If problems arise in obtaining satisfactory schedules, the Contracting
Officer should be informed without delay so that appropriate action may be
(b) Preparation of Reports. The contractor may be required by the
contract to submit reports on such items as the progress of his work, the
results of inspections, or unforeseen conditions. These reports should be
analyzed for completeness and for conformance with the contract. The
receipt of the reports and their acceptability must be recorded by the QAE.
If the reports are unsatisfactory, they should be returned to the contractor
for revision. If problems arise in obtaining satisfactory reports, the
Contracting Officer should be informed without delay so that appropriate
action may be taken.
(c) Response to Requests. Where appropriate, a record should be
maintained of the contractor's responses to requests. Examples may include
requests to remedy deficiencies in performance, provide cost estimates, or
provide information on problems encountered in doing the work. The records
should be complete enough to be able to track the requests and the response
to requests and to evaluate the adequacy of the contractor's performance in
responding to requests.
6-500 PERFORMANCE EVALUATION
6-510 Monthly Summaries of Contractor Performance. Acting in accordance
with locally established policies, the QA should compile and update
inspection schedules, completed evaluation worksheets, customer complaint
records, payment calculation worksheets, records of performance or progress
meetings with the contractor, daily reports, contract discrepancy reports,
or special performance evaluations and any other related material on a
monthly basis. This compiled documentation represents the government's
record of the contractor's performance for the month.
It is recommended that the QAE review the performance elements listed at
6-400 and on an informal basis prepare a summary rating of the contractor's
performance for the month and support the assigned rating with a brief
statement. This effort will prepare the Contracting Officer for the formal
performance evaluation to follow.
The end of the month is not the time to inform the contractor of observed
defects in contract performance. As discussed at 6-330, the Government has
an obligation to inform the contractor of defects as soon as practicable
after they are discovered. This also permits the Government to avail itself
of the opportunity, to have rework performed. Storing up a record of defects
and then communicating them to the contractor at the end of the month is
unacceptable and contrary to NAVFACENGCOM policy. QAEs should inform the
contractor of defects as soon as possible and continuously throughout the
month by copies of evaluation worksheets, daily reports, or other means.
Finally, the QAE should look ahead to the coming month's surveillance
requirements and adjust inspection frequencies or sample sizes as
appropriate, given the experience of the preceding month.