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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
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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
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CONTRACT MANAGEMENT PLAN FOR THE CONTRACT ACTIVITY NAME
Please note that this template contains key components that should be considered when
drafting a Contract Management Plan (CMP). This list is not all-inclusive and all areas
may not apply to your contract. Also, include other components or areas pertinent to your
contract.
In addition, information required in the CMP may already exist under another document
(i.e. Functional Requirement Accountability Management, Performance Evaluation
Measurement Plan (PEMP), Quality Assurance Surveillance Pan (QASP), Risk
Management Plans, etc.). You should include these documents as attachments or
references within the CMP to create a cohesive management strategy.
Although the procurement person prepares the CMP, it is vitally important that the CMP
contain the input of other members of the contract management team to ensure that
existing issues, vulnerabilities, and risks are adequately addressed. Consequently, the draft
CMP should be routed for input through members of the contract management team.
Purpose of the Contract Management Plan
This section should address the purpose of the Contract Management Plan as it directly relates to
the project or program. The purpose should include the value or benefits, intended audience, and
the uses of the CMP. See pages 2 and 10 of the Guide for Contract Management Planning for
the general purpose and uses of the CMP to ensure successful contract performance.
1.0 Contract Summary and Background of the Scope of Work
In this section, provide a summary of the project or program. This section should include the
type of work being performed, the goals of the contract, the place of performance, and
significant features of the contract. See Section C of the contract.
2.0 Identification of Key Contract Management Team Members, Including Authorities
and Limitations
This section should identify individuals (e.g. Contracting Officer, Contracting Officer
Representative, Technical Monitors, Federal Project Director, quality assurance monitors,
facilities representatives, program officials, contractor human resource management specialists,
organizational property management officer, or other Program Office Security Officials, etc.)
that have direct contract oversight responsibilities in ensuring that the government receives the
deliverables and services identified in the contract. These individuals may consist of the same
membership as the Integrated Project Team (IPT). See page 8 of the Guide for Contract
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Management Planning for general roles and responsibilities of the contract management team
members.
3.0 Contract Management Team Coordination
The CMP should incorporate detail and specificity regarding identification of the members of the
contract management team, the IPT, and their responsibilities. How the members of contract
management team and the IPT are integrated to interact to resolve contract management issues is
key to effectively managing the contract. The CMP should state how the team members relate
to, and coordinate with, each other. Discuss how post award conferences, regular meetings, ad
hoc meetings, established relationships, etc. are used to identify, analyze and resolve contract
management issues and challenges.
4.0 Contract Identification
The CMP should include the following contract information.
Contractor name:
Contract number:
Current period of performance:
Current contract value:
Contract type:
Contractor key personnel:
(Note: You may reference the contract clause.)
5.0 Contract Management Processes
In this section, identify the critical process or guidelines for successfully managing the contract
and reference sections of the contract (e.g. conditions, instructions, contract clauses, etc.) that
support these functions. In each critical process, explain how the team members are integrated
to effectively address and resolve contract management issues. Successfully integrating team
members into an effective team goes a long way toward ensuring issues are addressed in a timely
manner and effectively resolved. This interaction can be through regular meetings to discuss
pertinent issues or it can be through Ad Hoc groups specifically formed to address more
compelling issues and problems.
5.1 Contract Transition Planning
Address the plan for transitioning from an incumbent contractor to a new contractor
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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.
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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.
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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.
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5.10 Contractor Litigation Management
Address the contractor litigation management process and include contract references to
legal management requirements. Also, identify individuals responsible for controlling
and overseeing this process.
5.11 Contractor Employee Claims System
Discuss the strategy for monitoring and processing employee claims (e.g. workforce
restructuring, contractor human resource, etc.). Also, identify the individuals involved in
the process. Reference any areas in the contract that address contractor employee
concerns.
5.12 Proposed Settlement of Costs for Post Contract Liabilities
Discuss the strategy for ensuring post contract liabilities will be addressed (e.g. pension
plans, post retirement benefits (PRB) other than pension, the displaced workers’ medical
benefit program (DWMBP), IBNR workers’ compensation claims and any associated
insurance reserves, etc.). Reference any areas in the contract that addresses post-
contract liabilities.
5.13 Contract Records
Identify the records acquired or generated by the contractor in performing this contract
(i.e. property records, occupational and health records, audit records, etc.). Discuss the
strategy and the parties involved in ensuring that the records will be transferred to the
new contract or maintained with the expired contract.
5.14 Contract Closeout
Address the strategy for ensuring that requirements of contract are met when the contract
is physically complete. Contract closeout shall conform to the requirements of FAR
4.804, Closeout of Contract Files.
6.0 Contract Deliverables and Performance Risk Areas
6.1 Contract Deliverables
Identify critical milestones and contract deliverables (e.g. Transition Plan, Risk
Mitigation Plan, Project Management, Integrated Safety Management System, Quality
Surveillance Assurance Plan, Government Furnished Services/Items, Litigation
Management Plan, Collective Bargaining Units, etc.); and the individuals responsible for
the requirement. Also, reference the contract requirement. These documents are usually
required within 90 days of contract award. See Appendix A for a sample of a
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deliverables matrix.
6.2 Key Contract Vulnerabilities or Performance Risk Areas
Identify known significant contract vulnerabilities or performance risks and the
individuals responsible for mitigating these risks. If DOE O 413.3 is applicable,
reference the risk management plan in this section or include it as an attachment to the
CMP. See pages 4 of the Guide for Contract Management Planning for examples of
contract vulnerabilities and performance risk areas. Below is an illustration of a table
delineating the performance risks identified in the contract.
Risk/Vulnerabilities Consequences Mitigating Actions Responsible
Individual
Unknown project end-state
(e.g., entombment,
Greenfield, or Brownfield,
backfill density,
demolition to grade or to 3
feet below grade)
Delay in project
completion, increased
costs and schedule
delays; Potential
contract modification
Develop a NEPA EIS
and Record of
Decision. NEPA EIS
determination
Project Manager
Delay in receipt of T-3
Cask license renewal
Impact sodium-
bonded fuel
shipments to ANL-
W. Delay in project
completion, increased
costs, reduced
resources
Submit SARP
addendum. Track
activities at DOE-HQ
and NRC
Contracting
Officer
Representative
Unaccounted sensitive or
high risk property
Health/safety risks to
employees and
public; potential
litigation and
liability,
congressional
visibility; prompt
GAO/IG audits
Maintain lifecycle
accountability of
sensitive or high risk
property. Report
losses within 24 hours
of known loss
Organizational
Property
Management
Officer or
Property
Administrator
7.0 Strategy for Cost Reduction
In this section, address any cost reduction or removal of value added contract requirements and
procedures. Also, include in this section, the roles and responsibilities of the individuals
involved in the process.
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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.
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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
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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.
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PAGE# CONTRACT
CLAUSE#/
DIRECTIVE
DUE DATE/
FREQUENCY
DELIVERABLE COGNIZANT
MANAGER*
ACTION REQUIRED
C-3 C.3.1
• Within 30 days of
contract effective
date
• Annually on
September 1
• Quarterly updates
• Amendments—45
days in advance of
need date
Annual projection which details contractor
projection of needed Government
Furnished Services/Items, identified in
column 3 of exhibit A
Jones Government will review,
approve, and ensure
Government Furnished
Services/Items provided
in accordance with the
procedures identified in
Section G of the contract.
C-4 C.5 Unspecified The Contractor and the Government will
develop a Partnering Agreement that
establishes a common vision with
supporting goals and missions
C-12 C, Tech. Ex.
A, IV
Unspecified Prepare a draft interim final ROD
C-13 C, Tech. Ex.
A, IV,C.
Unspecified End State:
Develop and submit draft interim final
ROD and Proposed Plan
C-14 C, Tech. Ex.
A, V,A.
Annually Annual updates to the Historical Release
Report and CERCLA Administrative
Record
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PAGE# CONTRACT
CLAUSE#/
DIRECTIVE
DUE DATE/
FREQUENCY
DELIVERABLE COGNIZANT
MANAGER*
ACTION REQUIRED
Exhibit
E, P. 3
Exhibit E Every six months
(1
st
report due July
2000)
Notify DOE of potential outsourcings that
are being considered for implementation
during the six month period and report
outsourcings that became effective during
the preceding six month period.
F-2 F.3(a) Upon completion of
elements (1), (2), (3),
and (4) of physical
completion as defined
in Clause C.1.2
Submit documentation demonstrating
completion of elements (1), (2), (3), and
(4) of physical completion as defined in
Clause C.1.2. Contracting Officer will
project the Contractor’s expected fee
earnings and release withheld fees
accordingly.
F-2 F.3(b) Upon physical
completion of contract
as set forth in Clause
C.1.2
Submit letter declaring that the Rocky
Flats Closure Project has been physically
completed.
F-2 F.3(b) Upon completion of
punch list material
deficiencies
Submit a Final Declaration Letter for
physical completion of the contract
F-3 F.3(c) 90 days prior to start of
fiscal year (June 30)
Submit request for reserve of appropriate
budget to fund all or a portion of the
Contractor’s withheld fee
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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
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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
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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
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PAGE# CONTRACT
CLAUSE#/
DIRECTIVE
DUE DATE/
FREQUENCY
DELIVERABLE COGNIZANT
MANAGER*
ACTION REQUIRED
J, Att
F, P.
0-1
J, Att F 4.B Monthly Milestone Schedule/Status
J, Att
F, P.
0-1
J, Att F 4.B Monthly Cost Management Report
J, Att
F, P.
0-1
J, Att F 4.D Within 30 days of
contract effective date
and with significant
changes
Management Control System Description
J, Att
F, P.
0-1
J, Att F 4.D Within 30 days of
contract effective date
and with significant
changes
WBS Dictionary/Index
J, Att
F, P.
0-1
J, Att F 4.D Monthly Cost Performance Reports/Format 1—
WBS
J, Att
F, P.
0-1
J, Att F 4.D Monthly Cost Performance Reports/Format 3—
Baseline
J, Att
F, P.
0-1
J, Att F 4.E Within 30 days of
contract effective date
and Quarterly
Cash Flow Statement
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PAGE# CONTRACT
CLAUSE#/
DIRECTIVE
DUE DATE/
FREQUENCY
DELIVERABLE COGNIZANT
MANAGER*
ACTION REQUIRED
J, Att
F, P.
0-1
J, Att F 4.E Within 30 days of
contract effective date
and Quarterly
Operating Budget
J, Att
F, P.
0-1
J, Att F 4.F Quarterly Quarterly Critical Analysis
