775828 - QASP-Depot Maintenance and Material SME.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Warner Robins Air Logistics Complex Depot Maintenance & Material Subject Matter Expert (SME) Support

3 Febuary 2025

Contractor Name TBA

Contract Number TBA Contract Description This requirement is for a Contractor to provide skilled personnel to augment organic forces at Robins Air Force Base, Georgia.

Augmentees shall support daily assess and analyze maintenance and supply operations to address/document the current state, identify gaps, assess alternatives, provide process improvement support and develop flexible cost-effective recommendations for achieving desired outcomes.

1. PURPOSE: This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the details associated with a continuous oversight process, to include:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its own quality control plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to ensure that it meet contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

Copies of the QASP and any revisions shall be provided to the contractor and the Contracting Officer's Representative (COR) to facilitate implementation of surveillance activities. In addition, the QASP should recognize and accommodate unforeseen or uncontrollable circumstances which might occur that are outside the control of the contractor.

2. AUTHORITY: Generally, Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide for inspection, acceptance and documentation of the service called for in the contract or order. If commercial, quality assurance will be applied in accordance with commercial Items clause.

The Inspection of Services Clause requires the contractor to establish and maintain an inspection system acceptable to the Government. And, the Government has the right to inspect at any time without unduly delaying work. The following FAR clause applies to this acquisition:

FAR52.212-4, Commercial Items. The government may require repair or replacement of nonconforming services at no increase in price. If repair or replacement will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming services.

FAR52.246-4, Fixed Price

• Contractor shall provide and maintain an inspection system acceptable to the Government.

• Contractor inspection records shall be provided to the COR upon request.

• Government has the right to inspect and test all services at any time without unduly delaying work.

• If any work does not conform to contract requirements, the Government may require the

Contractor re-perform at no additional cost

• When defects cannot be corrected through re-performance, the Government may:

o Require the contractor to take necessary action to ensure that future requirements meet contract standards and reduce contract price to reflect the reduced value of the services performed.

• If the contractor fails to promptly to act, the Government may by contract or otherwise, perform the services again and charge the contractor for any cost incurred by the Government that is directly related to the performance of service.

3. GOVERNMENT ROLES AND RESPONSIBILITIES: The following personnel shall oversee and coordinate surveillance activities.

a. CONTRACTING OFFICER (CO)/BUYER: The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Contracting Officer Contract Specialist/Buyer Name: Teresa Duval Name: Nikia Streeter

Unit: AFSC/PZIMB

Unit: AFSC/PZIMB

Email: teresa.duval@us.af.mil Email: nikia.streeter@us.af.mil mailto:teresa.duval@us.af.mil mailto:nikia.streeter@us.af.mil

b. GOVERNEMENT POINT OF CONTACT (POC) AND PROGRAM MANAGER (PM):

The Government POC serves as a direct conduit to provide government guidance and feedback to the contractor on technical matters they are not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. The Maintenance Acuquisition Program Office (MAPO) PM services as the alternate.

c. CONTRACTING OFFICER’S REPRESENTATIVE (COR): The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance processes. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for early identification and reporting of performance problems to the CO. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf.

d. QUALITY ASSURANCE PROGRAM COORDINATOR: The QAPC is responsible to ensure pre-award documents are performance based and that the COR are adequately trained to perform surveillance. In addition, the QAPC coordinates the gathering of contractor performance data to prepare Annual Health of Services review and SDO Annual Execution Reviews

Government Representative MAPO PM Name: Jeremy Johannes Name: Lesley Sparks

Unit: WR-ALC/OBWC

Unit: WR-ALC/OBCA

Phone: 478-222-3510 Phone: 478-222-0921 Email: jeremy.johannes@us.af.mil Email: lesley.sparks@us.af.mil

Primary COR Name: Andrew Davis Unit: WR-ALC/OBCB

Phone: 478-327-0769 Email: andrew.davis.23@us.af.mil

QAPC

Name: Ruben Branch Unit: WR-ALC/OBCB

Phone: 478-926-8808 Email: ruben.branch@us.af.mil mailto:jeremy.johannes@us.af.mil mailto:lesley.sparks@us.af.mil mailto:ruben.branch@us.af.mil

4. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract.

5. PERFORMANCE STANDARDS AND METHOD OF SURVEILLANCE:

5.1 CONTRACT SURVEILLANCE: The goal is to ensure contractor performance is effectively monitored and documented. The COR’s contribution is a professional, non-adversarial relationships with the CO, PM and the contractor, which enable positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and Quality Control/Quality Assurance actions successfully meet the terms of the contract. Performance standards define desired services. The government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

The Services Summary listed in the Performance Work Statement includes both performance objectives and performance standards. The government shall use these standards to determine contractor performance and shall compare contractor performance to the Performance Thresholds which represent the Acceptable Quality Levels (AQLs).

The Services Summary outlines the performance objectives that must be performed and standards that met by the contractor and details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR/Quality Assurance file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance.

Contractor Representative Name: TBD Unit:

Phone:

Email:

5.2 MEASUREMENT:

a. Objective: Perform Basic Services Threshold: No more than two validated customer complaints.

Report(s): Smart Form or Performance Assessment Report (PAR).

Documentation Frequency: Monthly.

Process: Validation by COR.

b. Objective: Monthly Activity Report Threshold: No more than two late submittals annually.

Report(s): Smart Form or Performance Assessment Report (PAR).

Documentation Frequency: Monthly.

Process: Validation by COR.

c. Objective: Provide Continuous Service Threshold: Contractor shall provide continuous staffed positions, 90% of the time per position.

Report(s): Smart Form or Performance Assessment Report (PAR).

Documentation Frequency: Monthly.

Process: Valodation by COR.

d. Objective: Vacancies Threshold: Contractor shall fill vacancies within 10 business days of employee vacating position.

Report(s): Smart Form or Performance Assessment Report (PAR).

Documentation Frequency: Monthly.

Process: Validation by COR.

Performance Objectives PWS Para. Performance Threshold Method of Surveilance

Perform Basic Services 1.5

No more than two validated customer complaints.

Periodic

Monthly Activity Report 1.8.1

No more than two late submittals annually.

Periodic

Provide Continuous Service

2.1.2

Contractor shall provide continuous staffed positions, 90% of the time per position.

100%

Vacancies 4.6

Contractor shall fill vacancies within 15 business days of employee vacating position.

100%

5.3 CONTRACTOR’S PERFORMANCE ASSESSMENT REPORT (CPAR):

In evaluating the quality of contractor’s performance, the following performance ratings are used in documenting past performance. The areas rated may include: Quality of Service, Business Relations, Management, Cost Control (if applicable), and Schedule.

Performance Rating

Criteria

Exceptional Performance meets contractual requirements and exceeds many to the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

5.4 COR FILE DOCUMENTATION: COR must be SPM compliant. The following will be uploaded in SPM

• Certificates -o QAPC Led and CO Led Training o DAU Training

CLC 106, COR with a Mission Focus (Type A) or CLC 222 Contracting Officer Representative Course (Type B/C) CLC 046, DoD Sustainable Procurement Program ACQ 0030, Overview of Acquisition Ethics (annual) FAC 022, Combating Human Trafficking (or equivalent) CLC 059 Management of Subcontracting Compliance Wide Area Workflow (SYS 600 Intro course and SYS Acceptor)

• Nomination , Designation and Termination COR Letters

• Surveillance Documentation o SPM Smart Form o Performance Assessment Report (PAR) o Corrective Action Report (CAR)

• MFT Meeting Minutes (when meetings occur)

• Any other documentation generated in performance of COR duties

• Copies of applicable modification(s) (if not in EDA)

• Invoice documentation (WAWF)

• Data submittals (CDRLs)

• Monthly Status Reports (if applicable)

6. PERFORMANCE REPORTING

6.1PERFORMANCE ASSESSMENT REPORT (PAR): Routine surveillance will be documented on a Performance Assessment Report or SPM Smart Form. All performance will be measured and noted on the PAR. The contractor will initial the PAR to document acknowledgement of the inspection conducted. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

6.2 CORRECTIVE ACTION REPORT (CAR): For repeated instances of non-performance or for any issue involving safety or security, a Corrective Action Report will be initiated by the COR. The contracting officer formally issues the CAR to the contractor for corrective and preventive action. The contractor shall acknowledge receipt of the CAR in writing. The contractor shall prepare a corrective action plan to document how to correct the unacceptable performance and avoid recurrence. The government shall review the contractor's corrective action plan to determine acceptability. A CAR becomes a part of the official contract file and will be used as a record of negative past performance.

6.3 PERFORMANCE ASSESSMENT MEETINGS. The contractor and the government shall meet to discuss performance progress and issues as needed.

Contracting Officer’s Representative

Quality Assurance Program Coordinator

Contracting Officer

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK

ORDER NUMBER

2. CONTRACTOR 3. TYPE OF SERVICES

4. CONTRACTING OFFICER'S REP (COR) SIGNATURE AND

DATE

5. COR PHONE 6. SUSPENSE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT

APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH

ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF

DEFICIENCY BOX WAS CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE

CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED

COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF

RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE

6. CONTROL

NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. CONTRACTING OFFICER REPRESENTATIVE (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT

RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE