A07.6_Attachment_H_RECORDS_AND_REPORTS.pdf

ATTACHMENT H

Section 32 07 07

RECORDS AND REPORTS

Table of Contents

Part 1 – GENERAL

1.10 Description

1.11 Definitions

1.12 Submittals

1.13 Shipment, Delivery, Storage and Handling

1.14 Times and Conditions

Part 2 – PRODUCTS (Not Applicable)

Part 3 – EXECUTION

3.1 Prepare As-builts

3.2 Prepare Monthly Activity Records

3.3 Prepare Yearly Establishment Reports

Appendixes

Form A Monthly Activity Record

Form B Current Annual Survey Summary

Form C Overall Survival Summary

Section 32 07 07

RECORDS AND REPORTS

Part 1 – GENERAL

1.9 DESCRIPTION

The work covered in this section consists of furnishing all labor, equipment, material, and supplies for producing as-builts, records and reports and other associated work.

1.10 DEFINITIONS

The terms referenced herein are defined as follows:

1.10.1 COR: Contracting Officer’s Representative

1.10.2 Contract Period: entails the duration of the contract, until final acceptance of the

Establishment Period is issued in writing.

1.10.3 Contractor: the Company that is awarded this contract and its sub-contractors.

1.10.4 Government: the U.S. Army Corps of Engineers, Sacramento District.

1.10.5 KO: Contracting Officer

1.11 SUBMITTALS

Government approval is required for submittals with a "G" designation; submittals not having a "G" designation are for information only. When used, a designation following the "G" designation identifies the office that will review the submittal for the Government.

SD-05 Design Data

As-builts, G

Provide and maintain a record of as-builts conditions.

Monthly Activity Records, G

Provide monthly records of work performed and site and plant conditions for the duration of the Contract Period.

Yearly Establishment Reports, G

Provide an annual report, for each year of the Establishment Period, which includes plant survival surveys and plant and site conditions.

1.12 SHIPMENT, DELIVERY, STORAGE AND HANDLING

Prepare materials for shipment in a manner that will not cause damage to materials, Part 2 – PRODUCTS (Not Applicable)

Part 3 – EXECUTION

3.1 PREPARE AS-BUILTS

Maintain a set of records to show as-built conditions. Provide hard copies and electronic files of the original site drawings upon request. All information, which might be uncovered during the course of planting, shall be accurately and neatly recorded as they occur by means of drawings, sketches, details, and notes. Mark-ups and corrections shall be done using red ink. The location of the plantings shall be documented by marking-up a copy of the contract drawings. The exact location of each plant does not need to be indicated on the drawing.

3.1.1 Provide the following:

• Provide drawings showing all planting zones with a list of each species, container size, quantity, and dates planting started and finished within each planting zone.

Show all changes from the original contract drawings. Show Elderberry transplant locations. These as-builts shall be adjusted throughout the contract with any changes that occurs.

• Provide and keep current (and available to the Corps upon request) hardcopies and an electronic copy of the drawings in pdf format.

3.1.2 Provide to the government at the time of Installation Acceptance, and as part of the As-built drawings, one copy on 11”x17” drawing sheets, and an electronic pdf format file.

3.1.3 Provide, within each yearly report, the above info, in or 11”x17” format. Text size on the drawings shall be neat, legible and shall be a minimum size of 1/16” high, when printed out and presented in the as-builts.

3.2 PREPARE MONTHLY ACTIVITY RECORDS

Provide and maintain monthly activity records of all installation and maintenance work that is performed within the instillation and establishment periods. Within 5 working days following the end of each month, submit monthly activity records of the preceding month to the Government. Provide an electronic copy and a hard copy in 8-1/2”x11” format. Records shall be prepared and submitted for each month through the duration of the Contract Period. The records shall be included in the yearly establishment reports for each year of the contract.

Provide information based on Form A, which follows.

3.3 PREPARE YEARLY (ANNUAL) REPORTS

Provide yearly reports, which documents activities and installation, maintenance, plant and site conditions throughout the previous year. A yearly report shall be provided each year. The yearly reports are due at the end of each year and records the previous continual 12 months of installation and maintenance activities. A plant survival survey shall be performed which documents plant mortality and survival as indicated herein. Each report shall include previous monthly activity records, , survival summaries, tables, charts, and graphs showing survival results and colored photographs that are representative of site and plant conditions. Each yearly report shall summarize all preceding year’s results.

Provide a draft report for review and comment by the Contracting Officers Representative (COR). After a written approval by the COR, provide electronic files PDF format and 6 hard copies of each yearly report to the Contracting Officer in 8-1/2”x11” format. Each report shall be spiral bound and include the following information:

3.3.1 Title Page and Back Cover: shall be covered with a clear plastic or acetate material.

Provide the following information:

• Title Page, shall include the following information:

o project name, o location, o Corps of Engineers contract number (i.e., W91238-09-C-0123), o date submitted, o name of report (1st Year Report), o Contractor’s name/logo, o Contractor’s address and contact information, and o name of COR submitted to.

• Back Cover: shall be of heavy paper stock, plastic, or vinyl material.

3.3.2 Table of Contents [1 page max.]: provide an outline of the report contents.

3.3.3 Contents

• Project Background [1-2 pages max.]: briefly describe the project and its location.

• Review of Project Installation [1-2 pages max.]: briefly describe the installation requirements and activities.

• Review of Maintenance Activities [3 pages max.]: briefly discuss the maintenance activities performed for weeding, mowing, spraying, watering and any removal that occurred. Include a discussion of the plants general health/vigor. See Form A for guidance.

• Plant Survey Census and Methodology [3 written pages max. plus tables and charts]:

perform and briefly discuss the results of the plant census. Discuss the methodology used for the plant census. Show locations of plant census survey plots on maps.

Provide GPS coordinates with accuracy to within 2 meters for corners of survey plots.

Show in tables (Form B) plant survival/mortality for each species for each planting sites and area. Where planting areas have been delineated on the original project plans and specifications, show plant survival/mortality for each species in each planting area. The table shall indicate the species and amount that was required by the Government, the amount that was planted, the amount dead, the amount alive, the survival percentage of what was planted, replacement of species less then the required amount, and note conditions that may have led to the plants death. Starting the second year of census gathering, Form C shall be used (in addition to Form B) which summarizes the current and all previous censuses that were performed. Form C shall include all replaced species and amounts that occurred at the end of the preceding years.

• Recommendations [1 page max.]: briefly give recommendations to improve project.

• Conclusions [1 page max.]: briefly summarize report.

3.3.4 Appendixes: provide a minimum of the following appendixes.

• Monthly Activity Records, Form A [1 page, max., per month]

• Current Annual Survey Summary, Form B (will include multiple tables, one for each planting site as identified on contract drawings.

• Overall Survival Summary, Form C

• Corps of Engineers installation detail sheets (reduce down to 8-1/2” x 11”).

• Soil testing map showing sample locations and the soil analysis from a reputable soils testing company for each soil sample.

• Seed analysis report of each grass seed species used. Must be certified from seed supplier.

• As-builts Drawings (preferred at 8-1/2” x 11” or if necessary may be 11” x 17”)

• Photo Documentation (8-1/2” x 11”)

3.3.5 Plant Survival Data: provide the plant survival data required for the Plant Survey Census described above in an Microsoft Excel spreadsheet. Provide the data with the electronic format submittal of the yearly report. Data shall be complied into single worksheet of the spreadsheet, with all the data required for survival forms B&C included. Separate worksheets within the same file may be used to calculate the survival rates by species and by zone.

See forms A, B & C that follows:

FORM A

(Example)

Monthly Activity Record

Project:

Planting Area:

Date:

Contract Period: (indicate which annual survey this represents, i.e., Installation, 1st, 2nd, 3rd

Establishment)

OUTLINE

Briefly discuss the events listed below

1. General Notable Observations & Site Condition

2. Precipitation (total for month)

3. Personnel performing work

4. Installation Work Performed (i.e., plant installation, irrigation, roads, signs, etc.)

5. Vandalism Observed

6. Site Feature Conditions (maintenance roads, fences, signs, etc.)

7. Plant Health in General and as Per Notable Species

8. Watering Performed (include dates and amount).

9. Weeding Performed (include dates and method used)

10. Mowing Performed (include dates and method used)

11. Spraying (include dates and herbicide name and amount)

12. Site Stability (i.e., erosion; include Contractor Quality Control record required in specification Section 01 57 23.01 TEMPORARY STORM WATER POLLUTION CONTROL, Risk Level 1 and Section 01 57 23.02 TEMPORARY STORM WATER POLLUTION CONTROL, Risk Level 2)

13. Other

FORM B

Current Annual Survey Summary

Project:

Planting Zone/Area:

Date:

Establishment Period: (indicate which annual survey this represents, i.e., 1st, 2nd, 3rd)

Plant Planting PLANTED SURVEYED % Replacement Observations Species Zone Gov’t Total Amount Amount Survival Plants

Req’d Planted Dead Alive

Totals

Survival rates shall be reported by overall survival rates for each species and also by planting zone, including survival rate for each species within each zone. Records shall also keep track of the survey plot survival rates by species.

FORM C

Overall Survival Summary

Project:

Planting Zone:

Date:

Establishment Period: (indicate which annual survey this represents, i.e., 1st, 2nd, 3rd,)

Survival rates shall be reported by overall survival rates for each species and also by planting zone, including survival rate for each species within each zone.

Plant Species

Plant-ing

Zone

First Year Second Year Third Year Amt.

Installed

Required

Amt.

Survived

Percent Survived

Replants Amt.

Survived

Percent Survived

Replants Amt.

Survived

Percent Survived

Totals