0013_A_PROJECT PLANNING AND PRODUCTION STATUS MONITORING REPORTS REV 1-1May18.docx

USNS ARCTIC

(T-AOE-08)

20 November, 2019

PROJECT PLANNING AND PRODUCTION STATUS MONITORING REPORTS

1. ABSTRACT

1.1 Project planning and management are of utmost importance to accomplish all required work items within the defined Period of Performance (PP). This item describes the requirements for the contractor to establish and utilize a robust project management program and to provide production charts, progress reports, and manning charts to support overhaul management team monitoring of project status on a weekly basis.

2. REFERENCES/ENCLOSURES:

2.1. References: None

2.2. Enclosures:

2.2.1. Milestone chart

3. ITEM LOCATION/DESCRIPTION:

3.1. Quantity/Description: Throughout the period of performance.

4. GOVERNMENT FURNISHED EQUIPMENT/MATERIAL/SERVICES: None.

5. NOTES:

5.1. The contractor and all subcontractors regardless of tier shall 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 GTRs including but not limited to GTRs (1) through (7).

5.2. The contractor and all subcontractors regardless of tier are advised to review other work items under this contract, 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.

6. QUALITY ASSURANCE REQUIREMENTS: None additional.

7. STATEMENT OF WORK REQUIRED:

7.1. The contractor shall utilize professional planner(s) to accomplish production planning, manpower/resource allocation, production tracking, and production schedule updates based upon inputs from the ship superintendent/project manager and actual progress to fulfill the requirements of this work item.

7.1.1. This project planning function should be independent of ship superintendent/project managers, but planner(s) can be supporting multiple projects.

7.1.2. The contractor’s assigned Project Planner shall attend the weekly progress meeting.

7.2. Production chart:

7.2.1. The production chart is the timetable for the use of resources and processes required by the contractor to complete the project. It is the cornerstone of project management to track, assess and adjust resources as necessary to reach the desired end state of the project within the defined period of performance.

7.2.2. Within ten (10) days after award of contract, the contractor shall prepare and submit to the MSCREP an electronic copy in portable document format (PDF), of a Gantt or similar (bar type) production chart clearly indicating planned start date, planned completion date, and planned manning for each item of the specification for contractor and subcontractors. Subcontracted work shall be assigned as discrete activities. Estimated manning shall be assigned to each subcontractor activity.

7.2.3. Each work item shall be subdivided into its major components, i.e., working plans, material delivery, equipment removal, shop repair, reinstallation, testing, regulatory approvals. The Y-axis of the production chart will be divided by each work item title. Critical path work items indicated by asterisk next to the work item or positively identified by other means. Significant milestones shall also be identified on the chart. The X-axis of the production chart shall be subdivided by days.

7.2.4. The production chart shall be amended weekly, until the completion of the performance period, to incorporate all added and deleted work under CCOs and each bar shall be legibly marked to indicate current status of the work item. Production chart revisions are an integral part of project management to reflect project elements that were simpler or more complex than originally planned. Revised dates for sequence start, stop, milestone date completion along with revised manning and work-shift projections shall be highlighted on the updated production charts. An electronic copy in portable document format (PDF), of the amended production chart shall be submitted to the MSCREP twenty-four (24) hours prior to the start of each of the weekly progress meetings.

7.2.5. The production chart shall have an appropriate title block indicating job identification number, vessel name, chart date, amendment letter and approval authority.

7.2.6. All production charts shall clearly indicate both original and new work items that are critical to the completion of the total work package with an asterisk.

7.2.7. The contractor’s production chart is the tool that both the Government and the contractor will use to measure, track and adjust performance in order to maintain contract end dates. It is incumbent on the contractor to constantly monitor and adjust the production schedule, particularly for events that are taking longer to progress than anticipated. In the event that contractor’s performance does not substantially support its planned work effort and changes have not been reflected on the production chart, the contractor shall be required to respond to requests issued by the MSCREP via production schedule delinquent progress notification (PSDPN) form. Each PSDPN issued against work performance on specific work items requires the contractor to submit his recovery plan in writing within 48 hours of receiving the notification. This recovery plan shall include the reason for progress delay and corrective action to be implemented to assure timely contract completion. PSDPNs may be issued whenever work item physical progress and/or milestones lag at least 3 days behind projected progress per the production schedule.

7.2.8. Milestones: The contractor shall incorporate the following milestones, at a minimum, into the production planning schedules and reports. Milestones are also depicted in enclosure 2.2.1 for guidance.

7.2.8.1. Habitability and galley and mess turn-over (for work packages where shipboard work requirements necessitated crew living off-ship): Shall be scheduled to occur four (4) days prior to crew move aboard milestone. This milestone signifies that all contractor related work in spaces and on ship systems affecting berthing, lavatories, common spaces, galley and mess areas, hotel services and any other system required to support crew living onboard, shall be completed. All fire detection systems and all fire extinguishing features must be fully active and operable in the habitability, galley and mess areas for this milestone.

7.2.8.2. Crew move onboard (for work packages where shipboard work requirements necessitated crew living off-ship): Shall be scheduled to occur two (2) days prior to dock trial milestone. This milestone signifies the day that crew members will move back onboard the vessel. All fire detection systems and all fire extinguishing features must be fully active and operable in the habitability areas for this milestone.

7.2.8.3. Machinery space turn-over: Shall be scheduled to occur at least five (5) days prior to the dock trial milestone. This milestone signifies that all contractor related work on ship systems and equipment within all machinery spaces is complete and equipment is ready for start-up. All tag-outs shall be cleared by shipyard personnel in concert with ship’s force for equipment worked on during the availability. Ship’s crew shall utilize the time between machinery space turn-over and dock trials to complete MSC mandated ship start-up and readiness assessment checklists. The contractor shall assist the MSCREP and Chief Engineer to assemble information and reports necessary to complete ship start-up readiness assessments for machinery and equipment worked on by the SY or their subcontractors during the repair availability.

7.2.8.3.1. Machinery spaces are considered to be any spaces onboard the ship containing machinery and equipment including but not limited to main and auxiliary engines, generators, switchboards and load centers, pumps and motors, air compressors, water-makers, hydraulic power units, thrusters, water-jet machinery, steering gear, windlass machinery, propulsion chain gears and bearings. Only those spaces where machinery , equipment and systems were the subject of work package maintenance and repair requirements are covered under this milestone.

7.2.8.3.2. Pre start-up meeting: Shall be scheduled to occur at least 3 days prior to the dock trial. This milestone marks the requirement for the contractor, all subcontractors and technical representatives involved in the installation, maintenance and repair of shipboard equipment and systems to meet with the MSCREP, Chief Engineer and Master to review written reports from the contractor, subcontractors and technical representatives asserting the readiness of subject equipment for start-up, commissioning and operational testing. Subject reports shall also include recommended start-up, commissioning, and testing procedures to prove proper operating conditions of subject equipment.

7.2.8.3.3. Subcontractors and technical representatives may participate in the pre start-up meeting by teleconference providing the following has been satisfied:

7.2.8.3.3.1. Subcontractor and/or technical representative written completion reports were provided to the MSCREP and ship’s Chief Engineer prior to their departure from the local area and conducted an out brief with the ship superintendent, MSCREP and Chief Engineer.

7.2.8.3.3.2. Subcontractor and/or technical representative report includes a statement that the equipment is ready for start-up and contains a comprehensive start-up, commissioning and operational testing procedure.

7.2.8.4. Bridge turn-over: Shall be scheduled to occur at least three (3) days prior to the dock trial milestone. This milestone signifies that all contractor related work on ship systems and equipment within the bridge space such as but not limited to navigation, ship propulsion control, alarms and indicators, communications equipment, and associated topsides antennas and rotating equipment is complete. Ship’s crew will utilize this time to complete MSC mandated Bridge Resource Management training.

7.2.8.5. ABS Annuals: Shall be scheduled to occur at least four (4) days prior to the sea trial milestone. Dock trials may occur during the period of set aside for ABS Annuals. This milestone signifies that all contractor related work in ship engineering spaces are complete. Ship’s crew will utilize this time to perform all ABS demonstrations with no outside distractions that arise from contractor work.

7.2.8.6. Dock trial: Shall be scheduled to occur at least two (2) days prior to the sea trial milestone. This milestone marks the requirement to conduct static, pier-side testing of all equipment and systems worked on during the availability. Any discrepancies found during dock trials must be corrected by the contractor and verified by the MSCREP prior to accomplishment of vessel sea trials. Any shipboard systems and equipment to which maintenance, repair or upgrade was accomplished per the work package and per additional contract modifications, for which manufacturer’s or qualified technical representatives were used to complete that work, shall have those technical representatives present during equipment start-up and dock trial testing. Manufacturer’s and authorized technical representatives must provide written reports asserting the readiness of the equipment for start-up and testing, as well as assessments of the testing and equipment performance in comparison to acceptance criteria in accordance with paragraph 7.2.8.4..

7.2.8.7. Sea trial: Shall be scheduled to occur one (1) day prior to the contract performance period end date. This milestone marks the requirement to conduct open-water underway operational testing of equipment and systems worked on during the availability. Any shipboard systems and equipment to which maintenance, repair or upgrade was accomplished per the work package and per additional contract modifications, for which manufacturer’s or qualified technical representatives were used to complete that work, shall have those technical representatives present during equipment start-up and sea trial testing. Manufacturer’s and authorized technical representatives must provide written reports asserting the readiness of the equipment for start-up and testing, as well as assessments of the testing and equipment performance in comparison to acceptance criteria.

7.3. Daily production meetings and plan of the day (POD):

7.3.1. The contractor shall conduct daily production meetings with the MSCREP (and others as needed) for the purpose of discussing the shipyard’s plan of the day (POD). The daily production meeting shall be held each morning at a mutually agreed time and location.

7.3.2. The contractor shall provide hardcopies of POD each morning to the MSCREP detailing the work planned for the shipyard and their subcontractors for that day. At a minimum the POD shall include safety concerns (immediate or predictable), specific work items being worked on, areas of concern such as cleanliness of vessel, areas of hot-work, check points, call-outs, major crane lifts, ABS/USCG inspections and any other items that may require situational awareness and/or assistance from the overhaul management team (OMT) or ship’s force.

7.4. Progress report:

7.4.1. Within five (5) days after start of the contract the contractor shall prepare and submit a progress report, listing specification item titles and numbers with appropriate blocks to record weekly percentages completion for each item over the period of the contract.

7.4.1.1. This report shall include contractor’s estimate of percentage completion of each work item.

7.4.1.2. Authorized change order modifications shall also be included with completion estimates. Final weekly completion estimates shall be negotiated during the weekly progress meeting.

7.4.2. The progress report shall be subdivided by original items and added items and amended weekly until the completion of the contract. Added changes shall be listed under the parent work that they pertain to when applicable. An electronic copy in portable document format (PDF), of the progress report shall be submitted weekly to the MSCREP twenty-four (24) hours prior to the start of the weekly progress meetings. The weekly progress meeting shall be held on Wednesdays at 1300 hours for the duration of the contract period.

7.5. Manning chart:

7.5.1. One (1) week before the start of the contract, the contractor shall prepare and submit to the MSCREP a manning chart, clearly indicating the planned contractor and subcontractor manning used on a daily basis, including weekends, throughout the contract performance period. The manning chart shall be updated weekly, until the completion of the contract period to reflect increased or decreased planned manning as a result of production status and CCOs issued by the government, cancellation/increase and/or contractor initiated manning changes. Note that the production chart required under 7.2 requires manning by work item to be indicated on that chart. There should be a direct correlation between the manning numbers represented on these two charts.

7.5.1.1. The contractor shall provide to the MSCREP at each daily meeting a list of major trades or work centers indicating the manpower associated with the respective major trade or work center for that day. This shall include all prime and subcontractor manpower. This shall be provided on the POD required per 7.3.

7.5.2. An electronic copy in portable document format (PDF), of the updated planned manning chart shall be submitted to the MSCREP, twenty-four (24) hours prior to the start of the weekly progress meetings.

7.6. Condition found reports (CFRs):

7.6.1. Shipyard shall provide an electronic copy in portable document format (PDF), of all CFRs to the MSCREP.

7.6.2. CFRs shall be submitted with a sequential numbering convention for MSC serialization purposes starting with 001. That is to say, the first CFR shall be serialized 001 and following shall be sequential (002, 003, 004...). All CFRs shall be submitted through the shipyard project manager for all trades. CFRs will not be accepted from individual trade supervisors.

7.6.3. The MSCREP will provide a written response to each CFR indicating the decision regarding the CFR. The response may indicate a CCO will be issued if additional work or a credit is required, or it may simply acknowledge receipt of the CFR with no further action required or authorized. The response to the CFR does not constitute authorization to proceed with any additional work or a change order.

7.7. Contract change order (CCO):

7.7.1. The MSCREP via the ACO will provide electronic copies (PDF) of each CCO to the shipyard /contract manager in response to a CFR if additional work is required or desired to correct the condition described by a given CFR. Not every CCO will have a related CFR as some represent new work requirements. The shipyard shall respond to the CCOs with a quotation for the additional work requested within 3 days of receipt of the CCO. Once the costs and PoP have been negotiated and agreed by both the shipyard contract manager and the ACO and officially signed, the CCO will be considered an effective change order to the contract.

7.7.2. Contractor response to CCOs shall include an analysis of the requirements against the production chart and shall include the following additional information:

7.7.2.1. A firm statement concerning impacts to the production chart: This statement will either confirm that the additional work can be accomplished within the current PoP, or it will state that the additional work will affect the PoP completion date. In this case, the response shall note the primary and any secondary work items that would be affected, including an excerpt of the contractor’s planning production chart showing the affects to the project.

7.7.2.2. The contractor shall also provide an analysis and alternative proposal to maintain existing PoP, including such things as alternative procedures, accelerated and/or premium labor efforts, or any other ideas contractor may present to avoid contract PoP extensions.

8.0 GENERAL REQUIREMENTS: None additional.

Enclosure 2.2.1: Milestone chart

PRODUCTION CHART MILESTONE TEMPLATE

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