RFP.docx

N0018919RZ095

Section A - Solicitation/Contract Form

RFP INFORMATION

1. Offers are due on or before close of business (4:00 PM Eastern Standard Time) on 01 October 2019.

2. Non-Price/Cost (Volume I) and Price/Cost (Volume II) are to be sent via email to the contracting office POC listed below:

Denisse Aquino

(215) 697-5021 denisse.aquino@navy.mil

3. This RFP will be competed as a 100% small business set-aside. The North American Industry Classification System (NAICS) code for this acquisition is 524292. The small business size standard is $32.5 million.

4. Questions submitted in response to this RFP must be received by close of business (4:00 PM Eastern Standard Time) on 12 September 2019 and shall be directed to the attention of the point of contact for this RFP; Denisse Aquino, via e-mail at denisse.aquino@navy.mil.

Section B - Supplies or Services and Prices

Third Party Medical Administrative Svcs

FFP

Provide Third Party Medical Administration services for the Naval Education and Training Security Assistance Field Activity (NETSAFA) Pensacola in support of the Royal Saudi Naval Forces (RSNF) in accordance with the PWS.

FOB: Destination

PSC CD: R799

NET AMT

Medical Expenses

COST

In accordance with Section C. "Government Estimated Not-to-Exceed (NTE) medical expenses. See Section V paragraph 10 of the PWS.

ESTIMATED COST

Data Requirements

FFP

In accordance with DD1423, Exhibit A.

NSP = Not Separately Priced

NET AMT

FFP

Provide Third Party Medical Administration services for the Naval Education and Training Security Assistance Field Activity (NETSAFA) Pensacola in support of the Royal Saudi Naval Forces (RSNF) in accordance with the PWS.

NET AMT

COST

In accordance with Section C. "Government Estimated Not-to-exceed (NTE) Medical Expenses". See Section V paragraph 10 of the PWS.

ESTIMATED COST

FFP

In accordance with DD1423, Exhibit A.

NSP = Not Separately Priced

NET AMT

FFP

Provide Third Party Medical Administration services for the Naval Education and Training Security Assistance Field Activity (NETSAFA) Pensacola in support of the Royal Saudi Naval Forces (RSNF) in accordance with the PWS.

NET AMT

COST

In accordance with Section C. "Government Estimated Not-to-Exceed (NTE) Medical Expenses. See Section V paragraph 10 of the PWS.

ESTIMATED COST

FFP

In accordance with DD1423, Exhibit A.

NSP = Not Separately Priced

NET AMT

FFP

Provide Third Party Medical Administration services for the Naval Education and Training Security Assistance Field Activity (NETSAFA) Pensacola in support of the Royal Saudi Naval Forces (RSNF) in accordance with the PWS.

NET AMT

COST

In accordance with Section C. "Government Estimated Not-to-Exceed (NTE) Medical Expenses. See Section V paragraph 10 of the PWS.

ESTIMATED COST

FFP

In accordance with DD1423, Exhibit A.

NSP = Not Separately Priced

NET AMT

FFP

Provide Third Party Medical Administration services for the Naval Education and Training Security Assistance Field Activity (NETSAFA) Pensacola in support of the Royal Saudi Naval Forces (RSNF) in accordance with the PWS.

NET AMT

COST

In accordance with Section C. "Government Estimated Not-to-Exceed (NTE) Medical Expenses. See Section V paragraph 10 of the PWS.

ESTIMATED COST

FFP

In accordance with DD1423, Exhibit A.

NSP = Not Separately Priced

NET AMT

Section C - Descriptions and Specifications

PWS

PERFORMANCE WORK STATEMENT

Medical Third Party Administration (TPA) Services

GENERAL

I. Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform medical third party administration services for Naval Education and Training Security Assistance Field Activity (NETSAFA), Pensacola, FL in support of Royal Saudi Naval Forces (RSNF) as defined in this Performance Work Statement (PWS).

II. Background: The Naval Education and Training Security Assistance Field Activity (NETSAFA), Pensacola, FL has a requirement to provide health care administration services for Royal Saudi Naval Forces (RSNF) personnel assigned for periods longer than 60 days to training and training supervisory and support duties in the United States and Canada and their authorized dependents. Typically, the majority of RSNF personnel are located for training at U.S. Navy or other U.S. Department of Defense installations in the continental U.S. The contractor shall provide medical administration services to approximately 800 RSNF personnel and their authorized dependents annually through the duration of the contract. This group is usually distributed in about 15 geographic locations across the U.S with the largest single area of concentration occurring in the Pensacola, FL area where approximately 50% of the group is located. RSNF personnel are usually assigned to training sequences in the U.S. ranging from 6 to 36 months and may change individual training sites several times during this period. Historically, the top 15 geographic locations in terms of RSNF personnel attending training courses are Pensacola FL, Charleston SC, Monterey CA, Jacksonville FL, Mechanicsburg PA, Newport RI, San Diego CA, Corpus Christi TX, Great Lakes IL, Norfolk VA, San Antonio TX, Ft Walton Beach FL, and Biloxi MS. The administration of health care services provided by military facilities is not included in the scope of the services solicited herein. (RSNF Personnel are referred to as RSNF Sponsors from hereafter.)

III. Objective:

1. It is desired to provide a broad selection of high quality health care services to the RSNF sponsors and their authorized dependents. Ideally, these services will be available to RSNF sponsors without the necessity that the services be paid for at the time of delivery or that the sponsor be required to file the claim for payment. The claim system will require the health care provider to perform the necessary claim completion and submission to the contract Administrator who, in turn, will screen the claim to determine coverage under the benefit plan and the conformance of charges to what’s reasonable and customary as defined by a recognized national data base of prevailing fees which is routinely updated, and promptly pay the providers accordingly.

2. The RSNF will not mandate the use of Preferred Provider Organization (PPO) physicians by RSNF sponsors. When a RSNF sponsors chooses to use a physician who is not a PPO members, the contract Administrator shall deal directly with the provider for payment, whenever possible. The RSNF will restrict hospital usage to members of a qualified PPO, when available. The PPO should negotiate reduced fees with health care providers for group plans within limited geographic areas. Health care providers reduce their fees in expectation of increased business from the PPO membership. Enrollment of the group in PPO's will be individually (by geographic area) as recommended by the contract Administrator and approved by NETSAFA.

IV. Scope:

1. Non-Personal Services Contract (NPSC). Under this contract, the contractor shall provide strictly non-personal services and shall work as an independent contractor not subject to the supervision of the government. The Contractor shall be required to work in a collaborative effort with the Royal Saudi Naval Forces (RSNF) Country Program Manager (CPM) at NETSAFA. The RSNF CPM will provide technical assistance on specific provisions and will coordinate with the contractor.

2. Performance Period: The period of performance shall be for one (1) Base Year and four (4) one year options commencing on the contract award date.

3. Place of Performance. The work under this contract will be performed 100% at Contractor’s site.

4. Quality Control: Quality Control Plan (QCP). The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Program (QCP) is the means by which he assures himself that his work complies with the requirement of the contract. At a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Matrix Summary”. The contractor shall deliver a complete QCP within 30 days after contract award and three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the Quality Control Plan, the contractor must receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

5. Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

6. Performance Matrix Summary: The government shall evaluate the contractor’s performance under this contract in accordance with the Performance Matrix Summary provided in the QASP Technical Exhibit 1. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The government reserves the right to change the performance measures and/or performance targets throughout the contract performance period. The government will provide the contractor with a 30-day notice of any changes to the stated performance measures or targets.

7. Periodic Progress Meetings: The contracting officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically (telephone or site) with the contractor to discuss and review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government reviews the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate corrective action shall be taken to resolve outstanding issues or action items.

ACRONYMS AND DEFINITIONS

1. Definitions:

CONTRACT ADMINISTRATOR. This is the contractor personnel responsible for administering the Royal Saudi Naval Forces Medical Plan.

ALTERNATE CONTRACTING OFFICER'S REPRESENTATIVE (ACOR). An employee of the U.S. Government appointed by the contracting officer to administer the contract, in the COR’s absence. This individual does NOT have authority to change the terms and conditions of the contract.

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

COUNTRY PROGRAM MANAGER (CPM). U.S. Government that provides technical guidance and approval to the contractor on the requirements as set forth in the PWS. Reviews contractor invoices and approve for payment. Conducts inspections and acceptance of contract deliverables. Systematically monitors the contractor's efforts to ensure the technical requirements and intent of the PWS are on schedule. Promptly rejects, in writing, all work that does not comply with the PWS requirements. Authorize the contractor to travel, if allowed by the referenced PWS. This individual does NOT have authority to change the terms and conditions of the contract.

DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

PREFERRED PROVIDER ORGANIZATION (PPO). This is a comprehensive health-care plan offered to employees that allows them to choose their own physicians and hospitals within certain limits.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL PLAN. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

RSNF SPONSOR- This is the RSNF military personnel assigned for training.

WORK WEEK. Monday through Friday, unless specified otherwise.

2. ACRONYMS:

GOVERNMENT FURNISHED ITEMS (GFI) OR SERVICES

1. NETSAFA’s Program Office will be responsible for maintaining the group membership list in coordination with the Assistant Defense Attaché for Naval Affairs (ADANA), Washington, DC. Within thirty (30) days prior to the contract effective date, NETSAFA will provide the Contract Administrator the RSNF membership list in MS ACCESS and a master of the Summary Plan Description.

2. Subsequent to issuance of the initial RSNF membership list, NETSAFA will provide the Contract Administrator with add/drop/change reports as required.

3. NETSAFA will provide a copy of the Extraordinary Inclusion letter to the Contract Administrator in order to incorporate the designated RSNF sponsor and dependent(s) under this contract.

4. **Additional GFI List- Attachments 1-10

CONTRACTOR FURNISHED ITEMS OR RESPONSIBILITIES

1. General. The Contractor shall furnish all labor, supplies, equipment, facilities and services required to perform work under objectives of this PWS.

TASKS

General Duties. The contractor shall provide Medical Third Party Administration (TPA) services for Naval Education and Training Security Assistance Field Activity (NETSAFA), Pensacola, FL in support of Royal Saudi Naval Forces (RSNF) as defined in this Performance Work Statement (PWS). In performance of these duties, the contractor and its employees shall adhere to industry, DOD and NAVY procedures and provisions.

1. Start Up. The Contractor shall recognize the importance to a successful start of contract services of the timely recruitment of qualified personnel in sufficient numbers to meet all contract requirements. The Contractor shall perform all start up activities required by this section within 30 days of award effective date (1Dec19).

a. Technical Requirements. The Contractor shall provide qualified and professional personnel required in order to adequately perform the requirements of this PWS.

b. Bilingual Requirement: The contractor shall provide appropriate employees who are fluent in Arabic (reading, writing and speaking) to handle routine and non-routine calls.

c. All associated Contractor personnel shall sign a non-disclosure statement relative to sensitive information.

V. Specific Tasks

1. In areas where a paperless (to group members) claim system is not possible, it is required that a simplified claim system be developed which, insofar as possible, will permit authorized RSNF sponsors to receive health care services without the requirement to pay at the time of delivery (Attachment 1 is an example of a RSNF Medical Reimbursement Claim Form.) Whether payment is subsequently due the provider or the RSNF sponsor as a reimbursement, the requirement for the Contract Administrator services stated above is for screening and prompt payments pertains.

2. Covered group medical, dental, prescription, and vision care benefits of this plan are detailed in Attachment 4-Summary Plan Description (SPD)-Schedule of Benefits. Payment will be authorized on behalf of RSNF sponsor for every covered charge up to the 95th percentile of what is defined as reasonable and customary and is within plan limits. Payments will be charged against the pertinent Foreign Military Sales (FMS) case as identified in the resultant contract. NETSAFA will provide lines of accounting for all pertinent FMS cases to the COR for incorporation into the contract. The Contract Administrator will be responsible for managing each line of accounting/FMS case and for notifying the COR when funds expended reach the 75th percentile within a line of accounting/FMS Case.

3. Except in emergency situations, RSNF sponsors will be required to secure hospital pre-admission certification and surgical second opinions (when applicable) for hospital in-patient care. The Contract Administrator will validate medical need, second opinion concurrence, the appropriateness of the planned length of hospital stay, and hospital membership in a Preferred Provider Organization (PPO) or its willingness to negotiate rates as conditions for certifying admission. In cases where admission is denied a member, the Contract Administrator will notify the RSNF sponsor of denial of admission and provide a list of alternatives.

4. Individual case management beyond utilization review will be undertaken on a case-by-case basis when recommended by the Contract Administrator and approved by the COR. Payment for these additional services will be accomplished on a cost reimbursable basis against designated line items.

5. For the purpose of initiating a recommendation by the Contract Administrator to implement "Large Case Management" procedures, a "Large Case" is defined as one carrying a projected total cost in excess of $10,000.

6. Group membership includes the RSNF sponsor together with dependents designated by the sponsor and listed in the Invitational Travel Order.

7. Within thirty (30) days prior to the contract effective date, the Contract Administrator will provide a draft RSNF Health Plan Identification Card to NETSAFA for COR approval.

a. Upon receipt of the COR's approval, the Contract Administrator will then provide RSNF Health Plan Identification Cards and Prescription Identification Cards to arrive at NETSAFA for distribution to members at least three weeks prior to the contract effective date. Upon receipt of the master for the Summary Plan Description (SPD), the Administrator will have 700 copies printed and delivered to NETSAFA at least three weeks prior to the contract effective date. RSNF Health Plan Identification Card and Prescription Identification Card requirements for option years will be identified by the COR one month prior to the end of the existing contract year. SPD requirements for option years will be identified by the COR at least two months prior to the end of the existing contract year. (Attachments 2, 3 and 4 are examples of the RSNF Health Plan Identification Card, Prescription Identification Card and Summary Plan Description.)

b. The Contract Administrator will provide RSNF Health Plan Identification Cards and Prescription Identification Cards to arrive at NETSAFA for distribution to RSNF Sponsors within one week of receipt of notice of their joining the group, unless directed by NETSAFA to use overnight delivery..

8. All RSNF Health Plan cards will carry the sponsor's full name (first, middle initial, and last), the sponsor's full name and Work Control Number (WCN), Case Number, the Contract Administrator's full name, toll-free telephone number for verification and hospital precertification (if different), billing address and instructions, an expiration date of the last date of assignment or the last day of the current plan year, whichever date occurs first, and costs and billing/payment disclaimers. Cards will carry a requirement that membership be first-time validated to providers by a photo identification card such as a U.S. DOD ID card, passport, or a driver's license. RSNF Health Plan, Prescription Identification Cards and plan summaries are required to be reissued on an annual basis at the beginning of each plan year. A plan year will be one calendar year in length commencing on the effective date of the contract between the U.S. Navy and the Contract Administrator.

a. RSNF Health Plan and Prescription Identification Cards will be reissued when a previously reported expiration date is extended for more than thirty (30) days and sixty (60) days respectively, by NETSAFA. Upon notification of a training extension, which requires identification card reissuance, the Contract Administrator will provide reissued RSNF Health Plan and Prescription Identification Cards to arrive at NETSAFA for distribution to members within two weeks.

b. Upon notification, the Contract Administrator shall replace ANY lost or damaged cards within two weeks.

c. RSNF Health Plan Identification cards can be either plastic or laminated with 10mil plastic on each side and printed on colored (color determined by the RSNF) paper from a laser printer.

9. RSNF personnel assigned for periods of sixty days or less will be designated as sponsors by Extraordinary Inclusion letter (Attachment 5) appointment to NETSAFA from ADANA.

a. RSNF Health Plan and Prescription Identification Cards will not be issued to Extraordinary Inclusion participants. A copy of the Extraordinary Inclusion letter along with a photo identification card by which a sponsor can validate his/her identity will suffice for obtaining medical provider services.

b. In order to obtain prescription drugs, an Extraordinary Inclusion participant will purchase drugs and submit a RSNF Medical Reimbursement Claim Form to the Contract Administrator, who will reimburse the sponsor by check. Payment for medical, dental, prescription and vision costs will be accomplished on a cost reimbursable basis against specific Line items.

c. Extraordinary inclusion sponsor fees will be invoiced against specified line items for the months following the effective date of inclusion. Normally RSNF personnel will be included for periods of 30 days or less.

10. The contractor is responsible for establishing a working fund of $445,000 for the payment of sponsor’s medical claims which the contractor will be reimbursed under specific line items identified in contract section B. It is required that at least 95% of all valid, complete provider billing statements and sponsor claims be screened and paid by the Administrator within 15 working days of receipt, to the limit of the Administrator’s working fund of $445,000. The balance (5%) must be paid within 30 days of receipt, to the limit of the Contract Administrator’s working fund.

11. The Contract Administrator is responsible for promptly submitting his vouchers to the Government for reimbursement at least monthly, so that his working fund is maintained as near to maximum as possible.

12. Each invoice must contain a Public Voucher Form, Certificate of Performance Form, costs broken out by FMS Case and supporting documentation, such as a listing of all claims paid by the Contractor with each WCN listed by dollar amount paid and Case Number. (Attachments 6 and 7 are Public Voucher and Certificate of Performance Forms.)

13. The Contract Administrator shall adhere to policies and procedures for monthly invoicing purposes and certify performance efforts under this contract.

14. If claims are not paid in full, the Providers will be provided a full explanation by the Contract Administrator and advised of appeal procedures. The appeal process is outside the contract. If care is not listed as one of the approved services within this Performance Work Statement, the sponsor will appeal via their RSNF chain of command. Originals of billing statements will be maintained by the Contract Administrator for the life of the contract after which time they will be disposed of as determined and directed by the COR.

15. A local area network of personal computers with Internet access and electronic mail capability for key personnel is required for communication with the COR. MS ACCESS software (latest version) is required for production of RSNF Health Plan Identification Cards.

VI. Covered Services:

See “Schedule of Benefits” in SPD (Attachment 4).

VII. Reports A. Monthly Program Reports

1. The contractor will provide the below listed monthly program summary reports (as of the close of business on the last calendar day of the month) to the COR to be received not later than the 10th calendar day of the following month. RSNF approval of report formats is required prior to issuance of the initial reports after contract implementation.

a.) Paid Claims Report

1. Transactions by FMS case in sequence by payment date, listing:

2. Date of payment

3. Sponsor Work Control Number (WCN)

4. Patient Last Name, First, M.I.

5. Relationship to sponsor

6. Date(s) of service

7. Provider

8. Amount billed

9. Check number

10. Amount paid b.) Eligibility Report

1. List of authorized participants by FMS Case

2. Patient Last Name, First, M.I.

3. Sponsor WCN

4. Date of Birth (DOB)

5. Age

6. Sex

7. Effective Date

8. Termination Date c.) Turnaround Time Report by FMS Case

1. Claims received by day

2. Claims processed by day

3. Total Number of claims received and processed for the month

4. Total Number of claims (not processed) in arrears from prior month

5. Percent of claims processed by day

6. Cumulative percent of claims processed by day

7. Percent of claims processed per month

2. See the following attachments for report examples.

Attachments 8-10:

8. Paid Claims Report

9. Eligibility Report

10. Turnaround Time Report

B. Quarterly Program Reports

1. The Administrator will produce a quarterly report to the COR that outlines the medical service fees that have been negotiated on the part of the customer. The report will display consolidated medical charges that were evaluated for fair reimbursement by comparing charges to industry standards and subsequently negotiated by the provider to reflect a fair and reasonable fee.

2. The report shall summarize all monthly reports and include ALL unresolved issues from prior month or quarter with plan of action for resolutions (anticipated date).

3. Report shall be submitted no later than 15th calendar day of the following quarter. RSNF approval of report formats is required prior to issuance of the initial reports after contract implementation.

VIII. Service Groups:

M0 - Equipment Rental/Purchase S1 - Radiography & Laboratory M1 - Hospital Inpatient S2 - Chiropractic M2 - Surgeon Inpatient P1 - Prescriptions M3 - Doctor(s) Inpatient D1 - Dental M4 - RAD & AMES Inpatient D2 - Orthodontics M5 - Emergency Room V1 - Vision Care/Services M6 - Surgery Outpatient V2 - Vision Care/Supplies M7 - Doctor Outpatient M8 - Medical Record, PPO Payment and Negotiated Discount Fees, and Related Fees as approved by the COR M9 - Total Psychiatric M10 - Non-Medical

IX. QASP PERFORMANCE METRICS/CDRLS

1. QASP Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

2. QASP Attachment 2/Technical Exhibit 2 – Deliverables Schedule

3. CDRLS (DD1423) Exhibit A

QASP

Quality Assurance Surveillance Plan (QASP)

1. Purpose This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to ensure that the Government has an effective and systematic method of surveillance for the services in the PWS. The intent is to ensure that the Contractor performs in accordance with the performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract, and that the Government only pays for the acceptable level of services received.

2. Authority

The QASP is issued in accordance with FAR Part 37. The authority for issuance of this QASP is provided under FAR 52.246-4 Inspection of Services—Fixed Price and FAR 52.246-5 Inspection of Services Cost Reimbursable.

3. Scope

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Quality Assurance Surveillance Plan (QASP) is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s Management Plan. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

The Contractor must develop and submit a Quality Control Plan (QCP) for Government approval in compliance with the contract. Once approved, the Contractor then uses the QCP to guide and to rigorously document the implementation of the required management and quality control actions to achieve the specified results.

The QASP on the other hand, is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract or task order.

4. Resources

The following definitions for Government resources are applicable to this plan:

Contracting Officer - A person duly appointed with the authority to enter into (Procuring Contracting Officer (PCO)) or administer (Administrative Contracting Officer (ACO)) contracts and make related determination and findings on behalf of the Government. The PCO for this contract is Kevin Clauson. The ACO will be designated in the resulting contract. Contracting Officers are designated via a written warrant which sets forth limitations of authority.

Contracting Officer’s Representative (COR) or Alternate Contracting Officer’s Representative (ACOR)- An individual designated in writing by the PCO/ACO to act as their authorized representative to assist in administering the contract. The COR/ACOR will be designated in the resulting contract and individual task orders. The limitations of authority are contained in a written letter of designation.

Government Program Manager (PM) – The Government will perform periodic quality assurance review and validation of Contractor’s performance data and records. Review and validation may occur at any time during normal duty hours by providing 48-hour notification to the Contractor. The Government PM Representative will primarily employ validation of contractor recorded performance data and contractor historical records and procedures. Quality review method will include inspection and compliance with task requirements. The Government PM Representative may employ any of the following validation methods in conducting evaluation of service provided.

a. Customer feedback from Government personnel being supported,

b. Periodic inspections to ensure the contractor is performing in an acceptable manner,

c. Review of invoices,

d. Random monitoring on a weekly basis by reviewing documentation/data and observing operations in selected functional areas that the contractor provides services

e. The Contract Manager will provide completed Monthly and Quarterly Reports per the PWS.

5. Methods of QA Surveillance

The below listed methods of surveillance shall be used in the administration of this QASP. The service based QASP Matrix describes the methods of surveillance that may be used to monitor the services and deliverables, if any, provided under the contract.

a. Contractor Performance Assessment Report System (CPARS) – The Government for this procurement will address the Quality of Service; Schedule; Business relations, Management of Key Personnel, and other important areas. As this information may affect future source selections throughout DoD, the annual Government will be used appropriately as a complementary performance oversight and communication tool with the QASP.

b. In addition, after contract award, as part of the contracting officer’s post award conference, the elements of the Government and the mechanism for collecting past performance information for the Government will be discussed in detail with the contractor.

c. QASP - The below listed methods of surveillance shall be used by the PM and COR in the technical administration of this QASP. In addition to the below instructions, the form to be used for documentation quality assurance (QA) surveillance is the QASP Matrix as Exhibits (1) & (2) herein.

Customer Satisfaction – QA review results will be forwarded to the CORs, who will maintain a file of all surveillance reports for the life of the contract.

6. Identified QA Surveillance Tasks

The following Performance items are identified within the PWS and are to be monitored under this QASP.

1. Critical performance processes and requirements. Critical to the performance of third party medical administrative services is the timely, accurate and thorough completion of all contract requirements.

2. Performance Standards

a. Schedule - The due dates for deliverables and the actual accomplishment of the schedule will be assessed against original due dates and milestones established for the contract or task order(s).

b. Deliverables – The deliverables required to be submitted will be assessed against the specifications for the deliverables detailed in the contract/task order(s) and the Quality Control Plan (QCP), if required by the contract, for the required content, quality, timeliness, and accuracy.

c. Cost - The COR will review monthly cost vouchers to monitor the contractor’s expenditures throughout the contract and/or task order performance period(s). Also, the COR will analyze the impact on cost of any inaccurate management assertions, acceleration of the due dates for the financial reports, or the lack of personnel.

d. Past Performance - In addition to any schedule, deliverables, and cost aspects of performance discussed above, pursuant to FAR 42.15, the Government will assess the contractor’s record of conforming to contract requirements and to standards of good workmanship, the contractor’s adherence to contract schedules including the administrative aspects of performance, the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction, and the contractor’s business-like concern for the interest of the customer.

3. Surveillance methods: The primary methods of surveillance used to monitor performance of this contract will include, but not be limited to, random or planned sampling, periodic or inspection, and validated customer complaints.

4. Performance Measurement: Performance will be measured in accordance with the Performance Requirements Summary.

a. Technical Exhibit (1) sets forth the performance standards and surveillance methods for the contractor/COR and provides the checklist/ means for the QA Monitor to document the results of the surveillance which shall be provided to the COR after completion of each event. The COR will provide the documented results to the Contracting Officer as requested or at the end of this performance.

b. Technical Exhibit (2) sets forth the required meetings, delivery schedule of QCP, invoices, monthly, and quarterly reports.

7. Documentation

In addition to providing completion reports to the Contracting Officer, the COR will maintain a complete Quality Assurance file. The file will contain copies of all surveillance reports, all training requirements, and recommendations, including the originals of the Quality Assurance Checklists. All such records will be maintained for the life of the contract.

8. See PWS Technical Exhibits

Exhibit (1) - Performance Requirements Summary

The following listing provides various types of Surveillance as examples to select from and should not be included on the final document:

Random Sampling. Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

Random Inspection Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure 100 Percent Inspection. Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed Periodic Surveillance. Evaluation of samples selected on other than 100% or statistically random basis. (i.e., monthly, quarterly, semi-annually etc.)

Validated Customer Complaint. Complaints must be validated.

Exhibit (2) – Deliverables Schedule

Deliverable

Frequency

# of Copies

Medium/Format

Submit To

CAP

CONTRACT ADMINISTRATION PLAN (CAP)

FOR FIXED PRICE CONTRACTS

In order to expedite the administration of this contract, the following delineation of duties is provided. The names, addresses and phone numbers for these offices or individuals are included elsewhere in the contract award document. The office or individual designated as having responsibility should be contacted for any questions, clarifications, or information regarding the administration function assigned.

1. The Procuring Contract Office (PCO) is responsible for:

a. All pre-award duties such as solicitation, negotiation and award of contracts.

b. Any information or questions during the pre-award stage of the procurement.

c. Freedom of Information inquiries.

d. Changes in contract terms and/or conditions.

e. Post award conference.

2. The Contract Administration Office (CAO) is responsible for matters specified in the FAR 42.302 and DFARS 42.302 except those areas otherwise designated as the responsibility of the Contracting Officer's Representative (COR) or someone else herein.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the PCO/CAO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the PCO in writing. No action may be taken by the contractor unless the PCO or CAO has issued a contractual change. The COR duties are as follows:

(2) The COR is prohibited from issuing any instruction which would constitute a contractual change. The COR shall not instruct the contractor how to perform. If there is any doubt whether technical instructions contemplated fall within the scope of work, contact the PCO for guidance before transmitting the instructions to the contractor.

b. Contract Surveillance

(1) The COR shall monitor the contractor's performance and progress under the contract. In performing contract surveillance duties, the COR should exercise extreme care to ensure that he/she does not cross the line of personal services. The COR must be able to distinguish between surveillance (which is proper and necessary) and supervision (which is not permitted). Surveillance becomes supervision when you go beyond enforcing the terms of the contract. If the contractor is directed to perform the contract services in a specific manner, the line is being crossed. In such a situation, the COR's actions would be equivalent to using the contractor's personnel as if they were government employees and would constitute transforming the contract into one for personal services.

(2) The COR shall monitor contractor performance to see that inefficient or wasteful methods are not being used. If such practices are observed, the COR is responsible for taking reasonable and timely action to alert the contractor and the PCO to the situation.

(3) The COR will take timely action to alert the PCO to any potential performance problems. If performance schedule slippage is detected, the COR should determine the factors causing the delay and report them to the PCO, along with the contractor's proposed actions to eliminate or overcome these factors and recover the slippage. Once a recovery plan has been put in place, the COR is responsible for monitoring the recovery and keeping the PCO advised of progress.

(4) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a Contractor Performance Assessment Report (CPAR) in the CPARS Automated Information System (AIS). The initial CPAR, under an eligible contract, must reflect evaluation of at least 180 days of contractor performance. The completed CPAR, including contractor comments if any, (NOTE: contractors are allowed 30 days to input their comments) should be available in the CPARS AIS for reviewing official (PCO) review no later than 270 days after start of contract performance. Subsequent CPARs covering any contract option periods should be ready at 1-year intervals thereafter.

c. Invoice Review and Approval/Inspection and Acceptance

(1) The COR is responsible for quality assurance of services performed and acceptance of the services or deliverables. The COR shall expeditiously review copies of the contractor's invoices or vouchers, certificate of performance and all other supporting documentation to determine the reasonableness of the billing. In making this determination, the COR must take into consideration all documentary information available and any information developed from personal observations.

(2) The COR must indicate either complete or partial concurrence with the contractor's invoice/voucher by executing the applicable certificate of performance furnished by the contractor. The COR must be cognizant of the invoicing procedures and prompt payment due dates detailed elsewhere in the contract.

(3) The COR will provide the PCO and the CAO with copies of acceptance documents such as Certificates of Performance.

(4) The COR shall work with the Contractor to obtain and execute a final invoice no more than 60 days after completion of contract performance. The COR shall ensure that the invoice is clearly marked as a “Final Invoice.”

d. Contract Modifications. The COR is responsible for developing the statement of work for change orders or modifications and for preparing an independent government cost estimate of the effort described in the proposed statement of work.

e. Administrative Duties

(1) The COR shall take appropriate action on technical correspondence pertaining to the contract and for maintaining files on each contract. This includes all modifications, government cost estimates, contractor invoices/vouchers, certificates of performance, DD 250 forms and contractor's status reports.

(2) The COR shall maintain files on all correspondence relating to contractor performance, whether satisfactory or unsatisfactory, and on trip reports for all government personnel visiting the contractor's place of business for the purpose of discussing the contract.

(3) The COR must take prompt action to provide the PCO with any contractor or technical code request for change, deviation or waiver, along with any supporting analysis or other required documentation.

h. Standards of Conduct. The COR is responsible for reading and complying with all applicable agency standards of conduct and conflict of interest instructions.

i. Written Report/Contract Completion Statement.

(1) The COR is responsible for timely preparation and submission to the PCO, of a written, annual evaluation of the contractors performance. The report shall be submitted within 30 days prior to the exercise of any contract option and 60 days after contract completion. The report shall include a written statement that services were received in accordance with the Contract terms and that the contract is now available for close-out. The report shall also include a statement as to the use made of any deliverables furnished by the contractor.

(2) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you…