Attachment 3_T2C2 QASP 9Sep2022.pdf

Transportable Tactical Command Communications (T2C2) Family of Terminals (FoTs) Logistics Documentation

Quality Assurance Surveillance Plan

PANAPG-22-P-0000 007528

9 Sep 2022

1.0 Introduction

This Quality Assurance Surveillance Plan (QASP) is developed in accordance with FAR 46.401 and FAR 46.103 to establish the procedures for monitoring, reporting and evaluating Contractor performance pursuant to the requirements listed in the Performance Work Statement (PWS) for the Transportable Tactical Command Communications (T2C2) Family of Terminals (FoTs) Logistics Documentation. The Government reserves the right to make changes to this QASP during the contract performance period.

1.1 Purpose

The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the Contractor is meeting the performance standards/quality levels identified in the PWS and the Contractor’s Quality Assurance Program Plan (QAPP), and to ensure that the Government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the Integrated Project Team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the Contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

1.2 Performance Management Approach

The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by Project Manager Tactical Network (TN), Product Manager Satellite Communications (PdM SATCOM) to monitor and manage the Contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved.

1.3 Performance Management Strategy

The Contractor is responsible for the quality of all work performed. The Contractor measures that quality through the Contractor’s own Quality Assurance Program Plan (QAPP). QA is concerned with work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by Contractor employees or by Subcontractors. The Contractor’s QAPP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The Contractor will develop and implement a performance management system with processes to assess and report its performance to the designated Government representative. This QASP enables the Government to take advantage of the Contractor’s QA program.

The Government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the Contractor is performing against communicated performance objectives.

The Contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2.0 Roles and Responsibilities

2.1 The Contracting Officer

The Contracting Officer (KO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the contractor. The KO will designate one full-time COR as the Government authority for performance management.

Name Title Phone e-mail Licinda Peters Contracting Officer (443)861-4998 licinda.m.peters.civciv@mail.mil

2.2 The Contracting Officer’s Representative

The COR is designated in writing by the KO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper Government surveillance of the Contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the Contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

Name Title Phone e-mail Jennifer Gallagher Contracting Officer

Representative 908-216-6981 Jennifer.r.gallagher9.civ@army.mil

Property Administrator – An authorized representative of the Contracting Officer appointed in accordance with agency procedures responsible for administering the contract requirements and obligations relating to government property in possession of a contractor.

Name Title Phone e-mail Michael Sizemore PBO/Logistics Support

Specialist 443-395-7114 michael.a.sizemore.ctr@army.mil

Quality Manager- Promotes quality achievement and performance improvement throughout the organization. Develops, implements, communicates and maintains a quality plan to bring the andre.d.dooley Cross-Out

Company's Quality Systems and Policies into compliance with quality system requirements.

Direct the activities of quality personnel to measure key quality characteristics of processes from inception to completion. Establishes the standards of service for customers or clients.

Name Title Phone e-mail Michael Stevens Quality Assurance 443-395-5354 michael.a.stevens10.civ@army.mil

Program Manager- Responsible for running complex programs and projects. Supervises the project team and manages conflicts within different departments. Plans and sets project goals and milestones and develops risk management strategies. Defines resources and schedules for the implementation of the program. Clearly defines requirements and sets targets accordingly.

Recognizes areas for internal improvement and develops plans for implementing the improvements.

Name Title Phone e-mail CPT Felix Bravo APM 443-395-8464 felix.a.bravo.mil@army.mil

3.0 Identification of Requirement Performance Standards/Quality Levels The required performance standards and/or quality levels are included in Attachment 1, “Performance Requirements Summary.”

4.0 Methodologies to Monitor Performance

4.1 Surveillance Techniques

1.1. In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the Government to evaluate Contractor performance when appropriate. The primary methods of surveillance include but are not limited to:

Primary Methods of Surveillance Designation Method Monthly Status Report

Submitted by the 1st of each month.

100% Inspection Evaluates all outcomes for a given activity or task.

Periodic Inspection

Inspections are scheduled events (daily, weekly, monthly, quarterly, or annually) at specified intervals (e.g., reviews occur once a week on Thursday).

Customer Feedback

Customer feedback and communication with the COR will be on a regular basis to ensure performance objectives are being met.

4.2. Customer Feedback

For customer feedback or complaints it is recommended that the Customer Complaint Record DA Form 5477 may be used. However customer feedback can be in any form, verbal or written but no matter the format the COR will maintain a record of the feedback positive or negative.

a. If immediate response to a complaint is required, the COR will provide the response to the requester as soon as practical.

b. The COR will conduct an investigation to determine the validity of any negative comments received.

c. If the negative comment is determined not to be valid, if possible, the COR will inform customer of the reason(s) as soon as practical.

d. For validated negative comments that are true contractual non-conformances see paragraph 6. If this non-conformance is a more serious (systemic in nature) deficiency or recurring deficiency that could indicate a trend the COR should see paragraph 6.2.

e. The COR will follow up with the customer of the corrective action taken by the contractor, if applicable.

4.3 Contract Deficiency Reports. The COR will report more serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend by using the DA Form 5479-R, Contract Discrepancy Report. The Contract Discrepancy Report will state the Contract Requirement, the specific contract reference and the specific violation (s) to the requirement.

The COR will forward copies of Contract Discrepancy Reports to the KO within one working day. The KO will notify the contractor and request corrective action to the specific non-conformance, identification of the root cause and corrective action for the root cause with a required suspense date. The KO may require the contractor to re-perform any services that do not meet contract requirements at no additional cost to the government. The contractor will return a copy of the completed and signed DA Form 5479-R along with their Corrective Action Plan (CAP) to the KO for review, approval and inclusion in the contract/order file. The KO should include the COR in the review of the CAP and re-inspection of services that were found deficient to ensure the CAP included adequate root cause analysis, corrective action for the root cause and that it was accomplished in the timeframe agreed upon. The KO and COR will not consider the CDR closed until all deficiencies have been corrected and all agreed upon actions of the CAP have been completed. Contractor’s failure to follow through and complete corrective actions will be reported immediately to the KO for further action. (Note: if the COR has to repeatedly perform re-inspection there could be a government re-inspection cost which could be recovered from the contractor). The COR will also follow-up after the contractor has completed the corrective action to ensure that the contractor’s corrective action was sufficient to preclude recurrence.

4.4 Non-Conforming Performance. The COR will notify the contractor, in person, each time an unacceptable observation has been recorded and ask the contractor to correct the problem or re-accomplish the service. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the contractor initial the entry. The contractor will be given a time line after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the identified time line will be reported to the Contracting Officer. Again the Tally Checklist DA Form 5481 may be used for this purpose.

4.5 Acceptable Quality Levels

The Acceptable Quality Levels (AQLs) included in Attachment 1, Performance Requirements Summary Table, for Contractor performance are structured to allow the Contractor to manage how the work is performed while providing negative incentives for performance shortfalls. For certain critical activities, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance at PM TN.

5.0 Quality Assurance Documentation

5.1 Acceptance of Services. When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment upon satisfactory completion of the work. This is done by approving the contractor’s invoice in Wide Area Workflow https://wawf.eb.mil/\

5.2 Monthly COR Activity Report. The COR will submit a brief monthly activity report to the KO which will include the next months surveillance schedule, summary of inspections performed with results, summary of customer complaints with analysis, summary of contract discrepancies, results of data analysis, recommended adjustments to surveillance, invoices accepted and any other pertinent contract activities.

5.3 Contractor Manpower Reporting (CMR). The COR shall fill in required information and verify contactor has complied with the required contractor manpower reporting and document any observations. Reporting is for the 12 month period ending Sept. 30th of each FY and reporting is due by the contractor by 31 Oct of each FY. Registration and manual can be found at https://www.ecmra.mil/.

Quality Assurance Surveillance File: Reference ACC PAM 70-1 and the ACC COR Facts Page. The Quality Assurance, or COR Surveillance file shall contain the following as applicable:

a. Copy of the COR designation letter from the KO, any changes to that letter, and any termination letters.

b. Training Certifications for COR and refresher training.

c. Copy of the contract and all contract modifications.

d. Copy of the applicable Quality Assurance Surveillance Plan (QASP) with attached schedule and checklist.

e. Copy of the contractor’s Quality Control Plan (QCP) https://wawf.eb.mil/ https://www.ecmra.mil/ http://acc.army.mil/contractingcenters/acc-nj/COR.html

f. All correspondence initiated by authorized representatives (contractor or government) concerning performance of the contract.

g. Names, position titles and contact information of all key personnel assigned to this contract both government and contractor.

h. Monthly surveillance schedules.

i. Surveillance Checklists

j. Records of all inspections performed and the results.

k. Customer Feedback.

l. Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance.

m. Documentation pertaining to acceptance of services, reports or data

Contractor Performance Assessment Reporting System (CPARS) Documented surveillance data IAW this QASP will be used as objective data to support contractor ratings. The inclusion of detailed documented inspection results provides objectivity to the Contractor Performance Assessment Report (CPAR). The CPAR will be prepared annually or at the end of a Task Order whichever occurs first.

5.4 QASP Changes. The QASP is a living document and, as such, may be changed as needed. However, the KO must approve changes. The COR will submit recommended changes to the KO for approval.

5.5 Reviews and Resolution

The COR may require the Contractor’s Program Manager (PM), or a designated alternate, to meet with the Government PM and other Government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the Contractor, including appropriate self-assessments by the Contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the Contractor’s request. The agenda of the reviews may include:

• Monthly performance assessment data and trend analysis

• Issues and concerns of both parties

• Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis

• Recommendations for improved efficiency and/or effectiveness https://shortcut.dau.mil/acq/cpar_cpars

The COR must coordinate and communicate with the Contractor to resolve issues and concerns regarding marginal or unacceptable performance. Unsatisfactory contract performance will be reported on DA Form 5479-R, Contract Discrepancy Report (CDR). This form is used to notify the contractor of discrepancies found by the COR. The CDR is where the contractor is allowed to answer how the discrepancy will be corrected and how reoccurrence will be avoided. This completed and signed CDR along with the supporting documentation will be forwarded to the Procuring Contracting Officer for disposition. A copy will be maintained in the COR file.

Note: The Government reserves the right to use additional surveillance methods beyond those stated in the QASP.

Attachment 1: Performance Requirements Summary

Metric Performance Objective

Standard to Be Met/

Acceptable Quality Level

(AQL)

Government Surveillance Method

SCHEDULE

Schedule Submit monthly reports and technical reports as required by contract.

95% on time Monthly Status Report PWS 3.5.1.3

Schedule Notify customer in advance of potential problems.

100% Compliance Monthly Status Report PWS 3.5.1.3

Schedule Respond to all degradations, outages, site alarms, or Hazardous Conditions (HAZCONs) of circuits, equipment, and/or power by submitting information to the COR and SATCOM Maintenance Center.

< 30 Minutes Periodic Inspection PWS 3.1

Schedule CDRL delivery As stipulated in CDRLs

100% Inspection PWS 3.1.1 based on submission dates and IMS

Metric Performance Objective

Standard to Be Met/

Acceptable Quality Level

(AQL)

Government Surveillance Method

Management Management Organization, Structure and

Qualified Staff to Meet Contractual Terms and Conditions

100% Accountability;

100% Compliance

Periodic Inspections PWS 3.1

Management Ensure all Employees Meet Minimum Education and Experience Requirements

100% Qualified Employees;

100% Compliance

100% Inspection

PWS 3.1

Retention / Replacement of Current Staff Management Maintain sufficient qualified and trained staff to meet performance requirements

100% Compliance

Monthly Status Report PWS 3.5.1.3

Management Obtain sufficient qualified and trained staff to meet performance requirements.

100% Compliance

100% Inspection

PWS 3.1

Management Replace personnel who are terminated or who relinquish their position.

< 30 Days 100% Inspection

PWS 3.1

Metric Performance Objective

Standard to Be Met/

Acceptable Quality Level

(AQL)

Government Surveillance Method

Performance Quality

Quality

Comply with regulations, policies, and procedures.

100% Compliance Monthly Status Report PWS 3.5.1.3 and CDRL submissions 3.1.1

Quality Meet technical needs and mission requirements.

100% Compliance Monthly Status Report PWS 3.5.1.3

Quality 100% of personnel meet Computing Environment (CE) training requirements, Anti- Terrorism (AT) Level 1, OPSEC Level 1, and iWATCH program training within 30 days of hire.

100% compliance Monthly Status Report PWS 3.5.1.3

Quality 100% of personnel supporting IA/IT functions shall be certified to the baseline standards as stipulated in DoD 8570.01-M upon contract award.

100% compliance Monthly Status Report

PWS 3.5.1.3

Quality Compliance of all employees working IA/IT functions with DoD and Army training requirements in Department of Defense Directive (DoDD) 8570.01, DoD 8570.01-M, and Army Regulation (AR) 25-2 within six months of employment.

100% compliance Monthly Status Report

PWS 3.5.1.3