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Surveillance Results and Discrepancies | Up
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Figure 8-3.—Contract Discrepancy Report, NAVFAC Form 4330/48. |
administration when the QAE reports these
deficiencies. The actions listed are fixed roles and
represent a minimum level of action. Take more serious
action sooner if the contract manager, ROIC, or OIC
deems it needed.
DEDUCTIONS.— NAVFAC policy requires
deductions for each observed and documented defect.
Use the extrapolated deductions based on the random
sampling method for deduction only after adjusting the
observed defect rate.
The QAE makes a recommendation on the amount
of payment deductions required. Base this deduction
on documented deficiencies multiplied by the price
shown in the “Schedule of Deductions,” or in the “Items
of Bid” for indefinite quantity work items. The
“Consequences of Contractor’s Failure to Perform”
clause shows the amount of the liquidated damages.
When the contractor’s performance is considered
unsatisfactory and suggests a need for formal action, the
QAE, the contract manager, the ROIC, and the contract
specialist meet to decide what action is suitable.
When a decision is reached that a monetary
deduction is not required, then document the reasons.
The ROIC, in turn, shows agreement by signing the
decision documentation.
CONTRACT DISCREPANCY REPORT.—
Write contract discrepancy reports (CDRs) to identify
documented cases of poor performance by a contractor.
The contractor, upon receiving a CDR, identifies, in
writing, preventive measures for future occurrences of
the problem. He or she also identifies the corrective
action he or she intends to take on the current
discrepancies. Based on the contractor’s response, the
government may or may not take further action.
When there are continuing deficiencies in the
contractor performance, the QAE should recommend
issuance of a CDR, NAVFAC 4330/48 (fig. 8-3), by the
contract manager.
As QAE you are responsible for identifying the
problem that caused the poor performance. The QAE
should use this information to evaluate the contractor’s
response. It is the contractor’s responsibility to have a
Quality Control Program to provide feedback on
performance.
If the contractor’s response is likely to correct the
problem, the QAE could recommend to the FSCM that
further government action is not required except for an
increased level of surveillance. If the response will not
likely to correct the problem, the QAE should identify
the shortfall. He or she also should recommend further
action required by the government.
Remember, when assigned to a public works field
division or any quality control job, diligence,
perseverance, and knowledge of the job are important.
This chapter has provided some basic information that
you need to perform effectively as a QAE. Many
different systems exist at various locations. You should
take the time to learn the system before starting your
new QAE job if assigned to one of these billets.
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