2.08 Attachment_1_QASP and Matrix.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

Weather Observing and Forecasting Services

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the

Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract, and that the Government only pays for the acceptable level of services received. The QASP ensures 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.

2. AUTHORITY

Authority for issuance of this QASP is provided under the Federal Acquisition Regulation (FAR) 52.212-

4 “CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (OCT 2003), paragraph (a), which provides for inspections and acceptance of the articles, services, and documentation called for in task orders to be accomplished by the Contracting Officer or his duly authorized representative.

3. SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The Quality Assurance Surveillance

Plan (QASP) is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s

Management Plan. The Government may provide the Contractor an information copy of the QASP as an attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

4. GOVERNMENT RESOURCES

The following definitions for Government resources are applicable to this plan:

Contracting Officer - A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government.

Contracting Officer’s Representative (COR) - An individual designated in writing by the Contracting

Officer to act as his authorized representative to assist in administering a contract. The source and authority for a COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

5. RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United

States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the project and assures proper Government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the

Government’s behalf. Any changes that the Contractor deems may affect contract, price, terms, or conditions shall be referred to the Contracting Officer for action.

6. METHODS OF QA SURVEILLANCE

Periodic Inspection – The COR will inspect services for quality, accuracy, and conformance with contract requirements.

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

7. IDENTIFIED QA SURVEILLANCE ITEMS

8. DOCUMENTATION

The COR will maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. The COR shall forward these records to the Contracting Officer at termination or completion of the contract.

9. INCENTIVES/DISINCENTIVES

The COR makes an annual report on Contractor Performance (CPARS or other annual report). The contractor’s failure to achieve satisfactory performance under the contract/task order, reflected in the

COR’s annual report, may result in termination of the contract/task order and may also result in the loss of future Government contracts/task orders. The contractor’s failure to achieve satisfactory performance under the contract/task order may result in the non-exercise of available options.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy

Report (CDR). CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor.

The contractor must reply in writing within 5 days of receipt identifying how future occurrences of the

The below listed methods of surveillance shall be used in the administration of this QASP. The

Performance-Based Matrix describes the methods of surveillance that may be used to monitor the services to be provided under the contract.

The PBSC items that have been identified for surveillance are identified in the Performance-Based

Matrix.

problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.

In accordance with 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 fee, to replace or correct work that fails to meet contract requirements. To maximize the profit earned on costs incurred, the contractor is incentivized to ensure that quality products are provided in a timely manner.

10. ANALYSIS OF CONTRACTOR PERFORMANCE

The analysis of contractor performance shall be conducted at the end of each month and serves to provide a summary of the Contractor’s performance to the Contracting Officer and the Contractor. Overall performance is important in determining whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards of the specification.

QASP Matrix

Weather Observing and Forecasting Services

Performance Objectives Acceptable Quality Level

(AQL)/Measurement Method of

Surveillance

Procedures to be taken when performance standards are not met

Take, record, encode, and disseminate accurate surface weather observations.

For sites with automated systems, augment the system to ensure observations are accurate and representative.

Performance Evaluation: Review observer’s quality control log to ensure quality control is being completed.

95% - Timeliness & Accuracy

Government Representative to Monitor

Periodic Inspection

FAR Clause 52.212-4(a) – Inspection/Acceptance

Ensure Local and special observing criteria are current.

Performance Evaluation: Review contracting onsite FLIP log. Log will document quarterly review of FLIP to ensure airfield local and special criteria are current.

100% - Timeliness &

Report and document equipment and communication outages.

Performance Evaluation: Review equipment and communication log to ensure equipment checks are completed daily.

98% - Timeliness &

Transmit pilot weather reports (PIREPs).

Performance Evaluation: Review PIREP log to ensure all PIREPs are disseminated

100% of PIREPs reported, 95% logged correctly

Timeliness &

Disseminate Fleet Weather Center (FWC) issued weather warnings.

Performance Evaluation:

Review WWA log to ensure all WW are disseminated.

100% - Timeliness &

Document initial observer certification and annual recurring training.

Performance Evaluation: Review training records for completion of all required training.

100% of certification and annual training conducted

Performance Objectives Acceptable Quality Level

(AQL)/Measurement Method of

Surveillance

Procedures to be taken when performance standards are not met

Submit required reports as required in Appendix 5 of Annex A through U. 98% - Timeliness &

Accuracy

Provide aviation flight weather briefing services to local and transient pilots through the use of the Flight Weather Briefer.

Customer feedback

Inspection/Acceptance

When required, produce and disseminate Terminal Aerodrome Forecasts and airfield weather warnings.

Performance Evaluation:

Review TAF worksheets to ensure compliance with FWC SOP.

Invoices delivered in a timely fashion. Accuracy of invoice to be evaluated. Errors in invoices will be grounds for the Government to return to vendor for re-processing

98% - Timeliness &

Government representative to monitor

Inspection/Acceptance

FAR 52.222-50 Combating Trafficking in Persons Training

100% Compliance

Annual completion of training required.

To be monitored as needed by COR and/or Contracting Officer

FAR Clause 52.222-50 As determined by the COR and the Contracting Officer

-If performance is within acceptable levels, it will be considered to be satisfactory. If not, overall performance may be considered unsatisfactory.

INCENTIVES/DISINCENTIVES:

The COR makes an annual report on Contractor Performance (CPARS or other annual report). The contractor’s failure to achieve satisfactory performance under the contract, reflected in the COR’s annual report, may result in termination of the contract and may also result in the loss of future Government contracts.

Additionally, the contractor’s failure to achieve satisfactory performance under the contract may also result in the non-exercise of available options.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report (CDR). CDRs will be forwarded to the

Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within 5 days of receipt identifying how future occurrences of the problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.