Attachment 3 - Quality Assurance and Surveillance Plan (QASP) 2024-2029.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

FURNISHINGS MANAGEMENT SECTION (FMS) SERVICES

11 JAN 2024

Coordination and Review:

COR Management Date

Contracting Officer Date

Quality Assurance Program Coordinator Date

TABLE OF CONTENTS

1.0 PURPOSE

2.0 ROLES AND RESPONSIBILITIES OF THE MULTI-FUNCTIONAL TEAM

3.0 SERVICES SUMMARY (SS)

4.0 ASSESSMENT PROCEDURES

5.0 UNACCEPTABLE PERFORMANCE

6.0 CERTIFICATION/ACCEPTANCE OF SERVICES

7.0 CONTRACTOR’S QUALITY CONTROL PLAN

8.0 CONTRACT MANAGEMENT

9.0 MEMBERS OF THE MULTI-FUNCTIONAL TEAM

SECTION 1.0.

PURPOSE

1.1. This Quality Assurance Surveillance Plan (QASP) has been developed to provide an effective and systematic method to evaluate contractor provided services as required by the terms and conditions of the contract. This QASP implements the requirements of Federal Acquisition Regulation (FAR) Part 46 Quality Assurance, with respect to the Government’s quality assurance requirements.

1.2. This QASP is based on the premise that the Contractor is responsible for contract management and quality control, not the Government. The Government’s objective in having the service provided to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure performance of the Furnishings Management Section (FMS) located at Goodfellow Air Force Base (GAFB), Texas. This includes improved customer service, greater efficiency, improved contractor performance and cost savings.

1.3. Success for this contract is defined as:

1.3.1. Contract achieves execution of the Services Summary.

1.3.2. Government and contractor leadership are able to measure efficient productivity and demonstrate a return on investment in terms of positive customer service feedback and financial investment.

1.4. This QASP describes the method(s) used to evaluate contractor provided services in meeting performance objectives and performance thresholds. The Contracting Officer’s Representative (COR) will use periodic assessment methods to evaluate the contractor’s performance. The assessment procedures identified in this QASP, in concert with active application of the contractor’s quality control procedures, are intended to ensure acceptable contractor performance.

1.5. The role of Government quality assurance is to ensure contract standards are achieved, performance is maximized, and innovation is encouraged. In conducting assessment, CORs are to be objective, fair, and consistent in evaluating contractor performance against the performance standards.

1.6. This QASP is a living document and shall be revised or modified by members of the multi-functional team as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained.

SECTION 2.0.

ROLES AND RESPONSIBILITIES OF THE MULTI-FUNCTIONAL TEAM

2.1. 17th Contracting Squadron (17 CONS), Goodfellow AFB, Texas

2.1.1. Provides comprehensive contract administration, management, and oversight.

2.1.2. Provides oversight for COR training program.

2.1.3. Collects assessment inputs from CORs.

2.1.4. Provides annual status on contract performance.

2.2. Contracting Squadron Commander

2.2.1. Provides oversight of the multi-functional team in planning, assessing contractor performance, and managing the acquisition throughout the life of the requirement.

2.2.2. Updates the Wing Commander, Group Commanders, and other Headquarters Directors, to include providing annual reports on the status of their service acquisitions.

2.3. COR Management

2.3.1. Ensures requirements documents developed by the multi-functional team satisfy mission requirements, are performance-based, foster innovation, and define metrics.

Obtains Contracting Officer coordination on the final product.

2.3.2. Nominates qualified individuals as CORs. 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.

2.4. Contracting Officer/Contract Specialist

2.4.1. Ensures open communication is maintained between all parties, pre- and post-award.

2.4.2. Delegates authority for inspection and/or acceptance to CORs in accordance with the terms and conditions of the contract.

2.4.3. Informs the contractor of the names, duties, and limitations of authority for all

CORs assigned to the contract.

2.4.4. Periodically assesses the CORs performance and advises the QAPC of any problems.

2.4.5. Manages contractor performance assessment data, including submitting Contractor Performance Assessment Reporting System (CPARS) reports.

2.4.6. Issues contract modifications as necessary.

2.4.7. Takes appropriate action should unacceptable contract performance occur.

2.5. Contracting Officer’s Representative

2.5.1. Develops technical requirements and independent cost/Government estimates for contract services.

2.5.2. Evaluates and documents the contractor’s performance in accordance with the procedures set forth in this QASP.

2.5.3. Immediately notifies the Contracting Officer of any significant performance deficiencies.

2.5.4. Maintains assessment documentation throughout the life of the contract.

2.5.5. Certifies acceptance of services.

2.5.6. 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.

2.5.7. Fosters partnerships with industry to ensure exchanges of information with the service industry and other business experts.

2.5.8. 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.

2.5.9. Recommends any changes necessary to the contract, Performance Work Statement

(PWS), QASP, or other requirements to provide more effective operations or eliminate unnecessary costs.

2.6. Quality Assurance Program Coordinator

2.6.1. Coordinates all aspects of the quality assurance program

2.6.2. Participates in the Multi-Functional Team.

2.6.3. Reviews and coordinates all PWS and QASPs.

2.6.4. Provides training for COR Management and the COR.

2.6.5. Reviews and coordinates on all changes to the PWS and QASP.

2.7. Contractor

2.7.1. Complies fully with the terms and conditions of the contract.

2.7.2. Participates as a member of the multi-functional team in the post-award management phase.

2.7.3. Maintains and implements a Quality Control Plan (QCP) that compliments the

QASP.

2.7.4. Ensures that non-conforming contract services are identified, and corrected. QCP is revised to prevent recurrence.

2.7.5. Tenders to the Government for acceptance only those services that conform to contract requirements.

2.7.6. Recommends any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

SECTION 3.0.

SERVICES SUMMARY (SS)

Performance Objectives PWS Ref. Performance Threshold Method of

Surveillance

SS-1 eMH (DoD approved database) Utilize eMH for all operations and inventory management.

1.3. No more than 1 discrepancy

per month.

Periodic surveillance

SS-2 Furnishings Labels Affix labels as described in eMH for accountability, life cycle management and warranty

1.4.1.

No more than 2 missing or improperly placed labels or labels with missing or incorrect information per month.

Periodic surveillance

SS-3 Annual Physical Inventory Conduct and document an annual physical inventory and condition assessment of all furnishings.

1.4.2.

100% accurate, 100% on time.

Initial inventory must be 100% completed within 30 days of contract start and annually thereafter.

Periodic surveillance

SS-4 Conduct Semi-Annual Pilferable Item Inventory Conduct and document inventory of pilferable items.

1.4.2.

100% accurate, 100% on time.

Initial inventory must be 100% complete within 30 days of contract start and semi-annually thereafter.

Periodic surveillance

SS-5 Furnishings Inventory and Inspection Report Adjust and reconcile asset balances of all furnishings.

1.4.3. No more than 2 discrepancies

per month.

Periodic surveillance

SS-6 Financial Liability Investigations Provide completed DD200 Financial Liability Investigation of Property Loss forms as required.

1.4.4. 100% accurate, 100% on time. Periodic surveillance

SS-7 Track Furnishings Maintain a clear and defined transaction log of furnishings.

1.4.5. No more than 1 discrepancy

per month.

Periodic surveillance

SS-8 Control Warehouse Inventory Maintain accountability and safeguarding of warehouse furnishings, provide condition/inventory reports and log in eMH in a timely manner.

1.4.6. No more than 1 discrepancy

per month.

Periodic surveillance

Surveillance

SS-9 Control Furnishings Perform furnishings pick-up and delivery to include assembly of furniture items.

1.4.7. No more than 2 discrepancies

per month.

Periodic surveillance

SS-10 Five-Year Long Range Furniture Plan Create, update and maintain (current to date) the Five-Year Long Range Furnishings Plan.

1.5.

No more than 2 discrepancies (e.g. cost, quantity, life cycle, etc.) per submittal.

Periodic surveillance

SS-11 New Furnishings Request (Current Year) Identify furnishing inventory deficiencies and request new furnishings.

1.6.

No more than 1 discrepancy (estimate cost, quantity, type of furnishings, etc.) per submittal.

Periodic surveillance

SS-12 Recommend Repair or Replacement Determine repair or replacement recommendation for damaged/broken furnishings.

1.7. No more than 2 discrepancies

per month.

Periodic surveillance

SS-13 Depreciation of Assets Allocate straight line depreciation each year of the useful economic life of the asset.

1.7.1.

No more than 2 discrepancies (missing inventory data) per month.

Periodic surveillance

SS-14 Furnishings Moves Remove and/or install furniture in facilities as requested by the Government.

1.8. No more than 2 discrepancies

per month.

Periodic surveillance

SS-15 Work Orders Check and complete work orders in specified time-frame via eMH.

1.8.1. No more than 1 discrepancy

per month.

Periodic surveillance

SS-16 Furniture Placement Place or position furnishings in dormitory living/sleeping areas and quad/twin day rooms to ensure occupant access to all drawers/doors and at least one window is accessible.

1.8.2. No more than 1 discrepancy

per month.

Periodic surveillance

SS-17 Mass Moves Complete mass move task orders within specified timeframes including the processing of required documentation and forms to the COR, receipt, storage, issue and turn-in of all furnishings involved.

1.8.3. 100% complete within the allotted time of 30 duty days.

Periodic

Surveillance

SS-18 Excess Furniture Control Identify excess furnishings and notify COR in specified time-frame, complete all applicable paperwork to ensure proper disposal of items and annotate eMH in prescribed time-frames.

1.9. No more than 1 discrepancy

per month.

Periodic surveillance

SS-19 Backstock Ensure on-hand items do not exceed maximum 3% authorized for any furnishings item and notify COR IAW specified timeframe of needed backstock items.

1.10. No more than 2 discrepancies

per quarter.

Periodic surveillance

SS-20 Refrigerator Fluid/Oil Recovery and Disposal Recover fluid and oil from unserviceable refrigerators IAW prescribed terms, provide required documentation within specified time-frame and dispose of any scrap metal appropriately.

1.12.

1.12.1.

1.12.2.

1.12.3.

1.12.4.

100% accurate, 100% on-time. Periodic surveillance

SS-21 Removed Parts/Salvageable Materials Dispose of items determined to be non-repairable as well as any scrap material.

3.2.

3.2.1.

3.2.2.

No more than 3 discrepancies per month.

Periodic

SS-22 Reserved

SECTION 4.0.

ASSESSMENT PROCEDURES

4.1. Assessment Schedule.

4.1.1. The COR will develop an assessment schedule, based on this QASP’s requirements.

A locally devised form may be used. The schedule will be completed no later than 7 calendar days before the beginning of the period it covers. Copies of the assessment schedule will be provided to the Contracting Officer before the start of the assessment period. Completed assessment schedules will not be shown to the contractor.

4.1.2. Changes to the assessment schedule will be posted promptly. Copies of the changed schedule will be sent to the Contracting Officer. The COR will document the reason(s) for changes and maintain documentation in the COR files with the corresponding changed assessment schedule.

4.2. Assessment of SS Items.

4.2.1. It is essential that the CORs conduct assessments IAW projected assessment schedule for an effective quality assurance program. Mission requirements may require deviations from the projected schedule, these assessments should be performed as close to the schedule as is practicable. The COR will document assessments as they occur.

4.2.2. The COR will conduct assessment of the contractor’s performance by determining if performance meets the standards contained in the contract, the PWS and the SS items or not.

4.2.3. Assessment documentation will include at least the date and results of the assessment (acceptable or unacceptable). When the COR determines that contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded.

4.3. Assessment of non-SS Items. The Government has the right to inspect all services called for by the contract, to the extent practicable, at any time and place during the contract term. Therefore, the COR has the right to conduct assessments for SS items and non-SS items as well. When the COR identifies unacceptable performance on non- SS items, the COR will follow the procedures in section 5.0 of this QASP, entitled Unacceptable Performance.

4.4. COR Monthly Report. The COR will submit an assessment report to the CO and the

COR Management no later than the seventh duty day of the month. The report will identify the number of surveillances, corrective action reports issued, significant contractor performance discrepancies, and the Contractor’s overall performance rating.

The report will be signed and dated by the COR and a copy provided to the CO and COR Management.

SECTION 5.0.

UNACCEPTABLE PERFORMANCE

5.1. Unacceptable Performance

5.1.1. When the contractor’s performance is deemed unacceptable, The COR will determine the cause of the unacceptable performance. If any Government action, or lack of action, caused or contributed to the unacceptable performance it will not be counted against the contractor. The COR will take action to ensure Government action, or lack of action, does not interfere with the Contractor’s performance in the future. The COR will completely document the circumstance.

5.1.2. When the unacceptable performance is not the result of Government action, or lack of action, COR will promptly notify the contracting office so the contracting officer can issue a Corrective Action Report (CAR) to the contractor to assure corrective action is taken. By initialing and dating the CAR, the contractor is acknowledging that s/he has been informed of the unacceptable performance and is not agreeing with the performance assessment. The contracting officer will direct the contractor to re-perform the service, if possible, without additional cost to the Government.

The contractor shall be required to return all completed CARs to the COR no later than the suspense date indicated on the CAR.

5.1.3. Unacceptable performance re-performed by the Contractor shall still count as unacceptable performance.

5.1.4. The COR will maintain a CAR log of all CARs issued to the Contractor (a locally devised form may be used). The CAR log will contain the CAR number, date issued, contractor, description of unacceptable performance, suspense date, and closeout date. All CARs and CAR logs will be maintained by the COR for the life of the contract.

5.2. Contracting Officer Notification.

5.2.1. Major Finding. If at any time the COR identifies a condition as having a significant adverse effect on the quality of the activity, such as those stated below, COR will document their findings and notify the Contracting Officer immediately in writing. Email is acceptable.

5.2.1.1. Contractor failure to meet a Performance Threshold.

5.2.1.2. Failure to provide adequate corrective action to preclude reoccurrence of

Government identified findings.

5.2.1.3. Failure to provide corrective action for deficiencies identified by the contractor within a prescribed suspense period.

5.2.1.4. Any failure to adhere to security regulations that results in a security incident.

5.2.2. Minor Finding. A departure from established standards having little bearing on the service provided. When the COR identifies a minor finding, the COR will document the findings but is not required to notify the Contracting Officer.

However, if the same minor finding is repeatedly identified, it may be an indication that a major finding is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence. In this case, the COR will notify the Contracting Officer in writing.

5.3. Remedies for Unacceptable Performance.

5.3.1. In accordance with the contract Inspection of Services clause, if any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. This includes but is not limited to termination of Contractor personnel and recruitment of substitute personnel that are equally qualified within established timeframes. When the defects in services cannot be corrected by re-performance, the Government may:

5.3.1.1. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

5.3.1.2. Reduce the contract price to reflect the reduced value of the services performed. This may include a reduction in the number of paid hours to reflect the total non-performance period.

5.3.2. If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

5.3.2.1. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

5.3.2.2. Decrement invoice as stated in the PWS related to performance; or

5.3.2.3. Terminate the contract.

SECTION 6.0.

CERTIFICATION/ACCEPTANCE OF SERVICES

6.1. The COR will certify receipt of acceptable contractor services each month. The COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The COR will certify receipt of contractor services via the Wide Area Workflow (WAWF) website after COR approval. Certification of services shall be accomplished on the first workday following the completion of the contract payment period, to avoid payment of interest penalties.

6.2. CORs are responsible for obtaining, scheduling, and completing WAWF training from the base Accounting and Finance Office.

SECTION 7.0.

CONTRACTOR’S QUALITY CONTROL PLAN

7.1. The contractor shall establish and maintain a Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The QCP shall be made available to the Government upon request. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall update the plan as changes occur and changes shall be submitted for review and acceptance by the Contracting Officer. The contractor’s quality control plan shall contain, as a minimum, the following items:

7.1.1. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

7.1.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

7.1.3. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

7.2. Contractor Inspection Records. Records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

SECTION 8.0

CONTRACT MANAGEMENT

8.1. The multi-functional team will utilize the following approaches, methods, and tools to manage the contract upon award:

8.1.1. The COR will conduct, document, track, and analyze contractor performance via periodic surveillance. The assessment results will be maintained as Past Performance Information and utilized to prepare and support annual Performance Assessment Report System (CPARS) reporting. Assessment results, along with the contractor’s submittals, will be used to develop metrics to track Contractor’s overall compliance with contract terms and conditions.

8.1.2. The contractor shall maintain and implement a quality control plan to ensure the contract services conform to the requirements of the performance work statement.

The QCP shall be made available to the Government upon request.

8.1.3. The multi-functional team will conduct periodic progress meetings, to review the contractor’s performance. At these meetings the Contracting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced.

The contractor shall also notify the Contracting Officer, in writing, of work being performed, if any, that the contractor considers over and above the requirements of the contract. Appropriate action will be taken to resolve any outstanding issues.

SECTION 9.0

MEMBERS OF THE MULTI-FUNCTIONAL TEAM

COR Management

Contracting Officer

Contract Administrator

Primary COR

Alternate COR

Quality Assurance Program Coordinator