QASP-Radiation_Oncology_Sept_2014.pdf

As of 9/4/2014

QUALITY ASSURANCE SURVEILLANCE PLAN

(QASP)

FOR

Clinical Radiation Oncology Staff Solicitation: FA8601-15-R-0001

Coordination and Review:

COR Supervisor Date

Contracting Officer Date

Quality Assurance Program Coordinator Date

Functional Director Date

Services Designated Official Date

Part 1

PERFORMANCE

MANAGEMENT

INTRODUCTION

Purpose: This Quality Assurance Surveillance Plan (QASP) has been developed in accordance with FAR 46.401, DFARS 237.172 and DFARS 246.401 to meet the needs of the organization, assess contract success, assess and document contractor performance in accordance with the requirements set forth in the Performance Work Statement, (PWS). The QASP also provides the Contracting Officer Representative (COR) an effective and systematic surveillance method for each listed service. In addition, this implements the Multi-Functional Team (MFT) concept. The goal of the MFT is to give all members/stakeholders the ability to maintain the highest quality representative service to our customers and propose/initiate improvements throughout the life of the contract. Under this concept, continual contract assessment will be focused on ensuring that the contract, as written, continues to meet the needs of the customer. The signatures, on the attached charter signature page, indicate membership in the MFT. Changes of team members will require an amendment to the charter signature page.

1. OBJECTIVE

1.1. The objective of this QASP is to ensure that quality service is provided for the 88th MTF Radiation Therapy services. The plan will provide oversight capability to see that the contractor is delivering products and/or services that conform to contract requirements. It will also identify the methods used for evaluation and surveillance of the contractor.

2. GOALS OF THE MULTI-FUNCTIONAL TEAM

2.1 The MFT should strive to achieve efficiencies in the contract performance and improved customer support. The team is composed of stakeholders in the acquisition process. The goal of the team is to define the requirement in performance based terms, assure contractor compliance with contract requirements, and ensure that the contract as written continues to meet the needs of functional organization. In addition, another goal is implementation and execution of the acquisition strategy to ensure support of the mission. The role entails planning, programming, and budgeting for adequate funds, ensuring program execution within the approved funding, developing the milestones and managing execution to ensure the contract supports mission requirements within the approved scheduled baseline, and ensuring the program maintains accountability, and planning and managing of this service. The planning and managing of this service contract will continue throughout the life of the requirement.

3. ROLES AND RESPONSIBILITIES

3.1. Chief of the Contracting Office (COCO):

3.1.1. Serves as Business Advisor to Wing Commanders, Group Commanders, AFMC Center-level

Commanders and other Headquarters Directors (as appropriate).

3.1.2. Develops and implements acquisition strategies for service acquisitions.

3.1.3. Provides oversight of the Multi-Functional Team (MFT) in planning, assessing contractor performance, and managing the acquisition throughout the life of the requirement.

3.1.4. Updates the Wing Commanders, Group Commanders, Air Force Materiel Command (AFMC)

Center-level Commander and other Headquarters Directors annually on the health of the service acquisitions.

3.1.5. Ensures personnel on the Multi-Functional Team (MTF) receive the appropriate level of training to meet local needs.

3.2. Functional Director/Commander (FD/FC):

3.2.1. Ensure requirements documents developed by the Multi-Functional Team ((MFT) satisfy mission requirements, are performance based, foster innovation, and define metrics. Metrics should provide meaningful measurements of the contractor progress aimed at attaining desired outcomes.

3.2.2. Identify mission essential services in accordance with DFARS 237.76 and determines necessary documents in accordance with DoDI 1100.22, Policy and Procedures for Determining Workforce Mix.

3.2.3. Review the COR documentation on a regular basis to ensure performance is compatible with contract and mission objectives.

3.3. Services Designated Official (SDO):

3.3.1. Manages and oversees services acquisitions for the contract.

3.4. Contracting Officer (CO):

3.4.1. Ensures the acquisition processes (i.e. performing market research, gathering past performance information, performing source selection, issuing solicitation, performing evaluations and awarding the contract) are aggressively performed.

3.4.2. Participates in Multi-Functional Team meetings.

3.4.3. Delegates authority for inspection and/or acceptance to COR in accordance with the terms and conditions of the contract. Informs the contractor of the names, duties, and limitations of authority for all Contracting Officer Representative (COR) assigned to the contract.

3.4.4. Manages CORs assigned to the contract.

3.5. Quality Assurance Program Coordinator (QAPC):

3.5.1. Coordinates all aspects of the Quality Assurance program.

3.5.2. Support and attends all meetings, as requested.

3.5.3. Assists in preparing the Performance Work Statement.

3.5.4. Provides training to CORs, and COR Management.

3.5.5. Maintains records of COR and COR Management training.

3.6. Contract Negotiator/ Specialist/Administrator:

3.6.1. Participates in meetings.

3.6.2. Ensures open communication is maintained between all parties during the life of the contract.

3.6.3. Perform site visits to evaluate COR surveillance/performance in accordance with the attached Site Visit Assessment Form.

3.7. Contracting Officer Representative (COR) Supervisor:

3.7.1. Nominates primary and alternate COR in writing.

3.7.1.1.Ensures nomination package specifies nominee’s qualifications, and training.

3.7.2. Ensures COR is afforded the necessary resources (i.e. times, supplies, equipment,) to perform the designated functions.

3.7.3. Establish priority for continuing education and COR certification.

3.7.4. Reviews the contractor performance documentation prepared by COR on a regular basis to ensure performance is compatible with contract and mission objectives.

3.7.5. Evaluates COR on performance of their COR duties as part of performance assessment throughout the period of the contract.

3.7.5.1.Solicits input on COR’s performance, from the CO.

3.8. Contracting Officer Representative (COR):

3.8.1. Participates in meetings, performing/assisting in market research, gathering past performance information, evaluating proposals, assists in preparing the PWS, and QASP.

3.8.2. Performs inspections to evaluate and document the contractor’s performance, notifies the Contracting Officer of any significant performance deficiencies. Submits monthly inspections records to the Contracting Officer after obtaining Functional Director/Commander review and initials.

3.8.3. Maintains documentation, and recommends improvements to the surveillance procedures and

PWS throughout the life of the contract.

3.8.4. Develops technical requirements and independent cost/Government estimates for contract services.

3.8.5. Recommends changes as necessary to the contract, PWS, or other requirements to provide more effective operations or eliminate unnecessary costs.

3.8.6. Aware of the requirements of FAR Clause 52.222-50 (c), (d), and (f) (Combating and Trafficking in Persons).

3.9. Legal, Finance, and Engineering POCs: Other POCs shall coordinate, review and provide input as needed by the multifunctional team.

3.10. Contractor:

3.10.1. Complies fully with the terms and conditions of the contract/performance work statement

(PWS).

3.10.2. Participates in meetings as requested.

3.10.3. Maintains and implements a Quality Control Plan (QCP).

3.10.4. Ensures that non-conforming contract services are identified, and correct. QCP is revised to prevent recurrence.

3.10.5. Tenders to the Government for acceptance only those services that conform to contract requirements.

3.10.6. Recommends any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

3.11. Multi-Functional Team (MFT): This is a customer-focused team composed of stakeholders in the acquisition process. The team provides support, promotes good business decisions, fosters partnerships, develops a performance-based acquisition, develops technical requirements, and the independent government cost estimate. The team is also responsible for managing contract performance in accordance with assessing and documenting contractor performance, identifying opportunities to improve performance, and completing and reporting annual performance reviews in the Contract Performance Assessment Reporting System (CPARS) as required for managing the acquisition. Members of the multi-functional team assist in contract assessment, determining whether or not the contract, as written, continues to effectively meet the needs of the customer.

After contract award, the contractor may become a member of the MFT.

4. PERFORMANCE MANAGEMENT- (CONTRACT ASSESSMENT)

4.1. Metrics:

4.1.1. Market research will be used as a tool throughout the life of the contract to ensure the most current, efficient, and effective assessment methods and techniques of the commercial marketplace are applied to the performance of services under the contract. At a minimum, market research (including an informal survey of customers) will be conducted annually prior to exercising the option for an additional performance period. The results of the market research/survey of customers will be utilized in making the decision as to whether it is appropriate and in the Government’s best interests to exercise the option. These results will be documented in the PCO’s Determination and Findings (D&F) supporting option exercise if that course of action is selected.

4.1.2. MFT meetings will be scheduled throughout the life of the contract. Attendees at specific team meetings will vary based on the circumstances or issues to be covered at each meeting.

Continual contract assessment will be focused on ensuring that the contract, as written, continues to meet the needs of the customer. Team members will consider whether the contract includes tasks which are no longer required; whether there are needs related to the contract’s purpose which are not covered by the contract; and whether any customer complaints regarding contract scope have been received. The success of the contract is dependent upon a combined effort of all members of the MFT.

4.1.3. To evaluate the effectiveness/success of the contract, a customer survey will be conducted prior to exercising the contract option period. The survey addresses the following:

4.1.3.1.Are you satisfied that the contract and as currently written, are meeting your objectives?

4.1.3.2.Do you feel the contract is meeting the schedules, and costs and performance as expected?

4.1.3.3.Are there any changes that need to occur to improve the contract?

4.1.3.4.Are there any complaints regarding the contract?

4.1.3.5.Is Customer service meeting your expectations?

4.1.3.6.Any other comments regarding the contract?

4.1.4. All performance assessment data will be reviewed. If performance improvement is necessary, the corrective action will be requested from the contractor.

4.1.5. There will be no positive incentive other than award of the option years, and any negative incentive will be accomplished via the Inspection of Services clause or entry of appropriate reports in CPARS.

4.1.6. The Surveillance Procedures will be used to measure the contractor’s performance on this acquisition. Procedures for reductions in fee or price when services do not meet contract requirements will be accomplished via the Government’s rights under the Inspection of Services Clause.

4.1.7. The COR inspection records shall be reviewed.

4.2. Contract Performance Assessment Reporting System (CPARS) (applicable if contract is for over

$1 million)

4.2.1. CPARS will be updated documenting contractor performance. The Assessing Official Representative (AOR) will be the COR; and the reviewing official will be Functional Director/Commander. The contractor also has input prior to finalization.

4.2.2. The website for CPARS is: https://www.cpars.gov

5. INITIAL PERFORMANCE REVIEW:

5.1. The initial evaluation of contractor performance shall take place within 30 days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization) to ensure https://www.cpars.gov/ the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract.

5.2. Initial Performance Review Criteria:

5.2.1. Technical. Assess the contractor’s conformance to contract requirements, specifications and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, safety or health standards).

5.2.2. Schedule. Assess the timeliness of the contractor against contract requirements, task orders, milestones, delivery schedule, and administrative requirements (e.g., efforts that contributes to or effects the schedule variance).

5.2.3. Cost. Assess the contractor’s ability to remain within cost. (i.e. cost performance will be reported only if other than Firm Fixed Price). The assessment will include a discussion of the contractor’s effectiveness in forecasting, managing, and controlling contract cost, as applicable.

5.2.4. Management/Performance. Assess the integration and coordination of all activity needed to execute the contract, specifically the completeness and quality of problem identification, corrective action plans, the contractor’s history of reasonable and cooperative behavior, customer satisfaction and management of subcontracts including progress on small business subcontracting goals.

5.2.5. Staffing. Assess the contractor’s performance in selecting, retaining, supporting and replacing when necessary, personnel.

5.2.6. Special Interest Items. Assess any significant modification to the contract made since contract award.

6. REVISIONS to the QASP.

6.1. The COR reviews the PWS and QASP periodically. Changes must be accepted by the CO prior to implementation. This is a living document and can be changed at anytime, but the CO must accept changes.

7. CONTRACTING OFFICER REPRESENTATIVE TRACKING TOOL (CORT).

7.1. The COR, CORs, CO and CA shall comply with the DoD requirements for participation in the CORT.

The CORT User’s Guide may be accessed at the following link.

http://www.acq.osd.mil/dpap/pdi/uid/docs/CORT_Tool_Users_Guide_v8.pdf

8. COMBATING TRAFFICKING IN PERSONS: (DFAR PGI 222.17)

8.1. The COR will monitor contractor’s performance regarding trafficking in persons such that non-compliance with FAR 52.222-50, shall be brought to the immediate attention of the CO.

http://www.acq.osd.mil/dpap/pdi/uid/docs/CORT_Tool_Users_Guide_v8.pdf

MULTI-FUNCTIONAL TEAM MEMBERSHIP

Solicitation/RFP/Contract Number: FA8601-14-R-0054

Type of Service: Clinical Radiation Oncology Staff

Functional Director/Commander: __________________ Date: __________________

COR: __________________ Date: __________________

COR Supervisor: ___________________ Date: __________________

Chief of Contracting: ___________________ Date: __________________

Contracting Officer: ___________________ Date: __________________

Contract Specialist/Administrator: __________________ Date: __________________

QAPC: ____________________ Date: __________________

Financial Analyst: ____________________ Date: __________________

Legal: ____________________ Date: __________________

Small Business: ____________________ Date: __________________

Contractor: _____________________ Date: __________________

Services Designated Official: _____________________ Date: __________________

Accepted By: _____________________ Date: __________________ Contracting Officer

QASP

Part 2

ASSESSMENT

MANAGEMENT

SERVICES SUMMARY (SS)

PERFORMANCE OBJECTIVE, PERFORMANCE THRESHOLD,

AND

METHODS OF ASSESSMENT

Performance

Objective

PWS

Para.

Performance Threshold

Method of Assessment Remedy

SS-1 Contractor attends required training

1.3.5.2. 0 Defects Customer Complaint

Re-performance

SS-2 Personnel available during regular hours of operation

1.17 0 Defects 100% Inspection Monetary deduction (This can be in dollars or a percentage of monthly invoice)

SS-3 Contractor complies with Quality Control Plan

1.19 0 Defects 100% Inspection Re-performance

SS-4 Timely emergency Response

1.18 0 Defects Customer Complaint Monetary deduction (This can be in dollars or a percentage of monthly invoice)

SS-5 Contractor personnel have attended meetings designated by the Chief of Radiation

1.3.5.1 0 Defects Customer Complaint Re-performance

SS-6 All contractor personnel meet the Annual CHE and training requirements

1.16 0 Defects Customer Complaint Re-performance

SS-7 Contractor personnel attended annual training requirements

1.3.5.4 0 Defects Customer Complaint Re-performance

SS-8 Contractor employees are wearing ID badges

1.14.1 0 Defects Customer Complaint Re-performance

SS-9 Replacement staff is available within specified timeframe

1.2.2.5 0 Defects

Customer Complaint Monetary deduction (This can be in dollars or a percentage of monthly invoice)

SS-10 Contractor personnel credentials were submitted correctly

1.2.2.6 0 Defects 100% Inspection Re-performance

SS-11 Contractor personnel meet all health requirements

1.13 0 Defects 100% Inspection Re-performance

* The procedures set forth in the Inspection of Services Clause will be used to remedy all deficiencies. The re-performance times will be based upon sensitivity of the issue.

SURVEILLANCE PROCEDURES

PERFORMANCE ASSESSMENT

1. INTRODUCTION

1.1. These surveillance procedures have been developed to provide the COR instructions on how to perform surveillance and document findings on this contract for functional and technical support for the Clinical Radiation Oncology contract.

1.1.1. Under the Inspection of Services clause the COR has the right to inspect any aspect of the contractor performance at anytime during the contract performance, whether or not it is included on the Services Summary (SS). Non-SS items are to be developed by the COR.

1.1.2. Any non-conformances with contract requirements is a “defect”. The term “defective” is used to reference to a service output in the SS that does not meet the outputs associated with the standard.

1.1.3. This QASP is based on the premise that the contractor and not the government are responsible for the management and quality control actions to meet the terms of the contract. The Performance Threshold recognizes that the contractor is not a perfect manager and that unforeseen and uncontrollable problems do occur. Good management and use of an adequate quality control plan will allow the contractor to operate within specified Performance Thresholds. CORs are to be objective, fair, and consistent in evaluating contractor performance against the standards.

1.1.4. Following is the approach the team will use to assess the contractor’s performance against the performance thresholds/metrics identified in the contract.

1.1.4.1.A Services Summary will be included in the Performance Work Statement. This document will summarize the performance objectives and performance threshold required by the Government in the contractor’s performance. These performance objectives will directly relate to mission essential items. The performance thresholds briefly describe the minimum acceptable levels of service required for each objective, and are critical to mission success.

1.1.4.2.COR will perform quality assurance procedures contained herein.

2. PERFORM SURVEILLANCE: The four most common methods of surveillance are explained below.

2.1. Customer Complaint: When the customer (using activity/facility) discovers unacceptable performance or a defect in service, he/she will prepare a customer complaint form, identifying the discrepancy. The customer will keep one copy and forward a copy to the COR either manually or electronically. The COR will review the item and determine if the complaint is contractually valid.

If valid it is forwarded to the contractor for corrective action. Customer complaints may be submitted on the Customer Complaint Record (CCR). If a customer notifies the COR either verbally or by email of a complaint, but does not submit a CCR, the COR will generate a CCR and document the complaint. The CCR will then be submitted to the contractor for his corrective action

(CA). When the contractor documents the corrective action proposed to prevent future defects, the COR will evaluate the proposed CA and forward the record to the Contracting Officer for final dispensation. The Contracting Officer will, in turn, send copies of dispositioned CCRs to the COR and the contractor for their records.

2.2. Periodic Surveillance: When periodic surveillance is used, inspections shall be performed at the frequency identified for each Services Summary item. The COR will select the required quantities using the criteria from the Sampling Guide to perform the inspection. The results will be recorded on the inspection record. Valid defects should be forwarded to the contractor for his corrective action. When the contractor documents the corrective action proposed to prevent future defects, the COR will evaluate the proposed corrective action and forward the information to the Contracting Officer for their records.

2.3. 100% Inspection: When 100% inspection is used, all articles will be inspected each time the task is performed to ensure compliance. The results will be recorded on the Inspection Record. Valid defects should be forwarded to the contractor for his corrective action. When the contractor documents the corrective action proposed to prevent future defects, the COR will evaluate the proposed corrective action and forward the information to the Contracting Officer for their records.

2.4. Random Inspection: Requires the COR to develop a monthly surveillance schedule. The monthly schedule must be completed not later than 7 calendar days before the beginning of the period it covers. Copies of the schedule shall be sent to the contract administrator/officer prior to the month of selected surveillance. The schedule shall be marked “FOR OFFICIAL USE ONLY” and shall not be shown to the contractor.

2.4.1. Select the areas and times for random sampling using the procedures in the sampling guides.

Annotate the selected inspection items/time on the schedule. When the sampling concept does not allow for specific selection of inspection items/time during the preceding month, show on the schedule the date and time the random sample selection will be accomplished.

2.4.2. The COR will advise the Contracting Officer of any changes to the monthly surveillance schedule. Revised copies will be sent to the Contracting Officer, stating reasons for the changes.

3. UNACCEPTABLE PERFORMANCE. The COR must always notify the contractor of deficiencies observed. This may be accomplished in person or electronically, but any verbal communication must be supplemented in writing. The Contractor should sign the document upon notification by the COR. If the contractor refuses to sign, annotate this on the notification.

4. CONTRACTING OFFICER NOTIFICATION. If at any time the COR identifies a “nonconformance”, which IAW FAR Part 46.101, means a nonconformance, the COR shall document their findings and notify the Contracting Officer in writing. Email is acceptable, but deficiency should be followed up in writing on designated form and submitted with monthly inspection reports.

5. REMEDIES FOR UNACCEPTABLE PERFORMANCE.

5.1. In accordance with the contract Inspection of Services clause, if any of the services do not conform to contract requirements; the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. This includes but is not limited to termination of Contractor personnel and recruitment of substitute personnel that are equally qualified within established timeframes. When the defects in services cannot be corrected by re-performance, the Government may:

5.1.1. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

5.1.2. Reduce the contract price to reflect the reduced value of the services performed. This may include a reduction in the number of paid hours to reflect the total non-performance period.

5.1.3. If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance is in conformity with contract requirements, the Government may:

5.1.4. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

5.1.4.1.Decrease the invoice amount in relation to performance;

5.1.4.2.Cure Notice

5.1.4.3.Show Cause Notice

5.1.4.4.Terminate the contract.

5.1.5. The Contracting Officer will determine the action to be taken against the contractor, such as reductions in fee/price in accordance with the Inspection of Services clause. The CO’s disposition of the deficiency will be annotated on the form and the COR and contractor will be notified of action.

6. COR MONTHLY INSPECTION REPORT. COR shall submit an assessment report and attach all Corrective Action Reports, Performance Assessment Reports, and validated customer complaints to the CO and no later than 5 working days following the month in which the actual surveillance occurred. The report shall be signed and dated by the COR and provided to the COR Management regularly for review, prior to sending the information to the Contracting Officer. Validated customer complaints and all documentation will be used to support Contractor ratings in the Contractor Performance Rating System (CPARS) (applicable if contract is over 1 million)).

7. WIDE AREA WORKFLOW (If applicable)

7.1. The COR will certify receipt of contractor services via the Wide Area Workflow (WAWF) website.

https://wawf.eb.mil. Certification of services shall be accomplished on the first workday following the completion of the contract payment period, to avoid payment of interest penalties.

7.2. CORs are responsible for obtaining, scheduling, and completing WAWF training from the Base Accounting and Finance Office.

8. REVISIONS. Revisions are the responsibility of the MFT. The COR reviews the PWS and QASP periodically and shall provide any changes through the COR Supervisor for review. This is a living document and can be changed at anytime, but the Contracting Officer must accept changes prior to implementation.

https://wawf.eb.mil/

SS-1 – Contractor attends required training

PWS, paragraph 1.3.5.2

1. Method of Surveillance: Customer Complaint

2. Frequency: As required

3. Performance Threshold: Performance is acceptable when 0 defective services are discovered. Performance is unacceptable when there are one or more COR-validated customer complaints per database per calendar year.

4. Inspection Procedure: Each customer complaint will be assigned a control number, logged in the customer complaint log and investigated immediately to determine whether the complaint is valid or invalid.

a) If the complaint is not received on a Customer Complaint Record (CCR), the COR will complete a CCR and place a copy in the complaint log. If needed, the COR will contact the complainant to determine the validity of the complaint using the applicable PWS requirement. If appropriate, COR will contact the contractor and request an answer to the complaint. If any Government action or lack thereof was cause for the unacceptable performance, the deficiency will not be counted as a defect.

b) If the COR validates that performance was unacceptable, the complaint (deficiency) will be submitted to the contractor’s representative. Contractor will be requested to sign and date the CCR and state what Corrective Action (CA) will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the complaint, the COR shall annotate on the CCR the contractor’s representative’s name, as well as the date and time of notification.

c) When the contractor documents the CA, the COR will evaluate the proposed CA and forward the record to the Contracting Officer (CO) for final dispensation. The CO will, in turn, send copies of CCR(s) to the COR and the contractor for their records.

d) The contractor will be required to correct, if possible, all defects detected by the COR within 48 hours of notification. The contractor must manage the CAs as deemed necessary to provide services in conformance with contractual requirements. If correction of the defect requires re-performance of the service, the COR shall perform re-inspection(s) to determine if the contractor adequately re-performed and service is acceptable.

e) The contractor will be requested to state what action will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the COR shall annotate on the CAR, the contract representative’s name, as well as the date and time of notification.

The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the issue, and perform re-inspections to determine if the contractor adequately re-performed and service is acceptable.

f) The COR will submit all documentation to the COR Management for review/coordination regularly, before forwarding it to the CO, ensuring receipt by the 5th workday of the following month. The COR shall keep a copy of all documentation (which includes contractor response to deficiencies, CO disposition of contractor’s CA) in his/her contract files prior to forwarding the originals. If the contractor is not required to perform any service during the month, a negative report is required.

SS-2- Personnel Available During Regular Hours of Operation

PWS, Paragraph 1.17

1. Method of Surveillance: 100% Inspection

2. Frequency: Monthly

3. Lot Size: 120

4. Sample Size: 120

5. Performance Threshold: Performance is acceptable when 0 or fewer defects are discovered per month.

Performance is unacceptable when 1 or more defects are discovered per month.

6. Sampling Procedure: Once a month, the timecards/attendance records will be inspected 100%.

7. Inspection Procedure:

a) COR will insure that timecards/attendance records are inspected on a monthly basis.

b) COR will record the inspection status as A= acceptable or U-unacceptable, in the applicable column of the checklist. Any defects or non-conformance observation shall be recorded as unacceptable. The C0R will detail the specific reason to the attention of the contractor’s representative. Request the contractor to sign, date and detail his/her corrective action(s) on the deficiency record.

c) The contractor will be requested to state what action will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the COR shall annotate on the deficiency record, the contract representative’s name, date and time of notification. The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the issue, and perform re-inspections to determine if the contractor adequately re-performed and service is acceptable.

d) The contractor shall be required to correct, if possible, all defects detected by the COR. The contractor must manage the corrective actions and provide conformance in meeting the contractual requirements.

Monetary deduction (in dollars or percentage of monthly invoice) will be implemented if any loss in productivity or cost was incurred to government due to unacceptable performance. If established that government action, or lack of action, were cause for unacceptable performance, the deficiency shall not be counted as a defect.

e) The COR will collect all pertinent documentation (Checklists, Contract Monitoring and Surveillance

Reports, and Customer Complaint Records, and CAR) for monthly submittal to the Contracting Office.

f) The COR will submit the documentation to the COR Management for review/coordination regularly before forwarding it to the Contract Administrator, ensuring receipt monthly. The COR shall photocopy all documentation for inclusion into his/her contract files prior to forwarding the originals. If the

SS # 3- Contractor Complies with Quality Control Plan

PWS, Paragraph 1.19

2. Frequency: Quarterly

3. Lot Size: 1

4. Sample Size: 1

5. Performance Threshold: Performance is acceptable when 0 defects are discovered quarterly. Performance is unacceptable when 1 or more defects are discovered quarterly.

6. Sampling Procedures: The COR shall proceed to the contractor’s office. The COR shall request all of the previous month’s QC inspection and corrective action records for review. The frequency of the inspection shall remain monthly until full compliance is established; after that, the frequency may be changed to quarterly by the COR. If at any time during the contract performance the contractor has a noncompliance during the inspection to the QCP, the frequency shall revert back to monthly.

7. Inspection Procedure: The COR will review the contractor’s records and verify the contractor’s compliance with the referenced QCP paragraphs with respect to:

(a.) Record location and availability for government review

(b.) Record content

(c.) Corrective action

(d.) Inspection frequency

(e.) Physical Security (Key and combination lock procedures, if applicable)

(f.) Concurrent Inspection - In addition to the verification of documented records, the COR shall perform an actual observation of the contractor performing quality control operations. This requirement shall be met by performing a pre-arranged concurrent inspection with contractor personnel or an unannounced, impromptu observation of the contractor inspection personnel. The results shall be recorded on the COR Surveillance Checklist.

(g.) The COR shall annotate the, date, building and time the inspection was performed with the number of observations, inspection status (A= Acceptable or U= Unacceptable). The COR shall conclude the inspection by affixing their signature to the form for each inspection. The COR will detail the specific reason to the attention of the contractor’s representative. Request the contractor to sign, date and detail his/her corrective action(s) on the Corrective Action Report (CAR).

(h.) The contractor will be requested to state what action will be taken to preclude reoccurrence and correct the deficiency. If the contractor refuses to acknowledge the deficiency the COR shall annotate on the CAR, the contract representative’s name, as well as the date and time of notification. The COR shall establish a reasonable timeframe for re-performance, based upon the sensitivity of the issue, and perform re-inspections to determine if the contractor adequately re-

(i.) The contractor shall be required to correct, if possible, all defects detected by the COR. The contractor must manage the corrective actions as deemed necessary to provide services in conformance with contractual requirements. If any government action, or lack of action, were cause for unacceptable performance, the deficiency would not be counted as a defect.

(j.) The COR will collect all pertinent documentation (Checklists, Contract Monitoring and

Surveillance Reports, and Customer Complaint Records, and CAR) for submittal to Contracting Office.

(k.) The COR will submit the documentation to the COR Management for review/coordination regularly before forwarding it to the Contract Administrator/Contracting Officer, ensuring receipt monthly.

The COR shall photocopy all documentation for inclusion into his/her contract files prior to forwarding the originals. If the contractor is not required to perform any service during the month, a negative report is required.

SS-4-Timely Emergency Response

PWS, Paragraph 1.18

1. Method of Surveillance: Customer Complaint

2. Frequency: As Needed

3. Performance Threshold: Performance is acceptable when 0 defective services are discovered. Performance is unacceptable when there are one or more COR-validated customer complaints per database per calendar

4. Inspection Procedure: Each customer complaint will be assigned a control number, logged in the customer

a) If the complaint is not received on a Customer Complaint Record (CCR), the COR will complete a CCR and place a copy in the complaint log. If needed, the COR will contact the complainant to determine the validity of the complaint using the applicable PWS requirement. If appropriate, COR

b) If the COR validates that performance was unacceptable, the complaint (deficiency) will be and state what Corrective Action (CA) will be taken to correct the deficiency and preclude

c) When the contractor documents the CA, the COR will evaluate the proposed CA and forward the

d) The contractor will be required to correct, if possible, all defects detected by the COR within 48 hours of notification. The contractor must manage the CAs as deemed necessary to provide services in conformance with contractual requirements. If correction of the defect requires re-performance of the service, the COR shall perform re-inspection(s) to determine if the contractor adequately re-

e) The contractor will be requested to state what action will be taken to correct the deficiency and annotate on the CAR, the contract representative’s name, as well as the date and time of notification.

The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the

COR shall keep a copy of all documentation (which includes contractor response to deficiencies, CO disposition of contractor’s CA) in his/her contract files prior to forwarding the originals. If the

SS-5 – Contractor Personnel Attendance at Meetings Designated by the Chief of Radiation PWS paragraph number 1.3.5.1.

2. Frequency: Monthly

3. Performance Threshold: Performance is acceptable when 0 defective services are discovered per month.

Performance is unacceptable when there are one or more COR-validated customer complaints per database per calendar year.

4. Inspection Procedure: Each customer complaint will be assigned a control number, logged in the customer

a. If the complaint is not received on a Customer Complaint Record (CCR), the COR will complete a

CCR and place a copy in the complaint log. If needed, the COR will contact the complainant to determine the validity of the complaint using the applicable PWS requirement. If appropriate, COR

b. If the COR validates that performance was unacceptable, the complaint (deficiency) will be and state what Corrective Action (CA) will be taken to correct the deficiency and preclude

c. When the contractor documents the CA, the COR will evaluate the proposed CA and forward the

d. The contractor will be required to correct, if possible, all defects detected by the COR within 3 working days of notification. The contractor must manage the CAs as deemed necessary to provide services in conformance with contractual requirements. If correction of the defect requires re-performance of the service, the COR shall perform re-inspection(s) to determine if the contractor adequately re-performed and service is acceptable.

e. The contractor will be requested to state what action will be taken to correct the deficiency and annotate on the CAR, the contract representative’s name, as well as the date and time of notification.

The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the

f. The COR will submit all documentation to the COR Management for review/coordination regularly, COR shall keep a copy of all documentation (which includes contractor response to deficiencies, CO disposition of contractor’s CA, etc) in his/her contract files prior to forwarding the originals. If the

SS-6 – Contractor Personnel Meet Annual CHE Requirements PWS paragraph number 1.16.

2. Frequency: Annual

3. Performance Threshold: Performance is acceptable when 0 defective services are discovered. Performance is unacceptable when there are one or more COR-validated customer complaints per database per calendar

4. Inspection Procedure: Each customer complaint will be assigned a control number, logged in the customer

a) If the complaint is not received on a Customer Complaint Record (CCR), the COR will complete a CCR and place a copy in the complaint log. If needed, the COR will contact the complainant to determine the validity of the complaint using the applicable PWS requirement. If appropriate, COR will contact the contractor and request an answer to the complaint. If any Government action or lack thereof was cause for the unacceptable performance, the deficiency will not be counted as a defect.

b) If the COR validates that performance was unacceptable, the complaint (deficiency) will be submitted to the contractor’s representative. Contractor will be requested to sign and date the CCR and state what Corrective Action (CA) will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the complaint, the COR shall annotate on the CCR the contractor’s representative’s name, as well as the date and time of notification.

c) When the contractor documents the CA, the COR will evaluate the proposed CA and forward the record to the Contracting Officer (CO) for final dispensation. The CO will, in turn, send copies of CCR(s) to the COR and the contractor for their records.

d) The contractor will be required to correct, if possible, all defects detected by the COR within 5 working days of notification. The contractor must manage the CAs as deemed necessary to provide services in conformance with contractual requirements. If correction of the defect requires re-performance of the service, the COR shall perform re-inspection(s) to determine if the contractor adequately re-performed and service is acceptable.

e) The contractor will be requested to state what action will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the COR shall annotate on the CAR, the contract representative’s name, as well as the date and time of notification. The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the issue, and perform re-before forwarding it to the CO, ensuring receipt by the 5th workday of the following month. The COR shall keep a copy of all documentation (which includes contractor response to deficiencies, CO disposition of contractor’s CA, etc) in his/her contract files prior to forwarding the originals. If the

SS-7- Contractor Personnel Attended Annual Training Requirements

PWS, Paragraph 1.3.5.4.

2. Frequency: Annually

3. Performance Threshold: Performance is acceptable when 0 defective services are discovered. Performance is unacceptable when there are one or more COR-validated customer complaints per database per calendar

4. Inspection Procedure: Each customer complaint will be assigned a control number, logged in the customer

a) If the complaint is not received on a Customer Complaint Record (CCR), the COR will complete a CCR and place a copy in the complaint log. If needed, the COR will contact the complainant to determine the validity of the complaint using the applicable PWS requirement. If appropriate, COR will contact the contractor and request an answer to the complaint. If any Government action or lack thereof was cause

b) If the COR validates that performance was unacceptable, the complaint (deficiency) will be submitted to the contractor’s representative. Contractor will be requested to sign and date the CCR and state what Corrective Action (CA) will be taken to correct the deficiency and preclude reoccurrence. If the

c) When the contractor documents the CA, the COR will evaluate the proposed CA and forward the record to the Contracting Officer (CO) for final dispensation. The CO will, in turn, send copies of CCR(s) to

d) The contractor will be required to correct, if possible, all defects detected by the COR within 5 working conformance with contractual requirements. If correction of the defect requires re-performance of the service, the COR shall perform re-inspection(s) to determine if the contractor adequately re-performed

e) The contractor will be requested to state what action will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the COR shall annotate on the CAR, the contract representative’s name, as well as the date and time of notification. The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the issue, and perform re-shall keep a copy of all documentation (which includes contractor response to deficiencies, CO disposition of contractor’s CA, etc) in his/her contract files prior to forwarding the originals. If the

SS-8- Display of ID badges PWS, Paragraph 1.14.1

3. Performance Threshold: Performance is acceptable when 0 defective services are discovered. Performance is unacceptable when there are one or more COR-validated customer complaints per database per calendar

4. Inspection Procedure: Each customer complaint will be assigned a control number, logged in the customer

a) If the complaint is not received on a Customer Complaint Record (CCR), the COR will complete a CCR and place a copy in the complaint log. If needed, the COR will contact the complainant to determine the validity of the complaint using the applicable PWS requirement. If appropriate, COR will contact the contractor and request an answer to the complaint. If any Government action or lack thereof was cause

b) If the COR validates that performance was unacceptable, the complaint (deficiency) will be submitted to the contractor’s representative. Contractor will be requested to sign and date the CCR and state what Corrective Action (CA) will be taken to correct the deficiency and preclude reoccurrence. If the

c) When the contractor documents the CA, the COR will evaluate the proposed CA and forward the record to the Contracting Officer (CO) for final dispensation. The CO will, in turn, send copies of CCR(s) to

d) The contractor will be required to correct, if possible, all defects detected by the COR within 5 working conformance with contractual requirements. If correction of the defect requires re-performance of the service, the COR shall perform re-inspection(s) to determine if the contractor adequately re-performed

e) The contractor will be requested to state what action will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the COR shall annotate on the CAR, the contract representative’s name, as well as the date and time of notification. The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the issue, and perform re-shall keep a copy of all documentation (which includes contractor response to deficiencies, CO disposition of contractor’s CA, etc) in his/her contract files prior to forwarding the originals. If the

SS-9- Replacement Staff Available Within Specified Timeframe

PWS, Paragraph 1.2.2.5.

3. Performance Threshold: Performance is acceptable when 0 defective services are discovered. Performance is unacceptable when there are one or more COR-validated customer complaints per database per calendar

4. Inspection Procedure: Each customer complaint will be assigned a control number, logged in the customer

a) If the complaint is not received on a Customer Complaint Record (CCR), the COR will complete a CCR and place a copy in the complaint log. If needed, the COR will contact the complainant to determine the validity of the complaint using the applicable PWS requirement. If appropriate, COR will contact the contractor and request an answer to the complaint. If any Government action or lack thereof was cause

b) If the COR validates that performance was unacceptable, the complaint (deficiency) will be submitted to the contractor’s representative. Contractor will be requested to sign and date the CCR and state what Corrective Action (CA) will be taken to correct the deficiency and preclude reoccurrence. If the

c) When the contractor documents the CA, the COR will evaluate the proposed CA and forward the record to the Contracting Officer (CO) for final dispensation. The CO will, in turn, send copies of CCR(s) to

d) The contractor will be required to correct, if possible, all defects detected by the COR within 5 working conformance with contractual requirements. If correction of the defect requires re-performance of the service, the COR shall perform re-inspection(s) to determine if the contractor adequately re-performed

e) The contractor will be requested to state what action will be taken to correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the COR shall annotate on the CAR, the contract representative’s name, as well as the date and time of notification. The COR shall establish a reasonable timeframe for re-performance, based upon sensitivity of the issue, and perform re-shall keep a copy of all documentation (which includes contractor response to deficiencies, CO disposition of contractor’s CA, etc) in his/her contract files prior to forwarding the originals. If the

SS-10- Contractor Personnel Credentials Were Submitted Correctly

PWS, Paragraph 1.2.2.6.

3. Lot Size: 19

4. Sample Size: 19

5. Performance Threshold: Performance is acceptable when 0 or fewer defects are discovered annually.

Performance is unacceptable when 1 or more defects are discovered annually.

6. Sampling Procedure: Annually contractor personnel credentials will be inspected 100%.

a) COR will perform inspection of the employee records/credentials to insure requirement is met.

b) COR will verify personnel credentials within ten (10) work days after contract award,…