0200000 F Management and Administration v2.9.docx

Section F – 0200000 Management and Administration

Section F 0200000 Deliveries or Performance

DELIVERABLES

(APP)

Risks and Compliance Plans

2.14.1

Deliverables Form Preparation Instructions

Deliverable Title: Request to Work Outside Government’s Regular Working Hours

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Permits and Licenses

Form Attachment No.: N/A

Government Approval Required: Yes X No

Media: Hard Copy X Electronic Direct System Input

Instructions:

Copies of permits and licenses may be sent by fax or delivered as hard copies; however, the preferred method is to submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the permits and licenses, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the permits and licenses with review comments, then address the Government’s comments via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverable Title: Certificate of Insurance

Form Attachment No.: N/A

Government Approval Required: _X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

Submit a copy via email, fax, or hard copy to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Work Schedule

Form Attachment No.: N/A

Government Approval Required: X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The schedule shall be prepared using Microsoft Office Word or Excel software.

Submit schedule for approval at least 30 days prior to commencement of services on a semiannual basis. Submit via email to KO/FMFS PAR for Government review and comment.

Deliverable Title: Quality Management Plan

Form Attachment No.: N/A

Government Approval Required: X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions: The report shall be prepared using Microsoft Office Word software and shall be specifically tailored for this contract based on contract requirements.

Submit a copy to the FMFS PAR via email within 15 calendar days after award and within seven calendar days of changes.

1. If the FMFS PAR/KO accepts the Quality Control Plan, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

The QM Plan shall include, at a minimum, the following:

… Policy and objectives of Quality Management System (QMS) … Quality organization

· List of personnel

· Responsibilities & lines of authority

· Training and qualifications … Approach to assuring quality of services provided and conformance with performance Objectives and standards

· Scheduling and performance of inspection and surveillance

· Measurements, data collection and analysis

· Corrective action, preventative action, and continuous improvement

· Oversight of subcontracted work

… Documentation and records management

· Communication with government (customers)

Deliverables Form Preparation Instructions

Deliverable QC Inspection and Surveillance File

Form Attachment No.: N/A

Government Approval Required: X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

To ensure that the work performed conforms to the contract requirements, the Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results and dates and details of corrective and preventative actions. The quality inspection and surveillance file shall be property of the Government and made available during the Government’s regular working hours.

The Quality Inspection and Surveillance file shall be prepared using Microsoft Office Word software.

At the end of each year, the Contractor shall turn over the electronic files to the Government, and they shall become the property of the Government. The file shall be turned over to the KO within five calendar days of completion/termination of the contract.

Deliverables Form Preparation Instructions

Deliverable Title: Contractor Quality Inspection and Surveillance Report

Form Attachment No.: N/A

Government Approval Required: X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The Quality Inspection and Surveillance Report shall be prepared using Microsoft Office Word software.

The Contractor shall develop a report that shall include a summary and results of the quality inspection and surveillance events performed, and assessment-driven corrective actions and process adjustments during the previous month. The report format is subject to review and approval by the Government prior to start of work and shall be subject to modification by direction of the Government.

Submit a copy via email or CD to the FMFS PAR/KO at the beginning of each month for the previous month’s inspection.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: List of Key Personnel and Qualifications

Form Attachment No.: N/A

Government Approval Required: Yes X No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software and shall list key personnel and their qualifications.

Submit a copy via email to the KO for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Key Personal/ Organizational Chart

Form Attachment No.: N/A

Government Approval Required: Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO and COR accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Proof of Legal Residency

Form Attachment No.: N/A

Government Approval Required: Yes X No

Media: Hard Copy X Electronic Direct System Input

Instructions:

Submit a copy of proof via email or hard copies to the KO for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Service Contract Reporting (SCR)

Form Attachment No.: N/A

Government Approval Required: X Yes _ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO and COR accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Employee Listing

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

Submit a copy via email to the KO upon request.

The list shall include the employee’s name, company name, supervisor’s name, social security number, and level of security clearance.

Deliverables Form Preparation Instructions

Deliverable Title: Accident Prevention Plan

Form Attachment No.: N/A

Government Approval Required: X Yes _ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Activity Hazard Analysis

Form Attachment No.: N/A

Government Approval Required: Yes _X_ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Safety and Occupational Health (SOH) Risks and Compliance Plans

Form Attachment No.: N/A

Government Approval Required: X Yes ___ No

Media: ___ Hard Copy X Electronic ___ Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO and COR accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: NAVFAC Contractor Incident Reporting System (CIRS)

Form Attachment No.: J-0200000-05

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit copies of a NAVFA Contractor Incident Report via email and hard copy to the KO/FMFS PAR for Government review and comment.

1. If the KO/FMFS PAR accepts the Contractor Incident Report, the Government shall notify the Contractor of Government acceptance.

2. If the KO/FMFS PAR responds to the CIRS with review comments, then incorporate the Government’s comments and resubmit the request via email to the KO/FMFS PAR. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Accident and Damage Reporting

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Monthly On-Site Labor Report

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be developed and by the Contractor using Microsoft Office Word software.

This report is a compilation of employee hours worked each month for all site workers, both prime and subcontractor.

Submit a copy via email and a hard copy to the KO/FMFS PAR for Government review and comment.

Deliverables Form Preparation Instructions

Deliverable Title: OSHA Citations and Violations Corrective Action Report

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy of each OSHA citation and OSHA report with written OSHA Citations and Violations and Corrective Action Report via email and copy to the KO/FMFS PAR for Government review and comment.

Deliverables Form Preparation Instructions

Deliverable Title: Safety Certifications

Form Attachment No.: N/A

Government Approval Required: ___ Yes X No

Media: X Hard Copy X Electronic ___ Direct System Input

Instructions:

Submit copies via email or hard copies to COR and KO.

Deliverables Form Preparation Instructions

Deliverable Title: Environmental Management and Sustainability

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Solid Waste Management and Recycling Reports

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Summary Solid Waste Management and Recycling Report

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Spill Prevention, Containment, and Clean-up

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Emergency Planning and Community Right-To-Know Act (EPCRA) Report

Form Attachment No.: N/A

Government Approval Required: X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

2. Include the following:

a. EPCRA Plans and Procedures:

1) Hazardous Materials Planned for Use: Include an inventory of hazardous materials planned for use, including estimated quantities, and a copy of the corresponding material safety data sheets (MSDS) for hazardous materials expected to be used for this contract during each calendar year. The inventory shall include all information required to complete the Contractor Hazardous Material Inventory Log shown in the Form Attachment. This report shall be submitted to the KO and Environmental Compliance Office via the KO.

2) Plan for protecting personnel and property during the transport, storage, and use of the materials.

3) Emergency procedures for spill response and disposal, including a site map with approximate quantities on site at any given time. The site map, showing where the hazardous substances are stored, shall be attached to the inventory.

4) Approved labeling system to identify contents of all containers on-site.

b. Hazardous Materials Actually Used: Include an inventory of the actual hazardous materials used, including include quantities, to the KO and Environmental Compliance Office via the KO. The inventory shall include all information required to complete the Contractor Hazardous Material Inventory Log shown in the Form Attachment.

3. Submit additional information to the Government as requested to support EPCRA reporting requirements.

Deliverables Form Preparation Instructions

Deliverable Title: Disaster Preparedness

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Recurring Work Proposals

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Notification to the Government for Work Above the Recurring Work Limitations and Rough Order of Magnitude

Form Attachment No.: N/A

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Invoicing and Receiving Payment

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

The report shall be prepared using Microsoft Office Word software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Deliverables Form Preparation Instructions

Deliverable Title: Non-Recurring Work Proposals

Form Attachment No.:

Government Approval Required: _ X Yes No

Media: Hard Copy X Electronic Direct System Input

Instructions:

1. The report shall be prepared using Microsoft Office software.

Submit a copy via email to recipients on the distribution list for Government review and comment.

1. If the KO accepts the request, the Government shall notify the Contractor of Government acceptance.

2. If the KO responds to the request with review comments, then incorporate the Government’s comments and resubmit the request via email to recipients on the distribution list. Continue this cycle until the Government notifies the Contractor of Government acceptance.

Submit Detailed Work Proposal Submit Non-recurring work proposal to the KO within 2 working days which includes: Complete list of all tasks necessary to perform the required scope of work Number of direct labor hours to perform each task Projected quantity and cost of materials and equipment to perform the scope of work

Detailed Estimate The estimate shall be prepared using Microsoft Office Excelâ software. The estimate shall include:

Separately priced labor for each laborer including management Separately priced material Separately priced equipment Itemized additional other cost for consideration The total cost.

In addition:

Clearly show the deductions for the applicable recurring work limit of liability.

The resultant proposed price shall be for the portion of the work exceeding the recurring work limit of liability