LM-STAR QASP 17 SEPT 20.docx

Quality Assurance Surveillance Plan (QASP)

For

SPARE MANAGEMENT AND REPAIR CONTRACT

FOR THE

LM-STAR TEST STATION

523 Electronics Maintenance Squadron

Hill AFB, Utah

Prepared by: Mark Pohlman

OO-ALC/OBCB

17 September 2020

1. Vision

The purpose of this contract is to provide management and repair of the LM-STAR test stands to the 309th Electronics Maintenance Support Group (EMXG). The contractor shall ensure all spare LM-STAR asset(s) listed in Appendix B of the Performance Work Statement (PWS) are repaired to Original Equipment Manufacturer (OEM) specifications and stored in fully working order until Hill AFB request delivery to exchange for a repairable asset. Government will not provide OEM specifications. The contractor shall comply with this and the task order PWS in its entirety.

2. Mission

This contract is needed for the contractor to repair LM-STAR spare assets, inventory management, asset lifecycle notification, and storage of LM-STAR test stand spare parts for LM-STAR test stands located at Hill AFB (523EMXS/MXDPBB/MXDPBE), in support of the F-16 CCIP Program. The contractor shall ensure spare, LM-STAR assets, including Commercial Off-the-Shelf (COTS) items are repaired to OEM specifications and stored in fully working order until Hill AFB request delivery to exchange for a repairable asset.

3. Purpose

This Quality assurance surveillance plan 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 conduct 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 QASP 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.

4. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, 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.

5. Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

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: Hideo Mera Organization or Agency: PZIMB Telephone: 801-777-4626 Email: hideo.mera.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 will use the QASP to conduct the oversight/surveillance process. The COR shall use CORT Tools to 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: Mark Pohlman Organization or Agency: OO-ALC /OBCB Telephone: 801-777-0778 Email: mark.pohlman@us.af.mil

Alternate COR: Paul Noorda Organization or Agency: OO-ALC /OBCB Telephone: 801-586-3547 Email: paul.noorda@us.af.mil

Contracting Officer’s Representatives Supervisor - Appoints Contracting Officer’s Representatives (CORs) in writing (EMAIL) and COR self-nominates in CORT Tools. Supervisor 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: Christopher Moody Organization or Agency: OO-ALC/OBCB Telephone: 801-777-0122 Email: christopher.moody@us.af.mil

Acquisition Management Support Specialist (AMSS): Serves as the primary 309th Maintenance Wing customer representative familiar with the service requirements. Reviews contractor performance prior to execution of options. Periodically reviews contract specifications to determine if contract as written meets mission objectives. Documents past performance for input to the Contractor Performance Assessment Reporting System (CPARS). Leads multi-functional team contract management reviews.

Assigned AMSS: Kora Sambroak Organization or Agency: OO-ALC/OBC Telephone: 801-775-5860 Email: kora.sambroak.3@us.af.mil

Quality Assurance Program Coordinator (QAPC): The QAPC is appointed to integrate the quality contract requirements into the quality assurance program, act as the liaison between the contracting and functional organizations, and provide training and record keeping In Accordance With (IAW) MP 5346.103, ensure consistent guidance is given to customers by QAPC and other functional areas, train CORs and COR management (e.g. COR Supervisor, Functional Commanders/Directors (FC/FD) on the contracting requirements associated with the quality assurance program, assist, as required, with the evaluation of contractor Quality Control Plans and maintain a record of all COR and COR management training, including refresher training regardless of provider (e.g., QAPC, contracting officer, contract specialist, contract administrator, Defense Acquisition University, or commercial training provider).

Assigned QAPC: Jason Largey Organization or Agency: OO-ALC/OBCB Telephone: 801-586-1337 Email: jason.largey.2@us.af.mil

Government Technical Representative (GTPOC/GR): The GTPOC/GR is responsible for providing continuous technical oversight of the contractor’s performance.

Assigned GTPOC/GR: Zachary Pearson Organization or Agency: 523 EMXS Telephone: 801-775-6141 Email: zachary.pearson@us.af.mil

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

Program Manager:

Telephone:

Email:

Task Manager: Jennifer Cirnado-Zulak Telephone: 407-306-4064 Email: Jennifer.m.cirando-zulak@lmco.com

6. Performance Requirements and Method of Surveillance

6.1 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 KO, 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 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.

6.2 Surveillance Matrix

The Surveillance Matrix (Appendix1) 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.

6.3 Performance Rating Definitions

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

Performance Rating Criteria

6.4 Contract Performance Assessment Reporting System (CPARS)

If applicable, 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. The AMSS will serve as the Assessing Official Representative and the 309 (Specific Organization) Deputy Directors will serve as the Assessing Official for contracts over $1,000,000.00 aggregate.

7. Performance Reporting

7.1 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, or indicators show a trend, combine them and process a CAR. (See attached example Appendix 2)

7.2 Corrective Action Report (CAR)

CARs will be forwarded to the Chief COR (CCOR) for review and validation; after which the CCOR will forward the CAR to the CO for action. A copy will be provided to the Contractor’s representative by the CO. CARs will be corrected within 30 days depending on the complexity of the finding, the Contractor may be allowed up to six months (maximum) correcting a CAR at the discretion of the CO. The COR will ask the status of the CAR from the CO 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. The CO will be asked the status of the CAR on a monthly basis until the CAR is closed. (See attached example Appendix 2)

7.3 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. (See attached example Appendix 2)

8. Trafficking in Persons IAW PGI 22.1703(4)

The Contractor shall comply with FAR 52.222-50, Combating Trafficking in Persons. Additional information about Trafficking in Persons can be found at the site for the Department of State’s Office to monitor and Combat Trafficking in Persons below. http://www.state.gov/j/tip

In accordance with the Defense Contingency COR Handbook section on Combating Trafficking in Persons, the COR must inform the PCO if the Contractor/subcontractor and/or contractor/subcontractor personnel fail to comply with the requirements of FAR 52.222.50.

The PCO must convey the information to DoD Combat Trafficking in Persons (CTIP) Law Enforcement and Support / Office of Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA).

Appendix 1A – Surveillance Matrix (Service Summary)

SS#1

Paragraph 3.1.1.

AQL: No more than one (1) late delivery during the evaluated POP.

M2 Quarterly

The Contractor shall receive less than satisfactory rating if there are more than one (1) late deliverable during the evaluated POP.

SS#2

Paragraph 3.2.2.2.

AQL: No more than one (1) deviation from the standard per quarter during the evaluated POP.

M1 Monthly

The Contractor shall receive less than satisfactory rating if there are more than one (1) validated complaint for timeliness per quarter during the evaluated POP.

SS#3

Paragraph 3.2.2.3.

AQL: No more than one (1) validated customer complaint for timeliness per quarter during the evaluated POP.

M2 Monthly

The Contractor shall receive less than satisfactory rating if there are more than one (1) validated complaint for timeliness per quarter during the evaluated POP.

SS#4

Paragraph 3.2.1.1.

AQL: No more than one (1) late delivery during the evaluated POP.

M2 Quarterly

The Contractor shall receive less than satisfactory rating if there are more than one (1) late deliverable during the evaluated POP.

SS#5

Paragraph 5.7.7.

CDRL A002

AQL: No late delivery.

M2 As Required

The Contractor shall receive less than satisfactory rating if QCP is not delivered to the CO by the 10th business day of contract award.

Appendix 1B – Non-Service Summary Items

Non-SS#1 Paragraph 5.5.

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for respirator cleaning via a secure data collection site. The contractor is required to completely fill in all required data fields at http://sam.gov.

STD: 100% Compliance

AQL: NLT 31 Oct

M2

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: All Non-SS items will be done on a random basis, at a 1/12 sampling IAW 309 PMAP instructions, to ensure that all items are inspected during the year.

Appendix 2 – Sample Reports

COR Monthly Surveillance Report

"The information herein is For Official Use Only (FOUO) which must be protected under the Privacy Act of 1974, as amended.”

1. Service Summary

(Positive or Negative) In Compliance

Non

SS#

(Positive or Negative) In Compliance

Non-SS items will be surveyed on a random basis at 1/12 per year

PERFORMANCE ASSESSMENT REPORT (PAR)

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

4. QUALITY ASSURANCE PERSONNEL (QAP) SIGNATURE AND DATE

I. PERFORMANCE

7. |_| DEFICIENCY (CHECK ALL BOXES THAT APPLY)

|_| NEW

|_| REPEAT

|_| NO DEFICIENCY NOTED

8. SERVICES SUMMARY or SOW PARAGRAPH ITEM REVIEWED

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 QAP CITED DEFICIENCY

III. ACTION CORRECTED

14. |_| CONCUR |_| NON-CONCUR QAP SIGNATURE AND DATE

15. QAP REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS

PERFORMANCE ASSESSMENT REPORT

Continuation Sheet (Number to correspond with applicable Item Number on reverse)

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 (QAP)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. QAP RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. QAP DETERMINATION

|_| ACCEPTED |_| REJECTED

12. CLOSE DATE

CORRECTIVE ACTION REPORT (CAR)

Continuation Sheet (Number to correspond with applicable Item Number on reverse)

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

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