Section 01 31 23.13.pdf

SECTION 01 31 23.13 20

ELECTRONIC CONSTRUCTION AND FACILITY SUPPORT CONTRACT MANAGEMENT SYSTEM

05/17, CHG 7: 11/21

PART 1 GENERAL

1.1 CONTRACT ADMINISTRATION

Utilize the Naval Facilities Engineering Command's (NAVFAC's) Electronic Construction and Facility Support Contract Management System (eCMS) for the transfer, sharing, and management of electronic technical submittals and documents. The web-based eCMS is the designated means of transferring technical documents between the Contractor and the Government. Paper media or e-mail submission, including originals or copies, of the documents identified in Table 1 are not permitted, except where eCMS is unavailable, non-functional, or specifically requested in addition to electronic submission.

1.1.1 Format Naming Convention for Files Uploaded Into eCMS

Include the identification number of the document, the type of document, the name/subject or title, and for daily reports, the date (day of work) with format YYYY/MM/DD in the filename. For example, for RFI's, 00ll_RFI_Roof_Leaking.doc; for submittals, 0032a_Submittals_Light_Fixture.pdf; for Daily Reports, 0132_Daily_Report_20190504.xls. Contact the Contracting Officer's Representative (COR) regarding availability of eCMS training and reference materials.

1.1.2 Uploading Documents Processed Outside of eCMS

When specifically requested to provide documents outside of eCMS, upload all final project documentation (e.g., documents that are signed and/or adjudicated by the Government) mentioned in Table 1 into eCMS by creating a record in the module associated with that document type and uploading the document(s). Subject/title of the record should include the type of record i.e., RFI/Submittal/Other, the identification number(s), and the statement "Processed Outside of eCMS". For example, "RFI 001-012 Processed Outside of eCMS".

1.2 USER PRIVILEGES

The Contractor will be provided access to eCMS. All technical submittals and documents must be transmitted to the Government via the COR. Project roles and system roles will be established to control each user's menu, application, and software privileges, including the ability to create, edit, or delete objects.

1.3 SUBMITTALS

Government approval is required for submittals with a "G" or "S" classification. Submittals not having a "G" or "S" classification are for Contractor Quality Control approval. Submit the following in accordance with Section 01 33 00 SUBMITTAL PROCEDURES:

SD-01 Preconstruction Submittals

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List of Contractor's Personnel; G

1.4 SYSTEM REQUIREMENTS AND CONNECTIVITY

1.4.1 General

The eCMS requires a web-browser (platform-neutral) and Internet connection. Obtain from an approved vendor an External Certification

Authority (ECA), Primary Key Infrastructure (PKI) certificate, or other similar digital identification to support two-factor authentication and access to eCMS. Provide and maintain computer hardware and software for the eCMS access throughout the duration of the contract for all

Contractor-designated users. Provide connectivity, speed, bandwidth, and access to the Internet to ensure adequate functionality. 70 mbps download speed recommended, 40 mbps minimum for loading large files. Neither upgrading of the Contractor's computer system nor delays associated from the usage of the eCMS will be justification or grounds for a time extension or cost adjustment to the Contract.

1.4 .2 Contractor Personnel List

Within 20 calendar days of contract award, provide to the Contracting

Officer a list of Contractor's personnel who will have the responsibility for the transfer, sharing and management of electronic technical submittals and documents and will require access to the eCMS. Project personnel roles to be filled in the eCMS include the Contractor's Project Manager, Superintendent, Quality Control {QC) Manager, and Site Safety and

Health Officer (SSHO). Personnel must be capable of electronic document management. Notify the COR immediately of any personnel changes to the project. The Contracting Officer reserves the right to perform a security check on all potential users. Provide the following information:

First Name

Last Name

E-mail Address

Office Address

Project Role (e.g. Project Manager, QC Manager, Superintendent)

1.5 SECURITY CLASSIFICATION

In accordance with Department of Navy guidance, all military construction contract data are unclassified, unless specified otherwise by a properly designated Original Classification Authority (OCA) and in accordance with an established Security Classification Guide (SCG). Refer to the project's OCA when questions arise about the proper classification of information.

The eCMS and tablet computer must only be used for the transaction of unclassified information associated with construction projects. In conformance with the Freedom of Information Act (FOIA), DoD INSTRUCTION

5200.48 CONTROLLED UNCLASSIFIED INFORMATION (CUI), and DoD requirements, any unclassified project documentation uploaded into the eCMS must be designated either "U - UNCLASSIFIED" (U) or "CUI - CONTROLLED UNCLASSIFIED

INFORMATION"

(CUI) .

1.6 ECMS UTILIZATION

Establish, maintain, and update data and documentation in the eCMS

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Personally Identifiable Information (PII) transmittal is not permitted in the eCMS.

1. 6 .1 Information Security Classification/Identification

The eCMS must be used for the transmittal of the following documents.

This requirement supersedes conflicting requirements in other sections, however, submittal review times in Section 01 33 00 SUBMITTAL PROCEDURES remain applicable. Table 1 - Project Documentation Types provides the appropriate U and CUI designations for various types of project documents. Construction documents requiring CUI status must be marked accordingly. Apply the appropriate markings before any document is uploaded into eCMS. Markings are not required on U documents.

Table 1 also identifies which eCMS application is to be used in the transmittal of data (these are subject to change based on the latest software configuration). If a designated application is not functional within 4 hours of initial attempt, defer to the Submittal application and submit the required data as an uploaded portable document (e.g. PDF), word processor, spreadsheet, drawing, or other appropriate format. Hard copy or e-mail submission of these items is acceptable only if eCMS is documented to be not available or not functional or specifically requested in addition to electronic submission. After uploading documents to the Submittal application, transmit the submittals and attachments to the COR via the Transmittal application. For Submittals, select the following:

Preparation by = Contractor personnel assigned to prepare the submittal Approval by = Contracting Officer Representative (COR) Returned by = Design Lead/Manager Forwarded to = Contractor project manager

Table 1 - Project Documentation Types

SUBJECT/NAME DESIG REMARKS ECMS APPLICATION

As-Built Drawings u Locations of sensitive areas must be Submittals and labeled as either "Controlled Area" Transmittals or "Restricted Area" and may be shown on unclassified documents with the approval from Site Security Manager

Building Information u 1. Locations of sensitive areas must Submittals and

Modeling (BIM) be labeled as either "Controlled Transmittals Area" or "Restricted Area" and may be shown on unclassified documents with the approval from Site Security Manager

2. Design reviews will be performed in existing "Dr Checks"

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SUBJECT/NAME DESIG REMARKS BCMS APPLICATION

Construction Permits u Refer to rules of the issuing Submittals and activity, state or jurisdiction Transmittals

Construction u After the schedule submittal is Submittals, Schedules approved by the COR, import the Transmittals and (Activities and schedule file into the scheduling Scheduling App

Milestones) application, and select "Approve" to establish a new schedule baseline

Construction CUI After the schedule submittal is Submittals, Schedules approved by the COR, import the Transmittals and (Cost-Loaded) schedule file into the scheduling Scheduling App application, and select "Approve" to establish a new schedule baseline

Construction u Import the schedule file into the Scheduling App Schedules (3-Week scheduling application, and select Lookahead) "Approve" to establish a new schedule baseline

DD 1354 Transfer of u Submittals and Real Property Transmittals

Daily Production CUI Provide weather conditions, crew Daily Report Reports size, man-hours, equipment, and materials information

Daily Quality CUI Provide QC Phase, Definable Features Daily Report Control (QC) Reports of Work

Identify visitors

Designs and u 1. Locations of sensitive areas must Submittals and Specifications be labeled as either "Controlled Transmittals

Area" or "Restricted Area" and may be shown on unclassified documents with the approval from Site Security Manager

2. Design reviews will be performed in existing "Dr Checks"

Environmental Notice u Refer to rules of the issuing Submittals and of Violation (NOV), activity, state or jurisdiction Transmittals Corrective Action Plan

Environmental CUI Submittals and Protection Plan (EPP) Transmittals

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Invoice (Supporting CUI Applies to supporting documentation Submittals and Documentation) only. Invoices are submitted in Transmittals

Wide-Area Workflow (WAWF)

Jobsite u Submittals and Documentation, Transmittals Bulletin Board, Labor Laws, SDS

Meeting Minutes CUI Meeting Minutes

Modification CUI Provide final modification documents Document Documents for the project. Upload into Management

"Modifications - RFPs

Operations & u 1. Locations of sensitive areas must Submittals and Maintenance Support be labeled as either "Controlled Transmittals Information Area" or "Restricted Area" and may be (OMSI/eOMSI), shown on unclassified documents with

Facility Data the approval from Site Security Worksheet Manager

2. Design reviews will be performed in existing "Dr Checks"

Photographs u Subject to base/installation Submittals and restrictions Transmittals

QCM Initial Phase CUI Checklists (Site Checklists Management)

QCM Preparatory CUI Checklists (Site Phase Checklists Management)

Quality Control Plans CUI Submittals and Transmittals

QC Certifications u Submittals and Transmittals

QC Punch List u Punch Lists (Testing Logs)

Red-Zone Checklist u Checklists (Site Management)

Rework Items List CUI Punch Lists (Testing Logs)

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Request for CUI RFis Information (RFI) Post-Award

Safety Plan CUI Daily Report

Safety - Activity CUI Daily Report Hazard Analyses (AHA)

Safety - Mishap CUI Daily Report Reports

SCIF/SAPF CUI Note: Some Construction Security Submittals and Accreditation plans may be classified as Secret. Transmittals Support Documents Classified information must not be uploaded into eCMS. Refer to the Site Security Manager, as applicable.

Shop Drawings u Locations of sensitive areas must be Submittals and labeled as either "Controlled Area" Transmittals or "Restricted Area" and may be shown on unclassified documents with the approval from Site Security Manager

Storm Water u Refer to rules of the issuing Submittals and Pollution Prevention activity, state or jurisdiction Transmittals (Notice of Intent -

Notice of Termination)

Submittals and u Submittals and Submittal Log Transmittals

Testing Plans, Logs, CUI Submittals and and Reports Transmittals

Training/Reference u Submittals and Materials Transmittals

Training Records CUI Submittals and (Personnel) Transmittals

Utility CUI Submittals and Outage/Tie-In Transmittals Request/Approval

Warranties/BOD Letter CUI Submittals and Transmittals

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SUBJECT/NAME DESIG REMARKS

Quality Assurance CUI Reports

Non-Compliance CUI

Notices

Other Government- CUI prepared documents

BCMS APPLICATION

Checklists (Government initiated)

Non-Compliance

Notices (Government initiated)

GOV ONLY

All Other Documents CUI Refer to FOIA guidelines and contact As applicable the FOIA official to determine whether exemptions exist

1. 6. 2 Markings on CUI documents

a. Only CUI documents being electronically uploaded into the eCMS (.docx, .xlsx, .ppt and others as appropriate), and associated paper documents described in the paragraph CONTRACT ADMINISTRATION require CUI markings as indicated in the subparagraphs below.

b. CUI documents that are originally created within the eCMS application using the web-based forms (RFis, Daily Reports, and others as appropriate) will be automatically watermarked by the eCMS software, and these do not require additional markings.

c. CUI documents must be marked "CONTROLLED UNCLASSIFIED INFORMATION" at the bottom of the outside of the front cover (if there is one), the title page, the first page, and the outside of the back cover (if there is one).

d. CUI documents must be marked on the internal pages of the document as

"CONTROLLED UNCLASSIFIED INFORMATION" at top and bottom.

e. Where Installations require digital photographs to be designated CUI, place the markings on the face of the photograph.

f. For visual documentation, other than photographs and audio documentation, mark with either visual or audio statements as appropriate at both the beginning and end of the file.

1.7 QUALITY ASSURANCE

Requested Government response dates on Transmittals and Submittals must be in accordance with the terms and conditions of the Contract. Requesting response dates earlier than the required review and response time, without concurrence by the Government COR, may be cause for rejection.

Incomplete submittals will be rejected without further review and must be resubmitted. Required Government response dates for resubmittals must reflect the date of resubmittal, not the original submittal date.

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PART 2 PRODUCTS

Not Used.

PART 3 EXECUTION

Not Used.

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