QASP_-_FINAL_-__-_11-12-2013.pdf

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Quality Assurance Surveillance Plan

(QASP)

Program Title: Repair/Modernization of AN/ALQ-131 Power Supplies

Purchase Request #: FD2060-13-01328

Date: 30 Oct 13; QASP Revision 0

I. Performance

a. Objective: Obtain repair/modernization of AN/ALQ-131 Electronic Countermeasure (ECM) Pod Power Supplies.

b. Results: The Multi-Functional Team (MFT) expects timely delivery of quality products, timely and accurate data deliverables, as well as free flowing communication from the contractor pertaining to any production problems, delivery schedule problems, and/or mishap notifications. Ultimately, the purpose of this contract is to provide a continued flow of serviceable assets to the warfighter. The MFT will consider this contract a success if the objectives and thresholds identified in the Services Summary of the PWS and this document are met or exceeded.

c. General Team Duties and Responsibilities:

(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.

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(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 performance reviews as required.

(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 Quality Assurance Surveillance 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.

d. Specific Roles and Responsibilities of MFT members:

Functional Commander/Functional Director (FC/FD): Determines whether or not the services requirement is mission essential in accordance with DoDI 1100.22, Policy and Procedures for Determining Workforce Mix, and DFARS 237.76, Continuation of Essential Contractor Services.

Contracting Officer Representative (COR): Maintains a contract surveillance folder with evaluation documentation for assigned contract requirements; documents unacceptable contractor performance using the Performance Assessment Report (PAR) and forwards PARs to the Procuring Contracting Officer (PCO) for coordination; evaluates contractor performance to determine if all contract requirements are met; and collects metrics.

Program Manager (PM): Ensures key stakeholders participate in the development, implementation, and execution the acquisition strategy. The PM develops reports to provide early warnings of significant variances in cost, schedule, or performance to senior leadership when requested. Plans, programs, and budgets adequate funds to ensure the execution is within approved funding baseline. The PM provides initial input for the acquisition strategy and ensures that the users’ needs are being addressed.

If required, develops Justification and Approval (J&A) based on inputs from the team.

Quality Assurance Program Coordinator (QAPC): Acts as the liaison between the contracting and functional organizations. Supports the acquisition team in the development of contract quality assurance requirements specifically ensuring that requirements are clearly stated and enforceable.

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Contracting Officer (CO): Provides contracting support; the individual authorized to enter into contracts for supplies and services on behalf of the government and who is responsible for the overall acquisition process. The individual authorized to perform post award functions of the contract. This includes processing QA documentation to ensure the contractor takes corrective action when contract performance drops below established performance standards.

Contractor: Complies with the contract terms and conditions. Works with the MFT to resolve issues at the lowest possible level within scope of the contract.

Services Designated Official (SDO): 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.

Engineer (EN): Develops and approves technical requirements. Requests, reviews, and approves Engineering Change Proposals. Provides engineering support and coordination, collects market research data inputs from acquisition team members, as appropriate. Once completed by the MFT, provides the market research report to the PMS Seller for inclusion in the PR package. Provides pertinent technical inputs that must be considered in the follow-on contract. Prepares Contract Data Requirements List (CDRLs) with the DMO and forwards to team members for review. Provides input to the Justification & Approval letter.

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

Data Management Officer (DMO): Searches and collects appropriate Data Item Descriptions (DID) during acquisition strategy planning. Assists in preparation of Department of Defense (DD) Form 1423s, Contract Data Requirements Lists (CDRL) including revisions post contract award and ensure CDRL references match Performance-based Work Statement (PWS) paragraphs. Reviews, validates, and serves as the Approving Official (AO) for CDRLs if applicable. For organizations where the DMO is not the CDRL AO, the DMO will ensure the CDRL is signed by the appropriate AO.

Production Management Specialist (PMS): Provides funding documents and production management support. The PMS Seller collects inputs from MFT members.

With this data, the Seller develops cost estimates based on the inputs from MFT members, i.e., Best Estimated Quantity (BEQs), and prepares the Purchase Request (PR) package. The PMS Seller is the focal point for the management of the deliverables of assigned contract and contract line items.

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Equipment Specialist (ES): 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. The ES provides D043 data information. The ES reviews technical information for Performance-Based Work Statement (PWS) and manages the Product Quality Deficiency Reporting (PQDR) system for the engineering service.

e. Management Strategy: The MFT will convene quarterly to discuss the contractor’s performance. Meeting minutes will be recorded and kept in the COR folder. Topics of discussion will include the delivery schedule, quality issues, status of data deliverables, and any communication, or lack thereof, from the contractor. Impromptu meetings will be held on an as-needed basis.

Positive Incentives: The contractor will benefit from the incentives inherent to a firm-fixed pricing strategy. They will be incentivized to complete timely and quality repairs required to receive the commensurate payment. They will also be incentivized to improve their production processes in order to decrease costs while still receiving the negotiated firm-fixed price. Additionally, the MFT may recognize performance which meets or exceeds the performance thresholds with positive Performance Assessment Report(s), and/or positive Contractor Performance Assessment Report(s).

Negative Incentives: If performance does not meet performance thresholds, the MFT may utilize Corrective Action Report(s), negative Performance Assessment Report(s), and/or negative Contractor Performance Assessment Report(s). The Government may also exercise its rights under the Inspection of Services-Fixed Price clause as described in FAR 52.246-4.

f. Metrics: Reports generated from the Commercial Asset Visibility Air Force (CAVAF) data system will be used to measure performance against the negotiated delivery schedule.

The Joint Deficiency Reporting System (JDRS) data system, in conjunction with the existing Air Force PQDR program, will be used to identify and monitor any PQDRs issued against items repaired on this contract. The respective POC for each data deliverables will monitor submission of the CDRL(s) for timeliness and quality.

g. Contract Reviews:

(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 cognizant PEO. 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.

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(c) 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 approved 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 each year.

h. Contractor Performance Assessment Reporting System (CPARS): The Federal Acquisition Regulation (FAR) requires that 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 (CO). The Multi-Functional Team (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 such as CAVAF reports, JDRS reports, and information contained in email correspondence which will be maintained in the contract file or COR surveillance folder in paper or electronic format.

i. Green Procurement Program (GPP): GPP is a mandatory federal government 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.

j. Safety:

Contractor Safety and Health Program. The Multi-Functional Team (MFT) will provide oversight for compliance of the contractor safety and health plan. The Contracting Officer’s Representative (COR) shall become familiar with the plans of the contractors they are assigned to and report all findings within the surveillance documentation on a regularly scheduled basis. In the event a mishap occurs, the contractor shall provide the Safety Office and contracting officer(s) (PCO/ACO) with all pertinent information. The COR will be ready to assist the safety investigation team, if necessary. The MFT will ensure that the Contract Safety Manager point of contact is known to them and contact this individual for questions regarding contractor safety issues. The MFT may also contact the government Safety Office at 478-926-6271 for any questions that arise in the administration of their contract.

j. Combating Trafficking in Persons: The COR will report any suspected Trafficking in Persons to their Procuring Contracting Officer IAW FAR 52.222-50. Training is available at http://ctip.defense.gov, and reporting requirements are available in the DoD COR Handbook.

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II. Assessment Management

a. Services Summary (SS) chart with method of surveillance:

Performance Objectives PWS Para. Performance Threshold Method of Surveillance

Deliver serviceable items 4.6.1

No more than two Product Quality Deficiency Reports (PQDR) will be allowed per ordering period.

COR will monitor the investigation of 100% of PQDRs submitted against this contract.

Results will be summarized in a quarterly PAR.

Deliver serviceable items in a timely manner

4.2.1

Should late delivery occur, the delivery may be no more than two weeks late and occur no more than five times per ordering period.

COR will perform quarterly inspection of CAVAF reports.

Report problems affecting delivery and/or potential delivery schedule slippage

4.2.2

Report to the PCO as soon as possible. Mitigating actions or activities shall be reported within two additional business days.

COR will perform quarterly inspection of CAVAF reports.

Timely response to SURGE and/or MICAP requirements

4.2.3

Once notified of a SURGE and/or MICAP requirement by the MFT, the contractor shall provide a delivery schedule within three business days to the MFT.

COR will perform quarterly inspection of CAVAF reports.

Deliver data deliverables in a timely manner

4.1.7 Late not more than two weeks, no more than two times per ordering period.

COR will collect information from cognizant POCs for each data deliverable and the results will be summarized in a quarterly PAR.

Provide timely and accurate reporting in

CAVAF

3.3.1 3.3.2

All CAVAF transactions shall be accomplished daily or as transactions occur basis. The following metrics will be monitored:

- GFM In- Transit

- Repairable GFM

Accountability

- Assets Not on Contract

COR will monitor CAVAF transactions and the results will be addressed in the quarterly PAR.

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b. Surveillance Folder: Minimum Surveillance Folder components

TAB Minimum Required Documentation

TAB A:

Applicable Copies of Contract Documents Conformed contract*, PWS, QASP, CDRLs, DD254(s), and the FC/FD written decision on mission essential requirements or signed QASP IAW this template.

* A conformed contract is the copy of the contract that incorporates all contract changes made from the basic contract award through the last contract modification into one document.

TAB B:

COR Training/Designation and COR Leader Training

(1) Reference memo to the CORT Tool for the following documentation: COR

“QAPC-led” training documentation, COR “Contract Specific” training, COR nomination memo, COR designation memo, and termination of COR designation memo (if applicable).

(2) Concise memo verifying all cognizant COR leaders (i.e., COR Supervisor and FC/FD) are trained. Robins PEO & Supply Chain Management COR Leader training is centrally tracked on the Quality Assurance SharePoint site.

TAB C:

Applicable performance documentation Applicable government and/or contractor-generated performance documentation (e.g., status reports, applicable CDRL deliverables, CAVAF, DCMA reports, etc.)

TAB D:

Inspection and Surveillance Official contract quality assurance inspection documents (e.g., Performance Assessment Report (PAR); Corrective Action Report (CAR); Customer Complaint Record (CCR), SDO’s Initial Contract Performance Review (a.k.a. 30-Day SDO review), annual SDO review, and the annual COR Supervisor Surveillance Folder Review Checklist) NOTE: see AFMC MP5337 to identify the cognizant SDO. SDO delegations are posted under the Contract Quality Assurance Resources section of the QA SharePoint site.

TAB E:

Other Documentation Payment document or payment memo (e.g., WAWF or alternate approved payment method--see contract terms); MFT meeting documentation (minutes and/or charts);

miscellaneous correspondence; and COR Transition Checklist (when applicable).

TAB F:

Applicable Contractor Plans e.g., Quality Control Plan; Health and Safety Plan; etc.

c. Plan or process for Corrective Action: The COR will document all surveillance on a Performance Assessment Report. Repeated negative Performance Assessment Reports (PAR) will cause the COR to provide a Corrective Action Report (CAR) to the Procurement Contract Officer (PCO). A Control Number will be obtained from the QAPC prior to sending to the PCO. Upon receipt of a CAR, the contractor shall submit a plan of action to correct the performance issue within 10 business days. Notification of the closed CAR will be sent to the QAPC.

d. Method of Acceptance of Services: DCMA will be responsible for accepting repair invoices received via Wide Area Work Flow (WAWF). The COR will be responsible for accepting all CDRL invoices via WAWF. WAWF information is available at https://wawf.eb.mil.

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III. SIGNATURE PAGE: This is a customer-focused team instituted under the authority of the Air Force Executive Leadership. The team is composed of stakeholders in the acquisition and is responsible for the acquisition throughout the life of the requirement. By signing below, you are appointed to the MFT for this acquisition and accept the above responsibilities.

By signing below, you are validating the decision documented in the PWS regarding whether or not essential services will continue during crisis.

Margaret F. Padgett

408 SCMS/CL, (478)926-3979

Functional Director

Lauren Mancilla

408 SCMS/GULA, (478)926-7235

Primary COR

Darin M. Crowley

408 SCMS/GULA, (478)222-4571

Program Manager

FD2060-13-01328

QAPC, AFSC/PZCA, wralc.qap.pws.pp@robins.af.mil The QAPC signature above acknowledges the support provided to the multi-functional team in the development of contract quality assurance requirements.

Shannon F. Gonzalez Procuring Contracting Officer

AFSC/PZABB, (478)926-2802

The PCO signature above acknowledges that requirements in this quality assurance surveillance plan are clearly stated and enforceable.

Contractor

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1005207408C Typewritten Text Lenora Pinkett

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1005207408C Typewritten Text 478-926-7140

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