1 quality assurance evaluator training advisory & assistance services contracts
TRANSCRIPT
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OVERVIEW
GENERAL CONTRACTING ISSUES CONTRACTOR’S (KTR’S) QUALITY CONTROL
PLAN (QCP) QUALITY ASSURANCE SURVEILLANCE PLAN
(QASP) YOUR TASK ORDER REQUIREMENTS DOCUMENTATION
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GENERAL CONTRACTINGISSUES
ONLY THE CONTRACTING OFFICER (CO) CAN:– OBLIGATE THE GOVERNMENT– MODIFY THE TASK ORDER
QUALITY ASSURANCE EVALUATORS (QAES):– MONITOR CONTRACTOR PERFORMANCE– DIRECT REPERFORMANCE OF WORK– CERTIFY THAT SATISFACTORY SERVICES
ARE RECEIVED BY THE GOVERNMENT
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GENERAL CONTRACTING ISSUES
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)
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GENERAL CONTRACTING ISSUES
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
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GENERAL CONTRACTING ISSUES
INSPECTION AND ACCEPTANCE– INSPECTION PERFORMED AT DESTINATION• AT GOVERNMENT SITE• BY ASSIGNED QAES
– ACCEPTANCE • PERFORMED BY THE QAES OR FAC
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GENERAL CONTRACTING ISSUES
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
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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
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GENERAL CONTRACTING ISSUES
GRATUITIES– DO NOT ACCEPT ANY GRATUITY (E.G... AN
ENTERTAINMENT OR GIFT) FROM THE KTR– NOTIFY THE CO IF OFFERED A GRATUITY
CONFLICTS OF INTEREST– PROHIBITIONS AGAINST EMPLOYMENT– DISCUSS W/JA IF CONSIDERING
EMPLOYMENT DISCUSSIONS
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GENERAL CONTRACTING ISSUES
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
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GENERAL CONTRACTING ISSUES
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!
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GENERAL CONTRACTING ISSUES
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
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QCP
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
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QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
QUALITY ASSURANCE SURVEILLANCE PLAN:• PROVIDES GENERAL SURVEILLANCE
GUIDELINES• WRITTEN BY THE QAE/FAC• IDENTIFIES QA PERSONNEL• IDENTIFIES DELIVERABLES AND
METHODS OF INSPECTION
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QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
OBJECTIVE– TO ENSURE THE GOV’T RECEIVES THE
GOODS AND SERVICES WE ARE PAYING FOR 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
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QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
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)
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QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
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
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QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)
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
QAE REVIEWS– ANNUAL REVIEW OF QAES BY THE CO– ANNUAL BRIEFINGS TO THE FAC BY THE CO
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YOUR CONTRACT REQUIREMENTS
DEVELOPING THE GOV’T ESTIMATE PREPARING THE STATEMENT OF WORK (SOW) PREPARING THE QASP SAFEGUARDING THE KTR’S PROPOSAL
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GOVERNMENT ESTIMATE
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
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STATEMENT OF WORK
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
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STATEMENT OF WORK
INCLUDE ANTICIPATED TRAVEL REQUIREMENTS– TRAVEL CONDUCTED ON COST-
REIMBURSABLE BASIS• MUST BE COORDINATED & APPROVED BY
QAE• MONITOR CLOSELY
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TYPE OF TASK ORDER
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
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TYPE OF TASK ORDER
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
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TYPE OF TASK ORDER
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
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TYPE OF TASK ORDER
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
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CONTRACTOR’S PROPOSAL
DETAILS SOLUTION TO THE TASK ORDER– ACCEPTED BY GOV’T – BINDING ON THE KTR
CONTAINS PROPRIETARY DATA– PROTECT FROM UNAUTHORIZED
DISCLOSURE– MUST BE SHREDDED WHEN CONTRACT IS
COMPLETE
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CONTRACTOR’S PROPOSAL
PROPOSAL WILL IDENTIFY CONTRACTOR PERSONNEL– PROGRAM MANAGER– TASK LEADER *– QUALITY MANAGER (CAAS CONTRACT)* QAES SHOULD CONTACT THE TASK
LEADER FOR DEFICIENCY NOTIFICATIONS.
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CONTRACTOR’S PROPOSAL
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
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QAE RESPONSIBILITIES
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
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QAE RESPONSIBILITIES
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)
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QAE RESPONSIBILITIES
PERIOD OF PERFORMANCE SPECIFIED IN EACH TASK ORDER– CANNOT EXCEED 12 MONTHS IF USING
ANNUAL APPROPRIATIONS IF CONTINUED SERVICES ARE NEEDED– PREPARE NEW PACKAGE 90 DAYS PRIOR TO
TASK ORDER COMPLETION– COORDINATE WITH ACC PMS/XR IF
ADVISORY & ASSISTANCE SERVICES