Attachment 3 - QASP AVB.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

ACTIVE VEHICLE BARRIER MAINTENANCE

08 August 2023

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

ACTIVE VEHICLE BARRIER MAINTENANCE

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this SOW. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary

(SDS) in the maintenance contract. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is to ensure contract standards are achieved.

2. OBJECTIVE

The contractor shall provide all management, licenses, laboratory testing, tools, supplies, equipment, transportation and labor necessary to execute Active Vehicle barrier Maintenance

Services at, RAF Lakenheath, RAF Feltwell, RAF Mildenhall, RAF Alconbury and RAF

Molesworth.

3. GOALS

By virtue of this QASP, the multi-functional team will manage this contract and strive to achieve efficiencies, improve customer service and contractor performance, and ensure cost savings.

4. ROLES AND RESPONSIBILITIES

The Contract Officer Representatives (CORs) are designated to perform quality assessment functions and manage performance in accordance with the QASP. This individual serves as the on-site technical manager assessing contractor performance against contract performance standards. However, all members of the multi-functional team are stakeholders and as such are responsible for the success of the service acquisition. Execution and performance management and measurement of all the goals and objectives identified in the QASP are the joint responsibility of the multi-functional team members.

4.1 MULTI-FUNCTIONAL TEAM MEMBERS ROLES & RESPONSIBILITIES

a. Contracting Squadron Commander (CSC)/Director of Business Operations (DBO)

b. Contracting Officer (CO)

c. Contract Administrator (CA)

d. Contracting Officer Representatives (CORs)

e. Contractor

f. Functional Commanders/Functional Directors (FCs/FDs)

g. JAQ Legal Advisor

h. Requiring Organizations’ Financial Management POCs

i. Quality Assurance Program Coordinator (QAPC)

4.1.1. Contracting Squadron Commander (CSC) and/or Director of Business Operations

(DBO)

Serves as the Business Advisor to senior leadership; develops and implements acquisition strategies for services acquisitions; provides oversight of the Multi-functional Team in planning, assessing contractor performance, and managing the acquisition throughout the life of the requirement IAW the FAR, DFARS and AAFARS. Provides the Acquisition of Services Process reports on service acquisitions to the MAJCOM for consolidation. The CSC will provide a health of services acquisitions presentation to senior leadership on an annual basis.

4.1.2. CONTRACTING OFFICER (CO)

Ensures open communication is maintained between all parties, pre- and post-award. Delegate’s authority for inspection and/or acceptance to COR’s in accordance with the terms and conditions of the contract. Informs the contractor of the names, duties, and limitations of authority for all

COR’s assigned to the contract. Periodically assesses the COR’s performance and advises the

QAPC on any problems. Manages contractor performance assessment data that may include submitting Contractor Performance Assessment Reporting System (CPARS) reports or an

Acquisition of Services reports. Issues contract modifications as necessary. Takes appropriate action should unacceptable contract performance occur. Facilitates Multi-Functional Team

Meetings.

4.1.3. CONTRACT ADMINISTRATOR (CA):

Serves as 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;

records and transcribes minutes for meetings.

4.1.3.2. Provides contract specific training after completion of CLC 106, CLM 033 and CLC 206

(if military or subject to deployment) at the DAU website.

4.1.4. FUNCTIONAL COMMANDERS/FUNCTIONAL DIRECTORS (FCS/FDS)

Ensures requirements documents developed by the multi-functional team satisfy mission requirements, are performance-based, foster innovation, and define metrics. Assists in preparation of the Performance Work Statement (PWS) and the QASP and coordinates with the

CO and the QAPC on the final product. Nominates qualified individuals as COR’s. Ensures all personnel within the functional area who may have contact with contractor employees are aware of the contractual working relationship and the necessity to avoid any conduct that may constitute a real or perceived conflict of interest. Reviews the COR’s contractor performance documentation on a regular basis to help ensure contract compliance. Due to the number of bases involved in the contract there will be multiple FCs/FSs.

4.1.5. CONTRACTING OFFICER REPRESENTATIVES (CORS)

Assists in the development of technical requirements and independent cost/government estimates for contract services. Evaluates and documents the contractor’s performance in accordance with the procedures set forth in this QASP. Immediately notifies the CO of any significant performance deficiencies. Maintains assessment documentation throughout the life of the contract. Certifies acceptance of services. Promotes business decisions to meet customer requirements by researching the marketplace to remain current with the most efficient and effective performance assessment methods and techniques. Performs market research throughout the life of the requirement to ensure the team is knowledgeable of the commercial marketplace. Fosters partnerships with industry to ensure exchanges of information with the service industry and other business experts. Identifies opportunities to improve performance throughout the life of the contract, including benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the QASP for implementing initiatives brought forward, and monitoring the success of implementation. Recommends any changes necessary to the contract, SOW, QASP, or other requirements to provide more effective operations or eliminate unnecessary costs. Due to the number of bases involved in the contract there will be multiple CORs.

4.1.6. QUALITY ASSURANCE PROGRAM COORDINATOR (QAPC)

Coordinates all aspects of the quality assurance program. Participates in the Multi-Functional

Team. Reviews and coordinates all SOWs and QASPs. Provides training for the FC/FD and initial COR training for all assigned COR’s.

4.1.7. CONTRACTOR

Complies fully with the terms and conditions of the contract. Participates as a member of the multi-functional team in the post-award management phase. Maintains and implements a

Quality Control Plan (QCP) that complements the QASP. Ensures that non-conforming contract services are identified and corrected. Tenders to the government for acceptance only those services that conform to contract requirements. Recommends any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

4.1.8. REQUIRING ORGANIZATION’S FINANCIAL MANAGEMENT POCS, JAQ

LEGAL ADVISOR

Bring their expertise to the Multi-function Team and provide guidance accordingly. Due to the number of bases involved in the contract there will be multiple Financial Management POCs.

5. PROCEDURES

In accordance with the Performance Work Statement, the contractor shall perform all requirements within specified timelines and frequencies. The COR will monitor and assess contract performance using metrics (measureable criteria) IAW the Services Summary to track contractor progress toward meeting stated performance objectives. COR documentation of contractor performance shall be accomplished as the observation is completed, thus preventing loss of information. If the COR identifies unacceptable performance, the contractor shall be notified of the discrepancy. The contractor will be provided an opportunity to re-perform the work. The COR shall re-inspect the contractor’s work when corrective action is complete. If the contractor fails to meet the performance objectives after re-performance, the contractor’s performance will be recorded as unacceptable. The COR will notify the CO and the contractor any time performance objectives are not met. The COR will complete all surveillance inspections and document results to be retained in the contract file for review/information as applicable.

5.1. INITIAL PERFORMANCE REVIEW

The initial evaluation of contractor performance shall take place within 30 days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization) to ensure the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract.

5.1.1. INITIAL PERFORMANCE REVIEW CRITERIA

The CORs will review the results of the Periodic Inspections and any Customer Complaints for the completed performance.

6. METHODS OF ASSESSMENT

The COR will inspect the contract requirements above using a combination of periodic surveillance and customer complaints. See service delivery summary.

6.1. 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. In such cases the

Inspection of Services clause becomes the basis for the contracting officer’s actions.

6.2. CUSTOMER COMPLAINT

The COR is the point of contact and must collect all customer complaints. The AF Form 714, Customer Complaint Record, or a similar locally devised form may be used for this purpose. All complaints and any resulting resolution of such complaints must be documented with the information required on the customer complaint form. Customer complaint forms become a permanent part of the COR surveillance records.

7. SERVICES SUMMARY

The following table identifies and describes the performance objectives and acceptable quality level for the critical tasks/work requirements specified in the SOWs.

SERVICE PWS

Reference

Performance Standard and Acceptable Quality Level

Method of Surveillance

Barrier System

Operational Rates

6.3, 4.3 96% operational rate as described in

PWS Section

6.3

Review of

Reports/Customer

Complaints/Periodic

Surveillance

Full Preventive

Maintenance (PM)

1.2.4 100% performance of

PM

requirements

Review of

Reports/Customer

Complaints/Periodic

Surveillance

Routine Service Call

Repairs

1.2.3

100% of

Service Call repairs made within specified timeframe without a callback

Review of

Reports/Customer

Complaints/Period ic Surveillance

Emergency Service call repairs

1.2.2 100% of service call repairs made within specified timeframe without a callback

Review of

Reports/Customer

Complaints/Periodic

Routine Service Call

Response

1.2.3

100% of

Service Calls responded to within specified timeframe by qualified

Engineer

Review of Reports /

Customer Complaints/

Periodic Surveillance

Emergency Service Call

Response

1.2.2 100% of

Emergency

Calls responded to within specified timeframe by qualified

Engineer

Review of Reports /

Customer

Complaints/Periodic

Surveillance

Service Reporting 2.1, 5.1 100% of reports delivered to the CO or

COR within specified timeframes

Review of Reports

Competent Persons

Inspections

1.26 100% of reports delivered to

COR

Review reports/ Periodic

Additional Works 1.27 100% of reports delivered to the COR

Review reports/ periodic surveillance

7.1. The performance threshold for each of the monthly performance objectives is listed in the table above. Should nonconforming service(s) be identified by the COR, re-performance by the contractor shall be the preferred and initial method to correct associated performance deficiencies. When re-performance by the contractor does not correct the deficiency, or is not possible, the COR will issue a defect. For each defect, the Government will reduce the contract price to reflect the reduced value of the services performed and notify the contractor of the reduction. IAW FAR Clause 52.212-4(a) Contract Terms and Conditions -- Commercial Items;

Inspection/Acceptance and FAR Clause 52.246.4 – Inspection of Services—Fixed Price.

8. CERTIFICATION OF SERVICES

The COR is required to accept contractor services and determine payments due. At the completion of each monthly contract payment period, the COR will certify the services actually received under the contract using Wide Area Work Flow (WAWF). The contractor shall submit a monthly invoice and all backup documentation to the COR within three (3) workdays following the month services are provided. Once the invoice is accepted and approved by the

COR, the contractor will be notified. The contractor will be responsible for submitting the invoicing documents in WAWF. Proper and timely submission of monthly invoicing is the sole responsibility of the contractor

9. ADDITIONAL GUIDANCE

Although the COR is responsible for Government surveillance of the contract requirements, this surveillance in no way relieves the contractor of the responsibility to perform all services as required in the PWS. The government reserves the right to inspect any item included in the PWS that may not be specifically identified in the Services Summary. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The contractor should develop and execute his own Quality Control Plan to ensure success in meeting the contract performance objectives.

10. REVISIONS TO THE PERFORMANCE PLAN

The COR or other multi-functional team member may request/recommend revisions to this performance plan during the duration of the contract.

11. DEVIATIONS FROM AFI64-101

The Multi-functional Team will document any decision to deviate from AFI63-101.