Atch 4 - QASP EA37-B Training_2024_04_01.pdf

Quality Assurance Surveillance Plan Contract FA489024R0021

BY ORDER OF THE HQ ACC ACQUISITION

DIRECTOR MANAGEMENT AND

INTEGRATION CENTER

01 May 2024

EA-37B Gulfstream 550 (G550) Pilot Training

FA489024R0021

Revision 0

COMPLIANCE WITH THIS DOCUMENT IS MANDATORY

NOTICE: This Document is available in digital format through ACC AMIC/DRQQ

OPR: HQ ACC/A3C Reviewed by: HQ ACC/A3C BRADLEY G. TURNER, Civ DENNIS P. MCDEVITT JR, Civ Contract Officer Representative (C-COR) Functional Services Manager

Reviewed by: ACC AMIC/DRQ Accepted by: ACC AMIC/PKB CLIFFORD SEARCY, Civ SHANE WASHBURN, Civ Quality Manager Contracting Officer

Contract FA489024PXXXX

TABLE OF CONTENTS

Section Page

1.0 SCOPE 3

1.1 Authority 3

1.2 Purpose 4

1.3 Related Documents 4

2.0 MANAGEMENT LOCATIONS AND KEY PERSONNEL 4

2.1 Contract Management Team 4

2.2 Contractor Key Personnel 5

3.0 CONTRACT SURVEILLANCE 5

3.1 Surveillance Methods 5

3.2 Surveillance Documents 6

3.3 COR Audits

3.4 System for Award Management (SAM)

3.5 Initial Performance Assessment (IPA)

4.0 CONTRACT PERFORMANCE REPORTING 9

4.1 Non-Conformances

4.2 COR Monthly Reports

4.3 Contract Performance Assessment Reporting System (CPARS)

4.4 Wide Area Work Flow (WAWF)

5.0 CONTRACTING OFFICER REPRESENTATIVE FOLDER

ATTACHMENT 1: NON-CONFORMANCE REPORT (Example)

ATTACHMENT 2: INITIAL PERFORMANCE REPORT (Example)

ADDITIONAL INFORMATION/TOOLS

TABLES

1 Contract Deliverables 6 2 Services Summary 7 3 Monthly Performance Rating Definitions 10 4 Performance Assessment Report Routine Timelines 5 COR Folder Tabs & Contents

Summary of Revisions:

Revision # Date Summary Initial

0 1 May 24 Original BGT

1. SCOPE: The Quality Assurance (QA)Surveillance Plan (QASP) is applicable to personnel performing contract surveillance inspections in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 46, Quality Assurance; Department of Defense Instruction (DODI) 5000.72 DoD Standard for Contracting Officer’s Representative (COR) Certification; DOD FAR Supplement (DFARS) Subpart and PGI 201.602- 2, Responsibilities; Department of the Air Force FAR Supplement (DAFFARS) Mandatory Procedures (MP) 5301.602-2(d) Designation, Assignment, and Responsibilities of a Contracting Officer’s Representative (COR); Air Force Instruction (AFI) 63-138, Acquisition of Services; and organizational policy. It is designed to provide the COR a systematic surveillance method for each service identified in the Performance Work Statement (PWS). The Program Manager (PM)/Functional Service Manager (FSM) and COR develop the methods for administering and evaluating performance. The Quality Assurance Program Coordinator (QAPC) and Contracting Officer (CO) or Contract Manager (CM), will review these methods, which are then accepted or rejected by the CO.

1.1. AUTHORITY: The following FAR clauses provide authority for this QASP (not all inclusive, see contract for all provisions):

52.246-4, Inspection of Services - Fixed-Price

FAR 12.301(b)(3) authorizes the CO to tailor Clause 52.212-4 IAW FAR 12.302 - Tailoring of provisions and clauses for the acquisition of commercial products and commercial services. In the case of this contract, the clause is tailored to institute 52.246-4 and requires the Contractors to maintain an inspection system acceptable to the USG and that only those services tendered for acceptance conform to the requirements of this contract.

FAR 46.202-3, Standard Inspection Requirements. This provision authorizes the use of clauses 52.246-4 and requires the Contractor to: 1) Provide and maintain an inspection system acceptable to the Government (USG); 2) Require the Contractor to keep, to make these inspections records available to the USG and; 3) Gives the USG the right to inspect and test any supplies and services while work is in-process.

FAR 46.401, USG Contract QA. This clause directs that USG contract QA shall be performed as necessary to determine that the supplies or services conform to contract requirements. QA surveillance plans will be prepared, and should specify the work requiring surveillance and the method of surveillance.

FAR 46.407, Nonconforming Supplies or Services. This clause specifies the CO rejects supplies or services not conforming in all respects to contract requirements. The CO ordinarily must give the contractor an opportunity to correct or replace nonconforming supplies or services when this can be accomplished within the required delivery schedule; correction or replacement must be without additional cost to the USG.

FAR 46.501 – Acceptance (General) Acceptance constitutes acknowledgment that the supplies or services conform to applicable contract quality and quantity requirements, except as provided in this subpart and subject to other terms and conditions of the contract. Acceptance may take place before delivery, at the time of delivery, or after delivery, depending on the provisions of the terms and conditions of the contract.

Supplies or services shall ordinarily not be accepted before completion of USG contract QA actions.

Acceptance shall ordinarily be evidenced by execution of an acceptance certificate on an inspection or receiving report form or commercial shipping document/packing list.

1.2. PURPOSE: This QASP provides a systematic method to assess and evaluate the services received from the Contractor; however, this QASP is not considered part of the contract. It defines the policy, procedures, and associated methods used by Multi-Functional Team (MFT) for planning, preparing, performing, analyzing, and reporting Contractor performance. In the event this QASP conflicts with the contract the contract shall take precedence.

1.3. RELATED DOCUMENTS:

EA-37B Gulfstream 550 (G550) Pilot Training Contract Number FA489024PXXXX Solicitation Number FA4890-24-R0021 Contractor’s Quality Management Plan

2. MANAGEMENT LOCATIONS AND KEY PERSONNEL.

2.1. Contracting Management Team. The address for Contracting /Program /Quality Management is:

ACC AMIC/PKA /PMSP /DRQP

300 Exploration Way, Suite 407 Hampton, VA 23666

2.1.1. Contracting Officer (CO). CO duties are detailed in subpart 1.602-2, COR, and DAFFARS MP5346.103, Contracting Officer Responsibilities. The CO is the only USG agent authorized to award or modify contracts; therefore, the CO is the only person authorized to contractually obligate the USG. The CO is also the individual who will sign any notifications to Contractors regarding performance issues and accepts USG surveillance methods used under the award. The CO approves/appoints all CORs assigned by COR Management. The CO, Mr. Shane Washburn, can be reached at 405-618-9482.

2.1.2. Contract Manager (CM). The CM is the USG agent within the contracting office who performs day-to-day administration of the contract. The CM may also be the CO if the person has a warrant. The CM, 1st Lt Alexis Jubon, can be reached at 208-828-6470.

2.1.3. Program Manager (PM). The PM assists customers with requirements development and definition, PWS modifications, deficiency resolution, and portfolio management. The PM, Mr. Bradley Turner, can be reached at 757-663-9076.

2.1.4. Quality Assurance Program Coordinator (QAPC). The QAPC integrates the contract quality requirements into the quality assurance program and acts as the liaison between the contracting office and functional organizations. The QAPC: Assists the multi-functional team (MFT) in developing requirements, Reviews the PWS and QASP to ensure that requirements are clearly stated, enforceable, and measureable, Trains CORs and COR Management (e.g. COR Supervisor, FSM) on the contracting requirements associated with the quality assurance program and MAJCOM/DRU procedures, and Tracks all contract non-conformances, assisting CORs in drafting non-conformance reports. The QAPC, Mr. Clifford Searcy, can be reached at 757-225-2889.

2.1.5. Chief Contracting Officer Representative (C-COR). The C-COR is responsible for providing continuous technical oversight of the contractor’s performance. The C-COR uses the QASP to conduct the oversight/surveillance process. The C-COR shall keep a Quality Assurance file in the Surveillance and Performance Management System (SPM) that accurately documents the contractor’s actual performance.

The purpose is to ensure that the contractor meets the performance standards contained in the contract. The C-COR is responsible for reporting early identification of performance problems to the CO. The C-COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for surveillance of the contractor’s quality program and help the C-COR to document contractor performance. The C-COR is NOT empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf. The C-COR, Mr. Keith Nordquest, can be reached at 757-764-2152 or Mr. Bradley Turner, can be reached at 757-663-9076.

2.1.6. Alternate Contracting Officer Representative (A-COR). The A-COR is responsible for providing continuous technical oversight of the contractor’s performance at the execution level (55 ECG, Davis Monthan AFB, AZ). The A-COR uses the QASP to conduct the oversight/surveillance process. The A-COR is responsible for reporting early identification of performance problems to the C-COR. The QASP is the primary tool for surveillance of the contractor’s quality program and help the COR to document contractor performance. The A-COR will provide the C-COR with monthly, quarterly, and annual report inputs which will be used in documenting past performance. The A-COR has authority to engage with the contractor to schedule classes. The A-COR is NOT authorized to submit Non-Conformance reports, CPARS, or accept/reject services. The A-COR is NOT empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf. The A-COR will receive the same training as the C- COR. The A-COR, Mr. Joel Jorgensen, can be reached at 520-490-7828.

2.2. Contractor Key Personnel.

2.2.1. Program Manager (PM). The PM is responsible for the overall execution of the contract. This individual will serve as the focal point for the CM/CO and/or PM assigned to the contract and may interface with the customer, as needed.

3. CONTRACT SURVEILLANCE. The CORs are responsible for a wide range of surveillance requirements that effectively measure and evaluate Contractor performance. The Contractor, not the USG, is responsible for contract performance management and Quality Control (QC) actions to meet the terms of the contract. The USG 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. Additionally, refer to the last page of documents for a link to the COR Handbook.

3.1. Surveillance Methods. Four methods of surveillance may be used for Contractor compliance verification: One Hundred Percent Inspection, Periodic Audits, Customer Feedback, and End of Course Surveys. Other methods of surveillance must be fully documented, reviewed by the QAPC and approved by the CO before implementation. Information obtained from these activities may be used by the MFT to ascertain whether Contractor performance is compatible with contract and mission objectives and by the CO for actions relating to the Contractor.

3.1.1. Initial Performance Assessment. The initial evaluation of contractor performance is a joint determination by the MFT that may include CO, CM, PM, QAPC, and CORs to determine if the Contractor successfully started performance, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract. The review shall take place no earlier than (NET) 30 days after the Contractor assumes full performance responsibility. The C-COR will compile all relevant data and submit the report to the CO/CM.

3.1.2. One Hundred Percent Inspection. (This will be the primary method for deliverables on this contract) This method will be used for Contractor submissions, products, and deliverables (tangible items). CORs will use the One Hundred Percent Inspection method to evaluate all reports delivered under paragraph 3.2. The

COR, with assistance from the MFT if necessary, accepts or rejects these products based on the criteria and performance standards as outlined in the Services Summary. The COR also documents all results of inspections actions, to include SME surveillance of tangible items, and subsequent Contractor re-performance taskings, if applicable.

3.1.3. Periodic Audit. This type of surveillance consists of COR evaluating products/services not surveilled via One Hundred Percent Inspection or Customer Feedback. Periodic Audits are implemented to meet COR-defined reporting requirements. Contract terms not outlined in the Service Summary and not routinely scheduled for inspection shall be subject to Periodic Audit throughout the performance period. The COR shall only surveil items as scheduled and approved by the Government PM.

3.1.4. Customer Feedback or Customer Complaint. The COR will receive and validate Customer Feedback as a surveillance method. Although usually not a primary method, this is a valuable supplement to other, more systemic methods of surveillance. Validation of Customer Feedback or Complaint may consist of reviewing Contractor-provided deliverables, invoices, and contacting points of contact at, or near, the point of delivery. No action will be taken using Customer Feedback without prior validation.

3.2. Surveillance Documents

3.2.1. Deliverables. All deliverables will be reviewed for timeliness, accuracy and format. If a deliverable due date falls on a weekend or holiday, the Contractor shall submit the deliverable the next business day. See Table 1.

Table 1 – Contract Deliverables Deliverable Details

Organizational Conflict of Interest (OCI) Mitigation Plan

Reference: PWS Paragraph 2.1 Due Date: Within 30 calendar days from notice of award Delivery: All reports shall be delivered IAW the specified PWS references

Monthly Progress, Status, and Management Report

Reference: PWS Paragraph 2.2 Due Date: On or before the 15th of each month after notice of award Delivery: All reports shall be delivered IAW the specified PWS references

AF Form 1522, Aviation Resource Management System (ARMS)

Additional Training Accomplishment Report

Reference: PWS Paragraph 2.3 Due Date: On or before the 15th of each month after notice of award Delivery: All reports shall be delivered IAW the specified PWS references

Course Syllabi/Courseware Reference: PWS Paragraph 2.4 Due Date: Within 2 weeks after notice of award and as required Delivery: All reports shall be delivered IAW the specified PWS references

Student Course Critique Reference: PWS Paragraph 2.5 Due Date: On or before the 15th of each month after notice of award Delivery: All reports shall be delivered IAW the specified PWS references

3.2.2. Services Summary. The Services Summary is a list of critical tasks that must be performed by the Contractor, the performance threshold, and the method of surveillance the COR will use to validate/inspect these tasks. The Procurement Integrated Enterprise Environment (PIEE) will be used to Nominate, Designate, and Terminate all CORs for this contract. The COR will register in the PIEE Joint Appointment Module (JAM) and either self-nominate or coordinate with the CO/CM/QAPC to nominate the COR.

Inspection of each task and surveillance reports will be documented in the Surveillance and Performance Monitoring (SPM) module.

Table 2 Services Summary Performance Objective Performance Standard Performance Threshold

Provide Initial Pilot Training

PWS Paragraph 1.4.1.1

Not more than one valid student complaint concerning quality of instruction during a training quarter.

Performance is acceptable when the COR receives no more than one valid student complaint concerning quality of instruction during a training quarter.

Method of Surveillance: One hundred percent.

Provide Refresher Pilot Training

PWS Paragraph 1.4.1.2

Not more than one valid student complaint concerning quality of instruction during a training quarter.

Performance is acceptable when the COR receives no more than one valid student complaint concerning quality of instruction during a training quarter.

Method of Surveillance: One hundred percent.

Provide Pilot Proficiency Training

PWS Paragraph 1.4.1.3

Not more than one valid student complaint concerning quality of instruction during a training quarter.

Performance is acceptable when the COR receives no more than one valid student complaint concerning quality of instruction during a training quarter.

Method of Surveillance: One hundred percent.

Provide Supplementary Simulator Training Hours

PWS Paragraph 1.4.1.4

Not more than one valid student complaint concerning quality of instruction during a training quarter.

Performance is acceptable when the COR receives no more than one valid student complaint concerning quality of instruction during a training quarter.

Method of Surveillance: One hundred percent.

Provide Simulator Position Fill Ins

PWS Paragraph 1.4.1.5

Not more than one valid student complaint concerning quality of instruction during a training quarter.

Performance is acceptable when the COR receives no more than one valid student complaint concerning quality of instruction during a training quarter.

Method of Surveillance: One hundred percent.

Provide Specific Training Courses

PWS Paragraph 1.4.2.1. - 1.4.2.6.

Not more than one valid student complaint concerning quality of instruction during a training quarter.

Performance is acceptable when the COR receives no more than one valid student complaint concerning quality of instruction during a training quarter.

Method of Surveillance: One hundred percent.

Provide Deliverables as required.

PWS paragraph 2.1. – 2.5.

Develop and submit all required deliverables.

Performance is acceptable when deliverable requirements are provided on time, 95% of the time with 100% accuracy.

Method of Surveillance: One hundred percent.

Provide Appropriate Simulator Training

PWS Paragraph 4.1 – 4.2

Simulator training is conducted in an FAA Certified Level C fully operational (100% of the time) Flight Simulator appropriate to the Gulfstream aircraft model training being conducted. The simulators must also be capable of CAT II Instrument Landing System approaches.

Performance is acceptable when simulator training is conducted in an FAA Certified Level C fully operational (100% of the time) Flight Simulator appropriate to the Gulfstream aircraft model training being conducted. The simulators must also be capable of CAT II Instrument Landing System approaches.

Method of Surveillance: One hundred percent.

3.2.3. Service Summary Performance Objectives Checklist. The COR is responsible for developing/updating standard procedures for surveillance checklists and may request outside assistance.

Changes to the surveillance checklists (modifying, adding, or removing) require the QASP be reviewed in its entirety by the offices identified on the title page.

3.2.4. Contractor’s QCP. A Contractor's internal actions, in the form of a QCP, are typically written to satisfy contract requirements for written procedures or to provide direction on how Contractor employees are to perform. The COR will review the QCP IAW requirements of the solicitation and subsequent awarded contract, validating the contractor is keeping, and making available to the COR, complete records of its inspection work. Any deviations will be treated as deficiencies/non-conformances and handled IAW paragraph 4.1. The COR will review the QCP IAW requirements of the solicitation and subsequent awarded contract. The will COR document the deficiencies as required.

3.3. COR Audits. The COR is authorized to perform audits (inspection/surveillance) at any time during contract performance IAW FAR clauses 52.246-4. CORs will assess contractor SS performance and document in SPM.

3.3.1. Combating Trafficking In Persons (CTIP). PM/CO/COR will evaluate Contractor’s submitted CTIP program at IDIQ award for sufficiency. The COR will monitor the Contractor’s performance regarding trafficking in persons such that non-compliance with FAR Clause 52.222-50, CTIPs, is brought to the immediate attention of the CO.

3.3.1.1. Violations and Remedies.

3.3.1.1.1. If the CO receives information indicating that the contractor, a contractor employee, a subcontractor, or a subcontractor employee has failed to comply with the requirements of the clause at FAR 52-222-50, the CO shall provide information for any investigation and enforcement may be made to: DoD Inspector General Hotline at www.dodig.mil/hotline or 800-424-9098, CTIP Program Manager on-line at http://ctip.defense.gov or by email to ctipreports@osd.pentagon.mil, National CTIP Hotline at 1-888-373- 7888, or, CTIP Hotline website at www.polarisproject.org.

3.3.1.1.2. Compliance with DFARs clause 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting. Coordinate with the Contracting Officer to have the contractor provided evidence of compliance. This information is typically requested annually.

3.4. System for Award Management (SAM). Effective FY2020, the DoD will no longer require contractors to report into the eCMRA. Contractors will report manpower data relating to the performance services contracts into the SAM (www.sam.gov). This allows industry to report all manpower into a single Federal-wide portal, removing duplicative requirements; one for DoD and another for the rest of the USG, which requires the same data elements to be reported from industry for services contracts performed for both DoD and Federal civilian agencies that essentially perform the same function. The outcome will be a process that is less burdensome on both industry and USG, while improving data integrity and accuracy.

3.5. Initial Performance Assessment (IPA)

The initial evaluation of Contractor performance is a joint determination by the MFT that the Contractor has successfully started performance, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract. The IPA will typically occur 30-90 days after the Contractor after contract start. The IPA report shall include an assessment of schedule, management, technical, and cost performance. Negative variations in cost, schedule, staffing, and performance shall be reported with an assessment of the root causes and corrective action plan. Please see attachment # 2 for IPA template.

http://www.dodig.mil/hotline%20or%20800-424-9098 http://ctip.defense.gov/ mailto:ctipreports@osd.pentagon.mil http://www.polarisproject.org/ http://www.sam.gov/

The COR’s responsibility is to ensure whatever the Contractor put in their proposal is reviewed to ensure they meet the intent of the proposal. Has the Contractor started performance? (There are usually deliverables due to the Government within the first 30-days, e.g., financial report) How is/did the Contractor meeting their Transition Plan? Are they on track with schedule and milestones? Where do they stand in regards to their QMS?

Have all personnel been hired (if not, are operations impeded?) These questions must be asked and reported.

Method:

Green--No issues.

Yellow--Issue(s) but Contractor has an adequate mitigation or corrective action plan in place.

Red--Issue(s) with inadequate or no Contractor mitigation or corrective action plan. Any “red” assessment shall include the government proposed actions for the failing Contractor.

Additionally, any significant modifications to the contract made since contract award shall be included in the initial performance report as special interest items.

4. CONTRACTOR PERFORMANCE REPORTING

4.1. Non-Conformances. Audit or Inspection results that fall below contractual standards shall be identified as non-conformances.

4.1.1. Types of Non-Conformance.

4.1.1.1. MINOR. A non-conformance, which by itself does not adversely impact mission, safety of personnel and/or equipment, performance, schedule &/or cost. Minor NCs may require a Corrective Action Plan (CAP); if so, the CAP suspense due date will be shown on the NC report. Minor NC with/without CAP request should be issued within ten duty days (as a goal, many issues are beyond the control of the COR or MFT).

4.1.1.2. MAJOR. A non-conformance that adversely impacts (or has the potential to impact) mission, safety of personnel and/or equipment, performance, schedule, and/or cost. This type of non-conformance has a risk assessment rating of moderate or high to the Government. Contractor shall provide a CAP for all Major NCs by the suspense date shown on the NC form. Major NC with/without CAP request should be issued within ten duty days (as a goal, many issues are beyond the control of the COR or MFT)

4.1.2. Non-Conformance Report. The C-COR will draft the NC and coordinate with the CO/PM/MFT for review as necessary. Once the review is final, and the QM/QAPC, PM, and CO have signed the NC form in section B, the NC will be issued to the Contractor.

4.1.2.1. To satisfactorily close-out a NC, the following criteria must be met:

- The Contractor must meet the suspense, and

- The corrective action must have already begun, and

- The Contractor's actions must correct the deficiency, and

- If applicable, be within specified standards.

4.1.2.2. If the corrective action is deemed UNSATISFACTORY or only partially acceptable, annotate the NC accordingly and forward it to the MFT with a brief explanation. Once reviewed follow the guidance in 4.1.2.

4.1.3. The C-COR will maintain a non-conformance log to document all First Notices, Second Notices and NCs.

4.2. COR Monthly Report: The C-COR will complete the monthly report in SPM utilizing the SMART Form.

4.2.1. The C-COR certifies the essential services accomplished by the contractor and documents any issues or non-conformances that were identified during the month.

4.2.2. SPM will generate monthly emails to the primary C-COR(s) designated on the contract, monthly reports will be completed by the date indicated on the email (COR has flexibility to select the due date).

4.2.3. The C-COR creates and submits (Smartform) within SPM on a monthly basis. The C-COR submits any of the reports listed below when necessary for review in SPM within the COR Status report or as individual uploads. Based upon the approved surveillance schedule in SPM, CORs will coordinate and submit a report of all scheduled surveillance within SPM NLT the 10th work day of the month following the scheduled surveillance. The CO, CS or assigned QAPC will review, approve and if necessary reject reports back to the COR in SPM. If a COR report is rejected, the reason the report is returned will be provided by the CO,CS or QAPC. Note: The frequency of COR inspections determines the interval for reports and should coincide with contractor invoice submission and validation for work previously performed.

4.3. Annual CPARS

NOTE: CPARs is completed by the PM with the C-COR providing input. An annual CPAR will be written on all Services contracts that exceed total contract value dollar reporting thresholds. The CPARS https://www.cpars.gov/ is the DoD Enterprise Solution for collection of Contractor Past Performance Information (PPI), as required by the FAR. CPARS is a web-enabled application that collects and manages a library of automated Contractor report cards. The PM will be designated as Assessing Official (AO) in CPARS. The AOR will utilize objective evidence from Monthly/Quarterly Reports, 1st/2nd notices, NCs, and any other validated information provided by CORs or the customer, that could be used for the CPAR assessment. The AOR will send the Draft CPAR to the Assessing Official (AO) within 20 calendar days following the end of the Period of Performance (PoP). The table below is an excerpt from the AMIC CPARS Roles and Responsibilities Policy Letter.

Table 3 – Performance Assessment Report Routine Timelines* CPAR Role Timeframe Action in CPARS

AOR (Assessing Official Representative)

+20 Calendar Days following the end of the PoP

Draft (narrative and rating) report and send to Assessing Official (AO)

AO +40 Calendar Days following the end of the PoP

Validate narrative/rating contract information and send to Contractor Representative

Contractor Representative 60 Calendar Days Comment and return to AO AO (Contractor Concurs or does not respond)

7 Calendar Days but not to exceed PoP end +107 days Completes CPAR

AO (Contractor Non-Concur) RO (Contractor Non-Concur)

14 Calendar Days but not to exceed PoP end +114 days

AO forwards to Reviewing Official (RO); RO reviews, updates and completes CPARS

*Focal Point will notify AOR, AO, RO or division chief for all exceeded time frames

4.4. WAWF (Wide Area Work Flow). Utilizing the WAWF module in PIEE, the C-COR will review (inspect) all invoices submitted by the Contactor, complete the invoice checklist, validate funding, and provide to the PM.

https://www.cpars.gov/

4.4.1. Validating Invoices. The C-COR will review/validate all receiving reports and ensure the following:

• The Contractor submitted a combination invoice/receiving report

• The report reflects the correct contract and TO number

• Beginning and ending dates being billed are stated and accurate

• The correct CLIN(s) is(are) charged for billing period

• A description of the services is provided (Firm Fixed Price, Labor Hour, Travel, Materials)

• The correct amount is charged, to include applicable handling rates

• Invoiced travel was pre-approved

• Back-up documentation is attached that includes a Contractor invoice with current and cumulative hours (for FFP LOE contracts) and amounts, as applicable

• A breakout of any other charges, as agreed to by the CO or required by the TO, is attached in WAWF or has been provided to the C-COR

4.4.2. Certifying and Accepting Invoices. Certification of services is ALWAYS performed by the appointed C-COR. After validation of services is performed by the C-COR per paragraph 4.4.1 above, the C-COR will accept the invoice. If anyone other than the C-COR (typically the Resource Advisor (RA)) is accepting services for the contract, the C-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 C-COR has reviewed, validated and certified services/invoices. In all cases, the C-COR will retain documentation (electronic or hard copy) showing C-COR validation and certification, as well as final acceptance of Contractor invoices.

4.4.3. COR Expenditure Log. After certification of an invoice in WAWF, the Primary C-COR will update the expenditure log documenting/tracking certified invoice expenditures against funds allocated on the contract against each CLIN. The QAPC will provide a template, if requested. Funding belongs to the organization where the C-COR resides; the COR expenditure log allows the C-COR to ensure funds are available for the work performed, to include travel and materials.

4.4.4. Rejecting Invoices. If an invoice is rejected in WAWF, the C-COR will go to the Miscellaneous Info tab to complete the comments block as follows: If during the COR review, an invoice is found to be incomplete, incorrect, etc., the C-COR will annotates the errors and then email the contractor (cc the PM and CO) of the errors/issues found. If the invoice is already in WAWF, the PM may elect to reject and annotate the rejection details in the Miscellaneous Info tab in the comments block as follows:

• List details regarding all unsatisfactory services or incorrect invoice information, and

• Instruct the Contractor to contact DFAS to have the invoice rejected back to the Contractor; this will allow the Contractor to make the same correction on both the receiving report and invoice, since combination invoices/receiving reports are required.

• The rejecter will then return to the Header tab and click the “Reject to Initiator” block. .

• As a final caveat, in the event of extended absences of the PM or COR/QAM/QAPC, the present party may complete the acceptance/rejection actions (referenced above) of the absence party to ensure invoices are processed in a timely manner incompliance/intent of the Prompt Payment Act.

5. COR FOLDER. DFARS PGI 201.602-2(d) requires the COR to establish and maintain electronic files in the SPM/JAM database. The COR folder must contain the tabs and contents outlined below in Table 5.

All surveillance records are considered CONTROLLED UNCLASSIFIED INFORMATION 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. COR Management and the COR will receive instructions from the CO on disposition or archival procedures upon contract completion.

Table 4 – COR Folder Tabs & Contents Folder/Tab Label Contents

01_General_Correspondence If electronic, index to location; must be available upon request and for the life of the contract

02_COR_Memos

(Maintained in SPM/JAM)

Signed nomination memo for each COR Signed designation memo for each COR Signed COR termination memo(s), if applicable

03_COR_Training

(Maintained in SPM/JAM)

Contract-Specific Training Certificate For each designated COR, completion certificates for:

DAU CLC 106 or 222 (based on contract type) dated within last 3 years U.S. Air Force Annual Ethics Training dated for current year if OGE Form 450 filer; otherwise, initial copy DoD CTIP for Acquisition & Contracting Professionals dated within last 3 years

04_Contract

(Typically maintained in the PM or CO files)

Contract for current level of effort Most current PWS and all attachments All contract modifications Contractor’s contract/task order pricing Incentive/award fee plans, if applicable CO letters or waivers, if applicable

05_Quality

(Maintained in SPM/JAM)

Signed QASP Approved surveillance checklist templates Completed surveillance checklists Signed Initial Performance Assessment (IPA) Written or electronic log of actions taken in performance of COR duties, such as contract inspection activities and a summary of meetings and conversations with contractor personnel

06_QCP If required by the contract 07_Non-Conformance_Reports

(Maintained in SPM/JAM)

Non-conformance report log Closed or most recent version of Minor/Major Non-conformances issued to contractor 08_Deliverables

(Typically maintained in the PM files)

CDRLs and deliverables specified in contract Reports, trip reports, etc.

09_Invoices

(Typically maintained in PIEE)

If maintained in WAWF, save WAWF attachments here

Contract FA489024R0021

ATTACHMENT 1: NON-CONFORMANCE REPORT (Example)

ATTACHMENT 2: INITIAL PERFORMANCE REPORT (Example)

MEMORANDUM FOR ACC AMIC/PKB

Date

FROM: ACC AMIC/DRQP

SUBJECT: Initial Performance Assessment for Gulfstream 550 (G550) EA-37B Pilot Training Contract FA489024PXXXX

Contract Dollar Value: $

1. Per the contract Quality Assurance Surveillance Plan, an initial assessment of Contractor performance is due no earlier than 30 days after the Contractor assumes full performance responsibility (i.e., after completion of transition). The IPA is a joint determination by the Multi- Functional Team that the Contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract. The CO may waive the initial evaluation for Contractors that have continued performance under a successor contract award (prior incumbent), or for Contractors that have otherwise demonstrated full compliance with contract start-up. For acquisitions greater than or equal to $100M, report IPA results to the PM.

2. As the COR, please complete this assessment and return it to the Contract Manager (CM) administering the contract. Using the Contract Performance Assessment Ratings Legend below, enter a rating in the Rating Column of the table below.

3. For the IPA Assessment:

Contract Performance Assessment Rating Successfully Started Performance Fully Operational Within Cost Within Schedule Within Performance Parameters of Contract Management (include for acquisitions =/> $100M) Technical (include for acquisitions =/> $100M)

Contract Performance Assessment Ratings Legend G = Green – No issues.

Y = Yellow – Issue(s), but Contractor has an adequate mitigation or corrective action plan in place.

R = Red – issue(s) with inadequate or no Contractor mitigation or corrective action plan. Any

“red” assessment shall include the Government-proposed actions for the failing Contractor.

4. Negative variations in cost, schedule, staffing, and performance are reported below with an assessment of the root causes and corrective action plan. Significant modifications to the contract made since award are also listed below as a special interest item.

a) Variations: (if not applicable, enter “None”)

b) Root Causes: (if not applicable, enter “None”)

c) Corrective Action Plans: (if not applicable, enter “None”)

d) Significant Modifications (Special Interest Item): (if not applicable, enter “None”)

Signature John Doe, GS-13, Office Symbol Contracting Officer’s Representative (COR)

☐Concur ☐ Non-Concur

Signature John Doe, NH-03, DRQP Quality Manager

☐ IPA Waiver (if prior incumbent otherwise demonstrated full compliance with contract start)

☐Concur ☐ Non-Concur

Signature Betty Doe, GS-14, Office Symbol Program Manager

ADDITIONAL INFORMATION/TOOLS

1. COR Handbook:

Available at acq.osd.mil/asda/dpc/cp/policy/docs/sa/DoD_COR_Guidebook_(May_2021).pdf

2. Non-Conformance Form:

QMSF 10.2-1

Non-Conformance Fo https://www.acq.osd.mil/asda/dpc/cp/policy/docs/sa/DoD_COR_Guidebook_(May_2021).pdf