Surveillance_Activity_Checklist.doc

N68936-16-R-0006

Surveillance Activity Checklist (SAC)

F/A-18 AND EA-18G FLEET SUPPORT TEAM

ENGINEERING STRESS ANALYSIS AND DESIGN SERVICES

29 March 2016

1. Purpose This Surveillance Activity checklist (SAC) is a Government developed and applied document used to ensure systematic quality assurance methods in the administration of the Level of Effort (LOE) services 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.

This contract requirement is for engineering stress analysis and design modification on aircraft repairs for the purpose of increasing reliability, reducing total ownership cost, and obtaining additional service life of the F/A-18 & EA-18G Fleet Support Team (FST) In-Service Support Center (ISSC) at Fleet Readiness Center South West (FRCSW) Naval Air Station (NAS) North Island, California, commonly referred to as the F/A-18 FST. These requirements include support in structures engineering stress analysis, structures design and solid modeling, and advance composite design and analysis. The contract will be for a five year period of performance. A properly executed SAC will assist the Government in achieving the objectives of this procurement.

2. Authority Authority for issuance of this SAC is provided by Section E - Inspection and Acceptance, which provides for inspection and acceptance of the services and documentation called for in Contracts, 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 Management 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.

The SAC on the other hand, is put in place to provide Government surveillance oversight of the Contractor’s efforts to ensure that they are timely, effective and are delivering the results specified in the contract and documented in the Quality Management Plan.

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 makes related determination and findings on behalf of the Government. The PCO for this contract is Debra Zamarron, NAVAIR Code 254220D. The ACO will be designated upon award of 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 upon award of the resulting contract. The limitations of authority are contained in a written letter of appointment.

Alternate Contracting Officer’s Representative (ACOR) – An individual appointed in writing by the PCO to act as their authorized representative, in the absence of the COR, to assist in administering the contract. The ACOR will be appointed in the resulting contract. The limitations of authority are contained in a written letter of appointment.

Technical Assistant (TA) – An individual appointed by the Director of NATEC or its designee to provide technical assistance and support to the COR in the administration of the assigned contract(s).

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 ensures 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 (COR) – The COR is responsible for the technical administration of the contract and ensures 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.

Alternate Contracting Officer’s Representative (ACOR) – The ACOR is responsible for technical surveillance of the contractor’s performance in the absence of the COR. The 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.

Technical Assistant (TA) – The TA is responsible for documenting performance of Engineering and Logistics support services. The TA assists the COR in executing the assigned inspection and monitoring duties; however, the TA may not provide any technical direction that conflicts with the terms and conditions of the contract nor clarify questions for the Contractor without obtaining approval from the COR.

6. Methods of QA Surveillance Enclosure (1), shall be used by the COR in the execution of this SAC. The form to be used for documentation of quality assurance surveillance for the semiannual reviews is the Surveillance Activity Checklist which is provided in Enclosure (1). Enclosure (2) will be provided by the Customer monthly to the COR. These two documents will be utilized as methods of surveillance for the effort.

7. Surveillance Enclosure (1) will be provided to the Contractor on a semi-annual basis, as feedback on their performance of the services provided under this contract, while enclosure (2) is a Contractor Performance Evaluation Survey template that will be completed monthly by the Customer in order to provide feedback on the Contractor’s performance to the COR.

8. Documentation In addition to providing the semi-annual 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, including the originals of the Quality Assurance Checklist. All such records will be maintained for the life of the contract. The COR shall forward these records, to the Contracting Officer semi-annually to ensure surveillance is occurring and performance is satisfactory. The COR shall forward all records to the Contracting Officer at termination or completion of the contract.

9. Enclosures Enclosure (1) Surveillance Activity Criteria and Checklist Enclosure (2) Contractor Performance Evaluation Survey

Surveillance Activity Checklist

All Contracts will be assessed on the following:

Quality of Service – Assess the Contractor’s product quality is accurate, complete and meets the contract requirements, specifications, and standards. Assess the Contractor’s methodologies and technical performance/products are in accordance with commonly accepted technical or professional standards, and reflect complete understanding of the SOW and program 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 progress in relation to meeting scheduled milestone events during the assessment period that contribute to or affect the program’s schedule. Assess all schedule delays, causes for the delays and the Contractor’s corrective action plan. Determine if schedule impact is Government or contractor caused delay. If the delay is caused by the Government, contractor’s evaluation rating will not be reflected negatively.

Cost Control – Assess the Contractor’s incurred cost and hours are consistent with the value of services and products received by the Government. For Contracts where the level of effort and cost was based on a Contractor’s proposal, the relationship of these estimates to actual cost will be assessed. Assess the vouchers to verify that the funding and costs are accurate and complete and submitted in accordance with contract requirements. Assess any Contractor innovative cost saving solutions. Assess the Contractor’s effectiveness in forecasting, managing and controlling contract cost. If the Contractor is experiencing cost growths, assess the causes and contractor-proposed solutions for the cost overruns.

Management - Assess the Contractor’s reasonable and cooperative behavior, effective business relations, and customer satisfaction. Assess the Contractor’s effectiveness and efficiency of managing personnel in response to changing priorities, as well as matching personnel qualifications to requirement tasking. Assess the timeliness, completeness and quality of problem identification, resolution, and corrective action plans.

The evaluation ratings are as follows:

Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the tasks 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 tasks 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 tasks contains some minor problems for which corrective actions taken by the Contractor were satisfactory.

Marginal – Performance does not meet contractual requirements. The contractual performance of the tasks being assessed reflects a serious problem for which the Contractor has not yet identified corrective actions. The Contractor’s proposed actions were 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 tasks contains a serious problem(s) for which the Contractor’s actions were ineffective.

SURVEILLANCE ACTIVITY CHECKLIST

Semi Annual (six months and 12 months) Assessments shall be performed by the COR and documented using the Surveillance Activity Checklist below, in conjunction with information obtained from the Contractor Performance Evaluation Surveys, and any required Technical Training Materials and/or CDRL for the month as described in the contract SOW and this SAC.

Ensure one assessment is provided for each Task Order/Technical Representative.

Man-Hour Estimate/Analysis Plan IAW SOW Para 3.3.

100% inspected by COR, ACOR and/or TA’s, customer feedback.

Data Deliverables

Completed Quality of Service

Durability and Damage Tolerance (DADT) Analysis Report, CDRL A007

100% Inspection by COR or as designated by COR

Contracting Officer’s Management Report, CDRL A00A

100% Inspection by COR or as designated by COR

Contractor's Progress and Status Report, CDRL A00B

100% Inspection by COR or as designated by COR

Cost Summary Report (CSR), CDRL A00C

100% Inspection by COR or as designated by COR

Contractor’s Personnel Roster, CDRL A00D

100% Inspection by COR or as designated by COR

Status of Government Furnished Equipment (GFE) Report, CDRL A00E

100% Inspection by COR or as designated by COR

Any rating above Satisfactory should be supported. Please provide support information that demonstrates the contractor’s performance as being above Satisfactory below:

Any rating below Satisfactory should be supported by providing information as to what or why the performance was below Satisfactory in the paragraph below:

CONTRACTOR PERFORMANCE EVALUATION SURVEY

In an effort to provide the best service possible to you, our customer, we would like your evaluation of the services provided by the contractor providing engineering analysis services.

Activity:

Location:

Contractor: ________________________ Task #:

Rating Period:

Company Name: _______________

Evaluated by: _____________________________ Contract No: _________________________

Name:

Title:

________________________ Signature & Date: _____________________________

General Support Requirements IAW SOW Para 3.1: Provide qualified personnel as detailed in the Labor Categories in para. 5.0; follow Security requirements as detailed in para. 4.0.

Structures Engineering Analysis SOW Para 3.2.1: provide detailed analyses of structural repairs, designs drawings, reports and references; Static and Fatigue analysis; fatigue and fracture analysis; all using methods and standards specified.

Structures Design and Solid Modeling IAW SOW Para 3.2.2: Provide drafting, design, solid modeling and manufacturing services to support aircraft repair utilizing the 3MS process.

Advanced Composites Design and Analysis SOW Para 3.2.3: Provide detailed analyses of repairs, structural test results; perform detailed bonded join analysis methodology analyses Bearing By-Pass analyses, Delamination analyses, Disbond analyses, Honeycomb Core analyses, Porosity analyses, Stability analyses, Crippling analyses; prepare the Government project team’s reference file archives, a stress and fatigue analysis report/data package per engineering task or .disposition; provide senior engineering expertise in the following aircraft production industry functions: sub assembly, assembly, machine shop, composites manufacturing shop, tooling manufacture, working of tooling, production line manufacturing, fastener application and installation, analyses of repairs to advanced composite components, mentoring, design, methods, and principles, on the F/A-18 and EA-18G.

Man-Hour Estimate/Analysis Plan, SOW Para 3.3.

Major Structural Analysis IAW SOW para 3.4.

Structural Analysis Technical Deliverables IAW SOW para 3.5 thru 3.5.4.10

Data Deliverables

Presentation Material, CDRL A001

Stress, Fatigue, and Fracture Analysis Report, CDRL A002

Contractor’s Trip/Travel Report, CDRL A003

Mathematical Model Finite Element Analysis Report, CDRL A004

Mathematical Model Finite Element Structure Report, CDRL A005

Product Drawings/Models and Associated Lists, CDRL A006

Durability and Damage Tolerance (DADT) Analysis Report, CDRL A007

Technical and Management Work Plan, CDRL A008

Man hour Estimate, Technical Cost Proposals, CDRL A009

Contracting Officer’s Management Report, CDRL A00A

Contractor's Progress and Status Report, CDRL A00B

Cost Summary Report (CSR), CDRL A00C

Contractor’s Personnel Roster, CDRL A00D

Status of Government Furnished Equipment (GFE) Report, CDRL A00E

* Rating Legend: 1 – Unsatisfactory 2 – Marginal

3 – Satisfactory

4 – Very Good

5 – Excellent

** Note: Be careful with comments such as “... performs above and beyond the call of duty”, which could mean performing beyond or outside the scope of the contract. Contractors are to perform within the scope of the contract. Please provide details, especially when rating is above or below satisfactory. Use separate sheet if necessary

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