Amendment 1OTES_QASP 10-7.docx

Quality Assurance Surveillance Plan (QASP) for

Operational Test and Evaluation Services (OTES) at

Air Force Operational Test and Evaluation Center (AFOTEC)

22 September 2011

1.0. Purpose

This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

· What will be monitored

· How monitoring will take place

· Who will conduct the monitoring

· How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor’s quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

2.0. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, an Inspection of Services clause, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

3.0 Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

Procuring Contracting Officer (PCO) – The PCO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The PCO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned PCO: Paulette S.L. Windley Organization: AFOTEC/A-7K Telephone: 505-846-1955 Email: paulette.windley@kirtland.af.mil

Contracting Officer’s Representative (COR) – At a minimum, one COR will be assigned to each task order issued under the OTES effort. The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file 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 COR is responsible for reporting early identification of performance problems to the PCO. The COR is required to provide an annual performance assessment to the PCO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

COR Supervisor – The COR Supervisor provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities.

Assigned COR Supervisor: TBD by each individual task order Organization:

Telephone:

Email:

Contractor Representatives

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Key Contract Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

4.0 Performance Requirements and Method of Surveillance

4.1 Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the PCO, COR Supervisor and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and Quality Control/Quality Assurance (QC/QA) actions to successfully meet the terms of the contract. The PCO may adjust the fixed fee at the task order level upward or downward consistent with the QASP and within the FAR limitations for fixed fee services.

4.2 Surveillance Matrix

The Surveillance Matrix (Attachment 1) is the list of performance objectives and thresholds that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The method of assessment defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element threshold. The Surveillance Matrix should be used to form the foundation of the COR’s inspection checklist.

4.3 Performance Rating Definitions

In evaluating the quality of contractor’s performance, the following performance ratings may be used.

Performance Rating Criteria

5.0. Assessment Schedule

5.1 The COR will assess the contractor performance on a monthly basis using Monthly or Quarterly Assessment Report (AFOTEC Form 5). The first assessment will be conducted when the contractor has completed one full month (30 days) of performance. The first assessment is due no later than (NLT) the 10th of the month after contract award and NLT the 10th for each subsequent month. Assessments will be conducted on a monthly basis for the first year of performance. At the end of the first year of performance, the PCO can change the assessment to a quarterly basis if the contractor is performing at an overall higher level than satisfactory. Mission requirements may require deviations from the assessment schedule. Assessment should be performed as close to the schedule as is practicable. The COR shall conduct assessment of the contractor’s performance by determining whether or not the performance meets the thresholds contained in the contract, the PWS and the Surveillance Matrix items.

5.2 Assessment Documentation shall include as a minimum, the date, time, and location the assessment was conducted, results of the assessment (acceptable or unacceptable), PWS paragraph number referencing the requirement, a short description of the requirement being surveyed, applicable remarks, signature of COR conducting the assessment. When the COR determines that contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded on the COR’s assessment documentation.

5.3 The COR has the right to conduct assessment for Surveillance Matrix items as well as items that are not on the Surveillance Matrix. When the COR identifies unacceptable performance of an item not on the Surveillance Matrix, the COR will follow the same process for noncompliance with Surveillance Matrix items.

5.4 Contractor Performance Assessment Reporting System (CPARS): Items surveyed in accordance with the OTES QASP should be used as backup documentation for reporting contractor performance in the CPARS. The COR who is performing the assessment should keep in mind that details of the inspections from the OTES Performance Assessment Log (AFOTEC Form 3) and the Monthly or Quarterly Assessment Report (AFOTEC Form 5) will be used to prepare the CPARS input. Other documentation such as Memorandums for File, e-mails between the Government and Contractor or other detailed documentation should also be used to develop Contractor’s performance assessment input into CPARS.

6.0 Customer Complaints

6.1 A customer may be any Government entity other than the COR who is a recipient of the Contractor‘s services. Any personnel that observes questionable services; incomplete; not performed; or performed improperly, should immediately contact the COR.

6.2 The COR will educate customers of the service being provided by the Contractor under the terms and conditions of the contract/task order.

6.3 A Customer Checklist (AFOTEC Form 1) and a Customer Feedback Form (AFOTEC Form 2) will be provided to all customers, which shall include the Contractor’s name, Contractor’s Point-of-Contact, (POC), Government (POC), respective telephone numbers, contract/task order number, and performance objectives/performance thresholds to include at a minimum, the objectives that rely on customer feedback in the OTES QASP.

6.4 The COR shall receive, document, and validate or invalidate all complaints. If the complaint is invalid, the COR shall contact the complainant and explain why the complaint is invalid.

6.5 The COR shall fully document the resolution for each customer complaint on the Performance Assessment Log (AFOTEC Form 3).

7.0 Remedies for Unacceptable Performance

7.1 In accordance with the contract Inspection of Service clause, if any of the services do not conform to contract requirements; the Government may require the Contractor to perform the services again in conformity with contract/task order requirements, at no increase in contract/task order amount (value). This includes but is not limited to termination of Contractor personnel and recruitment of substitute personnel who are equally qualified, within established timeframes. When the defects in services cannot be corrected by re-performance, the Government may:

7.1.1 Require the Contractor to take necessary action to ensure that future performance conforms to contract/task order requirements; and

7.1.2 Reduce the contract/task order price (value) to reflect the reduced value of the services performed. This may include a reduction in the number of paid hours to reflect the total non-performance period.

7.2 If the Contractor fails to promptly perform the services again and/or to take the necessary action to ensure future performance is in conformity with contract/task order requirements, the Government may:

7.2.1 By contract/task order or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

7.2.2 Decrement invoice as stated in the PWS related to performance; or

7.2.3 Withhold up to 25% of the total fixed fee; or

7.2.4 Terminate the contract.

8.0 Contractor’s Quality Control Plan (QCP)

The contractor shall establish and maintain a Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified in PWS 3.1.1. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall update the plan as changes occur and changes shall be submitted for review and acceptance by the Contracting Officer.

Quality Assurance: Quality assurance activities focus on the processes being used to manage and deliver the services or deliverables. Organizational charts, communication lines, decision making authorities, criteria to be employed when determining if and when to elevate a performance issue are among the areas that should be thoroughly described in the QCP.

Attachment 1 Surveillance Matrix

Item 5: Overall Quality of Performance:

Contractor must efficiently perform all PWS tasks, including those requiring contributions to meetings and reviews.

Item 6: AFOTEC Safety Requirements: Contractors shall ensure their employees and subcontractors comply with all applicable OSHA standards, identify and mitigate hazards, and report pertinent facts regarding mishaps involving damage or injury. Contractors will cooperate in any safety investigation, to include toxicology testing.

Each OSHA violation must be resolved to the government’s satisfaction within 3 working days, except imminent danger situations which must be mitigated or resolved and reported immediately.

Incidents as reported in Status Reports, or violations reported to/observed by customer or COR.