15. M -SASC Performance Plan.pdf

FA3020-10-R-0041

Attachment 15

Performance Plan

For

Multiple Award - Security Alarm And Surveillance Contract

Operation, Maintenance, Enhancement, And Installation

(MĀ-SASC)

PREPARED

BY_______________________________________________DATE____________

TSgt Timothy Lawrence, 82 SFS/S3O, IDS QAP

PREPARED

SSgt Thomas Stabile, 82 TRW/TOM, AiT Dorm QAP

REVIEWED

Kevin West, QAPC

APPROVED

Mary Whitley, CO

1. OVERVIEW. This performance plan (PP) details how the Multiple Award - Security Alarm and Surveillance Contract (MĀ-SASC) will be managed upon award by the multi-functional team (MFT) throughout its life cycle. This plan will focus on the level of performance required by the Performance Work Statement (PWS), and the methodology or processes used for surveillance. This performance 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.

2. OBJECTIVE. The objective of the MĀ-SASC contract is to provide for security alarm and surveillance system requirements for maintenance, repair, and installation of security alarms and surveillance systems and other systems (e.g., public address systems) that will enhance or repair security at any facility at Sheppard Air Force Base (SAFB), Texas, Wichita County; Sheppard AFB annex, Lake Texoma; Frederick Auxiliary Airfield, Frederick, OK;

or any government installation where arrangements are made to issue a decentralized task order under this contract.

3. GOALS. By virtue of this PP, the MFT will manage this contract and strive to achieve efficiencies, improved customer service and contractor performance, and cost savings.

Additional goals are as follows:

• Maximize performance

• Encourage innovation

• Promote performance-based services

• Increase awareness that performance-based services require participation from all team members

4. MFT MEMBERS AND RESPONSIBILITIES.

• Contracting Officer (CO)

• Contract Administrator

• Functional Commanders/Functional Directors/ (FC/FD)

• Quality Assurance Personnel (QAP)

• Quality Assurance Program Coordinator (QAPC)

• Contractor

4.1 Contracting Officer/Contract Administrator

4.1.1 Ensures open communication is maintained between all parties, pre- and post-award.

4.1.2 Delegates authority for inspection and/or acceptance to QAP in accordance with the terms and conditions of the contract.

4.1.3 Informs the contractor of the names, duties, and limitations of authority for all QAP assigned to the contract.

4.1.4 Periodically assesses the QAP’s performance, not less than quarterly, and advise the

QAPC on any problems.

4.1.5 Manages contractor performance assessment data that may include submitting Contractor Performance Assessment Reporting System (CPARS) reports or Management Oversight of Services (MOS) reports.

4.1.6 Issues contract modifications as necessary.

4.1.7 Takes appropriate action should unacceptable contract performance occur.

4.2 Functional Commanders (FC) (NOTE: the MĀ-SASC has two functional commanders--1) 82 SFS/CC is resonsible for all intrusion detection system (IDS) requirements, and 82 TRW/TO is responsible for AiT Dorm requirements)

4.2.1 Ensures requirements documents developed by the MFT satisfy mission requirements, are performance-based, foster innovation, and define metrics. Assists in preparation of PWS and PP and obtains CO coordination on the final product.

4.2.2 Nominates qualified individuals as QAP. 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.

4.3 Quality Assurance Personnel (QAP)

4.3.1 Develops technical requirements and independent cost/Government estimates for contract services.

4.3.2 Evaluates and documents the contractor’s performance in accordance with the procedures set forth in this PP.

4.3.3 Immediately notifies the CO of any significant performance deficiencies.

4.3.4 Maintains assessment documentation throughout the life of the contract.

4.3.5 Certifies acceptance of services.

4.3.6 4.3.6 Promotes business decisions to meet customer requirements by researching the marketplace to remain current with the most efficient and effective performance assessment methods and techniques. Performs market research throughout the life of the requirement to ensure the team is knowledgeable of the commercial marketplace.

4.3.7 Fosters partnerships with industry to ensure exchanges of information with the service industry and other business experts.

4.3.8 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 PP for implementing initiatives brought forward, and monitoring the success of implementation.

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

4.4 Quality Assurance Program Coordinator (QAPC)

4.4.1 Coordinates all aspects of the quality assurance program

4.4.2 Participates in the MFT.

4.4.3 Reviews and coordinates on PWS and PP.

4.4.4 Provides training for the FC and all QAP.

4.4.5 Reviews and coordinates on all changes to the PWS and PP.

4.5 Contractor

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

4.5.2 Participates as a member of the MFT in the post-award management phase.

4.5.3 Maintains and implements a Quality Control Plan (QCP) that compliments the PP.

4.5.4 Ensures that non-conforming contract services are identified, and corrected. QCP is revised to prevent recurrence.

4.5.5 Tenders to the Government for acceptance only those services that conform to contract requirements.

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

5. PERFORMANCE ASSESSMENT. This section identifies the process that measures success towards achieving defined performance objectives or goals defined within the performance thresholds in the Services Summary (SS), or the process of assessing progress towards achieving the objectives/goals developed in this PP or partnering agreement.

5.1. Surveillance Approach: The intent of this plan is to primarily rely on the contractor’s internal quality control processes, changing the government’s role from “oversight” to “insight”. The team’s original surveillance approach may not stay the same throughout the duration of the contract, therefore, all government evaluators should be prepared to periodically update the surveillance approach when necessary. The goal of our surveillance approach is to gain confidence in the contractor’s way of doing business and then adjust the level of insight to a point that maintains that confidence.

5.1.1. Quality assurance shall be based on the Government’s evaluation of contractor’s results. All services performed must meet the prescribed performance objectives stated in the SS to be regarded as acceptable.

5.1.2. Surveillance will be accomplished by Customer Feedback, Customer Survey, Contractor and Government Data and Documentation Review, and Contractor Meetings.

5.1.3. The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel, however, inspection of any contract requirement is authorized.

5.1.4. Each performance objective includes a government determined performance threshold and the procedures used to ensure these standards are met.

SERVICES SUMMARY (SS)

Performance Objective PWS Para Performance Threshold Surveillance

Method SS-1 Equipment Installation and/or Construction Schedule.

Install equipment and/or perform construction task in a timely manner.

1.4 Task order is complete on schedule 95% of the time.

Project Action Officer monitors established completion date and provides feedback to

CO.

SS-2 Equipment Installation and/or Construction Operations Check.

Installed equipment and/or completed construction tasks pass systems check on initial final inspection.

1.4 Task order meets all user requirements 100% of the time.

Project Action Officer monitors established completion date and provides feedback to

CO.

Performance Objective PWS Para Performance Threshold Surveillance

Method

SS-3 Maintenance.

Maintain security alarms & surveillance systems in working condition.

(Note: this objective only applies to awardees issued a maintenance/repair task order)

1.5

No more than 1 security alarm inoperable at any time; no more than 1 surveillance system inoperable at any time.

Functional Commanders consolidate input from project action officerswho monitor established maintenance schedules and provides feedback to CO.

SS-4 Repair Service Calls.

Repairs are made in a timely manner; Customers are informed of expected repair time. Response and repair is made within time specified in task order.

(Note: this objective only applies to awardees issued a maintenance/repair task order)

1.5

Respond to and repair security alarms or surveillance systems identified by called in service calls 95% of the time.

Functional Commanders consolidate input from project action officerswho monitor established maintenance schedules and provides feedback to CO.

SS-5 Yearly Tests.

Yearly tests are accomplished within time specified in task order.

(Note: this objective only applies to awardees issued a maintenance/repair task order)

1.5

Inspections are accomplished within specified timeframe 95% of the time.

Functional Commanders consolidate input from project action officerswho monitor established maintenance schedules and provides feedback to CO.

SS-6 Submit Maintenance and Repair, Yearly Reports.

Completed reports are delivered within two business days for planned maintenance and unscheduled repair; and within 30 days for yearly tests.

(Note: this objective only applies to awardees issued a maintenance/repair task order)

1.5 95% of all reports are timely and accurate.

Functional Commanders consolidate input from project action officerswho monitor established maintenance schedules and provides feedback to CO.

5.2. Quality Control Program: The contractor shall utilize its own internal Quality Control processes in the performance of this contract. In order to supplement the contractor’s quality control program, government personnel will verify contractor compliance with mission essential performance requirements. The QAP will verify the key performance objectives. It is the responsibility of the FC and QAP to review these key objectives to assess their applicability and recommend the addition or subtraction as conditions warrant.

5.3. Customer Feedback/Survey Program.

5.3.1. Anyone that observes unacceptable services, either incomplete or not performed, for any contracted services, should immediately contact the QAP by telephone, email, letter, or fax. The QAP will document and validate the customer complaint, then notify the contractor with either a verbal or written Corrective Action Report (CAR) The contractor shall review and take immediate corrective action for all complaints.

5.3.2. If the QAP identifies recurring instances of unsatisfactory performance, they may request to review the contractor’s internal quality control processes to ensure that they are sufficient.

5.3.3. All valid customer complaints shall be corrected if applicable, as soon as possible after notification, but within the timeframe agreed to in the CAR. If the contractor challenges the validity of the complaint and the QAP and contractor cannot come to agreement, the customer complaint will be forwarded to the CO for resolution. Customer complaints will be tracked and if the performance threshold is exceeded, action will be taken by the CO in accordance with the applicable Inspection/Acceptance and/or Remedies for Unacceptable Performance clauses.

5.3.4 Customer Surveys may be distributed periodically to assess customer satisfaction with contractor performance (see pages 12-16 of this plan).

6. PERFORMANCE MANAGEMENT. This section identifies the use of performance measurement information to effect positive change in organizational culture, systems, and processes, by helping to set agreed upon performance goals, allocating and prioritizing resources, informing managers to either confirm or change current policy or program directions to meet those goals, and sharing results of performance in pursuing those goals.

6.1. QAP Records Review: The contract administrator will review the QAP’s surveillance files no less than semi-annually to ensure surveillance is properly conducted and documented, and contractor performance is within acceptable levels. This review will be documented and acknowledged by the CO and FC.

6.2 Surveillance Files: An inspection file must be developed and maintained by the primary QAP. This folder is typically contained in hard copy, but may be maintained in a computer database provided there is adequate back up of the data to preclude accidental loss.

The surveillance folder should contain the following information, but may contain any other sections or information that the QAP finds useful.

TAB 1 QAP Appointment Letter

TAB 2 QAP Phase I and Phase II Training

TAB 3 QAP Delegation of Duties letter

TAB 4 FC Designation letter

TAB 5 FC Training

TAB 6 Contract, PWS, SS, TAB 7 QCP

TAB 8 PP

TAB 9 Performance Evaluation Report, i.e. end of month report

TAB 10 Contractor notification of QAP(s)

TAB 11 CARs

TAB 12 Continuous Improvement Opportunities

TAB 13 Incentive/Award Fee Program (if applicable)

TAB 14 Miscellaneous Documentation

6.3. Performance Feedback: Documentation is required to record, evaluate, and report contractor’s performance. For intallation or expansion of existying systems, within 30 days of project completion the QAP will complete a narrative summary of contractor performance and forward it to the Contractor, QAPC, and CO that includes the equipment installation and/or construction schedule and the operations check. For Maintenance task orders, on a monthly basis, the QAP will complete a narrative summary of contractor performance and forward it to the Contractor, QAPC, and CO that includes maintenance compliance, repair service call timeliness, and status of yearly tests. The QAP will also keep the FC informed of all performance assessments. This information is strictly a tool to provide the contractor a snapshot view of their performance.

Performance

Element Description

Quality of Service Assess the contractor’s conformance to contract requirements, specifications, and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, or safety health standards).

Schedule Assess the timeliness of the contractor against the completion of the contract, task orders, milestones, delivery schedule, administrative requirements (e.g., efforts that contribute to or effect the schedule variance).

Management of Key Personnel

Assess the contractor’s performance in selecting, retaining, supporting, and replacing, when necessary, key personnel

6.3.1. Performance Ratings. Contractor ratings and criteria are described below:

Performance Rating

Criteria

Exceptional Performance meets contractual requirements and exceeds many of the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some of the government benefits. The contractual performance element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were highly effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some 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.

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

6.4. Management Oversight of Services (MOS)

6.4.1. Assumption of Workload Review: All services acquisitions with a value in excess of $100,000 will be reviewed by the appropriate designated official (typically the CO or his designate) within 30 days of the contractor’s full assumption of contract workload (for example, end of transition, phase-in, or similar event). The purpose of the review is to determine if the contractor successfully completed transition, is fully operational, and is within other performance parameters required by the contract. Since 82nd CONS/CC is the designated official for this contract, the Contracting Squadron Commander or Director, Business Operations (DBO) shall conduct and document the assumption of workload review and report to HQ AFSPC/A7K any negative information concerning contract execution.

6.4.2. Annual Performance Review: All services acquisitions with a value in excess of $100,000 will be reviewed annually. This review is to be conducted not later than 30 days prior to issuing the notification of the Government’s intent to fund the follow-on year. Since HQ AMC/A7K is the designated official, the Contracting Squadron Commander or DBO shall conduct and document the annual performance review and report to HQ AMC/A7K any negative variations in cost, schedule and/or other significant performance measures required by the contract. If significant variations exist, include an explanation of the causes for the variance and an assessment of the contractor’s corrective action plan.

6.4.3. Any significant changes in anticipated cost/price, schedule, or performance expectations are subject to a special review at the direction of the HQ AFSPC/A7K or other designated official.

7. UNACCEPTABLE PERFORMANCE. When the contractor’s performance is deemed unacceptable, QAP 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 QAP will take action to ensure Government action, or lack of action, does not interfere with the Contractor’s performance in the future. The QAP will completely document the circumstance.

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

By initialing and dating the CAR, the contractor representative is only acknowledging the receipt of the finding of unacceptable performance, and is not agreeing or disagreeing with the performance assessment. The QAP, with CO approval, 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 QAP’s unacceptable assessment finding, and the QAP and contractor cannot come to an agreement, the matter shall be referred to the CO for resolution.

The contractor shall be required to return all completed CARs to the QAP no later than the suspense date indicated on the CAR. Unacceptable performance that is re-performed satisfactorily by the contractor shall still count as unacceptable performance.

7.2 The QAP 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 QAP for the life of the contract.

8. REMEDIES FOR UNACCEPTABLE PERFORMANCE. 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:

a. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

b. 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.

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:

a. 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

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

c. Terminate the contract.

9. CO NOTIFICATION.

9.1 Major Finding (CAR). If at any time QAP identifies a condition as having a significant adverse effect on the quality of the activity, such as those stated below, QAP shall document their findings and notify the CO immediately in writing. E-mail is acceptable.

a. Contractor failure to meet a Performance Threshold.

b. Failure to provide adequate corrective action to preclude reoccurrence of

Government identified findings.

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

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

9.2 Minor Finding (Verbal CAR). A departure from established standards having little bearing on the service provided. When QAP identify a minor finding, the QAP shall document the findings, but is not required to notify the CO. 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 QAP shall notify the CO in writing.

10. CERTIFICATION/ACCEPTANCE OF SERVICES. QAP will certify receipt of acceptable contractor services at intervals determined by the contract. The QAP will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The QAP 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. QAP are responsible for obtaining, scheduling, and completing WAWF training from the base Accounting and Finance Office.

(Contract Name) CONTRACT MONTHLY SATISFACTION SURVEY

MONTH/YEAR:____________________

CONTRACTOR: _______________ CONTRACT #: _____________________

Promptness of the Service 5 4 3 2 1

Quality of the Service 5 4 3 2 1 Courtesy/Cooperation by Contractor Personnel 5 4 3 2 1 Response to Defective Notices and Customer Complaints 5 4 3 2 1

Overall Satisfaction with the Service Received 5 4 3 2 1

NOTE: 5=Exceptional, 4=Very Good, 3=Satisfactory, 2=Marginal, 1=Unsatisfactory

YOUR CANDID COMMENTS:

QAP

CORRECTIVE ACTION

1. DATES: (For Government Use Only)

2. CAR #:

REPORT DATE ISSUED:

RESPONSE DUE DATE:

CAR DUE DATE:

CAR DUE DATE SLIPS:

3. TO: 4. FROM:

5. NONCONFORMANCE: (Describe in detail:)

6. CAUSE OF NONCONFORMANCE:

7. CONTRACTOR CORRECTIVE ACTION:

8. CONTRACTOR CAUSE ELIMINATION:

9. GOVERNMENT EVALUATION: (Acceptance, rejection)

10. CONTRACTOR ACTION COMPLETED: 11. GOVERNMENT VERIFICATION:

Department

Code

NAME

DATE

(A)pprove (R)eject

NAME

DATE

CORRECTIVE ACTION FORM - Previous forms may be used.

Instructions for Completing Corrective Action Report (CAR)

This CAR form is used to document and request corrective action from the contractor, when contract requirements are not met or found to be inadequate. Remember to discuss all potential CARs with the contractor prior to issuing a written CAR.

QA Personnel STEPS:

Block 1. DATES. DATE ISSUED: Enter the date that the CAR was provided to the contractor (lowest level of supervision of where the violation occurred.). RESPONSE DUE DATE: Conduct a meeting with the contractor and negotiate a reasonable date for returning with the proposed or actual corrective and cause elimination action (Blocks 6, 7, & 8). CAR DUE DATE: Enter the date of when the contractor is to complete and close the requested corrective and cause elimination action. The CAR DUE DATE should be negotiated with the contractor to facilitate a reasonable closure period. Remember, you can grant due date extensions to the contractor when you deem necessary. CAR DUE DATE SLIPS: If the contractor misses a negotiated CAR DUE DATE, enter the number of times the date was missed.

Block 2. CAR#: Sequential numbers from your CAR log, e.g., LGPQ7001V or LGPQ7001W.

Block 3. TO: Enter contract number and title; contractor organization, supervisor name, title and phone number.

Block 4. FROM: Enter your name, organization, title and phone number.

Block 5. NONCONFORMANCE: Enter the contract nonconformance in a clear and concise manner, and identify the specific product, process, test examined, etc., that didn’t meet contract requirements. Also include and describe the requirement not met, e.g., the PWS paragraph, CDRL number and title, contractor procedures. After completing Blocks 1-5, deliver the completed CAR to the contractor’s representative identified in Block 3, and a copy to the Contractor Quality Manager.

CONTRACTOR STEPS:

Block 6. CAUSE OF NONCONFORMANCE: Address the contract nonconformance and describe what caused the nonconformance to occur (investigation). (Cause “Unknown” is not acceptable).

Block 7. CONTRACTOR CORRECTIVE ACTION: Enter the action taken to correct the nonconformance. This information should be detailed enough to enable the Government QAP to verify that the corrective action has been taken and can be verified. Corrective action is defined in ANSI/ASQC Q9001-1994, paragraph 4.14.2, and in ISO 8402-1994 paragraph 4.14.

Block 8. CONTRACTOR CAUSE ELIMINATION: Enter the cause elimination action taken to ensure that the nonconformance will not occur again. Identify the action and or change in policy, procedures or work instructions that will prevent reoccurrence of the nonconformance.

Cause elimination action is defined in ANSI/ASQC Q9001-1994, paragraph 4.14.2, and in ISO 8402-1994 paragraph 4.14.

Block 10. CONTRACTOR ACTION COMPLETED: The contractor representative identified in Block 3 is to enter his or her department code, name and date when Blocks 6, 7, and 8 are completed. The same information is to be entered again on the next line for all subsequent replies if original actions were unacceptable. The contractor representative identified in Block 3 is to deliver the completed CAR to the Government representative identified in Block 4, and to provide a copy to the contractor’s quality office.

QA Personnel STEPS:

Block 9. GOVERNMENT EVALUATION: Enter the results of your verification of the contractor’s corrective and cause elimination action. If the actions are acceptable, state so in this block. If contractor actions do not correct the nonconformance(s) and or eliminated its cause, state so in this block and indicate why the actions do not correct the nonconformance(s) and or eliminates its cause. If the contractor’s corrective and cause elimination actions do not correct the nonconformance(s) and or eliminates its cause, conduct a meeting with the contractor to discuss the reasons for rejection and address resolving your concerns found during your evaluation. Remember to maintain a good documented trail leading to the final acceptance of the contractor’s corrective action.

Block 11. GOVERNMENT VERIFICATION: Enter approval or rejection of the contractor’s actions, your name and date. Enter (A) for approved or (R) for rejected. Remember to send the completed CAR to the contractor’s representative identified in Block 3, and to provide a copy to the contractor’s quality office.

IMPASSE RESOLUTION: If the parties in Blocks 3 and 4 can not agree on the nonconformance identified, action dates, or the corrective and cause elimination action proposed or taken, both parties are to immediately elevate the CAR disagreement to the next level of management in their respective organization. If the disagreement continues at the next elevated level management, the CAR is to be elevated to the next level until the disagreement is resolved. The parties in Blocks 3 and 4 are to generate a memo describing the disagreement and identify the management member that the disagreement was elevated to. This memo shall be given to the elevated management member and provide a copy to the contractor’s quality office. Also provide a copy to your Program Manager and Contracting Officer.

CORRECTIVE ACTION FORM - Previous forms may be used.

CONTINUOUS IMPROVEMENT OPPORTUNITY

(CIO)

1.TO:

2. FROM:

3. CIO #: 4. DATE ISSUED: 5. ACCEPTED: (Y or N)

6. RESPONSE DATE:

7. IMPROVEMENT OPPORTUNITY: (PROVIDE SUPPORTING DATA)

8. ADOPTED: (Y or N)

Instructions for completing the CIO

This CIO form is used to document suggested improvements for the following: 1) The contract

2) The Performance Plan (PP) improvements to the Multi-Functional Team (MFT). 3) To notify the contractor of opportunities for process improvements which could affect cost, schedule or performance.

NOTE: To be effective, deliver the CIO to the proper management/process owner.

QAP STEPS

Block 1. To: Enter contract number and title, contractor or organization name, title and phone number of person presented the CIO.

Block 2. From: Enter your name, organization, title and phone number.

Block 3. CIO #: Use the sequential number from your CIO Log.

Block 4. Date Issued: Enter the date the CIO was issued.

Block 5. Accepted: Circle Yes or No. NOTE: File a copy no matter what the response.

Block 6. Response Date: If accepted, conduct a meeting with the party receiving the CIO and negotiate a reasonable date for a response.

Block 7. Improvement Opportunity: List the Improvement Opportunity, remember to provide supporting data that fully explains the CIO. Update the CIO log with the results and maintain the original. Provide a copy to the Contract Officer and Program Manager.

NOTE: Remember, the person receiving the CIO determines whether to accept/act on it. If needed, put in a disclaimer statement i.e., “ This information is for your use solely and completely at your discretion and shall not be considered as direction by the United States Government”.

Block 8. IF ADOPTED, State the specifics of the improvement in as much detail as possible.

Attach supporting documents if they are provided. IF NOT, Enter “Not Adopted” and file in CIO Log book.