Attachment IV QASP.pdf

Quality Assurance Surveillance Plan 400 Hz Frequency Converters for Tobyhanna Army Depot

1.0 INTRODUCTION

1.1. This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Contracting Officer’s Representatives (COR) effective and systematic surveillance procedures to monitor contractor performance. It has been developed in accordance with the requirements listed in the performance-based Performance Work Statement (PWS) entitled “Service and Repair of 400Hz Frequency Converters”. This performance-based plan sets forth the procedures and guidelines the COR will use in evaluating the technical performance of the contractor.

2.0 PURPOSE

2.1. The purpose of the QASP is to describe the systematic methods used to measure performance and to identify the reports required and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards identified in the PWS.

2.2. This QASP is designed to define roles and responsibilities, identify the performance objectives, define the methodologies used to monitor and evaluate the contractor’s performance, describe quality assurance reporting, and describe the analysis of quality assurance monitoring results.

2.3 This QASP sets forth procedures and guidance that Equipment and Supply Branch, Logistics Support Division, Installation Services Directorate will use in evaluating performance. It does not relieve the Contractor from non-performance of any task or deliverable described in the contract but not depicted in this document.

3.0 POINTS OF CONTACT

3.1 GOVERNMENT

John E. Thomas, Contracting Officer, Tobyhanna Army Depot, Phone: 570-615-9720; email: john.e.thomas.civ@army.mil

Deborah Belak, Contract Specialist: Tobyhanna Army Depot Phone: 570-615-7579; E-Mail: deborah.belak.civ@army.mil

Darren Ruby, Contracting Officer Rep: Tobyhanna Army Depot Phone: 570-615-6639; E-Mail: darren.l.ruby.civ@army.mil mailto:civ@army.mil mailto:deborah.belak.civ@army.mil mailto:darren.l.ruby.civ@army.mil

Contract Specialist/Contracting Officer (KO). The KO is the Contracting Officer who performs pre-award functions and awards or executes a contract. The PCO may retain post-award functions or may assign them to an Administrative Contracting Officer.

Contracting officer's representative (COR) means an individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the contracting officer to perform specific technical or administrative functions.

The COR is responsible for monitoring, assessing, and communicating the technical performance of the contractor and assisting the contractor.

4.0 PERFORMANCE MANAGEMENT APPROACH

This contract is for Service and Repair of 400Hz Frequency Converters throughout Tobyhanna Army Depot. The requirements are to perform Preventative Maintenance and Emergency On call service repairs for forty (40) 400 Hz cycle converters located throughout Tobyhanna Army Depot. The Preventative Maintenance requirements are at three various TIER levels, and each TIER is described in the Performance Work Statement. Also included within this contract will be up to six (6) Emergency On Call Repair Services. The converters are from various manufacturers, as can be seen on table provided within the PWS, which identifies the specific converters to be serviced.

5.0 METHODS OF SURVEILLANCE

Each month the COR will provide input on the monthly status report. Any documents or data delivered will undergo 100% inspection on an as required basis. The COR will be responsible for seeing that any complaints are resolved in a timely manner.

Coordination between the Government COR and the contractor task project leader will ensure mutual understanding of the requirements. Contractor staffing will be judiciously and responsively implemented to maximize resource utilization to satisfy task requirements. The Government COR through periodic interface with the contractor team members shall conduct a 100% inspection of resources provided to ensure regulatory conformance.

6.0 PERFORMANCE OBJECTIVES

The technical performance will be evaluated on a real time basis by the COR. Factors that may be evaluated and monitored are as follows:

- Technical Performance

- Schedule Conformance

- Records Management

SURVEILLANCE ACTIVITY SUMMARY FORM

Contract:

Required Service

Performance Standard

Acceptable Quality Level

(AQL)

Monitoring Method

Used

Monitoring Performed by/Date(s)

Incentive

Para 7.1

Reports detailing compliance with

PWS

requirements

100% on time delivery of the monthly detailed electronic report which reflects 100% compliance with all requirements of the

PWS

COR –

Monthly

Review for duration of contract.

COR –

Monthly

Exercise of option periods, past performance assessments and/or any other incentive that was proposed in the contractor’s solution.

Para 8.1 Quality Assurance

100% Compliance with Training and Certification

Requirements

Review of training files and certification credential s

COR –

Periodic Inspection

Exercise of option periods, past performance assessments and/or any other incentive that was proposed in the contractor’s solution.

Para 8.1

Quality Assurance

100% of time adequate resources on site

Daily check in with

Government

(COR)

or designee

COR –

Daily monitoring

Exercise of option periods, past performance assessments and/or any other incentive that was proposed in the contractor’s solution.

100 Percent Inspection: With this method, performance is inspected/evaluated at each occurrence. This method is often costly but can be necessary due to health, safety, and other considerations.

Periodic Inspection: This method, sometimes called “planned sampling,” consists planned sampling at specific dates or time intervals. It may be appropriate for tasks that occur infrequently, and where 100 percent inspection or random testing is not desired.

7.0 INSPECTION

All services provided to Tobyhanna will be inspected as needed for compliance with regulatory requirements as identified in the PWS.

8.0 WIDE AREA WORKFLOW/CERTIFICATION OF SERVICES

8.1. Payment processing is an important aspect of the COR’s job. Just as the government expects the contractor to meet all contract requirements for quality, quantity and timeliness, the contractor expects no less of the government in meeting its obligation to timely, accurate payment for supplies and services received.

The COR will complete the monthly receiving report by using the Wide Area Workflow - Receipt and Acceptance (WAWF-RA) electronic form. The COR will be notified by email when the contractor has initiated a 2-in-1 Services document in the WAWF system. Acceptance must be completed within two (2) workdays of email notification.

9.0 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

9.1. CPARS is a web-enabled application that collects and manages a library of automated contractor report cards. CPARS data can be used to effectively communicate contractor strengths and weaknesses on a given contract during a specific period of time. The CPARS assesses a contractor’s performance and provides a record, both positive and negative, on a given contract during a specific period of time. Each assessment must be based on objective (or measurable subjective) data.

All CPARS information is treated as “For Official Use Only/Source Selection Information” in accordance with FAR 3.104 and the DoD Guide to Collection and Use of Past Performance Information. Access to the CPARS Automated Information System (AIS) is restricted to those individuals with an official need to know.

A copy of the monthly status report shall be provided to the Contracting Officer. Issues and concerns that cannot be resolved at the working level or which impact on contractual requirements shall be reported to the Contracting Officer for resolution and contractual action.

9.2. The COR is designated as Assessing Official Representative for the CPARs assessments.

Each Year, by 30 Oct, the COR shall complete an assessment of the contractor’s performance for the previous fiscal year. The COR shall use the Monthly Evaluations as the basis for the Yearly Assessment.

9.0 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)