Attachment 001_QASP_A8-3kW_SPRBL125R0002.pdf

07 May 24

QUALITY ASSURANCE SURVEILLANCE PLAN

For

A8 Frequency Converters Repair/Modified

1.0 SCOPE

The purpose of this surveillance plan is to provide the Communications-Electronics Life Cycle Management Command (CECOM) Power Environmental Directorate with the procedures necessary to monitor the performance of the Repair of A8 Frequency Converters for the 3kW TQG. It provides detailed methods for identifying, recording, and reporting deficiencies observed in the program.

2.0 FUNCTIONS SURVEYED

The functions surveyed are Technical, Schedule, Management and Cost requirements of each of the task orders which are issued under the contract. Overall performance on a task order basis will be reviewed monthly by the Contracting Officer Representative (COR). The COR will complete monthly COR Reports to be submitted to and reviewed by the Procuring Contracting Officer (PCO). This contract is a five (5) year Firm Fixed Price (FFP), Indefinite Delivery Indefinite Quantity (IDIQ) effort.

3.1 PROCEDURES

3.2 INSPECTION

The work performed under this contract will be subjected to inspection by the DCMA Quality Assurance

Representative (QAR) as per the FAR 52.246-4 and 52.246-16. The following paragraphs describe the inspection process for each of the general categories of technical, schedule, management and cost performance measured against the task orders. A performance assessment matrix is included as Appendix A of this QASP.

3.2.1 TECHNICAL

Technical performance will be evaluated on a real time basis and reviewed monthly by the COR. In addition, quarterly reviews will be held with the contractor to discuss and address any performance issues. The Inventory Spreadsheet (CDRL H0011) and Inspection (CDRL D001) Reports will serve as the basis for this quarterly review.

The technical elements monitored under this contract vary with each task order. Factors that may be evaluated and monitored are as follows:

- Acceptance

- Testing

- Washout Rates

The DCMA QAR will perform inspection of hardware that undergoes repair in accordance with PWS Paragraphs 6.8.4 by reviewing the acceptance test documentation. The DCMA may perform risk assessment as is reasonably necessary to ascertain compliance.

The Creating Technology Solutions (CTS) repair facility shall provide scanned copies of the individual device repair reports to the COR, as requested. Upon receipt of an A8 Frequency Converter (FC) at the contractor’s facility, the Contractor shall verify that the A8 FC was issued with the correct NSN, test and inspect to determine cause of failure, and determine the required repair(s). If the item is still covered under an existing warranty, repair shall be at no cost to the Government. Any A8 FC deemed uneconomical to repair shall be tagged as such. A report shall document, by serial number, the reason any A8 FCs are classified as uneconomical to repair and disposition instructions. Inspection Report instructions are found in Performance Work Statement 6.8.1.1. The COR will review the Contractor’s Inventory Spreadsheet and Inspection Report to assist with assessment of CTS’s technical performance.

Inventory Spreadsheet Report, referenced by CDRL H001 shall include NSN, work done and serial number IAW Performance Work Statement paragraph 3.5. Inspection Reports, referenced by CDRL D001, shall consist of instructions shown in Performance Work Statement paragraph 6.8.1.1. The COR will review the Inventory Spreadsheet and Inspection Reports to assess technical performance in accordance with the Performance Assessment Matrix (Appendix A).

Product Quality Deficiency Reports (PQDRs) are submitted by Army soldiers when a repaired item is found to be defective upon installation into the 3kW Tactical Quiet Generator. The soldier will submit a SF-368 describing the failure, which will be forwarded to DCMA for investigation by the contractor. A PQDR will only be deemed valid when CTS’s final PQDR report submitted to DCMA documents a confirmed failure on a device still within CTS’s quoted repair warranty period.

3.2.2 SCHEDULE

The contractor’s schedule performance is reviewed and evaluated by the COR on a task-by-task basis.

Each quarter the COR shall review Inspection Reports to evaluate schedule performance.

The schedule elements monitored under this contract vary with each task order. Factors that may be evaluated and monitored are as follows:

- Repair Turnaround Time

- Testing

- Washout Rate

3.2.3 MANAGEMENT

The contractor is responsible for the quality of all work performed. The contractor measures that quality t h rough the contractor’s own Quality Control Program (QCP). Quality control will be based on work output, not workers, and therefore, includes all work performed under this contract regardless of whether the work is p e r f o r m e d by the prime contractor employees or by its subcontractors. The contractor’s Quality Control P r o g r a m (QCP) will set forth the procedures for self-inspecting the quality and other performance requirements in the PWS. The contractor will maintain its currently approved DCMA performance management system with p r o c e s s e s to assess and report its performance to the designated COR. This QASP enables the Government to r e v i e w the performance acceptability of the contractor’s QCP.

The contractor shall attend any meetings requested as necessary by the Contracting Activity or CECOM-ILSC Program Office to support mission requirements, independent of specific repair activities. The meetings may include, but are not limited to contractor performance reviews, program management reviews, periodic progress meetings, in process reviews, and operational support meetings. The contractor shall maximize use of video, teleconferencing, and electronic mail in support of technical interchanges and other program discussions unless otherwise agreed upon. All meetings in which the contractor is in attendance shall be reported IAW CDRL E001.

The PCO, COR, and other Government personnel, as appropriate, may meet outside of regular meetings with the contractor to review the contractor's performance. At these meetings, the PCO will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of any concerns. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

The contractor shall provide the necessary program management, administrative and clerical support, cost control, cost reporting, technical status reporting, program reviews, and other ancillary support such as quality assurance and data management, to support all the technical efforts of this PWS. The Contractor shall generate and submit the CDRL deliverables within the PWS. Performance progress under this contract shall be addressed in the contractor’s Status Report (CDRL A004), which shall be submitted on a semi-annual basis to document task order progress.

The status report shall summarize all significant events/issues, accomplishments for the reporting period and projected activities for the following reporting and subsequent periods for the task order.

3.2.4 COST

All work performed under this contract will be on a Test and Inspection (T&I) basis. Cost of all task orders will be evaluated by the COR through reviewing and monitoring of CDRL H001, Inventory Spreadsheet.

The COR will notify the PCO of any cost concerns identified upon reviewing the deliverable to promptly address any potential issues. In addition, the contractor shall provide notification to the PCO in accordance w i t h FAR 52.232-22, Limitation of Funds. Through coordination between the COR, PCO, and contractor, any c o s t concerns will be addressed and resolved.

3.2 DOCUMENTS/REPORTING

A copy of the Inventory Spreadsheet (CDRL H001) and Inspection Report (CDRL D001) shall be provided to the PCO and COR. Issues and concerns that cannot be resolved at the working level or which impact contractual requirements shall be reported to the Contracting Officer for resolution and contractual action.

4.0 OTHER DUTIES AS ASSIGNED

Special instructions for this contract are provided to the COR as follows: No additional special instructions.

5.0 RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Rating Definition Note

(a) Exceptional Performance meets contractual requirements and exceeds 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.

To justify an Exceptional rating, identify multiple significant events and state how they were of benefit to the Government. A singular benefit, however, could be of such magnitude that it alone constitutes an Exceptional rating. Also, there should have been NO significant weaknesses identified.

(b) Very Good Performance meets contractual requirements and exceeds some to the

To justify a Very Good rating, identify a significant event and state how it was

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.

a benefit to the Government. There should have been no significant weaknesses identified.

(c) Satisfactory Performance meets 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.

To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract/order. There should have been NO significant weaknesses identified. A fundamental principle of assigning ratings is that contractors will not be evaluated with a rating lower than Satisfactory solely for not performing beyond the requirements of the contract/order.

(d) Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

To justify Marginal performance, identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the Government. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g., management, quality, safety, or environmental deficiency report or letter).

(e) Unsatisfactory

Performance does not meet most contractual requirements and recovery is not likely 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 appear or were ineffective.

To justify an Unsatisfactory rating, identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the Government. A singular problem, however, could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g., management, quality, safety, or environmental deficiency reports, or letters).

6.1 DOCUMENTING PERFORMANCE.

6.2 ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached as Appendix B. The COR shall document positive performance in the Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.csd.disa.mil/cparsmain.htm.

6.3 UNACCEPTABLE PERFORMANCE.

The Government shall document negative performance. The contractor’s negative performance shall be documented by the COR within the monthly COR report and the evaluation in CPARS. The COR will utilize his or her own knowledge of the task order, the Government Furnished Equipment Repair Status Report and/or a Contract Discrepancy Report (CDR) as part of the documentation of unacceptable performance. When unacceptable performance occurs, the COR shall notify the contractor. This notification will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR will document the discussion and place it in the COR file.

When the COR determines further formal written communication is required, the COR shall prepare a CDR, and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP as Appendix C.

The contractor shall acknowledge receipt of the CDR in writing to the COR and PCO. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR and PCO. The Government shall review the contractor's corrective action plan to determine acceptability and resolution of the unacceptable performance.

Unacceptable performance shall be documented in CPARS, and any CDRs may become a part of the evaluations entered in CPARS.

http://www.cpars.csd.disa.mil/cparsmain.htm

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APPENDIX A

Performance Assessment Matrix

PWS

TASK

Contract Task

TASK NAME PERFORMANCE STANDARD MINIMUM

ACCEPTABLE

STANDARD

(MAS)

SURVEILLANC

E

METHOD AND

ASSESSMENT

INCENTIVE

PWS

Para 3.5

Inventory Spreadsheet

The Contractor shall deliver quantities in accordance with the delivery schedule requested for each NSN. The estimated turnaround time for repairs shall be negotiated on an individual basis upon contractor submission of CDRL H001.

Submission of complete requirements of CDRL H001.

100 % Inspection by COR

Performance shall be reported in sufficient detail in CPARS;

the failure to meet MAS shall be assessed by the COR and the PCO shall take affirmation action to resolve the failure with the contractor.

PWS

Para 6.8.1.1

Inspection Report

The Contractor shall deliver A report shall document, by serial number, the reason any A8 FCs are classified as uneconomical to repair and disposition instructions. A report shall also identify any A8 FCs that were shipped under an incorrect NSN.

All information required for this Standard is outlined in CDRL D001.

Submission of complete requirements of CDRL D001.

Inspection by QAR, all reports reviewed by the COR after QAR.

Performance shall be reported in sufficient detail in CPARS;

the failure to meet MAS shall be assessed by the COR and the PCO shall take affirmation action to resolve the failure with the contractor.

PWS

Para 6.8.4

Testing The QAR shall review final acceptance tests and perform tests as required by DCMA standards.

Submission of complete requirements for CDRLs as well as tests for

PWS 6.8.4.

Inspection by QAR, all reports reviewed by the COR during quarterly status review

Performance shall be reported in sufficient detail in CPARS;

the failure to meet MAS shall be assessed by the COR and the PCO shall take affirmation action to resolve the failure with the contractor.

APPENDIX B

PERFORMANCE REPORT

1. Contract Number: <insert number>

2. Prepared by: Kevin McMahon

3. Date and time of observation:

4. Observation:

The COR shall review all tasks in the performance assessment matrix (Appendix A in this QASP) on a quarterly basis to determine if the contractor has met the minimum acceptable standard of performance as specified in the MAS column of the Performance Standards Summary Matrix and shall then document the appropriate rating in

CPARS.

Compliance Partially Met

Compliance Met

Compliance Exceeded

Prepared by: Kevin McMahon

Signature – Contracting Officer’s Representative Date

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APPENDIX C

CONTRACT DISCREPANCY

REPORT (CDR)

A contract discrepancy report shall be submitted by the COR when the contractor receives a performance rating o f unsatisfactory in a particular task (see Appendix A) for consecutive rating periods or if an unsatisfactory rating is received for more than one task during a single rating period. The COR may initiate a CDR anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever a n unfavorable trend is detected in contractor performance.

1. Contract Number: <insert number>

2. To: (Contractor Task Manager or on-site representative) <insert name>

3. From: (Name of COR)

4. Date and time observed discrepancy:

5. Discrepancy or Problem:

<Describe in detail. Identify any attachments.>

6. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: Kevin McMahon

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

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