QASP.pdf

PR: FD2060-20-00004 QASP 1

Quality Assurance Surveillance Plan (QASP) for

Repair of the

Communications Control Unit (CCU) applicable to the HH-60G Helicopter

Purchase Request: FD2060-20-00004

Date: April 30, 2019

PR: FD2060-20-00004 QASP 2

1.0 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 details associated with a continuous oversight process, to include:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

1.1 The contractor is responsible for implementing and delivering performance that meets contract standards using its own quality control plan. The QASP provides the structure for the government’s surveillance of the contractor’s performance to ensure that it meet contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

1.2 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.

Copies of the QASP and any revisions shall be provided to the contractor and the Contracting Officer's Representative (COR) to facilitate implementation of surveillance activities. In addition, the QASP should recognize and accommodate unforeseen or uncontrollable circumstances which might occur that are outside the control of the contractor.

1.3 Objective(s): This is for the depot level repair of the Communications Control Unit (CCU), NSN 5895-01-443- 2092, Part Number 499-4800-005 installed on the HH-60G helicopter. The extent of repair work required shall be determined by the initial inspection/ functional checkout and the disassembly/assembly required to return the CCU to a serviceable end item that shall efficiently serve its intended purpose. The CCU shall be repaired and returned to the Government in serviceable condition. Each asset shall comply with the quality levels of repair necessary and shall return repaired assets to the Government in serviceable condition on time.

The contractor shall deliver quality data and documents free of technical errors in addition to providing timely and accurate reporting in CAVAF. Original design of the end item and parts thereof, or the design functional capabilities of the end items, shall not be changed, modified or altered unless such changes are authorized in writing by the Procuring Contracting Officer

(PCO).

1.4 Result(s): The QASP is used for managing contractor performance assessment by ensuring that systematic quality assurance methods validate that contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards specified in the PWS. It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document contractor performance results to determine if the contractor has met the required performance standards for each objective in the PWS. Successful completion of the objectives for the performance of the contract constitutes success of the program.

PR: FD2060-20-00004 QASP 3

1.5 Authority: Generally, 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. If commercial, quality assurance will be applied in accordance with commercial items clause.

2.0 Assessment Management

2.1 Services Summary

Performance Objective

PWS

Reference Performance Threshold Method of Surveillance

Deliver repaired assets on time.

4.1

There shall be no more than one late delivery per quarter.

The Contractor shall notify the Government if the delivery of any asset will not meet the scheduled delivery date specified in the contract.

CAVAF transactions will be monitored by the Production Management Specialist (PMS) and this surveillance will be documented semiannually by the COR in the PAR.

Ensure prompt receipt of CDRL deliverables.

4.3.1

There shall be no more than one late submission of deliverables per contract year.

The Contractor shall notify the Government if the delivery of any data/document will not meet the scheduled delivery date and negotiate a revised delivery date. The data/document shall be delivered by the revised delivery date acceptable to the Government.

Surveillance will be conducted by the COR by reviewing the deliverables upon receipt and results will be documented semiannually by the COR in the PAR.

Provide timely and accurate reporting in

CAVAF.

4.3.3 All CAVAF transactions shall

be accomplished daily or as transactions occur.

Surveillance will be conducted by the PMS by checking CAVAF and reporting to COR for semi-annual PAR.

Comply with the quality levels of repair necessary to return assets to serviceable condition.

4.7.6 There shall be no more than

one PQDR annually during the period of performance of contract.

Surveillance will be conducted by the Equipment Specialist (ES) and Quality Assurance Specialist confirming any PQDR assets received. The ES will forward results to COR for semi-annual PAR

Adherence to Contractor Quality Management System

(QMS )

5.7 Prior to contract/order award, the Contractor shall submit a QMS, including a QCP, for acceptance by the Government MFT. 100%

Surveillance will be conducted by applicable MFT member(s) reporting Contractor non-compliance to the COR.

PR: FD2060-20-00004 QASP 4

compliance with the QMS is required.

The COR will review applicable Contractor reporting and other relevant information to verify quality of services is commensurate with contractual requirements.

Surveillance will be documented semi-annually by the COR in the PAR.

2.2 COR Online File Documentation

The COR will establish and maintain an online file containing training and surveillance documentation (COR Profile and COR Online File in the CORT Tool). The following documentation will be uploaded in the CORT Tool by the COR or PCO as applicable.

a. COR INFORMATION (COR Profile):

Training and Appointment:

DAU CLC 222 Contracting Officers Representative (COR) Online Training DAU CLM 003 Overview of Acquisition Ethics DoD Combatting Trafficking in Persons for Acquisition & Contracting Professionals Wide Area Workflow training QAPC-Led Training (Level C) Contract-Specific Training Refresher training

b. QASP

c. Designation of Contracting Officer’s Representative

d. Annual COR File Inspection Checklist(s)

e. COR ONLINE FILE:

i. COR Status Reports:

PAR(s) CAR(s)

ii. COR Trip Reports (if applicable)

iii. COR Correspondence Reports:

Meeting Minutes Contractor correspondence

iv. Miscellaneous Documents:

Contract, including modifications

PR: FD2060-20-00004 QASP 5

PWS, including revisions QASP revisions DD Form 254 CDRL(s) CDRL deliverables Contractor Safety Plan Contractor Quality Program Plan Applicable status report(s) Master/Delivery Schedules Customer Complaint Records CAVAF Repair Item Actions Report(s) Wide Area Workflow (WAWF) report(s) and/or other documentation of Contractor payment

2.3 Plan for Corrective Action

2.3.1 Unsatisfactory Contractor performance will result in the COR issuing a negative PAR. The COR will set a suspense date and forward the PAR to the PCO for submission to the Contractor.

The PCO will submit the PAR to the Contractor for corrective action. The Contractor shall explain the deficiency and identify the corrective action they shall take to resolve the deficiency and prevent recurrence. The Contractor shall sign and return a negative PAR to the PCO by the suspense date. The COR will upload the PAR in the CORT Tool under COR Status Reports.

2.3.2 If repetitive negative PARs or a single negative PAR identifying critical Contractor non-compliance are issued without satisfactory resolution, the COR 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 will prepare a CAR. The COR will submit the CAR to the MFT Lead for review. After the MFT Lead has reviewed the CAR, the COR will submit the CAR to the PCO. The PCO will set a suspense date and submit the CAR to the Contractor for corrective action. The Contractor shall sign and return the CAR, with a corrective action plan, to the PCO for acceptance by the MFT by the suspense date. The corrective action will be tracked and documented until the deficiency is resolved to the satisfaction of the MFT. The COR will upload the CAR in the CORT Tool under COR Status Reports. The CAR will become part of the PCO contract file. If the CAR process fails to resolve the deficiency, the PCO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order.

2.3.3 CORs shall establish a tracking system for corrective actions that includes date COR submitted CAR to MFT Lead, date reviewed by MFT Lead, date reviewed by PCO, date issued by PCO, Contractor’s identified root cause, proposed corrective action, follow-up actions and get-well date.

2.4 Acceptance of Services

2.4.1 The Contractor shall submit/process payment requests and receipt/acceptance documents via WAWF. Services will be accepted by the DCMA.

PR: FD2060-20-00004 QASP 6

2.4.2 CDRL deliverables may be submitted using WAWF or be submitted directly to the MFT member identified on the CDRL. The CDRL will determine submittal requirements; however, separately priced data must be accepted in WAWF in order for the Contractor to receive payment, and both separately priced and non-separately priced data must be accepted in WAWF in order for the contract line item to be closed out. CDRLs will be accepted by the COR in

WAWF.

3.0 Roles and Responsibilities of Multi-Functional Team (MFT)

3.1 General Responsibilities

3.1.1 The MFT is responsible for ensuring the acquisition utilizes Performance-Based Service(s) Acquisition (PBSA) methods including establishment of performance thresholds, procedures to evaluate Contractor performance and positive/negative incentives to encourage the highest quality of services.

3.1.2 The MFT is responsible for conducting surveillance of Contractor performance to ensure Government requirements including quality of services, cost and schedule are met. The MFT will provide the results of their surveillance to the Contracting Officer’s Representative (COR) for input into the Performance Assessment Report (PAR).

3.2 Contracting Officer’s Representative (COR)

3.2.1 Determines Quality Management System (QMS) requirements in collaboration with the MFT including the Procuring Contracting Officer (PCO). Aids the PCO in assessing the Contractor-submitted Quality Control Plan (QCP) for congruence with predetermined QMS requirements. Ensures QMS will be effective in bringing about the desired results, i.e., Contractor performance which meets or exceeds contract/order requirements including Services Summary metrics. Confirms QMS includes an inspection and corrective action program which will proactively identify and resolve issues without having to be identified by the Government.

Ensures Contractor compliance with the QMS.

3.2.2 Registers in Procurement Integrated Enterprise Environment (PIEE) as a Contracting Officer Representative Tracking (CORT) Tool user. Self-nominates in the CORT Tool as the COR for the contract. Files an Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report.

3.2.3 Works with the MFT in conducting and documenting surveillance on Contractor performance. Reports unethical conduct and instances of fraud, waste and/or abuse to the PCO.

Inspects and accepts/rejects deliverables during contract/order performance and at close-out to ensure contract/order terms and conditions are met. Monitors control and disposition of Government property. Monitors Contractor payment and verifies it is commensurate with Contractor performance. Documents Contractor performance via PARs, Corrective Action Report(s) (CAR), etc. Issues PARs, at a minimum, semiannually, and negative PAR(s) or CAR(s) as required.

PR: FD2060-20-00004 QASP 7

3.2.4 Establishes and maintains an online file in the CORT Tool containing training and surveillance documentation (COR Profile and COR Online File). Reviews the COR Online File, at a minimum, annually.

3.3 Contracting Officer’s Representative (COR) Supervisor

3.3.1 Upon PCO request for COR support, selects a qualified nominee. Confirms the COR nominee has no personal conflicts of interest with performing the responsibilities to be delegated by the PCO. Verifies the COR nominee has the appropriate clearance for the contract/order.

Ensures the COR nominee files an OGE Form 450. Ensures the COR takes initial, annual and any additional training required by the contracting activity. Ensures the COR completes 16 hours of refresher training every three years after completion of the QAPC-Led Training.

3.3.2 Ensures the COR registers in PIEE as a CORT Tool user. Ensures the COR self-nominates as the COR for the contract in the CORT Tool. Upon notification of the COR self-nomination, approves the nomination in the CORT Tool. Reviews the COR Profile and COR Online File, at a minimum, annually. Considers performance of COR duties in their appraisal.

3.4 Procuring Contracting Officer (PCO)

3.4.1 Determines QMS requirements in collaboration with the MFT. Assesses the Contractor-submitted QCP for congruence with predetermined QMS requirements. Ensures QMS will be effective in bringing about the desired results, i.e., Contractor performance which meets or exceeds contract/order requirements including Services Summary metrics. Confirms QMS includes an inspection and corrective action program which will proactively identify and resolve issues without having to be identified by the Government. Addresses Contractor non-compliance with the QMS.

3.4.2 Only individual authorized to enter into contracts for supplies and/or services by obligating the Government. Determines if a COR is required to conduct/document surveillance of Contractor performance. If the requiring activity has not initiated a COR nomination in the CORT Tool, submits a Request for Contracting Officer’s Representative Support memorandum to the requiring activity. Provides Contract-Specific Training to the COR.

3.4.3 Upon notification of COR Supervisor approval of the COR self-nomination, approves the nomination in the CORT Tool. Before contract/order award, submits a Designation of Contracting Officer’s Representative memorandum to the COR and Contractor for signature thereby ensuring the Contractor is notified of the COR assigned to the contract/order and their areas of responsibility and limitation of authority. Uploads the Designation memorandum in the CORT Tool under Contracting Officer / Appointment Letter. Upon transfer/termination of the COR, issues a Revocation (Termination) of Designation of Contracting Officer’s Representative memorandum. Uploads the Termination memorandum in the CORT Tool under COR Revocation.

3.4.4 After the COR is designated, uploads a blank copy the COR File Annual Checklist to the CORT Tool under Annual COR File Inspection Checklist to guide the COR in constructing the COR Online File. Reviews the COR reports on Contractor performance in the CORT Tool.

PR: FD2060-20-00004 QASP 8

Approves/Rejects PAR(s) and any CAR(s). Reviews the COR Profile and COR Online File, at a minimum, annually. Documents the results of their review on the Annual COR File Inspection Checklist. After the COR and COR supervisor sign the checklist, uploads the checklist in the CORT Tool under Annual COR File Inspection Checklist.

3.5 Quality Assurance Program Coordinator (QAPC)

3.5.1 Supports the MFT in the development of the contract/order quality assurance requirements specifically ensuring the requirements are clearly stated and enforceable. Prior to contract/order award, provides training to CORs and COR management (e.g., FC/FD, COR supervisor, etc.).

3.5.2 Provides functional, not technical, support for CORT Tool users including assistance with registration, role activation and CORT Tool training. Monitors records of COR and COR management training in the CORT Tool.

3.6 Contractor

3.6.1 Participates as a member of the MFT upon approval of the Justification & Approval (J&A) or Sole Source Justification (SSJ) if the acquisition is sole source and upon contract/order award if it is competitive.

3.6.2 Responsible for ensuring personnel, information, system, property, facility and, if applicable, international security requirements are met in accordance with the Department of Defense (DD) Form 254, Department of Defense Contract Security Classification Specification, and applicable Government regulations.

3.6.3 Ensures the quality of services through a QMS. Prior to contract/order award, submits a QMS, including a QCP, addressing detection of quality program problems and defects, identification of root causes for quality related problems/defects, correction of root causes of quality related problems/defects, and follow-up to ensure quality related problems/defects do not recur. The QCP shall identify Acceptable Quality Levels (AQL) and the type, number and frequency of quality assurance/control inspections.

3.6.4 Maintains an inspection process acceptable to the Government and records of inspections, which shall be made available to the Government as long as the contract requires in accordance with the Inspection of Supply/Services clause(s) identified in the contract/order.

3.6.5 Signs and returns a positive PAR within five business days. Signs and returns a negative PAR with corrective action identified by the suspense date. Signs and returns a CAR with a corrective action plan by the suspense date.

3.7 Functional Commander/Functional Director (FC/FD): The Functional Commander or civilian equivalent has determined these services are not mission-essential and will not continue in the event of a crisis. Reference PWS and QASP signature page.

4.0 Management Strategy

PR: FD2060-20-00004 QASP 9

4.1 The MFT will meet and record minutes semiannually to review contractor’s performance.

The COR will issue PARs, documenting both satisfactory and unsatisfactory Contractor performance, at a minimum, semiannually. The COR will forward the PAR to the PCO for submission to the Contractor. The PCO will submit the PAR to the Contractor. The Contractor shall sign and return a positive PAR to the PCO within five business days. The COR will upload the PAR in the CORT Tool under COR Status Reports. Unsatisfactory Contractor performance will result in the COR issuing a negative PAR.

4.2 If repetitive negative PARs or a single negative PAR identifying critical Contractor non-compliance are issued without satisfactory resolution, the COR will issue a CAR. However, the MFT reserves the right to issue a CAR at any time based on the severity of the Contractor non-compliance. If the CAR process fails to resolve the unsatisfactory Contractor performance, the PCO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order

4.3 Incentives

4.3.1 If Contractor performance meets or exceeds contractual requirements, positive incentives may include, but are not limited to, decreased surveillance and exercising options.

4.3.2 If Contractor performance does not meet contractual requirements, negative incentives may include, but are not limited to, increased surveillance, not exercising options and Government recourse authorized by the Inspection of Supply/Services clause(s) identified in the contract/order

5.0 Annual COR Online File Inspection: The COR, the COR Supervisor and the PCO will review the COR Profile and COR Online File, at a minimum, annually. They will document the results of their review on the Annual COR File Inspection Checklist. After the COR and COR supervisor sign the checklist, the PCO will upload the checklist in the CORT Tool under Annual COR File Inspection Checklist.

6.0 Contractor Performance Assessment Reporting System (CPARS): The total estimated value of the contract is under $1,000,000.00; therefore, CPARS reporting is not required.

7.0 Safety Requirements

7.1 Mishap Notification/Investigation: The Contractor shall report mishaps including damage to DoD property; occupational illness to DoD military or civilian personnel; injury to on- or off-duty DoD military personnel; injury to on-duty DoD civilian personnel; and damage to public or private property or injury or illness to non-DoD personnel caused by Government operations.

The Contractor shall ensure the Safety Office and the PCO are notified of mishaps. The Contractor shall contact the MFT (COR, if available, or another MFT member) by telephone within eight business hours. The Contractor shall cooperate with Government safety investigations.

7.2 MFT Surveillance: MFT member(s) will report any potential safety hazards or actual mishaps to the COR. The COR will monitor Contractor reporting and review any mishap

PR: FD2060-20-00004 QASP 10

notifications. The COR will address safety and/or health issues in the PAR or in a CAR as applicable.

8.0 Trafficking in Persons: The MFT must inform the PCO if the contractor/subcontractor fails to comply with the requirements of FAR 52.222.50, Combating Trafficking in Persons. The PCO must convey the information to DoD Combat Trafficking in Persons (CTIP) Law Enforcement and Support / Office of the Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA).

PR: FD2060-20-00004 QASP 11

3.0 Signatures

By signing below you are appointed to the MFT and accept the above responsibilities.

QAPC Date

COR Date

COR Supervisor Date

PCO Date

By signing below you are identifying these services as not mission-essential.

FC/FD Date