(NOTE: This Appendix serves as a checklist to ensure actions necessary for sufficient monitoring of the SO’s Operational Transition Plan – and the SO’s associated demonstrated actions for compliance – are accomplished by the COR and other Government representatives. Upon successful completion of the Operational Transition Period, this appendix can be removed from future versions of the QASP…Do not include this note as part of final QASP document.) (Back to Table of Contents) Initial Contract Documentation/Requirements: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check UP Contract Document – DLA Energy Contracting Staff ensures that the UP Contract document, with any associated modifications, is provided to the COR/SO SO ensures that the current/accurate UP Contract is received and provide written concurrence to this requirement Initial Contract Oversight –KO Acknowledgement and receipt of SO’s written acknowledgement All Contract Sections (insert correct reference(s) to be consistent with actual contract) Periodic Deliverables/Report Submittals – COR will establish operational report requirements with the KO and SO Establish mutual agreement with KO, Installation reps, and SO on the specific format of each required report, as well as SO will acknowledge and provide comments to report requirements Initial N/A J/L/C Sections (insert correct reference(s) to be consistent with actual contract) J._? (Specific to contract submittal section)
confirming frequency of submittal. Initial QASP Development & Implementation – COR and KO will layout detailed plan for QASP implementation with the SO SO and the KO/COR will discuss all details for QASP guidance and how it relates to the current contract As required As required J Section (insert correct reference(s) to be consistent with actual contract) Attachment JA44 (Quality Assurance Surveillance Plan Establishment of COR Areas of Inspection List – COR ensures an initial list of representative areas of inspections (i.e. facilities and documentation) is developed. List is developed through meetings with the SO and appropriate Government representatives. SO will work with COR and Government representatives to determine an initial array of mutually acceptable areas (facilities and documentation) from which SO performance can be reasonably assessed. Initial All All Contract Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) Section E Exhibit JE._? (All four listed plan attachments) -
Conduct Post-Award Orientation Conference & Other Meetings: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Post-Award Orientation Conference and Agenda Development – KO/COR organizes Post-Award Orientation Conference. COR coordinates with SO to determine specific agenda items for discussion at conference. The SO prepares and organizes for the O&M Transition Meeting, to include provision of recommended meeting topics to the COR. The SO ensures that all required personnel attend this meeting Initial N/A C/L Sections (insert correct reference(s) to be consistent with actual contract) . Post-Award Orientation Conference – The COR will ensure: Supporting logistics are arranged (i.e. date/time, agenda, conference room, attendees, etc) for the UP Post-Award Orientation Conference (NOTE: This meeting is the initial meeting between the Government and the SO -- the new owner of the utility system). The SO will ensure that: The proper SO personnel attend the Post-Award Orientation Conference A recommended list of meeting agenda topics is provided to the COR for coordination with the KO. Initial start of contact N/A (insert correct reference(s) to be consistent with actual contract and remove title reference) C.9._? (Coordination of work)
Service Interruption Contingency and Catastrophic Loss Plan Operations and Maintenance/Quality Management Plan Initial System Deficiency Corrections/Renewals & Replacements Plan COR establishes POCs and coordinates review timetables to ensure timely feedback from Installation. Installation POCs may include, but not be limited to: Fire & Law Enforcement Safety IT/Communications Civil Engineering/DPW Environmental Installation Leadership Hospital C.7._? (Response to Service and Catastrophes) C.9_? (Coordination of Work) C.12._? (Operations and Maintenance/Quality Management) C.13._? (Operational Transition Plan) Exhibit JE._? (All four listed plan attachments)
Coordination of Feedback/Discussion of the Four Major Plans – COR coordinates any resulting feedback/discussion between the Installation and SO from the review of the four major plans in the contract: Operational Transition Plan Service Interruption Contingency and Catastrophic Loss Plan Operations and Maintenance/Quality Management Plan Initial System Deficiency Corrections/Renewals & Replacements Plan SO ensures its availability to answer questions from the Installation review of the plans Initial N/A C/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.7._? (Response to Service and Catastrophes) C.9._? ( Coordination of Work) C.11._? and Renewals and Replacements) C.12._? (Operations and Maintenance/Quality Management) C.13._? (Operational Transition Plan)
Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Identify Permits and Associated SO Responsibility – Ensure SO provides specific listing of all permits for which it has responsibility in the ownership, operation, maintenance, and/or upgrade of the specific utility system under the contract. Coordinate this list with the appropriate Installation office(s) to ensure concurrence and mutual understanding of responsibilities. The UP SO provides a specific listing to the COR, along with status, of all permits the SO will be responsible for under the contract. As required Assessment of Deliverables (insert correct reference(s) to be consistent with actual contract and remove title reference) C.3._? (Requirement) C.6_? (Access to the Utility System) C.9._? (Coordination of Work) C.10._? (Environmental Compliance) Exhibit JE._? (Operational Transition Plan) attachment Permit/Lease Applications – KO/COR ensures that the SO The SO prepares all the required documentation for obtaining the Initial within one week after transition As Required C/L Sections
applies for applicable permits and leases. The KO/COR provides guidance to the SO, as necessary, for obtaining the permits/leases. specified permits/leases within the necessary timeframes to ensure/maintain compliance. period begins and then As Required (insert correct reference(s) to be consistent with actual contract and remove title reference) C.3._? (Requirement) Exhibit JE._? (Operational Transition Plan) attachment Line Locates Plan/Procedures – KO/COR ensures all specific procedures associated with the SO’s responsibilities for locating lines in support of the Installation Digging Permit Process are clarified and documented The SO verifies their understanding of the Installation’s Digging Permit procedures, to include: the Installation office(s) with which to coordinate line locate actions the maximum number of free line locate actions to be provided under the contract (i.e. threshold) additional costs per locate action (if any) for providing line Monthly Permit status reports During and after the Post Award Orientation Conference (insert correct reference(s) to be consistent with actual contract and remove title reference) C.9._? (Coordination of Work)
locates above the established threshold Review of Current Agreements for Appurtenances Attached to Utility System Infrastructure – The COR ensures that all applicable Offices of Primary Responsibility (OPRs) identify to the SO all items that are current attachments to the SO’s inventory (ex. Cable TV lines, Cell phone antennae, fiber optic lines, etc, that are attached through manholes or strung on top of power poles of the SO’s Utility System Inventory). The appurtenances must be clearly identified and documented. The COR ensures that all current agreements associated with each attachment are provided to the SO. The SO will: confirm understanding of the current agreements and associated attachments work with the applicable OPRs, as necessary, to identify any potential issues that may need to be addressed as part of any follow-on agreement (once current agreement expires). After the Post award Orientation Meeting As required (insert correct reference(s) to be consistent with actual contract and remove title reference) C 4._? (Service Area)
Security Requirements: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Security Clearances – COR verifies through the Security Office that all contracted personnel have the required JPAS verifications, security clearances and access badges. The SO prepares and submits all required documentation for obtaining a Government Security Clearance; SO will ensure that security documentation is filled out correctly and submitted in a timely manner. As required As required (insert correct reference(s) to be consistent with actual contract and remove title reference) C 5._? (Utility System Ownership, Personnel, and Security) Exhibit JE._? (Operational Transition Plan) attachment SO Vehicle Registration, Insurance, Installation Access – COR/KO review the SO confirmation that SO vehicles are registered, meet insurance The SO ensures that their vehicles are currently registered, meet insurance requirements, and have At the start of transition period; then for every change in As required (insert correct reference(s) to be consistent with actual contract and remove title reference)
requirements, and have access stickers for Installation access stickers for Installation access then notifies COR. vehicle and/or registration status thereafter C 5._? (Utility System Ownership, Personnel, and Security) H 2._? (Insurance Requirements) Physical Security and Restricting Access to Facilities – COR ensures SO meets with and/or is provided applicable requirements from the Security Office pertaining to sufficient physical security of, and restrictive access to, utility system and associated facilities. Based upon discussions and/or information received from the Security Office, SO will demonstrate how it will satisfy the physical security requirements for its utility system and associated facilities. As required As required (insert correct reference(s) to be consistent with actual contract and remove title reference) C 5._? (Utility System Ownership, Personnel, and Security) C 6._? (Access to the Utility System) Budget/IT Requirements: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Summary Budget/ Expenditure Report Submittal – COR will ensure The SO will provide a summary As required As required (insert correct reference(s) to be consistent with actual
that the SO provides summary budget/expenditure report to the KO budget/expenditure report to the KO. contract and remove title reference) C 11._? & Renewals /Replacements) Initial IT Requirements Meeting – The KO/COR conducts initial IT Communications meeting w/SO to discuss the IT requirements for Communications under the Utility Services contract. The SO will inform the Govt of all IT requirements that will be needed/required and specify all required IT software packages; SO confirms its IT Communications Plan does not interfere with the Installation’s communications frequencies. As required As required (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._ (Utility System Ownership, Personnel, and Security) IT/Communications Office Coordination – The COR ensures appropriate coordination occurs between the SO and Base IT/Communications Office regarding the contract’s The SO/COR will discuss all IT req’s and collaborate on a suggested plan of action for the use of all IT systems and software; SO will demonstrate to the IT/Communication Office’s satisfaction that As required As required C/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference)
accomplished by the SO at own expense.) G.2._? (Submission and Payment of Invoices) G.3_? (Wide Area Work Flow Payment Instructions) Joint Inventory: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Joint Inventory Review and Documentation – The KO/COR will conduct and document a Government – SO Joint Inventory of Equipment and Property. The SO will ensure the all pertinent inventory information is captured, recorded and a full concurrence meeting with all parties. Initial start of contact Constantly (insert correct reference(s) to be consistent with actual contract and remove title reference) Exhibit JE._? (Operational Transition Plan) attachment Points of Demarcation (PODs) – Ensure all PODs are identified, understood, and mutually agreeable. (Note: PODs identify the physical and geographic limits/boundaries of The SO will ensure the all pertinent POD information is captured and recorded and a full Initial start of contract Continuously Attachment JAX of Contract (insert correct reference(s) to be consistent with actual
the utility system being transitioned to the new owner (i.e. SO). mutual concurrence is obtained. contract and remove title reference) C.9._? (Coordination of Work) Reconciliation of Inventory – The COR/KO will review, verify, and reconcile, as necessary, the SO’s field verified listing of inventory data. The SO will reconcile/adjust inventory listing, as necessary, to reflect mutually agreed inventory. Initial start of contact Joint Reconciliation between Government/SO C/J/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? (Utility System Ownership, Personnel, and Security) C.13._? ( Operational Transition Plan) Exhibit JE._? (Operational Transition Plan) attachment
Service Requirements: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Verification of Service Support Requirements – KO/COR verifies all service requirements from the SO, i.e. trash, lighting, building location, telephone service, etc. The SO submits a detailed list of all service requirements to COR and KO for review and appropriate action. As required As required C/J/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? (Utility System Ownership, Personnel, and Security) Records Management: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check
Availability of Government Utility System Records – The COR will ensure that all CADD, GIS, Maintenance Records, Manuals, and As-Built drawings are made available to the SO upon request. The SO will submit a detailed list of CADD, GIS, Maintenance Records, Manuals and as-built drawings requests to the COR through the KO. As required As required C/J/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? (Utility System Ownership, Personnel, and Security) Maps, Building Drawings and Pertinent Facility Files/Documents/Manuals – COR will ensure that the SO has all available maps, building drawings and pertinent facility files/documents/manuals The SO will ensure that all required maps, building drawings and all pertinent facility files/documents/manuals are received During Transition and as applicable thereafter Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? (Utility System Ownership, Personnel, and Security) Exhibit JE._? (Operational Transition Plan) attachment GIS Data – COR will provide the SO with all available GIS data The SO will ensure that a list of all required GIS requirements are During Transition and Assessment of Deliverables & (insert correct reference(s) to be consistent with actual
submitted to the KO/COR. SO provides acknowledgement of receipt. as applicable thereafter Direct Observation (Weekly status meetings) contract and remove title reference) C.5._? (Utility System Ownership, Personnel, and Security) Exhibit JE._? (Operational Transition Plan) attachment
Transfer of Permits – COR will facilitate the transfer of permits, as applicable. The SO will provide the KO/COR a list of required permits, documents, and manuals that are needed; SO provides acknowledgement of receipt of any documentation provided by the government; SO will ensure all permits are in place prior to the end of the Transition period, as required. During Transition Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) Exhibit JE._? (Operational Transition Plan) attachment Environmental Compliance:
d. – The COR/KO briefs the Installation Hazard Material Program to the SO and discusses specific, applicable support requirements for execution under the UP contract. COR, and retain a copy of each MSDS on-site. KO/COR and SO will discuss a plan of operations for support of Hazard Material Disposal at the Installation The SO shall submit copies of MSDS to the COR, and retain a copy of each MSDS on-site. Initial Continuous C/J/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? (Utility System Ownership, Personnel, and Security) C.10._? (Environmental Compliance) Contingency Operations: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Installation Contingency Operations Plan Briefing – The COR/KO briefs the Installation Contingency Operations Plan to the SO and discusses specific, applicable support requirements for KO/COR and SO will discuss a plan of operations for support of Contingency meter operations at the Installation Initial start of contact Continuous C/J/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference)
execution under the UP contract. C.7._? (Response to Service and Catastrophes) Exhibit JE._? (Operational Transition Plan) attachment Installation Contingency Operations Formal Support Agreement – The KO/COR will ensure an appropriate agreement is conveyed/developed describing all pertinent aspects of Operational Contingency Functions support that is required of the SO. The SO will ensure that a detailed Contingency Checklist, consistent with the terms of the conveyed/developed support agreement, is developed, and coordinated with the KO/COR. Initial COR will ensure a Memorandum for Record (MFR) or other appropriate document is recorded for this action C/J/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.7._? (Response to Service and Catastrophes) Exhibit JE._? (Operational Transition Plan) attachment
(NOTE: This Appendix serves as a checklist to ensure actions necessary for sufficient monitoring of the SO’s Service Interruption Contingency & Catastrophic Loss Plan – and the SO’s associated demonstrated actions for compliance – are accomplished by the COR and other Government representatives…Do not include this note as part of final QASP document.) (Back to Table of Contents) Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Receipt of Proposed Changes to Service Interruption Contingency & Catastrophic Loss Plan – KO/COR will ensure that any adjustments/revisions to the SO’s Service Interruption Contingency & Catastrophic Loss Plan (proposed by the SO) are received from the SO. SO will ensure any proposed adjustments/revisions to the Service Interruption Contingency & Catastrophic Loss Plan are submitted to the COR in a timely manner, accompanied with clear supporting rationale/justification. As needed Assessment of Deliverables C/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.7._? (Response to Service and Catastrophes) Exhibit JE._? (Service Interruption / Contingency and Catastrophic Loss Plan) attachment
Feedback/Discussion of Proposed Changes to Service Interruption Contingency & Catastrophic Loss Plan – COR/KO ensures discussions/meetings are arranged with the SO (as necessary) to address any issues or questions related to proposed changes to the Plan. The appropriate Installation personnel will also participate in these discussions/meetings, as necessary. Installation personnel may include, but not be limited to: Fire & Law Enforcement Safety IT/Communications Civil Engineering/DPW Environmental Installation Leadership Hospital SO will ensure it is available to discuss with Government representatives, as necessary. As needed Assessment of Deliverables C/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.7._? (Response to Service and Catastrophes) Exhibit JE._? (Service Interruption / Contingency and Catastrophic Loss Plan) attachment
Monitoring Timeliness of SO Response to Service Requests/Interruptions – COR will monitor SO’s response to service requests / interruptions to determine timeliness and effectiveness of response. SO will respond to service requests in accordance with response time requirements identified in the contract. As needed Random Sample Reviews C/L Sections (insert correct reference(s) to be consistent with actual contract and remove title reference) C.7._? Response to Service and Catastrophes C.8._? (Repair Response Procedures) Exhibit JE._? (Service Interruption / Contingency and Catastrophic Loss Plan) attachment Coordination of Scheduled Utility Service Outages – COR will verify each scheduled service outage is coordinated with all affected parties a minimum of two weeks in advance. In addition to the directly affected organization, ensure coordination with appropriate Installations reps SO will provide notification to affected parties IAW established policy as part of the contract. As required Direct Observation Section C.X of Contract (insert correct reference(s) to be consistent with actual contract and remove title reference) C.9._? (Coordination of Work)
Review criteria/definitions used for classifying service requests C.8._? (Repair Response Procedures) Exhibit JE._? (Service Interruption / Contingency and Catastrophic Loss Plan) attachment Periodic Review of SO’s Service Request Records – COR will periodically review SO’s service request records to verify completeness. Confirm the completeness of typical information taken during initial receipt and follow-up of service call (i.e. time of call, time of response, cause of the request, action taken, and date and time of completion) Review service call log to assess track record on service call responses. Identify any positive/negative trends. Verify whether service calls are being resolved Contractor will make available to the COR all necessary documentation to assist in the Government’s periodic review. Annually (minimum basis) Random Sampling Section C.X of Contract (insert correct reference(s) to be consistent with actual contract and remove title reference) C.8_? (Repair Response Procedures)
(NOTE: This Appendix serves as a checklist to ensure actions necessary for sufficient monitoring of the SO’s Operations & Maintenance / Quality Management Plan – and the SO’s associated demonstrated actions for compliance – are accomplished by the COR and other Government representatives…Do not include this note as part of final QASP document.) (Back to Table of Contents) Plans and Operation Initiatives: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check a. Verification of Periodic Deliverables/Report Submittals – COR will ensure all deliverables/reports are submitted by the SO IAW established schedules Verify timeliness of submitted deliverables/ reports. Verify sufficiency of deliverable/report content with appropriate Installation representatives. If any changes are required (to either content or format), coordinate issues with the SO and the appropriate Installation SO will provide/submit all necessary deliverables/reports within the mutually agreed format and schedules. Per mutually agreed schedules Assessment of Deliverables Sections C/J/L (insert correct reference(s) to be consistent with actual contract and remove title reference) C.8_? (Repair Response Procedures) C.10._? (Environmental Compliance)
reps. Arrange meetings as necessary to address. Exhibit JE._? (All four listed plan attachments) J._? (Specific to contract submittal section) b. Utility System Capacity Analysis – COR will establish a frequency with the SO in which the current capacity of the utility system is measured (based on best available utility system information) and reported to the appropriate Installation reps for Master Planning purposes. Verify timeliness of system capacity analysis report Verify sufficiency of report with appropriate Installation reps If any changes are required (to either content or format), coordinate issues with the UP SO and the appropriate Installation representatives. Arrange SO will provide the COR/KO a utility system capacity report within a mutually agreed format and schedules. Per mutually agreed schedules Assessment of Deliverables Sections C/J/L (insert correct reference(s) to be consistent with actual contract and remove title reference) Exhibit JE._? (Operations and Maintenance / Quality Management Plan) attachment .
meetings as necessary to address. c. Review of O&M Performance Plan Requirements – COR and KO will meet with the SO to review the requirements in O&M plan, to include: - Inspections to be performed by SO - Preventative Maintenance to be performed on system - Predictive Maintenance to be performed on system - Resultant Annual O&M Plan (to include specific schedule of inspections, deliverables required, and link to applicable standards & regulations) SO will provide most current O&M plan Initial activation of O & M plan and as needed thereafter (at least annually) Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) Exhibit JE._? (Operations and Maintenance / Quality Management Plan) attachment d. Employee Training Plan Meeting – COR will meet with SO to discuss the SO’s Employee Training Plan to verify applicable required The SO will prepare a detailed plan for all employees training and the topics covered. Initial activation of O & M plan and as needed thereafter (at least annually) Assessment of Deliverables (insert correct reference(s) to be consistent with actual contract and remove title reference)
f. Review of Listing of Plans/Deliverables requiring third-party involvement – KO/COR review the current listing of plans/deliverables (related to the SO’s O&M of the utility system) that need to be maintained by the SO for third-party involvement. This would include plans/deliverables monitored & overseen by parties such as: OSHA State Environmental Agency Public Health Agency Others SO Submits applicable listing of plans/deliverables to KO/COR for review Initial activation of O & M plan and as needed thereafter (at least annually) Assessment of Deliverables Sections C/J/L (insert correct reference(s) to be consistent with actual contract and remove title reference) C.10._? (Environmental Compliance) C.12_? (Operations and Management) Exhibit JE._? (Operations and Maintenance / Quality Management Plan) attachment g. Incorporation of Customer Feedback – COR will meet with SO to verify specific process/procedures used to incorporate customer feedback SO will meet with COR to discuss process/procedures used to incorporate customer feedback As needed Direct Observation (Note: Responsiveness to customer feedback -- including Government inquiries -- may be (insert correct reference(s) to be consistent with actual contract and
into its operations, as applicable; COR to verify adequacy of SO’s retaining of customer feedback for a minimum of two (2) years appropriate for inclusion in the annual CPARS assessment.) remove title reference) C.8._? (Repair Response Procedures) Exhibit JE._? (Operations and Maintenance / Quality Management Plan) attachment
System Deficiency Corrections / Renewals / Replacements: Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check System Owner Specifications – COR will coordinate with SO to ensure specifications are provided to the appropriate Installation representatives/third party entities at the appropriate time period. The purpose will be to eliminate potential disruption to design, funding, and/or construction processes related to the specific construction event, in advance of connection to the SO’s utility system. Arrange meetings as necessary to address. SO will make readily available, within mutually agreed format and timetables, all applicable design specifications for service connections to be used on a facility/utility construction project that will ultimately connect to the SO’s utility system. Per mutually agreed format and schedules Assessment of Deliverables Sections C/J/L (insert correct reference(s) to be consistent with actual contract and remove title reference) C.11._? and Renewals and Replacements)
Maps, Building Drawings and Pertinent Facility Files/Documents/Manuals – COR will ensure that the SO has all available maps, building drawings and pertinent facility files/documents/manuals The SO will ensure that all required maps, building drawings and all pertinent facility files/documents/manuals are received. SO provides acknowledgement of receipt. During Transition and as applicable thereafter Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? ( Utility System Ownership, Personnel, and Security) Exhibit JE._? (Operations and Maintenance / Quality Management Plan) attachment Exhibit JE._? (Operational Transition Plan) attachment GIS Data – COR will provide the SO with all available GIS data The SO will ensure that a list of all required GIS requirements are submitted to the KO/COR. SO provides acknowledgement of receipt. During Transition and as applicable thereafter Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? ( Utility System Ownership,
b. Environmental Impact Assessment Coordination – KO/COR will schedule a review of the SO’s Environmental Impact Assessment documents. The SO will prepare documents/records and review Environmental Impact Assessment with KO/COR. As required Assessment of Deliverables & Direct Observation (insert correct reference(s) to be consistent with actual contract and remove title reference) C.10._? (Environmental Compliance) Regulatory Compliance: a. Re-evaluate/update Regulatory Compliance notifications and documentation – COR will establish and maintain a communication process with the SO to ensure both parties’ awareness on new/updated regulatory-driven notification requirements that have a potential effect on the contract. SO will ensure that the COR is notified of any new/updated regulatory compliance procedures and ensure any new/updated standards are met. Initial and at least thereafter. As required and documented in the COR Monthly report. C/L Sections (insert correct reference(s) to be consistent with actual contract) C.3_? (Requirement)
(NOTE: This Appendix serves as a checklist to ensure actions necessary for sufficient monitoring of the SO’s Initial System Deficiency Corrections / Renewables & Replacements Plan – and the SO’s associated demonstrated actions for compliance – are accomplished by the COR and other Government representatives…Do not include this note as part of final QASP document.) (Back to Table of Contents) 1. Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check Annual Submittal of Five Plan – Ensure the Five Plan is submitted annually IAW the timeframe specified in the contract. The SO will prepare a detailed Plan documenting all required System Deficiency Corrections and major renewals/replacements that will need to occur for the next 5 years; SO identifies and prioritizes all necessary improvements to reach the standards typical maintained by the SO on its utility system Annually Assessment of Deliverable (insert correct reference(s) to be consistent with actual contract and remove title reference) C.11._? and Renewals and Replacements) Year
b. Government Review of Five -Year Plan – Ensure the appropriate Government representatives review the submitted Five -Year Plan (engineering, environmental, security, etc.) to confirm consistency with identified long-term missions/initiatives within their areas of responsibility. Ensure, as a minimum, all Government-identified requirements (i.e. upgrades, corrections, and R&R) are addressed by the SO NA – Internal Government review activity Annually Assessment of Deliverables (Internal meetings/communications among Government representatives.) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.3._? (Requirement) C.11._? and Renewals and Replacements)
c. Government/SO Meeting to Review, Discuss & Approve Five Plan – Ensure the appropriate Government representatives meet with the SO to review, discuss, & approve the submitted Five -Year Plan. Items include (but are not limited to): Recently completed Upgrade/Correction/R&R activity Upgrade/Correction/R&R Project Schedules & Scopes Interface/compatibility w/ Installation Master Plan Utility System capacity modeling (and recommended to address projected future load Other related issues (ex: regulatory changes, energy conservation, etc) The SO will prepare and present a priority plan for project execution and show the timeline for project execution; detailed will be presented for 1; generalized will be presented for Years 2 through 5 of the Plan Annually, and as needed throughout year Direct Observation (Joint meetings between Government personnel and the SO) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.9._? (Coordination of Work) C.11._? and Renewals and Replacements) C.3._? (Requirement) Exhibit JE._? (Initial System Deficiency and Renewals and Replacements Plan) attachment
d. COR/SO Meeting with Installation’s Engineering and Planning Staff – COR will coordinate with SO to ensure SO is invited to applicable planning meetings with the Installation’s engineering & planning staff The SO will ensure they attend the meeting when invited As needed Direct Observation (Joint meetings between Government personnel and the SO) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.9._? (Coordination of Work) e. Review of Applicable Installation Policies & Regulations Review Meeting – KO/COR will ensure that all applicable installation policies & regulations -- with a potential to interface with associated utility project activities -- are covered and explained in detail to the SO. The SO will ensure that all applicable installation policies & regulations are followed, and compliance with these directives is mandated (and disseminated) to all contracted personnel As needed Direct Observation (Joint meetings between Government personnel and the SO) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.2._? (Authority, Scope, and Program Goal) C.5._? (Utility System Ownership, Personnel, and Security) C.7._? (Response to Service
and Catastrophes) C.9._? (Coordination of Work) C.10._? (Environmental Compliance) Exhibit JE._? (Service and Catastrophic Loss Plan) attachment f. Specific Project Planning: ISDC/Upgrades Project Timeline Review – The Government and the SO will review the SO’s plan for project timeline to ensure consistency with contract requirements The SO will prepare and present a yearly time phase project plan to the Government for review and concurrence As needed Direct Observation (Joint meetings between Government personnel and the SO) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.11._? and Renewals and Replacements)
Exhibit JE._? (Initial System Deficiency and Renewals and Replacements Plan) attachment g. Specific Project Planning: ISDC/Upgrades Project Review Meeting – Government and the SO will review all Initial System Deficiency Correction (ISDC) and Upgrade projects identified. Issues for discussion will include: Coordination plan for any necessary service connections/disconnections required for execution of the project (insert other applicable issues) The SO will provide a detailed list of all ISDC and Upgrade projects to the Government for review and concurrence As needed Direct Observation (Joint meetings between Government personnel and the SO) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.9._? (Coordination of Work) C.11._? and Renewals and Replacements) Exhibit JE._? (Initial System Deficiency and Renewals and
Replacements Plan) attachment h. Scope Review of System Deficiency Corrections – KO/COR will start the review of anticipated System Deficiency Corrections to the current UP System SO will brief the KO/COR on all pending System Deficiency Corrections needed for current UP system Initial activation of SDC and R&R Plan and at least annually thereafter as part of the Plan. Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.11._? and Renewals and Replacements) Exhibit JE._? (Initial System Deficiency and Renewals and Replacements Plan) attachment
i. Schedule Review of System Deficiency Corrections – KO/COR will review future schedule for all anticipated System Deficiency Corrections from the SO The SO will prepare a detail plan for the future plan in regards to the System Deficiency Corrections to the current UP System Initial activation of SDC and R&R Plan and at least annually thereafter as part of the Plan. Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.11._? and Renewals and Replacements) Exhibit JE._? (Initial System Deficiency and Renewals and
Replacements Plan) attachment j. Review of Renewals and Replacements/Upgrades Projects – KO/COR will review all Initial Upgrades, Renewals and Replacement Projects with SO The SO will brief the KO/COR on all proposed Initial Upgrades, Renewals and Replacement Projects Initial activation of SDC and R&R Plan at least annually thereafter as part of the Plan. Assessment of Deliverables & Direct Observation (Weekly status meetings) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.11._? and Renewals and Replacements) Exhibit JE._? (Initial System Deficiency and Renewals and Replacements Plan) attachment
Replacements Plan) attachment Attachment JA42 and Price Data Sheets) l. Cost Proposals and Cost Performance Data Review – COR reviews SO’s cost proposals and cost performance data and provides comments to the KO. The SO will provide cost proposals and cost performance data. As needed Assessment of Deliverables (Note: Cost Proposal and Cost Performance Data may be appropriate for inclusion in the annual CPARS assessment.) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.11._? and Renewals and Replacements) Exhibit JE._? (Initial System Deficiency and Renewals and Replacements Plan) attachment
Attachment JA42 and Price Data Sheets) m. Specific Project Planning: Coordination/Transfer of Engineering/Technical Information – Ensure the appropriate Government representatives and third parties (if applicable) meet with the SO to review, discuss, and transfer the appropriate engineering technical data related to a specific, upcoming project. Examples include (but are not limited to): Review Existing and Planned Future Third-Party Service Connections – technical specifications to ensure compatible & acceptable connection to the SO’s utility system. Inspection Activities – Agreement on the level (and The SO will be prepared to discuss with Government representative all appropriate engineering technical data related to specific upcoming projects in order to minimize disruptions during project execution. As needed Direct Observation (Joint meetings between Government personnel and the SO) (insert correct reference(s) to be consistent with actual contract and remove title reference) C.9._? (Coordination of Work) C.11._? and Renewals and Replacements)
intervals) of construction inspection activities by the UP SO (in cases where a third-party construction agent is involved). Material Submittals Service Connections 2. Item # COR Action / Requirement SO Requirement Frequency of Occurrence Method of Surveillance/Monitoring Contract Reference, Section/Paragraph Remarks Check a. Update Records Drawings and GIS Systems and System Utility Model – Upon completion of each renewal and replacement/upgrade project, ensure SO provides updates to applicable system drawings according to the methodology and timelines specified in the Contract. The SO will update all applicable utility system drawings (and any associated documents) within (insert timeframe) and provide the COR a copy of those drawings & documents as required within the contract. As needed Assessment of Deliverables & Direct Observation (insert correct reference(s) to be consistent with actual contract and remove title reference) C.5._? (Utility System Ownership, Personnel, and Security)
Recommended Table of Required Submittals (COR Cheat Sheet.) If deemed appropriate the COR may use/develop a consolidated list of deliverable/submittals required under the contract. A recommended format (not mandatory) is provided below: Submittal/Deliverable References Frequency Example references below are some of the “common” that are seen (but not all inclusive). NOTE: A CORs “actual deliverable/submittal” are very specific per their contract so adding or deleting some of the listed below “EXAMPLE” submittals may be required to match contract requirements. Examples – C._? / JA_? / J._? etc… Examples – Initially, With Proposal and then when changed, Annually, Semi-annually, Quarterly, Monthly, Weekly, Daily, As needed/required, etc… Outage Report Meter Reading Report Spill Contingency plan System Efficiency Report (electric, gas, and water) and Infiltration and Inflow Report (wastewater) Five-Year Plan