Attachment_4_Reporting_Requirements.rtf

Operation of the Clean Air Status and Trends Network (CASTNET)

SOL-DC-15-00079

Attachment 4

ATTACHMENT 4

REPORTING REQUIREMENTS

REPORTING REQUIREMENTS

Contract Reporting Requirements

The reports listed in the table below shall be prepared by the contractor and distributed to the designated recipient(s) in accordance with each specified requirement. Each report shall cite the contract number, identify the U.S. Environmental Protection Agency as the sponsoring agency, and identify the name of the contractor preparing the report. Unless otherwise noted, all reports are to be submitted electronically in a searchable PDF format. A detailed description of each required report follows the table.

The contractor shall deliver required reports to the identified recipients in accordance with the following schedule:

Name of Report Due Date Recipient(s) Monthly Technical Progress Reports Within 15 business days after the end of each billing cycle

CO, COR, ACOR

Monthly Financial Reports Within 15 business days after the end of each billing cycle

CO, COR, ACOR

Monthly Program-Specific and Site- Specific Cost Accounting Reports Within 15 business days after the end of each billing cycle

CO, COR, ACOR

Monthly invoice database Within 30 business days after the end of each billing period

COR, ACOR

Quality Assurance Project Plans and Contract Level Quality Management Plan As directed by the COR or TOCOR (Technical Direction)

CO, COR, ACOR, TOCOR, QAM

Quality Assurance Quarterly Report Within 120 days after each calendar quarter

CO, COR, ACOR,

Quarterly Data Summary Within 120 days after each calendar quarter

CO, COR, ACOR

Other Reports (See Section E below.)

As directed by the COR or TOCOR (Technical Direction)

CO, COR, ACOR, TOCOR

CO = Contracting Officer COR = Contract-Level Contracting Officer’s Representative ACOR = Alternate Contract-Level Contracting Officer’s Representative TOCOR = Task Order Contracting Officer’s Representative QAM = Quality Assurance Manager

Required Reports

Monthly Technical Progress Reports

The contractor shall submit Monthly Technical Progress Reports to the COR and the CO within 15 business days after the end of each billing cycle. The Monthly Technical Progress Reports shall include all the information required by EPAAR 1552.211-72 Monthly Progress Report (Tailored) contained in this contract.

The contractor shall deliver to the EPA a monthly progress report summarizing the network operation and maintenance activity for the prior month. At a minimum, the monthly progress report shall describe: any significant events or changes to the network that would affect interpretations of results; site activity; quality assurance procedures; data management; monthly billing (in excel format); and any issues or limitations in using the data.

The contractor shall deliver to the EPA an annual report summarizing the network for the prior calendar year. At a minimum, the annual report shall describe: the status of the network; any significant events or changes to the network that would affect interpretations of results; results and significant findings of the network; the quality of data produced by the program; any issues or limitations in using the data. A draft of the annual progress report is due electronically on October 1st of the following year. The contractor shall deliver a final report 30 days after final comments are received from EPA. A final dataset, including any model runs and annual summary data shall be delivered to EPA electronically with the draft report.

Monthly Financial Progress Reports

The contractor shall submit Monthly Financial Progress Reports to the COR and the CO within 15 business days after the end of each billing cycle. The Monthly Financial Progress Reports shall include the all information required by EPAAR 1552.211-72 Monthly progress report (tailored) included in this contract.

Monthly Program-Specific and Site-Specific Cost Accounting Reports

The contractor shall submit both the program-specific and site-specific cost accounting reports to the Contracting Officer’s Representative within 15 business days after the end of each billing cycle.

The contractor shall be responsible for maintaining records and reporting all contract costs incurred by EPA program. Program specific accounting shall be broken down by number of active TOs, current and cumulative labor hours, current and cumulative labor costs, current and cumulative materials costs, and current and cumulative total costs.

Monthly Invoice Database

The contractor shall submit all contract costs incurred by EPA during the billing cycle in an electronic format agreed upon by the contractor at the COR. The accounting shall be broken down by labor hours, materials, equipment, travel, individual land leases.

Quality Assurance Project Plans

As specified in FAR 52.246-11 (Feb 1999), Higher-Level Contract Requirement (Government Specification), the contractor shall prepare QA Project Plans (QAPPs) based on Regional requirements. Copies of contractor QAPP shall be submitted to the Contracting Officer’s Representative and the EPA Regional QA Manager for review and written approval in accordance with contract and TO requirements by October 1st each contract period. The contractor’s QAPP shall describe specific procedures and responsibilities needed to accomplish the QA specifications in the task order level SOW.

As necessary, QAPPs shall be updated by the contractor to reflect changes in procedures. Such changes shall be subject to Contracting Officer’s Representative approval.

Quarterly QA Report The contractor shall deliver a quarterly QA report electronically within 120 days after each calendar quarter. The 4th Quarter report shall be a summary of the previous calendar year. The quarterly reports will describe and summarize any systematic data quality issues and remedial actions taken during the quarter. The QA report shall summarize the current status of the network in respect to the CASTNET quality control indictors. Ozone quality assurance data shall be reported using the criteria in 40 CFR.

Quarterly Data Summary A valid data set with corresponding precision and accuracy data shall be delivered to EPA via electronic transmission within 120 days after each calendar quarter. Each data set will be accompanied by a summary report which shall include network-wide spatial patterns, changes in measurement levels, and any significant changes at individual sites.

Other Reports

The contractor shall design, obtain Contracting Officer’s Representative approval, and deliver such other reports at the direction of the Contracting Officer’s Representative or as may be necessary to the execution and monitoring of activities under this contract in accordance with the contract scope of work.

Examples of other reports may include, but are not limited to the following: Weekly Activities Report(s)/Meetings The contractor shall submit a weekly activities report that provides the status of work in progress and/or planned activities for each active task order. (NOTE: Contractor team members may be required to attend weekly meetings during routine working hours.) The content and format for this report will be described in the task order requirements. Updates may be required on a daily basis for high visibility projects.

Technical Reports

Documents/reports required in the performance of contract activities shall be submitted by the contractor as defined in TOs, SOPs and/or through technical direction.

Report Distribution

The contact information and mailing addresses for the individuals listed below is included in the Section G contract clause titled, Contract Administration Representatives. Specific recipient names and addresses are subject to change during the term of the contract. The contractor will be notified by the COR and/or CO when these changes occur.