PCCIE_QASP_02June2022_Final.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For

EMERGENCY MAINTENANCE/PREVENTATIVE MAINTENANCE

For

POWER CONDITIONING AND CONTINUATION INTERFACING EQUIPMENT

Prepared By:

Hill Air Force Base

Space & C3I Division (HBZ)

Battle Management Branch (HBZB)

Power Conditioning and Continuation Interfacing Equipment Section

(HBZBD -PCCIE Section)

Preparer: Andrea Faxon

AFLCMC/HBZBD – PCCIE Section

As of 02 June 2022 i

TABLE OF CONTENTS

1 VISION

2 MISSION

3 PURPOSE

4 AUTHORITY

5 ROLES AND RESPONSIBLITIES

5.1 Program/Project Manager

5.2 Contracting Officer

5.3 Contracting Officer’s Representative

5.4 Other Key Government Personnel

5.5 Contractor Representatives

6 PERFORMANCE REQUIREMENTS AND METHOD OF SURVEILLANCE

6.1 Contract Surveillance

6.2 Surveillance Matrix

6.3 Performance Rating Definitions

7 PEFORMANCE REPORTING

7.1 Performance Assessment Report

7.2 Customer Complaint Form

7.3 Corrective Action Report

8 APPENDIX 1

9 CORRECTIVE ACTION REPORT

10 CUSTOMER COMPLAINT RECORD

11 PERFORMANCE ASSESSMENT REPORT

1 VISION

The services available in our contract will provide the Air Force with a vehicle to properly maintain and repair UPS systems to meet the needs of our warfighters. The contractor shall implement standard work order processes by reviewing and correcting the processes/procedures for Emergency and Preventative Maintenance (EM/PM) services to provide maximum mission support reliability.

2 MISSION

This is a services contract to provide EM/PM, and unscheduled maintenance/repairs on various configurations, technologies and manufacturers of PCCIE for the United States Air Force (USAF) and government agencies worldwide.

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 of the following:

A. What will be monitored B. How monitoring will take place C. Who will conduct the monitoring D. How often the assessment occurs E. 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 (QCP). 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 QCP. 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 RESPONSIBLITIES

The following personnel shall oversee and coordinate surveillance activities.

5.1 Program/Project Manager

The Program Manager (PM) provides primary program oversight, nominates the Contracting Officer 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, they are not empowered to make any contractual commitments or any contract changes on the government’s behalf.

Assigned PM: Andrea S. Faxon Organization or Agency: ALCMC/HBZB Telephone: 801-775-4764 Email: andrea.faxon@us.af.mil

5.2 Contracting Officer

The Contracting Officer (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. The COR shall also determine the final assessment of the contractor’s performance.

Assigned KO: Betty Tobias Organization or Agency: AFLCMC/HBZKA Telephone: 801-586-4693 Email: betty.tobias.1@us.af.mil

5.3 Contracting Officer’s Representative

The Contracting Officers’ Representative (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 (QA) 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.

Primary COR: Clinton K. Osiek

Organization: ALCMC/HBZBD Telephone: 801-586-3456 Email: clinton.osiek@us.af.mil

Alternate COR: PCCIE Program Office

5.4 Other Key Government Personnel

PCCIE Program Managers (PM) will be alternate COR’s for this effort. The PCCIE PM’s have the skills necessary to act as performance monitors, inspectors, and technical experts who provide information that helps the COR monitor contractor performance.

5.5 Contractor Representatives

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

Other Key Contract Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>

6 PERFORMANCE REQUIREMENTS AND METHOD OF SURVEILLANCE

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. The 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 Performance Requirement Summary (PRS) should be used to form the foundation of the COR’s inspection checklist.

6.3 Performance Rating Definitions

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 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.

Good 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.

7 PEFORMANCE REPORTING

7.1 Performance Assessment Report

Performance Assessment Reports (PARs) will be used to report repeated minor discrepancies.

PARs will be generated by the COR. The COR will forward the PAR to the contractor for corrective action. Contractors will be given 10 days to correct PARs, unless they have requested an extension. If consistent minor discrepancies are found, they shall be combined and a Corrective Action Report (CAR) shall be processed.

7.2 Customer Complaint Form

The COR must furnish instructions to the customer receiving the contractor’s service. The customer must retain supporting evidence of complaint or feedback. After the COR validates feedback or complaint demonstrating contractor noncompliance, the COR processes a PAR or CAR to the Procuring Contracting Officer (PCO). All customer complaint forms will be validated by the COR prior to notifying the contractor.

7.3 Corrective Action Report

The COR will forward the CAR to the PCO for action. CARs shall be corrected within 30 days depending on the complexity of the finding, however the contractor may be allowed up to six months (maximum) to correct a CAR at the discretion of the PCO.

8 APPENDIX 1

PWS

Paragraph

Performance Objective / Elements

Standards / AQL Inspection Calculation / Ratings

What How/ Method

When/ Freq

12.3.1 Contractor

shall maintain a current database.

(CDRL A007)

Database shall contain reports of all visits completed prior to the previous 15 business days.

Inspect for required reports.

COR shall access database and search for required reports.

M1

Periodic

M2

Performance is acceptable when database contains the required reports from visits prior to the previous 15 days.

12.3.2 Site Visit

Report Accuracy

Site visit reports shall accurately contain all required elements for the visit as identified in

CDRL A025.

Inspect for accuracy and completene ss.

All reports shall be reviewed upon receipt.

Random Performance is acceptable when the submitted reports accurately reflect a description of the services performed in the visit and document the equipment currently on site.

12.3.2 Scheduling

Preventative Maintenance

(PM)

(CDRL A025)

First PM shall be completed within the first 90 days and second PM shall be completed between 180 and 270 days (Exception: gov’t caused delays).

Third and beyond to be negotiated with site.

Inspect Preventativ e Maintenanc e Schedule for standards compliance

COR shall review Preventative Maintenanc e Schedule submitted monthly via

(CDRL

A025).

Monthly Performance is acceptable when monthly reports demonstrate compliance to scheduling standards as described in PWS.

12.3.2 Completion of

Preventative Maintenance

(PM)

(CDRL A025)

Contractor shall complete PMs as scheduled.

Contractor shall not be held accountable for gov’t caused delays.

Inspect Preventativ e Maintenanc e Schedule to insure contractor completes visits as scheduled.

COR shall review Preventative Maintenanc e Schedule submitted monthly via

(CDRL

A025).

Monthly Performance is acceptable when monthly reports demonstrate compliance to scheduling standards as described in PWS.

Inspection Metrologies:

M1: Inspection of Database: COR shall search for service reports via UPS serial number, base/bldg., or task order number.

M2: Periodic: Periodic surveillance/inspection is the type of surveillance that is based upon selecting samples for evaluation on other than 100% inspection or on a statistically random basis.

Periodic surveillance can be accomplished, weekly, monthly or quarterly.

PWS

Paragraph

Performance Objective / Elements

Standards / AQL Inspection Calculation / Ratings

What How/ Method

When/ Freq

12.3.3 Emergency

Maintenance

Response and Repair of supported UPS system to 100% full functionality within standards relevant to the level of maintenance selected in CLIN 0001.

Inspect Emergency Maintenanc e report for standards compliance

COR shall review Emergency Maintenanc e Report monthly via

(CDRL

A026).

Monthly Performance is acceptable when monthly reports demonstrate compliance to standards as described in PWS.

12.3.3 Status of

Maintenance at site(s) serviced

(CDRL A026)

Contractor shall establish monthly status call and provide Progress, Status, and Management Reports. (PCCIE may cancel the monthly call at our discretion)

Inspect contractor’ s ability to speak to the information provided in their status reports.

COR shall participate in monthly status call to discuss violations in

EM/PM

scheduling and reporting standards.

Monthly Performance is acceptable when contractor demonstrates they can accurately speak to the information provided in the status reports.

Contractor shall not be absolved of these responsibilities due to a lack of attendance by their subject material expert.

9 CORRECTIVE ACTION REPORT

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

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT

RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

10 CUSTOMER COMPLAINT RECORD

CUSTOMER COMPLAINT RECORD

DATE/TIME OF

COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING

INDIVIDUAL

PHONE

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

11 PERFORMANCE ASSESSMENT REPORT

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)

5. COR PHONE 6. SUSPENSE DATE

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

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

ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

16. CONTRACTOR REPRESENTATIVE REMARKS