DRAFT - Facilities QASP 2024-07-26.pdf

NMCC Facilities Maintenance QASP

QUALITY ASSURANCE

SURVEILLANCE PLAN (QASP)

FOR

Facility Engineering Support and Project Management for the National Military Command Center (NMCC)

FA7014

Coordination and Review:

Paul R. Atwood, 844 CS/SCON ______________________ _______________ Name, Office Symbol Signature Date

COR

Gregory Olden, 844 CS/SCON ______________________ _______________ Name, Office Symbol Signature Date COR Supervisor

Anthony Rogers, AFDW/PKP Signature Date

QAPC

David Warner. AFDW/PKA Signature Date Contracting Officer

Department of the Air Force

844th Communications Squadron/SCO

Quality Assurance Surveillance Plan (QASP) for

Facility Engineering Support and Project Management For the

National Military Command Center (NMCC)

FA701424Q0061

26 Jul 2024

COMPLIANCE WITH THIS DOCUMENT IS MANDATORY

TABLE OF CONTENTS

Section Page

1.0 SCOPE 4

1.1 Purpose 4

1.2 Application 4

2.0 MANAGEMENT LOCATIONS AND KEY PERSONNEL 4

2.1 Name and Address of Contracting Organization 4

2.2 Contract Management Team 4

3.0 CONTRACT SURVEILLANCE 5

3.1 Surveillance Methods 5

3.2 Surveillance Documents 6

3.3 Assessing Performance 8

3.4 Contracting Officer’s Representative (COR) 10

4.0 WIDE AREA WORK FLOW (WAWF) 12

4.1 Validating Receiving Reports 12

4.2 Certifying and Accepting Receiving Reports 12

4.3 Rejecting Receiving Reports 12

5.0 CONTRACTING OFFICER REPRESENTATIVE (COR) FOLDER 13

TABLES

1 Deliverables 6 2 Services Summary 7 3 Non-conformance Notifications 9 4 COR Folder Tabs and Contents 11

ATTACHMENTS

1 First or Second Notice Template 14 2 Corrective Action Request (CAR) Template 15 3 Surveillance Checklist

1.0 SCOPE: The Quality Assurance Surveillance Plan (QASP) is applicable to personnel performing contract surveillance audits in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 46, Quality Assurance; Department of Defense FAR Supplement (DFARS) Subpart and PGI 201.602-2 , Contracting Officer Responsibilities; Air Force FAR Supplement (AFFARS) Mandatory Procedures (MP) 5346-103, Contracting Office Responsibilities, The Quality Assurance Program; Air Force Instruction (AFI) 63-501, Air Force Acquisition Quality Program; and organizational policy. It is designed to provide the Contracting Officer Representative (COR) a systematic surveillance method for each service identified in the Performance Work Statement (PWS) for each contract. The owning Functional Director (FD) and COR develop the methods for administering and evaluating contract performance. The Quality Assurance Program Coordinator (QAPC) and Program Manager (PM) or Contracting Manager (CM), will review these methods, which are then accepted or rejected by the Contracting Officer (CO).

1.1 Purpose: This document defines the surveillance policy, procedures, and associated methods used by CORs for planning, preparing, performing, analyzing, and reporting Contractor performance. This QASP provides a systematic surveillance method to evaluate the services received from the Contractor, and NOT to address the details of how the Contractor accomplishes the work.

1.2 Application: This QASP is used by all parties involved with assessing Contractor performance and is for the use of FDs, CORs and CO. The Contractor may receive a courtesy copy in order to further enhance communications with the COR, but shall not be considered as part of the contract.

2.0 MANAGEMENT LOCATIONS AND KEY PERSONNEL

2.1 Name and Address of Contracting Organization

2.1.1 Air Force District of Washington Contracting Directorate (AFDW/PKI) 1500 W Perimeter Dr. Suite 2750, Jones Bldg Andrews AFB, MD 20762

2.2 Contract Management Team

2.2.1 Contracting Officer (CO): CO duties are detailed in FAR subpart 1.602-2. The CO is the only Government agent authorized to award or modify contracts; therefore, the CO is the only person authorized to contractually obligate the Government. The CO is also the individual who will sign any notifications to contractors regarding performance issues and accepts Government surveillance methods utilized for each contract. The CO designates all CORs assigned by the Functional Director/Functional Commander.

2.2.2 Contract Manager (CM): The CM, also known as the Contract Specialist or Contract Administrator, is the Government agent within the contracting office who performs day-to-day administration of the contract. The CM may also be the CO if the person has a warrant.

2.2.3 Quality Assurance Program Coordinator (QAPC): The QAPC assists the CO and CM in managing the overall QA program and supports customers in developing and adhering to Contract performance requirements.

2.2.4 Functional Director (FD)/Functional Commander (FC): The FC/FD Identifies mission essential services, reviews contract performance documentation, by the COR, on a regular basis to ensure performance is compatible with contract mission objectives and nominates COR(s) for contract oversight. The FC/FD receives contract specific training by the QAPC, CM or CO.

2.2.5 Contracting Officer Representative (COR): The COR is ultimately responsible for implementing all QA matters and procedures. COR(s) should be at a level where other duties don’t prevent proper oversight of Contractor performance. The COR must maintain both technical competency and evaluation proficiency in Contractor surveillance procedures. The COR must also have enough knowledge of Contractor activities to properly review and disposition monthly invoices. The COR cannot assume duties until assigned by the requiring agency (FC/FD), completed COR required training (CO/QAPC and CO led training), and appointed by the CO.

3.0 CONTRACT SURVEILLANCE: The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate contractor performance. The Contractor, not the Government, is responsible for contract management and Quality Control (QC) actions to meet the terms of the contract. The Government utilizes the QASP to verify performance requirement compliance and can inspect or test all services called for by the contract, to the extent practicable, at all times and places, during the term of the contract. The COR contribution is comprised of professional, non-adversarial relationships, which include positive and open communications with the CO, PM (if applicable), QAPC, and the Contractor.

The foundation of this relationship is built upon regular, objective, fair, and consistent COR evaluations of contractor performance against contract requirements, and the ability to discuss inspection results, trends, and items of mutual interest with the Contractor. The COR uses the methods in this QASP and the PWS to achieve this goal.

3.1 Surveillance Methods: Three primary methods of surveillance are normally used: one hundred percent inspection, periodic audits and customer complaints. Other methods of surveillance must be fully documented and approved by the CO before implementation.

Information obtained from these activities may be used by the FD/FC to ascertain whether or not contractor performance is compatible with contract and mission objectives and by the CO for actions relating to the Contractor.

3.1.1 One Hundred Percent Inspection: This method will be used for contractor submissions, products, and deliverables (tangible items). CORs will use the One Hundred Percent Inspection method to evaluate all reports delivered under paragraph 3.2. The COR, with assistance from the FD and CO if necessary, accepts or rejects these products based on the criteria and performance standards as outlined in the Services Summary. The COR also documents all results of inspections actions, and subsequent contractor re-performance tasks, if applicable.

3.1.2 Periodic Audit: This type of surveillance consists of evaluating products/services not inspected via one hundred percent inspection or by customer survey, and is implemented at a pre-defined frequency. An example of periodic audit is performing monthly inspections of class training conducted by the Contractor or weekly inspection of a contractor’s process in developing training manuals.

3.1.3 Customer Survey or Customer Complaint: Although usually not a primary method, this is a valuable supplement to other, more systematic methods of surveillance. For example, in a case where random sampling indicates unsatisfactory service, customer complaints can be used as substantiating evidence. In certain situations, where customers complain consistently when the quality of performance is poor (e.g., dining facilities, custodial services), customer surveys and customer complaints may be a primary surveillance method, and customer satisfaction an appropriate performance standard. In all cases, complaints will be documented, preferably on a standard form. All customer complaints will be forwarded to the COR. Information obtained from customer complaint activities may be used by the CO for actions relating to the Contractor.

3.2 Surveillance Documents

3.2.1 Deliverables: All deliverables will be reviewed for timeliness, accuracy and format.

PWS Task # Deliverables Frequency CDRL Delivery To

3.0.1 Project/Work Order

Status Briefing/POAM Monthly 1 COR and NMCC

Operation Support Branch Chief

3.2 MAXIMO state of

Maintenance Report

Monthly 2 COR

3.5 Emergency After-

Action Report

Per Occurrence 3 COR

3.9 Security/Mission

Assurance Checks/CBR Schedule

Monthly 4 COR

3.9 Security/Mission

Assurance Checks/CBR Sample Log

Monthly 5 COR

3.10 Monthly Access

Control Report

Monthly 6 COR and Branch Chief

3.11 DoD 8570.01-M

Certification Status

Quarterly 7 COR

3.12 Carpet Cleaning

Schedule

Quarterly 8 COR

3.13 NMCC Facilities

Operational Report

Daily 9 COR and Branch Chief

3.13 Meeting Minutes Per Occurrence 10 COR

3.13 NMCC Authorized

Service Interruption Per Occurrence 11 COR and Branch

Chief

3.14 Remedy Tickets Weekly 12 COR

9.3.2.1 Notify servicing One Time 13 IPO

Information Protection Office (IPO)

9.3.11.1 Report lost or

duplicated keys

Per Occurrence 14 COR

10.2 Continuity Folder

Transition Out Plan

One Time 15 COR

3.2.2 Services Summary. The Services Summary is a list of critical tasks that must be performed by the Contractor, the performance threshold, and the method of surveillance the COR will use to validate/inspect these tasks. Inspection of each task will be documented in the COR folder.

TABLE 2 – SERVICES SUMMARY

Number Performance Objective

PWS

Paragraph

Performance Threshold

Method of Surveillance

Remedies

SS1 Configuration Management Database

3.0 Update within 20 working

days of project completion at COR’s discretion with 85% accuracy.

100% inspection Monthly

5 working days Re-performance, CAR

SS2 High-altitude Electromagnetic Pulse PMI’s

3.3 Perform PMI’s per MIL-

STD-188-125. PMI’s completed per schedule 80% of the time.

100% inspection monthly

24 hour Re-performance

SS3 High-altitude Electromagnetic Pulse Tests

3.3 Perform Tests per MIL-

STD-188-125. Tests completed per schedule 99% of the time.

100% inspection each occurrence

5 working days Re-performance, CAR

SS4 Emergency Response of Mission System Outages

3.5, 3.6 Respond within 15 minutes of indication Between 0600 and 1700 on working days.

Respond within 2 hours during non-duty hours, weekends and holidays 99% of time.

100% inspection each occurrence

CAR, CPAR,

Monetary deduction

SS5 Collection of CBR test samples

3.9 Collects and processes

CBR test samples using PFPA-approved evidentiary techniques 99% of the time.

100% inspection weekly

1st Notice, 2nd Notice, CAR

SS6 Security checks 3.9 Perform 99% of the time 100% inspection weekly

1st Notice, 2nd Notice, CAR

SS7 Escort 3.8 Performs escort duty as required 90% of the time.

COR

surveillance

1st Notice, 2nd Notice, CAR

SS8 Remedy Tickets 3.14 Provides weekly updates on all assigned Remedy ticket

COR

surveillance

1st Notice, 2nd Notice, CAR

SS9 Provide qualified people at contract start.

4.0 Performance is acceptable

when Qualified personnel are on the job at contract start.

100% inspection

N/A

SS10 Replacement/substitute personnel

4.0 Position(s) filled within

14 calendar days of vacancy.

100% inspection

1st Notice, 2nd Notice, CAR

3.2.3 Surveillance Checklist (Attachment 3): The COR is responsible for developing standard procedures for Surveillance Checklists and may request CM/CO assistance; the Surveillance Checklist serves as the guideline for all inspections. As a minimum, the Surveillance Checklist will include the items in the Services Summary and Deliverables Tables. The COR may also add other inspection activities/surveillance items to the Surveillance Checklist, with applicable PWS references. These items may fluctuate throughout the course of the contract based on customer needs, identified risks, or issues related to contractor performance. The COR will document all inspections conducted using the Surveillance Checklist and maintain them in the COR folder.

3.3 Assessing Performance: CORs must document Contractor performance on each contract, as well as the scope and purpose of any inspections. Documentation will be maintained in the COR’s monthly log. CORs will also assess and rate contractor performance as it relates to contract requirements. Performance Assessment may take the form of notes in the monthly log, assessment results from the Surveillance Checklist, non-conformance notifications, and annual Contract Performance Assessment Reports (CPAR). Each builds on the other and provides a thorough documented history of contractor performance.

3.3.1 Monthly Logs: The COR shall maintain a monthly log documenting Contractor performance for each month during the performance of the contract. These months should follow the period of performance of the contract. The monthly log should document both good and less than desirable performance issues, concerns, highlights or non-conformances and can be used to document any correspondence with the Contractor. This log serves as the basis for any formal documentation of non-conformances or deficiencies and provides the backbone for formal reports on contractor performance, such as the annual CPARs. The log also provides continuity should COR duties shift in the course of contract performance.

3.3.2 Inspections: The COR may perform inspection/surveillance at any time during contract performance IAW FAR 252.246-2 through 5, as applicable. The COR will retain all audit and inspection documentation until contract closeout, unless otherwise approved by the CO.

3.3.3 Non-conformances and Deficiencies: Audit or Inspection results that fall below contractual standards shall be identified as non-conformances or deficiencies. The COR will notify the contactor IAW para 3.3.3.2 and document all non-conformances in the monthly log, referencing the specific PWS requirement that the Contractor did not meet, document the name of the individual contacted, and date and time of notification. If the Contractor fails to take corrective actions in a reasonable timeframe, the COR will notify the CM/CO for further actions.

3.3.3.1 Types of Non-conformance.

3.3.3.1.1 Minor Non-conformance: A minor non-conformance is a non-conformance, which by itself does not adversely impact mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost. A minor non-conformance normally does not increase risk to the Government.

3.3.3.1.2 Major Non-conformance: A major non-conformance is a non-conformance that adversely impacts mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost. A major non-conformance also increases risk to the Government.

An example of increasing risk would be significant number of recurring non-conformances, which indicates inadequate preventive measures or actions, thus lowering the Government’s confidence that quality services will be provided on time and at cost.

3.3.3.2 Non-conformance Notification. If a deficiency is found during inspection of the Contractor’s performance, the COR will determine the type of notification based on the category of the non-conformance (see Table 3) and pursue non-conformance resolution per paragraph 3.4.

TABLE 3 – NON-CONFORMANCE NOTIFICATIONS.

Non-conformance Category Notification Type Minor Step 1: First Notice

Step 2: Second Notice Major Corrective Action Request (CAR)

3.3.3.2.1 First or Second Notices (see Attachment 1). As shown in Table 3, First and Second Notices provide written notification from the Government to the Contractor of minor non-conformances. Initial minor non-conformances should be addressed with a First Notice to the applicable contractor representative. The COR will notify both the CM/CO of the issue and prepare the notice for CO signature. The COR will provide a final, signed copy to the CM/CO.

The CO will send First and Second notices to the Contractor with a suspense date for the Contractor’s reply. If the Contractor fails to respond by the specified due date, the COR will notify the CM/CO for action and annotate the Contractor’s non-responsiveness. If the Contractor fails to resolve the issue as documented in the Notice, the COR should elevate the issue to the next level (Second Notice or CAR). Corrective/preventive actions initiated and/or completed by the Contractor will be verified by CORs on the scheduled inspection and documented accordingly.

3.3.3.2.2 Corrective Action Report (CAR) (see Attachment 2). As shown in Table 3, a CAR provides written notification from the Government to the Contractor of significant performance discrepancies. The Primary COR will recommend to the CM/CO that a CAR be issued when previous notifications failed to result in corrective actions or when severe deficiencies exist. If a CAR is deemed necessary, the COR will complete the CAR. The draft CAR will be routed to the CO for review and signature, as the CO is the only person who has authority to issue a CAR to the Contractor.

3.3.3.2.2.1 To satisfactorily close-out a CAR, the following criteria must be met: the Contractor must meet the suspense; the corrective action must have already begun; and the Contractor's actions must correct the deficiency and if applicable, be within specified standards.

3.3.3.2.2.2 If the corrective action is deemed UNSATISFACTORY by the COR, annotate the CAR accordingly and forward it to the CO with a brief explanation, including an estimate of the Government's loss due to the deficient performance. The estimate may account for loss or destruction of property, supplies, or equipment, and hours lost to re-perform the task. If the task cannot be re-performed, indicate the number of hours it ordinarily would have taken to do the task.

3.3.3.2.3 The COR will maintain a non-conformance log documenting all First and Second Notices and CARs. The log will include the date sent to the Contractor, issue, due date for response and actual response date. If a detailed response is required, include a link to the response and include the response in the applicable COR folder tab.

3.3.4 Annual Contractor Performance Assessment Reporting System (CPARS) – The Contractor Performance Assessment Reporting System (CPARS) (https://cpars.cpars.gov/cpars/app/home_input.action) is the Department of Defense (DOD) Enterprise Solution for collection of Contractor Past Performance Information (PPI) as required by the Federal Acquisition Regulation (FAR). CPARS is a web-enabled application that collects and manages a library of automated contractor report cards. An annual CPAR will be written on all contracts that exceed $1M total contract value. The COR (or PM) will be designated as the Assessing Official Representative (AOR) in CPARS; the written assessment in CPARS will begin annually from the start date of the contract and forwarded to the Contract Manager within 60 days of the contract start date anniversary. The AOR will use objective evidence from monthly Services Summary, inspection logs, 1st/2nd notices, CARS, and correspondence letters for CPARs assessment.

3.4 Contracting Officer’s Representative (COR):

3.4.1 Must obtain a Wide Area Work Flow (WAWF) account and be a registered DoD JAM/SPM user to initiate the COR nomination package. Register for JAM/SPM access through the Wide Area Workflow e-Business Suite at https://wawf.eb.mil, and complete training to effectively perform duties in the JAM/SPM. Training includes a review of the JAM/SPM Users Guide and FAQs, the Air Force JAM/SPM website, and if necessary, a request for additional training from a local Department Administrator (DA). Training must be completed prior to contract award.

3.4.2 Provide information necessary to assess whether any actual or potential personal conflicts of interest with performing the responsibilities to be designated exist. Conflicts of interest determination will be reviewed again prior to contract award. Complete and file an OGE Form 450, Confidential Financial Disclosure Report, if designated as a required filer by the CO. The COR must submit the completed OGE Form 450 directly to his or her supervisor through the CO for review.

3.4.3 Completes the required COR training or refresher training before contract award, unless waived, prior to contract award IAW OUSD (AT&L) Memo, March 29, 2010, DoD Standard for Certification of COR for Service Acquisitions.

3.4.4 Participates, as appropriate, in pre-award activities such as requirements definition, independent cost/Government estimates, pre-award activities, acquisition planning, contract formation processes, annual CPAR procedures and contract close-out.

3.4.5 Establishes and maintains individual COR files for each contracting accordance with DFARS PGI 201.602-2(d)(vi) and MP 5301.602-2(d) in the JAM/SPM or if due to size limitations, an alternate location that is accessible to the CO and QAPC. COR files will be https://cpars.cpars.gov/cpars/app/home_input.action available for review by the CO, internal review officials, or other officials as authorized by the

CO.

3.4.6 Recommends improvements to the surveillance procedures, PWS, and QASP throughout the life of the contract.

3.4.7 Reviews and understands those contract terms and conditions that apply to their assigned COR duties and responsibilities. Remain abreast of changes to terms and conditions of the contract resulting from contract modifications.

3.4.8 Perform only those duties/responsibilities delegated by the CO in the COR Designation memo. Neither delegates nor re-delegates any COR responsibilities to another individual that were delegated to the COR by the CO. Only a CO may designate a COR and delegate duties/responsibilities to a COR.

3.4.9 Neither misrepresents the limits of their authority in dealings with the contractor nor takes any action which may constitute, or appear to constitute, an informal agreement or unauthorized commitment. Understands that a COR may be held personally and financially liable for unauthorized acts.

3.4.10 Provides input on accomplishment of COR responsibilities for either their annual performance appraisal or performance assessment.

3.4.11 Provides reports on contract performance to the CO; notifies the CO of any significant performance deficiencies. If advised by the CO that the reports are inadequate, ensure revised reports address inadequate issues and are determined adequate by the CO.

3.4.12 CORs may be designated as the Assessing Official’s Representative (AOR) by the CO in the Contractor Performance Assessment Reporting System (CPARS) IAW the CPARS Guide. If designated as an AOR, the COR would be responsible for providing a timely, accurate, quality, and complete narrative for a report on the contractor's performance. If the CO requires the COR to have access to the contractor performance assessment reporting system (CPARS), the synchronized pre-deployment and operational tracker (SPOT) or the enterprise contractor manpower reporting application (eCMRA) at (http://www.ecmra.mil), an account would be authorized and granted after COR designation.

3.4.13 Performs the eCMRA validation NLT 31 October of each year and reports the eCMRA results in the November Monthly COR Report to the CO each year duration of the contract (or sooner if the contract is closed out).

3.4.14 When advised by the CO or COR management that the COR designation will be terminated, ensures all reports, records, and communications are made available to management, the successor COR, and the CO.

3.4.15 Notifies the CO and COR management and request the CO terminate the COR Designation and take action to designate and train a qualified successor COR in advance of prolonged non-COR related temporary duty, reassignment or separation from the U.S.

Government.

http://www.ecmra.mil/

3.4.16 Stays current of the requirements of FAR Clause 52.222-50 (c), (d), and (f), Combating and Trafficking in Persons.

4.0 WIDE AREA WORK FLOW (WAWF) The COR will accept or reject all Receiving Reports submitted by the contactor in WAWF within 7 days of submittal by the Contractor.

To access the receiving report, log into WAWF, select the Government, Acceptor, Acceptance Folder tab; then type in the contract number. The Shipment Number column in WAWF is the Receiving Report number.

4.1 Validating Receiving Reports The COR will review and validate all WAWF receiving reports (Shipment Number in WAWF) ensuring that:

• The Contractor submitted a combination invoice/receiving report

• The report reflects the correct contract number

• Beginning and ending dates being billed are stated and accurate

• The correct CLIN(s) is(are) charged for billing period

• A description of the services is provided (Firm Fixed Price, Labor Hour, Travel, Materials

• The correct amount is charged, to include applicable handling rates

• Invoiced travel was pre-approved

• Back-up documentation is attached that includes a Contractor invoice with current and cumulative hours (for FFP LOE contracts) and amounts, as applicable

• A breakout of any other charges, as agreed to by the CO or required by the contract, is attached in WAWF or has been provided to the COR

4.2 Certifying and Accepting Receiving Reports

4.2.1 Certification of services is ALWAYS performed by the appointed COR. After validation of services is performed by the COR per paragraph 4.1 above, the COR will select the “CQA” (Contract Quality Assurance) button to verify that the invoice was accurate, this step will normally select the Acceptance: button also. If anyone other than the COR (typically the Resource Advisor (RA)) is accepting services for the contract, the COR MUST certify in writing to the acceptor that services have been inspected/validated, the acceptor must then state in the comments block (under Misc Info tab) that the COR has reviewed, validated and certified services/invoices. In all cases, the COR will retain documentation (electronic or hard copy) showing COR validation and certification, as well as final acceptance of contractor invoices.

4.2.2 COR Expenditure Log. After certification of an invoice in WAWF, the COR will update the expenditure log documenting/tracking certified invoice expenditures against funds allocated on the contract against each CLIN. The CM/CO will provide a template, if requested. Funding belongs to the organization where the COR resides; the COR expenditure log allows the COR to ensure that funds are available for the work performed, to include travel and materials.

4.3 Rejecting Receiving Reports. If a receiving report is rejected in WAWF, the COR will go to the Miscellaneous Info tab to complete the comments block as follows:

• List details regarding all unsatisfactory services or incorrect invoice information

AND

• Instruct the Contractor to contact DFAS to have the invoice rejected back to the Contractor; this will allow the Contractor to make the same correction on both the receiving report and invoice, since combination invoices/receiving reports are required

• The rejecter will then return to the Header tab and click the “Reject to Initiator” block.

Anyone other than the COR may reject receiving reports in WAWF, but only when services/invoices have been reviewed and rejected by the COR in writing per the paragraph above. After rejecting the receiving report, e-mail the CM/CO the contract number, receiving report number, and reason for rejection.

5.0 COR FOLDER: The COR will establish and maintain a COR folder for each contract.

The COR folder must contain the tabs and contents outlined below in Table 6. ALL surveillance records are considered FOR OFFICIAL USE ONLY documents and must be marked and safeguarded as such. Documentation is kept for the life of the contract and provides necessary continuity should COR duties transition during the course of the contract. The FD/FC and COR will receive instructions from the CO on disposition or archival procedures upon contract completion. The COR will use the DOD Joint Appointment Module (JAM) and Surveillance and Performance Module (SPM) for all relevant COR actions.

TABLE 4 – COR FOLDER TABS & CONTENTS

Tab Title Items to Include 1 Correspondences 2 Appointment Letter(s) Assignment/nomination letter(s), appointment letter(s) and Government/contractor relationships guidance

3 Training Training certificates 4 Contract, Modifications, PWS, Pricing Contract for current level of effort, any modifications and most current PWS/amendment on contract, and contractor’s contract pricing

5 Quality Assurance Surveillance Plan, Surveillance Checklist

Contract QASP, approved surveillance checklist, and completed surveillance checklists

6 Contractor’s Quality Control Plan If applicable 7 First & Second Notices, Corrective

Action Reports (CAR) Non-conformance log, First and Second Notices and CARs issued to Contractor

8 Contractor Deliverables CDRLs, deliverable specified in contract, reports, etc.

9 Contractor Performance Assessment Reporting System Report (CPARS)

Copy of CPARS report

10 WAWF Invoices & Attachments If electronic, must be available upon request and for the life of the contract

11 COR Expenditure Log Updated with latest invoice and funding 12 DD Form 254 If applicable

Quality Assurance Surveillance Plan Attachment 1

First or Second Notice Template

(Date) MEMORANDUM FOR (Contractor, ATTN: Contractor POC)

FROM: (CO’s office symbol)

SUBJECT: First/Second Notice for Contract for (brief name for non-conformance) on

FA4890-11-D-000X)

1. Contracting Officer Representative: (Mr. John Doe)

2. Office: (COR Office symbol)

3. Date of First Notice: (if 2nd notice)

4. Date response due from Contractor: (dd-mmm-yyyy)

5. Requirement Reference: (PWS section and paragraph; Deliverable, Services Summary (SS))

6. Performance Requirement: (State what action the Contractor should have performed IAW the reference above)

7. Description of Non-Conformity: (provide objective evidence of the Contractor’s performance discrepancy(ies))

(CO signature block))

Attachment 2

Corrective Action Report (CAR) Template

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 corrective action plan that details the 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. CONTRACTING OFFICER REPRESENTATIVE (COR)

TYPED NAME AND GRADE SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

Attachment 3

Surveillance Checklist Template

CORRECTIVE ACTION REPORT (CAR)

Continuation Sheet

(Number to correspond with applicable Item Number on reverse)

Attachment 3

Surveillance Checklist Template

Description

PWS

Reference

Performance Threshold

Method of

Surveillance

Date

Planned

Date

Completed

Exceeds (E), Met

(M) or

Below (B) Standard

Results/Remarks

Configuration Management Database

3.0 Update within 20 working

days of project completion at COR’s discretion with 85% accuracy.

100% inspection Monthly

High-altitude Electromagnetic Pulse PMI’s

3.3 Perform PMI’s per MIL-STD-

188-125. PMI’s completed per schedule 80% of the time.

100% monthly

High-altitude Electromagnetic Pulse Tests

3.3 Perform Tests per MIL-STD-

188-125. Tests completed per schedule 99% of the time.

100% inspection each occurrence

Emergency Response of Mission System Outages

3.5, 3.6 Respond within 15 minutes of indication Between 0600 and 1700 on working days.

Respond within 2 hours during non-duty hours, weekends and holidays 99% of time.

100% inspection each occurrence

Escort 3.8 Performs escort duty as required 90% of the time.

COR

surveillance

Collection of CBR test samples

3.9 Collects and processes CBR

test samples using PFPA-approved evidentiary techniques 99% of the time.

100% weekly

Security checks 3.9 Perform 99% of the time 100% weekly

Provide qualified people at contract start.

4.0 Performance is acceptable

when Qualified personnel are on the job at contract start.

100%

Replacement / substitute personnel

4.0 Position(s) filled within 14

calendar days of vacancy.

100%