Attachment 3 - QASP TROOP SUPPORT QASP for GOV OWNED PRODUCTS.docx

SP330021R5006

Attachment 3 - QASP Quality Assurance Surveillance Plan (QASP) For

HANDLING AND STORAGE OF GOVERNMENT-OWNED PRODUCTS

DLA Troop Support (Various CONUS Locations) (Contract Number-TBD) (Issue Date - TBD)

1. SCOPE

The Contractor shall provide the facility, equipment, supervision, and personnel to receive, store, account for, and ship Government-owned products in accordance with (IAW) specific Task Orders. Normally products will be received and shipped as palletized loads, in truckload quantities. Products will also be received and shipped as partial loads in less than truckload quantities. The Contractor shall be familiar with all sound, generally accepted warehouse practices including proper handling, stacking, and storage techniques; contamination prevention; and ventilation requirements.

This contract’s primary mission is to plan, program, manage, and execute efficient and effective receiving, storage, inventory, stock control, stock selection, issue processing, shipping, and distribution of Government-owned products in support of worldwide customers.

2. PURPOSE

The QASP represents the Government's acceptance and inspection program for performance requirements, and agencies must ensure Government Quality Assurance (QA) is conducted before Contractor products or services are accepted by or under the direction of Government personnel.

The QASP documents this program to provide a measure of the quality and timeliness of products and services provided by the Contractor. The Government, as the recipient of the Contractor’s products and services, retains the responsibility for developing and implementing QA. Implementation of the QASP assists in providing validation that the quantity, quality, and timeliness of products and services received comply with the contract performance requirements, to include DLA Distribution policies and procedures.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the Contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the Contractor and Government officials implementing surveillance activities.

3. GOVERNMENT ROLES AND RESPONSIBILITIES (AS APPLICABLE)

The following is a listing of responsibilities for the personnel that shall oversee and coordinate surveillance activities. See Attachment 1 for a list of personnel assigned to these roles.

a. CONTRACTING OFFICER (KO) - The KO 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 KO shall also assure that the Contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

b. ACQUISITION SPECIALIST (AS) - The AS acts as an acquisition consultant and serves as liaison between KO, the COR/TPOC/QAE, and the Contractor.

c. CONTRACTING OFFICERS REPRESENTATIVE (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the Contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The Contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action. Responsibilities include, but are not limited to:

· Ensuring COR training and other certification requirements are up to date

· Filing required reports and documents with the AS and KO as required; upload documents to CORT as required

· Preparing and coordinating annual contract performance assessments and reports

· Maintaining file copies of all documents submitted by the Contractor

· Reviewing and accepting the Contractor’s Quality Control Plan; rework as necessary

· Becoming thoroughly familiar with all of the terms and conditions of the contract

· Maintaining a copy of the current QASP; understanding the requirements of the QASP

· Participating in requirement teams and coordinating contract modifications

· Coordinating nonconforming surveillance activities with the Contractor

· Reviewing and accepting Corrective Action Plans (CAPs) and monitor through closure

· Performing quality assurance surveillances as required or necessary (i.e. no TPOC or QAEs have been assigned)

d. TECHNICAL POINT OF CONTACT (TPOC) – (RESERVE)

e. QUALITY ASSURANCE EVALUATOR (QAE) – (RESERVE)

f. QUALITY ASSURANCE TEAM (QAT) – (RESERVE)

4. QUALITY CONTROL AND QUALITY ASSURANCE

a. QUALITY CONTROL - The overall responsibility for performance quality rests with the Contractor. Through their Quality Control Plan (QCP), they are responsible for monitoring, reporting, and correcting performance issues as they are discovered. The QCP is considered a living document (just like this QASP) and should be reviewed and revised as necessary throughout all periods of performance.

b. QUALITY ASSURANCE - The COR is responsible for conducting all quality assurance reviews to gauge the effectiveness of the Contractor’s quality program. Findings or non-conformances discovered by the COR will be shared with the Contractor, as they are discovered, in order to permit the Contractor to both identify corrective actions necessary to improve performance as well as improve their quality control efforts.

5. QUALITY ASSURANCE SURVEILLANCE PROCESS (RESERVE)

6. QUALITY ASSURANCE SURVEILLANCE METHODS (RESERVE)

7. DOCUMENTING AND REPORTING PERFORMANCE

All surveillance activities must be thoroughly documented by the COR. This is equally important for conforming results as it is for nonconforming results. The Contract Oversight Surveillance Report/COSR (Attachment 2) will be used to document all conforming and non-conforming surveillance results. All surveillance documents become an official part of the Contract File and are preserved throughout the periods of performance, contract closeout, and then further for the required document retention period. All non-conforming surveillance outcomes shall include a detailed explanation that clearly identifies the non-conformance, and all nonconforming results will be included in the Monthly COR Report. A “COR Report” template is available in the Surveillance and Performance Monitoring Tool (SPM) in the Procurement Integrated Enterprise Environment (PIEE).

· NON-APL PERFORMANCE – N/A

· APL PERFORMANCE – N/A

· The COR is required to provide documentation for both conforming as well as nonconforming performance each month.

· ACCEPTABLE PERFORMANCE (Conforming).

· The COR shall document positive performance within the Contract Oversight Surveillance Report and submit this report to the Contracting Office based on Contract Requirements Monthly.

· UNACCEPTABLE PERFORMANCE (Nonconforming).

· The COR shall document all unacceptable performance within the Contract Oversight Surveillance Report and submit this report to the Contracting Office based on Contract Requirements Monthly. The COR shall inform the contractor within one working day of each non-conforming surveillance. This shall be in writing unless circumstances necessitate verbal communication, which the COR will document. The COR shall retain all documentation regarding surveillance activities and outcomes within the COR file.

· Reporting of non-conforming surveillances is used to determine the appropriate course of action following the documentation of the contractor’s non-compliance and convey the significance of the surveillance, the individual requirement, a count of the consecutive nature of the non-conformance and identifiable trends. If the nonconformance has occurred previously or is an ongoing issue, a trend statement must be included to document the numbers of occurrences of the same nonconformance over a quarterly, semi-annual, or annual basis.

· For each nonconformance, the Contractor shall prepare and submit a Corrective Action Plan (CAP) to the COR. The CAP (Attachment 3) shall provide detailed information regarding an explanation of what the nonconformance was, root-cause analysis to determine the cause of the probable cause of the nonconformance, corrective/preventive measures the Contractor will follow to correct the problem, and roles and responsibilities associated with getting the nonconformance corrected. The COR will evaluate the CAP and accept the CAP if the evaluation determines the CAP should be successful. If the COR determines the CAP will not be successful or there is missing information, the COR will return the CAP to the Contractor for re-work. The COR will conduct surveillance on the accepted and implemented CAP to document the effectiveness of the CAP to correct the non-conformance. If through QA surveillance non-conformances continue to be identified, the COR will discuss with the Contractor and may request a revised CAP or evaluate the non-conformance to the Contracting Officer for other actions.

· The “COR Report”, must be completed monthly basis and includes the completed COSR and any CAPs that were prepared during the surveillance reporting period as attachments. The COR submits the COR Report to the KO and AS for review and file and uploads the report in PIEE. The COR Report must be submitted NLT the 10th day of the month following the reporting month. All document submissions must be electronic with the COR retaining a copy for their records and file.

8. WORKFLOW

(RESERVE)

9. SPECIAL INSTRUCTIONS/CONTRACT SPECIFIC REQUIREMENTS

None

Contracting Officer’s Representative (COR)

Technical Point of Contact (TPOC)

Attachments

1. Point of Contact Listing for this Contract

2. Contract Oversight Surveillance Report (COSR)

3. Corrective Action Plan (CAP) - blank

Quality Assurance Surveillance Plan (QASP) (revised September 2019) Page | 1