ATCH_6_EC-130_A-10_QASP_24_Oct_12.doc

CONTRACT NO. FA4890-XX-C-XXXX

SOLICITATION NO. FA4890-12-R-0024

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

EC-130H & A-10

CONTRACT AIRCREW TRAINING

AND

COURSEWARE DEVELOPMENT

DAVIS-MONTHAN AFB, AZ and MOODY AFB, GA

CONTRACT NO. FA4890-XX-C-XXXX

COMPLIANCE WITH THIS DOCUMENT IS MANDATORY

Approved:

Date:

Contracting Officer

TABLE OF CONTENTS

SECTIONS

PAGE

1. SCOPE

1.0. INTRODUCTION

1.1. PURPOSE

1.2. STANDARDS FOR EVALUATION

1.3. QUALITY CONTROL AND ASSURANCE

1.4. RELEASABILITY

2. MANAGEMENT LOCATIONS AND KEY PERSONNEL

2.0. CONTRACT MANAGEMENT LOCATIONS

2.1. CONTRACTING OFFICER

2.2. CONTRACT MANAGER

2.3. FUNCTIONAL COMMANDER

2.4. CONTRACTING OFFICER’S REPRESENTATIVE

2.5. TRAINING and COURSEWARE QUALITY PROGRAM COORDINATORS

2.6. CONTRACTOR KEY PERSONNEL

3. CONTRACT SURVEILLANCE

3.0. INTRODUCTION

3.1. SURVEILLANCE METHODS

3.2. FREQUENCY

3.3. SURVEILLANCE DOCUMENTS

3.4. ASSESSING PERFORMANCE

3.5. CONTRACT PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

3.6. WIDE AREA WORK FLOW (WAWF)

3.7. RELEASABILITY

4. COR/QPC NOMINATION, TRAINING AND FILES

4.1. NOMINATION LETTERS

4.2. RELIEF FROM DUTIES LETTER

4.3. TRAINING

4.4. FILES

ATTACHMENTS

1. SERVICE DELIVERY SUMMARY INSPECTION CHECKLIST

2. INDIVIDUAL PERFORMANCE OBJECTIVE INSPECTION CHECKLISTS

3. Contract Monitoring and Surveillance Report

4. FIRST OR SECOND NOTICE TEMPLATE

5. CORRECTIVE ACTION REQUEST (CaR) TEMPLATE

6. SAMPLE QPC NOMINATION LETTER

7. SAMPLE COR/QPC RELIEF FROM DUTIES LETTER

8. GUIDELINES FOR COURSEWARE DELIVERABLE EVALUATION

SECTION 1

SCOPE

1.0. INTRODUCTION. The Quality Assurance Surveillance Plan (QASP) is applicable to personnel performing contract surveillance audits in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 46, Quality Assurance; Department of Defense FAR Supplement (DFARS) Subpart 201.6 and PGI 201.602-2 , Contracting Officer Responsibilities; Air Force FAR Supplement (AFFARS) Mandatory Procedures (MP) 5346-103, Contracting Office Responsibilities, The Quality Assurance Program; Air Force Instruction (AFI) 63-501, Air Force Acquisition Quality Program; and organizational policy. It is designed to provide the Contracting Officer Representative (COR) and the Quality Program Coordinators (QPCs) a systematic surveillance method for each service identified in the Performance Work Statement (PWS). The owning Functional Commander (FC) and COR develop the methods for administering and evaluating contract performance. The COR or Contracting Manager (CM), will review these methods, which are then approved by the Contracting Officer (CO).

1.1. PURPOSE. This Plan has been developed to provide the COR and Training or Courseware QPCs with an effective and systematic method to conduct surveillance and inspection of the Contractor-performed tasks. These required tasks are listed in the Service Delivery Summary (SDS), section 2 of the EC-130H/A-10 CAT/CWD contract Performance Work Statement (PWS). This QASP shall be used by all Government parties involved with assessing Contractor performance.

1.2. STANDARDS FOR EVALUATION. Although this Plan provides a systematic method to evaluate the services the Contractor is required to furnish, it does not detail how the Contractor should accomplish the work. Therefore, the COR and QPC(s) are to be objective, fair, and consistent in evaluating Contractor performance against the standards contained in the SDS (refer to section 2 of the PWS).

1.3. QUALITY CONTROL AND ASSURANCE. The Contractor, not the Government, is responsible for all management and quality control actions to meet the terms of the contract. Good management and use of an adequate Quality Control Plan (QCP) should allow the Contractor to perform satisfactorily. The Contractor will deliver a QCP IAW paragraphs 1.9.7., and 4.6.47. of the PWS. With regard to quality, the responsibility of the Government is only for quality assurance, see PWS paragraphs 1.8.6.4., 1.9.8. and 4.6.47. COR/QPC inspections will be carried out IAW FAR 52.246-4 Inspection of Services – Fixed-Price.

1.4. RELEASABILITY. The Contractor may receive a courtesy copy of the QASP in order to further enhance communications with the Contractor, but it shall not be considered as part of the contract. This provides the Contractor with information on Air Force requirements, the level of performance expectations and how the Air Force will confirm the services are received. All surveillance records are considered FOR OFFICIAL USE ONLY documents, and must be marked and safeguarded as such.

SECTION 2

MANAGEMENT LOCATIONS AND KEY PERSONNEL

2.0. CONTRACT MANAGEMENT LOCATIONS.

HQ ACC AMIC/PKB

11817 Canon Blvd

Newport News, VA, 23606

2.1. CONTRACTING OFFICER (CO). The CO is located at ACC AMIC/PKB, (757) 225-6035, DSN 575-6035. The Contracting Officer is the only person authorized to contractually obligate the Government. While the COR and QPCs may evaluate the Contractor's performance and document noncompliance, only the Contracting Officer may take formal action against the Contractor for unacceptable performance. The CO ensures the contract is administered in accordance with the Federal Acquisition Regulation (FAR) and other applicable directives. CO duties are detailed in FAR subpart 1.602-2.

2.2. CONTRACT MANAGER (CM). The Contract Manager is located at ACC AMIC/PKB, (DSN 575-6037). Responsibilities of the CM are to maintain the official records on the contract, assist the CO and to verify that all QPCs are accomplishing surveillance in accordance with this approved Plan. Funds permitting, a contracting representative will visit the place of performance to review the QPC surveillance processes, check local record keeping, and verify schedules and surveillance activities were accomplished in accordance with this Plan. The CM will document and maintain all results in the main Contract File.

2.3. FUNCTIONAL COMMANDER (FC). The FC for this contract is the HQ ACC Training Support Squadron Commander (TRSS/CC) and is located at HQ ACC TRSS, Langley AFB, VA (DSN 574-8600). The FC identifies mission essential services, is kept updated on Contractor performance by the COR as required, and nominates COR(s) for contract oversight. The FC receives contract specific training by the CO.

2.4. CONTRACTING OFFICER’S REPRESENTATIVE (COR). The COR is located at HQ ACC TRSS/ACQ, Langley AFB, VA (DSN 574-4433). The COR assists customers with requirements development and definition, PWS modifications, deficiency resolution, and portfolio management. The COR is ultimately responsible for implementing all QA matters and procedures. The COR must maintain both technical competency and evaluation proficiency in Contractor surveillance procedures. The COR must also have enough knowledge of Contractor activities to properly review and disposition monthly invoices. The COR cannot assume duties until assigned by the requiring agency (FC), completed COR required training, and approved by the CO.

2.4.1. The COR will also supervise activities of unit QPCs who will be appointed at all locations supported by this contract. The COR will be the liaison between the unit QPCs and the CO and/or FC.

2.5. TRAINING and COURSEWARE QPC. QPCs assist the COR by performing on-site Contractor surveillance and evaluation of contract deliverables. A minimum of one Training QPC (TQPC) will be appointed for EC-130/A-10 training surveillance at both Davis-Monthan AFB, AZ and Moody AFB, GA. Likewise, a minimum of one Courseware QAP will be assigned to the Davis-Monthan location for courseware development (CWD) surveillance. Qualified individuals may be certified as both a TQPC and CWQPC at the discretion of the Detachment Commander. QPCs will conduct and document surveillance during each reporting period (Oct-Dec, Jan-Mar, Apr-Jun, Jul-Sep).

2.6. CONTRACTOR KEY PERSONNEL. The Contractor’s Project Manager is responsible for the overall execution of the contract. This individual will serve as the focal point for the CM/CO and/or COR assigned to the contract and may interface with the customer, as needed. The Contractor will also provide a Site Manager for each performance location who will be responsible for the performance of the work at that location.

SECTION 3

CONTRACT SURVEILLANCE

3.0. INTRODUCTION. The COR is responsible for a wide range of surveillance requirements that effectively measure and evaluate Contractor performance. The Contractor, not the Government, is responsible for Quality Control (QC) actions to meet the terms of the contract. However, the Government cannot rely solely on the Contractor’s quality program but must have a method to oversee the entire contracting process. The Government does this through the QASP and can inspect or test all services called for by the contract, to the extent practicable, at all times and places, during the term of the contract. The COR and QPC contribution is comprised of professional, non-adversarial relationships, which include positive and open communications with the CO, CM, and the Contractor. The foundation of this relationship is built upon regular, objective, fair, and consistent COR/QPC evaluations of Contractor performance against contract requirements, and the ability to discuss inspection results, trends, and items of mutual interest with the Contractor. The COR and QPCs use the methods in this QASP and the PWS to achieve this goal.

3.1. SURVEILLANCE METHODS. The COR and QPCs will conduct and document surveillance during each reporting period (refer to paragraph 3.2 below). Three primary methods of surveillance are normally used: one hundred percent inspection, periodic surveillance and customer complaints. Other methods of surveillance must be fully documented by the COR and approved by the CO before implementation. Information obtained from these activities may be used by the Government to ascertain whether or not Contractor performance is compatible with contract and mission objectives and by the CO for actions relating to the Contractor. All applicable items in the SDS will be inspected during the period. The SDS Objective checklists will be annotated to reflect the date and the items inspected, whether the inspection revealed satisfactory (i.e., acceptable) or unsatisfactory (i.e., defect) performance and any applicable comments (note: comments are required for anything other than satisfactory performance). Applicable comments are intended to be a brief description of the results of the inspection.

3.1.1. One Hundred Percent Inspection. This method will be used for Contractor submissions, products, and deliverables (tangible items). The COR/QPC, with assistance from the CO and CM if necessary, accepts or rejects these products based on the criteria and performance standards as outlined in the SDS. The COR/QPC also documents all results of inspections actions, and subsequent Contractor re-performance taskings, if applicable.

3.1.2. Periodic Surveillance. This type of surveillance consists of evaluating products/services not surveilled via one hundred percent inspection or by customer survey, and is implemented at a pre-defined frequency. An example of periodic surveillance is performing monthly inspections of class training conducted by the Contractor or weekly inspection of a Contractor’s process in developing training manuals.

3.1.3. Customer Survey or Customer Complaint. Although usually not a primary method, this is a valuable supplement to other, more systematic methods of surveillance. For example, in a case where periodic surveillance indicates unsatisfactory service, customer complaints can be used as substantiating evidence. In certain situations, where customers complain consistently when the quality of performance is poor (e.g., instructor knowledge, courseware currency), customer surveys and customer complaints may be a primary surveillance method, and customer satisfaction an appropriate performance standard. In all cases, complaints will be documented, preferably on a standard form. All customer complaints will be forwarded by the QPC to the COR. Information obtained from customer complaint activities may be used by the CO for actions relating to the Contractor.

3.2. FREQUENCY. All functional areas within the PWS will be inspected at least once per year and will include regular reviews of the Contractor's Quality Control Plan (QCP) to ensure Contractor's compliance with the QCP. The Contractor's QCP is contained in the Contractor's Instructional Systems Development (ISD) Management Plan. The normal inspection period is quarterly by fiscal year (i.e., Oct-Dec, Jan-Mar, Apr-Jun, Jul-Sep).

3.2.1. Monthly Reports. The CO may direct a monthly reporting period when determined necessary. As a result of this direction, the QPC will complete the applicable portion of the report each month (refer to paragraph 3.3.2 below). The CO or the COR will provide further guidance to the QPCs when monthly reporting is directed.

3.3. SURVEILLANCE DOCUMENTS. Specifics of the inspections will be recorded on the SDS Checklist (Atch 1) and SDS Performance Objective Checklists (Atch 2) and included in the report. Local forms may also be developed to document individual QPC surveillance. A general summary of surveillance and QPC certification that services were received will be recorded by the QPC on the pre-printed Contract Monitoring and Surveillance Report (refer to Atch 3). Copies of the reports for the inspection period will be forwarded to the COR.

3.3.1. Document Descriptions.

3.3.1.1. Service Delivery Summary Checklist (Atch 1). The SDS is a list from the PWS of critical tasks that must be performed by the Contractor, the performance threshold, and the method of surveillance the COR, with input from the QPC(s), will use to validate/inspect these tasks. Inspection of each task will be documented in the COR folder.

3.3.1.2. Service Delivery Summary Performance Objective Checklist (Atch 2). The COR is responsible for developing standard procedures for surveillance checklists and may request QPC assistance. The SDS Performance Objective Checklists serve as the guideline for all inspections. As a minimum, each SDS Performance Objective Checklist will include the Objective Number and Title from the SDS; Method of Surveillance; Performance Requirement; Sampling Procedure and Inspection Procedure. The COR may also add other inspection activities/surveillance items to the surveillance checklist, with applicable PWS references, in coordination with the CO and QPCs. These items may fluctuate throughout the course of the contract based on customer needs, identified risks, or issues related to Contractor performance. The COR will document all inspections conducted using the quarterly (or monthly if directed) report and maintain them in the COR folder. A copy of the quarterly report will be forwarded to the CO/CM to become part of the main contract file.

3.3.1.3. Contract Monitoring and Surveillance Report (Atch 3). This form will provide a cover sheet for the report with a general summary of surveillance by local QPCs and a statement of certification that services were received, signed by the TQPC and/or CWQPC, and the local TRSS Detachment Commander or his designated representative.

3.3.1.4. Contractor’s Quality Control Plan (QCP). As a minimum, the QCP will contain ISO 9001-based quality management systems and the items listed in the following three paragraphs:

3.3.1.4.1. Describe the inspection system used to cover all services listed in the SDS. The description will include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Areas will include, but are not limited to, in-progress training, reviewing documentation, utilizing student critiques, questioning personnel on instructional techniques, review of courseware drafts, and review of finalized courseware materials.

3.3.1.4.2. Describe the records to be kept to document inspections and corrective or preventive actions taken. The records of inspections will be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

3.3.1.4.3. Specify the Contractor's control procedures for Government-provided cipher combinations, keys, lock combinations, and safe combinations.

3.3.1.5. Contractor's Progress, Status, and Management Report. The Contractor will provide a monthly Contractor's Progress, Status, and Management Report to the COR and QPCs. The report will include the following:

3.3.1.5.1. A description of the progress made against milestones during the reporting period.

3.3.1.5.2. The results obtained related to previously identified problem areas, with conclusions and recommendations.

3.3.1.5.3. The results obtained from end-of-phase and end-of-course critiques of academic instruction.

3.3.1.5.4. Any significant changes to the Contractor's organization or method of operation, to the project management network or to the milestone chart.

3.3.1.5.5. Any problem areas affecting technical or scheduling elements, with background and any recommendations for solutions beyond the scope of the contract.

3.3.1.5.6. Any problem areas affecting cost elements, with background and any recommendations for solutions beyond the scope of the contract.

3.3.1.5.7. Any travel/trips and significant results.

3.3.1.5.8. The contract schedule status.

3.3.1.5.9. Any plans for activities during the following reporting period.

3.3.1.5.10. Appendices for any necessary tables, references, photographs, illustrations, and charts. To include a manning chart listing all filled positions, employment status, and employment prerequisite qualification.

3.3.2. QPC Report to COR. QPCs will report results of their inspections to the COR quarterly (or more frequently if directed). The report will consist of the Contract Monitoring and Surveillance Report, Service Delivery Summary, and all applicable SDS Performance Objectives inspected during the quarter. TQPC should complete the CAT SDS Performance Objective Checklists; whereas, the CWQPC should complete the applicable CWD checklists.

3.3.3. Deadline to Submit Report. Submit the Contract Monitoring and Surveillance Report (with attachments) to the COR within five (5) working days after the end of the reporting period. The SDS Performance Objective Checklists will be completed and attached to the quarterly reports for submission to the COR. Reports may be submitted electronically.

3.3.3.1. At the end of each quarter, Det 3 will incorporate inputs from Davis-Monthan QPCs and QPC for any exercised optional CLIN/SLINs to produce a complete initial draft of the QASP Attachments 1 and 2 based upon observations during the quarter and the documented ratings given to each deliverable. The draft will be electronically forwarded to the Detachment Commander for review. Designated QPCs from Det 3 will meet not later than the fourth working day of the new quarter to finalize coordination on the initial draft. Det 3 will incorporate any changes that are required. Det 3 and Moody AFB will forward the completed QASP Attachments 1 and 2 and the Contract Monitoring and Surveillance Report to the COR. Reports shall be submitted electronically. The COR will incorporate inputs from the Moody AFB QPC and QPCs from any exercised optional CLIN/SLINs to produce a complete report based upon the observations during the quarter and the documented evaluation rating given to each deliverable.

3.4. ASSESSING PERFORMANCE. CORs/QPCs must document Contractor performance, as well as the scope and purpose of any inspections. The COR will also assess and rate Contractor performance as it relates to contract requirements. Performance assessment may take the form of assessment results from the surveillance checklists, Contractor monthly reports, non-conformance notifications, quarterly QPC reports and annual Contract Performance Assessment Reports (CPAR). Each builds on the other and provides a thorough documented history of Contractor performance.

3.4.1. Inspections. The COR/QPC may perform inspection/surveillance at any time during contract performance IAW FAR 252.246-2 through 5, as applicable. The COR will retain a copy of all audit and inspection documentation until contract closeout, unless otherwise approved by the CO.

3.4.2. Non-conformances and Deficiencies. Audit or inspection results that fall below contractual standards shall be identified as non-conformances or deficiencies. Local QPCs should attempt to resolve unsatisfactory performance or problem areas with the Site Manager using the Contractor’s QCP procedures and document these instances in the quarterly report. Once it becomes apparent that an issue cannot be satisfactorily resolved at the local level, the QPC will contact both the CO and COR by telephone or electronic means as soon as possible. After discussing the Contractor's unsatisfactory performance with both the CO and COR, the QPC may be directed by the CO or COR to formally document the Contractor's non-conformance. The COR will notify the Contactor IAW para 3.4.3.3., referencing the specific PWS requirement that the Contractor did not meet, document the name of the individual contacted, and date and time of notification. If the Contractor fails to take corrective actions in a reasonable time-frame, the COR and QPC will notify the CM/CO to discuss further actions.

3.4.3. Types of Non-conformance (Deficiency).

3.4.3.1. Minor Non-conformance: A minor non-conformance is a non-conformance, which by itself does not adversely impact mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost. A minor non-conformance normally does not increase risk to the Government.

3.4.3.2. Major Non-conformance: A major non-conformance is a non-conformance that adversely impacts mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost. A major non-conformance also increases risk to the Government. An example of increasing risk would be significant number of recurring non-conformances, which indicates inadequate preventive measures or actions, thus lowering the Government’s confidence that quality services will be provided on time and at cost.

3.4.3.3. Non-conformance Notification. If a deficiency is found during inspection of the Contractor’s performance, the COR will determine the type of notification based on the category of the non-conformance (see Table 3.1) and pursue non-conformance resolution per paragraph 3.4.3.3.1.

TABLE 3.1 – NON-CONFORMANCE NOTIFICATIONS

Minor

Step 1: First Notice

Step 2: Second Notice

3.4.3.3.1. First or Second Notices (see Attachment 4). As shown in Table 3.1, First and Second Notices provide written notification from the Government to the Contractor of minor non-conformances unable to be resolved by the QPCs. Initial minor non-conformances should be addressed with a First Notice to the applicable Contractor representative. The COR will prepare the notice for CO signature. The COR will provide a final, signed copy to the QPC. The CO will send First and Second notices to the Contractor with a suspense date for the Contractor’s reply. If the Contractor fails to resolve the issue as documented in the Notice, the COR should elevate the issue to the next level (Second Notice or CAR). Corrective/preventive actions initiated and/or completed by the Contractor will be verified by COR on the scheduled inspection and documented accordingly.

3.4.3.3.2. Corrective Action Requests (CAR) (see Attachment 5). As shown in Table 3.1, a CAR provides written notification from the Government to the Contractor of significant performance discrepancies. The COR will recommend to the CM/CO that a CAR be issued when previous notifications failed to result in corrective actions or when severe deficiencies exist. If a CAR is deemed necessary, the QPC will assist the COR in filling out the CAR. The draft CAR will be routed NLT ten duty days after the event to the CO for review and signature, as the CO is the only person who has authority to issue a CAR to the Contractor. To satisfactorily close-out a CAR, the following criteria must be met: the Contractor must meet the suspense; the corrective action must have already begun; and the Contractor's actions must correct the deficiency and if applicable, be within specified standards.

3.4.3.4. If the corrective action is deemed UNSATISFACTORY by the COR, annotate the CAR accordingly and forward it to the CO with a brief explanation, including an estimate of the Government's loss due to the deficient performance. The estimate may account for loss or destruction of property, supplies, or equipment, and hours lost to re-perform the task. If the task cannot be re-performed, indicate the number of hours it ordinarily would have taken to do the task.

3.4.3.5. The COR will maintain a non-conformance log documenting all First and Second Notices and CARs. The log will include the date sent to the Contractor, deficiency, due date for response and actual response date. If a detailed response is required, include a link to the response and include the response in the applicable COR folder tab. The CO/CM will maintain a copy of all non-conformance documentation in the main contract file.

3.4.4. Performance Exceeds Requirements.

3.4.4.1. When Contractor performance exceeds minimum requirements established in the PWS in a way beneficial to the Government, the COR will document these instances in the quarterly report. In the “results” section of the appropriate SDS checklist, cite the PWS reference that establishes the minimum requirement, how the Contractor exceeded this requirement and what benefit the Government received. Any area graded on the Contract Monitoring and Surveillance Report as exceeding requirements must have a corresponding comment on the SDS checklist, or comment on page 2 of the Contract Monitoring and Surveillance Report.

3.5. CONTRACT PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS). The CPARS (http://www.cpars.csd.disa.mil/cparsmain.htm ) is the Department of Defense (DoD) Enterprise Solution for collection of Contractor Past Performance Information (PPI) as required by the Federal Acquisition Regulation (FAR). CPARS is a web-enabled application that collects and manages a library of automated Contractor report cards. An annual CPAR will be written on all service contracts that exceed $1M total contract value. The COR will prepare the annual report in CPARS for CO approval. The written assessment in CPARS will begin annually from the start date of the contract and forwarded to the CO and info the Contract Manager within 60 days of the contract start date anniversary. The COR will use objective evidence from previous quarterly reports, monthly Contractor reports, inspection logs, 1st/2nd notices, CARS, and correspondence letters for CPARs assessment.

3.6. WIDE AREA WORK FLOW (WAWF). The COR will accept or reject all Receiving Reports submitted by the Contactor in WAWF within 7 days of submittal by the Contractor.

3.6.1. Validating Receiving Reports. The COR will review and validate all WAWF receiving reports (Shipment Number in WAWF) ensuring that:

3.6.1.1. The Contractor submitted a combination invoice/receiving report

3.6.1.2. The report reflects the correct contract number

3.6.1.3. Beginning and ending dates being billed are stated and accurate

3.6.1.4. The correct CLIN/SLIN(s) is(are) charged for the billing period

3.6.1.5. A description of the services is provided (Firm Fixed Price, Travel, Reproduction, Materials)

3.6.1.6. The correct amount is charged, to include applicable handling rates

3.6.1.7. Invoiced travel was pre-approved

3.6.1.8. Back-up documentation for cost-reimbursable CLIN/SLINs (i.e., receipts, Contractor invoice, etc) are properly attached (in WAWF).

3.6.1.9. A breakout of any other charges, as agreed to by the CO, is attached in WAWF or has been provided to the COR.

3.6.2. Certifying and Accepting Receiving Reports.

3.6.2.1. Certification of services is ALWAYS performed by the appointed COR. After validation of services is performed by the COR per paragraph 3.6.1 above, the COR will select the “CQA” (Contract Quality Assurance) button to verify that the invoice was accurate, this step will normally select the Acceptance button also. If anyone other than the COR (typically the Resource Advisor (RA)) is accepting services for the contract, the COR MUST certify in writing to the acceptor that services have been inspected/validated, the acceptor must then state in the comments block (under Misc Info tab) that the COR has reviewed, validated and certified services/invoices. In all cases, the COR will retain documentation (electronic or hard copy) showing COR validation and certification, as well as final acceptance of Contractor invoices.

3.6.2.2. COR Expenditure Log. After certification of an invoice in WAWF, the COR will update the expenditure log documenting/tracking certified invoice expenditures against funds obligated on the contract against each CLIN/SLIN. Funding may be provided from several sources and the COR expenditure log allows the COR to ensure that funds are available for the work performed, to include travel and materials.

3.7. RELEASABILITY. ALL surveillance records are considered FOR OFFICIAL USE ONLY documents, and must be marked and safeguarded as such.

SECTION 4

COR/QPC NOMINATION, TRAINING AND FILES

4.1. NOMINATION LETTERS.

4.1.1. COR Nomination. The COR will be assigned to ACC/TRSS HQ. CORs will be nominated to the CO by their immediate supervisor, usually the TRSS/ACQ Flight Commander, or the FC. COR nomination letter format will be specified by the CO.

4.1.2. QPC Nomination. Training QPCs (TQAPs) assigned to the Wing will be nominated by the 42 ECS Commander, 355 TRS Commander, 355 OSS Commander, and 23 OSS Commander or equivalents. Courseware QPCs (CWQPCs) will be nominated by the Commander of ACC TRSS, Det 3. Qualified individuals may be nominated as both a TQPC and CWQPC at the discretion of the Detachment Commander. New TRSS Det/CCs may be nominated by the outgoing CC or the TRSS Commander. All nominations will be approved by the COR and forwarded to ACC AMIC/PKB. Nominations will be submitted using the format provided (refer to Attachment 6). As a minimum, each squadron will provide one TQPC. However, due to the frequency military contingencies, it is highly recommended that each provide two TQPCs.

4.2. RELIEF FROM DUTIES LETTER. When no longer required/able to perform COR/QPC duties (due to PCS, change of duties, etc.), the COR/QPC must be formally relieved of duties by the office which submitted the original nomination. A relief of duties letter will be submitted using the format provided (refer to Attachment 7).

4.3 TRAINING.

4.3.1. COR Training. COR will complete the following training before being issued a Designation of Contracting Officer’s Representative letter by the CO:

4.3.1.1. DAU CLC 222 “COR with a Mission Focus”

4.3.1.2. DAU CLM 003 “Ethics Training for Acquisition Technology and Logistics”

4.3.1.3. Review and understand Joint Ethics Regulation, DoD 5500.7-R

4.3.1.4. CO Led Training and other courses as required by the CO

4.3.2. The COR will complete re-certification training every three years as directed by the CO.

4.3.3. QPC Training. QPCs shall receive training conducted by the contract manager or COR prior to assuming QA responsibilities. Phase I training provides an introduction to QA responsibilities, ethics, and review of applicable regulations. Report completion of Phase I training to the COR and contract manager. Phase II training will also be conducted by the contract manager or COR. Phase II training will include a detailed discussion of the contract and PWS, how to certify acceptance of services, maintenance of QA documentation and past performance information. Upon completion of training, the COR will issue a Duties and Responsibilities letter to the QPC.

4.4. FILES.

4.4.1. COR Folder. The COR will establish and maintain a folder for each contract. The contents of this folder may be maintained electronically, in hard copy, or a combination of both. The COR folder must contain the tabs and contents outlined below in Table 4.1. ALL surveillance records are considered FOR OFFICIAL USE ONLY documents, and must be marked and safeguarded as such. Documentation is kept for the life of the contract and provides necessary continuity should COR duties transition during the course of the contract. The FC and COR will receive instructions from the CO on disposition or archival procedures upon contract completion.

TABLE 4.1 – COR FOLDER TABS & CONTENTS

4.4.2. QPC Files. A centralized master file will be established at each location for QPC reference and containing all the items listed below. Individual QPCs will maintain a personal file including the items marked with an asterisk. Individual QPCs will organize their files in such a manner to reference the master file or effectively locate essential information when needed.

1. General Correspondence.

2. QPC Documentation: (a) Nomination Letters, (b) Relief From Duties Letters, (c) Duties and Responsibilities Letters, (d) Training Letters,

3. This Quality Assurance Surveillance Plan*.

4. QPC Training Material and Guidance *.

5. EC-130H/A-10 Contract Aircrew Training and Courseware Development (CAT/CWD) contract (SF 1449, DD 254, PWS, any PWS addendum) and all associated modifications (current PWS and addendum for individual file*).

6. Contractor’s Instructional Systems Development Management Plan and Quality Control Plan (the QCP is an integral part of the Contractor’s ISDMP)*.

7. Contractor’s Training and Certification Plan*.

8. The certification and qualification letters of each contract instructor (IAW procedures in Training and Certification Plan).

9. Contract Monitoring and Surveillance Reports, SDS Performance Objective Checklists, QPC Reports, and any locally developed QPC surveillance documents.

10. First & Second Notices, Corrective Action Reports (CAR)

11. Contractor Monthly Progress, Status, and Management Report and any other Contractor reports.

12. Current Style Guide*

4.4.3. SUSPENSE FILES. A suspense system should be established to: (1) ensure QPC reports are submitted to the COR as required and on time, (2) advise the COR and CO in a timely manner whenever the Contractor fails to perform satisfactorily or fails to deliver any required deliverable (refer to PWS, Appendix 4, Required Contract Deliverables), and (3) ensure timely response to correspondence.

4.4.4. DISPOSITION OF QPC FILES. When the contract is complete, QPCs will retain all records for disposal in accordance with COR instructions.

ATTACHMENT 1

SERVICE DELIVERY SUMMARY (SDS)

INSPECTION CHECKLIST

SERVICE DELIVERY SUMMARY INSPECTION CHECKLIST

This checklist is to be completed by each site on a quarterly basis. The checklist is due to the COR five working days after the completion of the quarter. After each performance objective, mark “EX” for Exceeds minimum requirements, “SAT” for Satisfactory performance (meets requirements), “UNSAT” for Unsatisfactory performance, or “N/A” for not applicable. Any item marked “EX” or “UNSAT” must have written comments for justification. Specific comments on each objective are encouraged. To provide comments, specify the performance objective number in the comments section located on the second page of this attachment.

atabase products. Ensure 100% of required data is accurately entered, that access is controlled, available to appropriate government personnel, and backups are performed. This includes, but is not limited to: brief/debrief, master test database, EGB, scheduling, review, inventory and LMS databases.

WRITTEN COMMENTS HERE:

ATTACHMENT 2

INDIVIDUAL PERFORMANCE OBJECTIVE

INSPECTION CHECKLISTS

SDS PERFORMANCE OBJECTIVE # 1

CONTRACTOR MAINTAINS QUALIFIED PERSONNEL

1. Method of Surveillance: 100% Inspection.

2. Lot Size:

a. Initially, all CAT Instructor/Subject Matter Experts (I/SMEs).

b. Each new-hire subsequent to first report.

3. Performance Requirement--Acceptable/Defect:

a. Performance is acceptable when the Contractor maintains sufficient qualified personnel to meet CAT and CWD mission requirements during the surveillance period.

b. A defect occurs whenever an academic or training device event/mission must be rescheduled due to non-availability of a qualified contract instructor or a specified position does not meet additional requirements incorporated from Contractor’s proposal.

4. Sampling Procedure:

a. All I/SMEs employed under this contract will be sampled to verify their qualifications.

b. All scheduled academic and training events that require a contract instructor will be attended by a qualified contract instructor.

5. Inspection Procedure:

a. Did Contractor personnel meet hiring requirements? (Refer to PWS, 4.1.4., and 4.2.)

b. Are instructors trained and certified IAW the contractor’s accepted Training and Certification Plan? (Refer to PWS, 1.9.1. )

c. Did the Contractor provide written notification to the TQPC that an instructor is certified to instruct a lesson/training device event as specified? (Refer to PWS, 1.9.1 and 1.9.2.)

d. Did the Contractor conduct and schedule Continuation Training (CT) for contract instructors as required to meet minimum CT requirements for training devices? (Refer to PWS, 1.9.6. and 4.2.3.)

e. Did Contractor personnel attend flight safety meetings, commander calls, pilot/mission developer meetings, and intelligence briefings? (Refer to PWS, 1.7.2.5.)

f. Did Contractor personnel attend, as agreed by both the Contractor and Contracting Officer, AF special schools? (Refer to PWS, 1.9.6.1.)

6. Results:

7. Remarks:

8. Date:

SDS PERFORMANCE OBJECTIVE # 2

CONTRACTOR MEETS ALL SECURITY REQUIREMENTS

1. Method of Surveillance: 100% Inspection.

2. Lot Size:

a. Initially, all Contractor personnel.

b. Each new-hire subsequent to the first report.

a. Performance is acceptable when all Contractor personnel adhere to security requirements.

b. A defect occurs whenever a security requirement is not met, and the Contractor has not taken the required steps to fix the defect. In the case of security clearances, once the paperwork has been submitted, the Contractor cannot be held at fault due to delays in the Government process.

4. Sampling Procedure: All Contractor personnel will be monitored for compliance with requirements.

5. Inspection Procedure:

a. Did Contractor personnel meet all security requirements as specified in the PWS? (Refer to PWS, paragraph 4.4.1.)

b. Did Contractor personnel comply with DD Form 254, Contract Security Classification Specification? (Refer to PWS, section 4.4.)

c. Did all of the Contractor personnel have the required security clearance during this period?

NOTE: If not, has the Site Manager turned in the paper work to update the clearance? (Refer to PWS, 4.1.4, and 4.4.)

d. Did the Contractor appropriately safeguard all Government equipment and facilities provided for their use? (Refer to PWS, 4.4.2.)

8. Date:

SDS PERFORMANCE OBJECTIVE # 3

SHALL REVISE OR DEVELOP NEW COURSEWARE IN RESPONSE TO CHANGES IN

AFI’s, TACTICS, TECHNIQUES AND PROCEDURES, OR URGENT ACTION DIRECTIVES

1. Method of Surveillance: 100% Inspection.

2. Lot Size: The number of major block or system changes.

a. Performance is acceptable when the Contractor provides new or revised courseware in the proper format and within the time limits set forth in the PWS.

b. A defect occurs whenever the Contractor does not meet the requirements as specified in the PWS.

4. Sampling Procedure: All requests for new or revised courseware which the Contractor was tasked to develop will be sampled.

5. Inspection Procedure

a. Did Contractor personnel provide new or revised courseware for major block or system changes in the proper format and time limits set forth in the PWS? (Refer to PWS, A1.7.4.4.)

b. Did Contractor personnel respond to all courseware changes required by Urgent Action Directives in the proper format and time limits set forth in the PWS? (Refer to PWS, 1.5.3.7.)

8. Date:

SDS PERFORMANCE OBJECTIVE # 4

CONTRACTOR SUBMITS REQUIRED REPORTS

1. Method of Surveillance: 100% Inspection.

2. Lot Size: The Contractor will produce and deliver reports, schedules, and other deliverables relating to this contract. The Contractor is responsible for coordinating the format and content of each deliverable with the CWQPC (see PWS A3.1.). These deliverables are listed below.

A. Delivered with proposal:

1 Strike Mitigation Plan (if required); PWS 1.2

2 Training Workload Management Plan; PWS 1.9.13.

3 Instructional Systems Development Management Plan (ISDMP); PWS 1.5.2 & ATCH 1.

4 Quality Control Plan; PWS 1.9.7.

5 Phase-In/Phase Out Plan; PWS 1.7.3.

6 Instructor Training and Certification Plan; PWS 1.9.1.

B. Deliverables during contract:

1. Courseware Development Schedule; PWS para 1.5.3.2.

2. Lesson Strategy Report; PWS Attachment 3

3. Lesson Overview; PWS para Attachment 3, A3.4.3.4.

4. ICW/CBT Instructional Media Package; PWS Attachment 6.

5. Instructor Led Lesson Package; PWS para 1.7.1.1.

6. Lesson Presentation; PWS Attachment 7.

7. Instructor Planning Documents; PWS Attachments 4 and 5.

8. Student Guides; PWS Attachment 8.

9. Exam Package; PWS Attachment 9.

10. Training Evaluation Document; PWS Attachment 12.

11. Objectives and Media, Analysis Report; PWS Attachment 13

12. Contractor’s Progress, Status, and Management Report; PWS Attachment 10.

13. Conference/Meeting Minutes; PWS Attachment 11.

14. A-10/EC-130 Academic Database; PWS para 1.7.5 thru 1.7.7.

15. Master Files; PWS para 1.7.1.1.

3. Performance Requirement--Acceptable/Defect:

a. Performance is acceptable when the Contractor produces and delivers the items specified in the PWS and in the proper format as defined in the corresponding Style Guide.

b. A defect occurs whenever a deliverable is not submitted on time or in the proper format.

a. All deliverables submitted under this contract will be sampled to verify their validity.

b. All courseware deliverables will be assigned a content and ISD grade by the QPC.

5. Inspection Procedure:

a. Did the Contractor meet the required delivery schedules? (Refer to PWS A1.7.3.

b. Did all contract deliverables meet requirements for format and content? (Refer to PWS 1.5.3.1.

c. Did the Contractor coordinate the format and content of each deliverable with the CWQPC? (Refer to PWS A3.1)

8. Date:

SDS PERFORMANCE OBJECTIVE # 5

PERFORM INSTRUCTIONAL TASK

1. Method of Surveillance: Periodic Surveillance.

2. Lot Size: Number of academic events scheduled.

3. Performance Requirement--Acceptable/Defect:

a. Performance is acceptable when the Contractor performs academic instruction.

b. Defective training device instruction occurs whenever the Contractor fails to show for a scheduled academic instruction event or, whenever instruction does not fulfill the training requirements specified in the PWS.

a. All I/SME Contractor personnel will be evaluated/observed to verify their ability to perform academic instruction.

b. All scheduled academic instructional events that require a Contractor instructor will be attended by a qualified Contractor I/SME.

5. Inspection Procedure:

a. Did the Contractor I/SME perform all scheduled academic and training events that required a contract instructor? (Refer to PWS Appendix 1)

b. Did the Contractor set-up the classrooms properly and issue any lesson-related student materials before instruction? (Refer to PWS 1.4.3.)

c. Did the Contractor I/SME administer, score and debrief student examinations IAW established policy? (Refer to PWS 1.4.3.8.)

d. Did the Contractor make I/SMEs accessible to students using self-paced/computer based instruction to answer questions? (Refer to PWS 1.4.3.4.)

e. Did the Contractor schedule and provide make-up instruction for students that missed class or that failed an examination? (Refer to PWS 1.4.3.5.)

f. Did the Contractor satisfactorily accomplish trend analysis and evaluation, and analyze all examination results for trends toward faulty questions and/or deficient instruction? (Refer to PWS 1.4.2.1., 1.4.3.9. and A9.4.3.)

6. Results

8. Date:

SDS PERFORMANCE OBJECTIVE # 6

DEVELOPS AND DELIVERS COURSEWARE

1. Method of Surveillance: 100% Inspection.

2. Lot Size: The number of courseware deliverables in accordance with the Courseware Delivery Schedule.

3. Performance Requirement--Acceptable/Defect:

a. Performance is acceptable when the Contractor submits the required courseware in the proper format and approved timelines.

b. A defect occurs whenever courseware is not submitted on time or is not in the correct format as specified in the PWS.

a. All courseware submitted under this contract will be sampled to verify their validity.

b. All courseware that requires Contractor personnel will be written by qualified Contractor personnel.

a. Did the Contractor develop courseware as specified in the PWS? (Refer to PWS 1.5., 1.5.3.10., 4.6.12., Appendix 1, & ATCH 2.)

b. Did the Contractor maintain (review, revise, update, etc.) courseware as specified in the PWS? (Refer to PWS 1.5. and 4.6.12.)

c. Did the Contractor coordinate reproduction of courseware materials as specified in the PWS? (Refer to PWS 3.4.7)

d. Did the Contractor conduct and produce minutes for Courseware Review Meetings as specified in the PWS? (Refer to PWS 1.7.2.1. & 1.7.2.3.)

e. Did the Contractor build courseware IAW the development standards and report interactive courseware to DITIS? (Refer to PWS 1.5.3.11. and 4.6.15.)

6. Results

8. Date:

SDS PERFORMANCE OBJECTIVE # 7

MAINTAIN MASTER FILES

1. Method of Surveillance: 100% Inspection.

2. Lot Size: The number of files produced during the inspection period.

3. Performance Requirement--Acceptable/Defect:

a. Performance is acceptable when the Contractor maintains the required Master Files for each lesson/course accurately and up to date as specified in the PWS.

b. Performance is acceptable when the Contractor maintains the required publications and forms as specified in the PWS.

c. A defect occurs whenever a Master File or…