A0723_task_order_PWS_cottage_grove.pdf

TASK ORDER 1: COTTAGE GROVE DAM

1. PROJECT BACKGROUND. Cottage Grove Dam and Reservoir is located at river mile 29 of the Coast Fork of the Willamette River, about five miles south of Cottage Grove, OR. It is an earthfill dam with a concrete overflow spillway and was completed in 1972. The authorized primary purpose of the project is flood damage reduction, but other approved uses include irrigation, recreation, and improved navigation downstream.

The Project Area includes 3 day-use parks (Lakeside, Riverside, and Shortridge) and 2 campgrounds at Cottage Grove Lake (Pine Meadows and Primitive).

2. OVERVIEW OF SERVICES TO BE PROVIDED. The scope of work to be performed under this

Task Order is divided into 3 main sections: as-builting of the SCADA network and associated drawings, as-builting for balance of plant, and historical file capture. A broad overview of each type of the work can be found in the base contract PWS; details of work to be performed under this Task Order can be found below.

For work at Cottage Grove Dam, the Government will run the Hazardous Energy Control Program (HECP) and take clearances as needed to perform work.

At the conclusion of the Task Order the KTR shall submit 2 sets of compact discs to the contracting officer representative (COR). Each set of discs will contain all drawings that have been submitted over the life of the Task Order and all electronic files that were created as part of historical file capture.

When all the drawings for a particular system have been reviewed and accepted by the Government, the KTR shall provide “E” size and “C” size paper copies. Submittal of copies will be within four (4) working days from the completion of work under the Task Order. The contractor will print two (2) paper copies of “E” size of each drawing and one (1) paper copy of “C” size drawings.

Period of Performance: The period of performance for this Task Order is 28 February, 2018 through 31 May, 2018.

Performance Schedule.

TASK MILESTONE (Calendar Days after NTP)

TASK ORDER ISSUANCE 0

Government Furnished Information Provided 3 Project Kick-off Meeting 4 Unescorted Access to the Project obtained 7 Work Plan 14 Quality Control Plan 14

HECP 14

Task Order Completion Dates 31 May 2018

Project Kick-Off Meeting: Prior to work commencing under this Task Order a project kick-off meeting will be conducted. The meeting is the responsibility of the contractor and will be held at Lookout Point Dam in Lowell, Oregon. Meeting participants shall include, at a minimum, the Contractors’ Project Manager and the COR. A meeting agenda shall be prepared by the KTR and emailed to participants prior to the meeting. The agenda shall include discussion of the scope of the Task Order, the roles and responsibilities of contractor and USACE personnel, and Task Order schedule. The contractor is responsible for keeping minutes of the meeting which will include any action items. Draft meeting minutes shall be provided to the COR for comment. COR comments shall be incorporated into the draft minutes and approved by both parties within ten calendar days of the meeting.

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CLIN 0001: REQUIRED As-builting of the SCADA network and associated drawings. The U.S.

Army Corps of Engineers (USACE), Portland District (CENWP) has identified the need to have updated as-built electrical drawings to properly document the SCADA system architecture, including power supply drawings and field wiring for associated systems, for the Cottage Grove Dam Project within the Willamette Valley. The SCADA system was installed by personnel from the Operating Project and there are no drawings that show this system and how it works with the rest of the Project.

Deliverable: The KTR shall provide electronic drawings of the existing SCADA network at the Cottage Grove Dam. At the end of work performed under this section, the KTR shall have provided accurate and thoroughly back-checked electronic drawing files that conform to the computer-aided drafting (CAD) standards, referenced in paragraph 4.0 of the base contract, and accurately represent the as-found equipment and circuitry in use in the SCADA network. The drawings provided become permanent record drawings and property of the Government. The KTR shall re-label all wires of the SCADA network to match the SCADA as-built drawings that have been created by the KTR and reviewed/accepted by the Government. The KTR shall follow standards for wire identification and labeling provided in Appendix B.

2.1.1. Overview: The KTR shall use standard electrician means and methods and equipment to trace wires, verify circuitry and equipment, and label wires to complete the work required under this CLIN.

The KTR shall provide drawings for the following parts of the SCADA network: control schematics, PLCs, wiring diagrams and panel prints, power 1-line diagrams, battery back-up and low-voltage system, and the communication network. The KTR shall choose how the drawings are organized and laid out, but each part of the network above should be on its own sheet(s) and meet the CAD standards described in the base contract. For example, control schematics shall not be included on the same sheet as PLCs, and the power 1-line should not be included on the same sheet as the communication network.

The KTR shall determine if all details for a part of the network can be included on a single drawing sheet or if they need to be divided into multiple sheets.

2.1.2. The KTR shall verify all drawings according to the KTR’s approved QC procedure. The KTR shall provide these drawings to the Government for final acceptance and incorporation into permanent Project drawings.

2.1.3. The KTR shall allow a 30-day review period for the Government to review all submittals and drawings provided by the KTR. If the Government finds errors in the submittal, comments will be provided to the KTR. The KTR shall make the required changes and shall resubmit to the Government for review.

Prior to submitting to the Government, the KTR shall perform QC to verify the submittal meets the standards of the contract. The Government will review the submittal, but the primary vetting shall be performed by the KTR.

2.1.4. Each drawings shall be provided as a separate submittal to the Government.

2.1.5. After the Government has reviewed and accepted the drawings provided by the KTR, the KTR shall label all wires according to the wire signal naming standard provided in Appendix B. Wire labels shall match the requirements of Appendix B.

2.2. CLIN 0002: OPTIONAL As-builting for balance of plant. The Portland District has identified the need to have the balance of the plant as-built at Cottage Grove. This includes as-builting of non-SCADA electrical equipment/panels, mechanical equipment, piping and instrumentation (P&ID), potable water, and any structural/site modifications. Essentially, this is the remainder of the equipment not as-built under CLIN 001.

Clear and accurate drawings are integral to effective operations and maintenance at the Project.

2.2.1. Deliverable: The KTR shall provide electronic as-built drawings of the Cottage Grove Dam and equipment, which show the current mechanical and electrical equipment in use at the dam. The drawings shall also clearly show the equipment interconnections and the equipment power supply iii connections. At the end of work performed under this section, the KTR shall have provided accurate and thoroughly back-checked electronic drawing files that conform to the computer-aided drafting (CAD) standards, referenced in paragraph 4.0 of the base contract, and accurately represent the as-found non-SCADA equipment and circuitry in use. The drawings provided become permanent record drawings and property of the Government. The KTR shall re-label all wires of the balance of plant network as shown in the as-built drawings that have been created by the KTR and reviewed/accepted by the Government. The KTR shall follow standards for wire identification and labeling provided in Appendix B.

2.2.2. Overview: The KTR shall use standard electrician means and methods and equipment to trace wires, verify circuitry and equipment, and label wires to complete the work required under this CLIN. Wire signal naming configuration can be found in Appendix B.

The Contractor will supply all resources and experienced personnel to fully as-built all electrical circuits at Cottage Grove Dam that are not covered under of this CLIN 0001 of this TTask Order. PDF drawings of the electrical system are included with this Task Order in Appendix D. The Government will provide the current Microstation drawings of the sheets listed below to the contractor within three days of Task Order issuance. Drawings will be provided to the KTR by the Government through the AMRDEC SAFE file transfer internet site. Site photos are included in Appendix A of this Task Order.

Photos include general site photos as well as interior and exterior photos of the different electrical panels.

The Government will provide the KTR with existing microstation files that the KTR shall use for their as-builting activities. With the exception of piping and instrumentation drawings (P&ID), the KTR shall update the drawings to reflect changes not shown on the Government provided drawings. P&ID drawings have never been created for Cottage Grove and therefore the KTR shall create the P&ID drawings in its entirety. PDF Drawings of the sheets below are provided with the Task Order solicitation.

The drawings, provided by the Government, that require as-builting include:

• CG-40-4/17: Electrical Control Schematics

• CG-123-2/1: Power Lighting

• CGD-3-1/1: Engine Generator Details

• CGD-6-2/1: Electrical Power Control & Legend

• CGD-9-6-2/1.1: Electrical R.O. Control Wiring Diagram

• CGD-9-6-2/1.2: Electrical R.O. Control Wiring Diagram

• CGD-9-6-2/1.3: Regulating Outlet Gate Control-Schematic Diagrams

• CGD-6-3/1: Electrical Power and Lighting

• CGD-6-3/2: Control Schematics

• CGD-10-6-9A35-1: R.O. Gates Pump, Vent, & Gate Control: SCADA Points

• CGD-10-6-9A35-2: R.O. Gates Wiring, Relays, Switches & Terminal Boards SCADA

Input/Outputs

• CGW-7-1/1: Site Plan and Index

The KTR shall provide as-builting services for the following non-SCADA systems: 120V electrical system, piping and instrumentation, potable water, structural modifications, general site modifications, and security systems. Where the as-builting will make edits to existing drawings, the KTR shall keep the general layout of the sheet provided by the Government. For the P&ID drawings, as the drawings will be created from scratch, the KTR shall determine how the drawings are organized and laid out, as long as the CAD standards described in the base PWS are met. The KTR shall determine if all information for the P&ID network can be included on a single drawing sheet or if they need to be divided into multiple sheets.

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2.2.3. The KTR shall verify all drawings according to the KTR’s approved QC procedure. The KTR shall provide these drawings to the Government for final acceptance and incorporation into permanent Project drawings.

2.2.4. The KTR shall allow a 30-day review period for the Government to review all submittals and drawings provided by the KTR. If the Government finds errors in the submittal, comments will be provided to the KTR. The KTR shall make the required changes and shall resubmit to the Government for review.

Prior to submitting to the Government, the KTR shall perform QC to verify the submittal meets the standards of the contract. The Government will review the submittal, but the primary vetting shall be performed by the KTR.

2.2.5. After the Government has reviewed and accepted the drawings provided by the KTR, the KTR shall label all wires according to the wire signal naming standard provided in Appendix B. Wire labels shall match wire designations shown on the drawings.

2.3. CLIN 0003: OPTIONAL Historical File Capture. The KTR shall take existing historical paper files and convert them to well-organized electronic files that can be stored within Portland District’s system and located by keyword searches and file metadata. Fifteen banker boxes (12”x10”x18”) require processing under this CLIN. The KTR shall categorize and name the electronic files according to the section of the O&M manual that covers this area of the project. In addition, the KTR shall attach relevant metadata for this equipment to the electronic file to provide for more efficient searching, sorting, and document management.

Detailed information regarding the types of metadata to be applied to each file is described in the base contract. The KTR shall develop an electronic folder hierarchy reflecting the major aspects of the facility. Sample folder structure is provided in the MATOC PWS as a guide.

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Appendix A: Site Photos

Photo 1: Entrance Road to Adit Building

Photo 2: Overflow Spillway and Downstream Face of Earthen Dam vi

Photo 3: Entrance Gate at Roadway

Photo 4: Locked Security Fence Near Dam vii

Photo 5: Pole Mounted Security Camera at Adit Building viii

Photo 6: Adit Building with Roof-Mounted Antenna for Hydromet Communications

Photo 7: Commercial 480V 3-Phase Power Feed on Adit Building ix

Photo 8: Main Feeder Disconnect Switch inside Adit Building

Photo 9: Transfer Switch Exterior x

Photo 10: Transfer Switch Interior

Photo 11: Transformer Name Plate xi

Photo 12: Wall-mounted Transformer

Photo 13: Emergency Diesel Generator xii

Photo 14: Emergency Diesel Generator Addtl Photo

Photo 15: Diesel Tank Leak Alarm (unsure if connected) xiii

Photo 16: Batteries for Emergency Diesel Generator xiv

Photo 17: Security/Communications Rack xv

Photo 18:Power Supply and Communications for Security System

Photo 19: Old Security Camera (abandoned in place) xvi

Photo 20: Diesel Tank for Emergency Generator

Photo 21: Punchdown Block for Local Telephone xvii

Photo 22: 120V Breaker Panel xviii

Photo 23: Label for 120V Panel xix

Photo 24: Hydromet Instrumentation Equipment (USGS Equipment)

Photo 25: 480V Panel xx

Photo 26: Equipment for Abandoned-in-place Security Camera

Photo 27: Un-labeled Conduits xxi

Photo 28: Fuse Disconnects for Hydraulic Pumps

Photo 29: Gate Control Panel (exterior) xxii

Photo 30: Interior of Gate Control Panel Door

Photo 31: Interior of Gate Control Panel xxiii

Photo 32: Interior of Other Gate Control Panel Door xxiv

Photo 33: Closer View of Panel Wiring (many wires without labels) xxv

Photo 34: Hydraulic Pumps

Photo 35: Hydraulic Piping, Direction Valves, and Miscellaneous Conduits xxvi

Photo 36: Position Indicator on Gate Stem (SCADA connected) xxvii

Photo 37: Position Indicators (SCADA Connected) xxviii

Photo 38: RO Gate Room (3 sets of gates. 1 Emergency Gate and 1 Operating Gate per Set)

Photo 39: Hydraulic Piping for Gates xxix

Photo 40: Valves for Hydraulic Piping

Photo 41: Hydraulic Pressure Gage and Switch (SCADA Connected) xxx

Photo 42: Sump Pump and Valves xxxi

Photo 43: Sump Pump Breaker (Exterior) xxxii

Photo 44: Sump Pump (Interior) xxxiii

Photo 45: Sump Control Power and Power Monitor xxxiv

Photo 46: Junction Box and Terminal Blocks xxxv

Photo 47: Closer View of Terminal Block with Current Wire Labels xxxvi

Photo 48: Exterior View of Supervisory Cabinet (SCADA) xxxvii

Photo 49: Interior of Supervisory Cabinet (SCADA) xxxviii

Photo 50: Interposing Relays in Supervisory Cabinet

Photo 51: Interposing Relays in Supervisory Cabinet xxxix

Photo 52: Terminal Blocks in Supervisory Cabinet

Photo 53: PLC 5-20 in Supervisory Cabinet xl

Photo 54: Terminal Blocks and Power Supply in Supervisory Cabinet

Photo 55: Modem and UPS in Supervisory Cabinet xli

Photo 56: Sump Float and High Water Alarm in Gallery

Photo 57: Weir in Drainage Gallery xlii

Photo 58: Drainage Gallery

Photo 59: Uplift Drain with Pressure Tap xliii

Photo 60: Open Uplift Drain

Photo 61: Typical Conduits and Light Switches xliv

Photo 62: Overflow Spillway

Photo 63: Crest of Earthen Fill Dam xlv

Photo 64: Debris Boom in Forebay

Photo 65: RO Outlet xlvi

Photo 66: Downstream Gage Station Building for Hydromet Data xlvii

Photo 67: Hydromet Equipment in Gaging Station xlviii

Photo 68: Hydromet Equipment in Gaging Station xlix

Photo 69: Hydromet Equipment in Gaging Station l

Photo 70: Float Instrument in the Gage Station

Photo 71: Float Well in Gaging Station li

Appendix B: WVP Guide for Electrical Drawings

1. General information

1.1 Scope: The scope of this document is to provide guidelines for representation of panels, devices, wires, cables and other equipment on electrical diagrams and drawings in a standardized manner.

1.2 Definition of electrical drawings

Block diagram: show basic component orientation with each represented by a block or bubble mainly to show circuit patch and a very general layout.

Connection diagram: See wiring diagram

One-line diagram or single-line diagram: is a simplified notation for representing a three-phase power system. It shows a power distribution path from the incoming power source to each downstream load-including the rating and sizes of each piece of electrical equipment, their circuit conductors, and their protective devices. The diagram provides information on how components connect and how the power flows through system.

Tree-line diagram: is a graphical representation three-phase electric system, each phase and electrical connection of phase between devices and blocks shown individual.

Schematic diagram: is a graphical representation of an electrical circuit. It is using standardized symbols, of the arrangement and interconnections of the conductors and components of an electrical or electronic device or installation.

Wiring diagram: is a simplified conventional pictorial representation of an electrical circuit. It shows the components of the circuit as simplified shapes, and the power and signal connections between the devices.

A wiring diagram usually gives more information about the relative position and arrangement of devices and terminals on the devices.

Schematic Wiring diagram: combines the simplicity of a schematic diagram and the completeness of wiring diagram. The complete circuit is drawn as a series of lines and symbols that represent the electrical current path and the components of circuit plus the connection terminals are shown in their proper location along the circuit.

Dimension drawing; outline drawing: a drawing (base plan, floor plan, etc) which shows the physical space and mounting requirements of a piece of equipment.

Arrangement drawing: shows the basic layout of components without circuitry and power paths. While individual components are represented, actual size and distance are not as important as orientation and proportions. Drawing post to have bill of materials.

1.3 Name of drawing:

• First line – description of drawing o Control schematic: Unit #, name of control system, o Wiring diagram, arrangement: name of panel, part of panel, function of panel

• Second line– type of electrical drawing

Samples:

CQ1, CQ2 & CQ3, 480V AUXILIARY CONTROL BOARDS, ARRANGEMENT DIAGRAM

UNIT 1, EXCITATION SYSTEM

CONTROL SCHEMATIC DIAGRAM

PLC CABINET, CHASSIS NO. 1/ RACK 01, GROUPS I:010 THRU SLOT WIRING DIAGRAM

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2. Wireless wiring diagram Wireless wiring diagram: A diagram that shows general physical arrangement of devices in a control equipment and connection between these devices, terminals and terminal boards for outgoing connection to external apparatus and indicating wiring only by terminal designation not by lines.

2.1 Symbols

Detailed device symbols shall be made up to represent the physical arrangement of the main component parts, functioning and of the terminals to which connections are made. A symbol may be drawn to any proportional size that suits a particular drawing. Symbols for the devices shown in wireless connection diagrams shall be in accordance with Graphic Symbols found in Sell Library.

2.2 Panel layout

How to present panels on the 2D wiring diagram drawing see Fig. X-X

2.3 Device designation

The first thing that needs to be done is to label devices and terminal blocks in such a manner that the addresses will be short and to the point.

2.3.1 The devices on a panel should be located on somewhat of a grid. Rows and columns centered on the cabinet as much as possible, the rows being labeled with alpha characters starting at the top and the columns being labeled with alpha characters starting at the left. If there are three devices on the top row, they should be centered on the cabinet and labeled AA, AB and AC as show on Fig. X. If there are two devices on the third row they would be centered on the cabinet and labeled CA, CB and so on. The reason we don’t use the device name is that they can get rather long. This includes all devices including lights, switches, meters and others.

2.3.2 The terminal blocks in a cabinet are generally located on the side walls or a ceiling panel. These terminal blocks should be labeled with single alpha characters only.

2.4 Wire designation

The information provided in a wire label is to describe the signal designation, cabinet, terminal landing point where the other end or the wire will be found. Due to the limited amount of space on drawings there may be some parts of the information left off or shown in slightly different order. This is the reason this is a guide and not an SOP.

2.4.1 Generally the wire labels should be laid out starting with the Wire designation, or Signal number/ Cabinet number/Device or Terminal Block number- Terminal number.

Device or Terminal block number

Terminal number

Signal or Wire Number

Switchgear panel (cabinet) number; SJ3 = front panel, SJ3R = rear panel

ASP1 / SJ3 / CA - 1

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Example, ASP1/SJ3/CA-1. This shows wire ASP1 going to cabinet SJ3 landing on the device that is on the third row down, first column, terminal 1. If a wire stays internal to the cabinet, the cabinet number would be dropped, thus, ASP1/CA-1. If the wire/signal number is listed on a terminal block then the wire/signal number may be dropped, thus, SJ3/CA-1 or simply CA-1. Sometimes the number changes from one side of a terminal block to the other side. In this case the wire number that doesn’t match the number on the terminal block has to be labeled. In cases where the terminal block is not labeled, both wires must be labeled.

2.4.2 If device, most of the time board that label as single device CA, has devices inside, as terminal block A shall be use parenthesis in address: ASP/SJ3/CA-(A-2)

2.4.3 For Wires associated with PLC Cards, this has been modified to include the Bit Number in addition to the terminal point to be consistent with PLC programming:

When Signals within wire addresses are not abbreviated as seen on I:040, it is the responsibility of the electrician to provide the drafter with an abbreviated signal # that is approx 4-5 characters in length and without a slash.

Example: U-1/LOSS 125VDC JEMSTAR/SG1S/A-11B

2.4.4 Try to avoid very crowd drawing, it is possible to use for terminal designations (address) wiring table.

2.4.5 On the drawing must be shown full wire information (address) and it doesn’t matter if in the field this wire labeled and shown only wire signal.

2.5 Text

2.5.1 The same rule for text of devices and terminal block labels in the field (cabinets), all text of labels should be read from the bottom of the cabinet in case if wire is horizontal, or from the right side of the cabinet if wire is vertical.

2.5.2 All text on drawings shall be in upper case lettering.

o Generally text height-0.1” and text widht-0.1”.

o 0.6” -0.8”: stamped terminal points, key text o 0.12”, underlined: device location name o 0.14” panel names, schematic names, detail titles o 0.18” Subtitles o 0.25” Titles

NKA-4 / SG15 / I:040 / 11-20

Signal number

Cabinet Number Card and Bit number

Terminal Point liv

3. WVP Wire Addressing:

The standard for WVP wire addressing is:

For Wires associated with PLC Cards, this has been modified to include the Bit Number in addition to the terminal point to be consistent with PLC programming:

When Signals within wire addresses are not abbreviated as seen on I:040, it is the responsibility of the electrician to provide the drafter with an abbreviated signal # that is approx 4-5 characters in length and without a slash.

Example: U-1/LOSS 125VDC JEMSTAR/SG1S/A-11B

3.1 All text on drawings shall be in upper case lettering. Generally text height-0.1” and text widht-0.1”.

Cabinet number should be centered on top of back panel, 0.12” height/width, underlined, bottom centered justified, offset at 0.1” from the top of the cabinet. Designation of device and terminal blocks text should be 0.12”, top centered justified and offset at 0.1”.

Signal or Wire Number

Terminal Number

Device or Terminal Block Number

Cabinet Number i.e. SJ3 = front panel SJ3R = Rear

ASP1 / SJ3 / CA -1

NKA-4 / SG15 / I:040 / 11-20

Signal number

Cabinet Number Card and Bit number

Terminal Point lv

Appendix C

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

AS-BUILTS, WIRE CHECKS,

The services in this Task Order have been broken down into four sections: (1) services related to the verification of electrical configurations and circuits of the SCADA network, (2) services related to the verification of configurations and circuits of the balance of plant, (3) services related to the scanning and creation of electronic files from historical paper files, and (4) services related to the updating of the Station O&M manuals.

The Resident Office nearest to the Task Order Operating Project in conjunction with the Project staff will provide Quality Assurance (QA) services.

Issued August 4, 2017

TABLE OF CONTENTS

1 INTRODUCTION

1.1 Purpose

1.2 Performance Management Approach

1.3 Performance Management Strategy

2 ROLES AND RESPONSIBILITIES

2.1 The Contracting Officer

2.2 The Contracting Officer’s Representative

3 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

4 METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Techniques

4.2 Customer Feedback

4.3 Acceptable Quality Levels

5 QUALITY ASSURANCE DOCUMENTATION

5.1 The Performance Management Feedback Loop

5.2 Monitoring Forms

6 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

6.1 Determining Performance

6.2 Reporting

6.3 Reviews and Resolution

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY . Error! Bookmark not defined.

ATTACHMENT 2: SAMPLE QUALITY ASSURANCE MONITORING FORM

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled AS-BUILTS AND WIRE CHECKS. This plan sets forth the procedures and guidelines the Resident Office will use to ensure the required performance standards or services levels are achieved by the contractor.

Purpose

The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

Performance Management Approach

The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by the Resident Office to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

Performance Management Strategy

The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the government to take advantage of the contractor’s QC program.

1.3.2 The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

ROLES AND RESPONSIBILITIES

The Contracting Officer

The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Resident Office’s contracting officer’s representative (COR) and Quality Assurance Representative: and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

The Contracting Officer’s Representative

The Contracting Officer’s Representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the PWS and in Attachment 1, “Performance Requirements Summary.” If the contractor meets the required service or performance level, it will be paid the monthly amount agreed on in the contract. Failure to meet the required service or performance level will result in a deduction from the monthly amount.

METHODOLOGIES TO MONITOR PERFORMANCE

Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are

Random monitoring, which shall be performed by the COR/COR designated inspector.

Periodic Inspection – COR/COR typically performs the periodic inspection on a monthly basis.

Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the COR, as opposed to the contractor.

Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the CO/COR. The CO/COR will accept those customer complaints and investigate using the Quality Assurance Monitoring Form – Customer Complaint Investigation, identified in Attachment 3.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

Acceptable Quality Levels

The acceptable quality levels (AQLs) included in Attachment 1, Performance Requirements Summary Table, for contractor performance are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. For certain critical activities such as those involving contractor provided drawings of critical electrical systems and compliance with the USACE Safety Manual, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance of the project.

QUALITY ASSURANCE DOCUMENTATION

The Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes.

Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques shown in Attachment 1.

Monitoring Forms

The government’s QA surveillance, accomplished by the COR and QA will be reported using the monitoring forms in Attachments 2 and 3. The forms and the government review of contractor final submittals, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure that the required results of the Task Order are being achieved.

The COR will retain a copy of all completed QA surveillance forms.

ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

Determining Performance

Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels.

Reporting

At the end of each month, the QAR will prepare a written report for the COR summarizing the overall results of the quality assurance surveillance of the contractor’s performance. This written report, which includes the contractor’s submitted monthly report and the completed quality assurance monitoring forms (Attachment 2), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

Reviews and Resolution

The COR may require the contractor’s project manager, or a designated alternate, to meet with the COR and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with COR as often as required or per the contractor’s request. The agenda of the reviews may include:

Monthly performance assessment data and trend analysis

Issues and concerns of both parties

Projected outlook for upcoming weeks/months and progress against expected trends, including a corrective action plan analysis

Recommendations for improved efficiency and/or effectiveness

Issues arising from the performance monitoring processes

The QAR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the CO.

ATTACHMENT 2: SAMPLE QUALITY ASSURANCE

MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

Random Sampling 100% Inspection Periodic Inspection Customer Complaint

LEVEL OF SURVEILLANCE (Check):

Monthly Quarterly As needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: ______%

Service Provider’s Performance (Check): Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey Period:

PREPARED BY: ___________________________________ DATE: _________________

ATTACHMENT 2: SAMPLE QUALITY ASSURANCE MONITORING FORM