QASP.pdf

PR: FD2060-20-33252 QASP REVISION: 0 1

Quality Assurance Surveillance Plan

For

Repair of the FieldLab 58MA

For

United States Air Force (USAF) Support Equipment and Vehicles (SE&V) Program Office

Purchase Request: FD2060-20-33252

20 October 2020

PR: FD2060-20-33252 QASP REVISION: 0 2

1.0 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 details associated with a continuous oversight process, to include:

• What will be monitored

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

1.1 The Contractor is responsible for implementing and delivering performance that meets contract standards using its own quality control plan. The QASP provides the structure for the government’s surveillance of the Contractor’s performance to ensure that it meets contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating Contractor performance.

1.2 The QASP is not part of the contract nor is it intended to duplicate the Contractor’s quality control plan. 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.

Copies of the QASP and any revisions shall be provided to the Contractor and the Contracting Officer's Representative (COR) to facilitate implementation of surveillance activities. In addition, the QASP should recognize and accommodate unforeseen or uncontrollable circumstances which might occur that are outside the control of the Contractor.

1.3 Objective(s)

This effort is to sustain the FieldLab 58MA, maximizing equipment availability and performance for the Air Force’s Oil Analysis Program (AF-OAP). The Contractor will be responsible for stocking, storing, repairing and issuing modules of the FieldLab 58MA. If the respective services are ordered, the Contractor’s response to requests from field users of the EFAS shall furnish appropriate support and instruction to operate and sustain the FieldLab 58MA, and coordinate with the Government to update technical manuals to capture lessons learned improving the Air Force’s performance with the FieldLab 58MA.

1.4 Result(s)

The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards specified in the PWS. It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required performance standards for each objective in the PWS. Successful completion of the objectives for the performance of the contract constitutes success of the program.

PR: FD2060-20-33252 QASP REVISION: 0 3

1.5 Authority

Generally, Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide for inspection, acceptance and documentation of the service called for in the contract or order. If commercial, quality assurance will be applied in accordance with the commercial items clause.

2.0 Assessment Management

2.1 Services Summary

Performance Objective

PWS

Reference

Performance Threshold Method of Surveillance

Quality of CDRL deliverable

4.2.1 There shall be no more than one

total rejection of deliverables per quarter of the contract. The Government will reject a deliverable if one or more technical errors or two or more minor errors are found within the deliverable. The rejected deliverable shall be corrected and resubmitted within ten business days of notification of Government rejection.

Surveillance will be conducted, at a minimum, monthly by the Contracting Officer’s Representative by reviewing CDRL deliverables.

Surveillance will be documented quarterly by the COR in the PAR.

Receipt of CDRL deliverable

4.2.2 There shall be no more than one

late submission(s) of deliverables per quarter of the contract. The Contractor shall notify the Government if the delivery of any data/document will not meet the scheduled delivery date and negotiate a revised delivery date.

The data/document shall be delivered by the revised delivery date acceptable to the Government.

Surveillance will be conducted, at a minimum, monthly by the Contracting Officer’s Representative by reviewing CDRL deliverables.

Surveillance will be documented quarterly by the COR in the PAR.

CAV-AF

Reporting

4.2.3 The Contractor shall report

production in CAV-AF. The Contractor shall provide data on the actions conducted for each unit. The Contractor shall report as actions occur.

Surveillance will be conducted, at a minimum, quarterly by the Production Management Specialist by reviewing CAV-AF.

Surveillance will be documented quarterly by the COR in the PAR.

Monthly reports 4.2.4 Monthly reports shall be delivered within 10 days of the last day of the preceding month.

Surveillance will be conducted, at a minimum, monthly by the Contracting Officer’s Representative by reviewing monthly reports.

PR: FD2060-20-33252 QASP REVISION: 0 4

Surveillance will be documented quarterly by the COR in the PAR.

Quality of Repair

4.3 Assets shall be repaired in

accordance with the FieldLab 58MA technical order and accepted by the Government.

Repaired assets shall pass inspection with no more than one failure per year.

There shall be no more than one PQDRs and/or QDRs per contract year

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing invoices, monthly reports, and receiving reports. Surveys of Field Users may also be conducted.

Surveillance will be documented quarterly by the COR in the PAR.

Request for repairs of modules

4.6 Upon confirmation of shipment

by a requestor, a tracking number shall be provided to confirm shipment of a module.

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing invoices, monthly reports, and receiving reports. Surveys of Field Users may also be conducted.

Surveillance will be documented quarterly by the COR in the PAR.

Repairs 4.7 Modules received for repair shall be repaired within five business days of receipt.

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing invoices, monthly reports, and receiving reports.

Surveillance will be documented quarterly by the COR in the PAR.

Shipment response times

4.8 Shipped modules shall be

delivered within two business days of shipment CONUS, and within 15 business days

OCONUS

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing invoices, monthly reports, and receiving reports.

Surveillance will be documented quarterly by the COR in the PAR.

Technical support

4.9 Technicians shall be available

from 8:00AM to 5:00PM Eastern Standard Time, Monday through Friday. Requests for assistance shall be responded to within four hours initially.

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing invoices, monthly reports, and receiving reports. Surveys of Field Users may also be conducted.

PR: FD2060-20-33252 QASP REVISION: 0 5

Notification of hazardous conditions

4.12 Unsafe or hazardous conditions

shall be reported to the Engineer and Program Manager via email within 24 hours of the identification of the hazardous or unsafe condition.

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing monthly reports.

Surveillance will be documented quarterly by the COR in the PAR.

Government industry data exchange program reporting

(GIDEP)

4.15 Reports to GIDEP shall be made

within 72 hours of determination that there will be an adverse impact to a Government funded program.

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing

GIDEP.

Surveillance will be documented quarterly by the COR in the PAR.

Adherence to Contractor Quality Management System (QMS )

5.11 100% compliance with the QMS is required.

Surveillance will be conducted, at a minimum, quarterly by the Contracting Officer’s Representative by reviewing monthly reports.

2.2 COR Online File Documentation

The COR will establish and maintain an online file containing training and surveillance documentation in the Procurement Integrated Enterprise Environment (PIEE) via the Joint Appointment Module (JAM) and Surveillance and Performance Module (SPM). At a minimum, the following documentation will be maintained in JAM/SPM by the COR or PCO as applicable.

a. Joint Appointment Module (JAM)

• Training and Appointment DAU CLC 222 Contracting Officers Representative (COR) Online Training DAU CLM 003 Overview of Acquisition Ethics DoD Combatting Trafficking in Persons for Acquisition & Contracting Professionals Wide Area Workflow Overview (or SYS 111 / SYS 600) QAPC-Led Training (Level C) Contract-Specific Training Refresher training Confirmation of filing the Annual OGE 450

• QASP

• Designation of Contracting Officer’s Representative

• Termination of Contracting Officer’s Representative

PR: FD2060-20-33252 QASP REVISION: 0 6

b. Surveillance & Performance Monitoring Module (SPM)

• Revised QASPs

• Smart Forms COR Status Reports (Surveillance)

- PAR(s)

Contract Discrepancy Report

- CAR(s)

Trip Reports (if applicable) Correspondence Reports

- Meeting Minutes

- Contractor correspondence Surveillance Schedule Surveillance Checklist

• Manually Uploaded Documents:

Compliance (Surveillance Documentation)

- PAR(s)

- CAR(s)

Deliverables (CDRLs, including Contractor Status Reports) Safety Plan (Contractor) Other Schedule or Integrated Master Schedule

- Master/Delivery Schedules

Other

- Contract, including modifications (if not in EDA)

- PWS, including revisions (if not in EDA)

- DD Form 254 (if not in EDA)

- CDRLs (Form 1423 - if not in EDA)

- Customer Complaint Records

- Documentation of Contractor payment (if not processed in WAWF)

- Trip Reports

Other Surveillance Documentation

- CAV-AF Repair Item Actions Report(s)

- Surveillance Schedule/Checklist

Annual COR File Inspection Checklist(s) (uploaded by COR or CO)

2.3 Plan for Corrective Action

2.3.1 Unsatisfactory Contractor performance will result in the COR issuing a negative PAR to the Contractor. The Contractor will be required to respond 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 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

PR: FD2060-20-33252 QASP REVISION: 0 7

Contractor non-compliance. 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 by the established suspense date with a corrective action plan to the PCO for acceptance by the MFT.

The corrective action will be tracked and documented until the deficiency is resolved to the satisfaction of the MFT. The COR will upload the CAR in SPM. The CAR will become part of the PCO contract file. If the CAR process fails to resolve the deficiency, the PCO has the right to invoke the Inspection of Supply/Services clause(s) identified in the contract/order.

2.3.3 CORs shall establish a tracking system for corrective actions that includes date COR submitted CAR to PM/FSM, date reviewed by PM/FSM, date reviewed by CO, date issued by CO, Contractor’s identified root cause, proposed corrective action, Contractor follow-up actions, and get-well date.

2.4 Acceptance of Services

2.4.1 The Contractor shall submit/process payment requests and receipt/acceptance of documents via Wide Area Workflow (WAWF). Services will be accepted by the COR.

2.4.2 CDRL deliverables shall be submitted using WAWF and directly to the MFT member identified on the CDRL. The CDRL will determine submittal requirements; however, separately priced data must be accepted in WAWF in order for the Contractor to receive payment, and both separately priced and non-separately priced data must be accepted in WAWF in order for the contract line item to be closed out.

3.0 Roles and Responsibilities of Multi-Functional Team (MFT) Team Member Role Email Robert Rollins Contracting Officer Robert.rollins.2@us.af.mil Christopher Pugh Logistics Manager Christopher.pugh.8@us.af.mil Tom Boone Engineer Tom.boone@us.af.mil

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 For contracts requiring higher-level quality requirements, the MFT is responsible for developing metrics in tracking the effectiveness of the Contractors Quality Management System (QMS) that tie to the SS, QASP, and CPARS. Ensure contracts requiring higher-level contract mailto:Robert.rollins.2@us.af.mil mailto:Christopher.pugh.8@us.af.mil mailto:Tom.boone@us.af.mil

PR: FD2060-20-33252 QASP REVISION: 0 8

quality requirements include a SS performance objective that encompasses MFT goals related to quality directly relates to the CPARS category of “Quality”.

3.1.4 The MFT ensures contract oversight focuses on the adequacy and adherence of the Contractor to their proposed QMS. The MFT shall focus on whether the COR or Contractor is first in detecting defects and trends, who (COR or Contractor) accomplishes more inspections, and, whether the Contractor is proactively pursuing key QMS functions to ensure quality related problems or defects do not recur.

3.2 Contracting Officer’s Representative (COR)

3.2.1 Registers in PIEE as a COR. Self-nominates in JAM as the designated COR for the contract. If required, files an Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report. Establishes and maintains an online file containing training and surveillance documentation in JAM/SPM.

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. Develop an inspection schedule that shall comprise of at least ten percent of non-services summary items, but no more than twenty percent. Monitors control and disposition of Government property. Monitors Contractor payment and verifies it is commensurate with Contractor performance. Documents Contractor performance via PARs, Corrective Action Report(s) (CAR), etc. Issues PARs, at a minimum, quarterly and negative PAR(s) or CAR(s) as required.

3.2.4 Ensure Contractor’s accepted Quality Management System (QMS) complies with contract requirements. In post award, CORs need to place special emphasis in ensuring the Contractor’s QMS is being followed as written, plus is effective in bringing about the desired results -performance equal to or greater than the SS metrics, plus an inspection and corrective action program that identifies and fixes issues without having to be identified by the Government.

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

PR: FD2060-20-33252 QASP REVISION: 0 9

by the PCO. Verifies the COR nominee has the appropriate clearance for the contract/order. If required, 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 as Manager via SPM.

3.3.3 Ensures the COR registers in PIEE as a user via SPM. Ensures the COR self-nominates as the designated COR for the contract in JAM. Upon email notification of the COR self-nomination, approves the nomination via email link. Reviews the COR Profile and COR Online File, at a minimum, annually. Considers performance of COR duties in their appraisal.

3.4 Procuring Contracting Officer (PCO)

3.4.1 Only individual authorized to enter into contracts for supplies and/or services by obligating the Government. Determines if a COR is required to conduct/document surveillance of Contractor performance. If the requiring activity has not initiated a COR nomination in the JAM, submits a Request for Contracting Officer’s Representative Support memorandum to the requiring activity. Determines whether a COR is required to file an OGE Form 450. Provides Contract-Specific Training to the COR.

3.4.2 Upon notification of COR Supervisor approval of the COR self-nomination, approves the nomination in JAM. Before contract/order award, generates a Designation of Contracting Officer’s Representative memorandum to the COR and Contractor via JAM through use of the identified Smart Form. The Designation memorandum ensures the Contractor is notified of the COR assigned to the contract/order and their areas of responsibility and limitation of authority.

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

3.4.3 Reviews the COR reports on Contractor performance in SPM. Approves/Rejects PARS and any CAR(s). Reviews the COR Profile and COR Online File, at a minimum, annually.

Documents the results of their review on the Annual COR File Inspection Checklist and uploads to SPM under Surveillance Documents (Category “Miscellaneous”, Subcategory “Other”, Label the document “Annual COR File Inspection Checklist”). Checklist must be signed by the PCO, COR, and COR Supervisor prior to uploading to SPM.

3.5 Quality Assurance Program Coordinator (QAPC)

3.5.1 Supports the MFT in the development of the contract/order quality assurance requirements specifically ensuring the requirements are clearly stated and enforceable. Prior to contract/order award, provides training to CORs and COR management [e.g., FC/FD. COR supervisor, etc.]

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

JAM/SPM.

PR: FD2060-20-33252 QASP REVISION: 0 10

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 The Contractor shall ensure the quality of services through a quality and/or inspection system. In order to meet the government’s quality requirements, a Contractor’s QMS should be robust enough and resourced adequately to execute four key quality functions: 1) Detection of quality program problems and defects; 2) Identification of root causes for quality related problems/defects; 3) Correction of root causes related to detected problems/defects; and, 4) Follow-up to ensure quality related problems/defects do not recur; a mature QMS requires the Contractor be the proactive party on quality issues. The goal is to obtain performance reflective of continuous improvement with no reliance on COR’s surveillance to detect problems/defects, determine root causes, or ensure quality related problems/defects do not recur.

3.6.3 Maintains an inspection process acceptable to the Government and records of inspections, which shall be made available to the Government as long as the contract requires in accordance with the Inspection of Supply/Services clause(s) identified in the contract/order.

3.6.4 Signs and returns a positive PAR within five business days. Signs and returns a negative PAR with corrective action identified by the suspense date. Signs and returns a CAR with a corrective action plan by the suspense date.

3.6.5 Establishes a record for the contract/order in System for Award Management (SAM) 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 if the Department of Defense (DoD) is the requiring activity and if the acquisition is in excess of $3,000,000.00. Reports all Contractor labor hours, including Subcontractor labor hours, required for performance of the services provided under the contract/order for each fiscal year in SAM.

3.7 Functional Commander/Functional Director (FC/FD)

The Functional Commander or civilian equivalent has determined these services are not mission-essential and will not continue in the event of a crisis. Reference PWS and QASP signature page.

4.0 Management Strategy

4.1 The MFT will meet and record minutes quarterly to review Contractor’s performance. The COR will issue PARs via SPM utilizing the identified Smart Form, documenting both satisfactory and unsatisfactory Contractor performance, at a minimum, quarterly. The Contractor shall sign and return a negative PAR within five (5) business days.

PR: FD2060-20-33252 QASP REVISION: 0 11

4.2 If repetitive negative PARs or a single negative PAR identifying critical Contractor non-compliance are issued without satisfactory resolution, the PCO or Contract Specialist 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 CPARs 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 CPARs, not exercising options and Government recourse authorized by the Inspection of Supply/Services clause(s) identified in the contract/order.

5.0 Annual COR Online File Inspection: The COR, the COR Supervisor and the PCO will review the COR Profile and COR Online File, at a minimum, annually. The PCO will document the results of their review on the Annual COR File Inspection Checklist. The COR and COR Supervisor will acknowledge the results of the Annual COR File Inspection Checklist via signature.

6.0 Contractor Performance Assessment Reporting System (CPARS): The total estimated value of the contract exceeds $1,000,000.00; therefore, CPARS reporting is required.

6.1 The MFT will evaluate Contractor performance. The COR will, at a minimum, review the PARs and other information contained in the COR Online File to prepare and substantiate the 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.

6.2 The Contractor shall have input into the CPAR prior to it being finalized. For each reporting period, the COR 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 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.

PR: FD2060-20-33252 QASP REVISION: 0 12

6.3 In evaluating the quality of Contractor’s performance, the following performance ratings are used in documenting past performance. The areas rated may include: Quality of Service, Business Relations, Management, Cost Control (if applicable), and Schedule.

Performance Rating

Criteria

Exceptional 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.

Satisfactory 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.

7.0 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).

PR: FD2060-20-33252 QASP REVISION: 0 13

9.0 Signatures

By signing below, you are appointed to the MFT for this acquisition and accept the above responsibilities.

QAPC Date

COR Date

COR Supervisor Date

PCO Date

Contractor (Optional) Date

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

FC/FD Date

20 Oct 2020