QASP dated 5 Mar 2025.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

C-86 and C-3 GROUNDS

EGLIN AFB, FLORIDA

96CEG

796CES/CEOES

March 5 2025

1. PURPOSE: This Quality Assurance Surveillance Plan (QASP) has been developed to assess contractor performance and manage the contract to obtain efficiencies and to improve performance and cost savings through the contract performance period. This QASP describes how the Government will evaluate and assess contractor performance. It is intended to be a “living” document that will be revised or modified as circumstances warrant. This plan is based on the premise that the contractor, not the Government, is responsible for managing and ensuring that quality controls meet the terms of the contract.

2. OBJECTIVE: Provide all personnel, equipment, tools, materials, supervision, and other items or services necessary to ensure that Vertical Transportation Equipment Maintenance;

Repair & Inspection services are performed at Eglin AFB and associated Eglin Reservation outlying ranges and sites.

3. GOALS: By virtue of this QASP, the multi-functional team will manage this contract and strive to achieve efficiencies, improve customer service and contractor performance, and ensure cost savings. Additional goals are as follows:

Maximize performance Encourage innovation Promote performance-based services Increase awareness that performance-based services require participation from all team members

4. ROLES AND RESPONSIBILITIES: The Contracting Officer’s Representatives (COR) are designated to perform quality assessment functions and manage performance in accordance with the QASP. This individual serves as the on-site technical manager assessing contractor performance against contract performance standards. However, all members of the multi-functional team are stakeholders and as such are responsible for the success of the service acquisition. Execution and performance management and measurement of all the goals and objectives identified in the QASP are the joint responsibility of the multi-functional team members.

4.1. MULTI-FUNCTIONAL TEAM MEMBERS ROLES & RESPONSIBILITIES:

Operational Contracting Division Chief/Director of Business Operations (DBO) Contracting Officer (CO) Contract Administrator (CA) COR Management Functional Commander/Functional Director (FC/FD) & COR Supervisor Contracting Officer’s Representatives (COR) Quality Assurance Program Coordinator (QAPC) Contractor Small Business Specialist Requiring Organization’s Financial Management POC JAQ Legal Advisor

4.1.1. OPERATIONAL CONTRACTING DIVISION CHIEF and/or DIRECTOR OF BUSINESS OPERATIONS (DBO): Serves as the Business Advisor to senior leadership;

develops and implements acquisition strategies for services acquisitions; provides oversight of the Multi-functional Team in planning, assessing contractor performance, and managing the acquisition throughout the life of the requirement IAW the FAR, DFARS and AFFARS.

Provides Annual Execution Review on service acquisitions to senior leadership and to the

MAJCOM.

4.1.2. CONTRACTING OFFICER (CO): Ensures open communication is maintained between all parties, pre- and post-award. Delegates authority for inspection and/or acceptance to COR in accordance with the terms and conditions of the contract. Informs the contractor of the names, duties, and limitations of authority for all COR assigned to the contract. Periodically assesses the COR’s performance and advises the QAPC on any problems. Manages contractor performance assessment data that may include submitting Contractor Performance Assessment Reporting System (CPARS) reports or Annual Execution Review reports. Issues contract modifications as necessary. Takes appropriate action should unacceptable contract performance occur. Facilitates Multi-Functional Team Meetings.

4.1.2.1. Ensures that all COR receive contract-specific training.

4.1.3. CONTRACT ADMINISTRATOR (CA): Serves as the focal point for issues regarding the contract; prepares and processes modifications to the contract; assists the CO in ensuring contractor performance meets contract standards; records and transcribes minutes for meetings.

4.1.3.1. Performs Contracting Officer’s Representative assessment on a periodic basis as determined by the CO. The contract administrator (CA) will verify that the COR is accomplishing their surveillance according to this Quality Assurance Surveillance Plan.

Observation of one or two checks will be sufficient to verify the COR’s procedures. If deficiencies are discovered in the Quality Assurance (QA) surveillance procedures, the contracting officer will notify the FC/FD and provide any assistance the FC/FD may request, such as additional training for the COR. The CA will ensure that the COR is documenting all surveillances on a timely basis. Performs a check of the QA files on a periodic basis as determined by the CO/CA.

4.1.3.2. Provides contract-specific training to all COR if directed to do so by the Contracting Officer.

4.1.4. COR MANAGEMENT.

4.1.4.1. FUNCTIONAL COMMANDER/FUNCTIONAL DIRECTOR (FC/FD): Ensures requirements documents developed by the multi-functional team satisfy mission requirements, are performance-based, foster innovation, and define metrics. Signs Simplified Acquisition Strategy Summary for acquisitions over $150,000 and up to $10,000,000. Serves as Services Designated Official for acquisitions over $150,000 and up to $10,000,000. Assists in preparation of the Performance-based Work Statement (PWS) and the QASP and coordinates with the CO and the QAPC on the final product. Nominates qualified individuals as primary and alternate COR. Ensures all personnel within the functional area who may have contact with contractor employees are aware of the contractual working relationship and the necessity to avoid any conduct that may constitute a real or perceived conflict of interest. Reviews the COR’s contractor performance documentation on a regular basis to help ensure contract compliance. Provides contract specific performance data on an annual basis to the Contracting Officer.

4.1.4.2. COR SUPERVISOR: Together with the FC/FD, assigns CORs in writing. Reviews COR documentation on a regular basis. The COR Supervisor evaluates the performance of COR duties as part of the COR’s performance assessment throughout the period of the contract.

4.1.5. CORS: Assists in the development of technical requirements and independent cost/Government estimates for contract services. Evaluates and documents the contractor’s performance in accordance with the procedures set forth in this QASP. Immediately notifies the CO of any significant performance deficiencies. Ensures the Contractor complies with the requirements of FAR Clause 52.222-50(c), (d), and (f) (Combating Trafficking in Persons).

Maintains assessment documentation throughout the life of the contract. Certifies acceptance of services. Promotes business decisions to meet customer requirements by researching the marketplace to remain current with the most efficient and effective performance assessment methods and techniques. Performs market research throughout the life of the requirement to ensure the team is knowledgeable of the commercial marketplace. Fosters partnerships with industry to ensure exchanges of information with the service industry and other business experts.

Identifies opportunities to improve performance throughout the life of the contract, including benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the QASP for implementing initiatives brought forward, and monitoring the success of implementation. Recommends any changes necessary to the contract, PWS, QASP, or other requirements to provide more effective operations or eliminate unnecessary costs.

4.1.6. QUALITY ASSURANCE PROGRAM COORDINATOR: Coordinates all aspects of the quality assurance program. Participates in the Multi-Functional Team. Reviews and coordinates all PWSs and QASPs. Provides training for the COR and COR Management.

Maintains Quality Assurance training records.

4.1.7. CONTRACTOR: Complies fully with the terms and conditions of the contract.

Participates as a member of the multi-functional team in the post-award management phase.

Maintains and implements a Quality Control Plan (QCP) that complements the QASP. Ensures that non-conforming contract services are identified and corrected. Tenders to the Government for acceptance only those services that conform to contract requirements. Recommends any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

4.1.8. TECHNICAL POC, SMALL BUSINESS SPECIALIST, REQUIRING

ORGANIZATION’S FINANCIAL MANAGEMENT POC, JAQ LEGAL ADVISOR:

Bring their expertise to the Multi-function Team and provide guidance accordingly.

4.1.9. CONTRACTING OFFICER REPRESENTATIVE TRACKING TOOL (CORT

TOOL): The COR, COR Management, CO and the CA shall comply with the DoD requirements for participation in the CORT Tool..

5. PROCEDURES: In accordance with the Performance-based Work Statement, the contractor shall perform all requirements within specified timelines and frequencies. The COR will monitor and assess contract performance using metrics (measureable criteria) IAW the Services Summary to track contractor progress toward meeting stated performance objectives.

COR documentation of contractor performance shall be accomplished as the observation is completed, thus preventing loss of information. If the COR identifies unacceptable performance, the contractor shall be notified of the discrepancy. The contractor will be provided an opportunity to re-perform the work if appropriate. The COR shall re-inspect the contractor’s work when corrective action is complete. If the contractor fails to meet the performance objectives after re-performance, the contractor’s performance will be recorded as unacceptable.

The COR will notify the CO and the contractor any time performance objectives are not met.

The COR will complete all surveillance inspections and document results to be retained in the contract file for review/information as applicable.

5.1. INITIAL PERFORMANCE REVIEW: The initial evaluation of contractor performance shall take place within 30 days after the contractor assumes full performance responsibilities (i.e.

after completion of transition/mobilization) to ensure the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract.

6. METHODS OF ASSESSMENT: The COR will inspect the contract requirements above using [For example: Periodic Inspections and Customer Complaints.]

6.1. PERIODIC INSPECTIONS: The COR will conduct monthly, periodic inspections of work requirements and services for subject contract. The COR will inform the contractor of inspection results and request re-performance of unacceptable service. The COR will document the unacceptable performance on a locally developed check list. The contract Project Manager shall provide written documentation to include date, time, and action taken to correct the defect.

The contractor will provide copies of the surveillance plan documents upon request.

6.2. CUSTOMER COMPLAINT: Customer complaints may be submitted by any form of communication, including fax and electronic mail to the COR. The COR will investigate the complaint and determine if the complaint is valid. If the complaint is valid, the COR will notify the Contract Project Manager and provide a copy of the complaint for his/her information and action. The Contract Project Manager shall provide written documentation to include date, time, and action taken to correct the defect. The COR will retain the documented complaint record in the contract surveillance files. Customer complaint forms become a permanent part of the COR surveillance records.

6.2.1. FACILITY MANAGER TRAINING. Prior to contract start and periodically throughout the life of the contract, the COR will provide general contract information and customer training on contract services to include process for filing contractor complaints. This information will be briefed during all Facility Manager Initial and follow on training by CE Customer Service, advertised in the Base Bulletin, other base wide media methods and/or the Civil Engineering web site.

7. SERVICES SUMMARY: The Government will evaluate the Contractor performance in accordance with the following criteria. Performance evaluations will be rendered in one or more Government databases for that purpose.

Contracting Officer may tailor the performance objectives to meet the individual installation needs. The following are offered as suggested areas.

Performance Objective PWS Para

Performance Threshold

Method of Surveillance

1. Maintain Semi-Improved Grounds

1.1 Excellent 0 defects

Very Good: 1 defect Satisfactory: 4 defects Marginal: 5 defects Unsatisfactory: More than 5 defects

100% Inspection Customer Complaint Periodic Validation

2. Trim 1.1.2 Excellent 0 defects Very Good: 1 defect Satisfactory: 4 defects Marginal: 5 defects Unsatisfactory: More than 5 defects

Periodic Inspection Customer Complaint

7.1. The performance threshold for each of the monthly performance objectives is listed in the table above. If the contractor fails to meet the performance objectives due to the number of valid deficiencies, the contractor’s performance will be recorded as unacceptable. The COR will notify the Contracting Officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items. The Contracting Officer will follow the requirements of abovementioned clause for contractor’s failure to correct nonconforming services.

8. CERTIFICATION OF SERVICES: The COR is required to accept contractor services and determine payments due. At the completion of each contract payment period (usually monthly), the COR must certify the services actually received under the contract using Wide Area Work Flow (WAWF). The contractor shall submit a monthly invoice and all backup documentation to the COR within three (3) workdays following the month services are provided. Once the invoice is accepted and approved by the COR, the contractor will be notified. The contractor will be responsible for submitting the invoicing documents via methods as directed by the Government, i.e. Submission in Wide Area Work Flow. Proper and timely submission of monthly invoicing is solely the responsibility of the contractor.

9. ADDITIONAL GUIDANCE: Although the COR is responsible for surveillance of the contract requirements, this surveillance in no way relieves the contractor of the responsibility to perform all services as required in the PWS. The Government reserves the right to inspect any item included in the PWS that may not be specifically identified in the Services Summary. The contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The contractor should develop and execute his own Quality Control Plan to ensure success in meeting the contract performance objectives.

10. REVISIONS TO THE QUALITY ASSURANCE SURVEILLANCE PLAN: The COR or other multi-functional team member may request/recommend revisions to this Quality Assurance Surveillance Plan during the duration of the contract.

This Quality Assurance Surveillance Plan has been developed by the multi-functional team and is approved for implementation and use to effectively assess contractor’s performance outcomes in relation to the associated performance objectives.