Atch_5_-_Quality_Assurance_Surveillance_Plan_(QASP).pdf

Direct Procurement Quality Assurance Surveillance Plan

1. Objective. This Quality Assurance Surveillance Plan (QASP) will be used by contracting

Officer’s Representative (COR) to evaluate and document the contractor’s performance. The contractor shall perform the necessary assessment and services for the preparation of Personal property of the Department of Defense (DOD) personnel for shipment and/or storage and related services through the DPM.

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 Contracting Officer Representative Tracking

(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.

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.

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 Service Delivery Summary (SDS) 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. If deficiencies are discovered in the COR surveillance procedures, the CO will notify the FC/FD and COR Management and provide any assistance 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. Performance Assessment. The following SDS outlines the defined performance objectives for this acquisition with the corresponding goal performance thresholds:

4.1. The method(s) of performance assessment for each acquisition performance objective is as follows:

Performance Objectives Method of Surveillance Performance Standard

Proper Packing/Loading/ Containerization of Personal Property for Onward Movement

PWS Para A.4, A.7

Random inspection by JPPSO- SCs quality control inspectors and validated customer feedbacks

No more than three percent of total number of shipments are incorrectly packed/loaded/containerized per month.

On-time Pickup/Delivery of Personal Property

PWS Para A.3

SC's quality control inspectors and validated customer feedbacks

No more than five percent per month of the total number of shipments are validated customer complaints for untimely pickup/delivery.

Timely pickup/return, proper preparation of documentation

PWS Para A.2.i, A.8.a, A.8.c, A.8.i

Review of pickup/return dates for personal property documentation

98% on-time return of completed, accurate, legible documentation to JPPSO per month

Accurate invoicing of charges

PWS Part III, Paragraph 4

Review of Invoices submitted for payment

100% percent error-free invoice submission rate per month.

Maintain adequate facilities and serviceable equipment

SC quality control inspectors

Part I, Paragraph A.11, and DTR Appedix D and E

Less than three violations per quarter based on inadequate facilities or unserviceable equipment as outlined in Appendix D and E of the DTR.

Protection and Accountability of Government-Owned Containers (GOCs).

SC quality control inspectors

Part I, Paragraph A.7.a, A.7.a.(1), Paragraph A.7.e

No more than 2% of total number of

GOCs improperly protected/

/constructed per quarter. Less than two failures per month to re-coop GOCs within specified time frame as defined defined in DTR Part IV, Appendix G, Table G-2

4.1.1. Non-SDS Items. The Contractor is required to provide all services identified in the PWS.

COR is required to inspect non-SDS items on a periodic basis.

4.2. Certification of Services. At the end of each contract payment period as defined in the resulting award of this acquisition, the COR shall certify the services were received in accordance with contract payment terms and conditions.

4.3. Unacceptable Services. The COR shall determine the cause of contractor unacceptable services.

4.3.1. If any government action, or lack of action, caused or contributed to the unacceptable performance, the performance will not be counted against the contractor. The COR will take steps to ensure the government does not interfere with the contractor’s performance in the future.

4.3.2. If contractor caused, the COR shall document the occurrence in accordance with (IAW) the methods of surveillance outlined in this QASP. IAW contract terms and conditions, the government reserves the right to inspect any services that have been tendered for acceptance.

The Government may require re-performance of nonconforming services at no increase in contract price. If re-performance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. Disputes between the COR and the contractor on the validity of a performance assessment shall be referred to the Contracting Officer.

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

5.1. 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.

5.2. 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

5.3. 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.

5.3.1. IAW FAR 52.222-50 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 Contracting Officer if the contractor, contractor personnel, subcontractor, or subcontractor personnel have failed to comply with the requirements of this clause and PGI.

5.3.2. The contracting officer 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 at http://www.defenselink.mil/specials/unifiedcommand/, identifies each command’s area of responsibility.

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

5.4. 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/

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR PACKING, CONTAINERIZATION AND LOCAL DRAYAGE OF DIRECT

PROCUREMENT METHOD (DPM) PERSONAL PROPERTY SHIPMENTS

KEVIN T. KENNEDY, DAFC, USAF

Title: HQ PPA Deputy Director

OSCAR T. VALENZUELA

Title: Primary COR

YVONNE GRANNUM

Title: Alternate COR

MARIA LAMBERT

Title: Quality Assurance Program Coordinator

STEPHEN L. LANGELIER

Title: Flight Chief

MARCUS H. MATTINGLY

Title: Contracting Officer

DARRYL BRYANT

Title: Contract Specialist