Attachment_1_-_Surveillance_Activity_Checklist.docx

Enclosure (4)

Seaport-e RFP N00024-11-R-3521 Attachment J3 Enclosure (5)

Surveillance Activity Checklist (SAC) for Base Telephone Office Support Services

1. Purpose

This SAC is a Government developed and applied document to ensure that systematic quality assurance methods are used in the administration of the Statement of Work (SOW). The intent is to ensure that the contractor performs in accordance with the performance metrics and the Government receives the quality of services called for in the order.

The order is to provide support to Naval Air Warfare Center Aircraft Division (NAWCAD), Information Technology/Cyber Security (IT/CS) Base Telephone Office (7.2.4). This requirement is in support of voice telecommunication services, Low Bit Rate Video (LBRV) circuits and long haul data communications links for the IT/CS community. Voice telecommunications support shall extend to include day-to-day operation of current systems, extensive long range planning efforts to utilize emerging new technologies and comply with Department of Defense (DoD) policies and directives. These responsibilities require technical, operational and maintenance support staff which can be best satisfied by on on-site contractor.

2. Authority

Authority for issuance of this SAC is provided in the task order under Section E, Inspection and Acceptance, which provides for inspection and acceptance of the services and documentation required to be executed by the Contracting Officer or a duly authorized representative.

3. Scope

To fully understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between quality control and the SAC. The contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the order.

The SAC is executed to provide Government surveillance and oversight of the contractor’s efforts to ensure that the efforts are timely, effective, and producing the results as specified in the order.

4. Government Resources

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

Contracting Officer – The 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. Janiece Gordon, 2.5.1.8. The ACO will be designated in the resulting order. Contracting Officers are designated via a written warrant, which sets forth limitations of authority.

Contracting Officer’s Representative (COR) – The 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 task order. The limitations of authority are contained in written letter of appointment.

5. Responsibilities

The following Government resources shall have responsibility for the implementation of this SAC:

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 order. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the order 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 Surveillance

a. Contractor Performance Assessment Reporting System (CPARS) – The marketplace for contractor support services is very competitive. As such, the successful offeror has a vested interest in the Government-generated CPARS. Additionally, the CPARS ratings will be the determinant in exercising an option. For this procurement, the Government will address the quality of product or service, schedule, cost control, business relations, management of key personnel, and other important areas. As this information may affect future source selections throughout the Department of Defense (DoD) and the continuation of the order, the annual Government assessment of this contract will be documented in CPARS.

b. SAC - The below listed methods of surveillance shall be used by the COR in the technical administration of this SAC. In addition to the below instructions, the forms to be used for documentation of quality assurance surveillance is the SAC provided as Enclosure (4) herein.

7. Surveillance

The TPOC will provide the SAC to the COR on a monthly basis, as feedback on the performance of their management and quality control actions for services and products provided under the order.

8. Documentation

In addition to providing annual reports to the Contracting Officer, the COR shall 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 original copies of the SACs. All such records will be maintained for the life of the order. The COR shall forward these records to the officer at termination or completion of the task order.

9. Enclosures

Enclosure (1) – Support Services Performance Standards Enclosure (2) – Incentives Enclosure (3) – Definitions for Evaluation Areas/Ratings

MOPAS, Attachment (1)

Enclosure (4) - Surveillance Activity Checklist For Official Use Only Source Selection Sensitive. See FAR 2.101 and 3.104

Source Selection Information. See FAR 2.101 and 3.104

SUPPORT SERVICES PERFORMANCE STANDARDS

Note: ‘Acceptable to customer’ status is determined by customer acceptance of product/service as delivered and customer comments/complaints.

Enclosure (1)

INCENTIVES

The following incentives shall apply to performance under this contract.

Incentives

See below.

(-) Does not meet the acceptable performance definition as a condition for exercise of option 1.* Receives a negative assessment (CPAR), appropriate for the quality of service provided.

Option 1:

Not more than 2 of the measurement areas rated below “Satisfactory”. None of the measurement areas are rated below “Marginal”.

See below.

(-) Does not meet the acceptable performance definition as a condition for exercise of option 2.* Receives a negative assessment (CPAR), appropriate for the quality of service provided.

See below.

(-) Does not meet the acceptable performance definition as a condition for exercise of option 3.* Receives a negative assessment (CPAR), appropriate for the quality of service provided.

See below.

(-) Does not meet the acceptable performance definition as a condition for exercise of option 4.* Receives a negative assessment (CPAR), appropriate for the quality of service provided.

See below.

(-)Receives a negative assessment (CPAR), appropriate for the quality of service provided.

* The Government reserves the right not to exercise options unless all regulatory requirements are met and the Contractor meets the acceptable performance definition.

Enclosure (2) Enclosure (2)

DEFINITIONS FOR EVALUATION AREAS/RATINGS

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 conformance to contract requirements, specifications and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, or safety and health standards). Include, as applicable, a discussion of the accuracy of reports/data; the extent to which the products/services provided meet the specifications of the contract; the extent to which the contractor’s work measures up to commonly accepted technical or professional standards; and the degree of Government technical direction required to solve problems that arise during performance.

Schedule – Assess the timeliness of the contractor against the completion of the contract, task orders, milestones, delivery schedules and administrative requirements. This assessment of the contractor’s adherence to the required delivery schedule should include the contractor’s efforts during the assessment period that contribute to or affect the schedule variance. This element applies to contract closeout activities as well as contract performance.

Cost Control – Assess the contractor’s effectiveness in forecasting, managing, and controlling contract cost. Include, as applicable, a discussion of the contractor’s ability to perform within the total estimated cost (what is the relationship of the negotiated costs and budgeted costs to actuals); innovative approaches implemented by the contractor that resulted in cost savings; the timeliness, accuracy, and completeness of invoices; and the adequacy of the contractor’s budgetary internal controls.

The evaluation ratings for all areas are as follows:

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 some 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 – Monthly Monthly Surveillance:

The COR will perform a quarterly assessment of Quality, Schedule, and Cost Control as applicable utilizing the CPARS evaluation rating definitions listed in Enclosure (3).

Measure

Of Key Personnel Other

Technical Documentation, ADHOC Reports, Products, Processes (Recommendations, White Papers, drawings, plans, etc.)

Monthly Summary of Ratings: