Att. 3 QASP.doc

N61339-10-R-0004

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR LOGISTICS SUPPORT SERVICES

IN SUPPORT OF

IN-SERVICE SUPPORT CENTER (ISSC), JACKSONVILLE, FL

Code 6.7 INDUSTRIAL & LOGISTICS MAINTENANCE PLANNING/SUSTAINMENT DEPARTMENT 1.

Purpose

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Contract standards included in the Government contract. The intent is to ensure that the contractor performs in accordance with the performance metrics, the Government receives the quality of services required under the contract and that the actual performance results are documented in accordance with this plan.

This QASP describes how the Government will observe, evaluate and document the contractor’s performance in meeting the critical performance standards identified in the contract, the term contract used herein includes the terms of the basic contract and task orders issued hereunder, and task orders. Specifically, the QASP will identify the Government resources responsible for monitoring performance and surveillance methods that will be utilized in determining the quality level of services and products delivered under the contract.

The contract requirement is for continued professional logistics support in the areas of design interface, industrial and maintenance planning, integrated warfighter support, training and training support, and support equipment management and integration at Jacksonville, FL. The source of this requirement is the Industrial and Logistics Maintenance Planning/Sustainment Department (AIR-6.7) of the Naval Air Systems Command at Jacksonville, FL.

This QASP is intended to accomplish the following:

· Define the roles and responsibilities of the Government officials responsible for implementation of the QASP.

· Provide the Contracting Officer’s Representative (COR) with a guide to systematically and effectively assure performance of the contractor.

· Outline the corrective procedures to be taken against the contractor for unacceptable or deficient performance.

2.

Authority

Authority for issuance of this QASP is provided under Contract Section E – Inspection and Acceptance, which provides for inspections and acceptance of the services and documentation called for in the contract, to be executed by the Contracting Officer or a duly authorized representative.

3.

Scope

To fully understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between Quality Control Plan and the Quality Assurance Surveillance Plan. The contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract. The QASP on the other hand, is put in place to provide Government surveillance oversight of the contractor’s efforts to assure that they are timely, effective and are delivering the results specified in the contract and task orders.

4.

Government Resources The following definitions of the roles for Government resources are applicable to this plan:

Contracting Officer - A person duly appointed with the authority to enter into, administer, or terminate contracts and make related determination and findings on behalf of the Government. The Procurement Contracting Officer (PCO) is appointed via a written warrant, which sets forth limitations on their authority. The PCO for this contract is AIR-2.5.3.3.2.

Contracting Officer’s Representative (COR) - An individual appointed in writing by the PCO to act as their authorized representative to assist in administering the contract or task order. The limitations of authority are contained in a written letter of appointment.

5.

Responsibilities

The following Government resources will have responsibility for the implementation of this QASP:

Contracting Officer – The Contracting Officer will monitor performance of all necessary actions for effective contracting to ensure compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that ensures the contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Contracting Officer:

· Responsible for contractor compliance with all requirements of the contract, contract administration, cost and property control.

· Responsible for reviewing the COR assessment of the contractor’s performance.

· Responsible for administrative actions arising from unresolved differences between the COR and the contractor

· Responsible for decisions that produce an increase or decrease in the scope of the contract or contract payment.

· Responsible for evaluating the performance of the COR in monitoring SOW execution.

Contracting Officer’s Representative – The COR is responsible for technical administration of the contract and assures proper Government surveillance of the contractor’s performance. In addition to the continuous monitoring of performance, the COR will also submit an annual assessment in the Navy’s Contractor Performance Assessment Reporting System (CPARS). The CPARS assessment is reviewed and approved by the Design Interface Maintenance Planning Department Head. For CPARS, the COR assesses general quality of the product or service, schedule, cost control, business relations, management, small business compliance, and other important areas. The COR is not empowered to make any contractual commitments or to authorize any changes on the Government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting Officer for action.

COR:

· Responsible for verifying that the contractor performs the technical requirements of the contract in accordance with the contract terms and conditions and SOW.

· Responsible for reviewing, commenting, and reporting on the contractor’s progress and ensuring the contractor complies with reporting requirements.

· Responsible for notifying the contractor of discrepancies observed during surveillance and notifying the Contracting Officer concerning performance of services provided by the contractor.

· Responsible for maintaining contract records (including all Contract Data Requirements List submissions).

· Responsible for maintaining an effective line of communication with the contractor.

· Responsible for tracking task order totals against contract ceiling to ensure contract ceiling is not exceeded.

· Responsible for reviewing contractor invoices and ensuring the proper labor categories and hours are charged and travel and other items appear consistent with performance and are reasonable for the work performed.

· Responsible for reviewing and approving any single purchase by the contractor of other direct costs (ODCs) over $500

· Responsible for monitoring the contract for violations or deviations and keeping track of funds available and expended.

· Responsible for ensuring the contract does not become a vehicle for personal services.

In addition to the above guidance, the following restrictions apply to the COR:

· The COR cannot award or sign any contract or contract modification.

· The COR cannot obligate payment of monies.

· The COR cannot change schedules, funds, or scope of the contract.

· The COR cannot make any contractual agreements, commitments, or modifications involving price, quantity, quality or delivery schedule.

· The COR is not authorized or expected to offer advice to the contractor or to contractor personnel on how the work should be performed.

Technical Point of Contract (TPOC) – The TPOC is responsible for technical oversight of individual task orders and assures proper Government surveillance of the contractor’s performance. The TPOC will assist the COR by reviewing, commenting, and reporting on the contractor’s progress and ensuring the contractor complies with reporting requirements in accordance with the required CDRLs. The TPOC is not empowered to make any contractual commitments or to authorize any changes on the Government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting Officer for action.

· Responsible for coordinating site entry for contractor personnel (if required) and ensuring that site specific check-in and check-out procedures are adhered to.

· Responsible for reviewing, commenting, and reporting on the contractor’s progress and ensuring the contractor complies with the reporting requirements for the task order.

· Responsible for reviewing contractor invoices and ensuring the proper labor categories and hours are charged and travel and other items appear consistent with performance and are reasonable for the work performed.

· Responsible for monitoring the task order for violations or deviations and keeping track of funds available and expended.

· Responsible for ensuring the task order does not become a vehicle for personal services

In addition to the above guidance, the following restrictions apply to the TPOC:

· The TPOC cannot award or sign any contract or contract modification.

· The TPOC cannot obligate payment of monies.

· The TPOC cannot change schedules, funds, or scope of the contract.

· The TPOC cannot make any contractual agreements, commitments, or modifications involving price, quantity, quality or delivery schedule.

· The TPOC is not authorized or expected to offer advice to the contractor or to contractor personnel on how the work should be performed.

6.

Methods of QA Surveillance

a. Contractor Performance Assessment Reporting System – The market place for logistics support services is very competitive. As such, the contractor has a vested interest in the Government-generated CPARS ratings under this contract. For this procurement the Government will address the quality of product or service, schedule, cost control, business relations, management, and other important areas through detailed comments and evaluations. As this information may affect future source selections throughout the Department of Defense (DOD), and the continuation of the contract, the annual Government assessment will be used as an additional performance oversight and communication tool with the QASP.

b. QASP - This QASP defines the surveillance process, responsibilities and acceptable quality standards that will apply to performance based contractual efforts and establishes the basic scoring and reporting methodology for surveillance documentation. The below listed methods of surveillance will be used by the COR in the technical administration of this QASP. In addition to the below instructions, the form to be used for documentation of quality assurance surveillance is the Surveillance Activity Checklist.

7. Surveillance

Enclosures (1) and (2) identify the logistics and data performance standards the COR/TPOC will use to evaluate contractor performance. Enclosure (3) identifies the incentives to the contractor. Enclosure (4) defines the evaluation areas and ratings that are used in CPARS. Enclosure (5) provides a surveillance activity checklist for the quarterly CPARS evaluation ratings. The COR/TPOC will evaluate, on a quarterly basis, the contractor’s performance in meeting the identified logistics and data performance standards (Enclosures 1 and 2) utilizing their existing CPARS evaluation format and checklist. The culmination of these quarterly evaluations will result in the required annual CPARS reports. The contractor’s reported performance on CPARS will be evaluated in the event the government decides to award additional task orders as described in Enclosure (3). Before awarding a task order, the government will review the contractor’s CPARS to determine whether the contractor’s performance met or exceeded the government’s expectation for quality performance, unless another circumstance justifies an extended contractual relationship. Even if the Contracting Officer determines that awarding the task order is advantageous to the government after considering price, past performance, and other factors, the government is still free to decline award of another task order. Thus, the Contracting Officer is not required to consider these factors in declining to award a task order. The factors are only relevant if the Contracting Officer is awarding a task order.

8.

Documentation

In addition to providing quarterly reports to the Contracting Officer, the COR will maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function, including the originals of the Quality Assurance Checklists. All such records will be maintained for the life of the contract. The COR shall forward these records to the Contracting Officer at termination or completion of the contract.

9.

Enclosures Enclosure (1) – LOGISTICS PERFORMANCE STANDARDS Enclosure (2) – DATA PERFORMANCE STANDARDS Enclosure (3) – INCENTIVES

Enclosure (4) – DEFINITIONS FOR EVALUATION AREAS/RATINGS Enclosure (5) – SURVEILLANCE ACTIVITY CHECKLIST

Enclosure (1)

LOGISTICS PERFORMANCE STANDARDS

Enclosure (2)

DATA PERFORMANCE STANDARDS

Enclosure (3)

INCENTIVES

The following incentives shall apply to performance under this contract.

(-) Does not meet the acceptable performance definition as a condition for award of additional task orders in ordering period II.*

(-) Does not meet the acceptable performance definition as a condition for award of additional task orders in ordering period III.*

(-) Does not meet the acceptable performance definition as a condition for award of additional task orders in ordering period IV.*

(-) Does not meet the acceptable performance definition as a condition for award of additional task orders in ordering period V.*

(-) Receive a negative final assessment (CPAR), appropriate for the quality of services provided.

* The Government reserves the right to not award additional task orders even if all regulatory requirements are met and the contractor meets the acceptable performance definition.

Enclosure (4)

DEFINITIONS FOR EVALUATION AREAS/RATINGS

All SOW/CDRL tasks, including SOW/CDRL sub-tasks, will be assessed focusing on the following.

Quality of Product or Service – Assess the contractor’s effort to provide comprehensive logistics support services. Areas of focus may include the planning and management of logistics tasks, the quality of support provided throughout all phases of contract execution, the integration of logistics management specialties, management of interfaces, and the management of a totally integrated effort of all logistics management concerns to meet cost, performance, and schedule objectives. Assess how successfully the contractor meets program quality.

Schedule – Assess the contractor’s adherence to the required delivery schedule by assessing the contractor’s efforts during the assessment period that contribute to or effect the schedule variance. Also address significance of scheduled events, discuss causes, and assess the effectiveness of contractor corrective actions.

Cost Control – Assess the contractor’s effectiveness in forecasting, managing, and controlling contract cost. Is the contractor experiencing cost growth or under run? If so, discuss the causes and contractor-proposed solutions for the cost overruns. For contracts where task or contract sizing is based upon contractor provided person-hour estimates, the relationship of these estimates to ultimate cost should be assessed. In addition, the extent to which the contractor demonstrates a sense of cost responsibility, through the efficient use of resources in each work effort should be assessed.

Business Relations – Assess the timelines, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s reasonable and cooperative behavior, effective business relations, and customer satisfaction.

Management – Assess the contractor’s success with timely award and management of subcontracts, including whether the contractor met small/small disadvantage and women-owned business participation goals. Discuss the extent to which the contractor discharges its responsibility for integration and coordination of all activity needed to execute the contract; identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks/actions required by contract; communicates appropriate information to affected program elements in a timely manner. Assess the contractor’s risk mitigation plans. If applicable, identify any other management areas that are unique to the contract.

Other areas – Assess additional evaluation areas unique to the contract or that cannot be captured elsewhere.

The evaluation ratings are as follows:

Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

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

Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain 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 task and sub-task being assessed reflect 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 task or sub-task contains a serious problem(s) for which the contractor’s actions appear or were ineffective.

Enclosure (5)

SURVEILLANCE ACTIVITY CHECKLIST

Quarterly Surveillance:

The COR will perform a quarterly assessment of Quality of Product or Service, Schedule, Cost Control, Business Relations, Management, Small Business Compliance and Other Areas as applicable utilizing the CPARS evaluation rating definitions listed in Enclosure (4).

Enclosure (5) Quarterly Summary of Ratings:

Quality of Product or Service

Schedule

Number of Exceptional

Number of Very Good

Number of Satisfactory

Number of Marginal

Number of Unsatisfactory

Cost Control

Business Relations

Management

Other Areas

Annual Surveillance:

The COR will perform an annual assessment of overall contract performance utilizing the CPARS evaluation rating definitions listed in Enclosure (4) and the quarterly summary of ratings.

Enclosure (5)

Source Selection Information Attachment 3 See FAR 2.101 and 3.104