Attachment 2 QASP.pdf

Quality Assurance Surveillance Plan

9 AF (AFCENT), Shaw AFB

Awards and Decoration Service

5 February 2022

Attachment 2

FA480322R0008

Table of Contents

Subject Page

1. Purpose 3

2. Objective 3

3. Results 4

4. Multi-Functional Team/Roles and Responsibilities 4

5. Contracting Officer’s Representative Certification 6

6. General 6

7. Methods of Inspection 6

8. Services Summary 7

9. Contract Manager Notification 8

10. Discrepancy Reporting 8

11. Certification of Services 8

12. Performance Metrics 9

13. Contractor Performance Assessment Rating 9

Attachments

#1 Contractor Manpower Reporting Application 10

#2 Monthly COR Inspection Report 11

#3 Corrective Action Report 12

1. Purpose The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under contract as identified by the performance objectives in the Performance Work Statement (PWS). This plan will focus on the level of performance required by the PWS, not the methodology or process. This QASP has been developed and adheres to the, Performance Based Services Acquisition (PBSA) methodology. This QASP will be used by the Multi-functional team and the Contracting Officer’s Representative (COR) to ensure contractor compliance and progress at meeting mission objectives on the Awards and Decorations Service contract.

The Multi-Functional Team (MFT) member signatures indicate their review and acceptance of the Quality Assurance Surveillance Plan for Awards and Decorations Service services. These signatures indicate coordination on this QASP at the time of development. These team members are not the only individuals on the MFT but are the individuals that will have continual interface with this contract. No further MFT coordination is needed unless the intent of the QASP is changed.

2. Objective This QASP is designed to provide the Multi-functional team a vehicle to ensure delivery of the desired mission support services within cost and on schedule. The QASP will also provide the COR an effective systematic surveillance method for each item listed in the Performance Work Statement (PWS), specifically on the Service Summary (SS). The premise of commercial contracting is for the Contractor to assume responsibility for the work they produce. The government will also rely on the Contractor's submitted Quality Control Plan for ensuring contractual requirements are met. The intent of this plan is to rely on the contractor's quality control plan, changing the Government's role from "oversight" to "insight"; focusing on determining if the standards (desired end results) are met, versus evaluating if each individual task is performed and deducting when the contractor fails to meet the standard.

2.1. Program Overview The contractor shall provide general guidance (9 AF (AFCENT) Decorations Guide) on awards and decorations, process AF Forms 3994, Recommendation for Decorations Contingency/Deployment; AFCENT Forms 1, Air Medal and Aerial Achievement Medal Mission Information – Justification Sheet; other forms required for award or decoration packages, process administrative orders, publicize criteria of newly established Air Force awards and decorations, and solicit and process unit awards (e.g., Presidential Unit Citations (PUC), Gallant Unit Citations (GUC), Meritorious Unit Award (MUA), and Air Force Outstanding Unit Award (AFOUA)) for units supporting the AFCENT mission. The Government’s objective is to have the contractor provide management support for the following areas; information, office, publications and forms, product, supply, control and accountability, database, quality control, and webpage management. The contractor shall develop and submit to the Government a contractor’s quality control plan.

2.2. Description of Work. The contractor shall provide all personnel, supervision, office supplies and materials, and other items necessary to provide an Awards and Decoration Service function. The Ninth Air Force (Air Forces Central) Decoration Processing Unit (DPU) is the single manager of Air Force contingency/deployed decorations for the US Central Command (USCENTCOM) area of responsibility (AOR). The mission of the UDPU is to provide quality personnel support, through the administration of a contingency decorations program, to commanders, Air Force members, their family members, and retirees. This section serves as the focal point for individual decoration and unit award actions for all contingency operations in the CENTCOM AOR.

The contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish the PWS requirements in a timely manner, at reduced costs, and in a way, which fosters pride and ownership in the work performed.

2.3. Contract The contract type is Firm Fixed-Price.

3. Results The result anticipated in managing this acquisition through this QASP is to provide Awards and Decorations Service that is acceptable and timely while protecting Government resources.

4. Multi-Functional Team(MFT)/ Roles & Responsibilities

Contracting Officer, Contract Administrator, Quality Assurance Program Coordinator, Functional Commander, Colonel Derrick Floyd Contracting Officer’s Representative, Mr. Rick Leech and Ms. Lisa Rice

The named Government officials (or their replacements) will participate in performance management of this contract. The MFT is established for each acquisition; together, the team members work to ensure success. The MFT is responsible for acquisition planning, development, and performance management for new and follow-on service contracts.

4.1. Functional Commander/Director /COR Supervisor (COR Management): The Functional Commander/Functional Director (FC/FD), will be responsible to assign competent and capable functional experts to the Multi-functional Team who will be available full time or as warranted by the procurement cycle. The COR Management will nominate, as a minimum, a primary and an alternate COR and notify the CO of any changes. COR Management will review contractor performance documentation, prepared by the COR on a regular basis to ensure performance is compatible with contract and mission objectives. The FC/FD is also responsible for identifying mission essential services and developing the necessary documents to identify services determined to be essential for performance during crisis according to DODI 1100.2 and DFARS subpart 237.76. The FC/FD is delegated to the role of Services Designated Official responsible for annual execution reviews to assess progress of the acquisition against approved cost, schedule, and performance metrics to include a review of any risk mitigation actions.

4.2. Contracting Officer’s Representative (COR): Responsible for monitoring, assessing, recording, and reporting on contractor compliance with the terms and conditions of the contract. These individuals will have primary responsibility for completing quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor's performance. The COR will maintain surveillance documentation, notify the Contracting Officer of any significant performance deficiencies and recommend improvements to the QASP and PWS throughout the life of the acquisition.

a. Participate in the Acquisition Strategy Planning meeting, as required; and participate in MFT meetings

b. Assess the contractor's performance against the standards in the PWS and manage the performance in accordance with the Quality Assurance Surveillance Plan

c. Certify acceptance of contractor services

d. Meet the minimum training requirements for COR designation as specified in DoDI 5000.72, March 25, 2015, "DoD Standard for Contracting Officer's Representative Certification"

e. Annually file the Confidential Financial Disclosure Report, OGE 450 when required by the Contracting Officer. A COR is designated as a filer pursuant to the definition of "Confidential Filer" as set out in 5 CFR 2634.904. The purpose of this report is to assist in avoiding conflicts between official duties and private financial interests or affiliations.

f. Monitor contractor’s performance regarding trafficking in persons such that noncompliance with FAR 52.222-50, Combating Trafficking in Persons (CTIP), is brought to the immediate attention of the Contracting Officer. The military has zero tolerance for human trafficking. Department of State’s Office to monitor and Combat Trafficking in Person is http://www.state.gov/j/tip.

4.3. Contracting Officer (CO): Maintains overall responsibility for overseeing the contractor’s performance. The CO will also be responsible for the day-to-day monitoring of the contractor’s performance in the areas of contract compliance, contract administration, cost control, and property control; reviewing the COR assessment of the contractor’s performance; and resolving all differences between the COR version and the contractor’s version of events. The CO is the only person with the authority to direct the contractor in the performance of their duties under the contract and to make interpretations of and changes to the contract. The CO will facilitate Multi- functional Team meetings.

4.4. Contracting Squadron Commander and/or The Director of Business Operations (DBO): Serve as the Installation Business Advisor to senior leadership. They ensure services are being obtained at the most cost effective and efficient means and in accordance with Air Force policy and monitor the progress of the MFT.

4.5. Quality Assurance Program Coordinator (QAPC): Develops, manages and implements the Shaw AFB Quality Assurance Program; supports the Multi-Functional Team in the development of contract requirements, ensuring requirements are clearly stated and enforceable; aids in development of the Service Summary (SS) and Quality Assurance Surveillance Plan. Provides training to all CORs and COR Management (e.g. COR Supervisor, FC/FD) that interact with this contract as needed, in accordance with MP5301.602-2(d) and any MAJCOM/DRU procedures. Maintains the organization’s COR management system database – Contracting Officer’s Representative Tracking Tool (CORTT)

4.6. Contract Specialists/Administrators (CS) (CA): The focal point for issues regarding the contract;

prepares and processes modifications to the contract; assists the CO in ensuring contractor performance meets contract standards. They ensure minutes are taken and maintain a written record of all MFT meetings to include action items and milestones. The CA will perform COR assessments on a periodic basis as determined by the CO. If deficiencies are discovered in the COR surveillance procedures, the CO will notify the COR Management to provide any assistance upon request, such as additional training for COR.

4.7. Contractor: The Contractor will ensure that a government acceptable quality control system is provided and maintained. The contractor is required to provide all services identified in the PWS not just those identified in the SS. The contractor will also provide support to Senior Leadership as required (e.g., performance metrics, briefings).

5. COR CERTIFICATION TRAINING

DoDI 5000.72, DoD Standard for Contracting Officer's Representative (COR) Certification can be found at: http://www.dtic.mil/whs/directives/corres/pdf/500072p.pdf

5.1 The request for a nomination package and completion is a collaborative effort between the requiring activity, COR management, and the contracting officer. It must be completed as early in the acquisition process as possible to allow COR participation in pre-award activities. In all cases, nomination packages must be submitted and COR training or refresher training completed before contract award.

5.2 The DoD Contracting Officer’s Representative Tracking Tool (CORTT) provides electronic nomination of all CORs including electronic supervisor and contracting officer or specialist approval of the nominated COR. All training completed by the COR including basic, annual and refresher training requirements are uploaded to the CORTT.

5.3 Termination requests from the COR designation must be signed by the COR and supervisor in advance of prolonged non-COR related temporary duty, reassignment or separation. The request is sent to the CO for approval to permit the requiring activity adequate time to select, train and nominate a qualified successor COR.

6. General Government surveillance will be conducted by inspections that mirror the market research findings. COR documentation of contractor performance should be accomplished as the observation is completed, thus preventing loss of information. All documentation generated in the performance of this plan will be marked, "For Official Use Only".

7. Methods of Inspection

7. 1. Periodic Inspection These items are inspected using periodic surveillance (daily, weekly, monthly, quarterly, etc.) as determined by the COR. The results of the periodic surveillance inspections may be used as the basis for actions (other than payment deductions) toward the contractor. Any defect noted during an inspection or surveillance shall be recorded, and the Contractor shall re-perform the service within the re-performance threshold of the SS.

7. 2. Contractor Metrics Metrics used to measure performance objectives stated in the PWS; e.g., a bar chart. These metrics will be developed and maintained by the contractor.

http://www.dtic.mil/whs/directives/corres/pdf/500072p.pdf

Services Summary

Service Summary (SS) -- Information Management

Performance Objectives PWS Ref Performance Threshold (Per Month)

SS-1 Perform Information Management Functions 1.1 98% Accuracy SS-2 Manage and Distribute Information Answer customer queries Store and retrieve official correspondence

1.1.1 1.1.3

98% Accuracy

SS-3 Maintain Digital and Paper Files/File Plans Establish and manage administrative records Maintain records accountability

1.1.2

1.1.5

SS-4 Maintain Administrative Supplies & Manage Supply Requirements

1.1.2 1.1.4 1.1.4.1

98% Accuracy

SS-5 Maintain Working Publications Library Maintain applicable MPFMs, AIG 8106 messages, Policy Letters

1.1.2

Service Summary (SS) – Awards and Decorations Awards and Decorations Required Service PWS Ref Performance Threshold

(Per Month) SS-6 Perform Award & Decoration Actions 1.3

1.3.1 98% Accuracy

SS-7 Correct Award/Decoration Discrepancies 1.3 98% Accuracy SS-8 Perform Unit Award Actions 1.3.1 98% Accuracy SS-9 Perform Decoration Board Actions 1.3

1.3.2 98% Accuracy

SS-10 Perform Impact Decoration Actions 1.3.3 98% Accuracy SS-11 Maintain Awards & Decorations Database Management System (DBMS) or Other Approved

DBMS

1.2.1 98% Accuracy

SS-12 Maintain UDPU Web Page 1.2.2 98% Accuracy SS-13 Produce Quality Control Reports from Database

1.2.3 98% Accuracy

8. Contract Manager Notification The COR will ensure that the contract manager/project manager is informed of contract performance status. The contract manager/project manager should also be informed of any contract discrepancies noted during COR surveillance.

9. Discrepancy Reporting The COR will notify the contract manager/project manager of any discrepancies noted during the COR inspections. This notification is for discrepancy correction only and does not indicate concurrence to the discrepancy by the contractor. The COR will also notify the CA of all discrepancies noted during the surveillance. The frequency and method of notification will be monthly through the CORTT status menu.

10. Certification of Services Certification of services is performed by COR via Wide Area Work Flow (WAWF) system. At the end of each billing period, Contractor inputs invoice information in the WAWF system. WAWF automatically notifies appropriate COR via email of pending invoice. COR accesses WAWF and verifies accuracy of Contractor’s data. If data is correct, COR certifies invoice and payment is conducted by Defense Finance Accounting System (DFAS). If COR encounters errors in Contractor’s invoice, COR consults with on site manager to mutually rectify data. If Contractor disagrees with COR, issue is forwarded to the CO for resolution.

11. Performance Metrics Government personnel will verify contractor compliance with designated performance requirements. The COR will verify that performance thresholds are met. The surveillance approach is to gain confidence in the contractor's way of doing business and then adjusting the level of insight to a point that maintains that confidence. With this approach, the surveillance method may not be one that stays the same throughout the duration of the contract. It is the responsibility of the COR Management and COR to review the critical requirements to assess their applicability and recommend the addition or subtraction of requirements as conditions warrant.

12. Contractor Performance Assessment Reporting System (CPARS) Contractor’s Performance Assessment Rating (CPAR) is applicable to all service contracts valued over $1,000,000.00. Guidance on CPARS is available from the Department of the Air Force CPARS Guide https://www.cpars.gov/ and the 20th Contracting CPARS Focal Point. Past performance information is one of the tools used to communicate contractor strengths and weaknesses to source selection officials on future contracts. The COR will be registered as an Assessing Official Representative (AOR) in CPARS to complete an annual narrative summary of contractor past performance. The data will be input by the COR/AOR into the CPAR system, within thirty days after each performance period ends. The COR/AOR will forward the CPAR assessment electronically to the CO who will review, add comments and forward to the contractor. The contractor has 60 days to concur, non-concur and/or make comments.

If the Contractor does not concur with the ratings the COR/AOR will be asked to review the comments and make the decision to modify ratings if warranted.

13. Contractor Manpower Reporting Application (CMRA).

It is the Contractor’s responsibility to begin the process of entering data by creating the initial Contract and Order before any other user role can input data into the CMRA website https://afcmra.hqda.pentagon.mil/ Once the contractor has input their data, the COR can view/edit the contract type, form of contract action, National Defense Authorization Act (NDAA) elements and Fund Cite Data. The COR determines Personnel Accounting Symbol (PAS) Code, obtained through the AFPC website, Commander’s Support Staff (CSS) or Other Activity within the Unit Responsible for Personnel Services. This code is for the type of work a Government employee would be doing IF NOT for the contractor. This is NOT the same as your DoDAAC - FA4803.

For PAS code list go to: https://w20.afpc.randolph.af.mil/pascodesNet20/PasCodesMain.aspx https://afcmra.hqda.pentagon.mil/

Attachment 1- COR Monthly Inspection Report

Date: ___________________________________

COR Personnel: ___________________________________________________________

Contractor: _______________________________Contract Number _________________

1. All performance objectives listed in the Service Summary were observed and the following are the results.

The contractor has met all the requirements of the contract.

The contractor has not met all the requirements of the contract. These are summarized in this report and are supported by the COR Personnel periodic inspection checklists and customer complaints attached to this report.

2. Summary of Discrepancies and/or Exceptional performance:

CORRECTIVE ACTION REPORT (CAR) Attachment 2 – Corrective Action Report

(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. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY (CONTRACTING OFFICER)

TYPED NAME AND GRADE

SIGNATURE AND DATE

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

11. CO DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

Attachment 3 - Corrective Action Report (CAR)

Block 1. Enter Contractor Name.

Block 2. Enter Contract Number.

Block 3. All CARs will be identified with a Tracking Number. The functional manager is the Issuing Authority for the Contracting Officer’s Representative (COR) generating CARs. By providing the tracking number to the COR originating the CAR, the Issuing Authority demonstrates concurrence with the finding. The tracking number will be made up of the Organization Symbol, the last two digits of the calendar year, and a three digit number starting with 001 and progressing upward throughout the calendar year (e.g., CONS14-001).

Block 4. Enter Type of Services.

Block 5. Enter Date Issued.

Block 6. Enter the assigned suspense date given the contractor to provide a response to the CAR. A date must be entered for a Major CAR. A date is optional at the discretion of the Contracting Officer’s Representative (COR) initiating the CAR if the finding is Minor.

Block 7.

1. Check the block that indicates whether the identified deficiency is assigned as a Major or Minor finding.

2. Finding: Clearly state the details of the finding followed by a reference to the stated contractual requirement. The reference must state the portion of the contract, part, section, paragraph and subparagraph and must make a complete brief quotation of the contract reference

3. State the impact that the finding has or could have on the accomplishment of the mission that the contract provides.

4. When determining how long to give the contractor to respond to the identified finding, the normal is 10 working days. The suspense date should reflect this unless the finding requires immediate action or a greater amount of time to come to solution.

Minor findings may require a contractor response at the discretion of the COR initiating the CAR and/or the Issuing Authority.

Major findings require a contractor response. COR Functional Management and COR will also submit Major findings to the Contracting Officer (CO) for notification to the Contractor.

Blocks 8 and 9. Contract CORs initiating a CAR must sign in Block 8 and the Issuing Authority signs in Block 9. Each annotates the date at the time of signature.

Block 10, 11, and 12. CONTRACTOR COMMENTS, NAME OF CONTRACTOR ON SITE REPRESENTATIVE AND

TITLE, SIGNATURE AND DATE

Block 13. Upon review of the contractor’s reply, the originator of the CAR will enter comments regarding acceptance or rejection of the contractor’s response. This block may also contain any comments regarding follow-on inspections conducted or needed at a later date to validate that the finding has not reoccurred.

Block 14. The COR selects Accept or Reject after reviewing the contractor’s response and/or re-inspection of services

Block 15. The COR enters a close date after advising the Issuing Authority that the contractor’s response is acceptable and the Issuing Authority concurs. The COR routes the completed CAR to the CO as supporting documentation to the monthly surveillance status. If the contractor response is unacceptable the CO will be notified and the CAR remains open until advised by the CO corrective action has been taken.

A Continuation Sheet is to be used to expand on any information that will not fit in the applicable numbered block.