11.14__803-7081124_- _WI_Prep_Guide.pdf

MILITARY SEALIFT COMMAND

WORK ITEM PREPARATION

GUIDE

DRAWN BY:

JJMA-WMF

CHECKED BY:

JJMA-MTM DEPARTMENT OF THE NAVY

D. P. RUSSELL DATE MILITARY SEALIFT COMMAND

Head, Policy Branch 16 May 97 WASHINGTON D.C., 20398

J. C. BOHR DATE

Head, Project Coordination 16 May 97 MILITARY SEALIFT COMMAND

ROBERT E. VAN JONES DATE WORK ITEM PREPARATION

Director, Technical Division 16 May 97 GUIDE

K. D. BAETSEN DATE

Deputy Engineering Director 22 May 97 SIZE CAGECODE SWBS DWG NO REV

APPROVED FOR COMSC DATE A 803 7081124 —

T. G. CONNORS 23 May 97 SCALE NONE STD PLAN SHT 1 OF 74

REVISION SHEET

REV REVISION DESCRIPTION APPROVED

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Work Item Prep Guide May 97

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CONTENTS

SECTION SHEET

1. INTRODUCTION

1.1 Summary

1.2 Changes to MSC Work Item Preparation Guide

2. WORK ITEM CONTROL

2.1 Work Item Copies

2.2 Saving Work Items

3. GENERAL

3.1 Introduction

3.1.1 Work Item Content

3.1.2 Ambiguities

3.2 Figures

3.3 General Technical Requirement (GTR)/Regulatory Requirements

3.4 Writing

3.5 Regulatory Body Approvals

3.6 Guidance Level

3.7 Calculations

3.8 Salient Features

3.9 Cut Sheets

3.10 Other

3.11 Work Package Amendments and Work Item Modification

3.12 Work Item Quality Control

3.13 Disclaimer

4. SPECIFIC GUIDANCE

4.1 Header

4.2 Footer

4.3 Work Item Articles

1.0 ABSTRACT

2.0 REFERENCES/ENCLOSURES

General Reference/Enclosure Format References as Interfaces

3.0 ITEM LOCATION/DESCRIPTION

3.1 Location/Quantity

3.1.1 Location

3.1.2 Quantity

3.2 Item Description/Manufacturer's Data

Bill of Materials Disclaimer for Quantities and Type of Material in Bill of Materials Description of Equipment/Systems

4.0 GOVERNMENT FURNISHED EQUIPMENT/MATERIAL/SERVICES

Paint as Government Furnished Material (GFM)

5.0 NOTES 16

Required Work Item Notes

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Standardized Space Numbering Note

6.0 QUALITY ASSURANCE REQUIREMENTS

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CONTENTS (Cont.)

SECTION SHEET

7.0 STATEMENT OF WORK REQUIRED

General Tasking Statements Salient Characteristics Unacceptable Phrasing Wording When There Is No Tasking Reports Tables and Figures Referencing Format Paragraph 7.3 "Mechanical /Fluids" HVAC Required Phrasing Paragraph 7.6 "Preparation of Drawings" Paragraph 7.7 "Inspection/Testing" Paragraph 7.8 "Painting" Paragraph 7.9 "Marking" Paragraph 7.10 "Manufacturer's Representative"

8.0 GENERAL REQUIREMENTS

APPENDIX A MSC DEFINITIONS......................................................................................APPENDIX A SHEET-1 APPENDIX B QUALITY CONTROL FORMS.....................................................................APPENDIX B SHEET 1 APPENDIX C MSC STANDARD FORMAT......................................................................APPENDIX C SHEET 1 APPENDIX D MSC STANDARD WORK PACKAGE INDEX ........................................ APPENDIX D SHEET 1 APPENDIX E SAMPLE WORK ITEM.................................................................................APPENDIX E SHEET 1 APPENDIX F WORK ITEM FORMAT EXAMPLE (With Format Guidance)...............APPENDIX F SHEET 1 APPENDIX G SAMPLE WORK ITEM TABLE FORMAT...............................................APPENDIX G SHEET 1 APPENDIX H SAMPLE WORK ITEM FIGURE FORMAT............................................. APPENDIX H SHEET 1

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Guide for MSC Work Item Preparation

1. INTRODUCTION

1.1 Summary. This document provides guidance for the preparation of MSC Work Items. MSC work items are contractual documents and therefore must be carefully written to avoid errors/conflicts.

The guidance provided includes specifics on the organization, content and format of work items prepared for MSC. Examples are provided showing a standardized work item format, required tasking statements and completed work items. Additionally, comments are provided on the approach to writing the technical content, on usage of standard language and phraseology, and on which articles of a work item are always used and which are rarely used. The purpose of this document is to standardize the MSC work item format and the presentation of the technical content and tasking, and to provide an easy-to-use reference document for those developing MSC work items.

1.2 Changes to MSC Work Item Preparation Guide . It is expected that this document will be dynamic. Any omissions, discrepancies, or suggestions for improvements to this document shall be forwarded to COMSC N7 using the Feedback Form at the end of this Guide. All feedback will be retained and thoroughly evaluated for incorporation into subsequent revisions to the Guide. Originators will be advised of action on their proposed change.

2. WORK ITEM CONTROL

2.1 Work Item Copies. There should only be one version (master) of a work item maintained in the electronic files. Otherwise, it becomes difficult for someone other than the author to identify the correct file. This single master file must be maintained so it can be easily located if the author is unavailable due to illness, travel, etc. When changes are made to an item, the existing master should be replaced with the changed item. There is generally no need to save old versions of work items. If for some reason the old version must be saved, it should be put in a separate subdirectory named "OLD".

2.2 Saving Work Items. There should be a standard convention for saving work items. The work items for a particular ship should be saved in an appropriate subdirectory. The file should be given the name of the ship and the work item number followed by .DOC. For example, Work Item 515 for AFS 6 would be saved as X:\MSC\WIS\AFS-6\515.DOC. If this work item is revised and the author desires to save the old version, the old version could be saved as X:\MSC\WIS\AFS-6\AFS6-OLD\515- XXXX.DOC, where XXXX represents the month and day the item was saved to the old file. The date at the top of the work item must be updated every time the work item is modified. For multi-ship solicitations, separate files of work items should be maintained for each ship, even though they are similar or identical. After the work item has been delivered to MSC, it should be filed in a delivery file and no further changes made unless directed by MSC. See Section 3.11 for guidance on amendments to work items.

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3. GENERAL

3.1 Introduction. Work items are the contractual vehicle for tasking a shipyard to do work. A work item is an integral part of a contract describing specific work to be accomplished. It is not a stand alone document. It relies on the other components of the contract to fully state the requirements. These other parts include, but are not limited to, FARs, CDRLs, GTR, drawings, ABS/USCG/USPHS regs., POA&M, NAVSEA MSRA, etc. The work items are usually provided in Section J of the contract as an attachment. The other parts of Section J include the CDRL, TMCR, ILS, and PTD. The GTR is usually invoked by Section C. Collectively, all items in the contract, including the 000 items, M&R work items, and CIVMOD work items, must form a consistent, integrated work package which is unambiguous and enforceable.

A work item is used to convey to the Contractor a clear understanding of the work necessary to achieve a desired result. This will allow the Contractor to accurately bid, plan and execute the work in an efficient and effective manner. The work item provides "tasking" to the Contractor. The associated drawings that are developed along with the work item are provided to the Contractor as "guidance".

Work items are prepared using Microsoft Word for Windows.

3.1.1 Work Item Content. A work item provides a contractual tasking statement for installations, modifications, removals, etc. The work item will generally reference a drawing or a figure.

A work item may state, "Install system 'x' using References 2.1, 2.2, and 2.3 as guidance", where References 2.1, 2.2, and 2.3 are guidance drawings. As much information as possible should be put on drawings. No additional taskings should be put in the drawing or general notes. When using a drawing to supplement a work item, make reference to the drawing and include only such additional wording as is required to integrate the drawing and the work item. Do not attempt to describe in the work item the work defined by the drawing (or figure). It will not only be redundant but it may lead to errors. All tasking, along with the equipment salient characteristics, should be included in the work item. Technical description which does not lend itself well to a drawing should be included in the work item. The work item and its referenced drawings should tell the shipyard clearly, unambiguously and succinctly what is to be accomplished. All work items in a package for a specific ship must be consistent in format, wording, and level of detail for similar items.

3.1.2 Ambiguities. Ambiguities must be avoided when writing work items. The most frequently encountered reason for Contractor claims against the Government are alleged ambiguities in work items. In general ambiguities are read against the drafter, i.e. the Government. The legal principle called the "Rule of Ambiguities" was stated by the Court of Claims as follows:

"Where one of the parties to a contract draws the document and uses therein language which is susceptible to more than one meaning, and the intention of the parties does not otherwise appear, the meaning will be given the document which is more favorable to the party who did not draw it. This rule is especially applicable to Government contracts where the Contractor has nothing to say as to its provisions."

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3.2 Figures. Drawings are critical to most work items and are generally preferred over figures.

The use of drawings ensures that the information is properly stored and easily retrieved for future use.

Figures attached to work items are not assigned numbers, and may not be kept in the central MSC filing system. Figures are used only when the amount of information to be conveyed is considerably less than the amount required to fill a drawing. If more than three or four figure sheets are needed to describe the work for an item, create a new guidance drawing.

Drawings shall be developed in accordance with MSC Standard Drawing 303-7080803;

Military Sealift Command Computer Aided Designed (CAD) Drawing Standard. Figures shall be developd in AUTOCAD. If a figure is developed for a work item, the figure should be saved to an appropriate sketch file. When the work item is reviewed, the figure should be converted to a ".PLT" file and inserted into the work item. This will allow the figure to become a permanent part of the work item and not a separate attachment. Each work item figure shall have the words "FOR GUIDANCE ONLY" in all caps centered above the figure and shall contain sufficient legends, notes, symbol lists, etc. to ensure that the figure is clearly understood.

3.3 General Technical Requirement (GTR)/Regulatory Requirements. The GTR sets technical standards on how various work should be accomplished and is referenced in the contract. The GTR does not automatically task the Contractor. It must be invoked, or "triggered", by the use of key operative words or phrases in the work item. Complete understanding of the GTR is critical to successfully and efficiently develop, review and interpret a work item. All involved in writing and reviewing work items must know what is in the GTR and what GTR’s apply to each work item; work items must not repeat information stated in the GTR.

Similarly, the applicable regulatory body requirements must not be repeated in a work item.

Before drafting an item, make sure that the regulatory body requirements which apply are known and avoid conflicts or duplications in the work item.

3.4 Writing. Avoid the following common mistakes:

• Incorrect format (per this Guide), spelling (use a spell checker for each work item), grammar, and punctuation

• Unfamiliar or inconsistent abbreviations

• No page numbers or incorrect page numbers (incl. figures in the page count)

• Inconsistent quantities and units

• Use of undefined words or phrases (e.g. fabricate and install, new).

Avoid "umbrella" phrases. The use of phrases such as "to suit", "as necessary", "as required", "as needed", and "as directed by" should not be depended upon to ensure that work will be performed by the Contractor. These phrases are often the result of a writer not knowing what is needed. The writer cannot expect Contractors to satisfy requirements which are not clear.

Redundancy is detrimental to clarity. Do not include anything that is not absolutely necessary to describe the required work. The work item's wording should be as concise as possible without impact on clarity. Each requirement should stand by itself and should not be repeated in subsequent paragraphs.

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In general, a period should be used only after a complete sentence. Phrases or single words are not to be followed by a period.

Use active voice, e.g. "Perform the work using Reference 2.1 as guidance." Appendix A contains a listing of active verbs and their MSC definitions for use when tasking work in the work item.

When referring to a specific ship compartment, state the compartment name with first letters capitalized followed by the compartment number in parentheses, "Sewage Pump Room (4-19-5-E)", for example. When referring to a space without using an assigned name, state the function (uncapitalized) and the compartment number without parentheses, i.e. "fuel tank 5-144-0-F".

3.5 Regulatory Body Approvals. At the time of actual installation, all regulatory body approvals are needed. This is typically the shipyard's responsibility. The work item author's responsibility is to obtain ABS approval at the guidance level and to have ABS perform USCG consultative review at the guidance level. This is required before the final item is incorporated into a work package. Work items requiring ABS approval shall include the term, ABS, at the end of the title (see Section 4.1).

3.6 Guidance Level. Work items are performance oriented; the shipyard determines how to do the work. Enough guidance is provided by MSC to bring forth any critical information that the shipyard needs to know. The shipyard is responsible for shipchecking all aspects of the work item. The burden is on the shipyard to provide a fully designed, approved and functional system. However, the drafter of a work item/guidance drawing must ensure that the design conceptually shown will work. For that reason, validation shipchecks by the guidance drawing drafter may be required.

The Contractor is responsible for design and implementation of a fully functional system, for compliance with all applicable GTRs, for overcoming interferences not shown on the contract guidance drawings but which would be visible on a reasonable shipcheck or should be anticipated by a competent shipyard, for overcoming variations between actual ship conditions and those shown on the guidance drawings to the extent they would be visible on a reasonable shipcheck or should be anticipated and would amount to necessary implementing detail, and, finally, for omissions of details from the work package that are necessary to fulfill the intent of the specifications. For the design approach conceptually presented on the guidance drawings, MSC is responsible for the accuracy of parametric data shown on the guidance drawings and that the specified equipment and materials satisfy cognizant regulatory body requirements.

Parametric data includes, but is not limited to, flow rates, amperage rates, linear measurements, etc.

3.7 Calculations. All design calculations must be clearly documented and maintained by the cognizant engineers in design notebooks, along with appropriate notes on the design approach, assumptions and resolutions of key issues. The calculations shall be submitted to MSC when the work items are delivered.

3.8 Salient Features. When specifying equipment, MSC cannot sole source to a specific vendor (absent written justification and approval). Identify the preferred equipment item (Brand Name or Equal) and list the salient features which will define the minimum requirements should the shipyard proposes another item meeting "form, fit and function". Say "Install pump and motor, Worthington Model 3LR-9, or equal", and then list the salient features required such as 250 GPM at 50 ft., bronze body, monel shaft and

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impeller, and mechanical seals, for example. State the salient features unambiguously. See Section 4.3, Article 7.0, Salient Characteristics, for more details on how to list salient features.

3.9 Cut Sheets. For every item of preferred equipment called out in a work item, a "cut sheet" from an up-to-date version of the manufacturer's equipment catalog shall be copied by the cognizant engineer. These cut sheets, along with point-of-contact information (including company name, address, telephone number and name of contact) and lead time information, shall be submitted to MSC when the work items are delivered. Where a vendor's item is particularly complex or forms a major part of a system (e.g. MSD plant), the system diagram should be sent to the vendor for review.

3.10 Other. Do not duplicate information on the drawing and in the work item. This can lead to conflicting information. Get as much information as you can out of the work item and onto the drawing.

Define acceptance criteria. Avoid statements such as "To the satisfaction of the MSCREP", "In accordance with good marine practice" or "To the maximum extent possible".

For Category B items only, the total quantity required may be included in the work item so that the Contractor can provide "unit price" bids.

Pipe sizes and power cable sizes shall be shown, or, if no drawings or figures are used, called out in Article 7.0 of the work item.

Do not tell the shipyard to make "temporary access" or how to remove something. The work item author's responsibility is to ensure that it can be done. The shipyard is responsible for providing a finished product.

Do not call out the same item in two places in the work package, e.g. callouts for the same thermostat by both the HVAC and electrical work items; the shipyard may include the price twice in their bid.

Understand the terms "Install" "Remove", "Replace", “Temporarily Remove”, and "Relocate" as defined by General Requirements Item No. 001 (see Appendix A).

Use commercial marine standards for requirements, acceptance, materials, etc. whenever possible. Avoid the use of MIL-SPECS/STDS.

When you have completed a work item, ask yourself the following questions:

• Can it be built or installed?

• Is the work to be done clearly defined?

• Can it be bid?

• Is it enforceable?

• Is the item consistent regarding format, language, and level of detail - both internally and externally with respect to other items in the work package?

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3.11 Work Package Amendments and Work Item Modification. After a work item has been developed, reviewed and "completed" and issued for bids, it sometimes becomes necessary to modify it, e.g. to incorporate updated information or to reflect changes made to another, but related, portion of the work package. The work item revisions are highlighted by vertical bars in the right hand margin, placed in way of the text changes. Every page of the modified work item has an amendment number typed at the bottom to indicate to which amended work package it belongs. Last, the date on the work item header is changed to the delivery date of the amended work package. Note that an amended work item only indicates (by the margin bars) changes from the previous version of the work item. Thus a work item which has been amended several times will not identify all of the changes made since the original version.

When modifying an existing work item that has been previously submitted to MSC, be sure that you are working from the same version of the file as the previous submittal to MSC. Verify with the MSC TPOC that the work item was not subsequently modified internally by MSC. If the item has been previously issued to a shipyard by MSC for bidding, it is imperative that only approved changes (as directed by the MSC TPOC) be made to the file of that version issued to the shipyard. If in doubt about the version of an item that requires change, verify with the TPOC which is the correct version.

3.12 Work Item Quality Control. Sample work item quality control process documentation is provided. The process should begin when a cognizant engineer begins work on a task or sub-task. Two forms are recommended for use to document this process: the Technical Documentation Deliverable - Quality Control Route Sheet, and the Work Item Format and Guidelines Checklist. Sample copies of both forms are located in Appendix C.

The quality control route sheet and the checklist should be attached to each work item as it is started and checked off and initialed, as appropriate, as it progresses to completion. The project engineer and the program manager should sign off on all work items before submittal to MSC, in addition to draftspersons, designers and engineers, as appropriate. This sign-off process applies to preliminary versions of work items as well as later versions. Each work item shall be transmitted by letter. Copies of the completed route sheet, check list and transmittal letter, along with the work item itself, should be maintained by the LOE Contract Administrator.

3.13 Disclaimer. Each preliminary work item, figure, table and drawing (all pages and sheets) must be stamped with the disclaimer that it is a preliminary item and not to be used for bidding purposes.

This should be done prior to making copies for distribution. Final deliverable work items, figures, tables and drawings do not get this stamp.

4. SPECIFIC GUIDANCE

This section provides specific guidance for each of the articles in the standard work item outline.

Appendix D is the MSC Standard Format for Work Items with explanatory notes. Appendix E is a sample work item containing examples of an enclosure, a table and a figure. The work item is not ment to be technically correct, but is designed to show various format examples which are used within a work item.

Appendix F is an example of the work item format with format guidance in each section. Use these examples for help in getting started. The font type for work items is Courier 12 point and work items have

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one inch page margins all around. Tab settings for work items are 0.5 in., 1.0 in., 1.38 in., 1.75 in., 2.13 in., and 2.5 in. Appendix G is an outline, or template, for a work item.

4.1 Header. The header should be as shown in the work item example, Appendix F, or the sample/template, Appendix G. Header margins are one inch and the font is 12 point Courier bold. All letters are in caps except the month and the word "Category" which are in both upper and lower case.

For the ship's name and hull designation, use center justification. The formats for the ship name and hull designation are as follows:

• The SHIP NAME is of the form USNS HAYES, USNS WATERS, etc.

• The (HULL DESIGNATION) is of the form (T-AG 195), (T-AGS 45), etc.

For the remaining header lines, use right justification with a center tab at 3.25 inches and a right tab at the right margin, or 6.5 inches. Remember to have one blank line at the end of the header. This will ensure at least one blank line will separate the header from the text of the work item on all pages.

The header SECTION TITLE is taken from the section titles in the MSC Standard Work Package Index, a copy of which is contained in Appendix H. The index generally follows the SWBS breakdown except in the areas of HVAC, Drydocking and UNREP Gear. The header SECTION TITLE is the Appendix H title listed for Section 000, 100, 200, 300, 400, 500, 600, 700, 800, 900, or 1000. For example, the SECTION TITLE for an item installing a new structural bulkhead would be HULL STRUCTURE. The SECTION TITLE for an item installing a ventilation supply fan would be HVAC.

The RFP NUMBER is the MSC number for the solicitation and will be provided by the MSC TPOC. An example of the correct format is "RFP NO. N62387-96-R-3001". If the number is unknown, then X's can be substituted in preliminary work items.

During the development and review period prior to the Reading Session Review, the header DATE should be the current date, automatically printed to the work item. This is accomplished by selecting the Insert/Date and Time function in Microsoft Word and selecting the date format of DAY MONTH, YEAR. Thus, the work item with the latest date will always be the current version of the work item. After review comments and changes are incorporated into the work item, the DATE should be changed to reflect the delivery date of the work package. This date will be provided by the MSC TPOC for each project.

The ITEM NUMBER will be assigned by the MSC TPOC. The first digit is the one-digit level section number for the work; see Appendix H. For example, the first digit for a Hull Structure item is "1". The second two digits are consecutive numbers for items on a given program. Always include the first digit. If the rest of the number is unknown, then "XX" can be substituted for the last two digits for preliminary items.

The CATEGORY is usually "A", which identifies items where the scope of work is well defined and biddable. CATEGORY "B" items are those for which the scope of work is usually defined on a "per unit" basis such as steel renewal or pipe replacement. The MSC TPOC will provide project specific guidance if an item is to be CATEGORY "B".

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The names and initials at the top should always be LOE Company Initials/AUTHOR'S LAST NAME/MSC TPOC'S INITIALS, e.g. JJMA/BEAUBIEN/WFZ.

The TITLE is the title of the task to be performed: INSTALL FIRE PUMP, or REPLACE BULKHEAD 87. At the end of the title include in parentheses any applicable TRANSALT, BASELINE, or INSURV Card numbers. If the work being tasked by the work item requires ABS approval and/or inspection, include in parentheses the term, ABS, at the end of the title.

4.2 Footer. The footer is as shown on the sample/template. The work item number and page number are centered (center justification) in the footer. Work item footer margins are 0.7 inch.

4.3 Work Item Sections. This section addresses individual article numbers as they appear in the work item.

• 1.0 ABSTRACT

This article provides a clear, concise description of the work to be done. It must NOT be written to task the Contractor. For example, "This item describes the installation of a new potable water system". Do not use a tasking statement such as "Install a new potable water system". Do not give space names, quantities, or locations. Just describe what the item is accomplishing. One sentence is usually sufficient.

• 2.0 REFERENCES/ENCLOSURES

General. REFERENCES are the guidance drawings specifically prepared to conceptually show the work to be accomplished by the work item or are other drawings or documents necessary for the shipyard to perform the work. All references (and enclosures, if utilized) must be cited in the work item text, normally in Article 7.0. It is difficult to enforce a reference or enclosure if you do not cite it and say how it is to be used. The order of the references is the order in which they first appear in the work item. Avoid referencing Technical Manuals or similar lengthy guidance documents. Pull out of such documents the pertinent data (make sure the data is technically correct, i.e. not out of date) and put it into the body of the work item, make it a figure or put it on a drawing. Do not list existing ship drawings just because they might contain good information for the shipyard to use to bid the job. These drawings may not be up to date. Assume that the shipyard will perform a shipcheck when bidding the job.

When the work item is submitted to MSC for review, all enclosures must be attached and a copy of all associated references developed with the work item must be provided. Figures or tables that are part of the work item are NOT to be listed as references or enclosures.

MSC is responsible for ensuring that all references are either sent out with the work package or are otherwise readily available to the Contractors. Therefore, do not list a reference unless you know that it is available. Do not list the CFR, ABS or other regulatory body rules as references.

These are covered by the contract boiler plate. Note: There may be instances within Article 7.0 where you specifically cite a regulation. For example, "Install in the Chartroom a Global Positioning System meeting 49 CFR 162.116.".

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If the list of reference drawings and their revisions will be provided as a J Attachment to the RFP, then DO NOT identify the drawing revision when writing out the reference, e.g.

do not write "Rev A", for example. This is to avoid having to check and update all the work item references as drawing revisions are made.

Do not reference COMSCINSTs with the exception of the GTR. These are normally internal to MSC and should not be used to place an obligation on the Contractor. You can excerpt from them and attach as figures, work the excerpts into Article 7.0 of the work item, or create a drawing.

Program Manager standard items should be referenced in individual work items as appropriate. A “J Attachment” will be provided listing the standard items and providing them as enclosures.

Reference/Enclosure Format. If the work item includes both references and enclosures the title is as follows: “2.0 REFERENCES/ENCLOSURES”. Only include "ENCLOSURES" in the title if the work item has an enclosure. Most work items will not have an enclosure. If there are no references or enclosures, then the title should be "2.0 REFERENCES: None".

References are numbered starting with 2.1 (or 2.1.1 if enclosures are also used) in the order that they are cited in Article 7.0 of the work item. Enclosures, if used, are listed separately following the references and are numbered consecutively starting with "2.2.1". Enclosure titles contain the work item number followed by a hyphen and the enclosure number (e.g.101-1, 101-2, etc.). For example, if there are five references and one enclosure for Work Item 111, the title for the enclosure would be "2.2.1 Enclosure 111-1, List of Pertinent Information". Where cited in the work item, refer to the enclosure as, "using Enclosure 2.2.1 as guidance". Enclosures must be attached to the work item.

The format for listing references when no enclosures are contained in the work item is as follows:

2.0 REFERENCES

2.1 MSC Drawing

2.2 MSC Drawing

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The format for listing both references and enclosures in a work item is as follows:

2.0 REFERENCES/ENCLOSURES

2.1 References

2.1.1 MSC Drawing

2.1.2 MSC Drawing

2.2 Enclosures

2.2.1 Enclosure 111-1, List of Pertinent Information

References as Interfaces. References are also used to flag the interfaces between the work being tasked in a particular work item and related work being tasked by other work items and their reference drawings. To ensure that the work items collectively effect a complete job, drawings defining related work necessary to properly execute the subject removal, modification/relocation, or installation shall also be listed in Article 2.0 and cited in Article 7.0 in the appropriate removals, modifications/relocations or installations paragraph. This defines the interfaces between the specific work item and other applicable work items. For example, a work item installing a new system requiring potable water, waste drains, air conditioning and electricity would reference drawings showing the existing system removal and new system installation, as well as the drawings defining the interfaces with related work:

potable water system installation, soil and waste drain installation, HVAC system installation, and the as-converted electrical one-line diagram.

Drawings can be referenced in more than one work items. For example, an Electrical One-Line Diagram may be referenced in several work items.

• 3.0 ITEM LOCATION/DESCRIPTION

This article must always have two paragraphs, "3.1 Location/Quantity" and "3.2 Item Description/Manufacturer's Data".

3.1 Location/Quantity. This paragraph must always have two parts, "3.1.1 Location" and "3.1.2 Quantity".

3.1.1 Location.

a. List the general areas where the work will be performed. The primary purpose is to allow the shipyard to understand the scope of work involved. If work is to be done in a tank or specific compartment, then it should be identified by name and number; see Section 3.4.

b. If there is only one location, list it directly after the title: "3.1.1 Location: Emergency Diesel Generator Room (2-XXX-X)".

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c. If there is more than one location where the work is being performed, use the term "Various", such as "3.1.1 Locations: Various". If the locations are not shown in the reference drawing, or there is no reference drawing, the locations must be stated in the appropriate paragraph of Article 7.0, Statement of Work Required.

3.1.2 Quantity. This category is for Government Furnished Items or existing items to be repaired or overhauled. Normally "None" (placed directly after "Quantity:" on the same line) unless the work item is describing a Government Furnished Item or an existing item to be repaired or overhauled. In either latter case, list the number of units to be provided or repaired/overhauled, e.g. "two main feed pumps", "one trash compactor", etc.

3.2 Item Description/Manufacturer's Data. This paragraph provides a bill of materials for items being installed in the work item, provides information on the quantities and type of material in the bill of materials, and provides for the description of equipment/systems to be repaired or overhauled (M&R items). If there is no bill of materials or description of equipment/systems to be repaired or overhauled, then "None" is placed directly after "Data:" on the same line as follows: “3.2 Item Description/Manufacturer's Data: None”.

Bill of Materials. Normally the bill of materials would be included in the installation drawing referenced in the work item. However if there is no drawing referenced in the work item or if the referenced drawing(s) does not include the bill of materials for the material being installed, then a bill of materials is required in each work item as Paragraph 3.2.1. The bill of materials shall provide information for large items, cabling, piping and tubing. Fasteners, consumables, connectors, fittings, etc.

are not to be included. The bill of materials will include columns for PC No., Quantity, and Description.

Note, the bill of materials does not eliminate the requirement to provide salient characteristics for specified equipment in Article 7.0, STATEMENT OF WORK REQUIRED, in the work item. The format for the bill of materials is as follows:

3.0 ITEM LOCATION/DESCRIPTION

3.2 Item Description/Manufacturer’s Data

3.2.1 Bill of Materials

PC NO. QTY DESCRIPTION

1 1 Junction box 2 50 Transformers, 50 amp, 240/480 VAC to 24 VAC

Disclaimer for Quantities and Type of Material in Bill of Materials. The bill of materials is an estimate of the required material for that work item and does not contain such items as fasteners, consumables, connectors, fittings, etc. Paragraph 3.2.2 shall follow the bill of materials stating the quantities provided in the bill of materials is an estimate only and that certain consumables have been omitted. Wording and format for Paragraph 3.2.2 is as follows: (Note: The listing of consumable material shall be tailored for each specific work item.)

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3.0 ITEM LOCATION/DESCRIPTION

3.2 Item Description/Manufacturer’s Data

3.2.1 Bill of Materials

PC NO. QTY DESCRIPTION

3.2.2 Quantities are considered estimates. The Contractor shall provide the exact quantities and additional material such as miscellaneous pipe fittings, elbows, caps, valves, pipe hangers, weld material, cable hangers, cable tags, buswork, etc., which are not included in the List of Materials, in order to install a fully functional system which meets the requirements of this specification.

Description of Equipment/Systems . This information is provided only if the work item is describing equipment/systems to be repaired or overhauled as in M&R items. Then the manufacturer's data may be provided.

• 4.0 GOVERNMENT FURNISHED EQUIPMENT/MATERIAL/SERVICES

This article is used to list anything to be provided by the Government. If there is nothing being provided by the Government, the title is followed by "None" placed on the same line after "SERVICES:". The Contractor generally supplies all equipment, material, services and information except in unusual circumstances. If the Government is providing equipment, or material, or services, or information, then all the Paragraphs, 4.1 through 4.4, must be included even if one or more of them are "None".

For example, if the Government is providing a pump as GFE, list it as "One ABC Co.

Feed Pump, Model 3342". Do not list every piece of material such as valves, piping, gages, etc. If such detail is needed, it should be provided as text within Article 7.0, in a figure or enclosure, or in a referenced drawing. An example follows:

4.0 GOVERNMENT FURNISHED EQUIPMENT/MATERIAL/SERVICES

4.1 Government Furnished Equipment (GFE)

One ABC Co. Feed Pump, Model 1234

4.2 Government Furnished Material (GFM): None

4.3 Government Furnished Services (GFS): None

4.4 Government Furnished Information (GFI): None

If there is more than one item for a sub-heading, use 4.1.1, 4.1.2, etc.

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Be sure to check the availability of Government Furnished Equipment (GFE) and Material (GFM).

Specify Government Furnished Services (GFS) in Paragraph 4.3 when a manufacturer's or authorized technical representative is provided and paid for by the Government as mentioned in Article 7.0. Verify the availability and scheduling of the specified services.

Paint as Government Furnished Material (GFM). When paint is being provided by the Government, the amount provided is enough to complete the specific work item tasking and no more. If the provided paint/paint system requires thinner for spray viscosity control, thinner is also provided. Standardized notes providing guidance on thinner use and the amount of paint and thinner provided have been developed. The tasking for the use of this paint is in Work Item Paragraph 7.8, Painting. The following example provides the format for paint as GFM and the standard notes:

4.0 GOVERNMENT FURNISHED EQUIPMENT/MATERIAL/SERVICES

4.1 Government Furnished Equipment (GFE): None

4.2 Government Furnished Material (GFM)

4.2.1 25 Gallons Amercoat D9FT (Primer)

4.2.2 115 Gallons Amercoat 385 (Midcoat)

4.2.3 25 Gallons Amershield (Topcoat)

4.2.4 Thinner

a. 10 Gallons Amercoat 65

b. 5 Gallons Amercoat 923

Notes: (1) Thinner is for spray viscosity control only, not for equipment clean-up.

(2) Any additional paint or thinner necessary to complete this work item shall be furnished by the contractor.

• 5.0 NOTES

In general, only state here relevant information about the item which does not fit elsewhere in the work item format. Do not task in the notes. Thus, do not use the term "shall". Do not say that the item should be worked in conjunction with specific work items. We do not want to tell the shipyards how to do their job. However, if the tasked work is supported by the work of another work item or if the work item supports work being tasked in anther work item, then a statement that this work item

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supports or is supported by that work item. In this instance use the title of the other work item and not the work item number. For example, “Structural modifications necessary to support HSL Davit Installation are installed in accordance with the HSL Sideport Installation Work Item”.

If there is more than one note, use sub-headings: 5.1, 5.2, etc.

If there are no notes, then the title should be followed by "None".

Required Work Item Notes. Every work item shall include two notes, numbered

5.1 and 5.2, to provide the specific GTR used in the work item tasking and the specific “000” Work Items applicable to the work item. These notes are to assist shops and subcontractors in determining all applicable requirements These required notes with sample GTR and “000” Work Items are as follows.

5.0 NOTES

5.1 The contractor and all subcontractors, regardless of tier must consult the

General Technical Requirements (GTR) to determine applicability to this work item.

In performance of this work item, the contractor and all subcontractors regardless of tier must comply with the requirements of all applicable GTR’s including but not limited to GTR’s 1 through 7, 22, 23, 24, 28, and 29.

5.2 The contractor and all subcontractors, regardle ss of tier are advised to review other work items under this contract, including but not limited to Work items 009, 010, and 015, to determine their effect on the work required under this work item. Many of the definitions relating to performance of this work item are found in Work Item 001.

Note, if there are no GTRs numbered 20 or higher which apply to a work item, Paragraph 5.1 shall read as follows:

5.1 The contractor and all subcontractors regardless of tier shall consult the

General Technical Requirements (GTRs) to determine applicability to this work item.

In performance of this work item, the contractor and all subcontractors regardless of tier must comply with the requirements of all applicable GTRs including but not limited to GTRs 1 through 7.

Standardized Space Numbering Note. When the work is tasked in a specific space (i.e. Crew Living Space, 1-118-1-L) and spaces are being relocated, redesignated, and/or renumbered throughout the ship, the contractor/sub-contractors/shops need to know if the space name and number for the tasked work is an existing or new space name and number. This information is provided in a note using the following standardized wording: “Existing compartment names and numbers are used for the removals work. New compartment names and numbers are used for the modification and installation work.”. This note is to be included in the work item only when required.

• 6.0 QUALITY ASSURANCE REQUIREMENTS

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This article should contain any quality assurance requirements which are beyond the normal requirements of ABS, the GTR, etc. If there are additional QA requirements, Paragraphs 6.1 through 6.3 must all be included. State material certification requirements in Paragraph 6.1. Specify exceptional requirements for personnel qualifications (e.g. welder qualifications) or process certifications beyond those detailed in the GTR in Paragraph 6.2. Paragraph 6.3 is used to specify requirements for conducting/reporting inspections and tests beyond the GTR and regulatory body requirements.

If there are no additional QA requirements, the title should be followed by "None additional" placed on the same line after "REQUIREMENTS:" and the sub-headings eliminated.

• 7.0 STATEMENT OF WORK REQUIRED

General. All biddable work must be tasked in Article 7.0. All ten paragraphs at the two digit level are always included (7.1, 7.2, etc.). These paragraphs are as follows:

• 7.1 Arrangements/Outfitting

• 7.2 Structural

• 7.3 Mechanical/Fluids

• 7.4 Electrical

• 7.5 Electronics

• 7.6 Preparation of Drawings/Documentation

• 7.7 Inspection/Test

• 7.8 Painting

• 7.9 Marking

• 7.10 Manufacturer’s Representative

It is essential that the paragraphs be technically correct and that all work necessary to satisfy the Government be described.

Identify known or suspected long lead time CFE/CFM and advise the MSC

TPOC.

Tasking Statements. Each tasking paragraph should begin with an active verb such as "Install", "Remove", "Relocate", etc. There are very specific definitions for these verbs which are provided in General Requirements Item No. 001. These are included in Appendix A for information. All work item writers must review, understand, and use these definitions.

When using the term "Remove", DO NOT list ancillary removals such as associated foundations and cabling. They are taken care of by the MSC definition of "Remove".

If an item is being removed and a new one of similar form, fit, and function is being installed in its place, use "Replace" rather than "Remove" and "Install". If a new item is “similar” but requires additional piping, wiring, foundations, etc., then "Remove" and "Install" should be used.

When using "Install", DO NOT list the removal or relocation of any interferences.

They are taken care of by the MSC definition of "Install". If there is a reference drawing, use a tasking

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statement of this form: "Install the refrigeration monitoring system using Reference 2.1 as guidance." This is all that needs to be said. If there is also a power hook-up and a reference drawing has been developed, the tasking statement should read: "Install the refrigeration monitoring system using References 2.1 and

2.2 as guidance," where Reference 2.2 is the as-converted electrical one-line diagram. Make sure the required power interface is shown on the one-line. (See Section 4.3 of this Guide, Work Item Article 2.0, References as Interfaces for more information on references in the work item.)

Task the shipyard to do the work on the drawings with simple tasking statements. It is not necessary to tell the shipyard to install each of the components, cabling, support, services, etc.

These elements are all shown on the referenced drawings and/or included in the shipyards requirement to provide a fully functional installation.

Salient Characteristics. When installing an item of CFE/CFM, always tell the shipyard what to install, provide the "Brand Name or Equal" for the preferred equipment, and list the salient characteristics. The make and model number of the preferred equipment must always be followed by the words "or equal". It is essential to state the salient technical characteristics of the equipment, as discussed in Section 3.8 of this Guide. The salient characteristics must either be listed in tabular form on the reference drawing or listed in the work item using bulletized format. The salient characteristics define the performance and other technical features which a proposed alternative equipment item must possess in order to be judged "equal" to the preferred make and model. An example of specifying the installation of a piece of equipment and identifying its salient characteristics in bulletized format follows:

"Install a safe, Mosler Model No. 1234 or equal, in the Master's Stateroom, using Reference 2.1 as guidance, with the following salient characteristics:

• 24" x 24" x 36"

• Right hand door

• UL TL-30 rated

• 1S lock"

Unacceptable Phrasing. All tasking must be bounded so that it is biddable. Do not use opened ended words and phrases such as "as appropriate", "as required", "to suit", or "etc.".

Do not use the phrase "as directed by the MSCREP", it is acceptable to say "The exact location shall be approved by the MSCREP." Always use the term "MSCREP" when referring to the MSC on-site staff.

Other words to be avoided in the work item text include:

• "New" in reference to material or equipment to be installed. The material is already required to be new by the 000 Items.

• "Perform" in reference to accomplishment of a test in Paragraph 7.7 of the work item. Simply list the specific test(s) required.

• "Arrival" in reference to the vessel's availability at the contractor's facility. The correct word is "delivery" as noted in Appendix A.

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• "Specification" in the text of the work item. The work item is itself a part of the specification.

Wording When There Is No Tasking. If there is no tasking within a paragraph, then follow the paragraph title with the words "None additional", such as "7.2 Structural: None additional". The phase “None additional” means that there is no additional tasking of this type besides that required by the specific tasking and the GTR. From the example "7.2 Structural: None additional", none additional means there is no additional structural work other than that which may be required by the GTR to complete the tasking within the work item. The exception is Paragraph 7.10. For Paragraph 7.10, use "None" when there is no tasking such as, "7.10 Manufacturer's Representative: None".

Reports. For work on existing equipment/systems, task the contractor to submit reports on as-found/as-released conditions, measurements, clearances, etc.

Tables and Figures. Where a paragraph would contain repetitive tasking statements, turn them into a table or tables. A prime example is the furnishings for staterooms and offices. Another example is the equipment in shops. Tables may be cited in Article 7.0 of the work item or included in a drawing. If cited in the work item, the table numbers are based on the work item number.

For example, tables contained in Work Item 101 are identified as Table 101-1, Table 101-2, etc.

Depending on the length of the table, tables are placed in the work item immediately following the tasking statement or at the end of the work item. Tables at the end of the work item receive consecutive page numbers as part of the work item.