Attachment 6 - Quality Assurance Surveillance Plan (QASP).pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

For

EMXS EQUIPMENT MAINTENANCE

Al Udeid Air Base, Qatar (AUAB)

31 May 2019

PREPARED BY: ___________________________________________DATE: 31 May 2019 MSgt Douglas A. Thorndill Contracting Officer’s Representative (COR)

APPROVED BY: ___________________________________________DATE: 31 May 2019 Lt Col Brian L. Scozzaro Functional Service Manager/Commander (FSM/FC)

REVIEWED BY: ______________________________________________DATE:

Lt Charles Craig Quality Assurance Program Coordinator (QAPC)

ACCEPTED BY: ______________________________________________DATE:

SSgt Elijah Britton Contracting Officer (CO)

1.0 OVERVIEW. This quality assurance surveillance plan (QASP) details how the EMXS Equipment Maintenance (EMXS Equip MX) contract will be managed upon award by the acquisition team throughout its life cycle. This plan will focus on the level of performance required by the Performance Work Statement (PWS), and the methodology or processes used for surveillance. This QASP is a living document and will be revised or modified by members of the acquisition team as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained.

The contractor is responsible for implementing and delivering performance that meets the terms of the contract. The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

2.0 OBJECTIVE. The objective of the EMXS Equip MX contract is to provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure reliable use of the corrosion control equipment listed in the PWS and located at Al Udeid Air Base (AUAB), Qatar.

3.0 GOALS. By virtue of this QASP, the team will manage this contract and strive to achieve efficiencies, improved customer service and contractor performance, and cost savings. Additional goals are as follows:

Maximize performance Encourage innovation Promote performance-based services Increase awareness that performance-based services require participation from all team members

4.0 ROLES AND RESPONSIBILITIES. The following personnel shall oversee and coordinate surveillance activities.

4.1 Program/Project Manager (PM) – The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities. While the PM may serve 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 any contract changes on the government’s behalf.

Assigned PM: Lt Col Brian L. Scozzaro Organization or Agency: 379 EMXS Telephone: 318-455-5054 Email: brian.scozzaro@auab.afcent.af.mil

4.2 Contracting Officer (CO) – 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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned CO: SSgt Elijah Britton Organization or Agency: 379 ECONS/LGCC

Telephone: 318-455-4564 Email: elijah.britton@auab.afcent.af.mil

4.3 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 process. 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 reporting early identification of performance problems to the CO. The COR is required to provide a bi-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 change on the Government’s behalf. The COR shall be designated in writing after contract award, via a COR Designation Letter.

Assigned COR: MSgt Douglas A. Thorndill

Telephone: 318-455-5292 Email: douglas.thorndill@auab.afcent.af.mil

4.4 COR Supervisor – The COR Supervisor provides accountability & oversight to the COR;

they are responsible for nominating individuals to fill the COR position at the time of award, understanding the expectations of the COR position in addition to their primary duty. The COR supervisor conducts review of COR inputs, providing follow-up as necessary regarding the content, timeliness, and completeness of reports (such as monthly PARs) and other COR-related documentation; they must also ensure the COR has completed an OGE 450, as required. It is expected that the COR Supervisor ensure the COR be given enough time to fulfill their duties without overtaxing, and that their participation in the pre-award process and contract performance be properly addressed in the COR’s annual performance appraisal.

Assigned COR Supervisor: CMSgt David M. Becraft

Telephone: 318-455-5055 Email: david.becraft@auab.afcent.af.mil

4.5 Quality Assurance Program Coordinator (QAPC) – The QAPC coordinates and validates all aspects of quality assurance in regards to the project. The QAPC participates in the acquisition team to review surveillance items on the PWS & QASP, ensuring they meet the contractual intent & performance standard. The QAPC works with the COR to provide training to the COR & COR supervisor as required. All changes to the PWS & QASP are coordinated through the QAPC to ensure validity.

Assigned QAPC: 1st Lt Charles J. Craig Organization or Agency: 379 ECONS/LGCC Telephone: 318-455-4008 Email: charles.craig@auab.afcent.af.mil

4.6 Other Key Government Personnel. This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor contractor performance.

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

a. Program Manager: Dennis R. Robinson

Telephone: 702-513-8336 x101 Email: dennis.robinson@afg-mil.com

b. Task Manager: N/A

Telephone: N/A Email: N/A

c. Other Key Contract Personnel.

Name & Title: Dennis Gibbs Telephone: 702-513-8336 Email: dennis.gibbs@aerospacefacilitiesgroup.com

5.0 PERFORMANCE ASSESSMENT. This section identifies the process that measures success towards achieving defined performance objectives or goals defined within the performance thresholds in the Services Summary (SS), or the process of assessing progress towards achieving the objectives/goals developed in this QASP or partnering agreement.

5.1 Surveillance Approach: The intent of this plan is to primarily rely on the contractor’s internal quality control processes, changing the government’s role from “oversight” to “insight”. The team’s original surveillance approach may not stay the same throughout the duration of the contract; therefore, all government evaluators should be prepared to periodically update the surveillance approach when necessary. The goal of our surveillance approach is to gain confidence in the contractor’s way of doing business and then adjust the level of insight to a point that maintains that confidence.

5.2 Quality assurance will be based on the Government’s evaluation of contractor’s results. All services performed must meet the prescribed performance objectives stated in the SS to be regarded as acceptable.

5.3 Surveillance may be accomplished by observing contractor performance in progress, end results of contractor performance, Customer Feedback, Customer Survey, Contractor and Government Data and Documentation Review, and Contractor Meetings, as specified in the services summary.

5.4 The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel; however, inspection of any contract requirement is authorized.

5.5 Each performance objective includes a government determined performance threshold and the procedures used to ensure these standards are met.

5.6 SERVICES SUMMARY (SS) MATRIX

Performance Objective (PO) Reference Performance Threshold Surveillance

Method

PO – 1: Abrasive Blast Equipment PWS 5.1.1.

100% preventative/ maintenance tasks completed

Periodic Inspection (Quarterly)

PO – 2: Paint Spray booths PWS 5.1.2.

100% preventative/ maintenance tasks completed

Periodic Inspection (Quarterly)

PO – 3: Particulate Filter Changes PWS 5.1.3.

100% preventative/ maintenance tasks completed

Periodic Inspection (Quarterly)

PO – 4: Tool Air Compressors PWS 5.1.4.

100% preventative/ maintenance tasks completed

Periodic Inspection (Quarterly)

PO – 5: Compressed Air Dryers PWS 5.1.5.

100% preventative/ maintenance tasks completed

Periodic Inspection (Quarterly)

PO - 6: Breathing Air Purifier PWS 5.1.6.

100% preventative/ maintenance tasks completed

Periodic Inspection (Quarterly)

PO – 7: Breathing Air Testing PWS 5.1.7.

100% preventative/ maintenance tasks completed

Periodic Inspection (Quarterly)

PO - 8: Unscheduled maintenance PWS 5.2.

Contractor is onsite no later than 72 hours after notification

Periodic Inspection (Quarterly)

PO – 9: Cleanliness PWS 5.4.

No more than two (2) pieces of FOD per visit

Daily

PO – 10: Debrief PWS 5.5.

Furnish debrief within seven

(7) business days of departure of AUAB

100% Inspection

5.7 Quality Control Program. The contractor will utilize its own internal Quality Control processes in the performance of this contract. In order to supplement the contractor’s quality control program, government personnel will verify contractor compliance with mission essential performance requirements. The COR will verify the key performance objectives. It is the responsibility of the requiring organization and COR to review these key objectives to assess their applicability and recommend the addition or subtraction as conditions warrant.

5.8 Customer Feedback/Survey Program. Anyone that observes unacceptable services, either incomplete or not performed, for any contracted services, should immediately contact the COR by telephone, email, letter, or fax. The COR will document and validate the customer complaint, then notify the contractor with either a verbal or written Corrective Action Report (CAR) or Customer Complaint form etc. The contractor will review and take immediate corrective action for all complaints. If the COR identifies recurring instances of unsatisfactory performance, they may request to review the contractor’s internal quality control processes to ensure that they are sufficient.

All valid customer complaints shall be corrected if applicable, as soon as possible after notification, but within the timeframe agreed to in the CAR/discrepancy form and/or as assigned in the service summary. If the contractor challenges the validity of the complaint and the COR and contractor cannot come to agreement, the customer complaint will be forwarded to the CO for resolution. Customer complaints will be tracked and if the performance threshold is not met, action will be taken by the CO in accordance with the applicable Inspection/Acceptance (or Commercial equivalent) and/or Remedies for Unacceptable Performance clauses.

Customer Surveys may be distributed periodically to assess customer satisfaction with contractor performance (see attachment).

6.0 PERFORMANCE MANAGEMENT. This section identifies the use of performance measurement information to effect positive change in organizational culture, systems, and processes, by helping to set agreed upon performance goals, allocating and prioritizing resources, informing managers to either confirm or change current policy or program directions to meet those goals, and sharing results of performance in pursuing those goals.

6.1 COR Records Review: The Department of Defense (DoD) FAR Supplement (DFARS) Procedures, Guidance and Information (PGI) 201.602-2 states that contracting officers, as well as the requiring activities (or the COR’s supervisor), shall, as a minimum, annually review the COR’s files for accuracy and completeness.

6.2 The contracting officer, with the COR, shall complete a yearly administrative review of the COR’s files in the anniversary month of the appointment. This may include reviewing the COR’s surveillance files for required content and ensuring that surveillance is properly conducted and documented, and that contractor performance is within acceptable levels. This review will be documented and acknowledged by the CO.

6.3 Surveillance Files: An inspection file must be developed and maintained by the primary

COR. This folder is typically contained in hard copy, but may be maintained in a computer database provided there is adequate back up of the data to preclude accidental loss. The surveillance folder may as an example contain the following information, but may contain any other sections or information that the COR finds useful. (see MP5301.602-2(d))

TAB 1 Request for COR Support TAB 2 COR Nomination Memo TAB 3 COR Training TAB 4 COR Designation Memo TAB 5 COR Termination Memo TAB 6 FC/FD Designation letter (if applicable) TAB 7 FC/FD Training (if applicable) TAB 8 Contract, PWS, SS, Technical Requirements Document (TRD), Contract Data Requirements List (CDRL), etc.

TAB 9 Modifications TAB 10 Contractor QCP (if applicable)

TAB 11 QASP

TAB 12 Performance Evaluation Report, i.e. end of month report TAB 13 Performance Assessment Reports (PARs), CARs, customer complaint forms, etc.

TAB 14 Funding Documents TAB 15 Miscellaneous Documentation

7.0 PERFORMANCE REPORTING.

7.1 Performance Assessment Report (PAR). Inspections may be scheduled monthly or occur unscheduled, as required. The CO or COR will conduct inspections in accordance with the Performance Assessment Report (PAR) at Appendix 1. PAR will assess contractor appliance with the Service Summary Matrix and provided an overall rating of Exceptional, Satisfactory, or Unsatisfactory in accordance with the criteria below:

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

7.2 Management of the Acquisition Of Services

7.2.1 Initial Performance Review. Within 60 days after the contractor assumes full performance responsibility, the MFT will conduct a review to determine that the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract. The MFT will complete evaluation and reporting requirements IAW AFI 63-138, Acquisition of Services, Chapter 6.7.

7.2.2 Annual Execution Review (AER). The AER shall, at a minimum, assess an individual service acquisition’s progress against approved cost, schedule, and performance metrics and, as appropriate and available, review the summary of evaluations from the CPARS. AERs will be conducted and documented IAW

AFI 63-138.

8.0 UNACCEPTABLE PERFORMANCE. When the contractor’s performance is deemed unacceptable, a possible cause of the unacceptable performance will be determined. If any Government action, or lack of action, caused or contributed to the unacceptable performance, the unacceptable performance will not be counted against the contractor. The COR will take action to ensure Government action, or lack of action, does not interfere with the Contractor’s performance in the future. The COR will completely document the circumstance.

8.1 When the unacceptable performance is not the result of Government action, or lack of action, COR will promptly notify the contractor and issue a CAR (or locally designed report form) to the contractor to assure corrective action is taken. By initialing and dating the CAR, the contractor representative is only acknowledging the receipt of the finding of unacceptable performance, and is not agreeing or disagreeing with the performance assessment. The CAR will request the contractor to re-perform the service, if possible, without additional cost to the Government. If the contractor challenges the validity of the COR’s unacceptable assessment finding, and the COR and contractor cannot come to an agreement, the matter will be referred to the CO for resolution. The contractor will be required to return all completed CARs to the COR no later than the suspense date indicated on the CAR. Unacceptable performance that is re-performed satisfactorily by the contractor will still count as unacceptable performance and as deemed appropriate by the CO could result in deduction in cost per the PWS applicable paragraphs.

8.2 The COR will maintain a CAR log or summary of all CARs issued to the contractor (a locally devised form may be used). The CAR log will contain the CAR number, date issued, contractor, description of unacceptable performance, suspense date, and closeout date. All CARs and CAR logs will be maintained by the COR for the life of the contract. CARs will be provided to the responsible contracting officer at a minimum of semi-annually and/or prior to termination of COR duties.

9.0 REMEDIES FOR UNACCEPTABLE PERFORMANCE (Commercial Items). In accordance with the FAR clause 52.212-4 -- Contract Terms and Conditions – Commercial Items, the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights –

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

10.0 CO NOTIFICATION.

10.1 Major Finding (CAR). If at any time the COR identifies a condition as having a significant adverse effect on the quality of the activity, such as those stated below, the COR will document their findings and notify the CO immediately in writing. E-mail is acceptable.

i. Contractor failure to meet a Performance Threshold.

ii. Failure to provide adequate corrective action to preclude reoccurrence of

Government identified findings.

iii. Failure to provide corrective action to deficiencies identified by the Contractor within a prescribed suspense period.

iv. Any failure to adhere to security regulations that results in a security incident.

10.2 Minor Finding (Verbal CAR). A departure from established standards having little bearing on the service provided. When COR identify a minor finding, the COR will notify the Contractor and document the findings, but is not required to notify the CO. However, if the same minor finding is identified two months in a row, it may be an indication that a major finding is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence. In this case, the COR will notify the CO in writing.

11.0 CERTIFICATION/ACCEPTANCE OF SERVICES. COR will certify receipt of acceptable Contractor services at intervals determined by the contract as required. The COR will certify that acceptable services were received, IAW the terms and conditions of the contract. The COR will certify receipt of Contractor services via the Wide Area Workflow (WAWF)/Procurement Integrated Enterprise Environment (PIEE) website. Certification of services will be accomplished as soon as possible after the first workday following the completion of the contract payment period, to avoid payment of interest penalties. COR are responsible for obtaining, scheduling, and completing WAWF training the Web-Based Training (WBT) portal in WAWF.

12.0 COMBATING TRAFFICKING IN PERSONS (CTIP). The COR will verify and monitor that the Contractor has policies and procedures in place to prohibit any activities on the part of Contractor employees that support or promote trafficking in persons as part of ongoing surveillance of performance of contract services. The Contractor and the COR shall immediately bring to the attention of the CO any non-compliance with contract clause FAR 52.222-50 - Combating Trafficking in Persons. Additional information on DoD efforts to CTIP can be found in the DFARS

PGI 222.17.

12.1 The COR may play an important role in preventing human trafficking by, for example:

12.1.1 Supporting the CO during pre-proposal conferences and post-award orientation where the requirements of FAR 52.222-50 should be discussed, and;

12.1.2 As required, monitoring Contractors to ensure trafficking in person’s requirements are being met (e.g., COR may verify that Contractor employees’ passports/visas aren’t being withheld, or that workers aren’t being abused or threatened during site visits).

Three (3) Attachments:

1. Sample. Monthly PAR Template

2. Sample. Corrective Action Report

3. Sample. Customer Complaint Form