QASP_Fac_Maintenance,_TO__1.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

DMEA 18-8G4

13 July 2018

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

What will be monitored How monitoring will take place Who will conduct the monitoring How monitoring efforts and results will be documented

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on the contract type in which the work is being performed:

52.246-4 Inspection of Services – Fixed-Price, 52.246-6 Inspection of Services – Time-and-Material and Labor-Hour

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. 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 assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: TBD Organization or Agency: Defense Microelectronics Activity Telephone: TBD Email: TBD

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the CO, the COR shall provide documentation to the CO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

Assigned COR: <enter name> Telephone: <enter number> Email: <enter address>

c. Other Key Government Personnel - <enter name or delete these lines if not applicable. This may include the CS, Performance Monitors, Inspectors, etc. who act on behalf of the COR to monitor performance.> Title: <enter title> Telephone: <enter number> Email: <enter address>

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. To be completed prior to contract award.

a. Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

b. Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

c. Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

4. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The table below summarizes performance objectives. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). As with all elements of the QASP, this section is subject to change, depending on (including, but not limited to) the contractor’s proposal and contract performance.

Performance Objective PWS References

1. Equipment Inventory 3.1.4.1, 3.8

2. Equipment Inventory Maintenance 3.1.4.2, 3.8

3. General Repairs 3.2

4. Preventative Maintenance 3.3 – 3.7

5. System Inspections 3.3.4

6. Maintenance Schedule Various, 3.3 – 3.7

7. Staffing/sub-contractor 3.1

5. METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP. Regardless of the

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the COD CS, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

Performance

Objective

PWS

Referen ces

Performance Standard Method of Surveillance

1. Equipment Inventory

3.1.4.1 3.8

Implement CMMS within 60 days, input major components within 90 days. All minor components inputted by end of year one of TO.

Progress Meetings Periodic Sampling

2. Equipment Inventory Maintenance

3.1.4.2 3.8

New maintenance activities entered in the CMMS within three days of maintenance completion.

Progress Meetings Periodic Sampling

3. General Repairs 3.2 Provide quote on work order requests within 3 days of receipt of non-emergency issue.

Minimum of 24-hr work order request for all emergency quotes.

Initial:

Direct Observation

Eventual:

Periodic Sampling

4. Preventative Maintenance

3.3 – 3.7 All preventative maintenance activites completed according to

Direct Observation Status Meetings Progress Reports schedule. Remediation activities performed as need, in a timely fashion.

5. System Inspections

3.3.4 Replace consumable items

within 10 days of item use. Long lead items per ordered to minimize down time.

Periodic Inspection

6. Maintenance Schedule

Various

3.3 – 3.7

Provide PM Schedule within 2 weeks of award of contract. Ability to maintain and update PM schedule keeping DMEA informed of required changes. Effective scheduling to minimize down time.

Direct Observation

7. Staffing/sub-contractor

3.1 Provided adequate

staffing/sub-contractors to service facilities with minimum change over.

Status Meetings Progress Reports

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

b. MANAGEMENT INFORMATION SYSTEMS (MIS). (Evaluates outputs through the use of management information reports. Best used for general surveillance and may need to be supplemented by periodic inspections.)

c. PERIODIC INSPECTION. (Uses a comprehensive evaluation of selected outputs.

Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

d. USER SURVEY. (Combines elements of validated user complaints and random sampling.

Random survey is conducted to solicit user satisfaction. Appropriate for high quantity activities that have historically been satisfactory. May also generate periodic and 100% inspections.)

e. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.)

f. 100% INSPECTION. (Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.)

g. PERIODIC SAMPLING. (Variation of random sampling. However, sample is only taken when a deficiency is suspected. Good follow-up to MIS analysis. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.)

h. RANDOM SAMPLING. (Designed to evaluate the outputs of the award requirement by randomly selecting and inspecting a statistically significant sample. Highly recommended for large quantity repetitive activities with objective and measurable quality attributes.)

i. Progress or status meetings.

j. Analysis of contractor's progress reports. (Evaluate cost, schedule, etc.)

k. Performance reporting. (Evaluate metrics for a specific time period. Develop metrics or use metrics found in MIS.)

7. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

8. DOCUMENTING PERFORMANCE.

DMEA maintains its own contract management system which allows a central repository for COR related files and Quality Assurance artifacts. In addition, the COR can upload documentation files in CORT (Contracting Officer’s Representative Tool). This documentation may be in the form of performance reports (template attached to this plan), contract discrepancy reports (template attached), or other more informal method.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor no less than once every two weeks to assess performance and shall provide a written assessment.

TBD

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Task Manager or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>