Attachment_4_-_QASP_-_1_October_2013.pdf

Quality Assurance Surveillance Plan for Mess Attendant 1 October 2013

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

MESS ATTENDANT CONTRACT

LUKE AFB, AZ

1 OCTOBER 2013

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) has been developed and will be implemented in accordance with Air Force Instruction 63-138, Chapter 6, Acquisition of Services, Service Acquisition Management and Oversight. This plan will be used by the Contracting Officer Representatives (CORs) to ensure contractor compliance on the Mess Attendant contract.

2. OBJECTIVE

This QASP is designed to provide the COR an effective systematic surveillance method for each item listed on the Service Delivery Summary (SDS). The premise of commercial contracting is for the Contractor to assume responsibility for the work they produce. The government will also rely on the Contractor's submitted Quality Control Plan for ensuring contractual requirements are met.

3. RESULTS

The results in managing this acquisition through this QASP are to provide Luke AFB with Mess Attendant services that are acceptable and timely while protecting government resources.

4. MULTI-FUNCTIONAL TEAM ROLES & RESPONSIBILITIES

The following government officials will participate in performance management of the contractor. Their roles and responsibilities are described as follows:

4.1. COR:

is responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. These individuals will have primary responsibility for completing quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor’s performance. The COR will maintain surveillance documentation, notify the Contracting Officer (CO) of any significant performance deficiencies and recommend improvements to the QASP and Performance Work Statement (PWS) throughout the life of the acquisition.

4.2. The Contracting Officer (CO):

has overall responsibility for overseeing the contractor’s performance. The CO will also be responsible for the day-to-day monitoring of the contractor’s performance in the areas of contract compliance, contract administration, cost control, and property control; reviewing the COR assessment of the contractor’s performance; and resolving all differences between the COR version and the contractor’s version of events. The CO is the only person with the authority to direct the contractor in the performance of his duties under the contract and to make interpretations of and changes to the contract. The CO will facilitate Business Requirements and Advisory Group (BRAG) meetings.

4.3. The Functional Director/Commander (FD/FC):

has overall responsibility for developing the PWS and the QASP and ensuring they satisfy mission requirements, are performance-based, foster innovation, and define metrics. The FD/FC will also be responsible to assign competent and capable functional experts to the BRAG who will be available full time or as warranted by the procurement cycle. The FD/FC will also assign, as a minimum, a primary and an alternate COR and notify the CO of any changes to this designation, and any significant contractor deficiencies related to the performance of the contract. The FD/FC is responsible for identifying mission essential services and developing the necessary documents IAW DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis.

4.4. The Contracting Squadron Commander:

serves as the Business Advisor to the Wing Commander and Group Commanders; develops and implements acquisition strategies for services acquisitions; provides oversight of the BRAG in planning, assessing contractor performance, managing the acquisition throughout the life of the requirement; and ensuring personnel on the BRAG receive the appropriate level of training to meet local needs.

4.5. The Quality Assurance Program Coordinator (QAPC):

develops, manages and implements the base Quality Assurance Program; supports the BRAG in the development of contract requirements, ensures requirements are clearly stated/enforceable;

aids in development of the Service Delivery Summary (SDS) and QASP and provides training to all FC/FD, CORs, and others that interact with this contract as needed.

4.6. The Contract Administrator (CA):

is the focal point for issues regarding the contract; prepares and processes modifications to the contract; assists the CO in ensuring contractor performance meets contract standards; and records/transcribes minutes for meetings.

5. COR NOMINATION AND TRAINING

5.1. A primary and alternate COR will be appointed for this contract. The FD/FC is the designating authority.

5.2. Each COR will complete the required training as designated by the contracting office before they can perform contractor surveillance.

5.3. Each COR will be available to receive annual refresher training.

6. GENERAL

Government surveillance will be conducted by inspections that mirror the market research findings. All documentation of this surveillance plan will be marked, "For Official Use Only".

7. METHODS OF INSPECTION APPLICABLE TO THIS CONTRACT

7.1. ONE-HUNDRED PERCENT INSPECTION

Every item in this category will be checked by the COR to ensure compliance with the Performance Objectives. Items will be checked for accuracy, completeness, and will be checked using the checklists contained herein and the PWS requirement to include requirements of the applicable governing directives.

7.2. PERIODIC INSPECTION (DAILY, WEEKLY, MONTHLY QUARTERLY)

Evenly distribute up to twelve (12) surveillances per facility throughout the month by the COR of the Performance Objectives using the checklists listed in this Quality Assurance Surveillance Plan and the PWS requirement to include requirements of the governing AFIs and the Food and Drug Administration’s most current Food Code adopted for use by the Air Force. Non-SDS items will also be observed during periodic surveillances. The surveillance schedule will be submitted to the CA for review prior to the month being inspected. Changes to the schedule will be coordinated with the CA.

7. 3. THIRD PARTY ASSESSMENTS

Contractor evaluation by Public Health is independent of the government COR and the contractor. All documentation supplied to, and produced by, Public Health should be made available to the government by Public Health.

MESS ATTENDANT

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

SERVICE DELIVERY SUMMARY

4BPerformance Objective PWS Para. 5BPerformance Threshold 6BMethod of Surveillance

1. Reconcile cash drawer with POS reports I.5. Reconcile cash drawer with POS reports 100 % INSPECTION

2. Satisfy facility manager and guests in reference to timeliness of service and courteousness of employees

I.4.a. & I.4b. (1-5) 90% of monthly meal periods WEEKLY

3. Comply with sanitation requirements of the food code and state and local laws/regulations, which results in a satisfactory or better rating in Health Inspections

I4. I.6., I.6., I.7., I.8, I.9., & I.10.

100% of the time THIRD PARTY

ASSESSMENT

4. The contractor shall ensure cash is turned in to the Food Services Accountant.

I.5. d. 95% of deposits per month DAILY

5. Maintain the interior and exterior of the dining facility in a clean and sanitary condition

I.6., I.7.,I.8., I.9., & I.10.

95% of the days in the month WEEKLY

6. Make available supplies and materials necessary to serve patrons

I.4.a. & b, (1-5) 95% of the monthly meal period DAILY

7. Repairs will be initiated/completed within the following time frames:

Routine: 24 hours/96 hours Urgent: 12 hours/48 hours Emergency: 1 hour/24 hours

10.f. (1), (2), & (3) 95% of the time WEEKLY

8. Comply with all training requirements and conduct training for personnel to remain proficient at required tasks

IV.2a. & 2b. 90% of the time QUARTERLY

9. Provide cooks, line servers, salad/vegetable preparation personnel to ensure there is no impact on food service operations during contingency operations

I.15. 100% of the time DAILY

10. Provide qualified contract manager I.12.a. 100% of the time DAILY

11. Maintain current and follow Quality Control Plan I.16. 95% of the time DAILY

12. Provide all contractor-furnished items and services IV.4.a., 4b., 4c., 4.d., 4.e., & 4.f.

95% of the time DAILY

8. PROJECT MANAGER/CONTRACT MANAGER NOTIFICATION

The COR will ensure the project manager is continually informed of contract performance status.

The project manager should also be informed of any contract discrepancies noted during COR surveillance.

9. DISCREPANCY REPORTING

The COR will notify the contract manager/project manager of any discrepancies noted during the CORs inspections

DOCUMENTING SURVEILLANCES:

The COR must complete the appropriate checklist and indicate if performance was A (acceptable), UNA (unacceptable) or NA (not applicable during surveillance). Upon completion of the surveillance the COR must sign the checklist and have the contractor management on duty during the surveillance sign the checklist. This notification is for discrepancy correction only and does not indicate concurrence to the discrepancy. Re-performance is required for discrepancies identified. If discrepancies can not be re-performed the COR will report the discrepancy to the CA for appropriate action. The frequency and method of notification to the CA will be provided to the COR during phase two training.

Safety and health concerns will be immediately brought to the attention of the contractor for correction. If unable to correct in a timely manner the discrepancy will be forwarded to the CA for review/action.

10. NON-SDS ITEMS.

Everything that is written into the contract is required to be provided by the contractor. Attached to this QASP is a list of non-SDS items that are to be inspected by the COR.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

NON-SERVICE DELIVERY SUMMARY

7BPerformance Objective SOW Para. 8BPerformance Threshold 9BMethod of Surveillance

1. The contractor shall develop and maintain a quality control inspection system that encompasses all functions of the contract.

I.16 100% compliance. WEEKLY

2. The contractor shall develop and maintain a quality assurance program that ensures the government’s interests are protected.

I.16 100% compliance. WEEKLY

3. The Contractor shall implement the Quality Program in accordance with the Quality Assurance Surveillance Plan (QASP)

I.16 100% compliance. QUARTERLY

4. The contractor shall provide meaningful metrics which verify whether the performance standards in the Service Summery have been met.

I.16 100% compliance. QUARTERLY

11. CERTIFICATION OF SERVICES

Certification of services is performed by COR via Wide Area Work Flow (WAWF) system. At the end of each billing period, service provider inputs invoice information in the WAWF system. WAWF automatically notifies appropriate COR via email of pending invoice. COR accesses WAWF and verifies accuracy of service provider’s data. If data is correct, COR certifies invoice and payment is conducted by Defense Finance Accounting System (DFAS). If COR encounters errors in service provider’s invoice, COR consults with on site manager to mutually rectify data. If service provider disagrees with COR, issue is forwarded to the CO for resolution.

********AFI 63-138 QUALITY ASSURANCE SURVEILLANCE PLAN ******

PERIODIC SURVEILLANCE METHOD CHECKLIST

CONTRACT #: F Date: Start: End: Facility:

MONTHLY SURVEILLANCE ITEMS

PO ITEM 0BA UNA NA

1. Satisfy facility manager and guests in reference to timeliness of service and courteousness of employees

2. The contractor shall ensure cash is turned in to the Food Services Accountant.

3. Maintain the interior and exterior of the dining facility in a clean and sanitary condition

4. Make available supplies and materials necessary to serve patrons

5. Repairs will be initiated/completed within the following time frames:

Routine: 24 hours/96 hours Urgent: 12 hours/48 hours Emergency: 1 hour/24 hours

6. Comply with all training requirements and conduct training for personnel to remain proficient at required tasks

7. Provide cooks, line servers, salad/vegetable preparation personnel to ensure there is no impact on food service operations during contingency operations

8. Provide qualified contract manager

9. Maintain current and follow Quality Control Plan

10. Provide all contractor-furnished items and services

THIRD PARTY ASSESSMENT

PO ITEM 1BA UNA NA

4. Comply with sanitation requirements of the food code and state and local laws/regulations, which results in a satisfactory or better rating in Health Inspections.

100% SURVEILLANCE METHOD CHECKLIST

CONTRACT #: Date: Start: End: Facility:

100% SURVEILLANCE ITEMS

PO ITEM 2BA UNA NA

7. Reconcile cash drawer with POS reports

NON-SDS ITEMS CHECKLIST

No. ITEM 3BObserved

1. The contractor shall develop and maintain a quality control inspection system that encompasses all functions of the contract.

2. The contractor shall develop and maintain a quality assurance program that ensures the government’s interests are protected.

3. The Contractor shall implement the Quality Program in accordance with the Quality Assurance Surveillance Plan (QASP)

4. The contractor shall provide meaningful metrics which verify whether the performance standards in the Service Summery have been met.

Results of surveillance:

Signature of COR_________________________________Signature of Management_________________________________

CONTINUATION SHEET

Signature of COR_______________________________Signature of Management___________________________________