Surveillance Results and Discrepancies

Some probable causes of defective contractor production may be due to any of the following: 1. The cause of the problem lies with the government if l Delivery of government-provided materials or equipment is deficient. l Government employees (civilian or military) are disrupting the contractor’s efforts. l Subcontractor support is not effective (if contracted by the government). 2. The cause of the problem lies with the contractor if: l The contractor does not have enough people on the work site. l There are not enough properly trained people on the work site. l Supervision by the contractors inadequate. l The contractor’s quality control staff is not identifying problem areas. O The contractor is not using the proper materials or equipment to accomplish the job. l The contractor is not using the proper work methods to produce the required product. During the contract, the QAE retains a copy of all QAE schedules, evaluation worksheets, and checklists. At the end of the contract period, the QAE forwards these records for inclusion in the contract file. A specific service becomes unsatisfactory during a surveillance period. You should forward a copy of the inspection documentation supporting the contract discrepancy to the contract manager and the ROIC for action. You must keep the contractor appraised of surveillance results involving discrepancies. One method is to provide the contractor’s representative with a copy of the evaluation worksheet. The contractor’s representative should initial the original evaluation worksheet, showing that he or she has received a copy. Surveillance Results and Discrepancies At the end of each month, the QAE should assess the results for the evaluation worksheets, checklists, and other documents to figure out the contractor’s complete performance. If the contractor has performed excellently with few defects noted, the QAE may suggest that the contract manager inform the contractor of satisfactory performance. The QAE may recommend a reduced level of surveillance. Poor performance by a contractor requires much more, particularly in documentation and QAE effort. If a contractor has displayed poor performance, take the following actions: 1. The QAE learns that the government created any of the discrepancies. These discrepancies should not count against the contractor’s performance. When the government has caused the contractor to perform deficiently, the QAE prepares a letter to the responsible organization requesting corrective action. The QAE sends the letter to the responsible organization through the contract manager. 2. The government did not cause the discrepancy, The QAE tells the contractor’s site manager, in person, when the discrepancies occurred and asks the contractor to correct the problem. The QAE notes on the evaluation worksheet the date and time of the deficiency. The QAE has a contractor’s representative initial the entry on the worksheet. 3. When the contractor is responsible for failing to meet the limits of satisfactory performance, the contracting officer issues a Contract Discrepancy Report (CDR) to the contractor. If the failure is serious enough, issue the CDR at the time of unacceptable performance instead of at the end of the month. 4. If the contractor does not achieve satisfactory performance of that service by the end of the next month, the contracting officer then calls in the contractor for a personal review of the problems at a formal meeting. 5. Depending on the contractor’s complete performance, the government may issue a show cause letter that requires EFD approval. 6. Deduct funds for all documented defects. The QAE checks the contractor’s performance and documents instances of noncompliance. However, only the OIC can take formal action against the contractor for unsatisfactory performance. This section presents the normal steps required by contract 8-10