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ACTIVITY NAME
Construction Contract Performance & Documentation Requirements Update
Construction Contract Cost & Schedule AdherenceConstruction Management System (CMS) eFilesRevised Payments for Materials ClauseDD Forms 1354eOMSI
Glenn H. Higuchi, P.E.Construction DivisionNAVFAC Pacific Capital Improvements1 December 2010
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Construction Contract Cost & Schedule Adherence Performance Improvement
Construction delivery “on-time & within budget”No more than 5% cost & 10% schedule growth
•Improve pre-award packages to reduce RFIs, modifications & scope creep
–Maximized use of performance-based D-B contracts–Betterments & enhancements in RFP’s–Enhanced Design QC/QA process–Improved constructibility review during RFP development–Use of proper contract durations–Reduction of “customer requested” modifications
•Cost-loaded Schedules, Schedule Payments & Schedule Variance Control (SVC) – all contracts > $750,000
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INVOICE DATE
ACTUAL EARNINGS (AE)FROM EARNED VALUE REPORT
PLANNED EARNINGS (PE)BASED ON BASELINE EARLY START
EARLY WARNING INDICATORS:AHEAD OF SCHEDULE
AE > PE and SPI >1 ON SCHEDULE
PE = AE and SPI = 1BEHIND SCHEDULE
PE > AE and SPI < 1
SCHEDULE PERFORMANCE INDEX (SPI)
SPI = AE/PE
MONITOR SCHEDULE VARIANCE TO MEASURE IMPROVEMENT
2 mos. behind WIP projection
Construction Contract Cost & Schedule AdherencePerformance Improvement : SVC
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•Performance Incentives for Construction Contractors–Help us achieve on-time & within budget delivery!
Cost growth < 5% of original contract amountSchedule growth <10% to original contract duration
–Favorable CCASS performance evaluations for good safety, cost & schedule performance
–Performance awards for safety, cost & schedule achievementsCCASS Performance Evaluations
–Important for Source Selection past performance evaluation–Weighting for safety, cost & schedule performance desirable but…–Encourage raters to recognize safety, cost & schedule performance–Past Performance Questionnaires (PPQs) if no CCASS Performance Evaluations
–Current CCASS information: “NAVFAC PERFORMANCE EVALUATION SYSTEM – Web-Based ACASS/CCASS” summary handout
Construction Contract Cost & Schedule AdherencePerformance Improvement
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•Performance Incentives for Construction ContractorsPerformance Awards
–Encouraging awards when performance meets or exceeds safety, cost & schedule adherence goals!
–Even if all other Performance Evaluation elements are only satisfactory
Four levels of performance recognition:–FEAD/ROICC Letter of Appreciation–NAVFAC Hawaii, NAVFAC Marianas & NAVFAC Far East Commanders’ Certificate of Appreciation
–NAVFAC Pacific Commander’s Certificate of Appreciation–NAVFAC Commander’s Certificate of Commendation
Construction Contract Cost & Schedule AdherencePerformance Improvement
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•Performance Incentives for Construction ContractorsConstruction Safety – Priority for all
–Separate Safety Source Selection Evaluation Factor•EMR (Experience Modification Rate)•OSHA DART (Days Away from Work, Restricted Duty, or Job Transfer) Rate
•Technical Approach for Safety–Subcontractor minimum safety performance safety criteria
•Pilot only at NAVFAC SouthEast–NOT part of Source Selection Evaluation Factor(s)–Specified minimums. No subcontractor with:
• Effective EMR > 1.10• OSHA DART Rate > 3.0• Certificates of EMR ratings & OSHA DART rates for all subcontractors –Maintained by Contractor’s SSHO
Construction Contract Cost & Schedule AdherencePerformance Improvement
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Construction Management System (CMS) eFiles
WebCM – Shutdown November 30, 2008Local procedures for electronic document submissionNew NAVFAC Electronic Document Management System (EDMS) - CMS “eFiles” in development
•Will reside on NAVFAC servers–External Certification Authority (ECA) Program PKI Certificate will be required (like ACASS/CCASS)
–Access CMS eFiles via NAVFAC Single Sign-on (SSO) account
•Uses Adobe LiveCycle• Implementation delayed to sometime in 2011 due to LiveCycleproblems
•On-line training manuals have been developed
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Construction Management System (CMS) eFilesNAVFAC Single Sign-on (SSO) Site
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Construction Management System (CMS) eFileseFiles Functionality
An Electronic Filing CabinetDefined folder structureNo workflow (linked steps performed sequentially or in parallel)Each contract will have a permission matrix, similar to WebCM
–Government will control user access–Permissions limit what folders user can see and access
Fillable Adobe pdf forms already in use–Production Report–Quality Control Report–Initial Phase Checklist–Preparatory Phase Checklist
–Transmittal/Review/Approval Form–Request for Information–Rework list–Test Log
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Construction Management System (CMS) eFilesForms
• Forms are expandable
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Construction Management System (CMS) eFilesExternal Certification Authority (ECA) Certificate
•ECA Certificates are purchased directly from the vendors•Approved vendors:
–Operational Research Consultants, Inc. (ORC)http://www.eca.orc.comEmail: [email protected]: 1-800-816-5548
–Verisign, Inc.http://www.verisign.com/authentication/government-authentication Email: [email protected]: 650-426-5310
–IdenTrust, Inc.–http://www.identrust.com/certificates/buy ieca.htmlEmail: [email protected]: 888-882-1104
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Previous Price and Payment Procedures Specifications1.7 PAYMENTS TO THE CONTRACTORPayments will be made on submission of itemized requests by the Contractor which comply with the requirements of this section, and will be subject to reduction for overpayments or increase for underpayments made on previous payments to the Contractor.
Basis for Contracting Officer's consideration to allow progress payment for material delivered on the site (but not installed) and for completed preparatory work, as authorized under FAR 52.232-5(b), shall be (1) major high cost items and (2) long lead special order items. Materials that will not be paid for prior to installation include, but are not limited to, bulk quantities such as nails, fasteners, conduits, gypsum board, etc. In the request for progress payment, such items shall be specifically identified in the Contractor's estimates of work submitted for the Contracting Officer's approval in accordance with paragraph entitled "Schedule of Prices" above. At the time of invoicing, the amount billed shall be supported by documents establishing its value.
Revised Payments for Materials Clause
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Revised NAVFAC Price and Payment Procedures Specifications•UFGS-01 20 00.00 20 (D-B-B) & UFGS-01 20 00.05 20 (D-B)
–Included in NAVFAC Pacific contract specifications–Pending NAVFAC UFGS release (Dec 2010 & Feb 2011)Progress payments may be made for materials that are in transit, stored off construction sites, or delivered on the siteConditions:
•In transit or stored in Hawaii, Guam, Puerto Rico or Continental U.S. (Other locations by written approval)
•Materials adequately insured and protected from theft & exposure•Written consent of surety•Separately identified in pay request estimate•Supported by documents establishing value and title•FAR 52.232-5(b) Payments Under Fixed Price Construction Contracts
Revised Payments for Materials Clause
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Revised Payments for Materials Clause
Revised NAVFAC Price and Payment Procedures Specifications•Progress payments for offsite, onsite and in transit materials:
–Major high cost, long lead, special order or specialty items–Not susceptible to deterioration or physical damage in storage or in
transit to the construction siteExamples:
Structural steel, non-magnetic steel, non-magnetic aggregate, equipment, machinery, large pipe and fittings, precast/prestressed concrete products, plastic lumber (e.g., fender piles/curbs), high-voltage electrical cables
•Not acceptable for progress payment – Consumable materials such as:Nails, fasteners, conduits, gypsum board, glass, insulation, wall coverings
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DD Forms 1354
“Draft” DD Form 1354 Completed by 100% Design Review Design-Bid-Build: Developed by NAVFAC Design Architect/Engineer Design-Build: Developed by Construction Contractor
“Interim” DD Form 1354 Construction Contractor Prepares Completed 30 days prior to Beneficial Occupancy Date (BOD) No BOD taken without Interim DD Form 1354 for new facilities
“Final” DD Form 1354 Construction Contractor updates Interim for Final DD Form 1354When all costs are finalized (Financial Closeout)
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DD Forms 1354Sample
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•New draft eOMSI NAVFAC specification section–Electronic operation & maintenance support information (eOMSI) –Detailed as-built information for facility operation, maintenance & repair
in Data & Document files:•Preformatted Excel spreadsheet workbook Data files (see handout for draft excerpted sample)
Equipment DataNon-Equipment Data/Component Inventory Management Unit (CIMU)
•Operation & Maintenance Manual (PDF, CADD & MS Word Doc files)Facility, Primary System & Product InformationElectronic OMSI manuals (but bound hardcopies may still be specified)
–eOMSI Submittals: Preliminary at 50% construction completion100% Prefinal at 45 days prior to BODFinal at 30 days after BOD
eOMSIElectronic Operations & Maintenance Support Information
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Construction Contract Cost & Schedule Adherence –Performance Improvement• Pre-award contract package improvements• Enhanced Construction Schedule Management with SVC• Incentives for good safety, cost & schedule performanceFavorable CCASS Performance EvaluationsPerformance Awards
Construction Management System (CMS) eFilesRevised Payments for Materials ClauseDD Forms 1354eOMSI
Questions?
Construction Contract Performance & Documentation Requirements Update