Annex 1503050 F Grounds Maint & Landscaping v2.3.doc

ANNEX 1503050

GROUNDS, MAINTENANCE AND LANDSCAPING

SECTION F: DELIVERIES OR PERFORMANCE

DELIVERABLES

<<Note to Spec Writer:

DELIVERABLES FORM PREPARATION INSTRUCTION

1.

Prepare a Deliverable Report Preparation Instruction for each deliverable requirement. Specify information that should be included in the report. Instructions should be meaningful, complete, and clear. If another document provides instructions, reference the instruction paragraph and state where/how the Contractor may obtain the referenced document (e.g., Existing permit is on file in the Technical Library.”). If no specific format is required, state that Contractor’s format is acceptable. If specific Government forms are to be used by the Contractor, prepare and insert the blank forms into Section J. Only insert forms that are required for Contractor use. If a Contractor-provided form is acceptable, no Government form is required.

2.

Instruction form preparation (see sample form below):

Government Approval Required:

Check “yes” if you want the Contractor to submit a “draft” document for Government approval, before a “final” document is submitted.

Check “no” if you do not need the Contractor to submit a “draft” document for Government approval before a “final” document is submitted, or if Government approval is not required even for a “draft”.

For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

Media:

Check the type(s) of document you want the Contractor to submit (hard copy, electronic and/or direct input into a system). For check mark use capitalized “X”, bold, italic, and underlined. Delete extraneous underline markings.

For “Electronic” specify in the preparation instructions if you want the report by e-mail, diskette or CD.

Direct system input means inputting the information into an established Government system such as DCPDS or MODERN (for HRO) and SPM. It does not mean inputting into an Access( or Excel( database, etc.

Instructions:

Do not include contract performance requirements here that belongs in the PWS

Include any other special instructions or information the Contractor needs to prepare the deliverable (e.g., data must be input into a specific system).

If report is required electronically, note if the report should be e-mailed or submitted on CD or diskette (3.5 diskette, 100MB or 250MB zip disk). If applicable, specify the required file format (i.e. Excel(, Word(, Access(, etc.).

Include description of approval chain (if required).

An example of unclear instructions: “As determined by the Contractor to include all applicable regulatory information.”

Report Preparation Instruction

Report Title: Maintenance Summary Report

Form Attachment No.: J-1503050-XX

Government Approval Required: __ Yes __ No

Media:

__ Hard Copy __ Electronic __ Direct System Input

Preparation Instructions:

<<Note to Spec Writer: Specify information that should be included in the report. Instructions should be meaningful, complete, and clear. If another document provides instructions, reference the instruction paragraph and state where/how the Contractor may obtain the referenced document (e.g., Existing permit is on file in the Technical Library.”). If no specific format is required, state that Contractor’s format is acceptable.

An example of good instructions:

“The report shall be prepared using Microsoft Office software.

The report shall include each soil batch number and the associated quantity of waste, source of waste, and analytical test results.

Submit an initial, electronic draft copy via email to recipients on the distribution list for Government review and comment.

1. If PWD Environmental accepts this draft version as final, the Government shall notify the Contractor of Government acceptance.

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

PWD Environmental will forward a hard copy version of the final to GEPA.”

An example of unclear instructions:

“As determined by the Contractor to include all applicable regulatory information.”

Do not include contract performance requirements here (that belongs in the PWS!)

Include any other special instructions or information the Contractor needs to prepare the report (e.g., data must be input into a specific system).

If report is required electronically, note if the report should be e-mailed or submitted on CD or DVD.

If applicable, specify the required file format (i.e. Excel(, Word(, Access(, etc.).

Include description of approval chain (if required).>>