Attachment_2_Surveillance_Activity_Checklist.doc

N00024-13-R-3101 Attachment J2 N00421-16-R-0047

Surveillance Activity Checklist

- AIR-1.7 Acquisition Management System (AMS) Contractor Support Services 1.

Purpose

This Surveillance Activity Checklist is a Government developed and applied document used to make sure the systematic quality assurance assessment methods are used in the administration of the Statement of Work (SOW). The intent is to ensure that the Government receives the quality of services and products for tasks identified in the SOW.

This contract requirement is for services in support of the Acquisition Management System (AMS) suite of Tools/Software Applications which fall under the cognizance of the Acquisition Tools Department (AIR 1.7). Located at the Naval Air Systems Command (NAVAIR) Headquarters, Patuxent River, Maryland, AIR-1.7 is responsible various multiple software applications housed within AMS which are deployed command-wide across the NAVAIR Enterprise as well as at select external organizations (e.g. NAVSUP, USAF, USMC, etc.). AMS provides a centralized location to access applications that are necessary for management and execution of NAVAIR procurements and acquisition requirements. Specifically the AMS tools are designed to standardize and streamline common program management practices, financial planning and execution, data requirements and procurement functions across NAVAIR.

In summary, AIR 1.7 is responsible for the day-to-day operations, development, sustainment, upgrade, training, management and oversight of these web-based applications and technologies within AMS which at present include, but are not limited to the following: Acquisition Management System Portal, Procurement Management Tool (PMT), Contract Data Requirements List (CDRL), Common Spend Plan Tool (CPST), Engineering Change Proposals (ECP), Acquisition Plan (AP), and within Navy Enterprise Resource Planning (NERP) the Project Manager functions as well as other emerging custom developed applications, workflow products, SharePoint and Dot-Net applications/solutions. Specifically, AIR 1.7 requires support to develop application and database program requirements analysis and user cases that lead to design, development, testing, training, implementation as well as sustainment and upgrades to each application/tool.

This level of effort (LOE) contract contains cost-plus-fixed-fee (CPFF) labor CLINs, and cost-reimbursable CLINs for travel, material, and other direct costs. The contact will be for a twelve month base period and four twelve month options. A properly executed Surveillance Activity Checklist will assist the Government in achieving the objectives of this procurement and ensure the tools developed meet the customer needs/requirements.

2.

Authority

Authority for issuance of this Surveillance Activity Checklist is provided under Contract Section E – Inspection and Acceptance, which provides for inspections and acceptance of the services and documentation called for in the contract, to be executed by the Contracting Officer or a duly authorized representative.

3.

Scope

The Surveillance Activity Checklist is put in place to provide Government surveillance oversight of the quality of the contractor’s efforts to assure that they are timely, effective and are delivering the results specified in the contract.

4.

Government 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 Ms. Marisa Scruggs, AIR-2.5.1.9. 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) - An individual appointed in writing by the PCO to act as their authorized representative to assist in administering the contract. The COR will be appointed in the resulting contract. The limitations of authority are contained in a written letter of appointment.

5.

Responsibilities

The following Government resources shall have responsibility for the implementation of this Surveillance Activity Checklist:

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor’s performance

Contracting Officer’s Representative – The COR is responsible for technical administration of the contract and assures proper Government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any changes on the Government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting Officer for action.

6.

Methods of QA Surveillance a.

Contractor Performance Assessment Reporting System (CPARS) – The market place for contractor support services is very competitive. As such, the successful offeror has a vested interest in the Government-generated CPARS ratings under this contract. For this procurement the Government will address the quality of products and services, schedule, cost control, business relations, management, and other important areas. As this information may affect future source selections throughout DoD, and the continuation of the contract, the annual Government assessment will be used appropriately as an additional performance oversight and communication tool.

b.

Surveillance Activity Checklist - The tables below list the methods of surveillance that will be used by the COR in the technical administration of the SOW tasks performed by the contractor.

c.

Observation, Feedback, and Review – Unscheduled observation of services provided by the contractor on site and recurring review of contractor submitted reports and documentation identified in the CDRLs will be performed by the COR and ACOR. Feedback from the customer will be collected and used by the COR to document surveillance of technical performance.

7.

Surveillance

The Surveillance Activity Checklist information, Enclosures (1) & (2) on a quarterly basis and Enclosure (3) on an annual basis will be provided to the contractor as feedback on the performance of their management and quality control actions for the services and products provided under this contract.

8.

Documentation

In addition to providing an annual report to the Contracting Officer, the COR will maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function, including the originals of the Surveillance Activity Checklists. All such records will be maintained for the life of the contract. The COR will forward these records to the Contracting Officer at termination or completion of the contract.

9.

Enclosures

Enclosure (1) Surveillance Activity Checklist – Parameters Enclosure (2) Surveillance Activity Checklist – Ratings

Enclosure (3) Surveillance Activity Checklist – Taskings/Activities Enclosure (4) Surveillance Activity Checklist – Data Products

Enclosure (5) Surveillance Activity Checklist – Summary of Quarterly Ratings

Enclosure (6) Surveillance Activity Checklist – Annual Assessment Report

Enclosure 1

Surveillance Activity Checklist - PARAMETERS All SOW/CDRL tasks, including SOW/CDRL sub-tasks, will be assessed focusing on the following.

Quality of Product or Service – Assess the contractor’s effort to transform operational needs and requirements into an integrated solution. Areas of focus may include the planning and management of program tasks, the quality of support provided throughout all phases of contract execution, the integration of program management specialties, management of interfaces, and the management of a totally integrated effort of all program management concerns to meet cost, performance, and schedule objectives. Assess how successfully the contractor meets program quality.

Schedule – Assess the contractor’s adherence to the required delivery schedule by assessing the contractor’s efforts during the assessment period that contribute to or effect the schedule variance. Also address significance of scheduled events (i.e., design reviews), discuss causes, and assess the effectiveness of contractor corrective actions.

Cost Control – Assess the contractor’s effectiveness in forecasting, managing, and controlling contract cost. Is the contractor experiencing cost growth or underrun? If so, discuss the causes and contractor-proposed solutions for the cost overruns. For contracts where task or contract sizing is based upon contractor provided person-hour estimates, the relationship of these estimates to ultimate cost should be assessed. In addition, the extent to which the contractor demonstrates a sense of cost responsibility, through the efficient use of resources in each work effort should be assessed.

Business Relations – Assess the timelines, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s reasonable and cooperative behavior, effective business relations, and customer satisfaction.

Management – Assess the contractor’s success with timely award and management of subcontracts, including whether the contractor met small/small disadvantage and women-owned business participation goals. Discuss the extent to which the contractor discharges its responsibility for integration and coordination of all activity needed to execute the contract; identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks/actions required by contract; communicates appropriate information to affected program elements in a timely manner. Assess the contractor’s risk mitigation plans. If applicable, identify any other management areas that are unique to the contract.

Other areas – Assess additional evaluation areas unique to the contract or that cannot be captured elsewhere.

Enclosure 2

Surveillance Activity Checklist – RATINGS

The COR will perform assessments of Quality, Schedule, Cost Control, Business Relations, Management, and Other Areas as applicable utilizing the CPARS evaluation rating definitions listed below.

Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good - Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal - Performance does not meet contractual requirements. The contractual performance of the task and sub-task being assessed reflect a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the contractor’s actions appear or were ineffective.

Enclosure 3

Surveillance Activity Checklist – TASKINGS/ACTIVITIES The COR will perform assessments of Quality, Schedule, Cost Control, Business Relations, Management, and Other Areas as applicable utilizing the CPARS evaluation rating definitions listed below for all of the tasking areas listed as follows:

Measure

Other

requires support to develop application and database program requirements analysis and user cases that lead to design, development, testing, training, implementation as well as sustainment and upgrades to each application/tool.

Enclosure 4 Surveillance Activity Checklist - DATA PRODUCTS The COR will review the following Data Products quarterly utilizing the CPARS evaluation rating definitions listed in Enclosure (2) as follows:

Measure

Other

IT Source and Related Code

A001 100% Inspection by COR

As Requested

Software Requirements Specification (SRS) A002

100% Inspection by COR

As Requested

Software Design Documentation A003 100% Inspection by COR

As Requested

As Requested

Status Report A005

Funds and Man-Hours Expenditure Report A006

100% Inspection by COR

TBD

Enclosure 5 Surveillance Activity Checklist – SUMMARY OF QUARTERLY RATINGS Quarterly Summary of Ratings:

Quality

Schedule

Number of Exceptional

Number of Very Good

Number of Satisfactory

Number of Marginal

Number of Unsatisfactory

Cost Control

Business Relations

Management

Other Areas

Enclosure 6 Surveillance Activity Checklist – ANNUAL ASSESSMENT REPORT:

The COR will perform an annual assessment of overall contract performance utilizing the CPARS evaluation rating definitions listed in enclosure 3 and the quarterly summary of ratings.

Measure

Quality of Product or Service

TBD

TBD

TBD

TBD

TBD

Source Selection Information For Official Use Only

See FAR 3.104 and 2.101 Source Selection Information For Official Use Only

See FAR 3.104 and 2.101