DMSMSQASP25Feb14.pdf

QUALITY ASSURANCE SURVEILLANCE

PLAN (QASP)

Diminishing Manufacturing Sources and Material Shortages

(DMSMS)

Predictive Tool Service

25 February 2014

429th Supply Chain Management Squadron (SCMS)/GUMD

Air Force Sustainment Center (AFSC)

Tinker Air Force Base, Oklahoma

1. Objective: The contract resulting from Purchase Request # ______-__-_____is for obtaining services of a DMSMS Predictive Tool This requirement will provide the capability for weapon system managers to manage part obsolescence. Contractor's service will provide all labor, materials, tools, equipment, parts, transportation, etc. required to fulfill the requirements of the

Performance Work Statement (PWS).

2. Goals of the Multi-functional Team (MFT). The goals of this team are to provide the highest levels of contract performance and customer satisfaction.

3. MFT Members and their Responsibilities. The membership, goals and responsibilities of the MFT are outlined below.

3.1. Procurement Contracting Officer (PCO) and/or Administrative Contracting Officer

(ACO) Responsibilities:

1. Advise the MFT on Surveillance Plan development.

2. Appoints a Contracting Officer Representative (COR) via a COR Designation

Memorandum, indicating their areas of responsibilities and limitation of authority and ensures that the COR, Contractor and Quality Assurance Program Coordinator (QAPC) are notified in writing of such.

3. Provides Contract Specific Training for any COR appointed by the PCO.

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

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

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

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

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

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

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

11. 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.

12. Participates as a member of the MFT.

3.2. COR 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. For AFSC COR, completes DoD Standard COR training and the Contract Specific

Training prior to contract start date and/or Refresher Training IAW the DOD standard for certification of a COR.

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

7. 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.

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

9. Maintains a file* in accordance with (IAW) the Surveillance Plan and requests

PCO/ACO disposition at the completion of the contract or termination of COR appointment (if applicable).

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

11. Inspects and accepts Contractor services at the completion of each contract payment period, usually monthly. The COR will certify services actually received, unless the

PCO/ACO retains the authority for acceptance.

12. Ensures the Contractor complies with the requirements of FAR Clause 52.222-50(c), (d), and (f) (Combating Trafficking in Persons).

13. Participates as a member of the MFT.

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 paragraphs 1.4.1 – 1.4.6 of AFFARS MP 5301.602-2(d) and/or Refresher Training regardless of provider for any AFSC COR, upon request.

2. Provide training for COR Management.

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 Surveillance Plan.

5. Participates as a member of the MFT.

3.4. Contracting Officer Representative (COR) Management (i.e. Supervisor)

Responsibilities:

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.

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

7. Completes training offered by the Quality Assurance Program Coordinator (QAPC)

8. Participates as a member of the MFT.

*File should include a copy of the contract/order and all modifications (unless readily available electronically); a copy of 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 other documentation of actions taken by COR.

4. Performance Assessment.

The required performance objectives can be found in the Service Summary in the PWS. The contractor service requirements are summarized into performance objectives that relate directly to the mission essential items. The performance threshold describes the minimum acceptable levels of service for each requirement. The contractor shall be aware that the absence of any contract requirement from the service summary does not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract.

Method of Surveillance:

PERFORMANCE

OBJECTIVE

PWS

PARA

PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

SS-1. Monthly Status

Reports

1.3.13 Report is submitted is complete and accurate

no more than two errors per month.

100% Inspection

SS-2. Loading of Line Items

1.3.2 100% of contract new data load requirement within the 12 month period.

100% Inspection

SS-3. Updating Line Items 1.3.3 100% of contract line item maintenance requirement within the 12 month period.

100% Inspection

SS-4. Tool

Uptime/Availability

1.3.4 24 hours a day 7 days a week with up time of

95%

100% Inspection

SS-5. Health and Safety

Plan, to include mishaps reporting

1.9.3 The contractor shall comply with all

applicable federal, state and local regulations regarding occupational safety and health.

100% Inspection

Notes

1A. Sampling Method for SS-1, SS-2, SS-3, SS-4, and SS-5 (100% Inspection): N/A 1B. Inspection Procedures for SS-1, SS-2, SS-3, SS-4, and SS-5 (100% Inspection): See Section 4.2.1 of the Surveillance Plan and the follow-up procedures as shown under Section 4.1. Documentation will be kept on file and made available to the PCO upon request.

4.1. Procedures.

The government COR 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 COR 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 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 PCO for action.

Performance of the contracted services will occur on site at a government facility located at Hill

AFB, Utah, Tinker AFB, Oklahoma, and Robins AFB, Georgia.

The COR will certify services actually received under this contract in accordance with its terms and conditions, unless the PCO/ACO retains authority for acceptance. Format is at the discretion of the COR.

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.

4.1.1. 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.

4.1.2. Definitions of Major Findings & Minor Findings.

Major 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).

4.2. Methods of Surveillance. 1) Customer Complaint/Observation; 2) 100% Inspection; 3)

Periodic Inspection of process or output; or 4) Random Inspection.

4.2.1. 100% Inspection. All deliverables (reports etc.) will be inspected 100% for errors and omissions.

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

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.

Additionally if the same discrepancy (ies) occurs 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 PCO may deduct payment IAW the inspection of services clause.

4.4. Surveillance of Non-Service Summary Items.

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.

4.5. Remedies for Non-Conformance. If inspections indicate unacceptable performance, the

COR 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 COR 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.

4.6 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.

4.7 Combating Trafficking in Persons. IAW DFARS PGI 222.17, the COR shall pursue, as appropriate, the following methods of monitoring the contractor’s performance regarding trafficking in persons such that non-compliances with FAR clause 52.222-50 are brought to the immediate attention of the Contracting Officer:

a. Keep the lines of communication open with the contractor. At the Post-Award conference, remind the contractor of his contractual responsibilities to notify the government if the contractor receives notification of any alleged violations to this policy or if actions have been taken against the contractor employees, subcontractors or subcontractor employees pursuant to the clause.

b. When appropriate, encourage contractor to complete Human Trafficking

Awareness Training.

c. Encourage the contractor to take steps to investigate and eliminate slavery and human trafficking in their supply chains and to publish information for consumer awareness.

d. Periodically access the Department of State’s Trafficking in Person (TIP) website for updates and to view the latest reports. http://www.state.gov/g/tip

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. 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. 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. 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. 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. 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.

5.4 INITIAL CONTRACT 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 review is not required when they would duplicate existing reviews.

5.4.1. INITIAL CONTRACT 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.

5.4.1.1 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.

http://www.state.gov/g/tip

5.4.1.2 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.

5.4.1.3 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.

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

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

5.4.1.6. 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.

5.4.2. ASSESSMENT VALUES.

5.4.2.1. GREEN—No issues.

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

5.4.2.3. 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.

6. Revisions to this Surveillance Plan. Revisions are the joint responsibility of the ACO, PCO and COR. This document can be changed at any time following coordination with the MFT.

REVISION QASP CHANGE ACTIVITY DATE

Original Surveillance Plan for DMSMS Predictive Tool Service 25 February 2014

Corrective Action Report (CAR) Template - Feb 05 Revised.doc