1 QUALITY ASSURANCE EVALUATOR TRAINING ADVISORY & ASSISTANCE SERVICES CONTRACTS

2 OVERVIEW l GENERAL CONTRACTING ISSUES l CONTRACTOR’S (KTR’S) QUALITY CONTROL PLAN (QCP) l QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) l YOUR TASK ORDER REQUIREMENTS l DOCUMENTATION

3 GENERAL CONTRACTING ISSUES l ONLY THE CONTRACTING OFFICER (CO) CAN: –OBLIGATE THE GOVERNMENT –MODIFY THE TASK ORDER l QUALITY ASSURANCE EVALUATORS (QAES): –MONITOR CONTRACTOR PERFORMANCE –DIRECT REPERFORMANCE OF WORK –CERTIFY THAT SATISFACTORY SERVICES ARE RECEIVED BY THE GOVERNMENT

4 GENERAL CONTRACTING ISSUES l CONTRACTOR IS BOUND BY: –BASIC CONTRACT (GSA OR CAAS) –INDIVIDUAL TASK ORDER YOUR STATEMENT OF WORK CONTRACTOR’S PROPOSAL –SOLUTION & PRICE –CONTRACTOR’S QUALITY CONTROL PLAN (CAAS CONTRACT)

5 GENERAL CONTRACTING ISSUES l CAAS CONTRACT: CHANGING/SUBSTITUTING PERSONNEL –KTR MUST USE PERSONNEL IDENTIFIED IN THEIR PROPOSAL –CANNOT SUBSTITUTE WITHOUT CO's APPROVAL –SUBSTITUTIONS MUST MEET OR EXCEED QUALIFICATIONS OF ORIGINAL ASSIGNED PERSON

6 GENERAL CONTRACTING ISSUES l INSPECTION AND ACCEPTANCE –INSPECTION PERFORMED AT DESTINATION AT GOVERNMENT SITE BY ASSIGNED QAES –ACCEPTANCE PERFORMED BY THE QAES OR FAC

7 GENERAL CONTRACTING ISSUES l INSPECTION OF SERVICES CLAUSE –GOV’T WILL INSPECT IN A MANNER THAT WILL NOT UNDULY DELAY KTR’S WORK –KTR WILL FURNISH ALL REASONABLE FACILITIES AND ASSISTANCE TO GOV’T –GOV’T MAY REQUIRE REPERFORMANCE OF ANY UNACCEPTABLE WORK

8 GENERAL CONTRACTING ISSUES –WHEN REPERFORMANCE IS NOT FEASIBLE KTR TAKES CORRECTIVE ACTIONS FOR FUTURE ACTIONS TASK ORDER AMOUNT IS REDUCED GOV’T MAY PERFORM SERVICES AND CHARGE KTR MAY TERMINATE CONTRACT FOR DEFAULT

9 GENERAL CONTRACTING ISSUES l GRATUITIES –DO NOT ACCEPT ANY GRATUITY (E.G... AN ENTERTAINMENT OR GIFT) FROM THE KTR –NOTIFY THE CO IF OFFERED A GRATUITY l CONFLICTS OF INTEREST – PROHIBITIONS AGAINST EMPLOYMENT – DISCUSS W/JA IF CONSIDERING EMPLOYMENT DISCUSSIONS

10 GENERAL CONTRACTING ISSUES l PROPERTY RECORDS –GOV WILL MAINTAIN OFFICIAL PROPERTY RECORDS FOR ALL GOV FURNISHED EQUIP QAES TAKE INVENTORY OF ALL GFE BEFORE PROVIDING IT TO CONTRACTORS –DETAILED DESCRIPTION AND CONDITION OF ALL EQUIPMENT –GET CONTRACTOR TO ACKNOWLEDGE –FILE WITH QA DOCUMENTS

11 GENERAL CONTRACTING ISSUES l SECURITY SPECIFICATION (DD254) –REQ’D IF KTR WILL HAVE ACCESS TO CLASSIFIED DATA –KTR WILL ESTABLISH AND MAINTAIN A LIST OF ALL PERSONNEL AND CLEARANCES UNDER TASK ORDER –KTR MUST NOTIFY FAC/QAES OF ANY CHANGES –MAKE SURE KTR PERSONNEL ARE CLEARED!

12 GENERAL CONTRACTING ISSUES l GOV’T SUPERVISION OF KTR EMPLOYEES –GOV’T SHALL NOT SUPERVISE OR OTHERWISE DIRECT ANY KTR EMPLOYEES –KTR PERSONNEL SHALL NOT BE PLACED UNDER GOV SUPERVISION BE PLACED IN GOV STAFF OR POLICY MAKING POSITION. BE PLACED IN COMMAND, SUPERVISION, ADMINISTRATION OR CONTROL OF GOV PERSONNEL

13 CONTRACTOR’S QUALITY CONTROL PLAN (QCP) CAAS CONTRACT

14 QCP l QUALITY CONTROL PLAN (QCP) (CAAS CONTRACT) –CONTRACT REQUIRES CONTRACTOR TO DEVELOP AND MAINTAIN SUFFICIENT QCP –KTR MUST ENFORCE THEIR QCP –ENSURES SATISFACTORY PERFORMANCE –QAE SHOULD REVIEW KTRS QCP AT START OF PERFORMANCE WHENEVER A DISCREPANCY OCCURS NOTIFY CO IF REVISIONS ARE NEEDED

15 Quality Assurance Surveillance Plan (QASP)

16 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) l QUALITY ASSURANCE SURVEILLANCE PLAN: PROVIDES GENERAL SURVEILLANCE GUIDELINES WRITTEN BY THE QAE/FAC IDENTIFIES QA PERSONNEL IDENTIFIES DELIVERABLES AND METHODS OF INSPECTION

17 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) l OBJECTIVE –TO ENSURE THE GOV’T RECEIVES THE GOODS AND SERVICES WE ARE PAYING FOR l FOUR BASIC PRINCIPLES –FOSTER GOV’T AND KTR TEAMWORK –ENSURE DISCREPANCIES ARE RESOLVED AT LOWEST POSSIBLE LEVEL –EMPHASIZE REPERFORMANCE RATHER THAN WITHHOLDING OF FUNDS –ENSURE KTR QC PLAN IS ADEQUATE

18 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) l SURVEILLANCE METHODS (2 TYPES) –PERIODIC INSPECTION FOR ONGOING PERFORMANCE FREQUENCY BASED ON TASKS PERFORMED AND QAE/FAC’S BEST JUDGMENT –ONE HUNDRED PERCENT INSPECTION FOR ALL KTR DELIVERABLES (REPORTS)

19 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) l DEFICIENCY RESOLUTION (3 OPTIONS) –VERBAL NOTIFICATION TO TASK LEADER ONLY ON NON-MISSION CRITICAL TASKS –WRITTEN NOTICE TO TASK LEADER OR PROGRAM MANAGER OPTIONAL FORM 27 ISSUED BY QAE OR FAC –WRITTEN NOTICE TO PROGRAM MANAGER AF FORM 802 ISSUED BY FAC AND CO

20 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) l CERTIFICATE OF SERVICE (COS) REPORT –REQUIRED MONTHLY –CO CAN’T OK PAYMENT WITHOUT COS –COS IS SIGNED BY THE FAC OR QAE –COST REIMBURSABLE TASK ORDERS ALSO REQUIRE REVIEW OF INVOICES TYPICAL MAN-MONTH IS 160 HRS l QAE REVIEWS –ANNUAL REVIEW OF QAES BY THE CO –ANNUAL BRIEFINGS TO THE FAC BY THE CO

21 YOUR CONTRACT REQUIREMENTS l DEVELOPING THE GOV’T ESTIMATE l PREPARING THE STATEMENT OF WORK (SOW) l PREPARING THE QASP l SAFEGUARDING THE KTR’S PROPOSAL

22 GOVERNMENT ESTIMATE l GOV’T ESTIMATE –MUST BE INDEPENDENTLY DEVELOPED INCLUDE LEVEL OF EFFORT INCLUDE ANTICIPATED TRAVEL –CAN USE EXISTING CONTRACT RATES AS BASIS FOR ESTIMATE ACC CONS & ACC PMS CAN PROVIDE ASSISTANCE

23 STATEMENT OF WORK l DESCRIPTION OF OUR NEEDS –WHAT WE WANT DONE, NOT HOW TO DO IT –BREAK INTO DISCRETE TASKS, IF APPROPRIATE –IDENTIFY ALL DELIVERABLES –INCLUDE PLACE OF PERFORMANCE AND DURATION OF TASK ORDER SERVICE CONTRACTS CANNOT EXCEED 12 MONTHS IF USING ANNUAL APPROPRIATIONS

24 STATEMENT OF WORK l INCLUDE ANTICIPATED TRAVEL REQUIREMENTS –TRAVEL CONDUCTED ON COST- REIMBURSABLE BASIS MUST BE COORDINATED & APPROVED BY QAE MONITOR CLOSELY

25 TYPE OF TASK ORDER l TYPES OF TASK ORDERS – FIRM FIXED PRICE (FFP) –COST REIMBURSABLE COST PLUS FIXED FEE (CPFF) TIME & MATERIAL/LABOR HOUR CO WILL DETERMINE MOST APPROPRIATE TYPE OF TASK ORDER AFTER REVIEW OF SOW

26 TYPE OF TASK ORDER l FIRM FIXED PRICE –LABOR AMOUNT FIXED EACH MONTH –REGARDLESS OF HOURS WORKED –ALL WORK MUST BE REQUIRED IN THE ORIGINAL TASK ORDER ADDITIONAL WORK REQUIRES MODIFICATION NOTIFY ACC CONS IMMEDIATELY

27 TYPE OF TASK ORDER l COST PLUS FIXED FEE –KTR REIMBURSED FOR ALL COSTS LABOR, TRAVEL, INDIRECT COSTS QAE MUST VERIFY PROGRESS (STATUS REPORTS/INVOICES) FINAL COST VERIFIED BY DCAA AUDITORS KTR IS ALSO PAID A FIXED FEE (PROFIT) ESTABLISHED IN THE TASK ORDER

28 TYPE OF TASK ORDER l TIME & MATERIALS/LABOR HOUR –CONTRACTOR BILLS FOR HOURS WORKED –HOURLY RATE IS SET; INCLUDES DIRECT & INDIRECT CHARGES, AS WELL AS PROFIT –QAE MUST VERIFY PROGRESS (STATUS REPORTS/INVOICES) BOTH CPFF AND T&M/LH HAVE CEILING CONTRACTOR MUST NOTIFY GOV’T WHEN 85% OF CEILING IS REACHED

29 CONTRACTOR’S PROPOSAL l DETAILS SOLUTION TO THE TASK ORDER –ACCEPTED BY GOV’T – BINDING ON THE KTR l CONTAINS PROPRIETARY DATA –PROTECT FROM UNAUTHORIZED DISCLOSURE –MUST BE SHREDDED WHEN CONTRACT IS COMPLETE

30 CONTRACTOR’S PROPOSAL l PROPOSAL WILL IDENTIFY CONTRACTOR PERSONNEL –PROGRAM MANAGER –TASK LEADER * –QUALITY MANAGER (CAAS CONTRACT) *QAES SHOULD CONTACT THE TASK LEADER FOR DEFICIENCY NOTIFICATIONS.

31 CONTRACTOR’S PROPOSAL l CONTRACTOR’S PROPOSAL –EXPLAINS KTR’S APPROACH TO ACCOMPLISH THE TASK. –SELECTION OF SUCCESSFUL KTR IS BASED IN PART ON THEIR PROPOSAL KTR IS BOUND TO PERFORM IAW THEIR FINAL PROPOSAL FAILURE TO PERFORM AS PROPOSED ASSESSED ON PERFORMANCE RATING

32 QAE RESPONSIBILITIES l DOCUMENTATION –DOCUMENT EVERYTHING –USE QAE LOGBOOK WRITTEN OR ELECTRONIC INCLUDE DATE AND TIME FOR EACH ENTRY NOTE DELIVERABLES & ACCEPTANCE ALL DEFICIENCIES/RESOLUTIONS RECORD AUTHORIZED TRAVEL

33 QAE RESPONSIBILITIES l QAE FILES –QAE APPOINTMENT CORRESPONDENCE –TASK ORDER/MODIFICATIONS –LOGBOOK, GENERAL CORRESPONDENCE –CONTRACTOR’S QCP –DELIVERABLES/REPORTS –COS REPORTS –CONTRACTOR INVOICES (CPFF, T&M/LH ORDERS)

34 QAE RESPONSIBILITIES l PERIOD OF PERFORMANCE SPECIFIED IN EACH TASK ORDER –CANNOT EXCEED 12 MONTHS IF USING ANNUAL APPROPRIATIONS l IF CONTINUED SERVICES ARE NEEDED –PREPARE NEW PACKAGE 90 DAYS PRIOR TO TASK ORDER COMPLETION –COORDINATE WITH ACC PMS/XR IF ADVISORY & ASSISTANCE SERVICES

35 l QUESTIONS?