QASP.pdf

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Quality Assurance Surveillance Plan For

Royal Saudi Air Force C-130 On-Call Maintenance Support

Purchase Request: FD2060-18-35014

Date: January 31, 2020

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1.0 Objective(s)

The Performance-based Work Statement (PWS) describes the services required to provide On- Call Maintenance Support for Royal Saudi Air Force (RSAF) C-130 Aircraft transiting in and out of the Continental United States (CONUS), Canada, Gander Newfoundland, Azores, Bermuda and the Bahamas. These services include engineering, technical and repair services to return an RSAF C-130 aircraft to a mission ready status after experiencing an aircraft or system malfunction causing an unsafe or non-flyable condition.

2.0 Assessment Management

2.1 Services Summary

Performance Objective

PWS

Reference

Performance Threshold Method of Surveillance

Quality of data/document

4.2.1 There shall be no more than

two (2) total rejection(s) of data/document(s) per quarter.

There shall be no more than one

(1) rejection of any single data/document. The Government will reject the submitted data/document if any technical errors or five (5) or more minor errors are found within the data/document. A technical error is defined as the format not being in accordance with the CDRL or the content not being accurate and complete in accordance with the CDRL, PWS or contract. A minor error is exemplified by a typographical or grammatical error. The rejected data/document shall be corrected and resubmitted within three (3) business days of notification of Government rejection.

Surveillance will be conducted by the COR reviewing deliverables upon receipt.

Surveillance will be documented, at a minimum, semiannually by the COR in the

PAR.

Receipt of data/document

4.2.2 There shall be no more than

two (2) late submission(s) of data/document(s) per quarter.

The Contractor shall notify the Government if the delivery of any data/document will not

Surveillance will be conducted by the COR monitoring receipt of deliverables.

Surveillance will be documented, at a minimum, PR: FD2060-18-35014 QASP REVISION: 0 3 meet the scheduled delivery date and negotiate a revised delivery date. The data/document shall be delivered by a revised delivery date acceptable to the Government.

semiannually by the COR in the

PAR.

Request(s) for assistance

4.6.1 4.6.3

The Contractor shall initially respond to a Government request for assistance within 12 business hours. Follow-up assistance, if required, shall be provided by a suspense date acceptable to the Government.

Surveillance will be conducted by applicable MFT member(s) monitoring Contractor personnel and reporting performance to the COR.

Surveillance will be documented, at a minimum, semiannually by the COR in the

PAR.

Quality of Repair

4.6.4 The Contractor shall provide

the capability to perform repairs and published maintenance activities to perform approved repairs as identified in the Repair/Recovery Plan. The scope of repairs or maintenance actions shall be any and all possible repairs or maintenance actions in accordance with RSAF Technical Data for the C-130H aircraft to return aircraft to an operational condition. The asset(s) shall pass screening/test/inspection as appropriate to return aircraft to operating condition.

Surveillance will be conducted by the COR monitoring screening/test/inspection(s) of repaired assets.

Surveillance will be documented, at a minimum, semiannually by the COR in the

PAR.

2.2 COR Surveillance File

The COR will establish and maintain a file including training and surveillance documentation in Procurement Integrated Enterprise Environment (PIEE). At a minimum, the following documentation will be uploaded in PIEE by the COR or PCO as applicable.

2.2.1 QASP

2.2.2 Designation of Contracting Officer’s Representative

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2.2.3 COR Training

DAU CLC 222 Contracting Officers Representative (COR) Online Training Ethics training DoD Combatting Trafficking in Persons for Acquisition & Contracting Professionals Wide Area Workflow training QAPC-Led Training (Level C) Contract-Specific Training Refresher training

2.2.4 Surveillance Documentation

PAR(s) CAR(s) Annual COR File Inspection Checklist(s)

2.3 Plan for Corrective Action

2.3.1 Unsatisfactory Contractor performance will result in the COR issuing a negative PAR.

PAR(s) may be submitted in two ways: by completing a PAR form or by generating a PAR in PIEE/SPM. [Reference COR responsibilities in paragraph 3.2,] The Contractor shall respond to negative PAR by the suspense date. The Contractor shall explain the deficiency and identify the corrective action they shall take to resolve the deficiency and prevent recurrence.

2.3.2 If repetitive negative PARs or a single negative PAR identifying critical Contractor non-compliance are issued without satisfactory resolution, the COR will initiate the CAR process.

However, the MFT reserves the right to issue a CAR at any time based on the severity of the Contractor non-compliance. The COR will prepare and sign a CAR. The COR will forward the CAR to the PCO for signature. The PCO will set a suspense date and submit the CAR to the Contractor for corrective action. The Contractor shall sign and return the CAR, with a corrective action plan, to the PCO for acceptance by the MFT by the suspense date. The plan shall include identification of the root cause and a get-well-date. The COR will upload the CAR in PIEE/SPM. The corrective action will be tracked and documented until the deficiency is resolved to the satisfaction of the MFT. The CAR will become part of the PCO contract file.

2.3.3 If the CAR process fails to resolve the unsatisfactory Contractor performance, recourse available to the MFT includes, but is not limited to, the following. The MFT has the prerogative to issue a negative Contractor Performance Assessment Report (CPAR). The PCO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order.

2.4 Acceptance of Services

2.4.1 The Contractor shall submit/process payment requests and receipt/acceptance documents via PIEE/WAWF.

2.4.2 Contract Data Requirements List (CDRL) deliverables may be submitted using PIEE/WAWF and/or directly to the MFT member identified on the CDRL. The CDRL will determine submittal requirements; however, separately priced data must be accepted in

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PIEE/WAWF in order for the Contractor to receive payment, and both separately priced and non-separately priced data must be accepted in PIEE/WAWF in order for the contract line item to be closed out.

2.4.3 Services will be accepted by the COR.

3.0 Roles and Responsibilities of Multi-Functional Team (MFT)

3.1 General Responsibilities

3.1.1 The MFT is responsible for ensuring the acquisition utilizes Performance-Based Service(s) Acquisition (PBSA) methods including establishment of performance thresholds, procedures to evaluate Contractor performance and positive/negative incentives to encourage the highest quality of services.

3.1.2 The MFT is responsible for conducting surveillance of Contractor performance to ensure Government requirements including quality of services, cost and schedule are met. The MFT will provide the results of their surveillance to the Contracting Officer’s Representative (COR) for input into the Performance Assessment Report (PAR) and to the MFT member updating the Contractor Performance Assessment Reporting System (CPARS).

3.1.3 The MFT is responsible for determining Quality Management System (QMS) requirements. The MFT will ensure Contractor compliance with the QMS.

3.2 Contracting Officer’s Representative (COR)

3.2.1 Registers in Procurement Integrated Enterprise Environment (PIEE) as a COR. Establishes a profile containing training documentation in PIEE. Self-nominates in PIEE/Joint Appointment Module (JAM) as the COR for the contract. Files an Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report.

3.2.2 Registers for an Enterprise Contractor Manpower Reporting Application (eCMRA) account after designation as a COR. No later than 60 calendar days after contract/order award, verifies the Contractor has established a record for the contract/order in eCMRA. Reviews and, if required, corrects the Contractor record (Order Data, Contact Data, Location Data, etc.). Enters the National Defense Authorization Act (NDAA) Elements and the Fund Cite Data. Verifies the Contractor has reported all data for each fiscal year, including an annual count of contractor/subcontractor personnel performing services and the total of contractor/subcontractor labor hours, no later than October 31 of the following fiscal year.

3.2.3 Works with the MFT in conducting and documenting surveillance on Contractor performance. Reports unethical conduct and instances of fraud, waste and/or abuse to the Procuring Contracting Officer (PCO). Inspects and accepts/rejects deliverables during contract/order performance and at close-out to ensure contract/order terms and conditions are met. Monitors control and disposition of Government property. Monitors Contractor payment

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and verifies it is commensurate with Contractor performance. Documents Contractor performance via PARs, Corrective Action Report(s) (CAR), etc.

3.2.4 Issues PARs, at a minimum, semiannually and negative PAR(s) or CAR(s) as required.

PAR(s) may be submitted in two ways:

A PAR form is completed by the COR and forwarded to the PCO and the Contractor for signature. The COR uploads the form in PIEE/SPM.

[Reference Appendix A, PERFORMANCE ASSESSMENT REPORT (PAR) of this document.] or A PAR is generated via a Smart Form in PIEE/SPM. The PCO approves the PAR within PIEE/SPM. The COR prints out the PAR and e-mails the PAR to the Contractor. The COR uploads the Contractor’s response in PIEE/SPM.

3.2.5 Maintains the COR Surveillance File, containing training and surveillance documentation, in PIEE. Reviews the COR Surveillance File, at a minimum, annually.

3.3 Contracting Officer’s Representative (COR) Supervisor

3.3.1 Upon PCO request for COR support, selects a qualified nominee. Confirms the COR nominee has no personal conflicts of interest with performing the responsibilities to be delegated by the PCO. Verifies the COR nominee has the appropriate clearance for the contract/order.

Ensures the COR nominee files an OGE Form 450. Ensures the COR takes initial, annual and any additional training required by the contracting activity. Ensures the COR completes 16 hours of refresher training every three years after completion of the QAPC-Led Training.

3.3.2 Registers in PIEE as a Manager. Ensures the COR registers in PIEE. Ensures the COR self-nominates as the COR for the contract in PIEE/JAM. Upon e-mail notification of the COR self-nomination, approves the nomination in PIEE/JAM. Inspects the COR Surveillance File, at a minimum, annually. Considers performance of COR duties in their appraisal.

3.4 Procuring Contracting Officer (PCO)

3.4.1 Determines if a COR is required to conduct/document surveillance of Contractor performance. Upon e-mail notification of COR Supervisor approval of the COR self-nomination, approves the nomination in PIEE/JAM. Initiates a Designation of Contracting Officer’s Representative memorandum in PIEE/JAM. Provides Contract-Specific Training to the COR.

3.4.2 Reviews the COR reports on Contractor performance in PIEE/SPM as issued. Inspects the COR Surveillance File, at a minimum, annually. Documents the results of their review on the Annual COR File Inspection Checklist. Uploads the checklist in PIEE/SPM after the COR and COR supervisor have signed it.

3.4.3 Upon transfer/termination of the COR, initiates a Revocation (Termination) of Designation of Contracting Officer’s Representative memorandum in PIEE/JAM.

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3.4.4 Reviews the COR reports on Contractor performance in PIEE. Approves/Rejects PAR(s) and any CAR(s). Reviews the COR Surveillance File, at a minimum, annually. Documents the results of their review on the Annual COR File Inspection Checklist.

3.5 Quality Assurance Program Coordinator (QAPC)

3.5.1 Supports the MFT in the development of the contract/order quality assurance requirements.

Prior to contract/order award, provides training to CORs and COR management.

3.5.2 Provides functional, not technical, support for PIEE users including assistance with registration and role activation. Monitors records of COR and COR management training in

PIEE/JAM.

3.6 Contractor

3.6.1 Participates as a member of the MFT upon approval of the Justification & Approval (J&A) or Sole Source Justification (SSJ) if the acquisition is sole source and upon contract/order award if it is competitive.

3.6.2 Responsible for ensuring personnel, information, system, property, facility and international security requirements are met in accordance with the Department of Defense (DD) Form 254, Department of Defense Contract Security Classification Specification, and all applicable Government regulations.

3.6.3 Complies with all Government Safety and Health regulations including, but not limited to, Public Law 91-596 as amended by Public Law 101-552 [Occupational Safety and Health Act of 1970 (OSHA)] and DoDD 4715.1E, Environment, Safety, and Occupational Health (ESOH).

Maintains a safety program in accordance with the contract/order, PWS, and all applicable Government regulations.

3.6.4 Ensures the quality of services through a Quality Management System (QMS) addressing detection of quality program problems and defects, identification of root causes for quality related problems/defects, correction of root causes of quality related problems/defects, and follow-up to ensure quality related problems/defects do not recur. The QMS shall identify quality standards and the type, number and frequency of quality assurance/control inspections.

3.6.5 Maintains an inspection process acceptable to the Government in accordance with the Inspection of Supply/Services clause(s) identified in the contract/order.

3.6.6 Responds to a positive PAR within five business days of receipt. Signs and returns a CAR with a corrective action plan by the suspense date.

3.6.7 Establishes a record for the contract/order in eCMRA no later than 30 calendar days after contract/order award. Enters Order Data, Contact Data and Location Data. Provides an annual count of contractor/subcontractor personnel performing services for each fiscal year. Reports all

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Contractor labor hours, including subcontractor labor hours, required for performance of the services provided under the contract/order for each fiscal year in eCMRA.

4.0 Management Strategy

4.1 The COR will issue PARs, documenting both satisfactory and unsatisfactory Contractor performance at a minimum, semiannually. PAR(s) may be submitted in two ways: by completing a form or by generating a PAR in PIEE/SPM. [Reference COR responsibilities in paragraph 3.2,] The Contractor shall respond to a positive PAR within five business days.

Unsatisfactory Contractor performance will result in the COR issuing a negative PAR.

4.2 If repetitive negative PARs or a single negative PAR identifying critical Contractor non-compliance are issued without satisfactory resolution, the COR will issue a CAR. However, the MFT reserves the right to issue a CAR at any time based on the severity of the Contractor non-compliance. If the CAR process fails to resolve the unsatisfactory Contractor performance, the PCO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order.

4.3 Incentives

4.3.1 If Contractor performance meets or exceeds contractual requirements, positive incentives may include, but are not limited to, decreased surveillance, favorable CPAR(s) and exercising options.

4.3.2 If Contractor performance does not meet contractual requirements, negative incentives may include, but are not limited to, increased surveillance, unfavorable CPAR(s), not exercising options and Government recourse authorized by the Inspection of Supply/Services clause(s) identified in the contract/order.

5.0 COR Surveillance File Inspection: The COR, the COR Supervisor and the PCO will inspect the COR Surveillance File, at a minimum, annually. They will document the results of their review on the Annual COR File Inspection Checklist. After the COR and COR supervisor sign the checklist, the PCO will upload the checklist in PIEE/SPM.

6.0 Contractor Performance Assessment Reporting System (CPARS)

6.1 The MFT will evaluate Contractor performance. The MFT will, at a minimum, review the PARs and other information contained in the COR Surveillance File to prepare and substantiate the Contractor Performance Assessment Report (CPAR). CPARS will be updated, at a minimum, annually, documenting Contractor performance for the contract/order. More frequent updates may be made, as required, to document a significant improvement or decline in the level of Contractor performance.

2.6.2 The Contractor shall have input into the CPAR prior to it being finalized. For each reporting period, the MFT will provide the Contractor a draft CPAR with no ratings, only justifications, to examine for seven calendar days. After MFT review of the Contractor’s

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response, the CPAR will be coordinated through management up to the Division level. Once approved, the CPAR will be sent to the Contractor via CPARS for the official 60 calendar day review. The Contractor shall have the option to concur or non-concur, with comments, via

CPARS.

7.0 Safety Requirements

7.1 Mishap Notification/Investigation: The Contractor shall report mishaps including damage to DoD property; occupational illness to DoD military or civilian personnel; injury to on- or off-duty DoD military personnel; injury to on-duty DoD civilian personnel; and damage to public or private property or injury or illness to non-DoD personnel caused by Government operations.

The Contractor shall ensure the Safety Office and the PCO are notified of mishaps. The Contractor shall contact the MFT (COR, if available, or another MFT member) by telephone within four business hours. The Contractor shall cooperate with Government safety investigations.

7.2 MFT Surveillance: MFT member(s) will report any potential safety hazards or actual mishaps to the COR. The COR will monitor Contractor reporting and review any mishap notifications. The COR will address safety and/or health issues in the PAR or in a CAR as applicable.

8.0 Trafficking in Persons: The MFT must inform the PCO if the contractor/subcontractor fails to comply with the requirements of FAR 52.222.50, Combating Trafficking in Persons. The PCO must convey the information to DoD Combat Trafficking in Persons (CTIP) Law Enforcement and Support / Office of the Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA).

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9.0 Signatures

By signing below you are appointed to the MFT and accept the above responsibilities.

QAPC Date

COR Date

COR Supervisor Date

PCO Date

By signing below you are identifying these services as not mission-essential.

FC/FD Date

Contractor Date

ADAMS.BONNIE.R.1239549094 Digitally signed by ADAMS.BONNIE.R.1239549094 Date: 2020.01.31 13:47:02 -05'00'

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10.0 Appendices

10.1 Appendix A, PERFORMANCE ASSESSMENT REPORT (PAR)

PERFORMANCE ASSESSMENT REPORT (PAR)

1. CONTRACT/ORDER NUMBER 2. CONTRACTOR

3. PERIOD OF SURVEILLANCE 4. SUSPENSE DATE

I. PERFORMANCE

5. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

6. SERVICES SUMMARY or PWS PARAGRAPH

ITEM(S) REVIEWED

7. NEGATIVE PERFORMANCE (DETAILED DESCRIPTION OF DEFICIENCY IF DEFICIENCY BOX WAS CHECKED)

8. POSITIVE PERFORMANCE

9. CONTRACTING OFFICER’S REPRESENTATIVE (COR) SIGNATURE AND DATE

II. CONTRACTING OFFICER VERIFICATION

10. CONTRACTING OFFICER SIGNATURE AND DATE

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III. CONTRACTOR REPRESENTATIVE CONCURRENCE

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

14. CONTRACTOR REPRESENTATIVE SIGNATURE AND DATE

IV. DEFICIENCY CORRECTED

15. CONCUR NON-CONCUR 16. COR SIGNATURE AND DATE

17. CONCUR NON-CONCUR 18. CONTRACTING OFFICER SIGNATURE AND DATE

19. REMARKS

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PERFORMANCE ASSESSMENT REPORT

Continuation Sheet

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PAR Instructions

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

Block 1. COR enters Contractor name.

Block 3. COR enters period of surveillance.

Block 4. COR enters suspense date for Contractor response.

I. Contractor Performance

Block 5. COR checks all boxes that apply.

Block 6. COR enters associated Services Summary or PWS paragraph item(s).

Block 7. Negative Performance - COR enters detailed description of deficiency if the deficiency box was checked in Block 4.

Block 8. Positive Performance - COR enters assessment of performance of other significant contract requirements.

Block 9. COR signs and dates.

II. Contracting Officer Verification

Block 10. Contracting Officer signs and dates.

III. Contractor Representative Concurrence

Block 11. Contractor Representative checks box to concur or non-concur with COR’s cited observations.

Block 12. If a deficiency was checked in block 4, the Contractor Representative enters a corrective action estimated completion date.

Block 13. Contractor Representative details corrective action and the action taken to prevent recurrence or reason for non-concurrence of COR cited deficiency.

Block 14. Contractor Representative signs and dates.

IV. Deficiency Corrected

Block 15. COR checks appropriate block.

Block 16. COR signs and dates.

Block 17. Contracting Officer checks appropriate block.

Block 18. Contracting Officer signs and dates.

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