Attachment_7_-_RMS-Spec-revised-RMSCM.pdf

Attachment 7

RESIDENT MANAGEMENT SYSTEM CONTRACTOR MODE (RMS CM)

PART 1 GENERAL

1.1 CONTRACT ADMINISTRATION

The Government will use the Resident Management System for Windows (RMS) to assist in its monitoring and administration of this contract. The Contractor must use the Government-furnished Construction Contractor Module of RMS, referred to as Contractor Mode, to record, maintain, and submit various information throughout the contract period. The Contractor module, user manuals, updates, and training information can be downloaded from the RMS web site (https://rms.usace.army.mil). This joint Government-Contractor use of RMS will facilitate electronic exchange of information and overall management of the contract. RMS provides the means for the Contractor to input, track, and electronically share information with the Government in the following areas:

Administration Finances Quality Control Submittal Monitoring Scheduling Import/Export of Data

1.1.1 Correspondence and Electronic Communications

For ease and speed of communications, both Government and Contractor will, to the maximum extent feasible, exchange correspondence and other documents in electronic format. Correspondence, pay requests and other documents comprising the official contract record will also be provided in paper format, with signatures and dates where necessary. Paper documents will govern, in the event of discrepancy with the electronic version.

1.1.2 Other Factors

Particular attention is directed to Contract Clause, "Schedules for Construction Contracts", Contract Clause, "Payments", PROJECT SCHEDULE, SUBMITTAL PROCEDURES, and QUALITY CONTROL, which have a direct relationship to the reporting to be accomplished through RMS CM. Also, there is no separate payment for establishing and maintaining the RMS CM database; all costs associated therewith will be included in the contract pricing for the work.

1.2 RMS SOFTWARE

RMS is a Windows-based program that can be run on a stand-alone personal computer or on a network. The Government will make available the RMS software to the Contractor after award of the construction contract.

Prior to the Pre-Construction Conference, the Contractor will be responsible to download, install and use the latest version of the RMS software from the Government's RMS Internet Website. Any program updates of RMSwill be made available to the Contractor via the Government RMS Website as they become available.

1.3 SYSTEM REQUIREMENTS

The following is the minimum system configuration required to run RMS:

Recommended RMS System Requirements

Hardware

Windows-based PC 1.7 GHz i3; AMD A6 3650 GHz or higher processor (Required)

RAM 8 GB

Hard drive disk 100 GB space for sole use by the RMS system

Optical Disk (CD or DVD) Reader Not Required

Monitor Screen resolution 1366 x 768)

Mouse or other pointing device

Windows compatible printer Laser printer must have 4 MB+ of RAM

Connection to the Internet minimum 4 Mbs per user

Software

MS Windows Windows 7 x 64 bit (RMS requires 64 bit O/S) or newer (REQUIRED)

Word Processing software Viewer for MS Word 2013, MS Excel 2013 or newer (REQUIRED)

Email MAPI compatible (REQUIRED)

Virus protection software regularly upgraded with all issued manufacturer's updates and is able to detect most zero day viruses

(REQUIRED)

1.4 RELATED INFORMATION

1.4.1 RMS User Guide

After contract award, download instructions for the installation and use of RMS from the Government RMS Internet Website. In case of justifiable difficulties, the Government will provide an optical disk (CD/DVD) containing these instructions.

1.4.2 Contractor Quality Control (CQC) Training

The use of RMS will be discussed with the QC System Manager during the mandatory CQC Training class.

1.5 CONTRACT DATABASE

Prior to the pre-construction conference, the Government will provide the Contractor with basic contract award data to use for RMS. The Government will provide data updates to the Contractor as needed. These updates will generally consist of submittal reviews, correspondence status, QA comments, and other administrative and QA data.

Internet Browser

1.6 DATABASE MAINTENANCE

Establish, maintain, and update data in the RMS database throughout the duration of the contract at the Contractor's site office. Submit data updates to the Government (e.g., daily reports, submittals, RFI's, schedule updates, payment requests, etc.) using RMS CM. The RMS database typically includes current data on the following items:

1.6.1 Administration

1.6.1.1 Contractor Information

Contain within the database the Contractor's name, address, telephone numbers, management staff, and other required items. Within 14 calendar days of receipt of RMS CM software from the Government, deliver Contractor administrative data in electronic format.

1.6.1.2 Subcontractor Information

Contain within the database the name, trade, address, phone numbers, and other required information for all subcontractors. A subcontractor must be listed separately for each trade to be performed. Assign each subcontractor/trade a unique Responsibility Code, provided in RMS CM. Within 14 calendar days of receipt of RMS CM software from the Government, deliver subcontractor administrative data in electronic format.

1.6.1.3 Correspondence

Identify all Contractor correspondence to the Government with a serial number. Prefix correspondence initiated by the Contractor's site office with "S". Prefix letters initiated by the Contractor's home (main) office with "H".

Letters must be numbered starting from 0001. (e.g., H-0001 or S-0001). The Government's letters to the Contractor will be prefixed with "C".

1.6.1.4 Equipment

Contain within the Contractor's RMS CM database a current list of equipment planned for use or being used on the jobsite, including the most recent and planned equipment inspection dates.

1.6.1.5 Management Reporting

RMS CM includes a number of reports that Contractor management can use to track the status of the project. The value of these reports is reflective of the quality of the data input, and is maintained in the various sections of RMS CM. Among these reports are: Progress Payment Request worksheet, QA/QC comments, Submittal Register Status, Three-Phase Control checklists.

1.6.1.6 Request For Information (RFI)

Exchange all Requests For Information (RFI) using the Built-in RFI generator and tracker in RMS CM.

1.6.2 Finances

1.6.2.1 Pay Activity Data

Include within the RMS CM database a list of pay activities that the Contractor must develop in conjunction with the construction schedule. The sum of all pay activities must be equal to the total contract amount, including modifications. Group pay activities Contract Line Item Number (CLIN); the sum of the activities must equal the amount of each CLIN. The total of all CLINs equals the Contract Amount.

1.6.2.2 Payment Requests

Prepare all progress payment requests using RMS CM. Complete the payment request worksheet, prompt payment certification, and payment invoice in RMS CM. Update the work completed under the contract, measured as percent or as specific quantities, at least monthly. After the update, generate a payment request report using RMS CM. Submit the payment request, prompt payment certification, and payment invoice with supporting data. A signed paper copy of the approved payment request is also required, which will govern in the event of discrepancy with the electronic version.

1.6.3 Quality Control (QC)

RSM CM provides a means to track implementation of the 3-phase QC Control System, prepare daily reports, identify and track deficiencies, document progress of work, and support other Contractor QC requirements.

Maintain this data on a daily basis. Entered data will automatically output to the RMS CM generated daily report.

Provide the Government a Contractor Quality Control (CQC) Plan within the time required. Within seven calendar days of Government acceptance, submit a RMS CM update reflecting the information contained in the accepted CQC Plan: schedule, pay activities, features of work, submittal register, QC requirements, and equipment list.

1.6.3.1 Daily Contractor Quality Control (CQC) Reports.

RMS CM includes the means to produce the Daily CQC Report. The Contractor may use other formats to record basic QC data. However, the Daily CQC Report generated by RMS CM must be the Contractor's official report.

Summarize data from any supplemental reports by the Contractor and consolidate onto the RMS CM-generated Daily CQC Report. Submit daily CQC Reports as required. Electronically submit reports to the Government within 24 hours after the date covered by the report. Also provide the Government a signed, printed copy of the daily CQC report.

1.6.3.2 Deficiency Tracking.

Use RMS CM to track deficiencies. Deficiencies identified by the Contractor will be numerically tracked using QC punch list items. Maintain a current log of its QC punch list items in the RMS CM database. The Government will log the deficiencies it has identified using its QA punch list items. The Government's QA punch list items will be available to the Contractor. Regularly update the correction status of both QC and QA punch list items.

1.6.3.3 QC Requirements

Develop and maintain a complete list of QC testing and required structural and life safety special inspections required by the International Code Council (ICC), transferred and installed property, and user training requirements in RMS CM. Update all data on these QC requirements as work progresses, and promptly provide this information to the Government via RMS CM.

1.6.3.4 Three-Phase Control Meetings

Maintain scheduled and actual dates and times of preparatory and initial control meetings in RMS CM.

1.6.3.5 Labor and Equipment Hours

Log labor and equipment exposure hours on a daily basis. This data will be rolled up into a monthly exposure report.

1.6.3.6 Accident/Safety Reporting

The Government will issue safety comments, directions, or guidance whenever safety deficiencies are observed. The Government's safety comments will be included in its export file to the Contractor. Regularly update the correction status of the safety comments. In addition, utilize RMS CM to advise the Government of any accidents occurring on the jobsite. This brief supplemental entry is not to be considered as a substitute for completion of mandatory reports, e.g., ENG Form 3394 and OSHA Form 300.

Per EM 385-1-1, contractor must provide a monthly record of all exposure and accident experience of the Prime Contractor and all Subcontractors relative to the work. Exposure hours are tracked in RMS CM. Contractor should generate these monthly reports in RMS CM.

1.6.3.7 Features of Work

Include a complete list of the features of work in the RMS CM database. A feature of work may be associated with multiple pay activities. However, each pay activity (see subparagraph "Pay Activity Data" of paragraph "Finances") will only be linked to a single feature of work.

1.6.3.8 Hazard Analysis

Use RMS CM to develop a hazard analysis for each feature of work included in the CQC Plan. Address any hazards, or potential hazards, that may be associated with the work.

1.6.4 Submittal Management

The Government will provide the initial submittal register in electronic format. Thereafter, maintain a complete list of all submittals, including completion of all data columns. Dates on which submittals are received and returned by the Government will be available to the Contractor. Use RMS CM to track and transmit all submittals. ENG Form 4025, submittal transmittal form, and the submittal register update must be produced using RMS CM. RMS will be used to update, store and exchange submittal registers and transmittals.

1.6.5 Schedule

Develop a construction schedule consisting of pay activities, in accordance with the PROJECT SCHEDULE attachment. Input and maintain in the RMS CM database this schedule either manually or by using the Standard Data Exchange Format (SDEF). Include with each pay request the updated schedule.

1.6.6 Import/Export of Data

RMS CM includes the ability to exchange Contractor data to the Government and to import submittal register and other Government-provided data from RMS, and schedule data using SDEF.

1.7 IMPLEMENTATION

Contractor use of RMS CM as described in the preceding paragraphs is mandatory. Ensure that sufficient resources are available to maintain its RMS CM database, and to provide the Government with regular database updates.

RMS CM shall be an integral part of the Contractor's management of quality control.

1.8 MONTHLY COORDINATION MEETING

Update the RMS CM database each workday. At least monthly, generate and submit an export file to the Government with schedule update and progress payment request. As required in Contract Clause "Payments", at least one week prior to submittal, meet with the Government representative to review the planned progress payment data submission for errors and omissions.

Make all required corrections prior to Government acceptance of the export file and progress payment request.

Payment requests accompanied by incomplete or incorrect data submittals will be returned. The Government will not process progress payments until an acceptable RMS CM data is received.

1.9 NOTIFICATION OF NONCOMPLIANCE

The Contracting Officer will notify the Contractor of any detected noncompliance with the requirements of this specification. Take immediate corrective action after receipt of such notice. Such notice, when delivered to the Contractor at the work site, will be deemed sufficient for the purpose of notification.

PART 2 PRODUCTS

Not Used

PART 3 EXECUTION

Not Used

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