PWS_Appendix_6_-_QASP_ALT-FIT_Contract__17_Sep_2016_Final.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

ALTERATIONS & FITTING OF BASIC MILITARY TRAINING UNIFORM

JOINT BASE SAN ANTONIO (JBSA) LACKLAND (LAK), TX

17 SEPTEMBER 2016

1. OBJECTIVE.

This Quality Assurance Surveillance Plan (QASP) has been developed and will adhere to

Performance-Based Services Acquisitions (PBSA) guidelines. This QASP will be used by the

Multi-functional Team (MFT) to ensure contractor compliance and is designed to provide the

MFT a vehicle to ensure delivery of the desired mission support services within cost and on schedule. The QASP will also provide the Contracting Officer Representative (COR) an effective systematic surveillance method for each item listed in the Performance Work Statement

(PWS), specifically on the Service Summary (SS). The premise of commercial contracting is for the contractor to assume responsibility for the work they produce. The government will also rely on the contractor's quality control measures for ensuring contractual requirements are met.

2. Goals of the Multi-Functional Team (MFT). The purpose of the multi-functional team is to create an environment that shapes and executes an acquisition. The emphasis is on teamwork, trust, common sense and agility. The goal is to obtain efficiencies, improved performance, and cost savings throughout the acquisition life cycle.

3. Multi-Functional Team Members & their Responsibilities. The MFT is composed of stakeholders in the acquisition. These stakeholders are responsible for the acquisition throughout the life of the requirement. See QASP signature page for MFT membership.

3.1. Contracting Officer’s Representative (COR): is responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract.

The COR will have primary responsibility for completing quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor’s performance. The

COR will maintain surveillance documentation, notify the Contracting Officer (CO) of any significant performance deficiencies and recommend improvements to the QASP and PWS throughout the life of the acquisition. See also in AFFARS MP5301.602-2(d) and Designation

Memorandum for further clarification of COR duties and responsibilities.

3.1.1. Contracting Officer Representative Tracking (CORT) Tool is the DoD mandatory web-accessible management application designed to nominate, appoint, track and terminate, if necessary, CORs and to serve as the web-based portal for all relevant COR documents to include monthly status reports/surveillance documents on service contracts. The CORT Tool is located on the Wide Area Work Flow (WAWF) site and requires access to WAWF to register. CORs are required to register in the CORT Tool and upload their COR nomination and surveillance documentation. See the DoD CORT Tool User's Guide for further guidance.

3.2. The Contracting Officer (CO): Has overall responsibility for overseeing the contractor’s performance in the areas of contract compliance, contract administration, cost control and property control; reviewing the COR assessment of the contractor’s performance; and serves as a liaison between the COR and the contractor. The CO is the only person with the authority to direct the contractor in the performance of their duties under the contract and to make interpretations of and changes to the contract. The CO will facilitate Multi-Functional Team meetings. See also AFFARS MP5346.103, Contracting Office Responsibilities and AFFARS

MP5301.602-2(d) for further clarification of CO duties and responsibilities. The primary COR will also serve as the Property Administrator as required by FAR 52.245-1(a).

3.3. The Functional Commander/Functional Director (FC/FD)/COR Management:

Encompasses the FC/FD and the COR Supervisor and has overall responsibility for developing the PWS and the QASP and ensuring they satisfy mission requirements, are performance-based, foster innovation and define metrics. COR Management is also responsible for assigning competent and capable functional experts to the Multi-functional Team who will be available full time or as warranted by the procurement cycle. COR Management will assign COR(s) and notify the CO of any changes to this designation. FC/FD will review contractor performance documentation, prepared by the COR, on a regular basis to ensure performance is compatible with mission objectives. See also AFFARS MP5301.602-2(d) for further clarification on COR

Management duties and responsibilities.

3.4. The Contracting Squadron Commander (CSC): serves as the Business Advisor to senior leadership; develops and implements acquisition strategies for services acquisitions; provides oversight of the Multi-functional Team in planning, assessing contractor performance and managing the acquisition throughout the life of the requirement IAW the FAR, DFARS and

AFFARS. The CSC will provide Annual Execution Review (AER) reports on service acquisitions to the MAJCOM for consolidation.

3.5. The Quality Assurance Program Coordinator (QAPC): develops, manages and implements the base Quality Assurance Program; supports the Multi-functional Team in the development of contract requirements, ensuring requirements are clearly stated and enforceable; aids in development of the Performance Requirement Summary (PRS) and QASP and provides training to all FC/FD, COR and others that interact with this contract as needed.

3.6. The Contract Administrator (CA): is the focal point for issues regarding the contract;

prepares and processes modifications to the contract; assists the CO in ensuring contractor performance meets contract standards; records and transcribes minutes for meetings.

3.6.1. CA will perform COR assessment on a periodic basis as determined by the CO. The CA will verify that the COR is accomplishing their surveillance according to the QASP.

Observation of one or two checks will be sufficient to verify the COR’s procedures. If deficiencies are discovered in the COR surveillance procedures, the CO will notify the FC/FD and COR Management and provide any assistance the requested, such as additional training for

COR. The CA will ensure that the COR is documenting their surveillances in a timely manner.

A check of the COR files will also be performed on a periodic basis as determined by the

CO/CA.

4. GENERAL.

Government surveillance will be conducted by inspections that mirror the market research findings. QAP/COR documentation of contractor performance should be accomplished as the observation is completed, thus preventing loss of information. All documentation of this surveillance plan will be marked, "For Official Use Only".

4.1. MONTHLY SCHEDULE (MS) (if required) – The COR will fill out the MS and forward to the contracting office within three business days prior to the start of the inspection month.

Any changes to the schedule should be provided to the CO at least 24 hours prior to the scheduled change. Verbal notification shall also be provided. If the contractor is not able to meet scheduled time(s) and has notified the COR, note the change(s) on the back of the schedule and notify the CO by phone.

4.2. MONTHLY CHECK LIST (MCL) – The COR will use the attached Monthly Checklists

(Attachments 1-6) to record whether performance is acceptable (A) or unacceptable (UA). The

COR must document all observations. If unacceptable performance is observed the COR must determine if any government action, or lack of action, was the cause. Specific reasons for the unacceptable rating shall be recorded on the form. The COR must notify the contractor’s manager or representative of the unacceptable performance and annotate the time and method of notification on the MCL. The contractor will be requested to meet with the COR and shall initial the MCL. Contractor’s refusal to initial the MCL shall in no way invalidate the COR’s observation.

5. METHODS OF INSPECTION APPLICABLE TO THIS CONTRACT.

5. 1. PERIODIC INSPECTION

CORs will perform periodic inspections of the Service Summary objectives using a locally developed checklist. Periodic inspections will be performed on a periodic (daily, weekly, monthly, quarterly, etc.) basis as determined by the COR. Whenever a discrepancy is noted during a periodic inspection the COR shall follow the procedures outlined in paragraph 8 of this plan. The COR’s schedules (if applicable) are submitted to the contract administrator for review prior the month being inspected.

5.2. ONE-HUNDRED PERCENT INSPECTION

CORs will inspect and evaluate the contractor’s performance each time it is performed for Service

Summary objectives inspected by One Hundred Percent Inspection. Whenever a discrepancy is noted during an inspection the COR shall follow the procedures outlined in paragraph 7 of this plan.

5. 3. CUSTOMER COMPLAINT

The COR is the point of contact and must collect all customer complaints. A locally developed form may be used for this purpose. The COR must investigate a complaint to determine its validity. If not valid, the COR will inform the customer, and indicate on the form that the complaint is closed and why it was determined not valid. If valid, the COR documents how they determined its validity and provides the contractor’s representative of copy of the complaint and have them initial the form. The COR forwards a copy of the complaint to the Contracting Officer and notifies the customer of the resolution of the complaint. Customer Complaint forms become a permanent part of the COR surveillance records. CORs provide training and assistance for customers in the procedures for filing customer complaints.

6. SERVICE SUMMARY WITH INSPECTION METHODS INCLUDED

PO # Performance Objective PWS Reference

Paragraph

Method of

Surveillance

Performance

Threshold

1 Fitting and alterations-The contractor shall provide alterations, fitting/tailoring and repairing in a timely manner with quality in accordance with

AFI 36-2903, and Basic Military

Training Guide for Fitting and

Alterations standards and where standards are not available, in accordance with best industry practices.

5.4.6 and 5.8 100% COR inspection of all altered garments

Workmanship –

85% of all garments altered monthly

2 Timeliness-Meet time requirements of flight processing in the PWS

5.5.1 100% COR

documentation of flight processing times

No more than 10% of the flights per month can exceed the time limit

3 Realterations - The contractor shall provide realterations in a timely manner with quality in accordance with AFI 36-2903, and Basic Military Training

Guide for Fitting, for all garments not meeting standard established in Para 5.2. of PWS

5.2 100% COR

inspection of all altered garments

Workmanship –

100% of all garments realtered

Monthly.

4 Exception Alterations and

Reports -Provide exception alterations ensuring PWS timeframes are not exceeded.

Reports-Required reports are submitted within the timeframe specified by the Government for each report.

5.11.1, 5.11.2

5.12, 5.13 and 5.11.6

100% COR

inspection

90% correct & on time monthly

5 Cleanliness & Safety-The

Contractor shall maintain the

Government furnished facility

(Room 1141, Building 5725, approximately 7,470 SF) in a clean and safe manner

1.12.1, 1.4.6 and

1.4.10.2

100% COR daily checklist and visual inspection

No more than three

(3) discrepancies per month

7. Performance Management. The following outlines the approach, methods and tools to be used by the MFT to manage this acquisition upon award.

7.1. COR(s) shall evaluate and document contractors’ performance in accordance with the procedures outlined in this QASP and maintain resulting surveillance documentation. The results of surveillances shall be maintained as Past Performance information and utilized to prepare and support annual Contractor Performance Assessment Report System (CPARS) reporting, if required. Information will also be used to complete reporting requirements in accordance with AFI 63-138, Acquisition of Services, Chapter 6.4, Initial Contract Performance

Review, which shall take place within 30 days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization). Also, paragraph 5.2, Annual

Execution Reviews (AER) which shall assess annual execution review for progress against approved performance metrics and review the summary of evaluations from the CPARS.

7.2. The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure the contract services conform to the requirements of the PWS. The QCP shall be submitted with the contractor’s proposal for evaluation and acceptance.

7.3. The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Additional information about trafficking in person may be found at the website for the

Department of State’s Office to Monitor and Combat Trafficking in Person at http://www.state.gov/g/tip.

7.3.1. IAW FAR 52.222-50 and DFARS PGI 222.17, Combating Trafficking in Persons, CORs must monitor the contractor’s performance regarding trafficking in persons such that non-compliance with stated regulatory guidance is brought to the immediate attention of the

Contracting Officer. CORs must inform the CO if the contractor, contractor personnel, subcontractor, or subcontractor personnel have failed to comply with the requirements of this clause and PGI.

7.3.2. Should a violation be reported, the CO shall, through the contracting officer’s local commander or other designated representative, immediately notify the Combatant Commander for the geographical area in which the incident has occurred. The Unified Combatant Command

Defense LINK website http://www.defenselink.mil/specials/unifiedcommand/, identifies each command’s area of responsibility.

7.3.3. The contractor shall take appropriate action should a violation occur. For corrective procedures and remedies for non-compliance see contract clause FAR 52.222-50.

7.4. SAF/AQ Policy Memo, Implementation of FY 11 NDAA Section 8108, Contractor

Inventory, 13 Nov 12, requires contractors to report labor hours via the Contractor Manpower

Reporting Application (eCMRA) located at http://www.ecmra.mil.

7.4.1. CORs shall ensure contractor labor hours and contract data entry requirements are properly loaded in the eCMRA. See CMRA Contractor Manpower Reporting Full User Guide for further guidance.

7.5. The MFT shall continue to meet after award as necessary to ensure high levels of contractor performance, foster a synergistic partnership, and support mission requirements.

http://www.state.gov/g/tip http://www.defenselink.mil/specials/unifiedcommand/ http://www.ecmra.mil/

8. CONTRACT MANAGER NOTIFICATION.

The COR will ensure that the contract manager/project manager is frequently informed of contract performance status. Whenever a discrepancy is noted during an inspection the COR will provide a copy of the inspection to the contract manager/project manager. The contract manager signs or initials and dates the COR copy to indicate they have been notified of the discrepancy. This does not constitute agreement with the finding. The COR will also notify the

Contracting Officer of all discrepancies noted during the surveillance.

9. NON-SS ITEMS.

Everything that is written into the contract is required to be provided by the contractor. Non-

Service Summary items will be inspected on a periodic basis.

10. CERTIFICATION OF SERVICES.

Certification of services is performed by COR via Wide Area Work Flow (WAWF) system. At the end of each billing period, service provider inputs invoice information in the WAWF system. WAWF automatically notifies appropriate COR via email of pending invoice. COR accesses WAWF and verifies accuracy of service provider’s data. If data is correct, COR certifies invoice and payment is conducted by Defense Finance Accounting System (DFAS). If

COR encounters errors in service provider’s invoice, COR consults with on site manager or contractor’s billing official to mutually rectify data. If service provider disagrees with COR, issue is forwarded to the CO for resolution.

11. CONTRACTOR RATING.

The Contracting Officer will perform a monthly contractor rating using the common DoD Rating

System. The periodic contractor rating will be based on the monthly surveillance reports accomplished by the COR.

12. CONTRACTOR PERFORMANCE ASSESSMENT RATING (CPARS).

CPARS is applicable to all service contracts valued over $1,000,000 and all health care service contracts valued at over $150,000. Guidance on CPARS is available from the Department of the Air Force CPARS Guide and the 802 CONS CPARS representative.

13. INITIAL EVALUATION OF CONTRACTOR PERFORMANCE. Initial evaluation of contractor performance is a joint determination by the multi-functional team 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 initial performance review shall take place within 30 days after the contractor assumes full performance responsibilities. (i.e. after completion of transition/mobilization).

Attachment

1. Checklist – Fitting and Alterations

2. Checklist – Timeliness

3. Checklist – Realterations

4. Checklist – Exception Alteration and Reports

5. Checklist – Cleanliness and Safety

6. Monthly Rating

Vernalynne Carter Michael Smith

Deputy Section Flight Chief Contracting Officer Representative

502 LRS/LGRM/AFCIIF 502 LRS/LGRM/AFCIIF

Radames Gandia Melody Taylor

Contracting Officer Contract Administrator

502 CONS/JBKCA 502 CONS/JBKCA

Maria Lambert

QAPC Program Coordinator

502 CONS/JBKP