FY23 B1 PWS - Fort Stewart CM Appendix D Required Submittals 20230130.docx

The Contractor shall provide documentation and reporting requirements defined in the PWS and Appendices. All deliverables shall be computerized.

D.2 Plans.

D.2.1 Work Instructions.

The Contractor shall establish, document, implement, and maintain work instructions for each functional area covered under this contract. Each work instruction shall reference the applicable PWS paragraph(s). Work instructions shall describe the procedures for each area and cover the following topics at a minimum: quality control, hours of operation, work assignments, regulatory compliance, approval authorities, workflow, functional relationships between the Government and the Contractor and between the Contractor’s organizational elements, and any other information needed for efficient and uniform performance. The Contractor shall ensure all workers have access to the applicable work instructions while performing tasks and shall provide a copy to the COR and ET upon request.

D.2.2 Management Plan.

The Contractor shall submit a Management Plan upon contract award plus 14 days, the Government will have 7 days to provide comments, and a final will be due 7 days from Government comments. The Management Plan shall be consistent with the information submitted in the proposal and shall demonstrate a thorough knowledge and a full understanding of the complexity and functions detailed in the PWS. It shall provide a sound management approach for responding to changing priorities, enhancing customer service, and ensuring adequate levels of performance are maintained. The Contractor shall implement the plan NLT the performance start date. Any changes to the Contractor’s Management Plan shall be submitted to the COR and KO for review and approval prior to incorporation into the contract. The Contractor’s plan shall include, but not be limited to the following:

· The management techniques or procedures to be used to accomplish the basic functions of planning, organizing, and controlling for each function depicted on the organizational structure, to include the proposed interface and relationships between major functional areas for project management and administration

· A description of the management organization including an organization chart showing lines of authority

· The name, qualifications, duties, responsibilities, and authorities of each person assigned a management function

· General management policy statements

· General plans for operation and maintenance

· Labor classifications (exempt or Service Contract Act) to be used in each area including the number of labor hours, the number of full time equivalents (FTEs), and qualification requirements for each position proposed

· What assumptions were relied upon in developing the structure (e.g., workload data, frequency, etc.); and identification of collateral personnel appointments (including but not limited to Level 2 and/or Level 3 Safety and Health Officer(s), Quality Control Manager, and Quality Control Inspectors)

· The approach for tracking, scheduling, and documenting initial/ recurring/ refresher training

· Plans for replacement staffing, recruiting, and maintaining adequately experienced and trained personnel

· Verification that Project Manager and CMM are authorized to act on behalf of the Contractor to include the authority to bind the Contractor for matters pertaining to this contract

D.3 Reports.

D.3.1 Contractor Program Manager Monthly Reporting.

The Contractor PM shall submit a signed Monthly Progress Report to the COR no later than ten (10) calendar days after the reporting month. See PWS paragraph 3.4.2 for requirements.

D.3.2 Monthly Safety Report.

The Contractor shall submit a monthly report consolidating safety statistics for the previous month. This monthly report may be combined with the Monthly Progress Report and is in addition to required reports due at the time of an accident.

D.4 Meetings.

Meetings shall be at no additional cost to the government.

D.4.1 Post Award Conference/Periodic Progress Meetings.

The Contractor shall attend the post award conference convened by the contracting activity or contract administration office in accordance with FAR 42.5. The purpose of the meeting is to develop a mutual understanding of the contract requirements and the Contractor’s Quality Control Plan (QCP) and the Government’s quality assurance program, and to discuss the Contractor’s QC program details, including the forms for recording QC operations, control activities, administration of the program, and the interrelationship of Contractor’s QCP and the Government’s Quality Assurance program. Written minutes of meetings will be recorded by the Government and signed by the Contractor’s Program Manager and the KO or COR and distributed within 5 workdays after the meeting. The Contractor may request a meeting with the KO or COR when the Contractor believes such a meeting is necessary. Written minutes of such meetings shall be recorded by the Contractor and signed by all participants involved and distributed within 5 workdays after the meeting. In either case, if the Contractor does not concur with any portion of the minutes, recorded by the Government or the Contractor, such non-concurrence shall be provided in writing to the KO or COR within 2 workdays following receipt of the minutes.

D.4.2 Performance Evaluation Meetings.

The KO, COR, ET, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

D.5 Deliverables

D.5.1 The chart below is not a complete listing of task order deliverables. The contractor shall ensure that all required submittals are provided in accordance with the PWS, including Appendices, and with the schedule provided.

D.5.2 Where to Submit.

All documents provided to COR shall be submitted via RMS, unless otherwise noted. All invoicing shall be submitted via RMS and forwarded electronically to BASEOPSInvoice@usace.army.mil. All emails shall include the associated task order number in the subject line.

D.5.3 When to Submit. Submit submittals when required in the schedule below. The first delivery order will not be issued until the required submittals have been approved by the Government. The Contractor shall not perform work until the Government approves the Quality Control Plan and Accident Prevention Plan. The Contractor shall resubmit the plans and receive Government approval prior to implementing any changes.

Annual refresher training within 10 calendar days of each option award

COR

Page 1 of 6 30 January 2023