Attachment_9_QASP.pdf

FA8601-16-R-0002

Attachment 9

FOR

CIVIL ENGINEER FACILITY AND EQUIPMENT SUPPORT TO INTELLIGENCE AND

RESEARCH AND DEVELOPMENT ACTIVITIES

Coordination and Review:

COR Supervisor Date

Contracting Officer Date

Quality Assurance Program Coordinator Date

Functional Director/Commander (optional) 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 MF T 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 subject contract is to provide facility and equipment maintenance, repair and replacement activities for lab support t Wright-Patterson AFB, OH. The QASP will provide oversight capability to make certain 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.

3 ROLES AND RESPONSIBILITIES

3.1 Chief of the Contracting Office (COCO):

3.1.1. Serves as Business Advisor to Wing Commanders, Group Commanders, Air Force Materiel Command (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 (MTF) in planning, assessing contractor performance, and managing the acquisition throughout the life of the requirement.

3.1.4. Updates the Wing Commanders, Group Commanders, AFMC Center-level Commander and other Headquarters Directors annually on the health of the service acquisitions.

3.1.4. 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. Contracting Officer (CO):

3.3.1. 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.

3.3.2. Participates in Multi-Functional Team meetings.

3.3.3. 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.

3.3.4 Manages CORs assigned to the contract

3.4. Quality Assurance Program Coordinator (QAPC):

3.4.1. Coordinates all aspects of the Quality Assurance program.

3.4.2. Support and attends all meetings, as requested.

3.4.3. Assists in preparing the Performance Work Statement.

3.4.5. Provides training to CORs, and COR Management.

3.4.6 Maintains training records of COR and COR Management training.

3.5. Contract Negotiator/ Specialist/Administrator:

3.5.1. Participates in meetings.

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

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

3.6 Contracting Officer Representative (COR) Supervisor:

3.6.1 Nominates primary and alternate COR in writing.

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

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

3.6.3 Establish priority for continuing education and COR certification.

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

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

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

3.7. Contracting Officer Representative (COR):

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

3.7.2. 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 COR Management review and initials.

3.7.3. Maintains documentation, and recommends improvements to the surveillance procedures and PWS throughout the life of the contract.

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

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

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

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

3.9. Contractor:

3.9.1. Complies fully with the terms and conditions of the contract.

3.9.2. Participates in meetings as requested.

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

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

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

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

3.10. 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 Supervisor; 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 PERFORMANCE ASSESSMENT:

5.1 This QASP is based on the premise that the contractor, not the Government, is responsible for the management and quality control actions needed to meet the standards of the contract.

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

5.2.1 A Services Summary (SS) will be included in the PWS. This document will summarize the performance objectives and performance thresholds 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.

5.2.2 COR will perform QA procedures following the QASP

https://www.cpars.gov/

5.3 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 the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract.

5.3.1. Initial Performance Review Criteria:

5.3.1.1. 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).

5.3.1.2. 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).

5.3.1.3. 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.

5.3.1.4. 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.

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

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

5.4. (Applicable for acquisitions greater than or equal to $100M) Results of the initial performance review shall be reported by plain text e-mail or other expedient means to the PEO. Negative variations in pricing, schedule, staffing, and/or performance shall be reported with an assessment of the root causes and corrective action plan. The report shall include an assessment of schedule, management, technical, and cost performance. Special interest items to be included in the initial performance report are significant modifications to the contract made since contract award.

5. 4.1 Assessment Values:

5.4.1.1 Green—No issues.

5. 4.1.2 Yellow—Issue(s) but contractor has an adequate mitigation or corrective action plan in place.

5.4.1.3 Red—Issue(s) with inadequate or no contractor’s mitigation or corrective action plan.

Any “red” assessment shall include the government proposed actions with respect to the failing contractor.

6 REVISIONS to the QASP.

6.1. The COR reviews the PWS and QASP periodically. Any proposed changes shall be submitted to the CO for approval prior to implementation. This is a living document and can be changed at any time, but the CO must accept changes.

7 CONTRACT PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) (applicable if contract is for over $1 million)

7.1. 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.

7.1.1. The website for CPARs is: https://www.cpars.gov

8 CONTRACTING OFFICER REPRESENTATIVE TRACKING TOOL (CORT)

8.1. 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:

https://cs.eis.af.mil/airforcecontracting/knowledge_center/COR/CORT/AFMC%20COR%20Tool%20 Resources/Home.aspx

9 COMBATING TRAFFICKING IN PERSONS:

9.1 The contractor shall comply with FAR 52.222-50, Combating Trafficking in Persons. The COR will monitor contractor’s performance regarding trafficking in persons. The COR shall immediately notify the Contracting Officer of non-compliance with FAR 52.222-50. The Contracting Officer shall convey the information to the DoD Combat Trafficking in Persons (CTIP) Law Enforcement Support /Office of Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA). http://ctip.defense.gov. The Department of State’s Office to Monitor and Combat Trafficking in Person is http://www.state.gov/j/tip https://cs.eis.af.mil/airforcecontracting/knowledge_center/COR/CORT/AFMC%20COR%20Tool%20Resources/Home.aspx https://cs.eis.af.mil/airforcecontracting/knowledge_center/COR/CORT/AFMC%20COR%20Tool%20Resources/Home.aspx http://ctip.defense.gov/ http://www.state.gov/j/tip

MULTI-FUNCTIONAL TEAM MEMBERSHIP

Solicitation/RFP/Contract Number FA8601-16-R-0002 ` Type of Service: Equipment Maintenance, Repair and Replacement

Functional Director/Commander: _______________________ Date: __________________

COR: _______________________ Date: __________________

COR: _______________________ 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: __________________

Designated Official** _______________________ Date: __________________

Accepted By: ________________________ Date: __________________ Contracting Officer

*Optional -Contractor (signs after award) will have limited authority in the Multi-Functional Team, so as to not be involved in any inherently governmental responsibilities.

** As applicable

QASP

Part 2

ASSESSMENT

MANAGEMENT

SERVICES SUMMARY (SS)

PERFORMANCE OBJECTIVE, PERFORMANCE THRESHOLD,

AND

METHODS OF ASSESSMENT

Performance Objective

PWS

Para.

Performanc e Threshold

Method of Assessment

Remedy

SS-1 Quality Control Plan Compliance

1.10. 0 Deficiencies

Periodic CE CORs

Re-performance within 3 business days

SS-2 Purchasing Plan Compliance

1.1.2. 3 Deficiencies Per Month

100% Inspection Lab CORs

Re-performance within 2 business days

SS-3 Submittal Procedure

1.1.4. 1 Deficiency Per Month

100% Inspection CE CORs

Re-performance within 3 business days

SS-4 Reports 1.1.8. – 1.1.15.

1 Deficiency Per Month

SS-5 Refrigerant Inventory

1.6.1. 0 Deficiencies

Periodic within 2 business days

SS-6 Contractor Manning Levels

1.9.2.4- 1.9.2.9

Deficiencies

CE & LAB CORs

Reduction in payment based on CO discretion.

SS-7 Maintenance Actions/ Real Property

1.3. 5 Deficiencies Per Month

Periodic CE CORs

Re-performance within 2 business days and/or Reduction in payment

SS-8 Maintenance Actions/ User’s Equipment

1.3. 5 Deficiencies Per Month

Periodic CE CORs

Re-performance within 2 business days and/or Reduction in payment

SS-9 Emergency Repairs/Replacements for Real Property

1.4. 0 Deficiencies within 1 business day/and or reduction in payment

SS-10 Emergency Repairs/Replacements for User’s Equipment

1.4. 0 Deficiencies

Lab CORs within 1 business day/and or reduction in payment

Performance

Objective

PWS

Para.

Performance Threshold

Method of Assessment

Remedy

SS-11 Urgent Repairs/Replacements for Real Property

1.4. 1 Deficiency Per Month within 2 business days/and or reduction in payment

SS-12 Urgent Repairs/Replacements for User’s Equipment

1.4. 1 Deficiency Per Month within 2 business days/and or reduction in payment

SS-13 Routine Repairs/Replacements for Real Property

1.4. 5 Deficiencies Per Month within 3 business days/and or reduction in payment

SS-14 Routine Repairs/Replacements for User’s Equipment

1.4. 5 Deficiencies Per Month within 3 business days/and or reduction in payment

SS-15 Equipment Labels / Real Property

1.7. 2 Deficiencies Per Month

SS-16 Equipment Labels / User’s Equipment

1.7. 2 Deficiencies Per Month

SS-17 Generator Forms

1.3.3.1. 0 Deficiencies 100% Inspection within 1 business day

SS-18 Chiller Logs 1.9.2.8. 1 Deficiency Per Month

Reduction in payment based on CO discretion

SS-19 Safety and Health Plan (VVP) Compliance

1.14. 0 Deficiencies Per Month within 1 business day

QASP

SURVEILLANCE PROCEDURES

INTRODUCTION

1.0. 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 Military Family Housing Maintenance contract.

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.

1.2. 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.

1.3. 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.

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

1.4.1. 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.

1.4.2. CORs will perform quality assurance procedures contained herein.

2.0. 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 and sample size identified on the sample guide. The frequency of inspection is established (i.e.

daily, weekly, monthly, quarterly), but the specific time of occurrence need not be specified. The results will be recorded on the inspection record. When the COR discovers unacceptable performance in service the COR will generate a Corrective Action Report (CAR) and identify the discrepancy. Valid defects should be forwarded to the contractor for 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: In this inspection the COR inspects 100% of all items/services to ensure compliance.

The results will be recorded on the Inspection Record. When the COR discovers unacceptable performance in service the COR will generate a Corrective Action Report (CAR) and identify the discrepancy. 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: In random sampling, the COR uses a statistically based sample pattern. When the

COR discovers unacceptable performance or a defect in service, he/she will generate a CAR identifying the discrepancy. The CAR will then be submitted to the contractor for CA. When the contractor documents the CA proposed to correct observed defects (if possible) and prevent future defects, the COR will evaluate the proposed CA and forward the record to the CO for final dispensation. The CO will, in turn, send copies of reviewed CARs to the COR and the contractor for their records.

3.0. UNACCEPTABLE PERFORMANCE.

3.1. 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. The contractor will annotate on the report provided by the COR the CA he/she will take to correct the defect and prevent its recurrence, and will return the completed report to the COR. If the contractor refuses to sign, annotate this on the notification.

3.2. After the contractor documents the proposed CA, the COR will evaluate the proposed CA and forward the record, annotated with the results of the COR evaluation, to the CO for final dispensation.

The CO will determine if further actions need 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 CA and proposed CA will be annotated on the record, and copies will be returned to the COR and the contractor.

4.0. REMEDIES FOR UNACCEPTABLE PERFORMANCE.

4.1. In accordance with the contract FAR 52.246-4 “Inspection of Services – Fixed Price”. 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:

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

4.1.2. 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.

4.1.3. 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:

4.1.3.1. 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

4.1.3.1.1. Decrease the invoice amount in relation to performance;

4.1.3.1.2. Cure Notice

4.1.3.1.3. Show Cause Notice

4.1.3.1.4. Terminate the contract.

4.1.4. The Contracting Officer will determine the action to be taken against the contractor, such as reductions in fee/price in accordance with the FAR 52.246-4 “Inspection of Services – Fixed Price”. The CO’s disposition of the deficiency will be annotated on the form and the COR and contractor will be notified of action.

5.0. COR MONTHLY INSPECTION REPORT.

5.1. 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)).

6.0 WIDE AREA WORKFLOW.

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

https://wawf.eb.mil.

6.1.1. Certification of services shall be accomplished on the first workday following the completion of the contract payment period, to avoid payment of interest penalties.

6.2. CORs are responsible for obtaining, scheduling, and completing WAWF training from https://wawftraining.eb.mil/.

7 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/ https://wawftraining.eb.mil/

SAMPLE GUIDE #1

SS-1- Contractor’s Quality Control Plan (QCP)

PWS, Paragraph 1.10.

1. Method of Surveillance: Periodic

2. Frequency: (Monthly/Quarterly

3. Lot Size: 1

4. Sample Size: 1

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

6. Sampling Procedure: Initial evaluation of contractor compliance with their QCP shall be conducted before the first payment is made. Frequency of Procedure Evaluations (PE) shall remain monthly until full compliance is established:

after that, the frequency may be changed to quarterly. If at any time the contractor’s performance becomes noncompliant with their QCP, the frequency shall revert back to monthly.

7. Inspection Procedure:

a. On the day selected the CE COR will proceed to the contractor’s record site. The CE COR will request the previous month’s records from the contractor’s representative. The CE COR will inspect the contractor’s records.

The inspection shall include the availability of records for government review, reviewing the inspections the contractor performed with respective dates, deficiencies found, and corrective action taken by the contractor.

b. The CE COR will check on the contractor’s key control procedures.

c. In addition to the verification of documented records, the CE COR shall, on occasion, perform an actual observation of the contractor’s quality control operations. This requirement shall be met by performing a pre-arranged concurrent inspection with contractor personnel or an unannounced, impromptu observation of contractor inspection personnel.

d. The CE COR will record the inspection status as A= acceptable or U=unacceptable on his Performance Report.

Any defects or non-conformance found shall cause the observation to be recorded as unacceptable. The CE COR will detail the specific reason to the attention of the contractor’s representative. The CE COR will note the deficiency on the “Corrective Action Report” (CAR). The CE COR will notify the contractor of the deficiency.

The contractor will be requested to respond with a written corrective action plan. The corrective action shall correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the CE COR shall annotate on the report, the contract representative’s name, as well as the date and time of notification.

e. The contractor must manage the corrective actions as deemed necessary to provide conformance in meeting the contractual requirements. If any government action, or lack of action, were cause for unacceptable performance, the deficiency would not be counted as a defect.

f. The contractor shall be required to correct, if possible, all defects detected by the CE COR.

g. The contractor shall accomplish re-performance within 3 business days.

h. The CE COR will collect all pertinent documentation (Checklists, Performance Reports and Corrective Action Reports) for submittal.

i. The CE COR will submit the documentation to the Functional Director for review/coordination regularly,ensuring receipt by the 8th workday of the following month. The Functional Director shall review the reports and forward them to the Contracting Officer. The Functional Director 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.

SAMPLE GUIDE #2

SS-2 – Supply System (Purchasing Plan)

PWS Paragraph 1.1.2.

1. Method of Surveillance: 100% Inspection

2. Frequency: Daily

3. Lot Size: 15 Bill of Materials

4. Sample Size: 15 Bill of Materials

5. Performance Threshold: Performance is acceptable when 3 defective bill of materials or less are discovered per month. Performance is unacceptable when 4 defective bill of materials or more are discovered per month.

6. Sampling Procedures: The Lab COR will inspect all material, parts, and contracted services bill of materials.

7. Inspection Procedures: Lab COR will verify compliance to purchasing plan with the referenced items:

a. The bill of materials includes date, lab, building number, delivery order number, customer work authorization number, element of expense investment code, vendor, part description, quantity, and cost.

b. The bill of materials will include any supporting documentation needed, such as required quotes, no quotes, verification of price reasonable, brand name justification letter, sole source letter.

c. The Lab COR will record the inspection status as A= acceptable or U=unacceptable on his Performance Report. Any defects or non-conformance found shall cause the observation to be recorded as unacceptable.

The Lab COR will detail the specific reason to the attention of the contractor’s representative. The COR will note the deficiency on the “Corrective Action Report” (CAR). The Lab COR will notify the contractor of the deficiency. . The contractor will be requested to respond with a written corrective action plan. The corrective action shall correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the Lab COR shall annotate on the report, the contract representative’s name, as well as the date and time of notification.

d. The contractor must manage the corrective actions as deemed necessary to provide conformance in meeting the contractual requirements. If any government action, or lack of action, were cause for unacceptable performance, the deficiency would not be counted as a defect.

e. The contractor shall be required to correct, if possible, all defects detected by the Lab COR.

f. The contractor shall accomplish re-performance within 2 business days.

g. The Lab COR will collect all pertinent documentation (Checklists, Performance Reports and Corrective

Action Reports) for submittal

h. The Lab COR will submit the documentation to the Functional Director for review/coordination regularly, ensuring receipt by the 8th workday of the following month. The Functional Director shall review the reports and forward them to the Contracting Officer. The Functional Director 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.

SAMPLE GUIDE #3

SS-3 – Submittal Procedures

PWS Paragraph 1.1.4.

2. Frequency: Monthly

3. Lot Size: 5

4. Sample Size: 5

5. Performance Threshold: Performance is acceptable if 1 defective submittal or less is discovered during the month.

Performance is unacceptable if 2 or more submittals were defective during the month.

6. Sampling Procedure: The CE COR will inspect all submittals for compliance with PWS Paragraph 1.1.4.

a. The CE COR shall review and ensure the contractor provides required submittal packages to include; a properly filled out AF Form 3000, all required documentation.

b. The CE COR will record the inspection status as A= acceptable or U=unacceptable on his Performance Report..

Any defects or non-conformance found shall cause the observation to be recorded as unacceptable. The CE COR will detail the specific reason to the attention of the contractor’s representative. The CE COR will note the deficiency on the “Corrective Action Report” (CAR). The CE COR will notify the contractor of the deficiency.

The contractor will be requested to respond with a written corrective action plan. The corrective action shall correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the CE COR shall annotate on the report, the contract representative’s name, as well as the date and time of notification.

c. The contractor must manage the corrective actions as deemed necessary to provide conformance in meeting the contractual requirements. If any government action, or lack of action, were cause for unacceptable performance, the deficiency would not be counted as a defect.

d. The contractor shall be required to correct, if possible, all defects detected by the CE COR.

e. The contractor shall accomplish re-performance within 3 business days.

f. The CE COR will collect all pertinent documentation (Checklists, Performance Reports and Corrective Action Reports (CAR)) for submittal.

g. The CE COR will submit the documentation to the Functional Director for review/coordination regularly, ensuring receipt by the 8th workday of the following month. The Functional Director shall review the reports and forward them to the Contracting Officer. The Functional Director 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

SAMPLE GUIDE #4

SS-4 Reports

PWS Paragraphs 1.1.8. – 1.1.15.

3. Lot Size: 8

4. Sample Size: 8

5. Performance Requirement: Performance is acceptable if 1 defect or less is discovered during the month.

Performance is unacceptable if 2 or more defects were discovered during the month.

6. Sampling Procedure: The CE COR shall review all required reports and ensure that meet contract requirements.

a. The CE COR will check the SharePoint site and ensure all required reports have been submitted and contain all required information.

b. The CE COR will record the inspection status as A= acceptable or U=unacceptable on his Performance

Report. Any defects or non-conformance found shall cause the observation to be recorded as unacceptable.

The CE COR will detail the specific reason to the attention of the contractor’s representative. The CE COR will note the deficiency on the “Corrective Action Report” (CAR). The CE COR will notify the contractor of the deficiency. The contractor will be requested to respond with a written corrective action plan. The corrective action shall correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the CE COR shall annotate on the report, the contract representative’s name, as well as the date and time of notification.

c. The contractor must manage the corrective actions as deemed necessary to provide conformance in meeting the contractual requirements. If any government action, or lack of action, were cause for unacceptable

d. The contractor shall be required to correct all defects detected by the CE COR.

e. The contractor shall accomplish re-performance within 3 business days.

f. The CE COR will collect all pertinent documentation (Checklists, Performance Reports and Corrective

Action Reports (CAR)) for submittal.

g. The CE COR will submit the documentation to the Functional Director for review/coordination regularly, ensuring receipt by the 8th workday of the following month. The Functional Director shall review the reports and forward them to the Contracting Officer. The Functional Director 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

SAMPLE GUIDE #5

SS-5 Refrigerant Inventory PWS Paragraph 1.6.

3. Lot Size: Varies

4. Sample Size: All

5. Performance Requirement: Performance is acceptable if 0 defects are discovered during the month. Performance is unacceptable if 1 or more defects were discovered during the month.

6. Sampling Procedure: The CE COR shall throughout the month provide periodic surveillance of the refrigerant inventory.

a. The CE COR will check and ensure the contractor is managing the refrigerant correctly and keeping an accurate and up-to-date inventory.

b. The CE COR will record the inspection status as A= acceptable or U=unacceptable on his Performance Report. Any defects or non-conformance found shall cause the observation to be recorded as unacceptable.

The CE COR will detail the specific reason to the attention of the contractor’s representative. The CE COR will note the deficiency on the “Corrective Action Report” (CAR). The CE COR will notify the contractor of the deficiency. The contractor will be requested to respond with a written corrective action plan. The corrective action shall correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the CE COR shall annotate on the report, the contract representative’s name, as

c. The contractor must manage the corrective actions as deemed necessary to provide conformance in meeting the contractual requirements. If any government action, or lack of action, were cause for unacceptable

e. The contractor shall accomplish re-performance within 2 business days.

f. The CE COR will collect all pertinent documentation (Checklists, Performance Reports and Corrective

Action Reports (CAR)) for submittal.

g. The CE COR will submit the documentation to the Functional Director for review/coordination regularly, ensuring receipt by the 8th workday of the following month. The Functional Director shall review the reports and forward them to the Contracting Officer. The Functional Director shall photocopy all documentation for inclusion into his/her contract files prior to forwarding the originals. If the contractor is not required to

SAMPLE GUIDE #6

SS-6 Contractor Manning Levels PWS Paragraph 1.9.2.4-11.

2. Frequency: Daily

3. Lot Size: Varies

4. Sample Size: All

5. Performance Requirement: Performance is acceptable if 0 defects are discovered during the month. Performance is unacceptable if 1 or more defects were discovered during the month.

6. Sampling Procedure: The CE COR shall daily ensure there are on-on-site contractor employees commensurate with the government purchased labor hours.

a. The CE COR will check and ensure the contractor is maintaining the on-site staff at the correct manning level.

b. The CE COR will record the inspection status as A= acceptable or U=unacceptable on his Performance

Report. Any defects or non-conformance found shall cause the observation to be recorded as unacceptable.

The CE COR will detail the specific reason to the attention of the contractor’s representative. The CE COR will note the deficiency on the “Corrective Action Report” (CAR). The CE COR will notify the contractor of the deficiency. The contractor will be requested to respond with a written corrective action plan. The corrective action shall correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the CE COR shall annotate on the report, the contract representative’s name, as

c. The contractor must manage the corrective actions as deemed necessary to provide conformance in meeting the contractual requirements. If any government action, or lack of action, were cause for unacceptable

e. The contractor shall reimburse the government for unfilled labor hours.

f. The CE COR will collect all pertinent documentation (Checklists, Performance Reports and Corrective

Action Reports (CAR)) for submittal.

g. The CE COR will submit the documentation to the Functional Director for review/coordination regularly, ensuring receipt by the 8th workday of the following month. The Functional Director shall review the reports and forward them to the Contracting Officer. The Functional Director shall photocopy all documentation for inclusion into his/her contract files prior to forwarding the originals. If the contractor is not required to

SAMPLE GUIDE #7

SS-7 Maintenance Actions/Real Property

PWS Paragraphs 1.3.

3. Lot Size: 2180 Maintenance Actions

4. Sample Size: 109 Maintenance Actions

Breakout by Lab; Lab 3 = 25 Lab 5 = 5 Lab 7 = 4 Lab 8 = 41 Lab 9 = 28 Lab 10 = 5 Lab 11 = 1

Total Sample size = 109

5. Performance Threshold: Performance is acceptable when 5 defects or less are discovered per month. Performance is unacceptable when 6 or more defects are discovered per month.

6. Sampling Procedures: The CE COR will select equipment that is receiving maintenance actions per the contractor’s Equipment Maintenance Plan, PWS paragraph 1.1.12.

7. Inspection Procedures: The CE COR will inspect and verify the required maintenance actions were completed.

The CE COR may witness the work while it is in progress or inspect following its completion.

a. The CE COR will record the inspection status as A= acceptable or U=unacceptable on his Performance

Report. Any defects or non-conformance found shall cause the observation to be recorded as unacceptable.

The CE COR will detail the specific reason to the attention of the contractor’s representative. The CE COR will note the deficiency on the “Corrective Action Report” (CAR). The CE COR will notify the contractor of the deficiency. The contractor will be requested to respond with a written corrective action plan. The corrective action shall correct the deficiency and preclude reoccurrence. If the contractor refuses to acknowledge the deficiency, the CE COR shall annotate on the report, the contract representative’s name, as

b. The contractor must manage the corrective actions as deemed necessary to provide conformance in meeting the contractual requirements. If any government action, or lack of action, were cause for unacceptable

c. The contractor shall be required to correct, if possible, all defects detected by the CE COR.

d. The contractor shall accomplish re-performance within 3 business days.

e. If re-performance is not possible the contractor may be required to receive a reduction in payment per the Contracting Officer’s direction.

f. The CE COR will collect all pertinent documentation (Checklists, Performance Reports and Corrective Action Reports (CAR)) for submittal.

g. The CE COR will submit the documentation to the Functional Director/Commander for review/coordination regularly before forwarding it to the Contract Administrator, ensuring receipt by the 8th workday of the following month. The Functional Director 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.

SAMPLE GUIDE #8

SS-8 Maintenance Actions/User’s Equipment

PWS Paragraphs 1.3.

3. Lot Size: 1,900 Maintenance Actions

4. Sample Size: 95 Maintenance Actions

Breakout by Lab;

Lab 1 = 4 Lab 2 = 1 Lab 4 = 15 Lab 5 = 2 Lab 6 = 3 Lab 8 = 58 Lab 9 = 9 Lab 10 = 1 Lab 12 = 2 Total Sample size = 95

5. Performance Threshold: Performance is acceptable when 5 defects or less are discovered per month. Performance is unacceptable when 6 or more defects are discovered per month.

6. Sampling Procedures: The Lab COR will select equipment that is receiving maintenance actions per the contractor’s

Equipment Maintenance Plan, PWS paragraph 1.1.12.

7. Inspection Procedures: The Lab COR will inspect and verify the required maintenance actions were completed. The

Lab COR may witness the work while it is in progress or inspect following its completion.

a. The CE COR will record the inspection status as A= acceptable or U=unacceptable on his Performance Report.

Any defects or non-conformance found shall cause the observation to be recorded as unacceptable. The Lab COR will detail the specific reason to the attention of the contractor’s representative. The Lab COR will note the deficiency on the “Corrective Action Report” (CAR). The Lab COR will notify the contractor of the deficiency.

The contractor will be requested to respond with a written…