Quality_Assurance_Surveillance_Plan_QASP.pdf

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QUALITY ASSURANCE SURVEILLANCE

PLAN (QASP)

J85-5 T-5 Amplifier

FD2030-18-02899

23 Sept 2018

421 Supply Chain Management Squadron (SCMS) Program Management Flight (GUMDA)

TINKER AFB, OK 73145-3031

COORDINATION

Quality Assurance Program Coordinator Date

Contracting Officer Representative Date

Contracting Officer Date

Program Manager** and/or Date

Functional Service Manager** Date

*The Service Summary (SS) is releasable to the Contractor but the QASP is an internal Government document. (Reference AFI 63-138, chapter 6)

**Signature constitutes approval of the QASP IAW AFI 63-138, paragraph 2.9.1.7

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1. Objective: The United States Air Force (USAF) requires repair services for the Digital Temperature Control Amplifier (DTCA) to support the J85-5 engine used in the T-38 aircraft. The objective is to have the amplifiers check/tested, repaired, and/or upgraded. The upgrade applies to NSN 5996-01-512-9275, PN AY33112489-1 version only. This upgrade is required to correct engine exhaust gas temperature system fluctuations. Failure of the DTCA results in loss of proper control of the nozzle position, and can cause a failure mode in which the amplifier senses a lower T5 than the actual T5 resulting in nozzle closure and a possible over-temperature of engine.

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. Key membership, goals and responsibilities of the MFT are outlined below and are fully detailed in AFI 63-138 Chapter 2 (May 2017). Overall responsibilities of the MFT include, but are not limited to:

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

1. Advise the MFT on Surveillance Plan development.

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

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

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

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

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

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

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

13. Participates as a member of the MFT.

3.2. DCMA QAR Responsibilities: Ensures supplies or services rendered by Contractor meet contract requirements.

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

2. Assists with contract/order closeout.

3. Ensures discrepancy reports are accurate and reported properly.

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

5. 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.

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

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7. Maintains a file* in accordance with (IAW) the Surveillance Plan and requests PCO/ACO disposition at the completion of the contract. Submits all requests for corrective action to the PCO/ACO.

8. Inspects and accepts Contractor services at the completion of each contract payment period, usually monthly. The QAR will certify services actually received, unless the PCO/ACO retains the authority for acceptance.

9. Participates as a member of the MFT.

3.3. Quality Assurance Program Coordinator (QAPC) Responsibilities:

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

2. Offers advice on development for the Service Summary and Surveillance Plan.

3. Participates as a member of the MFT.

3.5 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. Keeps PCO informed of the corrective actions that pertain to the contract.

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

6. Participates as 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 QAR.

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. Quality Product: All parts identified as serviceable are

PWS IAW

Paragraph1.10.1

100% of serviceable parts delivered

DCMA periodic inspection which may

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PWS PARA PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

delivered to the Government defect free to the Government defect-free.

include review of deficiency reports.

Customer Complaint.

A defect is anything outside the limits described in the function of the item and the operational performance limits.

SS-2 Delivery Performance:

Contractor shall deliver all parts on time In Accordance With (IAW) the delivery order schedule.

PWS Section 1.7.4

100% of parts are delivered on time IAW with each delivery order schedule.

Periodic inspection which may include review of DCMA alerts, CAVAF reports or Backorders and Customer complaints.

SS-3. Reporting: All reports shall be submitted on time and with accurate information IAW with specific CDRL.

PWS Paragraph 1.12.1

100 % of reports shall be delivered IAW with specific

CDRL

requirement.

100% Inspection;

Review of all reports IAW CDRL, including but not limited to CAV AF and monthly production reports.

SS-4: QMS Metrics: The Contractor’s accepted QMS plan effectively controls quality, meets the PWS quality requirements and doesn’t deviate from the Contractor’s accepted QMS.

PWS Section 1.10.2

All nonconformities are corrected within the Contractor’s self-imposed “get well” dates

Defect Correction Rate as per AFI 63-138 6.7.3.4

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PWS PARA PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

Notes

Sampling Method for SS-1 (Periodic/Monthly): On a monthly basis, the QAR will follow the quality assurance procedures per the contract inspection clause by reviewing the output which may include review of contract deliverables etc. in order to document contractor performance.

Inspection Procedures for SS-1 (Periodic/Monthly): The QAR will track on a monthly basis the results associated with his/her performance of the quality assurance procedures per the contract inspection clause in order to verify if the performance threshold has been met. Documentation will be kept on file to show when surveillance was performed and made available to the PCO upon request.

Sampling Method for SS-2 (Customer Complaint): N/A

Inspection Procedures for SS-2 (Customer Compliant): 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.

Inspection Procedure for SS-3 100% inspection of all reports submitted

4.1. Procedures.

Depending upon the PWS service requirements, the MFT determines if an overall monthly or quarterly surveillance schedule is warranted. Prior to executing a monthly/quarterly inspection schedule (i.e. see paragraph 4.4 for information regarding review of non-service summary items), QARs must coordinate the schedule through the PM and/or FSM and CO NLT the duty day before the scheduled surveillance period begins. After completing each scheduled surveillance, QARs must request a Contractor representative to initial the completed form in order to ensure the Contractor is aware the surveillance took place and was made aware of any noted defects in the surveilled service. If the Contractor does not meet a SS performance threshold or other PWS or QMS derived standard, QARs may draft Corrective Action Reports (CARs) for addressing areas of contractual non-conformity and forward to the PM and/or FSM and CO for review. Based upon the surveillance schedule, QARs will coordinate and submit a monthly or quarterly report of all scheduled surveillance through the PM or FSM and submit to the CO NLT the 5th work day of the month following the scheduled surveillance. The monthly/quarterly surveillance report format is determined by the QAR, PM and/or FSM and CO. The QAR shall document PM and/or FSM and CO coordination. The QAR shall identify any scheduled inspections not accomplished during a surveillance period in the monthly/quarterly surveillance report as not completed and why the surveillance was not completed. In such cases, a statement from the PM and/or FSM and QAPC/CO approval for the variance is required. The government QAR will periodically perform inspections to ensure Contractor compliance with the appropriate paragraphs of the CET and will record the results of inspections, noting the date and time. If inspection indicates a performance threshold is not met, the QAR will notify the Contractor and the contracting officer of the deficiency for correction. The Contractor shall be given a reasonable time after notification to

FD2030-18-02899 Page 6 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 QAR 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 QAR will be forwarded to the PCO for action.

Performance of the contracted services will occur on site at a contractor’s facility and/or other subvendor location.

The QAR 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 QAR.

Upon notification from the contractor that the defect has been corrected, the QAR will re-inspect the area/task associated with the customer complaint or Correction Action Report that was issued by the Government. The QAR 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)

If the QAR identifies a service summary performance objective that does not conform to the applicable performance threshold, the QAR may draft a CAR for addressing areas of contractual non-conformity. The QAR will forward a copy of the CAR to the PM and/or FSM and CO for review. The QAR identifies if the non-conformity is a minor, major, or critical non-conformity.

The CO makes the determination on whether to issue the CAR to the Contractor. Contractor responses to CARs require identification of root cause, corrective action, follow-up actions, and get-well date. The CO, in consultation with the PM and/or FSM and QAR assesses the contractor’s response for adequacy. Note, all PWS requirements are subject to surveillance;

therefore, CARs are not limited to service summary performance objectives and may apply to non service summary items in instances threatening mission accomplishment.

Technical/Functional support experts (i.e. PM, MAJCOM/DRU or base level subject matter expert) may be used to validate the technical/contractual/legal merits of the non-conformity and the adequacy of the contractor’s get well plan. Once a contractor fails to meet a service summary standard, the QAR does not need to wait until the end of the performance period to draft a CAR. In order to manage corrective action suspense’s and subsequent contractor responses, the QAR will establish a tracking system for corrective actions that includes date QAR submitted CAR to PM and/or FSM, date reviewed by PM and/or FSM, date reviewed by CO, date issued by CO, date issued by CO, contractor’s identified root cause, proposed corrective action, contractor follow-up actions, and get-well date. A computer-generated CAR may be used, provided the information on the CAR remains the same. See attached CAR and instructions for filling out contained at the end of this document.

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

FD2030-18-02899 Page 7 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 QAR identifies a condition as having a significant adverse effect on the quality of the activity, such as those stated below, the QAR 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 QAR identifies a minor finding, the QAR 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 QAR shall notify the Contracting Officer in writing (email is acceptable).

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

4.2.1. Customer Complaint/Observation.

The requiring organization will 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 of 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 paragraph 4.1 will be followed.

4.2.2. Periodic Inspection. This type of surveillance is based upon selection on other than 100% inspection, customer complaint, or review of audits methods of surveillance.

4.2.3. 100% Inspection. All deliverables (reports etc.) will be inspected 100% for errors and omissions.

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4.3. Standard. The first corrective action required of an individual service not meeting contract requirements is the re-accomplishment of the service at no charge to the government. COR documentation of the services not meeting contract requirements denotes the contractor has to re-perform the service. However, upon advice of the technical/functional activity and the nature of the service, the CO may pursue other options. 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 QAR will annotate the unacceptable performance and notify the PM and/or FSM and PCO in order to address the problem areas with the Contractor. In those instances where re-performance is not possible, the government can require the contractor to take necessary actions to ensure future performance of a service meets contract requirements. In such instances, the CO should require the contractor to develop a plan that ensures future performance of that service meets contractual requirements. In addition, the CO may seek consideration for any services not provided or that do not otherwise meet contractual requirements. Typically, re-performance applies to a single performed service but can apply for a series of services covered under a service summary performance objective over a monthly or quarterly performance period.

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. The Government will inspect at least 10% but not more than 20% of non-service summary items.

4.5. Remedies for Non-Conformance.

The types of corrective actions available to the government for contractor services not meeting contract requirements are prescribed in FAR 52.246. Examples available to the government range from re-performance of a service, requiring the contractor to develop plans to ensure future contractual conformity, and financial withholding. This above list is not intended to be all inclusive. In the most egregious instances of contractual non-conformity, COs may pursue cure notices and show cause notices. Note, A contractor not meeting a service summary performance threshold during the prescribed performance period is considered a contractual non-conformity;

however, failure of a single surveillance, in most instances, is not considered a contractual non-conformity but rather a failure to meet contract performance requirements (i.e.

standards/performance thresholds etc.). If inspections indicate unacceptable performance, the QAR 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 QAR 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 QAR 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.

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4.7 Combating Trafficking in Persons: IAW DFARS PGI 222.17, the QAR 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, 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 updatesand to view the latest reports. http://www.state.gove/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.

Performance Data Review: The MFT will assess and manage performance data, to include CPAR reports. IAW AFI 63-138, this could include the MFT providing regular performance reports to the Program Manager (PM) and/or Functional Service Manager (i.e. this is the same as the Functional Commander/Functional Director) to ensure that performance is compatible with contract objectives.

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

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This information provides the PM and/or FSM with valuable feedback on how well a contractor is performing when it comes time to prepare a CPARS assessment, if applicable.

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

REVISION QASP CHANGE ACTIVITY DATE

Original Surveillance Plan for (

Corrective Action Report (CAR) Templat