Attachment_2__-_QASP.pdf

QUALITY ASSURANCE SURVEILANCE PLAN (QASP)

FOR

VERTICAL STACKERS, LIFTS, AND CAROUSELS

PREVENTATIVE MAINTENANCE (PM) AND REMEDIAL

MAINTENANCE (RM) ANNUAL

FOR 76 MULTI-GROUP

25 October 2017

OC-ALC/OBCA

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 performance of the Annual Preventative Maintenance (PM) and Remedial Maintenance (RM) Support Services for AMXG’s, CMXG’s, MXSG’s, and PMXG’s Remstar, Kardex, Megastar, and Shuttle XP vertical stackers, vertical carousels, and vertical lifts and that a service 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 1

Preventive Maintenance (PM): The objective of PM is to protect the equipment capability and investment by removing causes of failure, performing routine maintenance and providing adjustment to compensate for normal wear before failure occurs. The Contractor shall perform all PM’s IAW the OEM specifications. The Contractor shall perform two (2) PM’s per year on each item listed in Appendices A-1, A-2, A-3, and A-4. The Contractor shall provide a copy of the PM schedule to the Contracting Officer Representative (COR) within ten (10) 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 2

Remedial Maintenance (RM): RM is defined as unscheduled work requirements which are not otherwise defined in this PWS. RM includes the evaluation, troubleshooting and diagnosis of equipment to isolate the source of a malfunction.

1.3 100% Compliance

100% Surveillance

SS 3

Malfunction and Notification Process: 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 technician shall arrive on site at the equipment location within two (2) business days or if overseas five (5) business days.

1.4 1.4.1

100% Compliance

100% Surveillance

Performance Threshold

Method of Surveillance

SS 4

Equipment Evaluations: The Contractor shall provide a written Estimate Repair Report to the COR by fax or email no later than (NLT) one (1) business day after the completion of the inspection.

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

1.5 1.5.1

100% Compliance

100% Surveillance

SS 5

Authorizations for Repair Actions: 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 two (2) business days 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

Performance Threshold

Method of Surveillance

SS 6

Service Report: 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 two (2) business days of receipt. The Contractor shall provide, by fax or email, the final service report within five (5) business days to the COR. As a minimum, the final service report shall contain the following information:

• name of the company

• requested service date

• contract number

• equipment ID#

• description of services provided

• additional services recommended (if any)

• printed name and signature of technician who performed the services

• printed name and signature of on-site

Government SME or COR

• start and completion dates

• complete breakdown of the labor cost

(hours and rate)

• materials and parts used

• details of any other charges

• printed name and signature stating only new parts and materials were used

• written verification statement that a performance check to verify operational condition was performed and that the equipment is in working order.

1.8 100% Compliance

100% Surveillance

SS 7

Special Qualifications: The Contractor shall provide personnel with the following special qualifications:

An OEM Certified Technician shall be provided by the Contractor. The Contractor shall provide certification of training for all repairmen/technicians who may perform the PM and RM. This certification of training shall be for Remstar, Kardex, Megastar and Shuttle XP equipment and shall be provided at the time of proposal.

1.18 1.18.1

100% Compliance

Performance Threshold

Method of Surveillance

SS 8

Contractor Personnel: 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 ten (10) business days after the contract award date. The 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.

The Contractor and Contractor personnel shall be required to identify themselves as contractor personnel by introducing themselves or being introduced as Contractor personnel. The Contractor personnel shall also display distinguishing badges or other visible identification for meetings with Government personnel or while performing work for the OC-ALC on Tinker AFB.

The Contractor and Contractor personnel shall identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

1.19 1.19.1

100% Compliance

Performance Threshold

Method of Surveillance

SS 9

Listing of Contractor Employees: 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. Within ten (10) business days, the Contractor shall also provide an updated listing of personnel to the COR when employees affecting the work of this contract change status or position.

The Contractor shall not employ persons on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and/or general well-being, or operational mission of the installation and its population. The Contractor shall not employ any person who is an employee of the United States (US) Government if the employment of the person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force (AF), either military or civilian, unless such person seeks and receives approval according to the DoD 5500.7-R Joint Ethics Regulations (JER). In addition, the Contractor shall not employ any person who is an employee of the Department of the AF if such employment would be contrary to the policies contained in Air Force Instruction (AFI) 64-106, Air Force Industrial Labor Relations Activities. The Contractor shall be prohibited from employing off-duty CORs who are providing surveillance on any contracts/sub-contracts awarded to the Contractor.

All contract personnel, depending on particular condition, occasion, or place or job assignment shall be required to wear professional and suitable attire. All Contractor personnel shall conduct themselves in a professional and courteous manner. The selection, assignment, reassignment, transfer, supervision, management, and control of contractor personnel in performance of this PWS shall be the responsibility and prerogative of the Contractor; however, the Contractor shall comply with the requirements set forth in this PWS and Tinker AFB regulations concerning the conduct of employees as referenced herein. The Contractor shall employ and maintain a technically trained and experienced work force.

1.20 1.20.1

100% Compliance

Performance Threshold

Method of Surveillance

SS

Hazardous Material (HAZMAT): 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” by official correspondence. This certification shall be provided to the COR within ten

(10) 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.

The Contractor shall not store chemicals or hazardous material (HAZMAT) on Tinker AFB.

Contractors shall be compliant with HAZMAT management procedures per Oklahoma City Air Logistics Complex (OC-ALC) Supplement to AFI 32-7086, “Hazardous Materials Management”. The Contractor shall maintain a log of all HAZMAT that is used on base. This usage log shall be provided to the COR monthly, the last business day of each month, or when the required work is completed.

The COR will forward the records to the Unit Environmental Coordinator (UEC) no later than the fourth (4th) day of the following month or the first (1st) subsequent business day.

1.22 1.22.1

100% Compliance

Performance Threshold

Method of Surveillance

SS

Safety Data Sheet (SDS) and Labeling: 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): 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.

1.23 1.23.1

100% Compliance

Performance Threshold

Method of Surveillance

SS

Hazardous Waste: If no HAZWASTE will be generated during performance of this contract, the contractor shall certify “NO Hazardous Waste Generation” by official correspondence. 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.

1.24 1.24.1

100% Compliance

100% Surveillance

SS

Discharges: 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.

1.25 100% Compliance

100% Surveillance

SS

Off-Site Discharges: 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 official correspondence 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.

1.26 100% Compliance

Performance Threshold

Method of Surveillance

SS

Spills: Upon occurrence of any spill that could enter the storm system or cause any harmful environment effects, the 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:

One (1) copy to CO, two (2) copies to the COR, a copy for UEC and one (1) copy for record. The format of the report shall be left up to the Contractor, but the report shall contain the following information:

1.) Name and contact number of person reporting the spill 2.) Date and time of incident 3.) Location and source of spill 4.) Substance or pollutant spilled 5.) Amount spilled and rate of discharge 6.) Any damages or injuries involved 7.) Extent of area impacted 8.) Potential hazards 9.) Actions taken 10.) Organizations contacted 11.) Remarks Section - that addresses the cause of the spill (e.g. human error, equipment, etc.) and whether 911 was called and which agencies responded.

1.27 1.27.1

100% Compliance

Performance Threshold

Method of Surveillance

SS

Environmental Training: 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?Course Code=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 TAFB HWMP, “Hazardous Waste Management”.

1.28 1.28.1

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

SS

Tool Control and Accountability: 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 five (5) business days after (insert type of action, i.e. PM, RM, etc.) 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.

1.32 100% Compliance

100% Surveillance

SS

Visitors Pass: 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 thirty

(30) calendar days.

1.34 100% Compliance

Performance Threshold

Method of Surveillance

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 Course Number

FOD and DOP Awareness Training Course Initial

CHPMAS0000400SU

AFMC FOD and DOP Awareness Training Refresher

CHPMAS0001301CB

Initial Fire Safety and Prevention Training

CTESAF0000100SU

Refresher Fire Safety and Prevention Training, Computer Based Training (CBT)

CTEMAS0002900CB

OC-ALC

Environmental Accountability/Solid Waste Training, CBT

MTEMAS9713800BR

OC-ALC Human Factors Training, CBT

MTEPDV9775100BR

Environmental Management Systems (EMS) - General Awareness Training

MTEENV9733070BR

Lockout/Tagout Initial and Refresher Course for Affected Personnel, CBT

CTEMAS0003001CB

Hazardous Waste Management Practices

MTEENV0000100SU

Hazardous Waste Management Practices - Annual Refresher

MTEENV0000200SU

Hazardous Chemicals, Handling and Storage

MTESAF0008400SU

Compliance

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 (at or above SAT)

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.