Analytical_Instruments_QASP_2016.pdf

Quality Assurance Surveillance Plan (QASP)

ANALYTICAL INSTRUMENTS MAINTENANCE

FA8224-****

1 August 2016

1. Vision Service, repair, maintain and calibrate all of the analytical instruments.

2. Mission In support of 309th Maintenance Support Group (MXSG) at Hill AFB, the contractor shall maintain numerous analytical instruments in building 100. The services shall consist maintenance, repair, support, calibration, and telephone support. The contractor shall provide management, tools, supplies, equipment, and labor necessary to service, repair, maintain and calibrate all of the analytical instruments listed, as identified in the PWS.

3. Purpose This Quality Assurance Surveillance Plan (QASP) is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract.

The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

What will be monitored

How monitoring will take place

Who will be conduct the monitoring

How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the government’s responsibility to be objective, fair, and consistent in evaluating contractor performance.

The QASP is not part of the contract nor is it intended to duplicate the contractor’s quality control plan.

This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

4. Authority Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

5. Roles and Responsibilities The following personnel shall oversee and coordinate surveillance activities.

Contracting Officer (CO): The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United

States in the contractual relationship. The CO shall determine the final assessment of the contractor’s performance.

Assigned CO: Rick Porter

Organization or Agency: OL_H/PZIMB

Telephone: (801) 775-3551

Email: rick.porter.1@us.af.mil

Contracting Officer’s Representative (COR): The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance.

Assigned COR: Julie Beausoleil

Organization or Agency: OO-ALC/OBC

Telephone: (801) 777-2039

Email: julie.beausoleil@us.af.mil

Contracting Officer’s Representatives Supervisor: Assigns CORs in writing, reviews COR documentation on a regular basis, evaluates performance of COR duties as part of performance assessment throughout the period of the contract.

COR Supervisor: Robert Whetstone

Organization or Agency: OO-ALC/OBC

Telephone: (801) 777-7274

Email: robert.whetstone@us.af.mil

Acquisition Management Support Specialist (AMSS): Serves as the primary 309th Maintenance

Support Group customer representative familiar with the service requirements. Reviews contractor performance prior to execution of options. Periodically reviews contract specifications to determine if contract as written meets mission objectives. Documents past performance for input to the Contractor

Performance Assessment Reporting System (CPARS). Leads multi-functional team contract management reviews.

Assigned AMSS: Cindy Aguillard

Organization or Agency: OO-ALC/OBC

Telephone: (801) 775-5860

Email: cynthia.arguillard@us.af.mil

Gov. Tech. Rep: Mitchel Smolcha

Organization or Agency: 809 MXSS

Telephone: (801) 586-4543

Email: mitchel.smolcha@us.af.mil

Quality Assurance Program Coordinator (QAPC): The QAPC is appointed to integrate the quality contract requirements into the quality assurance program, act as the liaison between the contracting and functional organizations, and provide training and record keeping IAW MP 5346.103, ensure consistent mailto:kevin.durst@us.af.mil guidance is given to customers by QAPC and other functional areas, train CORs and COR management

(e.g. COR Supervisor, Functional Commanders/Directors (FC/FD) on the contracting requirements associated with the quality assurance program, assist, as required, with the evaluation of contractor

Quality Control Plans and maintain a record of all COR and COR management training, including refresher training regardless of provider (e.g., QAPC, contracting officer, contract specialist, contract administrator, Defense Acquisition University, or commercial training provider).

Assigned QAPC: Michael Oaks

Organization or Agency: OO-ALC/OBC

Telephone: 801-586-1322

Email: michael.oaks@us.af.mil

Contractor Representatives: The following employees of the contractor serve as the contractor’s

Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Contractor:

Contractor Representatives:

Telephone:

Email:

6. Performance Requirements and Method of Surveillance

6.1. Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented.

The COR’s contribution is their professional, non-adversarial relationships with the CO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance.

Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract. Multi-functional

Team Meetings – The Multi-functional team will manage the contract throughout the life of the contract.

This team will form a partnership between the government and the contractor to ensure the best possible service is provided for the life of the contract. All performance assessment data will be reviewed at these meetings. If performance improvement is necessary, a plan of action will be created.

6.2. Surveillance Matrix

The Surveillance Matrix is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The Services Summary should be used to form the foundation of the

COR’s inspection checklist.

6.3. Performance Rating Definitions

In evaluating the quality of contractor’s performance, the following performance ratings may be used.

Performance

Rating

Criteria

Excellent /

Outstanding

Performance meets contractual requirements and exceeds many to the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

7. Performance Reporting

7.1 Performance Assessment Report (PAR)

The PAR will be used to report ALL minor discrepancies. PARs will be generated by the COR. The

COR will forward the PAR to the AMSS and CQAE (wing-wide only) for approval/ comment. The

PARs will be forwarded by the AMSS to the contractor’s representative for corrective action.

Contractors will be given 10 days to correct PARs unless they have requested an extension. If three minor discrepancies are found, combine them and process a CAR.

7.2 Customer Complaint Form

The COR must furnish instructions to the customer receiving the contractor’s service. The customer must retain supporting evidence of complaint or feedback. After the COR validates feedback or complaint demonstrating contractor noncompliance, the COR processes a Performance Assessment

Report (PAR) or Corrective Action Report (CAR) to the CO. ALL Customer Complaint forms WILL be validated by the COR prior to notifying the contractor.

7.3 Corrective Action Report (CAR)

CARs will be forwarded to the Chief COR (CCOR) for review and validation; after which the CCOR will forward the CAR to the CO for action. A copy will be provided to the Contractor’s representative by the CO. CARs will be corrected within 30 days depending on the complexity of the finding, the

Contractor may be allowed up to six months (maximum) correcting a CAR at the descression of the CO.

The COR will ask the status of the CAR from the CO on a monthly basis. The COR will keep an electronic log of all CARs and will keep a hard copy of CARs in the contract oversight file, and will be placed in the CORTT as historical documentation of the contractor’s performance.

7.4 Surveillance Matrix (SERVICE SUMMARY (SS))

SS# &

PWS Para.

Performance

Objective /

Elements

Standards / AQL Inspection Calculation /

Ratings What How/ Method When/ Freq

SS# 1

Para. 2.1.1

General

Repairs

Contractor shall be on-site of

Government notification and respond to an unlimited number of service calls and provide telephone support.

Within 48 hours of

Government notification (24 hours preferred)

Verify contractor is on-site when notified

COR will verify with

FE that contractor arrived on-site in appropriate time

M1

Periodic

As notifications are made

Performance is acceptable when the contractor is on-site within

48 hours of notification

90% of the time

SS# 2

Para. 2.1.2

General

Repairs

Contractor shall perform one (1) on-site Preventive

Maintenance

Performed each year, where applicable, during the Period of Performance (POP), IAW

OEM requirements, and approved by the 809 MXSS

Facility Engineer (FE)

Verify contractor performed PM, each year, that

PM meet OEM requirements and FE approved PM

COR will verify with the FE each month that those instruments that required PM received PM and met criteria of PWS.

M1 / M3

Periodic

Each month acceptable when the contractor performs

Preventive

Maintenance yearly, IAW

QEM

requirement and approved by the

FE 95% of the time

SS# 3

Para. 2.2

Special

Requireme nts

The contractor must provide documentation to the COR showing service technicians have experience/training and certification

Within 30 calendar days of contract award

Verify contractor employees are trained and certified to repair/service

Agilent Gas

Chromatograph s/Mass

Spectrometer systems, Thermo/Dione x Ion

Chromatograph y systems and

Perkin Elmer

Inductively

Coupled

Plasma systems

COR will verify that contractor provided proof of training and certification

M2

Report

Within 30 calendar days of contract award.

Performance is acceptable when the contractor provided proof of training and certification within the 30 calendar days of contract award

SS# 4

Para. 6.2.4

Safety

The contractor shall provide a Safety

Plan to the COR

(CDRL A001).

Within 15 calendar days after contract award

COR will verify that contractor provided

Safety Plan

COR will verify the contractor provided the Safety Plan

Within 15 after contract award

Performance is acceptable when the contractor provides the

Safety Plan within 15 calendar days after contract award

SS# 5

Para. 6.8.1

Quality

Control

The contractor shall provide a complete

Quality Control

Program (QCP) to the COR NLT 30 calendar days post contract award.

(CDRL A002).

By NLT 30 calendar days post contract award date

COR will verify that contractor provided

Quality

Control Plan

COR will verify that contractor provided

Quality Control Plan

By NLT 30 post contract award date

Performance is acceptable when the contractor provides the

Quality Control

Plan by NLT

30 calendar days post contract award date

7.4.1 Non-Service Summary Items: Inspection required as designated by the task order

(Applicable to all other requirements in the PWS not included in the Services Summary)

Inspection Methodologies:

M1: Periodic:

Periodic surveillance/inspection is the type of surveillance that is based upon selecting samples for evaluation on other than 100% inspection or on a statistically random basis. Periodic surveillance can be accomplished, weekly, monthly or quarterly using a checklist method.

M2: Inspection of Reports:

All reports shall be reviewed upon receipt. The reviewer will report any flaws in the document and categorize the flaws (Editorial, Format, and/or Substance).

M3: Technical Inspection:

Surveillance/inspection is the type of surveillance that will be performed as specified on the project schedule by actually looking at the work being done.

M4: Non-Service Summary:

All Non-SS items will be done on a random basis. A 1/12 sampling of all Non-SS items shall be inspected IAW 309 PMAP instructions, to ensure that all items are inspected during the year.

8. Trafficking in Persons

IAW PGI 22.1703(4) (states the QASP should describe how the COR will monitor the contractors performance regarding compliance with FAR 52.222-50, Combat trafficking in persons.)

8.1. The Contractor shall comply with FAR 52.222-50, Combating Trafficking in Persons. Additional information about Trafficking in Persons can be found at the site for the Department of State’s Office to

Monitor and Combat Trafficking in Persons below. http://www.state.gov/j/tip

8.1.2. In accordance with the Defense Contingency COR Handbook section on Combating Trafficking in Persons, the COR must inform the PCO if the Contractor/subcontractor and/or

Contractor/subcontractor personnel fail to comply with the requirements of FAR 52.222.50. The PCO must convey the information to DoD Combat Trafficking in Persons (CTIP) Law Enforcement and

Support / Office of Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense

Human Resources Activity (DHRA).

Non-SS

# & para.

Performance

Objective /

Elements

Standards /

AQL

Inspection Calculation /

Ratings What How/ Method When/ Freq

Non–SS # 1

Para. 5.7

Manpower

Reporting

The contractor shall report ALL contractor labor hours required for performance of services provided under this contract.

The contractor is required to completely fill in all required data fields at http://www.ecmra

.mil.

Contractor shall enter labor hours/cost in

CMRA

COR will check in http://www.ecmra.mil after 31 Oct annually to verify contractor input information

M4

Annually

31 Oct Each year acceptable when contractor inputs their information by

31 October of each year http://www.ecmra.mil/ http://www.ecmra.mil/ http://www.ecmra.mil/

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. Contracting Officer Representative (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK ORDER NUMBER 2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF DEFICIENCY BOX WAS

CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF

COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS