PWS - DIA Region IV FSS Appendix D Required Submittals 20230201.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 Phase-In Plan.

The Contractor’s Phase-In Plan shall include comprehensive procedures for attaining full PWS performance within the time allowed herein. The Phase-In Plan shall establish procedures by which the Contractor shall prepare to assume full responsibility for all areas outlined in the PWS seven (7) fourteen (14) calendar days after award. The Phase-In Plan shall include, at a minimum, procedures to accomplish the following:

· Establish a Contractor project management office

· Recruit and hire necessary Contractor personnel

· Obtain all required Contractor personnel licenses, certifications, clearances, and background checks

· Obtain Contractor and Government Issued Identification Media

· Obtain required Email accounts

· Joint Contractor-Government inventories

· Develop and submit all required Contractor deliverables

· Ensure Contractor participation in post-award meetings, as required

· Complete all necessary training requirements of Contractor personnel

· Establish procedures for Contractor personnel to sign for Government Property

D.2.2 Phase-Out Plan.

The Contractor shall develop a Transition Phase-Out Plan to affect a smooth and orderly transfer of responsibility to a successor Contractor and provide to the Contracting Officer no less than 120 calendar days prior to contract completion date. The Transition Phase-Out Plan shall, at a minimum, establish procedures to implement the Phase-Out Plan. During the succeeding Contractor’s phase-in period an observation period shall occur at which time Contractor personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. The incumbent Contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding Contractor. The incumbent Contractor shall fully cooperate with the succeeding Contractor and the Government so as not to interfere with their work or duties. The Government anticipates that the last 30 days of the contract will be the phase-in period under the successor contract.

D.2.3 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. Work instructions shall describe the procedures for each area and cover the following topics at a minimum: control of quality, hours of operation, work assignments, regulatory compliance, approval authorities, work flow, 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.

D.2.4 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/ACOR and Contracting Officer 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 line and block chart portraying the organization from top level management to all functional area positions

· Labor classifications (exempt, Service Contract Act, Collective Bargaining Agreement) 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 (i.e. workload data, frequency, etc.); and identification of collateral personnel appointments (including but not limited to, Safety Coordinator, Environmental Coordinator)

· 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 (PM) shall be authorized to act on behalf of the Contractor for all matters relating to this contract to include the authority to bind the Contractor for matters pertaining to this contract

D.3 Reports.

D.3.1 Project Manager Monthly Reporting.

The PM shall submit a signed monthly progress report to the COR/ACOR no later than ten (10) calendar days after the reporting month. See PWS paragraph 3.4.1.

D.3.2 Monthly Safety Report.

The Contractor shall submit a monthly report consolidating safety statistics for the previous month. This monthly report is in addition to required reports due at the time of an accident.

D.3.3 Weekly Work Status Report The PM shall submit a weekly report detailing work performed the previous week and work scheduled for the upcoming week. See PWS paragraph 3.4.1.

D.3.4. Daily Quality Control Report.

Prepare and maintain a daily record of all QC activities (Daily Quality Control Report) each day work is performed. Daily Quality Control Reports shall include a description of trades working on the project, number of personnel working, weather conditions encountered, any delays encountered, and acknowledgment of deficiencies noted along with the corrective actions taken on current and previous deficiencies. Reports shall also include factual evidence that required activities or tests have been performed, including, but not limited to, the following items: (1) Type and number of QC inspections and tests accomplished. (2) Results of QC inspections and tests. (3) Nature of defects, causes for rejection, etc. (4) Proposed remedial action. (5) Corrective actions taken. Submit Daily Quality Control Reports via RMS.

D.3.4 Data Criteria.

The Contractor shall submit programmed and un-programed information subject to Government review for adequacy, using the following criteria:

· Complete: includes all required information.

· Accurate: factual and correctly tabulated data.

· Timely: provided within the specified time frames.

· Properly prepared: IAW applicable publication or other specified format.

· Properly distributed: provided to the specified Government personnel.

· Includes name and signature of Project Manager certifying completeness and accuracy of submitted data.

· Submission will be made electronically unless otherwise agreed upon.

· Electronic submission shall be in a format readable by standard Government PC software (e.g. Microsoft Office Products / Adobe Products).

D.4 Meetings.

D.4.1 Post Award Conference/Periodic Progress Meetings.

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office.

D.4.2 Performance Evaluation Meetings.

The KO, COR, ACOR, 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. These meetings shall be at no additional cost to the government.

Deliverables The chart below is not a complete listing of contract deliverables. The Contractor shall ensure that all required submittals are provided in accordance with the PWS, including Appendices, and with the schedule provided. All documents provided to COR shall be submitted via RMS, unless otherwise noted. All invoicing shall be forwarded electronically to the PM and submitted via RMS. All emails shall include the associated contract number in the subject line.

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