DOC

Appendix B - WinRMS Bulletin 04 - Quality Control System QCS

By Kathy Ford,2014-05-19 13:03
6 views 0
Quality Control System (QCS) Module for Contractor.

    SAD RMS

    Bulletin 04

    May 2009

    SUBJECT: Quality Control System (QCS) Module for Contractor

    REQUIREMENTS:

Specification Section 01312a Resident Management System (RMS) requires the contractor to

    use the QCS portion of RMS. It is tied closely to other Contract Clauses “Schedules for

    Construction Contracts” and “Payments”. Also, it is tied to Specification Sections “Project

    Schedule”, “Submittal Procedures” and “Contractor Quality Control”. Key components are

    listed below.

? Correspondence All correspondence to the Government shall be identified with a serial

    number as specified in section 01312a.

    ? Payment Request All Payment request shall be prepared using QCS.

    ? Submittal Management Contractor shall track and transmit all submittals using QCS.

    ? CQC Daily Reports CQC Report from QCS shall be the contractor’s official report.

    ? Schedule Shall be input and maintained in QCS database either manually or by using

    the Standard Data Exchange Format (SDEF) as specified in Section 01320 “Project

    Schedule”. Updated schedule data shall be included with each pay request submitted by

    the contractor.

    ? Electronic data exchange throughout the life of the contract.

    ? Durations listed herein are guides, actual durations are contract specific.

    PROCEDURES:

    1) Contractor should ensure that he has the latest QCS Version and User Manual from the

    following website http://www.rmssupport.com/qcs/guides.aspx. Also, contractor will need to download and install upgrades from time to time when notified by COE.

    2) If contractor has any questions about downloading and/or installing QCS Module they can

    call the RMS Support Center at 760-247-0217. After Contract Award, Government will enter

    Contract Information; download from CEFMS, obligate funding at Contract Line Item

    Number Level (CLIN Bid Item) and import Submittal Register from Award CDROM. No

    pay activities will be entered (come from contractor’s schedule).

    3) Government will insure that the Contract Setup includes:

    a. Contractor will use QCS for this contract

    b. You want to answer RFI’s with the two-way RFI Form

    c. Contractor Correspondence entered by Contractor

    d. Who tracks contractors insurance in RMS

    e. Who tracks contractor payrolls in RMS

    B4-1

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

4) Government will export basic contract data, including Submittal Register (SR) data prior to

    or at the pre-construction conference date. Exported data may be sent by SFTP or email.

    5) Contractor will import basic contract data, including Submittal Register into QCS. Contractor

    will login to QCS (sysdba/masterkey) and select ADD, IMPORT FROM GOVERNMENT,

    Specify File Location of file to import (or SFTP), and then click OK. Data will then be

    imported and Contract data will then be displayed. Contractor is then ready to enter

    additional information as necessary.

    6) Contractor will need to enter his subcontractors. One key note here is the “Responsibility

    Code”. This code must match exactly how it is used in the pay activities in the schedule/NAS.

    The “Responsibility Code” will be imported from the contractor’s NAS.

    7) Contractor will then need to enter his schedule into QCS by either importing from his

    Network Analysis System (NAS) (see section 01320 Project Schedule) in the SDEF format

    (more info on SDEF format can be found in the QCS User Manual or manually entering the

    data. Schedule/NAS will include all required data and each activity will be linked to the

    Contract CLINS (Bid Items).

    8) Contractor will export completed data to the Government after entering info, reviewing

    /updating SR, pay activities from Schedule/NAS.

    9) After the initial exports and imports from both the Government and the Contractor (1-9

    above), data must be exchanged on some type of schedule. The minimum schedule is once a

    week. However, it is recommended that the following daily schedule be used.

    a. Daily Schedule

    i. Contractor export data to government at the end of the workday.

    ii. Government import data when received and generate an export to the

    contractor.

    iii. Contractor imports latest government data.

    b. It should be noted that data may be exchanged at any time.

    10) The RMS Support Center can be reached at 760-247-0217 for information and technical

    support.

11) CONTRACTOR PAYMENT REQUEST are to come electronically from the QCS Module.

    All other paper work is still required.

    a. PAYMENT ACTIVITIES

    i. The bond activity may be linked to the highest dollar value construction bid

    item (CLIN)

    ii. Preliminary project schedule shall be submitted for approval within 20

    calendar days after the Notice to Proceed and shall include the contractor’s

    planned operations for the first 60 calendar days and will be used for payment

    for up to 60 days. All activities shall sum to the total contract amount and

    activities linked to Bid Items (CLINs) shall sum up to the value of each Bid

    Item.

    iii. Activities will be expanded as the contractor completes his final schedule. All

    activities shall sum to the total contract amount and activities linked to Bid

    Items (CLINs) shall sum up to the value of each Bid Item.

    B4-2

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

    iv. The CLIN numbering in the activities must match exactly the CLIN’s

    downloaded to the contractor.

    v. The sum of activities linked to a CLIN must equal the CLIN value.

    b. PROGRESS PAYMENTS

    i. Government and Contractor must agree what the current contract amount

    (which modifications are included and can be paid) is when determining what

    is to be paid. RMS and QCS need the same Contract Amount.

    ii. The contractor’s NAS/payment activities must also have the same contact

    amount when importing to QCS and when Exporting to the government.

    iii. When contractor is exporting to the government, if there is a RED error

    message saying that there are unbalanced CLIN’s/Payment Activities. Stop

    and call the RMS Support Center (760-247-0217) and/or your local COE

    office for assistance.

ADDITIONAL INFORMATION:

    QCS - Submittal Process

On a standard construction contract that was prepared using Specsintact. An electronic version of

    the Submittal Register is included on the Award CDROM sent to Contractor and COE. For

    design/build project that are prepared using specsintact, an electronic version of the submittal

    register can be generated by the A/E and given to the government for importing into RMS.

At contract award, but before pre-construction conference, COE should import this electronic

    Submittal Register from the award CDROM and go ahead and do a through review and

    add/delete items as necessary. Provide the Submittal Register to the contractor (electronically

    [RMS export] and hard copy) at the pre-construction conference and remind the contractor of the

    following requirements of Section 01330 Submittal Procedures.

Paragraph 3.2 - Submittal Register Requires

    Submission of a complete Submittal Register for approval within 30 days of Notice to Proceed.

    Requirement of the contractor to enter the “Contractor: Schedule Dates” (Columns g, h, i),

    Submit By, Approval Need By and Material Need By. These dates shall be coordinated with the

    dates in the contractors prepared schedule.

    When progress schedule is revised, the submittal register shall also be revised and both

    submitted for approval.

With RMS/QCS, contractor has 2 options for adding the Contractor Schedule Dates.

1) Contractor can link each Submittal Item to an activity on his schedule and enter Material

    Procurement Period and Material Delivery (lag/lead) durations and it will generate the dates for

    him. Also, dates will automatically be updated if the schedule changes. Contract must be setup in

    RMS for this option. (recommended method)

2) Contractor can enter the Work Start Date, Material Procurement Period and Material Delivery

    (lag/lead) durations and it will generate the dates for him. However, if the Work Start Date

    B4-3

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

changes due to the schedule changes, contractor will have to manually change the work start date

    for each submittal item affected. Contract must be setup in RMS for this option.

Numbering of Submittal Items on the Submittal Register

Submittal Items requiring submission will be numbered with a consecutive serial number starting

    at 1 (one) within each section.

For example:

In section 01330 there are 2 items requiring submission and they will be numbered 1 (one) and 2

    (two).

In section 01660 there are 3 items requiring submission and they will be numbered 1 (one), 2

    (two) and 3 (three).

Numbering of the 4025 and transmitting to the COE

Contractor shall generate the 4025 from QCS and use the numbering that the system assigns. The

    numbering system may be different than in the past, but it is quite simple.

Each transmittal will be numbered using the Section being submitted and a consecutive serial

    number starting at 1 (one) for each section of the contract.

For example:

    Transmittal Number 01330-1 is the first transmittal for section 01330. It may include one or

    many submittal items.

    Transmittal Number 01330-2 is the second transmittal for section 01330.

    Transmittal Number 01660-1 is the first transmittal for section 01660. It may include one or

    many submittal items.

    Each resubmittal of a previous transmittal will be numbered using the Section being submitted

    and the previous transmittal (original) number followed by a “period” and a consecutive serial

    number starting at 1 (one) for the first time resubmitted.

    For example:

    Submittal item 1 on Transmittal Number 01330-1 was disapproved and is being resubmitted

    on Transmittal Number 01330-1.1 This is the first resubmittal from Transmittal Number

    01330-1

    Submittal item 1 on Transmittal Number 01330-1.1 was disapproved and is being

    resubmitted on Transmittal Number 01330-1.2 This is the second resubmittal from

    Transmittal Number 01330-1

    Every resubmittal points back to the original transmittal from which it was first submitted.

    When contractor has generated the 4025(s), and is ready to take Transmittals to the COE.

    Contractor should export data from QCS and provide the COE with the electronic information by

    B4-4

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

    SFTP,email and/or providing the data on a diskette when hard copies of the 4025(s) are given to the COE.

    Contractor will receive a COE export from RMS and the hard copies of the transmittals after the COE completes its review. Again data will be transmitted by SFTP, email and/or on a diskette.

QCS - Project Schedule Process

    On most construction contracts a Network Analysis System (NAS) is required. On contracts where an NAS is not required, contractor must submit a bar chart. However, all schedules will be submitted for approval by the COE.

    At the pre-construction conference, COE should remind the contractor of the requirements of Section 01320 Project Schedule. Several key items are listed below:

    Scheduling of the construction (and design where applicable) shall be the responsibility of the contractor.

    Schedule shall be the basis for measuring contractor progress. Lack of an approved schedule or scheduling personnel will result in an inability of the Contracting Officer to evaluate contractor’s progress for the purpose of payment.

    The preliminary project schedule shall be submitted for approval within 20 calendar days after the Notice to Proceed and shall include the contractor’s planned operations for the first 60 calendar days and will be used for payment for up to 60 days. All activities shall sum to the total contract amount and activities linked to Bid Items (CLINs) shall sum up to the value of each Bid Item.

    The project schedule shall be submitted for approval within 30 calendar days after Notice to Proceed. All activities shall sum to the total contract amount and activities linked to Bid Items (CLINs) shall sum up to the value of each Bid Item.

    Periodic Schedule Updates and Meetings will be scheduled monthly and shall review all proposed revisions and adjustments to reflect the current status of the project. Contractor will then update schedule and provide all items required for his payment request which shall include contractor importing his updated NAS (in Standard Data Exchange Format, SDEF) into QCS and then exporting QCS data including Payment Request to the COE.

    Contractor shall use the activity coding structure defined in the SDEF in ER 1-1-1, Appendix A. This exact structure is mandatory, even if some fields are not used.

     Sample screen shot of the required information is shown below:

    B4-5

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

Some reminders when developing a schedule for use with QCS.

All activities shall be linked to a CLIN and the CLIN must match exactly how the COE has it

    entered.

Subcontractor (responsibility code) will be imported from the contractor’s NAS.

All activities shall be linked to a Feature of Work. Features of Work will also be imported into

    QCS from contractor’s NAS. These are the same features that should be defined in the contractor

    Quality Control Plan.

QCS Insurance Tracking

It is extremely important that it be tracked. None of us wants an uninsured company on the

    jobsite. Sample screen shot is shown below:

    B4-6

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

QCS Payroll Tracking (by Contractor)

It is extremely important that payroll submission to the government be tracked by the contractor.

    Sample screen shot is shown below:

    B4-7

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

    QCS Deficiency Tracking System

Deficiencies (Punch List Items) are entered and tracked in the CQC Daily Report. Separate

    reports are available for the punch list items.

QCS CQC Daily Reports

    See the QCS User Manual for more detailed information on the Daily Reports and also for additional information on any topic concerning the QCS software, including all items mentioned

    above.

    QCS Request For Information

RFI’s are expected to be prepared in QCS and electronically transmitted to the government.

Contractor can generate a RFI form and include attachments (which supports several different

    types of files).

QCS will generate many of the documents that are required to be submitted. Data must need to

    be sent electronically (importing/exporting) and the document that are generated still have to be

    signed as necessary and hard copies submitted to the government as required. This is due to the

    Contractual relationship between the government and the contractor.

    B4-8

    This printed copy is for “Information Only.” The controlled version resides on the SAD Contract Administration Website.

Report this document

For any questions or suggestions please email
cust-service@docsford.com