area of EXP (do not file in correspondence file); Transmit one copy to the DBC and file the original l!kxaL&

CMF DCT

CMF FM

Federal Correctional Institution Anywhere

FLOW CHART

for

MODIFICATION PROPOSAL REQUEST (MPR)

GENERATED VIA ASllCB OR RFI

I Generate MPR from FBOP. ASIICB or RFI in EXP and status's as NEW Inputs I information onto WP MPR form on the S:\MPR folder. Forwards to CMF ~ b l d

Manager for review.

I

I Review MPR and forwards to FBOP SCR with recommendation andlor signature. I

FBOP SCR I Review and sign-off on MPR and forward to CMF AA for distribution. I

CMF AA

CMF DCT

CMF FEE

CMF DCT

FBOP SCR

CMF AA

I Date and time stamp MPR and log into Correspondence Sent area of EXP.

Distributes copies of complete package using project matrix which transmits a copy of MPR to DBC. Forwards original MPR to CMF DCT.

Enter into MOD Log in Lotus which is kept on the S:\Logs Folder and EXP in Proposals. Status as NEW. Create two (2) MPR folders for the filing system and the SCR. Attached MPR checklist to each file.

I Prepare IGE, TIA with recommendatons, and J-memo Forward to CMF DCT I

Prepare a RP and generate a transmittal in EXP to FBOPIDC transmitting both. If amount of IGE is over $10,000; uses Jmemo+ on the S:\MPR Jmemo+ folder.

Copy entire MPR file to be transmitted to FBOPIDC with RP and Jmemo. E-mail location of Jmemo to CMF FM for completion and in-turn e-mail FM back.

I E-mail location of Jmemo to FBOP SCR for final completion and signature.

Forward complete package to FBOP CR for review and signature.

1 Complete Jmemo and signs. Review CMF documents and forwards package to

I CMF AA. I

I Distribute copies according to project matrix I

I Continued on Page 2 I

FLOW CHART

for

OUTGOING CORRESPONDENCE

6?akaBL

CMF FM or Designated Personnel Draft reply to document or propose other action as required

FBOP SCR 1 SCO I Review and approve draft of reply or approve proposed action 1

CMF FM or Designated Personnel I Prepare final copy of reply; assign EXP No.; take other action as required I

FBOP SCR 1 SCO

CMF AA

CMF AA

I Sign final copy of reply and forward to Administrative Assistant; take other action as required I

I Log into "Corresp. Sent" area of "Expedition"; copy original making appropriate distribution &file copies, place final copy in DBC's Outgoing

Box if not sent by mail. I

I Obtain signature of Addressee's representative if document picked up;

update computer log for file on weekly basis. I

I File signature log on a basis (daily or weekly) I

FLOW CHART

for

OUTGOING DEFICIENCIES OR OMISSIONS

A.aacEu

CMF, DBC or FBOP Observe deficiency or omission; prepare draft of DO, including photograph and record document reflecting deficiency, and forward to CMF DCT.

CMF DCT

CMF FM

FBOP SCR

CMF AA

DBC

CMF

Input DO into Notices area of EXP and status as NEW and then input information on WP DO form in the S:\DO folder and e-mail using project matrix. Fonvard to CMF FM for review and signature.

with recommendations; if not satisfactory, return to originator for revision.

I Review and comment on DO; sign DO if satisfactory and send to CMF AA; if not satisfactory, return to originator for revision. I

Log into Correspondence Sent area of EXP and distribute using project matrix, which places a copy in DBC's box for pick up and obtain signature of DBC's representative when document is picked up and forward original to CMF DCT for filing.

f Pick up documents and prepare response. I f See Flow Chart for "Incoming Deficiencies or Omissions. "

Action By:

CMF Fl or FBOP CR

Federal Correctional Institution Anywhere

FLOW CHART

for

OUTGOING FIELD OBSERVATION REPORTS

lnttiate draft FO and status as UNS, revtew wlth the CMF FM and forward to the FBOP for approval

FBOP SCR 1 FBOP approves or rejects. If rejected, no further action is taken. I

CMF DCT

CMF FM

CMF AA

DBC

I Input information in Notices area of EXP. Forward to FBOP SCR and CMF FM for review and signature. I

Review and comment on FO and sign if satisfactory. Have FBOP SCR sign if satisfactory. If not satisfactory, return to originator for revision. If satisfactory, forwards to CMF AA for Distribution.

I Log as Correspondence Sent in EXP. Distribute copies to staff using Doc.

Dist. Matrix. Log into DBC's box for pick-up. Forward original to CMF

DCT for statusing as NEW and place in FO Binder I I Pick up documents and take voluntary action to remedy the FO. Prepare response of action taken and results. (Optional) I

CMF DCT I CMF AA

FBOP SCR

CMF AA

CMF AA

CMF AA

CMF AA

Federal Correctional Institution Anywhere

FLOW CHART

for

OUTGOING TRANSMITTALS

Prepare Letter of Transmittal in Expedition. If sent by overnight mail, Sent Via Box marked:

Federal Expressed.

I Review Letter of Transmittal, make comments, if any, andtor sign original I

I Copy to Outgoing Transmittal file I

Log and place final copy in DBC's Outgoing folder , if not sent by mail, FAX, express delivery, etc.

(Be sure to keep FEDEX slips and FAX confirmations) signature of Addressee's representative if document picked up I f

File Signature Log (Daily or Weekly)

FBOP l CMF

CMF AA

CMF DCT

DBC

Federal Correctional institution Anywhere

FLOW CHART

for

REQUESTS FOR INFORMATION "B"

FBOP to DBC

Create Request for Information (RFI) from EXP and status as UNS;

forward to FBOP for signature; forward to CMF Administrative

Assistant

I Logs RFI into the Correspondence sent area in Expedition; make copies and distribute to appropriate personnel per Doc. Dist. Matrix.

Distribute Original to CMF DTC. Copy sent to DBC.

L

Logs RFI into Request & Changes designation "B" area in Expedition and status's as 'OPN'. Files into "B" RFl's binder

I Review and provides response to RFI 8000. I

CMF AA

Logs RFI into the Correspondence received area in Expedition; make copies and distribute to appropriate personnel per Doc. Dist. Matrix.

Original to the CMF DCT for completion of entry and additional copy to DCT for posting.

CMF DCT

CMF DCT

Enter answer and completion date in Request and Changes "B" area of Expedition; Changes status to 'CLO' ; electronically send to FBOP

Supervisory Construction Representative and FBOP Contracting Officer; attach answered RFI to original RFI and files in "B" RFI Book.

I Post RFI to Record Set of Contract Documents I ll&!ll&

CMF AA

CMF DCT

CMF FM

FBOP CR / CMF

CMF FM

FBOP SCR

CMF AA

CMF DCT

Federal Correctional Institution Anywhere

FLOW CHART

for

REQUESTS FOR INFORMATION "F"

DBC to FBOP appropriate personnel per project matrix. NOTE: Original to DCT for completion of entry. Produce additional copy for

Document Control posting.

Expedition and status's as 'OPN'. Files original into "F" RFl's binder

Review, research and recommend to FBOP Construction Representative.

I Answer RFI and sign off. I

Review answer and send to SCR with recommendation to sign or return. NOTE: If RFI results in MPR or an ASI, see their respective flow charts.

Sign off if answer is acceptable, and return original copy of RFI to CMF Administrative Assistant; if answer unacceptable

, return to CMF Field Manager .

distribute to appropriite personnel using project matrix.

NOTE: Original to CMF Document Contrd Technician for completion of entry.

Post RFI to Record Set of Contract Documents

Enter answer and completion date in Request and Changes area of Expedition; Change status to 'CLO' ; electronically send to FBOP Supervisory Construction Representative and FBOP Contracting Ofticer; attach answered RFI to original

RFI and files in "F" RFI Book. 1

AL%QQE%

CMF AA

CMF DCT

CMF DCT

Federal Correctional Institution Anywhere

FLOW CHART

for

REQUESTS FOR INFORMATION "P"

DBC to DBC

I Forwards internal DBC RFls I

Date and Time stamp; logs RFI into the Correspondence Received;

make copies and distribute to staff per the Doc. Dist. Matrix. NOTE:

Original to Document Control Technician for completion of entry.

I Log RFI (question and answer) into Request 8 Changes area in Expedition as " P RFI and status's as 'CLO'. Files original into " P RFI binder. Electronically send to FBOP SCR.

I Post RFI to Record Set of Contract Documents I

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CMF AA

CMF DCT

CAO Staff

CMF DCT

Federal Correctional Institution Anywhere

FLOW CHART

for

SUBMITTALS FROM DBC to FBOP

Deliver Copy of Submittal to FBOP for ReviewIApproval

Date, time stamp and log as Correspondence Received in EXP. Copy transmittal and attach copy to submittal(s) and forward to CMF DCT. File original transmittal in Transmittal file.

Log date received into EXP Submittal area, status appropriately. Route Submittal Package to the CAO Staff using the distribution matrix for cursory review.

I Review for basic compliance to the FBOP Design Requirements.

I Files the submittal in the appropriate filing cabinet discarding the courtesy copy. I

CAO FCI ANWHERE DOCUMENT DISTRIBUTION MATRIX

I , - -- - - - -. - - - - -- - - - - --

7- - I , CRA: c o n s ~ a o n ' CRE c o n s t ~ i o n

L 1 I Onsite Staff 1 +--- i onsite staff! I representative- representative-field I

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Deficienc IOmission(D0) - Outgoing .Y Copy-File 1 ,.--- COPY Original-File 1 Final Review 1 E-mail

/ Submittals - DBC to DBC - Incoming 1 Copy LOT-File / Original-File 1 Route No

MASTER PPM - version 08-01-02

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Contractors' Daily Reports

Inspection Request Forms

ASllCB - DBC to FBOP

Document Flow Chart [SAMPLE]

Project Procedures Manual

Route 1

Copy LOT-File

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Copy-File -

Original-File

No

-- Original-File

COPY

No

Route

Two-week Look Ahead - DBC to FBOP - No COP Copy COPY

Certified Payrolls - DBC to FBOP Original-File No --- Final Review

No -

No ..

Route

No Contractor's Safety Meeting Minutes Original-File No No No

COPY

Copy Route

No .. I No

No

No -

Route No --- _-

Route

~-x!~aeyy - $ s ! ~ - ~ o Q lenuew saJnpaaoJd paloid 20-LO-80 uo!SJeA - Wdd tl31S'tlYU

CAO FCI ANYWHERE DOCUMENT DISTRIBUTION MATRIX

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1 representative- representative-field

I L --- ___- - __-- - 1 L -- - -- i

Type of Document --

POP I CMF Monthly Calendar COPY I I

General Correspondence - Incoming

CMF Monthly Attendance Review

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Admin Asst

Document Flow Chart [SAMPLE]

Project Procedures Manual

CMF Report Card Review No Final Review No Sign off -- No

Copy-File-Orig

No

Doc Tech

Copy No

CRF SCR

COPY

Final Review

I

S-CO

Copy No

CRA

Copy No -- No

~-x!~)eyy -ls!a*3oa lenuew sa~npaao~d p a f o ~ d ZO-LO-80 uo!sJaA - Wdd tl31SVW r 1 1 FBOP I C M F T -T CMF - -- - - .-. .

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-- I Off Site L - - --- 1 --C- i_- -, - - -- L- - -A. - - - I

Route No No -.- -

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Route Route COPY Copy Route Route Route

CI

No No - Original

E-mail COPY No COPY E-mail COPY E-mail No

E-mail No No COPY -- COPY COPY No No

E-mail No No COPY No ---....--Copy- No No

AMA PM-DCB

E-mail

No - No

MASTER PPM -version 08-01-02

COPY

E-mail --

Document Flow Chart [SAMPLE]

Project Procedures Manual

CS-CCS

E-mail

E-mail

E-mail

E-mail

FM

Original

Original

No

No

I

CMF-Mgr 1 SchlEst I

NO___-.-.-

No

No

COPY

E-mail

Inspectors

COPY

COPY

COPY

COPY No

(Cln)

Route

No

No

No No

No No

COPY No No

COPY

COPY

No No

No No px!~aew '~s!a-soa jenulaw sa~npaao~d p e l o ~ d 10-LO-80 uo!sJaA - Wdd dtl31SVW

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I Inspector 1 [ ~ " t ~ a ~ e f ~ l o n ~ i ~ ~ ~ t a f f ; -- - - - - - - - 1- oh I 1

I .- -- - . - - I- _ +- .- -L_ - - - - - - - - - -- L- --

MASTER PPM - version 08-01 -02

CI

E-mail E-mail No

Document Flow Chart [SAMPLE]

Project Procedures Manual

PM-DCB AMA

. ~ . . . . ~ o p y - No -. No I COPY -. No No No No

No No

CS-CCS FM

COPY

Original

COPY

No

Copy No

CMF-Mgr

COPY

No

SchlEst

No No

I

Inspectors (CITY) I

APPENDICES

Appendix A - Instructions for Operation of Telephone System

This section is intended to include the operational instructions specific to the telephone equipment used at the Construction Administration Office and the local telephone network at

Additional Appendices should be added as necessary to address reference material applicable issue Date 08-01 -02 <<< delete at edit for project use (typical) >>> CMSS Exhibit E