Attachment 1 Contract Surveillance Plan.docx

N00421-20-D-0017

Surveillance Activity Checklist Reliability-Centered Maintenance

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.

The Naval Air Systems Command (NAVAIR) Reliability-Centered Maintenance, Sustainment Group, has a requirement for contractor support services (CSS) for Reliability-Centered Maintenance (RCM). Within NAVAIR, RCM is required in support of aircraft engines, aircraft systems (i.e., weapons, aircrew escape systems, avionics, and electrical systems), Support Equipment (SE) (i.e., avionics support equipment, non-avionics support equipment, and aircraft launch/recovery equipment), and depot plant equipment. In addition to RCM analyses, financial and administrative support and active participation in RCM Working Group meetings to provide feedback on a host of issues that drive RCM improvements is required.

The resultant single award Indefinite Delivery-Indefinite Quantity (IDIQ) contract level of effort will contain a cost-plus-fixed-fee (CPFF) CLIN for labor, and cost-reimbursable CLINs for Other Direct Costs (ODCs) to include travel and material. This contract will have a base five (5) year ordering period and optional three (3) year ordering period, and individual task orders will be executed as requirements are so identified by the Sustainment Group. A properly executed checklist will assist the Government in achieving the objectives of this procurement.

2. Authority Authority for the issuance of this Surveillance Activity Checklist is provided under the basic Seaport-E MAC, Section E – Inspection and Acceptance, which provides for inspections and acceptance of the services and documentation called for in task orders, 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 Surveillance Activity Checklist. 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 Checklist 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 specified in the contract.

4. Government Resources Outlined below are the following definitions of the roles and responsibilities for Government resources as applicable to this Surveillance Activity Checklist:

Contracting Officer – A person duly appointed with the authority to enter into (Procuring Contracting Officer (PCO)) or administer (Administrative Contracting Officer (ACO)) task orders and make related determination and findings on behalf of the Government. The PCO and 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) – (formerly Task Order Manager (TOM)). An individual appointed in writing by the PCO to act as their authorized representative to assist in administering the task order. The COR will be appointed in the resulting task order. 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 task order 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 task 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 task 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 task order price, terms, or conditions shall be referred to the Contracting Officer for action.

6. Methods of QA Surveillance

1. Methods of Surveillance

a. Contractor Performance Assessment Reporting System (CPARS) – The market place for logistic and technical service is very competitive. As such, the successful offeror has a vested interest in the Government-generated CPARS ratings under this task order. Additionally, the CPARS ratings will be the determinant in exercising an option or award term. For this procurement the Government will address the quality of product or service, 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 task order, the annual Government assessment will be used appropriately as an additional performance oversight and communication tool with the SURVEILLANCE ACTIVITY CHECKLIST.

b. Surveillance Activity Checklist – The below listed methods of surveillance will be used by the COR in the technical administration of this checklist. In addition to the below instructions, the form to be used for documentation of quality assurance surveillance is the Semi-Annual Surveillance Activity Checklist.

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 CDRLs will be performed by the COR and ACOR. Feedback from customers 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 meeting the quality standards set forth by the task order.

8. Documentation In addition to providing quarterly reports 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. All such records will be maintained for the life of the task order. The TOM shall forward these records to the Contracting Officer at termination or completion of the order.

9. Enclosures Enclosure (1) - Surveillance Activity Checklist Enclosure (2) – Annual CPARs Surveillance

N00421-20-R-0006

Source Selection Information 4 For Official Use Only See FAR 3.104 and 2.101

Source Selection Information 1 For Official Use Only See FAR 2.101 and 3.104 SURVEILLANCE ACTIVITY CHECKLIST (Enclosure 1)

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.

Monthly Surveillance:

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

The evaluation ratings definitions 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 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 (1) Surveillance Activity Checklist

Measure

Other

Monthly Summary of Ratings:

Enclosure (2)

ANNUAL CPARS SURVEILLANCE

Surveillance will be completed annually with Contract Performance Assessment Report (CPAR) across all task orders.

· Review of Monthly CDRLS

· Review of COR and Customer Feedback

· Review of Monthly CDRLS

· Review of Monthly CDRLS

· Review of Monthly CDRLS

· Review of Monthly CDRLS

· Review of Monthly CDRLS