2.04c Att.3 QASP TWR.pdf

TORPEDO WEAPONS RETRIEVER (TWR) OPERATIONS AND MAINTENANCE SERVICES

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Contract No.

Purpose: To ensure that the Government has an effective and systematic method of surveillance for the services in the Performance Work Statement (PWS). The QASP will be used primarily as a tool to verify that the contractor is performing all services required by the PWS in a timely, accurate and complete fashion.

1. Critical Performance Processes and Requirements:

Critical to the performance of Torpedo Weapons Retrieval Operations and Maintenance Services in support of

Submarine Readiness Squadron-33 at Joint Base Pearl Harbor Hawaii is the timely, accurate, and thorough completion of all contract requirements. The contract is firm-fixed price.

2. Performance Standards:

a. Scheduled Maintenance – Schedule and complete all preventive maintenance in accordance with PWS, maintenance plans, SOPs, the Original Equipment Manufacturer Technical Manuals (OEM), NAVSEA Preventive

Maintenance System (PMS) and good engineering practices.

b. Deliverables – The deliverables required to be submitted will be assessed against the specifications for the deliverables detailed in the contract and the contractor’s Quality Control Plan (QCP) for the required content, quality, timeliness, and accuracy.

c. Past Performance – In addition to any schedule and deliverables aspects of performance discussed above and pursuant to FAR 42.15, the Government will assess the contractor's record of conforming to contract requirements and to standards of good workmanship, the contractor's adherence to contract schedules including the administrative aspects of performance, the contractor's history of reasonable and cooperative behavior and commitment to customer satisfaction, and the contractor's business-like concern for the interest of the customer.

3. Surveillance Methods:

The principal methods that apply to the type of work being performed on this contract will include, but is not limited to, random or planned sampling, periodic or 100% inspection, customer feedback and validated customer complaints. One method or any combination of methods may be used. The Contracting Officer’s Representative

(COR) will provide timely feedback to the contractor on unacceptable performance. Prompt feedback is essential so the contractor can develop and implement a corrective action plan. Surveillance will be conducted monthly and on an as-needed basis. COR reports will be submitted by the COR to the Contracting Officer (KO) monthly. Out-of-cycle reports may be submitted in support of unacceptable performance identified during the performance period or when there is a significant change in performance that alters the assessment in one or more evaluation areas.

4. Incentives/Disincentives:

The COR submits an annual Contractor Performance Assessment Report (CPAR). The contractor's failure to achieve satisfactory performance under the contract, reflected in the COR's annual report, may result in the non-exercise of available options. In accordance with the inspection of services provisions of the contract, the contractor will be incentivized to provide quality products in a timely manner since the Government can require the Contractor, at no additional cost, to replace or correct work that fails to meet contract requirements.

5. Performance Measurement: Performance will be measured in accordance with the following table:

Performance

Element

Performance

Requirement

Surveillance

Method Frequency

Acceptable Quality

Level

Regulatory

Compliance

(Paragraph

1.19.4.8)

Full compliance with all applicable international conventions and all applicable laws, Inspection by the

COR, base environmental, state environmental.

Quarterly spot checks and unannounced.

100% Compliance with standards regulations, and other requirements of the

US including all applicable State, local, Navy, DOD, and United States

Coast Guard regulations.

Property Control

Systems Plan

(CDR A001 –

Paragraph

1.20.1)

A plan to establish and maintain an accurate property system to control, protect, preserve, and maintain all

Government property.

Inspection by the COR Quarterly inventory, spot checks. Annual

100% inventory

100% Accountability

Safety Plan

(CDR A002 –

Paragraph 1.20.2)

A plan, at a minimum, shall include asbestos control, heat stress control, hearing and sight conservation, lead control, respiratory protection, electrical safety, gas free engineering, lock-out/tag out procedures, hazardous material control and management, mercury control and management, polychlorinated biphenyls, and man-made vitreous fibers.

No major or minor safety violations or infractions

Inspection by the COR Quarterly, random spot checks, and as required for corrective actions.

No major violations, 2 minor violations corrected immediately.

Safety Program

(CDR A003 –

Paragraph 1.20.3)

A safety program established and maintained to promote occupational safety for the Vessels force and all embarked personnel.

No major or minor safety violations or infractions

Inspection by the COR Quarterly, random spot checks, and as required for corrective actions

No major violations, 2 minor violations corrected immediately.

Hazardous Material

(HAZMAT) and

Hazardous Waste

(HW) Control

Management Plan

(CDR A004 -

A plan to include control management of HAZMAT and

HW during the performance of the control and

Inspection by the

COR, base environmental, state environmental.

100% inspection of all contract deliverables

100% Compliance

Paragraph 1.20.4) responsible for submitting annual reports to EPCRA and CNRH.

Severe Weather

Response Plan

(CDR A005 -

Paragraph

1.20.5)

A response plan for heavy weather operations on

JBPHH.

Inspection by the COR

100% inspection of all

95% Compliance

Quality Control

Plan

(CDR A006 -

Paragraph 1.20.6)

QCP that implements procedures to identify, prevent, and ensure non-recurrence of defective services and ensures that timely, positive correction action is taken when discrepancies are discovered.

Quality

Management

System Plan

(CDR A007 –

Paragraph

1.20.7)

QC activities, inspections, and corrective actions completed as required by the plan.

Monthly, random spot checks, and as required for corrective actions.

95% Compliance with the contractor Plan

Training Plan

(CDR A008 –

Paragraph 1.20.8)

A plan that demonstrates how the Contractor will accomplish both shore and afloat training.

Quarterly, and random spot checks

Personnel Contingency

Plan

(CDR A009 –

Paragraph 1.20.9)

Plan adequately addresses and risk of interruption of service due to labor disruption within the service provider/s own labor force.

Quarterly, and random

100% Compliance

Oil/Fuel Spill

Response Plan

(CDR A010 –

Paragraph

1.20.10)

Integrates the current

Regional Integrated

Contingency Plan to address continuity of training to maintain both initial and annual qualifications.

Inspection by the

COR, base environmental, state environmental.

100% of deliverables

Drug Testing Plan

(CDR A011 –

Paragraph 1.20.11)

A plan that details the stipulations and procedures of the drug testing program.

Random spot checks

100% of deliverables

Drawing, Manuals, Or other Technical Data

(CDR A012) -

Paragraph 1.20.12)

Provide new drawings, manuals, or other technical data generated in

Semi-annual

100% Accountability connection with vessel(s), maintenance, repair or alterations

Consumable

Expenditure Report

(CDR A013 –

Paragraph 1.21.1)

Inspection by

Report submitted monthly of

Consumable expenditures

Monthly

100% Accountability

Depot Level

Maintenance Report

(CDR A013 –

Paragraph 1.21.2)

Report submitted for

ALL depot level actions

Weekly, Monthly, and random spot checks

Depot Level

Maintenance Weekly

Status Report

(CDR A014-

Paragraph 1.21.3)

Report submitted for any industrial assistance action that exceeds fifteen (15) calendar days

Weekly, Monthly, and random spot checks

Shipyard

Availability

POA&M

(CDR A015 –

Paragraph

1.21.4)

Develop a POA&M and procedures for preparing and procuring repair/shipyard availabilities

Monthly

Periodic Reports

(Paragraph 1.21.7)

Meet the requirements stated in the PWS.

TWR Services

(Paragraph 2.1)

Meet the requirements stated

98% Compliance

General Vessel

Operations

(Paragraph 2.2)

Meet the requirements stated

Monthly, and random

TWR Operations

(Paragraph 2.3)

Meet the requirements stated

Maintenance of Gov

Vessels

(Paragraph 2.4)

Meet the requirements stated

Supply and

Configuration

Management of Gov

Equipment

(Paragraph 2.5)

Meet the requirements stated

6. Contract Discrepancy Reports (CDR):

When nonconformities (failure to meet contract requirements) are discovered, the Government may issue a nonconformity notification or Contract Discrepancy Report (CDR) for each item that does not meet acceptable levels. Nonconformity notifications will be issued by the COR and CDR's will be issued by the Contracting Officer

(KO) via e-mail. The contractor must reply to the COR and KO in writing within 5 days of receipt by identifying how future occurrences of the problem will be prevented. The contractor shall respond promptly to all nonconformity notifications and CDR’s with the corrective action taken and how recurrence will be prevented.

Based upon the contractor's past performance and plan to solve the problem, the KO will determine if any further action will be taken. The Government will notify the contractor as follows:

a. Minor Nonconformity:

Method A - The COR will provide written notification to the contractor of a Minor Nonconformity, which is a defect that will “NOT” impair the performance life of a product, result in an unsafe condition, or cause risk to harm the environment. If a Method A is not corrected within 7 days of issue it shall be elevated to a Method B.

b. Major Nonconformity:

Method B - The COR will provide written notification to the contractor of a Major Nonconformity, which is a nonconformance that could impair the performance life of a product, result in hazardous unsafe conditions, cause harm to the environment, and is an elevated Method A that has not been corrected within 7 days of issue.

c. Critical Nonconformity:

Method C - When method B fails to obtain satisfactory results, or when the severity of the situation warrants, a CDR shall be issued by the Contracting Officer notifying the Contractor’s top-level management that a serious quality problem exists, and immediate management action must be taken to comply with the provisions of the contract.

7. Documentation:

Documentation used and referenced to perform surveillance will consist of technical reports, contractor plans and procedures, schedules, customer feedback and contract data requirements. During the course of a contract, the COR will retain a copy of all inspection schedules and surveillance activity logs. At the end of the surveil-lance period, the COR will submit a monthly COR report to the KO for inclusion in the contract file. However, when a specific service becomes unsatisfactory during a surveillance period the Surveillance Log (template shown below) can be used to document and support the nonconformity notice and/or CDR issuance.

a. Recording Observations.

Surveillance Logs can be used to record information on observations and defects noted. Each observation is rec-orded on the log. The documents then become a formal record for reference. The contractor is notified of each defect found during scheduled observations. The COR makes a notation on the surveillance log of the date and time the defect was discovered, then the COR asks the contractor to initial the notation, documenting notification of the defect only. The KO will be made aware of any defects discovered in the monthly COR report.

b. Potential Unacceptable Performance.

The COR must identify the specific service that is unacceptable and the possible causes, confer with the appropriate contractor staff and ask a number of questions to pinpoint the source of the problem.

c. Documenting Unacceptable Performance.

1. The COR shall attempt to resolve problems with the contractor. The original Surveillance Log, any nonconformity notifications, the attempted resolution, and the evaluation of results, are retained in the COR file.

2. Based on the severity of the discrepancy and the success of the solution, the COR will notify the

KO.

d. Taking Action.

1. The COR may evaluate the contractor's performance and document any non-compliance, but only the KO may take action against the contractor for an unacceptable rating.

2. When the contractor's performance is unacceptable and a formal action is indicated, the COR will deter-mine what action is appropriate for the specific circumstances and make a recommendation to the

KO.

3. The COR will process monthly surveillance reports into the PIEE System with the SPM Module at https://piee.eb.mil/piee-landing/

8. Acceptance of Services:

Invoices shall be submitted monthly for work performed the prior month. Invoices will be posted on the Wide Area

Work Flow (WAWF) electronic Web-Based Order Processing System with attached backup information for customer acceptance. After the COR has accepted the invoice in WAWF, the invoice will be routed to DFAS for payment.

9. Performance Ratings:

All performance on contracts will be rated as Exceptional, Satisfactory, Marginal, or

Unsatisfactory on the surveillance log. The COR will collect the surveillance logs and necessary supporting documentation and then prepare a COR report to give a site rating for each of the performance areas using the performance ratings below.

Exceptional: Indicates performance clearly exceeds contract requirements. The area of evaluation contains few minor problems for which corrective actions appear highly effective.

Satisfactory: Indicates performance clearly meets contract requirements. The area of evaluation contains some minor problems for which the corrective actions appear satisfactory.

Marginal: Indicates performance meets contract requirements. The area of evaluation contains one or more problem(s) for which corrective actions have not yet been identified, appear only marginally effective, or have not been fully implemented.

Unsatisfactory: Indicates the contractor is in danger of not being able to satisfy contract requirements and recovery is not likely in a timely manner. The area of evaluation contains serious problems for which the corrective actions appear ineffective.

Upward ⇑ or downward ⇓ arrows may be used to indicate an improving or worsening trend insufficient to change the assessment status.

SURVEILLANCE LOG TEMPLATE

CONTRACT NUMBER #: _______________

SERVICE DESCRIPTION: _______________

COR: _________________________________

PERIOD OF PERFORMANCE: ____________

MONTH COVERED: ___________________

Performance Quality Ratings Table

Code Rating Definition

E Exceptional

Performance met contractual requirements and exceeded many to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

VG Very Good

Performance met contractual requirements and exceeded some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

S Satisfactory

Performance met contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

M Marginal

Performance did not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflected a serious problem for which the contractor has not/did not identify corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

U Unsatisfactory

Performance did not meet most contractual requirements and recovery was not in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions were ineffective.

NA Not Applicable Rating was not applied to the area for evaluation.

PERFORMANCE AREA: QUALITY OF SERVICE

Exceptional ( )

Satisfactory ( )

Marginal ( )

Unsatisfactory ( )

N/A ( )

Justification for Rating:

Corrective action required (if any):

PERFORMANCE AREA: SCHEDULE CONTROL

Marginal ( )

PERFORMANCE AREA: COST CONTROL

Marginal ( )

PERFORMANCE AREA: MANAGEMENT/CONTRACT ADMINISTRATION

Marginal ( )

PERFORMANCE AREA: DELIVERABLES

Marginal ( )

PERFORMANCE AREA: REPORTING

Marginal ( )

PERFORMANCE AREA: OVERALL PERFORMANCE

Marginal ( )