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FAC-COR Level II Individual Assignment – Day 5 – COR Work Plan
Module 4: Award
COR Work Plan
Instructions: As we have seen throughout the training, a COR’s responsibilities can be varied and complex. Surveillance of contractors, documentation, communication, and file maintenance are just a few of the COR’s many responsibilities. In order to track these responsibilities, developing a COR work plan is one of the essential COR tasks in managing the contract during the post-award phase, and it helps ensure that the COR is able to fulfill all duties and responsibilities.
There is no set format to follow in preparing a COR work plan.
It can be simple or complex, but it must specify the performance outputs of the SOW and describe the methodology by which the government will conduct inspection and acceptance of the contractor’s performance, as required by the contract.
The work plan should be developed as soon as the COR is appointed and may be modified as needed throughout the acquisition process. A COR work plan serves as:
· A baseline for project management and scheduling
· Simple tool for tracking contract progress
· Following the plan to monitor contract performance and perform other delegated responsibilities
The COR work plan should indicate the level of commitment or amount of time and effort that will be necessary to monitor the contract to ensure successful performance. The COR determines the level of effort by considering general historical factors and the contractor’s performance history.
Directions: Using the COR Work Plan Best Practices, delegation letter, and QASP below, determine and develop a COR work plan for the pharmacy flooring acquisition. Remember to address:
· Administrative information
· Historical factors
· Monitoring techniques
· Documentation of performance
· Areas of concern or conflict
Instructions: Develop a COR Work Plan in the below space
Best practices for developing a work plan:
1. Identify the purpose for the work plan
2. Develop goals/task/outcomes to accomplish (Use the QASP or delegation letter)
a. Use SMART (Specific, Measurable, Achievable, Relevant, Time bound)
3. Identify resources (needed or impacted from the work plan)
4. Identify obstacles or barriers that will impact the work plan
5. Identify who is responsible for the work plan results or outcomes
Below are few examples of a COR work plan templates from basic to complex:
Example 1
|
Outcome Indicators |
Data Collection |
Timelines |
Responsible |
Evaluations and or Results |
|
Dust |
Collect samples from dust monitors |
Daily |
COR |
Results must be within the monitoring agreement no higher than .1 mil |
Example 2
|
Process Step |
Resource(s) Needed |
Expected Effort |
Schedule |
|
Meeting |
Contractor, COR, PM |
Discuss daily events and deliverables |
Daily at |
|
Invoicing |
Invoice from contractor |
Contractor submits |
At the end of the contract |
Example 3
|
Rank # (importance) |
Goal / Task |
Communication Needs |
Resource Needs |
Date Due or Frequency |
Obstacles? |
Solutions |
Process / Report Made |
Just think of a work plan like baking a cake. The final goal of it is to bake a cake and there are procedures or task to get to the final delivery:
The above picture is the work plan to bake a cake.
Delegation Letter
Department of
Veterans Affairs
Memorandum
Date: June 12, 2015
From: Miranda Ballard, Contracting Officer, Center Agency Contracting Office
Subject: Delegation of Authority as the Contracting Officer’s Representative for Contract# VA15-270-B-0181, Install Pharmacy IV Admixture Flooring
To: Henry McCutchen
1. As authorized in VAAR 801.603, you are hereby designated as the Contracting Officer’s Representative (COR) for the “Install Pharmacy IV Admixture Flooring” program in the administration of the above numbered contract.
2. Subject to the limitations stated elsewhere in this delegation of authority, you are authorized in connection with this contract to perform the duties and responsibilities, which are enumerated below:
a) Monitor the Contractor’s performance to assure compliance with the technical requirements of the contract.
b) Reviewing and approving progress reports and other items required for approval.
c) Assuring that changes in work under the contract are not implemented without prior written authorization of the contracting officer.
d) Recommending in writing to the Contracting Officer contract enforcement actions and changes desired in the contract with justification for the proposed change, subject to supervisory approval of those listed through which this delegation passes.
e) Authorized to generally supervise contract performance, inspect deliveries, and place delivery orders for services against this contract.
3. This delegation does not authorize any other actions, including, but not limited to the following, all of which remain the responsibility of the Contracting Officer:
a) Making changes to contract terms and conditions. This includes changes involving increase and decrease in contract prices as well as no cost changes.
b) Requiring extras.
c) Extending completion time frames established by the contract.
d) Terminating the contract in whole or in part.
4. The Contracting Officer must authorize all changes to the contract ion writing. Any irregularities, discrepancies, or deficiencies observed should be reported, in writing, to the Contracting Officer using established procedures.
5. You are reminded that the Government cannot be bound by the unauthorized actions of its personnel, and the contract may look to such persons for payment of any claims in connection with such actions.
6. This designation shall remain in effect throughout the contract life unless it is revoked in writing by the Contracting Officer.
|
COR Acknowledgement of Delegation The undersigned hereby acknowledges receipt of one copy of the foregoing delegation on Signature of Designee Date |
Please acknowledge receipt of this Delegation as shown below
|
Contractor’s Acknowledgement of Delegation The undersigned hereby acknowledges receipt of one copy of the foregoing delegation on Signature of Contractor Date |
QASP
|
Deliverable/ Service Requirement |
Measurement/Metric |
Surveillance Method/ Performed By |
Frequency/ Due Date |
Acceptable Quality Level |
|
Submit a report of scheduled, completed, and outstanding tasks Daily |
Daily status reports will be completed by 9:00 a.m. each day. Reports provide any issues and concerns that need to be resolved. |
Inspection by the COR |
Daily |
Daily report must be submitted by 9:00 each day with 95% accuracy. |
|
Submit management reports as required Changes/Updates |
Any and all changes/ updates to schedule, materials, tools/ equipment, employees, weather or other unexpected obstacles, etc. are documented and reported to the COR within 8 hours. |
Inspection by the COR |
As needed |
Any and all changes/updates to schedule, materials, tools/ equipment, employees, weather or other unexpected obstacles, etc. are documented and reported to the COR within 8 hours with 95% consistency. |
|
Administer quality control program |
· Work on floor takes place during designated project hours only. · Dust walk-off mats utilized · Furniture · Proper use of freight elevators · Proper disposal of materials/flooring · Use of proper coverings |
Inspection by the COR · Review Security Log-ins · Inspection by the COR Site Visit |
Daily Random |
· Contractor must complete all work between the hours of 5:30 p.m. – 6:30 a.m. Monday through Friday, and any time on weekends and Federal holidays, unless otherwise directed with 100% accuracy. · Dust walk-off mats must be utilized wherever construction employees and materials enter/exit construction site 100% of the time. · Furniture removed during installation and put back to original place 100% no damage · All materials/debris associated with project must be transported from the facility via freight elevator 100% of the time. · All debris associated with floor removal must be placed in designated dumpsters 100% of the time. · All debris associated with floor removal must be completely covered with 3 mil or thicker plastic sheeting to ensure minimal dust scatter 100% of the time. All cove-base properly attached to wall with no gaps greater than .2mm with 95% accuracy. |
|
Inspection of new flooring |
All floor cracks and imperfections of surface properly repaired prior to installation according to manufacturer’s recommendations. |
Inspection by the COR |
Routine |
All floor cracks and imperfections are documented and repaired before new flooring is installed with 95% accuracy. |
|
Final inspection |
· Proper Clean up (dust, debris, furniture, corrections) |
Inspection by the COR |
Following completion of construction. |
· After completion all construction materials, tools, debris/trash, and materials and possessions must be removed from the 100% with accuracy. · Any remaining dust shall be within EPA guidelines with 100% accuracy. · All debris must be disposed of in designated trash dumpsters 100% of the time. · After installation of new flooring, all furniture and equipment must be put back in its original location, unless otherwise noted with 100% accuracy. · Corrections requested by COR/government are documented by Contractor and consistently implemented within 8 hours with 95% accuracy. |
4
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