GSA 013000 Electronic Project Management FY15 Update Oct. 1, 2014_Solicitation No. GS-04-P-BV-C-7005.pdf

Greenville, SC Courthouse Project Greenville, South Carolina Solicitation No. GS-04-P-BV-C-7005

FY15 Update Oct. 1, 2014 ELECTRONIC PROJECT MANAGEMENT 013000 - 1

SECTION 013000 - ELECTRONIC PROJECT MANAGEMENT (ePM) SYSTEM

PART 1 - GENERAL

1.1 PURPOSE

A. The Contractor shall use GSA’s web-based electronic Project Management (ePM) system, which is a fully configured version of Meridian Systems’ Proliance Construction Management Software. Click on this link for the ePM minimum requirements:

https://insite.gsa.gov/portal/category/517870

1.2 DEFINITION

A. ePM is a web-based project management tool which provides GSA’s Public Buildings Service with an automated workflow, collaboration, document management and project management solution to help manage GSA design and construction projects. ePM is integrated with GSA’s gBUILD (Green Building Upgrade Information Lifecycle Database ) to share project creation and data storage information.

1.3 PROJECT COLLABORATION AND DOCUMENTATION

A. General

1. The Contractor shall effectively manage the ePM database including maintaining adequate staffing levels and ensuring that personnel attend the mandatory GSA-provided training sessions.

2. The Contractor shall use ePM to upload, store, capture, preserve, record, maintain, update, and route all project-related documentation to comply with GSA's Document Security Requirements. Classified material is not permitted to be stored in this system.

3. The Contractor shall use the workflow processes contained within ePM to submit and receive approval for all project deliverables.

4. The Contractor shall continuously monitor and review ePM to ensure the Contractor data is current through completion of the Close-out Phase of Construction.

5. The Contractor is required to store documents from their subcontractors and vendors in ePM. If a subcontractor or vendor does not obtain an ePM license, the contractor will be responsible for uploading and processing documents in ePM on their behalf.

B. Contents of ePM

1. The Contractor shall use ePM as the electronic filing cabinet for all project-related correspondence and submittals. The Contract Documents specify certain documentation that the Contractor shall provide during performance of the Contract. For the avoidance of doubt, and unless specifically stated otherwise in the Contract Documents, in addition to any documentation that the Contractor submits to GSA as set forth in the Contract https://insite.gsa.gov/portal/category/517870

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Documents, the Contractor is required to timely and accurately post, review, respond, and collaborate with other team members using the following features and/or workflow processes within the ePM system The current ePM Minimum Requirements can be found at: http://www.gsa.gov/epm.

2. Project Team Directory – Contractor shall provide an updated directory of contact information for all companies, subcontractors and project team members who are engaged on this project.

3. Schedules – Contractor shall post, review, and/or respond to CPM schedule updates within the ePM system.

4. Meeting Minutes - Contractor shall enter meeting agendas, records and minutes in the system for all applicable meetings as designated by the GSA PM.

5. Project Correspondence - Contractor shall manage and maintain all incoming and outgoing correspondence and associated logs for all correspondence related to the project.

6. Contract Management - Contractor to provide administration of all contract tasks related to the project.

7. Payment Requests (Invoices) -The Contractor shall create invoices for review by GSA.

Once the invoices are agreed to by GSA then the invoices should be submitted to GSA per the instructions given by the Contracting Officer.

8. Progress Photos - Contractor shall upload all progress photos into the system.

9. Permits & Approvals - Contractor shall upload and maintain current copies of all permits and agency approvals that relate to the project.

10. Daily/Progress Reports - The Contractor identified in e-PM shall maintain construction progress reports, daily reports/logs, and documentation of inspections.

11. Inspection Reports - Maintain inspection reports on materials and/or workmanship to assure compliance with all construction requirements.

12. Safety/Injury Reports - Maintain reports on construction contractors' compliance with current safety regulations and standards.

13. Punchlists – Maintain list(s) of observed defects and omissions.

14. Request for Information (RFI) - The system shall manage the RFI process and all

Request for Information shall be entered and responded to by the Contractor within the e- PM system.

15. Issue Tracking - Contractor to log and respond to issues that are related and affect other stakeholders within the project team.

16. Submittals - The system shall manage the submittals and the Contractor is responsible for uploading submittal documentation and using the system to track the submittal process.

17. Change Management - Cost Events and Change Orders will be managed by the e-PM system and the Contractor shall be responsible for reporting potential changes and logging Requests for Change Orders in the system. The Contractor shall also upload and manage all documentation supporting Requested Change Orders.

18. Shop Drawings - The Contractor shall submit all shop drawings in the system for review by GSA (and the CM where applicable).

19. As-built Drawings and Specifications - The Contractor shall use the system to record all approved specifications as well as all as-built construction documents.

1.4 SCHEDULING REQUIREMENTS

http://www.gsa.gov/epm

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1. The Project Schedule shall be produced using widely used, commercially available computer software that is capable of generating and monitoring a CPM schedule and is compatible with Meridian Proliance.®

1.5 EQUIPMENT AND TRAINING

A. Equipment

1. GSA will not furnish any equipment related to accessing ePM. ePM is web-accessible, and can therefore be accessed via any computer with an Internet connection. For up to date ePM desktop requirements: http://www.gsa.gov/epm.

B. ePM Training

1. GSA will provide no cost training to familiarize team members with the ePM system. The

GSA Project Manager will ensure that appropriate personnel should attend training and what roles they will be set up within the system based on their project responsibilities.

Location of training will be in Greenville, South Carolina.

C. ePM Support

1. GSA will provide ePM system administration and end user support, for the duration of the project.

1.6 PERSONNEL REQUIREMENTS

A. An HSPD-12 security clearance is required to access ePM. Project Team members without an HSPD-12 clearance will need to work with the GSA Project Manager to initiate the clearance process, and request a temporary waiver for ePM access until clearance can be confirmed. A waiver means that once the individual’s HSPD-12 clearance is confirmed, an ePM username and password will be provided. For up to date GSA HSPD-12 information: www.gsa.gov/hspd12. Obtaining clearances vary in length and may take time to receive them.

1.7 DATA OWNERSHIP

A. GSA shall retain ownership of all data entered into the system and shall administer all information contained therein. Distribution of any system data shall be made upon request.

1.8 DOCUMENT SECURITY

A. ePM security access levels ensure that sensitive documents can only be accessed by the appropriate personnel. It is the contractor’s responsibility to ensure their employees, subcontractors and vendors have the appropriate level of security to ensure document security.

http://www.gsa.gov/epm http://www.gsa.gov/hspd12

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1.9 REFERENCES

A. PBS SECURITY ORDER 3490.2 (September 2, 2014)

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 013000