ATTACHMENT 5 TO RFQ SP330020Q5021.pdf

Quality Assurance Surveillance Plan (QASP)

For

Preventative and Corrective Maintenance and

Crane Rental Support Services at

DLA Distribution Anniston, Alabama (DDAA)

SP3300-XX-X-XXXX (TBD)

2/12/2020

1. SCOPE

The maintenance and crane services shall include Preventative Maintenance (PM), Corrective Maintenance (CM) Support Services for one (1) American-Clyde rail guided 80 ton capacity portal crane and Crane Rental Support Services.

The Contractor shall provide all labor, equipment, tools, test equipment, materials, replacement parts, and supervision necessary to perform Preventative Maintenance, Corrective Maintenance Support Services and Crane Rental Support Services located at DLA Distribution Anniston Alabama, which resides on Anniston Army Depot (ANAD) and in accordance with (IAW) the terms and conditions specified herein. Anniston is located approximately 6 miles west of Oxford, Alabama. From I-20 take exit 179, go northeast 1 mile to the traffic signal, turn left on US-78, go 2.5 miles to the Bynum Cut-Off Road (mile marker 157) and turn right, go 1 mile to AL-202 and turn left. Go to the traffic signal and turn right. Watch for barricades and the signs.

All references in this SOW to “Contractor personnel” include both Contractor employees and subcontractors.

This is a non-personal services contract to provide Preventative Maintenance, Corrective Maintenance Support Services for the American-Clyde rail guided 80 ton capacity portal crane, and Crane Rental Support Services to temporarily continue crane mission services as needed at DLA Distribution Anniston Alabama. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Government and the Contractor understand that the services to be provided under this contract by the Contractor are non-personal services and that no employer-employee relationship exists between the Government and the Contractor.

The Government may provide technical direction which will assist the Contractor in

ATTACHMENT 5 TO RFQ SP3300-20-Q-5021 Page 1 of 5 accomplishing the SOW; however, the Government will not control the methods used by the Contractor to perform the service requirements set forth in the SOW.

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

ATTACHMENT 5 TO RFQ SP3300-20-Q-5021 Page 2 of 5 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 SPM/COR Surveillance and Oversight Module 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

ATTACHMENT 5 TO RFQ SP3300-20-Q-5021 Page 3 of 5 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.

o 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.

o 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

ATTACHMENT 5 TO RFQ SP3300-20-Q-5021 Page 4 of 5

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

ATTACHMENT 5 TO RFQ SP3300-20-Q-5021 Page 5 of 5

Attachment 1: Assigned Officers:

Assigned KO: Jennifer Fasting

Organization: DLA Distribution J7

Com: 717-770-7012

DSN: 771-7012

Email: jennifer.fasting@dla.mil

Assigned AS: Daniel Herring

Organization: DLA Distribution J7

COM: 717-770-6030

DSN: 771-6030

Email: daniel.herring@dla.mil

Assigned COR: Derric Black

Organization: DLA Distribution Anniston, Alabama

COM: 256-676-2555

DSN: 392-676-2555

Email: derric.black@dla.mil

ATTACHMENT 1 TO QASP FOR RFQ SP3300-20-Q-5021 Page 1 of 1

Contract Oversight Surveillance Report

1. Contract # / Service 2. Contract Location

DLA Distribution Anniston, Alabama (DDAA)

3. Contract Performance Period 4. Evaluation Period

From - To -

5. Contract Service Provider

6. Method(s) of Surveillance (check all that apply for this surveillance period)

Direct Observation Random Sampling 100% Inspection Customer Complaint Other (explain)

Requirement

Did the Contractor provide maintenance service documents for all Preventative Maintenance (PM) and Corrective Maintenance (CM) services within 5 working days after completion of service IAW the SOW/Task Order?

Surveillance Comments

Conforming Nonconforming

Surveillance Methods Described -

- Direct Observation is the visual examination of processes and procedures by an evaluator who is physically present and watching individuals actually performing the work to determine whether the processes conform to the requirements.

- Random Sampling is correctly performed by selecting a statistically significant number of samples from a lot where all members of the lot have the same chance of being selected. Random Sampling is used to reduce the time and effort of validating conformance to requirements when a definable lot of significant size exists.

- 100% Inspection method evaluates all outputs of a particular requirement. Every item in a lot is evaluated for all or some of the characteristics in the specification. (Recommend if Lot Size is 25 or less)

- Validated Customer Complaints are customer complaints that prove to be valid upon subsequent investigation. They can be used as a trigger for conducting surveillances, and are included as a part of the surveillance report. When a valid complaint is received and included in a surveillance activity, strongly consider scheduling targeted follow up surveillance to ensure the problem has been corrected. These can prompt corrective actions, preventative action plans, and performance improvement plans.

7. Overall Surveillance Evaluation

Conforming Nonconforming

8. Additional Comments / Notes to the Contracting Officer (Either positive or negative)

9. COR/TPOC Certification -

I certify that the supplies or services provided by the Service Provider under the terms and conditions of this contract, have been received and accepted unless otherwise noted on this surveillance report.

COR / TPOC Signature Date

Requirement

Did the Contractor notify the COR at least 72 hours before PM work began to allow the COR to accept or reject based on mission critical operations at the time

IAW the SOW/Task Order?

Surveillance Comments

Conforming Nonconforming

ATTACHMENT 2 Page 1 of 2

Requirement

Did the Contractor include all required information points for PM service documents IAW the SOW/Task Order?

Surveillance Comments

Conforming Nonconforming

Requirement

Did the Contractor provide a cost estimate to the COR within 48 business hours for Corrective Maintenance (CM) repairs needed and respond/begin those repairs within 24 business hours after issuance of the task order and receipt of any repair parts IAW the SOW/Task Order?

Surveillance Comments

Conforming Nonconforming

Requirement

Did the Contractor include all required information points for CM service documents IAW the SOW/Task Order?

Surveillance Comments

Conforming Nonconforming

Requirement

Did the Contractor complete CM services within 96 hours after notification by the COR, unless otherwise approved by the COR, IAW the SOW /Task Order?

Surveillance Comments

Conforming Nonconforming

Requirement

Did the Contractor provide crane rental support services on site within 72 hours after initial notification by the COR, IAW the SOW/Task Order?

Surveillance Comments

Conforming Nonconforming

Requirement

Did the Contractor report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site IAW the SOW/Task Order? (Annual Requirement)

Surveillance Comments

Conforming Nonconforming

Requirement

Surveillance Comments

Conforming Nonconforming

ATTACHMENT 2 Page 2 of 2

Surveillance Report No.

DLA Distribution Corrective Action Plan (CAP) Form

For Official Use Only (FOUO)

Surveillance Data

Problem Definition, Analysis, & Corrective/Preventive Actions

Surveillance Date

Quality Specialist Significance Level

Corrective Action Preventive Action

Requested as a result of:

Test/Problem Description:

Root Cause Analysis:

Corrective/ Preventive

Actions/ECD:

Functional Area

Corrective Action Plan (CAP) Form (June 2019)DLA Distribution

Key/Internal Control #: (if applicable)

Re-Test

PCM or Process Area

Roles & Responsibilities:

Dependencies - List any dependencies for achieving compliance (i.e. DSS change, project approval, etc.)

Site

ATTACHMENT 3 TO QASP FOR RFQ SP3300-20-Q-5021 Page 1 of 2

Follow-Up/Re-Test All Corrective/Preventative Actions IMPLEMENTED ?

All Corrective/Preventative Actions EFFECTIVE ?

Date

No - Explain BelowYes

Yes No - Explain Below

Corrective Action Plan Form (CAP) (June 2019)DLA Distribution

Supervisor / Action Officer Implementation Date

Problem Definition, Analysis, & Corrective/Preventive Actions (Continued)

Evidential Matter (EM) to Substantiate Closure: (Attach all EM to the e-mail when sending this form)

(For Internal Government Use Only)

HQ Review

Comments

CAP ID #

Quality Specialist

Accepted by COR

ATTACHMENT 3 TO QASP FOR RFQ SP3300-20-Q-5021 Page 2 of 2