Attachment 6 - QASP_Redacted.pdf

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Quality Assurance Surveillance Plan for

Classified Repair and Return Services F-15 Royal Saudi Air Force (RSAF) Program

Purchase Request: FD2060-21-32138

25 May 2021

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1.0 Purpose

This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to s 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

1.1 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 be objective, fair and consistent in evaluating contractor performance.

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.

1.3 Objective(s)

The Contractor shall perform all activities required to provide Classified Repair and Return (R&R) services required to support the Royal Saudi Air Force (RSAF). The Contractor shall identify certified Sources of Repair (SORs) and provide logistics management services to sustain classified and unclassified items that require classified testing or have classified technical orders for RSAF F-15 assets.

1.4 Result(s)

The Multi-Functional Team (MFT) will provide the RSAF customer service and efficiencies in the management of the above R&R services. Program success will be determined by the meeting

The QASP is used for managing contractor performance assessment by ensuring that systematic quality assurance methods validate that contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards specified in the PWS. It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document contractor performance results to determine if the contractor has met the required performance standards for each objective in the PWS. Successful completion of the objectives for the performance of the contract constitutes success of the program.

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Tracking of items in repair

4.1.24 Contractor shall update

tracking information on a daily basis. There shall be no more than two inaccurate/untimely entries per month. These shall be corrected in two business days.

COR review of MIS on monthly basis and documented in the quarterly PAR

Security Assistance Management Information System

(SAMIS)

5.2.7 Contractor shall update

SAMIS entries on a daily basis. There shall be no more than two inaccurate/untimely entries per month. These shall be corrected in two business days.

COR review of SAMIS on a monthly basis, documented in the quarterly PAR

Timely responses to requests for information (RFI) from PCO or PM

4.5 95% of time, Contractor shall acknowledge receipt within one business day. Evaluate time needed to collect data within two business days, and submit response or establish USG approved suspense date within ten business days.

COR review of RFI through reviewing e-mail records on a monthly basis, documented in the quarterly PAR

2.2 COR Online File Documentation

The COR will establish and maintain an online file containing training and surveillance documentation in the Procurement Integrated Enterprise Environment (PIEE) via the Joint Appointment Module (JAM) and Surveillance and Performance Module (SPM). At a minimum, the following documentation will be maintained in JAM/SPM by the COR or PCO as applicable.

a. COR INFORMATION (COR Profile established in JAM):

Training and Appointment:

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DAU CLC 222 Contracting Officers Representative (COR) Online Training DAU CLM 003 Overview of Acquisition Ethics DoD Combatting Trafficking in Persons for Acquisition & Contracting Professionals Wide Area Workflow Overview QAPC-Led Training (Level C) Contract-Specific Training Refresher training Confirmation of filing the Annual OGE 450

b. QASP

d. Annual COR File Inspection Checklist(s)

e. COR ONLINE FILE:

i. COR Status Reports/Surveillance:

PAR(s) CAR(s)

ii. COR Trip Reports (if applicable):

iii. COR Correspondence Reports:

Meeting Minutes Contractor correspondence

iv. Miscellaneous Documents:

Contract, including modifications (if not in EDA) PWS, including revisions (if not in EDA) Amended QASP DD Form 254 (if not in EDA) CDRL(s) (if not in EDA) CDRL/Deliverables (if not in WAWF) Contractor Safety Plan Applicable status report(s) Master/Delivery Schedules Customer Complaint Records CAV-AF Repair Item Actions Report(s) Documentation of Contractor payment (if not processed in WAWF)

2.3 Plan for Corrective Action

2.3.1 Unsatisfactory Contractor performance will result in the COR issuing a negative PAR to the Contractor. The Contractor will be required to respond by the suspense date. The Contractor shall explain the deficiency and identify the corrective action they shall take to resolve the deficiency and prevent recurrence.

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2.3.2 If repetitive negative PARs or a single negative PAR identifying Contractor non-compliance are issued without satisfactory resolution, the COR will initiate the CAR process.

However, the MFT reserves the right to issue a CAR at any time based on the severity of the Contractor non-compliance. The PCO will set a suspense date and submit the CAR to the Contractor for corrective action. The Contractor shall sign and return the CAR by the established suspense date with a corrective action plan to the PCO for acceptance by the MFT.

The corrective action will be tracked and documented until the deficiency is resolved to the satisfaction of the MFT. The COR will upload the CAR in SPM. The CAR will become part of the PCO contract file. If the CAR process fails to resolve the deficiency, the PCO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order.

2.3.3 CORs shall establish a tracking system for corrective actions that includes date COR submitted CAR to PM/FSM, date reviewed by PM/FSM, date reviewed by CO, date issued by corrective action, contractor follow-up actions, and get-well date.

2.4 Acceptance of Services

2.4.1 The Contractor shall submit/process payment requests and receipt/acceptance documents via Wide Area Workflow (WAWF). Services will be accepted by the COR.

2.4.2 CDRL deliverables shall be submitted using WAWF and directly to the MFT member identified on the CDRL. The CDRL will determine submittal requirements; however, separately priced data must be accepted in WAWF in order for the Contractor to receive payment, and both separately priced and non-separately priced data must be accepted in WAWF in order for the contract line item to be closed out.

3.1 General Responsibilities

3.1.1 The MFT is responsible for ensuring the acquisition utilizes Performance-Based Service(s) Acquisition (PBSA) methods including establishment of performance thresholds, procedures to evaluate Contractor performance and positive/negative incentives to encourage the highest quality of services.

3.1.2 The MFT is responsible for conducting surveillance of Contractor performance to ensure Government requirements including quality of services, cost and schedule are met. The MFT for input into the Performance Assessment Report (PAR) and to the MFT member updating the Contractor Performance Assessment Reporting System (CPARS).

3.1.3 For contracts requiring higher-level quality requirements, the MFT is responsible for developing metrics in tracking the effectiveness of the contractors Quality Management System (QMS) that tie to the SS, QASP, and CPARS. Ensure contracts requiring higher-level contract quality requirements include a SS performance objective that encompasses MFT goals related to

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3.1.4 The MFT ensures contract oversight focuses on the adequacy and adherence of the contractor to their proposed QMS. The MFT shall focus on whether the COR or contractor is first in detecting defects and trends, who (COR or contractor) accomplishes more inspections, and, whether the contractor is proactively pursuing key QMS functions to ensure quality related problems or defects do not recur.

3.2.1 Registers in PIEE as a COR. Self-nominates in JAM as the designated COR for the contract. If required, files an Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report. Establishes and maintains an online file containing training and surveillance documentation in JAM/SPM.

3.2.2 Establish a System for Award Management (SAM) Individual Account after designation as a COR to search and view Service Contract Reporting (SCR) information. After the contractor has submitted the SCR, the COR or Program Manager will review contractor reported information for reasonableness and consistency. If SCR revisions are required, the COR will notify the contractor to revise the report prior to the close of reporting on 31 January of each year.

3.2.3 Works with the MFT in conducting and documenting surveillance on Contractor performance. Reports unethical conduct and instances of fraud, waste and/or abuse to the Procuring Contracting Officer (PCO). Inspects and accepts/rejects deliverables during contract/order performance and at close-out to ensure contract/order terms and conditions are met. Develop an inspection schedule that shall comprise of at least ten percent of non-services summary items, but no more than twenty percent. Monitors control and disposition of Government property. Monitors Contractor payment and verifies it is commensurate with Contractor performance. Documents Contractor performance via PARs, Corrective Action Report(s) (CAR), etc. Issues PARs, at a minimum, semi-annually and negative PAR(s) or CAR(s) as required.

ment System (QMS) complies with contract requirements. In post award, CORs need to place performance equal to or greater than the SS metrics, plus an inspection and corrective action program that identifies and fixes issues without having to be identified by the Government.

esentative (COR) Supervisor

3.3.1 Upon PCO request for COR support, selects a qualified nominee. Confirms the COR nominee has no personal conflicts of interest with performing the responsibilities to be delegated by the PCO. Verifies the COR nominee has the appropriate clearance for the contract/order. If required, ensures the COR nominee files an OGE Form 450. Ensures the COR takes initial, annual and any additional training required by the contracting activity. Ensures the COR

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completes 16 hours of refresher training every three years after completion of the QAPC-Led Training.

3.3.2 Registers as Manager via SPM.

3.3.3 Ensures the COR registers in PIEE as a user via SPM. Ensures the COR self-nominates as the designated COR for the contract in JAM. Upon email notification of the COR self-nomination, approves the nomination via email link. Reviews the COR Profile and COR Online File, at a minimum, annually. Considers performance of COR duties in their appraisal.

3.4 Procuring Contracting Officer (PCO)

3.4.1 Only individual authorized to enter into contracts for supplies and/or services by obligating the Government. Determines if a COR is required to conduct/document surveillance of Contractor performance. If the requiring activity has not initiated a COR nomination in the requiring activity. Determines whether a COR is required to file an OGE Form 450. Provides Contract-Specific Training to the COR.

3.4.2 Upon notification of COR Supervisor approval of the COR self-nomination, approves the nomination in JAM. Before contract/order award, generates a Designation of Contracting identified Smart Form. The Designation memorandum ensures the Contractor is notified of the COR assigned to the contract/order and their areas of responsibility and limitation of authority.

Upon transfer/termination of the COR, issues a Revocation (Termination) of Designation of

3.4.3 Reviews the COR reports on Contractor performance in SPM. Approves/Rejects PARS and any CAR(s). Reviews the COR Profile and COR Online File, at a minimum, annually.

Documents the results of their review on the Annual COR File Inspection Checklist and uploads to SPM under Surveillance Documents (Category

COR, and COR Supervisor prior to uploading to SPM.

3.5 Quality Assurance Program Coordinator (QAPC)

3.5.1 Supports the MFT in the development of the contract/order quality assurance requirements specifically ensuring the requirements are clearly stated and enforceable. Prior to contract/order award, provides training to CORs and COR management [e.g., FC/FD. COR supervisor, etc.]

3.5.2 Provides functional, not technical, support for JAM/SPM users including assistance with registration and role activation. Monitors records of COR and COR management training in

JAM/SPM.

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3.6 Contractor

3.6.1 Participates as a member of the MFT upon approval of the Justification & Approval (J&A) or Sole Source Justification (SSJ) if the acquisition is sole source and upon contract/order award if it is competitive.

3.6.2 The Contractor shall ensure the quality of services through a quality and/or inspection robust enough and resourced adequately to execute four key quality functions: 1) Detection of quality program problems and defects; 2) Identification of root causes for quality related problems/defects; 3) Correction of root causes related to detected problems/defects; and, 4) Follow-up to ensure quality related problems/defects do not recur; a mature QMS requires the contractor be the proactive party on quality issues. The goal is to obtain performance reflective of continuous improvement with to detect problems/defects, determine root causes, or ensure quality related problems/defects do not recur.

3.6.3 Responsible for ensuring personnel, information, system, property, facility and, if applicable, international security requirements are met in accordance with the DD Form 254, Department of Defense Contract Security Classification Specification, and applicable Government regulations.

3.6.4 Maintains an inspection process acceptable to the Government and records of inspections, which shall be made available to the Government as long as the contract requires in accordance with the Inspection of Supply/Services clause(s) identified in the contract/order.

3.6.5 Signs and returns a positive PAR within five business days. Signs and returns a negative PAR with corrective action identified by the suspense date. Signs and returns a CAR with a corrective action plan by the suspense date.

3.6.6 Report the total amount invoiced and contractor labor hours expended on the services performed during the previous fiscal year. Prime contractor labor hours, including any required Tier 1 subcontractor information, shall be reported in the System for Award Management (SAM). The reporting period for contractors is open from mid-October to mid-December for reporting against the prior fiscal year.

3.7 Functional Commander/Functional Director (FC/FD)

3.7.1 The Functional Commander or civilian equivalent has determined these services are not mission-essential and will not continue in the event of a crisis. Reference PWS and QASP signature page.

3.7.2 The Contractor shall submit a written plan detailing procedures for continuing performance of mission-essential services. During a crisis the FC/FD will direct the PCO to authorize the Contractor to activate the plan.

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3.7.3 The FC/FD will develop a contingency plan if there is a reasonable doubt that the Contractor will continue to provide mission-essential services during a crisis.

3.8 Defense Contract Management Agency (DCMA): Administers contract/order in accordance with FAR Part 42, Contract Administration and Audit Services. Accepts services in Wide Area Workflow (WAWF). Coordinates investigation of Supply Deficiency Reports (SDRs) between the Contractor, RSAF, and U.S. Government.

3.9 Engineer: Works with MFT in conducting market research. Assists in preparing the market research report. Works with MFT in developing other technical requirements for PR package.

Requests, reviews and approves Engineering Change Proposal(s) (ECP).

3.10 Program Manager (PM): Responsible for overall program. Serves as MFT lead. Works with the MFT to identify Government requirements and prepare Purchase Request (PR) package, as well as other technical requirements for the PR package, including the technical Department of Defense (DD) Form 1423(s), Contract Data Requirements List (CDRL). The PM works with the MFT in conducting market research and prepares the market research report. The PM coordinates on travel required and forwards to the PCO for final approval. The PM also prepares and submits Contractor Performance Assessment Reports (CPAR).

3.11 Data Management Officer (DMO): The DMO participates in the acquisition strategy planning and participates in the preparation of the Data Item Description(s) (DID). Validates DIDs. Assists in preparation of CDRL(s). Acts as Approving Official (AO) for CDRL(s).

Schedules Data Requirements Review Board (DRRB). Co-chairs DRRB.

4.0 Management Strategy

4.1 The MFT will meet and record minutes quarterly

COR will issue PARs via SPM utilizing the identified Smart Form, documenting both satisfactory and unsatisfactory Contractor performance, at a minimum, semi-annually. The Contractor shall sign and return a negative PAR within five (5) business days.

4.2 If repetitive negative PARs or a single negative PAR identifying critical Contractor non-compliance are issued without satisfactory resolution, the PCO or Contract Specialist will issue a CAR. However, the MFT reserves the right to issue a CAR at any time based on the severity of the Contractor non-compliance. If the CAR process fails to resolve the unsatisfactory Contractor performance, the PCO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order

4.3 Incentives

4.3.1 If Contractor performance meets or exceeds contractual requirements, positive incentives may include, but are not limited to, decreased surveillance, favorable CPARs and exercising options.