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View Work Elements Available in FY:

Summary

This page presents detailed associations and definitions for this Work Element. Information on how this Work Element is being used in BPA field work is also included.

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Work Element 119: Manage and Administer Projects - Published

Basics

WE Name:
119. Manage and Administer Projects (Manage Projects)
Work Category:
Planning and Coordination
WE Agreement Type:
Contracted
Status:
Active
Owner:
Peter Lofy
Definition:
Covers the administrative and technical work by the contractor to fulfill BPA's programmatic and contractual requirements such as financial reporting (accruals), and development of a contract renewal package (includes SOW, budget, property inventory). Training related to the project should be covered here.

Excel Budget - Documentation of subcontract estimates in the line-item (Excel) budget must conform to BPA's requirements for budget detail (i.e., the same as the contractor). BPA highly recommends that solicitations for bids/estimates require subcontractors to conform to BPA standards for detail (rates and units - hours/quantities/volumes, etc.). BPA recommends subcontractor bids be submitted to the contractor electronically in spreadsheet format, and already include actual calculations (e.g., rates * hours, not just textual numbers in cells), so that the contractor can cut and paste subcontract estimates directly into their budget spreadsheet. For more information, seehttps://www.cbfish.org/EfwDocument.mvc/DownloadFile/6.
WSE Description Template:
Effective Dates:
FY2005 to <no end date>
Work Phase:
multiple
Sort Sequence:
10.05
Focal Species Required:
No
RM&E Metadata Required:
No
Finite or Recurring:
Recurring
Is BPA Internal:
No
Is Contracted:
Yes
Is Cost Share:
No
Is Construction:
No

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Note

None



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Associated Work Elements

  • For administrative requirements related to reporting, choose a work element from the Reporting category: 132. Produce Progress (Annual) Report; 185. Produce CBFish Status Report; or 183. Produce Journal Article.
  • Any coordination that directly supports other project work should be included as a milestone under the work element it most directly supports. For example, correspondence or meetings with landowners associated with installing a fence should be included as milestones under 40. Install Fence. Management of contractors and staff doing on-the-ground implementation of work elements should be captured under the associated work elements.
  • Coordination work that helps identify or select projects and/or sites should be covered under 114. Identify and Select Projects.
  • General coordination work focused on a local watershed or subbasin and not specific to a particular project site should be covered under 191. Watershed Coordination.
  • Coordination activities at the regional or intra-project levels, including meetings and informational and data exchanges, should be covered under 189. Coordination-Columbia Basinwide.
  • Use 100. Construction Management to capture management of large (e.g., hatchery) construction efforts.

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Potential Deliverables

Deliverable Status:
Required
Default Deliverable Desc:
Status Report
Potential Deliverables:
  • Contract package (SOW, budget and property inventory)

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Rules and Examples

  • Rule 1 (Environmental Compliance): Any significant ESA, NEPA, permitting, or other environmental compliance work should be split out under 165. Produce Environmental Compliance Documentation.

    Example:

    WE: 119. Manage and Administer Projects
    WE Title: Manage Estuary Habitat Restoration Program
    WE Description: Covers project management and administrative work related to the contract excluding environmental compliance.

    WE: 165. Produce Environmental Compliance Documentation
    WE Title: EC for Estuary Habitat Restoration Program
    WE Description: Submit maps and documentation to BPA EC lead for habitat work described in the SOW.

  • Rule 2 (Metrics): Management of specific work within a contract (e.g., installing fences, collecting data, writing reports) should be captured under the associated work element and work element budget so we can more accurately estimate costs of implementation work.

    Example:

    WE: 119. Manage and Administer Projects
    WE Title: Manage Estuary Habitat Restoration Program
    WE Description: Covers all project management and administrative work related to the contract.

    WE: 40. Install Fence
    WE Title: Construct 3 miles of fence along Johnson property to protect estuary habitat.
    WE Description: Hire subcontractor and oversee work to construct 3 miles of fence to protect the estuary.

    WE: 47. Plant Vegetation
    WE Title: Plant trees and shrubs west of the new fence on the Johnson property.
    WE Description: Purchase trees and shrubs from local nursery and work with local volunteers to plant 29 acres of native vegetation west of the newly constructed fence.


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Show Changes
Milestones

Milestone Title
Type
Deliverable?
Description
Yearly review of all applicable Vehicle Use Policies
Recommended
No
On at least a yearly basis, Contract Manager shall review with all staff funded under this award, the appropriate use of all vehicles, rented, leased, purchased or authorized to be used to complete the work, including Personal Vehicle Use, if funded. This review shall include, but not limited to: the definition of “Official Use Only”, the safe operational procedures, limitations on use required under any temporary use agreement (e.g., government leases, awardee fleet or airport rental from a private rental company) as well as all additional awardee policies, procedures and guidance as to vehicle use, regardless of source of the vehicle, to comply with the Terms and Conditions for this award. Use of the term vehicle shall include all mechanized modes of transport including, but not limited to: commercial vehicles, busses, sedans, trucks, SUVs, vans, boats, tractors, ATVs, snowmobiles, carts, scooters, motorcycles, motorized and non-motorized bicycles, and UAVs (Unmanned Aerial Vehicles).
The awardee will ensure that funded personnel shall abide by established policies and procedures, and stipulate and enforce suitable penalties for employees who use, or authorize the use of, Government-funded vehicles for other than the performance of BPA awards (see 41 CFR 101-38.301-1). Copies of written policies and procedures shall be provided to BPA if requested.
Attach a FISMA attestation in CBFish each Jan 31st
Recommended
No
[DELETE THIS MILESTONE IF THIS AWARD WIL BE A GRANT OR A COOPERATIVE AGREEMENT. IF NOT SURE, ASK THE CO. IF THIS MILESTONE IS RETAINED, DELETE THESE BRACKETS, AND ALL TEXT WITHIN THEM.]

The Contract Manager will attach an attestation of compliance as a “FISMA” attachment type in CBFish associated with WE 119 by January 31st each year.

Use the required file-naming convention: “FISMA [entity] CYxxxx”. (Ex.: "FISMA Smithy Inc. CY2024" where 2024 is the Calendar Year in which the document is due to be uploaded)

BPA has reviewed information collected, and determined this SOW is in a “Low” Category. Consistent with that Category, the awardee must provide one of the following signed attestations that confirms that it is protecting BPA information:

a) with NIST 800-53 rev5, or NIST 800-171 rev2 (the latter is effective July 1, 2023),

b) for some private organizations, use ISO-27001:2022 (ISO/IEC 27001:2022 – Information technology – Security techniques – Information security management systems – Requirements), or

c) should a pre-existing, higher FISMA standard Category (Moderate or High) attestation have been required for other federal awards, that yearly attestation may be attached instead

[Note: Sample attestation: https://www.cbfish.org/Document.mvc/DocumentViewer/P201673/fisma-attestaion-example-for-bpa-fw-awards-effective-2023-07-01.docx. A memorandum or letter must be provided by the person who has the authority to attest as to the integrity of the processes and system to achieve compliance as indicated above.]

[Milestone Start/End dates: 1 January to 31 January]
Error-check & update actual WE budget spending w/in 3 months (reflect contract close-out value)
Required
No
No later than 3 months after the end of the previous contract, (a) open the prior-year contract SOW at the “WE Budget” tab; and (b) enter “Updated” WE budget amounts to reflect the final contract close-out amount actually spent by the contractor.
150 days before renewal, submit a complete, high-quality set of CR renewal package documents
Suggested
No
At least 150 days before the projected agreement start date, in CBFish: provide a high- quality agreement package: Submit an SOW with zero validation errors fixable by the Contract Manager, including Work Element budget; and upload a Line Item Budget (LIB) and (if applicable) Equipment Inventory that all fully comply with both BPA and Recipient requirements. All internal Recipient’s review of the agreement package must be complete and approved by the Recipient’s internal review process before the 150-day deadline to allow the Recipient’s Contract Manager time to comply with this deadline.

Note: Consistent with the procurement memo emailed to the entity’s Contract Manager and Supervisors in March, 2025, titled “BPA Fish and Wildlife Project Procurement Updates”, submissions of the full package of documents (SOW and Excel Budget, and, when required an Equipment Inventory) less than 150 day before the requested agreement start date, or with any of the products being of poor quality as determined by the COR, are subject to a prolonged break in service.

(Milestone start date is at least 180 days before the agreement renewal date. Milestone end date is 150 days before the renewal date.)
Respond promptly and completely to COR comments within 10 days to achieve COR approval 120 days out
Suggested
No
To meet the 120-day deadline for a COR-approved version of the documents for the award package, within 10 days of receipt of COR comments: revise the SOW, Line Item Budget (LIB) and Equipment Inventory (if applicable) as directed by the COR that fully complies with both BPA and Recipient requirements.

Post COR receipt of a complete and accurate contract package review, finalization will require BPA team review (e.g., EC and CO review). You will need to provide responses and changes to the full internal BPA, as communicated by the COR, needed within 10 days during this finalization process, to avoid a break in service.

(Milestone start date is 140 days before the award start date. End date is 130 days prior to award start date, to achieve final COR approval 120 days before the award start)
Return signed contract to BPA’s Contracting Officer within 30 days
Recommended
No
Respond to the CO and COR indicating any problems with the contract within 20 days, or return the signed contract to the BPA Contracting Officer (CO) within 30 days.
Submit final invoice for prior contract or submit accrual within 90 days to facilitate closeout
Recommended
No
Within 90 days of the last day of the PRIOR contract, the contractor shall issue a final invoice. In instances where more than 90 days is needed (e.g., because subcontractors have not invoiced), the contractor shall: 1. review records, 2. estimate all outstanding costs, and 3. provide BPA with a single, cumulative estimate of all completed and Un invoiced work by completing the “Updated” column of the WE budgets page.
Facilitate inputting Cost Share information into CBFish at the Project level
Required
No
[DELETE THE OPTIONS BELOW THAT DO NOT APPLY. YOU SHOULD ONLY HAVE ONE OPTION LEFT, EITHER A, B, OR C. LASTLY DELETE THESE BRACKETS, AND ALL TEXT WITHIN THEM.]

Cost share is not required; however, cost share information can be input anytime during the contract (e.g., concurrent with quarterly status reports) but no later than November 15 for each fiscal year.

(a) I am the sole contractor under this project. I will enter previous federal FY's Cost Share information on the Project's Cost Share tab by Nov 15. (Milestone starts Sep. 30 and ends Nov. 15)

(b) There are multiple contractors under this project and I am the lead project Proponent. I will solicit cost share information for the previous federal FY from project partners and enter previous FY's Cost Share information on the Project Cost Share tab by Nov 15 for all project partners. (Milestone starts Sep. 30 and ends Nov. 15)

(c) There are multiple contractors under this project, and I am not the lead project Proponent. I will email federal FY Cost Share information for my contract to the lead project Proponent by Nov 1. (Milestone starts Sep. 30 and ends Nov. 1)
Notify the COR when indirect cost rate change changes
Recommended
No
When a new Indirect Cost Negotiation Agreement becomes available, work with your COR to ensure BPA receives a copy. Work with the COR to determine whether the Line Item Budget should be revised, and revise if needed.
[DELETE THIS MILESTONE IF CONTRACT DOES NOT CHARGE INDIRECT OR IS USING THE DEMINIMUS RATE. IF THIS MILESTONE IS RETAINED, DELETE THESE BRACKETS, AND ALL TEXT WITHIN THEM.]
Comply with all applicable federal, state, tribal and local safety requirements, including reporting
Required
No
As described in the contract’s Terms and Conditions, the contract manager and contractor shall comply with all applicable federal, state, tribal and local safety laws, rules, regulations and requirements.
Effective implementation management and timely contract administration
Required
Yes
Provide effective implementation and administration: a) evaluate current workload and monitor implementation progress; b) develop work plan consistent with expected budget availability and potential tasks or projects; c) integrate and manage planning, permitting, environmental compliance, and coordinated implementation of contract actions; and (d) provide contract's financial status report at least once a year attached in contract Documents.

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Metrics

None


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Measures by Metric

None


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CBFish Metric Sets

None


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PCSRF/PNSHP (Katz)

Supports PCSRF/PNSHP (Katz):

No


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Location Requirements

Location Requirement Type:
No Location

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Environmental Compliance

Applicability and status of the following environmental compliance requirements can be found on the Environmental Compliance tab for that work element in your SOW for all 2007 contracts forward. BPA's Environmental staff will update and maintain this information in CBFish in real time, so that you can check the status of environmental compliance on your project at any time.

Note: Many of the fields are set to auto-load in CBFish, but the settings will be reviewed by BPA's Environmental staff prior to the contract being finalized, and may be revised depending on the specific circumstances.

  • National Environmental Policy Act (NEPA)
    NEPA coverage for this work element will be determined by BPA's Environmental staff and could include an Environmental Impact Statement (EIS), Environmental Assessment (EA), Record of Decision to an existing EIS, or Categorical Exclusion.

  • Endangered Species Act (ESA)
    ESA consultation is typically not required for this work element.

  • National Historic Preservation Act (NHPA)
    NHPA Section 106 consultation is typically not required for this work element.

  • Public Involvement
    Public involvement is typically not required for this work element.


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Usage

Reports that Use this Work Element

This work element and its metrics are used in measures in the following reports. These PDF reports are generated dynamically, always showing you the most up to date information. Most of them also have links to download the underlying data sets to structured text or Excel format.

Stats and Overview

Number of active contracts using Work Element #119 by FY

Top 5 BPA Project Managers using this Work Element:
(by number of current contracts)
Tracy Hauser 571
Virgil Watts III 462
Deborah Docherty (Inactive) 367
Carlos Matthew 330
Jamie Cleveland (Inactive) 326
Average Work Element Budget: $39,622
Average Duration: 11 months

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