Attachment_7_Reports_of_Work.pdf

Region 7, 8, 9 & 10 Enforcement Support Services

Reports of Work

I. Contract Management Reports

The contractor shall prepare and deliver each of the reports listed below. Each report shall cite the contractor’s name, address, the relevant blanket purchase agreement number, voucher number, and shall identify the U.S. Environmental Protection Agency as the sponsoring agency.

II. Monthly Progress Reports

A monthly progress report shall be prepared for each individual task order (TO) under which work was performed during the reporting period. These monthly progress reports shall contain financial and technical information. Each report shall highlight all of the contractor’s activities for each TO during the month being reported on and the activities anticipated during subsequent reporting periods. Monthly progress reports shall include a description and status of all active TOs, including a project summary, monthly work progress, percent of work completed, problems and/or unique situations encountered and corrective actions taken, any changes in personnel associated with each TO. These reports shall include the status of contract deliverables, such as PRP search reports, etc.

Each monthly progress report shall also provide the following data for each TO:

• TO number

• TO Title

• Reporting period

• TO manager

• TOM in the relevant regional office

• Funds originally obligated

• Amount invoiced for the current reporting period

• Cumulative amount invoiced

• Funds remaining

• Labor hours expended

• List of employees, their labor categories and hours for the reporting period

• Subcontractor and/or consultant hours and costs

• ODCs

• Summary of activities conducted during the reporting period

• Percentage of work completed

• Schedule of deliverables

• Planned future activities

• Quality assurance activities

Monthly progress reports shall be distributed to the Contracting Officer (CO) and the relevant Contracting Officer’s Technical Representative (COTR), who are sometimes referred to as Project Officers (POs), in each of the regional offices.

Monthly progress reports shall be submitted on or before the 15th of each month following the first complete reporting period under this agreement. See EPAAR 1552.232-70, Submission of Invoices, paragraph (e) for more details on the timing of invoice submittals. Monthly progress reports shall be distributed to the CO and the COTR (sometimes referred to as the Project Officer).

III. Monthly Financial Status Reports

A monthly financial status report for each TO shall contain the following information: a summary of the major cost elements and the costs incurred for each individual TO under which work was performed during the reporting period. This summary shall also capture the amount of the approved budget, the cumulative costs incurred and the remaining budget for the subject TO.

Estimated or actual costs by dollar and percentage for all cost categories associated with personnel, materials, subcontracts, or any other service or supplies provided.

Within ninety (90) calendar days after completion of each TO (unless an extension is authorized in writing by the CO) the contractor shall send the CO or the designated contract specialist, a written summary of all costs claimed in an acceptable format to established between EPA and the contractor. If the contractor fails to submit a cost summary in a timely manner, the CO reserves the right to determine the final cost of the TO using all relevant information available. The CO’s decision shall be final unless appealed. Any appeal submitted in response to the determination shall be treated in accordance with the disputes clause of this agreement.

IV. Final Cost Report

Completion of a TO is defined as when all deliverables are submitted and received by EPA or when all subcontractor invoices have been received by the contractor, whichever is later. The final cost report shall include a summary of the number of hours, days and applicable rates for each labor category, materials used, subcontractor costs, travel, subsistence per diem costs and any other charges for which the contractor is requesting reimbursement. The information provided should be in sufficient detail to permit the CO a complete understanding of all costs claimed. A statement shall be included affirming that all costs claimed for the TO have been recorded and properly invoiced using the contractor’s cost accounting system.

V. Deliverable Reports Required Under Task Orders

Depending of the type of work required under the individual TO, the contractor will be required to submit deliverables that may include, but are not limited to:

• Letter Reports

• Title Search Reports

• Evidences Summaries

• Potentially Responsible Party Search Reports

• Inspection Reports

• Data Bases

The contractor may be requested to distribute these reports in draft and final hard copy and/or electronic formats as directed in the individual TO requirements. The content of these reports shall be determined by the specific requirements stated in each individual TO. Distribution of these reports shall include the TOM and others as designated in each individual TO. Submission frequency and due dates for these reports will be specified in the individual TO.