e_SAVT_QASP_update_30_June_2017.pdf

M67854-17-R-7823 30 June 2017

Supporting Arms Virtual Trainer Contractor Logistical Support (CLS) and

Modifications and Procurement Quality Assurance Surveillance Plan (QASP)

Version 1.0

1 Purpose 2 Authority 3 Roles and Responsibilities

3.1 Procuring Contracting Office (PCO) and Contracting Specialist

3.2 Program / Project Manager

3.3 Contracting Officer's Representative (COR)

3.4 Training Liaison Officers and other Key Government Personnel

3.5 Contractor Representatives

4 Performance Requirements and Method of Surveillance

4.1 Contract Surveillance

4.2 Surveillance Matrix

A-2 - Corrective Action Report (CAR) A-3 - Customer Complaint Record A- 4 - Performance Assessment Report (PAR)

Quality Assurance Surveillance Plan (QASP)

Supporting Arms Virtual Trainer (SAVT) Contractor Logistical Support (CLS) and Modifications and Procurement

1 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 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.

2 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.

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

3.1 Procuring Contracting Office (PCO) and Contracting Specialist The PCO and Contract Specialist will 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 PCO and Contract Specialist will also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The PCO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

The Procuring Contracting Officer and contracting Specialist Point of Contact (POC) information will be provided at the Post Award Conference (PAC).

3.2 Program / Project Manager

The PM provides primary program oversight, nominates the 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.

The Program/Project Manager Point of Contact (POC) information will be provided to the contractor at the Post Award Conference (PAC)

3.3 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 that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO 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.

The COR Point of Contact (POC) information will be provided to the contractor at the Post Award Conference (PAC).

3.4 Training Liaison Officers and other Key Government Personnel The TLO and/or designated onsite Government Representatives are responsible for the daily monitoring of contractor performance in the assigned region/area of responsibility. Each site will have two assigned POCs, one Primary and one Alternate. The TLOs and designated onsite Government Representatives will serve as a Quality Assurance Evaluator (QAE) and will use this QASP to ensure the standards of the contract are being met. The TLOs and designated onsite Government Representatives will maintain frequent communications with and serve as the Government local liaison to the contractor team assigned to that region/area. The TLOs and designated onsite Government Representatives will provide written, documented contractor performance assessments to the SAVT COR and will promptly notify the SAVT COR in the case of any contractor performance or safety concerns/issues occurs. The TLOs and designated onsite Government Representatives are NOT empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Other Key Government Personnel POC information will be provided to the contractor at the PAC.

3.5 Contractor Representatives

The Contractor Representative POC information will be provided to the Government at the PAC.

4 Performance Requirements and Method of Surveillance This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 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.

4.2 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 PRS should be used to form the foundation of the COR's inspection checklist.

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 benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor was highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor was effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only 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 of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

A-1 Statements Standards AQLs Inspections Who

2.9 Post Award

Conference

Deliverables:

B001 Integrated Master Schedule

(IMS)

B003 Conference Minutes B004 Conference Agenda B005 Presentation Material

Prepare, record and submit in accordance with CDRL requirements.

AQL: The contractor shall provide with no more than one non-acceptance on the first submittal.

How: The government will check all submissions to ensure that they are in compliance with the timeline given for submission

Who: PM TRASYS PCO, COR, and other designated local Government representatives.

2.9 Plan, Host, Attend, Coordinate, Support and Conduct Meetings, Formal Reviews, Conferences, and Audits

Deliverables:

B001 Integrated Master Schedule

(IMS)

B002 Status Report B003 Conference Minutes B004 Conference Agenda B005 Presentation Material

Prepare, record and submit in accordance with CDRL requirements.

AQL: The contractor shall provide with no more than one non-acceptance on the first submittal.

How: The government will check all submissions to ensure that they are in compliance with the timeline given for submission

Who: PM TRASYS PCO, COR, and other designated local Government representatives.

3.1.1.1 Provide

Operation and Maintenance support of the SAVT System Deliverables:

B002 Status Report

Daily

AQL: Maintain operational readiness status daily to 95% available for training.

How: 100% review of monthly status report, on-site inspections/visits.

Who: COR, TLO’s, and designated local government

3.1.1.1 Daily Operational Test

B002 Status Report

Daily

AQL: Perform daily, maintain operational readiness status daily to 95% available for training

How: Maintain operational readiness status daily to 95% available for training

Who: COR, TLO and other designated local

3.1.1.11 Trainer

Utilization Reporting

Deliverables:

B002 Status Report F001 Training Systems Utilization Report

Submitted monthly

AQL: All sites submitted within the CDRL timeline. No more than one resubmission.

monthly Training System Utilization Report, on-site inspections/visits. Report of availability via site specific training coordinator other designated local Government representatives

3.1.1.12 Quarterly

Inventory

Submitted quarterly

AQL: All sites submitted within the CDRL

Statements Standards AQLs Inspections Who

D001 Government Property Inventory Report timeline. No more than one resubmission. quarterly inventory report, on-site inspections/visits.

Report of availability via site specific training coordinator other designated local representatives

A-2 - Corrective Action Report (CAR)

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

A-3 - Customer Complaint Record

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

A- 4 - Performance Assessment Report (PAR)

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 PWS 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