11 CONTRACT MANAGEMENT PLAN TEMPLATE (Optional ...

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplateCONTRACT MANAGEMENT PLAN TEMPLATE (Optional)CONTRACT MANAGEMENT PLANCONTRACTING ACTIVITY NAMECONTRACT NUMBERDATE____________________________NameContracting OfficerOffice Symbol, Telephone NumberDate____________________________NameHead of Contracting Activity (HCA)Office Symbol, Telephone NumberDate11

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP Templateand/or contract type and the plan for ensuring that government furnished items, property,or information is accounted for (The incumbent contractor is responsible for reconcilingdiscrepancies.). Include transition strategies, schedules and identify the individualsresponsible for facilitating a smooth transition.5.2 Contract Communication ProtocolIn the following sections, address how formal, informal and outside communication isexpected to flow. See page 8 of the Guide for Contract Management Planning forinformation on written and oral direction.Formal communications with the ContractorInclude in this section technical direction to the contractor, correspondence instructions,and correspondence controls and tracking systems. This section should referencecontract requirements regarding formal communication.Informal communicationsIn this section, address non binding communication and meetings with CMT and IPTmembers. Informal communication can occur between members of the CMT and IPTand any contractor employee. This type of communication is non-binding for both thegovernment and contractor and does not constitute contract direction.Outside CommunicationsInclude in this section the communication protocol with parties other than DOE staff (e.g.non CMT and IPT members, other government agencies (state & local government), etc.)regarding responsibilities and work scope. The section should address the coordinationprocess with CMT and IPT members. It is critical that communications with entitiesoutside of the contractual relationship between the contractor and DOE not be construedas contractual direction to change the scope or terms and conditions of the contract.5.3 Government Furnished Services/Items (GFS/I) Review ProcessReference any government furnished services, items, property, or information identifiedin the contract. Also, in this paragraph, discuss the strategy for furnishing andmonitoring the GFS/I and the strategy for ensuring the contractor maintain lifecycleaccountability of all furnished sensitive and high risk property including contaminatedassets. If applicable, address the approach for ensuring the contractor complies withDOE O 580.1 and property clauses identified in the contract. Identify the key individualsresponsible for ensuring timely provisions to the contract. Include government reviewsapprovals and performance, cost and/or schedule impacts if not timely delivered Below isan illustration of a table delineating the GFS/I identified in the contract.15

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP Template5.5 Inspection and Acceptance ProcessDiscuss the strategy for ensuring contract requirements conforms to quality assuranceprovisions and address the roles and responsibilities of the individuals involved in thisprocess. Also, reference the sections in the contract that addresses inspection andacceptance.5.6 Invoice ReviewDiscuss the plan or process (e.g. instructions, certifications, documentation, etc.) forreviewing and approving invoices; and reference the invoice requirements addressed inthe contract. Also, discuss the roles and responsibilities of those individuals that havedirect involvement in the process.5.7 Fee AdministrationDiscuss the strategy for administering the fee (e.g. cost incentives, award, conditionalpayment, etc.) and reference all contract fee related requirements. Also, discuss theroles and responsibilities of those individuals that have direct involvement in the process.If the information is contained in a PEMP or similar document, it may be referenced in,or attached to, the CMP.5.8 Contract Change Control ProcessDiscuss the strategy and procedures for managing the formal change control process toscope, cost and schedule as well as mitigating variances to approved scope, cost orschedule. This paragraph should include the individuals responsible for the review andapproval of baseline changes and variances.5.9 Review of Contractor’s Requests for Equitable AdjustmentsDiscuss the review and approval process for evaluating the requests for equitableadjustments (REAs). Also, include the roles and responsibilities of the parties involvedin the process. Discuss procedures for ensuring that REAs are proposed, evaluated,negotiated and contractually implemented in a timely manner.17

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP Template5.10 Contractor Litigation ManagementAddress the contractor litigation management process and include contract references tolegal management requirements. Also, identify individuals responsible for controllingand overseeing this process.5.11 Contractor Employee Claims SystemDiscuss the strategy for monitoring and processing employee claims (e.g. workforcerestructuring, contractor human resource, etc.). Also, identify the individuals involved inthe process. Reference any areas in the contract that address contractor employeeconcerns.5.12 Proposed Settlement of Costs for Post Contract LiabilitiesDiscuss the strategy for ensuring post contract liabilities will be addressed (e.g. pensionplans, post retirement benefits (PRB) other than pension, the displaced workers’ medicalbenefit program (DWMBP), IBNR workers’ compensation claims and any associatedinsurance reserves, etc.). Reference any areas in the contract that addresses postcontractliabilities.5.13 Contract RecordsIdentify the records acquired or generated by the contractor in performing this contract(i.e. property records, occupational and health records, audit records, etc.). Discuss thestrategy and the parties involved in ensuring that the records will be transferred to thenew contract or maintained with the expired contract.5.14 Contract CloseoutAddress the strategy for ensuring that requirements of contract are met when the contractis physically complete. Contract closeout shall conform to the requirements of FAR4.804, Closeout of Contract Files.6.0 Contract Deliverables and Performance Risk Areas6.1 Contract DeliverablesIdentify critical milestones and contract deliverables (e.g. Transition Plan, RiskMitigation Plan, Project Management, Integrated Safety Management System, QualitySurveillance Assurance Plan, Government Furnished Services/Items, LitigationManagement Plan, Collective Bargaining Units, etc.); and the individuals responsible forthe requirement. Also, reference the contract requirement. These documents are usuallyrequired within 90 days of contract award. See Appendix A for a sample of a18

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP Template8.0 Key Performance MetricsThe section should identify any key performances for determining contractor progress. Below isan illustration of a table delineating major milestones identified in the contract.ContractRequirementMajor MilestonesDue DateM-81-13 Complete reactor and heat transport system sodium drain 6/30/2005M-81-11 Submit FFTF end point criteria document 8/31/2005M-92-10 Submit Sodium Disposition Evaluation Report 9/30/2005M-81-14-T01 Complete fuel storage facility sodium drain 4/30/2007M-81-14-T02 Initiate interim decay storage vessel sodium drain 6/30/2008M-81-00A-T02M-81-00A-T03Complete transfer of unirradiated fuel to secure onsitestorage3/31/2009Complete transfer of irradiated fuel to secure onsite storage 3/31/20099.0 Agreements with State, Community, or Other EntitiesThis section should address any partnering agreements (e.g. Resource Conservation andRecovery Act Permit, Clean Air Act Air Operating Permit, Toxic Substances Control Act,Nuclear Safety Management [10 Code of Federal Regulations (CFR) 830], RadiologicalProtection (10 CFR 835), State Environmental Policy Act, etc.) with the state, community, orother entities the contractor must comply with in meeting the requirements of the contract. Thisparagraph should also identify the parties responsible for fostering these agreements.10.0 Other Special Emphasis AreasIn this section, discuss approaches to contract management and execution (i.e. contract startup,post award orientation for government personnel, post award conference with contractor, lessonslearned, etc.) to ensure the government and contractor have a clear understanding of the contractrequirements and each other’s intent. See page 6 of the Guide for Contract ManagementPlanning for examples of other special emphasis focus areas.20

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplateAttachment(s)List all of the attachments (e.g. Transition Plan, Risk Mitigation Plan, QASP, PEMP,Deliverables Matrix, Property Management Systems, etc.) referenced in the CMP.AppendixA. Sample of Deliverables Matrix21

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplateAppendix A – Sample of Deliverable MatrixPAGE#CONTRACTCLAUSE#/DIRECTIVEDUE DATE/FREQUENCYDELIVERABLEB-4 B.6(b) Quarterly The Contractor may submit invoices forordinary fee payments following thesubmittal of the Quarterly Critical Analysisin accordance with Clause H.1.03(e)(2).B-5 B.6(d)(3) March 31, 2000 Invoice of $4,116,374 for ordinary feepayment during Transition to newBaselineB-5 B.6(d)(3) June 30, 2000 Invoice of $6,143,838 for ordinary feepayment during Transition to newBaselineB-5 B.6(d)(3) September 30, 2000 Invoice of $6,143,838 for ordinary feepayment during Transition to newBaselineB-5 B.6(d)(3) December 31, 2000 Invoice of $6,143,838 for ordinary feepayment during Transition to newBaselineCOGNIZANTMANAGER*ACTION REQUIREDJones Government will reviewand approve invoicewithin 30 days ofsubmittal and providecontractor written noticeof approval.Jones Review and provide COnotification of approvalwithin 15 days of receipt.Jones Review and provide COnotification of approvalwithin 15 days of receipt.Jones Review and provide COnotification of approvalwithin 15 days of receipt.Jones Review and provide COnotification of approvalwithin 15 days of receipt.*This column should contain the name or position title of the individual responsible for the deliverable.22

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplatePAGE#CONTRACTCLAUSE#/DIRECTIVEDUE DATE/FREQUENCYC-3 C.3.1 • Within 30 days ofcontract effectivedate• Annually onSeptember 1• Quarterly updates• Amendments—45days in advance ofneed dateDELIVERABLEAnnual projection which details contractorprojection of needed GovernmentFurnished Services/Items, identified incolumn 3 of exhibit AC-4 C.5 Unspecified The Contractor and the Government willdevelop a Partnering Agreement thatestablishes a common vision withsupporting goals and missionsC-12 C, Tech. Ex.A, IVC-13 C, Tech. Ex.A, IV,C.C-14 C, Tech. Ex.A, V,A.Unspecified Prepare a draft interim final RODUnspecifiedAnnuallyEnd State:Develop and submit draft interim finalROD and Proposed PlanAnnual updates to the Historical ReleaseReport and CERCLA AdministrativeRecordCOGNIZANTMANAGER*JonesACTION REQUIREDGovernment will review,approve, and ensureGovernment FurnishedServices/Items providedin accordance with theprocedures identified inSection G of the contract.*This column should contain the name or position title of the individual responsible for the deliverable.23

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplatePAGE#ExhibitE, P. 3CONTRACTCLAUSE#/DIRECTIVEExhibit EDUE DATE/FREQUENCYEvery six months(1 st report due July2000)F-2 F.3(a) Upon completion ofelements (1), (2), (3),and (4) of physicalcompletion as definedin Clause C.1.2F-2 F.3(b) Upon physicalcompletion of contractas set forth in ClauseC.1.2F-2 F.3(b) Upon completion ofpunch list materialdeficienciesF-3 F.3(c) 90 days prior to start offiscal year (June 30)DELIVERABLENotify DOE of potential outsourcings thatare being considered for implementationduring the six month period and reportoutsourcings that became effective duringthe preceding six month period.Submit documentation demonstratingcompletion of elements (1), (2), (3), and(4) of physical completion as defined inClause C.1.2. Contracting Officer willproject the Contractor’s expected feeearnings and release withheld feesaccordingly.Submit letter declaring that the RockyFlats Closure Project has been physicallycompleted.Submit a Final Declaration Letter forphysical completion of the contractSubmit request for reserve of appropriatebudget to fund all or a portion of theContractor’s withheld feeCOGNIZANTMANAGER*ACTION REQUIRED*This column should contain the name or position title of the individual responsible for the deliverable.24

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplatePAGE#CONTRACTCLAUSE#/DIRECTIVEDUE DATE/FREQUENCYDELIVERABLEH-2 H.1.01(a) and Within 30 days of Submit detailed description of proposed(c) contract effective date project controls system.H-4 H1.02.(d)(2) Unspecified, Quarterly Develop a Risk Management Plan andH-6 H1.03(d)(2) updatesprovide quarterly updatesH-5 H.1.03 (b)(1) Monthly Record all actual direct costs incurred forresources applied in the performance ofwork.H-5 H.1.03 (c)(2) Annually, by July 31 Submit an Annual Work Analysis,including a project performance forecastfor all upcoming fiscal years and acomprehensive analysis of total projectstatusH-6 H.1.03 (d)(1) Monthly Review and analyze differences betweenplanned and actual performance againstthe total project baseline and the TargetCost and ScheduleH-6 H.1.03(d)(3) Quarterly Review and evaluate EAC for consistencywith observed trends in performance,emerging issues and changes in projectriskH-7 H.1.03(e)(2) Quarterly Prepare Quarterly Critical AnalysisCOGNIZANTMANAGER*ACTION REQUIRED*This column should contain the name or position title of the individual responsible for the deliverable.25

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplatePAGE#CONTRACTCLAUSE#/DIRECTIVEDUE DATE/FREQUENCYDELIVERABLEH-8 H.1.04(e) June 30, 2000 Updated baseline to the Rocky FlatsClosure Baseline and system of earnedvalueH-10 H.2(e) Within 5 workdays ofreceipt of DOEdirectionNotify the Contracting Officer in writingthat technical direction received by RFFOis believed to be beyond the Statement ofWorkH-12 H.8 Unspecified Submit an audit plan for internal auditsand for audits of prime onsite, cost typesubcontractors for Contracting Officerapproval.H-13 H.10(a) Within 60 days of Submit Litigation Management Plancontract effective dateH-14 H.11(a) Within 30 days of Submit list of key personnelcontract effective dateH-15 H.16(a)(1) Within 30 days aftercontract executionParticipate in a dispute aviodancepartnering workshopH-16 H.16(a)(2) Unspecified Jointly select a "standing neutral" toresolve disputesCOGNIZANTMANAGER*ACTION REQUIRED*This column should contain the name or position title of the individual responsible for the deliverable.26

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplatePAGE#J,AttC,P.3andP.6J,AttC, P.6J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1CONTRACTCLAUSE#/DIRECTIVEJ, Att C,II.B.4 andVII.ADUE DATE/FREQUENCYDELIVERABLEAnnually on October 1 Submit proposed small business, smalldisadvantaged business, and womanownedsmall business goalsJ, Att C, VI.C Semi-annually Provide Small Business Act ReportsJ, Att F 4.A Within 30 days ofcontract effective dateand as requiredJ, Att F 4.A Quarterly and asrequiredManagement PlanStatus ReportJ, Att F 4.A Quarterly Summary ReportJ, Att F 4.B Within 30 days ofcontract effective dateand QuarterlyJ, Att F 4.B Within 30 days ofcontract effective dateand QuarterlyMilestone Schedule/PlanCost PlanCOGNIZANTMANAGER*ACTION REQUIRED*This column should contain the name or position title of the individual responsible for the deliverable.27

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplatePAGE#J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1J, AttF, P.0-1CONTRACTCLAUSE#/DIRECTIVEDUE DATE/FREQUENCYDELIVERABLEJ, Att F 4.B Monthly Milestone Schedule/StatusJ, Att F 4.B Monthly Cost Management ReportJ, Att F 4.D Within 30 days of Management Control System Descriptioncontract effective dateand with significantchangesJ, Att F 4.D Within 30 days of WBS Dictionary/Indexcontract effective dateand with significantchangesJ, Att F 4.D Monthly Cost Performance Reports/Format 1—WBSJ, Att F 4.D Monthly Cost Performance Reports/Format 3—BaselineJ, Att F 4.E Within 30 days ofcontract effective dateand QuarterlyCash Flow Statement*This column should contain the name or position title of the individual responsible for the deliverable.COGNIZANTMANAGER*ACTION REQUIRED28

Acquisition Guide —————————————————————————————————————————————————————————————————————Chapter 42.5 Attachment 1 CMP TemplatePAGE#J, AttF, P.0-1CONTRACTCLAUSE#/DIRECTIVEDUE DATE/FREQUENCYJ, Att F 4.E Within 30 days ofcontract effective dateand QuarterlyOperating BudgetDELIVERABLECOGNIZANTMANAGER*ACTION REQUIREDJ, AttF, P.0-1J, Att F 4.F Quarterly Quarterly Critical Analysis*This column should contain the name or position title of the individual responsible for the deliverable.29