Attachment_(2)_-_QASP.pdf

N00019-15-R-0011

Attachment 2

QASP

01 June 2015

QUALITY ASSURANCE SURVEILLANCE PLAN

C-40A CONTRACTOR LOGISTICS SUPPORT

PMA-207 is contracting for performance-based C-40A Contractor Logistics Support (CLS) for the operational site support, aircraft depot maintenance, engine depot maintenance, modifications, site stand ups, and strategies that optimize total system availability while minimizing cost and logistics footprint.

Sustainment strategies include the best use of public and private sector capabilities through Government and industry partnering initiatives. The CLS contract includes all facilities, labor, services, equipment, tools, parts, materials, and consumables not explicitly stated as Government furnished to perform the work requirements for operational site support and aircraft and engine depot maintenance.

The PMA-207 C-40A Integrated Program Team (IPT) will be responsible for administrating this Quality

Assurance Surveillance Plan (QASP) that documents the process for assuring that the Contractor meets the quality standards and requirements documented in the CLS contract.

Contents

1. INTRODUCTION

2. PURPOSE

3. ROLES AND RESPONSIBILITIES (WHO)

4. PERFORMANCE SURVEILLANCE STRATEGY (HOW)

5. DOCUMENTATION OF RESULTS (HOW)

6. ISSUES FOUND – NOW WHAT?

1. Introduction

This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the Performance Work Statement (PWS) entitled: Contractor Logistics Support for C-40A

Aircraft. This plan sets forth the procedures and guidelines that the PMA-207 C-40A IPT will use in ensuring the required performance standards or service levels are achieved by the

Contractor. 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.

2. Purpose

The QASP identifies the performance objectives to be met by the Contractor and describes and establishes the resources and processes to be used to monitor, assess, and document the

Contractor’s performance in meeting those objectives. It provides direction on:

Who will monitor

How will monitoring occur

How will monitoring results be documented

What to do with the results

The QASP is particular in its direction, yet, provides flexibility to allow for changes to optimize the level of surveillance as changes may occur to the performance standards throughout the period of performance of the contract.

3. Roles and Responsibilities (Who)

3.1. Program/Project Manager (PM)

The PM provides primary program oversight, nominates the Contracting Officer’s

Representative (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, the PM is not empowered to make any contractual commitments or any contract changes on the Government’s behalf.

3.2. The Procuring Contracting Officer (PCO) and Administrative Contracting Officer (ACO)

The PCO and ACO are responsible for monitoring contract compliance, contract administration, cost control, and resolving any differences between the observations documented between the COR/Assistant Contracting Officer Representative (ACOR) and the Contractor. The PCO will designate one COR/ACOR as the Government authority for performance management. The PCO/ACO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

3.3. The Contracting Officer’s Representative

The COR is designated in writing by the PCO/ACO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the Contractor’s performance.

The COR’s contribution is their professional, non-adversarial relationships with the

Contracting Officer, Program Manager 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.

The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the PCO/ACO for action. The COR will have the responsibility for completing Quality Assurance (QA) monitoring forms used to document the inspection and evaluation of the Contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract. The COR shall keep a Quality Assurance file that accurately documents the Contractor’s performance. The COR is required to provide an annual performance assessment to the PCO which will be used in documenting past performance.

3.4. Assistant Contracting Officer’s Representative

The ACOR is designated in writing by the PCO to act as the authorized representative to assist in administering a contract. ACOR limitations are contained in the written appointment letter. The ACOR is responsible for technical administration of the project and ensures proper Government surveillance of the Contractor’s performance in the event that the COR is unavailable to perform his or her duties. The ACOR is not empowered to make any contractual commitments or to authorize any contractual changes on the

Government’s behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the PCO/ACO for action. The ACOR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the Contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

4. Performance Surveillance Strategy (How)

4.1. The QASP defines the performance surveillance approach taken by the PMA-207 C-40A

IPT to monitor the Contractor’s performance, which then yields information that indicates if the expected performance outcomes for the contracted effort are being achieved by the Contractor. The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. Additionally, this QASP is based on the premise that the Contractor, not the Government, is responsible for management and Quality Control (QC)/QA actions to successfully meet the terms of the contract.

4.2. Performance surveillance represents a significant shift from the more traditional Quality

Assurance by migrating away from monitoring compliance with the processes and practices used to achieve the outcome. Instead, using a performance-based approach, assessments are made on the extent of achievement of performance objectives, which enables the Contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints.

4.3. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the Contractor flexibility to continuously improve and innovate over the course of the contract as long as the expected performance objectives are being achieved and the desired performance levels are being met.

4.4. The Contractor is responsible for the quality of all work performed under this contract regardless of whether the work is performed by contractor employees or by sub-contractor employees. The Contractor’s quality assurance program should set forth the staffing and procedures for self-inspecting the performance requirements such as, quality, timeliness, responsiveness, and customer satisfaction, as stated in the PWS. The

Contractor’s performance management system, with processes to assess and report its performance to the designated government representative, enables the Government to make assessments with information the Contractor has already gathered and provided to the Government.

4.5. The Government representative(s) will monitor performance and review performance reports furnished by the Contractor and Government Officials to determine how the Contractor is performing against the stated performance objectives. The Government will assess the

Contractor’s performance and notify the Contractor of those assessments. The Contractor will be responsible for making required changes in processes and practices to ensure performance objectives are being achieved and the desired performance levels are being met.

4.6. In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the Government to evaluate Contractor performance when appropriate. The primary methods of surveillance are:

Random monitoring, which shall be performed by the COR/ACOR or designated inspector.

Inspections – Each month, the COR/ACOR, shall review the generated documentation and enter summary results into the Performance Assessment Report

(PAR), Enclosure 2.

Periodic Inspection – COR/ACOR typically performs the periodic site inspection on a minimum of a semi-annual basis.

Contract Data Requirements Lists (CDRLs) – See Exhibit A under Section J of the contract.

Contract Performance Metrics – Documented in the PWS Appendix F and Enclosure

2. Enclosure 2 provides for documenting compliance evaluation, rating and rationale.

Program Management Reviews (PMRs) – In accordance with PWS Paragraph 5.13, PMRs will be held on an annual basis, or at the request of PMA-207.

4.7. The required performance standards and/or quality levels are included in the PWS, QASP, and in Exhibit A of the contract. If the Contractor meets the required service or performance level, it will be paid the amount agreed to under the contract. Failure to meet the required service or performance level will result in a deduction from the amount as determined by the PCO/ACO.

4.8. Customer satisfaction is the most significant external indicator of the success and effectiveness of services provided and can be measured through customer evaluation and complaints. Customer complaints, to be considered valid, must be presented clearly and in writing. The complaint must be detailed, must be signed, and must be forwarded to the

COR/ACOR as soon as possible. Upon receipt of the Compliance Check-Off List

Enclosure 1, the COR/ACOR will investigate. Customer feedback may also be obtained either from the results of formal satisfaction surveys or from random customer complaints.

4.9. Performance Assessment Report

The PAR, Enclosure 2, is the list of performance metrics, objectives and standards that must be performed by the contractor. It is the basis that the COR/ACOR will use to conduct surveillance and evaluate and rate, with supporting rationale, the Contractor’s compliance with the PWS performance metrics. The PAR will be documented in the

COR file.

5. Documentation of Results (How)

5.1. The Government’s surveillance, accomplished by the COR/ACOR, will be reported using the Compliance Check-Off List and PAR (Enclosures 1 and 2) summarizing the overall results of the quality assurance surveillance of the Contractor’s performance. The forms, when completed, will document the Government’s assessment of the Contractor’s performance under the contract to ensure that the required results are being achieved.

These written reports may include the Contractor’s submitted reports. They will enable the Government to demonstrate whether the Contractor is meeting the stated objectives and/or performance standards, including cost, technical, and scheduling objectives. The

COR/ACOR will retain a file of all completed QA surveillance forms, reports, recommendations and any actions related to the performance of the Contractor. All such records will be maintained for the life of the contract.

5.2. The COR/ACOR may require the Contractor’s project manager, or a designated alternate, to meet with the COR/ACOR and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR/ACOR will define a frequency of in-depth reviews with the Contractor, including appropriate self-assessments by the Contractor;

however, if the need arises, the Contractor will meet with the COR/ACOR as often as required or per the Contractor’s request. The agenda of the reviews may include:

Monthly performance assessment data and trend analysis.

Issues and concerns of both parties.

Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis.

Recommendations for improved efficiency and/or effectiveness.

Issues arising from the performance monitoring processes.

5.3. Performance Rating Definitions

In evaluating the quality of contractor’s performance, the following performance ratings will 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.

Satisfactory 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.

6. Issues Found – Now What?

6.1. The Government shall use the monitoring methods cited to determine whether the performance standards/service levels/Acceptable Quality Levels (AQL) have been met. If the Contractor has not met the minimum requirements, the COR/ACOR must coordinate and communicate with the Contractor to resolve issues and concerns regarding marginal or unacceptable performance such that the Contractor can develop a Corrective Action

Plan (CAP) to show how and by what date it intends to bring performance up to the required levels. The COR/ACOR and Contractor should jointly formulate tactical and long-term courses of action. Recommendations regarding changes to metrics, thresholds, or service levels will be sent forward to the Contracting Officer, which, if approved, will be incorporated as a contract modification at the convenience of the PCO/ACO.

Enclosure 1

Compliance Check-Off List for CLINs 0X02, 0X03, 0X04, 0X05, 0X06, 0X07, 0X08, 0X09, 0X20, 0X39, 0X40 and 0X42

Directions: Double click on the box that you want to check. The “Check Block Form Field

Option” Response Box will open. Under default value click “checked” and then “OK”.

1. The Contractor provided services, including issuance of parts and material, kit assembly, receipt of items for repair and overhaul, and provided replenishment services at each site

Acceptable

Non-Acceptable

Comments:

2. The Contractor assembled, managed and replenished DSKs, as required

3. The contractor provided coverage for the on-site storeroom during the core hours of 0700 through 2300 seven days a week, except government holidays

4. The Contractor was present during each aircraft preflight, launch and recovery

5. The contractor maintained a two hour recall and provided "On Call" service during non-core hours

6. The Contractor was on-site two hours prior to scheduled mission departures and one hour prior to scheduled arrivals

7. The Contractor provided aircraft parts in accordance with the below criteria:

a. NMCS

i. Provided initial status of all requisitioned material to the squadron within one (1) hour and every four (4) hours during core work hours or upon status change

ii. Delivered all requisitioned material within twenty-four (24) hours to the aircraft at any required Continental United States (CONUS) location

iii. Delivered all requisitioned material within seventy-two (72) hours to the aircraft at any required Outside Continental United States (OCONUS) location

b. PMCS

i. Provided the initial status of all requisitions to the squadron within six (6) hours

ii. Provided requisition status update to the squadron every eight (8) hours thereafter or upon status change

iii. Delivered all requisitioned material within ninety-six (96) hours to the aircraft at any required CONUS location

iv. Delivered all requisitioned material within one hundred-twenty (120) hours to the aircraft at any required OCONUS location

c. Routine

i. Provided initial status of the requisition to the squadron within ninety-six

(96) hours

ii. Provided requisition status update to the squadron every ten (10) calendar days thereafter until delivery, regardless of location

8. The Contractor tracked, managed and repaired all repairable parts

9. The Contractor’s Field Service Representatives provided the following:

a. Participated in functional check flights and operational flights

b. Provided technical guidance in the resolution of field problems related to installed equipment/systems

c. Provided over the shoulder assistance/training for maintenance and servicing

10. Contractor personnel conducted themselves in a professional manner and provided timely and courteous service

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Enclosure 2

QUALITY ASSURANCE SURVEILLANCE PLAN

PERFORMANCE ASSESSMENT REPORT

1. CONTRACT NUMBER

2. CONTRACTOR 3. COR SIGNATURE

AND DATE

4. COR PHONE

Performance Metric

PWS

Para.

Satisfactory Performance

Objective

Marginal Performance

Threshold

Rating & Rationale

Lost/Damaged GFP 3.10.4 Notify PCO within 24 hours of discovery or lost, damaged, destroyed or stolen GFP.

Maintenance

Recordkeeping

3.18 The Contractor is in

compliance with

Maintenance

Recordkeeping and the information is current and real or near real-time and downloaded on a routine basis.

The Contractor is in compliance with

Maintenance

Recordkeeping and the information is not available or downloaded on a routine basis.

Critical Positions 3.19 Critical position personnel positions are not vacant more than 30 consecutive days.

Critical Positions 3.19 Any change to the critical position personnel POC information is provided within 2 business days.

Any change to the critical position personnel POC information is NOT provided within 2 business days.

The Contractor shall document and report a joint inventory of GFP and COP at each facility annually. The

Contractor shall complete the annual inventory NLT fifteen

(15) working days prior to the end of the annual contract ordering period.

4.1.2

5.6.1

The Contractor shall maintain greater than

95.0% inventory accuracy with unreconciled inventory corrections not to exceed $2,500 per year.

The Contractor shall maintain 90.0% to 94.9% inventory accuracy with unreconciled inventory corrections not to exceed

$4,000 per year.

PWS

Para.

Satisfactory Performance

Objective

Marginal Performance

Threshold

Rating & Rationale

Export Licenses 4.1.9 ITAR license requests are submitted NLT 30 days after Contract Award.

Part Requisition

Management, NALCOMIS/OOMA.

5.7.1 The Contractor provides

information to the

NALCOMIS/OOMA

database no later than 48 hours after filling a requisition. Information is accurate.

The Contractor provides information to the

NALCOMIS/OOMA

database after 48 hours of filling a requisition and there are errors found in the data accuracy.

For Non-Mission

Capable Supply/Aircraft on Ground Requisitions:

5.7.2

5.7.3

7.0

Provide initial status of all requisitioned material to the squadron within one (1) hour and every four (4) hours thereafter during core work hours or upon status change.

Deliver all requisitioned material within twenty-four

(24) hours to the aircraft at any required Continental

United States (CONUS) location.

Deliver all requisitioned material within seventy-two (72) hours to the aircraft at any required

Outside Continental United

States (OCONUS)

Para.

Satisfactory Performance

Objective

Marginal Performance

Threshold

Rating & Rationale

For Partial-Mission

Capable Supply/Mission degraded Requisitions

5.7.2

5.7.3

7.0

Provide initial status of all requisitioned material to the squadron within six (6) hours.

Deliver the requisitioned material within ninety-six

(96) hours to the aircraft at any required CONUS location.

Deliver all requisitioned material within one hundred and twenty (120) hours to the aircraft at any required OCONUS track all Government and Contractor owned spares usage and deliver the Spares Usage

Report, inclusive of pricing information.

5.7.6 Pricing information is

included in the documentation 100% of the time.

Pricing information is included in the documentation less than

100% of the time.

ensure that the

Government receives the maximum benefit of all warranties offered for labor, parts and material that are repaired, purchased or replaced in the performance of this contract.

5.7.7 Warranty Entitlements:

When warranty entitlements apply, the

Contractor’s proposal identifies “WARRANTY

ENTITLEMENTS

APPLY”. 95-100% of the proposals apply appropriate labor and material cost entitlements correctly.

Warranty Entitlements:

When warranty entitlements apply, the

Contractor’s proposal identifies “WARRANTY

ENTITLEMENTS

APPLY”. 85% to 94.9% of the proposals apply appropriate labor and material cost entitlements correctly.

deploy all DSKs with

100% RFI assets.

5.10 100% Compliance N/A

Para.

Satisfactory Performance

Objective

Marginal Performance

Threshold

Rating & Rationale

Turn-around Time

(TAT) for the

Contractor to repair or replace GOP identified in Appendices (C), DSK and (E), Repairables

6.0 TAT starts upon delivery

order award and completes when the item is returned to Navy inventory 100% compliance. (Excludes

Scheduled Depot Level

Maintenance C Checks).

TAT 90% to 99.9% compliance

TAT for the Contractor to repair or overhaul the

High Value Assets

(HVA), Appendix (B)

15.0 TAT starts upon award of

delivery order and completes when the item is returned to Navy inventory

96% compliance.

TAT 90.0% to 95.9% compliance.

provide services, repair material and overhaul in accordance with Over and Above Procedures, Appendix I.

15.0

16.0

17.0

The Contractor’s initial proposal for Over and

Above work efforts shall be accurate, complete and timely. The proposal shall contain supporting documentation other than cost or pricing to include as its basis of estimate to enable the Government to make price reasonableness determinations in accordance with FAR Part

12. The Contractor’s proposal submission meets the requested proposal due date.

The Contractor’s proposal for Over and Above work efforts are incomplete and do not contain sufficient supporting documentation to include as its basis of estimate to enable the

Government to make a price reasonableness determination in accordance with FAR Part

12. The contractor’s proposal submission date is greater than 3 days beyond the due date.

deliver aircraft from depot maintenance to the Government with no more than ten (10) minor defects, no Major defects, and no Critical defects attributed to the

Contractor.

20.0

21.0

25.0

26.0

100% Compliance. Less than 99% compliance may result in a Contractor reduced payment of $5,000 on the appropriate CLIN or

1% of the delivery order negotiated invoiced amount, whichever is greater.

Para.

Satisfactory Performance

Objective

Marginal Performance

Threshold

Rating & Rationale

TAT for the Contractor to perform aircraft depot maintenance.

20.0

21.0

25.0

26.0

Depot TAT to include inspection, and repair of all defects, starts at the delivery order award date, and terminates upon a successful Functional

Check Flight (FCF) by the

USN 100% compliance.

Less than 100% compliance may result in a

Contractor reduced payment of $5,000 or 1% of the delivery order negotiated invoiced

Custodial Responsibility 20.2

21.2

22.2

23.1

26.4

The Contractor shall notify the Government within 6 hours of any accident or incident affecting the aircraft.

The Contractor’s notification to the

Government of any accident or incident affecting the aircraft exceeds 6 hours.

Return to Service: the

Contractor shall complete a comprehensive verification of the USN aircraft, engine, and component logbook entries for each Depot visit.

20.3

20.4

Upon completion of the

Depot visit, an authorized representative shall sign an entry in the USN aircraft logbook certifying inspection and configuration status of the aircraft 100% compliance.

Less than 100% compliance may result in a

Contractor reduced payment of $5,000 or 1% of the delivery order negotiated invoiced correct discrepancies discovered during a

FCF, which are required to successfully complete the FCF.

20.11

21.11

24.0

Successful functional check flight on first flight.

Discrepancies related to a

Depot task card affected system are discovered during FCF. Additional

FCF, if required, will be at

“NO ADDITIONAL

CHARGE” to the

Government.

update the applicable documentation and records for each C-40A aircraft for each Depot inspection and repair.

21.3

21.4

100% compliance with

Federal Aviation

Regulation (FAR) Parts

121.1105 and 121.1109.

Less than 100% compliance may result in a

Contractor reduced payment of $5,000 or 1% of the delivery order negotiated invoiced

Para.

Satisfactory Performance

Objective

Marginal Performance

Threshold

Rating & Rationale

The Contractor shall strip and paint the aircraft in accordance with Boeing Design D6-

1816, (Process

Document for

Decorative Finishing of

Airplane Exteriors) and

Boeing Drawing

414A4147.

22.0 No major paint

discrepancies which require rework, or 5 or less minor paint discrepancies which require touch up, are discovered during the

Government acceptance inspection.

No more than 4 major paint discrepancies which require rework, or no more than 6 to 10 minor paint discrepancies which require touch up, are discovered during the

Government acceptance inspection.

C Check Over and

Above Work, and Over and Above Depot

Maintenance

25.1

26.1

26.2

Successful functional check flight on first flight.

Discrepancies related to a

Depot task card affected system are discovered during FCF. Additional

FCF, if required, will be at

“NO ADDITIONAL

CHARGE” to the

Government.

provide appropriate

Return To Service documentation entries into the USN aircraft, engine, and component logbooks.

25.0

26.0

100% Compliance. Less than 100% compliance may result in a

Contractor reduced payment of $5,000 or 1% of the delivery order negotiated invoiced

Wide Area Workflow

Payment Instructions

DFARS

252.232

-7006

The Contractor shall submit accurate payment request and supporting documentation no later than 45 days after

Government signature on the Certificate of

Completion.

The Contractor shall submit accurate payment request and supporting documentation no later than 90 days after

Government signature on the Certificate of

Completion.