PRIMARY TASKS REQUIRED UNDER THIS CONTRACT 3.4.1 TASK 1.0: PROGRAM MANAGEMENT The contracted Program Manager (PM) will serve as the primary point of contact (POC) to WMATA’s COTR. The PM will be responsible for the following: a. Ensuring criminal background checks and drug screenings are performed, as per the requirements detailed in the contract (Standard Terms and Conditions – “Section 66 Criminal Background Check Requirements”, for all personnel expected to enter WMATA property. b. Coordinating pick up of WMATA Contractor badges and ensuring that all personnel attend mandatory Roadway Worker Protection (RWP) safety training. Coordinating quarterly submission of credentials, qualifications, and training for all contracted staff used to inspect structures. c. Holding bi-weekly Project Management status update meetings with WMATA throughout the duration of the contract or as required by the COTR. The contracted team shall be responsible for preparing meeting minutes and distributing them to the attendees no later than five (5) days after the meeting. d. Preparing and submitting monthly invoices and progress reports, no later than thirty (30) days following a month’s end. Monthly progress report shall include major highlights and deliverables, scope, schedule, and budget progress within the month and shall be approved by the COTR. e. Managing contracted staff including replacing staff at the request of the COTR. Any replacement staff must be approved by the COTR and the COTR must be notified at least fourteen (14) days before any change in staffing is made. f. Establishing a Team Leader for each team of inspectors. g. Ensuring project tasks and inspections are completed within agreed- upon budget and schedule. h. Responding to WMATA questions and requests regarding the work under this contract within five (5) days. i. Resolving and formally responding to review comments within twenty (20) days; and j. Ensuring the WMATA- approved Quality Management Plan (QMP) is applied to all project deliverables. 3.4.2 TASK 2.0: INSPECTION SCHEDULES Within thirty (30) days following the Notice to Proceed (NTP), the Contractor shall conduct detailed planning in order to prepare inspection plans and corresponding schedules for performing inspection work to include, but not be limited to: a. Conducting reviews of existing data. b. Proposing means of safe access. c. Identifying needed equipment resources and allocation. d. Identifying track-rights needs and timing. e. Preparing and arranging a Maintenance of Traffic (MOT) Plan. f. Identifying and obtaining all necessary permits. g. Evaluating time requirements for completing inspections. The inspection plans prepared by the Contractor must ensure a high degree of accuracy and consistency. The plans shall be reviewed and approved by the COTR prior to the commencement of field work. The plans should address maintaining the proper structure orientation and member numbering system, and how proper inspection procedures are to be followed given each unique site orientation. The plan’s primary purpose is to guard against overlooking any portion of the structure when performing each inspection. The Contractor shall develop inspection reports primarily to facilitate the identification and/or monitoring of deficiencies in maintaining future records. The inspection plans shall also be closely monitored and updated as necessary based on actual conditions encountered on-site and other factors that may influence the work. Any change to the corresponding schedules requested by the Contractor must be in writing and provided with a minimum of three weeks’ notice to account for WMATA rescheduling access equipment, track rights, traffic control, and other procedural and operational protocols. WMATA may not be able to fulfill changes requested with less than three weeks’ notice. 3.4.3 TASK 3.0: FACILITATION WMATA will provide as-built drawings and their existing ‘cut sheets’ for each assigned structure which initially facilitates direction for items such as MOT coordination, access equipment needs, private property access coordination, and contact names and numbers.
