DRAFT Attachment II Quality Assurance Surveillance Plan.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

PREVENTATIVE MAINTENANCE, DIAGNOSTIC INSPECTIONS, AND REPAIRS

THIRTY-NINE (39) 400 Hz CYCLE CONVERTERS

TOBYHANNA ARMY DEPOT (TYAD)

Solicitation # W51AA1-26-Q-A057

Date: August 17, 2026

1. PURPOSE AND AUTHORITY

1.1 Purpose

This Quality Assurance Surveillance Plan (QASP) is a government-developed document designed to provide the Contracting Officer’s Representative (COR) and Contracting Officer (KO) with an effective surveillance methodology to monitor, evaluate, and document the contractor's performance under the subject contract.

This QASP ensures that the Contractor performs all services in accordance with the standards and timelines established in the Performance Work Statement (PWS).

Specifically, it focuses on verifying that Tobyhanna Army Depot’s fleet of thirty-nine (39) 400 Hz cycle converters are kept fully operational under load, emergency breakdowns are resolved rapidly, and preventative maintenance (including FFP minor repair parts) is executed without system degradation.

1.2 Authority

Government Quality Assurance Surveillance is conducted under the authority of FAR 52.246-4 (Inspection of Services – Firm-Fixed-Price) and FAR Subpart 46.4 (Government Contract Quality Assurance). This QASP does not form a part of the contract, and the Government reserves the right to modify the surveillance methods and frequencies at any time during contract performance without formal modification to the contract.

2. ROLES AND RESPONSIBILITIES

2.1 Contracting Officer (KO)

The KO is the sole individual legally authorized to bind the Government. The KO is responsible for:

(a) Administering the contract, negotiating contract terms, and signing bilateral modifications (such as those required to activate Stage 2 repairs under CLIN 0003).

(b) Making final determinations regarding unsatisfactory contractor performance.

(c) Issuing formal Cure Notices, Show-Cause Letters, or Contract Discrepancy Reports (CDRs) based on COR surveillance documentation.

2.2 Contracting Officer’s Representative (COR)

The COR is appointed in writing by the KO to monitor the technical aspects of the contract.

The COR is responsible for:

(a) Performing daily surveillance of the contractor’s operations in accordance with this QASP.

(b) Verifying that scheduled preventative maintenance (TIER I, II, and III) and on-site minor component replacements are successfully executed.

(c) Logging and tracking emergency call-out notifications, technician arrival times (48-hour response), and submittal dates of diagnostics/quotes (CDRL A008) and completion reports (CDRL A009).

(d) Inspecting and certifying that all deliverables (CDRL A001 through A009) meet the quality and timeline standards prior to accepting them.

(e) Reviewing and verifying that invoices match completed, documented, and approved milestones prior to releasing payments.

(f) Escalating unresolved performance deficiencies to the KO in writing.

2.3 Contractor Contract Manager

The Contractor Contract Manager is responsible for:

(a) Ensuring their staff executes all PWS requirements, meets all Acceptable Quality Levels (AQLs), and adheres to the approved Quality Control Plan (QCP).

(b) Attending progress meetings as requested and coordinating with the COR to resolve any identified deficiencies.

3. PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

The following surveillance matrix represents the primary performance objectives, standards, AQLs, and surveillance methods for this contract, as detailed in PWS Section 7.1.

PRS Performance # Objective

PWS

Ref

Performance Standard

Acceptable Quality Level

(AQL)

Method of Surveillance

Scheduled

PRS Preventative

Perform scheduled PM, execute FFP minor repairs (cooling fans, fuses, Zero deviation from the scheduled TIER

100% Inspection of maintenance logs, PM reports

#1 Maintenance & 5.2.1 capacitors, and bulbs), frequency (CDRLs A005, Minor Repairs

Stage 1:

PRS Emergency #2 On-Site

Response clean/replace filters, and test converters IAW manufacturer specifications.

Provide qualified technicians to arrive

5.2.2.1 on-site for emergency troubleshooting within the required response window.

(SubCLINs

0001AA, 0001AB,

0001AC).

Zero deviation from the 48-hour on-site response window from COR notification.

A006, A007), and physical equipment status.

100% Inspection of COR notification logs, contractor dispatch records, and arrival sign-in sheets.

Stage 1:

PRS Diagnostics & #3 Quote

Submission

Submit a comprehensive

5.2.2.1 technical diagnostic report and detailed repair price quote to the COR.

Zero deviation from the 15-calendar-day submission window for CDRL A008.

100% Review and technical validation of the diagnostic package by the

COR.

Stage 2:

PRS Emergency

#4 Repair Execution & Reporting

Initiate repairs within 5 business days of contract modification;

5.2.2.3 execute repairs to OEM specs, perform successful load-testing, and submit report within 15 days.

Zero deviation from the 5-day repair start or 15-day report submission

(CDRL A009).

Pass/Fail on successful load testing and OEM spec compliance.

100% Government inspection of repair completion report (CDRL A009) and physical load-test validation.

4. DETAILED SURVEILLANCE METHODS

To ensure complete objective oversight, the COR shall utilize three primary surveillance methods:

4.1 100% Inspection

The COR shall inspect 100% of all technical services and deliverables. This method is selected due to the critical nature of the 400 Hz cycle converters supporting Tobyhanna's depot-wide electronics missions.

• Preventative Maintenance (CLIN 0001): The COR shall inspect each converter following PM execution. The COR will verify that filters have been cleaned/replaced, cabinets have been vacuumed, the converter has been successfully load-tested in front of a government representative (IAW PWS 5.2.1.1 (f)), and the PM report (CDRL A005, A006, or A007) is delivered within 15 calendar days.

• FFP Minor Repairs (CLIN 0001): During PM inspections, the COR shall physically verify that any faulty cooling fans, capacitors, fuses, or light bulbs have been replaced under the FFP umbrella and that no separate invoice is submitted for these components.

• Emergency Response (CLIN 0002): The COR shall document the exact date and time of the initial emergency notification. Upon technician arrival, the COR shall log the arrival timestamp to verify compliance with the 48-hour response standard.

• CDRL Deliverables: The COR shall log the exact submission date of all deliverables. Any deliverable submitted late or lacking critical details (such as missing direct parts pricing on a Stage 1 quote or missing load-testing metrics on a Stage 2 report) shall be rejected.

4.2 Periodic Inspections / Site Visits

The COR will perform unscheduled walk-throughs of converter facilities during both PM performance and emergency repairs to observe contractor work practices, verify strict Lockout/Tagout (LOTO) safety compliance, check PPE usage, and ensure the workspace is kept orderly and free of debris IAW PWS safety standards.

4.3 Documentation and Invoicing Audits

Prior to approving any invoice (such as monthly SubCLIN 0001AA/AB/AC draws or CLIN 0003 SLIN repair billing), the COR shall perform an audit matching the invoice against the completed CDRL deliverables on file. Under no circumstances shall an invoice be certified for payment if the corresponding PM report, diagnostic report, or repair completion report is outstanding or has been rejected.

5. DOCUMENTING AND REPORTING SURVEILLANCE

5.1 Documenting Satisfactory Performance

When the Contractor’s performance meets or exceeds contract standards, the COR shall document compliance using the COR Surveillance Checklist (Attachment 2).

5.2 Documenting Unsatisfactory Performance (Deficiencies)

If the Contractor fails to meet PWS performance standards, the COR shall execute the following progressive actions:

• Step 1: Verbal/Email Notification: For minor, easily correctable infractions (e.g., minor cleanup missed or an administrative error on a report), the COR will notify the contractor immediately. The contractor must correct the issue within twenty-four (24) hours.

• Step 2: Written Deficiency Notice: If the issue is not corrected, or if the infraction is major (e.g., missing the 48-hour response window, performing unauthorized work, or violating safety procedures), the COR shall issue a formal written Deficiency Notice to the contractor Contract Manager, carbon-copying (CC) the Contracting Officer.

• Step 3: Contract Discrepancy Report (CDR): If the contractor fails to correct the deficiency, or if there is a recurring failure to meet performance standards, the COR shall formally document the discrepancy using the Contract Discrepancy Report (CDR) form (Attachment 1) and forward it to the Contracting Officer for contractual action.

5.3 Contractor Response to CDR

Upon receipt of a formal CDR, the Contractor shall provide a written response within five

(5) business days. The response must include:

(a) The root cause of the discrepancy.

(b) The corrective action taken to resolve the current deficiency.

(c) A detailed preventive action plan to ensure the deficiency does not recur.

6. REMEDIES AND CONTRACT ACTIONS

Under the provisions of FAR 52.246-4 (Inspection of Services – Firm-Fixed-Price), the Government has several contractual remedies if the Contractor fails to perform to PWS standards:

6.1 Re-Performance

The Government may require the Contractor to re-perform any defective service at no additional cost. For example, if a TIER I PM is found to be incomplete (e.g., cabinet not vacuumed or voltage metrics not verified), the contractor must deploy a technician to re-perform the PM under COR surveillance before payment is approved.

6.2 Government Deduction / Self-Performance

If the contractor fails to perform or is unable to re-perform within the required timeframe, the Government may:

(a) Perform the services itself or hire a third party to do so and deduct the full cost of those services from the contractor’s invoice.

(b) Reduce the contract price to reflect the reduced value of the services performed.

6.3 Cure Notice and Termination

Persistent unsatisfactory performance, failure to maintain the 48-hour response window, or failing load tests may result in the KO issuing a formal Cure Notice, leading to a possible Termination for Cause.

ATTACHMENT 1: CONTRACT DISCREPANCY REPORT (CDR) FORM

CONTRACT DISCREPANCY REPORT (CDR) CDR NUMBER: 2026-00

1. TO (Contractor Contract Manager): 2. FROM (Contracting Officer /

COR):

3. CONTRACT NUMBER: 4. DATE OF REPORT:

5. DISCREPANCY DESCRIPTION / PWS REFERENCE:

(State the specific task that failed, standard missed, and date identified)

6. PREVIOUS CDR DISCREPANCIES OF THIS

NATURE? [ ] YES [ ] NO

7. COR SIGNATURE:

8. CONTRACTOR RESPONSE / CORRECTIVE

ACTION PLAN: (To be filled out by Contractor within 5 business days of receipt)

9. DATE RETURNED BY CONTRACTOR:

11. GOVERNMENT EVALUATION OF RESPONSE: [ ]

ACCEPTED [ ] REJECTED

10. CONTRACTOR

REPRESENTATIVE

SIGNATURE:

12. DATE:

13. CONTRACTING OFFICER (KO) SIGNATURE: 14. COR SIGNATURE:

ATTACHMENT 2: COR SURVEILLANCE CHECKLIST (TEMPLATE LOG)

Directions: The COR shall complete this checklist for every preventative maintenance visit, emergency diagnostic call-out, and physical repair execution. File the completed log alongside the corresponding invoice.

A. GENERAL CONTRACT DETAILS

• Contractor Name:

• Date of Inspection:

• Converter ID / Location:

B. CLIN 0001: SCHEDULED PREVENTATIVE MAINTENANCE

Surveillance Check Standard Met?

Comments / Observations

1. Was the PM scheduled with the COR at least one month prior?

2. Did the technician inspect proper operation under load?

3. Were Lockout/Tagout (LOTO) energy isolation steps followed?

4. Were panel doors/covers opened and visually inspected for damage?

[ ] Y [ ] N

5. Were filters cleaned or replaced? [ ] Y [ ] N

6. Did the technician vacuum the interior and clean the unit?

7. Were system voltages and metrics verified and recorded?

8. Were FFP minor repairs (cooling fans, capacitors, fuses, bulbs) successfully completed during the visit?

9. Did the technician demonstrate operation under load [ ] Y [ ] N to COR?

10. Was the PM Report (CDRL A005/A006/A007) submitted within 15 days?

[ ] Y [ ] N Submittal Date:

C. CLIN 0002 & CLIN 0003: EMERGENCY SUPPORT SERVICES

Surveillance Check Standard Met? Timestamps / Details

STAGE 1 (Diagnostics):

1. Record the exact date and time of COR Emergency Notification:

2. Record the exact date and time of Technician Arrival on-site:

3. Did the technician arrive on-site within forty-eight (48) hours? (PRS #2)

4. Was a diagnostic report and quote (CDRL A008) sent within 15 days?

5. Did the quote contain labor hours and parts at cost (no markup)?

6. Did the contractor demobilize and secure the unit (LOTO)?

N/A Date: Time:

N/A Date: Time:

[ ] Y [ ] N Total Response Hours:

[ ] Y [ ] N Submittal Date:

STAGE 2 (Repairs):

7. Did work start only after receiving an executed bilateral mod?

8. Did the contractor initiate repairs within 5 business days of the mod?

9. Were repairs executed to OEM specs and successfully load-tested?

[ ] Y [ ] N Mod Date:

[ ] Y [ ] N Start Date:

[ ] Y [ ] N Load Test Results:

10. Was the Completion Report (CDRL A009) [ ] Y [ ] N Submittal Date: submitted within 15 days?

D. COR SURVEILLANCE DETERMINATION

• [ ] ACCEPTABLE PERFORMANCE: The Contractor met all performance standards and timelines.

• [ ] UNACCEPTABLE PERFORMANCE: Deficiencies identified. (Check below and attach written explanation) o Missed 48-Hour Response Time (CLIN 0002) o Missed 15-Day CDRL Submission Timeline o Safety or Lockout/Tagout Violation o Incomplete Preventative Maintenance o Other (describe):

COR Name:

Signature:

Date Signed: