QASP.pdf

QUALITY ASSURANCE SURVEILANCE PLAN (QASP)

FOR

Serv 19-013 Zeiss Annual PM/RM Supra55 & SigmaHD

18 July 2018

OC-ALC/OBWK

Tinker Air Force Base, OK

QUALITY ASSURANCE SURVEILANCE PLAN

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing the PWS. It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Service Summary (SS).

The QASP provides a systematic method to evaluate the services the Contractor is required to furnish and not the details of how the Contractor accomplishes the work.

This QASP is based on the premise the Government desires to maintain a quality standard in operating, maintaining, and repairing the Zeiss Supra55 and SigmaHD microscopes and that an annual Preventative Maintenance (PM) and Remedial Maintenance (RM) contract to provide the service is the best means of achieving that objective.

The Government retains the right to inspect any item included in the contract, including tasks not shown on the SS. These services should be inspected in the same general manner as periodic surveillance items.The results of these inspections are documented and, if necessary, provided to the CO for action. Should a discrepancy be observed, the CO will handle each documented discrepancy on a case-by-case basis.

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 is quality assurance to ensure contract standards are achieved.

SERVICE SUMMARY (SS) PERFORMANCE REQUIREMENTS

The following Service Summary Guides reflect the performance evaluation required by the Performance Work Statement.

Service Summary (SS) Table

SS Performance Objective PWS Para.

Performance Threshold

Method of Surveillance

SS

The Contractor shall provide all labor, tools, equipment, test equipment, material, parts, consumables, quality control, transportation, inspection manuals, personal protective equipment (PPE) clothing including reflective clothing (belt, vest, etc), hearing and eye protection, including prescription safety glasses, safety harnesses, fall protection, lifting equipment, and any other incidentals necessary in the performance of services under this contract in accordance with (IAW) this Performance Work Statement (PWS). The equipment is listed in Appendix A.

1.1. 100% Compliance

100% Surveillance

SS

The Contractor shall perform one (1) PM per year on each item listed in Appendix A. The Contractor shall provide a copy of the PM schedule to the Contracting Officer Representative (COR) within five (5) business days after contract award. The Contractor shall notify the COR seven (7) business days prior to each scheduled PM visit.

1.2. 100% Compliance

100% Surveillance

SS

The Contractor’s technician shall arrive on site at the location of the downed equipment within twenty-four

(24) hours (or as agreed to by all parties) of telephone notification of a malfunction.

1.3.1. 100% Compliance

100% Surveillance

SS

Upon occurrence of an equipment or system malfunction, the COR will contact the Contractor by telephone, email, or fax and provide information below.

If the COR notifies the Contractor via telephone, the COR will provide a written copy of the request by email or fax.

• the equipment identification number (ID#)

• a brief description of the malfunction

• location of equipment

• name and telephone number of the Point of

Contact (POC)

Upon notification of the system malfunction, the Contractor technician shall arrive on site at the equipment location within twenty-four (24) hours, (or as agreed to by all parties) after telephone notification of a malfunction. The Contractor technician shall contact the COR for arrangements to meet at Pass & ID to request and receive a Visitor’s Pass for base entry and access to the location of the malfunctioning equipment.

1.4.

1.4.1.

100% Compliance

100% Surveillance

SS

The Contractor shall provide a written Estimate Repair Report to the COR by fax or email no later than (NLT) eight (8) hours after the completion of the inspection.

1.5. 100% Compliance

Surveillance

Performance Threshold

Method of Surveillance

As a minimum, the information cited on the Estimate Repair Report shall include:

• the equipment ID#

• date of evaluation

• description of findings and recommendations

• required parts and part numbers (P/N)

• cost of parts

• number of parts needed

• estimated labor hours required to complete the repair

Any recommendations cited shall consider:

• the priority of the requested service

• available source for obtaining new parts

• the availability of the new parts

• shipping and delivery schedules of parts

• other factors which may be peculiar to the specific repair requirement

SS

Only the Contracting Officer (CO) can authorize repair actions. The COR will coordinate any repair actions with the Government Subject Matter Expert (SME) and the CO in order to obtain the approval to proceed. The Contractor shall ensure all repair actions have the documented CO approval, in writing, before initiating any repair or ordering parts. The Contractor shall demonstrate to the Government SME that the repairs have been completed.

Once the authorization for repair action has been received from the CO, the Contractor shall order any required parts within eight (8) hours and notify the COR, in writing, of the estimated arrival date of the parts. Upon the receipt of the parts, the Contractor shall perform the repair within five (5) business days. The COR will verify the receipt of the parts with the Contractor to ensure the repair is performed in a timely manner.

1.6.

1.6.1.

100% Compliance

100% Surveillance

SS

Immediately upon completion of the maintenance support services and before leaving the OC-ALC, the Contractor shall provide a written Service Report to the Government SME. When necessary the Government SME will forward the service report to the COR within eight (8) hours of receipt. The Contractor shall provide, by fax or email, the final service report within twenty-four (24) hours to the COR.

1.8. 100% Compliance

100% Surveillance

SS

This requirement has been determined not to be essential and does not require continued support during a crisis as defined in DFARS 252.237-7023.

1.10.

SS

The Contractor shall provide the name of the Contract Manager (CM) and any alternates who shall act for the Contractor when the CM is absent. They shall be designated to the CO and COR, in writing, within five

(5) business days after the contract award date. The

1.12. 100% Compliance

Performance Threshold

Method of Surveillance

Contractor shall provide telephone numbers and email addresses where the CM and alternates 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 the OC-ALC on Tinker Air Force Base (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 CM who can read, write, speak, and understand English fluently.

SS

The Contractor shall provide an initial listing of names and position titles of employees who will come to Tinker Air Force Base to the COR within five (5) business days after the contract award date. The Contractor shall also provide an updated listing of personnel to the COR within five (5) business days when employees affecting the work of this contract change status or position or for an annual update in the event of an option year being exercised.

1.13. 100% Compliance

100% Surveillance

SS

If no HAZMAT will be brought on base or used in performance on this contract, the contractor shall certify “No HAZMAT will be brought on base” or “No HAZMAT Usage” in writing on company letterhead.

This certification shall be provided to the COR within five (5) days after award. Upon COR receipt of the certification, the requirements of this section no longer apply. Appropriate penalties for the contractor, or administrative and disciplinary action for the later shall be assessed if found in violation of above certification.

1.15. 100% Compliance

100% Surveillance

SS

Upon COR receipt of the “No HAZMAT Usage” certification, the requirements of this section no longer apply.

The Contractor shall not transport, ship or use any chemical, material or substance used in the performance of this PWS on Tinker AFB before written approval is provided by 72 ABW/CEIE, Natural Infrastructure Management (Environmental Compliance). The Contractor shall submit to the COR, ten (10) calendar days after contract award date all Safety Data Sheets (SDSs) and a completed OC-ALC Form 152, SDS Information Sheet. The Contractor shall receive approval from the COR prior to shipping any chemical, material or substance to Tinker AFB. A copy of the manufacturer SDS shall accompany the shipment. Contractor shall comply with the effective dates for SDS requirements IAW the Occupational Safety and Health Administrations (OSHA) Hazardous Communication Standard, Title 29, Code of Federal Regulation (CFR) Part 1910.1200. The Contractor shall ensure containers of hazardous chemicals are labeled with the following information, prior to shipping to Tinker AFB IAW OSHA Hazardous Communication Standard, Title 29, CFR Part 1910.1200 (2012):

1.16.

1.16.1

100% Compliance

Performance Threshold

Method of Surveillance product identifier; signal word; hazard statement(s);

precautionary statement(s); pictogram(s); and name, address and telephone number of the chemical manufacturer, importer, or other responsible party. The COR will forward all SDS submittals to 72 ABW/CEIE for approval. A current manufacturer SDS shall be submitted to the COR if the Contractor changes manufacturer or vendor for any chemicals that were prior approved. The Contractor shall maintain copies of manufacturer SDSs for all chemicals and SDSs shall be readily accessible at all times by Contractor personnel as well as government employees.

SS

If no HAZWASTE will be generated during performance of this contract, the contractor shall certify “NO Hazardous Waste Generation” in writing on company letterhead. This certification shall be provided to the COR within ten (10) days after award. Upon COR receipt of the “No Hazardous Waste Generation” certification, the requirements of this section no longer apply. Appropriate penalties for the contractor, or administrative and disciplinary action for the later shall be assessed if found in violation of above certification.

The Contractor shall dispose of contaminated solid waste, spent or processed chemical solutions, used rags and hazardous waste in government furnished waste containers located in the shop or area the work is being performed. The Contractor shall notify the COR if the required waste containers are not available on site.

1.17.

100% Surveillance

SS

Any discharges into Tinker’s industrial waste treatment plant (IWTP) or sanitary sewer shall be approved and done IAW Tinker Industrial Waste Water Discharge Permit as instructed by 72 ABW/CEIE, Natural Infrastructure Management (Environmental Compliance). Notice of intent documentation shall be provided to the COR within ten (10) days after award.

The COR will submit the required notice of intent documentation to the UEC for 72 ABW/CEIE approval.

The Contractor shall not discharge into IWTP and sanitary sewer prior to approval issued by 72 ABW/CEIE. The Contractor shall maintain records of written approval issued by 72 ABW/CEIE for discharges into IWTP and sanitary sewer.

1.18. 100% Compliance

100% Surveillance

SS

For discharges outside of Tinker AFB, the Contractor shall ensure waste water discharges, that may contain pollutants resulting from any contracted service, go to a state or federal permitted treatment facility such as a municipal Publicly Owned Treatment Works (POTW).

The Contractor shall provide a letter ten (10) calendar days after contract award date to the COR from the POTW that states the POTW is permitted for all pollutants that the Contractor may discharge during the contracted service.

1.19. 100% Compliance

100% Surveillance

SS

Upon occurrence of any spill that could enter the storm system or cause any harmful environment effects, the 1.20. 100%

Compliance

Performance Threshold

Method of Surveillance

Contractor shall immediately call 911 to report the incident. When possible, the Contractor shall use a base telephone to receive help from Tinker AFB 911. If using a cell phone, the Contractor shall request Tinker AFB 911. The Contractor shall immediately report all environmental violations to the COR and UEC. The Contractor shall provide five (5) copies of a typed or written report about the incident within four (4) clock hours as follows:

SS

Upon COR receipt of the “No Hazardous Waste Generation” certification, the requirements of this section no longer apply.

Contractor personnel performing duties in the service of this PWS shall have training that acquaints the person with the details of Resource Conservation Recovery Act (RCRA) regulations in 40 CFR 260 through 279; applicable State Laws and regulations;

DoD, Air Force and local requirements. This training can be obtained through creditable training institutions or companies. All training shall be approved by 72 ABW/CEIE, Natural Infrastructure Management (Environmental Compliance). RCRA training is available at http://www.natlenvtrainers.com/RCRA-hazardous-waste.htm;

http://www.skillsoft.com/catalog/detail.asp?CourseCod e=esh_sah_a34_sh_enus000000 and http://www.lion.com/Storing-Hazardous-Waste-for-LQGs at the Contractor’s expense. Prior to obtaining training, the Contractor shall provide the name of the training institution or company and course description to the COR for approval within ten (10) calendar days after contract award date. Once written approval is received from the COR, the Contractor shall provide the environmental training certificates for employees performing duties in the service of this PWS to the COR, within thirty (30) calendar days after contract award date. In addition to the required environmental training, Contractors shall be compliant with Tinker AFB procedures per TAFBI 32-7004, “Hazardous Waste Management”.

1.21.

1.21.1

100% Compliance

100% Surveillance

SS

Contractor personnel who work in or travel though areas near operational and production aircraft, engines, munitions, missiles, drones, space systems, support equipment, Aerospace Ground Equipment (AGE), trainers, and the Contactor personnel operating vehicles and equipment on flight lines, runways, taxiways, parking ramps, and in aircraft hangers and maintenance areas are required to receive the FOD/DOP training and to comply with AFI 36-2650, AFMC Supplement 1, paragraph 9.2., and A4.4.4.

(Initial)/A4.4.5. (Refresher). The Contractor and Contractor personnel shall acknowledge the FOD/DOP training either by viewing the Digital Versatile Disc

1.24. 100% Compliance

100% Surveillance http://www.skillsoft.com/catalog/detail.asp?CourseCode=esh_sah_a34_sh_enus000000 http://www.skillsoft.com/catalog/detail.asp?CourseCode=esh_sah_a34_sh_enus000000

Performance Threshold

Method of Surveillance

(DVD) provided by the COR or the You Tube site, http://www.youtube.com/watch?v=tYcbodjFPnM.

SS

While performing contract services in or around Maintenance Production Shops, which includes ramp areas, the Contractor shall comply with AFI 21- 101_AFMC Supplement 1, 21-101, Chapter 10 (all paragraphs) and OC-ALCI 21-112, paragraph 14.1.

and 14.5.3. The Contractor shall provide the completed MXRIWRS Form 032 prior to performing work in the OC-ALC industrial areas. The MXRIWRS Form 032 is available from the COR. The Contractor shall provide a Contractor Tool Listing, MXRIWRS Form 032, to the COR within twentyfour (24) hours after PM and/or RM actions. 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. The Contractor personnel shall immediately notify the COR of any tools that are missing or lost from the work area or container (e.g. tool or job box or tool bag). The COR will report any missing Contractor’s tools which have not been located within one (1) hour after notification to the appropriate Government personnel. The Contractor shall obtain the Form 32 from the COR. The CM shall ensure each employee on the job site receives a briefing from the COR about Housekeeping, FOD/DOP, and Tool Control prior to starting work in OC-ALC Industrial Areas.

1.25. 100% Compliance

100% Surveillance

SS

The Contractor shall contact the COR seven (7) business days before arriving on Tinker AFB in order to make arrangements for Visitors Passes. The COR will assign a sponsor for the Contractor from within the organization. The Contractor and the sponsor shall arrange to meet at Pass and Registration, Building 6611 at the Tinker Gate which is South of I-40 off of Air Depot. The Contractor shall provide two (2) forms of identification, one of which shall be a picture ID, to the 72 SFS. The 72 SFS will provide an AF Form 75, Visitors Pass, which will be valid for up to fifty-nine (59) calendar days.

1.27. 100% Compliance

100% Surveillance

SS

While performing work under this contract on a Government installation, the Contractor shall comply with federal, state and local regulations, and AFI 91- 203, “Air Force Consolidated Occupational Safety Instruction”, as established by this contract. The Contractor shall notify the CO, COR, and Government Contract Administrator (CA) within one (1) business day of any injuries that occur to contractor personnel while they are on the installation. The Contractor shall notify the CO, COR, and Government CA within one (1) business day of damage to Government property or equipment during the execution of the contract.

1.29. 100% Compliance

100% Surveillance

SS

The Contractor shall report ALL contractor labor hours, to include sub-contractor labor hours, required for the performance of the services provided under this contract via the Contractor Manpower Reporting

1.31.

1.31.1

100% Compliance

100% http://www.youtube.com/watch?v=tYcbodjFPnM

Performance Threshold

Method of Surveillance

Application (eCMRA), which is the Department of Defense’s secure data collection site for manpower.

The Contractor is required to completely fill in all required data fields at the Department of the Air Force’s eCMRA website, which is found at https://afcmra.dmdc.osd.mil.

The Contractor shall report all labor hours executed during the Period of Performance (PoP) for each Government Fiscal Year (FY) which runs from 1 October through 30 September the following year.

Although the labor hours executed may be completed any time during the FY, all data shall be completed no later than (NLT) 31 October of each calendar year.

Contractors may direct questions to the CMR help desk email at dod.ecmra-af-support-desk@mail.mil.

SS

The Contractor shall contact the COR prior to work being performed in order to accomplish the required training or to verify the required training as listed below has been completed:

Contractor Required Courses FOD and DOP Awareness Training Course Initial AFMC FOD and DOP Awareness Training Refresher Initial Fire Safety and Prevention Training Refresher Fire Safety and Prevention Training, Co

(CBT)

OC-ALC Environmental Accountability/Solid Waste Tr OC-ALC Human Factors Training, CBT Environmental Management Systems (EMS) - Genera Lockout/Tagout Initial and Refresher Course for Affec

1.32.1 100%

2.1. Definitions of Surveillance

2.1.1. SS-100% Surveillance. Means what the title implies—inspecting every requirement stated in the contract every time it occurs.

2.1.2. SS -Customer Complaint (CC). Any customer that observes unacceptable services, either incomplete or not performed, for any of the performance objectives may generate a Customer Complaint. The CC form is a means of the customer identifying service problems.

2.2. Surveillance Procedures

2.2.1. The government Contracting Officer Representative (COR) 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 COR will notify the contractor and the contracting officer 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 of the time allowed for correction when the deficiency is reported to the Contractor.

2.2.1.1. The COR will inspect and verify contractor services at the completion of each contract payment period. The COR will verify services actually received under this contract via a letter to the Contracting Officer (email is acceptable).

2.2.2. Customer Complaint (CC) Procedures. The COR will furnish written instructions to organization receiving the contractor’s service at the beginning of contract award.

The COR 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 COR assigned to the contract. The record will be returned to the

COR.

2.2.2.1. Customer Complaint (CC) Validation. Any customer that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COR. A meeting with the Contractor will follow to address the complaints and review the proper procedures within the PWS. If a deficiency is observed, AF customer compliant records or a Customer Complaint Record, should be annotated and forwarded to the COR on the day of the incident’s occurrence.

2.3 Initial Contract Performance Review

The initial evaluation of contractor performance is a joint determination by the multi-functional team that 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 (prior incumbent), or for contractors that have otherwise demonstrated full compliance with contract start-up. Separate initial contract performance reviews are not required when they would duplicate existing reviews.

Scheduling. The review shall take place within 30 days after the contractor assumes full performance responsibility (i.e. after completion of transition/mobilization).

Reports. For acquisitions greater than or equal to $100 Million, results of the initial performance review shall be reported to the SDO. The report shall include an assessment of schedule, management, technical, and cost performance. Negative variations in cost, schedule, staffing, and performance shall be reported with an assessment of the root causes and corrective action plan. Significant modifications to the contract made since contract award shall be included in the initial performance report as special interest items.

Contract Performance Assessment Values.

Green--No issues.

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

Red--Issue(s) with inadequate or no contractor mitigation or corrective action plan.

Any “red” assessment shall include the government proposed actions for the failing contractor.