ODS Support QASP.pdf

Quality Assurance Surveillance Plan DOS Support Service for ODS Reserve Program at Richmond

The Contracting Officer’s Representative (COR) will monitor vendor performance and complete the quality assurance worksheet below. The quality assurance worksheet will be submitted directly to the contract specialist and contracting officer (KO) within 72 hours of the completion of performance.

If a rating other than satisfactory is identified, the COR must document and provide to the contract specialist sufficient information to properly articulate the deficiencies to the vendor so corrective action may be taken.

The COR referred to in this QASP is identified on the contract.

Table 1: Performance Criteria for Performance Deliverables

Deliverable Reference Task Title Deliverable

Acceptable Quality Level

(AQL)

Method Used/Frequency

2.3.1.1 Administrative

and Analytical

Advise/notify ODS Office of service requirements or policy changes/modification.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.2 Administrative

and Analytical

Advise/notify ODS Office of new domestic and international studies, policies, and agreements pertaining to ODS. Advise effective processes for ODS banking or destruction/conversion.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.3 Administrative

and Analytical

Provide complete documentation and staffing of documentation of new agreement or change/ modification of existing Inter/Intra-Agency Service Agreements and Operating Agreements between the ODS Reserve and foreign governments and their contractors.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.4 Administrative

and Analytical

Maintain, update, and prepare, and provide new document on ODS-Related Policies, Processes and Procedures Documents and Flow Charts. Policies and procedures should be reviewed annually and updated as needed.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.5 Administrative

and Analytical

Provide revised script, query or reports format to Government for review and approval.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.6 Administrative

and Analytical

Provide preliminary transaction and inventory reports.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.7 Administrative

and Analytical

Execute manual Issue/ Receipt transactions as required to adjust Service/Agency inventories

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.8 Administrative

and Analytical

Provide final versions of transaction and inventory reports

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.9 Administrative

and Analytical

Prepare and submit Monthly Contractor Performance Status Report

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.A Administrative and Analytical

Provide ODS Inventory Glideslope 95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.B Administrative and Analytical

Provide ODS Physical Inventory Consolidated Count Report

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.C Administrative and Analytical

Provide ODS Requisitioners Issues Report, by Service

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.D Administrative and Analytical

Provide ODS Requisitioners Fire Extinguisher Issue Report, by Service

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.E Administrative and Analytical

Provide ODS Customer Return Transaction Report, by Service

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.F Administrative and Analytical

Provide ODS BSM Requisitioners Issues Report - Rejects, by Service

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.G Administrative and Analytical

Provide ODS Repackaging Depot Receipts Report, by Service

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.H Administrative and Analytical

Provide ODS Ready for Issue Summary by Service Report, by Service

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.I Administrative and Analytical

Provide ODS Service Inventory Balance Report, by Service

95% of deliverables submitted on-time.

2.3.1.10.J Administrative and Analytical

Provide ODS Inventory Site Distribution Report

95% of deliverables submitted on-time.

100% COR

inspection

2.3.1.10.K Administrative and Analytical

Provide ODS Inventory History by Product and Service Report

95% of deliverables submitted on-time.

100% COR

inspection

2.3.2.1 Information

Technology

Update VO Division (ODS Reserve) Web Site.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.2.2 Information

Technology

Provide System Queries related to ODS Product Inventory Status, and Issue and Receipt Transaction history as required.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.3.1 Logistics &

Warehousing and Leak Monitoring

Verify and check Receipt and In-Checking of ODS Turn-Ins within RCN timelines.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.3.2 Logistics &

Warehousing and Leak Monitoring

Coordinate reclamation or destruction requirement with contractor transportation planner.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.3.3 Logistics &

Warehousing and Leak Monitoring

Coordinate delivery/receipt of reclaimed product cylinders or empty GFM cylinders and check for completeness.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.3.4 Logistics &

Warehousing and Leak Monitoring

Execute Re-warehousing and Special Projects as required.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.3.5 Logistics &

Warehousing and Leak Monitoring

Provide leak monitor/detection report of ODS products.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.3.6 Logistics &

Warehousing and Leak Monitoring

Maintain cylinder storage in all warehouses to be compliant with Location Identification Program (LIP) composite locations, and meeting HCC separation requirements for empty (N1) and full (G3) cylinder coding.

95% of deliverables submitted on-time.

100% COR

inspection

2.3.4.1 ODSR

Electronic Monitoring System (EMS) maintenance

Provide monthly ODSR Electronic Monitoring System (EMS) maintenance status report

95% of deliverables submitted on-time.

2.3.4.2 ODSR

Electronic Monitoring System (EMS) maintenance

Provide Monthly Report on maintenance expenses for equipment, subscriptions, and spare parts purchased to support the ODSR EMS at Yorktown, San Joaquin (Tracy), Warner Robins, and Melbourne Australia.

95% of deliverables submitted on-time.

100% COR

inspection

2.4.5 Contractor

Quality Control Plan

(QCP)

Contractor Quality Control Plan (QCP) Must be delivered on time.

100% COR

inspection

2.12 Final Results

Briefing

Final Results Briefing Must be delivered on time.

100% COR

inspection

Quality Assurance Rating Scheme

Rating Description Exceptional

(EXCP)

Performance meets contractual requirements and exceeds many to the government's benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the Contractor were highly effective. Note: To justify an Exceptional rating, identify multiple significant events and state how these events were of benefit to the government. A singular benefit, however, could be of such magnitude that it alone constitutes an Exceptional rating. Also, there should have been NO significant weaknesses identified.

Very Good

(VGD)

Performance meets contractual requirements and exceeds some to the government's benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the Contractor were effective. Note: To justify a Very Good rating, identify a significant event and state how it was a benefit to the government. There should have been no significant weaknesses identified.

Satisfactory

(SAT)

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. Note: To justify a Satisfactory rating, there should have been only minor problems or major problems that the Contractor recovered from without impact to the contract or order. There should have been NO significant weaknesses identified. A fundamental principle of assigning ratings is that Contractors will not be evaluated with a rating lower than Satisfactory solely for not performing beyond the requirements of the contract or order.

Marginal

(MRGL)

Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated 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. Note:

To justify Marginal performance, identify a significant event in each category that the Contractor had trouble overcoming and state how it impacted the government. A Marginal rating should be supported by referencing the management tool that notified the Contractor of the contractual deficiency (e.g. management, quality, safety, or environmental deficiency report or letter).

Unsatisfactory

(UNSAT)

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. Note: To justify an Unsatisfactory rating, identify multiple significant events in each category that the Contractor had trouble overcoming and state how these events impacted the government. A singular problem, however, could be of such serious magnitude that it alone constitutes an Unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the Contractor of the contractual deficiencies (e.g. management, quality, safety, or environmental deficiency reports or letters).

Not Applicable

(NA)

Performance not observed during this performance period.

REMEDIES FOR CONTRACTOR NOT MEETING ACCEPTABLE QUALITY LEVELS OF PERFORMANCE OBJECTIVES WITHIN

CONTRACT PERIOD:

FIRST VIOLATION: KO will issue cure notice to the contractor.

SECOND VIOLATION: KO will issue show cause notice to the contractor.

THIRD VIOLATION: KO will terminate contract for cause.

The government will evaluate the contractor’s performance under this contract using the method of surveillance specified in Table 1, Performance Criteria for Performance Deliverables. All surveillance observations will be recorded by the government. Those observations indicating defective performance must be initialed by the contractor’s designated representative. The contractor must designate at least one employee for this purpose. If no such designated employee is available, recorded observation must so state.

The following evaluation form will be filled out by the COR and delivered to the contract specialist and KO for inclusion in the contract file.

Quality Assurance Worksheet

Deliverable Reference Deliverable EXCP VGD SAT MRGL UNSAT NA

2.3.1.1 Advise/notify ODS Office of service

requirements or policy changes/modification.

2.3.1.2 Advise/notify ODS Office of new domestic and

international studies, policies, and agreements pertaining to ODS. Advise effective processes for ODS banking or destruction/conversion.

2.3.1.3 Provide complete documentation and staffing

of documentation of new agreement or change/ modification of existing Inter/Intra- Agency Service Agreements and Operating Agreements between the ODS Reserve and foreign governments and their contractors.

2.3.1.4 Prepare, update, and maintain ODS-Related

Policies, Processes, and Procedures Documents and Flow Charts. Policies and procedures should be reviewed annually and updated as needed.

2.3.1.5 Provide revised script, query, or

reports format to government for review and approval.

2.3.1.6 Provide preliminary transaction and inventory

reports.

2.3.1.7 Execute manual Issue/Receipt transactions as

required to adjust Service/Agency inventories

2.3.1.8 Provide final versions of transaction and

inventory reports

2.3.1.9 Prepare and submit Monthly Contractor

Performance Status Report

2.3.1.10.A Provide ODS Inventory Glideslope

2.3.1.10.B Provide ODS Physical Inventory Consolidated Count Report

2.3.1.10.C Provide ODS Requisitioners Issues Report, by Service

2.3.1.10.D Provide ODS Requisitioners Fire Extinguisher Issue Report, by Service

2.3.1.10.E Provide ODS Customer Return Transaction Report, by Service

2.3.1.10.F Provide ODS BSM Requisitioners Issues Report

- Rejects, by Service

2.3.1.10.G Provide ODS Repackaging Depot Receipts Report, by Service

2.3.1.10.H Provide ODS Ready for Issue Summary by Service Report, by Service

2.3.1.10.I Provide ODS Service Inventory Balance Report, by Service

2.3.1.10.J Provide ODS Inventory Site Distribution Report

2.3.1.10.K Provide ODS Inventory History by Product and Service Report

2.3.2.1 Update VO Division (ODS Reserve) Web Site

2.3.2.2 Provide System Queries related to ODS

Product Inventory Status, and Issue and Receipt Transaction history as required

2.3.3.1 Verify and check Receipt and In-Checking of

ODS Turn-Ins within RCN timelines

2.3.3.2 Coordinate reclamation or destruction

requirement with contractor transportation planner

2.3.3.3 Coordinate delivery/receipt of reclaimed

product cylinders or empty GFM cylinders and check for completeness of related paperwork/supply documentation

2.3.3.4 Execute Re-warehousing and Special Projects

as required

2.3.3.5 Provide leak monitor/detection report of ODS

products for all ODS product cylinders at DDRV and Yorktown, VA

2.3.3.6 Maintain cylinder storage in all warehouses to

be compliant with all current ODSR policies and procedures along with any DDRV cylinder storage requirements.

2.3.4.1 Provide monthly ODSR Electronic Monitoring

System (EMS) maintenance status report

2.3.4.2 Provide Monthly Report on maintenance

expenses for equipment, subscriptions, and spare parts purchased to support the ODSR EMS at Yorktown, San Joaquin (Tracy), Warner Robins, and Melbourne Australia

2.4.5 Contractor Quality Control Plan (QCP)

2.13 Final Results Briefing

OVERALL EXCP VGD SAT MRGL UNSAT

Overall, how would you rate contractor’s performance

Comments:

Prepared by: _________________________________________Rating Period: __________________________

(COR)