RFP_Attachment_9_-_Quality_Assurance_Surveillance_Plan_(QASP).pdf

FA8770-19-R-0011

Delivery Order 01

Quality Assurance Surveillance Plan (QASP)

For

Item Master Logistics Capability

Initiative (IMLCI)

29 July 2019

Contents

1. Vision

2. Mission

3. Purpose

4. Authority

5. Roles and Responsibilities

6. Performance Requirements and Method of Surveillance

6.1. Contract Surveillance

6.2. Surveillance Matrix

6.3. Performance Rating Definitions

7. Performance Reporting

7.1. Customer Complaint Record

7.2. Corrective Action Report (CAR)

Appendix 1 - Surveillance Matrix

Appendix 2 - Customer Complaint Record

Appendix 3 – Corrective Action Report (CAR)

Signature Approval

10/8/2019

X Debora Sharp Program Manager

Signed by: SHARP.DEBORA.L.1052084632 9/3/2019

X Hileria Thomas Contracting Officer Representative

Signed by: THOMAS.HILERIA.DAVIS.1251909829 8/28/2019

X MaryAnn Greene Quality Assurance Program Coordinator

Signed by: GREENE.MARY ANN.1402024980 Expired certificate

X Zach Huffman Contracting Officer

Signed by: HUFFMAN.ZACHARY.S.1470815465

Quality Assurance Surveillance Plan (QASP) for

Item Master Logistics Capability Initiative (IMLCI)

1. Vision The vision of the contract is to obtain services, licenses and license maintenance, as applicable, for Item Master Logistics Capability Initiative with supporting services from the chosen vendor. Vendor services will include hosting support to integrate the COTS product within the development security operations (DevSecOps) continuous integration continuous delivery (CI/CD) pipeline, product training, cybersecurity support, Agile team support, configuration and development support as required, The Item Master Logistics Capability Initiative (IMLCI) Integrated Program Office (IPO), Wright- Patterson Air Force Base (WPAFB), Ohio will configure the COTS tool to accomplish as many functions as possible that are currently performed by the Item Management Control System (IMCS) using agile methods and best of breed business management practices.

2. Mission The IMLCI provides the Air Force (AF) enterprise with an unclassified capability to generate and manage comprehensive, accurate, and reliable item specific data within the AF Logistics enterprise. It will provide enterprise users with the breadth and depth of accurate item data necessary to support and enable dependent processes, initiatives, programs and transformational concepts.

3. Purpose This QASP is a Government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards. The QASP provides the structure for the Government’s surveillance of the contractor’s performance to assure it meets contract standards. It is the Government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not part of the contract and is not intended to duplicate the contractor’s internal quality control standards. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The Government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

4. Authority Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the Contracting Officer or a duly authorized representative.

5. Roles and Responsibilities The following personnel shall oversee and coordinate surveillance activities.

Program/Project Manager (PM) – The PM provides primary program oversight, nominates the Contracting Officer Representative (COR), ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the Government’s behalf.

Assigned PM: Debora Sharp Organization or Agency: AFLCMC/HIAR Telephone: 937-257-7520 Email: debora.sharp.1@us.af.mil

Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also ensure the contractor receives impartial, fair, and equitable treatment under this contract and determine the final assessment of the contractor’s performance.

Assigned CO: Zachary Huffman Organization or Agency: AFLCMC/HIKA Telephone: 937-257-5139 Email: zachary.huffman.2@us.af.mil

Contracting Officer’s Representative (COR) – The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the CO.

The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for mailto:debora.sharp.1@us.af.mil documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government’s behalf.

Assigned Primary COR: Phillip Baines Organization or Agency: AFLCMC/HIAR Telephone: 937-713-2012 Email: phillip.baines@us.af.mil

Assigned Alternate COR: Hileria Thomas Organization or Agency: AFLCMC/HIAR Telephone: 937-713-2014 Email: hileria.thomas@us.af.mil

Contractor Representatives – The following employees of the contractor serve as the contractor’s Program Manager for this contract.

Contractor Program Manager – TBD Assigned Program Manager: TBD Telephone: TBD Email: TBD

6. Performance Requirements and Method of Surveillance

6.1. Contract Surveillance

The goal of the QASP is to ensure contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the CO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements.

The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the Government, is responsible for management and Quality Control/Quality Assurance actions to successfully meet the terms of the contract.

6.2. Surveillance Matrix

The Surveillance Matrix (Appendix 1) provides the performance objectives that must be performed by the contractor and is based on the QASP Services Summary. This matrix details the method of surveillance the COR will use to validate and inspect these performance objectives. Inspection of each objective will be documented in the COR file.

Performance objectives define the desired outcomes and the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance.

The Government performs surveillance, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance objectives. The Service Summary should be used to form the foundation of the COR’s inspection checklist.

Additionally, the forms listed in paragraph 7, “Performance Reporting” shall be used as applicable for documenting and reporting contractor’s performance.

Combating Trafficking in Persons (DFARS PGI 222.17, June 26, 2015) The Contracting Officer’s Representative (COR) will monitor contractor’s performance regarding trafficking in persons such that non-compliance with FAR 52.222-50, Combating Trafficking in Persons (CTIP), is brought to the immediate attention of the Contracting Officer. All DoD military and civilians must receive CTIP awareness training; it is highly recommended that DoD contractors receive CTIP awareness training.

The military has zero tolerance for human trafficking. CORs are to report all violations to their Contracting Officers immediately, and keep a log for annual review of all concerns.

Enterprise Contractor Manpower Reporting Application (eCMRA) Contracting Officers oversee the eCMRA system to ensure contractors have submitted the required manpower data. Contracting Officers are not required to enter order and contract data elements, location data, or fund cite data into the eCMRA system. Order and contract data elements are the responsibility of the Contractor and should be reviewed by the Contracting Officer and COR.

The COR must edit any incorrect order or contract data, if necessary. If the contractor submitted any National Defense Authorization Act (NDAA) elements the COR cannot edit the information; corrections must be conveyed to the contractor for the necessary changes. The Location Details data elements are the responsibility of the Contractors and Subcontractors. NDAA data elements must be input by the COR. The COR is also responsible to review the Fund Cite data in the eCMRA system.

6.3. Performance Rating Definitions

In evaluating the quality of contractor’s performance, the following performance ratings may be used.

Performance

Rating Criteria

Excellent / Outstanding

Performance meets contractual requirements and exceeds many to the Government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

7. Performance Reporting

7.1. Customer Complaint Record

The Customer Complaint Form is available as appendix 2

7.2. Corrective Action Report (CAR)

The CAR form is available as appendix 3

Appendix 1 - Surveillance Matrix

Performance Objective

SOO

Para(s)

Performance Threshold

Method Inspection Procedure Frequency Remedy

SS -1

Timeliness:

Deliverables delivered by the date specified in the CDRL.

5.1 Performance is

considered acceptable when 95% of deliverables are delivered on time. Compliance with revised delivery dates established by Government approved waivers are considered on time.

100% Surveillance

Configuration Management personnel logs in all deliverables and validates whether they are early, on time or late.

(As Required)

Checklist and customer input

Monthly CPAR documentation and utilization of CARs, if necessary.

SS-2

Quality of Service:

Deliverables meet the requirements of the content stated in the

CDRL.

5.1 Performance is

considered acceptable when 90% of the deliverables are accepted without revisions required.

100% Surveillance

Program Manager and Project Leads proceed to review CDRLs and provide feedback in accordance with CDRLs.

(As Required)

Checklist and

Monthly

CPAR

documentation and utilization of CARs, if necessary.

SS-3

Quality of Service:

Contractor provides quality services in a professional manner that meet the requirements of the contract.

4.2.3 Performance is

considered acceptable when no more than 2 valid complaints are reported to the Program Manager per Fiscal Year (FY). The Contractor shall respond to each complaint within 5 business days and include a corrective action plan.

100% Surveillance

Customer complaint and documented by COR and communicate d via the CO

Checklist and

Monthly

CPAR

documentation, Resolution of Customer Complaint within two business days to IPO’s satisfaction

Appendix 2 - Customer Complaint Record

Nature of Complaint (Complainant)

Date Complainant

[ Name ] [ Office Symbol, Phone Number ] [ Email Address ]

Signature

Validation (Quality Assurance Evaluator (QAE) / Contracting Officer Representative (COR))

Date QAE / COR

[ Office Symbol, Phone Number ] [ Email Address ]

Action Taken (Contractor)

Date Contractor

[ Office Symbol, Phone Number ] [ Email Address ]

Received and Validated (Contract Administrator)

Date Contract Administrator

[ Office Symbol, Phone Number ] [ Email Address ]

Contract Reference:

Appendix 3 – Corrective Action Report (CAR)

1. Contractor: 2. Contract Number: 3. Type of Services:

4. Functional Area: 5. Suspense Date:

[click and select]

6. Control Number:

7. Deficiency: Major Minor

Finding:

Finding Impact:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. Quality Assurance Personnel (QAP) / Contracting Officer Representative (COR):

Date

Typed Name, Rank, Title Signature

9. Issuing Authority:

Date

Typed Name, Rank, Title Signature

10. QAP/COR Response to Contractor Corrective Action and Action Taken to Prevent Recurrence:

11. QAP/COR Determination: Accepted Rejected 12. Close Date:

Corrective Action Report (CAR) Instructions

Block 1. Enter Contractor Name.

Block 2. Enter Contract Number.

Block 3. Enter Contract Name or Type of Services.

Block 4. Enter Functional Area of the Contract.

Block 5. Enter the assigned suspense date given the contractor to provide a response to the CAR. A date must be entered for a Major CAR. A date is optional at the discretion of the Quality Assurance Personnel (QAP) or / Contracting Officer Representative (COR) initiating the CAR if the finding is Minor.

Block 6. All CARs will be tracked with a Control Number. The functional commander/functional director is the Issuing Authority for his/ her contract QAPs or CORs generating CARs. By providing the control number to the QAP/COR originating the CAR, the Issuing Authority demonstrates concurrence with the finding. The control number will be made up of the first two letters of the name of the site or contract, the last two digits of the calendar year, and a three digit number starting with 001 and progressing upward throughout the calendar year (e.g., WP04-001).

Block 7.

1. Check the block that indicates whether the identified deficiency is assigned as a Major or Minor finding. See Performance Plan (PP), paragraph 6.1.4, for the definitions of Major and Minor findings and associated explanations.

2. Finding: Clearly state the details of the finding followed by a reference to the stated contractual requirement. The reference must state the portion of the contract, part, section, paragraph and subparagraph and must make a complete brief quotation of the contract reference.

3. State the impact that the finding has or could have on the accomplishment of the mission that the contract provides.

4. When determining how long to give the contractor to respond to the identified finding, the normal is 10 working days. The suspense date should reflect this unless the finding requires a greater amount of time to come to solution. Major findings require a contractor response. Minor findings may require a contractor response at the discretion of the QAP/COR initiating the CAR and/or the Issuing Authority.

Blocks 8 and 9. Contract QAPs/CORs initiating a CAR must sign in Block 8 and the Issuing Authority signs in Block 9. Each annotates the date at the time of signature.

Block 10. Upon review of the contractor's reply, the originator of the CAR will enter comments regarding acceptance or rejection of the contractor's response. This block may also contain any comments regarding follow-on inspections conducted or needed at a later date to validate that the finding has not reoccurred.

Block 11. The QAP/COR selects Accept or Reject after reviewing the contractor's response.

Block 12. The QAP/COR enters a close date after advising the Issuing Authority that the contractor's response is acceptable and the Issuing Authority concurs. The Issuing Authority will then forward the closed CAR to the contractor and report accordingly in the monthly Certificate Of Service (COS) or other applicable contracting officer services report. This routing remains the same if the contractor response is unacceptable and the CAR remains open until an acceptable response is received except that the Issuing Authority forwards the open CAR back to the contractor for additional information.