AFTF QASP 11 Aug 11.docx

Quality Assurance Surveillance Plan for

AIRCRAFT FIRE TRAINING FACILITY (AFTF) SERVICE CONTRACT

775 CES/CEF

11 Aug 2011

THIS DOCUMENT IS USED FOR SURVEILLANCE BY THE QUALITY ASSURANCE PERSONNEL (QAP)

TABLE OF CONTENTS

SECTION A – PURPOSE Page 4

SECTION B - ROLES AND RESPONSIBILITIES Page 5

SECTION C – PROCEDURES Page 6

SECTION D - METHODS OF SURVEILLANCE Page 7

SECTION E - UNACCEPTABLE PERFORMANCE Page 8

SECTION F - CERTIFICATION OF SERVICES Page 9

SECTION G – SURVEILLANCE GUIDES Page 10-23

SECTION H - CONTRACTORS QUALITY AND SAFETY PLAN Page 24

SECTION I – CUSTOMER COMPLAINT PROCEDURES Page 25-26

SECTION A

PURPOSE

This Performance Plan (PP) has been developed to evaluate contractor actions while implementing the Performance Work Statement. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Summary (SS) in the maintenance contract.

The PP provides a systematic method to evaluate the services the contractor is required to furnish.

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.

In this contract the quality control program is the driver for product quality. The contractor is required to 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 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.

SECTION B

ROLES AND RESPONSIBILITIES

INSTALLATION COMMANDERS; shall implement the requirements of AFI 63-124 at their installations.

CHIEF OF AF CONTRACTING: shall establish and maintain a Quality Assurance Program to implement and oversee. Appoint training for the Quality Assurance Personnel (QAP) and periodic briefings to commanders and FD/FCs on the Performance Plan (PP) and specific service contracts. Advise and assist commanders and FD/FCs in related service contract matters.

FUNCTIONAL DIRECTORS/COMMANDERS (FD/FC); shall prepare PWS’s and PP’s and obtain contracting officer coordination on the final product. Nominate qualified individuals as QAP’s. Ensure QAP’s maintain proficiency and evaluate the QAP’s job performance not less than annually. Ensure all personnel within the functional area who may have contract with contractor employees are aware of the contractual working relationship and the necessity to avoid any conduct that may constitute a real or perceived conflict of interest.

CONTRACTING OFFICERS (CO); shall advise and assist functional area personnel and QAP’s. Inform the contractor of the duties and limitations of the QAP. Review and coordinate with the FD/FC and QAP the contractor’s quality control plan and notify the contractor of acceptability and deficiencies in the plan. Periodically assess the QAP’s performance and advise the FD/FC of any problems.

QAP; shall maintain technical competency in the functional area surveyed. Obtain proficiency in surveillance procedures. Perform surveillance according to the PP and provide documentation of surveillance observations to the CO. Certify acceptance of services and calculate unacceptable service prescribed by the CO. Help in preparing PWS and PP’s.

QUALITY ASSURANCE PROGRAM COORDINATOR; is the coordinator for the FD/FCs and provides training for the FD/FCs and Quality Assurance Personnel.

CONTRACTOR; shall be responsible to comply with all the terms and provisions of the contract.

SECTION C

PROCEDURES

1. QUALITY ASSURANCE PERSONNEL (QAP) SCHEDULE

The QAP will develop a monthly surveillance schedule, based on this surveillance plan’s requirements. The schedule must be completed no later than 7 calendar days before the beginning of the period it covers. The QAP must give one copy of the surveillance schedule to the Contracting Officer before the start of the surveillance period. The FD/FC must either be given a copy for review or must review the original and return it to the QAP not later than the last day of the month preceding the month scheduled.

Changes to the monthly surveillance schedule will be posted weekly and copies sent to the Contracting Officer and FD/FC. Documentation of the reason for the change will be included.

2. ACTUAL SURVEILLANCE

Customer complaints shall be verified by the QAP as valid, or invalid in accordance with the PWS.

Periodic inspections that occur will be evaluated in accordance with the checklist contained in this document, and by the constraints of the PWS.

100% inspections that occur will be evaluated in accordance with the checklists contained in this document, and by the constraints of the PWS.

SECTION D

METHODS OF SURVEILLANCE

ONE-HUNDRED PERCENT INSPECTION:

When this type of surveillance is used the QAP must inspect and evaluate the contractor’s performance each time it is performed. The result of the contractor's overall performance is then evaluated to determine acceptability of the lot.

CUSTOMER COMPLAINT:

The QAP will receive and investigate complaints. The QAP shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases or disagreement with the QAP and the Contractor. Validated customer complaints shall be re-performed after notification by the CO or QAP.

Exceeding the performance threshold for performance objective in any one month period may result in a warning or letter of concern from the CO.

Exceeding the performance threshold for performance objectives for any two, or more consecutive or non-consecutive months during a contract period may constitute an immediate Progress Meeting with the Multi-Functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance.

The QAP is the point of contact and must collect all customer complaints. All complaints and any resulting resolution of such complaints must be documented. Customer complaints become a permanent part of the QAP surveillance records.

PERIODIC SURVEILLANCE:

This method requires the QAP to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic validation will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the CO or QAP.

Exceeding the performance threshold for any performance objective may result in a warning or letter of concern from the CO.

Exceeding the performance threshold of these performance objectives for any two, or more consecutive or non-consecutive months during a contract period may constitute an immediate Progress Meeting with the Multi-Functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance.

SECTION E

UNACCEPTABLE PERFORMANCE

When performance is deemed unacceptable, the QAP must inform the contractor’s on-site representative that performance is unacceptable and why, and request his or her initials and date on the surveillance record. By initialing and dating the record, the contractor’s on-site representative is acknowledging that he or she has been told of the unacceptable performance. He or she is not necessarily agreeing that the performance is unacceptable. If the contractor wants to dispute the results of the surveillance, the QAP must refer them to the CO for resolution of the matter.

If, at any time during the surveillance period, the results of surveillance show that the number of unacceptable observations during the period exceeds the performance threshold, and the QAP determines that it is not government caused, the QAP notifies the CO in writing. The CO evaluates the comments and contacts the contractor. The CO and Contractor will evaluate the situation and negotiate some means of compensation for unacceptable performance. The authority used is the Inspection of Services clause.

SECTION F

CERTIFICATION OF SERVICES

The QAP is required to accept contractor services and determine payments due. At the completion of each contract payment period, the QAP must certify the services actually received under the contract. A contractor’s invoice may be used to certify services.

REVISIONS TO PERFORMANCE PLAN:

Revisions to this surveillance plan are the joint responsibility of the FD/FC, the Administrative CO, and the QA Program Coordinator. A copy of the revised PP will be distributed to anyone who has a copy of the original PP.

SECTION G

SURVEILLANCE GUIDES

SURVEILLANCE GUIDE FOR SDS # 1

1. Method of Surveillance: Winterize and 1st Quarterly System Safety Inspection and Operational Checks

a. Performance is acceptable when the contractors work is be performed In Accordance With (IAW) the PWS, Technical Order (TO) 35E1-2-13-1 developed by the Air Force Civil Engineering Support.

b. Performance is unacceptable when the contractors has not followed (TO) 35E1-2-13-1 and the report is not timely and 95% accurate.

2. Performance Threshold: The following performance thresholds will be used by the QAP during periodic checks to evaluate the contractor’s performance.

3. INSPECTION PROCEDURES:

All work shall be performed In Accordance With (IAW) the PWS, Technical Order (TO) 35E1-2-13-1 developed by the Air Force Civil Engineering Support.

Winterization and 1st quarterly inspection shall be accomplished during the month of September and coordinated with the Quality Assurance Personnel (QAP) prior to work being started. Shall be IAW 35E1-2-13-1, WP005 002, WP 006 00 in its entirety, and WP 004 00 paragraphs 6 and 7 to include requirements listed in PWS paragraph 1.2.2. and in addition not limited to the following:

• Service all igniters and verify proper operation

• Winterize each igniter by cleaning with compressed air and applying nonfreezing liquid to dissipate any moisture that may be collected by the igniter throughout the winter.

• Cover and seal each individual igniter.

• Verify that rectifier for cathodic protection system is operational.

• Lubricate and service all switches, cabinet hinges, latches, etc.

• Verify that the water conservation pond pump has a minimum of three feet of water for cover or remove from pond and store as directed by owner.

• Disconnect water cooling pump in burn pit and store if applicable

• Remove all sprinkler heads and flush sprinkler system

• Employ compressed air into the water system and blow out all waterlines to keep from freezing for the winter.

• Operate and service all valves for the water system

• Draining the Burn Pit to an absolute minimum and install a temporary sump pump if practicable to prevent freezing of electric, propane and nitrogen systems

• Verify that all automatic pumping systems are functional for winter

• Check all burner locations for performance and emergency shutdown

• Exercise thermal cycles on the propane system and perform soap test at all propane connections

• Purge propane system from the tank to each individual burn unit.

• Introduce compressed air into the propane system and remove all water from propane lines and co-ax valves

• Perform maintenance per manufacturer’s recommendations on all propane valves and equipment.

• Pressurize Nitrogen System and perform leak test of all Nitrogen connections

• Drain Nitrogen Accumulator Tank

• Service all Nitrogen Pilot Valves

• Make any minor repairs necessary. Labor is inclusive. Parts and/or materials to be supplied by others.

PERIODIC CHECKLIST

SDS # 1

Date: _________________ Time: ______________

QAP: ___________________________________

Container # Facility # Container Location:

Is the aircraft fire training facility fully winterized with all electrical, water and propane systems shutdown and locked out and inspected IAW TO 35E1-2-13-1? YES/NO

Comments:

SURVEILLANCE GUIDE FOR SDS # 2

1. Method of Surveillance: De-Winterize and 2nd Quarterly System Safety Inspection and Operational Checks

a. Performance is acceptable when the contractors work is be performed In Accordance With (IAW) the PWS, Technical Order (TO) 35E1-2-13-1 developed by the Air Force Civil Engineering Support.

b. Performance is unacceptable when the contractors has not followed (TO) 35E1-2-13-1 and the report is not timely and 95% accurate.

2. Performance Threshold: The following performance thresholds will be used by the QAP during periodic checks to evaluate the contractor’s performance.

All work shall be performed In Accordance With (IAW) the PWS, Technical Order (TO) 35E1-2-13-1 developed by the Air Force Civil Engineering Support.

De-Winterization and 2nd quarterly inspection shall be accomplished during the month of April and coordinated with the QAP prior to work being started. Shall be IAW TO 35E1-2-13-1, Work Package (WP) 006 00 in its entirety and WP 004 00 paragraphs 6 and 7 to include but not limited to the following:

• Verify rectifier is in service for the cathodic protection service

• Lubricate all electrical panel hinges, switches, etc.

• De-winterize all igniters and assure good solid ignition.

• Check applicable pumps and/or lift stations to ensure they are fully operational.

• Check and verify all identification and warning labels are intact, clear and legible.

• Exercise the water system and adjust to assure that all functions are operating at the proper pressures

• Fill Burn pit to operating level and assure that igniter coolers are adjusted properly.

• Treat the water of the water conservation pond to help prevent algae growth.

• Verify that the mechanical emergency shutdown valves associated with filling the propane tank are functioning properly and serviced.

• Check propane tank float gauge is operational

• Check propane tank roto - gauge is operational

• Check propane tank pressure gauge is functioning.

• Operate the entire propane system assuring that all burners are functioning properly and that all emergency shutdown times are achieved.

• Perform thermal cycles on the propane system and perform leak test at all connections.

• Perform common maintenance on all propane parts and equipment as recommended by the manufacturer.

• Perform a pressure test on the Nitrogen System

• Service all Nitrogen Pilot valves.

• Shall make any burner adjustments, minor repairs, etc. as needed.

SDS # 2

Date: _________________ Time: ______________

Container # Facility # Container Location:

Is the aircraft fire training facility fully operational with all electrical, water and propane systems activated and inspected IAW TO 35E1-2-13-1? YES/NO

SURVEILLANCE GUIDE FOR SDS #3

1. Method of Surveillance: 3rd Quarterly System Safety Inspection and Operational Checks

a. Performance is acceptable when the contractors work is be performed In Accordance With (IAW) the PWS, Technical Order (TO) 35E1-2-13-1 developed by the Air Force Civil Engineering Support.

b. Performance is unacceptable when the contractors has not followed (TO) 35E1-2-13-1 and the report is not timely and 95% accurate.

2. Performance Threshold: The following performance thresholds will be used by the QAP during periodic checks to evaluate the contractor’s performance.

All work shall be performed In Accordance With (IAW) the PWS, Technical Order (TO) 35E1-2-13-1 developed by the Air Force Civil Engineering Support.

The 3rd quarterly system safety inspection and operational checks shall be accomplished during the month of July and coordinated with the QAP prior to work being started. Shall be IAW TO 35E1-2-13-1, WP 006 00 in its entirety and WP 004 00 paragraphs 6 and 7 to include requirements listed in PWS paragraph 1.2.2. and in addition not limited to the following:

Inspection of burn areas and drain valves, exterior and interior burners and igniters. Inspection of mock up joint bolts and doors. Inspection of dual liner leak detection point, exterior lighting, propane system and emergency shutdown systems to ensure proper operations, etc.

Quarterly inspection check list WP 006 00 Table 1 shall be used for all inspections.

SDS #3

Date: _________________ Time: ______________

Container # Facility # Container Location:

Is the quarterly inspection completed IAW TO 35E1-2-13-1?

YES/NO

SURVEILLANCE GUIDE FOR SDS # 4

1. Method of Surveillance: Maintenance and Repair Reports

a. Performance is acceptable when the contractors prepare and submit written maintenance and repair reports within five business days of the previous month’s inspection.

b. Performance is unacceptable when the contractors report is not timely and 95% accurate.

2. Performance Threshold: The following performance thresholds will be used by the QAP during periodic checks to evaluate the contractor’s performance.

Contractor shall debrief the training chief or representative of the fire department of all work performed upon completion of task. Shall prepare and submit a written report within five business days of the previous month’s inspection. Report shall include maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the AFTF.

SDS # 4

Date: _________________ Time: ______________

Container # Facility # Container Location:

Are the maintenance and repair reports delivered in a timely manner and accurate ?

YES/NO

SECTION H

CONTRACTORS QUALITY AND SAFETY PLAN

In compliance with the FAR, the Contractor shall establish and maintain a Quality Control Plan to ensure the requirements of this contract are provided as specified. The contractor shall provide a Quality Control Plan describing the inspection system for the requested services listed in the PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The written Quality Control Plan will be required when proposals are submitted. The CO will notify the Contractor of acceptance or required modifications to the Plan. The Contractor shall make appropriate modifications (at no additional cost to the Government) and obtain acceptance of the plan by the CO before the start of the performance period. The plan shall be updated as changes occur and shall be submitted for review and acceptance by the government.

The Contractor shall adhere to all Government safety requirements. The Contractor shall not employ persons on this contract if such employee is identified to the Contractor by the CO as a potential threat to the health, safety, security and or general well being or operational mission of the installation and its population.

SECTION I

CUSTOMER COMPLAINT PROCEDURES

The customer must complete the section highlighted in yellow before sending to the Quality Assurance Personnel (QAP). The completed form may be emailed, faxed, or hand carried to the QAP.

The QAP will receive complaints from base personnel and pass them to the contractor’s quality control inspector (QCI) for correction. Any base employee who observes unacceptable services, either incomplete or not performed should immediately contact the QAP, who will ensure the customer has a customer complaint form and the form is filled out correctly. The QAP will consider the customer complaint valid upon receipt from the customer. The QAP will inform the customer of the approximate time the defect(s) will be corrected and advise the customer to contact the QAP if not corrected. The QAP will consider customer complaints as resolved unless notified otherwise by the customer. The QAP shall verbally notify the QCI to pick up the written customer complaint. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the QAP. The QAP will conduct an investigation to determine the validity of the complaint. If the QAP determines the complaint as invalid, he/she will document the written complaint of the finding and notify the customer. If the complaint is valid the contractor must re-perform the unsatisfactory service. If the defect is recurring it will be reported to the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1997). The evaluator will retain the annotated copy of the written complaint for his/her files.

image1.emf

Microsoft_Office_Excel_97-2003_Worksheet1.xls Sheet1

Customer Complaint Form

Time: Date:

Name: Facility Number:

Phone number(s):

Location of refuse or recycling container(s):

Complaint:

Time: Date: QAP initals:

QAP Comments:

Time: Date: Contractor's initals:

Contractor Comments:

QAP Signature & Date Contractor Signature & Date

Return completed form to the Refuse and Recycling QAP

Sheet2

Sheet3