4_ATTCH_1_D14 Electronic Maint_QASP.doc

HSCG89-09-R-65M206

ATTCH 1

Quality Assurance Surveillance Plan

QUALITY ASSURANCE

SURVEILLANCE PLAN

For

District 14

Electronics Maintenance

1.0 GENERAL. This plan is designed for use by the Quality Assurance Evaluator (QAE) to monitor the Contractor performance. It provides instruction for the QAE to monitor and evaluate the contractor for each item in the Performance Requirements Summary (PRS, Table 1). Instructions are included for evaluating contractor performance in other contract requirements not listed in the PRS. Tables 2 and 3 of this QASP are taken from IAW MIL-STD 105 and used in evaluating performance on this contract.

1. The purpose of this QASP is to ensure that the contractor provides the quantity and quality of services consistent with contract requirements. We are primarily interested in the final output service of the Contractor and not in the details of how it is accomplished. This plan is not a Quality Control (QC) program, it does not prevent nonconforming or nonperformance (referred to as defects) of the contractor’s provided service. To prevent defective service the Contractor uses the QC program. Once the maximum allowable defect rate (MADR) has been exceeded, the COTR will send a Contractor Deficiencies Report (CDR) to the contractor for defective service. The CDR will state the affected requirement, deficiencies noted, and action to be taken.

1. This QASP defines what is inspected, how it is inspected, and when it is inspected by the QAE. All inspections are documented and available to the contractor for review. Any defect found during this surveillance will be forwarded to the Contractor. These documents are used in evaluating the contractor performance during each month of service provided. They are also used in COTR’s recommendation for monthly payment, invoiced by the contractor. The COTR’s annual contractor performance review uses these documents for contractors overall performance rating.

2.0 METHODS OF SURVEILLANCE. There are 5 methods of surveillance used in this plan. All inspection and results from these methods are documented and used in the monthly performance report to the Contracting Officer. Lot size is determined by contract requirement being inspected for that period, which is usually the actual number of that type task performed. Sample size is derived form lot size as shown in table 2 of the PRS. The levels of accept or reject levels for the inspection is derived from sample size as shown in table 3 of the PRS.

2.1 Random Sampling. This method gives the truest unbiased evaluation possible of total contractor’s performance. First a sample size is selected based on lot size. The lot items are assigned a serialized number, if not present on items. Then a random number generator or table, matching the lot size number, generates the sample numbers to be inspected. These numbers are documented and keep on record along with inspection results. This method is based on statistical theory and estimates the Contractor’s overall performance for a given contract requirement. Once defects exceed the MADR, a CDR will be issued with this surveillance method.

2.2 Planned Sampling. Sample selection is base on an objective rationale to monitoring contractor performance. This method is used in service areas, which are required but are not monitored in the PRS in TE-1. Also it is used to support overall requirements in the PRS. Defects found during these inspections will be documented and used in accordance with this plan. Once the number of defects exceed the MADR or other contract requirements, a CDR will be issued with this surveillance method.

2.3 100% Inspection. Used to monitor contractor performance in the PRS of a small lot size, infrequently performed work, such as work orders and associated deliverables. Defects found during these inspections, will be documented and used IAW this plan. Once the number of defects exceed the MADR or other contract requirements, a CDR will be issued with this surveillance method.

2.4 Incidental inspection. Used to monitor the contractor performance in all area of the contract. Including those requirements not listed in the PRS. These types of inspections occur when the QAE observes defective performance of the contractor service. The QAE must document all such inspections and show the incidental nature of the QAE being present and the defect was observed. Once the number of defects exceed the MADR or other contract requirements, a CDR will be issued with this surveillance method.

2.5 Operational monitoring. These are sent to the COTR or QAE, by the operational units or customer for action. The COTR will document the complaint and determine if the complaint is valid. This quality assurance method is based on customer awareness and applies to all contract requirements. The COTR/QAE will insure that customers have access to PWS and explain contract requirements. Once the complaint is valid a defect is issued to the contract IAW this plan. When defects or exceed the MADR, a CDR will be issued with this surveillance method.

3.0 QAE INSPECTION PROCEDURES. The following paragraphs set the procedures for the QAE to use in monitoring the performance of the contractor. These procedures will produce a constant monitoring effort, fair evaluation, and historical tracking of contractor performance.

3.1 Scheduling. The QAE will schedule inspections for the month based on contractor submitted schedules, contract requirement listed in the PRS, and this QASP. This schedule will be submitted to COTR 5 days before the end of the month proceeding the inspection month. The inspection schedule will include items being inspected, allow time to review customer complaints, additional planned sampling, and tasking level for each QAE (to include other work if known). Changes that occur during the month will be lineout items, rescheduled inspection inserted, or note changes made. These schedules are not to be released to the contractor until the following month of the schedule performance.

3.2 Upon completion of inspection you will enter or transfer inspection data to the QAE database. If any defects were found, forward result to the local shop supervisor and the program manager via COTR e-mail. Also track defects issued in each PRS item and notify COTR when item meets or exceeds MADR. On defective requirements, not in the PRS, issue a defect and report to COTR.

3.3 When receiving a customer complaint, first verify the complaint is within the scope of the contract and open dialogue with customer. Document these finding in the QAE database and notify COTR for further action if needed.

3.4 When adding additional plan sampling inspection for any month, note the reason in QAE comment field. Treat all result IAW this plan.

4.0 DEFINITIONS

· Defect - occurs when a contract requirement is not met.

· Task - a contract requirement. A task can consist of several elements - Quality, Quantity, and Timeliness.

· Validated Customer Complaint - A customer report of defect in service, verified by the COTR. Examples include response times not met, incomplete or improper repair of equipment during CM, improper conduct of Contractor personnel, while on a Government Facility.

· QAE guidelines and checklists. These forms the basic tools used by the QAE to document the performance of the contractor.

NOTES:

(1) IF THE CONTRACTOR DOES NOT EXCEED THE MADR AND IS PERFORMING QUALITY WORK, THE CONTRACTOR WILL RECEIVE 100 % OF THE CLIN PAYMENT PER MONTH.

(2) THE CONTRACTOR MAY ALSO BE SUBJECT TO REMEDIES (THROUGH THE INSPECTION OF SERVICES CLAUSE) FOR NON-PERFORMANCE OF THE WORK.

5.0 QAE Guidelines and Measurement Standards. QAE to use the following procedures as a guide to evaluate services:

MADR

Payment Calculation

METHOD

Casualty Maintenance

Max Payment is:

(CLIN 0002)*70%

MADR is:

1 HR-RESPONSE

9 HR- TO RESTORE TO OPERATIONAL

a. Timeliness of Callback to trouble calls.

b.Timeliness to Correct

c. Quality and completeness of work.

d.Accuracy and completeness of report.s PWS Para.

C-5.7

Operational

Monitoring

1. Primary Method of Surveillance. Operational Monitoring.

2. Other Method used in Surveillance. Planned, Incidental.

3. Identification of the Population. Average number of operating hours in a month is defined as 730 hours for each radio system in Table 4.

4. Surveillance Level. Deductions will be based on exceeding 2% non-operating hours for each radio system in a given month with exceptions given for weather delays for helicopter transport, helicopter availability, third party induced failures, and commercial phone line outages.

(See Table 4-1 of PRS for deductions based on non-operating hours.)

5. Evaluation Procedure. Following the selected Corrective Action, make an on-site visit (with-in 4 workdays) to inspect equipment for operational readiness and record performance (Refer to requirements at top of page). Record any customer comments for data enter into QAE database. Complete the inspection with a review of the ESR for accuracy. If possible, observe the contractor conducting the service for technical Performance and ensure test equipment used is calibrated. For any inspected item not meeting requirements, enter a rating of UNSAT for that item in the QAE database.

6. Analysis of Results. For any UNSAT item found during the CM inspection a defect will be issued. Review COTR e-mail folder for the current month for other defects issued. Notify the COTR if a CDR is required.

Inventory Management

MADR

Payment Calculation

Inventory Management

Maximum Payment is:

(ITEM 0005)*30%

MADR of 5.0%.

a. Timeliness and completeness of records.

b. Accuracy and completeness of reports.

Para.C-5.5.2

Random

Planned Sampling, Incidental

1. Primary Method of Surveillance. Random/Planned Sampling

2. Other Method used in Surveillance. Incidental, Customer Complaints

3. Identification of the Population. Planned sampling is conducted quarterly for these items. Average lot size is total amt of inventory. For example, for a lot size of 100, no more than 5 inventory items can be improperly categorized in the records. Tasks are defined as any complete action within any of the requirements i.e. 1 PR, surf item, data entry, or an inventory entry.

4. Surveillance Level and Sample Size. At the start of the contract the QAE will use level I for sample size. If contractor is performing without exceeding MADR or CDR being issued the QAE may use the level II for a sampling size until a MADR is reached. This condition will revert sampling level to level I sampling.

a. Level I

Normal sample size

b. Level II

Small sample size

5. Sample Selection Procedure. Select 50 task to observe from the references below and in chart:

· Gov. Furnished Property (para. C-3.4 &5.)

· Inventory Management (para. C-5.5.2) Preparing orders Processing orders Inventory control Transportation Handling APA & DLR items

Storage location

Labeling

Packing materials Parts usage report MICA update

6. Evaluation Procedure. Throughout the month observe contractor performing selected task. Ensure tasks are complete, timely, and accurate. For any inspected item not meet requirements; enter a rating of UNSAT for that item in the QAE database.

7. Analysis of Results. For any UNSAT item found during inspection a defect will be issued. Review COTR e-mail folder for month to date for other defects issued. The MADR for this requirement is 5%. When the MADR is exceeded, the QAE notifies the COTR, who in turn may issue a CDR. Late or Re-performance of defective work will be required.

8. Other Surveillance’s. The QAE will follow steps 1-7 for all surveillance done. This surveillance will be used in COTR annual performance report to Contractor.

Preventive Maintenance (PM)

MADR

Payment Calculation

Preventive Maintenance

Max Payment is:

(ITEM 1 100%)

MADR is 0%.

Timeliness, Quality and completeness of work to standards.

Para. C-5.6

Random, Planned Incidental and Customer Complaint

1.Primary Method of Surveillance: Random Sampling

2. Other Method used in Surveillance are: Planned, Incidental, and Customer Complaints.

3. Identification of the Population. Lot size is the number of Site PMs performed in month. To determine number of sites to inspect reference the Normal Sample Size in Table 2. Those receiving PMs will have a sequential number assigned between 1 and 12. Roll of one dice, for 6 or less tasks, and roll of two dice for more than 6. Maximum PM tasks for month will probably not exceed 12. The sum of the dice will determine which sites will be inspected and the sample size determines how many.

4.Surveillance Level and Sample Size. At the start of the contract the QAE will use level I for sample size. If contractor is performing without any MADR or CDR being issued the QAE may use the level II for a default sampling size until MADR is reached. This condition will revert sampling level to level I sampling.

a. Level I Normal sample size

b. Level II Small sample size

5. Sample Selection Procedure. Using the contractors annual and monthly schedules to generate random numbers to use in your monthly inspection.

6. Evaluation Procedure. Following monthly QAE schedule and Contractor PM report on completing sites, make an on-site visit (within 15 workdays) to inspect site for operational readiness and record any discrepancies. (Refer to requirements at top of page). Record any customer comments for data entered into QAE database. Check for proper completion of PM documents and complete the inspection with a review of the ESR for accuracy. Occasionally observe the contractor conducting the PM for quality and to validate the use of calibrated test equipment. For any item inspected does not meet requirements enter a rating of UNSAT for that in the QAE database.

7. Analysis of Results. For any UNSAT item found during the PM inspection a defect will be issued. Review COTR e-mail folder for the current month for other defects issued. If defect rate allowed is exceeded, the QAE will notify the COTR, who in turn may issue a CDR. Late or Re-performance will be allowed with COTR’s approval, however only partial credit given upon re-performance.

8. Other Surveillance. The QAE will follow steps 1- 7 for all PM surveillance. When using planned sampling for QA, UNSAT items found are identified as defects.

SAMPLE SIZE TABLE

TC"TABLE 2" \l Table 2

Accept and Reject #

TC"TABLE 3"\l Table 3

Acc Rej

MADR 4.0%

Acc Rej

MADR 6.5%

Acc Rej

ATTCH 1