PP Blast Media.doc

PERFORMANCE PLAN (PP)

FOR

Blast Media Service Lease and Recycle For 76 MXW Shops Tinker AFB, OK

Aug 2010 FD/FC________________________________________Date_________

Chief QAE_____________________________________Date_________

QAE__________________________________________Date_________

QAE__________________________________________Date_________

QAPC_________________________________________Date_________

ACO/CO_______________________________________Date_________

Contractor _____________________________________Date_________

Signature does not signify agreement with the content of this document rather, it indicates the contractor’s cognizance of this document and its content. This performance plan is provided as an attachment to the solicitation for information purposes only. It is an evolving document and is not a contractual document.

Objective: The Contractor shall provide all labor, tools, equipment, test equipment, materials, parts, quality control, facilities, 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 perform the and Blast Media used in de-painting and removing corrosion as needed from aircraft, aircraft component parts, aerospace vehicles and aerospace ground equipment by Tinker AFB. Contractor shall provide for the delivery of the Blast Media and the removal of the Spent Blast Media (SBM) from Tinker AFB and shall recycle it in a manner that will prevent it from being considered a solid waste or hazardous waste. Contractor shall also be responsible for obtaining all regulatory agency approvals and all regulatory permitting as necessary to legally fulfill requirements in accordance with the Performance Work Statement (PWS).

1.1. In addition to the services described in the Performance-based 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 Performance Plan (PP) 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 PP provides a systematic method to evaluate the services the contractor is required to furnish. This PP 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 government quality assurance personnel 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. Contracting Officer (CO) and/or Administrative Contracting Officer (ACO) Responsibilities: (IAW AFFARS 5346.103)

3.3.1. Advises the MFT on PP development.

3.3.2. Manages the listing of Quality Assurance Evaluators (QAEs) / Quality Assurance Personnel (QAP) assigned to the contract, indicating their areas of responsibilities and limitation of authority, and ensures that the contractor is notified in writing of such.

3.3.3. Provides phase II training for QAEs/QAP. (If no contract administrator is assigned to the contract) and maintains in the contract file documentation of training provided by contracting personnel and/or QAPC.

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

3.3.5. Will request re-performance and/or reduction of price of contract when services are not performed or do not meet contract requirements.

3.3.6. Ensure past performance inputs are prepared documenting any performance issues.

3.3.7. Include in the contract file documentation identifying nonperformance and actions taken.

3.3.8. Keep communication lines open with the contractor regarding performance issues.

3.3.9. MFT advisor for developing incentives/remedies as appropriate tied to performance objectives and performance thresholds.

3.3.10. Will participate as a member of the MFT and hold meetings to discuss contracts performance periodically but not less than once a year. (If applicable).

3.4. Quality Assurance Evaluator (QAE) / Quality Assurance Personnel (QAP) Responsibilities:

3.4.1. Ensure supplies or services rendered by contractor meets contract requirements.

3.4.2. Notifies the CO/ACO of any significant performance deficiencies in writing or by e-mail and provides any recommendations to improve the PP or PWS.

3.4.3. Assist CO/ACO in determination of what portion of the contract has not been performed.

3.4.4. Ensures discrepancy reports are accurate and reported properly.

3.4.5. Completes Phase I and Phase II QA training prior to contract start date.

3.4.6. If nominated to replace an existing QAE/QAP after contract award, training will be completed prior to performing performance assessments.

3.4.7. Identify areas that warrant a change in assessment method, frequency, or performance threshold and provide suggestions about the PP to the MFT.

3.4.8. Evaluate, and documents contractor performance in accordance with the PP, and reports the results of contractor assessment activities to the MFT.

3.4.9. Serves as primary coordinator for Contract Administrator, ACO & CO.

3.4.10. Maintains a contract file, with surveillance documentation In Accordance With (IAW) the PP and requests CO/ACO disposition at the completion of the contract.

3.4.11. Will submit all requests for corrective action to the CO/ACO.

3.4.12. Will inspect and accept contractor services at the completion of each contract payment period, usually monthly. The QAE/QAP will certify services actually received.

3.4.13. Will perform market research or ensure market research is accomplished.

3.4.14. Will participate as a member of the MFT.

3.5. Chief QAE Responsibilities: (IAW AFI 21-101)

3.5.1. The chief QAE ensures contractor performance is surveilled IAW criteria outlined in the PWS and PP.

3.5.2. Responsible for reporting all performance assessment results through the FC/ FD to the PCO/ACO for disposition.

3.5.3. Responsible by overseeing the QAEs that have been delegated inspection and acceptance authority by the PCO/ACO.

3.5.4. Complete all Chief QAE required training.

3.6. Functional Director (FD)/ Functional Commander (FC) Responsibilities: (IAW AFI 63-124)

3.6.1. Assign qualified functional experts to the MFT.

3.6.2. Ensures requirement documents developed by the MFT satisfy mission requirements, are performance based, and provide meaningful measurement of contractor progress attaining desired outcomes.

3.6.3. Assign primary and alternate QA personnel.

3.6.4. Review contractor performance assessment documentation prepared by QAE/QAP on a periodic basis not less than annually to ensure performance is compatible with contract and mission objectives, while supporting a higher level of contract performance, and fostering synergistic partnerships.

3.6.5. Will identify mission essential services, to include developing the necessary documents in accordance with DODI 3020.37, Continuation of Essential DOD Contractor Services during Crisis.

3.6.6. Will participate as a member of the MFT.

3.6.7. Complete FC/FD required training within thirty (30) days of their commencement of duties.

3.7. Quality Assurance Program Coordinator (QAPC) Responsibilities: (IAW AFFARS 5346.103)

3.7.1. Perform Phase I training for QAE/QAP and maintain training records.

3.7.2. Perform training for FD/FC and maintain records.

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

3.7.4. Provide support to MFT to include: development of requirements documents, ensure the requirements are clearly stated and enforceable.

3.7.5. Assist with market research efforts of the MFT in determining commercial quality assurance practices.

3.7.6. Assists with evaluation of the contractor’s Quality Control Plan (If Applicable).

3.7.7. Provides refresher training annually to ensure the QAEs/QAP are up to date with all required changes.

3.7.8. Participate as a member of the MFT.

3.8. Contractor Responsibilities:

3.8.1. Is responsible to render for acceptance only those services that conform to contract requirements.

3.8.2. Identify processes/systems for collecting performance data.

3.8.3. Identify opportunities to improve performance throughout the life of the contract. Benchmarking, assessing risk, and give advice on initiatives to the QAE/QAP and CO/ACO in writing (e-mail is acceptable). Contract changes/modifications to any work requirement will be undertaken only upon the written direction of the CO.

4. Performance Assessment:

4.1. The following Service Summary reflects the performance evaluation required by the PWS:

SERVICE SUMMARY (SS)

Paragraph

SS #1

Contractor shall service lease new, virgin abrasive media to Tinker AFB for use in coatings removal, surface preparation, and corrosion removal. All references in this PWS referring to abrasive media shall include Type I plastic media, Type II plastic media both PolyPlus and PolyPlus Prime make, Type V plastic media, Type VIII plastic media, Sizes 3 glass media, Sizes 6 glass media, Size 13 glass media, 24 Grit aluminum oxide, 60 Grit aluminum oxide, 120 Grit aluminum oxide, 150 Grit aluminum oxide, 180 Grit aluminum oxide, and 240 Grit aluminum oxide and 500 Grit aluminum oxide. Tinker AFB reserves the right to add additional types of MIL-Spec blasting media by contract modification to the contract as required to meet the Government needs managed at this facility. Contractor shall perform this contract in accordance with this PWS and adhere to all LOCAL, STATE, and FEDERAL regulations that apply.

SS #2

The Contractor shall provide facilities suitable for the performance of the inspection requirements as specified in MIL-P-85891A (2). The Contractor’s facility or any independent facility(s) used to perform the inspection shall have the equipment, capabilities, and certification as required in MIL-P-85891A (2) to perform the specified tests. Any test laboratory not complying with MIL-P-85891A (2) will be disapproved by the Quality Assurance Personnel (QAP). Test data shall be provided electronically with each shipment to the QAP on reporting sheets as provided in Appendix A. The Contractor shall indicate with each media delivery where the testing was performed. The Government reserves the right to perform an inspection of the lab(s) facilities used by the Contractor for MIL-P-85891A(2) conformance inspection.

100% Surveillance

SS# 3

The Government reserves the right to request the Contractor perform Product Consumption and Paint Stripping Rate testing in accordance with MIL-P-85891A(2) on every third charge lot (150,000 lbs) that is produced. Test data shall be provided with each shipment to the QAP on reporting sheets as provided in Appendix A. This shall ensure that media sold to the Government continues to meet the quality standards as specified in section 1.12 of the PWS. Tinker AFB representatives reserve the right to be present when samples are obtained for testing.

100% Surveillance

SS #4

The Contractor shall provide facilities suitable for the performance of the inspection requirements as specified in MIL-G-9954A. The Contractor’s facility or any independent facility(s) used to perform the inspection shall have the equipment, capabilities, and certification as required in MIL-G-9954A to perform the specified tests. Any test laboratory not complying with MIL-G-9954A will be disapproved by the QAP. Test data shall be provided electronically with each shipment to the QAP on reporting sheets as provided in Appendix A. The Contractor shall indicate with each media delivery where the testing was performed. The Government reserves the right to perform an inspection of the lab(s) facilities used by the Contractor for MIL-G-9954A conformance inspection.

100% Surveillance

SS #5

The Government reserves the right to request the Contractor perform Verification testing in accordance with MIL-G-9954A on every third charge lot (150,000 lbs) that is produced. Test data shall be provided with each shipment to the QAP on reporting sheets as provided in Appendix A. This shall ensure that media sold to the Government continues to meet the quality standards as specified in section 1.12 of the PWS. Tinker AFB representatives reserve the right to be present when samples are obtained for testing.

SS #6

The Contractor shall provide facilities suitable for the performance of the inspection requirements as specified in A-A-59316. The Contractor’s facility or any independent facility(s) used to perform the inspection shall have the equipment, capabilities, and certification as required in A-A-59316 to perform the specified tests. Any test laboratory not complying with A-A-59316 will be disapproved by the QAP. Test data shall be provided electronically with each shipment to the QAP on reporting sheets as provided in Appendix A. The Contractor shall indicate with each media delivery where the testing was performed. The Government reserves the right to perform an inspection of the lab(s) facilities used by the Contractor for A-A-59316 conformance inspection.

SS #7

The Government reserves the right to request the Contractor perform Quality Assurance testing in accordance with A-A-59316 on every third charge lot (150,000 lbs) that is produced. Test data shall be provided with each shipment to the QAP on reporting sheets as provided in Appendix A. This shall ensure that media sold to the Government continues to meet the quality standards as specified in section 1.12 of the PWS. Tinker AFB representatives reserve the right to be present when samples are obtained for testing.

SS #8

When the collection of SBM is complete each container shall be weighed, logged in at the HWMF and stored by the government until pickup by the Contractor. When a truckload (approximately 30,000 lbs) of containers has been accumulated, the HWMF will notify the Contractor via email or phone call that a load is ready for transport. The Contractor shall remove the load within 14 calendar days of notification. The Contractor shall notify the HWMF via email at least 72 clock hours ahead of the truck arrival date. Storage of SBM containers shall not exceed 90 calendar days (3 months) at Bldg 808, therefore the Contractor shall ensure that a pick up is scheduled at least every 90 calendar days.

SS #9

The Contractor shall provide transportation of SBM from Tinker AFB to the Contractor facility where recycling occurs. The Contractor shall be responsible for the SBM while in transit. If an accident or spill of the SBM occurs while in transit, the Contractor shall be responsible for cleanup and for any notifications required by federal, state or local regulations.

100% Surveillance

SS #10

If method (ii) is used, the Contractor shall have written documentation on file within 30 calendar days of contract award to the Hazardous Waste Program Manger (HWPM) and QAP showing how much SBM is used in the formulation and for what ingredients it is a substitute shall be provided. Proof that it is also an “effective substitute” shall be provided, such that the “toxics along for the ride (TAR)” concern, as addressed by USEPA, is satisfied. This documentation shall be provided to the HWPM, the QAP and also to regulatory agencies.

SS #11

The Contractor shall have on file an electronic report with the HWPM and QAP to specify which of these three methods is used to recycle the SBM and explain how the process satisfies the method within 30 calendar days of contract award.

SS #12

The Contractor shall have detailed documentation and electronic report on file within 30 calendar days of contract award to the HWPM and QAP explaining their recycling process including facility location and layout, product formulation, process flow chart with all equipment shown, production rates, and other pertinent details as determined by the QAP.

SS #13

The products of the recycling process shall be completely described, documented and meet the criteria at 40CFR 261.2(e)(2) as follows:

(i) Recycled products shall not be “Applied to the Land”. Specifically, Tinker AFB interprets “applied to the land” to mean without limitation such items as fence posts, blocks or concrete block like products or other items that are used underground and/or that are used in contact with the earth. The Contractor shall accept this interpretation and shall not propose or use recycling processes that produce such items.

(ii)The recycling process shall not involve “Materials burned for energy recovery, used to produce a fuel, or contained in fuels; or

(iii) “Materials accumulated speculatively”, the definition of which is given at 40CFR 261.1(c)(7). The SBM, prior to recycle, shall not be accumulated speculatively. The Contractor shall provide documentation electronically to the HWPM and QAP within 15 calendar days that demonstrates compliance with this requirement for each month that the recycle process has been used. This is listed in Section 1.3.16 of PWS as Inventory Accumulation Report. The format for this data shall be submitted by the contractor and approved by the HWPM.

SS #14

The Contractor shall provide the documentation described at 40CFR 261.2(f) in a package that would be supplied to a regulatory agency if enforcement action were brought against them. It shall include documentation of all requirements in this section as well as production and sales data to demonstrate that there is a known market being served by the Contractor. The Air Force reserves the right to require the contractor to provide monthly reports to the HWPM demonstrating the existence of a viable market for recycled products. This shall include copies of contracts, purchase orders, invoices, actual sales quantities, and projected sales analysis. The Air Force reserves the right to require the contractor to provide monthly compliance reports to the HWPM that includes:

a. Any regulatory inspections and results thereof;

b. Any correspondence between the contractor and a federal, state, or local environmental regulator regarding the contractor’s recycling program;

c. Written documentation demonstrating that the contractor is in compliance with the 75 percent recycling requirement; and

d. If the contractor cannot comply with the 75 percent recycling requirement, then the contractor will provide a variance approved by the delegated state regulator.

SS #15

Contractor's truck shall be weighed on Tinker AFB truck scale located at Building 801 prior to loading SBM. The Contractor shall make arrangements with Defense Reutilization and Marketing Org (DRMO) Personnel (See Appendix E) at least 3 business days in advance when a truck scale is required. The truck scale will be available for use during business hours from 8:00 AM to 3:00 PM.

SS # 16

The Contractor shall provide the HWPM and QAP with complete tracking and handling records of each container of SBM including the information shown in the example titled, “Record of Movement for Spent Blast Media from Tinker AFB to Contractor Facility at (Name and address of facility)” (ROM). This shall include data from the point of pick up through proper recycling of the SBM. This record shall be submitted in updated form each calendar month. It shall be submitted electronically to the HWPM and the QAP at Tinker AFB. If SBM is initially designated as recyclable by the HWPM and is later designated and properly disposed of by the Contractor as hazardous waste, the Contractor shall provide copies of manifests to the HWPM and the QAP at Tinker AFB. The Contractor shall ensure and certify that all actions taken in this regard adhere to all applicable federal, state, and local regulations and permits.

SS #17

Materials accumulated speculatively (definition at 40CFR 261.1 (c) (7)). The Contractor shall electronically provide documentation and data that demonstrates compliance with this requirement for each month within 15 calendar days to the QAP from the date that the recycle process has been used. The format for this Inventory Accumulation Report shall be submitted to and approved by the HWPM and the QAP.

1.3.16.

100% Surveillance

SS # 18

QUALITY REQUIREMENTS. New media shall be tested by the Contractor prior to shipment to Tinker AFB to verify it meets the requirements set forth in the PWS. Each shipment of media shall include the test results of the media tests per the Mil-Spec, or industry standards as specified in Section 1.12 of the PWS. The QAP will check adequacy of the documentation and if the shipment does not have the required documentation, the Contractor shall be notified and given 24 clock hours from notification to get the documentation to Tinker AFB or the material will be rejected. If necessary, the QAP shall take random samples from any shipment for verification of new media quality.

SS #19

If the shipment is rejected due to media quality, the Contractor shall have seven (7) calendar days to pick up the rejected material and replace it with a new shipment properly documented with the test results. Contractor shall be responsible for all shipping, handling, and transportation costs.

SS #20

The Contractor shall notify the Administrative Contracting Office (ACO), the HWPM, and the QAP in writing within fourteen (14) calendar days concerning any change in licenses or permit status, and any change in company management that may be perceived by the government as a change in business practices.

SS #21

The Contractor shall notify the ACO, the HWPM, and the QAP in writing within five (5) business days of any action by regulators or by any other entity, which indicates that the Contractor may not be in compliance with environmental laws in the handling of the SBM.

SS #22

All proposed changes in products, recycling processes, including formulation, sub-contractors and locations shall be communicated in writing to the ACO and to the HWPM. Such changes shall not be used for SBM from Tinker AFB until written approval is given by the CO.

SS #23

Within 360 calendar days of SBM receipt, the Contractor shall recycle the SBM and provide a certificate of recycling to the HWPM and ACO for each truckload or receipt of SBM returned to them for recycling. The certificate shall list the Tinker AFB Removal Order Number, Bill of Lading Number and each container by control number, which is on the load. It shall also show the date of receipt, the date/dates the SBM was processed, and the process batch numbers, which includes any containers from the load.

SS #24

The Contractor shall visit Tinker AFB within fourteen (14) calendar days after contract award date to take inventory of “media currently on-site.” The QAP will provide the Contractor with storage locations of the media. The amount inventoried shall be reported to the ACO and shall be invoiced based on the recycle cost per pound at the beginning of the contract.

SS #25

The Contractor shall provide the name of Contract Manager (CM) and any alternate(s) who shall act for the Contractor when the manager is absent shall be designated in writing to the ACO within two (2) work days after contract award. The Contractor shall provide telephone numbers of the CM and alternate(s) so that these contract personnel may be contacted at any time. The CM or alternate shall have full authority to act for the Contractor on all matters relating to operation of this contract at Tinker AFB. The CM or alternate shall be available to meet on the installation with Government personnel designated by the CO to discuss problem areas. The contractor shall provide a Contract Manager who can read, write, speak, and understand English fluently.

SS #26

The contractor shall provide an initial listing of contractor employees' names and position titles to the government prior to contract start date. The contractor shall also provide an undated listing of personnel to the government when employees affecting the work of this contract, statuses change, or position changes within ten (10) work days.

SS #27

Non-Common Access Card (CAC) Holders. Non-CAC Card holders shall complete a "Request for Identification Credential" (AFMC Form 496) and submit it to Pass and Registration. The requests shall be submitted to Pass and Registration The government will provide a completed "Identification Credential" (AFMC Form 387), which shall be issued and displayed and surrendered IAW Installation Physical Security Program, TAFBI 31-101, Installation Security Program (in its entirety). All AFMC Form 387 cards shall be returned to Pass and ID, Building 460, upon the completion of the contract. The contractor shall provide the QAP with copies of the turn-in receipts by either US Postal Service or email within ten (10) calendar days of return.

SS#28

Upon occurrence of any spills that could enter the storm system or cause any harmful environmental effects, the contractor shall immediately call 911 to report the incident. If using a cell phone, request Tinker AFB 911. The contractor shall report all environmental violations to the QAP. The contractor shall submit a written report about the incident with four (4) clock hours. The contractor shall provide three (3) copies of the written report. The contractor shall provide one (1) copy to the CO, two (2) copies to the QAP, and a copy for Unit Environment Coordinator (UCE) and a copy for record.

SS#29

Contractor shall keep a log of products used and record this information on a 76 MXW Form 133.

SS#30

Contractor shall prepare and submit to the QAP, ten (10) calendar days prior to the contract start date, one (1) each Chemical/Hazardous Material Request Authorization Form (Air Force Form 3952) and MSDS for each chemical, materials and substance proposed to be used in performance of this PWS.

SS#31

Contractor and his/her representatives shall have appropriate environmental and safety training required by the state and federal government according to Resource Conservation Recovery Act (RCRA).

SS#32

Contractor and personnel shall acknowledge the Foreign Object Damage (FOD) and Dropped Object Prevention (DOP) training by viewing the DVD and providing a contractor devised certificate to the QAP for each employee within ten (10) days of contract award.

SS# 33

Acknowledgement of "Housekeeping/Tool Control Briefing for the contractor Employee": Each contractor's employee on the job site shall acknowledge receipt of the "Housekeeping/Tool Control Briefing for Contract Employees" by reviewing, signing, dating and returning MXRIWRS Form 32 to the Primary QAE or Alternate QAE prior to starting work in 76 MXW Shops.

Paragraph

NON-SS#1

Environmental Safety and Training: Contractor shall be knowledgeable of and comply with all applicable federal, state, and local laws, regulations and requirements regarding environmental protection and occupational safety and health. The contractor shall comply with any laws or regulation changes during the term of this contract. The contractor shall follow manufacturer's guidelines and professional recommendations for control of humidity, temperature, cleanliness and materials handling (including hazardous materials).

No more than 1 error per quarter 100% Surveillance

NON-SS#2

Housekeeping: Contractor shall keep the work areas clean and neat in accordance with (IAW) industry Standards, Occupational, Safety and Health Administration (OSHA), fire and safety standards and this PWS. Foreign Object Damage (FOD) and Dropped Object Prevention (DOP): Contractor personnel who, in performance of their assigned duties on this contract, work in or travel through areas near operational and production aircraft, engines, munitions, missiles, drones, space systems, support equipment, Aerospace Ground Equipment (AGE), trainers and the contractor personnel operating vehicles and equipment on flight lines, are required to receive FOD and DOP training and to comply with Air Force Instruction (AFI) 21-101, Air Force Material Command (AFMC) Sup1, Chapter 14, paragraph 14.41 and Tinker AFBI 21-449 (in its entirety).

No more than 1 error per quarter Periodic Surveillance and Customer Complaint

NON-SS#3

Tool Control and Accountability: While performing contract services in or around Maintenance Production Shops including Ramp areas, the contractor shall comply with AFI 21-101 and AFMCI Sup 21-101, Chapter 10, (all paragraphs). The contractor or contractor's personnel shall inventory the container or bag of tools at the beginning of each work day and at the end of each work day. Contractor personnel shall immediately notify the QAP if any of their tool(s) are missing from the work area, container or bag of tools. The QAP will report to appropriate government personnel of any missing contractor's tool not located within one hour after notification of lost or missing tools.

No more than 1 error per quarter Periodic Surveillance and Customer complaint

NON SS #4

Housekeeping/FOD/Tool Control Briefing: The contract manager shall ensure each employee on the job site is briefed on Housekeeping, FOD and Tool Control prior to starting work in the 76 MXW Industrial Areas.

5. Surveillance Procedures:

5.1. Surveillance of SS Items: All tasks required under the PWS will be inspected on a random basis at a frequency determined by the CO and/or QAE/QAP.

5.1.1. Surveillance procedures for SS # 2, 3, 4, 5, 6, 7, 9, 10, 11, 12, 13, 14, 16, 17, 18, 23, 24, 25, 26, 27, 28, 29, 30 Surveillance Method: 100% Surveillance Surveillance Procedure: Items will be inspected quarterly

Performance is acceptable when 0 or less sample items were defected during the quarter.

Performance is unacceptable when 1 or more sample items were defective during the quarter.

5.1.2. Surveillance procedures for SS# 1, 8, 15, 19, 20, 21, 22, 31, 32, Surveillance Method: Periodic Insecption and Customer Complaint

Surveillance Procedure: Items will be inspected quarterly Performance is acceptable when __2__ or less sample items were defective during the month.

Performance is unacceptable when _3_ or more sample items were defective during the month.

5.2. Surveillance of Non-SS Items: All other tasks required under the PWS will be inspected on a random basis at a frequency determined by the CO and/or QAE/QAP.

5.2.1. Surveillance procedures for Non-SS # 1, Surveillance Method: 100% Surveillance Surveillance Procedure: Items will be inspected quarterly

Performance is acceptable when 0 or less sample items were defected during the quarter.

Performance is unacceptable when 1 or more sample items were defective during the quarter.

5.2.2. Surveillance procedures for Non-SS # 2, 3, 4

Surveillance Procedure: Items will be inspected quarterly

Performance is acceptable when __1__ or less sample items were defective during the month.

Performance is unacceptable when _2__ or more sample items were defective during the month.

6. Procedures:

6.1. The government QAE/QAP 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 QAE/QAP 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 QAE/QAP will document minor contract discrepancy and observations the Customer Complaint Form. When the deficiency is major, the QAE/QAP 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 QAE/QAP 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 QAE/QAP will be forwarded to the CO for action.

6.1.1. 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.

6.2. The QAE/QAP will inspect and accept contractor services at the completion of each contract payment period, usually monthly. The QAE/QAP will certify services actually received under this contract via certification letter (or e-mail) to the CO.

7. Method of Surveillance Definitions:

7.1. 100% Surveillance: Means what the title implies—inspecting every requirement stated in the contract every time it occurs.

7.2. Periodic Surveillance: The type of surveillance that is based upon selecting samples for evaluation on other than 100% inspection as a minimum of once a month and no more than eight times per month (You can use a range. This is only an example of a range) or inspections can be weekly, monthly, biannually or annually.

7.3. Customer Complaint Procedures: QAE/QAP or any customer that observes unacceptable services, either incomplete or not performed, for any of the performance objectives may generate a Customer Complaint.

7.3.1. The QAE/QAP will furnish written instructions to each organization receiving the contractor’s service at the beginning of contract award. The QAE/QAP will email or fax a copy of a completed and a blank Customer Complaint Record and instructions to the organization receiving the service, describing how to complete the customer complaint record. The instructions will include the name and phone number of the QAEs/QAP assigned to the contract. The record will be returned to the QAE/QAP.

7.3.2. Validation: When a complaint is received, the QAE/QAP validates the complaint by checking the PWS. The QAE/QAP will evaluate the complaint on a case-by case basis. If the deficiency requires immediate correction, a phone call may be necessary to ensure compliance. Any government action nor lack of action that caused the unacceptable performance, the complaint is not valid.

7.3.3. Notification Process: If the deficiency is valid, the QAE/QAP will email the customer complaint to the contractor within one (1) working day from the time of the complaint.

7.3.4. Contractor Response Time: The contractor shall provide written response addressing the root cause, corrective and preventive action(s). The contractor will be given 2 working days 48 hours to answer the customer complaint.

7.3.5. Standard Recurring: Discrepancies are not permitted for any of the service items listed above. For example, if customer X at building Y complains, the contractor must correct the discrepancy through re-performance.

8. Customer Complaint / Corrective Action Report Procedures:

8.1. Minor Findings: All Minor Findings will be documented on a Customer Complaint Form (CC). Minor nonconformance is defined as nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or, nonconformance, that is a departure from established standards having little bearing on the effective use or operation of the supplies or services.

8.1.1.1. When the QAE/QAP identifies a minor finding, the QAE/QAP will document the finding and notify the CO. However, if the same minor finding is repeatedly identified within 3 months, it may be an indication that a systemic problem is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence.

8.1.1.2. The standard Acceptable Quality Level (AQL) on all contracts is stated in the following paragraph unless otherwise specified in the PP.

8.1.1.3. The standard AQL 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.

8.1.1.4. Additionally if the same discrepancy(s) occur repeatedly throughout different reporting periods, this will reflect upon the contractor's performance. The QAE/QAP will annotate the unacceptable performance and notify the CO in order to address the problem areas with the contractor in a MFT meeting.

8.1.2. Major Findings: All Major Findings will be documented by the QAE/QAP on a Corrective Action Report (CAR) and sent via email to the 76MXW/OBWK Chief QAE office. The Chief QAE will review and approve all CAR reports and return the forms to the QAE/QAP with the assigned Control Number.

8.1.2.1. Major nonconformance is defined as contract nonconformance which is considered major. A major nonconformance means a nonconformance that is likely to result in failure of the supplies, or, to materially reduce the usability of the supplies or services for their intended purpose. If at any time the QAE/QAP identifies a condition as having a significant adverse effect on the quality of the activity, such as those stated below, the QAE/QAP will document their findings on a CAR form, and, notify the CO immediately in writing. Email is acceptable.

8.1.2.2. Contractor failure to meet a Performance Threshold and Minor Findings exceed the AQL.

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

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

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

8.1.3. Remedies for Non-Conformance: If inspections indicate unacceptable performance, the QAE/QAP will notify 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 QAE/QAP 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.

8.1.4. Positive and Negative Incentives: In accordance with the results of the QAE/QAP surveillance documentation, areas that warrant a change in assessment method, frequency, or performance threshold will be changed in either a positive or negative manner.

9. Performance Management

9. 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.

9. 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.

9. 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.

9. 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.

9. (If applicable) 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 QAE/QAP and will prepare the CPAR. The contractor shall have input prior to this CPAR being finalized. The contractor shall 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.

9. 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.

9. Revisions to this Performance Plan: Revisions to this PP are the joint responsibility of the FD/FC, CO and QAE/QAP. The QAE/QAP reviews the PWS and PP annually and will provide proposed changes through the FC/FD to the MFT for review. This is a living document that can be changed at any time.

9. 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 PP fully comply with the above instructions.