Attachment_3_-_Quality_Assurance_Plan.pdf

Quality Assurance Surveillance Plan (QASP)

Niihau Ranch Support Contract

1 Introduction

The Contractor provides base and range support services to the Pacific Missile Range Facility (PMRF) on the Island of Niihau. PMRF is a fleet operational training and testing range that is also a designated Major Range and Test Facility Base (MRTFB) providing major Department of Defense level test and evaluation support to Missile Defense Agency (MDA), Naval Sea Systems Command (NAVSEA), Defense Advanced Research Projects Agency (DARPA), Foreign Military customers and other critical Department of Defense Operational and Test programs.

2 Mission Range support services include systems used to support training of Navy, Joint and allied military units, and live testing for weapons acquisition programs. Teamwork with government agencies and other contractors is essential to ensuring mission success.

Navy facilities on leased Niihau property provide essential support of PMRF’s Research, Development, Test & Evaluation (RDT&E) and training mission.

3 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 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 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.

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

5.1 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.

Assigned PM: Robert Kay Organization or Agency: Pacific Missile Range Facility Telephone: 808-335-4171 Email: robert.t.kay@navy.mil

5.2 Contracting Office (KO)

The KO 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 KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract.

Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: Lane Mayer Organization or Agency: Naval Supply Systems Command Telephone: 808-335-4634 Email: lane.mayer@navy.mil

5.3 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.

6 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.

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.

6.2 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.

Appendix 1 - Surveillance Matrix

Statements Standards/AQLs Inspections Ratings 3.1 Grounds Maintenance

3.1.1 The Contractor shall maintain grounds at the Radar and Perch sites to keep the grounds free of trash, litter, unwanted vegetative growth and vegetative debris, rocks, and boulders so that the sites can be readily utilized for routine government purposes.

a) Clear of trash, litter, unwanted vegetation, rocks, boulders, debris, etc.

b) No impact to performance of operational requirements.

c) No impact to safety of personnel or equipment.

What: grounds free of trash, litter, leaves, debris, etc.

How: Visual inspection Frequency: quarterly Who: Contract Officer Representative (COR) Standard(s): Inspection applies to all standards

3.1.2 The Contractor shall perform erosion control at the Perch and Radar sites to keep ground surfaces smooth and intact, and to protect the government assets at the sites.

a) Identifies and corrects erosion around buildings, equipment, and areas that are traversed to access the buildings and equipment.

b) No impact to the performance of operational requirements.

c) No impact to safety of personnel or equipment.

d) Ruts are filled and eroded grades are restored with erosion-resistant materials

e) Filled areas form a continuous and even surface with the adjacent grades around it.

What: erosion control How: Visual inspection Frequency: quarterly Who: Contract Officer Representative (COR)

3.2 The Contractor shall perform pest control at the Perch and Radar sites.

a) Addresses all identified known pests

What: pest control

Frequency: quarterly Who: Contract Officer Representative (COR)

3.3 Facility Maintenance

3.3.1 The Contractor shall perform maintenance repairs for radar building, radar generator building, radar fuel storage building, radar site microwave antenna system, and optics pad.

a) Response and temporary remedies to urgent repairs are completed within 24 hours and are effective in rectifying dangers to life, safety, property and equipment.

AQL: In the event that material needs to be procured, repair completed within 20 days of being identified.

b) Permanent remedies to urgent repair requirements are completed within 30 days.

c) Routine repairs are completed within 60 days of discovery.

d) Maintenance work is being routinely performed and is effective in preserving the life and functioning of the facility.

What: maintenance repairs

Frequency: quarterly Who: Contract Officer Representative (COR)

3.3.2 The Contractor shall identify and report minor building electrical discrepancies for Radar facilities and Perch facilities.

a) Provide notification to the COR within 1 day of identified deficiency.

What: minor building electrical discrepancies How: Visual inspection Frequency: during routine maintenance trips Who: Systems Managers or authorized representatives

3.3.3 custodial services for Radar site and Perch site.

a) Clear of debris

What: inside of facilities are cleaned and swept outside of facilities are clear of debris How: Visual inspection Frequency: quarterly Who: Contract Officer Representative (COR)

3.3.4 maintenance repairs perch site domes.

a) Response and temporary remedies to urgent repairs are completed within 24 hours and are effective in rectifying dangers to life, safety, property and equipment.

AQL: In the event that material needs to be procured, repair completed within 20 days of being identified.

b) Permanent remedies to urgent repair requirements are completed within 30 days.

What: maintenance repairs How: Visual inspection Frequency: quarterly Who: Contract Officer Representative (COR)

c) Routine repairs are completed within 60 days of discovery.

d) Maintenance work is being routinely performed and is effective in preserving the life and functioning of the facility.

3.4 Generator Maintenance

3.4.1 The Contractor shall maintain fluid levels for generator and day tank.

a) Top off all fuel tanks every two weeks for the permanent 15 kW generator located at the radar site.

What: fuel, oil, and water level

Frequency: quarterly Who: Contract Officer Representative (COR)

3.4.2 The Contractor shall inspect generator sets, fuel storage, and fuel distribution lines for oil and fuel leaks.

a) Visual inspection completed every two weeks.

b) Notification to Navy within 24 hours of identification of discrepancy.

What: oil or fuel leaks in generator sets, fuel storage, or fuel distribution lines How: Visual inspection Frequency: quarterly Who: Contract Officer Representative (COR)

3.4.3 The Contractor shall provide stock oil provisions and oil waste receptacles for generator oil changes.

a) Oil spills are addressed within 1 hour of notification

b) Each site is adequately stocked with 40WT Delo oil, or an approved

What: stock oil provisions oil waste receptacles

Frequency: during routine equivalent, that will allow PMRF mechanics to perform oil changes on all generator units at any given time.

c) Each site is adequately stocked with oil waste containers with sufficient capacity for oil changes.

maintenance trips Who: Systems Managers or authorized representatives

3.4.4 The Contractor shall provide fuel and oil for radar generators and perch site generators.

a) No interruption of radar or perch site systems operation due to the generator fuel levels.

What: fuel oil How: system operation Frequency: Randomly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.5 Transportation of Equipment, Materials, and Personnel

3.5.1 Landing Craft Mechanized.

3.5.1.1 The Contractor shall possess USCG Operator's License for boat operations.

Deliverables:

A001 USCG Operator's License

a) Current USCG Operator's License

What: USCG Operator's License Deliverables How: Review copy of current USCG Operator's License Frequency: After the expiration of the current license on file Who: Contract Officer Representative (COR)

3.5.1.2 The Contractor shall provide surface transportation for equipment and materials.

a) Equipment and Materials are transported to government leased sites on Niihau.

What: equipment and materials at government leased sites on Niihau How: Visual inspection Frequency: Randomly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.5.1.3 The Contractor shall provide a preventive maintenance plan for Landing Craft Mechanized vessel.

Deliverables:

A002 Preventative Maintenance Plan

(PMP)

a) Provide a PMP within 60 days

What: preventive maintenance plan Deliverables How: Review the preventive maintenance plan Frequency: after completion of each change Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.5.1.4 The Contractor shall conduct maintenance for Landing Craft Mechanized vessel.

3.5.1.4.1 preventive maintenance for Landing Craft Mechanized vessel.

a) Maintenance completed in accordance with the approved Preventative Maintenance Plan

(PMP).

b) No more than five PM items (monthly or more frequent periodicity) missed in one month and same item not missed more than once in a year. No more than five PM items (quarterly or less frequent) missed each year and missed PM item then accomplished in the following quarter.

What: preventative maintenance How: Review the maintenance report.

Frequency: quarterly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.5.1.4.2 corrective maintenance for Landing Craft Mechanized vessel.

a) First Tier: All mission limiting CM corrected prior to next scheduled underway. Non-mission limiting;

50% of CM corrected within 30 days of identification, 75% within 90 days of identification and 100% within 180 days of identification.

b) Second Tier: 90% of mission limiting CM corrected prior to next scheduled underway and remaining corrected within 45 days of identification. Non-mission limiting;

50% of CM corrected within 60 days of identification, 75% within 120 days of identification and 100% within 180 days of identification.

c) Third Tier: 50% of mission limiting CM corrected prior to next scheduled underway and remaining

What: corrective maintenance Deliverables How: Review the maintenance report.

Frequency: quarterly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives corrected within 60 days of identification. Non-mission limiting;

50% of CM corrected within 120 days of identification, 75% within 180 days of identification and 100% within 270 days of identification.

Contracting Officer may waive CM in this category that can only be completed in dry-dock, the contractor must submit these to the COR for waiver approval within 10 days of identification.

3.5.1.4.3 maintenance report for Landing Craft Mechanized vessel.

Deliverables:

A003 Maintenance Report

a) Report submitted within 10 business days at the end of each quarter.

What: maintenance report How: Review the maintenance report.

Frequency: quarterly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.5.1.4.4 monthly listing of all ODC expenditures for Landing Craft Mechanized vessel.

Deliverables:

A004 ODC Expenditures

a) Completed the Niihau Materials, Supplies and Parts Request Form for purchases over $1,500

What: ODC Expenditures How: Review the ODC list Frequency: monthly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.5.1.5 The Contractor shall provide access for periodic inspections of Landing Craft Mechanized vessel.

a) Access provided when vessel inspection required

What: access granted to vessel How: Task Manager Frequency: Randomly Who: Contract Officer Representative (COR)

3.5.1.6 The Contractor shall notify the COR and Contracting Officer of any desired alterations to the LCM.

a) No deviation from Government approved configuration.

What: vessel configuration How: Boat Alteration or Liaison Action Request Frequency: Randomly Who: Contract Officer Representative (COR), Systems Managers or authorized representatives

3.5.1.7

Property Control Plan.

Deliverables:

A005 Property Control Plan

a) Property Control Plan submitted within 60 days of contract award.

What: property control plan How: Review Property Control Plan Frequency: 60 days after contract award or upon completion of any change.

Who: Contract Officer Representative (COR)

3.5.1.8 The Contractor shall maintain a Material Discrepancy Log.

a) Material discrepancy log contains all discrepancies identified during the contract performance period and updates to each discrepancy.

What: material discrepancy log How: Review material discrepancy log Frequency: weekly

Deliverables:

A006 Material Discrepancy Log

Who: Contract Officer Representative (COR), Systems Managers or authorized

3.5.2 Helicopter Transportation Services.

3.5.2.1 The Contractor shall provide Helicopter Transportation for personnel, equipment, and materials.

a) Helicopter transportation provided when issued on a task order

What: Helicopter Transportation How: Task order review Frequency: Continuous Who: Contract Officer Representative (COR)

3.5.2.2 helicopter pilot with US Citizenship.

a) Helicopter pilot with US Citizenship

What: US Citizenship How: Document review Frequency: After each change Who: Contract Officer Representative (COR)

3.5.3 Ground Transportation Services.

3.5.3.1 The Contractor shall provide and operate vehicles for transportation of equipment and personnel.

a) Vehicle transportation provided when issued on a task order

What: Vehicle Transportation

Frequency: monthly Who: Contract Officer Representative (COR)

3.5.4 The Contractor shall provide labor support services for transportation of equipment and personnel.

a) Labor support provided when issued on task order

What: labor support services

Frequency: Randomly Who: Contract Officer Representative (COR)

3.6 Operation Support.

3.6.1 The Contractor shall provide fire watch and firefighting crews for operations.

a) Personnel are experienced in fire fighting

What: fire fighting crews

Frequency: Randomly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.6.2 The Contractor shall provide fuel for operations.

a) No interruption of radar or perch site systems operation due to the generator fuel levels.

What: fuel oil How: system operation Frequency: Randomly Who: Contract Officer Representative (COR) Systems Managers or authorized representatives

3.6.3 The Contractor shall procure equipment and material for operations.

a) Completed the Niihau Materials, Supplies and Parts Request Form for purchases under $3,000

b) Obtain three competitive quotes or provide sole source justification for purchases over $3,000

What: equipment material How: Review of purchase documentation Frequency: Continuous Who: Contract Officer Representative (COR)

Appendix 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

Appendix 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

Appendix 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