Attach_1-_Surveillance_Activity_Checklist.doc

Seaport-e RFP N00024-12-R-3461

Attachment J3

N00421-19-R-0013 Attachment 1

Surveillance Activity Checklist for Contractor Support Services for AIR-7.0 Command Strategic Leadership Support 1.

Purpose

This Surveillance Activity Checklist is a Government-developed and applied document used to make sure that 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.

The Naval Air Systems Command (NAVAIR), in particular, the Command Assessment Staff Office (CASO), and the NAVAIR Command Strategic Leadership Support team (AIR 7.1.1), the Business and Financial Management Competency (BFMC), and the NAVAIR Washington Liaison Office (WLO) have requirements for the Command Strategic Leadership Services team, to include research and analysis, support on internal and external issues to NAVAIR leadership, its resource sponsors, and fleet partners, planning and implementation of various NAVAIR mandated actions; planning, documentation and action identification required for implementing CNO strategic initiatives management staff support to NAVAIR executive leadership; administrative and operational support staff to facilitate daily operations of the WLO and PEO Joint Strike Fighter to include on-site administrative support, coordination and scheduling of meetings, workshops and conferences, scheduling, and allocation of workspaces and parking passes, equipment maintenance coordination, office security, technology support and transportation.

This level of effort (LOE) contract contains cost-plus-fixed-fee (CPFF) labor CLINs. The contract 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.

2.

Authority

Authority for issuance of this Surveillance Activity Checklist is provided under Contract Section E – Inspection and Acceptance, which provides for inspection 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 determinations and findings on behalf of the Government. The PCO for this contract is AIR-2.5.1.8. 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 marketplace for contractor support services contract 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 of key personnel, 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 form below lists 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 products and services provided by the contractor on site and recurring review of contractor submitted reports and documentation identified in the Contract Data Requirements List (CDRL) will be performed by the COR. Feedback from requiring activity personnel will be collected and used by the COR to document surveillance of technical performance.

7.

Surveillance

The Surveillance Activity Checklist, Enclosure (1), will be provided to the contractor on a monthly basis, as feedback on the performance of their management and quality control actions for the services and products provided under the 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

ENCLOSURE (1):

SURVEILLANCE ACTIVITY CHECKLIST

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/order requirements, specifications and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, or safety and health standards). List and assess any sub-elements to indicate different efforts where appropriate. Include, as applicable, information on the following:

• Are reports/data accurate?

• Does the product or service provided meet the specifications of the contract/order?

• Does the contractor’s work measure up to commonly accepted technical or professional standards?

• What degree of Government technical direction was 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 (e.g., efforts that contribute to or affect the schedule variance).

Cost Control – Assess the contractor’s effectiveness in forecasting, managing, and controlling contract/order cost. Include, as applicable, the following information:

• Does the contractor keep within the total estimated cost (what is the relationship of the negotiated costs and budgeted costs to actuals)?

• Did the contractor do anything innovative that resulted in cost savings?

• Were billings current, accurate and complete?

• Are the contractor’s budgetary internal controls adequate?

Business Relations – Assess the integration and coordination of all activity needed to execute the contract/order, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts. Include, as applicable, information on the following:

• Is the contractor oriented toward the customer?

• Is interaction between the contractor and the government satisfactory or does it need improvement?

• Include the adequacy of the contractor’s accounting, billing, and estimating systems and the contractor’s management of Government Furnished Property (GFP) if a substantial amount of GFP has been provided to the contractor under the contract/order.

• Address the timeliness of awards to subcontractors and management of subcontractors, including subcontract costs. Consider efforts taken to ensure early identification of subcontract problems and the timely application of corporate resources to preclude subcontract problems from impacting overall prime contractor performance.

• Assess the prime contractor’s effort devoted to managing subcontracts and whether subcontractors were an integral part of the contractor’s team.

Management of Key Personnel – Assess the contractor’s performance in selecting, retaining, supporting, and replacing, when necessary, key personnel. For example:

• How well did the contractor match the qualifications of the key position, as described in the contract/order, with the person who filled the key position?

• Did the contractor support key personnel so they were able to work effectively?

• If a key person did not perform well, what action was taken by the contractor to correct this?

• If a replacement of a key person was necessary, did the replacement meet or exceed the qualifications of the position as described in the contract/order schedule?

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

Monthly Surveillance:

The COR will perform a monthly assessment of Quality, Schedule, Cost Control, Business Relations, Management of Key Personnel 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 some contractual requirements. The contractual performance of the task and sub-task being assessed reflects 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.

AIR- 7.0 COMMAND STRATEGIC LEADERSHIP SUPPORT

Measure

Data Products

Measure

Monthly Summary of Ratings

Quality of Product/Service Schedule

Number of Exceptional

Number of Very Good

Number of Satisfactory

Number of Marginal

Number of Unsatisfactory

Cost Control

Business Relations

Management of Key Personnel Other Areas

Number of Unsatisfactory

Annual Surveillance The COR will perform an annual assessment of overall contract performance utilizing the CPARS evaluation rating definitions as well as the monthly summary of ratings.

Measure

Source Selection Information For Official Use Only

See FAR 3.104 and 2.101

Attachment (1) to MOPAS Source Selection Information For Official Use Only See FAR 3.104 and 2.101

Attachment (1) to MOPAS