01_45_01.10_USACE_QUALITY_CONTROL_SYSTEM_(QCS).pdf

SECTION 01 45 01.10

USACE QUALITY CONTROL SYSTEM (QCS)

04/08

PART 1 GENERAL

1.1 Contract Administration

1.1.1 Correspondence and Electronic Communications

1.1.2 Other Factors

1.2 QCS SOFTWARE

1.3 SYSTEM REQUIREMENTS

1.4 RELATED INFORMATION

1.4.1 QCS User Guide

1.4.2 Contractor Quality Control (CQC) Training

1.5 CONTRACT DATABASE

1.6 DATABASE MAINTENANCE

1.6.1 Administration

1.6.2 Finances

1.6.3 Quality Control (QC)

1.6.4 Submittal Management

1.6.5 Schedule

1.7 IMPLEMENTATION

1.8 MONTHLY COORDINATION MEETING

1.9 NOTIFICATION OF NONCOMPLIANCE

PART 2 PRODUCTS

PART 3 EXECUTION

SECTION 01 45 01.10 USACE QUALITY CONTROL SYSTEM (QCS) (04/08)

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 shall use the Government-furnished Construction Contractor Module of RMS, referred to as QCS, 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.

All modules within QCS shall be used. This joint Government-Contractor use of RMS and QCS will facilitate electronic exchange of information and overall management of the contract.

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", Section 01 32 01.00 10 PROJECT SCHEDULE, Section 01 33 00 SUBMITTAL PROCEDURES, and Section 01 45 01 USACE QUALITY CONTROL, which have a direct relationship to the reporting to be accomplished through QCS.

No separate payment for establishing and maintaining the QCS database shall be made; all costs associated therewith will be included in the contract pricing for the work.

1.2 QCS SOFTWARE

QCS 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 QCS 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 QCS software from the Government’s RMS Internet Website. Upon specific justification and request by the Contractor, the Government can provide QCS on electronic media. Any program updates of QCS will be made available to the Contractor via the Government RMS Website as they become available.

1.3 SYSTEM REQUIREMENTS

The contractor shall be responsible for providing a computer, printer, internet connection, and other peripherals (including, but not limited to, a mouse, monitor, and keyboard) for the use of QCS by their personnel.

The computer must run the Windows Operating System (Windows XP or higher), be capable of connecting to the Internet, and be installed with virus protection software. All software on the computer must be updated and legally licensed for use by the contractor. The computer must meet the minimum system requirements necessary to operate all installed software and hardware, and should, in general, be no more than six months old at the time of Notice to Proceed.

1.4 RELATED INFORMATION

1.4.1 QCS User Guide

After contract award, download instructions for the installation and use of QCS from the Government RMS Internet Website. In case of justifiable difficulties, the Government will provide the Contractor with a CD-ROM containing these instructions.

1.4.2 Contractor Quality Control (CQC) Training

The use of QCS will be discussed with the Contractor's QC System Manager during the mandatory CQC Training class. The Contracting Officer may arrange for additional training in the use of the software if requested, however the contractor is expected to understand the concepts and principles of Quality Control prior to requesting training on the use of the software.

1.5 CONTRACT DATABASE

Prior to the pre-construction conference, the Government will provide the Contractor with basic contract award data to use for QCS. The Government will provide data updates to the Contractor as needed, generally by using the Government's SFTP repository built into QCS import/export function.

These updates will generally consist of submittal reviews, correspondence status, QA comments, and other administrative and QA data.

1.6 DATABASE MAINTENANCE

Establish, maintain, and update data in the QCS database relating to the contract and Contractor libraries throughout the duration of the contract.

Submit data updates to the Government using the Government's SFTP repository built into QCS export function. If permitted in writing by the Contracting Officer, e-mail or other electronic transmission, such as via memory stick or CD-ROM may be used in lieu of the SFTP site.

The QCS database includes data on the following items:

1.6.1 Administration

1.6.1.1 Contractor Information

The Contractor's name, address, telephone numbers, management staff, and other required items.

1.6.1.2 Subcontractor Information

Name, trade, address, phone numbers, and other required information for all subcontractors, including amount subcontracted. Assign each subcontractor/trade a unique Responsibility Code.

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 orS- 0001). The Government's letters to the Contractor will be prefixed with "C".

1.6.1.4 Request For Information (RFI)

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

1.6.1.5 Management Reporting

QCS 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 QCS.

Among these reports are: Progress Payment Request worksheet, QA/QC comments, Submittal Register Status, Three-Phase Inspection checklists.

1.6.2 Finances

1.6.2.1 Pay Activity Data

Include within the QCS database a list of pay activities that the Contractor must develop in conjunction with the construction schedule. All pay activities must be linked to the appropriate feature of work, and include scheduled start and finish dates, updated to the actual dates as they begin and end. Each pay activity may only be linked to a single feature of work.

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.

Unless approved in writing by the Contracting Officer, the Pay Activities shall be identical to those identified on the project schedule.

1.6.2.2 Payment Requests

Prepare all progress payment requests using QCS. Complete the payment request worksheet, prompt payment certification, and payment invoice in QCS.

Update the work completed under the contract, measured as percent or as specific quantities.

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)

QCS 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 QCS generated daily report.

Provide the Government a Contractor Quality Control (CQC) Plan within the time required in Section 01 45 01 USACE QUALITY CONTROL. Within seven calendar days of Government acceptance, submit a QCS 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 Contractor Quality Control (CQC) Reports.

QCS includes the means to produce the CQC Report. The Contractor may use other formats to record basic QC data. However, the Daily CQC Report generated by QCS must be the Contractor's official report. Summarize data from any supplemental reports by the Contractor and consolidate onto the QCS-generated Daily CQC Report.

Also provide the Government a signed, printed copy of the daily CQC report.

1.6.3.2 Deficiency Tracking.

Use QCS to track deficiencies. Deficiencies identified by the Contractor will be numerically tracked using QC punch list items. Maintain a current log of punch list items in the QCS 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 included in its export file to the Contractor. Regularly update the correction status of both QC and QA punchlist items.

1.6.3.3 Features of Work

Identify all features of work and develop the proposed schedule (dates for conducting the preparatory and initial inspections). Identify all critical inspection checks using the “3-Phase Inspections” screens, and utilize the preparatory and initial meeting minutes generated by QCS to conduct these meetings.

1.6.3.4 QC Requirements

Develop and maintain a complete list of QC testing, transferred and installed property, and user training requirements.

1.6.3.5 Three-Phase Control Meetings

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

1.6.3.6 Equipment

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

1.6.3.7 Labor and Equipment Hours

Log labor and equipment exposure hours on a daily basis and complete the monthly reports for exposure hours using QCS.

1.6.3.8 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 QCS 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.

1.6.3.9 Hazard Analysis

Use QCS 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

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 included in its export file to the Contractor. Use QCS to track and transmit all submittals. ENG Form 4025, submittal transmittal form, and the submittal register update must be produced using QCS. QCS and RMS will be used to update, store and exchange submittal registers and transmittals, but will not be used for storage of actual submittals.

1.6.5 Schedule

Input and maintain in the QCS database the construction schedule either manually or by using the Standard Data Exchange Format (SDEF) (see Section 01 32 01.00 10 PROJECT SCHEDULE).Include with each pay request the updated schedule.

1.7 IMPLEMENTATION

Contractor use of QCS as described in the preceding paragraphs is mandatory.

Ensure that sufficient resources are available to maintain the QCS database, and to provide the Government with regular database updates. QCS shall be an integral part of the Contractor's management of quality control.

1.8 MONTHLY COORDINATION MEETING

Update the QCS database each workday. At least bi-weekly (every two weeks), 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 QCS export file 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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