Quality_Assurance_Surveillance_Plan.pdf

Quality Assurance Surveillance Plan (QASP)

Program Title: ALQ-172 LRU-8 Redesign

Purchase Request #: FD2060-14-00896

Date: 31 Mar 14

1. Performance Management

1.1. Objective(s): To provide engineering services to develop a form, fit, function, and interface replacement for the ALQ-172 LRU-8. This requirement is being performed at the Line Replaceable Unit (LRU) level under National Stock Number (NSN) 5985-01-290- 2072EW, Part Number (P/N) 2624708G006. Contractor shall submit all required technical documentation and successfully demonstrate the new design.

1.2. Result(s): Through this contracting effort, the Multi-Functional Team (MFT) is striving to achieve the successful development of a form, fit, and function replacement for the ALQ-172 LRU-8. Successful development includes the submission of all required test requirement documents, accurate technical monthly status addressing schedule and cost status, submission of technical data package and test procedures and reports, and submission of technical order red-line updates. The MFT will consider this effort a success if the contractor meets or exceeds the objectives and thresholds established by the MFT in the Services Summary.

1.3. General Team Duties and Responsibilities:

1.3.1. Fostering partnerships with industry to ensure cooperation and exchange of information occur.

1.3.2. Conducting market research to identify commercial products and services which already exist, product developments, technological advancements, suppliers’ capabilities, new vendors, and commercial best practices. Providing findings to the person(s) responsible for preparing the market research report.

1.3.3. Identifying Government requirements and ensuring the acquisition is linked to the United States Air Force (USAF) mission.

1.3.4. Ensuring the acquisition uses Performance-Based Service(s) Acquisition (PBSA) methods. Developing, implementing and executing an acquisition strategy including methods to evaluate Contractor performance and incentives to encourage the highest level of Contractor performance.

1.3.5. Planning, programming, and budgeting adequate funds to ensure the acquisition is executed within approved funding.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 1

1.3.6. Developing, implementing and executing evaluation criteria that provides a thorough assessment of the proposal(s) of the offeror(s) and the best value for the Government.

1.3.7. Completing and reporting required performance reviews. Such reviews include the Initial Contract Performance Review (30-Day Review), Annual Execution Reviews (AERs), Annual Health of Services reviews, and any other reviews required by the cognizant Services Designated Official (SDO) to proactively report significant variances in quality of services, cost and/or schedule to government management throughout the contract/order Period of Performance (PoP).

1.3.8. Developing, implementing, and executing Contractor performance measurement and management in accordance with the Quality Assurance Surveillance Plan (QASP).

1.3.9. Developing, implementing and managing milestones to ensure the contractor is on schedule for meeting government requirements within the contract/order period of performance.

1.3.10. Conducting surveillance of contractor performance to ensure government requirements including quality of services, cost and/or schedule are met. Providing results of surveillance to the Contracting Officer’s Representative(s) (COR) for input into the Performance Assessment Report (PAR) and, if applicable, the Contractor Performance Assessment Reporting System (CPARS).

1.3.11. Identifying opportunities to improve Contractor performance throughout the life of the contract/order including benchmarking against industry. Promoting initiatives to improve contractor performance, assessing the risks associated with initiatives, using the QASP to implement initiatives, and monitoring the success of implementation.

1.3.12. Ensuring customer needs are met.

1.4. Specific Roles and Responsibilities of MFT Members: Table 1 describes specific MFT roles and responsibilities for this acquisition.

MFT Role Responsibility

Functional Commander/Functional Director (FC/FD)

The Functional Commander or civilian equivalent will determine if services are mission-essential and will continue in the event of a crisis in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) clause 252.237- 7023, Continuation of Essential Contractor Services and AFI 10-403, Deployment Planning and Execution, paragraph 1.9.1.33.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 2

Contracting Officer Representative (COR)

Maintains a contract surveillance folder with evaluation documentation for assigned contract requirements; documents contractor performance (both positive and negative) 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.

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.

Contracting Officer (CO)

Provides contracting support; the only individual authorized to enter into contracts for supplies and services on behalf of the government and who is responsible for the overall acquisition process. Requests COR support if needed and designates nominated CORs via the CORT Tool. 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.

COR Supervisor

Nominates the Contracting Officer Representative, in writing via the CORT Tool, in response to CO requests for COR support. Reviews contractor performance documentation (e.g., COR surveillance folder by using the “Consolidated COR Surveillance Folder Checklist for COR Supervisors, FC-FDs, SDO, PCOs, CORs, and-or QAPCs”) to ensure contractor compliance and sound COR surveillance. Ensures COR performance of supervised CORs is addressed as part of the individual’s performance assessments. As the COR Supervisor, solicit input on performance of COR duties from the cognizant Contracting Officer IAW AFFARS MP5301.602- 2(d), paragraph 3.1 and the COR nomination memo.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 3

Services Designated Official

(SDO)

The individual authorized IAW the FY02 National Defense Authorization Act (NDAA), Section 2330 (a)(2)(A) and 2330

(b) (see p. 165) to exercise responsibility for the management of the procurement 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 the Department of Defense (DoD). He or she is also responsible for performing initial (within 30 days after the contractor assumes full performance responsibilities) and annual contract reviews presented by the MFT IAW AFI 63-138

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.

Engineer (EN)

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 (CDRLs) and forwards to team members.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 4

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)

Initiates PR package and monitors through successful completion of contract.

Equipment Specialist (ES)

Assist the PCO as technical representative for managing the contract. Responsible for tracking and providing disposition on any technical deficiencies on the equipment.

Safety

Contractor is required to submit a Safety Assessment Report to the Government 15 days prior to the preliminary design review.

Please refer to CDRL A005 and PWS paragraph 4.2.2.1

Security Required security level is SECRET.

ITEM MANAGER (IM): Monitors item availability to meet requirements

Table 1: MFT Roles and Responsibilities

1.5. Management Strategy: The Program Manager will hold quarterly MFT meetings and record minutes to monitor how the contractor is meeting mission objectives. In the event the Contractor fails to meet the objectives and thresholds established in the Services Summary, the Government reserves the right to invoke the Inspection of Services Clause, 52.246-5, Inspection of Services – Cost Reimbursement as a remedy for non-compliance.

Performance Assessment Reports (PAR) will be issued quarterly to the contractor. This includes discussion on deliveries, back orders, contractor’s responsiveness, and contractual issues.

Positive Incentive: Exceptional performance is defined as exceeding Services Summary (SS) performance thresholds on a continued basis. The Government may recognize outstanding performance through a favorable Contractor Performance Assessment Reporting System (CPAR), reduced surveillance, reduce meeting frequency, and Letters of Appreciation for mission accomplishment.

Negative Incentive: Substandard performance includes documented failures of not meeting the performance thresholds listed in the SS. Negative incentives may include, unfavorable CPAR, increased surveillance, increased meeting frequency or the remedies listed in the Inspection of Services Clause:

(a) Re-performance at no additional cost to the Government

(b) Reduce the amount of the invoice relative to the degree of service not rendered

(c) Charge the cost the Government incurred because of non-performance

(d) Terminate the contract for default

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 5

1.6. Collection and Analysis of Contract Performance Data: The MFT will generate supporting contract performance analysis which is based on the submitted monthly status reports IAW CDRL 0001 and any additional Contract Data Requirement Line Item (CDRL) to the appropriate MFT member, regarding the Dash 12 Antenna redesign. The resulting analysis will be conducted by the MFT IAW the Services Summary performance threshold & method of surveillance columns (e.g., performance metrics, CDRL deliverables, CAVAF reports, etc.). Contract performance analysis will be documented in various locations such as PARs, CPARs, etc.

1.7. Contract Reviews:

1.7.1. Initial Contract Performance Review: The initial evaluation of contractor performance (i.e., 30-day review) 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. The review will take place within 30 days after the contractor assumes full performance responsibilities.

1.7.2. 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.

1.7.3. Contractor Performance Assessment Reporting System (CPARS): 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 DoD CPARS Guide. The Program Manager may use contractor performance indicators Information contained in Monthly Reports, Program Management Reviews, e-mails and other written records maintained in the contract file or COR surveillance folder in paper or electronic format.

1.7.4. Ongoing Reviews: Contract performance is continuously reviewed to ensure stated mission objectives are met. These reviews include periodic reviews conducted by requiring activity leadership (e.g., COR supervisors, FC/FDs, etc.), the cognizant contracting activity, QAPCs, and CORs. The Consolidated COR Surveillance Folder Checklist for COR Supervisors, FC-FDs, SDO, PCOs, CORs, and-or QAPCs is a useful tool for conducting these ongoing reviews.

1.8. Safety Requirements: The MFT must ensure the contractor and its subcontractors (if applicable) promptly report pertinent facts regarding mishaps involving reportable damage or injury to the Air Force and to cooperate IAW AFI 91-204, paragraph 2.12, in any Air Force safety investigation. In the event the contractor notifies the cognizant contracting officer, the contracting officer’s representative, and/or the cognizant program manager of any safety mishap or incident to DoD property entrusted by this contract operation, the multi-functional team must ensure the cognizant Safety office is notified ASAP.

Notifications made after duty hours shall be reported to the appropriate installation

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 6

Command Post (Note: the Robins AFB Command Post Phone Number is (478) 327-2612, and they can connect with any DoD Command Post worldwide). The MFT should contact the government Safety Office at 478-926-6271 for any safety questions that arise in the administration of the contract.

1.9. Other MFT Requirements: During performance management, the MFT must satisfy Environmental Management System (EMS) and Green Procurement Program (GPP) requirements. See contract documents for details.

1.10. 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.

2. Assessment Management –

2.1. Services Summary (SS) with method of surveillance: Table 2 shows the services summary with the method of surveillance.

Performance Objective

PWS

Reference Performance Threshold Method of

Surveillance Provide Test 4.2.1, 4.2.2, Work products shall contain COR and engineer will Requirement 4.2.3, 4.2.4, no more than one technical review all technical Documents (TRDs) 4.2.5.2, error and no more than five documentation

4.2.6, 4.2.7, typographical errors per submitted under 4.2.8, 4.2.9 submittal. applicable CDRLs.

4.2.10, Results will be 4.2.16.3, summarized on the

4.2.16.5 quarterly PAR and sent via email to the contractor.

Provide accurate technical monthly status addressing schedule and cost status

4.2.17.3 Monthly status reports that

shall be technically accurate and complete with no more than one technical error and no more than five typographical errors. Errors shall be corrected and the report shall be resubmitted to the COR and engineer NLT 15 working days after receipt of Government comments.

COR will review Monthly Status Report via CDRL A012.

Results will be summarized on the quarterly PAR and responses, if necessary, will be provided via email to the contractor.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 7 http://ctip.defense.gov/

Performance Objective

PWS

Reference Performance Threshold Method of

Surveillance Build Form, fit, function and interface LRU prototypes with improved system availability

4.0 The form, fit, function and

interface prototypes successfully pass the testing requirements with no more than two retest at the next higher assembly with a calculated (MIL-HDBK- 217F) LRU MTBF of at least 6,000 hours.

COR and engineer will witness testing and review all technical documentation submitted under applicable CDRLs.

Results will be summarized on the quarterly PAR and sent via email to the contractor.

Provide accurate red-line Technical Order (T.O.) changes

4.2.13 100% of red-line T.O.

changes shall be free of technical errors and require no major re-work, as determined by the Government, per submission.

Equipment Specialist will review Notice of Revision via CDRL A010. Results will be summarized on the quarterly PAR.

Pass prototype testing requirements

4.2.5.2 Successfully pass prototype

testing requirements with no more than two retests at the next higher assembly.

COR and engineer will witness testing and review all technical documentation submitted under applicable CDRLs.

Results will be summarized on the quarterly PAR and sent via email to the contractor.

Table 2: Services Summary

2.2. COR Surveillance Folder: CORs will maintain a surveillance folder for each contract IAW Table 3.

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.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 8

TAB Minimum Required Documentation

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.

Table 3: Minimum Surveillance Folder components

2.3. Plan or process for Corrective Action (Performance Assessment Reports (PAR) and Corrective Action Reports (CAR)):

2.3.1. Unsatisfactory contractor performance will result in the COR(s) issuing a negative PAR. The COR(s) will prepare and forward the negative PAR to the PCO for submission to the contractor. The PCO will submit the negative PAR to the contractor for corrective action. In Section II of the negative PAR, the contractor shall explain the discrepancy and identify the corrective action they shall take to resolve it.

The contractor shall sign and return the negative PAR to the PCO within 14 business days.

2.3.2. If repetitive negative PARs or a single negative PAR identifying critical contractor non-compliance are issued without satisfactory resolution, the COR(s) will initiate the CAR process. However, the MFT reserves the right to issue a CAR at any time based on the severity of the contractor non-compliance. The COR(s) will prepare a CAR and forward it to the QAPC for a control number and coordination. The QAPC will in-turn send the CAR to the PCO (courtesy copy to COR) for submission to the contractor. The PCO will submit the CAR to the contractor for corrective action. The Contractor shall sign and return the CAR, with corrective action plan, to the PCO for acceptance by the MFT by the suspense date listed in the CAR.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 9

2.3.3. The PCO will track/document the corrective action until the discrepancy is resolved, and the CAR will become part of the PCO contract file. If the CAR process fails to resolve the discrepancy, the PCO has the right to invoke the Inspection of Services clauses contained in the contract. When the CAR is closed, the MFT will notify the QAPC office.

2.4. Method of Acceptance of Services: The contractor shall submit payment requests (invoices, receiving reports, or combos) and receipt/acceptance documents using the contract payment terms to the designated government person who will process contractor invoices for receipt/acceptance/payment. CDRL deliverables may be attached to a receiving report and submitted using the acceptance terms provided in the contract. Separately priced CDRLs must be accepted in WAWF in order for the contractor to receive payment. WAWF information is available at https://wawf.eb.mil. Contractor will not be able to invoice/bill and be paid until all data is submitted, reviewed, and accepted by the Government.

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 10

T.F.1229970190

DURHAM.RHONDA.J

AS.E.1229985813

3. SIGNATURES: 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.

Digitally signed by

PADGETT.MARGARET.F.1229970190

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=PADGETT.MARGARET.F.1229970190 Date: 2014.05.28 18:16:41 -04'00'

JORDAN.KELLY.J.13862

90730

Kelly Harlan

Digitally signed by JORDAN.KELLY.J.1386290730 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=JORDAN.KELLY.J.1386290730 Date: 2014.05.28 08:14:49 -04'00'

Margaret Padgett

AFSC/408 SCMS/CL, (478)-926 - 3979

Functional Commander /Functional Director

AFSC/408 SCMS, (478) 222-4574

Primary COR

PORTER.HELEN.W.1229912450

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=PORTER.HELEN.W.1229912450

Procuring Contracting Officer Ramona Delamarter, AFSC/PZABB, 478-926-5117 The PCO signature above acknowledges that requirements in this quality assurance surveillance plan are clearly stated and enforceable.

Helen Porter, FD2060-14-00896Date: 2014.03.31 11:50:07 -04'00'

478-222-1136

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.

COONCE.ALAN.G.110 Digitally signed by COONCE.ALAN.G.1104897025

D U R H A M .R H O N D A.

J.

8977 42

Digit al lys i gnedby

DURHAM .RHONDA.J .

1104897742

DN: c=US,o=U.S.

Gover n m ent , ou=D oD ,ou =PK I, ou =U S

AF ,

cn=DURHAM.RHON

DA .J .1 10 48 97 74 2

Dat e: 201 4.0 5. 27 14: 06: 27- 04 '00 '

DURHAM.RHONDA.J.1104897742 4897025 ou=USAF, cn=COONCE.ALAN.G.1104897025 .1104897742 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, Alan Coonce

Date: 2014.05.21 15:43:05 -04'00' Rhonda Durham ou=USAF, cn=DURHAM.RHONDA.J.1104897742 Date: 2014.05.27 14:06:57 -04'00'

AFSC/408 SCMS Flight Chief, (478) 926-9430 COR Supervisor

Digitally signed by BROWN.JORDAN.D.1395501239 ou=USAF, cn=BROWN.JORDAN.D.1395501239

AFLCMC/WNYEBA, (478) 222-4652

Alternate COR

395501239 Date: 2014.05.19 14:59:26 -04'00'

Contractor Jordan Brown

PMS - AFSC/408 SCMS, (478) 222 -4685

Digitally signed by LEE.DAE.W.1387324018 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, (NOTE: signature acknowledges contractor receipt of the QASP only)

324018 cn=LEE.DAE.W.1387324018 MITCHELL.DOUGL Digitally signed by

MITCHELL.DOUGLAS.E.1229985813

Date: 2014.05.29 10:02:17 -04'00'

Dae Lee ou=USAF, cn=MITCHELL.DOUGLAS.E.1229985813 Date: 2014.05.19 15:02:48 -04'00'

Engineer- AFLCMC/WNYEBA, (478)-222-4324 Douglas Mitchell

DMO - AFSC/408 SCMS, (478) 926-6558

MARTIN.CHRISTINA.G.1

Digitally signed by MARTIN.CHRISTINA.G.1386988940 ou=USAF, cn=MARTIN.CHRISTINA.G.1386988940

Digitally signed by LANGSTON.LEANNE.1229988235 ou=USAF, cn=LANGSTON.LEANNE.1229988235

386988940 Christina Martin

Date: 2014.05.21 12:52:58 -04'00' 235

Leanne Langston Date: 2014.05.21 08:43:32 -04'00'

Engineer- 408 SCMS/GUEA, (478)-222-4305 Security Office- 638 SCMG/OMOS, (478) 926-3367

PADGETT.MARGARE

BROWN.JORDAN.D.1

LEE.DAE.W.1387

LANGSTON.LEANNE.1229988

X

F D 2 0 6 0 - 1 4 - 0 0 8 9 6 ; 3 1 M a r 1 4 Page 11 mailto:wralc.qap.pws.pp@robins.af.mil