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Contractor's Guide to Contract Administration - Resident Management

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Contractor’s Guide to Contract Administration

Contractor’s Guide to Contract Administration

US Army Corps of Engineers Sacramento District – Sacramento Resident Office July 2002

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Contractor’s Guide to Contract Administration

CHECKLIST REFERENCE / ITEM 1. Correspondence 2. “Insurance” a. Prime Contractor

NO. OF COPIES Original + 3 1

b. Subcontractor (all tiers) c. Renewals of Insurance 3. Accident Prevention a. Safety Plan

4 2

c. Hazard Analysis

3

4. Schedule for Construction Contracts a. Progress Charts b. Updated Charts

5. Payrolls and Basic Records a. Payroll with DD form 879 b. SF 1413

3 3

Prior to commencement of work Maintained by Prime

8 8 8 8

Prior to Pre Work Safety Conference Submitted at time of pay request 48 hours Prior to start of each phase of work Weekly Monthly

9 9 9 9 9 9 11

Original + 1 3

1 cy with ea payroll 1 cy ea subcontractor

c. Owner/Operator Certificates 6. Material and Workmanship a. Submittal Register b. Submittals (Eng Form 4025)

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1

b. Safety Exposure Report

d. Weekly Toolbox Mtg. Report e. Monthly Supervisor. Safety Mtg.

TIME OF SUBMISSION

As specified As specified

Within 5 days after staring work Each month with request for progress payments 7 days after payroll date 14 days after subcontractor award Weekly As specified Per approved register

11 11

10 10 10 10 21 33

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7. Quality Control System a. QC Plan b. Daily Reports REFERENCE / ITEM

4 1 NO. OF COPIES

c. 3-Phase Outlines/Reports

2

d. Test Reports

3

e. Materials Test Summary

4

Prior to commencement of work Daily TIME OF SUBMISSION Prior to staring new phase of work Within 48 hours after test Prior to starting work

52 52 52 52 52

8. Environmental Protection a. Environmental Plan

4

Prior to starting work

7

9. Request for Progress Payment

3

1st of each Month with “BIG FIVE” Attached to request for Progress Payment

55

Compact Disks Reproducible Copy Hard Copies: ½ size format On same CD with drawings including addenda, change orders, mark-up variations

56 56

CESPK From 38

10. As-Built Drawings

1

2 1 5

11. Record Specifications

1

55

56 56

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Table of Contents

Table of Contents.................................................................................................................4 PURPOSE AND SCOPE .......................................................................................................6 PRECONSTRUCTION CONFERENCE ................................................................................6 CORRESPONDENCE ...........................................................................................................7 SUPERINTENDENCE ...........................................................................................................8 SUBCONTRACTORS ...........................................................................................................8 INSURANCE..........................................................................................................................8 ACCIDENT PREVENTION AND ACCIDENT REPORTING .................................................9 LABOR CLAUSES ..............................................................................................................10 PROGRESS CHARTS.........................................................................................................11 COST BREAKDOWN AND PAYMENT ESTIMATE ...........................................................14 SUBMITTALS......................................................................................................................14 Reference Documents: 15 Submittals are a Contract Requirement 15 Submittals that require Government Approval ...............................................................15 Extensions of Design 16 Critical Materials 16 Deviations. 16 O&M Manuals 16 SpecsIntact.........................................................................................................................18 Government Responsibilities (ER 415-1-10) 18 Submittal Processes..........................................................................................................19 Contract Setup 19 Submittal Requirements 20 Manually Adding Submittal Items to the Register 21 Submittal Details and Requirements 23 Approval Requirements 26 Submittal Schedule 27 Specification Sections 29 Transmittal Processes.......................................................................................................31 Preparing the Transmittal Log (ENG Form 4025) 31 Selecting the Submittal Register Report 44 Selecting the Transmittal Form 46 Recap ..................................................................................................................................48 Identify Requirements (Register) 48 Electronic Transfer of Data (SpecsIntact) 48 Scheduling (timely flow of materials) 49 Review and Approval (tracking) 49

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Transfer Records to Customer 49 CONTRACT MODIFICATIONS ...........................................................................................50 CONTRACTOR QUALITY CONTROL................................................................................52 Contractor Responsibility 53 RECORDS OF GOVERNMENT – FURNISHED PROPERTY ............................................53 DEFENSE MATERIALS SYSTEM – (Military Contracts) .................................................54 VALUE ENGINEERING.......................................................................................................55 IDENTIFICATION OF EMPLOYEES...................................................................................55 DOCUMENTS REQUIRED FOR MONTHLY PROGRESS PAYMENTS ............................55 AS-BUILT DRAWINGS .......................................................................................................56 CONTRACT CLOSEOUT....................................................................................................57 DOCUMENTS REQUIRED FOR FINAL PAYMENT ...........................................................57 GLOSSARY OF COMMON ADMINISTRATIVE ACRONYMS ...........................................59 Index....................................................................................................................................60

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PURPOSE AND SCOPE 1. The Contractor’s rights and obligations under the contract are contained in the conditions and clauses of the contract. Strict compliance with all conditions and clauses is required and will be enforced by the Contracting Officer. 2. The purpose of this guide is to assist the Contractor in the administration of the contract. 3. The comments are explanatory only and are not intended to supersede or modify the contract. It is the responsibility of the Contractor to comply with all requirements of the contract. 4. Use of this guide is not mandatory. However, failure to use this guide will necessarily cause confusion in contract administration, and the Government cannot be held responsible for any such delays. 5. All contracts include Specification Section 01312, Quality Control System (QCS) and/or Section 01451 Contractor Quality Control specifying the use of the Quality Control System (QCS) software. The Quality Control System (QCS) was developed to assist the contractor in providing contract-required data to the Corps of Engineers. Furthermore, by taking advantage of the monitoring and reporting aspects of this program, the contractor can perform quality control activities more consistently and within the requirements of the contract specifications. The Resident Engineer’s Office will provide the successful contractor access to the latest QCS Software and User Manual and Training Guide to include: • • • •

How the User Manual and Training Guide are designed What hardware and software you need How to install and run the QCS program How to view and print reports

PRECONSTRUCTION CONFERENCE 1. The Resident Engineer is also assigned as Administrative Contracting Officer, and is hereafter referred to as the ACO. The Contractor will also be notified as to the name of the Contracting Officer’s Representative (COR). These people make decisions based on the contract drawings and specifications but do not have the authority to change the contract. 2. After award of the contract, a preconstruction conference will be arranged by the ACO between responsible personnel of the Contractor, Resident Engineer, District Office, and if appropriate, the Using Agency. At this conference, the Contractor will be familiarized with Corps of Engineers procedures and lines of authority for contractual, administrative,

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and construction matters. After this conference the contractor is required to submit details of their Accident Prevention Plan, Quality Control Plan, and Environmental Plans. These plans will be reviewed and discussed in detail at a Coordination Conference between the Resident Engineers, Contractor, and Installation Engineer’s staff. 3. One CD containing award set of contract specifications, drawings, amendments and CAD files will be provided at the time of the meeting. All required copies will be the Contractor’s responsibility. 4. The Contract Clause title, “UTILIZATION OF SMALL BUSINESS CONCERNS AND SMALL DISADVANTAGED BUSINESS CONCERNS,” requires that the Contractor assume and affirmative obligation with respect to subcontracting with small business and small business concerns owned and controlled by socially and economically disadvantaged individuals. The Contractor further agrees to cooperate in any studies or surveys as may be conducted by the U.S. Small Business Administration, the Contracting Officer, or his Administrative Contracting Officer, as necessary to determine the extent of the Contractor’s compliance with this clause.

CORRESPONDENCE 1. All contractor correspondence to the Government shall be identified with a serial number. Correspondence initiated by the Contractor’s site office shall be prefixed with “S”. Letters initiated by the Contractor’s home (main) office shall be prefixed with “H”. Letters shall be numbered starting from 0001 (e.g., H-0001 or S-0001). The Governments letters to the Contractor will be prefixed with “C”. 2. Correspondence should be addressed to the Administrative Contracting Officer and must reference the contract number involved, not the IFB number (solicitation number). 3. Correspondence from the Contractor may be addressed directly to the Contracting Officer. However, in those unusual circumstances when the Contracting Officer is addressed directly, the correspondence shall go through, or a copy shall be furnished to the Administrative Contracting Officer (Resident Engineer). 4. Correspondence shall be submitted with the original + 3 copies. FAX copies will not be considered official correspondence nor will they count toward meeting the number of copies required above. 5. Important oral instructions or decisions given by the ACO will be confirmed in writing. Similarly, the Contractor should confirm in writing any important communication made to the ACO. This includes all requests for information and corresponding answers from the ACO.

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SUPERINTENDENCE Inasmuch as the Government’s contractual relationship is confined to the Prime Contractor, it is imperative that the Prime Contractor be represented on the jobsite during all working hours either in person or by a fully qualified superintendent authorized and empowered to act in all matters pertaining to the contract. Accordingly, the Contractor, before or immediately upon the start of the work, will by letter inform the ACO if this work is to be personally supervised, or alternately, name the superintendent empowered to act for him or her in matters affecting the contract. The letter shall contain a list with the name(s), address and phone number(s) for all person so empowered, and to the extent of their authority. Contractor Information shall be entered into the QCS database and submitted within 14 calendar days of receipt of the QCS Software from the Government. Reference QCS User Guide pages 2-10 through 2-13.

SUBCONTRACTORS 1. The Prime Contractor is responsible for the control and coordination of subcontractors. Neither the Contracting Officer, ACO nor any member of their staff will issue instructions directly to Subcontractors. It is for this reason, as well as others, that emphasis is placed upon the necessity of the Contractor’s representative being present on the jobsite during all working hours. 2. Attention is specifically invited to certain contractual obligations under the Contract Clause, “SUBCONTRACTS”, which provides that the Contractor agrees to insert certain labor provisions in all subcontracts. 3. Subcontractor information shall be entered into the QCS database and submitted within 14 calendar days of receipt of the QCS software from the Government. It shall include the name, trade, address, phone numbers, and other required information. A subcontractor must be listed separately for each trade to be performed. Each subcontractor/trade shall be assigned a unique Responsibility Code, provided in QCS. Reference QCS User Guide Pages 2-14 through 2-16.

INSURANCE The Contractor shall submit to the Contracting Officer, prior to commencement of work, evidence that the Contractor has current General Liability and Automobile Liability Insurance, as well as Workmen’s Compensation or Employer’s Liability Insurance, as required by the contract. IN ADDITION, unless the Contractor’s insurance coverage specifically includes all Subcontractors, each Subcontractor (all tiers) performing work on the jobsite must submit evidence of insurance coverage to the Prime Contractor in the amounts required by the contract. Evidence of Subcontractor’s Insurance will be made available to the Contracting Officer Representative upon request and shall be entered into the QCS database and submitted within 14 calendar days of receipt of the QCS software. Reference QCS User Guide Pages 2-16 through 2-17.

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ACCIDENT PREVENTION AND ACCIDENT REPORTING 1. Accident Prevention Planning. a. The Contract Clause, “ACCIDENT PREVENTION”, requires a written safety plan be submitted before scheduling the Coordination Conference and starting work. This plan must follow guidance set forth in EM 385-1-1 and reflect results of your detailed study of the contract plans and specifications, and your careful inspection and evaluation of the work site. The plan must specifically identify the potential jobsite accident hazards, and protect personnel and property at the jobsite. The completed plan shall be signed by the Contractor and forwarded in quadruplicate to the ACO who will review it and arrange for an Accident Prevention Plan Coordination Conference. b. The purpose of the Coordination Conference is to review the plan for completeness and compliance with the contract safety standards, and to ultimately provide a workable safety program for the project. At that conference, the plan will be discussed; safety ideas exchanged, and mutual agreements reached with the Contractor’s safety representative so that work can commence. c. Additional copies of EM 385-1-1, Safety and Health Requirements Manual, may be obtained from the Contracting Officer’s Representative. The Contractor’s attention is also directed to the “Safety Inspection Checklist for Construction Equipment”. Completed forms shall be forwarded in two (2) copies. 2. Accident Reporting. a. Corps of Engineers Pamphlet CESPD P 285-1-3 “Accident Investigation Reporting Guide for Supervising Personnel”, outlining the accident reporting procedure for reportable accident will be furnished for guidance for meeting contract requirements. Form ENG 3394 shall be used to record all “reportable mishaps”. b. On all contract operations, the Prime Contractor shall be responsible for recording and reporting all accident exposures and experienced incidents at work. (This includes exposure and experience of the Prime Contractor and Subcontractors.) As a minimum, these records shall include exposure work-hours and a log of occupational injuries and illnesses. OSHA Form 200 (EXHIBITS 14 thru 14C) will be provided or the Contractor may use the state/federal equivalent. c. A report listing hours actually worked on the jobsite by employees of the Contractor, Subcontractors, suppliers, etc., shall be submitted monthly with payment request on SESPD Form 94-R “Safety Exposure Report”, (Exhibit 10). The total shown in boxes labeled “Man Hours” will include the man-hours of

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Contractor, Subcontractor (all tiers) and suppliers. It is mandatory that the CESPD Form be submitted with zeros added if no work is performed during the reporting period.

LABOR CLAUSES 1. The Labor Standards Clauses, which form a part of this contract, are based on the following statues and regulation: Davis-Bacon Act; Contract Work Hours and Safety Standards Act – Overtime Compensation; Copeland (“Anti-Kickback”) Act; and Pars 3 and 5 of the Secretary of Labor’s Regulations); and also Executive Order 11246 (Equal Employment Opportunity), as amended by Executive Order 11375. 2. A copy of all payrolls shall be submitted weekly to the Resident Office. Payrolls must address how fringe benefits are paid to employees, whether in a trust fund, directly to employees, etc. The Prime Contractor is responsible for submission of Subcontractor’s payroll. DD Form 879, STATEMENT OF COMPLIANCE, (EXHIBIT 5), must accompany each payroll, unless the statement of compliance is included in the payroll form. The Corps of Engineers’ Construction Inspectors and Engineers will conduct employee interview for comparison with Contractor submitted data. 3. Payrolls must reflect job classification (i.e., electrician, carpenter, etc.) of each employee along with the Area; and if laborer, which Group. If an employee is an apprentice, proof of apprenticeship is required or it will be assumed that the employee is a journeyman and must be paid journeyman wage rates. 4. Subcontract (Labor Standards) a. The Contractor or Subcontractor shall insert in any subcontracts the clause entitled Davis-Bacon Act, Contract Work Hours and Safety Standards Act – Overtime Compensation, Apprentices and Trainee’s Payrolls and Basic Records, Compliance with Copeland Act Requirements, withholding of Funds, Subcontracts (Labor Standards), Contract Termination-Debarment, Disputes Concerning Labor Standards, compliance with Davis-Bacon and Related Act Regulations, and certification of Eligibility, and such other clauses as the Contracting Officer may, by appropriate instructions require, and also a clause requiring Subcontractors to include these clauses in any lower tier subcontracts. The Prime Contractor shall be responsible for compliance by any Subcontractor or lower tier Subcontractor with all the contract clauses cited in this paragraph. b. Within 14 days after award of this contract, the Contractor shall deliver to the Contracting Officer a complete Statement and Acknowledgement Form (SF 1413 for each subcontract, including the Subcontractor’s signed and dated acknowledgment that the clauses set fort in paragraph a above have been included in the subcontract. Contractor Information shall be entered into the QCS database and submitted within 14 calendar days of receipt of the QCS Software from the Government. Reference QCS User Guide page 2-17. Within 14 days after award of any subsequently awarded subcontract the Contractor shall deliver

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to the Contracting Officer an updated completed SF 1413 for such additional subcontract. New subcontractor data shall be entered into the QCS Software database at the same time the SF 1413 is prepared.

5. The following items shall be posted at the site of the work prior to the start of work and remain posted until work is completed: a. WH Publication 1321 with copies of wage determination. b. Equal Employment Opportunity Posters c. List of Wage Rates. d. Safety and Health Protection on the Job (for appropriate state). e. The BBP Safety Supervisors Ready Reference Chart (not mandatory). 6. Representatives of the Department of Labor, Corps of Engineers, and Defense Contract Administration Service will have access to the work site and the Contractors’ employees for purposes of administering the labor statues and regulations, and also the Executive Orders. 7. Required forms will be furnished at the preconstruction conference.

PROGRESS CHARTS 1. The Contractor shall develop a construction schedule consisting of pay activities, in accordance with Contract Clause “Schedules for Construction Contracts”. Or Section 01320 PROJECT SCHEDULE, as applicable. This schedule shall be input and maintained in the QCS database either manually or by using the Standard Data Exchange Format (SDEF) (see Section 01320 PROJECT SCHEDULE). The updated schedule data shall be included with each pay request submitted by the Contractor.” 2. The schedule will show the order in which the contractor proposed to do the work, the start date on the salient features (including procurement of materials, plant and equipment) and contemplated dates for completing the same. Contractor submissions shall follow the direction of the Contracting Officer regarding reasonable activity durations. Reasonable durations are those that allow the progress of to be accurately determined between payment periods (usually less than 2 percent of all nonprocurement activities’ original duration should be greater than 20 work days). Tasks related to the procurement of long lead materials or equipment shall be included

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as separate activities in the project schedule. Long lead materials and equipment are those materials that have a procurement cycle of over 90 days. Examples of key procurement activities include, but are not limited to: shop drawing submittals/approvals or review/and fabrication/delivery. The schedule shall be in the form of a progress chart or NAS as required by the Contract Clause “SCHEDULE FOR CONSTRUCTION CONTRACTS,” or Specification Section 01320 CONTRACTOR PREPARED NETWORK ANALYSIS SYSTEM (NAS) – PROJECT SCHEDULE of this contract. Progress charts shall show dollar amounts for various phases of work that directly relate to those items on the payment estimate. The QCS database shall include a list of pay activities that the Contractor shall develop in conjunction with the construction schedule. The sum of all pay activities shall be equal to the total contract amount, including modifications. Pay activities shall be grouped by Contract Line Item Number (CLIN), and the sum of the activities shall equal the amount of each CLIN. The total of all CLINs equals the Contract Amount. Forms will be furnished at the Preconstruction Conference. 3. Guide specification 01320 covers the requirements for the preparation and maintenance of the project schedule. Selection of the optional requirements in the specification should have been coordinated to ensure the schedule requirements are appropriate for the complexity of the work. Paragraph 3.1, General Requirements, states: “Pursuant to the Contract Clause, SCHEDULE FOR CONSTRCTION CONTRACTS, a Project Schedule as described below shall be prepared. The scheduling of construction shall be the responsibility of the contractor… The approved Project Schedule shall be used to measure the progress of the work, to aid in evaluating time extensions, and to provide the basis of all progress payments.” Paragraph 3.3.1, Use of the Critical Path Method, states: “The Critical Path Method (CPM) of network calculation shall be used to generate the Project Schedule. The Contractor shall provide the Project Schedule in the Precedence Diagram Method (PDM).”

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Caution: When this Guide Specification has been incorporated into your contract, a BAR CHART does not comply with the requirements and should not be approved. A CPM (NAS) must be used to satisfy these contract requirements.

4. Absent inclusion of Guide Specification 01320 the Contract Clause SCHEDULE FOR CONSTRUTION CONTRACTS requires a progress chart reflecting the contractors plan for performing the work. EXHIBIT 1A is a sample of an initial progress schedule submitted for approval. Upon approval, the ORIGINAL progress chart will be returned to the Contractor for monthly updating. EXHIBIT 1B is a sample of a monthly update submission of the progress schedule. 5. Progress data shall be entered on the original approved Progress Chart or NAS Schedule by the Contractor and copies of the updated schedule shall be submitted in triplicate thereafter on the 5th of each month with a request for progress payment. This chart will be used in the preparation of the contract payment estimate and should be scheduled to cover the same time period of the estimate (1st to the last day of the previous month).

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COST BREAKDOWN AND PAYMENT ESTIMATE 1. All progress payment requests shall be prepared using QCS. The Contractor shall complete the payment request worksheet and include it with the payment request. The work completed under the contract, measured as a percent or as specific quantities, shall be updated at least monthly. After the update, the Contractor shall generate a payment request report using QCS. The Contractor shall submit the payment requests with supporting data by E-mail with file attachment(s). A Prior to submitting signed paper copy of the approved payment request is also any progress required which shall govern in the event of discrepancy with payment, verify the electronic version. The contract payment request th that all finances worksheet shall be completed not later than the 27 of each are balanced. This month. The formal payment request, electronic file and includes CLIN’s supporting documentation shall be completed by the 5th of and Payment each month. Payment request shall be accompanied by Activities. FORM “Prompt Payment Certification Under Fixed-Price Construction Contracts”, EXHIBIT 2. 2. The QCS program allows the contractor to submit progress payments with the exchange of data electronically with the government. The actual exchange process and complete details of preparing and submitting payment requests are covered in detail in Chapter 6 of the QCS User Manual. 3. Payment for any change order work will not be made until a contract modification has been issued, signed by the Contractor and by the Government. Modification work shall be separate from the original contract work as a subtotal that revises an existing CLIN or adds a new CLIN. Description and number shall itemize each modification so the dollar amount and percentage complete can be identified. The request for proposal for each modification will include a request for the contractor to submit a new schedule activity (name and number) to be negotiated along with cost and time if warranted. Submission of proof of time extension shall be based upon a subnet/fragnet of work activities, revised activity logic, duration, and costs is required for any time extension approvals. Upon approval and signature of the Contract Modification the Contractor will receive a data file containing revised or new CLINs. The contractor will attach the new pay activity to the appropriate CLIN and submit a QCS Export File in accordance with the instructions contained in the QCS User Manual.

SUBMITTALS Various portions of your contract require you to forward submittals and submittal registers to the Corps of Engineers. Submittal registers are listing of submittals together with the identifying numbers, dates, etc., that among other purposes, are for you to schedule your review, submission and procurement dates with your planned progress scheduling.

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Reference Documents: 1. Engineering Regulation ER 415-1-10, Contractor Submittal Procedures 2. Engineering Regulation ER 1180-1-6, Construction Quality Management 3. Guide Specification 01330, Submittal Procedures

Submittals are a Contract Requirement The Contractor is required to furnish a specified quality of construction, including materials and equipment to be incorporated in the work. Control of the quality of materials and equipment require timely review, testing, or other evaluation. All required submittals must be made in time to allow for evaluation, approval, procurement, and delivery prior to the preparatory control phase and before the item is needed in the construction process. The primary responsibility for the overall management and control of contractor submittals lies with the Prime Contractor. Monitoring of the Contractor’s quality management control to assure that submittals are timely, appropriately certified, and in compliance with the contract is the responsibility of the Government. While the submittal process can be time consuming for both Contractor and Government technical and administrative personnel and can significantly affect the construction schedule, procurement, placement, testing, and transfer procedures, it is critical to the success of both the quality control and quality assurance processes. As such, its scope must be carefully thought out during the design process and submittal requirements tailored to trim-fit the specific job. Because submittal approval must be timely to allow procurement and delivery of materials or equipment prior to the preparatory inspection (P/I) phase of the 3-step inspection process, the number and type of submittals required by the contract should be kept to the minimum amount sufficient to assure the specified construction quality is achieved. From a contractual standpoint, all required submittals are “important”. However, some are more critical to quality management than others, particularly extensions of design, deviations, and those involving critical materials or equipment, which must be compatible with an entire system. By regulation and policy, these critical submittals require Government approval. Review for Government approval can involve construction field and District Office, District engineering division, and design Architect-Engineer personnel. Submittals of a less critical nature are usually approved by the contractor and submitted to the Government “For Information Only” (FIO). As a quality assurance measure, regulations require Government review of a percentage (10%) of all Contractor approved FIO submittals.

Submittals that require Government Approval Submittals that should always require Government Approval are: (Examples provided are not all inclusive and are used only for illustration purposes.)

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Extensions of Design Examples: 1. Fire Alarm Systems 2. Fire Sprinkler Systems 3. Prefabricated Buildings 4. Structural Steel Drawings 5. Standing Seam Metal Roof Drawings 6. Coordination Studies such as short circuit analysis

Critical Materials Materials that must meet specific quality performance standards. Examples: 1. 2. 3. 4.

Coatings for Cathodic protection of storage tanks High-pressure piping and controls Acid and Hazardous Waste Systems Architectural Finishes for Customer Approval

Deviations. Any submittal by the construction Contractor that varies from the construction contract specifications.

O&M Manuals Including those involving equipment that must be checked for compatibility with the entire system. Examples: 1. 2. 3. 4. 5.

Sewage Treatment Systems Water Purification Plants Energy Management Control Systems Intrusion Detection Systems Power Generation and Distribution Systems

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A Mechanical Engineer assigned as a District support staff provided the following scenario about the difference between an FIO and a GA submittal. It seems to hit the head on the nail, and is worth sharing:

Recently, I found myself in the middle of a heated discussion concerning a For Information Only, FIO, submittal. The contractor felt the government reviewer had imposed additional and unreasonable requirements on an FIO submittal, after all, it was for information only. Why was the reviewer requesting more information? Why was the submittal rejected as incomplete and returned? A great question! What is the difference between an FIO submittal and a Government Approved, GA, submittal? The only difference that I could think of was payment. The GA submittal requires an approved action code by the government before we will accept an invoice for payment. After an FIO submittal receives an approved action code from the Contractor Quality Control staff and it is submitted to the government, the contractor can invoice the government in the next pay request without waiting for any further action by the government. Reviewing section 01330, Submittals, paragraph 3.1, the information required in the submittal does not vary from a GA to an FIO submittal. The information requirements are not dependent upon who is doing the review and approval. The FIO and GA designation refers to only the approval sequence of the submittal. In the above event, the government reviewer was correct in requiring the Contractor to provide additional information per the appropriate SD and rejecting the submittal as incomplete. During our review of FIO submittals, 10% of all FIO submitted for a project, we should not expect to see a lesser-detailed submittal nor should we accept a lesser-detailed submittal. Emmanuel J. Molina, CESPLCO-CS

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SpecsIntact (Specifications-Kept-Intact) Specification Production System The National Aeronautics and Space Administration (NASA) developed this program over a period of years; by the Construction Criteria Base (CCB) system, which was developed by the National Institute of Building Sciences (NIBS); by the cooperative efforts of the military services; and by the Internet. The use of SpecsIntact in both Military and Civil construction contracts is mandatory, as established within Engineering Regulation ER 1110-2-1201 and CEMP-EA (1110) Memorandum of 14 April 1997, for all FY00 and future projects. This policy has been incorporated into ER 1110-345-700, “Drawings, Design Analysis, and Specifications”. For those that may need assistance with SpecsIntact, the Kennedy Space Center (KSC) maintains a web site at URL http://si.ksc.nasa.gov/specsintact/ to accept user feedback and to provide access to the latest software releases, the on-line User Guide, and other current news. Additionally, CECW-EP has arranged for on-site SpecsIntact training if requested, and the Prospect Course 185, Specification Writing for Construction Contracts, includes four hours of SpecsIntact job processing and editor instruction. The Corps of Engineers uses a section numbering system based on the CSI MasterFormat; and uses a uniform section format based on the CSI Manual of Practice and the SpecsIntact system. The Corps of Engineers Guide Specifications is designed to be used with SpecsIntact. It is a personal computer-based system for the production of project specifications. SpecsIntact is designed to assemble project specifications from one or more guide specification databases (Masters), from other projects, or from sections written specifically for the project. When our contract specifications are generated in SpecsIntact they can be directly imported into RMS in the format of the ENG Form 4288, Submittal Register, and then exported into the QCS program. A future enhancement will afford the ability to import from SpecsIntact directly into QCS. This will be especially important for Design-Build contracts.

Government Responsibilities (ER 415-1-10) The designer will prepare a list of submittals required for each contract. This list must be very specific to allow the construction Contractor to know exactly what is required to be submitted. This list will be prepared electronically on ENG Form 4288-R (Submittal Register) and will be limited to columns “d” thru “o”. This list will be provided in hard copy and on computer diskette, which is compatible with the QCS and RMS software. Prior to advertisement, construction and engineering elements jointly determine what submittals require Government Approval (GA) and what submittals are designated For Information Only (FIO). This is noted in columns “p” and “q” on the ENG Form 4288-R. Column “r” is used to designate the reviewer. The information on ENG Form 4288-R is usually incorporated into the specifications prior to advertisement. However, for Design-Build contracts, the Contractor is required to produce this document.

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1. The Government COR (Contracting Officer Representative) will review the Contractor’s submittal control document for compliance to the contract, and to assure that all required submittal schedules, review time, and procurement lead times are reasonable. In addition, the document shall be checked against the Network Analysis System or other approved construction schedule.

Good News Scenario: Contractor reflects that he is 30-days AHEAD OF SCHEDULE. Bad News Scenario: The Contract Submittals may very well be BEHIND SCHEDULE by the same time.

Solution: If work or progress is being accelerated for any reason, including Contractor efficiency, the submittal process must also be accelerated. 2. The master copy of the control document is usually maintained in the Area/Resident Office. Control at this level is necessary to ensure effective management of the Contractor and timely response by the Government. It is essential that a complete record of all action dates be maintained and that the document reflect current information for each contract. It is important that certifications required after completion of construction, like roofing systems and underground heat distribution systems, be monitored and obtained at the appropriate times. The Area/Resident Engineer should monitor progress at all times and take appropriate action for any delay. Examples of appropriate actions for Contractor caused delays include letters advising of delinquency, retainage for unsatisfactory progress, and nonpayment for unapproved materials.

Submittal Processes Now that we understand way more than we will probably need to know, let’s look at how to use QCS for control of Submittals.

Contract Setup During the setup of a contract, the Government will typically load the ENG Form 4288, Submittal Register, into RMS and it would be exported to the QCS program upon award of the contract. The register is best imported directly from SpecsIntact, as explained earlier. In the case of a Design-Build contract, the Contractor will eventually be able to import the register directly from SpecsIntact. At this time, it can be loaded manually into QCS. A contract may have an

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unlimited number of submittal registers, and this is determined by the contract itself. The setup for determining the number of registers is part of the RMS program and would be exported to the QCS program. This screen reflects a listing of submittal items from the QCS program. It is accessed from the CONTRACT MENU /ADMINISTRATION / SUBMITTAL REGISTER, as shown below.

Only after our Submittal register(s) is setup, will we be able to begin tracking the actual Submittals and Transmittals for our contract.

Submittal Requirements If the Government, via the RMS program, has the SpecsIntact import, you are finished with the setup and the register may be viewed immediately. However, you still may want to make manual entries, or even the complete register entry, so we will explore that process next.

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Contractor’s Guide to Contract Administration

Example Register – ENG Form 4288

Manually Adding Submittal Items to the Register We begin the process by selecting ADMINISTRATION and highlighting the Submittal Register and pushing the ADD button, as shown below.

Page 2-22

Contractor’s Guide to Contract Administration

Submittal Item Screen

Use the lookup, or manually type in the Section number of the Submittal Item. QCS will automatically assign the next available Item number for that Section, but it can be changed if needed. Push the OK button when completed. You are now ready to begin entering the specific details and requirements of the submittal item.

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Contractor’s Guide to Contract Administration

Submittal Details and Requirements Submittal Requirements Window

C

A B

E D

A

After the Section and Item numbers are inserted, and you leave this first screen, they cannot be changed. (If it is incorrect, you will need to delete it and re-enter before proceeding further.)

B

The Paragraph number is entered from the Specification Section paragraph that references the details of this particular submittal item. It is highly recommended that the paragraph number be taken from within the body of the specification section that gives the detailed requirements of the item. The paragraph number from the front of the section that simply requires the item to be submitted is actually of little use for our purposes of administering the contract.

C

The Description of the item should clearly convey what it is that is being submitted. It is best not to abbreviate unless is just makes sense to do so. The Description will appear on many of the Forms and Reports throughout the QCS and RMS programs.

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Contractor’s Guide to Contract Administration

D

The Drawing number is the sheet number from the Contract Drawings where the item being submitted may be located or referenced (e.g., Sheet C-3A).

E

The Submittal Type conveys the nineteen (19) Submittal Descriptions (SD) that are part of the SpecsIntact program. There are ten submittal descriptions used on Corps of Engineers’ contracts and the Department of the Navy uses nine. When Navy guide specifications are used in a Corps contract, conversions are necessary. Corps of Engineers Submittal Descriptions: •

SD-01 = Data - Submittals which provide calculations, descriptions, or documentation regarding the work.



SD-04 = Drawings Submittals which graphically show relationship of various components of the work, schematic diagrams of systems, details of fabrication, layouts of particular elements, connections, and other relational aspects of the work.



SD-06 = Instructions – Preprinted material describing installation of a product, system or material, including special notices and material safety data sheets, if any, concerning impedances, hazards, and safety precautions.



SD-07 = Schedules – Tabular lists showing location, features, or other pertinent information regarding products, materials, equipment, or components to be used in the work.



SD-08 = Statements – A document, required of the Contractor, or through the Contractor, from a supplier, installer, manufacturer, or other lower tier Contractor, the purpose of which is to confirm the quality or orderly progression of a portion of the work by documenting procedures, acceptability of methods or personnel, qualifications, or other verifications of quality.



SD-09 = Reports – Reports of inspections or tests, including analysis and interpretation of test results.



SD-13 = Certificates – Statement signed by an official authorized to certify on behalf of the manufacturer of a product, system or material, attesting that the product,

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Contractor’s Guide to Contract Administration

system or material meets specified requirements. The statement must be dated after the award of the contract, must state the Contractor’s name and address, must name the project and location, and must list the specific requirements, which are being certified. •

SD-14 = Samples – Samples, including both fabricated and unfabricated physical examples of materials, products, and units of work as complete units or as portions of units of work.



SD-18 = Records – Documentation to record compliance with technical or administrative requirements.



SD-19 = Operation and Maintenance Manuals – Data which forms a part of an operation and maintenance manual.

NAVFAC Submittal Descriptions Requiring Conversion: NAVFAC SD Number and Title

Convert To

SD-02 = Manufacturer’s Catalog Data SD-03 = Manufacturer’s Standard Color Charts SD-05 = Design Data

SD-01 Data SD-01 Data SD-01 Data

SD-10 = Test Reports SD-11 = Factory Test Report SD-12 = Field Test Report

SD-09 Reports SD-09 Reports SD-09 Reports

SD-15 = Color Selection Samples SD-16 = Sample Panels SD-17 = Sample Installation

SD-14 Samples SD-14 Samples SD-14 Samples

The SpecsIntact Configuration, Control and Coordinating Board have assigned the SD numbers and names, and they correspond to the terminology used in the technical sections. These numbers and names should not be changed.

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Contractor’s Guide to Contract Administration

Approval Requirements Submittal Requirements Window

F G H F

Indicate whether this submittal item will be approved by the Contractor (For Information Only) or will require Government Approval. The submittal register (ENG Form 4288-R) will use the abbreviation of FIO for Information Only submittals and GA for Government Approval.

G

The Primary Contractor Reviewer should be selected from the Lookup table. This is typically the individual with overall responsibility for submittal control for the QC process. This individual would coordinate all comments for secondary reviewers, subcontractors, and so forth, prior to submitting the final comments back to the Government with the Transmittal form (ENG Form 4025).

H

The Primary Government Reviewer is primarily controlled by the Government. The lookup can initially be used to indicate that it is expected to be reviewed at the Corps of Engineers District Office (DO), Area Office (AO), Resident Office (RO), Project Office (PO), or by the Architect-Engineer (AE). It may be changed by the Government via a future Export / Import. This is typically the individual with overall responsibility for submittal control for the QA process. This individual would coordinate all comments for secondary reviewers prior to submitting the final comments back to the Contractor with the Transmittal form (ENG Form 4025).

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Contractor’s Guide to Contract Administration

Submittal Schedule In order verify that submittals are or will be timely, they must be coordinated with the Contractor’s scheduling system (i.e., NAS). QCS, RMS and ENG Form 4288-R REQUIRE that every submittal item be attached to an individual Activity from the Contractor’s schedule. Submittal Requirements Window

I J K L

M

I

Use the lookup provided for Required for Activity and attach the associated Activity for the item being entered on this screen. The idea is to be able to verify that an item is submitted prior to submitting payment for an associated Activity. Therefore, IT MUST BE ATTACHED to the VERY FIRST activity that has money (funds) attached to it. The submittal must be approved, etc., prior to the first occurrence of the product being used or installed. This is important for many obvious reasons, but one specifically comes to mind that we need to understand: The Activity start date, along with material procurement and lag/lead times, and the Approval period is what determines the dates printed out on the ENG Form 4288-R and provides the data for the various sorts within our Submittal Reports.

J

In this example, QCS and RMS will compute the Submittal need date on the Early Start Date for the Activity, based on the NAS being used. Alternatively, a Manually Entered Work Start Date could be entered here. If the Manual method is selected, a popup calendar will appear and you must enter, and keep updating, the expected start date for the activity.

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Contractor’s Guide to Contract Administration

K

The Government Review Period is typically 35 calendar days, exclusive of mail time. However, there may be specific submittals or technical sections that have different review periods. For example, it is not uncommon for a contract to specify 90-calendar days for approval of structural steel drawings or prefabricated metal buildings, and so forth. There may also be shorter review periods in some of the front-end specification sections. In any case, enter the review period for this item as required. It will be a time specified in the contract, or a time as mutually agreed after award of the contract. In the case of a Design-Build Contract, the Contractor must also account for any review period by his Design forces. This may result in a very lopsided requirement time for the submittal to be provided.

L

You, as the Contractor, are the only one that can complete the Material Procurement Period (unless, perhaps, that Government Furnished Property is being entered). The Prime Contractor must coordinate this period with the responsible Subcontractor during the completion of the register. Common materials, like cement or gravel may be considered “off-the-shelf items” and the procurement period may be entered as zero. However, there are many pieces of electrical and mechanical equipment that takes weeks, and even months, to receive on the jobsite, following submittal approval. This is an area often ignored, but should be consistently recorded.

M The item represented by this submittal should always be linked to a pay activity. Consequently, the item is either needed on site before the activity starts, when it starts, or after it starts. QCS and RMS use the terms Lag/Lead for tracking this information. Lead Time: minus (-) so many days prior to start of activity Example: The Activity may be “Drywall”. The submittal item may be the sheetrock needed for the Activity. The sheetrock may be needed on site 3 days prior to start of the “Drywall” to allow stocking, verification, etc. Zero: start of activity Example: The Activity may be “Concrete”. The submittal item may be “Curing Compound” (an off-the-shelf item). The curing compound is needed when the activity “Concrete” begins. Lag Time: plus (+) so many days after start of activity Example: The Activity may be “Erect Metal Building”. The submittal item may be “Metal Siding”. The “Metal Building” would be started with erection of the structural steel members and after that was completed, the “Metal Siding” would be applied. This lag time may be several days or even weeks.

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Contractor’s Guide to Contract Administration

Specification Sections They may be occasion where the Contractor needs to add a Specification Section that is not in the existing submittal register. For example, a Modification has added a specification section, or the contract is a Design-Build contract. You now have two choices when adding a Specification Section within QCS. You may select the Add button and view the drop-down menu: • •

Manually Add New Section Select Sections From Library

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Contractor’s Guide to Contract Administration

Manually Add New Section

You may add a section using any number or title you wish. The section number can be up to six (6) characters long (alpha or numeric). The section title may be up to 45 characters in length.

Select Sections Library

from

You view a lookup that originates in the Government Library from the Home menu. You can either Check All Sections (I can’t imagine you REALLY needing this, but……) or check the individual sections you need. Once you choose Check All Sections, the title will change to Remove All Checks From Sections. (That a GOOD thing, just in case you REALLY used Check All Sections!)

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Contractor’s Guide to Contract Administration

This completes the preparation of the submittal register. These screens are completed for 100% of the items requiring submission. The ENG Form 4288-R can be generated and is officially known as the “Submittal Register”. The next thing that occurs would be that of selecting one of more of these submittal items and sending them to the Government for approval or record purposes. The transmittal form that will be used is the ENG Form 4025.

Sample Submittal Register – ENG Form 4288

SUBMITTAL REGISTER ACTIVITY NUMBER

TRANSMITTAL

ITEM NUMBER

(ER 415-1-10)

CONTRACTOR

Design/Constr Family Housing, Area 4,Redstone Arsenal, AL

Amer Renov & Constr Co.

DESCRIPTION OF

PARAGRAPH

CONTRACTOR SCHEDULE DATES

SUBMITTAL

Construction Of f ice Trailer & Compound

REVIEWER

TYPE OF SUBMITTAL INFO ONLY

01451 1.1.5

5

01451 3.2.2

7

01451 3.4.3

CQC Sy stem Manager

DATA

8

01451 3.4.3

CQC Sy stem Manager(Alternate)

DATA

9

02050

Demolition Plan

DATA

1

02085

Test Reports

REPORTS

2

02085

Certif ication

CERTIFICATES

x x

1

02090

Lead-Based Paint Abatement and Disposal

CERTIFICATES

x

1

02200

Test Reports

REPORTS

2

02200

Earthwork Certif icates

CERTIFICATES

3

02200 20.1

Moisture Density - Lookout Pit

RPTS/TESTS

4

02200 2.01A

Moisture-Density Relationship Test

RPTS/TESTS

5

02200 2.01

Moisture-Density Relationship Test Wesso

RPTS/TESTS

6

02200 2.01

Moisture-Density Test Dy er Circle Utilit

1

02400 2.01

Storm Drainage

1

02713 2.01

1

02722 2.01

CQC Plan

GOV'T APPR

x x x x

2

SHOP DRAWINGS DATA

DATE

SUBMIT NEEDED

APPROVAL NEEDED

BY

BY

05 Sep 2001

DACA01-99-C-0033

CONTRACT NUMBER

CLASSIFICATION

SPECIFICATION

NUMBER

NUMBER

TITLE AND LOCATION

CONTRACTOR ACTION

MATERIAL NEEDED CODE BY

GOVERNMENT ACTION

SUBMIT TO

CODE

DATE

CORPS

13 Sep 99

B

16 Sep 99

07 Feb 00

A

18 Feb 00

A

15 Oct 99

B

10 Nov 99

A

15 Oct 99

B

10 Nov 99

21 Oct 99

A

29 Oct 99

04 Feb 00

F

18 Feb 00

17 Feb 00

F

18 Feb 00

01 Mar 00

F

16 Mar 00

RPTS/TESTS

x x x x x x

DATA

x

22 Feb 00

F

16 Mar 00

DATA

x

18 Apr 00

A

19 Apr 00

DATA

x

16 May 00

F

16 May 00

14 Mar 00

A

22 Mar 00

14 Mar 00

A

22 Mar 00

14 Mar 00

A

22 Mar 00

14 Mar 00

A

22 Mar 00

SECTION - 02050

x

SECTION - 02085

SECTION - 02090 SECTION - 02200

13 Apr 00 13 Apr 00

SECTION - 02400 SECTION - 02713

Bitum inous Base Course

SECTION - 02722

Graded-Crushed-Aggregate Base Course

SECTION - 03300

Sanitary Sewers

Cast-In-Place Structural Concrete 1

03300 1.02

2

03300 1.02

Reinf orcement Shop Drawings

3

03300 1.02

Test Reports

RPTS/TESTS

4

03300 1.02

Vapor Barrier

TECH DATA

5

03300

Curing Compound

DATA

SECTION - 06100

005

Water Distribution Sy stems

Materials and Mix Designs

x x

PRODUCT DATA SHOP DRAWINGS

x x x

Rough Carpentry

1

1 2

06100 1.03

Product Data

DATA

1

3

06100 3

06100 1.02

Striping Template

Treatment Certif ication

DATA

CERTIFICATES

SECTION - 06192 RANGE : ALL

x x x

A

Henry

G

SORT : SECTION & ITEM Page 2 of 7

Transmittal Processes Preparing the Transmittal Log (ENG Form 4025) The form provided by QCS to track submittal items is the Transmittal Log. This log will include one or more submittal items for one (and only one) technical specification section. QCS will print this form as part of the Submittal Control process.

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If your contract includes more than a single register, you will need to choose which one you want to work with. Select the appropriate register and push the OK button.

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Contractor’s Guide to Contract Administration

The Transmittal Log screen separates the transmittals into four different periods. The periods are reflected by the label on the four tabs and are primarily for tracking and reporting purposes:

Prepared Transmittals - Definition •

These are transmittals that have been prepared but, for one reason or another, have not been sent to the Government.

Sent to Government - Definition •

These are Prepared Transmittals that have been completed by the Contractor and sent to the Government for review and/or information.

Returned from Government - Definition •

These are Prepared Transmittals that have been Sent to the Government and the Government has taken approval/disapproval action on it and returned it to the Contractor.

Completed Transmittals - Definition •

These are transmittals that have been returned by the Government and acknowledged as received by the Contractor.

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Contractor’s Guide to Contract Administration

Prepared Transmittals The Transmittal Log is accessed from the main CONTRACT MENU / ADMINISTRATION / Transmittal Log, as shown on the following screen. You can EDIT an existing Transmittal or ADD a new one. For our purposes, push the ADD button.

The default screen will list all sections that include one or more Outstanding Submittal items to be processed. You may need to provide a transmittal for an item already submitted and approved, in which case you may select the All Sections box at the top right of the screen. In that case, ALL sections will be shown on the list, including completed submittal items. Choose the desired item from the listing and push the Next button on the lower right of the window.

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Contractor’s Guide to Contract Administration

The Next window shows all Outstanding Submittals from which to choose. You also have the option to show ALL submittal items if desired. You simply check one or more items that you want to include on the transmittal form. RMS will determine if the item is being submitted for the first time, or if it is a re-submittal of a previous item, and provide the numbering required to be used by the program.

If the first item selected is a NEW submittal, this screen will appear.

If the first item selected is a RESUBMITTAL, this screen appears. In both cases above, the Transmittal Number can be changed. The first set of numbers, that represent the specification section, cannot be changed.

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Contractor’s Guide to Contract Administration

This screen is used to complete the preparation of the transmittal package.

A B C D E A.

Date Prepared. This is the default date entered. It may be changed if required.

B.

Select. If you have an item that was inadvertently missed on the list, the Select button will return you to the screen showing Outstanding Submittals and you can add it at this point.

C.

Edit (Submittal Item). This selection will take you directly to the Submittal Item screen, on which you may make changes if required. For example, you may need to change the Contractor Primary Reviewer, or change the Activity the item is linked to.

D.

Remove. You may remove an item on the list if required.

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Contractor’s Guide to Contract Administration

E.

Edit (Remarks to Government). This selection not only gives you the typical Windows © features of Cut, Copy, Paste, and Spell Check, but also provides a Lookup that will list all items that have been selected for this Transmittal. You can use these as a “header” for any comments you wish to make. To enter Transmittal Remarks to Government, you may type directly in the field at the bottom of the screen or, alternatively, push the EDIT button for a larger area in which to type. Lookup Window for Submittal Items on the Transmittal

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Contractor’s Guide to Contract Administration

F J G

I H

F.

No. of Copies. Indicate the number of copies you are providing to the Government for this Transmittal.

G.

Classification. This column advises that the Submittal Item is labeled “For Information Only” (FIO) or, for “Government Action” (GA).

H.

Variation. If a Variation is intended by this Transmittal is must be indicated here. If a Contractor submits an item that varies from the specified product or condition, he is responsible to point out that Variation and provide an explanation of the Variance apart from a simple CHECKMARK. If an item does vary, and the Contractor has explained it, approval of the item by the Government constitutes an acceptance of the variance. It could be that a modification is required if significant, therefore ALWAYS carefully review any variance during the submittal process.

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Contractor’s Guide to Contract Administration

I.

QC Code. Indicate the “grade” given by the Quality Control Manager for this item. The options are shown in the lookup, as follows.

Duh! The QC Code Isn’t ALWAYS an “A” !!! There are Prime Contractor’s that do submit Transmittals with other than the “A” Code. Many Contractors use the code “B” when something requires clarification. Other Prime Contractors have also submitted a code “E” for an item from a Subcontractor and the Prime desires the Government to be aware that they grading the submittal accurately and seeking correction. This is especially useful for long lead items.

J.

Completed - Ready to Send to Government. When you have completed all action on this screen, indicate you are complete by checking this box. The Transmittal will then be transferred to the Government RMS program with your next Export.

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Contractor’s Guide to Contract Administration

Sent to Government Prepared Transmittals that have been completed by the Contractor and sent to the Government are reflected on this screen. Simply select the date sent.

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Contractor’s Guide to Contract Administration

Returned from Government Transmittals that have been Sent to the Government and the Government has taken approval/disapproval action on it and returned it to the Contractor are reflected on this tab. The dates are automatically imported electronically with the next import from the Government RMS program. Enter the date you received the Transmittal from the Government in this block.

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Contractor’s Guide to Contract Administration

Completed Transmittals Transmittals that have been returned by the Government and acknowledged as received by the Contractor are reflected on this screen. The date field is to indicate the Contractor received the completed transmittal.

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Contractor’s Guide to Contract Administration

Reports for Transmittals The REPORTS button is used to preview and print the Submittal Register (ENG Form 4288) and Transmittal Form (ENG Form 4025).

Highlight Submittals on the left of the window and preview the forms. The following pages show the steps necessary to retrieve the reports for this sample contract.

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Contractor’s Guide to Contract Administration

Selecting the Submittal Register Report There are over 100 combinations of reports you can select, depending on your indication of the various status, ranges and sorts. We will select the combination shown below (default), and push the Preview button at the top of the window.

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Contractor’s Guide to Contract Administration

Sample Register Report

SUBMITTAL REGISTER TRANSACTIVITY NUMBER

MITTAL

ITEM NUMBER

NUMBER

(ER 415-1-10)

TITLE AND LOCATION CONTRACTOR

Design/Constr Family Housing, Area 4,Redstone Arsenal, AL

Amer Renov & Constr Co. CLASSIFICATION

SPECIFICATION DESCRIPTION OF

PARAGRAPH

SUBMITTAL

TYPE OF SUBMITTAL

CONTRACTOR SCHEDULE DATES REVIEWER

INFO ONLY

NUMBER

GOV'T APPR

2

01451 1.1.5

Construction Of f ice Trailer & Compound

SHOP DRAWINGS

5

01451 3.2.2

CQC Plan

DATA

7

01451 3.4.3

CQC Sy stem Manager

DATA

8

01451 3.4.3

CQC Sy stem Manager(Alternate)

DATA

x x x x

9

02050

Demolition Plan

DATA

x

1

02085

Test Reports

REPORTS

2

02085

Certif ication

CERTIFICATES

x x

1

02090

Lead-Based Paint Abatement and Disposal

CERTIFICATES

x

1

02200

Test Reports

REPORTS

2

02200

Earthwork Certif icates

CERTIFICATES

3

02200 20.1

Moisture Density - Lookout Pit

RPTS/TESTS

4

02200 2.01A

Moisture-Density Relationship Test

RPTS/TESTS

5

02200 2.01

Moisture-Density Relationship Test Wesso

RPTS/TESTS

6

02200 2.01

Moisture-Density Test Dy er Circle Utilit

1

02400 2.01

Storm Drainage

DATE

05 Sep 2001

DACA01-99-C-0033

CONTRACT NUMBER

CONTRACTOR ACTION

SUBMIT

APPROVAL

MATERIAL

NEEDED

NEEDED

NEEDED

BY

BY

BY

GOVERNMENT ACTION

SUBMIT CODE

TO

CODE

DATE

CORPS

13 Sep 99

B

16 Sep 99

07 Feb 00

A

18 Feb 00

A

15 Oct 99

B

10 Nov 99

A

15 Oct 99

B

10 Nov 99

21 Oct 99

A

29 Oct 99

04 Feb 00

F

18 Feb 00

17 Feb 00

F

18 Feb 00

01 Mar 00

F

16 Mar 00

RPTS/TESTS

x x x x x x

DATA

x

22 Feb 00

F

16 Mar 00

DATA

x

18 Apr 00

A

19 Apr 00

DATA

x

16 May 00

F

16 May 00

14 Mar 00

A

22 Mar 00

14 Mar 00

A

22 Mar 00

14 Mar 00

A

22 Mar 00

14 Mar 00

A

22 Mar 00

SECTION - 02050 SECTION - 02085

SECTION - 02090 SECTION - 02200

13 Apr 00 13 Apr 00

SECTION - 02400 SECTION - 02713

Bitum inous Base Course 1

SECTION - 02722

Water Distribution Sy stems

Graded-Crushed-Aggregate Base Course 1

02722 2.01

1

03300 1.02

Materials and Mix Designs

PRODUCT DATA

2

03300 1.02

Reinf orcement Shop Drawings

SHOP DRAWINGS

3

03300 1.02

Test Reports

RPTS/TESTS

4

03300 1.02

Vapor Barrier

TECH DATA

5

03300

Curing Compound

DATA

SECTION - 03300

Sanitary Sewers

Cast-In-Place Structural Concrete

SECTION - 06100

005

02713 2.01

x x x x x

Rough Carpentry

1

1

06100 1.02

Treatment Certif ication

2

06100 1.03

Product Data

DATA

1

3

06100 3

Striping Template

CERTIFICATES

DATA

SECTION - 06192 RANGE : ALL

x x x

A

Henry

G

SORT : SECTION & ITEM Page 2 of 7

Page 2-46

Contractor’s Guide to Contract Administration

Selecting the Transmittal Form For this report, you select the individual ENG Form 4025 you wish to preview or print. You may also use the [Shift] and [Control] keys to select multiple transmittals. We will select the item shown below and push the Preview button at the top of the window.

Page 2-47

Contractor’s Guide to Contract Administration

Sample ENG Form 4025 for Transmittal Form TRANSMITTAL OF SHOP DRAWINGS, EQUIPMENT DATA, MATERIAL SAMPLES, OR MANUFACTURER'S CERTIFICATES OF COMPLIANCE

DATE

TRANSMITTAL NO. 08/31/2001

06100-1

(Read instructions on the reverse side prior to initiating this form)

SECTION I - REQUEST FOR APPROVAL OF THE FOLLOWING ITEMS TO:

FROM:

Amer Renov & Constr Co. 3645 Camino Del Rio South San Diego, CA 92108-4004

SPECIFICATION SEC. NO. (Cover only one section w ith each transmittal) 06100

PROJECT TITLE AND LOCATION Design/Constr Family Housing, Area 4 Redstone Arsenal, AL

DESCRIPTION OF ITEM SUBMITTED (Ty pe size, model number/etc.)

ITEM NO.

b.

a.

(This section w ill be initiated by the contractor) CONTRACT NO. CHECK ONE: X THIS IS A NEW TRANSMITTAL NRDACA01-99-C-0033 THIS IS A RESUBMITTAL OF TRANSMITTAL ___________

MFG OR CONTR. CAT., CURVE DRAWING OR BROCHURE NO. (See instruction no. 8) c.

NO. OF COPIES

SPEC. PARA. NO.

DRAWING SHEET NO.

e.

f.

d.

1

Treatment Certification

3

1.02

3

Striping Template

3

3

REMARKS Item No 3, (Stiping Template) is a variation from the contract. The Corps inspector requested w e use the kind submitted due to problems encountered on a previous contract. Additonal costs may be required, as the substitute is more costly than that w hich w e bid.

CHECK ONE: THIS TRANSMITTAL IS FOR X FIO GOV'T. APPROVAL

CONTRACT REFERENCE DOCUMENT

FOR CONTRACTOR USE CODE

VARIATION (See Instruction No. 6)

FOR CE USE CODE

g.

h.

i.

A C-3C

G

I certify that the above submitted items have been reviewed in detail and are correct and in the strict conformance with the contract drawings and specifications except as otherwise stated.

NAME AND SIGNATURE OF CONTRACTOR

SECTION II - APPROVAL ACTION ENCLOSURES RETURNED (List by item No.)

ENG FORM 4025-R, MAR 95

NAME, TITLE AND SIGNATURE OF APPROVING AUTHORITY

(ER 415-1-10)

EDITION OF SEP 93 IS OBSOLETE.

DATE

SHEET 1 OF 1

Do I really need to know this stuff? ENG Form 4025-R is formally titled: “TRANSMITTAL OF SHOP DRAWINGS, EQUIPMENT DATA, MATERIAL SAMPLES, OR MANUFACTURER’S CERTIFICATES OF COMPLIANCE”

(Proponent: CEMP-CE)

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Contractor’s Guide to Contract Administration

Recap Why would we use the Submittal feature of QCS, or what will we have gained if we do use it? What good is all this stuff anyway? These are questions you may hear occasionally from some of our less enthusiastic CQC staff, and even the Government QA staff. Here are some items that QCS and RMS will help in this process to make our work easier and are a recap of what has already been discussed in this chapter.

Identify Requirements (Register) 1. The Designer of the project is responsible to create the initial Submittal Register (Eng Form 4288). The Designer may be an independent A/E, Government Designer, or a Contractor (Design-Build). 2. Submittals should be tailored to fit the requirements of the project and should be limited to those necessary for adequate quality control. 3. The importance of an item in the project should be one of the primary factors in determining if a formal submittal for the item should be required.

Electronic Transfer of Data (SpecsIntact) 1. Corps of Engineers Guide Specifications is designed to be used with SpecsIntact, a personal computer-based system for the production of contract specifications. 2. SpecsIntact is an effective tool that has been evolving and improving since Headquarters adopted the system in 1987 as the official means for producing and maintaining our guide specifications. 3. The use of SpecsIntact is mandatory for production of contract specifications for all FY 00 and future projects (Civil and Military) where use of CEGS is required by regulation. (CEMP-EA, Memorandum, 14 April 1997) 4. The SPECSINTACT program is available on the Internet at USACE Techinfo: http://www.hnd.usace.army.mil/techinfo/index.htm 5. One of the most important tasks, and one that should not be overlooked, is to ensure that the Designer uses the proper Specification Section Number and Title as listed in the latest Index for USACE Guide Specifications.

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Scheduling (timely flow of materials) (It is a Contract Requirement!) 1. CEGS 01330, paragraph 3.2: “Submittal Register. The approved submittal register will become the scheduling document and will be used to control submittals throughout the life of the contract”. 2. CEGS 01330, paragraph 3.2: “Submittal Register. The submittal register and the progress schedules shall be coordinated”.

Review and Approval (tracking) (Contractors have an Incentive!) 1. CEGS 01330, paragraph 1.5: “Withholding of Payment. Payment for materials incorporated in the work will not be made if required approvals have not been obtained”. 2. CEGS 01330, paragraph 3.2: “Submittal Register. The Contractor shall keep the register up-to-date and submit it to the Government together with the monthly payment request”.

Transfer Records to Customer 1. ER 415-345-38, “Transfer and Warranties”, is the basic regulation which prescribes USACE policy and procedures for transfer of completed construction projects. 2. Transfer of construction to the Using Service will be simultaneous with the acceptance of the construction from the Contractor. Once you have completed one or more transmittals, export the QCS program to the Government RMS program. The Government will annotate their approval or disapproval actions and export back to the QCS program. This will refresh the QCS data with the latest actions on all items.

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CONTRACT MODIFICATIONS 1. All change orders will be directed in writing to the Contractor in compliance with the applicable Contract Clause or Clauses, usually “CHANGES,” “DIFFERING SITE CONDITIONS,” “DEFAULT (FIXED PRICE CONSTRUCTION),” “SUSPENSION OF WORK,” “VALUE ENGINEERING-CONSTRUCTION.” It is emphasized that in no event will a Contractor be permitted to proceed with work involving a change in plans or specifications until a supplemental agreement has been negotiated and signed by the Contracting Officer or the ACO. An exception will be the use of a notice to proceed modification in the urgent situations where the directive is contained in the first part and the Supplemental Agreement containing the price/time agreement is in the second part. 2. Details of the proposed changes will be furnished by means of revised plans and specifications and/or a narrative describing them. The Contractor will be requested to submit a detailed cost proposal in compliance with Contract Clause “MODIFICATIONS OF PROPOSALS – PRICE BREAKDOWN” within a specified period of time. For proposals exceeding $100,000, the instructions, forms and format in EXHIBIT 12 are to be followed. The Profit from EXHIBIT 12C should be used by the Contractor to calculate profit and be included with the proposal. Failure to meet the specified proposal date may result in a retained payment percentage withheld under Contract Clause “PAYMENTS UNDER FIXEDPRICE CONSTRUCTION CONTRACTS.” 3. An audit is required whenever a proposal has an absolute value of $550,000 or more. This is for Government initiated change orders or a Contractor’s Value Engineering Proposal. 4. Cost Proposal a. Each proposal shall be identified by the serial number that appears on the document requesting the proposal for the contemplated change. All proposals must be in detail (per the Contract Clause entitled “MODIFICATION PROPOSALS – PRICE BREAKDOWN”) with itemized lists of material, equipment and labor. Each item must be listed at its cost to the Prime Contractor or Subcontractor, as the case may be. Labor must be itemized by trade and the hourly rate noted. The cost of fringe benefits such as FICA, FUDI, health and welfare, or other similar costs shall be shown separately. In the event that fringe benefit cists are not itemized, it will be assumed that there are none. The Contractor’s attention is called to the Clause entitled “EQUIPMENT OWNERSHIP AND OPERATING EXPENSE” regarding owned equipment rates. b. For contracts awarded after 31 Dec 95 all Prime Contractor and Subcontractor’s proposals exceeding $100,000 in absolute value (unless otherwise requested) necessitate the submission (by both) of signed STANDARD FORM 1411, (entitled “CONTRACT PRICING PROPOSAL COVER SHEET”) and

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“CERTIFICATION OF REQUESTS FOR ADJUSTMENT OR RELIEF EXCEEDING $100,000” together with detailed proposals (see Exhibit 12A and 12B). Upon completion of negotiations, a CERTIFICATE OF CURRENT COST OR PRICING DATA (EXHIBIT 13) must be completed by the Prime Contractor and provided to the Government. If a Subcontractor’s proposal exceeds $100,000, a certification will also be required from the Subcontractor. c. Additional CONTRACT CLAUSES applicable to contract modifications include those entitled “PRICING OF ADMUSTMENTS”; “PRICE REDUCTION FOR DEFECTIVE COST OR PRICING DATA MODIFICATIONS-SEALED BIDDING”; “AUDIT-SEALED BIDDING”; “SUBCONTRACTOR COST OR PRICING DATA – MODIFIATION – SEALED BIDDING” and “CERTIFICATION OF REQUESTS FOR ADJUSTMENT OR RELIEF EXCEEDING $100,000”. d. The proposal shall include the Prime Contractor’s overhead, profit and bond and Subcontractor’s overhead and profit; each identified separately and supported by sufficient data to permit analysis. e. In the event that it becomes necessary to delete work from the contract, all costs for the deleted items must be documented, such as any profit, overhead and cancellation costs for materials ordered but not used in the work. 5. The importance of a timely, detailed and complete Contractor’s proposal (as specified on the Request for Proposal) cannot be overemphasized. The Contractor’s failure to submit such a proposal can result in delay in finalizing the contract modification. The Government will furnish blank copies of the STANDARD FORM 1411. The Prime Contractor and applicable Subcontractors shall complete this form for any proposal exceeding $550,000 absolute value. Attached for illustrative purposes are instructions for preparation of proposals (EXHIBIT 12) and a sample STANDARD FORM 1411 (EXHIBIT 12A) containing a proposal cost summary, schedule of proposed direct labor costs, equipment costs summary, material cost summary, subcontract costs, general requirements, direct labor overhead and general and administrative expenses and a Contractor cost summary. 6. Except as provided in the contract, no additional or change work shall be performed under the contract without a written order signed by the Contracting Officer or ACO setting forth price and/or time adjustments. In those cases where the work must progress without the delay of negotiating and adjustment of time and price, or where subsurface or other conditions are not sufficiently known to permit an order covering all details of the change, a written change order, or directive, will be issued at the discretion of the Contracting Officer or ACO setting forth the change as is know at the time. A subsequent adjustment will be issued containing the price and time. 7. Time extensions under “DEFAULT” Clause of the contract:

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a. In giving application to this clause, there must be a showing that not only was an excusable cause of delay present, but also the contract work was in delayed by such cause. b. Unusually severe weather is listed as one of the excusable causes of delay. The term “unusually severe weather” means adverse weather that is unforeseeable for the time of year and place it occurred. The number of normal adverse weather days is defined in the contract specifications. Actual adverse weather days exceeding normal will be the basis for a time extension if the work was actually delayed and critical to timely completion. Any request for an adjustment of time should contain such specific available information as dates on which rain, snow, etc., occurred at the site and a statement of the actual job delays attributable to the unusually severe weather. c. The “DEFAULT” Clause, while providing for time extensions, if the Contractor gives notice within 10 days of start of delay, does not authorize adjustment of the contract price where a Contractor has been excusable delayed. 8. The proper medium for making modifications not covered by Contract Clause “CHANGES,” or Contract Clause titled, “DIFFERING SITE CONDITIONS”, (e.g. those modifications or additions outside the general scope of the contract) is by an out of scope supplemental agreement. A supplemental agreement outside the scope of the contract requires the signature of the Contractor and the Contracting Officer, and additional surety bonds before the agreed upon may be performed.

CONTRACTOR QUALITY CONTROL The Contractor should read carefully Contract Clause 52.246-12 titled “INSPECTION OF CONSTRUCTION” since it is the Contractor’s responsibility to maintain an adequate inspection system and perform such inspections as will ensure that the work performed under the contract conforms to contract requirements. Obtaining quality construction is a combined responsibility of the construction contractor and the government. Their mutual goal must be a quality product conforming to the contract requirements. A cooperative and professional working relationship should be established in order to realize this common goal. The contract documents establish the quality required in a project to be constructed. Contracting officers are responsible for assuring the contract documents clearly define the quality of materials and workmanship required for a project and that construction contractors comply with the contract documents and produce the required product. Certain civil works structures are specified by a construction procedure in lieu of end product quality. In these instances, contractors are responsible for the specified procedure and contracting officers must verify design assumptions, and control and assure the end product quality.

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In contracts of $1,000,000 or more, detailed CQC will likely be applied and a properly edited CEGS-01451 should be included in the contract. Inclusion of detailed CQC in construction contracts under $1,000,000 is discretionary. When construction services are obtained through an international governmental agreement, CQC will not be used unless it is specifically required by that agreement. In any case, the Contractor is reminded to comply with the specific requirements of the contract.

Contractor Responsibility General. Contractors shall be made responsible for all activities necessary to manage, control, and document work so as to ensure compliance with the contract plans and specifications. The contractor’s responsibility includes ensuring adequate quality control services are provided for work-accomplished on-and off-site by his/her organization, suppliers, subcontractors, technical laboratories and consultants. The work activities include safety, submittal management, and all other functions relating to the requirement for quality construction. Staffing. It is the contractor’s responsibility to carefully examine the contract requirements for CQC and provide personnel capable of complying with the CQC requirements of the contract clauses and technical provisions. The CQC staff must be of sufficient size and have the qualifications necessary to ensure contract compliance, whether the prime contractor, subcontractors or vendors, performs work. The CQC system manager will be an employee of the prime contractor and must report directly to the project superintendent or someone higher in the contractor’s organization. The size and composition of the CQC organization may vary as the job progresses. At all times it should be compatible with the level of effort and capability required by the contract and construction schedule. Quality Control Plans and Procedures. Contractors will be required to prepare a quality control plan for all projects except those excluded under the discretionary authority. Plans and procedures will include the features described in CEGS-01451. The Contractor shall furnish to the ACO a Quality Control Plan (in quadruplicate) as outlined in Specification Sections 01312 and 01451. Detailed information for preparing and submitting the plan is contained in the QCS User Manual beginning on Page 2-7. An acceptable plan must be prepared and approved prior to the start of construction.

RECORDS OF GOVERNMENT – FURNISHED PROPERTY 1. In those cases where Government-Furnished Property is to be provided under the terms of the contract, the Contractor shall contact the ACO regarding arrangements for receipt of the property.

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2. The Contractor shall furnish the ACO a list of the names of persons, together with copies of their signatures, who are authorized to receive Government-Furnished Property. If no person other than the Contractor (as an individual) is designate, the ACO is to be advised in writing. 3. Final payment will not be made on any contract until signed receipts are received for all Government-Furnished property.

DEFENSE MATERIALS SYSTEM – (Military Contracts) 1. The purpose of the Defense Materials System (DMS) of priority ratings is to ensure timely delivery of materials and equipment in order to meet established completion schedules. 2. Section 7 of DMS Regulation 1 provides for the mandatory use of the rating, which the Prime Contractor and Subcontractors are required to extend to all orders for materials needed to complete this defense contract. Orders place for controlled materials are called Authorized Controlled Materials (ACM) Orders. Orders used to procure materials and products other than controlled materials are Rated Orders, the rating assigned to this contract is applied without special authorization. 3. As indicated in Section 14 of DMS Regulation 1, Rated Orders must contain the prefix DO or DX, as the case may be, followed by the appropriate program identification. C2 is the program identification for Department of Defense construction. The SPECIAL CLAUSES of the contract will indicate whether a DO-C2 or DX-C2 rating has been assigned. In addition to the rating, all Rated Orders must specify the date or dates on which delivery is required, together with the statement in Section 9 (a) and the certification in Section 9 (b) of DMS Regulation 1, over the signature and title of the person authorized to sign the order. It is the responsibility of the Prime Contractor to ensure that this information is applied to all tiers of supplier orders and into the fabricating plant when applicable. Although not mandatory, it will be helpful (when expediting assistance is required) if the Government contract number and job location are included on the order. 4. On all contracts, regardless of dollar value, Contractors are self-authorizing consumers and are required to follow the self-authorizing procedures in Section 8 of DMS regulation 1. 5. When the Contractor is unable to assure that deliveries will be made in time to meet required completion dates, expediting assistance should be requested. Information pertinent to the request should include, whenever possible, a copy of each order through all tiers of Subcontractors and suppliers, and the shop order number of the manufacturer if the item is being specially manufactured. Failure on the Contractor’s part to take aggressive action as noted above may result in assessment of liquidated damages when failure to meet a completion date is caused by late delivery of materials. 6. The responsibility for obtaining materials always remains with Contractor, and in no event will the responsibility shift to the Government even though the Government may provide expediting assistance.

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VALUE ENGINEERING 1. The CONTRACT CLAUSE entitled “VALUE ENGINEERING-CONSTRUCTION,” describes the procedures to be followed in submitting Value Engineering Change Proposals for consideration by the Contracting Officer. This clause permits you to share with the Government any savings resulting from an accepted proposal developed by you or your subcontractors. 2. You are encouraged to take full advantage of the provisions of this clause. A proposal can be submitted by simply filling out SPD FORMS 373 and 373A (EXHIBITS 8 and 9) together with pertinent detailed pricing backup data and forwarding to the ACO. Backup data must include detailed cost breakdowns for original work as contracted an for the change as proposed. 3. When a Part I of II, Notice to Proceed Modification, it is necessary to timely implement a Contractor’s Value Engineering Proposal, the Contractor will be required to sign the modification agreeing to a minimum credit due the Government prior to beginning work on the VECP. This minimum credit shall only be subject to negotiations for greater credit.

IDENTIFICATION OF EMPLOYEES When and where applicable, the Contractor shall immediately prepare a roster of personnel and deliver it to the ACO for issuance of security passes for Contractor personnel. Further instructions regarding security and the use of these passes will be issued by the ACO.

DOCUMENTS REQUIRED FOR MONTHLY PROGRESS PAYMENTS For monthly progress payments to be obtained, the following are required to be submitted on the 1st of each month via electronic data transfer from QCS: “BIG FIVE” 1. Updated Progress Chart, or NAS with narrative report, (3 copies) 2. Prompt Pay Certification, CESPK Form 38 (2 copies) 3. Progress Payment Request (Invoice) (3 copies)

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4. SAFETY EXPOSURE REPORT (1 copy) 5. Submittal Register update

AS-BUILT DRAWINGS As-Built drawings are prepared to show changes made to the project during construction, and are the official records of the project at the time of construction completion. All additions, deletions and other changes made during construction are indicated by modifying the original contract drawings and specifications. Accurate as-built drawings are very important for operation and maintenance, and when modifications to the facility are made in the future, particularly for plumbing and electrical systems that are hidden from view. The Contractor shall maintain working as-built drawings defined as a current record of the work as actually constructed. These will typically be red-line mark-ups of the construction plans. Three sets of red-line markups hall be submitted after the completion of work at 25% intervals (i.e. 25%, 50%, 75% and 100%) in conjunction with approval of progress payments. The Contractor shall prepare final As-Built drawings, which depict the actual conditions upon completion of construction. The deliverable required shall be both hard copy and electronic format as specified. Hard copies of the final As-Built Drawings shall be printed from the final approved CADD files. Whenever changes, additions or deletions from the original design are mad during construction, they will immediately be noted on each of the as-built print set and in the as-built specification, as appropriate. No other marks, doodles, notes or annotations shall be put on these sets of asbuilt prints. All changes from the contract plans that are made in the work or additional information that might be uncovered in the course of construction will be accurately and neatly recorded as they occur by means of details and notes. All Changes and/or required additions to the paper prints will be clearly identified in color contrasting to blue or black, preferably red. The as=built print sets will be annotated in as much detail as necessary to clarify exactly what construction changes were performed. The contract specifications contained detailed information for standard professional engineering drafting practices to be utilized in correcting the original contract mylar or electronic CAD drawings to show as-built conditions. Subject to the approval of the Contracting Officer, a member of the Contractor’s Quality Control Organization will be assigned the sole responsibility for the maintenance and currency of the asbuilt drawings. Any reassignment of duties concerning the maintenance of the as-built drawings will be promptly reported to the Contracting Officer.

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CONTRACT CLOSEOUT Procedures for Final Acceptance and Closeout submittals are addressed in the specifications. The contractor shall coordinate and plan for the following closeout activities: 1. Final Cleaning 2. Final Inspection 3. Closeout Submittals 4. Warranty Conference, Warranty Management Plan, and Written Warranties 5. Operation and Maintenance Manuals 6. As-Built Drawings and Submittals 7. Installed Property Lists (Real Property Equipment) 8. Closeout Conference with Contracting Officer and Customer

DOCUMENTS REQUIRED FOR FINAL PAYMENT Documents required for final payment to be obtained (refer to contract) may include the following, but are not limited to: 1. As-built drawings (CAD Format) and specifications – 14 days before final inspection. 2. Maintenance/Operations Manuals – 30 days after approval of submittal. 3. Spare Parts List – 30 days after approval of submittal. 4. Guarantees and local representatives. 5. Test Reports – 30 days after approval of submittal. 6. Certified Payrolls (Prime Contractor and Subcontractors at all tiers). 7. Signed receipt for Government Furnished Property received. 8. Signed receipt for salvage turned in. 9. Contractor furnished and installed equipment list, DA Form 661, See EXHIBIT 16. 10. Contractor/Subcontractor OSHA Form 200.

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11. Written Warranty of Construction. 12. Written Summary of Workman’s Compensation Claims from the compensation insurance carrier (2 copies).

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GLOSSARY OF COMMON ADMINISTRATIVE ACRONYMS Administrative Contracting Officer (ACO) Authorized Control Materials (ACM) Computer Aided Drafting (CAD) Contract Line Item (CLIN) Contracting Officer’s Representative (COR) Corps of Engineers Guide Specification (CEGS) Corps of Engineers, Military Programs (CEMP) Corps of Engineers, Sacramento District (CESPK) Critical Path Method (CPM) Defense Material System (DMS) EM 385-1-1, Corps of Engineers Health and Safety Requirements Manual ENG Form 3394 Engineer Regulation (ER) Engineering Form 4025 (ENG 4025) Engineering Form 4288 (ENG 4288) For Information Only (FIO) Government Approval (GA) Network Analysis System (NAS) Operation and Maintenance Manuals (O&M) Preconstruction Conference Quality Control System (QCS) Resident Management System (RMS) Responsibility Code Specification Production System (SpecsIntact) Standard Data Exchange Format (SDEF) Submittal Description (SD) NAVFAC (Navy Facilities Command) U.S. Army Corps of Engineers (USACE)

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Index Accident Investigation Reporting Guide for Supervising Personnel, 9 Accident Prevention, 2, 7, 9 Accident Prevention Plan, 7, 9 ACRONYMS, 59 Activity, 27, 28, 36 activity durations, 11 Activity start date, 27 Adding Submittal Items, 21 Administrative Contracting Officer, 6 As-Built drawings, 56 CAD, 7, 56, 57, 59 change orders, 3, 50 CLIN, 12, 14, 59 Closeout, 57 completed transmittal, 42 construction schedule, 11, 12, 15, 19, 53 Contracting Officer’s Representative, 6, 9, 59 CONTRACTOR QUALITY CONTROL, 52 Coordination Conference, 7, 9 correspondence, 7 Cost Proposal, 50 CPM, 12, 59 Critical Materials, 16 Davis-Bacon Act, 10 Description, 14, 23, 59 Deviations, 16 Drawing number, 24 EM 385-1-1, Safety and Health Requirements Manual, 9

ENG Form 4288, 18, 19, 21, 26, 27, 31, 43 Environmental Plan, 3 Environmental Plans, 7 final payment, 57 For Information Only, 15, 18, 26, 38, 59 Government Approval, 15, 18, 26, 59 Government Library, 30 Government-Furnished Property, 53, 54 Guide Specification 01320, 13 IDENTIFICATION OF EMPLOYEES,

55 Insurance, 2, 8 job classification, 10 Labor Standards, 10 Manually Add New Section, 29, 30 MONTHLY PROGRESS PAYMENTS, 55 NAS, 12, 13, 27, 55, 59 Network Analysis System, 19, 59 O&M Manuals, 16 Outstanding Submittals, 35, 36 overhead, profit and bond, 51 Paragraph number, 23 payrolls, 10 preconstruction conference, 6, 11 Primary Contractor Reviewer, 26 Primary Government Reviewer, 26 progress payment requests, 14 PROJECT SCHEDULE, 11, 12 QC Code, 39 QCS Software, 6, 8, 10 Quality Control Plan, 7, 53 Quality Control System, 3, 6, 59 Report, 2, 9, 25, 44, 45 Reports for Transmittals, 43 Scheduling, 49 Section and Item numbers, 23 SF 1413, 2, 10 Specification Section 01312, 6 SpecsIntact, 18, 19, 20, 24, 48, 59 Staffing, 53 STATEMENT OF COMPLIANCE, 10 subcontractors, 8, 26, 53, 55 Submittal Descriptions, 24, 25 Submittal Register, 2, 18, 19, 21, 31, 43, 44, 48, 49, 56 Submittal Schedule, 27 Submittal Type, 24 submittals, 12, 14, 15, 18, 26, 27, 28, 49, 57 superintendent, 8, 53 Time extensions, 51 transmittal package, 36

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VALUE ENGINEERING, 50, 55

Warranty of Construction, 58

CONTRACTOR:

SUBCONTRACTOR

USE OF WEIGHTED GUIDELINES IN CONNECTION WITH DETERMINING FAIR AND REASONABLE PROFIT FOR FIXED PRICE CONSTRUCTION CONTRACTS AND MODIFICATIONS In preparing Government Estimates and/or where profit is negotiated as an element of price, either prime or subcontractor, a reasonable profit shall be negotiated or determined for each procurement action by using the following procedure as a guide. FACTOR

RATE

WEIGHT

VALUE

1. Degree of Risk

20

0.1

2

2. Relative Difficulty of Work

15

0.09

1.35

3. Size of Job

15

0.12

1.8

4. Period of Performance

15

0.05

0.75

5. Contractors Investment

5

0.12

0.6

6. Assistance by Government

5

0.1

0.5

25

0.12

7. Subcontracting

100

3 PROFIT:

10

Based on the circumstances of each procurement action, each of the above factors shall be weighted from .03 to .12 as indicated below. The value shall be obtained by multiplying the rate by the weight. The value column when totaled indicates the fair and reasonable profit percentage under the circumstances of the particular procurement. 1. Degree of Risk. Where the work involves no risk or the degree of risk is very small, the weighting should be .03; as the degree of risk increases, the weighting should be increased up to a maximum of .12. Lump sum items will have, generally, a higher weighted value than unit price items for which quantities are provided. Other things to consider: the work to be done by the subcontractors, nature of work, where work is to be performed, reasonableness of negotiated costs, amount of labor included in costs, whether the negotiation is done before or after the performance of work, etc. BASIS FOR WEIGHT ASSIGNMENT:

Degree of risk is considered above average for this work.

2. Relative Difficulty of Work. If the work is most difficult and complex, the weighting should be .12 and should be proportionately reduced to .03 on the simplest of jobs. This factor is tied in to some extent with the degree of risk. Some things to consider: the nature of the work, by whom it is to be done, where, what is the time schedule, etc. BASIS FOR WEIGHT ASSIGNMENT:

This work has be determined to have a high degree of dificulty.

3. Size of Job. All work not in excess of $100,000 shall be weighted at .12. Work estimated between $100,000 and $5,000,000 shall be proportionately weighted form .12 to .05. Work from $5,000,000 to $10,000,000 shall be weighted at .04, and work in excess of $10,000,000 at .03. BASIS FOR WEIGHT ASSIGNMENT:

The work is estimated to be less than $100k

4. Periods of Performance. Jobs in excess of 24 months are to be weighted at .12. Jobs of lesser duration are to be proportionately weighted to a minimum of .03 for jobs not to exceed 30 days. BASIS FOR WEIGHT ASSIGNMENT: The work is less than 24 months 5. Contractor's Investment. To be weighted from .03 to .12 on the basis of below average, average, and above average. Things to consider: amount of subcontracting, mobilization payment item, Government-furnished property, method of making progress payments, etc. BASIS FOR WEIGHT ASSIGNMENT:

The contractor investment is above average

6. Assistance by Government. To be weighted from .12 to .03 on the basis of average to above average. Things to consider: use of Government- owned property, equipment and facilities, expediting assistance, etc. BASIS FOR WEIGHT ASSIGNMENT:

Assistance by the Government is above average.

7. Subcontracting. To be weighted inversely proportional to the amount of subcontracting. Where 80% of more of the work is to be subcontracted, the weighting is to be .03 and such weighting proportionately increased to .12 where all work is performed by the contractor's own forces. BASIS FOR WEIGHT ASSIGNMENT: Contract No. DACA21-95-C-0007

MCB No. 95-07-4E

Location: Fort Bragg, North Carolina SAS Form 1039 6 Nov 90

All subcontracting work.

Prepared By: Marcia Meekins

Computation for (Prime Contractor) (Subcontractor) Profit.

CONTRACTOR:

PRIME CONTRACTOR

USE OF WEIGHTED GUIDELINES IN CONNECTION WITH DETERMINING FAIR AND REASONABLE PROFIT FOR FIXED PRICE CONSTRUCTION CONTRACTS AND MODIFICATIONS In preparing Government Estimates and/or where profit is negotiated as an element of price, either prime or subcontractor, a reasonable profit shall be negotiated or determined for each procurement action by using the following procedure as a guide. FACTOR

RATE

WEIGHT

VALUE

1. Degree of Risk

20

0.1

2

2. Relative Difficulty of Work

15

0.09

1.35

3. Size of Job

15

0.12

1.8

4. Period of Performance

15

0.05

0.75

5. Contractors Investment

5

0.1

0.5

6. Assistance by Government

5

0.12

0.6

25

0.1

7. Subcontracting

100

2.5 PROFIT:

9.5

Based on the circumstances of each procurement action, each of the above factors shall be weighted from .03 to .12 as indicated below. The value shall be obtained by multiplying the rate by the weight. The value column when totaled indicates the fair and reasonable profit percentage under the circumstances of the particular procurement. 1. Degree of Risk. Where the work involves no risk or the degree of risk is very small, the weighting should be .03; as the degree of risk increases, the weighting should be increased up to a maximum of .12. Lump sum items will have, generally, a higher weighted value than unit price items for which quantities are provided. Other things to consider: the work to be done by the subcontractors, nature of work, where work is to be performed, reasonableness of negotiated costs, amount of labor included in costs, whether the negotiation is done before or after the performance of work, etc. BASIS FOR WEIGHT ASSIGNMENT:

Degree of risk is considered average for Prime Contractor.

2. Relative Difficulty of Work. If the work is most difficult and complex, the weighting should be .12 and should be proportionately reduced to .03 on the simplest of jobs. This factor is tied in to some extent with the degree of risk. Some things to consider: the nature of the work, by whom it is to be done, where, what is the time schedule, etc. BASIS FOR WEIGHT ASSIGNMENT:

Degree of difficulty is considered above average.

3. Size of Job. All work not in excess of $100,000 shall be weighted at .12. Work estimated between $100,000 and $5,000,000 shall be proportionately weighted form .12 to .05. Work from $5,000,000 to $10,000,000 shall be weighted at .04, and work in excess of $10,000,000 at .03. BASIS FOR WEIGHT ASSIGNMENT:

The work is estimated to be less than $100k.

4. Periods of Performance. Jobs in excess of 24 months are to be weighted at .12. Jobs of lesser duration are to be proportionately weighted to a minimum of .03 for jobs not to exceed 30 days. BASIS FOR WEIGHT ASSIGNMENT: The work is less than 24 months. 5. Contractor's Investment. To be weighted from .03 to .12 on the basis of below average, average, and above average. Things to consider: amount of subcontracting, mobilization payment item, Government-furnished property, method of making progress payments, etc. BASIS FOR WEIGHT ASSIGNMENT:

The Prime Contractor's investment is above average.

6. Assistance by Government. To be weighted from .12 to .03 on the basis of average to above average. Things to consider: use of Government- owned property, equipment and facilities, expediting assistance, etc. BASIS FOR WEIGHT ASSIGNMENT:

No assistance by the Government.

7. Subcontracting. To be weighted inversely proportional to the amount of subcontracting. Where 80% of more of the work is to be subcontracted, the weighting is to be .03 and such weighting proportionately increased to .12 where all work is performed by the contractor's own forces. BASIS FOR WEIGHT ASSIGNMENT: Contract No. DACA21-95-C-0007

MCB No. 95-07-4E

Location: Fort Bragg, North Carolina SAS Form 1039 6 Nov 90

All subcontracting work.

Prepared By: Marcia Meekins

Computation for (Prime Contractor) (Subcontractor) Profit.

SOP-02-11 AUG 1997 Exhibit B CERTIFICATE OF CURRENT COST OR PRICING DATA This is to certify that, to the best of my knowledge and belief, the cost or pricing data (as defined in section 15.801 of the Federal Acquisition Regulation (FAR) and required under FAR subsection 15.804-2) submitted, either actually or by specific identification in writing, to the contracting officer or to the contracting officer's representative in support of __________________________________________________________________________* are accurate, complete, and current as of _________________________________________.** This certification includes the cost or pricing data supporting any advance agreements and forward pricing rate agreements between the offeror and the Government that are part of the proposal. Firm

________________________________________________________

Signature

________________________________________________________

Name

________________________________________________________

Title

________________________________________________________

Date of execution _____________________________________________________***

* Identify the proposal, quotation, request for price adjustment, or other submission involved, giving the appropriate identifying number (e.g., RFP No. ). ** Insert the day, month, and year when price negotiations were concluded and price agreement was reached or, if applicable, another date agreed upon between the parties that is as close as practicable to the date of agreement on price. *** Insert the day, month, and year of signing, which should be as close as practicable to the date when the price negotiations were concluded and the contract price was agreed to.

8

HARD COPIES ARE UNCONTROLLED

SUBPART 52.2—TEXT OF PROVISIONS AND CLAUSES HIGHER-LEVEL CONTRACT QUALITY REQUIREMENT (FEB 1999) The Contractor shall comply with the higher-level quality standard selected below. [If more than one standard is listed, the offeror shall indicate its selection by checking the appropriate block.] TITLE ❏ _______ ❏ _______ ❏ _______ ❏ _______

NUMBER _______ _______ _______ _______

DATE _______ _______ _______ _______

TAILORING _______ _______ _______ _______

[Contracting Officer insert the title, number (if any), date, and tailoring (if any) of the higher-level quality standards.] (End of clause) 52.246-12 Inspection of Construction. As prescribed in 46.312, insert the following clause: INSPECTION OF CONSTRUCTION (AUG 1996) (a) Definition. “Work” includes, but is not limited to, materials, workmanship, and manufacture and fabrication of components. (b) The Contractor shall maintain an adequate inspection system and perform such inspections as will ensure that the work performed under the contract conforms to contract requirements. The Contractor shall maintain complete inspection records and make them available to the Government. All work shall be conducted under the general direction of the Contracting Officer and is subject to Government inspection and test at all places and at all reasonable times before acceptance to ensure strict compliance with the terms of the contract. (c) Government inspections and tests are for the sole benefit of the Government and do not— (1) Relieve the Contractor of responsibility for providing adequate quality control measures; (2) Relieve the Contractor of responsibility for damage to or loss of the material before acceptance; (3) Constitute or imply acceptance; or (4) Affect the continuing rights of the Government after acceptance of the completed work under paragraph (i) of this section. (d) The presence or absence of a Government inspector does not relieve the Contractor from any contract requirement, nor is the inspector authorized to change any term or condition of the specification without the Contracting Officer’s written authorization. (e) The Contractor shall promptly furnish, at no increase in contract price, all facilities, labor, and material reasonably needed for performing such safe and convenient inspections and tests as may be required by the Contracting Officer. The

52.246-13 Government may charge to the Contractor any additional cost of inspection or test when work is not ready at the time specified by the Contractor for inspection or test, or when prior rejection makes reinspection or retest necessary. The Government shall perform all inspections and tests in a manner that will not unnecessarily delay the work. Special, full size, and performance tests shall be performed as described in the contract. (f) The Contractor shall, without charge, replace or correct work found by the Government not to conform to contract requirements, unless in the public interest the Government consents to accept the work with an appropriate adjustment in contract price. The Contractor shall promptly segregate and remove rejected material from the premises. (g) If the Contractor does not promptly replace or correct rejected work, the Government may— (1) By contract or otherwise, replace or correct the work and charge the cost to the Contractor; or (2) Terminate for default the Contractor’s right to proceed. (h) If, before acceptance of the entire work, the Government decides to examine already completed work by removing it or tearing it out, the Contractor, on request, shall promptly furnish all necessary facilities, labor, and material. If the work is found to be defective or nonconforming in any material respect due to the fault of the Contractor or its subcontractors, the Contractor shall defray the expenses of the examination and of satisfactory reconstruction. However, if the work is found to meet contract requirements, the Contracting Officer shall make an equitable adjustment for the additional services involved in the examination and reconstruction, including, if completion of the work was thereby delayed, an extension of time. (i) Unless otherwise specified in the contract, the Government shall accept, as promptly as practicable after completion and inspection, all work required by the contract or that portion of the work the Contracting Officer determines can be accepted separately. Acceptance shall be final and conclusive except for latent defects, fraud, gross mistakes amounting to fraud, or the Government’s rights under any warranty or guarantee. (End of clause) 52.246-13 Inspection—Dismantling, Demolition, or Removal of Improvements. As prescribed in 46.313, insert the following clause in solicitations and contracts for dismantling, demolition, or removal of improvements: INSPECTION—DISMANTLING, DEMOLITION, OR REMOVAL OF IMPROVEMENTS (AUG 1996) (a) Unless otherwise designated by the specifications, all workmanship performed under the contract is subject to Gov-

52.2-295

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Contractor's Guide to Contract Administration - Resident Management

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