D1-DRAFT-QASP_Solicitation.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

PREPARATION DATE: 7/15/2020

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

CONTRACT MAINTENANCE SUPPORT (CMS)

MARINE CORPS BASE CAMP PENDLETON AND

MARINE CORPS AIR GROUND COMBAT CENTER 29 PALMS

1. Purpose. This Quality Assurance Surveillance Plan (QASP) has been developed to provide the standard of surveillance for monitoring the contractor’s performance in providing Contact Maintenance Support services for equipment maintenance, supply and technical support services at Marine Corp Base (MCB), Camp Pendleton, Ca. and Marine Corps Air Ground Combat Center (MCAGCC) 29 Palms.

2. Authority. Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of

Services clauses, 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. The following personnel shall oversee and coordinate surveillance activities.

3.1 Contracting Office (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 contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: Diana Lynch-Maldonado Regional Contracting Office, MCI WEST Telephone: 760-725-3313 Email: Diana.Lynch-Maldonado@usmc.mil

Assigned CS: Jody Crespo Regional Contracting Office, MCI WEST Telephone: 760-763-6860 Email: Jody.Crespo@usmc.mil

3.2 Contacting Officer Representative (COR). The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process and shall keep a Quality Assurance 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. The COR is responsible for reporting early identification of performance problems to the KO. They shall provide final performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

Assigned COR: TBD

TPOC: TBD

3.3 Contractor Representatives. The following employees of the contractor serve as the contractor's Program Manager for this contract.

PM: TBD

4. Performance Standards. The QASP provides a systematic method to evaluate the service the Contractor is required to furnish.

The COR will assess the Contractor’s performance to ensure the Contractor is performing up to the specified standards. The mailto:Diana.Lynch-Maldonado@usmc.mil mailto:Jody.Crespo@usmc.mil performance standards for this Performance Work Statement (PWS) are stated in the Performance Requirements Summary (PRS) included within this QASP. The standards for this procurement are subjective since specific metric-driven standards are not appropriate.

5. Management and Oversight. The QASP is based on the premise that the Contractor and not the Government, is responsible for the management and any Quality Control action required to meet the terms of the contract. The performance requirements recognize that the Contractor is not a perfect manager and that unforeseen requirements and uncontrollable problems do occur.

Good management and use of an adequate Quality Control Plan will allow the Contractor to operate within specific performance requirements. QASPs are designed to be objective, fair and consistent in evaluating Contractor performance against the provided standards.

6. Acceptable Quality Levels (AQLs). AQLs have been established in the PRS and provide performance standards that the

Contractor will meet in performing the contract. In the event the Contractor does not meet the established AQLs, the Contracting Officer has the right to exercise the negative incentives stated in this QASP.

7. Primary Method of Surveillance/Evaluation. The COR will perform evaluation based on using one of the various methods outlined in the PRS table included in this QASP. The following methods may be incorporated into the PRS to monitor contract performance:

a. 100% inspection: Inspection where specific characteristics of every performance unit are examined and tested to determine conformance with requirements.

b. Random inspection: Sampling method in which each unit of the population has an equal chance of being selected.

c. Customer Surveys and Feedback: A review method where customers and end users are surveyed to provide input on specific service levels.

8. Negative Incentives. If any of the performance requirements does not meet the AQL set in the PRS table, the COR shall document the discrepancy(s) and shall notify the Contractor promptly, and the Contracting Officer, on a monthly basis, for appropriate action. When the performance is below the AQL standard, the Government may implement a negative incentive that includes increased surveillance and/or Contractor reporting, as well as, documentation on the Contractor’s Performance Assessment Reporting System (CPARS).

9. Notification. The COR will notify the Contracting Officer, in writing, of unacceptable quality levels. The Contracting Officer will promptly provide written notification of discrepancies on a monthly basis, or immediately if the situation significantly affects the well-being of the project. The Contractor will be given the opportunity to respond, in writing, to each discrepancy.

10. Response. The Contractor shall provide a written response to the cause and the corrective action to prevent recurrence within 10 working days after receipt of Contracting Officer’s notification. The Contractor should cite specific quality assurance program procedures or new procedures instituted to prevent recurrence.

11. Records. The COR will maintain contract surveillance files as directed by the Contracting Officer. Surveillance files will include, in part, the following documentation for this Firm Fixed Price contract:

a. COR designation and appointment letters

b. A copy of the contract and all contract modifications

c. Copies of all Task/Delivery Orders,

d. QASP and any other tools, checklists, etc.

e. All correspondence including Contracting Officer notifications and the Contractor’s responses

f. Contractor status reports

g. Evidence that all materials/equipment obtained under any task order is accounted for and remains in Government possession.

h. Surveillance reports and a summary of the Surveillance Logs will be prepared by the COR, and submitted to the Contracting Officer annually.

i. Out-of-cycle reports may be submitted in support of unacceptable performance identified during the performance period by the COR, or when there is a significant change in performance that alters the assessment in one or more evaluation areas.

j. Annual in-progress reviews will be conducted and entered into CPARS.

12. Ratings. The following criteria will be used for performance evaluations:

EXCEPTIONAL

Performance EXCEEDS MOST contractual requirements to the Government’s benefit.

The performance of areas being assessed was accomplished with few minor issues or concerns.

VERY GOOD

Performance EXCEEDS SOME contractual requirements to the Government’s benefit.

The performance of areas being assessed was accomplished with few minor issues or concerns, for which the Contractor’s corrective actions were highly effective.

SATISFACTORY

Performance MEETS contractual requirements. The performance of the areas being assessed contains minor issues or concerns, for which corrective actions taken by the Contractor were effective.

MARGINAL

Performance MEETS SOME contractual requirements. The performance of the areas being assessed includes significant problems, issues, or concerns for which corrective actions taken by the Contractor were only somewhat effective.

UNSATISFACTORY

Performance DOES NOT MEET contractual requirement. The performance of the areas being assessed includes serious problems, issues, or concerns for which the Contractor’s corrective actions were ineffective.

NOT APPLICABLE

(N/A)

Performance information not recent or relevant as defined in the Solicitation. Unable to provide assessment.

13. Documentation. Documentation used and referenced to perform surveillance will consist of monthly reports, Contractor plans and procedures, schedules, customer feedback and contract data requirements.

a. Recording Observations. Use Surveillance Logs to record information on scheduled observations and deficiencies noted. Each observation is recorded on the log. The documents then become a formal record for reference. The Contractor is to be told each time that a deficiency is found during scheduled observations. The COR makes a notation on the Surveillance Log of the date and time the deficiency was discovered, and subsequently requests that the Contractor initial the notation, documenting notification of the deficiency only.

b. Potential Unacceptable Performance. The COR must identify the specific service that is unacceptable and the possible causes, and ask a number of questions which if answered, will probably pinpoint the source of the problem.

c. Documenting Unacceptable Performance. The COR must attempt to resolve the problem with the Contractor. The original log and the attempted solution (along with an evaluation of results) are forwarded to the Contracting Officer through the COR.

The COR will notify the Contracting Officer of the severity of the discrepancy and the success of the solution. The Contractor shall complete a response to the unacceptable evaluation if requested by the Contracting Officer or by its own choice.

14. Taking Action.

a. The COR may evaluate the Contractor’s performance and document any non-compliance, but only the Contracting Officer may take action against the Contractor for an unacceptable rating.

b. When the Contractor’s performance is unacceptable and a formal action is indicated, the COR will determine what action is appropriate for the specific circumstances and make a recommendation to the Contracting Officer.

15. Documentation. The COR retains a copy of all inspection schedules and surveillance activity logs during the course of the contract, and forwards them for inclusion in the contract file at the end of the surveillance period. However, when a specific service becomes unsatisfactory during a surveillance period, the inspection documentation supporting the contract discrepancy report is promptly forwarded to the Contracting Officer.

16. PERFORMANCE REQUIREMENTS SUMMARY (PRS). The performance standards for this PWS are stated in the PRS below.

Item Performance Objective PWS Paragraph(s) Performance Threshold Method of

Surveillance

6.1 Perform

component diagnosis

3.1 Diagnosis recommendation is

correct when component condition and repair requirement is cost effective for the government and meets or exceeds acceptable repair cycle time 95% of the time.

Supervisor quality control. Customer Feedback

6.2 Perform

Calibrations

3.1 Perform equipment

calibrations. Conduct End Item equipment and system diagnosis and restoration to Organizational level maintenance, as well as component diagnosis and restoration to Intermediate Maintenance Support 100% of the time.

Supervisor quality control. Customer Feedback

6.3 Perform

component restoration

3.1 Repair/refurbish mechanical

components to condition code “A” <5% error rate or “float reject” return rate at RIP.

100% Surveillance / Customer Feedback

6.4 Repair parts

processing

3.2 Repair parts input, received, receipted for within standard is within 99% accuracy.

Random Sampling

6.5 Maintenance

status reporting

3.2 Current maintenance status

meets 99% accuracy and is reported accurately within

GCSS.

Periodic Surveillance

6.6 Provide

intermediate supply support

3.2 Provide <2% error rate in all

inventory inputs, or accuracy from contract personnel.

Customer Feedback

6.7 Shipping and

Receiving

3.3 Items are properly prepared for

shipping 95% of the time.

Customer Feedback

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR 2. CONTRACT NUMBER 3. TYPE OF SERVICES

4. FUNCTIONAL AREA 5. SUSPENSE DATE 6. CONTROL NUMBER

7. DEFICIENCY: MAJOR / MINOR

FINDING:

FINDING IMPACT:

Please respond with a written TPOC/ Corrective action plan that details the TPOC/ Corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (TPOC/R)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. TPOC/R RESPONSE TO CONTRACTOR TPOC/CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT

RECURRENCE

11. TPOC/R DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

CUSTOMER COMPLAINT RECORD DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION BUILDING

NUMBER

INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK ORDER

NUMBER

2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (TPOC/R) SIGNATURE

AND DATE

5. TPOC/R

PHONE

6. SUSPENSE DATE

I. PERFORMANCE

7. NEW DEFICIENCY(CHECK ALL BOXES THAT

APPLY) REPEAT DEFICIENCY

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH

ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF

DEFICIENCY BOX WAS CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE CONCUR

NON-CONCUR

12. TPOC/CORRECTIVE ACTION ESTIMATED

COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE TPOC/CORRECTIVE ACTION AND PREVENTION OF

RECURRENCE OR REASON FOR NON-CONCURRENCE OF CORRECTED DEFICIENCY

III. ACTION TPOC/CORRECTED

14. CONCUR NON-CONCUR TPOC/R SIGNATURE AND DATE

15. TPOC/R REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS