Attachment_G_-_Contract_Admin_and_QASP.pdf

ATTACHMENT G

CONTRACT ADMINISTRATION PLAN (CAP) FOR FIXED PRICE, INDEFINITE DELIVERY, CONTRACTS

In order to expedite the administration of this contract, the following delineation of duties is provided. The names, addresses and phone numbers for these offices or individuals are included elsewhere in the contract award document. The office or individual designated as having responsibility should be contacted for any questions, clarifications or information regarding the administration function assigned.

1. The Contracting Officer (CO) is responsible for:

a. All pre-award duties such as solicitation, negotiation and award of contracts.

b. Any information or questions during the pre-award stage of the procurement.

c. Freedom of Information inquiries.

d. Changes in contract terms and/or conditions.

e. Post award conference.

2. The Contract Officer is responsible for matters specified in FAR 42.302, except those areas otherwise designated as the responsibility of the Contracting Officer's Representative (COR) or someone else herein.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Contracting Officer is responsible for:

a. Requesting, obtaining and evaluating proposals for orders to be issued.

b. Select the most advantageous offer to the Government for individual Task Orders in accordance with contract provisions. Determining that the price/estimated cost of the order is fair and reasonable for the effort proposed.

c. Obligating the funds by issuance of the delivery order/task order.

d. Authorizing the contractor to begin performance.

e. Providing subcontract approval.

f. Monitoring direct costs on orders issued.

NOTE: In no case shall the COR perform the duties of the Contracting Officer.

5. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the CO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the CO in writing. No action may be taken by the contractor unless the CO has issued a contractual change.

The COR duties are as follows:

a. Technical Interface

(1) The COR is responsible for all Government technical interface concerning the contractor and furnishing technical instructions to the contractor. These instructions may include: technical advice/recommendations/clarifications of specific details relating to technical aspects of contract requirements;

milestones to be met within the general terms of the contract or specific subtasks of the contract; or, any other interface of a technical nature necessary for the contractor to perform the work specified in the contract or order.

The COR is the point of contact through whom the contractor can relay questions and problems of a technical nature to the CO.

(2) The COR is prohibited from issuing any instruction which would constitute a contractual change.

The COR shall not instruct the contractor how to perform. If there is any doubt whether technical instructions contemplated fall within the scope of work, contact the CO for guidance before transmitting the instructions to the contractor.

b. Contract Surveillance

(1) The COR shall monitor the contractor's performance and progress under the contract. In performing contract surveillance duties, the COR should exercise extreme care to ensure that he/she does not cross the line of personal services. The COR must be able to distinguish between surveillance (which is proper and necessary) and supervision (which is not permitted). Surveillance becomes supervision when you go beyond enforcing the terms of the contract. If the contractor is directed to perform the contract services in a specific manner, the line is being crossed. In such as situation, the COR's actions would be equivalent to using the contractor's personnel as if they were government employees and would constitute transforming the contract into one for personal services.

(2) The COR shall monitor the contractor's performance to see that inefficient or wasteful methods are not being used. If such practices are observed, the COR is responsible for taking reasonable and timely action to alert the contractor and the CO to the situation.

(3) The COR will take timely action to alert the CO to any potential performance problems. If performance schedule slippage is detected, the COR should determine the factors causing the delay and report them to the CO, along with the contractor's proposed actions to eliminate or overcome these factors and recover the slippage. Once a recovery plan has been put in place, the COR is responsible for monitoring the recovery and keeping the CO advised of progress.

(4) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a Contractor Performance Assessment Report (CPAR) in the CPARS Automated Information System (AIS). The initial CPAR, under an eligible contract, must reflect evaluation of at least 180 days of contractor performance. The completed CPAR, including contractor comments if any, (NOTE: contractors are allowed 30 days to input their comments) should be available in the CPARS AIS for reviewing official (CO) review no later than 270 days after start of contract performance. Subsequent CPARs covering any contract option periods should be ready at 1-year intervals thereafter.

c. Invoice Review and Approval/Inspection and Acceptance

(1) The COR is responsible for quality assurance of services performed and acceptance of the services or deliverables. The COR shall expeditiously review copies of the contractor's invoices or vouchers, certificate of performance and all other supporting documentation to determine the reasonableness of the billing. In making this determination, the COR must take into consideration all documentary information available and any information developed from personal observations.

(2) The COR must indicate either complete or partial concurrence with the contractor's invoice/voucher by executing the applicable certificate of performance furnished by the contractor.

(3) The COR will provide the CO with copies of acceptance documents such as Certificates of Performance.

(4) Upon completion of all services under the contract, the COR shall work with the Contractor to obtain and execute a final invoice no more than 60 days after completion of contract performance. The COR shall ensure that the invoice is clearly marked as a “Final Invoice.”

d. Contract Modifications/Orders Under Indefinite Delivery Contracts.

(1) The COR is responsible (if necessary) for developing the statement of work for tasking orders, change orders, or modifications and for preparing an independent government cost estimate of the effort described in the proposed statement of work.

(2) The COR shall provide available and relevant Past Performance information with each request for new Task Orders. The COR shall review and evaluate the contractor’s proposal and furnish comments and recommendations

e. Administrative Duties

(1) The COR is responsible for taking appropriate action on technical correspondence pertaining to the contract and for maintaining files on each contract. This includes all modifications, government cost estimates, contractor invoices/vouchers, certificates of performance.

(2) The COR shall maintain files on all correspondence relating to contractor performance, whether satisfactory or unsatisfactory, and on trip reports for all government personnel visiting the contractor's place of business for the purpose of discussing the contract.

(3) The COR must take prompt action to provide the CO with any contractor or technical code request for change, deviation or waiver, along with any supporting analysis or other required documentation.

f. Government Furnished Property. When government property is to be furnished to the contractor, the COR will take the necessary steps to ensure that it is furnished in a timely fashion and in proper condition for use.

The COR will maintain adequate records to ensure that property furnished is returned and/or that material has been consumed in the performance of work.

g. Security. The COR is responsible for ensuring that any applicable security requirements are strictly adhered to.

h. Standards of Conduct. The COR is responsible for reading and complying with all applicable agency standards of conduct and conflict of interest instructions.

i. Written Report/Contract Completion Statement.

(1) The COR is responsible for timely preparation and submission to the CO, of a written, annual evaluation of the contractors performance. The report shall be submitted within 30 days prior to the exercise of any contract option and 60 days after contract completion. The report shall include a written statement that services were received in accordance with the Contract terms and that the contract is now available for close-out. The report shall also include a statement as to the use made of any deliverables furnished by the contractor. For contracts where delivery orders are issued, one consolidated report which addresses all actions under the contract may be submitted.

(2) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a final Contractor Performance Assessment Report (CPAR) in the CPARS with 30 days of contract completion.

(3) The COR is responsible for providing necessary assistance to the Contracting Officer in performing Contract Close-out in accordance with FAR 4.804, Closeout of Contract Files.

7. The Quality Assurance Evaluator (QAE), if appointed, is responsible for providing routine administration and monitoring assistance to the COR. The QAE does not have the authority to provide any technical direction or clarification to the contract. Duties that may be performed by the QAE are as follows:

a. Identify contractor deficiencies to the COR.

b. Review contract/delivery order deliverables, recommend acceptance/rejection, and provide the COR with documentation to support the recommendation.

c. Assist in preparing the final report on contractor performance for the applicable contract/delivery order in accordance with the format and procedures prescribed by the COR.

d. Identify contract noncompliance with reporting requirements to the COR.

e. Evaluate the contractor's proposals for specific delivery orders and identify, for the COR, any potential problems, areas of concern, or issues to be discussed during negotiations.

f. Review contractor status and progress reports, identify deficiencies to the COR, and provide the COR with recommendations regarding acceptance, rejection, and/or Government technical clarification requests.

g. Review invoices for the appropriate mix of types and quantities of labor, materials, and other direct costs, and provide the COR with recommendations to facilitate COR certification of the invoice.

h. Provide the COR with timely input regarding technical clarifications for the statement of work, possible technical direction to provide the contractor, and recommend corrective actions.

i. Provide detailed written reports of any trip, meeting, or conversation to the COR subsequent to any interface between the TA and contractor.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) FOR BOOTS TO BUSINESS MARKETING

AND OUTREACH SERVICES (For Information Purposes Only)

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of this performance based service contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received.

2.0 AUTHORITY

This QASP is issued in accordance with FAR Part 37. The authority for issuance of this QASP is provided under

FAR 46.201.

3.0 SCOPE

The primary mission of SBA OVBD Boots to Business Marketing and Outreach is to increase awareness by conducting comprehensive outreach to Veterans (prior/active) including Reserve component members of the U.S.

military, to include spouses/partners, for the formulation, execution, and promotion of policies and programs of the Administration that provide assistance to small business concerns owned and controlled by veterans, service-disabled veterans and reservists. This is accomplished by increasing awareness of and favorable attitudes toward Boots to Business by specific target audiences; communicating through various methods to drive prospects to http://www.sba.gov/bootstobusiness, and other owned media, to include a robust presence in social media. Use integrated marketing approach consisting of traditional (e.g., TV, radio, print) and digital/interactive media (e.g., internet, social) to increase familiarity of B2B educational and training opportunities and its benefits. Secondarily, these efforts are used to educate the public, especially those likely to have influence over the target market, about B2B opportunities. Position SBA OVBD B2B as a modern, high technology service and appeal to target audience using current and emerging technologies and communication channels. Provide least-cost, most efficient means to inform, inspire, influence new entrepreneurs. All initiatives require robust metrics to measure past performance and contribute to estimating future effect of marketing and outreach efforts.

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 Quality Assurance Surveillance Plan (QASP) is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

4.0 GOVERNMENT RESOURCES

Contracting Officer – The Contracting Officer (CO) 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 (COR) - The COR provides detailed technical oversight of the Contractor’s performance and reports his or her findings to the Contracting Officer. While the COR may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, he or she is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract, price, terms, or conditions will be referred to the Contracting Officer for action. COR limitations are contained in the written letter of appointment.

http://www.sba.gov/bootstobusiness

Quality Assurance Evaluator (QAE) to the Contracting Officer’s Representative (COR) – The QAE provides technical assistance and support to the COR in the administration of the contract. The QAE assists the COR in executing assigned inspection and monitoring duties. The QAE is not empowered to provide any technical direction or clarification directly to the contractor. Any need for technical direction or clarification will be referred to the COR for appropriate action.

5.0 METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP.

1. Monitoring Services for Sub-CLINs ending in –001:

OVBD program managers will develop guidance that will stipulate the marketing needs of B2B for the upcoming calendar year for their programs covering services. They will present this guidance to the contractor to advise what is required by OVBD for their programs in terms of meeting goals, special requirements, etc. The contractor shall develop its recommended Annual Marketing and Outreach Plan (AMOP) based on the information provided by the OVBD program managers. This plan will meet or exceed industry best practices and contain a predictive basis for optimizing funds expenditure based on previous year’s efforts. Return on investment (ROI) for funds expensed to M&A will be captured, assessed and displayed in required reports expressed using metrics approved by OVBD.

The OVBD Program Managers will provide review, input, and approval of the contractor’s recommended Annual Plan. Before the AMOP is officially approved for execution, OVBD will develop performance measures upon which OVBD will assess the plan’s execution. These measures will use performance metrics listed in this QASP (Attachment D), defined in detail with specific targeted numerical values (where appropriate) for the year based on market conditions, funding levels, and goals. Other metrics may be included when agreed upon by both parties. This AMOP package must then be approved by COR and senior OVBD leadership prior to execution.

OVBD Program Managers will continuously monitor the projects within their programs to ensure the contractor performs all the required tasks contained in the final, approved Annual Marketing and Outreach Plan. As part of the contractor’s Annual Plan, a detailed spreadsheet shall be provided to the COR identifying when projects are scheduled to commence, progress, and be completed. Examples of these projects covered by the Annual Marketing and Outreach Plan are website operation/updates/webcasts, development of new creative materials, production of creative products (commercials, videos, etc), and field events marketing services, etc . This spreadsheet shall identify all planned projects under the approved Annual Marketing and Outreach Plan for each upcoming contract period.

The contractor shall provide Monthly Status Reports to COR to provide a current status of the projects in progress covered by the Annual Marketing and Outreach Plan.

The COR will conduct regular status meetings with the contractor to review work in progress covered by the Annual Marketing and Outreach Plan and identify problems, deficiencies, and slippage in completion dates for contractor remediation.

All deadlines, deliverables, and activities described in the AMOP will be met by the contractor.

2. Monitoring Services for CLINs ending in –002:

The contractor shall provide recommended Media Plans for COR review and approval in response to task orders issued for Space Charges and Media Placement covered by the Annual Marketing and Outreach Plan.

Media Plans approved by the COR shall be incorporated into the respective task order prior to execution. The contractor shall properly annotate all media invoices and provide supporting documentation from media providers to OVBD financial managers which can be tracked back to specific task orders to ensure proper invoicing and monitoring of media fund expenditures.

3. Monitoring Services for CLINs ending in –003:

COR will develop and prepare statements of work and independent government estimates for additional marketing and outreach services including associated ODE’s when such services are emergent and within the scope of the contract, but are outside the scope of the Annual Marketing and Outreach Plan. COR shall monitor the work in progress by using the contractor’s Monthly Status Report, meetings, and through inclusion of additional reporting requirements in their PWSs to analyze the success of the project for future reference. Depending on the type of service to be performed, the COR may include timelines in the PWS especially if creative work is required due to the requirement for approval of creative products before the final item is produced.

The QAE will confer with COR to ensure all services have been completed under task orders and that all final reports have been received before the final contractor’s invoice is processed for payment.

4. Monitoring Services for CLINs ending in –004:

The contractor shall provide monthly reports to OVBD identifying usage and effectiveness of field events marketing properties, number of people in attendance, number of leads collected, and estimated cost allocation associated with each event.

6.0 DOCUMENTATION

The COR will, in addition to providing documentation to the Contracting Officer, maintain a complete Quality Assurance file. All such records will be retained for the life of the contract. Information in the Quality Assurance file will be considered when completing the annual Contractor’s Performance Report.

7.0 PERFORMANCE MEASURES

See Attachment D for list of performance measures regarding Annual Marketing and Outreach Plan.