Attachment J-20 Quality Assurance Surveillance Plan.doc

QUALITY ASSURANCE SURVEILLANCE PLAN

For

INACTIVE SHIPS MAINTENANCE OFFICE PHILADELPHIA

I. Objective. To provide a government Quality Assurance Surveillance Plan (QASP) to ensure the contractor practices quality control and provides the government with a quality and cost effective product of the contract. This Plan provides guidance for surveillance of the contractor's operation, cost control and maintenance effort for ensuring compliance with standards set forth in the contract.

II. Scope. The provisions of this Plan apply to all contractor functions at this command. This plan does not supersede INACTSHIPOFFINST 5401. 1 SERIES. Where there is a discrepancy between the two documents the INACTSHIPOFFINST 5401.1 SERIES takes precedence.

III. Performance Standards. This Plan shall be used to evaluate the quality of the contractor's performance to provide the Government with a proactive way to help avoid unacceptable or deficient performance and provides verifiable input for performance evaluations using attachment one (1) for guidance:

a. Schedule - The due dates for deliverables and the actual accomplishment of the schedule will be assessed against due dates and milestones established in the contract.

b. Deliverables – The deliverables required to be submitted will be assessed against the specifications for the deliverables detailed in the contract for the required content, quality, timeliness, and accuracy.

c. Cost - The Contracting Officers Representative (COR) will review estimates and expenditures submitted by the contractor and will do a one hundred percent review of monthly public vouchers to monitor the contractor’s expenditures throughout the contract and/or performance period. The COR will analyze the impact on cost of any inaccurate management decisions, performance and due dates for financial reports.

d. Performance - The Government will assess the contractor’s record of conforming to contract requirements. The contractor will be assessed on its ability to forecast, control cost, adherence to contract schedules and standards of good workmanship. The contractor shall provide reports and inspection results free of errors. The contractor shall ensure that sub-contractors work meets the standard expected by the government.

IV. Surveillance methods. All planned/scheduled surveillance shall be performed as listed and per INACTSHIPOFFINST 5401.1 SERIES (INACTIVE SHIPS POLICY). Random inspections, audit of reports and unscheduled surveillance of emergency work, new work, fabrication and repair shops shall be performed as deemed necessary. The method used for monitoring the contractor's performance may vary with the function. However, the same criteria shall be used from month to month so trends can be detected:

a. Planned surveillance. Planned surveillance of 25 percent or more shall be done in inspecting condition of ships/craft/boats and in monitoring contractor's ongoing work, so quality assurance efforts can be directed to those areas where it is most needed. This method provides a systematic way of subjectively inspecting performance. It is designed to evaluate some part of, but not all of, the contract requirements being monitored.

b. Random Surveillance. Random surveillance shall be done to monitor contractor's performance on routine maintenance work. Random surveillance allows for estimating the contractor's overall level of performance for a given contract requirement.

c. One Hundred Percent (100%) Inspection. 100% inspection shall be done on completed public vouchers. This approach is best suited for monitoring contract requirements that occur infrequently, have a low number of occurrences or of great importance. This method measures the contractor's true level of performance and accuracy, but is expensive and time-consuming.

d. Unscheduled Surveillance. Unscheduled surveillance shall be done when monitoring emergency work, hazardous work, and new work and employees performing fabrication and maintenance work at Inactive ships maintenance and CG/LSD Modernization Detachment facilities. This method of surveillance is impromptu and is conducted as needed.

e. Audit inspection. Audit of contractor's records and reports shall be done to assure they are complete, current, and correct. A review for indications of problems and trends shall be done by comparing the contractor records, reports, and emails.

V. Level of Surveillance.

a. Normal surveillance if contractor's overall work is within acceptable quality levels during an evaluation period. Normal surveillance shall be 100% inspection of completed work and public vouchers, and an inspection of a minimum of 25% of all scheduled contractor work, inspections and records on a weekly basis to cover all work and vessels in a one-month period.

b. Surveillance will increase if contractor's performance is unsatisfactory (marginal or sub-marginal) for any evaluation period of a 30 day or greater period. Increased surveillance shall be up to 100% inspection of all contractor work. A minimum of 25% of all scheduled contractor work, inspections and records on a monthly basis will be performed. If increased surveillance is implemented, it shall be maintained until confidence level in the contractor's performance is reestablished.

VI. Guidelines.

a. Provide technical guidance and discussions, but do not tell the contractor how to do a job.

b. Assign task priorities, but do not interfere with the contractor's production schedule.

c. QA Inspectors to be knowledgeable of contract work requirements and specifications ensuring the requirements of the contract are accomplished.

d. Ensure that the government does not accept work that is of a lower quality than required by the contract.

VII. Actions.

a. Verify the contractor's compliance with all work and quality requirements of the contract. Higher priority and hazardous work will receive the most surveillance.

b. Observe the contractor's Quality Control Inspectors performing their duties. Spot check the contractor’s in-progress work to ensure employees are gainfully employed and that only authorized work is being performed. Make independent surveillance and compare findings with the contractor's records and reports.

c. Document non-conformances to the contract by initiating a Quality Assurance Discrepancy Report (QADR), as appropriate, when a deficiency in the contractor's work or quality control inspection system is discovered.

d. Maintain a QADR log that includes the date issued, type of discrepancy, location, date completed, and the QADR serial number.

e. Prepare a written report if contractor fails to answer a QADR within five working days and after an overdue notice is sent to the contractor. Provide backup documentation and recommendation for corrective action. Return all QADRs to the contractor for additional response, if contractor's reply is unsatisfactory. Provide appropriate follow-up on all completed QADR’s to ensure adequate corrective action was taken. Maintain a file of completed QADRs to identify repeat discrepancies.

f. Review all contractor requests for material to ensure materials ordered are needed for an approved task order. Return all questionable requests to contractor for additional justification or re-accomplishment.

g. Perform acceptance inspections of work completed by the contractor. Provide a report of each day’s inspection showing brief summary of items, jobs and/or vessels inspected and any problem areas and other comments that are noteworthy.

VIII. Performance trends.

a. COR inspection reports/documentation and evaluation reports shall be used to provide trend information on contractor’s performance.

IX. Performance Incentives.

a. The Contracting Officer’s Representative (COR) shall make a annual report using the Contractor Performance Assessment Report (CPARS).

b. In accordance with contract clause FAR 52.246, the Inspection of Services series, the contractor will be incentivized to provide quality products in a timely manner, since the Government can require the Contractor, at no additional fee, to replace or correct work that fails to meet contract requirements. The contractor is incentivized to provide a quality product to help ensure exercise of available/future contract options.

Performance Measurement. Evaluation of the contractor is essentially an audit and shall entail surveillance of contractor's work and verification of contractor's records and shall be measured in accordance with the following table:

Contractor's

Quality

Control Plan

w/requirements

Contract and specification requirements