Attach_1_-_CSP_SAC.doc

N00421-19-R-0101

Contract Surveillance Plan (CSP) for Naval Air Systems Command (NAVAIR) Digital Group Technology Acceleration and Integration / Information Technology / Information Management / Cyber Security Support Services 1.

Purpose

This Contract Surveillance Plan (CSP) and the attached Surveillance Activity Checklist (SAC) is a Government developed and applied document used to make sure the systematic quality assurance methods are used in the administration of the performance based service order under the planned contract. 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 contract.

Specifically, the contract requirement is to provide support to the NAVAIR Digital Group. This requirement is in support of Digital technology acceleration and integration, information technology, information management, and cyber security.

The resulting contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract vehicle with individual task orders. The resulting task orders may be performance based or non-performance based Cost Plus Fixed Fee (CPFF) task orders with CPFF labor Contract Line Item Numbers (CLINs) and cost reimbursable CLINs for Other Direct Costs (ODCs), travel, and material.

A properly executed CSP and attached SAC will assist the Government in achieving the objectives of this procurement.

2.

Authority

Authority for issuance of this CSP and attached SAC is provided under Section E – Inspection and Acceptance of the contract, 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

To fully understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between Quality Control Plan 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 contract and individual task orders. The SAC is put in place to provide Government surveillance oversight of the Contractor’s efforts to assure that they are timely, effective and are delivering the results as specified in the contract and resulting task orders.

4.

Government Resources The following definitions for Government resources are applicable to this SAC:

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, The Procurement Group. 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) / Alternate Contracting Officer Representative (ACOR) – The individual appointed in writing by the PCO to act as their authorized representative to assist in administering the contract and resulting task orders. 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 contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

COR / ACOR – The COR/ACOR is responsible for technical administration of the contract and assures proper Government surveillance of the contractor’s performance. The COR/ACOR 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. The COR will be appointed at the contract level, meaning the COR/ACOR will be responsible for technical administration and government surveillance of all resulting task orders.

Contractor – The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of the contract. Details of these controls will be documented in the contractor’s Quality Control Plan.

6.

Methods of QA Surveillance a.

Contractor Performance Assessment Report System (CPARS) – The market place for digital / IT support services is very competitive. As such, the successful offeror has a vested interest in the Government generated CPARS rating under this contract and resulting task orders. The Government for this procurement will address the quality of product or service, schedule, cost control, regulatory compliance, management, and other important areas. As this information may affect future source selections throughout the Department of Defense (DoD), and the continuation of the contract, the annual Government assessment will be used appropriately as an additional performance oversight and communication tool.

b.

SAC – Enclosure (1) lists the methods of surveillance shall be used by the COR/ACOR in the technical administration of this CSP, with input from the Government Technical Points of Contact (TPOC) / Alternate Technical Point of Contact (ATPOC).

c.

Observation, Feedback and Review – Unscheduled observation of products and services provided by the Contractor on site and recurring review of the Contractor submitted reports and documentation identified in the CDRL(s) will be performed by the COR. Feedback from the TPOC/ATPOC will be collected and used by the COR to document surveillance of performance.

7. Surveillance

The COR/ACOR will perform monthly surveillance based on the quality and effectiveness of the Contractor’s data deliverables as well as the services provided in accordance with the SAC, Enclosure (1). The SAC sets forth the performance requirements standards, incentives, definitions for evaluations/ratings, and surveillance methods for the contractor and the COR/ACOR/TPOC.

Timely feedback to the Contractor on unacceptable performance will be provided by the COR/ACOR and documented in writing. Prompt feedback is essential so that the Contractor can develop and implement a corrective action plan. The Contractor's corrective action must be reported to the Contracting Officer for tracking purposes.

8. Documentation In addition to annual reports to the Contracting Officer, the COR/ACOR 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 Quality Assurance Checklists. All such records will be maintained for the life of the contract. The COR/ACOR shall forward these records to the Contracting Officer at termination or completion of the contract and Task Orders.

9.

Enclosures Enclosure (1) – Surveillance Activity Checklist Enclosure (1) SURVEILLANCE ACTIVITY CHECKLIST

PART A: DEFINITIONS

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 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 accuracy of reports/data and 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, discuss causes, and assess the effectiveness of Contractor corrective actions.

Cost Control – Assess the Contractor’s effectiveness in forecasting, managing, and controlling costs. Assess the contractor’s ability to perform within the total estimated cost; cost growth or under run and applicable causes. Assess any innovative approaches implemented by the Contractor that resulted in cost savings. In addition, assess the extent to which the contractor demonstrates as sense of cost responsibility, through the efficient use of resources in each work effort.

Regulatory Compliance – Assess compliance with all terms and conditions in the contract relating to applicable regulations and codes. Consider aspects of performance such as compliance with financial, environmental (i.e. Clean Air Act, Clear Water Act), safety and labor regulations as well as any other reporting requirements in the contract terms and conditions.

Management – Assess the contractor’s success with timely award and management of subcontracts, including whether the contractor met small business participation goals. Discuss the extent to which the contractor discharges its responsibility for integration and coordination of all activities needed to execute the contract and resulting task orders. Discuss the extent to which the contractor identifies and applies resources required to meet schedule requirements, assigns responsibility for tasks/actions required, and 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 individual task orders.

Other Areas – Assess additional evaluation areas unique to the individual task order or that cannot be captured elsewhere.

The CPAR 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.

PART B: MONTHLY SURVEILLANCE CHECKLIST

The COR will perform a Monthly assessment of Quality, Schedule, Cost Control, Regulatory Compliance, Management and Other Areas. The assessment will be provided to the PCO for approval via CORT and a summary will also be provided to the Contractor. The Performance Standards (PS) below apply to this IDIQ contract and all resulting Task Orders. Additional performance standards, relevant to the specific requirement, may be added to individual Task Orders as necessary. In such cases, the additional performance standards will be noted in the awarded Task Order.

Rating / Grade - Key

Performance Standards (PS) Performance Threshold (Satisfactory Performance) Method of Surveillance

PS #1 (PWS 3.3) Excellent staffing stability and resource

Planning across all contract efforts.

1) Management of personnel (retention, replacements, etc.) does not negatively impact quality or timeliness of products and services across the program

2) The Contractor maintains an updated Staffing Plan and obtains Government approval prior to adding personnel to the contract or changing performance locations of existing personnel.

100% Inspection of Monthly Status Report (CDRL A001) by COR / ACOR with TPOC input.

Inspection of services and CDRLs by COR / ACOR / TPOC.

Customer Feedback

2) Consistent quality services delivered throughout period of performance.

100% Inspection of Monthly Status Report (CDRL A001) by COR / ACOR with TPOC input.

Inspection of services and CDRLs by COR / ACOR / TPOC.

Customer Feedback

(CDRL A001) by COR / ACOR with TPOC input.

Inspection of services and CDRLs by COR / ACOR / TPOC.

Customer Feedback

PS #4 (PWS 3.3) Positive Business Relations, Customer Satisfaction, Timely and Open Communication and effective

Task Order performance coordination with other supporting vendors.

1) The Contractor was responsive to Government concerns and promptly applied corrective action to performance issues.

2) The Contractor provided timely notifications of issues and/or items requiring Government action.

3) The Contractor coordinated all applicable tasking across supporting vendors.

100% Inspection of Monthly Status Report (CDRL A001) by COR / ACOR with TPOC input.

Inspection of services and CDRLs by COR / ACOR / TPOC.

Customer Feedback

Monthly Status Report (CDRL A001) by COR / ACOR / TPOC.

Inspection of services and CDRLs by COR / ACOR / TPOC.

Customer Feedback

PS #6 (PWS 3.3) Cost Controls / Services are completed within negotiated / funded price and the Contractor has complied with all terms and conditions of the contract.

1) Monthly Activity Report and invoices reflects that reported expenditures (including subcontractor expenditures) are current and are tracking monthly within the overall funded Task Order CPFF CLIN amounts and resources are executing within approved allocations.

100% Inspection of Monthly Status Report (CDRL A001) by COR / ACOR / TPOC.

Inspection of services and CDRLs by COR / ACOR / TPOC.

Customer Feedback

See Part C and *Note (1) Contractor shall immediately correct or establish (Government) acceptable Corrective Action Plan within five (5) working days.

*Note (1): The IDIQ will include the option to award task orders using one of the two basics forms of CPFF – completion or term – as appropriate. The completion form is preferred and will be used when the work can be described by stating a definite goal or target and specifying the end-product. In accordance with FAR 16.306, under completion type orders, in the event the work cannot be completed within the estimated cost, the Government may require more effort without increase in fee, provided the Government increases the estimated costs.

PART C: INCENTIVES / OPTION EXERCISE ASSESSMENT

This Option Exercise Assessment shall apply to this contract and all resulting task orders as applicable. The COR will perform this assessment utilizing the CPAR format and the evaluation rating definitions listed in Part C, at months 6, 18, 30, 42, and 54 prior to exercise of options. Information from Part A will be utilized to complete the assessment. The Government reserves the right not to exercise options unless all regulatory requirements are met and the contractor meets the acceptable performance definition.

Measure

Cost Control *Note (1)

Incentives

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

Option 1:

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

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

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

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

Additionally, this IDIQ will include the option to award task orders using one of the two basics forms of CPFF – completion or term – as appropriate. The completion form is preferred and will be used when the work can be described by stating a definite goal or target and specifying the end-product. In accordance with FAR 16.306, under completion type orders, in the event the work cannot be completed within the estimated cost, the Government may require more effort without increase in fee, provided the Government increases the estimated costs.

For Official Use Only

Source Selection Sensitive. See FAR 2.101 and 3.104

For Official Use Only

Source Selection Information. See FAR 2.101 and 3.104