Quality_Assurance_Surveillance_Plan_Final_1.pdf

Quality Assurance Surveillance Plan (QASP)

For the F-16 Avionics Intermediate Shop (AIS)

Product Support Integration (PSI) Program

Vision:

This QASP is to identify the methods and procedures the Government will use to ensure it receives the services to be put under contract as identified in the Performance Work Statement

(PWS) for the F-16 Avionics Intermediate shop (AIS) Product Support Integration (PSI)

Program. This plan is established to evaluate contract requirements and contractor’s action during the life of the contract and is designed to provide an effective method of measuring the quality and improvement of the sustaining engineering and integration effort.

Award of requirement will result in a 5 year, firm fixed price, contract for the F-16 Avionics

Intermediate shop (AIS) Product Support Integration (PSI) Program.

Purpose:

This Quality Assurance Surveillance Plan 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 to identify and define:

What will be monitored

How monitoring will take place

Who will 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.

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 services called for in the contract or order. This acceptance is to be executed by the Contracting Officer or a duly authorized representative.

Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

Program/Project Manager (PM) – The PM provides primary program oversight, nominates the

COR, ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities. While the PM may serve as a direct conduit to provide government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the Government’s behalf.

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 also ensure that the Contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the Contractor’s performance.

Contracting Officer’s Representative (COR) The COR is responsible for providing continuous technical oversight of the Contractor’s performance. The COR uses the QASP as a guide to the oversight/surveillance process. The COR shall keep a Quality Assurance file in the Contracting

Officer’s Online Tracking Tool (CORTT) 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. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Contract Surveillance:

The goal of the QASP is to ensure that Contractor performance is effectively monitored and documented. The COR’s contribution includes providing professional, non-adversarial relationships with the CO 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.

Combatting Trafficking in Persons:

IAW DFARS PGI 222.17, the COR shall pursue, as appropriate, the following methods of monitoring the Contractor’s performance regarding trafficking in persons such that non-compliances with FAR clause 52.222-50 are brought to the immediate attention of the

Contracting Officer:

Keep the lines of communication open with the Contractor. At the Post-Award conference, remind the Contractor of his contractual responsibilities to notify the

Government if the Contractor receives notification of any alleged violations to this policy or if actions have been taken against the Contractor employees, subcontractors or subcontractor employees pursuant to the clause.

When appropriate, encourage contractor to complete Human Trafficking

Awareness Training.

Encourage the Contractor to take steps to investigate and eliminate slavery and human trafficking in their supply chains and to publish information for consumer awareness.

Periodically access the Department of State’s Trafficking in Person (TIP) website for updates and to view the latest reports. http://www.state.gov/g/tip

Surveillance Matrix:

The Surveillance Matrix (Appendix A) 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

Government performs surveillance, using this QASP, to determine the quality of the Contractor’s performance as it relates to the performance element standards. The Performance Work

Statement (PWS) should be used to form the foundation of the COR’s inspection checklist.

Performance Rating Definitions:

In evaluating the quality of the 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’s benefit. 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

Corrective Action Report (CAR):

The CAR is the official report to describe the deficiency, impact and resolution. The COR will forward CO for review. CARs will be corrected within the timeframe specified by the CO and will depend on the complexity of the deficiency. The Contractor will report on the status of the

CAR on a monthly basis until the CAR has been closed. The COR will keep an electronic copy of the file in the Contracting Officer Representative Tracking Tool (CORTT) on a monthly basis until the CAR has been closed. See Appendix 2 for a template.

Performance Assessment Report:

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

COR will forward the PAR to the CO 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. See Appendix 3 for template.

Customer Complaint Form:

The Customer Complaint Form is the official form to document complaints, validation and corrective action taken by the Contractor. 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. Any Complaint forms received will be stored in the

CORTT. See Appendix 4 for template.

Contract Performance Assessment Report (CPARS):

At the completion of each period of performance, a Contract Performance Assessment Report

(CPAR) may be submitted. A CPAR includes six evaluation areas to rate the Contractor's performance. More detailed information can be located under the “Guidance” tab on the CPARS log in page: CPARS

Quality: Assess the achieved product performance relative to performance parameters required by the contract/order.

Schedule: Assess the timeliness of the Contractor against the completion of the contract, task orders, milestones, delivery schedules, and administrative requirements (e.g., efforts that contribute to or affect the schedule variance).

Cost Control: (Not required for Fixed Price type contracts/orders). Assess the

Contractor’s effectiveness in forecasting, managing, and controlling contract/order cost.

Management: Assess the integration and coordination of all activity needed to execute the contract/order, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the Contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts.

Utilization of Small Business: Assess compliance with all terms and conditions in the contract/order relating to Small Business participation (including FAR 52.219-8, Utilization of Small Businesses and FAR 52.219-9, Small Business Subcontracting Plan

(when required)).

Regulatory Compliance: Assess compliance with all terms and conditions in the contract/order relating to applicable regulations and codes.

https://www.cpars.gov/

Appendix 1 - Surveillance Matrix

SDS Para. Performance Objectives

PWS

Para.

Threshold

2.3.1 Provide single-point solution for system requirements

4.2.1.1

Performance acceptable when performance objectives of task orders are met

2.3.2 Provide on-site technical support at Hill

AFB

4.2.2

Process requests within two weeks of requiring activity submittal

2.2.3 Provide Item Unique Identification support 4.2.3

Compiled data submitted 100% complete NLT 15 days after marking effort requirement date

2.3.4 Provide Diminishing Manufacturing Sources and Material Shortages analyses

4.2.4

Analyses submitted 100% complete NLT 15 days after requirement date

2.3.5 Provide Product Support Integration and logistics support services

4.2.5

Logistics data submitted 100% complete NLT 15 days after requirement date

2.3.6 Perform TPS software development or re-host

4.2.6

Software submitted 100% complete NLT 5 days after shipment of ITA(s) and ancillary equipment

2.3.7 Perform systems integration sustaining engineering activities

4.2.7

Performance acceptable when performance objectives of task orders are met

2.3.8 Perform Automatic Test Equipment component sustainment integration activities

4.2.8

Products submitted 100% complete NLT 35 days after DD Form 250 acceptance or receipt of shipping instructions, whichever is later

2.3.9 Perform SERD Product Support Integration activities

4.2.9 Products submitted 100% complete NLT

SDS Para. Performance Objectives

PWS

Para.

Threshold

35 days after DD Form 250 acceptance or receipt of shipping instructions, whichever is later

2.3.10 Perform general Support Equipment and Prime Mission Equipment systems integration activities

4.2.10

Performance acceptable when performance objectives of task orders are met

2.3.11 Provide data from vendor SE and aircraft configuration databases

4.2.1.6, 4.2.9

Data submitted 100% complete NLT 15 days after requirement date

2.3.12 Provide data deliverables 4.1.1

Data submitted 100% complete and on time as identified on applicalbe DD Form

Appendix 2 – CAR

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. QUALITY ASSURANCE PERSONNEL (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

Appendix 3 – PAR

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)

6. CONTRACTOR REPRESENTATIVE REMARKS

Appendix 4 - Customer Complaint Form

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