Maintain a log of all correspondence that requires action.
As contract work proceeds, monitor and properly document significant information, such as the contractor's progress, problems experienced, and pending changes. The inspector's daily report is particularly valuable for this purpose. Theese reports form the historical basis of the position of the government if a dispute develops between the government and the contractor. Therefore, frequent visits to the contractor site and job status meetings are essential.
Besides constantly reviewing the progress of a contract, you must make a constant effort to foresee problems the contractor might meet. One problem that has major influence on the contractor's progress is late delivery of materials and equipment, such as air-handling units or subcontractor prefabricated items. Furnishing its resources and expertise to help the contractor serves the best interest of the government. You must make every effort to relieve this kind of problem instead of trying to justify or explain it.
Many contract specifications are drawn up years ahead of the actual letting of a contract. Some items required by the specifications will no longer be available and require replacement by similar items. This change requires initiating a change order. Change orders are formal changes to a basic contract and must meet with NAVFAC instructions and result from one or more of the following changes:
Government representatives must ensure change orders do not needlessly delay the contractor's progress. Additionally, they must assure all change orders get promptly started, negotiated, and issued to the contractor. Any delay in progress by a contractor attributed to a change order must be of immediate concern to the government representatives. Take all possible actions to prevent delays that could result from change orders.
Upon completion of a contract, both contractor and government representatives conduct a joint final inspection. Document all discrepancies found during the final inspection. Meeting contract specifications requires correction of these discrepancies. Upon the contractor's completion of all contract requirements, the contractor executes release forms and submits the final invoice to the OIC.
The NAVFAC P-68, Contracting Manual, guides the administration of contracts and is the primary guide for all Navy representatives of the government on contracts.
In the administration of contracts, the organizational chain of authority must be understood. NAVFAC is the primary contracting authority for all construction contracts, facility support contracts, and A/E contracts related to construction. NAVFAC is also responsible for providing technical and managerial assistance. It also provides related engineering material and equipment to Navy and Marine Corps shore facilities. NAVFAC is also responsible for all automotive, weight-handling (not material-handling equipment), and fire-fighting equipment assigned to the shore facilities of the Navy and Marine Corps. For a review of NAVFAC responsibilities, read NAVFAC P-315.
Major claimants, such as CINCPACFLT and CINCUSNAVEUR, have the responsibility for the readiness of all their respective shore facilities. This includes the operations, maintenance, and repair of these facilities. NAVFAC is one of several system commands that provide logistical support to these claimants. NAVFAC provides support by assisting with the operation and maintenance of these facilities.
NAVFAC presently has five field divisions as its primary field organization. Officers in command of the engineering field divisions (EFDs) are delegated contractual authority to award most NAVFAC contracts without prior approval. The head of the contracts department is responsible for all contract functions except those involving utilities and real estate purchasing. Within the facilities management department, the facilities division has principal interest in facilities maintenance management. This divisionContinue Reading