QASP17FEB15.docx

ATTACHMENT 2

Quality Assurance Surveillance Plan (QASP)

FOR

Repair of KC-135 Bleed Air Ducts 17 February 2015

564 AMXS/MXDXAAA

Tinker Air Force Base, Oklahoma

Objective: The contractor shall provide all labor, tools, equipment, test equipment, material, parts, quality control, transportation, inspection manuals, personal protective equipment and clothing including reflective clothing (belt, vest, etc), hearing and eye protection including prescription safety glasses, safety harnesses, fall protection equipment, lifting equipment and any incidentals necessary to provide repair services of the 76 Maintenance Wing (MXW) government owned KC-135 Bleed Air Ducts.

1.1. In addition to the services described in the Performance Work Statement (PWS) the contractor is expected to be a partner with the base community in continuously improving the quality of programs and services offered to customers. This QASP has been developed to evaluate contractor actions while implementing the PWS.

1.2. It is designed to provide an effective surveillance method of monitoring contractor performance for each item listed objective on the Service Summary (SS) in the PWS. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise that the contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Contracting Officer’s Representative is to ensure contract standards are achieved.

2. Quality Control: (If Applicable) The Quality Control Program is the driver for service quality. The contractor shall develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program, approved at the beginning of the contract, provides the measures needed to lead the contractor to success. Once when the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

3. Responsibilities:

3.1. Goals of the Multi-Functional Team: The Multi-Functional Team (MFT) goals are to manage this contract and to provide an avenue to collectively work together to create a strong working relationship between the using agency, contracting and the contractor and provide the highest level of contract performance and customer service.

3.2. Multi-Functional Team Members and their Responsibilities: The membership, goals and responsibilities of the MFT are outlined below, upon award of the contract; the contractor shall become a member of this team.

3.3 Procurement Contracting Officer (PCO) Responsibilities:

1. Advise the MFT on Surveillance Plan development.

2. Ensures appointment of a Contracting Officer’s Representative.

3. Maintains suitable records reflecting decisions regarding the acceptability of the requirements as well as actions to correct defects.

4. Requests re-performance and/or reduction of price of contract when services are not performed or do not meet contract requirements.

5. Determines that the amount withheld constitutes a reasonable estimate of the Contractor's potential liability.

6. Ensures that the withholdings represent an amount commensurate with the reasonable value of such services.

7. Ensures past performance inputs are prepared documenting any performance issues.

8. Includes in the contract file documentation identifying nonperformance and actions taken.

9. Keeps communication lines open with the Contractor regarding performance issues.

10. Participates as a member of the MFT.

3.4 Contracting Officer’s Representative Responsibilities:

1. Ensures supplies or services rendered by Contractor meet contract requirements.

2. Notifies the PCO/ACO and the Contractor of any performance deficiencies in writing or by e-mail.

3. Assists with contract/order closeout.

4. Ensures discrepancy reports are accurate and reported properly.

5. Identifies areas that warrant a change in assessment method, frequency, or performance threshold and provides suggestions about the surveillance plan to the PCO.

6. Maintains accurate documentation of Contractor assessment activities as required by the surveillance plan and reports the results of Contractor assessment activities to the ACO/PCO.

7. Works with the Contractor and the PCO/ACO to resolve issues.

8. Maintains a file* in accordance with (IAW) the Surveillance Plan and requests PCO/ACO disposition at the completion of the contract.

9. Submits all requests for corrective action to the PCO/ACO.

10. Inspects and accepts Contractor services at the completion of each contract payment period, usually monthly. Certify services actually received.

11. Participates as a member of the MFT.

3.5 Contracting Officer’s Representative Management (i.e. Supervisor) Responsibilities:

1. Ensure prospective Contracting Officer’s Representative understands importance of performing their designated functions.

2. Ensure the Contracting Officer’s Representative will be afforded the necessary resources (time, supplies, equipment

3. And opportunity) to perform their designated functions.

Performance Assessment.

The following Service Summary Guides reflect the performance evaluation required by the PWS.

4. Surveillance of SS Items: All tasks required under the PWS will be inspected in accordance with methods of surveillance and surveillance procedures.

Service Summary:

4.1. Procedures.

The Contracting Officer’s Representative will periodically perform inspections to ensure Contractor compliance with the appropriate paragraphs of the PWS and will record the results of inspections, noting the date and time. If inspection indicates a performance threshold is not met, the Contracting Officer’s Representative will notify the Contractor and the contracting officer of the deficiency for correction. The Contractor shall be given a reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the PCO of the time allowed for correction when the deficiency is reported to the Contractor. The Contracting Officer’s Representative shall not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the Contracting Officer’s Representative will be forwarded to the PCO for action.

4.2. Methods of Surveillance. 1) Customer Complaint/Observation

4.2.1 Customer Complaint.

Any customer observing unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the Contracting Officer’s Representative. The Contracting Officer’s Representative must evaluate the complaints on a case-by-case basis. If any government action or lack of action caused unacceptable performance, the complaint is not valid. The Contracting Officer’s Representative will document the invalid complaint and keep for their records. If the complaint is not a result of any Government action, the procedures in 4.1 will be followed.

4.3. Standard. The Contractor must correct each discrepancy through reperformance. Recurring discrepancies are not permitted for any of the performance objectives. Recurring discrepancies during the reporting period which bring the performance threshold below the acceptable level will be recorded and reported to the PCO for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Oct 2008). Additionally if the same discrepancy(ies) occur repeatedly throughout different reporting periods, this will reflect upon the Contractor's performance. The CONTRACTING OFFICER’S REPRESENTATIVE will annotate the unacceptable performance and notify the PCO in order to address the problem areas with the Contractor.

4.3.1. CONTRACTING OFFICER’S REPRESENTATIVE Follow-up. Upon notification from the service provider that the defect has been corrected, the CONTRACTING OFFICER’S REPRESENTATIVE will re-inspect the area that caused the defect. The CONTRACTING OFFICER’S REPRESENTATIVE will verify corrective and preventative actions of the service provider to prevent recurrence. Defects will not be closed until the CONTRACTING OFFICER’S REPRESENTATIVE verifies that the actions taken will be sufficient to prevent recurrence.

4.4. Surveillance of Non-Service Summary Items. All other tasks required under the PWS may be inspected on a periodic basis by the CONTRACTING OFFICER’S REPRESENTATIVE at a frequency determined by the PCO/ACO.

4.5. Remedies for Non-Conformance. If inspections indicate unacceptable performance, the CONTRACTING OFFICER’S REPRESENTATIVE will notify the Contractor of the deficiencies for correction. The Contractor shall be given an appropriate time frame (depending on the discrepancy identified) after notification to correct the unacceptable performance. If deficiencies are not corrected within the required time frame, the CONTRACTING OFFICER’S REPRESENTATIVE should notify the PCO for action. If the Contractor disagrees with the noted discrepancy and an agreement cannot be reached, the PCO shall be notified for a final decision.

5. Performance Management

5.1 Market Research. Market research will be used as a tool throughout the life of the contract to remain current with the most efficient and effective assessment methods and techniques of the commercial marketplace.

5.2 MFT Meetings. Meetings will be scheduled as necessary. The MFT will manage the contract for the life of the contract. This team is a partnership between the government and the Contractor to ensure the best possible service is provided for the life of the contract.

5.2.1 Contract Performance Review.

All performance assessment data will be reviewed at these meetings. If performance improvement is necessary a plan of action will be created.

5.2.2 Contract Performance Improvements.

The goal of the MFT is to give all members a vested interest in maintaining the highest quality service to our customers and the ability to propose/initiate improvements. The success of the contract is a combined effort of all MFT members.

5.3 Contract Performance Assessment Reporting System (CPARS). CPARS will be updated at least annually documenting contractor performance for this specific contract. More frequent updates may be made as required to document a significant improvement or degradation of the level of contract performance. The Assessing Official (AO) or Assessing Official Representative (AO Rep) will be the CONTRACTING OFFICER’S REPRESENTATIVE and will prepare the CPAR. The contractor will have input prior to this CPAR being finalized. The contractor will select their personnel to serve as Contractor Representatives (CR) to review and comment on the CPAR. The CPAR will be sent to the Reviewing Official (RO) if there is significant disagreement on the CPAR's ratings between the AO and the CR or if the AO chooses to revise the assessment as a result of the CR's comments. The RO is a senior level manager who is at least one level above the AO as determined by the respective MAJOM/DRU procedures.

5.4 Disputes. Attempts will be made to resolve all disputes arising under this plan using the Alternate Dispute Resolution (ADR) as outlined in FAR 33.214 IAW FAR Clause 52.233-1. The objective is to increase the opportunity for mutually agreeable resolutions to disputes that are relatively inexpensive and expeditious. If no resolution can be made under ADR, the parties shall resort to the process set forth in the Disputes Clause FAR 52.233-1.

5.5. Surveillance Documentation Procedures:

5.5.1. Summary of Documentation Procedures: The government CONTRACTING OFFICER’S REPRESENTATIVE will perform inspections to ensure contractor compliance with the appropriate paragraphs of the PWS and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the CONTRACTING OFFICER’S REPRESENTATIVE will notify the contractor and the CO of the deficiencies for correction. The Contractor shall be given a reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem will depend upon the requirement and the deficiency, and the Contractor will be notified by the CO of the time allowed for correction when the deficiency is reported to the Contractor. The CONTRACTING OFFICER’S REPRESENTATIVE will document minor contract discrepancy and observations on the PAR or Customer Complaint Form. When the deficiency is major, the CONTRACTING OFFICER’S REPRESENTATIVE will use a Corrective Action Report (CAR). At the discretion of the Contractor Performance Assessment Report (CPAR) Assessing Official, the CAR may be included in the CPAR (if applicable). The CONTRACTING OFFICER’S REPRESENTATIVE will not consider the services complete until all deficiencies have been corrected. Deficiencies not corrected or estimated dates of completion that are not acceptable to the CONTRACTING OFFICER’S REPRESENTATIVE will be forwarded to the CO for action.

Surveillance of Non-SS Items. The Government reserves the right to inspect and test all services required by the contract to the extent practicable at all times and places during the term of the contract in accordance with the contract inspection clause.

The CONTRACTING OFFICER’S REPRESENTATIVE will inspect and accept contractor services at the completion of each contract payment period, usually monthly. The CONTRACTING OFFICER’S REPRESENTATIVE will certify services

5.5.2. PAR, CAR, and CC Notification Procedures: Upon validation of the deficiency, the CONTRACTING OFFICER’S REPRESENTATIVE will email the applicable form to the contractor within one (1) working day.

5.5.3. Remedies for Non-Conformance: If inspections indicate unacceptable performance, the CONTRACTING OFFICER’S REPRESENTATIVE will notify the ACO/CO and the Contractors POC of the deficiencies for correction. The contractor shall be given an appropriate time frame (depending on the discrepancy identified) after notification to correct the unacceptable performance. If deficiencies are not corrected within the required time frame, the CONTRACTING OFFICER’S REPRESENTATIVE should notify the CO for action. If the contractor disagrees with the noted discrepancy and an agreement cannot be reached, the CO shall be notified for a final decision.

5.5.4. Contractor Response Time: The contractor shall provide written response addressing the root cause, corrective action and preventive action(s). The contractor will be given 2 working days to answer a submitted CAR, PAR and CC.

5.5.5. Contractor Correction: The contractor will be allowed to correct a negative trend based on the complexity of the deficiency. The contractor will be asked the status of the negative PAR or CAR on a weekly basis.

5.5.6. CONTRACTING OFFICER’S REPRESENTATIVE Follow-up: Upon notification from the service provider that the defect has been corrected, the CONTRACTING OFFICER’S REPRESENTATIVE will re-inspect the area that caused the defect. The CONTRACTING OFFICER’S REPRESENTATIVE will verify corrective and preventative actions of the service provider to prevent recurrence. Defects will not be closed until the CONTRACTING OFFICER’S REPRESENTATIVE verifies that the actions taken will be sufficient to prevent recurrence

5.5.8. CAR Procedures: All Major Findings will be documented by the CONTRACTING OFFICER’S REPRESENTATIVE on a CAR form and sent via email to the ACO/CO, Customer and Contractor. All Major Findings will be documented by the CONTRACTING OFFICER’S REPRESENTATIVE on a Corrective Action Report (CAR) A CAR will be submitted by the CONTRACTING OFFICER’S REPRESENTATIVE if the following occurs.

1. Contractor fails to meet the Performance Threshold and the Minor Findings exceed the AQL.

1. Contractor fails to provide adequate corrective action to preclude reoccurrence of Government identified findings.

1. Contractor fails to provide corrective action to deficiencies identified by the contractor within a prescribed suspense period.

1. Contractor fails to adhere to security and/or safety regulations that results in a security or safety incident.

5.5.11. Performance Threshold Procedures: The Performance Threshold on all contracts is stated in the following paragraph (a.) unless otherwise specified in the QASP.

(1.) The standard Performance Threshold is Three Minors of like nature within any Three Month period will result in the elevation to One Major finding and the submission of One CAR. In this case the CAR will define the current finding and reference the supporting CC’s.

If any of the following occurs the CONTRACTING OFFICER’S REPRESENTATIVE will submit a Major finding on a CAR form.

1. If the same discrepancy(s) occur repeatedly throughout different reporting periods, this will reflect upon the contractor's performance. The CONTRACTING OFFICER’S REPRESENTATIVE will annotate the unacceptable performance and notify the CO in order to address the problem areas with the contractor in a MFT meeting if applicable.

1. Failure to provide adequate corrective action to preclude reoccurrence of Government identified findings.

1. Failure to provide corrective action to deficiencies identified by the contractor within a prescribed suspense period.

1. Any failure to adhere to security and/or safety regulations that results in a security or safety incident.

6. Performance Management

6.1. Market Research: Market research will be used as a tool throughout the life of the contract to remain current with the most efficient and effective assessment methods and techniques of the commercial marketplace.

6.2. Multi-functional Team Meetings: The MFT will manage the contract for the life of the contract. This team will form a partnership between the government and the contractor to ensure the best possible service if provided for the life of the contract.

6.2.1. All performance assessment data will be reviewed at these meetings. If performance improvement is necessary a plan of action will be created. The MFT will continually review data and procedures to improve efficiency. The MFT will meet as a minimum annually or more often if necessary.

6.2.2. The goal of the MFT is to give all members, government and contractor, a vested interest in maintaining the highest quality service to our customers and the ability to propose/initiate improvements. The success of the contract is a combined effort and all MFT members.

6.3. (If applicable) Contract Performance Assessment Reporting System (CPARS): See PMAP dated September 8, 2010.

6.4. Disputes: Attempts will be made to resolve all disputes arising under this plan using the Alternate Dispute Resolution (ADR) as outlined in FAR 33.214 IAW FAR clause 52.233-1. The objective is to increase the opportunity mutually agreeable resolutions to disputes that are relatively inexpensive and expeditious. If no resolution can be made under ADR, the parties shall resort to the Disputes Clause 52.233-1.

6.5. Revisions to this QASP: Revisions to this QASP are the joint responsibility of the CO and CONTRACTING OFFICER’S REPRESENTATIVE. The CONTRACTING OFFICER’S REPRESENTATIVE reviews the PWS and QASP annually. This is a living document that can be changed at any time.

6.6. Deviation of Format: The newest version of 63-124, dated 01 AUG 05, is effect. Paragraph 1.8 of AFI 63-124 allows the MFT to deviate from the PBSA documents or formats identified in paragraphs 1.4.1 through 1.4.5 as long as the alternatives meet the spirit and intent of the requirements of the paragraph(s) they are replacing. The MFT concurs that the PWS and QASP fully comply with the above instructions.

6.7. INITIAL PERFORMANCE REVIEW: The MFT initial evaluation of contractor performance will take place within 30 days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization) to ensure 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 Services Designated Official (SDO) may waive the initial evaluation for contractors that have continued performance under a successor contract award (i.e. prior incumbent) or for contractors which have otherwise demonstrated full compliance with contract start-up.

6.7.1. INITIAL PERFORMANCE REVIEW CRITERIA. The MFT will report the results of the initial performance review to the SDO. The report will include an assessment of schedule, management, technical and cost performance (i.e. cost performance will be reported only if other than Firm Fixed Price). Negative variations in cost, schedule, staffing, and/or performance will be reported with an assessment of the root causes and corrective action plan.

6.7.1.1 SCHEDULE: The assessment will include a discussion of the contractor’s adherence to the required delivery schedule and should address the contractor’s efforts during the assessment period that contributes to or affect the schedule variance, as applicable.

6.7.1.2 MANAGEMENT: The assessment will include a discussion of the integration and coordination of all activity needed to execute the contract, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts including progress on small business subcontracting goals, and the contractor’s performance in selecting, retaining, supporting, and replacing, when necessary, key personnel, as applicable.

6.7.1.3 TECHNICAL. The assessment will include a discussion of the contractor’s conformance to contract requirements, specifications and standards of good workmanship (i.e. commonly accepted technical, professional, environmental, or safety and health standards), as applicable.

6.7.1.4 COST. The assessment will include a discussion of the contractor’s effectiveness in forecasting, managing, and controlling contract cost, as applicable.

6.7.2. ASSESSMENT VALUES.

6.7.2.1. GREEN—No issues.

6.7.2.2. YELLOW—Issue(s) but contractor has an adequate mitigation or corrective action plan in place.

6.7.2.3. RED—Issue(s) with inadequate or no contractor’s mitigation or corrective action plan. Any “RED” assessment will include the government proposed actions with respect to the failing contractor.

7. Deviations. This requirement has been determined a Non-Performance Based Acquisition. A Determination and Finding (D&F) has been approved and is located in the contract file. IAW Air Force Instruction 63-124, deviations from Performance-Based Services Acquisition documents or formats by the MFT meet the spirit and intent of the requirements they replace.

8. Revisions to this QASP. Revisions are the joint responsibility of the ACO, PCO and CONTRACTING OFFICER’S REPRESENTATIVE. This document can be changed at any time following coordination with the MFT.