QASP_signed.pdf_-__-_06-30-2015.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

ARGUS ULTRASONIC SCANNING SYSTEM

3 December 2014

Contractor Name TBD Contract Number TBD Contract Description The contractor shall furnish labor, travel, parts, and material necessary to provide scheduled and non-scheduled maintenance of the ARGUS Ultrasonic Scanning System located in Bldg. 323, Robins Air Force Base, GA. Services required include system preventive maintenance, system and component calibration, motion controls, Panametrics software support, and cleaning/lubricating system and ultrasonic instrumentation.

1. PURPOSE. This Quality Assurance Surveillance Plan (QASP) is a Government-developed document used to determine if the Contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the details associated with a continuous oversight process, to include:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

The Contractor is responsible for implementing and delivering performance that meets contract standards using its own quality control plan. The QASP provides the structure for the Government’s surveillance of the Contractor’s performance to ensure that it meets contract standards. It is the Government’s responsibility to be objective, fair, and consistent in evaluating Contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the Contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on Contractor performance.

Copies of the QASP and any revisions shall be provided to the Contractor and the Contracting Officer's Representative (COR) to facilitate implementation of surveillance activities. In addition, the QASP should recognize and accommodate unforeseen or uncontrollable circumstances which might occur that are outside the control of the Contractor.

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. If commercial, quality assurance will be applied in accordance with Commercial Items clause. The Inspection of Services Clause requires the Contractor to establish and maintain an inspection system acceptable to the Government, and the Government has the right to inspect at any time without unduly delaying work. The following FAR clause applies to this acquisition:

FAR52.246-4, Fixed Price.

• Contractor shall provide and maintain an inspection system acceptable to the Government.

• Contractor inspection records shall be provided to the COR upon request.

• Government has the right to inspect and test all services at any time without unduly delaying work.

• If any work does not conform to contract requirements, the Government may require the

Contractor re-perform at no additional cost

• When defects cannot be corrected through re-performance, the Government may.

o Require the Contractor to take necessary action to ensure that future requirements meet contract standards and reduce contract price to reflect the reduced value of the services performed.

• If the Contractor fails to promptly act, the Government may by contract or otherwise, perform the services again and charge the Contractor for any cost incurred by the contract or otherwise, the Government may perform the services again and charge the Contractor for any increased cost incurred or decrease any amount paid.

3. GOVERNMENT ROLES AND RESPONSIBILITIES. The following personnel shall oversee and coordinate surveillance activities:

a. CONTRACTING OFFICER (CO)/BUYER. The CO 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 CO shall also assure that the Contractor receives impartial, fair, and equitable treatment under this contract.

The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Assigned PCO: LaVelle Barnett Assigned Buyer: A1C Julie Jones Organization: AFSC/PZIOA Organization: AFSC/PZIOA-R Telephone: 478-926-3438 Telephone: 478-926-9884 Email: mildred.barnett@us.af.mil Email: julie.jones.11@us.af.mil

b. PROGRAM MANAGER (PM). The PM serves as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters. They are not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned PM: Scott Morgan Organization: 402 CMMXSS/MXDQBE Telephone: 478-222-8790 Email: scott.morgan.4@us.af.mil

c. CONTRACTING OFFICER’S 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 processes. The COR 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 early identification and reporting of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for assessing Contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

PRIMARY COR ALTERNATE COR

Name: James Bolden Name: Virgil Hill Organization: 402 MXSG/OB Organization: 402 MXSG/OB Telephone: 478-327-2645 Telephone: 478-327-7414 Email: james.bolden@us.af.mil Email: virgil.hill@us.af.mil

d. QUALITY ASSURANCE PROGRAM COORDINATOR. The QAPC is responsible to ensure pre-award documents are performance based and that the CORs are adequately trained to perform surveillance. In addition, the QAPC coordinates the gathering of Contractor performance data to prepare Annual Health of Services review and SDO Annual Execution Reviews.

Assigned QAPC: John Lynch Organization: 402 MXSG/OB Telephone: 478-327-6513 Email: john.lynch.4@us.af.mil

4. CONTRACTOR REPRESENTATIVE. The following employee of the Contractor will serve as the Contractor’s Program Manager for this contract:

Program Manager:

Telephone:

Email:

5. PERFORMANCE STANDARDS AND METHOD OF SURVEILLANCE.

5.1 CONTRACT SURVEILLANCE. The goal is to ensure Contractor performance is effectively monitored and documented. The COR’s contribution is a professional, non-adversarial relationship with the CO, PM and the Contractor, which enable positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of Contractor performance against contract requirements. The COR uses the methods to ensure the Contractor is in compliance with contract requirements. The COR function is responsible for a wide-range of surveillance requirements that effectively measure and evaluate the Contractor’s performance. Additionally, this QASP is based on the premise that the Contractor, not the Government, is responsible for management and Quality

Control/Quality Assurance actions to successfully meet the terms of the contract. Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards.

The Services Summary listed in the Performance Work Statement includes both performance objectives and performance standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Performance Thresholds which represent the Acceptable Quality Levels (AQLs).

The Services Summary outlines the performance objectives that must be performed and standards that must be met by the Contractor, and details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR/Quality Assurance file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance.

Performance Objective PWS Para Performance Threshold Method of

Surveillance

Provide technical telephone support

1.2.1

Contractor will respond by telephone within two (2) hours of being contacted by the Government representative

100% inspection to be documented on a quarterly PAR

Ensure ARGUS system operation 1.2.2

ARGUS system returned to operational status within 48 hours after arrival of service technician

100% inspection to be documented on a quarterly PAR

Maintain system cleanliness 1.5 No more than two (2) deficiencies per preventive maintenance visit

100% inspection to be documented on a quarterly PAR

5.2 MEASUREMENT.

a. Objective. Provide technical telephone support.

Threshold. Contractor will respond by telephone within two (2) hours of being contacted by the Government representative.

Report. Performance Assessment Report Documentation Frequency. Quarterly Process. 100% inspection. The COR will contact the Government representative whenever level-one support has been requested to verify the Contractor responded by telephone within two (2) hours of being contacted by the Government representative.

b. Objective. Ensure ARGUS system operation.

Threshold. ARGUS system returned to operational status within 48 hours after arrival of service technician.

Report. Performance Assessment Report

Documentation Frequency. Quarterly Process. 100% inspection. The COR will contact the Government representative whenever level-two support has been requested to verify the ARGUS system was returned to operational status within 48 hours after arrival of the Contractor’s service technician.

c. Objective. Maintain system cleanliness.

Threshold. No more than two (2) deficiencies per preventive maintenance visit.

Report. Performance Assessment Report Documentation Frequency. Quarterly Process. 100% inspection. At the end of each preventive maintenance visit, the COR will visually inspect the work area and machine for cleanliness.

5.3 CONTRACTOR’S PERFORMANCE ASSESSMENT REPORT (CPAR).

In evaluating the quality of Contractor’s performance, the following performance ratings are used in documenting past performance. The areas rated may include: Quality of Service, Business Relations, Management, Cost Control (if applicable), and Schedule.

Performance Rating Criteria

Exceptional

Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with no problems and Contractor actions were highly effective.

Very Good

Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance was accomplished with few minor problems for which corrective actions taken by the Contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the Contractor were satisfactory.

Marginal

Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the Contractor has not yet identified corrective actions. The Contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the Contractor’s corrective actions appear or were ineffective.

5.4 COR FILE DOCUMENTATION. COR must be CORTT compliant. The following will be uploaded in CORT Tool:

• Certificates.

o QAPC Led and CO Led Training o DAU Training

CLC 106, COR with a Mission Focus (Type A) or CLC 222 Contracting Officer Representative Course (Type B/C) CLC 046, Green Procurement CLM 003, Ethics for Acquisition Technology and Logistics (annual) FAC 022, Combating Human Trafficking Wide Area Workflow

• Nomination, Designation and Termination COR Letters

• Certificate of Supervisor Training

• Surveillance Documentation o Performance Assessment Report (PAR) o Corrective Action Report (CAR)

• Multi-functional Team (MFT) Meeting Minutes

• Any other documentation generated in performance of COR duties

• Copies of applicable modification(s)

• Invoice documentation (WAWF)

• Data submittals (CDRLs)

• EMS Training Certificates of Contractor Personnel

• Monthly Status Reports (if applicable)

IAW PGI 222.1703 – The COR will ensure that the Contractor is in compliance with FAR clause 52.222-50 - Combating Trafficking in Persons.

6. PERFORMANCE REPORTING.

6.1 PERFORMANCE ASSESSMENT REPORT (PAR). Routine surveillance will be documented on a Performance Assessment Report. All performance will be measured and noted on the PAR. The Contractor will initial the PAR to document acknowledgement of the inspection conducted. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

6.1 CORRECTIVE ACTION REPORT (CAR). For repeated instances of non-performance or for any issue involving safety or security, a Corrective Action Report will be initiated by the COR. The contracting officer formally issues the CAR to the Contractor for corrective and preventive action. The Contractor shall acknowledge receipt of the CAR in writing. The Contractor shall prepare a corrective action plan to document how to correct the unacceptable performance and avoid recurrence. The Government shall review the Contractor's corrective action plan to determine acceptability. A CAR becomes a part of the official contract file and will be used as a record of negative past performance.

6.3 INITIAL CONTRACT PERFORMANCE REVIEW. Within 30 days of award or when performance begins, the COR shall notify the Functional Commander/Functional Director with information on Contractor performance. The initial review shall answer the following questions:

• Is the contract fully operational and successful?

• Is the contract within estimated cost, schedule, and performance baselines?

• Are there any potential risk or performance issues?

Assessment Values

Green No issues

Yellow Issues, but Contractor has adequate mitigation or corrective action plan in place

Red Issues with inadequate or no Contractor's mitigation or corrective action plan.

Any "red" assessment shall include the Government's proposed action with respect to the failing Contractor

Additionally, the Government will on a quarterly basis, present performance data to the Functional Commander/Functional Director responsible for the acquisition of services.

6.4 PERFORMANCE ASSESSMENT MEETINGS. The Contractor and the Government shall meet to discuss performance progress and issues. The frequency of meetings is quarterly, and an email to all MFT members is sufficient to be in compliance with AFI 63-138.

Contracting Officer’s Representative Contracting Officer’s Representative

Quality Assurance Program Coordinator Contracting officer

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. CONTRACTING OFFICER’S REPRESENTATIVE (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

9. DETAILED DESCRIPTION OF DEFICIENCY (IF DEFICIENCY BOX

WAS CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT (IF NO DEFICIENCY

NOTED BOX WAS CHECKED)

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE

CONCUR NON-CONCUR

11a. CONTRACTOR REP SIGNATURE & DATE 12. CORRECTIVE ACTION ESTIMATED

COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-

CONCURRENCE OF QAP CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. CONTRACTING OFFICER SIGNATURE AND DATE

16. COR REMARKS (REQUIRED)

17. CONTRACTOR REPRESENTATIVE REMARKS

CORRECTIVE ACTION REPORT (CAR)

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

1. CONTRACTOR NAME

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. PROGRAM NAME

5. SUSPENSE DATE

6. CONTROL NUMBER

7. SERVICES SUMMARY or PWS PARAGRAPH ITEM NOT IN COMPLIANCE

8. DEFICIENCY: (A DETAILED DESCRIPTION AND HISTORY OF DEFICIENCY. ATTACH ANY PERFORMANCE ASSESSMENT REPORTS (PAR’s))

FINDING:

FINDING IMPACT:

The Contractor shall 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.

9. CONTRACTING OFFICER’S REPSENTATIVE (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. REVIEWING AUTHORITY (QAPC)

11. ISSUING AUTHORITY (Contracting Officer/ACO)

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

13. CO/ACO SIGNATURE

14. CLOSE DATE