PWS - FY25 B1 Ft Cavazos Doors MS Appendix E RMS 20250523.pdf

DRAFT

PWS Appendix E FY23 B1 <PROJECT> Resident Management System

E. Resident Management System (RMS)

E.1. General The Government will use the Resident Management System (RMS) to assist in its monitoring and administration of this contract. The Government accesses the system using the Government Mode of RMS (RMS GM) and the Contractor accesses the system using the Contractor Mode (RMS CM). The term RMS will be used in the remainder of this section for both RMS GM and RMS CM. The joint Government-Contractor use of RMS facilitates electronic exchange of information and overall management of the contract. The Contractor shall utilize RMS CM through ought the life of this contract. for all administration, payments, submittals, correspondence, RFIs, QC, and reports. The Contractor may be required to use other RMS modules as directed by the Government. The work of this section is not measured for payment. The Contractor is responsible for the work of this section, without any direct compensation other than the payment received for contract items.

E.1.1. RMS Software RMS is a web-based application. Download, install, and be able to utilize the latest version of RMS within 7 calendar days of receipt of the Notice to Proceed. RMS software, user manuals, access and installation instructions, program updates and training information are available from the RMS website (https://rms.usace.army.mil). The Government and the Contractor will have different access authorities to the same contract database through RMS. The common database is updated automatically each time a user finalizes an entry or change.

E.1.2. Contract Database – Government The Government will enter the basic contract award data in RMS prior to granting the Contractor access. The Government entries into RMS will generally be related to submittal reviews, correspondence status, and Quality Assurance (QA) comments, as well as other miscellaneous administrative information.

E.1.3. Contract Database – Contractor Contractor entries into RMS establish, maintain, and update data throughout the duration of the contract. Contractor entries generally include prime and subcontractor information, reports, submittals, RFI's, schedule updates and payment requests. RMS includes the ability to import attachments and export reports in many of the modules, including submittals. The Contractor responsibilities for entries in RMS typically include the following items:

a) Administration

a. Contractor Information. Enter all current Contractor administrative data and information into RMS within 7 calendar days of receiving access to the contract in RMS. This includes, but is not limited to, Contractor's name, address, telephone numbers, management staff, and other required items.

b. Subcontractor Information. Enter all missing subcontractor administrative data and information into RMS CM within 7 calendar days of receiving access to the contract in RMS or within 7 calendar days of the signing of the subcontractor agreement for agreements signed at a later date. This includes name, trade, address, phone numbers, and other required information for all subcontractors. A subcontractor is listed separately for each trade to be performed.

c. Correspondence. Identify all Contractor correspondence to the Government with a serial number. Prefix correspondence initiated by the Contractor’s site office with “S”. Prefix letters initiated by the Contractor’s home (main) office with “H”. Letters are numbered starting from 0001 (e.g., H-0001 or S-0001). The Government’s letters to the Contractor will be prefixed with “C” or “RFP”.

d. Equipment. Enter and maintain a current list of equipment planned for use or being used on the jobsite if applicable, including the most recent and planned equipment inspection dates.

e. Reports. Track the status of the project utilizing the reports available in RMS. The value of these reports is reflective of the quality of the data input. These reports include the Progress Payment Request worksheet, QC comments, Submittal Register Status, and QC worksheets.

f. Request for Information (RFI). Create and track requests for information (RFI) in the RMS Administration Module for Government review and response.

b) Finances

a. Pay Activity Data. Develop and enter a list of pay activities in conjunction with the project schedule. The sum of pay activities equals the total contract amount, including modifications. Each pay activity must be assigned to a Contract Line Item Number (CLIN). The sum of the activities assigned to a CLIN equals the amount of each CLIN.

b. Payment Requests. Prepare all progress payment requests using RMS. Update the work completed under the contract at least monthly, measured as percent or as specific quantities. After the update, generate a payment request and prompt payment certification using RMS. Submit the digitally signed by the Contractor and QAE prompt payment certification and payment request, as well as all the supporting data for the invoice in RMS.

c) Quality Control (QC). Enter and track implementation of the QC System, QC testing, and warranties in RMS. Prepare daily and weekly reports, identify and track deficiencies, document progress of work, and support other Contractor QC requirements in RMS.

Maintain all data daily. Ensure that RMS reflects all quality control methods, tests, and actions contained within the Contractor Quality Control (CQC) Plan and Government review comments of same within 7 calendar days of Government acceptance of the CQC Plan.

a. Quality Control Reports. The Contractor shall perform QC Inspections daily, if work occurs, and prepare a Daily QC Report to consolidate into a Weekly QC Report. The Contractor shall upload a Weekly QC Report into RMS IAW Appendix D. Daily reports are considered supplemental information. The Contractor's Weekly QC Report in RMS is the official report. The Contractor can use other supplemental formats to record QC data; information from any supplemental format is to be consolidated and entered into the RMS Weekly QC Report. Any supplemental information may be entered into RMS as an attachment to the report.

Weekly QC Reports must be finalized and signed in RMS within 24 hours after the date covered by the report. Provide the Government a printed signed copy of the Weekly QC Report, unless waived by the Contracting Officer.

b. Deficiency Tracking. Use the QC Daily Report Module to enter and track deficiencies. Deficiencies identified and entered into RMS by the Contractor, or the Government will be sequentially numbered with a QC or QA prefix for tracking purposes. Enter each deficiency into RMS the same day that the deficiency is identified. Monitor, track, and resolve all QC and QA entered deficiencies. A deficiency is not considered to be corrected until the Government indicates concurrence in RMS.

c. Quality Control Meetings. Maintain scheduled and actual dates and times of QC meetings in RMS. Worksheets for the QC meetings are generated within.

d. Labor and Equipment Hours. Enter labor and equipment exposure hours daily.

Roll up the labor and equipment exposure data into a monthly exposure report and submit as required in PWS 5.6.1.

e. Accident/Safety Reporting. Both the Contractor and the Government enter safety related comments in RMS as a deficiency. The Contractor must monitor, track, and show resolution for safety issues in the QC Daily Report area of RMS.

In addition, follow all reporting requirements for accidents and incidents as required in EM 385-1-1 and as required by any other applicable Federal, State or local agencies.

f. Definable Features of Work. Enter each feature of work, as defined in the approved CQC Plan, into the RMS QC Module. A feature of work may be associated with a single or multiple pay activities; however, a pay activity is only to be linked to a single feature of work.

d) Submittal Management. Enter all current submittal/deliverable register data and information into RMS within 7 calendar days of receiving access to the contract in RMS.

Group electronic submittal documents into transmittal packages to send to the Government, except very large electronic files, samples, spare parts, mockups, color boards, or where hard copies are specifically required. Track transmittals and update the submittal register in RMS on a daily basis throughout the duration of the contract. Submit hard copies of all submittals unless waived by the Contracting Officer.

e) Schedule. Enter and update the contract project schedule in RMS by either manually entering all schedule data or by importing the Standard Data Exchange Format (SDEF) file.

f) Closeout. Closeout documents, processes, and forms are managed and tracked in RMS by both the Contractor and the Government. Ensure that all closeout documents are entered, completed, and documented within RMS.

E.2. Implementation Use of RMS as prescribed in the preceding paragraphs is mandatory. Ensure that sufficient resources are available to maintain contract data within the RMS system. RMS is an integral part of the Contractor’s required management of quality control.

E.3. Notification of Noncompliance Take corrective action within 7 calendar days after receipt of notice of RMS non-compliance by the Contracting Officer.