Attachment 7 - QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

SCHOOL BUS SERVICES

CONTRACT NUMBER

MINOT AIR FORCE BASE, ND

PROGRAM MANAGER/FUNCTIONAL SERVICES MANAGER

Date: _______________

CAROLYN BECKER, CIV, DAF

Chief, Child & Youth Services 5 FSS/FSY

CONTRACTING OFFICER’S REPRESENTATIVE

Date: _______________

ALYSSA KELLY, CIV, DAF

School Liaison Program Manager, 5 FSS/FSY

QUALITY ASSURANCE PROGRAM COORDINATOR

ERIC W VANCE, CIV, DAF Date: _______________

5 CONS/PKP

CONTRACTING OFFICER

SCOTT STAUFER, CIV, DAF

Contracting Officer, 5 CONS/PKA Date: _______________

Table of Contents Section A – Purpose

Section B – Roles and Responsibilities of the Multi-Functional Team (MTF)

1. Contracting Squadron Commander

2. Program Manager (PM)/Services Acquisition Lead (SAL)

3. Contracting Officer (CO or KO)

4. Contracting Officer Representative (COR)

5. Multi-Functional Team (MFT)

6. Quality Assurance Program Coordinator (QAPC)

7. Contractor

Section C – Services Summary and Method of Surveillance

1. Services Summary

Section A – Purpose

1. Quality Assurance is a proactive “look into the future” quality approach to address quality prior to and during the process. Quality Control is a reactive “look at the past” quality approach to stop issues before delivery. Both approaches are needed to provide a good quality assurance plan.

2. This Quality Assurance Surveillance Plan (QASP) provides the Contracting Officer Representative (COR) with an effective and systematic method to evaluate Contractor provided services as required by the terms and conditions of the contract. This plan implements the guidance of the FAR, DFARS, AFFARS, and AFFARS PGI with respect to the Government’s quality assurance requirements.

3. The purpose of a QASP is to provide a documented process for surveilling the contractor's actual performance and comparing that to the technical requirements of the contract. The QASP identifies and describes the roles and responsibilities for implementing and maintaining the key elements of contract performance management.

4. The Government’s objective is to have the contractor, not the Government, responsible for management and quality control to meet the terms of the contract resulting in requirements owner satisfaction through the contract life cycle. The role of the Government is quality assurance to ensure contract standards are achieved.

5. The government develops and adjusts the QASP based on the complexity of the contract, the risk of unsatisfactory performance and the governments confidence in the Contractor’s Quality Control Program

6. The role of Government Quality Assurance (QA) is to ensure the Contractor is achieving all contract standards. In conducting surveillance, COR must be objective, fair, and consistent in evaluating Contractor performance against the performance standards.

7. This plan is a living document and should be revised or modified by members of the multi-functional team as circumstances warrant, throughout the life of the contract, ensuring the Government maintains adequate oversight of Contractor performance.

Section B – Roles and Responsibilities of the Multi-Functional Team (MTF)

1. Contracting Squadron Commander

1.1 Serves as Business Advisor to senior leadership.

1.2 Ensures the multi-functional team exercises acquisition authorities and responsibilities according to the Federal Acquisition Regulation (FAR), Department of Defense Federal Acquisition Regulation Supplement (DFARS) and Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS).

2. Program Manager (PM)/Services Acquisition Lead (SAL)

2.1. Execute management and oversight for the delivery of contractually acquired services.

2.2. Specifically identifies those services within a requirement that are mission essential in accordance with DFARS 237.7603.

2.3. Keep up to date on mission changes that may drive the need for a contract modification.

Coordinate with and seek advice from the Contracting Officer on a possible need for a modification based on changes within the functional mission that could affect the performance requirements of the contract.

2.4. Review, approve, and sign surveillance schedules prior to upcoming surveillance periods.

2.5. When necessary, fulfill COR appointment and supervisory duties. Review and approve individual’s nomination as CORs to the Contracting Officer to enable proper contract surveillance. The CORs should be aligned organizationally with the PM/SAL whenever possible.

2.6. No less than quarterly, review Contractor performance documentation prepared by COR personnel to ensure performance is compatible with contract objectives.

2.7. Approve Quality Assurance Surveillance Plan (QASP).

2.8. Ensure a Contractor Performance Assessment Report (CPAR) is accomplished no less than annually by either the COR.

2.9. Ensure assessments are consistent with the monthly surveillance reports.

2.10. Establish a tracking procedure to ensure MFTs are established and led by a PM or SAL as required in DoDI 5000.74.

2.11. Establish, lead, and maintain MFT through the course of the acquisition (pre and post award).

2.12. Establish a governance to ensure a CPARS Assessing Official (AO) and Assessing Official

Representative (AOR) is identified. During the assessment process, provide a perception of the Contractor’s overall performance. In some instances, this may require the PM/SAL to be either the AO or AOR.

2.13. Prepare slides and brief programs at the Annual Execution Review.

3. Contracting Officer (CO or KO)

3.1. Advises the multi-functional team on performance plan development.

3.2. Manages the listing of Contracting Officer Representative (COR) assigned to the contract, showing their areas of responsibilities and limitation of authority, and ensures that the Contractor is notified of such.

3.3. Multi-functional team advisor for developing incentives and remedies, as appropriate, tied to performance objectives and performance thresholds.

3.4. Maintains documentation of training provided by contracting personnel and/or QAPC identified in the contract file.

4. Contracting Officer Representative (COR)

4.1. Provide technical support to the PM/SAL and Contracting Officer and assist MFT in developing performance requirements in pre-award activities when requested.

4.2. Assist the Contracting Officer and MFT in determining contract quality requirements being mindful of FAR, DFAR, and AFI 63-138 requirements.

4.3. COR will aid in assessing the Contractor’s Quality Assurance Plan to insure it complies with contract requirement.

4.4. Ensure Contractor follows the Contractor’s Quality Assurance Plan as written, plus the effectiveness in bring 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.

4.5. Assist the MFT in developing a QASP that effectively measures and evaluates performance-based activity throughout the life of the functional contract requirement.

CORs ensure the MFT updates QASP to ensure it reflects any contract changes.

4.6. Promptly report performance issues to the Contracting Officer in writing.

4.7. Draft a CPAR evaluation for Contractor performance when designated as the CPAR

Assessing Official Representative for a contract or task order.

4.8. Complete all COR required training.

4.9. Maintains a COR file with required records (contract, modifications, minutes, invoices and payments, inspection results, QASP, Surveillance Schedule, etc., and Memorandum FRs on significant issues relating to the contract as required in DoDI 5000.72. The COR must maintain documents in the Surveillance and Performance Management Module (SPM) located in the Procurement Integrity Enterprise Environment (PIEE).

4.10. Inform the Contracting Officer in writing of any required changes to the contract scope or Performance Work Statement (PWS).

4.11. The COR will establish a surveillance schedule either through SPM or upload a local schedule to SPM. Submit to the PM/SAL and Contracting Officer for review prior to the commencement of the surveillance period.

4.12. Develop and publish surveillance report of COR surveillance activities. Submit to PM/SAL and Contracting Officer for review.

4.13. Draft Contractor Discrepancy Reports for submission to the PM/SAL for each area of contractual non-conformity, either immediately or at the end of each surveillance period (as determined by your QASP) and forward to PM/SAL for review and the Contracting Officer for issuance.

4.14. Assist PM/SAL and Contracting Officer in verifying adequate corrective actions are taken to resolve problems.

4.15. Notify the Contracting Officer if there is substantial risk of the contract costs exceeding the amount programmed.

4.16. Assist Contracting Officer to validate the accuracy of invoices submitted by the service provider prior to the Government paying for services.

4.17. When required, accomplished a CPAR a minimum of annually. The Contracting Officer may require an out of cycle CPAR to address performance concerns.

4.18. Complete all COR required training.

5. Multi-Functional Team (MFT)

5.1. Fosters Partnerships with industry to ensure exchanges of information among the service industry and other business experts occur. Ensures key stakeholders Participate in developing, implementing, and executing the acquisition strategy.

5.2. Provides support to senior leadership as required (i.e., performance metrics, data, briefings).

5.3. Makes sure that correspondence and presentations are accurate, timely and of high quality.

Also, provides reports that provide early warnings of significant variances in cost, schedule, or performance to senior leadership.

5.4. Researches the commercial market to ensure the multi-functional team is using the most efficient and effective assessment methods, techniques, and best commercial practices in performance of the contract.

5.5. Develops, implements, and executes a performance-based acquisition strategy, to include performance metrics, which supports a higher level of Contractor performance, fosters synergistic Partnerships, accommodates changing or unforeseen mission needs and leverages commercial best practices.

5.6. Ensures the acquisition strategy aligns mission performance needs with performance-based work statements and acquisition approaches designed to deliver the desired mission support results.

5.7. Manages risk to ensure mission performance is within cost and schedule constraints.

5.8. Develops, implements, and executes a source selection, if applicable, that provides an integrated assessment of the offeror’s proposal and ensures a best value source selection based on the requirements of the Request for Proposal.

5.9. Plans, programs, and budgets adequate funds to ensure the execution is within approved funding baseline.

5.10. Develops, implements, and manages milestones to ensure the acquisition supports mission requirements within the approved funding baseline.

5.11. Identifies opportunities to improve performance throughout the life of the acquisition. This includes benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the QASP to implement initiatives, and monitoring the success of implementation.

5.12. Assesses and manages Contractor performance data, to include submitting Contractor Performance Assessment Reporting System (CPARS) reports.

5.13. Develops, implements, and executes performance measurement and management in accordance with the QASP.

5.14. Ensures the requiring office and Contractor understand unique U.S. Air Force and Minot Air Force Base programs affecting an acquisition.

5.15. Recommends changes to the QASP.

6. Quality Assurance Program Coordinator (QAPC)

6.1. Supports the multi-functional team in the development of enforceable contract requirements that clearly state the requirement.

6.2. Trains CORs on the contracting requirements associated with the quality assurance program.

6.3. Trains PM/SAL and COR Supervisors.

6.4. Provides training, documents CORs acknowledgement of their requirement to:

6.5. Evaluate and document Contractor’s performance following the QASP.

6.6. Notify the contracting officer of any significant performance deficiencies and provide any recommendations to improve the performance plan or PWS.

6.7. Maintain surveillance documentation.

6.8. Assists in development of quality assurance related training as requested.

6.9. Maintains documentation of training provided by contracting personnel identified herein.

6.10. Assists the market research efforts of the multi-functional team in determining commercial quality assurance practices.

6.11. Assists as required with the evaluation of the Contractor’s Quality Control Plans.

6.12. Provides refresher training annually if necessary to ensure the CORs are up to date with all required changes.

7. Contractor

7.1. Complies fully with the terms and conditions of the contract.

7.2. Participates as a member of the multi-functional team after contract award.

7.3. Maintains and implements a quality control plan that is acceptable to the Government.

7.4. Ensures that non-conformance of contract requirements is identified, corrected, and prevents recurrence.

7.5. Tenders to the Government for acceptance only those services that conform to contract requirements.

7.6. Recommends any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

Section C – Services Summary and Method of Surveillance

1. Services Summary

1.1 As a minimum, CORs will monitor, review, and report on the Contractor’s performance and compliance with all Service Summary (SS) items shown below (from Section 2 of the PWS, with the addition of Rating & Surveillance Methods), along with the rest of the PWS. The service requirements summarized below are performance objectives that relate directly to essential items. The performance thresholds referenced in the table briefly describes the minimum acceptable levels of service needed for each requirement. The performance thresholds established for each of the performance objectives are the number of defects permitted before the COR notifies the contracting officer in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items, FAR 52.246-4, Inspection of Services - Fixed Price, or FAR 52.246-5, Inspection of Services – Cost Reimbursement.

2 Method of Surveillance

2.1 The surveillance method chosen must balance the quality requirement with the criticality of the performance objective and the cost to perform the surveillance. All surveillance activities should align with the objective off the requirement.

Performance Objectives PWS Para Performance

Threshold Remedy Method of

Assessment

SS-1

Driver Safety and Compliance

2.6.1 2.7.1 2.7.3 3.2.1 4.4

1 validated violation per contract year

Correct Immediately and provide updated Quality Assurance Plan

Periodic Surveillance, Customer Complaint, Third Party Audit, SS-2

Route Timeliness

2.2 Not more than 1

validated Contractor caused violation per month (Government and weather cause delays do not count against to this threshold)

Retrain driver and provide corrective action to CO and

COR

Periodic Surveillance, Customer Complaint, Third Party Audit, SS-3

Accident Reporting

2.7.2 0 failures to report during the annual period of performance

Correct Immediately and provide updated Quality Assurance Plan

Periodic Surveillance, Customer Complaint, Third Party Audit, SS-4

Following Bus Safety Requirements

2.6. Not more than 1

safety violation per month not handled in accordance with

Retrain driver and aide and provide corrective action to CO and COR

Periodic Surveillance, Customer Complaint, Performance Objectives PWS Para Performance Threshold

Remedy Method of Assessment

PWS per month

SS-5

Provide and Updating Schedule

2.2 Not less than 95%

on-time rate (measured in changes to schedule per delivered scheduled)

Submit the report within one duty day of COR or CO notification

Periodic Surveillance, Customer Complaint,