Attachment 14 QASP.pdf

Quality Assurance Surveillance Plan (QASP) for

Multilateral Administrative Requirements Vehicle (MARVel) at

Air Force Research Laboratory (AFRL)

27 May 2022

Attachment 14, QASP

1.0. 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 surveillance/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

• 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 Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets 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.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2.0. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, an Inspection of Services clause, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3.0 Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

Program/Project Manager (PM): The PM provides primary program oversight, and ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities. While the PM may serve 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 any contract changes on the government’s behalf.

Assigned PM: Mr. Michael Mendoza Organization: AFRL/RDOA Telephone: (505) 846-5722 Email: michael.mendoza.12@us.af.mil

Contracting Officer (CO): 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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned CO: Faye Ritter Organization: AFRL/RDKT Telephone: 505-846-0150 Email: lois.ritter.1@us.af.mil

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 process. The COR shall keep a Quality Assurance file (electronic and/or paper) 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 reporting early identification of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. 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 change on the Government’s behalf.

Assigned COR: Mr. Michael Mendoza Organization: AFRL/RDOA Telephone: 505-846-5722 Email: michael.mendoza.12@us.af.mil Other Key Government Personnel:

Task Order Subject Matter Experts (SME) - The SMEs support the Contract Level COR’s performance assessment activities by providing program and services oversight and documentation to ensure that the Contract Level COR and CO are informed on all contractor performance issues.

As of 01 August 2020 they are:

Task Order (TO) Org TO Status Primary SME Alternate SME FA9451-TBD RVF Active Charles Demers Not Assigned FA9451-TBD RDH Active Mona Lisa Villegas Not Assigned

FA9451TBD RDM Active Michelle Perea Note Assigned

FA9451-TBD RDS (PRS) Active Active

Mike Volek Not Assigned RDS (Maui) Maj Mathew Holland Not Assigned

FA9451-TBD RVB Active Lt Col Erik Kappe Not Assigned FA9451-TBD RVE Active Diana Gonzalez

Note Assigned

FA9451-TBD RVI Active Steve Robson Not Assigned FA9451-TBD RVK Active Debra Powell-SchafferNot Assigned FA9451-TBD RVO Active Martha Garcia Heriberto Robredo

Not Assigned FA9451-TBD RVS Active Kimberly Ogden

FA9451-TBD RDO Active Joe Pugliese Not Assigned

Attachment 14, QASP mailto:christopher.keyes.2@us.af.mil

Contractor Representatives

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Program Manager – TBD Telephone:

Email:

Acting Deputy Program Manager – Telephone:

Email:

4.0 Performance Requirements and Method of Surveillance

4.1 Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the CO, PM and the contractor, which enables 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 contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. The COR receives quarterly input on contractor performance from the assigned government contract Subject Matter Experts (SME). This performance input is used to submit required quarterly input into the PIEE SPM module. Also, the quarterly input in SPM is used to submit the yearly contractor performance report in CPARS. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and Quality Control/Quality Assurance (QC/ QA) actions to successfully meet the terms of the contract.

4.2 Performance Requirements Summary (PRS)

The PRS (Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix 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 file.

Performance objectives define the desired outcomes. Performance Thresholds 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. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standard. The PRS is used to form the foundation of the COR’s inspection checklist.

4.3 Performance Rating Definitions

Performance In re-evaluating the quality of contractor’s performance, the following performance ratings may be used.

Criteria

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 no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government's benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor

Attachment 14, QASP mailto:nathan.mitchell.7.ctr@us.af.mil mailto:dave.mcmillan@siertek.com problems for which corrective actions taken by the contractor were effective.

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 were satisfactory.

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 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 of the element or sub-element contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

5.0 Surveillance Schedule

5.1 The COR will assess the contractor performance on a periodic basis. The first surveillance will be conducted when the contractor has completed one full quarter (120 days) of performance. The first surveillance is due no later than (NLT) the 10th of the month after the end of the first quarter and NLT the 10th for each subsequent quarter. The Government may decrease surveillance to every six months if the contractor is performing at an overall level of satisfactory or increase to Monthly if not performing at an overall level of satisfactory. Mission requirements may require deviations from the surveillance schedule. Surveillance should be performed as close to the schedule as is practicable. The COR shall conduct surveillance of the contractor’s performance by determining whether or not the performance meets the thresholds contained in the contract, the PWS and the PRS items.

5.2 The COR will document surveillance on the SMART form in SPM. Documentation shall include as a minimum, the date, time, and location the surveillance was conducted, results of the surveillance (acceptable or unacceptable), PWS paragraph number referencing the requirement, a short description of the requirement being surveyed, applicable remarks, signature of COR conducting the surveillance. When the COR determines that contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded on the COR’s surveillance documentation.

5.3 The COR has the right to inspect and test all services called for by the contract, for PRS items as well as items that are not on the PRS, to the extent practicable at all times and places during the term of the contract. The COR shall perform inspections and tests in a manner that will not unduly delay work. When the COR identifies unacceptable performance of an item not on the PRS, the COR will follow the same process for noncompliance with PRS items.

5.4 Contractor Performance Assessment Reporting System (CPARS): Items surveyed in accordance with the QASP will be used as backup documentation for reporting contractor performance in the CPARS. The COR who is performing the assessment should keep in mind that details of the inspections from the Performance surveillance log and the monthly, quarterly or bi-annual report will be used to prepare the CPARS input. Other documentation such as Memorandums for File, e-mails between the Government and Contractor or other detailed documentation should also be used to develop Contractor’s performance assessment input into CPARS.

6.0 Customer Complaints

6.1 A customer may be any Government entity other than the COR who is a recipient of the Contractor‘s services. Any personnel that observes questionable services, incomplete, not performed, or performed improperly, should immediately or as soon as possible contact the task order SME and the COR. Complaints can be accepted via email.

6.2 The Task order SME, COR and / or the CO will educate customers of the service being provided by the Contractor under the terms and conditions of the contract/task order.

6.3 The COR shall receive, document, and validate or invalidate all customer complaints using the Customer Complaint Record. If the complaint is invalid, the COR shall contact the complainant and explain why the complaint is invalid.

6.4 The COR shall fully document the resolution for each customer complaint.

7.0 Remedies for Unacceptable Performance

7.1 In accordance with the contract inspection/acceptance contract 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/task order requirements, at no increase in contract/task order amount (value). If re-performance will not correct the defects or is not possible, the Government may:

7.1.1 Require the Contractor to take necessary action to ensure that future performance conforms to contract/task order requirements; and

7.1.2 Reduce the contract/task order price (value) to reflect the reduced value of the services performed. This may include a reduction in the number of paid hours to reflect the total non-performance period.

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

7.2.1 By contract/task order 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

7.2.2 Decrement invoice as stated in the PWS related to performance; or

7.2.3 Terminate the contract.

8.0 Contractor’s Quality Control Plan (QCP)

8.1 The contractor shall establish and maintain a Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified in PWS 3.1.2.1. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall update the plan as changes occur and changes shall be submitted for review and acceptance by the Contracting Officer.

8.2 The Government shall rely on Contractor’s existing quality assurance systems that ensure he requirements of the contract are provided as specified in the PWS.

9.0 Performance Reporting

9.1 Performance Assessment Report

COR use SMART form in SPM.

SME’s use Template posted in their Task order directory in the Efile.

9.2 Customer Complaint Form

Customer Complaint Form Template Contact the COR for a Copy

9.3 Corrective Action Report (CAR)

CAR Contact the COR for a copy

QASP does not require re-approval unless a significant change to the PWS or QASP has to be made.

The COR may change the surveillance schedule, method and frequency as needed to reflect changes in mission needs.

COR is authorized schedule variance up to 45 days to accommodate mission needs.

X Michael Mendoza Program Manager; Contract COR Signed by: michael.mendoza

This QASP for subject contract has been reviewed by the Multi-Functional Team (MFT) and is accepted as written.

Attachment 1 Surveillance Matrix

Performance Objective

PWS

Ref Standards

Performance Threshold

Method of Assessment

Item 1: Overall Quality of Performance: Contractor shall maintain a professional business appearance and must efficiently perform all PWS tasks, including timely and accurate documentation, report requirements, and responses to task order modifications and change orders.

All Clear, consistent, and timely written and verbal communication. Products are technically accurate and grammatically correct and require no more than one review from customer to meet acceptance.

Returns phone calls, emails or other communication attempts within one working day. No more than one customer complaint per surveillance period. Unsatisfactory performance must be resolved within two working days

Customer Complaint as validated by COR and CO.

Item 2: The Contractor must be responsive to Government requirements, All Within each task order, provide prompt identification and resolution of problems;

ensure PWS compliant performance, effectively communicate concerns with the COR and meet the delivery schedule;

required products are technically accurate and grammatically correct and require no more than one review from customer to meet acceptance.

Returns phone calls, emails or other communication attempts within one working day. No more than one late document per month and no more than one customer complaint per surveillance period.

Unsatisfactory performance must be resolved within two working days

Customer Complaint as validated by COR and CO.

Item 3: Comply with applicable portions of the DD Form 254 for Task Order requirements.

All Compliance is mandatory;

no failures to meet security requirements are acceptable.

100% compliance is mandatory; no failures to meet security requirements are acceptable. Each security violation and/or unsatisfactory performance must be resolved to the government's satisfaction within three working days

Customer Complaint as validated by COR and CO.

Item 4: Safety Requirements Compliance:

Contractors shall ensure their employees and subcontractors comply with all applicable OSHA standards, identify and mitigate hazards, and report pertinent facts regarding mishaps involving damage or injury. Contractors will cooperate in any safety investigation, to include toxicology testing.

All Compliance is mandatory;

Contractor must meet minimum OSHA requirements. Contractor must have zero willful OSHA violations; zero serious violations; no more than two other than serious violations (“violations” is defined in OSHA standards) per surveillance period.

Each OSHA violation must be resolved to the government’s satisfaction within three working days, except imminent danger situations which must be mitigated or resolved and reported immediately or as soon as possible.

Incidents as reported in Status Reports, or violations reported to/observed by customer or COR as validated by COR and

CO.

Item 5: The Contractor shall comply with applicable Contractor Management Reporting (CMR) requirements.

PWS

7.6

The Contractor registers the contract in CMR no later than 30 days after contract award and updates the CMR annually by 31 Oct.

100% compliance is mandatory; no failures to meet reporting requirements are acceptable. Unsatisfactory performance must be resolved within two working days

Initial and annual surveillance.

Item 6: The Contractor shall be in compliance with the Combating Trafficking In Persons (CTIP) clause and all applicable laws.

All FAR Clause 52.222-50 100% Compliance is mandatory. Each CTIP violation must be resolved immediately or as soon as possible.

Violations shall be reported to DoD Combat Trafficking in Persons (CTIP) Law Enforcement Support Office of Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense human Resources Activity

(DHRA)

http://ctip.defense.gov

COR Periodic surveillance and customer complaint.

COR shall convey observed non-compliance to the PCO immediately or as soon as possible.