Attachment_2_-_QASP.pdf

Attachment 2

FA286018R0006

JBA-NAFW Fuels/Supply QASP

FUELS/SUPPLY QUALITY ASSURANCE SURVEILLANCE PLAN

Heidi A. Baker, Lt Col, USAF Date

Functional Commander 11 LRS

Ms. Carolina Brost Date

Contracting Officer

Mr. Kenneth M. Grimsley Date

Quality Assurance Program Coordinator

Mr. Kenneth R. Wagner Date

Chief COR, 11 LRS

TABLE OF CONTENTS

Section 1.0 – Purpose

Section 2.0 – Roles and Responsibilities of the Multi-Functional Team

Section 3.0 – Contractors Quality Control Plan

Section 4.0 – Contract Management

Section 5.0 – Service Delivery Summaries and Method of Assessments

Section 6.0 – Assessment Procedures

Section 7.0 – Unacceptable Performance

Section 8.0 – Certification / Acceptance of Services

1.0 PURPOSE

1.1. This Quality Assurance Surveillance Plan (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 Federal Acquisition Regulation (FAR) 46.401, with respect to the Government’s quality assurance requirements.

1.2. Success for this contract is defined as fulfilling the requirements in the Performance Work Statement and delivered according to the program schedule and the completion of, Section 5, “Service Delivery Summary and

Method of Assessment.”

1.3. This QASP describes the method(s) used to evaluate contractor provided services in meeting performance objectives and Performance Thresholds (PT). CORs will use 100% inspection, periodic assessments, random sampling, and customer complaints 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.

1.4. 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.

1.5. 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.

1.6. CORs are the eyes and ears for the Functional Commander (FC) and Contracting Officer (CO) relative to the application of the contract and are not a Quality Control/Assurance function for the contractor to use. CORs will not direct work or the re-accomplishment of work, change the contract, or formally interpret the contract. The CO will resolve these types of issues.

1.7. The contractor is responsible for meeting all standards listed in the PWS and providing a quality control program that measures performance. The contractor is to provide the Government with insight into the Quality Control

Program (QCP). The Government’s surveillance should not duplicate the contractors quality control plan, instead, the surveillance is intended to be a check and balance to the contractors QCP and aid the Government in determining whether the contractor is adhering to regulatory guidance and meeting the performance requirements of the contract.

2.0 ROLES AND RESPONSIBILITIES OF THE MULTI-FUNCTIONAL TEAM

Key Management Principals:

Director Business Operations, Contracting Ms. Donna Heinz

Contracting Officer Ms. Carolina Brost

Contracting Specialist SSgt Charles Taylor

Functional Director 11 LRS/CC Lt Col Heidi Baker

Chief COR 11 WG, LRS Mr. Kenneth Wagner

Quality Assurance Program Coordinator Mr. Kenneth Grimsley

2.1 Contracting Directorate

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 CORs.

2.1.4 Provides annual status on contract performance.

2.2 Contracting Director

2.2.1 Updates the Wing Commanders, Group Commanders, and other Headquarters Directors, to include providing annual reports on the status of their service acquisitions.

2.3 Functional Commanders (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 PWS and QASP 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 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 COR assigned to the contract.

2.4.4 Periodically assesses the CORs performance, not less than quarterly, and advises the QAPC 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 Contracting Officer Representatives (COR)

2.5.1 Develops technical requirements and assists program office in the development of independent cost/Government estimates for contract services.

2.5.2 Coordinates with the contractor personnel on site for inspection items. CORs will ensure they are available during the work hours that the inspections are being performed in order to preclude any delays to contractor personnel. The COR will review finding(s) with the supervisor after accomplishment of the inspection. The

CORs will ensure surveillance of contract performance and report non-compliance to the FC and CO.

2.5.3 The CORs will review and evaluate the contractor’s Quality Control Program (QCP), employee training, safety, Government property control plan, and all other plans required by the contract for conformance to contractual quality requirements on an as required basis.

2.5.4 Maintain sufficient files to provide an audit trail of all contractual and COR functions. As a minimum, this file shall include a copy of the CO’s letter of designation and other documentation describing duties and responsibilities and documentation of actions taken in accordance with the delegation of authority.

2.5.5 Evaluates and documents the contractor’s performance in accordance with the procedures set forth in this

QASP.

2.5.6 Immediately notifies the FC and CO of any significant performance deficiencies.

2.5.7 Maintains assessment documentation throughout the life of the contract.

2.5.8 Ensures all Monthly Invoices are sent to Resource Advisor (RA) in timely manner to certify services.

2.5.9 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.

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

2.5.11 Establish and work random schedule as necessary to certify or verify contractor compliance with contractual requirements.

2.5.12 Ensure contractor does not receive or use Government equipment or materials they are not authorized.

2.5.13 The COR will coordinate with the RA to monitor the operating budget and resolve any abnormal expenditures by the contractor.

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 Provides training for the FD/FC and all COR.

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 recurrences.

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.

3.0 CONTRACTOR’S QUALITY CONTROL PLAN

3.1 Quality Control Plan. The contractor shall establish and maintain a Quality Control Plan (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 quality control plan shall contain, as a minimum, the following items:

3.2 Validation Methods. Three specific sections should be addressed to demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum PT established in the Service Delivery Summary (SDS) items found in the Performance Work Statement (PWS). The three sections are:

3.2.1 Quality Management Approach: The overall approach for managing contract quality is described in this section of the QCP. Discuss your overall quality philosophy and describe how your employees are integrated into the quality management process.

3.2.2 Quality Assurance: Quality assurance activities focus on the processes being used to manage and deliver the services or deliverables. Organizational charts, communication lines, decision making authorities, criteria to be employed when determining if and when to elevate a performance issue are among the areas that should be thoroughly described in the QCP.

3.2.3 Quality Control and Quality Standards: Quality control activities should be performed continually throughout a contract to verify that management, services rendered or deliverables are of high quality. The PWS contains SDS items that establish PTs or quality standards. The service provider’s performance will be evaluated against the SDS criteria before the performance is accepted. The QCP should describe how the service provider will determine when services or deliverables specified in the SDS are complete and correct. The service provider may also discuss and describe areas in the PWS felt to be of particular importance in the successful performance of this contract. As a minimum each SDS item should be discussed. Topics to be covered in this section of the

QCP include:

3.2.3.1 Identify each performance area and the level of importance to the overall contract.

3.2.3.2 Identify the specific quality tools or tracking method(s) to be utilized for each performance area.

3.2.3.3 Identify service provider metrics or report areas and frequencies.

3.2.3.4 Identify the methods to be used to identify a performance weakness and describe resolution approaches whether discovered by your quality control processes or identified by the Government.

3.2.3.5 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).

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

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

3.3 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.

4.0 CONTRACT MANAGEMENT

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

4.1.1 COR shall conduct, document, track, and analyze contractor performance via regular 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 and the contractor’s submittals will be used to develop metrics to track Contractor’s overall compliance with contract terms and conditions.

4.1.1.1 COR File - A contract file must be established and maintained by the COR assigned to the contract.

The file is typically contained in hard-copy, but may be maintained in a computer data base provided there is adequate back up of the data to preclude accidental loss. Any computer maintained documents must be readily available for inspection by the contracting office and possible audits. All contract documents must be maintained for the life of the contract and turned in to the contracting office upon contract expiration, including all computer maintained documents. The contract file must contain as a minimum, the following documents:

4.1.1.1.1 Appointments - COR assignment letters by the FC, the CO’s Letter of Delegation to the

COR, CO notification to the contactor of COR assignment.

4.1.1.1.2 Contract Documents - The Contract with all modifications (modifications to be posted to the contract), directive document references, maps, pertinent terms defined by the contract, equipment listings, and QASP.

4.1.1.1.3 Surveillance Documentation - All surveillance inspections performed must be documented by the COR and maintained in this section. Any customer complaint training and all customer complaints and resolution thereof will be maintained in this section. Other information that may be included are details of inspections or data gathering, conversations or meetings with the contractor, notes and comments that support the inspection paperwork.

4.1.1.1.4 Meeting Minutes - Copies of all MFT minutes (minimum annual) and Periodic Progress

Meeting minutes (frequency to be determined at contract start and may be adjusted accordingly).

4.1.1.1.5 Unacceptable Performance Documentation - A section used for filing all documentation associated with contract quality assurance correspondence, the COs inputs/determinations, Cure notices, Show Cause with all supporting documentation.

4.1.1.1.6 Acceptance and Funding Issues - This is the location to maintain AF Form 9s (AF9), delivery orders, funding issues etc.

4.1.1.1.7 Reports/Submittals - Contractor reports/submittals as directed by the PWS.

4.1.1.1.8 Correspondence - Any other documentation that does not fall into sections listed above.

4.1.1.1.9 Lessons Learned - Document here any areas that you determine need to be changed/amended in future contracts. I.e. accountability issues, better description of work hours, cost and performance constraints.

4.1.1.2 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.

4.2 Contract Administrator Responsibilities

4.2.1 These responsibilities shall be in accordance with Federal Acquisition Regulation 42.201-Contract

Administration Responsibilities.

5.0 SERVICE DELIVERY SUMMARIES (SDS) AND METHOD OF ASSESSMENTS

5.1 Major/Minor Discrepancies

5.1.1 Fuels

5.1.1.1 Major Discrepancy: A deficiency that results or could result in widespread or significant mission impact or failure. As a minimum, discovery of any of the following conditions will be categorized as a major discrepancy: not adhering to the two-person policy for safety in fuel handling; unserviceable equipment or facilities not properly tagged or in use; Presidential support tanks and fuel trucks access points not secured; not providing fuel support within established time frames for priority 1, 2, 3, and 4 aircraft;

not notifying or coordinating with the 89 Maintenance Operation Center (MOC) or other support agencies whenever fuel requests cannot be met within established time frames due to personnel, equipment or facility deficiencies; not coordinating with the Civil Engineer Squadron for all fuel spill cleanup to determine environmental compliance actions. Additionally, any failure to adhere to safety regulations fill also result in a major discrepancy.

5.1.1.2 Minor Discrepancy: A deficiency that is procedurally incorrect but only has minor mission impact.

5.1.2 Supply

5.1.2.1 Major Discrepancy: A deficiency that results or could result in widespread or significant mission impact or failure. As a minimum, discovery of any of the following conditions will be categorized as a major discrepancy: expired shelf-life items that may damage Government assets; unsecured or lost classified and cryptographic assets; technical order violations of mandatory directives as supplemented; a discrepancy that is likely to result in a hazardous or unsafe condition or is likely to result in failure or reduce materially a supply item that may impact the mission. Additionally, any failure to adhere to safety regulations fill also result in a major discrepancy.

5.1.2.2 Minor Discrepancy: A deficiency that is procedurally incorrect but only has minor mission impact.

5.1.3 Facilities

5.1.3.1 Major Discrepancy: A discrepancy that is likely to cause a safety or health hazard to personnel.

5.1.3.2 Minor Discrepancy: A discrepancy that does not pose a safety or health risk to personnel.

5.1.4 Certification/Training

5.1.4.1 Major Discrepancy: A discrepancy that involves personnel who do not possess the proper certification to perform a task.

5.1.4.2 Minor Discrepancy: A discrepancy in the actual recording of certification when the requisite training and certification can be sustained through alternative means.

5.1.5 Documentation:

5.1.5.1 Major Discrepancy: A discrepancy that involves equipment that is being utilized (or on a ready line) that is unserviceable or in an unknown condition.

5.1.5.2 Minor Discrepancy: A discrepancy in recordation that has little impact.

5.2 Discrepancy Reporting

5.2.1 All discrepancies shall be documented on a Joint Base Andrews Contract Monitoring and Surveillance

Report form and presented to the project manager. The project manager will provide a written response with corrective action and/or mitigating circumstance within ten (10) business days.

5.2.2 If the same minor discrepancy occurs after the contractor proposes corrective action, the discrepancy shall be coded as a “repeat”. If a “repeat” discrepancy recurs within 90 days, after the contractor proposes corrective action, the discrepancy shall be coded as “recurring” and an automatic major discrepancy.

5.2.3 CORs shall conduct assessments on primary services and critical tasks listed in Section 5. All customer feedbacks shall be substantiated by the COR when possible.

5.3 As Observed

5.3.1 Where warranted the Government may elect to document an event as an “AO”. The AO may be positive/negative in nature or merely a means of documenting situations/conditions discovered where the contractor can’t/could not comply with contract requirements due to interference from other base (Host/Tennant) organizations. All AO’s will be rated as “None” and carry no weighted/point value. The AO may also be used to document situations/conditions where non-compliance with contract requirements are known yet no official

Government assessment/surveillance was actually being performed. The Government reserves the right to use the “AO” or revert to using one of the required services listed in Section 5 if non-compliance of requirements can be validated regardless.

5.4 CORs shall conduct assessments on primary services and critical tasks listed in Section 5, Service Delivery

Summary and applicable appendixes. The CORs will use all substantiated customer feedback in addition to each quality assessment to compute the overall performance threshold for each period. All customer feedbacks shall be substantiated by the COR as above or below standards listed in the PWS prior to including it into any metric for statistical analysis purposes. Customer feedback carries the same importance for computing the PT as an assessment.

Contractor’s overall PT shall be determined by dividing total number of successful assessments and positive feedbacks divided by the sum of all assessments and customer feedback for the period.

5.5 Service Delivery Summaries

Note: TE-4 further defines performance objectives and Performance Thresholds.

5.5.1 Common Requirements Service Delivery Summary

Performance Objective Performance Threshold (PT) Method of Surveillance

1. Directives/Technical Data. Ref:

2.3., 2.12.6.

A. All Directives including technical data adhered to

B. Maintain all current directives

Zero major discrepancies allowed; PT

2/Inspection

Random Sampling

2. Training Management. Ref:

2.4., 8.13.

Zero major discrepancies allowed; PT

2/Inspection

Random Sampling

3. Provide a comprehensive QA programs/inspections. Ref: 2.7., 2.8.

Zero major discrepancies allowed; PT

1/Inspection

Random Sampling

4. Environmental Management

Compliance OSHA/ECAMP. Ref:

2.18., 2.19., 2.20., 2.21., 8.12.

Zero major discrepancies allowed, PT

0/Inspection for HAZMAT Storage/Disposal, PT 1/Inspection for Mishap

Reporting/Corrective Actions

Random Sampling, Customer

Complaint

5. Correspondence, Records, Files, and Reports. Ref: 2.12.

Zero major discrepancies allowed; PT

1/Inspection

Random Sampling, Customer

Complaint

6. Automated Data Processing.

Ref: 2.13., 8.7.

Zero major discrepancies allowed; PT

1/Inspection

Random Sampling, Customer

Complaint

7. Foreign Object Damage (FOD) and Dropped object Prevention

Program (DOPP) Execution. Ref:

2.17.

Zero major discrepancies allowed; PT

2/Inspection

Random Sampling

8. Safety-complies with applicable safety and health requirements.

Ref: 2.18., 2.19., 2.20., 2.21.,8.12.

Zero major discrepancies allowed; PT

2/Inspection

Random Sampling

5.5.2. Contingency Support/Emergency Services Service Delivery Summary

Performance Objective Performance Threshold Method of Surveillance

1. Exercises and Real World

Contingency Support/Emergency

Services. Ref: 3.1., 8.11.

Zero major discrepancies allowed; PT

0/Inspection

Random Sampling, Customer

Complaint

2. Relocation of Aircraft – Off-

Station Aircraft Support. Ref:

3.1.3., 8.11.

Zero major discrepancies allowed; PT

0/Inspection

5.5.3. PAG Service Delivery Summary

1. Presidential Airlift Group

(PAG) support. Ref: 4.1.

Zero major discrepancies allowed; PT

1/Inspection

Random Sampling, Customer

Compliant

5.5.4. Supply Service Delivery Summary

1. Accurate SBSS processing.

Ref: 6.1.2.

No more than 10% of all transactions are reverse posted within any calendar month;

Zero major discrepancies, PT 1/Inspection

Random Sampling

2. Report of Survey (ROS)

Program. Ref: 6.2.1.

No more than 5 late ROS per month; Zero major discrepancies, PT 2/Inspection

Random Sampling

3. Ensure credit code “Y” turn-ins are approved. Ref: 6.2.5.

100% credit code “Y” turn-ins approved;

Zero major discrepancies, PT 1/Inspection

Random Sampling

4. Shelf-life program. Ref: 6.3.1. 100% stock/issue rate; Zero major discrepancies, PT 1/Inspection

Random Sampling

5. Functional Check program.

Ref: 6.3.1.

Ensure assets are checked with 100% accuracy rate; Zero major discrepancies, PT

0/Inspection

Random Sampling

6. Train and assist equipment custodians. Ref: 6.5.3.

All custodians must complete training and perform accountability of assets 100% of the time; Zero major discrepancies, PT

1/Inspection

Random Sampling, Customer

Complaint

7. Perform proper warehouse functions. Ref: 6.3.8.

Account for 100% of weapons, COMSEC and NOCM assets; Zero major discrepancies, PT 1/Inspection

Random Sampling

8. Receipt for Materiel

Processing. Ref: 6.4.

Receipts processed with 98% accuracy per inspection/review Zero major discrepancies, PT 1/Inspection

Random Sampling

9. Process shipments. Ref: 6.4. No more than 3 delinquent shipments processed quarterly; Zero major discrepancies; PT 1/Inspection

Random Sampling; Customer

Complaint

10. Notice to stock and no warehouse location. Ref: 6.4.

Process all receipts within 2 days; Zero major discrepancies, PT 1/Inspection

Random Sampling

11. Handle classified. Ref: 6.4. 100% accuracy processing/handling rate;

Zero major discrepancies; PT 0/Inspection

Random Sampling

12. Weapons management. Ref:

6.3.6.

100% accuracy processing/handling rate;

Zero major discrepancies; PT 0/Inspection

Random Sampling

9. Emergency Services. Ref: 2.23., 3.1., 8.11.

Zero discrepancies allowed; PT 0/Inspection Random Sampling

13. Maintain Individual Protective

Equipment, Mobility A, B, C bags.

Ref: 6.3.7.

90% storage and issue accuracy rate; Zero major discrepancies, PT 2/Inspection

Random Sampling; Customer

Complaint

14. Hazardous material processing. Ref: 6.3.10.

Assets with issue exception code 9 must have an authorization in EESOHMIS prior to processing; Zero major discrepancies, PT

1/Inspection

Random Sampling

15. Reparable item processing.

Ref: 6.4.

Assets processed within 1 workday 90% of the time; Zero major discrepancies, PT

1/Inspection

Random Sampling

16. Customer stock requirements.

Ref: 6.5.1.

90% of requirements will have due-in/due-out linked; Zero major discrepancies, PT

1/Inspection

Random Sampling

17. Perform inventories. Ref: 6.3. Maintain a 95% monthly inventory accuracy rate; Zero major discrepancies; PT

2/Inspection

Random Sampling

18. Document results of physical inventories. Ref: 6.2.1.

M10 must be 100% certified; Zero major discrepancies; PT 1/Inspection

Random Sampling

19. Receipt for MICAP processing. Ref: 6.5.4.

MICAP verifications/receipts processed

IAW directives 95% of the time; Zero major discrepancies, PT 1/Inspection

Random Sampling; Customer

Complaint

20. MSL maintenance customer visits. Ref: 6.5.5.

Conduct and document 95% of the time;

Zero major discrepancies, PT 1/Inspection

Random Sampling; Customer

Complaint

21. Deployed/Transfer of accountable equipment. Ref:

6.5.6.

Assets processed within 1 day after deployment 90% of the time; Zero major discrepancies, PT 1/Inspection

5.5.5. Fuels Service Delivery Summary

1. Fuels Service Center. Ensure dispatch of fuel assets, ensure response time meet set criteria.

Ref: 7.4., 7.5., 7.7.

Zero major discrepancies, PT 1/Inspection Random Sampling, Customer

Complaint

2. Laboratory Operations. Ensure laboratory operations are conducted IAW 42 Series T.O.s, AFI 23-201, AFI 91-series, and

MIL STDs. Ref: 7.7., 7.8.

Zero major discrepancies, PT 1/Inspection Random Sampling

3. Bulk Storage Operations.

Ensure operations are accomplished IAW DoD

4140.25M, 37/42 Series T.O.s, AFI

23-201, AFI 23-204, DLA

Guidance, AFI 91-series, and checklists. Ref: 7.4., 7.5., 7.7.

Zero major discrepancies, PT 1/Inspection Random Sampling

4. Distribution Operations. Ensure all servicing operations are conducted IAW AFI 23-201, T.O.

00-25-172, AFI 91-series, and checklists. Ref: 7.4.

Zero major discrepancies, PT 1/Inspection Random Sampling, Customer

Complaint

5. Fuels Accounting Procedures.

Ensure accounting procedures are accomplished IAW DoD 4140.25-

M, DLA Guidance, AFI 23-201, Zero major discrepancies, PT 2/Inspection Random Sampling and Fuels Technical Letters. Ref:

7.4., 7.5.

6. Fuels Management Team.

Ensure operations are accomplished IAW DoD

4140.25M, applicable TOs, applicable regulations, DLA

Guidance, and checklists. Ref: 7.1, 7.3., 7.4., 7.5., 7.6., 7.7.

Zero major discrepancies, PT 2/Inspection Random Sampling, Customer

Complaint

7. Hydrants Operations. Ensure operations are accomplished IAW

DoD 4140.25M, 37/42 Series

T.O.s, AFI 23-201, AFI 23-204, DLA Guidance, AFI 91-series, and checklists. Ref: 7.4

Zero major discrepancies, PT 1/Inspection Random Sampling

8. Maintain Quality Assurance

Program. Ref: 7.7

Zero major discrepancies, PT 1/Inspection Random Sampling

9. Provide environmental compliance. Ref: 7.7.

Zero major discrepancies, PT 0/Inspection Random Sampling

10. Cryogenics Operations. Ensure operations are accomplished IAW

DoD 4140.25M, 37/42 Series

T.O.s, AFI 23-201, AFI 23-204, DLA Guidance, AFI 91-series, and checklists. Ref: 7.4.

Zero major discrepancies, PT 1/Inspection Random Sampling, Customer

Complaint

11. Preventive Maintenance Team.

Ensure operations are accomplished IAW DoD

4140.25M, applicable T.O.s, AFI

23-201, AFI 23-204, DLA

Guidance, AFI 91-series, and checklists. Ref: 7.2., 7.4.

Zero major discrepancies, PT 1/Inspection Random Sampling

12. Maintain FOIs, checklists, records, and files. Ref: 7.4.

Zero major discrepancies, PT 2/Inspection Random Sampling

5.5.6. Government Furnished Property and Services Service Delivery Summary

6.0 ASSESSMENT PROCEDURES

6.1 Assessment Schedule

6.1.1 All performance assessments will be accomplished on a random and on an “as required” basis. As required is defined as surveillances and/or assessments conducted on completed work, work in progress, personnel evaluations and any actions. CORs will not direct contractor personnel in any way to prevent situations involving unofficial authorizations to occur as well as not to hamper contractor’s daily production efforts. However, if an unsafe act is witnessed by the COR they have full authority to immediately stop the operation and correct the situation to mitigate potential injury, damages, or loss of life.

Air Force Assets. Ref: 8.1.

Zero major discrepancies; PT 1/Inspection Random Sampling, Customer

Complaint

6.1.2 COR shall notify the FC and CO immediately upon discovering a condition that requires use of an over and above work request. CO shall review/approve work request proposals subject to restrictions.

6.1.3 Performance of a service will be evaluated to determine whether or not it meets the performance requirements of the contract. When the contractor performance is below standard, the COR will document the problem on a JB Andrews Contract Monitoring and Surveillance Report (CMSR), which will be issued to the contractor for initialing and signature. Signing/initialing the form serves as acknowledgement of the finding(s);

it does not mean contractor agrees with the rating. The contractor has ten (10) business days to return the

CMSR/form to the Chief COR with a reply/response that effectively addresses the root cause of the finding and depicts action(s) taken to prevent reoccurrence. Equally, the contractor has five (5) business days to respond to the CO in writing for all complaints. If a Contract Deficiency Report is issued as the result of other methods of surveillance, the Contracting Officer shall take appropriate measures according to the clause entitled "Inspection of Services."

6.1.4 When evaluating the services and/or deliverables, the COR will consider the quality and timeliness of the work. During the course of the contract, the COR must maintain all the inspection files for the life of the contract. The COR must turn over the original files to the Contracting Officer at the conclusion of the contract, or at any time upon the request of the Contracting Officer, for inclusion in the official contract files. The COR can accomplish assessments on all services provided under this contract, however, the COR should primarily focus on those services identified Section 5. Surveillances can be accomplished on individual primary services.

The FC/Chief COR will determine the type and minimum number of monthly assessments required and place increased attention in those areas where difficulties or substandard performance has been an issue; in addition special attention will be given to those items/areas considered to be of high interest to the Government.

6.2 Assessment of SDS Items

6.2.1 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. COR shall document assessment as it is conducted.

6.2.2 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 SDS items.

6.2.3 Assessment Documentation shall include as a minimum the date, time, location the assessment was conducted, results of the assessment (pass or fail), a short description of the requirement being surveyed, applicable remarks, and name of COR conducting the assessment. If the COR determines that contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded on the

COR’s assessment documentation referencing applicable PWS paragraph number and/or regulation.

6.3 Assessment of non-SDS Items

6.3.1 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, COR have the right to conduct assessment for

SDS items and non-SDS items as well. When the COR identifies unacceptable performance on non-SDS items, the COR shall follow the procedures in section 7.0 of this QASP, entitled Unacceptable Performance.

6.4 COR Monthly Report

6.4.1. COR shall submit a monthly summary assessment report to the CO and FC no later than the first week (5 business days) of the month following the assessed month. 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 FC and uploaded into

CORT Tool. The CO on the 6th business day will verify the monthly report is in CORT Tool.

6.5 Performance Ratings

6.5.1 The COR will rate each one of the assessment elements using a pass/fail rating in their narrative summary.

7.0 UNACCEPTABLE PERFORMANCE

7.1 Unacceptable Performance

7.1.1 When the contractor’s performance is deemed unacceptable, 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.

7.1.2 When the unacceptable performance is not the result of Government action, or lack of action, COR shall promptly notify the contractor and issue a CMSR to the contractor to assure corrective action is taken.

Signing/initialing the form serves as acknowledgement of the finding(s); it does not mean contractor agrees with the rating. 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 CMSRs to the COR no later than the suspense date indicated. If suspense date cannot be met then a request for extension must be submitted in writing to the

Chief COR and will be added to the original file.

7.1.3 Unacceptable performance re-performed by the contractor shall still count as unacceptable performance, and the finding will not be closed until acceptable performance is demonstrated.

7.1.4 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.

7.2 Contracting Officer Notification

7.2.1 Major Finding

7.2.1.1 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 Contracting Officer immediately in writing. Email is acceptable.

7.2.1.1.1 Failure to provide adequate corrective action to preclude reoccurrence of Government identified findings.

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

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

7.2.1.1.4 Any failure to adhere to safety regulations.

7.2.2 Minor Finding

7.2.2.1 A departure from established standards having little bearing on the service provided. When COR identify 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 identified two months in a row, 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.

7.3 Remedies for Unacceptable Performance

7.3.1 In accordance with the contract Inspection of Services clause, if any of the services do not conform to 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:

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

7.3.1.2 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.

7.3.2 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:

7.3.2.1 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

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

7.3.2.3 Terminate the contract.

8.0 CERTIFICATION/ACCEPTANCE OF SERVICES

8.1 COR will coordinate with the resource advisor (RA) to 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 RA 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.