FA301625R6000 Exhibit 1 Quality Assurance Surveillance Plan .pdf

FA301625R6000 Exhibit 1 Quality Assurance Surveillance Plan

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

FITTING AND ALTERATION OF BASIC MILITARY

TRAINING UNIFORMS

JBSA LACKLAND AFB, TX

April 14, 2025

QUALITY ASSURANCE

SURVEILLANCE PLAN FOR

ALTERATIONS & FITTING OF BASIC MILITARY TRAINING UNIFORM

JBSA LACKLAND AIR FORCE BASE (AFB)

1. Objective.

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

Performance-Based Services Acquisitions (PBSA) guidelines. This Quality Assurance

Surveillance Plan 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 Quality Assurance Surveillance Plan 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 the 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, providing Team JBSA Lackland with Fitting and Alteration of Basic Military Training Uniform services that are acceptable and timely while protecting Government resources.

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. The following government officials will participate in performance management.

Their roles and responsibilities are described as follows:

3.1. Contracting Officer 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 DAFFARS MP5301.602-2(d) and Designation

Memorandum for further clarification of COR duties and responsibilities.

3.1.1. Joint Appointment Module (JAM) and the Surveillance and Performance Monitoring

(SPM) Module in Procurement Integrated Enterprise Environment (PIEE): The DoD mandatory web-accessible management applications JAM and SPM are 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. COR nomination and appointment functions are in JAM, COR monitoring functions are in SPM.

CORs are required to register and upload their COR nomination in JAM and surveillance documentation in SPM. See the DoD User Guide for JAM COR Appointments and SPM

Contract Surveillance 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 DAFFARS MP5346.103, Contracting Office Responsibilities, and

DAFFARS MP5301.602-2(d) for further clarification of CO duties and responsibilities.

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

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 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.

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

DAFFARS.

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 Summary (SS) and QASP and provides training to all FC/FD, COR and others that interact with this contract as needed.

3.6. The Contract Specialist (CS): 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. CS will perform COR assessment on a periodic basis as determined by the CO. The

CS 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 CS will ensure that the COR is documenting their surveillance in a timely manner. A check of the COR files will also be conducted on an annual basis.

4. Performance Assessment.

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, "Controlled Unclassified Information (CUI)". The following Service Summary outlines the defined performance objectives for this acquisition with the corresponding goal performance thresholds:

PERFORMANCE

OBJECTIVE

PWS

Reference

PERFORMANCE

THRESHOLD

Method of Inspection

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 Uniform Fit

Guide for Fitting and

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

Part 5.2 Workmanship- 85% of all garments/altered

100% COR inspection

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

Part 5.6 No more than 10 percent of the flights per month exceed the time limit

100% COR

documentation or flight processing times

3. Exception Alterations-

Provide exception alterations ensuring PWS timeframes are not exceeded.

Part 5.10 90% correct & on time 100% COR inspection

4. Cleanliness & Safety-The contractor shall maintain the government furnished facility (Room 1141, Building 5725, approximately 7,470 SF) in a clean and safe manner.

Part 1.12 and 1.12.1 No more than 3 validated complaints per month.

100% COR inspection daily checklist, visual inspection and customer complaint

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

4.1.1. 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 3.6.1 of this plan. The COR’s schedules (if applicable) are submitted to the contract administrator for review prior to the month being inspected.

4.1.1.1. 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.

4.1.2. 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 8 of this plan.

4.1.3. 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 with a 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.

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

4.2.1. 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.

4.3. 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 the contract payment terms and conditions.

4.3.1. At the end of each billing period, the 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 the service provider disagrees with COR, the issue is forwarded to the CO for resolution.

4.4. Unacceptable Services. The COR shall determine the cause of the contractor’s unacceptable services.

4.4.1. 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.

4.4.2. 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.

4.5. 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 findings. The COR will also notify the Contracting Officer of all discrepancies noted during the surveillance.

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.

5.2. The contractor shall implement and maintain a Quality Control Plan (QCP), in accordance with the PWS QCP submission requirements, to ensure the contract services conform to the requirements of the PWS.

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 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 Contracting Officer if the contractor, contractor personnel, subcontractor, or subcontractor personnel have failed to comply with the requirements of this clause.

5.3.2. The contracting officer shall, through the contracting officer’s local commander or other designated representative, immediately notify the Combatant Commander of the geographical area in which the incident has occurred.

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

http://www.state.gov/g/tip