Attachment IV DLA Energy Consolidated QASP.pdf

1 As of March 18, 2021

QUALITY ASSURANCE

SURVEILLANCE PLAN

FOR

DLA-Energy Contracted Fuels Operations and Management Services

GOCO

2 As of March 18, 2021

TABLE OF CONTENTS

Paragraph Description Page 1 Purpose 3 2 Authority 3 3 Roles and Responsibilities 3 4 Performance and Surveillance 5

Appendix A Service Delivery Summary Table 9 Appendix B Inspection Methodology 16 Appendix C COR Report 26 Appendix D DD Form 2772, Contract Discrepancy Report 41

1. Purpose

1.1. This Quality Assurance Surveillance Plan (QASP) is a Government-developed document used to determine if the Contractor/Service Provider’s (SP) performance meets the performance standards contained in the Performance Work Statement (PWS). The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

1.2. The SP is responsible for implementing and delivering performance that meets contract standards and self-assessing that performance using its Contract Compliance Plan (CCP). The QASP provides the structure for the Government’s surveillance of the SP’s performance to ensure it meets contract standards. It is the Government’s responsibility to be objective, fair and consistent in evaluating SP performance.

1.3. This QASP is a living document and is not intended to duplicate the SP’s Contract Compliance Plan (CCP). Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on SP performance. All surveillance documentation as a result of this QASP will be marked, “For Official Use Only”.

1.4. The Government may provide a copy of the QASP to the SP to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the SP.

1.5. The QASP should be a tool to help ensure early identification and resolution of performance issues to minimize impact on mission performance.

2. Authority

2.1. Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation- Quality Assurance - which provide for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the Contracting Officer or a duly authorized representative.

3. Roles and Responsibilities

3.1. Government and SP personnel have a part in ensuring the SP performance meets the standards set forth in the PWS and applicable documents.

3.2. Program/Project Manager (PM). The PM provides primary program oversight from requirements determination to project termination. The PM reviews the COR’s performance assessment reports and conducts periodic contract compliance visits to ensure successful SP

PWS performance. The PM may serve as a direct conduit to provide Government guidance and feedback to the COR and SP on technical matters, but the PM is not empowered to make any contractual commitments or any contract changes on the Government’s behalf.

3.3. 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 ensure that the SP receives impartial, fair, and equitable treatment under this contract. The KO shall determine the final assessment of the SP’s performance.

3.4. Contract Specialist (CS). The CS is the primary executor of administrative actions required under contracts. In doing so, the CS will engage the KO, COR, and other government/contractor personnel as necessary to resolve administrative and performance concerns that arise. The CS shall serve as the primary liaison between Contracting, the COR, and the contractor and should be the COR’s first point of outreach should the COR have questions about limits on authority, responsibilities, contract terms, etc.

3.5. Contracting Officer’s Representative (COR). The COR is responsible for providing ongoing technical surveillance of the SP’s performance. The COR uses the QASP to conduct the surveillance process. The COR shall keep a Quality Assurance file that accurately documents the SP’s actual performance. The purpose is to ensure that the SP meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting SP performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

3.6. Other Government Personnel. Representatives from the Service Control Points (SCP) (Air Force Petroleum Office (AFPET), Army Petroleum Center (APC), and Navy Petroleum Office (NPO), Major Commands (MAJCOMs), and the base have various roles and responsibilities in their interaction with the SP, COR and DLA-Energy. SCP’s are the primary advisor to DLA- Energy on fuel service contract requirements. MAJCOMs work with SCP’s to establish and modify those needs and also conduct inspections of base operations and management which may involve the SP directly or indirectly. At the base, there are many stakeholders who are customers of the SP, and there are many offices that support or otherwise interact with the SP and COR. All of these may provide feedback through reports, customer surveys or complaints, and other methods of communication. However, none of these personnel are empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

3.7. Contractor Representatives. The SP representatives include on-site and corporate managers who are chartered with fulfilling the contract requirements. On-site, the Terminal Manager (TM) and Assistant Terminal Manager (ATM) are ultimately responsible for day-to-day SP performance.

They use the SP CCP to evaluate their operation on a periodic basis and provide a report to their corporate chain and the COR. If a Compliance Manager or similar titled position is designated, that individual performs internal inspections on behalf of the TM. Corporate executives, including the Corporate Fuels Officer (CFO), are the primary points of contact for DLA-Energy KO to discuss any performance change or shortfall.

4. Performance and Surveillance

4.1. Contract Surveillance

4.1.1. The SP, not the Government, is responsible for operations, management, and contract compliance actions to successfully meet the terms of the contract. The goal of the QASP is to ensure SP performance is effectively monitored and documented.

4.1.2. The COR uses the methods contained in this QASP to assess the SP’s compliance with contract requirements. Also, the COR must maintain a professional, non-adversarial relationships with the KO, PM and the SP, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of SP performance against contract requirements. Toward this end, periodic requirements for evaluations are provided, and a standard reporting format is used. Additional spot checks are allowed and recommended to prevent lapses in performance between periodic inspections, enable early identification of discrepancies, and allow for additional focus on problem areas. However, excessive inspection must be avoided, as this can adversely affect the working relationships and ultimately SP and COR effectiveness.

4.2. Service Delivery Summary

4.2.1. The Service Delivery Summary Table (Appendix A) incorporates the major task subareas of the PWS as the basis for evaluation of the SP performance. For each area, the standard of service and threshold/Acceptable Quality Level (AQL) must be performed at least at the minimum level of service required to successfully meet the performance requirement.

4.2.2. The Surveillance Method and Performance Measure show how the COR will accumulate data relating to the specific measures to assess overall SP performance. Inspection methodologies (Appendix B) provide in more detail how, when, and what will be assessed in measuring performance.

4.3. Measuring Performance

4.3.1. Discrepancies in SP performance generally fall into one of the three categories below which are used to differentiate between levels of impact of the shortfall.

4.3.1.1. Critical Nonconformance. IAW FAR 46.101, critical nonconformance means a nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission. Examples include, but are not limited to:

A. Failure to adhere to policies, procedures, or regulations which would have been the proximate cause of or did result in a reportable safety incident, unsafe operation, injury, or accident.

B. Failure to adhere to policies, procedures, or regulations which would have been the proximate cause of or did result in a reportable environmental mishap or notice of violation.

C. Failure to adhere to policies, procedures, or regulations which would have been the proximate cause of or did result in a security incident or violation causing direct security impact and response actions.

D. Failure to adhere to policies, procedures, or regulations which would have been the proximate cause of or did result in failure to maintain quality of fuel.

E. Failure to provide and implement appropriate corrective actions for previously documented critical nonconformance within specified time frames.

4.3.1.2. Major Nonconformance. IAW FAR 46.101, major nonconformance means a nonconformance, other than critical, that is likely to result in failure of the supplies or services or to materially reduce the usability of the supplies or services for their intended purpose. Examples include, but are not limited to:

A. Failure to adhere to policies, procedures, or regulations resulting in customer impact.

B. Failure to adhere to policies, procedures, or regulations resulting in inventory supply chain failure or impact.

C. Failure to adhere to policies, procedures, or regulations resulting in facility, equipment, or vehicle maintenance downtime or unnecessary repair.

D. Failure to meet other than administrative safety, environmental, security, or product quality performance measure not otherwise identified as a critical nonconformance.

E. More than second-time repeat minor nonconformance within 12 month period.

F. Failure to provide and implement appropriate corrective actions for previously documented major nonconformance within specified time-frames.

G. Second-time repeat minor nonconformance discrepancies within 12 month period.

4.3.1.3. Minor Nonconformance. IAW FAR 46.101, minor nonconformance means a nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Examples include, but are not limited to:

A. Failure to adhere to policies, procedures, regulations or generally accepted practices or to meet a Performance Measure not otherwise addressed as a critical or major nonconformance.

B. First time repeat minor nonconformance discrepancies within 12 month period.

C. Failure to provide and implement appropriate corrective actions for previously documented minor nonconformance within specified time frames.

4.3.2. Monthly Performance Surveillance Rating Definitions

4.3.2.1. In assessing the quality of SP’s performance, the Service Delivery Summary (Appendix A) and the Inspection Methodology (Appendix B) will be used.

4.3.3. Annual Contractor Performance Assessment Reporting System (CPARS)

4.3.3.1. The KO will use the monthly inspections as part of the basis for providing the annual CPARS assessment of the SP. The below table, excerpted from FAR 42.1503, provides a rationale for the KO’s CPARS ratings which should be justified by the monthly ratings.

Performance Rating

Criteria (Annual)

Exceptional Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only 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 of the element or sub-element contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

4.3.3.2. The Contracting Officer may elevate a CPARS assessment based on such things as review of COR reports or extenuating circumstances. The Contracting Officer may lower a CPARS assessment based on such things as Contractor gross negligence, lack of management action, excessive critical or major nonconformance’s, damages or other cost impacts, and nonconformance’s requiring Service personnel intervention. These factors are examples but not all-inclusive.

4.3.4. Performance Reporting

4.3.4.1. Discrepancies or nonconformance may be identified through a variety of means including periodic or random checks by the COR, outside agency inspections or observations, and stakeholder complaints. Early observation, notification, and correction is vital to ensuring mission support is maintained.

4.3.4.2. The COR will provide surveillance of contractor performance of PWS requirements identified in the PWS and Appendix A and B. The CORs will prepare the monthly report as illustrated in Appendix C and provide to the Contract Specialist/Contracting Officer by entry into the Joint Appointment Module (JAM) and the Surveillance and Performance Monitoring (SPM) module no later than (5) days after the monthly assessment unless otherwise directed by the Contract Specialist/Contracting Officer.

4.3.4.2.1. The COR should not wait to document findings from periodic or random inspections in a monthly report but should make every effort to notify the TM/TS and other appropriate personnel as soon as possible to enable prompt, appropriate corrective actions to be taken. Initial verbal notification is acceptable with follow-up email notification to provide minimum documentation and tracking. All nonconformance should be documented on appropriate forms and subsequently included in the COR monthly report.

4.3.4.2.2. Minor nonconformance and subsequent corrective actions to be taken will be documented by the COR in the appropriate performance assessment section of the monthly COR report.

4.3.4.2.3. Critical and Major Nonconformance and subsequent corrective actions to be taken will be documented by the COR on DD Form 2772, Contract Discrepancy Report (Appendix E) and forwarded to the Contracting Officer for approval upon occurrence. No alternate forms may be used. These will subsequently be documented in the appropriate performance assessment section of the monthly COR report.

4.3.4.3. Outside agency inspection findings should be provided to the KO/CS for validation and incorporation in the monthly COR report. Required responses should be developed by the contractor and routed through the COR to the Contracting Officer prior to release to the inspecting agency.

4.3.4.4. As customer service is a primary focus of the contractor performance, customer complaints are taken very seriously. The COR will furnish written instructions and/or customer training to each organization receiving the SP’s service. Any customer who observes unacceptable services, whether poorly, incompletely, or not performed, should immediately contact the COR. If the deficiency requires immediate correction, a phone call may be necessary.

When a complaint is received, the COR validates the complaint by checking the PWS. The COR must evaluate the complaints on a case-by-case basis. If any Government action or lack of action caused unacceptable performance, the complaint is not valid. If the complaint is valid, a Customer Complaint Record (Appendix D) and DD Form 2772 will be annotated by the COR, and the Contracting Officer will be notified.

4.3.4.5. For continued nonconformance or lack of implementation by the contractor of corrective action, the COR should continue to document discrepancies as noted above and notify the Contracting Officer if the situation warrants for further action.

APPENDIX A

Service Delivery Summary (SDS) Table

A1.1. The Service Delivery Summary Table below incorporates the major task subareas of the PWS as the basis for evaluation of the SP performance.

A1.2. The threshold/AQL for each requirement performance standard measure is: no critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G. Thus the performance success criteria is more closely dependent on the severity or criticality of nonconformance rather than simply a number of discrepancies.

Requirement/ Contract Reference

Performance Standard

Performance Measure

Surveillance Method

1. Staffing/See

PWS C-5.1;

Appendix D;

proposal

Ensures staffing is provided as proposed and required to meet all PWS requirements

- Operating hours staffed as proposed

- All personnel meet qualification requirements ------or---------

- No mission impact due to staffing shortfalls or personnel lacking qualification

- Periodic: Monthly COR review of duty rosters and personnel folders

- Random: Spot checks

2a. Operations/ Dispatching See

PWS C-5.2.1

Ensures all dispatching operations are conducted to meet mission requirements

- Dispatch center constantly staffed on all shifts unless documented coordination for exception with customers

- Up-to-date vehicle/facility/ inventory status maintained

- Dispatch center log properly documented

- Key control maintained

- Communications with stakeholders maintained

- VIL key program in compliance

- Proper procedures followed; no safety, environmental, or security issues; no inventory or mission impact

- Periodic: Monthly COR sampling of dispatch center logs/other program documentation and observation of task performance

- Stakeholder complaints

- Random: Spot checks

Requirement/ Contract Reference

Performance Standard

Performance Measure

Surveillance Method

- No valid complaints related to dispatch center performance

2b. Operations/ Product Receipt See PWS C-5.2.2

Ensures all receipt operations are conducted to meet mission requirements

- All receipts started/ended within required time or no mission impact

- No demurrage due to lack of Contractor staffing or Contractor fault

- All receipt documentation provided to dispatch center accurately and within required timeframe or corrected by Contractor with no adverse impact

- All required quality control tasks accomplished within required timeframe

- Proper procedures followed; no safety, environmental, or security issues; no inventory or mission impact

- No valid complaints related to receipt operations.

- Periodic: Monthly COR sampling of dispatch center logs, receipt documentation, quality control records, and Contractor shift schedule and observation of task performance

- Stakeholder complaints

- Random: Spot checks

2c. Operations/ Product Storage See PWS C-5.2.3

Ensures all storage operations are conducted to meet mission requirements

- All truck fills and hydrant transfers started/ended within required time or no mission impact

- All storage documentation provided to dispatch center accurately and within required timeframe or corrected with no adverse impact

- All required quality control tasks accomplished within required timeframe

- Proper procedures followed; no safety, environmental, or security issues; no inventory or mission impact

- Periodic: Monthly COR sampling of dispatch center logs, storage documentation, quality control records, contractor shift schedule and observation of task performance

Contract Reference

Performance Standard

Performance Measure

Surveillance Method

- No valid complaints related to storage operations.

2d. Operations/ Product Issues See PWS C-5.2.4

Ensures all issue and transfer operations are conducted to meet mission requirements

- All truck fills and hydrant transfers started/ended within required time or no mission impact

- All flightline issues initiated/ accomplished within required timeframes

- All organizational tank issues initiated/ accomplished within required timeframes

- Retail service station issue capability maintained or alternative provided to avoid mission impact.

- All issue and transfer documentation provided to dispatch center accurately and within required timeframe or corrected by Contractor with no adverse impact.

- All required quality control tasks accomplished within required timeframe

- Proper procedures followed; no safety, environmental, or security issues; no inventory or mission impact

- No valid complaints related to issue/transfer operations

- Periodic: Monthly COR sampling of dispatch center logs, issue and transfer documentation, quality control records, Contractor shift schedule and observation of task performance

- Stakeholder complaints.

- Random: Spot checks

2e. Operations/ Inventory Mgmt See PWS C-5.2.5

Ensures all inventory management tasks are conducted to meet mission requirements

- All transaction processing/ documentation accurate and within required timeframes or corrected with no adverse impact

- All required investigation/ documentation of excessive gains/losses performed

- Periodic: Monthly COR sampling of accounting documentation & observation of inventory/accounting tasks.

Contract Reference

Performance Standard

Performance Measure

Surveillance Method

- No violations of inventory control limits due to Contractor

- Properly performs daily, monthly, annual close-outs/ reconciliations

- Required computer/ software updates and backups performed within applicable timeline

- Proper procedures followed; no safety, environmental, or security issues; no inventory or mission impact

- No valid complaints related to inventory management

2f. Operations/ Quality Surveillance See PWS C-5.2.6

Ensures all quality surveillance tasks are conducted to meet mission requirements

- All required sampling and testing tasks accomplished accurately and on time

- All required action taken promptly for off-specification products to document, notify, isolate, avoid issue, and correct

- Proper procedures followed; no safety, environmental, or security issues; no inventory or mission impact

- No valid complaints related to quality surveillance

- Periodic: Monthly COR review of quality control records & observation of sampling/testing.

- Stakeholder complaints

- Random: Spot checks

3a. Maintenance/ General See PWS C-5.3

Ensures facilities, systems, vehicles, and equipment are serviceable and properly maintained to meet mission requirements

- All facilities/systems inspected/signed off as required

- Maintenance documentatioin or discrepancies noted

- No outstanding maintenance actions greater than 30 days due to Contractor action/inaction

- Periodic – Monthly COR review of maintenance records/reports & conduct visual inspection.

Contract Reference

Performance Standard

Performance Measure

Surveillance Method

- No mission degradation due to facilities and equipment maintenance

- Facility discrepancies repaired or reported to designated representative promptly and followed up

- SRM/MILCON projects submitted, followed up, and monitored

- Tool control maintained

- No valid complaints related to facility maintenance

3b. Maintenance/ Vehicles See

PWS C-5.3.6

Ensures facilities, systems, vehicles, and equipment are serviceable and properly maintained to meet mission requirements

- All vehicles inspected with records checked/signed off as required,

- Maintenance documentation or discrepancies noted

- No outstanding maintenance actions greater than 30 days due to Contractor action/inaction

- Vehicle discrepancies promptly reported to the COR and appropriate action taken

- Tool control maintained

- No valid complaints related to vehicle maintenance

- Periodic: Monthly COR review of maintenance records/reports & conduct visual inspection

- Stakeholder complaints

- Random: Spot checks

4. Safety/ See

PWS C-5.4

Ensures all PWS tasks are conducted safely and a safe work environment is maintained.

- Safety Program in place and complied with (i.e..

lock-out, tag-out, confined space, etc.)

- No safety incidents attributed to contractor error, oversight, or negligence

- No unsafe operations observed

- No valid complaints related to safety

- Periodic: Monthly COR review of safety reports and actual incidents.

- Stakeholder complaints

- Random:

Spot checks

Contract Reference

Performance Standard

Performance Measure

Surveillance Method

5. Security/ See

PWS C-5.5

Maintains information, operations, communications, physical, and personnel security.

- Security Program in place and complied with (i.e..

visitor control agreement, designating controlled area monitors, emergency essential personnel, etc.)

- No security violations observed or documented.

- No valid complaints related to security

- Periodic: Monthly COR review of security logs.

- Stakeholder complaints

- Random: Spot checks

6. Environmental /See PWS C-5.6

Maintains strict compliance for environmental protection, spill prevention, and spill response

- Environmental Program in place and complied with (i.e.. Spill Response Plan, etc.)

- No environmental violations or noncompliance

- No NOVs

- No preventable fuel spills

- No Class II or above fuel spills due to contractor

- Proper response to incidents (i.e.. prompt reporting and containment actions)

- Proper operational environmental compliance (dike drain procedures followed, MSDS maintained, etc.)

- No valid complaints related to environmental

- Periodic: Monthly COR review of environmental records.(i.e. environmental lab analysis, DMR reports, etc.)

- Stakeholder complaints

- Random: Spot checks

7. Training/See

PWS C-5.7

Maintains fully trained personnel and conducts required training for others.

- Workforce fully qualified/ trained or in training with no mission impact due to lack of trained personnel

- No operations performed by unqualified personnel without trainer/supervisor directly supervising

- Service training met

- No valid complaints related to training

- Periodic: Monthly COR review of training records

- Stakeholder complaints

- Random:

Spot checks

8. Contractor Furnished Items

Provides all required

- No mission degradation due to lack of Contractor

- Periodic:

Contract Reference

Performance Standard

Performance Measure

Surveillance Method or Incidental Equipment, Property, or Services/See PWS C-5.8

Contractor furnished items;

maintains Contractor and Incidental items

- items

- No mission degradation due to lack of Contractor vehicles

- Accountability of items maintained

- No valid complaints related to items

Monthly COR review of equipment records

APPENDIX B

Inspection Methodology

The following methodology should be used by the COR in evaluating contractor performance for each SDS.

SDS#1: Staffing

• List current manning levels required by the contract and current Contractor manning levels, include any pertinent notes (Examples: pending security clearances, new hire pending, etc…)

SDS#2a: Operations/Dispatching

1. Performance objective/standard: Ensures all dispatch operations are conducted to meet mission requirements.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of dispatch center logs/other program documentation and observation of task performance;

stakeholder complaints; spot checks.

4. Inspection Methodology:

a. The COR will at the end of each contractor pay period or at a minimum at the end of each month review the contractor personnel timecards/duty rosters to ensure the dispatch center schedule indicated all shift coverage; the COR will spot check dispatch center staffing on all shifts a minimum of once per shift per month.

b. The COR will at least once per month review vehicle/facility/inventory status to ensure up-to-date information.

c. The COR will at least once per month review a minimum of 10 percent of the daily dispatch center logs to ensure proper entries and comments are documented.

d. The COR will at least once per month review the key control log and compare with physical key inventory to ensure all keys are properly accounted for and procedures are being followed.

e. The COR will at least once per month ensure communications between the dispatch center and customers was maintained though comparing corresponding logs, talking with customers/stakeholders, and personal evaluation.

f. The COR will at least once per month review the VIL key program to ensure up-to-date vehicle and key accountability and program compliance.

g. The COR will at least once per month evaluate overall dispatch center performance of tasks such as clipboard accuracy, etc.

h. The COR will validate any complaints received.

i. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#2b: Operations/Product Receipt

1. Performance objective/standard: Ensures all receipt operations are conducted to meet mission requirements.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of receipt documentation and observation of task performance; stakeholder complaints;

spot checks.

4. Inspection Methodology:

a. The COR will at least once per month for each grade of product (or upon receipt if less than monthly) review receipt documentation (DD 250, etc.) for each grade of product to ensure receipt start/stop within required timeframes or with no mission impact or demurrage.

b. The COR will at least once per month for each grade of product (or upon receipt if less than monthly) review receipt documentation (DD 250, etc.) for each grade of product to ensure documentation provided to dispatch center accurately and within required timeframe or corrected by contractor with no adverse impact.

c. The COR will at least once per month for each grade of product (or upon receipt if less than monthly) review receipt documentation (DD 250, etc.) and observe operations to ensure all required quality control tasks are accomplished within required timeframes.

d. The COR will at least once per month for each grade of product (or upon receipt if less than monthly) observe receipt operations to ensure proper procedures are followed; available ullage verified; water removed; system property configured; no safety, environmental, or security issues; and no inventory or mission impact.

e. The COR will at least once per month (or upon occurrence if less than monthly) verify Return to Bulk (RTB) procedures are followed and documentation accurately performed (quality verified; inventory accounted; credit applied if applicable; etc).

f. The COR will validate any complaints received.

g. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#2c: Operations/Product Storage

1. Performance objective/standard: Ensures all storage operations are conducted to meet mission requirements.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of storage documentation and observation of task performance; stakeholder complaints;

spot checks.

4. Inspection Methodology:

a. The COR will at least once per month for each grade of product review storage documentation to ensure documentation provided to dispatch center accurately and within required timeframe or corrected by contractor with no adverse impact.

b. The COR will at least once per month for each grade of product review storage documentation and observe operations to ensure all required quality control tasks are accomplished within required timeframes.

c. The COR will at least once per month for each grade of product observe storage operations (product recovery, fillstand issue, transfer operations, outload, dike drain, etc.) to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

d. The COR will validate any complaints received.

e. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#2d: Operations/Product Issues

1. Performance objective/standard: Ensures all issue and transfer operations are conducted to meet mission requirements.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of issue and transfer documentation and observation of task performance; stakeholder complaints; spot checks.

4. Inspection Methodology:

a. The COR will at least once per week review the dispatch center log to ensure flightline service requests initiated and accomplished within required timeframe and properly documented.

b. The COR will at least once per month review the dispatch center log to ensure organizational tank service requests initiated and accomplished within required timeframe and properly documented.

c. The COR will at least once per month review the dispatch center log to ensure retail service station/delivery service requests initiated and accomplished within required timeframe and properly documented.

d. The COR will at least once per month (or upon occurrence if less than monthly) for each grade of product review issue documentation to ensure documentation provided to accounting accurately and within required timeframe or corrected by contractor with no adverse impact.

e. The COR will at least once per month (or upon occurrence if less than monthly) for each grade of product review issue documentation and observe operations to ensure all required quality control tasks are accomplished within required timeframes.

f. The COR will at least once per month (or upon occurrence if less than monthly) observe each type of issue operation to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

g. The COR will validate any complaints received.

h. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#2e: Operations/Inventory Management

1. Performance objective/standard: Ensures all inventory management tasks are conducted to meet mission requirements.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of inventory documentation and observation of task performance; stakeholder complaints;

spot checks

4. Inspection Methodology:

a. The COR will at least once per month for each grade of product review inventory processing documentation and recordkeeping and observe processing to ensure accurate processing within required timeframe or corrected by contractor with no adverse impact.

b. The COR will at least once per month review documentation, files, and disposition for auditability requirements.

c. The COR will at least once per month (or upon occurrence if less than monthly) review investigation/documentation of excessive gains/losses to ensure proper procedures and thorough analysis.

d. The COR will at least once per month review product order status and inventory quantity records to ensure no violations of inventory control limits anticipated or occurred.

e. The COR will at least once per month review RTB accounting to ensure proper recording, documentation, and processing.

f. The COR will at least once per month review inventory reporting to ensure proper accounting for Defense Working Capital Fund

(DWCF) fuel in rolling stock with special attention to vehicles taken out of service for maintenance.

g. The COR will at least once per quarter for each grade of product observe manual inventory tasks (gauging, temperature correction, etc.) to ensure condition of manual gauging equipment and proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

h. The COR will at least once per quarter review automation IT support to ensure software and hardware is installed, operating, and current.

i. The COR will at least annually review expired fuel orders to ensure contract closeout and de-obligation of unnecessary open orders.

j. The COR will at least annually review documentation, files, and disposition for auditability requirements.

k. The COR will validate any complaints received.

l. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on

SDS#2f: Operations/Quality Surveillance

1. Performance objective/standard: Ensures all quality surveillance tasks are conducted to meet mission requirements.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of quality surveillance documentation and observation of task performance; stakeholder complaints; spot checks.

4. Inspection Methodology:

a. The COR will at least once per month review quality surveillance documentation to ensure all required quality control tasks are scheduled, documented, and accomplished within required time or no mission impact.

b. The COR will at least once per month review quality surveillance documentation; applicable facilities, equipment, or vehicles; and dispatch center log/status boards to ensure quality control lock-out/tag-out procedures are properly followed.

c. The COR will at least once per month for each grade of product observe quality surveillance tasks to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

d. The COR will validate any complaints received.

e. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#3a: Maintenance/Facilities, Systems, Equipment

1. Performance objective/standard: Ensures facilities, systems, and equipment are serviceable and properly maintained.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G

3. Surveillance Method: Monthly COR sampling of maintenance documentation and observation of task performance; stakeholder complaints; spot checks

4. Inspection Methodology:

a. The COR will at least once per month review the maintenance plan, schedule, and documentation to ensure all applicable levels of fuel facility/system maintenance are planned, accomplished, elevated, followed up on, and documented as appropriate and within required timeframes.

b. The COR will at least once per month review SRM deficiency/MILCON project documentation and status to ensure required actions are initiated, followed up on, and accomplished in a timely manner to ensure mission support.

c. The COR will at least once per month review buildings and grounds maintenance to ensure required contractor maintenance is performed where required or work order documentation and status to ensure required actions are initiated, followed up on , and accomplished in a timely manner to ensure mission support.

d. The COR will at least once per month review maintenance documentation; applicable facilities, systems, or equipment; and dispatch center log/status boards to ensure maintenance lock-out/tag-out procedures are properly followed.

e. The COR will at least once per month review the tool control program to ensure accountability of items and reduce Foreign Object Debris (FOD) risk.

f. The COR will at least once per month observe each applicable level of maintenance task to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

g. The COR will validate any complaints received.

h. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#3b: Maintenance/Vehicles

1. Performance objective/standard: Ensures vehicles are serviceable and properly maintained.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G

3. Surveillance Method: Monthly COR sampling of maintenance documentation and observation of task performance; stakeholder complaints; spot checks

4. Inspection Methodology:

a. The COR will at least once per month review the vehicle maintenance plan, schedule, and documentation to ensure all applicable levels of maintenance are planned, accomplished, elevated, followed up on, and documented as appropriate and within required timeframes.

b. The COR will at least once per month review vehicle status to ensure vehicle in-service status is properly annotated and not below minimum levels sufficient to meet anticipated mission.

c. The COR will at least once per month review documentation, applicable vehicles, and dispatch center log/status boards to ensure maintenance lock-out/tag-out procedures are properly followed.

d. The COR will at least once per month review the tool control program to ensure accountability of items and reduce FOD risk.

e. The COR will at least once per month observe vehicle maintenance tasks to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

f. The COR will validate any complaints received.

g. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on

SDS#4: Safety

1. Performance objective/standard: Ensures all PWS tasks are conducted safely and a safe work environment is maintained.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of safety documentation and observation of task performance; stakeholder complaints; spot checks.

4. Inspection Methodology:

a. The COR will at least once per month review the safety plan and safety documentation (incident reports, inspections, personnel records, etc.) to ensure all aspects of safety are current, in place, properly recorded, and complied with.

b. The COR will at least once per month observe a different safety related task (i.e. confined space entry, use of PPE, safety briefing, etc.) to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

c. The COR will validate any complaints received.

d. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#5: Security

1. Performance objective/standard: Maintains information, operations, communications, physical, and personnel security.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of security documentation and observation of task performance; stakeholder complaints;

spot checks.

4. Inspection Methodology:

a. The COR will at least once per month review the security plan and security documentation (security logs, incident reports, inspections, personnel records, etc.) to ensure all aspects of security are current, in place, properly recorded, and complied with.

b. The COR will at least once per month observe a different security related task (i.e. visitor control, background/clearances, computer security, security briefing, etc.) to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

c. The COR will validate any complaints received.

d. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on

SDS#6: Environmental

1. Performance objective/standard: Maintains strict compliance for environmental protection and spill prevention and response.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of environmental documentation and observation of task performance; stakeholder complaints; spot checks.

4. Inspection Methodology:

a. The COR will at least once per month review the environmental plan and environmental documentation (permits, spill reports, personnel records, etc.) to ensure all aspects of environmental protection are current, in place, properly recorded, and complied with.

b. The COR will at least once per month observe a different environmental related task (i.e. dike draining; hazardous waste disposal;

spill response, spill reporting, operation of leak detection system; etc.) to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

c. The COR will validate any complaints received.

d. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on observation or input.

SDS#7: Training

1. Performance objective/standard: Maintains fully trained contractor personnel and conducts required training for others.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of training documentation and observation of task performance; stakeholder complaints;

spot checks.

4. Inspection Methodology:

a. The COR will at least once per month review the training plan and training documentation (briefings/training, personnel records, etc.)

to ensure all aspects of contractor training are current, in place, properly recorded, and complied.

b. The COR will at least once per month review the training plan and training documentation (briefings/training, personnel records, etc.)

to ensure all aspects of training for others (military or Government civil service personnel, etc.) are current, in place, properly recorded, and complied.

c. The COR will at least once per month observe a different training related task (i.e. online training, classroom presentation, OJT, etc.)

to ensure proper procedures are followed; no safety, environmental, or security issues; and no inventory or mission impact.

d. The COR will validate any complaints received.

e. The COR should perform spot checks during the month and can provide additional comments related to this requirement based on

SDS#8: Furnished Items

1. Performance objective/standard: Provides all required contractor furnished items; maintains contractor and incidental equipment/incidental property items.

2. Performance Threshold (PT)/Acceptable Quality Level (AQL): No critical nonconformance; and not more than one major nonconformance A, B, C, D, E; and no more than two major nonconformance’s F, G.

3. Surveillance Method: Monthly COR sampling of CFE/GFE documentation and observation of task performance; stakeholder complaints;

spot checks.

4. Inspection Methodology:

a. The COR will at least once per month review contractor furnished equipment, vehicles, and documentation to ensure all proposed and required items are provided, properly maintained, and accounted for to ensure no mission degradation.

b. The COR will at least once per month review incidental equipment/incidental property, vehicles, and documentation to ensure all planned and required items are provided, properly maintained, and accounted for to ensure no mission degradation.

c. The COR will at least once per month (or upon occurrence if less frequent than monthly) observe a CF/GF related task (i.e.