Attachment 5 Draft WC Performance Plan.docx

DRAFT

PERFORMANCE PLAN

for Watercraft Operations and Maintenance Contract for Tyndall AFB

FY 2010-2014

This Performance Plan is a draft only and will be finalized after award. This plan is provided for informational purposes only and will not become part of the contract.

Table of Contents

PARAGRAPH PAGE

1.0. SERVICE OBJECTIVE 4

2.0. MFT PERFORMANCE MANAGEMENT PLAN GOALS 4

2.1. QUALITY WORKMANSHIP & EFFICIENCIES 4

2.2. EXCELLENT CUST0MER SERVICE 4

2.3. PWS COMPLIANCE 4

3.0. MFT MEMBERS, ROLES, and RESPONSIBILITIES 4

3.1. MFT ACQUISITION TEAM DUTIES and RESPONSIBILITIES 4

3.2. FUNCTIONAL COMMANDER (FC) 5

3.3. CONTRACTING OFFICER (CO) 6

3.4. QUALITY ASSURANCE PROGRAM COORDINATOR (QAPC) 6

3.5. PRIMARY QUALITY ASSURANCE PERSON (QAP) 6

3.6. CONTRACT ADMINISTRATOR (CA)/CONTRACT SPECIALIST 7

3.7. CONTRACTOR 7

3.8. OTHER EXPERTS/ADVISORS 8

4.0. GOVERNMENT QUALITY ASSURANCE APPROACH 8

4.1. PURPOSE 8

4.2. SURVEILLANCE PROCEDURES 8

4.3. PERFORMANCE PLAN FILE 9

4.4. SURVEILLANCE METHODS 10

4.5. SERVICES SUMMARY and METHOD OF SURVEILLANCE 11

4.6. PROCEDURES FOR SURVEILLANCE OF NON-SS ITEMS 11

4.7. PERFORMANCE DEFICIENCIES 12

4.8. ACCEPTANCE/CERTIFICATION OF SERVICES 12

5.0. PERFORMANCE MANAGEMENT 13

5.1. MARKET RESEARCH 13

5.2. PERFORMANCE IMPROVEMENT MEASURES 13

5.3. PAST PERFORMANCE INFORMATION 13

5.4. RELATIONSHIP BUILDING 13

5.5. DISPUTE RESOLUTION 13

6.0. ATTACHMENTS 13

1.0. SERVICE OBJECTIVE. To provide quality operations and maintenance services for watercraft operations on Tyndall AFB in accordance with the Performance Work Statement.

2.0. MFT PERFORMANCE PLAN GOALS

2.1. Quality Workmanship and Efficiencies: The government expects quality workmanship in all operations and maintenance services performed. New components shall meet or exceed existing components in terms of requirement quality. All work shall be performed in accordance with PWS requirements manufacturer’s recommendations, national vehicle maintenance codes, applicable federal, state, and local laws and regulations unless otherwise stated in the Performance Work Statement.

2.2. Excellent Customer Service: Ensure the contractor develops and implements a quality control system that is responsive to the 53 WEG requirements. The contractor shall ensure all work is performed in accordance with standard marine practices, manufacturer’s recommendations, and applicable federal, state, and local rules and regulations.

2.3. PWS Compliance. Ensure all provisions of the PERFORMANCE WORK STATEMENT (PWS) are met by the contractor.

3.0. MULTI-FUNCTIONAL TEAM (MFT) MEMBERS, ROLES, and RESPONSIBILITIES.

3.1. MFT Acquisition Team Duties & Responsibilities

3.1.1. Foster partnerships with industry to ensure exchanges of information among the service industry and other business experts occur. Ensure key stakeholders participate in developing, implementing, and executing the acquisition strategy.

3.1.2. Provide support to senior leadership as required (i.e., performance metrics, data, briefings). Provide reports and provide early warnings of significant variances in cost, schedule, or performance to senior leadership. Complete and annual performance reviews in accordance with the Management and Oversight of the Acquisition of Services Process (MOASP).

3.1.3. Research the commercial market to ensure the MFT is using the most efficient and effective assessment methods, techniques, and best commercial practices in performance of the contract.

3.1.4. Develop, implement, and execute a performance-based acquisition strategy to include; performance metrics, that supports a higher level of contract performance, fosters synergistic partnerships, accommodates changing or unforeseen mission needs, and leverages commercial best practices. Ensure the acquisition strategy aligns mission performance needs with performance-based work statements and acquisition approaches designed to deliver the desired mission support results.

3.1.5. Manage risk to ensure mission performance is within cost and schedule constraints.

3.1.6. Develop, implement, and execute a source selection, if applicable, that provides an integrated assessment of the offeror’s proposal and ensures a best value source selection based on the requirements of the request for proposal.

3.1.7. Plan, program, and budget adequate funds to ensure the execution is within approved funding baseline.

3.1.8. Develop, implement, and manage milestones to ensure the acquisition supports mission requirements within the approved funding baseline.

3.1.9. Identify opportunities to improve performance throughout the life of the acquisition. This includes benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the performance plan to implement initiatives, and monitoring the success of implementation.

3.1.10. Assess and manage contractor performance data to include submitting Contractor Performance Assessment Reporting System (CPARS) reports.

3.1.11. Develop, implement, and execute performance measurement and management in accordance with this performance plan.

3.1.12. Ensure the requiring office and contractor understand the unique programs impacting an acquisition, e.g., Air Force Hazardous Materials Management Process (HMMP), safety, security, environmental, etc.

3.2. Functional Commander

3.2.1. The Functional Commander (FC) is the co-chair with the Contracting Squadron commander. The FC is the primary facilitator and authority on functional area requirements and issues.

3.2.2. Forms the milestones for the acquisition process jointly with the Contracting Officer.

3.2.3. Assigns competent and capable functional experts to the multi-functional team who will be available full-time or as warranted by the procurement cycle.

3.2.4. Primary responsibility for the development of the Performance Plan lies with the FC. FC ensures the QAP, CO, CA, QAPC and FC work together to develop the plan.

3.2.5. Responsible for the development and delivery of the requirements package in order to ensure timely award of the contract.

3.2.6. Responsible for coordinating with the contracting officer on review and acceptance of the contractor’s Quality Control (CQ) Plan.

3.2.7. Assigns primary and alternate quality assurance personnel to satisfy surveillance requirements of the contract.

3.2.8. Periodically reviews surveillance documentation submitted by the QAP to determine adequacy and quality of surveillance.

3.2.9. As necessary, attends the annual briefing on the health of services contracts given to the 325 FW/CC by the 325 CONS/CC.

3.2.10. Functional Commander has primary responsibility for accomplishing the Contractor Performance Assessment Report in a quality and timely manner when it is due. The Functional Commander is the CPAR Assessing Official for this contract.

3.3. Contracting Officer (CO)

3.31. The CO forms the acquisition milestones for the acquisition process jointly with the Functional Commander.

3.3.2. The CO ensures acquisition processes, i.e., market research, gathering of past performance information (PPI), source selection, solicitation, evaluation, and award are aggressively performed.

3.3.3. After contract award, the CO ensures the Multi-Functional Team convenes six months after contract award or exercising an option to determine whether recompetition is required.

3.3.4. A duly appointed CO is the only individual authorized to enter into, administer, and/or terminate contracts and make related determination and findings.

3.3.5. The CO is the only individual that is authorized to delegate (delegation must be in writing) specific contract administration duties to other individuals. This includes the QAP.

3.3.6. The CO ensures oversight and control of contracting actions.

3.3.7. CPARS ADMINISTRATION. Contracting Officers review first draft of CPAR prior to submission to Assessing Official and provide input/comments/advice to Primary QAP/initial drafter of CPAR.

3.4. Quality Assurance Program Coordinator (QAPC)

3.4.1. QAPC advises team members on all quality assurance issues for the requirement.

3.4.2. If required, advises team on all Contractor Performance Assessment Reporting issues.

3.4.3. Assists the functional area in preparing the Performance Work Statement and the Performance Plan.

3.4.4. Conducts review of “draft” Contractor Performance Assessment Report (CPAR) for compliance with the Department of Defense (DoD) Contractor Performance Assessment Reporting System (CPARS) Policy Guide.

3.5. Quality Assurance Personnel (QAP)—Includes QAE, COTR, COR, and QAS personnel

3.5.1. Assists the FC in preparing the Performance Work Statement. Generally, the Primary with advice and consult with secondary QAP—is the primary author/ coordinator for development of the PWS.

3.5.2. The Primary QAP—with advice and consult with secondary QAP—is the primary author of and coordinator for the development of the Performance Plan unless the FC dictates otherwise.

3.5.3. QAP shall be familiar with contract terms and conditions.

3.5.4. QAP will request additional training, if needed, from the CO.

3.5.5. QAP will monitor, assess, and document the contractor’s performance in accordance with this Performance Plan. QAP will note and document acceptable and unacceptable performance.

3.5.6. QAP shall maintain a surveillance folder/binder containing a copy of this Performance Plan, along with all surveillance reports, contract documents, and correspondence.

3.5.7. Notify the Contracting Officer of any significant performance deficiencies.

3.5.8. Provide any recommendations to improve the Performance Plan or Performance Work Statement.

3.5.9. QAP shall submit surveillance reports/documentation to the CA for review.

3.5.10. QAP shall perform/assist in gathering market research, gathering past performance, and evaluating proposals, taking into consideration quality assurance/control issues/perspectives throughout the life cycle of the acquisition.

3.5.11. If the QAP is also the technical specialist from the functional area, he/she will assist in gathering market research relative to the technical aspects of the requirement and will evaluate trade-offs.

3.5.12. The Primary QAP is responsible for accomplishing the first draft of the Contractor Performance Assessment Report for this contract. The assessment will be based on objective data or measurable subjective data, per the DoD CPARS Policy Guide.

3.6. Contract Administrator (CA)/Contract Specialist

3.6.1. Performs acquisition processes, i.e. market research, gathering of past performance, source selection, solicitation, evaluation, and award.

3.6.2. Assess the necessity of recompetition even though there may be remaining options.

3.6.3. Coordinates all contract actions decided by the contracting officer and Functional Commander or QAP.

3.6.4. Assists coordination between FC, QAP, and Quality Assurance Program Coordinator (QAPC) on all QAP and FC training requirements and PWS/Performance Plan development.

3.6.5. Provides finalized Performance Plan to the QAPC.

3.6.6. Maintains contract file and ensures all required documentation is in the file and current.

3.6.7. Contract Administrator/Specialist reviews first draft of CPAR prior to submission to Assessing Official and provides input/comments/advice to Primary QAP/initial drafter of CPAR.

3.7. Contractor

3.7.1. The contractor shall control the quality of services and/or supplies tendered to the government. The Contractor is responsible for performing or having performed all inspections and tests necessary to substantiate that the services furnished under this contract conform to contract requirements.

3.7.2. The contractor shall tender to the government for acceptance only those services or supplies that conform to contract requirements.

3.7.3. The contractor shall provide and maintain an inspection system or program (e.g., QC Plan) for the control of quality that is acceptable to the government. Contractor shall provide an electronic and hard copy of the QC Plan to the Functional Commander for review and acceptance. Each revision to the QC Plan shall also be submitted to the Functional Commander/Director for review and acceptance. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

3.8. Other Experts/Advisors (as required): to provide advice and guidance, i.e., Technical Experts, Small Business Specialist, Legal, Finance, Security Forces, Safety, etc.

4.0. GOVERNMENT QUALITY ASSURANCE APPROACH

4.1. Purpose: This section of the Performance Plan will be used as a guide to Government Quality Assurance Personnel (QAP) and the Functional Commanders (FC). It provides a systematic method to evaluate the services the contractor is required to furnish. The Surveillance/Evaluation Methods identified in this Performance Plan, in concert with the Contractor’s Quality Control Procedures, will assure the Government of acceptable contractor performance.

4.1.1. The Performance Plan is intended to be a “living document”. That is, it should be revised or modified as circumstances warrant throughout the contract period. Following contract award, this document should be reviewed by the QAP to ensure that it will work cooperatively with the Contractor’s Quality Control Plan, but not duplicate its provisions.

4.1.2. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

4.1.3. Revisions to the Performance Plan: Revisions to this plan are the responsibility of the functional area and must be coordinated through the Contracting Officer and the Quality Assurance Program Coordinator.

4.2. Surveillance Procedures

4.2.1. Performing Surveillance: Actual surveillance must be done as stated in this Performance Plan. Surveillance includes scheduling, observing, documenting, and resolving performance issues discovered through surveillance.

4.2.2. Scheduling Surveillance: The Quality Assurance Person (QAP) assigned to this contract is responsible for developing a monthly schedule of surveillance activities based on the Performance Plan’s requirements. The schedule should be completed no later than 7 calendar days before the beginning of the period it covers. The QAP must give one copy of the schedule to the contract administrator before start of the surveillance period. Computer-generated or locally devised forms may be used. Note: scheduling of surveillance does not apply to customer complaint or customer survey surveillance.

4.2.3. Observing Contractor Performance: The QAP must inspect task performance by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, or otherwise inspecting the task or its results to determine whether or not the performance meets the standards contained in the contract.

4.2.4. Documenting Surveillance

4.2.4.1. Documentation is required to record, evaluate, and report contractor’s performance. This documentation provides the contracting officer and contract administrator with contractor status as it applies to the performance criteria. Every effort should be made to make this report to the CO and CA as accurate as possible. The QAP is required to maintain accurate records of the contractor’s performance and keep the Functional Commander informed of all data pertaining to contractor status. Documenting surveillance is of major importance to the total process of surveillance. The contracting officer and contract administer cannot properly administer the contract without documentation of actual surveillance.

4.2.4.2. All documentation resulting from surveillance must be made part of the contract file. The QAP must keep the documentation files during the surveillance period, but either monthly or at the conclusion of the contract, as directed by the contracting officer, the QAP must give the files to the contracting officer for inclusion in the official contract file.

4.3. Performance Plan File: A performance plan file must be developed and maintained by Primary QAP assigned to accomplish QA for a performance requirement. The folder is typically contained in a hardcopy, but may be maintained in a computer database provided there is adequate back up of the data to preclude accidental loss. The folder must contain as a minimum, the following documents and be set up using the Performance Plan File Index (Attachment 1).

4.3.1. Performance Plan: Maintain a copy of the Performance Plan.

4.3.2. Appointments: QAP nomination letters and the CO's Letter of Delegation to the FC and copy of CO’s Letter to the Contractor appointing the QAPs to the contract. Training Certificates are also included here.

4.3.3. Contract Documents: The contract with all modifications, directive documents references, pertinent terms defined by the contract, equipment listings, and PWS.

4.3.4. Meeting Minutes.

4.3.4.1. Multi-Functional Team Meeting Minutes: Minutes are the responsibility of the contract administrator/specialist. Minutes shall be provided (email) to all team members, to include members that did not attend the meeting. The QAP shall maintain a copy of the minutes in the QAP folder.

4.3.4.2. Monthly or Periodic Performance Meeting Minutes: The QAP, Contractor (or representative), Contract Administrator, and CO (when warranted) will meet monthly or periodic as necessary to discuss contract performance, resolve issues, discuss customer complaints, and provide positive interaction and feedback to all parties. Minutes are the responsibility of the contract administrator/specialist. The CA must provide a copy of the minutes to the QAP to be maintained in the QAP folder.

4.3.5. Surveillance Documentation: All surveillance documentation—acceptable and unacceptable—is to be maintained in this section. Types of surveillance documentation may include Performance Assessment Reports (attachment 2), customer complaint records (attachment 3) (both active and resolved), Corrective Action Reports (attachment 4), monthly surveillance summaries, trend analysis, metrics, etc. In addition, all paperwork/memos for record (MFR) that support the documented surveillance should be kept in this section as well. The types of information that may be included are details of inspections or data gathering, conversations or meetings with the contractor, notes and comments that support the inspection paperwork, MFRs of phone conversations, email messages, etc. For unacceptable contractor performance, this section may have COs inputs/determinations, cure notices, and show cause letters and any other documentation that revolve around contractor performance not meeting the minimum acceptable quality level or thresholds in the SS.

4.3.6. Customer Complaint Instructions: File customer complaint training materials in this section. See paragraph 4.4.2.2 below.

4.3.7. Final Acceptance and Funding Issues: Keep a copy of the Wide Area Work Flow-Receipt and Acceptance printouts.and MyInvoice printouts, as required. This is also the place to keep paperwork for future changes to the contract, i.e. addendums, form 9s, options, etc that must be worked during the life of the contract.

4.4. Surveillance Methods

4.4.1. Periodic Surveillance/Inspection: QA Personnel are to be objective, fair, and consistent in evaluating contractor personnel. Periodic surveillance can be accomplished on a weekly (i.e., twice per week), monthly, quarterly, daily basis, depending on the criticality, frequency, complexity, etc of the service being assessed. Whichever period we use, it must be remembered, the goal of the government is to conduct the minimal amount of surveillance that is necessary to ensure the government receives the service it has contracted for.

4.4.1.1. The QAP will review documentation and/or observe accomplishment of Performance Objective(s) to ensure the minimum Performance Threshold(s) has (have) been met for the respective Performance Objective(s).

4.4.1.2. The QAP must document each surveillance as it is conducted. This is an important component of the Air Force record of the contractor’s performance. All performance must be documented, whether it is acceptable or unacceptable. The QAP shall use the Performance Assessment Report (PAR) at attachment 2 to document periodic surveillance.

4.4.2. Customer Complaint

4.4.2.1. The QAP is the customer point of contact and must collect all customer complaints.

4.4.2.2. The QAP must furnish written instructions and customer training to each organization (or person) receiving the contractor’s service. Instructions and training should cover the format and content of the customer complaint program and the service to be surveilled; the action that may be expected from the QAP, contract administrator, and contracting officer as a result of the complaints; and the limitations on the customers in dealing with contractor personnel.

4.4.2.3. All complaints and any resulting resolution of such complaints must be documented and become a permanent part of the QAP surveillance records.

4.4.2.4. A customer complaint is a valid complaint when the QAP, after a thorough investigation, determines the complaint’s validity.

4.4.3. 100% Inspection/Surveillance: One Hundred Percent Inspection is inspecting a requirement every time it occurs.

4.5. Services Summary and Method of Surveillance

100% Periodic Surveillance Customer Complaint

Customer Complaint

Description of Services Administration

Target System Retrieval Dive Capability

4.6. Procedures for Surveillance of NON-SS Items

4.6.1. All NON-SS items—that is, any provision/requirement stipulated in the PWS, but not included in the Services Summary—may be evaluated as necessary by the QAP to ensure contractor is in compliance with the PWS. Customer complaints and periodic surveillance are the usual forms of surveillance for non-SS items. The use of sound judgment is necessary when evaluating non-SS items. These items were not included in the SS for a reason. Use objective and subjective reasoning when evaluating non-SS items.

4.6.2. Key NON-SS Items to be Observed: The QAPs will also be observing the following areas monthly. These items are not SSs but are things we find important to the success of this contract.

- Para 3.2.1 Equipment Inventory -- Inventory being performed at least annually -- DD form 1662 being submitted annually with updated inventory cost data.

- Para 3.4.7 Fuel

· Para 4.2.17 Key Control --Contractor implementing key control procedures.

· Para 4.6 Vehicles

· Contractor maintaining a vehicle capable of transporting Launch Corridor Boats.

4.7. Unacceptable Performance/Reperformance Procedures

4.7.1. The QAP will document all findings using a Corrective Action Report initiated by the QAP or Letter of Concern initiated by the Contracting Officer, whichever is more appropriate for the given situation. The QAP shall verbally notify the Contractor’s Site Manager and/or the Quality Control Inspector (QCI) of the finding and provide a copy of the finding. The Site Manager and/or QCI shall respond with the following information: Contractor Response as to cause, corrective action, and actions to prevent recurrence. The QAP will ensure the response is completed in its entirety, coordinated through the Contracting Officer, with a copy retained in the official contract file.

This information will be included when assessing the contractor’s overall performance (i.e. Option Exercise, CPARS, Past Performance Questionnaires, etc.).

4.7.2. Deficiencies shall not exceed the performance thresholds cited in the SS for each performance objective. If any of the services do not conform to contract requirements, In Accordance With the FAR 52.212-4, “Contract Terms and Conditions—Commercial Items”, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. In Accordance With FAR 52.246-4, “Inspection of Services—Fixed-Fee”, “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. When the defects in services cannot be corrected by reperformance, 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.”

4.8. ACCEPTANCE/CERTIFICATION OF SERVICES

4.8.1. Invoices and receiving reports shall be submitted electronically in accordance with DFARS 232.7003 as authorized by FAR 52.212-4(g).

4.8.2. Services (including data deliverables) shall be accepted and certified via the Wide Area Work Flow-Receipt and Acceptance website at https://wawf.eb.mil.

4.8.2.1. The contractor will electronically initiate the Combo Invoice (receipt) and Acceptance form and electronically submit it to the QAP.

4.8.2.2. The QAP electronically submits the form to DFAS Omaha for payment.

5.0. PERFORMANCE MANAGEMENT

5.1. Market Research: Market research continues throughout the life cycle of the contract. Through market research, the multi-functional team will further develop a comprehensive understanding of the marketplace, and identify best practices, (Researching the marketplace to remain current with most efficient and effective assessment methods and techniques; performing market research throughout the life of the contract to ensure team is knowledgeable of the commercial marketplace, etc.)

5.2. Performance Improvement Measures.

5.2.1. Meetings: Quarterly or Periodic Performance Meetings as Necessary. The QAP, Contractor (or representative), Contract Administrator, and CO (when warranted) will meet quarterly or periodic as necessary to discuss contract performance, to resolve issues; discuss customer complaints; and provide positive interaction and feedback to all parties. The QAP will provide a list of any unresolved deficiencies to the contractor's quality assurance representative to afford him/her the opportunity to show where the problem is already in the process of being worked. If evidence is shown where the contractor’s quality program has already documented the deficiency and timely corrective action is working the problem, the QAP will follow up with the contractor’s quality control representative to ensure the deficiencies are remedied in a timely manner, in accordance with the PWS. All deficiencies associated with performance requirements listed on the SS, whether remedied by the contractor or not, will be included in the QAP’s Monthly Report regardless of who identified the deficiency. One of the primary goals of these meetings is to foster good communication, trust, and teamwork to resolve issues before they become significant challenges. A copy of the meeting minutes to all attendees within 5 workdays of the meeting.

5.3. Past Performance Information: Past performance will be based on data collected from customer complaints and Periodic Surveillance data gathered throughout the year. All data will be maintained in the QAP’s contract folder.

5.4. Relationship Building: In the performance-based management process, performance improvement becomes a joint responsibility between the government stakeholders and the contractor. This assures input from both sides and increases involvement in the process, ownership results, and accountability for performance. To help cement this joint responsibility, and further performance improvement, multi-functional team meetings will be held at a minimum of once a year.

5.5. Dispute Resolution: The government’s policy is to try and resolve all contractual issues in controversy at the contracting officer’s level. Reasonable efforts should be made to resolve controversies prior to the submission of a claim. Agencies are encouraged to use Alternate Dispute Resolution (ADR) to the maximum extent practicable. See Federal Acquisition Regulation (FAR) parts 33.204 Policy through 33.214 Alternate Dispute Resolution (ADR).

6.0. ATTACHMENTS: 5

1. Performance Plan File Index

2. Performance Assessment Report

3. Customer Complaint Record

4. Corrective Action Report

5. Inspection Checklists

Attachment 1 Performance Plan File Index

Tab 1 Performance Plan

Tab 2 QAP and FC Documentation A. Primary QAP and Alternate QAP Appointment Letters B. Primary QAP and Alternate QAP Phase I Training Certificates C. Primary QAP and Alternate QAP Phase II Training Certificates D. QAP Duties, Responsibilities, and Limitations Letter to QAP E. QAP Duties and Responsibilities Letter to Contractor F. QAP Refresher Training Certificates G. Functional Commander Delegation Letter (if required)

Tab 3 Contract Documents A. Contract with all Modifications

B. PWS

C. Contractor’s Quality Control Plan

Tab 4 Meeting Minutes Documentation A. Minutes of Multi-Functional Team Meetings B. Minutes of Monthly or Periodic Performance (Progress) Meetings

Tab 5 Surveillance Documentation (acceptable and unacceptable) A. Periodic Surveillance Reports, Customer Complaints, 100% Inspection, etc.

B. Letters of Concern and all supporting documentation C. Cure Notice/Show Cause Letters and all supporting documentation

Tab 6 Customer Complaint Instructions

Tab 7 Final Acceptance and Funding Issues A. Wide-Area Work Flow and My Invoice printouts, as required B. AF Form 9, Funding Requests

Attachment 2

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

4. QUALITY ASSURANCE PERSONNEL (QAP) SIGNATURE AND DATE

I. PERFORMANCE

7. |_| DEFICIENCY (CHECK ALL BOXES THAT APPLY)

|_| NEW

|_| REPEAT

|_| NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE |_| CONCUR |_| NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF QAP CITED DEFICIENCY

III. ACTION CORRECTED

14. |_| CONCUR |_| NON-CONCUR QAP SIGNATURE AND DATE

15. QAP REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS

PERFORMANCE ASSESSMENT REPORT

Continuation Sheet (Number to correspond with applicable Item Number on reverse)

Performance Assessment Report (PAR) Template, Feb 05 (SAF/AQC) Performance Assessment Report (PAR) Instructions

Block 1. Quality Assurance Personnel (QAP) enters contract or task order number.

Block 2. QAP enters contractor name.

Block 3. QAP enters type of services.

Block 4. QAP signs and dates.

Block 5. QAP enters telephone number.

Block 6. QAP assigns suspense date for Contractor Representative validation if a deficiency box was checked in Block 7.

Part I. Contractor Performance

Block 7. QAP checks all boxes that apply.

Block 8. QAP enters Services Summary or Performance Work Statement (PWS) paragraph item reviewed.

Block 9. QAP enters brief description of deficiency and tracking number if the deficiency box was checked in Block 7. Detailed description will be on Corrective Action Report (CAR).

Block 10. QAP enters a detailed performance assessment if the deficiency box in Block 7 was not checked.

Parts II and III will be used only if a deficiency was documented in Part I.

Part II. Contractor Validation

Block 11. Contractor Representative checks one box in response to QAP cited deficiency. If Concurrence is indicated, Contractor Representative continues to Block 12. If Non-Concurrence is indicated, continue to Block 13 and state reason(s) for Non-Concurrence with QAP cited deficiency and return PAR to QAP.

Block 12. Contractor Representative enters Estimated Completion Date of Corrective Action and continues to Block 13.

Block 13. Contractor Representative details Corrective Action and the Action Taken to Prevent Recurrence or Reason for Non-Concurrence of QAP cited deficiency.

Part III. Deficiency Corrected

Block 14. QAP checks appropriate block, signs, and dates.

Block 15. (Required Entry) QAP remarks regarding the Corrective Action and the Action Taken to Prevent Recurrence. If Non-Concur was checked, this block should be very detailed to explain why.

Block 16. Contractor Representative enters remarks if further discussion is needed about QAP concurrence with Contractor’s Corrective Action and Action Taken to Prevent Recurrence.

Continuation Sheet. The Continuation Sheet is to be used to expand on any information that will not fit in the applicable numbered block.

Attachment 3

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Customer Complaint Record Template, Feb 05 (SAF/AQCP) Four Copies: COMPLAINANT – 1, QAP – 2, Contractor – 3, Contract Administrator –4 Attachment 4

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

REFUSE COLLECTION & REMOVAL

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY |_| MAJOR |_| MINOR

FINDING:

PWS REFERENCE PARAPGRAPH:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (QAP)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. QAP RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. QAP DETERMINATION

|_| ACCEPTED |_| REJECTED

12. CLOSE DATE

CORRECTIVE ACTION REPORT (CAR)

Continuation Sheet (Number to correspond with applicable Item Number on reverse)

Corrective Action Report (CAR) Template, Feb 05 (SAF/AQCP) Corrective Action Report (CAR) Instructions Block 1. Enter Contractor Name.

Block 2. Enter Contract Number.

Block 3. Enter Contract Name or Type of Services.

Block 4. Enter Functional Area of the Contract.

Block 5. Enter the assigned suspense date given the contractor to provide a response to the CAR. A date must be entered for a Major CAR. A date is optional at the discretion of the Quality Assurance Personnel (QAP) initiating the CAR if the finding is Minor.

Block 6. All CARs will be tracked with a Control Number. The functional commander/functional director is the Issuing Authority for his/her contract Quality Assurance Evaluators (QAPs) generating CARs. By providing the control number to the QAP originating the CAR, the Issuing Authority demonstrates concurrence with the finding. The control number will be made up of the first two letters of the name of the site or contract, the last two digits of the calendar year, and a three digit number starting with 001 and progressing upward throughout the calendar year (e.g., WP04-001).

Block 7.

1. Check the block that indicates whether the identified deficiency is assigned as a Major or Minor finding. See Performance Plan (PP), paragraph 6.1.4, for the definitions of Major and Minor findings and associated explanations.

2. Finding: Clearly state the details of the finding followed by a reference to the stated contractual requirement. The reference must state the portion of the contract, part, section, paragraph and subparagraph and must make a complete brief quotation of the contract reference.

3. State the impact that the finding has or could have on the accomplishment of the mission that the contract provides.

4. When determining how long to give the contractor to respond to the identified finding, the normal is 10 working days. The suspense date should reflect this unless the finding requires a greater amount of time to come to solution. Major findings require a contractor response. Minor findings may require a contractor response at the discretion of the QAP initiating the CAR and/or the Issuing Authority.

Blocks 8 and 9. Contract QAPs initiating a CAR must sign in Block 8 and the Issuing Authority signs in Block 9. Each annotates the date at the time of signature.

Block 10. Upon review of the contractor’s reply, the originator of the CAR will enter comments regarding acceptance or rejection of the contractor’s response. This block may also contain any comments regarding follow-on inspections conducted or needed at a later date to validate that the finding has not reoccurred.

Block 11. The QAP selects Accept or Reject after reviewing the contractor’s response.

Block 12. The QAP enters a close date after advising the Issuing Authority that the contractor’s response is acceptable and the Issuing Authority concurs. The Issuing Authority will then forward the closed CAR to the contractor and report accordingly in the monthly Certificate Of Service (COS) or other applicable contracting officer services report. This routing remains the same if the contractor response is unacceptable and the CAR remains open until an acceptable response is received except that the Issuing Authority forwards the open CAR back to the contractor for additional information.

Continuation Sheet. The Continuation Sheet is to be used to expand on any information that will not fit in the applicable numbered block.

Attachment 5 Inspection Checklists

INSPECTION # 1- TARGET SYSTEM RETRIEVAL

1. Periodic inspection # 1, along with customer complaints, shall be utilized to inspect Target System Retrievals. Customer complaints shall be investigated by the QAP and forwarded to the CO when warranted.

2. Periodic surveillance inspections shall be conducted at a minimum of four times per month.

3. The SS performance threshold is 100%.

4. The periodic inspection checklist covers 100% of the established criteria found in section 1.1 of the watercraft operations and maintenance work statement.

5. Performance is unacceptable if any of the criteria in section 1.1 is determined to be defective during periodic inspections.

6. A periodic inspection schedule shall be compiled by QAP using periodic dates and times and selected by means other than a statistically random basis.

[Type text]

FA4819-09-R-0011

Attachment 5

OPERATIONS AND MAINTENANCE OF THE WATERCRAFT BRANCH

PERIODIC INSPECTION # 1

Section 1.1

TASK: Target System Retrieval Minimum surveillance: Four missions per month Performance Threshold 100%

established Marine-operating instructions?

REMARKS:

INSPECTOR'S SIGNATURE

CONTRACTOR'S SIGNATURE

INSPECTION # 2- LAUNCH CORRIDOR CLEARANCE

1. Periodic inspection # 2, along with customer complaints, shall be utilized to inspect Launch Corridor Clearance. Customer complaints shall be investigated by the QAP and forwarded to the CO when warranted.

2. Periodic surveillance inspections shall be conducted at a minimum of four times per month

3. The Services Summary performance threshold is 100%.

4. The periodic inspection check list covers 100% of the established criteria found in section 1.2 of the watercraft operations and maintenance work statement.

5. Performance is unacceptable if any of the criteria in section 1.2 is determined to be defective during periodic inspections.

6. A periodic inspection schedule shall be compiled by QAP using periodic dates and times and selected by means other than a statistically random basis.

PERIODIC INSPECTION # 2

Section 1.2

TASK: Launch Corridor Clearance Minimum Surveillance: Four missions per month Performance Threshold: 100%

REMARKS:

INSPECTION # 3- RADIO OPERATIONS

1. Periodic inspections shall be utilized to inspect Radio Operations.

2. Surveillance inspections shall be conducted at a minimum of two missions per week.

3. The SS performance threshold is 100%.

4. The periodic inspection check list covers 100% of the established criteria found in section 1.3 of the watercraft operations and maintenance work statement.

5. Performance is unacceptable if any of the criteria in section 1.3 is determined to be defective during periodic inspections.

6. A periodic inspection schedule shall be compiled by QAP using periodic dates and times and scheduled by means other than a statistically random basis.

PERIODIC INSPECTION # 3

Section 1.3

TASK: Radio Operations Minimum Surveillance: Two Missions per Week

Performance Threshold: 100%

REMARKS:

INSPECTOR'S SIGNATURE

CONTRACTOR'S SIGNATURE

INSPECTION # 4- WATERCRAFT VESSEL OPERATING SYSTEMS

1. Periodic inspection # 4 shall be utilized to inspect Watercraft Vessel Operating Systems

2. Surveillance inspections shall be conducted at a minimum of four times per week IAW sub section A B or C.

3. The SS performance threshold is 95%.

4. The periodic inspection check list, sections A-C cover 100% of the established criteria found in section 1.4 of the watercraft operations and maintenance work statement.

5. Performance is unacceptable if 5% criteria in sub sections A-C of this check list are determined to be defective during periodic inspections.

6. A periodic inspection schedule shall be compiled by QAP using periodic dates and times and selected by means other than a statistically random basis.

PERIODIC INSPECTION # 4

Section 1.4

TASK: Watercraft Vessel Operating Systems Minimum Surveillance: Four times per week Performance Threshold: 95%

Electrical systems, Diesel engines tune-ups?

REMARKS:

INSPECTOR’S SIGNATURE

CONTRACTOR’S SIGNATURE

INSPECTION # 5- LAUNCH CORRIDOR BOAT MAINTENANCE

1. Periodic inspection # 5 shall be utilized to inspect Launch Corridor Boat Maintenance.

2. Periodic inspections shall be conducted at a minimum of two times per month.

3. The SS performance threshold is 95%.

4. The periodic inspection checklist covers 100% of the established criteria found in section 1.4 of the watercraft operations and maintenance work statement.

5. Performance is unacceptable if 5% of the criteria in section 1.4 is determined to be defective during periodic inspections.

6. A periodic inspection schedule shall be compiled by QAP using periodic dates and times and selected by means other than a statistically random basis.

Task: Launch Corridor Boat Maintenance Minimum Surveillance: Two times per month Performance Threshold 95%

1.4 Corridor boats bottom anti-fouling paint system being renewed every 18 months or as needed?

REMARKS:

INSPECTOR'S SIGNATURE

CONTRACTOR'S SIGNATURE

INSPECTION # 6- SHIPYARD-LEVEL MAINTENANCE

1. Periodic inspection # 6 shall be utilized to inspect Shipyard Level Maintenance.

2. Periodic inspections shall be conducted as required.

3. The SS performance threshold is 95%.

4. The periodic inspection check list covers 100% of the established criteria found in section 1.5 of the watercraft operations and maintenance work statement.

5. Performance is unacceptable if 5% of the criteria in section 1.5 is determined to be defective during periodic inspections.

6. A periodic inspection schedule shall be compiled by QAP using periodic dates and times and selected by means other than a statistically random basis.

PERIODIC INSPECTION # 6

Section 1.5

TASK: Shipyard Level Maintenance Minimum Surveillance: As required, but no less than, during initial dry docking, during running gear repair, during bottom paint removal, after running gear reinstallation, during undocking & sea trials Performance Threshold: 95%