QASP_Nov_11.pdf

Quality Assurance Surveillance Plan for

Interim Contractor Support (ICS) & Training for the Air Force Navigational Aid System (NAVAIDS) Family of Systems

(FoS) Modernization Program

1.0 Objective

The objective of this task is to acquire the services required to provide Interim Contractor Support (ICS) and Training for the sustainment of the modernized NAVAIDS FoS. Through a comprehensive logistics support plan, the Contractor is to establish and implement an ICS program and Training Plan. The Contractor shall provide all necessary qualified material, management, technical services, equipment and contractor facilities to support the requirements of the PWS. The NAVAIDS system shall have an operational availability threshold of 98% while continuously operating 24-hours a day, 365 days a year.

This Quality Assurance Surveillance Plan (QASP) is based on the premise that all members of the Multi-Functional Team (including the Contractor) are responsible for task management required to comply with the terms of the Contract. The role of the government Contracting Officer Representative (COR) is to ensure services rendered by the Contractor meet contract requirements.

2.0 Results

The goals of the Multi-Functional Team are to manage this contract and to provide an avenue to collectively work together to create a strong working relationship between the sustainment function, contracting and Contractor to provide the highest level of contract performance and customer service. The Multi-Functional Team’s objective is to decrease backorders, ensure quality parts are delivered on time, and 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 Multi-Functional Team members.

3.0 Multi-Functional Team Members (MFTMs) and their Responsibilities

The membership, goals and responsibilities of the Multi-Functional Team are outlined below.

Upon contract award, the contractor representative shall become a member of this team.

For clarity, the following table is provided to designate the office of responsibility for each Multi-Functional Team member.

Title Name Office Procurement Contracting Officer (PCO) David Hancock OC-ALC/GKAKB Contracting Officer Representative (COR) Julius Logan OC-ALC/GKAAA Functional Commander/ Functional Director (FC/FD) Donald Lytle OC-ALC/GKAA

DRAFT

Quality Assurance Surveillance Plan for ICS for the AF NAVAIDS Modernization Program

Title Name Office Quality Assurance Program Coordinator (QAPC) Teresa Tyrone OC/ALC/PKCB AFFSA Representative Maj Geoffrey Roche HQ-AFFSA/A3/8 Engineer Cindy Hughes OC-ALC/GKAAB Equipment Specialist Kenneth Paggett OC-ALC/GKAAB Contractor

DCMA

3.1 Procurement Contracting Officer (PCO) Responsibilities:

1. Advise the MFT on QASP development.

2. Appoints a COR via a COR Designation Memorandum, indicating their areas of responsibility and limitation of authority and ensures that the COR, Contractor and CORC are notified in writing of such.

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. Provides contract specific training for COR. Terminates the COR designation in writing, when appropriate, and forwards copies of COR termination to the COR, COR supervisor and QAPC and notifies the contractor.

11. Participates as a member of MFT.

3.2 Contracting Officer Representative (COR) Responsibilities:

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

2. Completes DoD standard COR training and contract specific training prior to contract start.

3. Notifies the PCO, FC/FD and Contractor of any performance deficiencies in writing or by e-mail.

4. Assists with contract closeout.

5. Ensures discrepancy reports are accurate and documented in accordance with management strategy.

6. Identifies areas that warrant a change in assessment method, frequency, or performance threshold and provides suggestions about the Quality Assurance Surveillance Plan to the Multi-Functional Team.

7. Maintains accurate documentation of Contractor assessment activities as required by the Quality Assurance Surveillance Plan, and provides results to the Multi-Functional Team.

8. Works with the contractor and the PCO/ACO to resolve issues.

9. Maintains a file in accordance with (IAW) the Quality Assurance Surveillance Plan and requests PCO disposition at the completion of the contract or termination of COR appointment, if applicable.

10. Submits all requests for corrective action to the PCO.

11. The COR shall certify services actually received unless the PCO/ACO retains the authority for acceptance. File should include a copy of the contract/order and all modifications (unless readily available electronically); a copy of the COR designation memorandum (if applicable); correspondence between you and the contractor; copies of correspondence to or from PCO/ACO; minutes of all meetings; copies of all invoices submitted and paid; and all documentation of actions taken by COR.

12. Participates as a member of the Multi-Functional Team.

3.3 Quality Assurance Program Coordinator (QAPC) Responsibilities:

1. Will assist the contracting officer and/or contracting officer designee in providing contract specific training per paragraph 1.4.1-1.4.6 of AFFARS MP 5301-602-1(d) and/or refresher training regardless of provider for the COR , upon request

2. Will perform training for COR management on the use of the Contracting Officer Representative Tracking (CORT) Tool, upon request.

3. Supports the MFT in the development of contract requirements specifically to ensure that requirements are clearly stated and enforceable.

4. Offers advice on development for the Service Summary and QASP

5. Participates as a member of the Multi-Functional Team.

3.4 Defense Contract Management Agency (DCMA)/ACO-Specific Responsibilities:

1. Performs contract administration as defined in Federal Acquisition Regulation (FAR) Part 42 and DCMA Guidebook as needed and as authorized by the PCO.

2. Performs inspections and acceptance on all Contract Line Items (CLINs) that are inspection/acceptance at origin IAW the FAR clause and the DCMA Guidebook.

3. Initiates and monitors corrective actions given to the Contractor during the performance of the contract.

4. Notifies, when necessary, the PCO of any potential delays and any Contractor performance that poses risks to the completion and quality of the contract.

5. Participates as member of the Multi-Functional Team.

3.5 Contracting Officer Representative (COR) Management

1. Upon request from PCO, prepares COR nomination package

2. Ensure prospective COR understands importance of performing their designated functions.

3. Ensure the COR will be afforded the necessary resources (time, supplies, equipment, and opportunity) to perform their designated functions.

4. Ensure that performance of the designated functions will be addressed as part of the COR’s annual performance appraisal

5. Solicit input on performance of COR duties from the PCO

6. Ensure COR completes required training prior to award or prior to their designation as a COR if appointed after contract award.

7. Identifies mission essential services (i.e. Functional Commander only responsibility)

8. Participates as a member of the MFT

4.0 Management Strategy

4.1 Multi-Functional Team Meetings

4.1.1 The Multi-Functional Team shall manage the contract for the life of the contract. This team shall form a partnership between the ATCALS program office and the Contractor to ensure the best possible service is provided.

4.1.2 All performance assessment data shall be reviewed at quarterly meetings. If performance improvements are necessary, a plan of action shall be created. The Multi-Functional Team shall continually review data and procedures to improve efficiency

4.2 Remedies

The Multi-Functional Team shall write a letter of appreciation if the Contractor exceeds the performance objective(s)

Performance of the contracted services will occur on site at a government facility (please specify location) and /or the contractor’s facility and/or other location (please specify). If inspections indicate unacceptable performance based on repeated nonconformance with requirements specified herein, the COR shall notify the POC of the deficiencies for correction, via Corrective Action Report (see attached). The PCO shall validate the discrepancy, submit it to the Contractor for corrective action, and give the Contractor an appropriate time frame (depending on the discrepancy identified) after notification to correct the unacceptable performance. The PCO with the concurrence of the COR either rejects or accepts the Contractor’s proposed solution. The PCO reserves the right to withhold a percentage of payment for services not rendered. Upon notification from the contractor that the defect has been corrected, the COR will re-inspect the area/task associated with the customer complaint or Correction Action Report that was issued by the Government. The COR will verify the root cause and corrective/preventative actions submitted by the contractor are effective and prevent reoccurrence.

4.2.1 Corrective Action Report (CAR) A CAR shall be used by the COR to document contract requirement findings and subsequent corrective actions to be taken. A computer-generated CAR may be used, provided the information on the CAR remains the same. See attached CAR and instructions for filling out.

4.2.2 Definitions of Major Findings & Minor Findings. Major findings are contract non-conformances which are considered critical or major. IAW FAR 46.101, a major non-conformance means a non-conformance, other than critical, that is likely to result in failure or reduce the usability of the services for their intended purpose. A critical non conformance means a non conformance that is likely to result in a hazardous or unsafe condition for individuals using, maintaining, or depending upon the services; or is likely to prevent performance of a vital agency mission. If at any time COR identifies a condition as having a significant adverse effect on the quality of the activity, such as those stated below, the COR shall document their findings and notify the Contracting Officer immediately in writing. Email is acceptable.

A. Contractor failure to meet a Performance Threshold.

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

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

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

Minor Finding. IAW FAR 46.101, a minor non conformance means a non-conformance that is not likely to materially reduce the usability of the services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the services. When the COR identifies a minor finding, the COR shall document the findings, but is not required to notify the Contracting Officer. However, if the same minor finding is repeatedly identified, it may be an indication that a major finding is occurring, or has occurred, because the Contractor has not taken proper steps to prevent recurrence. In this case, the COR shall notify the Contracting Officer in writing. Email is acceptable.

4.3 Revisions to this Quality Assurance Surveillance Plan

Revisions to this Quality Assurance Surveillance Plan are the joint responsibility of the HQ- AFFSA, ENG, PCO, CORC, DCMA and COR. The COR reviews the Performance Work Statement (PWS) and Quality Assurance Surveillance Plan, when necessary, and shall provide proposed changes through the FC/FD to the Multi-Functional Team for review. This is a living document that can be changed at any time.

5.0 Metrics

Periodic inspection of task progress shall occur quarterly. Periodic inspection of sustainment proposed solutions or evaluation substantiation shall occur quarterly.

II. Assessment Management

1.0 Performance Assessment

The Contractor shall address all deficiencies noted by the Government while performing the surveillance of this service delivery. The Contractor shall prepare and maintain a numbered list of deficiencies, the root cause(s) for the deficiencies and changes they will implement to prevent the mishap in the future. The full list shall be submitted quarterly to the Government.

Unacceptable performance will be documented in the annual CPAR rating.

Attempts will be made to resolve all disputes arising under this plan using the Alternate Dispute Resolution (ADR) as outlined in FAR 33.214. The objective is mutually agreeable resolutions that are relatively inexpensive and expeditious. If no resolution can be made under ADR, the PCO shall be notified for a final decision.

Service Summary Table

Performance Objectives PWS Paragraph Performance Threshold Method of

Surveillance For those components and software installed to support this modernization effort, the Contractor shall provide the level of support required to sustain the required operational availability of 98% for the modernized NAVAIDS FoS

1.1 Each modernized

NAVAIDS FoS meets 98% Ao through the life of this contract.

Periodic inspection of Ao for all delivered systems

The Contractor shall provide technical troubleshooting and operational support services which the Government can utilize 24 hours a day, 7 days a week with Contractor responses provided no later than the next business day

1.1 No more than 1 incident of

support services not being available in a month. No more than 1 incident per month of Contractor responses later than the next business day and not more than 24 hours late.

Periodic inspection of the Contractor records

Submission of parts requisitions by the Government 24 hours a day, 7 days a week and Contractor shipment of requested items within 24 hours of requisition

1.1.1 No more than 1 incident of

requisition support not being available in a month.

No more than 1 incident per month of late shipment and not more than 24 hours late.

Periodic inspection of the Contractor records

Service Summary Table

Performance Objectives

PWS

Paragraph Performance Threshold Method of

Surveillance The training program shall allow all participants to maintain the system at a 98% Ao.

1.2 Each modernized

NAVAIDS FoS meets 98% Ao through the life of this contract.

Periodic inspection of Ao for all delivered systems

1.1 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. Separate initial contract performance is not required when they would duplicate reviews held and reported under Award fee or Award Term Plan provisions.

1.2.1. 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, staffing 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.

1.2.1.1 SCHEDULE. The assessment will include a discussion of the contractor's adherence to the required delivery schedule, milestones, administrative requirements and should address the contractor's efforts during the assessment period that contributes to or affect the schedule variance, as applicable.

1.2.1.2 MANAGEMENT/PERFORMANCE. 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.

1.2.1.3 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.

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

1.2.1.5 STAFFING. The assessment will include a discussion of contractor's performance in selecting, retaining, supporting, and replacing, when necessary, key personnel, as applicable.

1.2.1.6. SPECIAL INTEREST ITEMS. Special interest items are to be included in the initial performance report when significant modifications to the contract have been made since contract award.

1.2.2. ASSESSMENT VALUES.

1.2.2.1. GREEN-No issues.

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

1.2.2.3. 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.

2.0 Surveillance Folder

2.1 The government Contracting Officer Representative (COR) shall perform inspections/reviews to ensure Contractor compliance with the appropriate paragraphs of the PWS. The COR shall record the results of inspections/reviews, noting the date and time of inspection/review. If inspection/review indicates unacceptable performance, the COR shall notify the Contractor and the contracting officer of the deficiencies for correction. The surveillance folder should include (at a minimum) the following:

• Quality Assurance Surveillance Plan

• COR appointment letter

• Copy of contract & modifications and discrepancy reports

• Government evaluation reports for data delivered under Contract Data Requirements

Lists (CDRLs)

• Letters to Contractor

• Performance Assessment Report

• Signed DD 250’s or Wide Area Workflow

• PWS and applicable modifications

2.2 At a minimum, quarterly inspections/reviews by the MFTM will be performed to determine if the overall SS thresholds are being met. In order to perform this inspection/review, the individual investigations under the overarching contract will be looked at. Each investigation will have their own SS thresholds for proofs of concept testing, engineering proposed solutions, budgeting and scheduling as well as a Quality Assurance Surveillance Plan.

2.3 As the contract progresses, the MFTMs will review the results of the inspections/reviews versus the overall benchmarks and perform a trend analysis. If the analysis indicates unacceptable performance, the MFTM will notify the Contractor of the deficiency for correction.

2.4 The Contractor will 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 Contracting Officer of the time allowed for correction when the deficiency is reported to the Contractor. The COR 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 COR, will be forwarded to the Contracting Officer (CO) for action.

2.5 The COR will inspect and accept Contractor services at the completion of each contract payment period, usually quarterly. The COR will certify services actually received under this contract via a letter (letter with DD 250 for final submission) to the Contracting Officer.

2.6 Standard: The Contractor must correct each discrepancy through re-performance.

Additionally, if the same discrepancy(ies) occur repeatedly throughout different reporting periods, this will reflect upon the Contractor's performance. The COR will annotate the unacceptable performance and notify the PCO in order to address the problem areas with the Contractor. In those instances where re-performance is not possible, the CO may deduct payment IAW the inspection of services clause.

2.7 The Government reserves the right to inspect and test services required by the contract, to the extent practicable, at all times and places, during the term of the contract IAW the contract inspection clause.

2.8 Positive and Negative Incentives: IAW the results of the COR surveillance documentation, areas warranting a change in assessment method, frequency, or performance threshold will be changed in either a positive or negative manner throughout the life of the contract, if warranted.

3.0 Status Reports

Status reports will be accepted in the form of monthly submissions to OC-ALC/GKAAA management reporting specific activities, progress of those activities, and scheduled completion dates, with hard copies being supplied under letters of transmittal (LT) per reporting period as determined by each task with a Department of Defense (DD) Form 250 to collectively account for status reports previously delivered by LT.

3.1 Technical Reports

Technical reports will be accepted by DD Form 250 per reporting period (draft, interim and/or final) as determined by each task. The COR signs the DD 250 unless otherwise directed.

3.2 Data

Data (drawings, computer models, source data, etc.) will be accepted by DD Form 250 per delivery period (draft, interim and/or final) as determined by each task. The COR signs the DD 250 unless otherwise directed.

3.3 Definitions

Periodic Inspection: The type of surveillance is based upon selecting samples for evaluation on other than 100% inspection or on a statistically random basis.

Random Inspection: A statistically based method that assumes a receipt of acceptable performance if a given percentage or number of scheduled assessments are found to be acceptable.

Customer Complaint: The requirements office shall furnish written instructions and/or customer training to each organization receiving the contractor's services. Any customer observing unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the QAR. The QAR must evaluate the complaints on a case-by-case basis. If any government action or lack or action caused unacceptable performance, the complaint is not valid. The QAR will document the invalid complaint and keep for their records. If the complaint is not a result of any Government action, the procedures in 4.2 will be followed.

100% inspection: All deliverables will be inspected 100% for errors and omissions.

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the Contractor is not required to provide a response.

8. CONTRACTING OFFICER REPRESENTATIVE (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE