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

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

Airfield Management Services

Purchase Request FA8501-XX-XXXX

1 March 2025

1. 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

1.1 The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance and their Quality Assurance/Quality Control (QA/QC) actions to assure they meet contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

1.2 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 may be provided to the contractor to facilitate open communication. In addition, the QASP should recognize and accommodate unforeseen or uncontrollable circumstances which might occur that are outside the control of the contractor.

The QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

1.3 Objectives: To provide safe and effective flight operations, by providing Robins AFB, GA

1.4 Result(s)

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 the objectives in the PWS. Successful completion of the objectives for the performance of the contract constitutes success of the program.

1.5 Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides 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.

2.0 Performance Assessment/Services Summary

The matrix below details the method of surveillance and frequency the COR will use to validate and inspect performance objectives. Inspection of each objective will be documented in the COR file. Performance objectives define the desired outcomes and performance thresholds 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.

SERVICE SUMMARY

Performance Objective PWS Reference Performance

Threshold Method of Surveillance

Conduct Airfield Inspections

Paragraph 4.0.3 Inspect daily. Review of AF Form 3616 and Daily Airfield Inspeciton Logs

Conduct Airfield Checks

Paragraph 4.0.5 Inspect daily Review of AF Form 3616 and Daily Airfield Inspeciton Logs

Brief and log airfield construction contractors

Paragraph 4.0.9 Prior to start of work on airfield.

Review of AF Form 3616. Observing contractor briefings.

Support BASH Program

Paragraph 4.0.10 Respond within 10 minutes of notification.

Review of AF Form 3616 and Daily Airfield Inspeciton Logs

Maintain FLIP Products

Paragraph 4.0.11 Daily with no more than one discrepancy.

Review of FLIP Change Letter and inspection of FLIP products

Process NOTAM information

Paragraph 4.0.13.5 Within 15 minutes of notification.

Review of AF Form 3616 and NOTAM Logs

Process inbound aircraft

Paragraph 4.0.19 Within 15 minutes of notification.

Review of Inbound and Outbound flight plan logs

Process outbound aircraft flight plans

Paragraph 4.0.28 Within 15 minutes of receipt.

Review of Inbound and Outbound flight plan logs

Respond to Primary Crash Alarm System

Paragraph 4.0.29 Immediately after notification.

Review of AF Form 3616 and observing response to Primary Crash Alarm phone

2.2 COR Surveillance File Documentation

The Contracting Officer Representative (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 Contracting Officer, as applicable.

a. Joint Appointment Module (JAM)

• Training and Appointment DAU CLC 222, Contracting Officers Representative (COR) Online Training SAF GCA, OGE Form 450 Filers Annual Ethics Training DAU DOD 0020, Combatting Trafficking in Persons for Acquisition & Contracting

Personnel SYS-WAWF-100A, Wide Area Workflow (WAWF) Basic Introduction QAPC-Led Training Certificate Contract Specific Training DAU CLC 206, CORs in a Contingency Environment (if applicable) Confirmation of reviewing JAM/SPM Training (Memo) Refresher training (16 CLPs every three years) Confirmation of filing the annual OGE 450

• Complete COR Experience (Agency & Technical Experience)

• Designation of Contracting Officer’s Representative (Smart Form)

• Termination of Contracting Officer’s Representative (Smart Form)

b. Surveillance & Performance Monitoring Module (SPM)

• QA Surveillance Plan QASP, QASP revision(s)

• SPM Smart Forms COR Status Report (Surveillance, equivalent to PAR) Contract Discrepancy Report (equivalent to CAR) Trip Report (if applicable) Contractor Progress Report Review Correspondence Report Surveillance Schedule Surveillance Checklist Memorandum for the Record

• Manually Uploaded Documents (examples):

Other Surveillance Document

- Performance Assessment Reports (PARs)

- Corrective Action Reports (CARs)

Deliverables (CDRLs, including Contractor Status Reports) Safety Plan (Contractor) Integrated Master Schedule

- Master/Delivery Schedules

Other

- Contract, including modifications (if not in EDA)

- PWS, including revisions (if not in EDA)

- DD Form 254 (if not in EDA)

- CDRLs (Form 1423 - if not in EDA)

- Customer Complaint Records

- Documentation of Contractor payment (if not processed in WAWF)

- Trip Reports

- CAV-AF Repair Item Actions Report(s)

- Surveillance Schedule/Checklist

- Annual COR File Inspection Checklist(s)

2.3 Plan for Corrective Action

2.3.1 Unsatisfactory Contractor performance will result in the COR issuing a negative PAR or SPM Smart Form “COR Status Report” 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.

2.3.2 If repetitive negative PARs 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 COR will prepare and sign the CAR, and forward to the Contracting Officer (CO) for signature. The CO 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 CO for acceptance by the MFT. The plan shall include identification of the root cause and a get-well-date. 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 to become part of the contract file. If the CAR process fails to resolve the deficiency, the MFT has the prerogative to issue an interim Contractor Performance Assessment Report (CPAR), and the CO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order.

2.3.3 CORs will establish a tracking system for corrective actions that includes date COR submitted CAR to PM/SAL, date reviewed by PM/SAL, date reviewed by CO, date issued by CO, contractor’s identified root cause, proposed 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 78 OSS/OSA COR.

2.4.2 CDRL deliverables shall be submitted using WAWF and/or directly to the MFT member identified on the CDRL. The CDRL will determine submittal requirements; however, separately priced data must be submitted and 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.

3.0 Roles and Responsibilities of Multi-Functional Team (MFT)

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 will provide the results of their surveillance to the Contracting Officer’s Representative (COR) for input into the PARs, or COR Status Reports, 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 Control Plan (QCP)/Quality Management System (QMS) 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 quality and directly relates to the CPARS category of “Quality”.

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 Contracting Officer’s Representative (COR)

3.2.1 The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR will use the QASP as the primary tool for conducting surveillance of the contractor’s performance. The COR shall keep a surveillance 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.

3.2.2 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 Contracting Officer. 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, as a recommended best practice. Monitors control and disposition of Government property.

Monitors Contractor payment and verifies it is commensurate with Contractor performance.

Documents Contractor performance via PARs, or SPM COR Status Reports, and CARs. Issues PARs, at a minimum, monthly, and negative PAR(s) or CAR(s), as required.

3.2.2.1 If issuing a PAR, the COR will forward to the CO and the Contractor for signature.

After all signatures have been obtained, the COR uploads the signed PAR in SPM under “COR Documents” (select “Add Documents”, and then select the Document Type, “Other Surveillance Document”).

3.2.2.2 If issuing a COR Status Report, the CO will approve the report in SPM after submission. The COR will print the report in pdf format and email it to the contractor. If the contractor responds to a negative report, the COR should upload the email correspondence with the contractor into SPM.

3.2.3 Registers in PIEE as a COR. Self-nominates in JAM as the designated COR for the contract. If required, files the annual Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report. Establishes and maintains a COR File – training documentation is maintained in JAM, and surveillance documentation is maintained in SPM.

3.2.4 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 no later than November 15. By November 30, the contractor shall revise the report, or document the rationale.

3.2.5 Ensure contractor’s Quality Control Plan/Quality Management System (QMS) complies with contract requirements. CORs need to place special emphasis in ensuring the contractor’s QMS is being followed as written, plus is effective in bringing about the desired results – 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.

3.3 Contracting Officer’s Representative (COR) Supervisor

3.3.1 Upon the Contracting Officer’s request for COR support, selects a qualified nominee.

Confirms the COR nominee has no personal conflicts of interest, and verifies that the COR has the appropriate clearance for the contract/order. If required, ensures the COR files the annual OGE Form 450. Ensures the COR takes initial, annual and any additional training required by the contracting activity. Ensures the COR completes 16 hours of refresher training every three years after completion of DAU CLC 222, Contracting Officer’s Representative Online Training.

3.3.2 Registers for the SPM Manager Role via PIEE to obtain access to the COR’s Online file in SPM. Ensures the COR registers in PIEE, and 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. Conducts regular reviews of the COR Online File to ensure surveillance documentation is timely and complete, and conducts an annual review of the COR’s Profile to ensure the COR’s technical experience is complete and up-to-date. Considers performance of COR duties in their annual appraisal.

3.4 Contracting Officer (CO)

3.4.1 Only individual authorized to enter into contracts and determines if a COR is required. If the requiring activity has not initiated a COR nomination in JAM, the CO submits a Request for Contracting Officer’s Representative Support memorandum to 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’s nomination, reviews the nomination in JAM, and completes the Smart Form Designation Letter. The contract must be awarded and in EDA to complete the designation process in JAM. The CO shall provide a copy of the designation memo to the Contractor. Upon notification of transfer/retirement of the COR, the CO shall complete the Termination Letter in JAM. The CO shall provide a copy of the termination memo to the Contractor, and designate the replacement COR.

3.4.3 Reviews the COR reports on contractor performance in SPM, and approves/rejects PARs, CARs, or COR Status Reports. 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 COR Documents (select “Add Documents”, and select category “Miscellaneous”, Subcategory “Other”, and label as “Annual COR File Inspection Checklist”).

Checklist must be signed by the CO, 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. Ensures training requirements are accomplished in accordance with DoDI 5000.72, DoD Standards for COR Certification.

Monitor records of all COR training records and conducts reviews of SPM records for assigned organizations.

3.5.2 Provides functional, not technical, support for JAM/SPM users including assistance with registration and role activation.

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 system. In order to meet the government’s quality requirements, a contractor’s QCP/QMS should be 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 no reliance on COR’s surveillance to detect problems/defects, determine root causes, or ensure quality related problems/defects do not recur.

3.6.3 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.

3.6.4 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 specified in the contract/order.

3.6._ 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 October to November for reporting against the prior fiscal year.

4.0 Management Strategy

4.1 The MFT will meet and record minutes quarterly to review contractor’s performance. The COR will issue PARs, or COR Status Reports, documenting both satisfactory and unsatisfactory Contractor performance, at a minimum, monthly.

4.2 If repetitive negative PARs or a single negative PAR identifying critical Contractor non-compliance are issued without satisfactory resolution, the CO or Contract Specialist will issue a CAR. However, the MFT, through approval of the Contracting Officer, 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 CO 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 (by revision to the QASP/Method of Surveillance), favorable CPARs and exercising options.

4.3.2 If Contractor performance does not meet contractual requirements, negative incentives may include, but are not limited to, increased surveillance, unfavorable CPARs, not exercising options and Government recourse authorized by the Inspection of Supply/Services clause(s) identified in the contract/order.

5.0 Annual COR File Inspection: The Contracting Office shall perform, with participation of the COR and COR supervisor, a yearly administrative review of the COR's online file. The Contracting Officer will document the results of their review on the Annual COR File Inspection Checklist. The COR and COR Supervisor will acknowledge the results of the annual inspection via signature on the checklist. The Contracting Officer, or Contract Specialist, will upload the checklist to the COR’s Online file.

6.0 Contractor Performance Assessment Reporting System (CPARS): The total estimated value of the contract exceeds $1,000,000.00; therefore, CPARS reporting is required.

6.1 The MFT will evaluate Contractor performance. The Assessing Official Representative (AOR) will review the PARs and other information contained in the COR Online File to prepare and substantiate the CPAR. CPARS will be updated, at a minimum annually, documenting Contractor performance for the contract/order. The MFT should refer to the latest CPARS Guidance for CPAR processes and timelines, https://www.cpars.gov/. Users can refer to Table https://www.cpars.gov/sysreq.htm

4.9 for the CPARs Timeline, and “Table 1 for the Business Sector, Dollar Threshold and Reviewing Official” information.

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

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.

7.0 Safety Requirements

7.1 Mishap Notification/Investigation: The Contractor shall report mishaps in accordance with the safety requirements identified in the PWS. The Contractor shall ensure the Safety Office, COR, and CO are notified of mishaps.

7.2 MFT Surveillance: MFT member(s) will report any potential safety hazards or actual mishaps to the COR. The COR will monitor Contractor reporting and review any mishap notifications. The COR will address safety and/or health issues in the PAR or CAR, as applicable.

8.0 Trafficking in Persons: IAW DFARS PGI 222.17, Combatting Trafficking in Persons, the COR will monitor the contractor’s performance regarding trafficking in persons, such that non-compliance with FAR clause 52.222-50, Combatting Trafficking in Persons, is brought to the immediate attention of the Contracting Officer. The Contracting Officer shall report that the contractor, subcontractor, or employee has failed to comply with the requirements of FAR clause 52.222-50. The Contracting Office may use any of the remedies outlined in PGI 222.1704 to report the violations. The COR should refer to the U.S. Department of State website, at http://www.state.gov/j/tip, for the latest guidance of monitoring trafficking in persons.

http://www.state.gov/j/tip

9.0 Signatures

By signing below, you are appointed to the MFT for this acquisition and accept the above responsibilities.

QAPC

Contracting Officer Representative (COR)

COR Supervisor