0004 Quality Assurance Surveillance Plan 4 Oct 19.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

AIR ADVISOR ACADEMIC SUPPORT

FOR

USAF EXPEDITIONARY CENTER

JB-MDL, NJ

4 October 2019

FA4484-20-R-0014 Attachment 0004

SECTION 1

1.1. Purpose: This Quality Assurance Surveillance Plan (QASP) has been developed and will be implemented in accordance with FAR 37.6 “Performance-Based Services Acquisition (PBSA)” and AFI 63-101 guidelines. This plan will be used by members of the multi-functional team (MFT) to ensure contractor compliance on the Air Advisor Education and Training contract.

1.2. Objective: This QASP is based on the premise that the Contractor is responsible for contract management and quality control, not the Government. The objective of this effort is to provide education and training for Air Advisors and other airmen who engage with partner nation counterparts in support of Combatant Commands (COCOMs), their respective Air Components, Headquarters Air Force (HAF), Major Commands (MAJCOMs), and other validated taskings. The training will include lesson/blocks of instruction on core skills that are applicable to all Air Advisors and other deployed personnel as well as provide additional education tailored for specific requirements.

1.3. Results: The results in managing this acquisition through this QASP are to provide the USAF Expeditionary Center (USAFEC) with a support contractor with the ability to provide on-site support for the education and training mission by furnishing instructors and other support for the Air Advisor Flight. Success for this contract is defined as achieving these outcomes as stipulated in the Performance Work Statement (PWS).

1.4. Incentive Plan: Positive incentives as a result of performance that continually exceeds the performance objectives as outlined in the PWS may result in reduced surveillance and favorable Contractor Performance Assessment Reports (CPARs). Negative performance incentives include re-performance of the defective service in accordance with the Inspection of Services clause, reduction of fee/price, negative CPAR reporting and/or increased surveillance. A Program Management Review (PMR) will be held annually to address any current performance issues and plans to mitigate any negative performance issues in the future.

1.5. Multi-Functional Team (MFT) Roles & Responsibilities: The purpose of the MFT is to create an environment that shapes and effectively executes acquisitions within their purview. The emphasis is on teamwork, trust, common sense and agility. These stakeholders are responsible for the acquisition throughout the life of the requirement, instituted under the authority of the senior leadership, and every representative within the MFT bringing to the team their unique level of expertise. The following members will participate in the performance management of this specific contract. A quarterly MFT shall be held to monitor current performance. Minutes will be recorded and distributed to all parties. Their roles and responsibilities are described as follows:

1.5.1. The Functional Commander/Functional Director (FC/FD): Has overall responsibility for identifying mission essential services and developing the necessary documents in accordance with DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis, assigning primary and alternate Contracting Office Representatives (COR) who will be available full time or as warranted by the procurement cycle, and reviewing contractor performance documentation on a regular basis to ensure performance is compatible with contract and mission objectives while supporting a higher level of contractor performance, and fostering synergistic partnerships.

1.5.2 The Program Manager (PM): Has the overall responsibility for initiating, managing and tracking the various programs that support the contract. The PM is the primary liaison between the Contracting Officer (CO) and the COR. The PM is responsible for assisting in the preparation of requirements documents, providing customers with a single contact point, monitoring the contractor‟s overall performance of all assigned contracts, task orders and initiating contract changes and other supporting documentation.

1.5.3. The Contracting Officer (CO): Has overall responsibility for overseeing the contractor‟s performance. The CO, through an assigned COR, monitors contractor performance in the areas of contract compliance, contract administration, cost control, reviewing the COR assessment of the contractor‟s performance, and resolving all differences between the COR version and the contractor‟s version of events. The CO is the only person with the authority to direct the contractor in the performance of their duties under the contract and to make interpretations of and changes to the contract. The CO and PM share joint responsibility in facilitating the multi-functional team meetings.

1.5.4. The Quality Assurance Program Coordinator (QAPC): The QAPC supports the MFT in the development of contract quality assurance requirements specifically ensuring that requirements are clearly stated and enforceable. Train CORs and COR management (e.g. COR Supervisor, Functional Commanders/Directors (FC/FD)) on the contracting requirements associated with the quality assurance program in accordance with MP5301.602-2(d) and any MAJCOM/DRU procedures. Assist as required, with the market research and evaluation of Contractor‟s Quality Control Plans.

1.5.5. The COR: Has the responsibility for the technical monitoring of the contractor‟s performance and assessing, recording, and reporting on the contractor‟s compliance with the terms and conditions of the contract. Each COR will insure their availability to receive Phase 1 & Phase 2 training and receive the CO‟s Designation of COR responsibility letter prior to performing contractor surveillance. Each COR will maintain surveillance documentation, and notify the FC/FD, through the PM and CO, of any significant performance deficiencies, and recommend improvements to the QASP and PWS throughout the life of the contract.

1.5.6. The Contractor: Is responsible for complying fully with the terms and conditions of the contract, participating as a member of the MFT in the post-award management phase, implementing and maintaining a QCP that compliments the quality assurance surveillance plan, and insuring that non-conforming contract services are identified and corrected. When necessary, revising the QCP to prevent recurrence. Tendering to the Government for acceptance only those services that conform to contract requirements and recommending any changes to the contract that will provide more effective operations or eliminate unnecessary costs. As part of the QCP, the contractor shall submit a monthly summary report directly to the CO.

SECTION 2

2.1. Methods of Inspection Applicable to This Contract: This contract is a Requirements, Performance Based Contract. Task orders are issued in accordance with the basic contract during http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/af_afmc/affars/MP5301.602-2(d).doc the life of the contract to acquire the described services. The services are pre-negotiated at the Sub- CLIN level and services rendered are predefined by the PWS, titled Air Advisor Education and Training. Tailored surveillance plans are not required for each specific task order awarded under this contract.

2.1.1. Periodic Inspection: These services are inspected on a periodic or recurring basis.

Periodic surveillance may be daily, weekly, monthly, quarterly, etc. The results of periodic surveillance inspection may be used as the basis for actions (other than payment deductions) towards the service provider. In such cases, the Inspection of Services clause becomes the basis for the Contracting Officer‟s actions. The COR will submit a schedule to the CO the month prior to the month being inspected. Schedule will show time, date, location, and item(s) that will be inspected. Any changes to the schedule will be submitted to the CO when the change occurs.

2.1.2. 100% Inspection: These items are inspected on every instance they are performed.

The COR will determine acceptability and compliance with the performance threshold by monitoring and tracking each deliverable document. Technical documents and other deliverable documents will be reviewed for technical accuracy and compliance with technical directives. The results of this inspection may be used as the basis for actions (other than payment deductions) towards the contractor. In such cases, the Inspection of Services clause becomes the basis for the contracting officer‟s actions.

2.1.3. Customer Complaint: The COR is the primary point of contact for collection of all customer complaints. The AF Form 714, Customer Complaint Record, or a similar locally devised form may be used for this purpose. All complaints and any resulting resolution of such complaints must be documented on the form. Customer complaint forms become a permanent part of the COR surveillance records. The COR will contact each customer involved with this contract periodically to assure there is an understanding of the contract requirement by all appropriate personnel and that they have a sufficient number of complaint forms.

2.1.4. Service Summary:

Performance Objective (PO) PWS Reference

Performance Threshold

Method of Surveillance

PO-1: Contractor maintains qualified personnel 1.4 No more than one instructor deficiency per month

Periodic Inspection (Monthly)

PO-2: Provide Course Completion Report to Flight Chief, Course Director, and

COR

1.4.1.2.11 Provide report NLT

7 calendar days after each class completion. Zero deficiencies or late reports allowed

100% Inspection at the End of each Course/Class

PO-3: The contractor shall conduct academic classroom educat ion and training IAW the curriculum and this

PWS.

1.4.3, 1.5.2 No more than two deficiencies per month.

Periodic Inspection (Monthly)

PO-4:Courseware/Curriculum development

1.4.3.1.4 Contractor

develops, updates, and revises courseware IAW this PWS. No more than two late deliveries per quarter.

Periodic Inspection (Quarterly)

PO-5: Contractor maintains Satisfactory or above on Government administered instructor evaluations

1.4.3.1.9 No more than one

instructor Unsatisfactory per Quarter

Periodic Inspection (Quarterly)

PO-6: Contractor complies with their Quality Control Plan

1.8, 1.9 No more than two deficiencies per quarter. Safety will have zero deficiencies.

Periodic Inspection (Quarterly)

PO-7: Contractor maintains current Employee folders

1.9.3 No more than two

deficiencies per quarter

Periodic Inspection (Quarterly)

2.2. Performance Status Notification: The COR will ensure that the CO/PM is continually informed of contract performance status. The CO/PM should also be informed of any contract discrepancies noted during COR surveillance. Results of all surveillance observations will be recorded on an AF Form 2420 (or an equivalent form) noting date and time of inspection. The contractor‟s Contract/Site Manager or representative provides appropriate comments on action to be taken to correct the deficiencies. The COR should then concur/non-concur with the contractor‟s corrective action(s). If deficiencies are not corrected within five work days, the COR should notify the CO for further guidance. It is the responsibility of the COR to immediately notify the CO of any and all contract non-conformance by the contractor.

2.3. . Discrepancy Reporting: The COR will notify the CO/PM of any discrepancies noted during the COR's inspections. This notification is for discrepancy correction only and does not indicate concurrence to the discrepancy. Only the CO is authorized to take formal action against the contractor.

2.4. Remedies for Unacceptable Performance: In accordance with the contract Inspection of Services clause, if any of the services do not conform to contract requirements; the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may:

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

2.5. Non-Service Summary Items: Quality performance is expected on all contract requirements (Non-Service Summary) items by the contractor. All Non-Service Summary items, applicable at the task order level, shall be inspected by the COR.

2.6. Certification of Services: Certification of services is performed by the COR and or the PM via the Wide Area Work Flow (WAWF) system. At the end of each billing period, the contractor inputs invoice information into the WAWF system. WAWF automatically notifies the appropriate COR via email of pending invoice. The COR accesses WAWF and verifies accuracy of the contractor‟s data. If the data is correct, the COR accepts the invoice and payment is processed by the Defense Finance and Accounting Service (DFAS). If the COR encounters errors in the contractor‟s invoice, the COR will resolve with the CO/PM. If the contractor disagrees with the COR, the issue is forwarded to the CO for resolution.

2.7. INITIAL PERFORMANCE REVIEW (IPR). The initial evaluation of contractor performance shall take place within 30 days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization) to ensure the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract.

2.7.1. INITIAL PERFORMANCE REVIEW CRITERIA. See attached Initial Performance Review Report (Attachment 1).

2.8. Review & Acceptance: The MFT member signatures below indicate their review and acceptance of the QASP for this service contract. These signatures indicate coordination on the QASP at the time of development and will remain in effect until the plan is changed.

Air Advisor Program Analyst

Contracting Officer

Quality Assurance Program Coordinator

Attachment:

1. Initial Performance Review (IPR) Report.

Initial Performance Review*

Contractor:

Contract Number:

Description of Services:

The Multi Functional Team (MFT) will accomplish initial performance review within 30 calendar days after the contractor has assumed full performance responsibilities (i.e. after completion of transition/mobilization) to ensure the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract using the assessment values below.

Assessment values:

Green--No issues.

Yellow--Issue(s) but contractor has an adequate mitigation or corrective action plan in place.

Red--Issue(s) with inadequate or no contractor„s mitigation or corrective action plan. Any red assessment shall include the government proposed actions with respect to the failing contractor.

For acquisitions greater than or equal to $100 million, results of the initial performance review shall be reported by plain text email or other expedient means to the AFPEO/CM. Negative variations in cost, schedule, staffing and or performance shall be reported with an assessment of the root causes and corrective action plan.

(1) Technical. Assess the contractor‟s conformance to contract requirements, specifications and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, safety, or health standards).

Assessment values and comments:

(2) Schedule. Assess the timeliness of the contractor against contract requirements, task orders, milestones, delivery schedule, and administrative requirements (e.g., efforts that contribute to or effect the schedule variance).

(3) Cost. Assess the contractor‟s ability to remain within cost. (i.e. cost performance will be reported only if other than Firm Fixed Price). The assessment will include a discussion of the contractor‟s effectiveness in forecasting, managing, and controlling contract cost, as applicable.

(4) Management/Performance. Assess the integration and coordination of all activity needed to execute the contract, specifically the completeness and quality of problem identification, corrective action plans, the contractor‟s history of reasonable and cooperative behavior, customer satisfaction and management of subcontracts including progress on small business subcontracting goals.

(5) Staffing. Assess the contractor‟s performance in selecting, retaining, supporting and replacing when necessary, personnel.

(6) Special Interest Items. (if applicable) Assess any significant modification to the contract made since contract award.

Comments:

*The SDO may waive the initial evaluation for contractors that have continued performance under a successor contract award (prior incumbent), or for contractors which have otherwise demonstrated full compliance with contract start-up. Separate initial contract performance is not required when they would duplicate reviews held and reported under Award fee or Award Term Plan provisions.