QASP 9 May 12.doc

QUALITY ASSURANCE SURVEILLANCE PLAN

QUALITY ASSURANCE Surveillance PLAN

FOR

Explosive Ordnance Disposal (EOD) Support Services

Coordination and Review:

Contracting Officer

Date

Contracting Officer Representative (COR) (Primary)

Contracting Officer Representative (COR) (Alternate)

Contractor

REVISION CONTROL

Table of Contents

I. Contract Assessment

1.0 Purpose

2.0 Service Objective

3.0 Desired Management Results

4.0 Roles and Responsibilities of the Multi-Functional Team

II. Contractor Assessment

5.0 Contractor’s Quality Control Plan (provided with contractor’s proposal)

6.0 Strategy, Methods, and Tools

7.0 Assessment Procedures

8.0 Performance Issues

9.0 Certification/Acceptance of Services

10.0 Contract Management

SECTION 1.0.

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 plan implements the requirements of FAR 46.401, DFARS 246.401, and mandatory procedures (MP) 5301.602 with respect to the government’s Quality Assurance (QA) requirements.

1.2 Does not provide for a systematic method to evaluate the details of how contractor is to accomplish the work.

1.3 Is based on the premise that the contractor, not the government, is responsible for management and quality control actions to meet the terms of the contract. Good management and use of an adequate quality control plan will allow the contractor to perform satisfactorily. Contracting Officer Representatives (CORs) are to be objective, fair, and consistent in evaluating contractor performance against standards.

1.4 The government receives authority from the government’s rights under FAR clause 52.212-4 Contract Terms and Conditions-Commercial Items. Government surveillance may occur under this clause for any services relating to the contract, regardless of specific inclusion in the SS or the QASP.

1.5 Revisions to this QASP are the responsibility of the Administering Contracting Officer and Government Program Manager with inputs from CORs.

2.0.

SERVICE OBJECTIVE

2.1.

The objective(s) is/are to obtain support services to the USAF bases and Headquarter Staffs which includes: providing EOD expertise on munitions and explosives accountability, documenting required EOD training, and maintaining explosive demolition equipment in serviceable and ready condition. This plan is designed to provide an effective systematic surveillance method to validate contractor performance of PWS objectives. The premise of commercial contracting is for the Contractor to assume responsibility for the work they produce. The contractor is responsible for accomplishing quality checks to ensure that final deliverables meet all PWS requirements, to include corrective actions in the event of defects.

3.0.

DESIRED MANAGEMENT RESULTS

3.1. The result the multi-functional team is striving to achieve is successful PWS performance.

4.0.

ROLES AND RESPONSIBILITIES OF THE MULTI-FUNCTIONAL TEAM

4.1.

The Contracting Officer/Specialist, Contract Officer Representative (COR) and Quality Assurance Program Coordinator (QAPC) are responsible for planning the acquisition and managing the requirements over the life of the contract along with recommending any revisions to the QASP. They are responsible for the duties listed below and IAW AFI 63-124, Chapter 2.

4.2.

Administrative Contracting Officer/Contract Specialist

4.2.1.

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

4.2.2.

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

4.2.3.

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

4.2.4. Periodically assesses the CORs performance, not less than quarterly.

4.2.5.

Manages contractor performance assessment data, including submitting Contractor Performance Assessment Reporting System (CPARS) reports.

4.2.6.

Issues contract modifications as necessary.

4.2.7.

Takes appropriate action should unacceptable contract performance occur.

4.2.8. Ensures the MFT reviews this performance plan annually (at a minimum) for recommended changes.

4.3. Contracting Officer Representative (COR).

4.3.1. Each COR should complete the required Defense Acquisition University (DAU) courses and receive contract-specific training provided by the contracting office before they can perform contractor surveillance.

4.3.2.

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

4.3.3.

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

4.3.4.

Immediately notifies the administrative contracting officer of any significant performance deficiencies.

4.3.5. Maintains assessment documentation throughout the life of the contract.

4.3.6. Uses assessment data to assist the administrative contracting officer in the preparation of the contractor Performance Assessment Reporting System (CPARS) reports.

4.3.7. The COR is responsible for obtaining, scheduling, and completing Wide Area Work Flow (WAWF) training from the base Accounting and Finance Office.

4.3.8.

Certifies acceptance of services in WAWF and maintains invoice documentation for the life of the contract.

4.3.9.

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.

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

4.3.11. 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 performance plan for implementing initiatives brought forward, and monitoring the success of implementation.

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

4.3.13. The COR must keep the documentation files during the term of the contract and at the conclusion of the contract transfer the files to the administrative contracting officer for inclusion in the official contract file.

4.4.

Quality Assurance Program Coordinator (QAPC)

4.4.1. Develops, manages, and implements the Quality Assurance Program.

QAPC for AMC/A7KQ.

4.4.2. CORs must take mandatory Defense Acquisition University (DAU) training as outlined in the Office of the Under Secretary of Defense (OUSD) Policy Memo, 29 Mar 10.

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 multi-functional team in the post award management phase.

4.5.3. Maintains and implements their commercial quality procedures that ensure that contract requirements are met.

4.5.4. Ensures that non-conforming contract services are identified, and corrected. Ensures that their quality control procedures are 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.

5.0 CONTRACTOR’s QUALITY CONTROL PLAN.

5.1. As required by the contract, the contractor’s commercial Quality Control Plan included in the final proposal, dated___________________ is incorporated by reference.

6.0.

STRATEGY, METHODS, AND TOOLS

6.1.

Strategy. At a minimum, government COR will perform surveillance (see paragraph 6.3) to determine the contractor’s compliance with designated performance requirements of the contract Service Summary (SS). Documentation is required to record, evaluate, and report contractor’s performance. Assessment will be in accordance with the methods below. In addition to the monthly assessment, assessment will be done after completion of the performance period, through the Contract Performance Assessment Reports (CPARs) evaluation system.

6.2.

Methods. Definitions of surveillance methods:

6.2.1.

Customer Complaint. The COR shall ensure complaint procedures and forms are made available to all customers (Sample: Customer Complaint Record or Corrective Action Report Forms, attached). Any personnel that observe questionable or incomplete services or services not performed, or performed improperly, should immediately contact the COR. COR shall receive, document, and validate or invalidate all complaints. If the complaint is invalid, the COR shall contact the complainant and explain why the complaint was invalid. COR shall fully document the resolution for each complaint on the Customer Complaint Record. Complaints will be tracked and if the performance threshold is exceeded, the COR shall notify the administrative contracting officer in writing. The administrative contracting officer will notify the contractor and appropriate action can be taken.

6.2.2. Periodic Surveillance or Random Sampling. The results of the random inspection will determine the government’s next course of action. For example, if performance is marginal or unsatisfactory, the COR needs to document that inspection finding and begin corrective action. If performance is acceptable, the COR needs to document this finding as well and may reduce the sample size or sampling frequency.

6.2.3. One Hundred-Percent Inspection. This surveillance type is preferred for those tasks that occur infrequently. It is also used frequently for those tasks having very stringent performance requirements. When this type of surveillance is used, the COR must inspect and evaluate the contractor’s performance each time it is performed to determine acceptability.

6.2.4. Third Party Audit. Third Party Audits will be conducted by federal, state, and local agencies (i.e. OSHA, DMV, EPA, Environmental Management etc.)

6.3.

Tools.

6.3.1. Assessment of SS Items. The PWS contains a Service Summary

(SS) that summarizes performance thresholds. The SS does not identify every service required, but only those services considered most important for mission accomplishment. At a minimum, CORs will monitor, review, and report on the contractor’s performance and compliance with all SS items shown below.

SERVICE SUMMARY (SS) AND METHOD OF ASSESSMENT

Contractor shall prepare draft and deliver draft for Government approval no later than the 5th working day following close of the conference/meeting Contractor shall distribute Government approved documents no later than the 3trd working day following close of meeting, with no more than two instances where documents are submitted beyond the required delivery date.

# of inaccuracies for cross-referencing source and reference material content

# of late deliverables

# of late deliverables submitted more than one working day beyond the stated or agreed-to time period.

100% Inspection

# of late deliverables

# of late deliverables submitted more than one working day beyond the stated or agreed-to time period.

100% Inspection

All documents as prescribed by this PWS

1.2.1

1.2.2

1.2.3

1.2.4

1.2.5

1.2.6

4.7

# of late deliverables

# of late deliverables submitted more than one working day beyond the stated or agreed-to time period.

100% Inspection

Monthly Progress Reports as prescribed by this PWS

# of late deliverables

# of late deliverables submitted more than one working day beyond the stated or agreed-to time period.

100% Inspection

6.3.2. Assessment of non-SS Items. 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 SS items and non-SS items as well. When the COR identifies unacceptable performance on non-SS items, the COR shall follow the procedures in Paragraph 8.0 of this performance plan, entitled Performance Issues.

7.0 ASSESSMENT PROCEDURES

7.1. The COR shall develop a monthly surveillance schedule, based on this plan, to include at least the date, time, PWS paragraph, and description of service inspecting based on requirements of the contract. A copy of the monthly review shall be forwarded to the Administrative Contracting Officer (ACO) no later than 7 days after surveillance. The COR may use the Corrective Action Report (CAR) and/or the Performance Assessment Report (PAR) templates attached.

7.2. In addition to the monthly assessment schedule, the COR will accomplish performance assessment at the end of each performance period through the Contract Performance Assessment Reports (CPARs) evaluation system.

8.0. PERFORMANCE ISSUES

8.1. Unacceptable Performance – Government Action.

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

8.2. Unacceptable Performance – Contractor Action. When the unacceptable performance is not the result of government action, or lack of action, the COR shall promptly notify the contractor and the contracting officer administering the contract. The contractor shall re-perform the service, if possible, without additional cost to the government. If the contractor challenges the validity of the CORs unacceptable assessment finding, the matter shall be referred to the contracting officer administering the contract for resolution. The COR will completely document the circumstance.

8.3.

Contracting Officer Notification.

8.3.1. Major Finding. If at any time the COR identifies 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 administrative contracting officer immediately in writing. Email is acceptable.

8.3.1.1. Contractor failure to meet a Performance Objective.

8.3.1.2. Failure to provide adequate corrective action to

preclude reoccurrence of government identified findings.

8.3.1.3. Failure to provide corrective action to deficiencies identified by the COR within a prescribed suspense period.

8.3.1.4. Any failure to adhere to security regulations that

results in a security incident.

8.4. Minor Finding. A minor finding is a departure from established standards having little bearing on the service provided. When the COR identifies a minor finding, the COR shall document the finding, but is not required to notify the administrative contracting officer. However, if the same minor finding is identified more than once, 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 administrative contracting officer in writing.

8.5.

Remedies or Other Actions for Unacceptable Performance.

Will be in accordance with the contract Inspection of Services clause 52.246-4 -- Inspection of Services -- Fixed-Price (Aug. 1996). In accordance with the FAR, DFARS, and AFFARS supplements, when defects in services cannot be corrected by re-performance, the government may:

8.5.1.

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

8.5.2.

Reduce the contract price to reflect the reduced value of the services performed. Consideration may include reducing the contract price to reflect the reduced value of the services performed (reduce the number of paid hours to reflect the total non-performance period). However, other forms of consideration may also be negotiated based on the impact associated with the failure to perform.

8.5.3.

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:

8.5.3.1. Terminate the contract for cause and, 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

9.0. CERTIFICATION/ACCEPTANCE OF SERVICES

9.1.

The COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The COR will certify receipt of contractor services via the Wide Area Workflow (WAWF) website. Certification of services shall be accomplished no later than seven days after the receipt of the invoice. To avoid payment of interest penalties, if the invoice is not acceptable, it should be rejected in WAWF before the 7th day after receipt of the invoice and the administrative contracting officer should be notified immediately.

9.2 The COR is responsible for obtaining, scheduling, and completing WAWF training from the base Accounting and Finance Office.

10.0 CONTRACT MANAGEMENT

10.1. The MFT team shall conduct periodic progress meetings, not less than quarterly the first year, to review the contractor’s performance. At these meetings the administrative contracting officer will apprise the contractor of how the government views the contractor’s performance and the contractor will apprise the government of problems, if any, being experienced. The contractor will immediately notify the administrative contracting officer of any work being performed, if any, that the contractor considers over and above the requirements of the contract. Appropriate action shall be taken to resolve any outstanding issues (i.e. CPARS, customer complaint reports, etc….)

10.2. The MFT shall also provide any recommended changes to the Performance Plan to the CO on at the progress meetings or on an annual basis (at a minimum).

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