Attachment 2-DRAFT QASP.pdf

Quality Assurance Surveillance Plan (QASP) For F-5 Contractor Logistics Support (CLS)

This document is provided for information purposes only and does not constitute contractual requirements

For

F-5 Aircraft Maintenance Contractor Logistics Support (CLS)

Contract Number: <upon award, enter contact number> Contractor Name: < upon award, enter contractor name >

DRAFT

TABLE OF CONTENTS

1. PURPOSE

2. AUTHORITY

3. GOVERNMENT ROLES AND RESPONSIBILITIES

4. CONTRACTOR REPRESENTATIVES

5. PERFORMANCE STANDARDS

6. INCENTIVES

7. METHOD OF QUALITY ASSURANCE SURVEILLANCE

8. RATINGS

9. DOCUMENTING PERFORMANCE

9.1 Contractor Performance Assessment Reporting System (CPARS)

9.2 Government Inspections

9.2.1 Acceptable performance

9.2.2 Unacceptable Performance

9.3 Corrective Action Plan (CAR)

10. FREQUENCY OF MEASUREMENT

10.1 Frequency of Measurement

10.2 Frequency of Performance Assessment Meetings

11. RECORD RETENTION

12. LIST OF ACRONYMS

ENCLOSURE 1 - F-5 PERFORMANCE STANDARDS

ENCLOSURE 2 – CORRECTIVE ACTION REPORT

ENCLOSURE 3 - PERFORMANCE ASSESSMENT REPORT

ENCLOSURE 4 - CUSTOMER COMPLAINT RECORD

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to ensure systematic quality assurance methods are used in the administration of the F-5 Aircraft CLS Maintenance Contract. The intent is to ensure the Contractor performs in accordance with the performance metrics and the Government receives the quality of services called for in the Contract. The QASP provides a systematic method to evaluate performance for this Contract.

This QASP is a “living document” and the Government may review and revise it on a regular basis. This document may be changed at any time upon review and approval by the Procuring Contracting Officer (PCO), Contracting Officers Representative (COR), and the Technical Points of Contact (TPOCs), and must be supported by the Performance Work Statement (PWS). The PCO, COR, and the TPOCs will review the QASP and coordinate changes with the Contractor, when necessary. Updates shall ensure the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the PCO, Administrative Contracting Officer (ACO), Government officials implementing surveillance activities, and the Contractor.

The following Federal Acquisition Regulation (FAR) clauses apply 52.246-4 Inspection of Services – Fixed-Price, 52.246-5 Inspection of Services – Cost-Reimbursement, and 52.246-6 Inspection of Services

– Time-and-Material and Labor-Hour.

2. AUTHORITY

Authority for issuance of this QASP is under FAR Part 46 of the Inspection of Services clauses, which provide for inspection, acceptance and documentation of the service called for in the F-5 Aircraft Maintenance Contract. The PCO, ACO, or a duly authorized representative shall execute acceptance.

3. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

Procuring Contracting Officer (PCO) and Administrative Contracting Officer (ACO) – Individuals appointed to enter into procurement (PCO) or administration (ACO) of contracts and make related determination and findings on behalf of the Government. The PCO and ACO ensure performance of all necessary actions for effective contracting ensuring compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. They are ultimately responsible for the final determination of the adequacy of the Contractor’s performance. The PCO will issue a delegation letter detailing all responsibilities of the ACO. The ACO will communicate on a regular basis decisions made and provide copies of all administrative modifications on to the PCO.

Assigned PCO: To be entered at time of award Organization or Agency:

Telephone: (###) ##-#### Email:

Assigned ACO: To be entered at time of award Organization or Agency:

Telephone:

Email:

Technical Point of Contacts (TPOCs) – The TPOCs are the Government on site technical representatives responsible for assisting in the administration of specific efforts under the contract. A TPOC cannot, in any manner, alter the scope of the contract, make commitments or authorize any changes on the Government’s behalf.

Assigned TPOC: To be entered at time of award Organization or Agency:

Telephone:

Email:

Contracting Officer Representative (COR) – The COR is the Government representatives responsible for assisting in the administration of specific efforts under the contract. A COR cannot, in any manner, alter the scope of the contract, make commitments or authorize any changes on the Government’s behalf.

Assigned COR: To be entered at time of award Organization or Agency:

Telephone:

Email:

Contract Maintenance Monitoring Team (CMMT) – The CMMT conducts government quality assurance surveillance oversight of the quality of the Contractor’s aircraft maintenance services.

Assigned CMMT: To be entered at time of award Organization or Agency:

Telephone:

Email:

4. CONTRACTOR REPRESENTATIVES

The following Contractor personnel shall serve as the Contractor’s direct representatives for the F-5 Aircraft Maintenance contract.

Program Manager - To be entered at time of award Telephone:

Email:

Quality Assurance Representative: - To be entered at time of award Telephone:

Email:

AND OTHERS

5. PERFORMANCE STANDARDS

Performance standards define desired services for the F-5 Aircraft CLS Maintenance contract. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. The Government will use these standards to determine contractor performance and compare contractor performance to the Acceptable Quality Level (AQL). Enclosure (1) F-5 are the performance standards matrices shall be used for this contract.

6. INCENTIVES

Not applicable.

7. METHOD OF QUALITY ASSURANCE SURVEILLANCE

The Government will assess the Contractor’s performance IAW the F-5 Aircraft CLS Maintenance PWS requirements. Regardless of the surveillance method, the PCO shall always contact the Contractor's Program Manager or on-site representative when a defect is identified. The PCO will inform the manager of the specifics of the problem identified. The PCO shall be responsible for monitoring the Contractor’s performance in meeting a specific performance standard/AQL.

The PCO shall use the methods contained in this QASP to ensure the Contractor is in compliance with contract requirements and documented. Enclosures (2) through (4) are the forms used to capture and report corrective actions, performance assessments, and contractor complaints. Overall, the Government personnel charged to oversee and coordinate surveillance activities will use enclosures (1) through (4) to administer the F-5 Aircraft Maintenance contract.

8. RATINGS

Metrics and methods used are designed to determine if performance exceeds, meets, or does not meet a given standard and AQL. The following performance ratings shall be used to annotate evaluation ratings.

Performance Rating

Criteria

Excellent / Outstanding

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.

Good 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.

9. DOCUMENTING PERFORMANCE

9.1 Contractor Performance Assessment Reporting System (CPARS) The TPOCs will provide annual performance assessment inputs to the COR who will then provide the assessment inputs to the PCO for inclusion in the CPARS (https://www.cpars.gov) which will be used in documenting past performance.

9.2 Government Inspections

The Government QAR will perform inspections to ensure the Contractor compliance with the appropriate paragraphs of the PWS, other government requirements, and the Contractor’s own procedures, and shall record the results of the inspections. PWS tasks may be inspected on any appropriate basis, at a frequency determined primarily by the ACO or PMA-226 IPTL and at the direction of the PCO.

9.2.1 Acceptable performance

The Government shall document positive performance. Any report may become a part of the supporting documentation for other actions.

9.2.2 Unacceptable Performance

When unacceptable performance occurs, the PCO shall inform the Contractor. This will normally be in writing unless circumstances necessitate verbal communication. The TPOCs shall document unacceptable performance and inform the COR who will place it in the PCO file. When the PCO determines formal written communication is required, the PCO shall prepare a Contract Action Requests (CAR) and present it to the Contractor's task manager or on-site representative. The CAR form is at enclosure (2) of this QASP. The Contractor shall acknowledge receipt of the CAR in writing. The Contractor shall be given a reasonable time after notification to correct the unacceptable performance. The Contractor shall notify the PCO, COR, and the TPOCs if the time allowed for correction is not adequate.

The PCO, COR, and the TPOCs will review the Contractor's corrective action plan to determine acceptability. The PCO will not consider the corrective action(s) complete until all deficiencies have been corrected and determined by the QAR to be adequate (government follow up). Contractor non-responsiveness, deficiencies not adequately addressed or corrected, or estimated dates of completion that are not acceptable to the QAR shall be forwarded to the PCO, COR, and TPOCs for action.

9.3 Corrective Action Plan (CAR)

The PCO shall maintain overall visibility of all CARs and shall follow up with the COR and TPOCs to verify the implementation and effectiveness of the Contractor’s actions before CAR close out. The level of CAR issued depends on the nonconformance in terms of severity, frequency, and previous corrective actions. If the Contractor is not responsive to lower-level CARs, the TPOCs shall escalate the matter to the COR and PCO. CARs may become part of the supporting documentation for contract payment deductions, fixed fee deductions, nonpayment, or other actions deemed necessary by the PCO or ACO.

When written, CARs must be specific in identifying the exact deficiency and the contractor personnel with whom the deficiency was discussed. All written CARs will require the Contractor to identify the root cause of the deficiency, action taken to correct the specific deficiency, action taken to prevent recurrence, action taken to determine if other products/aircraft are affected by same/similar deficiencies, and the date when the corrective action will be implemented. The QAR will perform a follow-up audit to assure that the corrective action has effectively resolved the deficiency.

A Corrective Action Log shall be established by the COR and TPOCs to maintain and track CARs issued to the Contractor. CARs shall be recorded and tracked by a control number.

XXXXXX - Contract Number To Be Announced CY - Calendar Year (i.e., 2019, 2020, etc.)

XXXX – Site CAR issued to 01 – First CAR for the calendar year

10. FREQUENCY OF MEASUREMENT

10.1 Frequency of Measurement

All inspection records, observations, monthly reports, CARs, and other pertinent data shall be reviewed monthly by the PCO, COR, and the TPOCs to analyze whether the negotiated frequency of measurement is appropriate for the work being performed. This does not preclude the necessity of adjusting surveillance due to specific incidents or deficiencies noted. The review should include at a minimum a description of the data analyzed, a description of the conclusions/results, and actions planned/taken. These reviews shall be documented and records maintained by the PCO.

If one or more standards are unsatisfactory, further evaluation is required to determine if the Contractor's overall performance is unsatisfactory. The PCO will assess the results of each performance standard, taking into consideration the importance and criticality of each in relation to the total service being evaluated. The PCO will document the overall evaluation.

The PCO will immediately notify the Contractor as to whether work performance has been satisfactory or not. If the Contractor's performance is unsatisfactory, a CAR should be issued and other actions, such as increasing the level of surveillance, may be considered.

10.2 Frequency of Performance Assessment Meetings

The PCO, COR, and the TPOCs will meet with the Contractor quarterly to assess performance and shall provide a written assessment.

11. RECORD RETENTION

In addition to providing quarterly reports to the PCO and ACO, the COR and TPOCs will maintain a complete quality assurance file. The file will contain all copies of reports, evaluations, recommendations and actions related to the Government’s performance of the quality assurance function. Particular emphasis should be placed on deficiencies and corrective actions, procedural disapprovals, and rejection of product. Surveillance records must be retained for a minimum of one year after completion of the end item. All such records shall be maintained for the life of the contract. The TPOCs will forward these records to the COR who will review and forward to the PCO and ACO at termination or completion of the contract.

12. LIST OF ACRONYMS

ACRONYM DESCIPTION

AQL Acceptable Quality Level CAR Corrective Action Plan CDRL Contract Data Requirements List CFSR Contract Funds Status Report

CLS Contractor Logistics Support CMMT Contract Maintenance Monitoring Team COR Contracting Officers Representative CPARS Contractor Performance Assessment Reporting System FAR Federal Acquisition Regulation FMC Full Mission Capable FOD Foreign Object Damage FOM Facilitate Other Maintenance IAW In Accordance With MCI Material Condition Inspection PAR Performance Assessment Report PCO Procuring Contracting Officer PMA Program Manager, Air PWS Performance Work Statement QAR Quality Assurance Representative QASP Quality Assurance Surveillance Plan TPOC Technical Point of Contact

ENCLOSURE 2 – CORRECTIVE ACTION REPORT

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 DATE

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. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. CORRESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

ENCLOSURE 4 - CUSTOMER COMPLAINT RECORD

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY