1 QUALITY ASSURANCE EVALUATOR TRAINING ADVISORY & ASSISTANCE SERVICES CONTRACTS.

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QUALITY ASSURANCEEVALUATOR

TRAINING

ADVISORY & ASSISTANCE

SERVICES CONTRACTS

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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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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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INSPECTION AND ACCEPTANCE– INSPECTION PERFORMED AT DESTINATION• AT GOVERNMENT SITE• BY ASSIGNED QAES

– ACCEPTANCE • PERFORMED BY THE QAES OR FAC

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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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– 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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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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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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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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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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CONTRACTOR’S QUALITY CONTROL PLAN

(QCP)

CAAS CONTRACT

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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)

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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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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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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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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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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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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– 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 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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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

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QUESTIONS?

1 QUALITY ASSURANCE EVALUATOR TRAINING ADVISORY & ASSISTANCE SERVICES CONTRACTS.

Documents

general contracting

ktr employees ktr personnel

government slide

task order ktr

control of gov personnel

documentation slide

default slide

fac slide