Contract Management Plan Template: A Comprehensive Guide for Government Contracts, Schemes and Mind Maps of Communication

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Acquisition Guide ——————————————————————————————————————————————— ——————————————————————Chapter 42.5 Attachment 1 CMP Template 11 CONTRACT MANAGEMENT PLAN TEMPLATE (Optional) CONTRACT MANAGEMENT PLAN CONTRACTING ACTIVITY NAME CONTRACT NUMBER DATE ____________________________ Name Contracting Officer Office Symbol, Telephone Number Date ____________________________ Name Head of Contracting Activity (HCA) Office Symbol, Telephone Number Date Acquisition Guide ——————————————————————————————————————————————— ——————————————————————Chapter 42.5 Attachment 1 CMP Template 12 CONTRACT MANAGEMENT PLAN TABLE OF CONTENTS Purpose of Plan ........................................................................................................................... 13 1.0 Contract Summary and Background of the Scope of Work............................................ 13 2.0 Identification of Key Contract Management Team Members, Including Authorities and Limitations …. …………………………………………………………….……… 14 3.0 Contract Management Team Coordination ...................................................................... 14 4.0 Contract Identification ........................................................................................................ 14 5.0 Contract Management Processes ....................................................................................... 14 5.1 Contract Transition Planning ......................................................................................... 14 5.2 Contract Communication Protocol……………………………………………………. 15 5.3 GFS/I Review Process.................................................................................................... 15 5.4 Method for Monitoring Performance-Based Objectives................................................ 16 5.5 Inspection and Acceptance Process ............................................................................... 17 5.6 Invoice Review ….…………………………………………………………………... ..17 5.7 Fee Administration ........................................................................................................ 17 5.8 Contract Change Control Process .................................................................................. 17 5.9 Review of Contractor’s Requests for Equitable Adjustments........................................ 17 5.10 Contractor Litigation Management ................................................................................ 18 5.11 Contractor Employee Claims System ............................................................................ 18 5.12 Proposed Settlement of Costs for Post Contract Liabilities ........................................... 18 5.13 Contract Records ............................................................................................................ 18 5.14 Contract Closeout.......................................................................................................... 18 6.0 Contract Deliverables and Performance Risk Areas........................................................ 18 6.1 Near-Term Contract Deliverables and Hold Points ....................................................... 18 6.2 Key Contract Vulnerabilities or Performance Risk Areas ............................................. 19 7.0 Strategy for Cost Reduction................................................................................................ 19 8.0 Key Performance Metrics for Determining Contractor Progress................................... 20 9.0 Agreements with State, Community, or Other Entities ................................................... 20 10.0 Other Special Emphasis Areas ......................................................................................... 20 Attachments …………………………………………………………………………….……... 21 Appendix A…...............................................................................................................................22 Acquisition Guide ——————————————————————————————————————————————— ——————————————————————Chapter 42.5 Attachment 1 CMP Template 15 and/or contract type and the plan for ensuring that government furnished items, property, or information is accounted for (The incumbent contractor is responsible for reconciling discrepancies.). Include transition strategies, schedules and identify the individuals responsible for facilitating a smooth transition. 5.2 Contract Communication Protocol In the following sections, address how formal, informal and outside communication is expected to flow. See page 8 of the Guide for Contract Management Planning for information on written and oral direction. Formal communications with the Contractor Include in this section technical direction to the contractor, correspondence instructions, and correspondence controls and tracking systems. This section should reference contract requirements regarding formal communication. Informal communications In this section, address non binding communication and meetings with CMT and IPT members. Informal communication can occur between members of the CMT and IPT and any contractor employee. This type of communication is non-binding for both the government and contractor and does not constitute contract direction. Outside Communications Include 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 coordination process with CMT and IPT members. It is critical that communications with entities outside of the contractual relationship between the contractor and DOE not be construed as contractual direction to change the scope or terms and conditions of the contract. 5.3 Government Furnished Services/Items (GFS/I) Review Process Reference any government furnished services, items, property, or information identified in the contract. Also, in this paragraph, discuss the strategy for furnishing and monitoring the GFS/I and the strategy for ensuring the contractor maintain lifecycle accountability of all furnished sensitive and high risk property including contaminated assets. If applicable, address the approach for ensuring the contractor complies with DOE O 580.1 and property clauses identified in the contract. Identify the key individuals responsible for ensuring timely provisions to the contract. Include government reviews approvals and performance, cost and/or schedule impacts if not timely delivered Below is an illustration of a table delineating the GFS/I identified in the contract. Acquisition Guide ——————————————————————————————————————————————— ——————————————————————Chapter 42.5 Attachment 1 CMP Template 16 Scope Requirement GFS/I Responsible Individual The Contractor shall support DOE by performing infrastructure support described in Section C, PWS. DOE shall ensure Government controlled data systems are available for Contractor access as needed to provide infrastructure activities. DOE will ensure the following systems are available to the Contractor throughout the period of performance of this contract: Integrated Planning Accountability and Budget Systems Facility Information Management System Project Manager The Contractor shall store, characterize, process, package, ship and dispose of waste in accordance with applicable laws, regulations and DOE directives. DOE shall provide disposal rates and requirements for waste. DOE will provide estimated disposable rates by within 30 days of request. Contracting Officer Representative 5.4 Method for Monitoring Performance-Based Objectives Describe the methods for monitoring and evaluating the performance-based objectives. The Quality Assurance Surveillance Plan (QASP) addresses the methods for monitoring performance against the contract. This section should address contractor oversight (e.g. field inspections, monthly assessment of project status, contract administration, deliverable reports, budgetary data, physical inspections, etc.). Also, identify the roles and responsibilities of the individuals involved in monitoring and evaluating the performance-based objectives. See Page 7 of the Guide for Contract Management Planning for a discussion on the QASP. (Note: If this information is contained in the QASP, you may reference the QASP in this section or provide it as an attachment to the CMP.) Some Performance Evaluation Measurement Plans (PEMPs), which fulfill the requirements for a QASP, also provide this information. See Page 3 of the Guide for Contract Management Planning for a discussion on the link between the PEMP and the CMP. Acquisition Guide ——————————————————————————————————————————————— ——————————————————————Chapter 42.5 Attachment 1 CMP Template 17 5.5 Inspection and Acceptance Process Discuss the strategy for ensuring contract requirements conforms to quality assurance provisions and address the roles and responsibilities of the individuals involved in this process. Also, reference the sections in the contract that addresses inspection and acceptance. 5.6 Invoice Review Discuss the plan or process (e.g. instructions, certifications, documentation, etc.) for reviewing and approving invoices; and reference the invoice requirements addressed in the contract. Also, discuss the roles and responsibilities of those individuals that have direct involvement in the process. 5.7 Fee Administration Discuss the strategy for administering the fee (e.g. cost incentives, award, conditional payment, etc.) and reference all contract fee related requirements. Also, discuss the roles 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 Process Discuss the strategy and procedures for managing the formal change control process to scope, cost and schedule as well as mitigating variances to approved scope, cost or schedule. This paragraph should include the individuals responsible for the review and approval of baseline changes and variances. 5.9 Review of Contractor’s Requests for Equitable Adjustments Discuss the review and approval process for evaluating the requests for equitable adjustments (REAs). Also, include the roles and responsibilities of the parties involved in the process. Discuss procedures for ensuring that REAs are proposed, evaluated, negotiated and contractually implemented in a timely manner. Acquisition Guide ——————————————————————————————————————————————— ——————————————————————Chapter 42.5 Attachment 1 CMP Template 20 8.0 Key Performance Metrics The section should identify any key performances for determining contractor progress. Below is an illustration of a table delineating major milestones identified in the contract. Contract Requirement Major Milestones Due Date M-81-13 Complete reactor and heat transport system sodium drain 6/30/2005 M-81-11 Submit FFTF end point criteria document 8/31/2005 M-92-10 Submit Sodium Disposition Evaluation Report 9/30/2005 M-81-14-T01 Complete fuel storage facility sodium drain 4/30/2007 M-81-14-T02 Initiate interim decay storage vessel sodium drain 6/30/2008 M-81-00A- T02 Complete transfer of unirradiated fuel to secure onsite storage 3/31/2009 M-81-00A- T03 Complete transfer of irradiated fuel to secure onsite storage 3/31/2009 9.0 Agreements with State, Community, or Other Entities This section should address any partnering agreements (e.g. Resource Conservation and Recovery Act Permit, Clean Air Act Air Operating Permit, Toxic Substances Control Act, Nuclear Safety Management [10 Code of Federal Regulations (CFR) 830], Radiological Protection (10 CFR 835), State Environmental Policy Act, etc.) with the state, community, or other entities the contractor must comply with in meeting the requirements of the contract. This paragraph should also identify the parties responsible for fostering these agreements. 10.0 Other Special Emphasis Areas In this section, discuss approaches to contract management and execution (i.e. contract startup, post award orientation for government personnel, post award conference with contractor, lessons learned, etc.) to ensure the government and contractor have a clear understanding of the contract requirements and each other’s intent. See page 6 of the Guide for Contract Management Planning for examples of other special emphasis focus areas. Acquisition Guide ——————————————————————————————————————————————— ——————————————————————Chapter 42.5 Attachment 1 CMP Template 21 Attachment(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. Appendix A. Sample of Deliverables Matrix Acquisition Guide ————————————————————————————————————————————————————————————————————— Chapter 42.5 Attachment 1 CMP Template *This column should contain the name or position title of the individual responsible for the deliverable. 22 Appendix A – Sample of Deliverable Matrix PAGE# CONTRACT CLAUSE#/ DIRECTIVE DUE DATE/ FREQUENCY DELIVERABLE COGNIZANT MANAGER* ACTION REQUIRED B-4 B.6(b) Quarterly The Contractor may submit invoices for ordinary fee payments following the submittal of the Quarterly Critical Analysis in accordance with Clause H.1.03(e)(2). Jones Government will review and approve invoice within 30 days of submittal and provide contractor written notice of approval. B-5 B.6(d)(3) March 31, 2000 Invoice of $4,116,374 for ordinary fee payment during Transition to new Baseline Jones Review and provide CO notification of approval within 15 days of receipt. B-5 B.6(d)(3) June 30, 2000 Invoice of $6,143,838 for ordinary fee payment during Transition to new Baseline Jones Review and provide CO notification of approval within 15 days of receipt. B-5 B.6(d)(3) September 30, 2000 Invoice of $6,143,838 for ordinary fee payment during Transition to new Baseline Jones Review and provide CO notification of approval within 15 days of receipt. B-5 B.6(d)(3) December 31, 2000 Invoice of $6,143,838 for ordinary fee payment during Transition to new Baseline Jones Review and provide CO notification of approval within 15 days of receipt. Acquisition Guide ————————————————————————————————————————————————————————————————————— Chapter 42.5 Attachment 1 CMP Template *This column should contain the name or position title of the individual responsible for the deliverable. 25 PAGE# CONTRACT CLAUSE#/ DIRECTIVE DUE DATE/ FREQUENCY DELIVERABLE COGNIZANT MANAGER* ACTION REQUIRED H-2 H.1.01(a) and (c) Within 30 days of contract effective date Submit detailed description of proposed project controls system. H-4 H-6 H1.02.(d)(2) H1.03(d)(2) Unspecified, Quarterly updates Develop a Risk Management Plan and provide quarterly updates H-5 H.1.03 (b)(1) Monthly Record all actual direct costs incurred for resources applied in the performance of work. H-5 H.1.03 (c)(2) Annually, by July 31 Submit an Annual Work Analysis, including a project performance forecast for all upcoming fiscal years and a comprehensive analysis of total project status H-6 H.1.03 (d)(1) Monthly Review and analyze differences between planned and actual performance against the total project baseline and the Target Cost and Schedule H-6 H.1.03(d)(3) Quarterly Review and evaluate EAC for consistency with observed trends in performance, emerging issues and changes in project risk H-7 H.1.03(e)(2) Quarterly Prepare Quarterly Critical Analysis Acquisition Guide ————————————————————————————————————————————————————————————————————— Chapter 42.5 Attachment 1 CMP Template *This column should contain the name or position title of the individual responsible for the deliverable. 26 PAGE# CONTRACT CLAUSE#/ DIRECTIVE DUE DATE/ FREQUENCY DELIVERABLE COGNIZANT MANAGER* ACTION REQUIRED H-8 H.1.04(e) June 30, 2000 Updated baseline to the Rocky Flats Closure Baseline and system of earned value H-10 H.2(e) Within 5 workdays of receipt of DOE direction Notify the Contracting Officer in writing that technical direction received by RFFO is believed to be beyond the Statement of Work H-12 H.8 Unspecified Submit an audit plan for internal audits and for audits of prime onsite, cost type subcontractors for Contracting Officer approval. H-13 H.10(a) Within 60 days of contract effective date Submit Litigation Management Plan H-14 H.11(a) Within 30 days of contract effective date Submit list of key personnel H-15 H.16(a)(1) Within 30 days after contract execution Participate in a dispute aviodance partnering workshop H-16 H.16(a)(2) Unspecified Jointly select a "standing neutral" to resolve disputes Acquisition Guide ————————————————————————————————————————————————————————————————————— Chapter 42.5 Attachment 1 CMP Template *This column should contain the name or position title of the individual responsible for the deliverable. 27 PAGE# CONTRACT CLAUSE#/ DIRECTIVE DUE DATE/ FREQUENCY DELIVERABLE COGNIZANT MANAGER* ACTION REQUIRED J,Att C, P.3 and P.6 J, Att C, II.B.4 and VII.A Annually on October 1 Submit proposed small business, small disadvantaged business, and woman- owned small business goals J,Att C, P.6 J, Att C, VI.C Semi-annually Provide Small Business Act Reports J, Att F, P. 0-1 J, Att F 4.A Within 30 days of contract effective date and as required Management Plan J, Att F, P. 0-1 J, Att F 4.A Quarterly and as required Status Report J, Att F, P. 0-1 J, Att F 4.A Quarterly Summary Report J, Att F, P. 0-1 J, Att F 4.B Within 30 days of contract effective date and Quarterly Milestone Schedule/Plan J, Att F, P. 0-1 J, Att F 4.B Within 30 days of contract effective date and Quarterly Cost Plan