Att_21_List_of_Required_Reports.pdf

Building 500 (LeMay Complex) Mx and Repair Attachment 21 – Reports

This attachment outlines the reports required by the Performance Work Statement for the contract ‘Building 500 (LeMay Complex) Mx and Repair. The data required be these reports are for management and continuity purposes. The required E-mail address’ to submit these reports to will be provided start date of the contract. Please refer to the Performance Work Statement Reference, Frequency, Format, and Description of each report because the requirements vary by report. There are 25 reports below.

Report 01 Customer Service Call Logs

TYPE OF DATA: Management Data REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.1, 1.2.2.1, & 1.2.1.5

FREQUENCY: Monthly; Report due first Friday of each month at 3:00pm CST.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Minimum Requirement, the call logs shall have:

1. Date

2. Time

3. Point of Contact

4. Facility #

5. Equipment Barcode (when applicable)

6. Detailed Description of Issue

7. Detailed Description of Action Taken

8. Contractor shall submit the call logs via email to CORs (email address to be provided at start date of the contract).

9. Report due first Friday of each month at 3:00pm

Report 02 Preventive Maintenance (PM) Weekly Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.5

FREQUENCY: Weekly; Report due Friday at 3:00pm CST.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Minimum Requirement, the PM Weekly Reports shall have:

1. Shop #

2. Facility #

3. Equipment Barcode

4. PM Task

5. Scheduled Date

6. Actual Date

7. Schedule Amount Time

8. Actual Amount Time

9. Material Cost

10. Corrective Maintenance DSW Generated

11. Reason if Deferred

12. Schedule and actions for next week’s PM actions

13. Report due Friday at 3:00pm

Report 03 Direct Scheduled Work (DSW) Weekly Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.5

FREQUENCY: Weekly; Report due Friday at 3:00pm CST.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Minimum Requirement, the DSW Weekly Reports shall have:

1. Called in Date/Time

2. Date/Time Responded

3. Point of Contact

4. Shop #

5. Facility #

6. DSW Type (1, 3A/3B, 3C)

7. Equipment Barcode (when applicable)

8. Detailed Description of Issue

9. Detailed Description of Action Taken

10. Time to Complete

11. Material Cost

12. Comments

13. Report due Friday at 3:00pm

Report 04 Work Order Requirement Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.5

FREQUENCY: Weekly; Report due Friday at 3:00pm CST.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Minimum Requirement, the Work Order Requirements Weekly Reports shall have:

1. Tracking Number

2. Date of Request

3. Contractor Cost Est

4. Materials Ordered Date and Materials Estimated Time of Arrival

5. Contractor ECD

6. WRRB Date Reviewed

7. WRRB Decision

8. Report due Friday at 3:00pm

Report 05 Solid Waste Diversion Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.5

FREQUENCY: Quarterly; Report due NLT 1 business day after the end of the quarter.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Minimum Requirement, the Solid Waste Diversion Quarterly Reports shall have:

1. Total waste disposed

2. Total waste recycled

3. Total revenue for recycling

4. Materials Recycled

5. Other info required on form

6. Report due date: end of Fiscal Year (FY) Quarter; One business day after end of quarter

Report 06 Work Management Plan

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 4.1.1

FREQUENCY: Annually; Report due NLT 14 calendar days after contract/option year award.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Minimum Requirement, the Work Management Plan Annual Reports shall have:

A comprehensive explanation for contractor preparations and execution details for mobilization and training.

Report 07 Quality Control Plan

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 2.0 & 2.1

FREQUENCY: Once; NLT 10 calendar days after Contract Award.

FORMAT: Must be electronic. Otherwise, contractor’s prefered format in accordance with normal commercial practices.

DESCRIPTION:

A written Quality Control Plan shall be submitted to the contracting officer for review, feedback and approval. The plan shall be submitted no later than 10 calendar days after contract award.

The plan shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement and steps for correcting deficiencies as required.

Report 08 Maintenance Master Plan (MMP)

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.2.1, 1.2.2.2.1, 4.1.2, 2.0

FREQUENCY: Once; NLT 14 calendar days after kickoff meeting/award of option year.

FORMAT: Must be electronic. Otherwise, contractor’s prefered format in accordance with normal commercial practices.

DESCRIPTION:

The MMP shall: (a) effectively identify and project annual maintenance and repair requirements for 2A Preventive Maintenance Working Program; (b) schedule existing maintenance and repairs; (c) track preventive maintenance performance; (d) provide periodic adjustments as conditions of the facilities change; (e) provide an Inventory Management Plan to ensure industry best practices are applied to the storage and warehousing of Government Furnished Equipment and materials to include but not be limited to recommended reorder points of material given observed consumption rates, organization system, and broom clean appearance of the assigned spaces. The initial MMP submittal shall be delivered to the CO for review and acceptance no later than 14 calendar days after the kickoff meeting. The Government shall review the plan and provide comments/changes necessary to the Contractor to adjust prior to approving the MMP.

The contractor shall have 14 days to address the government’s comments and changes and resubmit for acceptance. The required reports outlined in section 1.2.1.5 and 1.2.2.5 of the PWS need to include the same tasks identified on the MMP and should reflect all changes to the MMP approved by the COR. If an option year is exercised for this contract, the Contractor shall provide an updated MMP within 14 calendar days of the modification. The Government shall review the plan and provide comments/changes necessary to the Contractor to adjust prior to approving the MMP.

Report 09 Details of Contractor Management Tracking System

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 4.1.4

FREQUENCY: Once; NLT 10 calendar days after contract award.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

The Contractor shall provide details of the Contractor Management Tracking System to include production metrics and Project Manager Reports and briefings.

Report 10 Emergency Response Plan

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.3.1, 4.1.5

FREQUENCY: Once; NLT 10 calendar days after contract award.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Must describe how Contracted staff will respond to and mitigate any critical failure identified within 1 hour of receiving notification during both during regular and non-regular working hours.

Report 11 Key Control Plan

PERFORMANCE WORK STATEMENT REFERENCE: 4.1.6, 5.4.2

FREQUENCY: Once; NLT 10 calendar days after contract award.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

The Contractor shall establish and implement methods of making sure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

Report 12 Recurring Work Schedule

TYPE OF DATA: Management Date REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.5.2, 4.1.3, 4.3.1

FREQUENCY: Monthly; The schedule shall be submitted to the COR for approval at least five business days prior to the start of the schedule month.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

The Contractor shall develop a monthly work schedule for all recurring work under this contract. Any changes to the approved monthly work schedule shall be approved by the COR in advance.

Report 13 Contractor’s Management Tracking System

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 4.1.4

FREQUENCY: Once; the file shall be turned over to the COR within (5) five calendar days of completion of inspection or fifteen (15) calendar days after termination of the contract.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Contractor Management Tracking System files. The files shall be turned over to the COR within five calendar days of completion of inspection and fifteen (15) calendar days after termination of the contract.

Report 14 EMS Awareness Training

PERFORMANCE WORK STATEMENT REFERENCE: 4.5.2

FREQUENCY: The employee's printed training certificate is required to be turned in NLT 10 calendar days after effective date of contract or prior to performance of any contract work on installation by new hire after award of contract.

FORMAT: Must be electronic training certificate awarded by ESOHTN.com.

DESCRIPTION:

Offutt AFB has implemented an Environmental Management System (EMS) and every contract employee that will physically work on the installation is required to take initial EMS awareness training. The Contractor shall ensure all employees, prior to their performance of any contract work on the installation will complete the EMS Awareness Level Training at ESOHTN.com.

The employee's printed training certificate is required to be provided to the COR for inclusion in the contract file before beginning work. Any new or replacement employee shall receive this training prior to commencing work on Offutt AFB and the proof of acknowledgement shall be forwarded to the COR no later than the end of the week the employee begins work. This training takes approximately 20 minutes to complete. The employee’s printed training certificate is required NLT ten (10) calendar days after effective date of contract to COR. Questions regarding the training should be addressed to the COR.

Report 15 Government Property Damage Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 4.7

FREQUENCY: Within 2 hours of Government property by Contractor employees FORMAT: E-mail to COR notifying Government of damage.

DESCRIPTION:

The Contractor shall submit to the COR any damage to Government property by Contractor employees within 2 hours of the incident. The COR in turn will provide the Contractor the appropriate form(s) to fill and return within 1 business day.

Report 16 RPIE Inventory Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.4.1, 4.1.2

FREQUENCY: The first report after contract award/option year award shall be submitted with Report 08 (MMP). After the first report the next reports will be submitted Monthly; NLT the first Friday of the month at 3:00pm CST.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

The Contractor shall provide an inventory (of material to include but not limited to stock items such as raised access floor tiles, carpet, ceiling tiles, paint, wallcovering, etc.,) broken down to the material, type of material, information required for reordering of material (including manufacturer and make details) once a month and upon request from the COR. The Contractor shall provide an Inventory Management Plan as part of the Maintenance Master Plan outlined in para. 4.1.2. Initial report due fourteen (14) calendar days after contract kick-off date.

Report 17 RPSE and/or non-RPIE Inventory Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.4.2, 4.1.2

FREQUENCY: MONTHLY

FORMAT: The first report after contract award/option year award shall be submitted with Report 08 (MMP). After the first report the next reports will be submitted Monthly; NLT the first Friday of the month at 3:00pm CST.

DESCRIPTION:

The Contractor shall provide an inventory, (of material to include but not limited to stock items such as Batteries and various UPS components as well as other various pieces/parts from RPSE or non-RPIE), broken down to the material, type of material, information required for reordering of material (including manufacturer and make details) once a month and upon request from the COR. The Contractor shall provide an Inventory Management Plan as part of the Maintenance Master Plan outlined in para. 4.1.2. Initial report due fourteen (14) calendar days after contract kick-off date.

Report 18 Material Disposal Reports

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1

FREQUENCY: Quarterly; Report due NLT 1 business day after the end of the quarter.

FORMAT: Standard Base Form; must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

The Contractor shall remove debris, required to complete services within this contract, in accordance with all applicable federal, state, and local environmental laws and life Safety codes.

No storage of debris shall be permitted. The Contractor shall meet all legal requirements for transportation and tracking of this debris to recycle centers or landfills.

Report 19 PGS Loaded Run

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.3.2.1

FREQUENCY: Monthly; within five calendar days after loaded run.

FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Manufacturer’s maintenance recommendations can be found in Appendix K. In addition to these standards, the generators shall be run at least weekly in an unloaded condition and at least monthly in a loaded condition. All loaded system runs shall be coordinated with and loaded run reports turned into the COR within five calendar days after loaded run.

Report 20 Hazardous Material Consumption Report

REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.5.6

FREQUENCY: Annually; prior to 30 January or within 30 days after the end of the previous calendar year FORMAT: Must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

Contractor shall report to the COR all quantities of consumed hazardous materials used under this contract. The COR will in turn submit them to the Base Environmental Element for required recordkeeping. All hazardous material used on this job before 1 January of each calendar year must be submitted prior to 30 January or within 30 days after the end of the calendar year. 55 CES/CEIN can provide a definition of Hazardous material if required.

Report 21 Capitalization Documentation

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.10

FREQUENCY: Quarterly; Report due NLT 1 business day after the end of the quarter.

FORMAT: Must be electronic. AFI 32-9005 takes precedence. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

DESCRIPTION:

The Contractor shall inventory all real property, accountable RPIE, and associated non-RPIE items using provided barcoding tools and processes under the direction of the Government. The Contractor shall have 12 months to complete the inventory from the full performance date of the contract. The contractor shall provide quarterly updates of the inventory database to the COR for review and approval. The Contractor shall maintain and update collected data when changes have occurred. The Contractor shall provide required written documentation for capitalization purposes per AFI 32-9005.

Report 22 Refuse Records

REQUIRING OFFICE: Bldg500 Facility Maintenance and Repair FA4600 REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1

FREQUENCY: One time turn in of all Refuse Records at the end of the contract.

FORMAT: Standard Base Form; must be electronic. Otherwise, contractor’s preferred format in accordance with normal commercial practices.

The Contractor will also turn over all records generated to the COR at contract completion.

Report 23 PM Records

REQUIRING OFFICE: Bldg500 Facility Maintenance and Repair FA4600 REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.2.1.2.2

FREQUENCY: One time turn in of all PM Records at the end of the contract.

The Contractor will also turn over all records generated to the COR at contract completion.

Report 24 Lightning Protection, Corrosion Control

REQUIRING OFFICE: Bldg500 Facility Maintenance and Repair FA4600 REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.3.1.3

FREQUENCY: As required; Records will be maintained and turned in as required by current regulations referenced in the PWS.

DESCRIPTION:

Contractor will generate and maintain all required documents and records IAW AFI 32-1065 para 4 thru 5.

Report 25 Updated Drawings

REQUIRING OFFICE: Bldg500 Facility Maintenance and Repair FA4600 REQUIRING OFFICE: 55 CES/CEOES COR (1) and USSTRATCOM COR (1)

PERFORMANCE WORK STATEMENT REFERENCE: 1.5.7

FREQUENCY: As required; Updated drawings are due within 10 days after a project is completed.

DESCRIPTION:

Contractor shall be responsible for the provision of updated as-built drawings that occur as a result of work they perform. Updated drawings are to be provided to the COR for any facility or utility system changes upon completion of the applicable project.