Exhibit_C_Quality_Assurance_Surveillance_Plan.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

METEOROLOGICAL MODELING, ANALYSIS, AND SUBJECT MATTER

EXPERTISE SERVICES

1.0 INTRODUCTION: The Quality Assurance Surveillance Plan (QASP) is developed to comply with FAR Subpart 37.6, Performance-Based Acquisition, and FAR Subpart 46-4, Government Contract Quality Assurance. In addition, FAR Subpart 46.103, Contracting Officer Responsibilities state that agencies shall develop QASPs when acquiring services. Authority for issuance of the QASP is provided under FAR Part 46, Inspection of Services.

2.0 PURPOSE: The QASP has been developed to ensure the performance of critical contract elements. The purpose of this Quality Assurance Surveillance Plan (QASP) is to establish procedures for monitoring, reporting and evaluating the performance of the contractor for work performed pursuant to the Performance Work Statement (PWS) for “METEOROLOGICAL

MODELING, ANALYSIS, AND SUBJECT MATTER EXPERTISE SERVICES.”

3.0 OBJECTIVE: This QASP is designed to provide the Multi-Functional Team (MFT) with a vehicle to ensure delivery of the desired mission support services within cost and on schedule. The QASP will provide the Contracting Officer’s Representative (COR) with a systematic surveillance method for each item listed on the Service Summary (SS).

4.0 DESIRED RESULTS: The MFT will strive to manage this performance-based acquisition through effective monitoring, evaluating, and reporting of contractor performance. The Government will maintain an accurate awareness of contract status and contractor work performance. The team will manage risk to ensure mission performance is within cost and schedule constraints.

5.0 ROLES AND RESPONSIBILITIES are defined as follows:

5.1. The Multi-Functional Team (MFT) is a customer-focused team responsible for planning and managing the service acquisition throughout the life of the requirement. The MFT is responsible for planning and designing a mission support strategy that aligns mission support needs with a performance-based strategy.

5.2. The Contracting Officer’s Representative (COR) shall complete responsibilities IAW AFFARS MP5301.602-2(d). The COR is the representative of the requiring activity, nominated by the requiring activity and designated by the Contracting Officer (CO), to assist in the technical monitoring or administration of a contract. The COR must be a Government employee. The COR must complete required training prior to contract award or within 30 days of designation as a COR. The COR will establish and maintain a COR contract file in accordance with (IAW) DFARS PGI 201.602-2(ii) and MP5301.602-2(d), and remain abreast of changes to terms and conditions of contract resulting from contract modifications. The source of COR authority is the CO. The COR may perform only those duties delegated by the CO in the CO’s Delegation Letter without re-delegation. The COR must provide reports on contractor performance to the CO.

5.3. Contracting Officer (CO): The Contracting Officer (CO) is the only person with the authority to enter into contracts and contractually obligate the Government. The CO shall complete responsibilities IAW AFFARS MP5301.602-2(d) and AFFARS MP5346.103. The CO shall notify the requiring activity of the need for COR support by submitting a Request for COR Support. After receipt of the COR nomination package from the requiring activity, the CO shall determine the acceptability of the COR, ensure contract-specific training is provided to the COR and designate the COR IAW MP5301.602-2(d). The CO shall review the COR’s reports of surveillance for accomplishment and completeness. The CO shall provide an assessment on COR performance to the COR supervisor, as requested. Only the CO can terminate a COR Designation.

5.4. Contract Administrator: The Contract Specialist/Contract Administrator (CS/CA) is the authorized representative of the Contracting Officer who is assigned the responsibility of administering a service contract for the Government. The CA is the focal point for issues regarding the contract; prepares and processes modification to the contract; assists the CO in ensuring contractor performance meets contract standards; provides COR contract specific training, records and transcribes minutes for MFT.

5.5. Contracting Officer’s Representative (COR) Supervisor: The supervisor is responsible for preparing the performance rating of an employee with COR responsibility. Supervisors will evaluate the performance of COR duties as part of their performance assessments throughout the period of the contract. The supervisor’s management authority exercised through the performance evaluation process is distinct from a CO’s authority. A satisfactory or higher rating of a COR by a supervisor does not preclude the CO’s authority to terminate a COR appointment. Refer to AFFARS MP5301.602-2(d) for further description of COR Supervisor duties.

5.6. Quality Assurance Program Coordinator (QAPC): The QAPC must complete responsibilities in accordance with AFFARS MP5346.103 and AFFARS MP5301.602-2(d). The QAPC is responsible for the health and management of the Quality Assurance Program for Performance Based Service Acquisitions. The QAPC supports the MFT in the development of contract quality assurance requirements, assists market research efforts and the evaluation of the contractor Quality Control Plan (if required). The QAPC maintains a record of all COR designations and terminations. The QAPC provides the COR with Initial COR training and ensures all required COR training is completed prior to contract award and performance of COR duties. QAPC shall maintain the organization’s inputs in the CORT Tool.

Refer to AFFARS MP5301.602-2(d) for further description of QAPC CORT Tool duties.

5.7. Contracting Squadron Commander: Per AFFARS MP5346.103, the Contracting Squadron Commander (CSC) ensures a QAPC is appointed to integrate the quality control requirements into the quality assurance program and act as the liaison between the contracting and functional organizations. Contact the CSC if you have any problems or issues on the contract that cannot be resolved by the CO or CA.

5.8. The Services Designated Official (SDO) is the individual authorized IAW 10 U.S.C. 2330 and AFI 63-138, to exercise responsibility for the management and oversight of the acquisition of contract services.

6.0 SURVEILLANCE FOLDER. The COR’s assigned to perform surveillance of this contract are required to prepare a surveillance folder for their assigned contract requirements. The folder shall contain, at a minimum, the following documents:

6.1. Request for COR Support and Nomination of COR (Nomination processed and completed in the CORT Tool).

6.2. CORs – Training Certification (Initial training and specific training) and DAU training documents (upload all to CORT Tool) to include Refresher Training per AFFARS MP5301.602-2(d) and DoDI 5000.72, “DoD Standard for Contracting Officer’s Representative (COR) Certification to include DoD Directive 5500.7.

6.3. COR Designation Memorandum (Duties and Responsibilities) and Checklist. (CO upload to CORT Tool).

6.4. Copies of signed COR Revocation Letters (maintained in CORT Tool). CO upload.

6.5. Contract award documentation (to include PWS, SS, DD254, etc) with all modifications.

6.6. Copies of all meeting minutes (to include MFT and ASM).

6.7. QASP signed by all MFT members (CO upload signed QASP to CORT Tool).

6.8. Contractor Quality Control Plan (if applicable).

6.9. Log of Surveillance Activities, including reports to CO. (CORT Tool)

6.10. Documentation of Surveillance Findings and Reporting (COR upload to CORT Tool) to include all customer feedback and comments.

6.11. Certification of Services (Invoices)/Receiving Reports. If COR is not paying invoices, COR must maintain a memo in file documenting their inspection of those services before the invoice is paid (COR must authorize payment).

6.12. Discrepancy Reports.

6.13. Customer and User comments. (COR must collect and retain copies of all customer comments).

6.14. Contract Deliverables Tracking System and Deliverables. Log tracking deliverables specified in the contract IAW contract CDRLs (copies of deliverables) including Contractor’s Monthly Status Report (if applicable).

6.15. CO’s Letter to the Contractor (COR’s nominated with duties and limitations).

6.16. Copies of COR file reviews conducted by CO to include annual COR File Inspection signed by CO, COR and COR Supervisor.

6.17. Copies of Contractor Status Reports.

6.18. OGE 450 Determination Checklist (signed by CO, COR and COR Supervisor). CO upload to CORT Tool.

6.19. All other documentation of actions taken by the CO and COR.

7.0 METHODS OF ASSESSMENT: There are several surveillance and locally devised methods to be used in conducting surveillance. The methods commonly used are trend analysis, periodic inspection, contractor metrics, random sampling, customer feedback, and 100% surveillance. Each of these methods is described separately in the following paragraphs.

7.1. Random Sampling: Random sampling is a statistically based method that assumes receipt of acceptable performance if a given percentage or number of scheduled assessments are found to be acceptable. The results of these assessments help determine the Government’s next course of action vis-a-vis the contractor, if necessary, and whether adjustments in this method of assessment are necessary. If performance is considered marginal or unsatisfactory, the evaluators should document the discrepancy or finding and begin corrective action. If performance is satisfactory or exceptional, they should consider adjusting the sample size or sampling frequency. Random sampling is the most appropriate method for frequently recurring tasks. It works best when the number of instances is very large and a statistically valid sample can be obtained.

7.2. Periodic Sampling: Periodic sampling is similar to random sampling, but it is planned at specific intervals or dates (i.e., monthly, quarterly, semi-annually etc.). It may be appropriate for tasks that occur infrequently. Selecting this tool to determine a contractor’s compliance with contract requirements can be quite effective and it allows for assessing confidence in the contractor without consuming a significant amount of time.

7.3. Trend Analysis: Trend analysis should be used regularly and continually to assess the contractor’s ongoing performance over time. It is a good idea to build a database from data that have been gathered through performance assessment. Additionally, contractor-managed metrics may provide any added information needed for the analysis.

This database should be created and maintained by Government personnel.

7.4. Customer Feedback: Customer feedback is firsthand information from the actual users of the service. It should be used to supplement other forms of evaluation and assessment, and it is especially useful for those areas that do not lend themselves to the typical forms of assessment. However, customer feedback information should be used prudently. Sometimes customer feedback is complaint-oriented, likely to be subjective in nature, and may not always relate to actual requirements of the contract. Such information requires thorough validation. The COR is responsible for initially validating customer complaints. The CO will make the final determination of the validity of customer complaint(s) in cases of disagreement between the COR and the contractor.

Validated customer complaints must be re-performed after notification by the CO or COR.

7.5. 100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed.

7.6. Contractor Metrics: Metrics is a management measurement tool used to measure performance objectives stated in the PWS. The Government develops and approves performance objectives and thresholds. Industry input to the development of these objectives and thresholds is desirable. These thresholds should conform to commercial or industry-wide standards to the maximum extent practicable. Metrics should be developed so they are meaningful.

8.0 PROCEDURES: Procedures for observing the contractor’s performance are developed, documented, and agreed upon in the QASP. The COR must conduct COR surveillance of the contractor’s performance IAW the signed QASP. This surveillance must be uploaded in to the CORT Tool per month or as defined by the QASP. The Method of Measurement will determine how the COR will evaluate the contractor’s performance.

Performance

Objective

PWS PARA

Performance Threshold

Method of Assessment

SS # 1.

The contractor shall develop and provide timely and quality CDRLs

All Deliverables The contractor shall provide one-time deliveries no later than two (2) working days of due date. All reports shall require ten (10) or less

Government corrections for content or quality.

MONTHLY: The COR will provide 100% inspection on all

CDRLs and ensure delivery and quality meet performance thresholds.

SS # 2.

The contractor shall meet all stated baseline requirements on-time and within approved schedule

All Deliverables

& Services

Implement in accordance with individually-defined requirements for each paragraph listed. Software deliveries no more than five

(5) defects resulting in

PMC. Zero (0) defects resulting in NMC.

AS REQUIRED: The COR with input from the Technical

Point of Contact will provide

100% inspection on all software deliverables and ensure software deliveries and performance thresholds.

8.1 COMBATING TRAFFICKING IN PERSONS:

The contractor shall ensure contractor compliance with FAR Clause 52.222-50 (c), (d), and

(f) (Combating and Trafficking in Persons). The COR will monitor contractor’s performance regarding trafficking in persons. The COR shall immediately notify the Contracting Officer of non-compliance with FAR 52.222-50.

9.0 PERFORMANCE MANAGEMENT: The MFT will develop, implement and execute performance measurement and management processes to ensure optimum contractor performance and early identification of deficient areas and unacceptable performance.

Timely feedback to the contractor on unacceptable performance will be provided by the COR. Any unacceptable performance or delinquencies will be documented with a copy to the CO. Prompt feedback is essential for the contractor to develop and implement a corrective action plan. The contractor’s corrective action must be reported to the COR and the CO for tracking purposes.

10.0 CORT TOOL: The Department of Defense (DoD) Contracting Officer Representative Tracking (CORT) Tool is a web management capability for the appointment of CORs. This Tool allows a perspective COR, COR Supervisor and Contracting Officer to electronically process nomination of CORs for one or multiple contracts. It provides built in workflows for the nomination process to include email alerts/status reminders for monthly status report due-ins and delinquencies. The CORT Tool provides contracting personnel and requiring activities the means to track and manage COR assignment across multiple contracts across

DoD. CORT Tool is now available through Wide Area Work Flow (WAWF) at https://wawf.eb.mil. Regulations for the use of the CORT Tool are as follows:

10.1. DFARS 201.602-2: Requires Defense Agencies and DoD Field Activities to use the CORT Tool.

10.2. PGI 201.602-2(iii). Requires Defense Agencies and DoD Field Activities to use the CORT Tool and PGI 201.602-2(iv). Provide description of COR’s duties.

10.3. DODI 5000.72 “DoD Standard for Contracting Officer’s Representative Certification” dated 26 March 2015, establishes uniform guidance for identification, development, certification and management of COR’s with the DOD. This instruction also mandates the use of the CORT Tool.

11.0 CERTIFICATION OF SERVICES: The Government expects the contractor to meet all of the requirements of the contract. The contractor expects timely payment for all services rendered. Certification of services will be performed by the COR. The format for this process will be Wide Area Work Flow (WAWF).

12.0 CUSTOMER COMPLAINTS: The COR will gather all customer comments. The COR will investigate negative comments and determine their validity. Valid negative comments will be discussed with the contractor and corrective action will be taken by the COR and Contracting Officer. All customer complaint forms must be maintained in the COR file.

13.0 LIST OF NON-SS ITEMS SUBJECT TO OBSERVATION: The Government retains the right to inspect any item included in the contract. These items will be inspected periodically during the contract period.

14.0 CONTRACTOR RATING (CPARS): Contractor’s Performance Assessment Rating (CPAR) is an annual reporting requirement applicable to all service contracts valued over $1,000,000 in total contract value. Guidance on CPARS is available from the Department of the Air Force CPARS Guide at the following web site http://www.cpars.gov/.

15.0 CONTRACT DELIVERABLE TRACKING SYSTEM: Every service contract is required to have a contract deliverable tracking system. The CDTS will be maintained separately from this document and the COR will track deliverables identified on the Contract Requirements Data List (CDRL) provided with this Performance Work Statement (PWS) and contract.

https://wawf.eb.mil/ http://www.acq.osd.mil/dpap/dars/dfars/html/current/201_6.htm#201.602-2 http://www.acq.osd.mil/dpap/dars/pgi/pgi_htm/PGI201_6.htm#201.602-2 http://www.acq.osd.mil/dpap/dars/pgi/pgi_htm/PGI201_6.htm#201.602-2 http://www.dtic.mil/whs/directives/corres/pdf/500072p.pd http://www.cpars.gov/

The following MFT Members have reviewed and approved this QASP:

Contracting Officer Date

Contracting Officer’s Representative Date

Quality Assurance Program Coordinator Date

Committee Member Date

Small Business Specialist Date

1455445775C Typewritten Text 28 Jan 19