FA8501-09-R-0041 - 01503 - Contract Administration.docx

01503 - CONTRACT ADMINISTRATION

Const/Pave Area South of Building 359

PART 1 - GENERAL

1.01 GENERAL: In addition to requirements specified elsewhere, also provide the schedule, meeting, and construction records listed below for this contract.

1.02 SUBMITTALS:

A. Material Submittals: Omitted.

B. Other Submittals: Provide the following as required below.

PART 2 - PRODUCTS - OMITTED

PART 3 - EXECUTION

3.01 CONSTRUCTION REPORTS

A. Project Time Schedule

1. Submit a schedule for the entire contract at the Kickoff (Preperformance or Preconstruction) Meeting, or before that meeting if so directed elsewhere in these specifications.

a. The schedule for the entire contract may be submitted in Microsoft Project format if the contractor so chooses. The Government will also accept similar sequence patterns shown in Word or Excel if they are properly developed and displayed.

b. If there are several projects in one contract, submit a separate schedule for each project at the same time.

2. Include timelines for design (as applicable), mobilization, start site work, separate timelines for each discipline and subcontractor, prefinal and final inspection times, punchlist completion, and demobilization.

3. The contracted total allotted time and the Government's estimate for each part of the schedule are included in the attachment to this specification.

a. The attached schedule includes days after award for holding the Preperformance or Preconstruction Meeting and for one resubmittal of documents provided by the Contractor at the meeting.

b. No (design or) construction work may begin until the Contracting Officer has approved the schedule.

c. Resubmit if and as directed by the Contracting Officer. (Also, see section 01030 if this is a design-build project.)

d. If the approval process takes longer than the amount of days allotted, that will not result in a time extension for the entire contract.

B. Project Pay Schedule

1. Also submit at the Kickoff (Preperformance or Preconstruction) Meeting time schedule(s) on AF Form 3064 that show(s) the percentage completion timeline. This establishes the pay schedule.

a. Ensure the Form 3064 matches up with the Project Time Schedule described above, even if that requires two or more pages of the Form 3064.

b. Also ensure the price percentages match up with the approved price proposal at each step on the timeline.

c. For design-build projects, submit two separate 3064’s for design and construction. Follow the Schedule described above for dates, and use the price proposal to get your percentages. Invoices during construction shall show 100% design that was paid, and the current percent complete on the construction part. Show that the sum of design and construction subtotals adds up to the grand total for each design-build project.

C. Meeting Records:

1. Whenever the contractor meets with Government representatives to discuss outstanding issues or details, the contractor shall prepare a written meeting record of major decisions made and of action items, noting person responsible and date due for each item. These will stand as accepted by the Government unless contradicted by Government personnel who attended the meeting.

2. No decisions made constitute a contract change - the Contracting Officer handles these in separate contract modification packages.

3. Meeting records are due by e-mail or fax to all offices represented at the meeting by no later than two workdays after the meeting.

4. The Contracting Officer considers any resolved issues, decisions, or identified action items to the benefit of the Contractor without these written records to have never happened, since they were not documented and accepted by the Government.

5. For additional record purposes, either the Contractor or the Government may elect to audiotape the meeting.

D. Progress Reports:

1. Prepare and submit a monthly progress report for each project and the entire contract on a monthly basis.

2. Obtain coordination signature on the monthly progress reports from the Technical Representative of the Contracting Officer (CEG Inspector) before submitting to the Contracting Officer.

E. List of Values: Include for approval with the first monthly progress report a breakout of net costs for each item of work for the project. These are costs that include materials, labor, equipment, overhead and profit, etc. to be prorated against each item. These numbers are for use by the base to improve future estimates.

F. Log Books:

1. Keep daily logs of the activities of the prime contractor and subcontractor employees. The logs shall include the following:

a. Date

b. Number of people on the job site and skills for each

c. List of construction equipment on the job site

d. Types of work accomplished and how much

e. Materials delivered to the job site

f. Problems and their impacts that arose with the site, the Inspector, facility users, subcontractors, and the weather.

2. Provide a copy of this daily log (or the original) to the Technical Representative of the Contracting Officer (CEG Inspector) weekly.

3.02 CLOSEOUT REPORT

A. Record: Keep a record of all new equipment, facility square footage, utility runs, and items that may be considered “real property” which are purchased and installed under the contract, separated by project for multiple project contracts. Upon request, the Technical Representative of the Contracting Officer (CEG Inspector) may be willing to provide any engineering records available to assist in this effort.

B. New Items: Include the following information in this record:

1. Equipment type and description

2. Sizes and parameters (i.e. tonnage, KW, dimensions, etc.)

3. Quantities

4. Model and Serial numbers

C. Demolished Items: Also include similar information for equipment removed, relocated to another facility, or disposed of at Government request. Do not include like-for-like replacements.

D. Submit for approval before Final Inspection.

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The base estimate for time schedule is attached for reference only, although the total time shown is the maximum allowed by this contract. The Contractor must prepare a separate time schedule for approval per the above paragraphs.

01503 - Page 1 of 4 020221-01503 - Contract Administration >> 12-Apr-2005