QASP Class Buy.pdf

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Quality Assurance Surveillance Plan (QASP)

For

Engineering Design and Installation of the Dial Telephone, Public Address, and the

General Alarm Systems with a new integrated system on the following NOAA ships:

OSCAR DYSON, PISCES, BELL M. SHIMADA, and REUBEN LASKER

Purpose.

This Quality Assurance Surveillance Plan (QASP) is a government developed and applied document used to provide a standard of surveillance for monitoring the engineering design and installation of the Dial Telephone, Public Address, and the General Alarm Systems with a new integrated system on the following NOAA ships: OSCAR DYSON, PISCES, BELL M.

SHIMADA, and REUBEN LASKER contract. This QASP establishes the approach the government will use to conduct surveillance of the contractor’s quality control. The intent is to ensure that the contractor performs in accordance with performance metrics set forth in the contract documents, that the government receives the quality of services called for in the contract, and that the government only pays for the acceptable level of services received.

1. INTRODUCTION

1.1. This QASP has been developed to evaluate contractor performance while implementing the Performance Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Performance Requirement Summary (PRS) in the support contract.

1.1.1. The QASP is based on the premise the government desires to maintain quality and standards. The QASP is a tool for use in government administration of the PWS and remains subject to revision at any time by the government throughout the contract performance period.

1.1.2. The contractor is responsible for management and quality control actions to meet the terms of the contract. The role of the government’s quality assurance (QA) representative is to ensure the contractor performs quality control to adequately meet contract standards.

1.1.3. The contractor’s quality control plan/program is the mechanism for evaluating product quality. The contractor is required to maintain a comprehensive program of inspections and monitoring actions.

1.1.4. From the start of the contract, all contractor operational procedures and quality assurance measures will be tested and implemented. As the performance period progresses, the levels of surveillance may be altered for service areas in cases where performance is either consistently excellent or consistently unsatisfactory. If observations reveal consistently good performance, then the amount of surveillance may be reduced. If observations reveal consistent deficiencies, increased surveillance may be implemented.

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2. Government Roles and Responsibilities. The purpose of QA is to ensure that the contractor is fully performing its QC responsibilities and meeting its obligations to the government. The roles and responsibilities of the stakeholders involved in QA are described below.

2.1. Contracting Officer (KO). The KO is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the contractor. The KO will designate a COR as the government representative for performance management. The number of additional government representatives serving as inspector depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the KO.

2.2. Contracting Officer Representative (COR). The COR is designated in writing by the KO to act as his or her authorized representative. The COR will assist the KO with the technical administration of the contract to ensure proper government surveillance of the contractor’s performance. Any COR limitations will be identified with the designation letter. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf.

Any changes the contractor deems may affect contract price, terms, or conditions shall be referred to the KO for action. The COR is responsible for quality assurance (QA) monitoring and completion of forms/reports used to document the inspection and evaluation of the contractor’s work performance. Government surveillance will occur under the terms and conditions of the contract for inspection.

2.3. Quality Assurance Evaluators (QAE). If applicable, the COR will work with the

Quality Assurance Evaluators (QAEs) to execute some administrative duties in order to ensure that the QA function is properly executed. The Government QAEs play a key role in contract administration. They provide technical assistance to the COR, perform the actual contract surveillance, and report to the COR.

2.4. Other Key Government Personnel. Upon award, the government may utilize performance monitors, clinical quality experts, etc., who may provide input to the COR for reporting purposes.

3. SCOPE OF GOVERNMENT QUALITY ASSURANCE SURVEILLANCE

3.1. The procurement of commercial services under FAR Part 12, Acquisition of Commercial Items, provides the basis for quality assurance. Pursuant to FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items, (a) Inspection/Acceptance:

“The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price. If repair/re-performance will not correct the defects

39 | P a g e or is not possible, the government may seek a price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights-

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.”

4.2. Customarily, the government will require the contractor to re-perform any services that are found to be nonconforming with government standards. The government may, in addition to requesting re-performance of nonconforming service, seek price reductions or adequate consideration.

4.3. The government's remedies of re-performance and price reduction are applicable to all services outputs covered in the PWS. When the COR detects substandard performance for a particular service output, he/she will bring the deficiency to the immediate attention of the contractor and request the contractor correct the problem. If the number of deficiencies exceeds the level for satisfactory performance (i.e., Acceptable Quality Level (AQL), the COR will render that service as unacceptable. Any discrepancies created by the government are not to be counted against the contractor's performance.

4.4. When the contractor is exceeds the AQL, the COR may submit a Contract

Discrepancy Report (CDR) with recommendations to the KO. The KO will determine the action deemed appropriate for the discrepancy which may include issuance of a CDR, payment deduction, Cure Notice, or contract termination.

4.5. The contractor’s routine performance is evaluated objectively against the performance-based standards provided in the PWS. The basis of performance-based contracting allows for some flexibility in enforcement to encourage innovation by the contractor in achieving the desired results. The Government has the right to inspect and test all services called for in the contract. When services are deficient and cannot be re-performed satisfactorily by the contractor, the Government will refer to the Inspection of

Services clause for remediation.

5. Methods of Inspection.

5.1. The below listed methods of surveillance may be used in the administration of this

QASP. They can occur quarterly, monthly, or as needed:

5.1.1. 100% Inspection. The COR may conduct 100% inspections of the work defined in the performance work statement (PWS). The COR will also review information submitted in the required reports defined in the PWS (if applicable).

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5.1.2. Periodic Inspection. The government may conduct periodic inspections monthly, quarterly, or on an as-needed basis. The periodic inspection shall be conducted by the

COR.

5.1.3. Random Inspection. The government may conduct random monitoring by reviewing information/reports required and submitted in accordance with the contract. The random monitoring shall be performed by the COR.

5.1.4. Performance Evaluation Meetings. The contractor and the COR will meet as often as necessary to review the contractor’s performance and address any contract discrepancy reports (CDRs) issued during the period. A mutual effort will be made to resolve identified issues.

5.1.5. Customer Feedback – The COR may provide and collect customer surveys or complaints regarding performance. A mutual effort will be made to resolve any problems/issues identified.

5.2. Level of surveillance may be conducted on a monthly, quarterly or as-needed basis and an analysis of the results will determine if the contractor met the standards or did not met the standards identified in the PWS/contract.

6. Performance Requirements Summary (PRS).

Performance

Objective and

PWS

Paragraph

Performance

Standard

AQL Method of

Inspection

Para 4.5.10

Ship checks

Complete

Ship checks complete within 60 days of contract award

Ship check complete and/or

CFR submitted for any ship check not accomplished.

100% completion.

Contract

Deliverable

Para 4.5.11

Removal Drawing

Submission

Removal Drawing submitted within 30 days after ship check completion

Submission of one (1) for

Class. 100% completion.

Contract

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Para 4.5.12

Removal Plan

Removal Plan submitted within 30 days after ship check completion

Submission of one (1) for

Class (or ship specific). 100% completion.

Contract

Para 4.5.13

FSV Class Dial

Telephone and

GA/PA System

Installation

Drawing

Submission

FSV Class Dial

Telephone and

GA/PA System

Installation Drawing

Submission within 30 days of ship check completion

Submission of one (1) drawing for Class. Adjudicate government comments. 100% completion.

Contract

Para 4.5.13

ABS Approved

Class Installation

Drawing

FSV Class Dial

Telephone and

GA/PA System

Installation Drawing

Submission to ABS

Submission of the Class

Installation Drawings to ABS after Government approval.

Adjudication of all ABS comments. Turnover ABS approved drawing to

Government 100% completion.

Contract

Para 4.5.14

Ship Specific

Installation Plan

Submission

Installation Plan

Submission within 45 days of ship check completion

Submission of one (1) ship specific Installation Plan for each ship (total of 4 ships).

Installation Plan includes QA, Test, and Commissioning

Plan & Procedures.

Adjudicate government comments. 100% completion.

Para 4.5.14

ABS Approved

Installation Plan

Installation Plan

Submission to ABS

Submission of individual ship

Installation Plans to ABS after

Government Approval.

Adjudication of all ABS comments. Turnover ABS approved Installation Plans to

Government. 100% completion.

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Para 4.5.15

Technical Manual

Technical Manual

Submission within 14 days from installation start

One (1) Technical Manual for each system for each ship.

100% completion.

Contract

Para 4.5.34

Cable Tag List

Cable Tag List

Submission upon completion of each ship installation

Submission of four (4) Cable

Tag Lists (One (1) per ship as the installations are completed. 100% completion.

Contract

Para 4.5.54

As-Built

Installation

Drawing

Submission

As-Built Installation

Drawing Submission within 30 days of completion of installation on each ship

Submission of Four (4) As-

Built Installation Drawings

(One set (1) per ship) within

30 days of completion of installation on each ship installation

Contract

Para 5.3

Spray hose test on all new and disturbed exterior bulkhead penetrations

Complete watertight integrity

No leakage / repair all leaks and retest.

Direct

Observation

7. Successful Performance.

7.1. Acceptable services for performance are demonstrated by an accepted and executed certified invoice and receiving report.

7.2. The acceptable quality level (AQL) consists of the performance standards established for the services required by the government to meet contract requirements. The AQL will be measurable and structured to permit an assessment of the contractor’s performance.

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Documentation of Surveillance.

7.3. Effective contract surveillance relies on the COR identifying and documenting discrepancies during performance of routine daily services, or through the contractor’s quality control program. The COR will report discrepancies to the contractor for timely resolution. Surveillance may consist of periodic reports, and customer feedback and timeliness of contract deliverables/reports.

7.4. The COR will maintain a complete QA file which will be retained by the COR for the life of the contract. Information in the QA file will be considered when completing the annual CPARS report.

7.5. Documented surveillance will consist of inspections performed by the COR or the

QAE. Such documentation may include paperwork that supports contract surveillance such as details of inspections or data gathering, conversations or meetings with the contractor, notes and comments that support inspection paperwork, to include quality assurance surveillance reports. If performance is deemed unacceptable, the COR will inform the contractor. Disagreements or disputes will be referred to the KO for re-address.

7.6. All documentation resulting from surveillance will be made a part of the contract file.

The COR will maintain his/her file in the COR Tracking Tool throughout the contract period of performance. Pertinent documentation flows into the automated official contract file.

8. Certification of Services. The Contractor must submit payment requests electronically through the U.S. Department of the Treasury's Invoice Processing Platform System (IPP).

The Contractor must use the IPP website to register, access, and submit payment requests.

The IPP website address is https://www.ipp.gov.

"Payment request" means any request for contract financing payment or invoice payment to the Contractor. To be considered proper, invoices must be prepared in accordance with, and contain all elements specified in, the contract payment clause (e.g., FAR 52.212-4(g), FAR

52.232-25(a)(3), FAR 52.232-26(a)(2), FAR 52.232-27(a)(2)).

The Contractor must include the following documents as attachments to payment requests submitted through the IPP: [Contracting Officer list required invoice attachment(s); none if left blank].

If the Contractor is unable to comply with the requirement to submit payment requests through the IPP due to a threat to national security; a matter of unusual or compelling urgency; or because the political, financial, or communications infrastructure of a foreign country does not support access to the IPP, the Contractor must request an exception in writing. Contact the Contracting Officer for more information about requesting an exception

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9. QASP Attachments

9.1. QASP Attachment 1 - QASP Checklist

9.2. QASP Attachment 2 – Contract Discrepancy Report (CDR) (Optional)

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Service or Standard:

Survey Period:

Prepared by: Date:

QASP Attachment 1 - QASP Checklist

Surveillance Method (Check): 100% Inspection

Periodic Inspection

Random Monitoring (reports)

Performance Evaluation Meetings

Customer Feedback Level of Surveillance:

(Check):

Monthly

Quarterly

Analysis of Results:

As needed

Contract Service Provider’s Performance

(Check):

Meets

Standards Does Not Meet Standards

Narrative of Performance During Survey Period:

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CONTRACT DISCREPANCY REPORT

GOVERNMENT ACTION

1. To (Contractor and Manager Name):

2. From (Contract Specialist):

3. Discrepancy or Problem (Describe in detail. Attach continuation sheet if necessary.):

4. Contractor Notified (Contact Point):

5. Date & Time:

6. Contract Specialist Signature: 7. Date:

CONTRACTOR ACTION

8. To (Contract Officer):

9. From (Contractor):

10. Contractor Actions (Response to cause, corrective actions, and preventive measures.)

11. Signature of Contractor Representative:

12. Date:

GOVERNMENT CLOSE OUT

13. Government Evaluation (Acceptance, Partial Acceptance, or Reaction):

14. Government Action (Payment Deduction, Other):

15. Signature of Contracting Officer:

16. Date:

QASP Attachment 2 –Contract Discrepancy Report (CDR)