QASP_for_FY13_MM_PBL.pdf

PR FD2060-12-30506 Material Management for Competition Contract

Quality Assurance Surveillance Plan (QASP)

I. Performance Management

a. Objective: The objective of this effort is for parts management infrastructure and delivery of parts to the field to support the Tunner System Sustainment Availability (TSSA) requirement. The Contractor shall provide a field cadre of technical personnel to support the user in the field. Tunners will be located worldwide and subject to deployments and relocations.

b. Results: Successfully meeting the TSSA requirements. The Multi Functional Team (MFT) will consider this effort a success when the Contractor meets or exceeds the objectives and thresholds of the Services Summary of the Performance-Based Work Statement (PWS) and the requirements of the contract.

c. Duties and Responsibilities of Multi-Functional Team (MFT) members.

General:

1) Fostering partnerships with industry to ensure exchanges of information among the service industry and other business experts occur. Ensuring the key stakeholders participate in developing, implementing, and executing the acquisition strategy.

2) Providing support to senior leadership as required (i.e., performance metrics, data, briefings). Making sure that correspondence and presentations are accurate, timely and of high quality. Also, provides reports that provide early warnings of significant variances in cost, schedule, or performance to senior leadership.

3) Researching the commercial market to ensure the multi-functional team is using the most efficient and effective assessment methods, techniques, and best commercial practices in performance of the contract.

4) Developing, implementing, and executing a performance-based acquisition strategy, to include performance metrics that supports a higher level of contractor performance, fosters synergistic partnerships, accommodates changing or unforeseen mission needs and leverages commercial best practices. Ensuring the acquisition strategy aligns mission performance needs with performance-based work statements and acquisition approaches designed to deliver the designed mission support results.

5) Managing risk to ensure mission performance is within cost and schedule constraints.

6) Developing, implementing, and executing a source selection, if applicable, that provides an integrated assessment of the offeror’s proposal and ensures a best value source selection based on the requirements of the Request for Proposal.

7) Planning, programming, and budgeting adequate funds to ensure the execution is within the approved funding baseline.

8) Developing, implementing, and managing milestones to ensure the acquisition supports mission requirements within the approved funding baseline.

9) Completing and reporting annual performance reviews.

10) Identifying opportunities to improve performance throughout the life of the acquisition.

This includes benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the Performance Plan to implement initiatives, and monitoring the success of implementation.

11) Assessing and managing contractor performance data, to include submitting Contractor Performance Assessment Reporting System (CPAR) reports.

12) Developing, implementing, and executing performance measurement and management in accordance with the Quality Assurance Surveillance Plan.

13) Ensuring the requiring office and contractor understand the unique programs impacting an acquisition, e.g., Air Force Hazardous Materials Management Process (HMMP), safety, security, environmental, etc.

Specific:

Quality Assurance Program Coordinator (QAPC): Assists the MFT in developing clearly stated and enforceable contract requirements, objectives, thresholds, and surveillance methods. Conducts audits of Contracting Officer Representative (COR) documentation and contract surveillance folder. Ensures Functional Commander/Functional Director (FC/FD), COR supervisor and CORs are trained.

Procuring Contracting Officer (PCO): The individual authorized to enter into contracts for supplies and services by obligating the government. Responsible for the overall acquisition process and provides acquisition support to the MFT. Develops and awards a contract based on the MFT requirements and acquisition strategy. Monitors government/contractor communications to assure adherence to contract scope and takes action necessary to enforce contractual requirements. Conducts Contract Specific training for all CORs.

Contracting Officer Representative (COR) (Primary and Alt COR): Assists in the development of the Services Summary and QASP. Conducts surveillance and documents contractor performance in accordance with the PWS and QASP. Identifies opportunities to improve performance throughout the life of the acquisition. This includes benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the QASP to implement initiatives and monitoring the success of implementation.

Develops, implements, and executes performance measurement and management in accordance with the QASP. Maintains QA assessment documentation in a surveillance folder.

Engineer: Develops and approves technical requirements. As the technical authority, provides a completed AFMC Form 807, recommended Quality Assurance Provisions and Special Inspection Requirements. Requests, reviews, and approves Engineering Change Proposals. Provides engineering support and coordination. The engineer shall collect market research data inputs from acquisition team members as appropriate and documents the investigation results and findings. Provides the market research report to the PMS for inclusion in the PR package. Reviews technical information for Performance-Based Work Statement (PWS). Also, provides pertinent technical inputs that must be considered in the follow-on contract. Prepares technical deliverables from Contract Data Requirements List (CDRLs) and forwards to team members.

Contractor: Complies with contract requirements. Identifies problems to the Contracting Officer or MFT and works with MFT to resolve issues. Will provide government with requested data and deliverables from which the contractor will be measured. If the contractor receives a CAR, they will provide a corrective plan of action within ten working days. If the MFT (Equipment Specialist/Engineer) requests support in the resolution of deficiency reports on any of the items produced by the contractor under this contract, the contractor shall aid the government in analysis of the failure.

Designated Official (DO): The individual authorized IAW the FY02 National Defense Authorization Act (NDAA), Section 2330(a)(2)(A) to exercise responsibility for the management and oversight of the acquisition of services. These responsibilities include certifying services and acquisitions are performance-based; approving, in advance, any acquisition that is not performance-based, and approving the acquisition of service procured through the use of a contract or task order being awarded by an agency other than DoD. He or she is also responsible for performing 30 day and annual contract reviews IAW AFI 63- 101, Chapter 4.

Functional Commander/Functional Director (FC/FD): The individual who determines whether or not the services requirement is mission essential in accordance with DoDI 1100.22, Policy and Procedures for Determining Workforce Mix, 12 Apr 10. A military member is called a Functional Commander and their civilian counterpart is called a Functional Director.

COR Supervisor: He or she appoints the Contracting Officer Representative, in writing, and reviews contractor performance documentation to ensure contractor compliance based on request of the PCO.

d. Management Strategy: The Tunner/Halvorsen Program Office (T/HPO) will conduct quarterly MFT meetings to discuss contractor performance. The MFT will utilize both positive and negative incentives to ensure contractor compliance of the services requested in this PWS and contract. Positive incentives may include recognition letters, decrease of threshold surveillance, and award of follow-on contract options for acceptable performance.

If the contractor fails to meet the services requested in the PWS, contract negative incentives will be used to correct the contractor’s performance. Possible negative incentives may include increased MFT meetings, increased surveillance and not award follow-on contract options. For continued non-performance by the contractor the COR will request that the PCO invoke the Inspection of Services clause of the contract. Possible remedies may include, re-performance at no additional cost to the Government, reducing the amount of the invoice relative to the degree of service not rendered, charge the cost the Government incurred because of non-performance, and the termination of the contract for default.

e. Metrics: The Tunner MFT will review monthly reports and assess compliance per the Services Summary in the Performance-based Work Statement (PWS). The MFT will determine if the TSSA for the system is adequate, and technical field support is responsive.

The Government program engineers and the Contractor engineers will review the data collected by the Contractor and Government (OLVIMS) and calculate TSSA. TSSA is the level 3 PBL requirement. Level 3 PBL is system availability performance, and consists of many lower-level parameters; this allows the Contractor flexibility when making adjustments to the TSSA outcome.

1) Initial contract performance review: The initial evaluation of contractor performance is a joint determination by the MFT 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.

a) Scheduling: The initial performance review criteria shall be included in the Quality Assurance Surveillance Plan and the review shall take place within 30 days after the contractor assumes full performance responsibilities.

b) Reports: For acquisitions greater than or equal to $100M, results of the initial performance review shall be reported by plain text email or other expedient means to the AFPEO/CM. Negative variations in cost, schedule, staffing, and/or performance shall be reported with an assessment of the root causes and corrective action plan. Special interest items to be included in the initial performance report are significant modifications to the contract made since contract award.

Assessment Values:

Green -- no issues Yellow – Issue(s) but contactor has adequate mitigation or corrective action plan in place Red – Issue(s) with inadequate or no contractor’s mitigation or corrective action plan. Any “red” assessment shall include the government proposed actions with respect to the failing contractor.

2) Annual execution reviews: The annual execution review shall, at a minimum, assess progress against required performance metrics and review the summary of evaluations from the Contractor Performance Assessment Reporting System (CPARS). They should be reviewed and updated periodically throughout the year to ensure a smooth response effort to the annual suspense in Nov/Dec of each year.

f. Contractor Performance Assessment Reporting System (CPARS): The Federal Acquisition Regulation (FAR) requires Past Performances Information (PPI) be collected in accordance with (FAR Part 42). CPARS generated PPI is one of the tools used to communicate contractor strengths and weaknesses to Source Selection Officials and Contracting Officers (COs). The MFT will use past performance information from the CPARS system throughout the life of the contract. The Program Manager will assess the contractor’s performance using the current Air Force CPARS Guide. The Program Manager may use contractor performance indicators (For Example: Information contained in Monthly Reports, Program Management Reviews, Award Fee Determination, e-mails and other written records) maintained in the contract file or COR surveillance folder in paper or electronic format.

g. Green Procurement Program (GPP): GPP is a mandatory federal acquisition program that focuses on the purchase and use of environmentally preferable products and services.

The prime contractor is responsible for ensuring that all subcontractors comply with this requirement.

II. Assessment Management

a. Services summary chart with method of surveillance.

Performance Objective

PWS Reference Performance Threshold

Method of Surveillance

Ensures Tunner system meets the Tunner System Sustainment Availability (TSSA) requirement

4.1.3.1 Not Less Than (NLT)

72%; see Contract Attachment 1 of contract for determination of

TSSA

The Contractor- T/HPO team determines TSSA quarterly using data collected and determination method provided in attach 26 of contract. 100% Quarterly TSSA review by the Tunner lead engineer.

Provides timely Technical Field Support Response to calls during normal duty hours

4.3.2 Not More Than

(NMT) 2 hrs, 75% of time (by next business day for other 25%)

100% quarterly Review of the Call Center Reports by the logistician.

Provides timely Technical Field Support Response to calls during non-duty hrs

4.3.2 NMT 3 hrs, 75% of

time (by next business day for other 25%)

100% quarterly Review of the Call Center Reports by the logistician.

b. Minimum Surveillance Folder Components:

TAB A: Contract Documents and all modifications

Copy of the Performance-Based Work Statement Quality Assurance Surveillance Plan CDRLs

TAB B: Appointment and Training COR Training Certification COR Contract Specific Checklist FC/FD Training Certificate COR Supervisor Training Certificate Appointment Letters:

Request for COR Support COR Nomination COR Designation Memorandum Termination of COR Designation Memorandum, as applicable

TAB C: Inspection and Surveillance Official Inspection Documents-

Performance Assessment Report (PAR) Corrective Action Report (CAR) Customer Complaint Report (CCR)

TAB D: Performance Documentation

Performance Documentation-metrics Contractor reports COR Supervisor Annual Review Documentation DO 30 day and Annual Review Documentation

TAB E: Other Documentation

MFT Meeting Documentation Miscellaneous correspondence, etc

TAB F: Contractor Plans

Quality Control Plans Safety Plans COR Transition Plan

c. Plan or process for Corrective Action: The COR will document all surveillance performed IAW the QASP Services Summary Chart with Method of Surveillance. Both positive and negative results will be documented on a Performance Assessment Report (PAR). A Corrective Action Report (CAR) will be written for continual non-performance by the contractor. The COR may write a CAR at any time based on the severity of the deficiency, but it will be automatic under the following conditions:

Objective: 2 consecutive Negative PARs will equal a CAR

CARS are initiated by the COR and forwarded through the QAPC to the PCO to the Contractor. The contractor will provide a detailed Corrective Action Plan and return it to the COR through the PCO and QAPC. The COR will either accept the plan or reject it. If it is accepted then it is forwarded to the PCO through the QAPC to be closed out. A copy of the closed action will be provided to the contractor. If the plan is rejected it will be forwarded to the contractor through the QAPC to the PCO to the contractor. At this time the COR may request the PCO to invoke the Inspection of Services Clause of the contract.

d. Method of Acceptance of Services: Requests for acceptance of Services and payment will be made via Wide Area Work Flow (WAWF).

Signature Page: By signing this Performance Plan you are hereby agreeing to abide by the roles and responsibilities assigned in this Plan and to the strategies and processes listed herein.

Title/Office Name Signature/Date

QAPC Sherrl Coonfield

11/7/2011

X

FD2060-12-30506

PCO/WR-ALC/GRVDA Deborah Simmons ______________

Primary COR/Lead Log/GRVDA Kenneth Crovo ______________

Alternate COR/Lead Eng/GRVDA Scott Holmes ______________

Program Manager/GRVDA Lea Baker ______________

Tunner Log Mgr (A&AS Contractor) Jeff Robertson ______________

Tunner Advisor (A&AS Contractor) Sammy Saliba ______________

CLS Contractor TBD ______________

Digitally signed by SIMMONS.DEBORAH.A.1229962597 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=SIMMONS.DEBORAH.A.1229962597 Date: 2011.11.08 14:35:42 -05'00'

SALIBA.SAMMY

.T.1071302446

Digitally signed by

SALIBA.SAMMY.T.1071302446

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=CONTRACTOR, cn=SALIBA.SAMMY.T.1071302446 Date: 2011.11.10 10:24:19 -05'00'

HOLMES.MARSH

ALL.S.12622535

Digitally signed by HOLMES.MARSHALL.S.1262253569 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=HOLMES.MARSHALL.S.1262253569 Date: 2011.11.10 10:28:00 -05'00'

Lea.Baker Digitally signed by Lea.Baker DN: cn=Lea.Baker Date: 2011.11.10 10:40:12 -05'00'

ROBERTSON.JEFFE

RY.A.1118611302

Digitally signed by

ROBERTSON.JEFFERY.A.1118611302

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=CONTRACTOR, cn=ROBERTSON.JEFFERY.A.1118611302 Date: 2011.11.14 12:24:21 -05'00'

CROVO.KENNETH.

L.II.1047208803

Digitally signed by

CROVO.KENNETH.L.II.1047208803

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=CROVO.KENNETH.L.II.1047208803 Date: 2011.11.15 07:26:03 -05'00'