QASP_FCTxFY27_EOS_11MAY2026_draft.pdf

1. VISION. This QASP details how the Synthetic Marksmanship Training System will be managed upon award, throughout its life cycle. This QASP will provide the Contracting Officer’s Representatives (CORs) with an effective tool for assessing the contractor’s performance and provide CORs the information in which he/she can identify acceptable and potential reasons for any non-conforming performance. The complexity of this plan should match the characteristics of the services. For every performance objective listed in the Services Summary (SS) of the PWS, a performance threshold and method of surveillance must be determined and identified in this document.

This QASP is a planned process for surveying those requirements. This QASP is a living document and shall be revised or modified by members of the acquisition team as circumstances warrant throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained.

2. MISSION. The United States Air Force Expeditionary Operations School (USAF EOS), serving as the Air Force Expeditionary Combat Support Center of Excellence, utilizes the Synthetic Marksmanship Training System (SMTS) to optimize warfighter readiness. The SMTS program enables specialized USAF Advanced Readiness Training (ART) students to train in diverse, real-time simulated environments with varying levels of difficulty, ensuring proper operational integration.

3. PURPOSE. DAFI 63-138 Acquisition of Services (revision dated 02 January 2024) states that the purpose of a QASP is to provide a documented process for surveilling the contractor's actual performance and comparing that to the technical requirements of the contract. The DAFI further states in paragraph

6.2.2 that while the SS is releasable to the contractor, the QASP is an internal Government document.

QASP may be shared with the contractor to provide transparency regarding the Government’s surveillance methodology but shall not be part of the resulting contract.

The QASP is based on the premise that the Contractor, NOT the Government, is responsible for management and quality control actions to successfully meet the terms of the contract.

The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

• What will be monitored

• How monitoring will take place

• Who will be conducting the monitoring

• How monitoring efforts and results will be captured/documented

The contractor is responsible for implementing and delivering performance that meets contract standards using their existing quality control systems, or, if required by the PWS, their submitted contractor Quality Control Plan (QCP).

The QASP provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

4. AUTHORITY. Authority for issuance of this QASP is provided under Revolutionary FAR Overhaul (RFO) Part 46, Quality Assurance, and incorporated Inspection of Services (IOS) clause, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the Contracting Officer or a duly authorized representative, such as a Contracting Officer’s Representative

(COR).

5. ROLES & RESPONSIBILITIES OF THE ACQUISITION TEAM

Government Personnel

Contracting Officer (CO) The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the modification. Coordinate with and seek advice from the CO on a possible need for a modification based on changes within the functional mission that could affect the performance requirements of the contract.

• Keep up-to-date on mission changes that may drive the need for a contract modification. Coordinates with and seek advice from the contracting officer on a possible need for a modification based on changes within the functional mission that could affect the performance requirements of the contract.

• Review, approve, and sign surveillance schedules prior to upcoming surveillance periods to ensure there is no unnecessary disruption to contract schedule.

• When necessary, fulfill COR appointment and supervisory duties identified in paragraphs 2.12 and 2.14 of DAFI 63-138. Review and approve individual’s nomination as CORs to the CO to enable appropriate contract surveillance. The COR(s) should be organizationally aligned with the PM/FSM whenever possible.

• No less than quarterly, review contractor performance documentation prepared by COR personnel to ensure performance is compatible with contract objectives. The recommended best practice for doing this is for the PM (if Not the COR) or FSM to obtain and use of the Manager Role in SPM to inspect COR Surveillance Files.

• Approve Performance Based Quality Assurance Surveillance Plan (QASP) for contracts greater than or equal to the SAT. Coordinate on Non-Performance Based QASP prior to approval by SDO.

• Ensure a Contractor Performance Assessment Report (CPAR) is accomplished no less than annually and IAW DoD CPAR Guidance.

5.3 Contracting Officer The contracting officer is the only person with the authority to obligate the government and direct a contractor’s performance. The contracting officer carries out their duties IAW the Revolutionary FAR Overhaul (RFO) and its supplements. Broadly, the contracting officer plans for, awards, administers, modifies, interprets, takes corrective action, and terminates a contract on behalf of the government as specified on the contracting officer’s warrant. In accordance with DoDI 5000.72, DoD Standard for Contracting Officer’s (COR) Certification, Enclosure 3, para 1(c), when applicable, the contracting officer designates a properly trained COR in writing before award of all service contracts. Contracting officers shall designate a COR for all service contracts, unless certain conditions are met, IAW R-DFARS Procedures, Guidance and Information (PGI) 201.602(d)(v)(A).

5.4 Contracting Officer Representative (COR) A contracting officer’s representative (COR) executes the duties and responsibilities detailed in RFO 1.404, R-DFARS PGI 201.404, DAF Contracting Compass Part 1, and DoDI

5000.72. Specific duties may also be outlined in the COR appointment letter.

• Provide technical support to the PM/FSM and CO and assist MFT in developing performance requirements in pre-award activities when requested.

• Assists the CO and MFT in determining Quality Management System (QMS) requirements being mindful of the requirements of RFO Parts 12, 46, the contract clause at RFO 52.212-4 or RFO 52.246, Chapter 6 of DAFI 63-138, and the PWS.

• Ensure contractor’s accepted QMS complies with contract requirement.

• Ensure contractor follows the contractor’s QMS as it is written, plus the effectiveness in bring 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.

• Promptly report performance issues to the CO in writing.

• Draft a CPAR evaluation for contractor performance when designated as the CPAR AOR for a contract or task order.

• Complete all COR required training.

• Ensure a COR file is maintained with COR records (COR qualification where applicable, contract, modifications, minutes, invoices and payments, inspection results, QASP, Award Fee or Incentive Plan, Surveillance Schedule, etc., and MFRs on significant issues relating to the contract as required in DoDI

5000.72. These documents are required to be managed in SPM.

• Inform the CO in writing of any required changes to the contract scope/PWS.

• Prior to commencement of the surveillance period, complete coordination on a COR Surveillance Schedule with the PM who will upload the information into Surveillance in SPM.

• Develop and publish monthly/quarterly COR Status Report in SPM for Contracting Officer Approval. Upload any additional optional or required locally devised Performance Assessment Report within the COR Status Report. COR’s surveillance documentation will be reviewed by the PM/FSM at least quarterly.

• Draft CARs for submission to the PM/FSM for each area of contractual non-conformity, either immediately or at the end of each surveillance period (as determined by your QASP) and forward to PM/FSM for review and the CO for issuance.

• Assist PM/FSM and CO in verifying adequate corrective actions are taken to resolve problems.

• Notify the CO if there is high risk of the contract costs exceeding the amount programmed (if no PM is assigned).

• Assist CO to validate the accuracy of invoices submitted by the service provider prior to the government paying for services.

• Ensure a CPAR is accomplished no less than annually. The CO may determine an out of cycle CPAR is required to address performance concerns.

• Maintains surveillance over contractor compliance with CTIP requirements IAW RFO 52.222-50, Combat

Trafficking in Persons. Informs the PCO if the contractor/subcontractor fails to comply with the requirements of RFO 52.222-50, Combat Trafficking in Persons.

• Reviews contractor’s Service Conract Report submitted annually at https://www.sam.gov/SAM/ , by 31 October for the FY ended 1 October, for reasonableness and consistency and informs Contracting Officer if changes are warranted so that Contracting Officer may advise contractor to make changes prior to 31 January of the following year after reporting is required.

5.5 Quality Assurance Program Coordinator

• Supports the MFT in the development of contract requirements specifically ensuring that requirements are clearly stated and enforceable.

• Trains CORs on the contracting requirements associated with the quality assurance program.

• Trains PM/FSM and COR Supervisors.

• Provides training and insights into COR’s responsibilities:

o Evaluate and document contractor’s performance in accordance with the QASP.

o Notify the CO of any significant performance deficiencies and provide any recommendations to improve the QASP or PWS.

o Maintain surveillance documentation.

• Assists in development of quality assurance related training as requested.

• Assists the market research efforts of the MFT in determining commercial quality assurance practices.

• Assists as required with the evaluation of the contractor’s Quality Control Plans.

• Provides refresher training if necessary to ensure the CORs are up to date with all required changes.

5.6 Contractor: Primarily responsible for complying fully with the terms and conditions of the contract.

• Participate as a member of the MFT in the technical post-award management phase

• As required by the PWS, submit and implement a Quality Control Plan (QCP) to ensure contract compliance

• Ensure that non-conforming contract services are identified, and corrected

• Ensure QCP is revised to prevent recurrence of non-conformance

• Tenders to the Government for acceptance, only those services that conform to contract requirements.

Contractor Representatives The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract.

Program Manager: TBD upon Contract Award Telephone:

Email:

SS-1 Contractor maintains qualified Fieldcraft Instructor personnel

2.6., 2.7., 2.8., 2.9., 3.1., and all subparagraphs

No more than one instructor deficiency per month

Period Evaluation

SS-2 Contractor maintains qualified Role Player personnel

2.10.2. and all subparagraphs

No more than one Role Player deficiency per quarter

Period Evaluation

SS-3 Contractor maintains qualified OPFOR personnel

2.10.1. and all subparagraphs

No more than one OPFOR deficiency per quarter

Period Evaluation

SS-4

Contractor shall conduct fieldcraft instruction and training IAW the curriculum and this

PWS

2.6., 2.7., 2.8., 2.9., 3.1., and all subparagraphs, and curriculum

No more than two deficiencies per month

Period Evaluation

SS-5

Contractor maintains Satisfactory or above on Government administered instructor evaluations per USAF EOS standards

2.6.15. and

USAF

EOS evaluation standards

No more than one instructor Unsatisfactory per quarter

Period Evaluation

SS-6 Contractor performs Site Manager duties

IAW PWS

2.5. and subparagraphs

No more than two deficiencies per month

Periodic Evaluation

SS-7 Contractor provides vehicles IAW PWS

2.11. and subparagraphs

No more than one deficiency per month

Periodic Evaluation

7.1 INSPECTION METHODOLOGY:

M1: Periodic. Periodic surveillance/inspection is the type of surveillance that is based upon selecting samples for evaluation on other than 100% inspection or on a statistically random basis. Periodic surveillance can be accomplished weekly, monthly or quarterly using a checklist method.

M2: Inspection of Reports. All reports shall be reviewed upon receipt. The reviewer will report any flaws in the document and categorize the flaws (Editorial, Format, and/or Substance).

M3: Technical Inspection: Surveillance/inspection is the type of surveillance that will be performed as specified on the project schedule by actually looking at the work being done.

8. INCENTIVE PLAN. Positive incentives as a result of performance that continually exceeds the performance objectives as outlined in the PWS may result in favorable Contractor Performance Assessment Reports (CPAR).

Negative performance incentives may include re-performance of the defective service in accordance with RFO 52.212-4 etc.; (tailor to acquisition!!), negative CPAR reporting and/or increased surveillance.

9. CONTRACTOR QUALITY CONTROL PROGRAM. Quality control is the responsibility of the contractor, not the Government. The Contractor shall develop and/or maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires. The contractor shall utilize its own internal quality control processes in the

12.3 Repeated Issues/Concerns. A Corrective Action Report (CAR) will be issued to the contractor for repeated issues/concerns. Issuance of the CAR is a formal request requiring the Contractor provide written corrective action.

The contractor shall be required to respond and return all completed CARs to the COR no later than the suspense date indicated on the CAR. The COR is responsible for ensuring the corrective action taken by the contractor is effective. The COR will enter a close date on the CAR form after a determination is made that the contractor’s response is acceptable. The COR will then forward the closed CAR to the contractor and report accordingly. This routing remains the same if the contractor’s response is unacceptable and the CAR remains open until an acceptable response is received, except that the Contracting Officer (CO) forwards the open CAR back to the contractor for additional information.

12.4 CAR Log. The COR shall maintain a log of all CARs issued to the Contractor (a locally devised form may be used). The CAR log shall contain the CAR number, date issued, contractor, description of unacceptable performance, suspense date, and closeout date. All CARs and CAR logs shall be maintained by the COR for the life of the contract. All CARs will be tracked with a Control Number. The Functional Commander/Director (FC/D) is the Issuing Authority for his/her Contracting Officer’s Representatives (CORs) generating CARs. By providing the control number to the COR originating the CAR, the Issuing Authority demonstrates concurrence with the finding.

13. REMEDIES FOR UNACCEPTABLE PERFORMANCE. [NOTE!! This example is for RFO 12 commercial contracts; for non-commercial acquisitions (e.g. RFO Pt. 46), insert the incorporated RFO 52.246-4 Inspection of Services clause language from the contract vice the following highlighted language] In accordance with RFO 52.212-4, Contract Terms and Conditions, Commercial Items, if any of the services do not conform to contract requirements, the Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the government may:

• Seek an equitable price reduction or;

• Seek adequate consideration for acceptance of nonconforming supplies or services.

• The Government must exercise its post-acceptance rights:

o Within a reasonable time after the defect was discovered or should have been discovered; and o Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

IAW RFO 52.212-4(m), the Government may terminate the contract for cause if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance.

If performance observed is determined to be unacceptable, the COR will notify the contractor’s POC of the deficiencies for correction and the documentation flow chart in attachment #1 will be followed. If deficiencies are not corrected within the required time frame, the COR should notify the CO for action. If the contractor disagrees with the noted discrepancy and an agreement cannot be reached, the CO shall be notified for a final decision.

14. CONTRACTING OFFICER NOTIFICATION

14.1 Major Finding. If at any time, the COR identifies a condition as having a significant adverse effect on the quality of the activity repeatedly, such as those stated below, the COR shall document their findings and notify the Contracting Officer immediately in writing. E-mail is acceptable.

a. Contractor failure to meet a Performance Threshold.

b. Failure to provide adequate corrective action to preclude reoccurrence of Government identified findings.

c. Failure to provide corrective action to deficiencies identified by the COR within a prescribed suspense period.

d. Any failure to adhere to security regulations that results in a security incident.

14.2 Minor Finding. If at any time, the COR identifies a departure from established standards having little bearing on the service provided, the COR shall document the findings, but is not required to notify the Contracting Officer. However, if the same minor finding is identified three months in a row, it may be an indication that a major finding is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence.

In this case, the COR shall notify the Contracting Officer in writing and it shall be included within the quarterly review meetings.

15. CERTIFICATION/ACCEPTANCE OF SERVICES

15.1 As required, the COR will certify receipt of acceptable contractor services at intervals determined by the contract. The COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The COR will certify receipt of contractor services via invoice submitted to the COR three days prior to invoice input to Wide Area Workflow (WAWF). The COR must sign off on services rendered prior to contractor invoice submission. Certification of services shall be accomplished on the first workday following the completion of the contract payment period, to avoid payment of interest penalties. COR are responsible for obtaining, scheduling, and completing WAWF training from the base Accounting and Finance Office.

16. CONTRACTOR SUPERIOR PERFORMANCE. The Government may reward superior performance through high ratings in the yearly CPARS. In addition, the Government may recognize superior performance through letters of appreciations, as the situation warrants. This “letter of appreciation” must be coordinated with the cognizant contracting officer who will send it to the contractor. The contracting officer must ensure, prior to coordination, that –

1) the letter of appreciation does not conflict with any CPARs information and the recognition cited does not exceed the scope of the contract.

2) the letter has been reviewed by the local ethics official to ensure the language does not improperly imply endorsement of the contractor.

17. NON-SS ITEMS. Quality performance is expected on all contract requirements (Non-Services Summary) items by the Contractor. All Non-Services Summary items, are to be inspected and documented by the COR, same as the SS Items in the Services Summary (SS).

18. COMBATING TRAFFICKING IN PERSONS (IAW R-DFARS PGI 222.1703) The COR will monitor contractor’s performance regarding trafficking in persons such that non-compliance with RFO 52.222-50, Combating Trafficking in Persons (CTIP), is brought to the immediate attention of the Contracting Officer. All DoD military and civilians must receive CTIP awareness training; it is highly recommended that DoD contractors receive CTIP awareness training. The military has zero tolerance for human trafficking. CORs are to report all violations to their Contracting Officers immediately, and keep a log for annual review of all concerns.

Corrective Action Report (CAR) Instructions

Block 1. Enter Contractor Name.

Block 2. Enter Contract Number.

Block 3. Enter Contract Name or Type of Services.

Block 4. Enter Functional Area of the Contract.

Block 5. Enter the assigned suspense date given the contractor to provide a response to the CAR. A date must be entered for a Major CAR. A date is optional at the discretion of the Contracting Officer’s Representative (COR) initiating the CAR if the finding is Minor.

Block 6. All CARs will be tracked with a Control Number. The functional commander/functional director is the Issuing Authority for his/her Contracting Officer’s Representatives (COR generating CARs. By providing the control number to the COR originating the CAR, the Issuing Authority demonstrates concurrence with the finding. The control number will be made up of the first two letters of the name of the site or contract, the last two digits of the calendar year, and a three digit number starting with 001 and progressing upward throughout the calendar year (e.g., WP04-001).

Block 7.

1. Check the block that indicates whether the identified deficiency is assigned as a Major or Minor finding. See the Quality Assurance Surveillance Plan (QASP) for the definitions of Major and Minor findings and associated explanations.

2. Finding: Clearly state the details of the finding followed by a reference to the stated contractual requirement. The reference must state the portion of the contract, part, section, paragraph and subparagraph and must make a complete brief quotation of the contract reference.

3. State the impact that the finding has or could have on the accomplishment of the mission that the contract provides.

4. When determining how long to give the contractor to respond to the identified finding, the normal is 10 working days. The suspense date should reflect this unless the finding requires a greater amount of time to come to solution. Major findings require a contractor response. Minor findings may require a contractor response at the discretion of the COR initiating the CAR and/or the Issuing Authority.

Blocks 8 and 9. Contract CORs initiating a CAR must sign in Block 8 and the Issuing Authority signs in Block 9. Each annotates the date at the time of signature.

Block 10. Upon review of the contractor’s reply, the originator of the CAR will enter comments regarding acceptance or rejection of the contractor’s response. This block may also contain any comments regarding follow-on inspections conducted or needed at a later date to validate that the finding has not reoccurred.

Block 11. The COR selects Accept or Reject after reviewing the contractor’s response.

Block 12. The COR enters a close date after advising the Issuing Authority that the contractor’s response is acceptable and the Issuing Authority concurs. The COR will then forward the closed CAR to the contractor and report accordingly. This routing remains the same if the contractor’s response is unacceptable and the CAR remains open until an acceptable response is received except that the Contracting Officer (CO) forwards the open CAR back to the contractor for additional information.

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