QASP-new_10Jan18_signed.pdf

2 Feb 18

13 Jul 18

SECTION 1.0

PURPOSE

1.1. This QASP has been developed to provide an effective and systematic method to evaluate Contractor provided services as required by the terms and conditions of the contract. This QASP implements the requirements of Performance Based Service Acquisitions (PBSA), with respect to the Government’s quality assurance requirements.

1.2. This QASP is based on the premise that the Contractor is responsible for contract management and quality control, not the Government. The Government’s objective in having the service provided is to provide the 460th Civil Engineer Squadron a means to provide refuse and recycling collection services for Buckley AFB and tenant units. The results the multi-functional team is striving to achieve in managing the acquisition is to assure that refuse and recycling is collected in a manner that meets base aesthetics and meet all Federal, State, local and all DOD requirements applicable to the service in a cost effective manner and that the services meet the stated qualifications, and are available to provide services according to Air Force needs. A contract to provide the service is the best means of achieving this objective and results.

1.3. Success for this contract is defined as:

1.3.1. The Contractor to achieve execution of the Integrated Solid Waste Management Contract at a minimum that meet those items listed in Section 2.0: Service Summary and Method of Assessment.

1.3.2. 460th Civil Engineer Squadron and 460th Contracting Squadron leadership are able to measure those items listed in Section 2.0: Service Summary and Method of Assessment productivity and demonstrate a return on investment in terms of positive customer service feedback and financial investment.

1.4. This QASP describes the method(s) used to evaluate Contractor provided services in meeting performance objectives and performance thresholds. The COR will use periodic inspection and customer complaint assessment methods to evaluate the Contractor’s performance. The assessment procedures identified in this QASP, in concert with active application of the Contractor’s quality control procedures, are intended to ensure acceptable Contractor performance.

1.5. The role of Government quality assurance is to ensure contract standards are achieved. In conducting assessment, CORs are to be objective, fair, and consistent in evaluating Contractor performance against the performance standards.

1.6. This QASP is a living document and shall be revised or modified by members of the multi-functional team as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of Contractor performance is maintained.

SECTION 2.0.

ROLES AND RESPONSIBILITIES OF THE MULTI-FUNCTIONAL TEAM

2.1. 460th Contracting Squadron ( CONS), Buckley AFB, Colorado

2.1.1. Provides comprehensive contract administration, management, and oversight.

2.1.2. Provides oversight for COR training program.

2.1.3. Collects assessment inputs from the COR.

2.1.4. Provides annual status on contract performance.

2.2. 460th Contracting Squadron Commander

2.2.1. Provides oversight of the multi-functional team in planning, assessing Contractor performance, and managing the acquisition throughout the life of the requirement.

2.2.2. Updates the Wing Commander, Group Commanders, and other Headquarters

Directors, to include providing annual reports on the status of their service acquisitions.

2.3. Functional Director/Functional Commander (FD/FC)

2.3.1. Ensures requirements documents developed by the multi-functional team satisfy mission requirements, are performance-based, foster innovation, and define metrics.

Prepares Performance Work Statements (PWS) and QASPs and obtains Contracting Officer coordination on the final product.

2.3.2. Nominates qualified individuals as COR. Ensures all personnel within the functional area who may have contact with Contractor employees are aware of the contractual working relationship and the necessity to avoid any conduct that may constitute a real or perceived conflict of interest.

2.4. Contracting Officer/Contract Specialist

2.4.1. Ensures open communication is maintained between all parties, pre- and post-award.

2.4.2. Delegates authority for inspection and/or acceptance to the COR in accordance with the terms and conditions of the contract.

2.4.3. Informs the Contractor of the names, duties, and limitations of authority for all CORs assigned to the contract.

2.4.4. Periodically assesses the CORs performance, not less than quarterly, and advises the

COR of any problems.

2.4.5. Manages Contractor performance assessment data, including submitting Contractor Performance Assessment Reporting System (CPARS) reports.

2.4.6. Issues contract modifications as necessary.

2.4.7. Takes appropriate action should unacceptable contract performance occur.

2.5. Quality Assurance Personnel

2.5.1. Develops technical requirements and independent cost/Government estimates for contract services.

2.5.2. Evaluates and documents the Contractor’s performance in accordance with the procedures set forth in this QASP.

2.5.3. Immediately notifies the Contracting Officer of any significant performance deficiencies.

2.5.4. Maintains assessment documentation throughout the life of the contract.

2.5.5. Certifies acceptance of services.

2.5.6. Promotes business decisions to meet customer requirements by researching the marketplace to remain current with the most efficient and effective performance assessment methods and techniques. Performs market research throughout the life of the requirement to ensure the team is knowledgeable of the commercial marketplace.

2.5.7. Fosters partnerships with industry to ensure exchanges of information with the service industry and other business experts.

2.5.8. Identifies opportunities to improve performance throughout the life of the contract, including benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the QASP for implementing initiatives brought forward, and monitoring the success of implementation.

2.5.9. Recommends any changes necessary to the contract, PWS, QASP, or other requirements to provide more effective operations or eliminate unnecessary costs.

2.6. Quality Assurance Program Coordinator

2.6.1. Coordinates all aspects of the quality assurance program

2.6.2. Participates in the Multi-Functional Team.

2.6.3. Reviews and coordinates all PWS and QASPs.

2.6.4. Provides training for the FD/FC and all COR.

2.6.5. Reviews and coordinates on all changes to the PWS and QASP.

2.7. Contractor

2.7.1. Complies fully with the terms and conditions of the contract.

2.7.2. Participates as a member of the multi-functional team in the post-award management phase.

2.7.3. Maintains and implements a Quality Control Plan (QCP) that compliments the QASP.

2.7.4. Ensures that non-conforming contract services are identified, and corrected. QCP is revised to prevent recurrence.

2.7.5. Tenders to the Government for acceptance only those services that conform to contract requirements.

2.7.6. Recommends any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

SECTION 3.0.

SERVICE SUMMARY (SS) AND METHOD OF ASSESSMENT

Performance Objective

PWS Para. Performance Threshold

Assessment Method

Collect Municipal Solid Waste in accordance with the established schedule.

1.1.1.1

No more than 2 Customer Complaints monthly.

Verified Customer Complaint and Periodic Inspection

Collect Recyclables in accordance with the established schedule.

1.1.1.1 No more than 2 Customer

Complaints monthly.

Verified Customer Complaint and Periodic Inspection

Perform unscheduled collections.

1.1.3.1 0 Deficiencies permitted. Verified Customer Complaint and Periodic Inspection

Maintain containers and collection area.

1.1.9 No more than 2 Customer

Complaints monthly.

Verified Customer Complaint and Periodic Inspection

Dispose of Municipal Solid Waste IAW with existing local, state, and federal regulations.

1.3.1 0 Deficiencies permitted monthly.

Verified Customer Complaint and Periodic Inspection

Maintain equipment in good workable condition. Trucks and solid waste containers washed and free of odors.

1.4 No more than 2 Customer

Complaints monthly.

Verified Customer Complaint and Periodic Inspection

SECTION 4.0.

ASSESSMENT PROCEDURES

4.1. Assessment Schedule.

4.1.1. The COR will develop an assessment schedule, based on this QASP’s requirements.

A locally devised form may be used. The schedule shall be completed no later than 7 calendar days before the beginning of the period it covers. Copies of the assessment schedule shall be provided to the FD/FC and the Contracting Officer, before the start of the assessment period. Assessment schedules, when completed, shall be marked “For Official Use Only”, and shall not be shown to the Contractor.

4.1.2. Changes to the assessment schedule shall be posted promptly. Copies of the changed schedule shall be sent to the FD/FC and the Contracting Officer. The COR shall document the reason(s) for changes of the assessment schedule, and maintain the documentation in the COR’s files with the corresponding changed assessment schedule.

4.2. Assessment of SS Items.

4.2.1. It is essential that the COR conduct assessments in accordance with projected assessment schedule for an effective quality assurance program. Mission requirements may require deviations from the assessment schedule. Assessment should be performed as close to the schedule as is practicable. The COR shall document assessment as it is conducted.

4.2.2. The COR shall conduct assessment of the Contractor’s performance by determining whether or not the performance meets the standards contained in the contract, the PWS and the SS items.

4.2.3. Assessment Documentation shall include as a minimum, the date, time, and location the assessment was conducted, results of the assessment (acceptable or unacceptable), PWS paragraph number referencing the requirement, a short description of the requirement being surveyed, applicable remarks, signature of the COR conducting the assessment. When a COR determines that Contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded on the COR’s assessment documentation.

4.3. Assessment of non-SS Items. The Government has the right to inspect all services called for by the contract, to the extent practicable at all times and places during the term of the contract. Therefore, CORs have the right to conduct assessment for SS items and non-SS items as well. When the COR identifies unacceptable performance on non-SS items, the COR shall follow the procedures in section 5.0 of this QASP, entitled Unacceptable Performance.

4.4. Customer Complaints.

4.4.1. The COR shall ensure complaint procedures and forms are made available to all customers. Any personnel that observe questionable services, incomplete, not performed, or performed improperly, should immediately contact the COR. The COR shall receive, document, and validate or invalidate all complaints. If the complaint is invalid, the COR shall contact the complainant and explain why the complaint was invalid. The COR shall fully document the resolution for each complaint on the Customer Complaint Record. The COR shall complete and issue the Contractor a Corrective Action Report (CAR) for all valid complaints. If the Contractor challenges the validity of any complaint, and the COR and Contractor cannot come to agreement, the complaint in question shall be forwarded to the Contracting Officer for resolution.

Complaints will be tracked and if the performance threshold is exceeded, the COR shall notify the Contracting Officer in writing so that the Contracting Officer can notify the Contractor and appropriate action can be taken.

4.5. COR End of Month/Quarter Report. The COR shall submit an assessment report to the CO and FC/FD no later than the first week of each month/quarter. The report shall identify the number of assessments scheduled and conducted, the number of unacceptable performances observed, the number of Corrective Action Reports issued, number of valid complaints, any significant Contractor performance discrepancies, and a rating of the Contractor’s overall performance. The report shall be signed and dated by the COR and a copy provided to the CO and FC/FD.

SECTION 5.0.

UNACCEPTABLE PERFORMANCE

5.1. Unacceptable Performance

5.1.1. When the Contractor’s performance is deemed unacceptable, the COR will determine the cause of the unacceptable performance. If any Government action, or lack of action, caused or contributed to the unacceptable performance, the unacceptable performance will not be counted against the Contractor. The COR will take action to ensure Government action, or lack of action, does not interfere with the Contractor’s performance in the future. The COR will completely document the circumstance.

When the unacceptable performance is not the result of Government action, or lack of action, the COR shall promptly notify the Contractor and issue a Corrective Action Report (CAR) to the Contractor to assure corrective action is taken. By initialing and dating the CAR, the Contractor is acknowledging that s/he has been informed of the unacceptable performance and is not agreeing with the performance assessment. The COR shall direct the Contractor to re-perform the service, if possible, without additional cost to the Government. If the Contractor challenges the validity of the COR’s unacceptable assessment finding, and the COR and Contractor cannot come to an agreement, the matter shall be referred to the Contracting Officer for resolution. The Contractor shall be required to return all completed CARs to the COR no later than the suspense date indicated on the CAR.

5.1.3. Unacceptable performance re-performed by the Contractor shall still count as unacceptable performance.

5.1.4. The COR shall maintain a CAR log of all CARs issued to the Contractor (a locally devised form may be used). The CAR log shall contain the CAR number, date issued, Contractor, description of unacceptable performance, suspense date, and closeout date. All CARs and CAR logs shall be maintained by the COR for the life of the contract.

5.2. Contracting Officer Notification.

5.2.1. Major Finding. If at any time the COR identifies a condition as having a significant adverse effect on the quality of the activity, such as those stated below, the COR shall document their findings and notify the Contracting Officer immediately in writing.

Email is acceptable.

5.2.1.1. Contractor failure to meet a Performance Threshold.

5.2.1.2. Failure to provide adequate corrective action to preclude reoccurrence of

Government identified findings.

5.2.1.3. Failure to provide corrective action to deficiencies identified by the Contractor within a prescribed suspense period.

5.2.1.4. Any failure to adhere to security regulations that results in a security incident.

5.2.2. Minor Finding. A departure from established standards having little bearing on the service provided. When the COR identifies a minor finding, the COR shall document the findings, but is not required to notify the Contracting Officer. However, if the same minor finding is repeatedly identified, it may be an indication that a major finding is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence. In this case, the COR shall notify the Contracting Officer in writing.

5.3. Remedies for Unacceptable Performance.

5.3.1. In accordance with the contract Inspection of Services clause, if any of the services do not conform with contract requirements; the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. This includes but is not limited to termination of Contractor personnel and recruitment of substitute personnel that are equally qualified within established timeframes. When the defects in services cannot be corrected by re-performance, the Government may:

5.3.1.1. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

5.3.1.2. Reduce the contract price to reflect the reduced value of the services performed. This may include a reduction in the number of paid hours to reflect the total non-performance period.

5.3.2. If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may

5.3.2.1. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

5.3.2.2. Decrement invoice as stated in the PWS related to performance; or

5.3.2.3. Terminate the contract.

SECTION 6.0.

CERTIFICATION/ACCEPTANCE OF SERVICES

6.1. The COR will certify receipt of acceptable Contractor services each month. The COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The COR will certify receipt of Contractor services via the Wide Area Workflow (WAWF) website. Certification of services shall be accomplished on the first workday following the completion of the contract payment period, to avoid payment of interest penalties.

6.2. CORs are responsible for obtaining, scheduling, and completing WAWF training from the base Accounting and Finance Office.

QASP/QUALITY ASSURANCE SURVEILLANCE PLAN

SECTION 7.0.

CONTRACTOR’S QUALITY CONTROL PLAN

7.1. The Contractor shall establish and maintain a QCP to ensure the requirements of the contract are provided as specified. The Contractor shall provide a QCP describing the inspection system for the services required in the PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The Contractor shall update the plan as changes occur and changes shall be submitted for review and acceptance by the Contracting Officer. The Contractor’s QCP shall contain, as a minimum, the following items:

7.1.1. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

7.1.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

7.1.3. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

7.2. Contractor Inspection Records. Records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

QASP SECTION 8.0.

CONTRACT MANAGEMENT

8.1. The multi-functional team shall utilize the following approaches, methods, and tools to manage the contract upon award:

8.1.1. The COR shall conduct, document, track, and analyze Contractor performance via regularly scheduled assessments. The assessment results shall be maintained as Past Performance Information and utilized to prepare and support annual Contractor Performance Assessment Report System (CPARS) reporting. Assessment results, along with the Contractor’s submittals, shall be used to develop metrics to track Contractor’s overall compliance with contract terms and conditions.

8.1.2. The Contractor shall maintain and implement a QCP to ensure the contract services conform to the requirements of the performance work statement. The COR shall monitor Contractor’s performance against the Contractor’s QCP.

8.1.3. The multi-functional team shall conduct periodic progress meetings, as nessessary, to review the Contractor’s performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. The Contractor will also notify the Contracting Officer, in writing, of any work being performed, if any, that the Contractor considers over and above the requirements of the contract. Appropriate action shall be taken to resolve any outstanding issues.