0004_NSP_TAKE-SWI-TESTING AND QUALITY ASSURANCE.doc

USNS ANYSHIP

( XXXX XX)

1.0 ABSTRACT

This item describes the requirements for the contractor to have in place an effective quality assurance program and that such program be implemented in the planning and performance of this contract.

2.0 REFERENCES

2.1 MIL-I-45208 (series), Inspection Systems (Last Revision/Amendment Prior to Cancellation)(A feedback has been submitted to include a current reference)

3.0 ITEM LOCATION/DESCRIPTION

3.1 Performance of quality assurance at the contractor's facility.

4.0 GOVERNMENT FURNISHED EQUIPMENT/MATERIAL/SERVICES: None

5.0 NOTES

5.1 The Government or Operating Company may at any time without prior notification to the contractor elect to obtain the services of Government or Operating Company furnished technical representative(s) who will be on site at the contractor's facility acting as the Government or Operating Company's quality assurance observer and consultant. The presence of Government or Operating Company furnished technical representative(s) does not relieve the contractor from performing any part of this work item.

5.2 The contractor and all subcontractors regardless of tier shall consult the General Technical Requirements (GTR) to determine applicability to this work item. In performance of this work item, the contractor and all subcontractors regardless of tier must comply with the requirements of all applicable GTRs including but not limited to GTRs (1) through (7).

6.0 QUALITY ASSURANCE REQUIREMENTS

6.1 The Government or Operating Company reserves the right to perform a pre-award survey of the apparently successful contractor’s facility, during which survey an inspection of the in-place quality assurance system's performance attributes in all areas may be subject to examination and review.

6.2 The successful contractor is herewith notified that regulatory body and MSC or Operating Company inspections are independent of the contractor's function of quality assurance. The contractor is not to rely upon MSC or Operating Company or regulatory bodies or their agents to perform its quality assurance inspections or tests.

7.0 STATEMENT OF WORK REQUIRED

7.1 Contractor inspection system requirements

7.1.1 Quality assurance plan/manual

a. The contractor shall document his inspection system, identifying the method of implementing the requirements contained herein. Implementation of the contractor's system shall be through a quality assurance plan or manual. The quality assurance plan or manual will be approved for use by the senior shipyard official and shall be available for review by the Government or Operating Company prior to the initiation of productive work. It shall meet the requirements of Reference 2.1 as a minimum including:

1. A functional organization chart showing overall company management

2. The quality assurance organization

3. A description of the contractor's quality control system

4. The assignment of specific responsibility for the following elements of quality control including written procedures specifying the methods of implementation;

(i) Performance and witnessing of tests and inspections

(ii) Preparation and maintenance of records

(iii) Control of non-conforming material

(iv) Corrective action system

(v) Receipt inspection

(vi) Subcontractor control

7.1.2 Test and inspections

a. Inspection personnel shall be qualified to perform the duties assigned and authorized to make an accept/reject determination for the contractor.

1. Submit a list of contractor personnel authorized to witness and accept the sign off inspection and tests listed on contractor’s test and inspection records (TIR's). Include personnel title/position in corporate structure.

2. Submit a list of subcontractor firms which are authorized to independently witness, accept and sign off inspections and tests listed on TIR's on behalf of the contractor. Identify each authorized subcontractor firm by name and address, by work item number, paragraph(s), and sub paragraph(s) which the subcontractors are to accomplish. The identification shall be as broken down in the statement of work for that work item and the production planning document prepared for the contractor's offer and this contract.

3. Lists of contractor and subcontractor personnel shall be submitted as part of the offered solicitation's technical proposal. Lists shall be amended as changes in personnel or subcontractors occur. Changes shall be subject to approval of the Contracting Officer or Operating Company (PCO prior to award or ship delivery/ACO (COR) after delivery) in accordance the Clause H-11 "substitution of personnel.”

4. The contractor shall verify that all tests, inspections and work conform to contract requirements prior to presentation to the OMT REP for acceptance. In the event that specific criteria are not provided in the work item, the contractor shall verify that the tests, inspections or work meet regulatory body requirements (ABS, USCG etc.,) prior to presentation to the OMT REP for acceptance.

b. Final determination of acceptability shall be made by the OMT REP.

7.2 Documentation

7.2.1 Contractor inspection records

a. The contractor shall prepare a test and inspection record (TIR) for each specification item in the contract which requires productive work. TIR's shall be developed for each specification work item or change prior to productive work being accomplished for that item. TIR's at a minimum shall, include the following:

1. Identification by solicitation/contract number, ship name and Government or Operating Company work item number

2. Identification of each unit to be inspected by name, number, and location (e.g. Number 2 SSTG, Port Condenser, Cargo Winch Number 12, etc.). Where multiple units are contained within a work item, an entry on the TIR shall be made for each unit.

3. The listing of each specific inspection attribute, method of inspection or test and the acceptance/rejection criteria

4. Acceptability or rejection of each inspection attribute shall be indicated and shall be signed and dated by authorized personnel.

5. All TIR's shall be updated as work progresses and maintained current to within twenty-four (24) hours.

b. Test and inspection records (TIR's) are also required for all work associated with:

1. All Pre-priced option items

2. All change orders issued

3. The price for all QA required by option items shall be contained within the lowest line item level prices

4. The price for all QA required by the clause entitled "Additional Requirements" shall be considered, to be contained within the hourly labor price

5. Inspection attributes: The contractor shall list, on the TIR, all tests and inspections contained in each work item. In addition, the contractor shall include the following types of inspection required by the work item:

(i) All pertinent tolerances, clearances and conditions found upon disassembly/opening of equipment, machinery components or spaces

(ii) All in process verification, including refit/final tolerances, clearances, alignment, tests, cleanliness and internal condition prior to closure, fit-up and welding

(iii) All verification of item completion including prerequisite for operational testing (i.e., lubrication, continuity checks, rotation) and final supporting data

7.2.2 Maintenance of records

a. The contractor shall maintain records of completed TIR's, including inspection records generated by all subcontractors for a period of ninety (90) days after contract completion.

b. The records shall document the specific inspection actions or tests and provide objective quality evidence of completed work and form the basis for acceptance of the work.

c. The records shall include documentation of contractor rejected work, corrective action taken and objective quality evidence which the contractor offers as assurance of the conformance to the work item specifications.

d. The records shall include documentation of contractor inspection/test failures, corrective action taken and objective quality evidence which the contractor offers as assurance of the conformance to the work item specifications.

e. Records provided by subcontractors may be incorporated in the inspection and test documentation, or if maintained as separate documentation, shall be referenced therein and be readily available for review by the Government or Operating Company.

f. The inspection record shall, for each work item, reference any quality deficiency reports (QDRs) issued by the OMT REP. All QDRs require a written response from the contractor to the Government or Operating Company.

g. During the performance period of the contract, records shall be maintained at a location accessible to the site of the work. The records shall be available for review by the Government or Operating Company during weekday and weekend hours consistent with regular day shift, (approximately 0630-1800). Records shall also be available for Government or Operating Company’s review during the 90 days following contract completion.

h. Contractor's inspection records are an integral part of the work. Therefore, the ACO and OMT REP will consider the work item incomplete if the contractor's documentation and records are not complete. Records shall include all TIR's subcontractor inspection reports, material certificates and receipt inspection records.

7.3 Corrective action

7.3.1 The contractor's corrective action shall provide for prompt correction of defects whether found by the Government or Operating Company or by the contractor's or subcontractor's personnel. When such defects are reported by the Government or Operating Company and require a written response, the contractor shall provide prompt written response indicating corrective action taken or the date by which a specific corrective action will be complete. The contractor's corrective action shall provide for the correction of the cause of defects in work or procedures reported by Government or Operating Company to contractor by quality deficiency report (QDRs) or by letter.

7.4 Subcontractor control and evaluation

7.4.1 The contractor shall establish procedures for selection of subcontractors and control of subcontractor quality, including:

a. Procedures for selection of qualified subcontractors, based on evaluation and assessment of the subcontractor's quality control, facilities and available resources, as appropriate, to perform the specific type of work.

b. Procedures for transmittal of all technical, design and quality requirements to the subcontractor. Quality requirements shall include the inspection and tests required by the work item as well as contractor inspection at the subcontractor's plant when such action is necessary to assure product conformance.

7.4.2 Subcontractors listed within the contractor's technical proposal as having been selected to perform individual work items or parts thereof, shall be considered key personnel as defined in Clause for "Substitution of Personnel.” As key personnel they are considered during the technical evaluation process. As such any changes in subcontractors shall be subject to approval of the OMT REP.

7.5 Regulatory inspections

7.5.1 The contractor shall ensure all regulatory body mandated inspections are arranged for and conducted.

a. The contractor shall reproduce and provide copies of the contract specifications to the cognizant American Bureau of Shipping (ABS) and United States Coast Guard (USCG) area representatives.

b. The contractor shall prepare a written request for review of the specifications to identify the specific attributes for which regulatory body inspection is deemed mandatory. The contractor shall incorporate these inspections in the TIR's.

c. During the performance of the contract the contractor shall be responsible for notifying both ABS and USCG and coordinating and scheduling their inspections. Timely arrangements for the attendance of regulatory body representatives are a mandatory requirement of this item. The contractor shall be responsible for maintaining weekly contact with regulatory agencies, obtaining a written prediction of their weekly workload, their advance notification requirements, keep abreast of notification requirement changes to ensure timely contact. Copies shall be furnished to the OMT REP.

7.6 MSC or Operating Company inspections

7.6.1 The contractor shall provide for notification to the OMT REP or his duly authorized representative for all tests requiring MSC or Operating Company attendance.

a. When specification items require that a OMT REP or his representative (i.e., Port Engineer, Chief Engineer and others that may be designated by the item) accept and/or witness in process work, completed work, testing or inspections, the contractor shall provide notification to the designated personnel at least four (4) but not more than twenty four (24) hours in advance of the work sequence to be witnessed or approved.

b. When work to be witnessed or approved is to occur after normal day shift working hours the OMT REP shall be notified at least four (4) hours before the end of the last preceding regular work shift.

c. When work to be witnessed or approved is to occur on a weekend or holiday, the OMT REP shall be notified at least four (4) hours before the end of the last preceding regular work shift.

d. Notification of tests/inspections is a mandatory requirement. Identification of tests/inspections on the contractor's production schedule(s), etc., does not relieve the contractor of the requirement.

e. The OMT REP may designate checkpoints, in addition to those identified by the specification item, that are to be observed or inspected by the OMT REP or regulatory body. The notification requirements of above shall also apply to those designated checkpoints.

f. Regulatory body inspectors may also elect to designate additional checkpoint(s) tests/inspections which will require their attendance. (These are in addition to those incorporated into the TIR after specification review per 7.5 above.) This is beyond the ability or control of the OMT REP. The contractor shall provide adequate timely notification to ensure the requiring inspector's attendance at these added tests/inspections.

g. MSC or Operating Company inspection is an independent function of the Government or Operating Company and does not relieve the contractor of the responsibility for performing the tests and inspections required by the specification or those considered necessary to ensure product conformance. All inspections specified within the specification work item are mandatory inspections. The contractor shall not proceed beyond this point without prior approval from the OMT REP.

7.7 Submission of records

7.7.1 A copy of all records as defined by 7.2 shall be submitted to the Contracting Officer or Operating Company within ten (10) days of contract completion. The contractor shall maintain original copies in accordance with 7.2.

7.8 Quality deficiency reports (QDRs)

7.8.1 During the course of the contract it may be determined by the OMT REP that the contractor's workmanship is defective or that the quality assurance (QA) program (inspectors or inspection processes) has failed to perform in a manner consistent with the contractor's proposal as evaluated prior to award. Should such occur, the OMT REP may issue to the contractor a quality deficiency report (QDR).

7.8.2 The contractor is required to address the specific subject of the QDR and to advise the Government or Operating Company of how it proposes to perform permanent corrective action of the defective work or process which caused the QDR to be issued.

7.8.3 For a QDR issued in connection with a work item, the contractor is explicitly required to provide a satisfactory answer within the time frame indicated thereon for a reply. Normally, this is within two (2) calendar days from the date of issue. The contractor shall reply in the allotted time indicated on the QDR.

7.8.4 Additional reply time may be requested if needed by the contractor. A request shall be submitted in writing to the Contracting Officer or Operating Company for an extension to the reply date. The request letter shall give a specific, valid justification and date for submittal. In no case shall the extension requested be longer than a total of five (5) calendar additional days.

7.8.5 When the contractor's failure to submit a timely reply, (or a written request for an extension to the Contracting Officer or Operating Company), necessitates issuance of a letter addressing the lateness of the response, (or extension request), the contractor shall lose all further work progress for payment purposes upon the work item the QDR is issued against. This may be for the duration of the contract, or until such time as an acceptable response is furnished.

7.9 Schedule for key inspection events

7.9.1 Contractors shall prepare and submit within two (2) weeks after award a Schedule for key inspection events. The schedule for key inspection events shall show the dates for key inspections as contained in the production schedule, and the parties whose required attendance is necessary to conduct and witness a successful test. At a minimum the following inspections are to be identified:

a. Preliminary test for each final acceptance test.

b. Final acceptance tests.

c. Regulatory agency (ABS/USCG) required tests.

d. Tests indicated by work items as requiring mandatory OMT REP presence.

7.9.2 The schedule for key inspection events shall be updated weekly to show tests that have been added, deleted, completed, and all test failures. It is to reflect changes to the production plan resulting from new work items added or work items canceled. All test changes are to be reflected in the updated production schedule and test and inspection record.

7.9.3 Changes to the schedule for key inspection events for items not impacted by added/deleted work must be requested via written notification to the Contracting Officer or Operating Company, giving justification for the proposed change. Contracting Officer or Operating Company acknowledgment and concurrence is required before the change can be made. Notifications should be submitted at the weekly production meeting. For exceptional cases this may be later but not less than twenty-four (24) hours prior to the test's scheduled performance.

7.10 Inspection unpreparedness/unnecessary inspections

7.10.1 The contractor is responsible to control the number of unnecessary inspection call outs issued due to unpreparedness. The contractor may choose to accomplish pre-inspections to assure readiness. Unnecessary inspection call outs due to unpreparedness will be considered an indication of an ineffective quality assurance program and system and will be the subject of a QDR.

8.0 GENERAL REQUIREMENTS: None additional

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