20_00012_QASP.pdf

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Quality Assurance Surveillance Plan for

APY-1/2 Rotary Coupler Repair

Purchase Request: FD2060-20-00012

11 January 2019

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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 meets 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)

The objective of this contract is to perform Depot repair of the AN/APY-1/2 Rotary Coupler and provide a continued flow of serviceable assets to the warfighter thus increasing the mission capable rate and reliability of the weapon system. The continued operational availability and reliability of the APY-1/2 is critical to the Air Force and warfighter. This system allows the warfighter to maintain necessary situational awareness. Continued availability of this system is critical. This effort will ensure availability levels are maintained. The Multi-Functional Team (MFT) is to award a contract that will provide serviceable assets for the APY-1/2 Rotary Coupler as installed on the E-3B/C/G model aircraft.

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.

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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

Promptly provide serviceable condition assets within the established Turn Around Time (TAT)

4.8.6 The Contractor shall repair

each asset within the contractually agreed calendar days. No TAT slippage allowed per quarter. TAT for Mission Incapable (MICAP) is 10 days and Surge repair is 8 days ARO/Reps and will be shipped by fastest traceable means.

100% inspection, DCMA, verification of TAT using CAV-AF reporting with results summarized on the Quarterly PAR by the

COR.

Maintain Quality of Repair: Comply with the quality levels of repair necessary to return assets in serviceable condition.

Prepare response to PQDR/QDR reports and provide corrective actions.

4.14.5 There shall be no PQDR

actions permitted during the performance of the contract/order.

100% inspection of reported PQDRs by COR with results summarized on the Quarterly PAR.

Provide timely and accurate reporting in

CAV-AF.

4.7 All CAV-AF 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

Periodic inspection, quarterly review of CAVAF by COR with results summarized on the Quarterly PAR.

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Adherence to Contractor Quality Management System

(QMS)

5.9 Contractor shall submit

copy of Quality Control Plan no later than 30 days after contract award.

Contractor shall also submit any revisions as updates occur. 100% compliance with the QMS is required.

Surveillance will be conducted by the COR reviewing the contractor’s QMS to ensure that it is effective in bringing the desired results (performance is equal to or greater than the SS metrics).

Surveillance will be documented quarterly 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). At a minimum, 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 Overview 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/Surveillance:

PAR(s) CAR(s)

ii. COR Trip Reports (if applicable):

iii. COR Correspondence Reports:

Meeting Minutes Contractor correspondence

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iv. Miscellaneous Documents:

Contract, including modifications (if not in EDA) PWS, including revisions (if not in EDA) Amended QASP DD Form 254 (if not in EDA) CDRL(s) (if not in EDA) CDRL/Deliverables (if not in WAWF) Contractor Safety Plan Applicable status report(s) Master/Delivery Schedules Customer Complaint Records CAV-AF Repair Item Actions Report(s) WAWF report(s) and/or other documentation of Contractor payment (if not in WAWF)

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 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 PM/FSM, date reviewed by PM/FSM, date reviewed by CO, date issued by CO, contractor’s identified root cause, proposed corrective action, contractor 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 Wide Area WorkFlow e-Business Suite (WAWF). Services will be accepted by DCMA at the Contractor’s facility.

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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.

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) and to the MFT member updating the Contractor Performance Assessment Reporting System (CPARS).

3.1.3 For contracts requiring higher-level quality requirements, the MFT is responsible for developing metrics in tracking the effectiveness of the contractors Quality Management System (QMS) that tie to the SS, QASP, and CPARS. Ensure contracts requiring higher-level contract quality requirements include a SS performance objective that encompasses MFT goals related to quality directly relates to the CPARS category of “Quality”.

3.1.4 The MFT ensures contract oversight focuses on the adequacy and adherence of the contractor to their proposed QMS. The MFT shall focus on whether the COR or contractor is first in detecting defects and trends, who (COR or contractor) accomplishes more inspections, and, whether the contractor is proactively pursuing key QMS functions to ensure quality related problems or defects do not recur.

3.2 Contracting Officer’s Representative (COR)

3.2.1 Registers in Wide Area Workflow (WAWF) as a Contracting Officer Representative Tracking (CORT) Tool user. Self-nominates in the CORT Tool as the designated COR for the contract. If required, files an Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report. Establishes and maintains an online file containing training and surveillance documentation (COR Profile and COR Online File in the CORT Tool).

3.2.2 Registers for an Enterprise Contractor Manpower Reporting Application (eCMRA) account after designation as a COR. No later than 60 calendar days after contract/order award, verifies the Contractor has established a record for the contract/order in eCMRA. Reviews and, if required, corrects the Contractor record (Order Data, Contact Data, Location Data, etc.). Enters

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the National Defense Authorization Act (NDAA) Elements and the Fund Cite Data. Verifies the Contractor has reported all data for each fiscal year, including an annual count of contractor/subcontractor personnel performing services and the total of contractor/subcontractor labor hours, no later than October 31 of the following fiscal year.

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 Procuring Contracting Officer (PCO). Inspects and accepts/rejects deliverables during contract/order performance and at close-out to ensure contract/order terms and conditions are met. Develop an inspection schedule that shall comprise of at least ten percent of non-services summary items, but no more than twenty percent. 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, quarterly, and negative PAR(s) or CAR(s) as required.

3.2.4 Ensure contractor’s accepted Quality Management System (QMS) complies with contract requirements. In post award, CORs need to place special emphasis in ensuring the contractor’s QMS is being followed as written, plus is effective in bringing about the desired results – performance equal to or greater than the SS metrics, plus an inspection and corrective action program that identifies and fixes issues without having to be identified by the Government.

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. If required, 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 WAWF as a CORT Tool user. Ensures the COR self-nominates as the designated 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 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. Determines whether a COR is required to file an OGE Form 450.

Provides Contract-Specific Training to the COR.

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3.4.2 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.

3.4.3 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.

Approves/Rejects PARS 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. 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 The Contractor shall ensure the quality of services through a quality and/or inspection system. In order to meet the government’s quality requirements, a contractor’s QMS should be robust enough and resourced adequately to execute four key quality functions: 1) Detection of quality program problems and defects; 2) Identification of root causes for quality related problems/defects; 3) Correction of root causes related to detected problems/defects; and, 4) Follow-up to ensure quality related problems/defects do not recur; a mature QMS requires the contractor be the proactive party on quality issues. The goal is to obtain performance reflective of continuous improvement with no reliance on COR’s surveillance to detect problems/defects, determine root causes, or ensure quality related problems/defects do not recur.

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3.6.3 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.

3.6.4 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.

3.6.5 Establishes a record for the contract/order in eCMRA no later than 30 calendar days after contract/order award. Enters Order Data, Contact Data and Location Data. Provides an annual count of contractor/subcontractor personnel performing services for each fiscal year if the Department of Defense (DoD) is the requiring activity, if the acquisition is using United States (U.S.) Government appropriated funds, and if the acquisition is in excess of $3,000,000.00.

Reports all Contractor labor hours, including subcontractor labor hours, required for performance of the services provided under the contract/order for each fiscal year in eCMRA.

3.7 Program Manager (PM): Responsible for overall program and serves as MFT lead. Works with the MFT to identify Government requirements and prepare Purchase Request (PR) package documents. Prepares and submits Contractor Performance Assessment Reports (CPAR).

3.8 Engineer: Works with MFT in conducting market research. Responsible for providing technical and engineering support to IPT members as required. Prepares market research report.

Prepares Air Force Materiel Command (AFMC) Form 807, Recommended Quality Assurance Provisions and Special Inspection Requirements. Prepares technical Department of Defense (DD) Form 1423-1(s), Contract Data Requirements List (CDRL). Works with MFT in developing other technical requirements for PR package. Requests, reviews and approves Engineering Change Proposal(s) (ECP).

3.9 Production Management Specialist (PMS) - Seller: Is responsible for initiation, preparation, and coordination of non-organic funding documents (i.e. PR, MIPR, etc.) for services requirements with IPT members. Ensures funding documents comply with applicable guidance and policy. Coordinates and informs IPT of any contractor services issues. Provide services-related support to IPT members to includes, but are not limited to; file maintenance, budget preparation, program reviews.

3.10 Inventory Management Specialist (IMS): Coordinates customer issues with IPT as needed to provide response to customer. Initiate and coordinate in conjunction with IPT members all cataloging and disposal actions. Identifies the requirement(s) and initiates, prepares, and coordinates funding documents (i.e. PR, MIPR) for buys and passes the repair requirements to PMS Buyer. Provide item-related support to IPT members. Examples include, but are not limited to, identifying requirement, file maintenance, budget/requirement review, budget preparation, and other program reviews.

3.11 Equipment Specialist (ES): Responsible for reporting all technical issues to the IPT.

Primary point of contact for configuration control and configuration management. Responsible for technical documentation updates and accuracy and identifying such to the IPT. Examples

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include, but are not limited to, Time Compliance Technical Orders (TCTOs), Technical Orders (TOs), AFTO 22s, 202s and 252s, etc. Provides technical support to the IPT including but not limited to the following; file maintenance and requirements methodology, failure data analyses via maintenance data documentation, configuration management, provisioning, Deficiency Report resolution via Material Improvement Project (MIP), IDEA evaluation and implements enhancements or modifications.

3.12 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 paragraph 5.1, Continuation of Mission-Essential Services During a Crisis and QASP signature page.

4.0 Management Strategy

4.1 The MFT will meet and record minutes quarterly to review contractor’s performance. The COR will issue PARs, documenting both satisfactory and unsatisfactory Contractor performance, at a minimum, quarterly. 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, favorable CPARs 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, unfavorable CPARs, 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. The PCO 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.

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6.0 Contractor Performance Assessment Reporting System (CPARS): The total estimated value of the contract does not equal or exceed $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 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).

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9.0 Signatures

By signing below, you are appointed to the MFT for this acquisition and accept the above responsibilities.

Deborah Middlebrooks/QAPC, AFSC/PZCA Date

Sam Williams/COR Date

Emily Floyd/COR Supervisor Date

Wendell Crittenden/PCO Date

Contractor Date

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

Paige Meeks/FC/FD Date