QASP.pdf

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Quality Assurance Surveillance Plan for

Repair and Support of Air Force Engine Test Stands

Purchase Request: FD2060-22-30012

February 14, 2022

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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)

Contractor supports the repairs of T-20 and T-21 engine test stands (ETS). This includes all subsystems, relocation, and commissioning of ETS. Some Instrumentation, Data & Control system (ID&C) repairs may include software changes that are driven by requirements. These services include telephone based support, tear down and evaluation (TDE) visits, in plant refurbishment or building of new components for repairs, on site repairs, and technical data updates. All repairs shall be made to the latest Air Force approved standard configurations. Due to the age of the ETS, obsolescence management will be a major consideration during repair.

The overall objectives are: promptly and efficiently respond to ETS, adapter kits, ID&C, and associated equipment repairs; minimize downtime due to faulty or broken components; repair the ETS, adapter kits, ID&C, and associated equipment to operational status; relocate and re-commission test stands as required by changes in mission needs; maintain configuration control and replace components based on obsolescence issues; provide a safe working environment for personnel; and maintain and document each ETS’s current and repaired configuration.

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

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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.

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 commercial items clause.

2.0 Assessment Management

2.1 Services Summary

Performance Objective

PWS

Reference

Performance Threshold Method of Surveillance

Quality of repair

4.5.1 Assets shall be repaired in

accordance with applicable Air Force Technical Orders (T.O.s), unless approved by Government Engineer.

Surveillance will be conducted at the completion of repairs by USAF user location representative via witness of final acceptance testing conducted by the Contractor.

For larger efforts that require qualification, Government engineers will witness onsite final qualification test.

The COR will review Contract summary reports and consult with applicable teams member to perform official acceptance of the repairs.

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

PAR.

Telephone Support

4.2 Telephone hotline shall be

open during defined period.

Technical response shall be provided within 4 hours for emergency and within 8

Surveillance will be conducted monthly by the COR by reviewing Monthly Status Reports (MSR) and communication with users.

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hours for non-emergency calls.

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

PAR.

Emergency Onsite Repairs

4.5.3 Emergency Priority Onsite

Repair to PMC shall be completed within CONUS:

30 days/OCONUS: 45 days.

Surveillance will be conducted monthly by the COR by reviewing the MSR and final contract summary reports.

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

PAR.

Return to Full Mission Capability via Repairs

4.5.3 Three ETSs returned to

FMC per a month based on yearly average.

Surveillance will be conducted monthly by the COR by reviewing the MSR and final contract summary reports.

Calculation from final MSR will be performed by the COR on a quarterly basis. Grading shall be based upon an annual basis.

Surveillance will be documented, at a minimum, quarterly by the COR in the PAR. PARs will document year to date average to identify any negative trends.

Tear Down and Evaluation (TDE) Visits

4.4.1 TDEs shall be completed

within the contractual schedule after Government approval.

• Emergency: 7 days

CONUS, 10 days

OCONUS

• Urgent: 14 days CONUS, 21 days

OCONUS

• Other: 45 days CONUS, 60 days OCONUS

Surveillance will be conducted monthly by the COR by reviewing the MSR and receiving reports.

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

PAR.

Timeliness of Repair Proposals

4.4.2 Proposals for unique repairs

shall be received within 30

Surveillance will be conducted monthly by the COR by reviewing the MSR.

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days of completion of TDE trip.

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

PAR.

Configuration Management

4.5.2, 4.7.2, 4.7.3, 4.7.4, 4.8

All changes shall be appropriately documented/approved via ECPs/NORs prior to installation on stand.

ECPs/NORs shall be delivered 30 days prior to installation.

All changes affecting form, fit, and function shall have an acceptable QTP provided 60 days prior to the agreed upon or projected testing start date.

Draft TO updates shall be provided 45 days prior to affected equipment installation.

Surveillance will be conducted by Government engineers reviewing documentation upon receipt.

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

PAR.

CAV-AF

reporting

4.5.4.2 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, monthly by the Production Management Specialist, by monitoring CAV-AF.

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

PAR.

Quality of

CDRL

deliverable

4.10.1 There shall be no more than

one rejection of any single deliverable. There shall be no more than a total of 1 rejection(s) of deliverables per contract year. The Government will reject a deliverable if any technical errors or 3 or more minor errors are found within the deliverable. The rejected

Surveillance will be conducted by the COR, Engineers, and PMS by reviewing deliverables upon receipt.

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

PAR.

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deliverable shall be corrected and resubmitted within 7 business days of notification of Government rejection.

Receipt of

CDRL

deliverable

4.10.2 There shall be no more than

one late receipt(s) of deliverables per contract year. 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 by the COR, Engineers, and PMS by reviewing deliverables upon receipt.

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

PAR.

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 Ethics training DOD 0020 Combatting Human Trafficking for DOD Acquisition Professional SYS600 Wide Area Workflow Intro Course 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

b. Surveillance & Performance Monitoring Module (SPM)

• Revised QASPs

• Smart Forms

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COR Status Reports (Surveillance)

- PAR(s)

CAR(s) 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)

- CDRLs (Form 1423 - if not in EDA)

- Customer Complaint Records

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

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 Contractor non-compliance. The COR will prepare a CAR. The COR will forward the CAR to the PCO. 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.

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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 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)

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 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)

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

3.2.2 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.

3.2.3 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 by the PCO. Verifies the COR nominee has the appropriate clearance for the contract/order.

Ensures the COR files an OGE Form 450 annually. 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. Ensures the COR self-nominates as the 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. Provides Contract-Specific Training to the COR.

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3.4.2 Upon notification of COR Supervisor approval of the COR self-nomination, approves the nomination in JAM. Generates a Designation of Contracting Officer’s Representative memorandum to the COR and Contractor via JAM through use of the identified Smart Form.

Downloads a copy of the Designation memorandum and forwards it to the Contractor to ensure they are 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.

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.

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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.

3.7 USAF Operating Location Representative (OL Rep)

3.7.1 Due to limited program office engineering personnel and TDY budget, OL Reps will witness final acceptance testing and coordinate on documents which the Contractor provides as to the Program Office, if the program office is unable to attend.

3.7.2 OL Reps may not witness qualification testing unless authorized by Program Office Engineer. May not direct the Contractor to perform work outside of the negotiated repair orders.

3.7.3 OL Reps shall be responsible for getting the Contractor access to the base and ETS.

3.7.4 OL Reps shall also provide general accountably to the Contractor compliance with repairs to TOs, base security measures, general safety, and other local requirements.

3.8 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 documenting both satisfactory and unsatisfactory Contractor performance, at a minimum, quarterly. PAR(s) may be submitted in two ways: by completing a PAR form or by generating a PAR in SPM. The Contractor shall sign and return a positive PAR within five

(5) business days. The COR will upload the signed PAR in SPM.

PARs are issued at the contract level and cover all open orders. PARs shall identify all completed repair efforts and completed teardown and evaluations during the applicable period of performance.

4.2 The Contractor will be asked for inputs to the PARs to document actions which may not have reached the attention of the Program Office and allowed rebuttal of any negative comments.

Discussions will happen at PMRs (or other meeting) to clarify any comments etc. The Government will have final approval of PAR content.

4.3 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

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4.4 Incentives

4.4.1 If Contractor performance meets or exceeds contractual requirements, positive incentives may include, but are not limited to, decreased surveillance, favorable CPARs and exercising options.

4.4.2 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. 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 SPM.

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.

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.

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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).

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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 Date

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

FC/FD Date