Post Award Accountability of a Contractor Service Provider

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Post Award Accountabilityof a Contractor Service
Provider
Gene Surmacz Director Acquisition Operations
Defense Distribution Center
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Agenda

• What is Post Award Accountability?
• Who is Responsible for Post Award Accountability?
• Pre-Award
• Transition
• Post Award
• Structure
• Process
• Evaluating Performance
• Dealing with Non Conformance
• Monitoring, Documenting, and Reporting
• Summary

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What is Post Award Accountability

• A-76 OMB Circular Monitoring Performance
• (1) Monitor Performance for all Performance
  Periods
• (2) Implement Quality Assurance Surveillance
  Plan (QASP)
• (3) Retain Competition Documentation
• (4) Maintain Currency of Contract Files
• (5) Record Actual Cost of Performance
• (6) Monitor, Collect and Report Performance
  Information IAW FAR 42.15
• FAR 42.15 Contractor Performance Information
• (1) Agencies shall prepare an evaluation of
  contractor performance at the time the work is
  completed under the contract
• (2) Interim evaluations should be prepare to
  provide current information for contracts
  exceeding one year
• (3) Contracting accomplishes this through the
  Contractor Performance Assessment Reporting
  System (CPARS)
• (4) Performance monitoring is IAW FAR Part 42
  Contract Admin, FAR Part 46 Quality Assurance and
  implementation of the QASP

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What is Post Award Accountability

• DLA A-76 Guidebook
• - Provides general guidance and framework of
  Post Competition Activities
• - Monitor SP for performance and cost
• - Post-Award Performance Review after 1 year to
  ensure
• (1) Transition plans implemented
• (2) Validate actual costs are in line Contract
  Award
• (3) SP accomplished work IAW PWS

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Who is Responsible forPost-Award
Accountabilityof Contractor SP

• Corporate Level
• Contracting Officer (KO)/Administer Contracting
  Officer (ACO) FAR 1.6
• Responsible for ensuring performance of all
  necessary actions for compliance with the terms
  of the contract and for safeguarding the
  interests of the Government in its contractual
  relationships.
• Site Level Continuing Government Activity (CGA)
• Contract Officer Representative (COR)
• Authorized representative of a KO within scope of
  his/her authority.
• Quality Assurance Evaluator (QAE)
• Government individuals charged with the task to
  monitor and determine whether the contractor has
  fulfilled its contract obligations pertaining to
  quality and quantity.

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Post Award Accountability in Pre-Award

• Post Award Accountability starts in the Pre-Award
  Phase
• Clearly Defined Requirement (PWS)
• Measured/Meaningful Acceptable Performance Levels
  (APLs)
• QASP
• Draft Developed
• Aligned to PWS
• Source Selection Plan
• Quality Control (QC) Plan Evaluation
• Quality Assurance (QA) and Surveillance
• Resources
• Training
• SP Providers Questions to the solicitation

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Post Award Accountability of Contract SP
PWS
APLs
Technical QASP
Contractor QC Plan
(Technical Evaluation)
PreAward
Award
Transition
Transition
QASP/QC Plan Finalizes
Full Performance
QC Plan
QASP
Performance
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Post Award Accountability in Transition
Teaming is Critical

• Post Award Conference/PWS Walk Through
• Contractor Refines QC Plan (Submits for Approval)
• Government Aligns QAAP to QC Plan
• Monitoring Structure Set Up (CGA)
• Performance and Cost Monitoring Process
  Established IAW Contract Structure

Common Understanding of Surveillance Process
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Post Award AccountabilityDefinitions

• Quality Assurance (QA) FAR 46.101
• Responsibility of the KO. Planned, systematic
  pattern of actions taken to provide adequate
  confidence that sufficient technical requirement
  are established that products and services
  conform to those requirements and that
  satisfactory performance is achieved.
• Quality Control (QC)
• Tasks performed by the SP to improve quality of
  work and ensure their work meets contract
  requirements.

Govt
EvaluateRisk
SP
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Post Award Accountability
Structure
Technical
ACO
Contractor Corporate
DDC HQ
COR
Site Manager
CGA
QAE
QAE
QAE
QC Plan
APLs
SHALLs
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Post-Award Accountability
Process

• QAEs
• Schedule Surveillance (monthly inspection)
• Measure (Collect and Analyze)
• Document (Surveillance logs, Compliant Records,
  Discrepancy Reports)
• Update (collection method)
• COR
• Monitor Surveillance
• Take Corrective Action QAE
• Work with SP to correct
• Report to ACO
• ACO
• Ensure Contract Compliance /Takes corrective
  action IAW FAR
• Ensure COR performing IAW designation letter
• Negotiate Contract Changes
• CPARS

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Evaluating Performance IAW FAR 46.103

• Significant Levels of Non-Conformance
• Critical (Unsafe Condition/Prevent Performance)
• Major (Failure/Materially Reduce Usability Serve)
• Minor (Not likely to Materially Impact but
  Departure from STD)
• Ensure Non-Conformances are Identified
  Establish Significance When Considering
  Acceptability
• Maintain Performance Record
• Document Non-Conformance
• Document Acceptability
• Document Action to Correct Deficiency

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FAR 46.407 Dealing With Non-Conformance

• KO Should Reject
• Opportunity to Correct at No Cost
• Ordinarily Must Reject for Critical or Major
• However, Can Conditional Accept
• Advice of Technical Activity and Concurrence
• Information Regarding Nature and Extent
• Request to Accept from SP (if Feasible)
• Recommendation with Supporting Rational
• Consideration
• If Minor
• May Accept
• KO Put SP on Notice
• Notice of Rejection

Silence Deemed Implied Acceptance
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Documentation, Monitoring, Reporting
ACO

• Ensure Documentation
• Documents Corporation Discussions

CPARS
COR

• Site Manager
• Dialogue
• Corrective Action

I T C O N T I N I UM
QAE

• QASP Tasks

SILENCE DEEMED IMPLIED ACCEPTANCE
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Post Award AccountabilityCost Monitoring
Adjusted 1 YR EST
Adjusted U/P
Awarded 1 YR EST
Awarded U/P
CONTRACT ESTIMATE BASE/3
CLIN
9,682,085.34
6.26
9,496,486.26
6.14
1,546,659
0001 Receipt/Issues
0002 PPPM
215,505.60
1.53
214,097.07
1.52
140,853
0002AA Bin
222,996.74
5.23
221,717.60
5.20
42,638
0002AB Med Bulk
220,500.88
177.68
220,451.24
177.64
1,241
0002AC Heavy Bulk
0003 Container and Dunnage Fabrication
163,746.70
3.90
162,487.11
3.87
41,986
0003AA Small
219,401.16
19.16
218,714.10
19.10
11,451
0003AB Med
43,261.29
79.33
43,174.04
79.17
545
0003AC Large
61,889.88
113.49
61,780.81
113.29
545
0003AD X-Large
0004 Container Reclamation
205,740.99
2.09
204,756.59
2.08
98,441
0004AA Fiberboard
146,843.20
11.76
146,218.87
11.71
12,487
0004AB All others
2,059.82
3.65
2,048.53
3.63
564
0005 DEPACK
18,280.10
107.53
18,198.50
107.05
170
0006 Courtesy load/off load
16,525.85
3.32
16,476.08
3.31
4,978
0007 Support for Arms/Ammo/Explosive
146,783.17
26.03
144,753.13
25.67
5,639
0008 TCTO
11,388,268.57
11,193,910.14
Overall increase
194,358.43
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Post Award AccountabilityPerformance Monitoring
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Summary

• Post Award Accountability starts in Pre-Award
• Team to Understand Requirement
• Responsibilities
• Document and Take Action

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