Attachment_2_Reports_of_Work.pdf

ATTACHMENT 2

REPORTS OF WORK

REPORTS OF WORK

WORK PLANS

1. Original Work Plan

Within 30 calendar days after contract award, the contractor shall submit one (1) copy of the work plan to the EPA COR named in Section G of the contract and one (1) copy to the Administrative Officer named in Section G of the contract. At a minimum, the work plan shall contain a brief narrative statement for each task or logical segment of work, reflecting the methods and technical approach to be used in achieving the objectives and requirements set forth in the contract; and the program schedule in detail, appropriate for each task or other logical segment of work.

2. Revisions to Work Plan

The contractor shall make changes to the work plan as needed, in response to changes in the contract requirements brought about through contract modifications, and within 30 days after the beginning date of each option year.

Moreover, the contractor may recommend and submit revisions to the EPA COR and Administrative Contracting Officer when the contractor deems it desirable for optimum achievement of contract objectives. The revised work plan shall contain the same information required in Item 1 above, and any relevant information regarding specific costs or changes to contract pricing.

3. Special Project Work Plans

The contractor shall prepare Special Project Work Plans in response to Statement of Work, Task 5, work orders for significant modifications to the Chambers, air handling systems, Environmental Exposure Systems, and other special projects. These work plans shall be submitted as described in Item 2 above.

MONTHLY REPORTS

Within ten (10) days after the end of the monthly billing cycle, the contractor shall submit a monthly report containing, at a minimum, contract task specific description of activities; contract task specific activities planned for next reporting period; activities performed in support of specific facility modifications; specific activities performed in support of individual exposure studies; problems and unresolved issues involving contractor, project officer and contracting officer; financial status report, including total hours worked and total cost of each individual modification activity and exposure study (needed for historical purposes only); and an equipment maintenance report identifying actions taken. One copy shall be submitted monthly to the EPA

COR named in Section G and one copy submitted to the EPA Administrative Contracting Officer named in Section G.

PROTOCOL OPERATIONS PLANS

When EPA initiates a new exposure study involving human subjects, as described in the Statement of Work definition for “Operations,” the EPA Principal Investigator will prepare a research study proposal which may require participation by the contractor in conducting or assisting in conducting the study. If so, the EPA COR will issue a work order to the contractor for development of a Protocol Operations Plan prior to initiation of the new protocol. The contractor shall submit one (1) copy of this plan to the EPA COR named in Section G of the contract and one (1) copy to the Administrative Contracting Officer named in Section G of the contract. At a minimum, these plans shall describe the actions to be taken by the contractor to support specific subject exposure protocols. On a contract task basis, or other logical breakout, the contractor shall describe the additional effort resulting from the specific protocol, as well as identify any exceptions to the Work Plan.

TECHNICAL REPORT AND JOURNAL ARTICLES

Technical Reports and Journal Articles are intended to describe work done by the contractor on behalf of EPA. At a minimum, the contractor shall prepare technical reports in accordance with EPA-600/9-91-004, “Technical Information Policy and Guide of the Office of Research and Development,” 1991, found online at the following website http://www.epa.gov/clariton/clhtml/pubord.html. The contractor shall prepare articles for publication according to the requirements of the particular journal. Indications of authorship will be determined by the COR. Number of copies: two (2). One copy shall be provided to the EPA COR named in Section G of the contract and one copy shall be provided to the EPA Administrative Contracting Officer named in Section G of the contract.

More information regarding these reports is detailed in Task 7 of the Statement of Work.

GENERAL REPORTING RQUIREMENTS

All contract-required deliverable documentation (except drafts) will be provided in both hard copy and machine-readable forms as follow unless otherwise specified in the contract. Machine-readable delivery may be by e-mail attachment to the COR.

Technical documents (e.g., operation and maintenance manuals, technical reports, written operating procedures, QA Management Plan): two hard copies (one each to the Contracting Officer and COR) and one machine-readable electronic copy. Electronic copies will be provided in a mutually agreed upon electronic version.

Management documents (e.g., work plans, protocol operations plans, protocol performance reports): two hard copies (one each to the Contracting Officer and COR) and one http://www.epa.gov/clariton/clhtml/pubord.html machine-readable electronic copy. Electronic copies will be provided in a mutually agreed upon electronic version.

Drawings (e.g., mechanical drawings, assembly drawings, schematics, block diagrams);

two hard copies reduced to standard letter size (one each to Contracting Officer and COR), one full-size plot suitable for achiving on vellum or bond paper to the COR, and one machine-readable electronic copy. Electronic copies will be provided in a mutually agreed upon electronic version of AutoCAD.

Data reports (e.g., reports of exposure conditions): one hard copy to QA Specialist.

Machine-readable electronic copies may be requested in a mutually agreed upon format to be determined considering the source of the data.

Protocol Performance Reports

Within 15 calendar days of being notified of each completed protocol involving human subjects, the contractor shall submit a report to the COR which (a) summarizes environmental measurements and schedules in the protocol, (b) provides a reliability summary for the measurement systems and components thereof, and (c) summarizes data of suspicious quality, including out-of-limits data points, and other protocol deviations, and (d) provides highlights of quality control problems and corrective actions being pursued.