IDIQ QUALITY ASSURANCE SURVEILLANCE PLAN (QASP).pdf

IDIQ QASP

XXXX

2 June 2025

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Indefinite Delivery/Indefinite Quantity Service Contract

FOR

ON-SITE SUPPORT FOR

MALMSTROM AFB

CONTRACT NUMBER FAXXXX-XX-R-XXXX

TASK ORDER: RXXXX

DATE: 2 June 2025

Prepared by:

Shannon Witt

341 CS

406-731-2835 Shannon.witt.1@us.af.mil

Table of Contents

1. Background, Vision, and Mission

2. QASP Purpose

3. Authority

4. Roles and Responsibilities

Government Personnel Contracting Officer (CO) Contracting Officer’s Representative (COR) Contracting Officer’s Representatives Supervisor Acquisition Management Support Specialist (AMSS) ...... Error! Bookmark not defined.

Quality Assurance Program Coordinator (QAPC) Contractor Personnel

5. Performance Requirements and Method of Surveillance

Contract Surveillance Surveillance Matrix Performance Rating Definitions Performance Reporting Appendix 1 - Surveillance Matrix (SERVICE SUMMARY)

CORRECTIVE ACTION REPORT (CAR)

CUSTOMER COMPLAINT RECORD

PERFORMANCE ASSESSMENT REPORT (PAR)

6. Signatures

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition ADR Alternate Disputes Resolution AFGSC Air Force Global Strike Command AMSS Acquisition Management Support Specialist AQL Acceptable Quality level CAR Corrective Action Report CDRL Contract Data Requirements List CET Contractual Engineering Task CO Contracting Officer COR Contracting Officer Representative CPARS Contractor Performance Assessment Reporting System FAR Federal Acquisition Regulation FC/FD Functional Commander/Functional Director IAW In Accordance With IMSC Installation Mission Support Center PAR Performance Assessment Report PM Program Manager POC Point of Contact PWS Performance Work Statement QAPC Quality Assurance Program Coordinator QASP Quality Assurance Surveillance Plan QC/QA Quality Control/Quality Assurance SS Services Summary TOI Task Order Initiator

1. Background, Vision, and Mission

The overall purpose of this contract is to augment Inside Plant/Outside Plant (ISP/OSP) services at 341st Communications Squadron to perform communications infrastructure support. These requirements are directly attributable to the surge in workload at the Malmstrom AFB and the missile complex. This document serves to explain the individual role of the contractor in this mission, and how the contractor can ensure success in their role.

2. QASP Purpose

This Quality Assurance Surveillance Plan (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 be conducting the monitoring?

• How monitoring efforts and results will be documented?

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QSAP provides the structure for the government’s surveillance of the contractor’s performance to assure that 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 nor is it intended to duplicate the contractor’s quality control plan. 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.

3. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation (FAR), Inspection of Services clauses, which provide 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.

4. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities:

Government Personnel 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 that the contractor receives impartial, fair, and equitable treatment under this contract. Determine the final assessment of the contractor’s performance.

Assigned CO: TSgt Joshua Crist Organization or Agency: 341 CONS Telephone: 406-731-3624 Email: joshua.crist.1@us.af.mil

Contracting Officer’s Representative (COR) The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR will use 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 that 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 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 COR: Mr. Ed Stuart Organization or Agency: 341 CS Telephone: 406-731-6010 Email: ed.stuart@us.af.mil

Contracting Officer’s Representatives Supervisor Nominates Contracting Officer’s Representatives (CORs) in writing and sends nomination and COR nominee qualification documentation to the CO, ensures the COR is trained before performing any COR duties and supports the COR’s performance assessment activities, reviews COR documentation on a regular basis, evaluates performance of COR duties as part of performance assessment throughout the period of the contract.

COR Supervisor: Mr. Terry Woodard Organization or Agency: 341 CS Telephone: 406-731-6800 Email: terry.woodard.2@us.af.mil

Quality Assurance Program Coordinator (QAPC) The QAPC assists in matters involving the Quality Assurance Program and assists the Contracting Officer in training the Contracting Officers Representative.

Assigned QAPC: Rhiannon Deforest Organization or Agency: 341 CONS Telephone: 406-731-4009 Email: Rhiannon.deforest.2@us.af.mil

Contractor Personnel The following employees of the contractor serve as the contractor’s Program Manager (PM) and Task Manager for this contract: (Complete this section after the contract award)

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

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

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

5. Performance Requirements and Method of Surveillance

Contract Surveillance The goal of the QASP is to ensure that 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 (QC/QA) actions to successfully meet the terms of the contract. Multi-functional Team Meetings – The Multi-functional team will manage the contract throughout the life of the contract. This team will form a partnership between the government and the contractor to ensure the best possible service is provided for the life of the contract. All performance assessment data will be reviewed at these meetings. If performance improvement is necessary, a plan of action will be created.

Surveillance Matrix The Surveillance Matrix (Attachment 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define 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 element standards. The Services Summary should be used to form the foundation of the COR’s inspection checklist.

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.

Good 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.

Performance Reporting Remedies for Non-Conformance If inspections indicate unacceptable performance, the COR will notify the contractor’s POC of the deficiencies for correction. Use the remedy the government is going to use per what is stated in the Services Summary (SS). If deficiencies are not corrected within the required time frame, the COR should notify the CO for action. If the contractor disagrees with the noted discrepancy and an agreement cannot be reached, the CO shall be notified for a final decision

Performance Assessment Report (PAR) PARs will be used to report ALL minor discrepancies and will be generated by the COR and sent to the contractor for corrective action. Contractors will be given 10 days to correct PARs unless they have requested an extension. If 3 minor discrepancies are found, combine them and process a CAR.

Customer Complaint Form The COR must furnish instructions to the customer receiving the contractor’s service. The customer must retain supporting evidence of complaint or feedback. After the COR validates feedback or complaint demonstrating contractor noncompliance, the COR processes a Performance Assessment Report (PAR) or Corrective Action Report (CAR) to the CO. ALL Customer Complaint forms WILL be validated by the COR prior to notifying the contractor.

Corrective Action Report (CAR) The CAR will be forwarded to the Chief COR for review. The COR will forward the CAR to the CO for action. A copy will be provided to the contractor’s representative by the CO. Most CARs will be corrected within 30 calendar days depending on the complexity of the finding, the contractor may be allowed up to six months (maximum) correcting a CAR. The contractor will be asked the status of the CAR on a monthly basis. The COR will keep an electronic log of all CARs and will keep a hard copy of CARs in the contract oversight file.

Contract Performance Assessment Reporting System (CPARS) CPARS will be initiated annually, documenting contractor performance for this specific contract.

More frequent updates may be made as required to document a significant improvement or degradation of the level of contract performance.

Disputes Every attempt will be made to resolve all disputes arising under this contact/plan using the Alternate Dispute Resolution (ADR) as outlined in FAR 33.214. If no resolution can be made under ADR, the CO will render a Contracting Officer’s final decision.

Appendix 1 - Surveillance Matrix (SERVICE SUMMARY)

Inspection & CET Paragraph

Performance Objective / Elements Standards / AQL

Inspection Calculation / Ratings (see above) What How/ Method* When/ Freq

SS# 1

2.1-2.5

Excellent Customer Service

Contractor shall provide excellent customer service to (at minimum): base engineering offices, and Malmstrom Leadership meet contract/TO requirements with little rework and open lines of communication.

Customer satisfied with overall performance

COR will ensure that lines of communication are open and that customers are satisfied with performance

COR will conduct random interviews with customers, both regular and as identified by the contractor, to check status of communication and satisfaction

Interviews will be random, based on monthly reports

(PWS 4.20-

4.20.2), COR

will give feedback monthly or as needed

Unsatisfactory rating = customers find contractor unresponsive, or if areas of customer service dissatisfaction remain unresolved for a full month

SS# 2

2.1-2.5

Project Schedule Management

Provided accurate schedule proposals and schedule performance data.

Timely notifications of schedule over/under-runs and pursued schedule containment.

Contractor shall provide accurate schedule proposals and schedule performance data.

Timely notifications of schedule over/under-runs and pursued schedule containment.

COR will ensure that project designs and construction management is accurate and timely

COR will randomly check status of project designs to check accuracy, communication, and compliance to building codes.

Checks will be random, based on monthly reports (PWS 4.20-4.20.2)

Unsatisfactory rating = proposals by contractor are consistently outside acceptable standards (60% << 125%)

Inspection & CET Paragraph

Performance Objective / Elements Standards / AQL

Inspection Calculation / Ratings (see above) What How/ Method* When/ Freq

SS# 3

2.1-2.5

Quality provide quality technical products/ deliverables:

complete, accurate, clear, and in conformance with requirements

Contractor shall provide quality technical products;

problems identified/ resolved prior to adverse impact;

subcontractors managed effectively

COR will ensure that technical products and deliverables are of high quality.

COR will conduct random interviews with customers/ recipients of technical products to check quality

Interviews will be random, based on monthly reports

(PWS 4.20-

4.20.2), COR

will give feedback monthly or as needed

Unsatisfactory rating = customers find quality 15% unacceptable, or 5% unacceptable and unresolved

SS# 4

2.1-2.5

Schedule meet major and minor milestones/ deadlines, and coordinate schedule updates to the government

Contractor shall accurately project/ forecast schedules throughout the life of projects, meet all milestones, and communicate changes

COR will ensure that milestones are being set, milestones are being met, and that problems/ changes are being communicated

COR will conduct random interviews with customers/ owners of milestones/ deadlines to check status of completion and communication

Interviews will be random, based on monthly reports

(PWS 4.20-

4.20.2), COR

will give feedback monthly or as needed

Unsatisfactory rating = failure to meet milestones 15% of the time, or failure to meet milestones 5% of the time without communication in advance

*Inspection Methodologies:

M1: Periodic. Periodic surveillance/inspection is the type of surveillance that is based upon selecting samples for evaluation on other than 100% inspection or on a statistically random basis. Periodic surveillance can be accomplished, weekly, monthly or quarterly using a checklist method.

M2: Inspection of Reports. All reports shall be reviewed upon receipt. The reviewer will report any flaws in the document and categorize the flaws (Editorial, Format, and/or Substance).

M3: Technical Inspection: Surveillance/inspection is the type of surveillance that will be performed as specified on the project schedule by actually looking at the work being done.

M4: Non-Service Summary. Assessment of Non-SS Items: All other tasks required under the CET may be inspected on a random basis at a frequency determined by the Functional Commander/Functional Director (FC/FD), CO, and/or COR per the Inspection of Services Clause in the contract. Non-SS Items will be verified by the COR at least quarterly or on an event basis as required.

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE

DATE

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 (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT

RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

CUSTOMER COMPLAINT RECORD

DATE/TIME OF

COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING

INDIVIDUAL

PHONE

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK

ORDER NUMBER

2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE

AND DATE

5. COR PHONE 6. SUSPENSE

DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL

BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or CET PARAGRAPH

ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF

DEFICIENCY BOX WAS CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE

CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED

COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF

RECURRENCE OR REASON FOR NON-CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS

6. Signatures

Contracting Officer (CO)

_______________________________ Date ______

Task Order Initiator (TOI)/Contracting Officer Representative (COR)

Alternate Contracting Officer Representative

Functional Commander/Functional Director

Contractor Personnel