QASP - 6 Dec 2022 - Draft.pdf

Solicitation Number FA4803-23-QB-003 Attachment 2

QASP for Lease and Maintenance of Washers and Dryers Services

TABLE OF CONTENTS

Subject Page

1. Overview 3

2. Description of Services 3

3. Multi-Functional Team

Members/Roles and Responsibilities 3

4. Surveillance Approach

5. Documentation Requirements 9

6. Performance Requirements 10

Attachment 1, COR File Index 11

Attachment 2, Services Summary 12

Attachment 3, COR Inspection Report 13

Attachment 4, Performance Assessment Report 14

Attachment 5, Corrective Acti n Report 16

DRAFT

QASP for Lease and Maintenance of Washers and Dryers Services

1. OVERVIEW.

a. Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under contract as identified by the performance objectives in the Performance Work Statement (PWS). This plan will focus on the level of performance required by the PWS, not the methodology or process. This QASP has been developed and adheres to, Performance-Based Services Acquisition (PBSA) methodology. This QASP will be used by the Multi-functional team and the Contracting Officer’s Representatives (COR) to ensure contractor compliance and progress at meeting mission objectives on the Lease and mai tenance of Washers and Dryers service contract.

This QASP explains the following:

•What will be monitored?

•How monitoring will take place.

•Who will conduct the monitoring?

•How monitoring efforts and results will be documented

This QASP does not detail how the contractor accomplishes th ork. Rather, the QASP is created with the premise that the contractor is responsible for management and uality control actions to meet the terms of the contract. It is the Government’s respo sib y to be objecti fair, and consistent in evaluating performance. In addition, the QASP should rec gnize th nforeseen nd uncontrollable situations may occur.

b. Intent. This QASP is designed pr ide the M i-functional team a vehicle to ensure delivery of the desired mission support service within co and on sc dule. The QASP will also provide the Contracting Officer’s Representatives (C R) an effe ive systema c surveillance method for each item listed in the PWS, specifically on the S vice Sum SS) The premise of commercial contracting is for the Contractor to assume responsi lity or the work they produce. The government will also rely on the Contractor's submitted Quality C rol Plan (if applicable) for ensuring contractual requirements are met.

The QASP inte is ch ing th Government's role from "oversight" to "insight"; focusing on determining if he desired en esults a met, versus evaluating if each individual task is performed and deducting en the contractor ils to meet the standard. This QASP is a “living document” and the Government m y review and rev se it on a regular basis. Updates shall ensure that the QASP remains a valid and useful cument.

2. DESCRIPTION O SERVICES.

a. Program Overview. The contractor shall provide new,2022 model or newer of commercial grade washers and dryers. Washers and dryers, in accordance with Air Force directives, must be Energy-Star compliant. The contractor shall supply all necessary water/drain lines; flex exhaust hoses and all other items necessary for proper installation and operation. The contractor shall maintain all equipment in proper mechanical working condition. The contractor shall provide replacement machines for equipment which may become unserviceable or otherwise fail to comply with the specifications. The contractor shall perform annual cleaning of all dryer vents. The contractor shall develop and submit to the Government a contractor’s quality control plan.

b. Description of Work. The contractor shall provide all tools, transportation, supplies, management, labor, and equipment necessary to provide washers and dryers to include installation, preventive

QASP for Lease and Maintenance of Washers and Dryers Services cycle for this requirement. The working group members within the MFT are annotated below with an asterisk (*) beside the position. The MFT may be comprised of the following positions:

Functional Commander/Functional Director over the functional area, COR Supervisor

Contracting Squadron Commander

* Contracting Officer

* Quality Assurance Program Coordinator

* Contract Specialist

* Contracting Officer’s Representative in the functional area

Environmental, Legal, Manpower, Finance, and Safety (Optional – These members may be called to help research or provide guidance on an issue that arise during the acquisition process.)

Contractor (Member after award of contract.)

Functional Commander/Functional Director/COR Supervi r (COR Managem t): The Functional Commander/Functional Director (FC/FD), as th unctional Service Manag (FSM), will be responsible to assign competent and capable functional e erts to the Multi-functional Team who will be available full time or as warranted by the procurement cy le. Th y will approve the Quality Assurance Surveillance Plan (QASP). The COR Managemen l nominate, as a minimum, a primary and an alternate COR and notify the CO of any changes. COR M nagement will review contractor performance documentation, prepared by the COR a regular basi o ensure performance is compatible with contract and mission objectives The F D/FSM identifies mission essential services and develops the necessary documents to identify service dete ed to be essential for performance during crisis according to DODI 1100 2 and DFARS s part 237.76. The FC/FD is delegated to the role of Services Designated Official (S O) ponsible annual execution reviews to assess progress of the acquisition against approve cost, sch ule, and p rformance metrics to include a review of any risk mitigation actions.

Contracting Squadron Comm nd r and/or The Director of Business Operations (DBO):

The Contracting Squ dron Comm der and Director of Business Operations serve as the Installation Business Adviso to seni eadersh They ensure services are being obtained at the most cost effective and ficient means d in ac dance with Air Force policy and monitor the progress of the

MFT.

Contracting Off er (CO): Th CO is the only person with the authority to direct the contractor in the performance of thei duties un er the contract and to make interpretations of and changes to the contract.

The CO chairs the Acq isi n Strategy Planning meeting, as required, to form milestones for the acquisition process jointly with the Functional Commander. They also participate in MFT meetings and ensure acquisition processes, i.e. minutes are taken, a written record is maintained, milestones adhered, market research, gathering past performance, source selection, solicitation, evaluation, and award actions, are aggressively performed. The CO is responsible to designate Contracting Officer’s Representatives (COR) in accordance with MP5301.602-2(d) for inspection/acceptance in accordance with the terms and conditions of the contract and inform the contractor in writing of the names, duties and limitations of authority for all COR assigned to the contract

Quality Assurance Program Coordinator (QAPC): Develops, manages and implements the Shaw AFB Quality Assurance Program; supports the Multi-Functional Team in the development of contract quality assurance requirements, specifically ensuring requirements are clearly stated and enforceable;

aids in development of the Services Summary, PWS, QASP and provides training to all CORs and COR

QASP for Lease and Maintenance of Washers and Dryers Services

FAR Clause 52.222-50 (c), (d), and (f) (Combating and Trafficking in Persons) in reporting suspected violations.

Contractor: The Contractor will ensure that a Government acceptable quality control system is provided and maintained. The contractor is required to provide all services identified in the PWS not just those identified in the SS. Provide innovative ideas that promote best value business decisions on this service contract to meet customer requirements. Recommend changes to the contract that will provide more effective operations or eliminate unnecessary costs.

4. SURVEILLANCE APPROACH.

a. Purpose. This section details the method to be used in verifying mp nce with the contract requirements. The key elements of this process are the contractor's q ality con l plan and Government identified performance thresholds. The performance thresholds w ll dictate the m imum surveillance requirements the Government must accomplish. This Quality ssurance Surveillanc Plan provides the procedures on how to conduct these surveillances. Governm nt surveillance will be con ucted by inspections that mirror the market research findings. CO document on of contractor performance should be accomplished as the observation is completed, th prev ting loss of information. All documentation generated in the performance of this plan will or Official Use Only".

b. Surveillance Approach. To facilitate th su illance of the c tractor's quality control plan, Government personnel will verify contractor co pliance ith designa d performance requirements.

The COR will verify that performance thresholds re met The veillance approach is to gain confidence in the contractor's way of doing busine an then adjusting the level of insight to a point that maintains that confidence. W h th approach, e surveillance method may not be one that stays the same throughout the durati n of the c ntract. It the responsibility of the COR Management and COR to review the critical r quirements t assess thei pplicability and recommend the addition or subtraction of requirements conditio t

(1) Periodic Su eillance: e COR will periodically assess the contractor’s performance by watching actual rforman physic ly checking an attribute of the completed task or inspecting the task or its resu s to determin whether not the performance meets the standard contained in the contract. T COR will evalua and document the contractor’s performance using the Performance Assessment R ort (attachment and an activity log. When the surveillance observation results in a deficiency, the C R will ask th contractor to re-perform, if possible. If the task or service cannot be re-performed, the serv is con ered deficient.

(2) 100% Inspection: The COR will check that 100% of the washers and dryers are installed and operational within 10 days of the start of the contract. The COR will use a locally developed checklist to document the results of the inspection.

c. Surveillance Folder. A surveillance folder must be developed and maintained by COR who are assigned to accomplish COR for a performance requirement. The folder is typically contained in a hardcopy, but may be maintained in a computer database provided there is adequate back up of the data to preclude accidental loss. The folder must be labeled with “For Official Use Only/Source Selection Information -- See FAR 2.101 & 3.104.” The surveillance folder must contain as a minimum, the following documents and be set up using the COR File Index (Attachment 1). This folder will be electronic and maintained in the Dormitory Management Folder on 20 CES Drive.

QASP for Lease and Maintenance of Washers and Dryers Services

(1) Appointments. This section should include, at a minimum; CO's Letter of Designation to the COR and contractor appointing the COR to the contract. Training certificates are also included here.

(2) Contract Documents. The Contract with all modifications, directive document references, pertinent terms defined by the contract, equipment listings, PWS, Quality Assurance Surveillance Plan, and contractor's Quality Control Plan (QCP).

(3) Surveillance Documentation. The folder should include minutes of performance meetings that are held with the COR, CA, CO and the contractor to instill good communication and resolve issues before they become big problems.

(4) Inspection Paperwork. Documented surveillance inspection per rmed by the COR will be kept in this section. The COR will keep an Activity Log. The Activ y Log is hronological log of the actions taken in the accomplishment of COR of the assigned requ rements. The p pose of this log is to supplement the inspection records and to provide a complete p ture of the contracto performance in this functional area. The types of information that may be i luded are details of inspe ions or data gathering, conversations or meetings with the contractor otes and co ments that support the inspection paperwork.

(a) ACCEPTABLE PERFORMANCE. The Government s ll document positive performance. A report template is attached. Any report may b om part of the sup orting documentation for fixed fee payments, award fee payments, or other actions

(5) Unacceptable Performance Documenta on This section is used for filing all documentation associated with contract quality a uran e.g., Con act deficiency correspondence (both active and resolved), the CO’s inputs/det minations Cure Not s, Show Cause, with supporting documentation.

(a) UNACCEPTABLE PERFOR E When unacceptable performance occurs, the COR shall inform the contractor. This wi or ally be in writing unless circumstances necessitate verbal communication. In a y case the OR shall document the discussion and place it in the COR file.

(b) When he COR deter ines for l written communication is required, the COR shall prepare a

Corrective tion Report (CAR and present it to the contractor’s project manager or on-site representative A CAR templat s attached to this QASP.

(c) The contrac r shall a knowledge receipt of the CAR in writing. The CAR will specify if the contractor is required pr are a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CAR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor’s corrective action plan to determine acceptability.

(d) Any CARs may become a part of the supporting documentation for contract payment deductions, or other actions deemed necessary by the Contracting Officer.

(6) Final Acceptance and Funding Issues. A copy of receiving reports or letter of acceptance for each month should be maintained here. This is also the place to keep paperwork for future changes to the contract, i.e. addendums, AF Form 9s, options, etc., that must be worked during the life of the contract.

QASP for Lease and Maintenance of Washers and Dryers Services

d. Deficiency Reporting. The COR, Contractor, Contract Administrator and CO will meet (progress meeting) to discuss contract performance, resolve issues, and provide positive interaction and feedback to all parties. The COR will provide a copy of any unresolved deficiencies to the contractor's quality control representative to afford them the opportunity to show that the problem is already being worked.

If evidence is shown that the contractor’s quality program has already documented the deficiency and timely corrective action is working the problem, an AF deficiency will not be issued. The COR would evaluate the contractor's action in correcting the cited deficiency and assure effective and timely corrective action is being obtained. Any defects associated with performance thresholds on the Services Summary (SS) will be included in the COR’s Monthly Report regardless of who identified the deficiency.

5. DOCUMENTATION REQUIREMENTS.

a. General. Documentation is required to record, evaluate, an report contrac 's performance. This documentation provides the CO with contractor status as it a plies to the perform e criteria. Every effort should be made to make this report to the CO as ac rate as possible. The COR are required to maintain accurate records of the contractor's performance nd keep th C informed of all data pertaining to contractor status.

b. Activity Log. An instrument used by the COR to supplem the inspection records and to provide a complete picture of the contractor's performa ce. pes of inform on that may be included are; details of inspections, conversations of meetings with e contr r notes and comments that may be of value at some later date.

c. Inspection Report. The C R is quired to ovide a summarized report to the FC detailing the results of critical requirement v ifications nd report g all discrepancies associated with the performance thresholds on the SS. This ncludes def iencies iden fied by the contractor. This information will be used as a basis for the COR Contract ce Assessment Report (reference paragraph 6.b.).

d. Certification f Services. Certification of services is performed by COR via Wide Area Work Flow (WAWF) stem. the end f each billing period, contractor inputs invoice information in the WAWF syste WAWF au matically notifies appropriate COR via email of pending invoice. COR accesses W WF and verifies a uracy of contractor’s data. If data is correct, COR certifies invoice and payment is co ducted by Defen e Finance Accounting System (DFAS). If COR encounters errors in contractor’s invo COR cons ts with on site manager to mutually rectify data. If contractor disagrees with COR, issue is f warded the CO for resolution. Proper and timely submission of monthly invoicing is the sole responsibility of he contractor.

6. PERFORMANCE REQUIREMENTS.

a. Services Summary. The Services Summary (Attachment 2) captures the service requirements that can be measured and are important to the overall operational requirements. The SS includes

Performance Objectives that describe the desired end result or outcome the contractor shall achieve.

The Performance Thresholds state the minimum acceptable level of the performance in terms of quality, timeliness, and quantity in realistic and achievable standards. These thresholds are critical to mission success. The PWS paragraphs reference the details of the Performance Objective in the PWS.

NOTE: The Performance Objective is merely a reference point for Government personnel and does not relieve the contractor of any contractual requirements. The Quality Assurance Surveillance Plan adds a

QASP for Lease and Maintenance of Washers and Dryers Services column to the SS; Method of Surveillance. One or more of the methods in paragraph 4 above will be referenced in this section.

QASP for Lease and Maintenance of Washers and Dryers Services

Attachment 1 Contracting Officer’s Representative

File Index

Tab 1 COR Designation Letters, and Training Certificates for DAU CLC106, Ethics, Trafficking in Persons, COR classroom, Contract Specific Training, Refresher Training, OPSEC

Training, and CTIP A. COR training certificates

B. Alternate COR training certificates C. Designation of COR by Contracting Officer Letter.

Tab 2 Contract Documents A. Contract with all Modifications (chronological ord r)

B. Performance Work Statement (PWS) C. Quality Assurance Surveillance Plan (QASP D. Contractor’s Quality Control Plan (QCP)

Tab 3 Surveillance Documentation

A. Minutes of Performance Meetings B. Contractor Performance Assess en ports (OUOI Do not upload to CORTT)

Tab 4 Inspection Paperwork A. Surveillance (Includes the COR’s A tiv y Log, COR Inspection Schedule and documented Surv lance spection aperwork.)

B. Government-Fu nished Eq pment In ntory Review

Tab 5 Unacceptable Pe rmance tion A. Corrective Acti R orts with all supporting documentation B. Cure N tice/Show use and supporting documentation

C. C tomer F dback/C mplaint Record /Comment Card Record

Tab 6 al Acceptance an Funding Issues A. cceptance Documents B. A Form 9, Fun ng RequestsDRAFT

QASP for Lease and Maintenance of Washers and Dryers Services

Attachment 2

SERVICES SUMMARY.

Performance

Objective

PWS

Paragraph

Performance Threshold Method of

Surveillance

SS1- Provide installation of machines

1.3 Complete installation within 3 days of start

of contract. All washers/dryers meet all specifications listed in PWS.

100% Inspection within 10 days of start of contract.

SS2-

Maintenance, and repair of machines

1.8.1, 1.8.1.1

Complete repairs within one workin ay after COR reports a problem. If m hin is not fixed within 3 working day of report problem, the contractor shall mmediately replace the machine with new one.

Periodic

Surveillance by

COR’s.

SS3-

Clean/inspect dryer vents/ducts.

1.8.2 Clean all dryer vents nually. Peri dic

Surveillance by

COR’s.

SS4-

Moves/relocation of machines

1.2, 1.2.1, 1.6

The contractor shall antic e a maximum of twenty moves per contrac year, either permanen or porary moves Due to building re bilitatio he contractor may need to mov machi es fro hese areas and required r nstall them upon com letion of habilitation.

Periodic

Surveillance by

COR’s.

SS5- Removal of machines at the end of contract

1.4 The ntractor s ll remove all machines

with n 3 calendar ays after expiration or t in f this contract.

100% Inspection when contractor informs of completion of removal.

All remaining pages are examples and optional

QASP for Lease and Maintenance of Washers and Dryers Services

Attachment 3

COR Inspection Report

Date: ____________________

COR: _______________________________

Contractor: ______________________________________ Contract Num er __________________

Delivery Order: ___________________

________ The contractor has met all the requirements of the cont ct.

________ The contractor has not met all the requirements o the contract. These are su marized in this report and are supported by the COR periodic inspection hecklists at hed to this report.

Summary of Discrepancies and/or Exceptional performance:

QASP for Lease and Maintenance of Washers and Dryers Services

Block 1. Contracting Officer’s Representative (COR) enters contract or task order number.

Block 2. COR enters contractor name.

Block 3. COR enters type of services.

Block 4. COR signs and dates.

Block 5. COR enters telephone number.

Block 6. COR assigns suspense date for Contractor Representative validation if a deficiency b x was checked in Block 7.

Part I. Contractor Performance

Block 7. COR checks all boxes that apply.

Block 8. COR enters Services Summary or Statement of Work (SOW) parag ph item reviewed.

Block 9. COR enters brief description of deficiency and tracking numb if the deficiency box was che d in Block 7.

Detailed description will be on Corrective Action Report (CAR).

Block 10. COR enters a detailed performance assessment if the deficien bo n Block 7 was not checked.

Parts II and III will be used only if a deficiency was documented in Part I.

Part II. Contractor Validation

Block 11. Contractor Representative checks one box in re nse t COR cite eficiency. If Concurrence is indicated, Contractor Representative continues to Block 12. If Non-C cu ence is indicated, continue to Block 13 and state reason(s) for Non-Concurrence with COR cited d iency nd return P to COR.

Block 12. Contractor Representat e enters Estim ted Comple n Date of Corrective Action and continues to Block 13.

Block 13. Contractor Representat details rrectiv and the Action Taken to Prevent Recurrence or Reason for

Non-Concurrence of COR cited defic cy

Part III. Deficiency rrected

Block 14. CO checks appropriate ck, signs, and dates.

Block 15. (Requ d Entry) COR rem ks regarding the Corrective Action and the Action Taken to

Prevent Recurrence Non-Concur w s checked, this block should be very detailed to explain why.

Block 16. Contractor Rep ent ve enters remarks if further discussion is needed about COR concurrence with

Contractor’s Corrective Acti nd Action Taken to Prevent Recurrence.

Continuation Sheet. A Continuation Sheet is to be used to expand on any information that will not fit in the applicable numbered block.

QASP for Lease and Maintenance of Washers and Dryers Services

ATTACHMENT 5

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 pla ils the correc action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date Block 5 date was no ntered in Block 5, the contractor is not required to provide a response.

8. CONTRACTING OFFICER’S REPRESE ATIVE (CO

TYPED NAME AND GRADE SIG TURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRAD SIGNATURE AND DATE

10. COR RESPONS O CONTRACTOR CO RECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

QASP for Lease and Maintenance of Washers and Dryers Services

Corrective Action Report (CAR) Instructions

Block 1. Enter Contractor Name.

Block 2. Enter Contract Number.

Block 3. Enter Contract Name or Type of Services.

Block 4. Enter Functional Area of the Contract.

Block 5. Enter the assigned suspense date given the contractor to provide a response to the CAR. A date must be entered for a

Major CAR. A date is optional at the discretion of the Contracting Officer’s Representative (COR) initiating the CAR if the finding is Minor.

Block 6. All CARs will be tracked with a Control Number. The functional commander/fu tional director is the Issuing

Authority for the Contracting Officer’s Representative (COR) generating CARs. By pr di he control number to the COR originating the CAR, the Issuing Authority demonstrates concurrence with the findin The con l number will be made up of the first two letters of the name of the site or contract, the last two digits of the calendar year, and hree digit number starting with 001 and progressing upward throughout the calendar year (e.g., WP04-00

Block 7.

1. Check the block that indicates whether the identified deficiency is gned as a M r or Minor finding. See Quality

Assurance Surveillance Plan (QASP), paragraph 6.1.4, for the definition f Major nd Minor findings and associa ted explanations.

2. Finding: Clearly state the details of the finding followed by a reference to stated contractual requirement. The re ference must state the portion of the contract, part, section, paragra h and subparagraph d must make a com plete brief quotation of the contract reference.

3. State the impact that the finding has or could have on th accomp ent of the m sion that the contract provides.

4. When determining how long to give the contractor to resp nd to the en d finding, the normal is 10 working days. The suspense date should reflect this unless the finding requires a ater mount of t me to come to solution. Major findings require a contractor response. Minor findi may requir ntractor response at the discretion of the COR initiating the CAR and/or the Issuing A hority

Blocks 8 and 9. Contract CORs ini ting a CAR m st sign in Blo 8 and the Issuing Authority signs in Block 9. Each annotates the date at the time of s ture.

Block 10. Upon review of the contract ply, the originator of the CAR will enter comments regarding acceptance or rejection of the contracto nse. This ck may also contain any comments regarding follow-on inspections conducted or needed at a later d to valida at the f ing has not reoccurred.

Block 11. The C R selects Accept or ject after reviewing the contractor’s response.

Block 12. The COR ters a close date a er advising the Issuing Authority that the contractor’s response is acceptable and the

Issuing Authority conc The Issuing uthority will then forward the closed CAR to the contractor and report accordingly in the monthly Certificate O rvice (C S) or other applicable contracting officer services report. This routing remains the same if the contractor response is cc able and the CAR remains open until an acceptable response is received except that the

Issuing Authority forwards the en CAR back to the contractor for additional information.

Continuation Sheet. A Continuation Sheet is to be used to expand on any information that will not fit in the applicable numbered block.