Attachment_3_-_QATS_Reports_of_Work.docx

SOL-HQ-14-00018 ATTACHMENT 3

ATTACHMENT 3 –

REPORTS OF WORK

REPORTS OF WORK

Reports of Work The following reports shall be prepared by the contractor and distributed to the designated recipients in accordance with each specified requirement. Times are specified in calendar periods. Reports submitted under this contract shall cite the contract number and identify the Environmental Protection Agency (EPA) as the sponsoring agency.

I. Task Order Price and Technical Proposals A. Original Price and Technical Proposal Within fifteen (15) calendar days after receipt of a Task Order under this contract, unless otherwise specified in the Task Order, the Contractor shall submit one (1) copy of a Price and Technical Proposal to the Contracting Officer, one (1) copy to the Contracting Officer’s Representative. The Price and Technical Proposal is subject to the approval of the Contracting Officer. The Price and Technical Proposal shall consist of the following:

a. a description of the Task Order;

b. a description of the methods and technical approach to be taken to complete the Task Order;

c. an estimated schedule for completion;

d. a listing of the people proposed to be assigned to the project with an estimate of the time to be spent by each person and a brief description of their qualification and experience;

e. the estimated cost shall include direct labor, material, other direct costs, indirect costs, consultants and subcontractors; and

f. a description of the quality assurance and quality control procedures which will be used to insure quality of work.

g. a series of graphs reflecting projected cumulative estimated costs (and estimated fee) and labor-hours by month for each task or other logical segment of work for the total Task Order effort.

B. Revisions to Task Order Price and Technical Proposals The Contractor shall submit revisions to the Price and Technical Proposal described above (a) when directed by the Contracting Officer’s Representative pursuant to the clause, Technical Direction; (b) whenever the Task Order requirements are changed by appropriate Task Order amendment; (c) as soon as it appears that actual costs expended plus projected costs to complete the assignment may exceed the original approved Price and Technical Proposal budget estimate; (d) when 75% of the estimated hours to complete the assignment have been expended and an adjustment in the approved budget cost estimate would be required to complete the work; and (e) as soon as it appears that the completion date stated in the approved Price and Technical Proposal may be exceeded. The Contractor may submit recommended revisions to the Price and Technical Proposal when the Contractor believes such revision is deemed desirable for optimum achievement of contract objectives. Every revision to the Price and Technical Proposal shall be approved by the Contracting Officer prior to implementation by the Contractor. A copy of each revision shall be submitted to the Contracting Officer and Contracting Officer’s Representative.

C. Price and Technical Proposal Approval Approval of a Price and Technical Proposal (1) does not constitute a determination of the reasonableness, allowability, or allocability of the cost, (2) does not constitute an agreement to any fee for performance of a Task Order since fee for providing the level of effort and otherwise performing the contract is set forth therein, and (3) does not constitute consent to any proposed subcontracts. Subcontracts must be submitted for consent in accordance with the contract clauses entitled Competition in Subcontracting and Subcontracts or Subcontracts Under Cost-Reimbursement and Letter Contracts.

II. Standard Operating Procedures Within 30 days following contract award, the Contractor shall submit a Standard Operating Procedures (SOPs) that describes, in detail, laboratory practices to be utilized by the contractor in performance of contract activities. This shall include, at a minimum: standard traceability; sample receipt, log-in, storage and security; chain-of-custody; analytical procedures; instrument logbooks; prevention of cross-contamination; QA/QC guidelines and Good Laboratory Practices (GLP). The Contractor shall review and update its SOPs annually to reflect any changes in procedures, and redistribute it to required recipients. Annual SOP updates are due within ninety (90) days following the end of each contract period. Contractor SOPs are subject to EPA review and comment. The Contractor shall respond to Contracting Officer’s Representative written comments regarding SOPs and shall modify SOPs as necessary to meet the Government’s requirements.

III. Monthly Technical and Progress Reports The Monthly Technical and Progress Reports, as required by EPAAR 1552.211-72, shall be submitted to the EPA Contracting Officer and the Contracting Officer’s Representative by the fifteenth (15th) day of each succeeding calendar month, showing contract technical and financial data that are current through the end of the calendar month just completed.

The Monthly Technical and Progress Reports formats shall be designed by the Contractor and the first reports shall be submitted by the fifteenth (15th) day of the second contract calendar month period. The Contracting Officer’s Representative will notify the Contractor of any changes required in the report formats. Once approved by EPA, these formats shall be followed monthly. Any deviations/changes must be approved by the EPA Contracting Officer.

A. Monthly Technical Report The Monthly Technical Report shall provide status of contractor activities by Task Order (TO). For each TO, the report must clearly delineate activities underway and completed during the month. Activities must be referenced by TO number, and the status of the activity must be indicated, including: whether the activity is in progress or completed; if completed, was the required delivery date met; and, how many hours have been or were expended in the activity. The report shall include discussion of problems, including quality assurance/quality control problems, relating to any contract Task area (referencing TO number and specific activity), the impact on performance/delivery, corrective action taken and resolution.

B. Monthly Financial Report The Monthly Financial Report shall contain the following information for the contract:

1) Identification: Contractor’s name, subcontractor’s/ consultant’s name (if applicable), EPA contract number, date and reporting month.

2) For each TO (broken out by major activity), and summarized for all TO’s, actual direct labor hours expended during the reporting month, reported by Labor Category and Position Title.

3) For each TO (broken out by major activity), and summarized for all TO’s, actual labor costs expended during the reporting month, reported by Labor Category and Position Title.

4) For each TO (broken out by major activity), and summarized for all TO’s, funds expended for other direct charges (ODCs) during the reporting month, reported by item within the following ODC categories: computer costs, standards, expendable laboratory supplies (including chemicals), nonexpendable laboratory supplies, travel, and miscellaneous (identify specific items). In addition, travel expenditures must provide dates, destination, purpose, and individuals by name who traveled.

5) Cumulative direct labor hours, reported by Labor Category and Position Title, and by TO (broken out by major activity), expended from the effective date of the contract through the last day of the reporting month.

6) Cumulative labor costs, reported by individual (identifying Labor Category and Position Title) and TO (broken out by major activity), expended from the effective date of the contract through the last day of the reporting month.

7) Cumulative funds expended for the other direct charges (presented within the categories identified in item 4, above), by TO (broken out by major activity), expended from the effective date of the contract through the last day of the reporting month.

8) Cumulative total contract funds expended from the effective date of the contract through the last day of the reporting month. Include a cumulative incurred cost per direct labor hour average computation, comparing the result to the cumulative average cost per direct labor hour derived from the estimated cost of the contract for the period.

9) Funded balance remaining against contract ceiling.

10) Estimated costs and direct labor hours to be expended during the next monthly reporting period.

11) Comparison of contract costs incurred and direct labor hours utilized to Contractor’s budget projections of these items for contract completion.

IV. Annual Government-Furnished Property Inventory Reports The Contractor is required to prepare and submit an inventory with the form and content specified by the EPA Property Administrator to the Contracting Officer, Contracting Officer’s Representative and Property Administrator within fifteen (15) days following receipt of written request from the Contracting Officer, Contracting Officer’s Representative or Property Administrator, or, at a minimum, fifteen (15) days following the close of each six-month period of the contract.

V. Annual Summary Report The Contractor is required to prepare a yearly program Annual Summary Report within thirty (30) days following the close of each contract year. The Annual Summary Report shall present a summary of all aspects of subject year: summarize progress/accomplishments under contract Tasks; summarize contract financial expenditures/status; include an annual program-specific/site-specific cost accounting summary; and include a materials inventory summary, showing materials distribution during the year. The Contracting Officer’s Representative will notify the Contractor of any changes required in the report format.