Attachment 4 Vehicle Maint QASP (RAFB) 4 Mar 2020.pdf

Quality Assurance Surveillance Plan

QUALITY ASSURANCE SURVEILLANCE PLAN

VEHICLE MAINTENANCE

1 Oct 2020

Contractor Name Phoenix Management Inc. (PMI)

Contract Number FA8501-XX-X-XXXX

Contract Description VEHICLE MAINTENANCE SERVICES

1. PURPOSE: PURPOSE: This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the details associated with a continuous oversight process, to include:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its own quality control plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to ensure that it meet contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

Copies of the QASP and any revisions shall be provided to the contractor and the Contracting Officer's Representative (COR) to facilitate implementation of surveillance activities. In addition, the QASP should recognize and accommodate unforeseen or uncontrollable circumstances which might occur that are outside the control of the contractor.

2. AUTHORITY: Generally, Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide for inspection, acceptance and documentation of the service called for in the contract or order. If commercial, quality assurance will be applied in accordance with commercial Items clause.

The Inspection of Services Clause requires the contractor to establish and maintain an inspection system acceptable to the Government. And, the Government has the right to inspect at any time without unduly delaying work. The following FAR clause applies to this acquisition:

FAR52.212-4, Commercial Items. The government may require repair or replacement of nonconforming services at no increase in price. If repair or replacement will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming services.

FAR52.246-4, Fixed Price

• Contractor shall provide and maintain an inspection system acceptable to the

Government.

• Contractor inspection records shall be provided to the COR upon request.

• Government has the right to inspect and test all services at any time without unduly delaying work.

• If any work does not conform to contract requirements, the Government may require the

Contractor re-perform at no additional cost

• When defects cannot be corrected through re-performance, the Government may:

o Require the contractor to take necessary action to ensure that future requirements meet contract standards and reduce contract price to reflect the reduced value of the services performed.

• If the contractor fails to promptly to act, the Government may by contract or otherwise, perform the services again and charge the contractor for any cost incurred by the Government that is directly related to the performance of service.

3. GOVERNMENT ROLES AND RESPONSIBILITIES: The following personnel shall oversee and coordinate surveillance activities.

2. a. CONTRACTING OFFICER (CO)/BUYER: The CO 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 CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned Buyer: William Odom Organization: AFSC/PZIOB Telephone: 478-926-2388 Email: william.odom.2@us.af.mil

b. PROGRAM MANAGER (PM): The PM serves as a direct conduit to provide government guidance and feedback to the contractor on technical matters they are not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf.

Assigned PM: Mitchell Moody Organization: 78 LRS/LGRV Telephone: 478-926-5521 Email: mitchell.moody.1@us.af.mil mailto:william.odom.2@us.af.mil mailto:mitchell.moody.1@us.af.mil

c. CONTRACTING OFFICER’S REPRESENTATIVE (COR): The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance processes. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for early identification and reporting of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf.

Lead COR: Jerald Stork Organization: 78 LRS/LGRV Telephone: 478-222-6551 Email: jerald.stork@us.af.mil

Assigned COR: Phillip Reynolds Organization: 78 LRS/LGRV Telephone: 478-926-5521 Email: phillip.reynolds.4@us.af.mil

Assigned COR: Keith Rue Organization: 78 LRS/LGRV Telephone: 478-327-3927 Email: keith.rue@us.af.mil

Assigned COR: David Brode Organization: 78 LRS/LGRV Telephone: 478-222-6630 Email: david.brode@us.af.mil

d. QUALITY ASSURANCE PROGRAM COORDINATOR: The QAPC is responsible to ensure pre-award documents are performance based and that the COR are adequately trained to perform surveillance. In addition, the QAPC coordinates the gathering of contractor performance data to prepare Annual Health of Services review and SDO Annual Execution Reviews.

Assigned QAPC: Joanna Whatley

Organization: AFSC/PZAAC Telephone: 478-926-2554 Email: joanna.whatley@us.af.mil mailto:jerald.stork@us.af.mil mailto:phillip.reynolds.4@us.af.mil mailto:keith.rue@us.af.mil mailto:david.brode@us.af.mil mailto:joanna.whatley@us.af.mil

4. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract.

Program Manager:

Telephone:

Email:

5. PERFORMANCE STANDARDS AND METHOD OF SURVEILLANCE:

5.1 CONTRACT SURVEILLANCE: The goal is to ensure contractor performance is effectively monitored and documented. The COR’s contribution is a professional, non-adversarial relationships with the CO, PM and the contractor, which enable positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and Quality Control/Quality Assurance actions successfully meet the terms of the contract. Performance standards define desired services. The government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

The Services Summary listed in the Performance Work Statement includes both performance objectives and performance standards. The government shall use these standards to determine contractor performance and shall compare contractor performance to the Performance Thresholds which represent the Acceptable Quality Levels (AQLs).

The Services Summary outlines the performance objectives that must be performed and standards that met by the contractor and details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR/Quality Assurance file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance.

mailto:jason.williams.107.ctr@us.af.mil

Performance Objective PWS para.

Performance Threshold Method of Surveillance

SS-1 Maintain Base Mission Capable Rate (MC) 1.1.1.1 Maintain a monthly 90% MC rate Monthly

SS-2 Manage TCTO, OTI and SBs Program 1.1.1.3 No more than 1 TCTO, OTI or SBs late implementation per month Periodic Monthly

SS-3 Provide mobile maintenance

1.1.5.4

No more than 2 deficiencies for On base requests (Within 1 hour) No more than 2 deficiencies for off base requests (Within 2 hours)

Periodic Monthly

SS-4 Maintain a Quality Control Program 4.16 No more than 1 deficiency per Quarter

Quarterly

SS-5 Maintain a Safety and Health Plan 4.8 No more than 1 deficiency per month.

Monthly

SS-6 Manage Vehicle/Equipment Justification Memo (Formally Known as Form 601)

1.1.2.2 No more than 2 deficiencies per

month.

Monthly

SS-7 Submission of Required Reports

4.1, 4.1.1, 4.1.2, 4.1.3

No more than 1 defects per report/analysis

Monthly

SS-8 Quality of scheduled/unscheduled maintenance

1.1.1.3 No more than 5 deficiencies per

month.

Approximate average 10 vehicles per week

SS-9 Delayed Parts Follow Up 1.1.6.2 No more than 1 deficiency per month.

Monthly

SS-10 Manage Vehicle Maintenance Commercial Parts 1.1.6.2 No more than 1 deficiency per month

Monthly

SS-11 Tool Control Program 1.1.6.1 No more than 3 deficiencies per month Monthly

5.2 MEASUREMENT:

a. Objective: SS-1- Maintain Base Mission Capable Rate (MC) Threshold: Not less than 90.0% M/C rate.

Report(s): PAR / CAR Documentation Frequency: Monthly Process: The COR will obtain the Fleet Mission Capable Rate (M/C).rate from LIMS-EV. The COR will record the prior month’s M/C rate on this SS.

b. Objective: SS – 2 - Manage TCTO, OTI and SBs Program Threshold: No more than 1 late implementation Report(s): PAR / CAR Documentation Frequency: Periodic Monthly Process: The COR will validate completion of TCTO, OTI or SBs and ensure suspense is met. The COR will verify the completion of TCTO, OTI or SBs in DPAS at the end of each month by reviewing vehicle work order(s).

c. Objective: SS-3- Provide Mobile Maintenance Threshold: No more than 2 deficiencies, On base request- Within 1 hr during normal duty hrs, and off base - Within 2 hrs during normal duty hours.

Report(s): PAR / CAR Documentation Frequency: Periodic Monthly Process: The COR will go to Vehicle Management and Analysis (VM&A) or Customer Service Center (CSC) and check the unscheduled mobile maintenance log to ensure the service provider is performing this requirement in accordance with the check sheet. From this mobile maintenance log randomly select several requests to ensure the contractors are completing requested service within the two clock hours after notification. Also, check to see if the contractor is documenting all work on the required form in accordance with 5 on assessment check sheet. In addition to the above ensure that all NMC time is being accounted for in accordance with AFI 24-302, Chap 3, Para 3.35.

d. Objective: SS–4 - Maintain a Quality Control Program Threshold: No more than 1 deficiency Report(s): PAR / CAR Documentation Frequency: Quarterly Process: The COR will review the contractor’s records and verify the contractor’s compliance with the referenced Quality Control Program paragraphs with respect to:

• Inspection frequency

• Record availability and Documentation for government review

• Vehicle Management & Control

• Vehicle Control Program

• Maintenance Control

• House Keeping

e. Objective: SS–5 – Maintain a Safety and Health Plan Threshold: No more than 1 deficiency Report(s): PAR / CAR Documentation Frequency: Monthly Process: The COR will review the contractor’s records and verify the contractor’s compliance with the referenced Safety Plan paragraphs with respect to:

• Employee safety and health training frequency and documentation

• Work place inspections

• Accident investigations and reporting

• Hazard investigations and reporting

f. Objective: SS – 6 –Manage Vehicle/Equipment Justification Memo (Formally Known as Form 601) Threshold: No more than 2 deficiencies Report(s): PAR / CAR Documentation Frequency: Monthly Process: The COR will review and ensure that the contractor has provided an evaluation/analysis for vehicle authorization recommendations. The COR will review all Manage Vehicle/Equipment Justification Memo (Formally Known as Form 601) for accuracy and completeness.

g. Objective: SS – 7- Submission of required reports Threshold: No more than 1 deficiency Report(s): PAR / CAR Documentation Frequency: Monthly Process: The COR will review the following required reports provided from the contractor for completeness and recommendations.

• Yard Check (Weekly)

• Parts Over 7 Days (Weekly)

• CE Open Work Orders (Monthly)

• Vehicle Control Officer (VCO) Report (Monthly)

• Quality Control Plan (QCP) (Due within 30 days of contract start date)

• Safety Plan (Due within 30 days of contract start date)

h. Objective: SS – 8 - Quality of scheduled/unscheduled maintenance Threshold: No more than 5 deficiencies Report(s): PAR / CAR Documentation Frequency: Approximate average of 10 Vehicles per week Process: The COR will maintain AF Form 754 documenting contractors vehicles repairs when released from maintenance. The COR will inspect the vehicle to determine that the discrepancies have been cleared and that the vehicle is safe and meets the serviceability standards outlined in the mandatory directives. The COR will inspect the vehicles to ensure paint and markings meet specifications in T.O.

36-1-191 (Chapter 2). The COR will insure the parts indicated on the work order were actually removed and replaced. Unacceptable or incomplete work will be returned to maintenance for completion of repairs.

i. Objective: SS – 9 - Delayed Parts Follow Up Threshold: No more than 1 deficiency Report(s): PAR / CAR Documentation Frequency: Monthly Process: The COR will review the weekly parts report from the contractor and the NMCS/delayed maintenance report from DPAS to follow up on any parts that are delayed for more than 7 days. Any part delayed, 7 days or more, and not reported constitutes a defect.

j. Objective: SS-10 – Manage Vehicle Maintenance Commercial Parts Threshold: No more than 1 deficiency Report(s): PAR / CAR Documentation Frequency: Monthly Process: The COR will select 5 random invoices to sample this requirement. The COR will go to Material Control and select 5 Commercial Vendor invoices from the previous month. These invoices will be compared to the contractor’s Purchase Order (White Copy of sales Slip) and actual amount billed to Government in Wide Area Workflow.

k. Objective: SS-11 – Tool Control Program Threshold: No more than 3 deficiencies Report(s): PAR / CAR Documentation Frequency: Monthly Process: The COR will review the contractor’s records and verify the contractor’s compliance with the referenced Tool Control Program paragraphs with respect to:

• Required Tools

• Daily Inspections

• Foreign Object Damage (FOD) Prevention

• Tool Markings and inlaying/shadowing

• Tool serviceability .

5.3 CONTRACTOR’S PERFORMANCE ASSESSMENT REPORT (CPAR):

In evaluating the quality of contractor’s performance, the following performance ratings are used in documenting past performance. The areas rated may include: Quality of Service, Business Relations, Management, Cost Control (if applicable), and Schedule.

Performance Rating

Criteria

Exceptional Performance meets contractual requirements and exceeds many to the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

5.4 COR FILE DOCUMENTATION: COR must be CORTT compliant. The following will be uploaded in CORT Tool

• Certificates -o QAPC Led and CO Led Training o DAU Training

CLC 106, COR with a Mission Focus (Type A) or CLC 222 Contracting Officer Representative Course(Type B/C) CLC 046, Green Procurement CLM 003, Ethics for Acquisition Technology and Logistics (annual) DOD002, Combating Human Trafficking Wide Area Workflow

• Nomination , Designation and Termination COR Letters

• Certificate of Supervisor Training

• Surveillance Documentation o Performance Assessment Report (PAR) o Corrective Action Report (CAR)

• MFT Meeting Minutes

• Any other documentation generated in performance of COR duties

• Copies of applicable modification(s)

• Invoice documentation (WAWF)

• Data submittals (CDRLs)

• EMS Training Certificates of Contractor Personnel

• Monthly Status Reports (if applicable)

IAW PGI 222.1703 – The COR will ensure that the contractor is in compliance with FAR clause 52.222-50 - Combating Trafficking in Persons.

6. PERFORMANCE REPORTING

6.1 PERFORMANCE ASSESSMENT REPORT (PAR): Routine surveillance will be documented on a Performance Assessment Report. All performance will be measured and noted on the PAR. The contractor will initial the PAR to document acknowledgement of the inspection conducted. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

6.1 CORRECTIVE ACTION REPORT (CAR): For repeated instances of non-performance or for any issue involving safety or security, a Corrective Action Report will be initiated by the COR. The contracting officer formally issues the CAR to the contractor for corrective and preventive action. The contractor shall acknowledge receipt of the CAR in writing. The contractor shall prepare a corrective action plan to document how to correct the unacceptable performance and avoid recurrence. The government shall review the contractor's corrective action plan to determine acceptability. A CAR becomes a part of the official contract file and will be used as a record of negative past performance.

6.3 INITIAL CONTRACT PERFORMANCE REVIEW: Within 30 days of award or when performance begins, the COR shall notify the Contracting Officer with information on contractor performance. The initial review shall answer the following questions:

• Is the contract fully operation and successful?

• Is the contract within estimated cost, schedule and performance baselines?

• Any potential risk or performance issues?

Assessment Values Green No issues Yellow Issues but contractor has adequate mitigation or corrective action in place

Red Issues with inadequate or no contractor's mitigation or corrective action plan. Any "red" assessment shall include the government's proposed action with respect to the failing contractor

6.4 PERFORMANCE ASSESSMENT MEETINGS. The contractor and the government shall meet to discuss performance progress and issues. The government will present the contractor with the prior month’s surveillance as outlined in the Performance Work Statement.

The frequency of meetings is monthly and shall be reviewed and signed by the team members listed below.

• Contracting Officer’s Representative

• Contractor Representative

• Contracting Officer

• Government Program Manager

Prepared by:

Contracting Officer

Contracting Officer’s Representative

Quality Assurance Program Coordinator

Contractor

Date:

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK

ORDER NUMBER

2. CONTRACTOR 3. TYPE OF SERVICES

4. CONTRACTING OFFICER'S REP (COR) SIGNATURE

AND DATE

5. COR

PHONE

6. SUSPENSE

DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES

THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS

PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF

DEFICIENCY BOX WAS CHECKED)

10. DETAILED PERFORMANCE

ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE

CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED

COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF

RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE

DATE

6. CONTROL

NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. CONTRACTING OFFICER REPRESENTATIVE (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO

PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

SS-1- Maintain Base Mission Capable Rate (MC)

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 1.1.1.1

MONTH: _______________ # OBSERVATIONS: __________ # DEFECTS: __________

Process: The COR will obtain the Fleet Mission Capable Rate (M/C).rate from LIMS-EV. The COR will record the prior month’s M/C rate on this SS.

Acceptable Unacceptable

1. Was the base fleet M/C rate at 90% or above for the month? ___________ _____________

Meets Performance Threshold: YES/NO:

COR Signature

SS – 2 - Manage TCTO, OTI and SBs Program

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 1.1.1.3

Process: The COR will validate completion of TCTO, OTI or SBs and ensure suspense is met. The COR will verify the completion of TCTO, OTI or SBs in DPAS at the end of each month by reviewing closed vehicle work order(s). .

Acceptable Unacceptable N/A

1.

Were all TCTOs, Service Bulletins, and One-Time Inspections completed by the suspense date required by VEMSO for the month? ___________ ____________ _______

2.

Were TCTOs, Service Bulletins, and One-Time Inspections properly recorded in DPAS?

SS-3- Provide mobile maintenance

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 1.1.5.4

MONTH: _____ _______ # OBSERVATIONS: ___ _______ # DEFECTS: ____ _____

Process: The COR will go to Fleet Management and Analysis (FM&A) or Customer Service Center (CSC) and check the unscheduled mobile maintenance log to ensure the service provider is performing this requirement in accordance with the check sheet. From this mobile maintenance log randomly select several requests to ensure the contractor are completing requested service within the two clock hours after notification. Also, check to see if the contractor is documenting all work on the required form in accordance with 5 on assessment check sheet. In addition to the above ensure that all NMC time is being accounted for in accordance with AFI 24-302, Chap 3, Para 3.35.

Does the service provider respond to unscheduled mobile maintenance to start or repair vehicles and equipment that are disabled?

2.

Does the service provider provide this service within 1 hour from 0700-1600 on normal work days and 2 hours for all other times after notification?

3.

Does the service provider maintain a mobile maintenance log that contains as a minimum the following?

A. Vehicle registration number B. Date and time request was received C. Vehicle location D. Deficiency E. Name and organization of person requesting service F. Date and time repair was completed

4. Does the service provider document all work in DPAS as required? ___ ______ _____________

5.

Does the service provider ensure that repairs not accomplished within two hours of the request are documented in DPAS?

SS–4 - Maintain a Quality Control Program

CONTRACT: FA8501-XX-X-XXXX PARAGRAPH: 4.16

Process: The COR will review the contractor’s records and verify the contractor’s compliance with the referenced Quality Control Program paragraphs with respect to:

• Inspection frequency

• Record availability and Documentation for government review

• Vehicle Management & Control

• Vehicle Control Program

• Maintenance Control

• House Keeping

1. Quality Control Program:

a. Frequency _________ _________

b. Documentation _________ _________

2. Work place inspections:

a. Vehicle Management & Control _________ _________

b. Vehicle Control Program _________ _________

c. Maintenance Control _________ _________

d. House Keeping _________ _________

SS – 5 – Maintain a Safety and Health Plan

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 4.8

Process: The COR will review the contractor’s records and verify the contractor’s compliance with the referenced Safety Plan paragraphs with respect to:

• Employee safety, health and environmental training frequency and documentation

• Work place inspections

• Accident investigations and reporting

• Hazard investigations and reporting

1. Employee safety, health and environmental training:

a. Frequency _________ _________

b. Documentation _________ _________

2. Work place inspections:

a. Shop _________ _________

b. Office _________ _________

c. Electrical _________ _________

d. House Keeping _________ _________

e. Fire Extinguishers _________ _________

3. Accident Investigation and Reporting _________ _________

4. Hazard Investigation and Reporting _________ _________

SS – 6 – Manage Vehicle/Equipment Justification Memo (Formally Known as Form 601)

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 1.1.2.2

Process: The COR will review and ensure that the contractor has provided an evaluation/analysis for vehicle authorization recommendations. The COR will review all Justification Memo (Formally Known as Form 601) for accuracy and completeness.

1. Has contractor provided an evaluation/ analysis for vehicle authorization recommendation(s)? _______ _______ _____

• Are AF Forms 601 accurate and complete? _______ _______ _____

SS – 7 – Submission of Required Reports

CONTRACT: FA8501- XX-X-XXXX PARAGRAPHS: 4.1.1, 4.1.2, 4.1.3

Process: The COR will review the following required reports provided from the contractor for completeness and recommendations.

• Yard Check (Weekly)

• Parts Over 7 Days (Weekly)

• CE Open Work Orders (Monthly)

• Vehicle Control Officer (VCO) Report (Monthly)

• Vehicle Minimum Essential (MEL and Priority Recall Listing (Annual)

• Quality Control Plan (QCP) (Due within 30 days of contract start date)

• Safety Plan (Due within 30 days of contract start date)

• Tool Control Plan (Due within 30 days of contract start date)

Was the Yard Check report received? Submission shall be NLT 1030 on second work of each week. PWS para 1.1.1.2.5

2. Was the parts over 7 days report received? Submission shall be each week. PWS para 1.1.6.2 ___________ _____________ _______

3.

Was the CE Open Work Orders report received?

Submission shall begin NLT 30 days after the initial period of performance begins and NLT the 10th day of each month. PWS para 4.19

4.

Was the Vehicle Control Officer (VCO) Report received? Submission shall begin NLT 30 days after the initial period of performance begins and NLT the 10th day of each month. PWS para 1.1.1.2.6

5.

Was the Vehicle Minimum Essential and Priority Recall List received? The first report is due 30 days after the initial period of performance begins and annual thereafter or as specified in the subject regulation. This report shall be in MS Excel format. PWS para 1.1.2.1

6.

Was the Quality Control Plan (QCP) received? The contractor shall submit a QCP within 30 days of contract start date. Any required changes shall be incorporated and returned within 10 calendar days.

PWS para 4.16

7.

Was the Safety Plan received? The contractor shall submit a Safety Plan within 30 days of contract start date. Any required changes shall be incorporated and returned within 10 calendar days. PWS para 4.8

8.

Was the Tool Control Plan received? The contractor shall submit a Tool Control Plan within 30 days of contract start date. Any required changes shall be incorporated and returned within 10 calendar days.

PWS para 1.1.6.1.

Note: Reports will be electronic or locally generated IAW publications.

SS – 8 - Quality of scheduled/unscheduled maintenance

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 1.2.1.3

Process: The COR will maintain a Form 754 of released vehicles from maintenance. The COR will inspect the vehicle to determine that the discrepancies have been cleared and that the vehicle is safe and meets the serviceability standards outlined in the mandatory directives. The COR will inspect the vehicles to ensure paint and markings meet specifications in T.O. 36-1-191 (Chapter 2). The COR will insure the parts indicated on the work order were actually removed and replaced. Unacceptable or incomplete work will be returned to maintenance for completion of repairs.

1. Are all discrepancies on the DPAS work order and the operator’s inspection guides cleared? ___________ _____________

2.

Does Vehicle Management ensure dirty vehicles are not accepted? If excessively dirty vehicles are towed in, the using organization should clean the vehicle prior to being accepted in the CSC. AFI 24-302, para3.19.1.3.

3. Was the work and documentation accomplished in accordance with applicable technical data? ___________ _____________

4. Are all safety items safe and serviceable per TO 36- 1-191? ___________ _____________

5. Are all parts indicated on the work order actually removed and replaced? ___________ _____________

6.

Were all parts that were replaced with a value over $100 and have a warranty period noted on the sales slip?

7.

Were any parts replaced on the current DPAS work order replaced on a previous work covered by a warranty?

8.

Are all items on AF form 4355 checked and filled in correctly by a Customer Service Representative and attached to the work order?

9.

If applicable, was a complete inspection using TO 36-1-191 and the applicable TO for the vehicle/equipment performed?

10.

Are all items on AF form 4354 checked and filled in correctly by the technician and attached to the work order if applicable?(AFI 24-302, para: 7.35)

11.

Does Vehicle Management ensure markings are not placed on vehicles, except as authorized by T.O.36- 1-191.

12.

Does CE ensure weight and dielectric tests are accomplished annually or when serviced and documentation provided to VM&A. (AFI 24-302, para 3.19.4.1)

SS – 9 - Delayed Parts Follow Up

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 1.1.6.2

MONTH: ____ _______ # OBSERVATIONS: ___ _______ # DEFECTS: __ _______

Process: The COR will review the weekly parts report from the contractor and the NMCS/delayed maintenance report from DPAS to follow up on any parts that are delayed for more than 7 days. Any part delayed, 7 days or more, and not reported constitutes a defect.

Date of Report: ____ ___________ Acceptable Unacceptable

1. Report of parts on order over 7 days received. ___ _____ _______

2. Follow-up done every five work days on parts on back-order over 7 days until parts are received. ___ _____ _______

3. Follow-up action provided to the COR no later than 1 work day after follow-up actions. ___ _____ _______

Date of Report: ____ ___________ Acceptable Unacceptable

1. Report of parts on order over 7 days received. ___ _____ _______

2. Follow-up done every five work days on parts on back-order over 7 days until parts are received. ___ _____ _______

3. Follow-up action provided to the COR no later than 1 work day after follow-up actions. ___ _____ _______

Date of Report: ____ ___________ Acceptable Unacceptable

1. Report of parts on order over 7 days received. ___ _____ _______

2. Follow-up done every five work days on parts on back-order over 7 days until parts are received. ___ _____ _______

3. Follow-up action provided to the COR no later than 1 work day after follow-up actions. ___ _____ _______

Date of Report: ____ ___________ Acceptable Unacceptable

1. Report of parts on order over 7 days received. ___ _____ _______

2. Follow-up done every five work days on parts on back-order over 7 days until parts are received. ___ _____ _______

3. Follow-up action provided to the COR no later than 1 work day after follow-up actions. ___ _____ _______

SS – 10 – Manage Vehicle Maintenance Commercial Parts

CONTRACT: FA8501- XX-X-XXXX PARAGRAPH: 1.1.6.2

MONTH: _______________ # OBSERVATIONS: __________ # DEFECTS: ___________

Process: The COR will select 5 random invoices to sample this requirement. The COR will go to Material Control and select 5 Commercial Vendor invoices from the previous month. These invoices will be compared to the contractor’s Purchase Order (White Copy of sales Slip) and actual amount billed to Government in Wide Area Workflow. The COR will also verify that each single item purchased over $3.5K has been approved by the Contracting Officer.

1. Is a copy of the vendor’s sales receipt attached to each contractor’s issue tickets (sales slips)?

2.

Are the charges for materials and parts correct when comparing vendor invoices purchase orders (white copy) and contractor’s Wide Area Workflow charge? __________ _____________

3.

Are materials and parts costing $3,500.00 or more approved by the Contracting Officer before materials and parts are ordered __________ _____________

SS–11 - Tool Control Program

CONTRACT: FA8501-XX-X-XXXX PARAGRAPH: 1.1.6.1

MONTH: ___________ # OBSERVATIONS: _________ # DEFECTS: __________

Process: The COR will review the contractor’s records and verify the contractor’s compliance with the referenced Tool Control Program paragraphs with respect to:

• Required Tools

• Daily Inspections

• Foreign Object Damage (FOD) Prevention

• Tool Markings and inlaying/shadowing

• Tool serviceability

1. Has the Contractor provided the required tools to perform ________ _________ the mission?

2. Are Individual Tool Kits (ITK) and Consolidated Tool Kits ________ _________ (CTK) inspected daily?

3. Are missing tools reported to the COR to prevent FOD? ________ _________

4. Has the contractor permanently marked, inlaid or ________ _________ shadowed all ITK and CTK tools?

5. Are tools serviceable and cleaned after use? ________ _________