Attach 2 QASP 01 Oct 19 signed.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

AIRCREW FLIGHT EQUIPMENT MAINTENANCE SERVICES

EGLIN AIR FORCE BASE

FLORIDA

1 October 2019

Table of Contents

Section A – Purpose

Section B – Roles and Responsibilities of the Multi-Functional Team (MTF)

Section C – Service Summary and Method of Surveillance

Section D – Surveillance Procedures

Section E – Surveillance of Non-Service Summary (SS) Items

Section F – Unacceptable Performance

Section G – Certification/Acceptance of Services

Section H – Contractor’s Quality Control Plan

Section I – Contract Management

Appendix 1 – Monthly Surveillance Schedule

Appendix 2 – Surveillance Assessment Report (SAR)

Appendix 3 – Sample Customer Compliant Form

Appendix 4 – Corrective Action Log

Appendix 5 – Corrective Action Report (CAR)

Appendix 6 -- Contractor Performance Assessment Reporting (CPAR) Evaluation Rating……….……30

Section A – Purpose

1. This Quality Assurance Surveillance Plan (QASP) has been developed to provide Contracting Officer Representative (COR) an effective and systematic method to evaluate contractor provided services as required by the terms and conditions of the contract. This plan implements the guidance of MP 53201.602(d) and the Guidebook for the Acquisition of Services, with respect to the government’s quality assurance requirements.

2. The role of government quality assurance (QA) is to ensure contract standards are achieved. In conducting surveillance, COR are to be objective, fair, and consistent in evaluating contractor performance against the performance standards.

3. This plan 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 B – Roles and Responsibilities of the Multi-Functional Team (MTF)

1. Installation Contracting Division Chief

a. Serves as Business Advisor to senior leadership.

b. Provides the health of services acquisitions to senior leadership annually. Provides Management and

Oversight of the Acquisition of Services Process (MOASP) reports on service acquisitions to the MAJCOM for consolidation. Subjects may include the effectiveness of the performance assessment and performance management of the service acquisition, the effectiveness of performance objectives, contract cost changes, acquisition planning, strategic sourcing issues, and the centralized multi-functional team, effectiveness of the multi-functional team and senior leadership business objectives.

c. Ensures the multi-functional team exercises acquisition authorities and responsibilities according to the Federal Acquisition Regulation (FAR), Department of Defense Federal Acquisition Regulation Supplement (DFARS) and Air Force Federal Acquisition Regulation Supplement (AFFARS).

2. Program Manager (PM)/Functional Service Manager (FSM)

a. Execute management and oversight for the delivery of contractually acquired services.

b. Specifically identifies those services within a requirement that are mission essential in accordance with

DFARS 252.237-7023.

c. Keep up-to-date on mission changes that may drive the need for a contract modification. Coordinate with and seek advice from the CO on a possible need for a modification based on changes within the functional mission that could affect the performance requirements of the contract.

d. Review, approve, and sign surveillance schedules prior to upcoming surveillance periods.

e. When necessary, fulfill COR appointment and supervisory duties identified in paragraph 2.10 of this instruction. Review and approve individual’s nomination as CORs to the CO to enable appropriate contract surveillance. The COR(s) should be organizationally aligned with the PM/FSM whenever possible.

f. No less than quarterly, review contractor performance documentation prepared by COR personnel to ensure performance is compatible with contract objectives.

g. Approve Quality Assurance Surviellance Plan (QASP).

h. Ensure a Contractor Performance Assessment Report (CPAR) is accomplished no less than annually by either the COR or the Chief COR. If the program is an ACAT program where services are embedded, the PM is responsible for accomplishing the CPAR.

i. Ensure assessments are consistent with the monthly surveillance reports.

j. Establish a tracking procedures to ensure MFTs are established and led by a PM or FSM as required in DoDI 5000.74.

k. Establish, lead and maintain MFT through the course of the acquisition (pre and post award).

l. Establish a governance to ensure a CPARS Assessing Official (AO) and Assessing Official Represenative

(AOR) is identified. During the assessment process, provide a perception of the contractor’s overall performance. In some instances this may require the PM/FSM to be either rthe AO or AOR.

m. Prepare slides and brief programs greater than $100M at the AER.

3. Contracting Officer

a. Advises the multi-functional team on performance plan development.

b. Manages the listing of Contracting Officer Representative (COR) assigned to the contract, indicating their areas of responsibilities and limitation of authority, and ensures that the Contractor is notified of such.

c. Multi-functional team advisor for developing incentives/remedies, as appropriate, tied to performance objectives and performance thresholds.

d. Maintains in the contract file documentation of training provided by contracting personnel and/or QAPC identified herein.

4. Contracting Officer Representative (COR)

a. Provide technical support to the PM/FSM and CO and assist MFT in developing performance requirements in pre-award activities when requested.

b. Assist the CO and MFT in determining Quality Management System (QMS) requirements being mindful of the requirements of FAR Parts 12, 46, 52.212-4(a), 52.246, AFI 63-138 Chapter 6, and the PWS.

c. COR will aid in assessing contractor submitted QMS for congruence with pre-determined quality systems requirements.

d. Ensure contractor’s accepted QMS complies with contract requirement.

e. Ensure contractor follows the contractor’s QMS as it is written, plus the effectiveness in bring about the desired results—performance equal to or greater than the SS metrics, plus an inspection and corrective action program that identifies and fixes issues without having to be identified by the Government.

f. Assist the MFT in developing a QASP or Award Fee/Incentive Plan, as applicable, prior to source selection that effectively measures and evaluates performance based activity throughout the life of the functional contract requirement. CORs ensure the QASP is updated to ensure it reflects any contract changes.

g. Promptly report performance issues to the CO in writing.

h. Draft a CPAR evaluation for contractor performance when designated as the CPAR Assessing Official

Representative for a contract or task order.

i. Complete all COR required training.

j. Ensure a COR file is maintained with COR records (COR qualification where applicable, contract, modifications, minutes, invoices and payments, inspection results, QASP, Award Fee or Incentive Plan, Surveillance Schedule, etc., and MFRs on significant issues relating to the contract as required in DoDI

5000.72. These documnents are required to be managed in CORT Tool.

k. Inform the CO in writing of any required changes to the contract scope/PWS.

l. Develop and publish a surveillance schedule of COR surveillance activities (labeled “For Official Use

Only”) unless processes in the applicable Award Fee/Incentive Plan delineate specific methods of surveillance unique to the acquisition. Submit to the PM/FSM, CO, and Direct Line Supervisor (only if PM and COR is the same person) for review prior to the commencement of the surveillance period.

m. Develop and publish surveillance report of COR surveillance activities. Submit to PM/FSM and CO for review.

n. Draft CARs for submission to the PM/FSM for each area of contractual non-conformity, either immediately or at the end of each surveillance period (as determined by your QASP) and forward to PM/FSM for review and the CO for issuance.

o. Assist PM/FSM and CO in verifying adequate corrective actions are taken to resolve problems.

p. Notify the CO if there is high risk of the contract costs exceeding the amount programmed (if no PM is assigned).

q. Assist CO to validate the accuracy of invoices submitted by the service provider prior to the government paying for services.

r. Ensure a CPAR is accomplished no less than annually. The CO may determine an out of cycle CPAR is required to address performance concerns.

s. Complete all COR required training.

5. Multi-functional Team (MFT) also referred to as the Business Requirements Advisory Group (BRAG)

a. Fosters partnerships with industry to ensure exchanges of information among the service industry and other business experts occur. Ensures key stakeholders participate in developing, implementing and executing the acquisition strategy.

b. Provides support to senior leadership as required (i.e., performance metrics, data, briefings).

c. Makes sure that correspondence and presentations are accurate, timely and of high quality. Also, provides reports that provide early warnings of significant variances in cost, schedule or performance to senior leadership. Completes and reports annual performance reviews in accordance with the MOASP guidance..

d. Researches the commercial market to ensure the multi-functional team is using the most efficient and effective assessment methods, techniques, and best commercial practices in performance of the contract.

e. Develops, implements and executes a performance-based acquisition strategy, to include performance metrics, that supports a higher level of contractor performance, fosters synergistic partnerships, accommodates changing or unforeseen mission needs and leverages commercial best practices.

f. Ensures the acquisition strategy aligns mission performance needs with performance-based work statements and acquisition approaches designed to deliver the desired mission support results.

g. Manages risk to ensure mission performance is within cost and schedule constraints.

h. Develops, implements and executes a source selection, if applicable, that provides an integrated assessment of the offeror’s proposal and ensures a best value source selection based on the requirements of the Request for Proposal.

i. Plans, programs, and budgets adequate funds to ensure the execution is within approved funding baseline.

j. Develops, implements and manages milestones to ensure the acquisition supports mission requirements within the approved funding baseline.

k. Identifies opportunities to improve performance throughout the life of the acquisition. This includes benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the Performance Plan to implement initiatives, and monitoring the success of implementation.

l. Assesses and manages contractor performance data, to include submitting Contractor Performance Assessment Reporting System (CPARS) reports.

m. Develops, implements, and executes performance measurement and management in accordance with the Performance Plan.

n. Ensures the requiring office and Contractor understand the unique programs impacting an acquisition, e.g. Air Force Hazardous Materials Management Process (HMMP), safety, security, environmental, etc.

o. Recommends changes to the performance plan.

6. Quality Assurance Program Coordinator

a. Supports the multi-functional team in the development of contract requirements specifically ensuring that requirements are clearly stated and enforceable.

b. Trains CORs on the contracting requirements associated with the quality assurance program.

c. Trains PM/FSM and COR Supervisors.

d. Provides training, documents CORs acknowledgement of their requirement to:

(1) Evaluate and document contractors performance in accordance with the QASP.

(2) Notify the contracting officer of any significant performance deficiencies and provide any recommendations to improve the performance plan or PWS.

(3) Maintain surveillance documentation.

e. Assists in development of quality assurance related training as requested.

f. Maintains documentation of training provided by contracting personnel identified herein.

g. Assists the market research efforts of the multi-functional team in determining commercial quality assurance practices.

h. Assists as required with the evaluation of the contractor’s Quality Control Plans.

i. Provides refresher training annually if necessary to ensure the CORs are up to date with all required changes.

7. Contractor

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

b. Participates as a member of the multi-functional team after contract award.

c. Maintains and implements a quality control plan that is acceptable to the government.

d. Ensures that non-conformance of contract requirements are identified, corrected, and prevents recurrence.

e. Tenders to the government for acceptance only those services that conform to contract requirements.

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

Section C – Service Summary and Method of Surveillance

As a minimum, CORs will monitor, review, and report on the contractor’s performance and compliance with all Service Summary (SS) items shown below (from Section 2 of the PWS with the addition of Rating & Surveillance Methods), along with the rest of the PWS. The service requirements summarized below are performance objectives that relate directly to mission essential items. The performance thresholds referenced in the table briefly describes the minimum acceptable levels of service required for each service requirement. The performance thresholds established for each of the performance objectives are the number of defects permitted before the COR notifies the contracting officer in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items, FAR 52.246-4, Inspection of Services - Fixed Price, or FAR 52.246-5, Inspection of Services – Cost Reimbursement.

SS

Performance Objective PWS Paragraph

Performance Threshold

Surveillance Method

Rating Criteria

Quality/Schedule

1 The Contractor shall provide in-shop inspection, repair, repack and modification of Aircrew Flight Equipment (AFE) aircraft installed parachutes, survival kits and flotation equipment.

Paragraph 1.6.2 No more than two (2) validated inspection failures per month.

100% Inspection

0 = Exceptional

1 = Very Good

2= Satisfactory

3 = Marginal

>3 = Unsatisfactory

2 The Contractor shall provide in-shop repair and modification of AFE anti-G garments, torso harnesses, and dual helmet visor snap fittings.

Paragraph 1.6.3 No more than two (2) validated inspection failures per month.

100% Inspection

0 = Exceptional

1 = Very Good

2= Satisfactory

3 = Marginal

>3 = Unsatisfactory

3 The Contractor shall provide management programs for Technical Order/Operating Instructions, Safety, Supply, Hazardous Communication (HAZCOM), Explosive Safety, Composite Tool Kit (CTK), and Test, Measurement and Diagnostic Equipment (TMDE) as outlined AFI 11-301V1 and all applicable supplements.

Paragraph 1.6.8 No more than two (2) validated inspection failures per month.

Inspected Quarterly

0 = Exceptional

1 = Very Good

2= Satisfactory

3 = Marginal

>3 = Unsatisfactory

4 The Contractor shall provide in-shop repair and modification of AFE anti-G garments, torso

Paragraph 1.6.3 Must complete each piece of equipment within 5 (five) duty days

100% Inspection

1-2 days = Exceptional

3-4 days = Very harnesses, and dual helmet visor snap fittings in a timely fashion.

of receipt. Good

5 days = Satisfactory

6 days = Marginal

> 6 days = Unsatisfactory

5 Provide QCIs on at least 10 percent of each type of equipment inspected weekly and 100 percent of all repacked parachute assemblies, life rafts and any items received from other supporting agencies

Paragraph 1.6.4 No more than two major

(2) validated inspection failures per month.

100% Inspection

0 = Exceptional

1 = Very Good

2= Satisfactory

3 = Marginal

>3 = Unsatisfactory

Small Business (if awarded to a Small Business this is not applicable)

6 Execute Subcontracting Plan

Paragraph 1.11 Maintain at a minimum 51% of small business goals. Measured at the end of every option period.

A/B=X

Annual Surveillance

91% - 100% = Exceptional

71%-90% = Very Good

51%-70% = Satisfactory

41%-50% = Marginal

31% -40% = Unsatisfactory

7 Both an Individual Subcontracting Report (ISR) and Summary Subcontract Reports (SSR), shall be submitted semi-annually during contract performance for the periods ending March 31 and September 30.

Paragraph 1.11 Reports are due 30 days after the close of each reporting period, unless otherwise directed by the Contracting Officer.

Monthly Surveillance

< 10 days = Exceptional

11-20 days = Very Good

21-30 days = Satisfactory

31-40 days = Marginal

>41 days = Unsatisfactory

Regulatory

8 The Contractor shall report ALL Contractor labor hours (including Subcontractor labor hours) required for performance of services.

Paragraph 4.2.1.2

The Contractor shall completely fill in all required data fields using the following web address http://www.ecmra.mil.

All data shall be reported no later than

Annual Surveillance

100% = Satisfactory

October 31 of each calendar year.

Section D – Surveillance Procedures

1. Surveillance Schedule.

a. The COR will develop a monthly, based on this Plan. A locally devised form is available in Appendix 1, Monthly Surveillance Schedule. The schedule shall be completed and uploaded into CORT Tool no later than the last duty day before the surveillance period begins. Copies of the surveillance schedule shall be provided to the PM/FSM and the Contracting Officer, before the start of the surveillance period. Surveillance schedules, when completed, shall be marked “For Official Use Only,” and shall not be shown to the Contractor.

b. Changes to the surveillance schedule shall be sent to the PM/FSM and the Contracting Officer. The COR shall document the reason(s) for changes to the surveillance schedule, and maintain the documentation in the COR files with the corresponding surveillance schedule that was changed.

c. The inspection schedule shall be comprised of at least ten percent of non-SS items, but no more than twenty percent. Monthly schedule format is determined by the COR, PM/FSM, and CO.

d. Special Inspections: Special inspections are scheduled Technical Inspections (Tis) by the COR to reinforce special emphasis in areas of concern. These inspections may be equipment or procedurally oriented and will be selected/scheduled using the periodic inspection method.

e. Technical Inspection Schedules: Monthly Technical Inspection (TI) and Program Management Inspection (PMI) schedules will be done on a scheduled time. All scheduled inspections will be accomplished using the periodic surveillance method.

f. TIs are entered into Aircrew Flight Equipment Quality Assurance Program (AFEQAP).

g. Changes to monthly surveillance schedules will be forwarded to the CO, as they occur. If minimum monthly surveillance requirements are not met, the reason will be documented on the end of the month's report.

h. When tasked by the MAJCOM AFE FM, the responsible COR will assist with technical evaluation of all SPO proposals affecting their assigned area and when required, formulate a "Government Estimate" for SP proposal comparison/evaluation. Government estimates and evaluations will be reviewed by the COR prior to being forwarded to the CO and MAJCOM AFE FM.

i. Initial Contract Performance Review. The initial evaluation of contractor performance is a joint determination by the MFT that the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract. The SDO may waive the initial evaluation for contractors that have continued performance under a successor contract award (prior incumbent), or for contractors that have otherwise demonstrated full compliance with contract start-up. Separate initial contract performance reviews are not required when they would duplicate existing reviews.

j. There are two basic surveillance methods: Program Management Inspections and TIs. Additionally, "as-observed" inspections will be documented for discrepancies noted outside scheduled surveillance activities.

2. Monthly/Quarterly Surveillance.

a. COR shall submit all Performance Assessment Reports (PAR) to the CO by the 5th workday of each month after the surveillance period. These reports are essential for identifying areas that are nonconforming and whether the contractor has satisfied the basic requirements of the PWS. All PAR documentation shall be submitted with all validated customer complaints and corrective action reports (CARs).

b. It is essential that the COR conduct the exact number of surveillances on the surveillance schedule for an effective quality assurance program. COR shall document surveillance as it is conducted using a Performance Assessment Report (PAR). An example of a locally devised form is available in Appendix 2, Performance Assessment Report (PAR), to include procedures for documenting the Contractor’s performance.

c. The COR shall conduct surveillance of the Contractor’s performance by determining whether or not the performance meets the standards contained in the contract.

d. The COR shall record surveillance results. Surveillance documentation shall include as a minimum, the date, time, and location the surveillance was conducted, rating results of the surveillance (i.e. Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory), contract paragraph number referencing the requirement, a short description of the requirement being surveyed, applicable remarks, signature of COR conducting the surveillance. When COR determine that Contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded on the CORs surveillance documentation.

e. COR shall identify any scheduled inspections not accomplished during a surveillance period in the monthly surveillance report as not completed and why the surveillance was not completed.

f. If scheduled monthly/quarterly surveillance requirements cannot be met, CORs include an explanation in the monthly/quarterly surveillance report for each missed item. In such cases, a statement from the PM/FSM and QAPC/ACO approval for the variance is required.

3. Customer Complaints

Any base employee observing unacceptable services, either incomplete, not performed, or performed improperly, should immediately contact the COR. COR shall ensure complaint procedures and forms are made available to all customers. COR shall receive, document and validate or invalidate all complaints.

If the complaint is invalid, the COR shall contact the customer and explain why the complaint was invalid. COR shall complete and issue the contractor a Corrective Action Report (CAR) (Appendix 5) for all valid customer complaints. COR shall document when the complaint is resolved, and document the customer notification on the Customer Complaint Record. A locally devised form is available in Appendix 3, Customer Complaint Record. 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 CO for resolution. Complaints will be tracked (Appendix 4) and if the performance threshold is exceeded, the COR shall notify the CO in writing so that the appropriate action can be taken. (NOTE:

ANY CUSTOMER COMPLAINT METHOD OF SURVEILLANCE MUST BE BASED ON

ADEQUATE CUSTOMER COMPLAINT TRAINING. THE CONTRACTOR SHOULD

FURNISH WRITTEN INSTRUCTIONS, PUBLICITY, INFORMATION, BRIEFINGS, AND USE

ANY OTHER MEANS TO EDUCATE CUSTOMERS AND BASE POPULACE.)

Section E – Surveillance of Non-Service Summary Items

The government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. Therefore, COR will conduct surveillance 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 F of this plan, entitled, Unacceptable Performance.

Section F – Unacceptable Performance

1. Unacceptable Performance

When the Contractor’s performance is deemed unacceptable, COR shall attempt to determine the cause of the unacceptable performance. If any Government action, or lack of action, caused the unacceptable performance, the unacceptable performance shall not be counted against the Contractor. The COR shall take action to ensure Government action, or lack of action, does not interfere with the Contractor’s performance in the future. When the unacceptable performance is not the result of Government action, or lack of action, COR shall promptly notify the Contractor and prepare a draft Corrective Action Report (CAR). Then send to the CO for permission to issue CAR to the contractor. By initialing and dating the CAR, the Contractor is acknowledging that he or she has been informed of the unacceptable performance, and not necessarily agreeing that the performance was unacceptable.

a. IAW AFI 63-138 para. 2.12.1.2 Never direct contractor’s work or the re-performance of work, assist the contractor in any task, advise the contractor on how to accomplish any task, change the contract, or interpret the contract, but rather observe and report on contractor compliance with contracted requirements.

b. IAW AFI 63-138 para. 6.10.3. Re-performance of services. Under the PBSA concepts and FAR 46.407(b), ordinarily the first corrective action required of an individual service not meeting contract requirements is the re-accomplishment of the service at no charge to the government. COR documentation of the services not meeting contract requirements denotes the contractor has to re-perform the service. However, upon advice of the technical/functional activity and the nature of the service, the CO may pursue other options.

c. If the Contractor challenges the validity of the CORs unacceptable surveillance findings, promptly report performance issues to the CO in writing. The Contractor shall be required to return all completed CARS to the COR, no later than the suspense date indicated on the CAR. All CARs shall be uploaded into CORT Tool.

2. Contracting Officer Notification for Acceptance of Nonconforming Supplies or Services.

a. Minor Finding. A departure from established standards having little bearing on the service provided. When COR identify a minor finding, the COR shall document the findings, and is required to notify the CO. 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.

b. Major Finding. According to FAR 46.101, means a nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

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

(1) Contractor failure to meet a performance threshold.

(2) A significant morbidity or mortality involving contractor personnel,

(3) Failure to provide adequate corrective action to preclude reoccurrence of government identified findings.

(4) Failure to provide corrective action to deficiencies identified by the contractor within a prescribed suspense period.

(5) Any failure to adhere to security regulations that results in a security incident.

(6) Revocation of clinical privileges.

c. Critical. According to FAR 46.101, means a nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission.

The COR shall notify the Contracting Officer in writing immediately and inform the COR Supervisor.

3. Remedies for Unacceptable Performance.

a. In accordance with the contract Inspection of Services Clause 52.246-4 and 52.246-5, if any of the services do not conform with the 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 (if applicable) the termination of health care workers and recruitment of substitute health care workers that are equally qualified within established timeframes. When the defects in services cannot be corrected by re-performance, the government may -

(1) Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the task order 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.

b. 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 --

(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

(2) Terminate the contract or task order for default.

Section G – Certification/Acceptance of Services

1. COR shall certify receipt of contractor services each month. The COR shall certify that services were received, in accordance with the terms and conditions of the contact. The COR shall certify receipt of contracted 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.

2. COR are responsible for completing WAWF training on iRAPT through WAWF’s web-based training course.

Section H – Contractor’s Quality Control Plan

1. In accordance with the PWS, the contractor shall establish and maintain a Quality Control Plan to ensure the requirements of the contract are provided as specified. The contractor shall provide a Quality Control Plan describing the inspection system for the requested services listed 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 CO. The contractor’s quality control plan shall contain, as a minimum, the following items:

a. 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).

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

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

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.

Section I – Contract Management

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

a. COR shall conduct, document, track, and analyze Contractor performance via monthly/quarterly surveillances. The surveillance results shall be maintained as Past Performance Information (PPI) and utilized to submit information into the annual Contractor Performance Assessment Report System (CPARS). Surveillance results, along with the contractor’s submittals, and Management and Oversight of Acquisition of Services Processes (MOASP), will be used to develop metrics to track contractor’s overall compliance with contract terms and conditions.

b. The contractor shall maintain and implement a quality control plan to ensure the contract services conform to the requirements of the performance work statement. COR shall monitor contractor’s performance against the contractor’s quality control plan.

c. The multi-functional team shall conduct periodic progress meetings, not less than quarterly, to review the contractor’s performance. At these meetings the CO 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 CO, 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.

2. Documentation Requirements.

a. COR shall conduct, document, track, and analyze Contractor performance via monthly/quarterly surveillances. The surveillance results shall be utilized to submit information into the annual Contractor Performance Assessment Report System (CPARS). Surveillance results, along with the contractor’s submittals, and Management and Oversight of Acquisition of Services Processes (MOASP), will be used to develop metrics to track contractor’s overall compliance with contract terms and conditions, and shall be maintained as Past Performance Information (PPI).

a. Thorough documentation of unperformed or poorly performed work is essential for tracking contractor performance throughout the period of performance. This documentation provides the CO with contractor status as it applies to the performance criteria and award fee data (if applicable). The CORs, as trained inspectors, will document deficient work by compiling facts describing the inspection methods and results. The CORs will develop documentation to substantiate nonconformance with the terms of the contract. The documentation, together with any recommendations, will be forwarded to the contract officer for corrective action.

b. The CO via a COR Designation Letter delegates inspection and acceptance to the COR.

The CORs are required to maintain accurate records of the contractor’s performance and keep the PM/FSM informed of all data pertaining to contractor status.

c. Per MP 5301.602-2(d), CORs will comply with all requirements in 2.0 - COR Roles and Responsibilities including: 2.1 – “The COR must have a Wide Area Work Flow (WAWF) account and be a registered DoD CORT Tool user to initiate the nomination package” and 2.4 – “Establish and maintain a COR file in accordance with DFARS PGI 201.602-2(d)(vi) in the CORT Tool…”:

a. As a minimum, the COR Online File” in the COR’s COR Nomination Record for subject contract in CORTT shall contain the following:

1. COR signed Designation Letter from The Contracting Officer

2. Copies of all mandatory required training

3. Copy of the Quality Assurance Surveillance Plan (QASP)

4. Copy of the Contractor’s Quality Control Plan

5. Validated Customer complaint documents

6. Performance Assessment Reports (PARs)

7. Corrective Action Reports (CARs) – both open and closed and a log to manage CAR numbering

8. Monthly/Quarterly Surveillances and applicable correspondence filed in sub-section ‘COR Status Reports’

9. Any other documents and/or information that the COR finds useful.

b. Contractor Performance Metrics. CORs shall submit monthly/quarterly metrics into CORTT by the 5th working day of the next month for COR Supervisor review and approval. This surveillance shall document contractor’s performance metrics of SS items, analysis of trends discovered in surveillance, CARs issued, and summary of contractor’s performance.

SIGNATURE PAGE

Program Manager/Functional Service Manager

96 OSS/CC

Contracting Officer’s Representative

96 OSS/OSL

Contracting Officer

AFTC/PZIOAB (OL-EGLIN)

Quality Assurance Program Coordinator

AFTC/PZC (OL-EGLIN)

HANSON.MARK

.A.1137568124

Digitally signed by

HANSON.MARK.A.1137568124

Date: 2019.10.01 12:26:57 -05'00'

DICARLO.MATTHEW

.PAUL.1250233937

Digitally signed by

DICARLO.MATTHEW.PAUL.12502

33937 Date: 2019.10.01 15:34:25 -05'00'

Appendix 1 – Monthly Surveillance Schedule

Surveillance Schedule

“FOR OFFICIAL USE ONLY”

Contract #: Contractor:

Primary COR:

Signature:

Surveillance Period:

Alternate COR:

Signature:

Date Submitted:

SS

Reference /

PWS

Reference

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Page 1 of 1 Form Date: 1 May 2017

First Line Supervisor Program Manager’s Signature Contracting Officer’s Signature

“FOR OFFICIAL USE ONLY”

Contract #: Contractor:

Primary COR:

Signature:

Surveillance Period:

Alternate COR:

Signature:

Date Submitted:

SS

Reference /

PWS

Reference

17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Instructions for Completing the

AFFAR MP 5301.602-2(d) Para 1.4.2 states, “…the CO and the COR Management (Supervisor) must ensure that individuals designated as CORs are able to dedicate sufficient time to perform effective oversight on each designated contract.”

AFI 63-138, Para 6.8.2.1.1 states, “Prior to executing a monthly/quarterly surveillance schedule, CORs coordinate the schedule through the Program Manager (PM) and CO NLT than the duty day before the schedule surveillance period begins.”

A Monthly/Quarterly Surveillance Schedule shall be submitted for approval to your PM and Contracting Officer. If there are any changes, please annotate the changes and reason, indicate the revised date and annotate at the new date when the activity is to be conducted. Completed schedules shall be maintained as part of surveillance documentation in the COR contract files.

BLOCK 1: Enter contract number.

BLOCK 2: Enter contract title.

BLOCK 3: Enter name of Primary COR responsible for surveillance and COR signature.

BLOCK 4: Indicate performance period - month and year surveillance is to be accomplished.

BLOCK 5: Enter name of Alternate COR responsible for surveillance and COR signature.

BLOCK 6: Indicate the date the schedule was prepared and submitted (Must be prior to start of surveillance period).

BLOCK 7: Indicate the contract Service Summary Item and PWS paragraph from the Performance Work Statement. Indicate who will be doing surveillance (Primary or Alternate).

BLOCKs 8 a) through 8 k) Indicate which day of the month surveillances will be performed for Service Summary Items and PWS Paragraph (i.e. 1 thru 31). At least 10-20 percent of PWS Paragraphs will be evaluated each month. The entire PWS must be surveyed throughout the Performance Period.

SIGNATURE BLOCKS: First Line Supervisor, PM and Contracting Officer shall sign the Surveillance Schedule.

NOTE 1: If you need another page to input your PWS/SS information, please ensure the pages are numbered.

NOTE 2: Under each day in the block, indicate “P” (Primary) or “A” (Alternate) as to who will be the individual surveying those particular areas.

NOTE 3: Inspection schedule shall be comprised of at least 10 percent of non-SS items, but no more than 20 percent.

Appendix 2 – Performance Assessment Report (PAR)

Performance Assessment Report (PAR) Evaluation Criteria

Below listed is COR guidance for assessing the contractor’s performance. On each Performance Assessment Reports (PAR) the contractor will be evaluated in each of the following categories if applicable for each SS item or PWS task item. The highest rating for PWS (non-SS) task items will be SATISFACTORY as these items normally will not contain a threshold.

A) Quality of Product or Service. Assess the contractor’s conformance to contract requirements, specifications and standards of good workmanship (e.g., specified technical, professional, environmental, or safety and health standards). List and assess any sub-elements to indicate different efforts where appropriate. For example: Are reports/data accurate? Does the service provided meet the specifications of the contract? Does the contractor’s work measure up to commonly accepted technical or professional standards? Assess the degree of government direction required to solve problems that arise during performance.

B) Schedule. Assess the timeliness of the contractor against the completion of the contract, task orders, milestones, delivery schedules, and administrative requirements (e.g., efforts that contribute to or effect the schedule variance). This assessment of the contractor’s adherence to the required delivery schedule should include the contractor’s efforts during the assessment period that contributes to or effect the schedule variance. This element applies to contract closeout activities as well as contract performance. Instances of adverse actions such as the assessment of liquidated damages, or issuance of Cure Notices, Show Cause Notices, and Delinquency Notices are indicators of problems which may have resulted in variance to the contract schedule and should therefore be noted in the evaluation.

C) Cost Control. Assess the contractor’s effectiveness in forecasting, managing, and controlling contract cost. For example: Does the contractor keep within the total estimated cost (what is the relationship of the negotiated costs and budgeted costs to actuals)? Did the contractor do anything innovative that resulted in cost savings? Were billings current, accurate and complete? Are the contractor’s budgetary internal controls adequate?

D) Business Relations. Assess the integration and coordination of all activity needed to execute the contract, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s history of reasonable and cooperative behavior (to include timely identification and resolution of issues in controversy), and customer satisfaction. Is the contractor oriented toward the customer? Is interaction between the contractor and the government satisfactory, or does it need improvement? Also, in making the assessment, include the adequacy of the contractor’s accounting, billing, and estimating systems; and the contractor’s management of Government Furnished Property (GFP), if a substantial amount of GFP has been provided to the contractor under the contract.

E) Management of Key Personnel. Assess the contractor’s performance in selecting, retaining, supporting, and replacing, when necessary, key personnel. For example: How well did the contractor match the qualifications of the key position, as described in the contract, with the person who filled the key position? Did the contractor support key personnel so they were able to work effectively? If a key person did not perform well, what action was taken by the contractor to correct this? If a replacement of a key person was necessary, did the replacement meet or exceed the qualifications of the position as described in the contract schedule?

Performance Assessment Report (PAR) Evaluation Criteria

For each Performance Assessment Report (PAR), COR will assign one of the following ratings for each category (i.e. Quality of Product or Service, Schedule, Cost Control, Business Relations, Management of Key Personnel, and Other) if applicable.

EXCEPTIONAL: Far beyond what is usual in magnitude or degree; surpassing what is common or usual or expected.

This kind of performance exceeds contractual requirements resulting with much benefit to the government. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems (if any) for which corrective actions (if any) taken by the contractor were highly effective.

Note: To justify an Exceptional rating, the COR will identify significant event(s) and state how it was a benefit to the government. However, a singular benefit could be of such magnitude that it alone constitutes an Exceptional rating. Also, there should have been NO significant weaknesses identified.

Example Service Summary

Performance Objective Performance Threshold

Provide Microsoft Excel Classes to Government Employees

Minimum of 2 classes will be provided each year.

In this example, if the contractor provides 4 Microsoft Excel classes to government employees, an EXCEPTIONAL rating could be merited.

Rational: The contractor exceeded the performance threshold by 2 classes, which results in much benefit to the government.

VERY GOOD: Better than or superior to the average.

This kind of performance meets or exceeds contractual requirements resulting with some benefit to the government. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems (if any) for which corrective actions taken by the contract were effective.

Note: To justify a Very Good rating, the COR will should identify the significant event and state how it was a benefit to the government. Also there should have been no significant weaknesses identified.

Example Service Summary

Performance Objective Performance Threshold

Provide Microsoft Excel Classes to Government Employees

Minimum of 2 classes will be provided each year.

In this example, if the contractor provides 3 Microsoft Excel classes to government employees, a VERY GOOD rating could be merited.

Rational: The contractor exceeded the performance threshold by 1 class, which results in some benefit to the government.

SATISFACTORY: Performance meets the requirements.

This kind of performance meets only the minimum contractual requirements. The contractual performance of the element or sub-element could contain some minor problems for which corrective actions taken by the contractor appear or was satisfactory.

Note: To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. Also there should have been NO significant weaknesses identified. Per DoD policy, a fundamental principle of assigning ratings is that contractors will not be assessed a rating lower than Satisfactory solely for not performing beyond the requirements of the contract.

Example Service Summary

Performance Objective Performance Threshold

Provide Microsoft Excel Classes to Government Employees

Minimum of 2 classes will be provided each year.

In this example, if the contractor provides 2 Microsoft Excel classes to government employees, a SATISFACTORY rating could be merited.

Rational: The contractor met the minimum requirements of the performance threshold.

MARGINAL: Just barely adequate or within a lower limits.

This kind of performance does not meet some of the contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Note: To justify Marginal performance, the COR will identify significant event(s) in which the contractor had trouble overcoming and state how it impacted the government.

Example Service Summary

Performance Objective Performance Threshold

Provide Microsoft Excel Classes to Government Employees

Minimum of 2 classes will be provided each year.

In this example, if the contractor provides 1 Microsoft Excel Class to Government Employees, a MARGINAL rating could be merited.

Rational: The contractor missed the performance threshold by 1 class, which does not benefit the government nor meets the terms of the example SS.

UNSATISFACTORY: Not meeting requirement(s) or the action of not fulfilling a service or need, not adequate recompense (compensation for loss).

This kind of performance does not meet contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Note: To justify and Unsatisfactory rating, the COR will identify a significant event(s) in which the contractor had trouble overcoming and state how it impacted to government. However, a singular problem could be of such serious magnitude that it alone constitutes an Unsatisfactory rating.

Example Service Summary

Performance Objective Performance Threshold

Provide Microsoft Excel Classes to Government Employees

Minimum of 2 classes will be provided each year.

In this example, if the contractor provides 0 Microsoft Excel Class to Government Employees, an UNSATISFACTORY rating could be merited.

Rational: The contractor missed the performance threshold by 2 classes, which does not benefit the government nor meets the terms of the example SS.

Performance Assessment Report (PAR), Assigning Ratings

Rating the Criteria: For contractor performance rating purposes, the following rating criteria will be used “Exceptional” = 100, “Very Good” = 90, “Satisfactory” = 80, “Marginal” = 70, or “Unsatisfactory” = 60%.”

Each PAR will contain a rating for each area previously mentioned and will be tallied at the end of each month. The contractor’s performance rating will be based on monthly and annual means (averages) from each PAR report as displayed in the examples below.

Example Rating for 1 (One) Month (e.g. January)

Inspection Quality of Product or

Service Schedule Cost

Control Business Relations

Management of Key

Personnel

#1 N/A Very Good Exceptional Marginal Unsatisfactory

#2 Exceptional Exceptional Exceptional Marginal Unsatisfactory

#3 Very Good Satisfactory Exceptional Marginal N/A

#4 Very Good Marginal Exceptional Marginal Unsatisfactory

#5 Very Good Unsatisfactory Exceptional Marginal Unsatisfactory

Mean 92.5% 80% 100% 70% 60%

Each annual rating will consist of tallied monthly ratings, which will be used to compute the annual mean (average) as displayed in the example below.

Example Annual Rating

Month Quality of Product or

Service Schedule Cost

Control Business Relations

Management of Key

Personnel

January 92.5% 80% 100% 70% 60%

February 60% 60% 100% 60% 60%

March 80% 80% 100%…