Attachment 2 - Aviation Contracts Quality Assurance Surveillance Plan(QASP).pdf

DEPARTMENT OF HOMELAND SECURITY

U.S. CUSTOMS AND BORDER PROTECTION

Air and Marine Operations

AIRCRAFT PILOT TRAINING SERVICES

Quality Assurance Surveillance Plan (QASP)

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) is a government developed and applied document used to provide a standard of surveillance for monitoring the aviation training contracts. This QASP establishes the approach the government will use to conduct surveillance of the contractor’s quality control. 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.

2. INTRODUCTION

2.1. This QASP has been developed to evaluate contractor performance while implementing the Statement of Work (SOW). It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Performance Requirement Summary (PRS) in the support contract.

2.1.1. The QASP is based on the premise the government desires to maintain quality and standards. The QASP is a tool for use in government administration of the SOW and remains subject to revision at any time by the government throughout the contract performance period.

2.1.2. The contractor is responsible for management and quality control actions to meet the terms of the contract. The role of the government’s Contracting Officer’s Representative (COR) is to ensure the contractor performs quality control to adequately meet contract standards.

2.1.3. The contractor’s quality control plan/program is the mechanism for evaluating product quality. The contractor is required to maintain a comprehensive program of inspections and monitoring actions.

2.1.4. From the start of the contract, all contractor operational procedures and quality assurance measures will be tested and implemented. As the performance period progresses, the levels of surveillance may be altered for service areas in cases where performance is either consistently excellent or consistently unsatisfactory. If observations reveal consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

3. GOVERNMENT ROLES AND RESPONSIBILITIES.

The purpose of QA is to ensure that the contractor is fully performing its QC responsibilities and meeting its obligations to the government. The roles and responsibilities of the stakeholders involved in QA are described below.

3.1. Procurement Contracting Officer (PCO) and/or Administrative Contracting Officer (ACO) Responsibilities:

1. Advise the Multi Function Team on Surveillance Plan development.

2. Appoints a Contracting Officer Representative (COR) via a COR

Designation Memorandum, indicating their areas of responsibilities and limitation of authority and ensures that the COR, Contractor and Quality Assurance Program Coordinator (QAPC) are notified in writing of such.

3. Provides Contract Specific Training for any COR appointed by the PCO.

4. Maintains suitable records reflecting decisions regarding the acceptability of the requirements as well as actions to correct defects.

5. Requests re-performance and/or reduction of price of contract when services are not performed or do not meet contract requirements.

6. Determines that the amount withheld constitutes a reasonable estimate of the Contractor's potential liability.

7. Ensures that the withholdings represent an amount commensurate with the reasonable value of such services.

8. Ensures past performance inputs are prepared documenting any performance issues.

9. Includes in the contract file documentation identifying nonperformance and actions taken.

10. Keeps communication lines open with the Contractor regarding performance issues.

11. Terminates the COR Designation in writing, when appropriate, and forwards copies of COR Termination to the COR, COR Supervisor and QAPC and notifies the Contractor.

12. Participates as a member of the MFT.

3.2. Contracting Officer Representative (COR) Responsibilities:

1. Ensures supplies or services rendered by Contractor meet contract requirements.

2. Notifies the PCO/ACO and the Contractor of any performance deficiencies in writing or by e-mail.

3. Assists with contract/order closeout.

4. Ensures discrepancy reports are accurate and reported properly.

5. COR, completes DHS Standard COR training and the Contract Specific

Training prior to contract start date and/or Refresher Training IAW the DHS standard for certification of a COR.

6. Identifies areas that warrant a change in assessment method, frequency, or performance threshold and provides suggestions about the surveillance plan to the PCO.

7. Maintains accurate documentation of Contractor assessment activities as required by the surveillance plan and reports the results of Contractor assessment activities to the ACO/PCO.

8. Works with the Contractor and the PCO/ACO to resolve issues.

9. Maintains a file* in accordance with (IAW) the Surveillance Plan and requests PCO/ACO disposition at the completion of the contract or termination of COR appointment (if applicable).

10. Submits all requests for corrective action to the PCO/ACO.

11. Inspects and accepts Contractor services at the completion of each contract payment period, usually monthly. The COR will certify services received, unless the PCO/ACO retains the authority for acceptance.

12. Participates as a member of the MFT.

*File should include a copy of the contract/order and all modifications (unless readily available electronically); a copy of COR designation memorandum, copies of completed COR training requirements and all other pertinent documentation as deemed critical by COR.

3.3. Other Key Government Personnel. Upon award, the government may utilize performance monitors, subject matter experts, etc., who may provide input to the COR for reporting purposes.

4. SCOPE OF GOVERNMENT QUALITY ASSURANCE SURVEILLANCE

4.1. The procurement of commercial services under FAR Part 12, Acquisition of Commercial Items, provides the basis for quality assurance pursuant to FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items.

Standard: The contractor shall perform all work required in a satisfactory manner in accordance with the appropriate SOW paragraph. The COR shall be notified on any services that exceed the threshold cited above for each action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial terms (Aug 2025) (DEVIATION 25-

21) and/or the appropriate Inspection of Services clause, if any of the services delivery summary performance objectives exceed the limitations cited in the following performance thresholds.

Procedures: The government COR(s) will perform inspections to ensure contractor compliance with the appropriate paragraphs of the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time IAW Service Summary (SS) items after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiency is reported to the Contractor. The COR will document minor contract discrepancy and observations on the Performance Assessment Report (PAR).

When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. When quality problems cannot be resolved by the contractor and the Contracting Officer (CO), the CO shall first contact the central nonprofit agency and then, if necessary, the Committee for resolution before proceeding with a termination for default.

Performance Evaluation: Performance of a service will be evaluated to determine whether or not it meets the Performance Threshold of the contract. When the Performance Threshold is exceeded, the CO/COR will issue a CAR to the Contractor for a response to the CAR by completing block 7 of the form and returning it to the CO/COR within 10 calendar days of receipt.

4.2. Customarily, the government will require the contractor to re-perform any services that are found to be nonconforming with government standards. The government may, in addition to requesting re-performance of nonconforming service, seek price reductions or adequate consideration.

4.3 The contractor’s routine performance is evaluated objectively against the performance-based standards provided in the SOW. The basis of performance-based contracting allows for some flexibility in enforcement to encourage innovation by the contractor in achieving the desired results. The Government has the right to inspect and test all services called for in the contract. When services are deficient and cannot be re-performed satisfactorily by the contractor, the Government will refer to the Inspection of Services clause for remediation.

5. METHODS OF INSPECTION.

5.1. The below listed methods of surveillance may be used in the administration of this QASP. They can occur quarterly, monthly, or as needed:

5.1.1. 100% Inspection. The COR may conduct 100% inspections of the work defined in the statement of work (SOW). The COR will also review information submitted in the required reports defined in the PWS (if applicable).

5.1.2. Periodic Inspection. The government may conduct periodic inspections; daily, weekly, monthly, quarterly, semi-annually or annually or on an as-needed basis. The periodic inspection shall be conducted by the

COR.

5.1.3. Random Inspection. The government may conduct random

monitoring by reviewing information/reports required and submitted in accordance with the contract. The random monitoring shall be performed by the COR.

5.1.4. Performance Evaluation Meetings. The contractor and the COR will meet as often as necessary to review the contractor’s performance and address any contract discrepancy reports (CDRs) issued during the period.

A mutual effort will be made to resolve identified issues.

5.1.5. Customer Feedback – The COR may provide and collect customer surveys or complaints regarding performance. A mutual effort will be made to resolve any problems/issues identified.

5.2. Level of surveillance may be conducted on a monthly, quarterly, or as-needed basis and an analysis of the results will determine if the contractor met the standards or did not meet the standards identified in the PWS/contract.

NOTE: THE FOLLOWING SERVICE SUMMARY (SS) DESCRIPTIONS & CHECKLISTS (FOLLOWING THE TABLES) WILL UTILIZE THE REFERENCES STATED WITHIN THE APPLICABLE PWS PARAGRAPH FOR

THAT PARTICULAR SS ITEM. IF A PARTICULAR PWS PARAGRAPH HAPPENS TO NOT CONTAIN A

REFERENCE, THEN THE APPLICABLE POLICY OR DIRECTIVE TO THAT PWS PARAGRAPH SUBJECT

MATTER WILL BE UTILIZED AND APPLIED.

6. SERVICE SUMMARY (SS).

SS # Performance Objective & SOW

Paragraph

Performance Standard

Acceptable Quality Level

(AQL)

Method of Inspection

1 Para: 4.6.

The Contractor shall provide scheduling POCs at every training center where courses are provided.

Provide training schedule 2 weeks in advance without any changes before start of training class.

Training completed w/out any delays.

Periodic Monthly

2 Para: 4.8 Contractor shall provide accurate invoicing to COR, monthly with no more than 1 correction needed.

Invoice shall arrive in a timely manner, with no more than one correction necessary and no more than one returned invoice per billing cycle.

1 discrepancy permitted and only 1 returned invoice.

Periodic Monthly

3 Para: 3.1 Contractor shall provide all training materials required for the course.

All training materials shall be provided without any obligation placed on the receiver.

Zero defects permitted.

SS # Performance Objective & SOW Paragraph

Performance Standard

Acceptable Quality Level

(AQL)

Method of Inspection

4 Para: 3.4 Training throughput capability

Did contractor provide adequate courses IAW Appendix A projections?

1 defect permitted

Periodic Monthly

5 Para: 4.1 Safety Did contractor provide training in a safe environment?

Zero defects permitted.

Periodic Weekly

6 Para: 4.7.2 Monthly Status Report

Did contractor provide monthly status report to the COR by the 25th of each month?

1 defect permitted

Periodic Monthly

7 Para: 4.7.4 Government Oversight; Surveillance of Non-SS Items

Any issue brought up deemed to be of concern to the Trainees, COR or C/O

2 minor defects permitted per inspected area

AVIATION TRAINING CONTRACTS

Contractor Scheduling (SS # 1) Ref: 4.6.

METHOD OF ASSESSMENT: Monthly or As Needed

LOT SIZE: Minimum of one (1) Time per Month

SAMPLE SIZE: 100% of students scheduled per Month

PERFORMANCE THRESHOLD: Zero Defects Allowed

SAMPLING PROCEDURES: The responsible COR will select monthly, various days to sample this requirement. Contract reference, evaluation procedures will be reviewed to assure the COR is thoroughly knowledgeable of this required task and the Contractor responsibilities.

INSPECTION PROCEDURES: The COR will review trainee feedback and correspondence with training schedulers to ensure training schedules are provided 2 weeks prior to training start date to ensure changes are not occurring within the 2 week time frame before training start date.

Ensure all deficiencies/ customer complaints are documented and corrected by the contractor.

Follow up on any problem areas/adverse trends with appropriate corrective action.

DEFICIENCY REPORTING PROCEDURES: The government Contracting Officer Representative (COR) will perform inspections to ensure contractor compliance with the appropriate paragraphs of the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiencies are reported to the Contractor. The COR will document minor contract discrepancies and observations on the Performance Assessment Report (PAR). When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. If re-performance is not a possibility the Contracting Officer will deduct the amount of funds required to purchase the services from the contractor’s invoice.

Meets Performance Threshold: YES/NO

Print Name /COR Signature Date

ALL PURPOSE CHECKLIST

PAGE

PAGES

1 OF

TITLE/SUBJECT/ACTIVITY/FUNCTIONAL AREA

SS-1, CONTRACTOR SCHEDULING

– SHOULD MIRROR THE SS’s AS CLOSE AS POSSIBLE

OPR

COR

DATE

NO. ITEM

(Assign a paragraph number to each item. Draw a horizontal line between each major paragraph)

ACC UAC NA

1. Does the Contractor provide scheduling POCs at every center where courses are provided? (Ref: SOW, Para: 4.6.1)

2. Do Contractor scheduling POCs respond to inquiries w/in 1 business day from first phone call or email from AMO scheduling staff? (Ref: SOW, Para: 4.6.1)

3. Does the Contractor only schedule AMO students via requests from the CO, COR or AMO scheduling staff? (Ref: SOW Para: 4.6.1)

4. Does the Contractor make all efforts to avoid rescheduling students?

Were AMO staff and schedulers made aware of the reason(s) via phone call and email? Were students rescheduled more than 5 times and no more than two times within 2 weeks of class? (Ref: PWS Para: 4.6.2)

Date/Time_ /

COR Signature:

Contractor Invoicing (SS # 2) Ref: 4.8.

PERFORMANCE THRESHOLD: One Defects Allowed

INSPECTION PROCEDURES: The COR will review monthly invoices from Contractor(s).

Evaluation will consist of timeliness and accuracy of invoice Ensure all deficiencies/ customer complaints are documented and corrected by the contractor. Follow up on any problem areas/adverse trends with appropriate corrective action.

the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiencies are reported to the Contractor. The COR will document minor contract discrepancies and observations on the Performance Assessment Report (PAR). When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. If re-performance is not a possibility the Contracting Officer

SS-2, CONTRACTOR INVOICING

OPR

COR

DATE

NO. ITEM

(Assign a paragraph number to each item. Draw a horizontal line between

1. Does the Contractor provide training only when funds are obligated to the contract? (Ref: SOW, Para: 4.8)

2. Does Contractor provide a discrete, unique, sequential numbering system for invoices? (Ref: SOW, Para: 4.8)

3. Does the Contractor submit only one invoice per month and is it delivered in a timely method? (Ref: SOW Para: 4.8)

4. Does the Contractor submit monthly invoices on a SF1034 or in a Microsoft Excel spreadsheet? (Ref: PWS Para: 4.8)

5. Does the Contractor invoice in the following format:

Alphabetically by course Invoice Total Date of Invoice Date(s) of Instruction

6. Are all invoices, to include any attachments, input into the Invoice Process

Platform (IPP) located at https://www.ipp.gov/ https://www.ipp.gov/

Contractor Training Materials (SS # 3) Ref: 3.1 training schedulers to ensure all training materials are provided to students before or upon arrival at the training center. Ensure all deficiencies/ customer complaints are documented and corrected by the contractor. Follow up on any problem areas/adverse trends with appropriate corrective action.

the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiencies are reported to the Contractor. The COR will document minor contract discrepancies and observations on the Performance Assessment Report (PAR). When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. If re-performance is not a possibility the Contracting Officer

SS-3, CONTRACTOR TRAINING MATERIALS

OPR

COR

DATE

NO. ITEM

(Assign a paragraph number to each item. Draw a horizontal line between

1. Does the Contractor provide students with all training materials prior to arrival or upon arrival at the training center? This should include digital or hard-copy textbooks, study guides, exams and any other training aids required to teach the course. (Ref: SOW, Para: 3.1)

2. Do Contractors provide training that meets FAA curriculum and syllabus requirements under Part 141 & 142 unless a/c is not regulated by the FAA?

(Ref: SOW, Para: 3.1)

3. Are courses conducted at the Contractor’s facilities or in their a/c and/or simulators? (Ref: SOW Para: 3.1)

Training Through-Put Capability (SS # 4) Ref: 3.4

PERFORMANCE THRESHOLD: One Defects Allowed

INSPECTION PROCEDURES: The COR will review correspondence with training schedulers and contractors ensuring training through-put capability forecasts are not being disregarded and are in line with forecasts provided in Appendix A. Ensure all deficiencies are documented and corrected by the contractor. Follow up on any problem areas/adverse trends with appropriate corrective action.

the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiencies are reported to the Contractor. The COR will document minor contract discrepancies and observations on the Performance Assessment Report (PAR). When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. If re-performance is not a possibility the Contracting Officer

SS-4, TRAINING THROUGH-PUT CAPABILITY

OPR

COR

DATE

NO. ITEM

(Assign a paragraph number to each item. Draw a horizontal line between

1. Did Contractor provide training slots IAW projections in Appendix A? (Ref:

SOW, Para: 3.4)

2. Does Contractor have resources to meet requirements of projected requirements in Appendix A? (Ref: SOW, Para: 3.4)

3. Does the Contractor work with AMO on fluctuations in training requirements that might exceed levels forecasted in Appendix A? (Ref: SOW Para: 3.4)

SAFETY (SS # 5) Ref: 4.1

METHOD OF ASSESSMENT: Weekly or As Needed

LOT SIZE: Minimum of one (1) Time per Weekly

SAMPLING PROCEDURES: The responsible COR will select weekly, various days to sample trainees to ensure that the Contractors are providing a safe and secure environment whether in flight simulators or actual aircraft. Ensure all deficiencies / customer complaints are documented and corrected by the contractor. Follow up on any problem areas/adverse trends with appropriate corrective action.

the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiencies are reported to the Contractor. The COR will document minor contract discrepancies and observations on the Performance Assessment Report (PAR). When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. If re-performance is not a possibility the Contracting Officer

SS-5, SAFETY

OPR

COR

DATE

NO. ITEM

(Assign a paragraph number to each item. Draw a horizontal line between

1. Does the Contractor meet FAA/FAR Part 141 and/or FAA/FAR Part 142 training center requirements? (Ref: SOW, Para: 4.1)

2. Are Contractor aircraft and simulators used for training on the same campus or airport where academic portions of training are conducted? (Ref:

SOW, Para: 4.1)

3. Are Contractor aircraft used for training in safe/serviceable condition?

(Ref: SOW Para: 4.1)

Monthly Status Report (SS # 6) Ref: 4.7.2

PERFORMANCE THRESHOLD: One Defect Allowed

INSPECTION PROCEDURES: The COR will review monthly status reports from each Contractor to ensure compliance with SOW. Ensure all deficiencies / customer complaints are documented and corrected by the contractor. Follow up on any problem areas/adverse trends with appropriate corrective action.

the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiencies are reported to the Contractor. The COR will document minor contract discrepancies and observations on the Performance Assessment Report (PAR). When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. If re-performance is not a possibility the Contracting Officer

SS-6, MONTHLY STATUS REPORT

OPR

COR

DATE

NO. ITEM

(Assign a paragraph number to each item. Draw a horizontal line between

1. Does the Contractor(s) provide a monthly status report to the COR and CO via email NLT the 25th business day of each month for review? (Ref: SOW, Para:

4.7.2)

2. Is the Contractor’s report in Adobe PDF or Microsoft Excel format? (Ref:

SOW, Para: 4.7.2)

3. Does the Contractor’s report include the following:

• Courses conducted.

• Resource expenditures: funds expended during the reporting period for each deliverable, cumulative total and funds remaining on the contract.

• Major problems or significant issues incurred during the reporting period.

• Name of any students who needed additional instruction, as approved by the

COR, or did not successfully complete courses during the previous month.

• Any significant problems or issues that prevented the successful completion of the Government’s requirements the previous month.

• Any action needed by the CBP/AMO.

• Invoices submitted and paid during the reporting period.

(Ref: SOW Para: 4.7.2)

Government Oversight / Surveillance of Non-SS Items (SS # 7) Ref: 4.7.4

PERFORMANCE THRESHOLD: Two Minor Defects Allowed

SAMPLING PROCEDURES: The responsible COR will conduct surveillance on two (2) Non- SS items on a random basis using the Non-SS checklist and/or items within the SOW that are not identified within the Services Summary.

INSPECTION PROCEDURES: The COR will throughout the month conduct surveillance using items within the SOW not identified within the Services Summary to ensure performance of Non- SS items are IAW the SOW.

the SOW and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the COR will notify the contractor and the contracting officer of the deficiencies for correction. The contractor shall be given a copy of the Performance Assessment Report (PAR) to contest or validate. The Contractor shall be given reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the Contracting Officer of the time allowed for correction when the deficiencies are reported to the Contractor. The COR will document minor contract discrepancies and observations on the Performance Assessment Report (PAR). When the deficiency is major (major meaning over the performance threshold or a safety issue), the COR will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The COR shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the COR will be forwarded to the Contracting Officer (CO) for action. If re-performance is not a possibility the Contracting Officer

SS-7, GOVERNMENT OVERSIGHT / SURVEILLANCE OF NON-SS ITEMS

OPR

COR

DATE

NO. ITEM

(Assign a paragraph number to each item. Draw a horizontal line between

1. Does the Contractor ensure that all other tasks required under the PWS may be inspected on a random basis at a frequency determined by the CO and/or COR to include Customer Complaints? (Ref: PWS Para: 4.7.4)

SUCCESFUL PERFORMANCE.

7.1. Acceptable services for performance is demonstrated by an accepted and executed certified invoice and receiving report.

7.2. The acceptable quality level (AQL) consists of the performance standards established for the services required by the government to meet contract requirements.

The AQL will be measurable and structured to permit an assessment of the contractor’s performance.

8. DOCUMENTATION OF SURVEILLANCE.

8.1. Effective contract surveillance relies on the COR identifying and documenting discrepancies during performance of routine daily services, or through the contractor’s quality control program. The COR will report discrepancies to the contractor for timely resolution. Surveillance may consist of periodic reports, and customer feedback and timeliness of contract deliverables/reports.

8.2. The COR will maintain a complete QA file which will be retained by the COR for the life of the contract. Information in the QA file will be considered when completing the annual CPARS report.

Surveillance of Non-SS Items: The Government reserves the right to inspect and test all services required by the contract to the extent practicable at all times and places during the term of the contract in accordance with the contract inspection clause.

The COR will inspect and accept contractor services at the completion of each contract payment period, usually monthly. The COR will certify services

8.3. Documented surveillance will consist of inspections performed by the COR.

Such documentation may include paperwork that supports contract surveillance such as details of inspections or data gathering, conversations or meetings with the contractor, notes and comments that support inspection paperwork, to include quality assurance surveillance reports. If performance is deemed unacceptable, the COR will inform the contractor. Disagreements or disputes will be referred to the KO for re-address.

8.4. All documentation resulting from surveillance will be made a part of the contract file. The COR will maintain his/her file in the TSS National Teams Aviation Training Contracts SharePoint site throughout the contract period of performance.

9. CERTIFICATION OF SERVICES.

Certification of services is performed by the COR via the Invoice Processing Platform (IPP) portal. IPP automatically notifies the appropriate COR via email of pending invoice. COR accesses IPP and verifies the accuracy of services provided by the contractor. If invoice is accurate and free of errors, the COR will approve the invoice in IPP to be approved by the CO. If the COR encounters errors in the contractor’s invoice, the COR will reject the invoice, state the reason for rejection and send back to the contractor. If the contractor disagrees with the COR, the issue will be forwarded to the CO for resolution.

10. QASP ATTACHMENTS.

10.1. Appendix A – Estimated Training Throughput