36C26325Q0796 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 19

0001 06-05-2025 36C263-25-AP-2118

36C263

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241 Robert Bennett robert.bennett8@va.gov

36C263

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241

To all Offerors/Bidders

36C26325Q0796

06-05-2025

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 06-12-2025 4:00 PM CDT

X 1

The purpose of this amendment is to answer questions posed by potential vendors to this solicitation.

Please see attached vendor questions 6/5/25.

Due date for quotes is 6/12/24 at 4:00 PM.

Traci Johannes Contracting Officer

Questions Concerning Solicitation:

36C26325Q0796: Generator Maintenance Service

Fort Meade VA Medical Clinic

1. Question: A question on the kilowatts for two generators?

A: The building 10 generator is a Rolls-Royce MTU 17.5L engine that runs at 208 V and 475kW capacity. The building 12 generator is a 400 kW.

2. Question: The SOW's generator list table in section 1 shows 10 generators then section 3 shows 1 non-emergency generator. However, in section 3, 17 generators are mentioned. Can the VA provide more clarification as to whether we are serving 10 generators, 11 generators, or 17 generators?

A: There are 6 emergency generators at Fort Meade and 4 at Hot Springs. There is 1 non-emergency generator at Fort Meade.

3. Question: Does this scope just entail the servicing of emergency generators?

A: Yes.

4. Question: Section 7 of the SOW titled repairs does not indicate who is responsible for repair/replacement parts. It states, "Any necessary repair/replacement parts or services created by testing of the equipment as part of this contract will be furnished/paid for by the [ ]". Will the VA provide more clarification on this?

A. The VA will pay for those repairs as an emergency (if warranted) under a separate contract.

5. Can we provide two sets of pricing: 1) Maintenance and load banking only and 2) Maintenance, load banking, and repair/replacements?

A. The contract is only routine maintenance and load banking, and other work would be outside the contract. Please provide one amount for the base year and each option year and a final grand total quote.

B.3 STATEMENT OF WORK

Fort Meade VAMC

Generator Maintenance Service

1. INTRODUCTION

The Department of Veterans Affairs, Fort Meade has a requirement for Generator Load Testing and Maintenance Services. Contractor shall provide all labor and resources necessary to complete the services as required within this performance work statement.

Maintenance, inspection, testing, and calibration of the Emergency and Standby Power System Services and all its components located at the 113 Comanche Rd. Fort Meade, South Dakota, 57741 and located at 500 N 5th St. Hot Spring South Dakota 57747.

The Fort Meade campus has a 12470-volt primary system that includes various secondary voltages and both normal and emergency power sources. The requirements are for the Qualified Electrical Contract Professionals – known as “Contractors” in this document, hereafter.

These work items are referenced as “Maintenance and Testing” in this document, hereafter. For clarification purposes the Contracting Officer known as “CO” in this document and the Contracting Officer’s Representative known as “COR” hereafter.

Generators Engines

Manufactur er

ID# S/N

KW –

Voltage Manufacturer ID# S/N

Gen Bldg Bldg load served

Cummins

DQCB-

1641706

K160128689

750kW/480V Cummins

QSK23G

85002334

Bldg – 113

FM

Cummins/

ONAN DSGAB-

1321187 B130456362

125kW/480 Cummins

QSB7-

G5NR3

73494119

Bldg –148

FM

Cummins

/ONAN

DSGAA-

1321189

B130456362

100kW/208V Cummin s QSB7-

G5NR3

73493506

Bldg –137

FM

Cummins

DQDAA-

250kW/480V Cummins 74068824 Bldg – 145

2. AUTHORITY

NFPA 110, Standard for Emergency and Standby Power Systems. NFPA 70, National Electrical Code

3. SCOPE OF WORK

The contractor shall provide all materials, labor, and equipment required to load test generators at the Fort Meade and Hot Springs campuses. Load testing shall be in accordance with the most current NFPA 110 Standard for Emergency and Standby Power Systems, current publication is 2013 Edition.

The EPS is by NFPA definition a source of electric power of the required capacity and quality for an emergency power supply system (EPSS). Salem VAMC EPS consists of seventeen emergency generator systems listed below. The system shall be tested annually in October of each contract year.

1660802 L160128689 QSL9-G7 FM

Cummins

DSKCA-

193329

L090070761

16.8kW/240 V

Bldg. –T-296

FM

DMH

200CL3 94-45-74-1

165kW/277V /480V

LTA-

3477406 Bldg –160

FM

Marathon

573RSL403

MT-0132187-

480V 475kW Maratho n

MTU

10V1600

95010501432

Bldg – 10

HS

Generac

433RSL402

LM-239579-

208V 400kW

Genera c

OA8829 8DC9-

446846

Bldg –12

HS

ONAN

230DFAB

A980673745 230KW ONAN

LTA10-

G1

12079

Bldg.-18

HS

Cummins

125DSGA

B

125KW Cummins QSB7-G5

NR3

Bldg.-66

HS

*Non-emergency

4. GENERAL REQUIRMENTS

a. .Contractor shall provide all supervision, labor, materials, equipment, and incidentals necessary to accomplish work elements and requirements outlined in this Statement of Work (SOW). Inspection reports from attachments A & B to be used to record all PMs, load banks, megger readings will be presented to facilities POC’s within 30 days of service.

b. Contract POC’s for scheduling work and coordination are as follows:

Fort Meade VAMC: Operations Supervisor, Phone: 605-720-7134

Hot Springs VAMC: Maintenance Supervisor, Phone 605-745-2268

c. All work will be completed in with coordination of the POC, with preferred visits spring and fall. With all of work being scheduled at a minimum 7 days in advance of planned work to minimize disruption to the facility.

d. Contractor shall read, sign, and date the TMS Training 20939, for each employee on site, and send to the COR prior to the start of work.

e. Annual Load Bank Testing included in Attachment A will be accomplished in accordance with NFPA 110 (99) Sec 6-4.2.2. The testing shall be documented, and supplemental loads included at 25 percent of the name plate rating for 30 minutes. Followed by 50 percent of the nameplate rating for 30 minutes. Followed by 75 percent for 1 hour. All emergency generators will be load-bank tested annually. The Main station generator will be load-bank tested every other year starting with base year of the contract. This work may need to be partly outside of standard VA business hours to minimize patient impact.

*Marathon

1020FDH1242 WA-6003864-

2000KW/1

2470V Marathon

CD2000SX6T

179811- 1-1-1108

Bldg.-155

FM

f. Supplies, fluid testing, filters, fluids (for top off for the semi-annual PMs) will be supplied by the contractor. Contractor is to diagnose other or larger problems and present quote to the POC for approval, before additional work is conducted. Smaller repairs (Belts, hoses, batteries, leak repair), with approval from POC, can be conducted with Credit Card payment from POC.

g. Fluid testing (fuel, oil, and antifreeze) will need to be conducted by 3rd party tester semi-annually. And reports presented to POC within 30 days of service.

h. Contractor should provide priority for repairs to the BHHCS VA Emergency Generators and ATS Switches. Contractor will provide consolidated invoicing that can be billed monthly or quarterly as one amount. With detail invoicing is still required.

National Archives and Records Administration (NARA) - Records Management Obligations

Requirements:

1) In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

2) In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

3) The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

4) The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

5) The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

5. All inspection, evaluation and testing service must be scheduled in advance as far as possible and in agreement with the COR.

6. Contractor must notify the COR prior to testing any generator set or alarm devices unless a member of the electrical section is witnessing the test and is physically present at the testing site.

7. Repairs

Any necessary repair/replacement parts or services created by testing of the equipment as part of this contract will be furnished/paid for by the [ ] and these repairs will be completed on an emergency basis under a separate CLIN in the contract. This designation will require the contractor to stand down during repairs and to continue testing as soon as practical after the repairs have been made. During the time that the generator remains out of service, the contractor will be required to connect and maintain their standby/backup generator and associated automatic connection equipment, as provided in section 4.1 of this contract. The backup emergency generators will need to provide service until all emergency repairs have been completed and the successful load bank testing procedures have reached a satisfactory conclusion. The contractor’s responsibility for additional rental outlays due to this requirement shall be limited to standby service. Note: Additional rental, run time, fuel cost, and connection time outlays, if required, shall be negotiated or coordinated with the Contracting Officer as needed based on the cost per hour run timeline item identified in the awarded contract, and cost per day for a connected generator should the need arise.

a. Minor repairs shall include but not be limited to such items as loose bolts, lose or broken lugs, wiring terminals, heaters, malfunctioning targets, dirty/high resistance connections, etc.

and shall be corrected on site during testing if possible.

b. Non-Emergency Repairs: The COR can authorize requests for repairs if they are submitted in writing and do not exceed $3,000. All requests for repairs shall be in writing with a detailed explanation, cost of parts, labor and all associated costs to complete repair.

c. Any repair that exceeds $3,000 shall require Contracting Officer Approval. The contractor shall submit their request for repair to the CO and COR. Included shall be a detailed explanation and breakdown of costs.

d. Emergency Repairs

The contractor may be requested to perform emergency repair work in the event that a circuit cannot be energized after inspection and maintenance have been accomplished. Any item found to be out of tolerance, or in any other way defective as a result of the required testing, shall be reported to the Contracting Officer’s Representative (COR) immediately.

e. A Contract Line Item will be established in the schedule as a not to exceed line item for authorized repairs in the amount of $5,000. The CO must be notified prior to that amount being exceeded. If that amount is exceeded and the CO is not notified, payment will not be made. The COR may authorize an emergency repair for an emergency that occurs outside of normal working hours 7:00 am -4:30 pm, Monday- Friday. The COR shall notify the CO and submit, in writing, the circumstances surround the emergency the next business day.

The contractor shall submit a detailed breakdown of all costs to the COR and the CO within 24 hours, to include a detailed breakdown of labor, by category to include the number of estimated hours. All parts shall be listed and priced individually.

8. COORDINATION

a. The contractor shall be responsible for coordinating any necessary utility system shutdowns and returning these systems to an operational mode. In addition, the contractor must notify VA Facilities Management Service COR before any systems are shut down and when these systems are put back into full service.

b. The contractor will not be permitted to leave any emergency generator system or component in a non-automatic connected mode or unattended mode during any portion of the testing.

c. Should such non-automatic circumstances exist the contractor must have the approval of the Chief, Facilities Management Service.

d. The contractor shall be responsible for any damage due to negligence to equipment that is created while performing the services required in this contract.

e. Equivalent loads used for testing shall be connected such that they can be automatically replaced with the emergency loads in case of failure of the primary power source.

9. DELIVERABLES

At the completion of the service visit for all equipment, the contractor shall furnish a final written report, via e-mail or standard mail, within ten working days of completion of the testing, inspection and evaluating. Report shall list as a minimum:

Date of Service.

Company’s name, addresses, telephone, & FAX numbers.

Name and signature of contractors who perform the maintenance and testing.

VA Work Contract Number, name and number of VA Contracting Officer.

Copies of contractors’ valid licenses, professional and training certificates.

Location of system or devices

Type of system or devices

Type of service being performed.

Recommended corrective actions, if any.

Tests completed.

Remarks on conditions of electrical equipment. List all deficiencies, if any.

Reference materials such as equipment manufacturer’s specifications, coordination study, etc

10. SPECIAL CONTRACT REQUIREMENTS

a. KEY PERSONNEL

Key personnel will be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted, or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

b. CONTRACTOR EMPLOYEES

Contractor shall ensure that their personnel wear company uniforms and a visible identification badge which contains a photograph of the employee. All contractor vehicles and collection bins will be clearly identified with the company’s name.

c. HOLIDAYS/NORMAL WORK HOURS

The services covered by this contract shall be furnished by the contractor as defined herein.

The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours: Monday through Friday, 7:45 a.m. – 4:30 p.m., excluding federal holidays.

The 10 holidays observed by the Federal Government are:

New Year’s Day

President’s Day

Martin Luther King, Jr

Juneteenth Day

Independence Day

Thanksgiving Day

Memorial Day

Labor Day

Columbus Day

Veterans Day

Christmas Day

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

11. INVOICES

The contractor shall submit payment requests in electronic form via Tungsten.

http://www.tungsten-network.com/US/en/veterans-affairs/

Invoices shall be submitted monthly, in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment.

Purchase Order Number for Correction Period of Performance

Contractor Name Invoice Number

CLIN i.e. Contract Line Item and Amount being billed per line-item Date of Service

Al contractors shall be registered as a vendor with the OB10 e-Invoicing System at time of award.

12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

CONTRACT ADMINISTATION

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

POINTS OF CONTACT

Contracting Officer:

Department of Veterans Affairs

Insert address

Contracting Officer’s Representative (COR):

TBD

13. QASP

The contractor shall be evaluated in accordance with the following QASP. For: [ ]

Contract Number: < Upon award, Government shall enter contract number>

Contract Description: Generator Load Testing

Contractor’s name: <Enter your company name.> (hereafter referred to as the contractor).

a. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

What will be monitored

How monitoring will take place.

Who will conduct the monitoring.

How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. The primary interest is in the final product/service that the Contractor is providing and not in the details of how the contractor is accomplishing the task. The COR may evaluate work at any time during the Contractor’s work performance. This plan documents the methods to be used for measuring each contract requirement, the scheduling of inspections, and the results of the surveillance program.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

b. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

1) Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract.

The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO:

[insert information]

2) Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: TBD

3) Other Key Government Personnel - <Upon award, Government will enter name, if applicable. This may include Performance Monitors, Clinical Quality experts, etc. who act on behalf of the COR to monitor performance.>

c. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

1) Program Manager -

2) Other Contractor Personnel -

d. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Performance Requirements Summary

TASK(S) QUALITY

STANDARD

S

ACCEPTABL

E QUALITY

LEVEL

METHOD OF

SURVEILLAN

CE

INCENTIVES/

DISNCENTIVES

Contractor shall provide qualified employees in accordance with

(IAW)

performance work statement (PWS) section

The contractor shall meet the requirement throughout the period of performance

95% COR direct observation through 100% surveillance

Incentives:

Favorable contactor performance evaluation

Disincentive:

Unfavorable contractor performance evaluation

Contractors shall have and provide all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely IAW PWS

95%

Contractor shall meet the requirements and perform

IAW PWS

section 3

The contractor shall meet the requirement throughout the period of

95% COR direct observation through 100% surveillance

Incentives:

Favorable contactor performance evaluation

Disincentive:

Unfavorable contractor performance evaluation

Contractor shall meet the report requirements and perform

IAW PWS

section 4

The contractor shall meet the requirement throughout the period of

95% COR direct observation through 100% surveillance

Incentives:

Favorable contactor performance evaluation

Disincentive:

Unfavorable contractor performance evaluation

Contractor shall meet the equipment requirements and perform

IAW PWS

section 5

The contractor shall meet the requirement throughout the period of

95% COR direct observation through 100% surveillance

Incentives:

Favorable contactor performance evaluation

Disincentive:

Unfavorable contractor performance evaluation

e. INCENTIVES/DISINCENTIVES

The Government shall use favorable contractor performance evaluations as acknowledgement of positive performance. Performance outcomes shall be based on exceeding, meeting, or not meeting performance standards.

f. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

1) Direct Observation. (Can be performed periodically or through 100% surveillance.)

2) 100% INSPECTION: 100% inspection is a QA method designed to evaluate all outputs of the contract requirement. This method requires a total inspection of Contractor’s performance.

g. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Positive outcome: No more than 1 incident of not meeting the performance standard during the period of performance

Neutral outcome: No more than 2 incidents of not meeting the performance standard during the period of performance

Negative outcome: More than 3 incidents of not meeting the performance standard during the period of performance.

h. DOCUMENTING PERFORMANCE

1) ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

2) UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the Contracting Officer (CO).

This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR and the CO shall document the discussion and place it in their respective file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and submit to the contractor's program manager for corrective action.

The contractor shall acknowledge receipt of the CDR in writing. The CDR shall specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR shall also state how long after receipt the contractor has to present this corrective action plan to the CO and COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

i. FREQUENCY OF MEASUREMENT

Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor monthly to assess performance and shall provide a written assessment.