Attachment 3 QUALITY ASSURANCE SURVEILLANCE PLAN AND MATRIX.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN AND MATRIX

MAINTENANCE AND OVERHAUL SERVICES FOR

COMMANDER NAVAL SURFACE FORCE, ATLANTIC [CNSL]

SHIPBOARD MATERIAL HANDLING EQUIPMENT [MHE] AND SHIPBOARD MOBILE SUPPORT

EQUIPMENT [SMSE] CONSISTING OF PREVENTATIVE MAINTENANCE [PM], UNSCHEDULED

MAINTENANCE [UM], 12/18-MONTH MAINTENANCE PROGRAM, 18-MONTH WEIGHT TEST

CERTIFICATION, TRANSPORTATION SERVICES AND ADMINISTRATIVE SUPPORT [ADMIN]

PROVIDED BY

NAVSUP FLEET LOGISTICS CENTER NORFOLK [FLC-N] MHE BRANCH

The Quality Assurance Surveillance Plan [QASP] is a Government developed and applied document used to ensure that systematic quality assurance methods are in place for the administration of the Performance Based Service Contract [PBSC] standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services listed in the contract and that the Government only pays for the acceptable level of services received.

AUTHORITY: Authority for issuance of this QASP is under FAR 52.246-4/52.246-5, Inspection/Acceptance, which provides for inspections and acceptance of the articles, services and documentation called for in the contract to be accomplished by the Contracting Officer or their duly authorized representative.

SCOPE: The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract. The QASP is in place to provide Government surveillance oversight of the Contractor’s quality control efforts to ensure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor intended to duplicate the Contractor’s Management Plan. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality expected to be delivered under the terms of the contract.

RESPONSIBILITIES:

The Government resources shall have responsibilities for the implementation of this QASP as follows:

• Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

• Contracting Officer’s Representative [COR] – An individual designated, in writing, by the Contracting Officer to act as his/her authorized representative to assist in administering a contract. The source and authority for the COR is the Contracting Officer. The COR limitations are contained in the written letter of appointment. The [TA] limitations are contained in the written letter of appointment.

METHODS OF QA SURVEILLANCE:

The below listed methods of surveillance shall be used in the administration of this QASP. The QASP Matrix [Attachment 1] describes the methods of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

• COR Assessment – The Contracting Officer’s Representative or Technical Authority will evaluate the timeliness, quality and accuracy of reports, presentations, contract deliverables and invoices.

• Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys, informal discussions or from random customer complaints. Customer complaints, to be considered valid, must be submitted to the COR in writing detailing the nature and circumstances of the complaint. Complaints must be signed by the complainant and the COR will forwarded to the Contractor. The Contractor shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

• Random Checks/Inspections – Random checks and inspections will be conducted to ensure compliance with the Performance Work Statement. The Contracting Officer, COR or TA may conduct the random monitoring.

IDENTIFIED QA SURVEILLANCE ITEMS:

The PBSC items that have been identified for surveillance are identified in the PWS.

DOCUMENTATION:

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations and any other actions related to the Government’s performance of the quality assurance function. All records must be retained for the life of this contract. At a minimum, the Quality Assurance Surveillance file shall contain:

• Copies of letters of appointment for the COR

• A copy of the contract and all modifications

• A copy of the QASP and all subsequent revisions

• The names and titles of individuals on the contract administration team

• A record of all accepted receiving reports, required documentation with the submission of each receiving report and reviews

• Copies of complaints received

• Memorandums for the record or minutes of any pre-performance meetings or conferences

• Memorandums for the record or minutes of any meetings or discussions with the contractor, or others, pertaining to the contract, contract performance or changes to the PWS.

ANALYSIS OF CONTRACTOR PERFORMANCE:

The COR will analyze contractor performance monthly to determine whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards stated in the QASP and PWS.

Deliverable or Service Requirement

Measurement/ Metric

Surveillance Method

Frequency of Surveillance

Acceptable Quality Level

(AQL)

Procedures to be taken when AQL not achieved

PWS Compliance and Fulfillment

Services identified in PWS Sections 4, 6, and 7 performed/ provided by contractors contain accurate information are of high quality and meet agreed upon due dates.

Work is to be completed to the OME standard.

COR review, customer feedback, complaints, random checks/inspections

At Service Completion

100% Compliance

Request Corrective action from contractor in accordance with Contractor Quality Assurance Plan.

Contractor Discrepancy Report (CDR) may be completed.

Failure to comply may be documented in contractor Performance Reporting system (CPARS) and in future requests for Past Performance information.

Deliverables/ Reports Reports ( Weekly, Monthly) submitted in accordance with PWS.

COR Review Per due dates cited in PWS or on deliverable report.

>95% compliance.

Report delivered on time with little to no rework required.

CDR may be completed.

Failure to comply may be documented in CPARS and in future request for Past Performance information.

Invoicing

Monthly invoices per contract procedures are timely and accurate.

Other Direct Costs will be monitored to determine value is not greater than 10% of the total contract value.

Review & acceptance of the invoice.

The COR shall monitor the use of ODC’s monthly.

Monthly >95% Accuracy

Re-work until acceptable

CDR may be completed or may be documented in CPARS and in future requests for Past Performance information

Combatting Trafficking in Persons

Under DFARS PGI

222.1703 and in accordance with FAR clause 52.222-50, Combating Trafficking in Persons – The contractor will maintain compliance.

COR Review and Inspection

Continuous 100% Compliance Remedies in accordance with FAR 52.222-50 ( e)

INCENTIVES/DISINCENTIVES:

The COR makes an annual report on Contractor Performance [CPARS or other annual report]. The contractor’s failure to achieve satisfactory performance under the contract, reflected in the COR’s annual report, may result in termination of the contract and may result in the loss of future Government contracts. Additionally, the contractor’s failure to achieve satisfactory performance under the contract may also result in the non-exercise of task orders.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report [CDR]. CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within [5] days of receipt identifying how future occurrences of the problem will be prevented.

Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.