QASP GSE Vehicle Maint.pdf

Quality Assurance Surveillance Plan for

Ground Support Equipment Utility Vehicle Maintenance Support Service

1.0 Purpose: This Quality Assurance Surveillance Plan (QASP) has been developed to provide the standard of surveillance for monitoring the Intermediate-level (I-level) maintenance on Flight Line Utility Vehicles at Second Marine Air Craft Wing (2d MAW) locations at MCAS Cherry Point, NC, MCAS New River, NC and MCAS Beaufort SC. The Contracting Officer (KO) will appoint a Contracting Officer’s Representative (COR); the COR will use this QASP to ensure the standards of the contract are being met.

2.0 Performance Standards. The QASP provides a systematic method to evaluate and assess the services the Contractor is required to furnish. The performance standards for this Performance Work Statement (PWS) are stated in the Performance Requirements Summary (PRS) included in this QASP.

The standards for this procurement are subjective since specific metric-driven standards are not appropriate.

3.0 Management and Oversight. The QASP is based on the premise that the Contractor and not the Government, is responsible for the management and Quality Control action required to meet the terms of the contract. Good management and use of an adequate Quality Control Plan will allow the Contractor to operate within specific performance requirements. QASPs are designed to be objective, fair and consistent in evaluation Contractor performance against the provided standards.

4.0 Acceptable Quality Levels (AQLs). AQLs have been established in the PWS or PRS and provide performance standards that the Contractor will meet in performing the contract. In the event the Contractor does not meet the established requirements in the PWS the KO has the right to exercise the invoice offset as stated in the PWS and this QASP.

5.0 Primary Method of Surveillance/Evaluation. The COR will perform evaluation based on using one of the various methods outlined in the PRS table included in this QASP. The following methods may be incorporated into the PRS to monitor contract performance:

5.1 100% Inspection. Inspection where specific characteristics of every performance unit are examined and tested to determine conformance with requirements.

5.2 Random Inspection. Sampling method in which each unit of the population has an equal chance of being selected.

5.3 Customer Surveys and Feedback. A review method where customers and end users are surveyed to provide input on specific service levels.

6.0 Negative Incentives. If any of the performance requirement does not meet the AQL set in the PRS table, the COR shall document the discrepancy(s) and shall notify the Contractor promptly, and the Contracting Officer on a monthly basis, for appropriate action. When the performance is below the PWS/AQL standard, the Government may implement one or any combination of the following: invoice offset, increased surveillance and/or Contractor reporting, documentation on the Contractor’s Performance Assessment Reporting System (CPARS); or not exercising follow-on option years.

7.0 Notification. The COR will notify the Contracting Officer, in writing, of unacceptable quality levels.

The COR will promptly provide written notification of discrepancies on a monthly basis, or immediately if the situation significantly affects the well-being of the project. The Contractor will be given the opportunity to respond, in writing, to each discrepancy.

8.0 Response. The Contractor shall provide a written response to the cause and the corrective actions to prevent recurrence within 10 working days after receipt of Contracting Officer’s notification. The Contractor should cite specific quality assurance program procedures or new procedures instituted to prevent recurrence.

9.0 Records. The COR will maintain contract surveillance files as directed by the Contracting Officer Surveillance files will include, as a minimum, the following documentation for this contract;

9.1 COR designation and appointment letters

9.2 A copy of the contract and all contract modifications

9.3 QASP, Quality Control Plan, and any other tools, checklists, etc.

9.4 All Correspondence including Contracting Officer notifications and the Contractor’s responses.

9.5 Contractor monthly status reports.

9.6 Evidence of cost/price monitoring; invoices certified and tracked against any contract and /or order ceilings.

9.7 Surveillance reports and a summary of the Surveillance Logs will be prepared by the COR, and submitted to the Contracting Officer annually.

9.8 Copies of deficiency reports that may be submitted in support of unacceptable performance identified during the performance period by the COR, or when there is a significant change in performance that alters the assessment in one or more evaluation areas.

9.9 Annual in-progress reviews will be conducted and entered into CPARS.

10.0 Ratings. The following criteria will be used for performance evaluations: Exceptional, Satisfactory, Marginal, or Unsatisfactory. Upward or downward arrows may be used to indicate and improving or worsening trend insufficient to change to the assessment status.

10.1 Exceptional. Indicates performance clearly exceeds contractual requirement. The area of evaluation may contain a few minor problems for which corrective action appears highly effective.

10.2 Satisfactory. Indicates performance clearly meets contractual requirements. The area of evaluation contains some minor problems for which the corrective actions appears satisfactory.

10.3 Marginal. Indicates performance meets contractual requirements. The areas of evaluation contains one or more serious problems for which corrective actions have not yet been identified, appears only marginally effective, or have not been fully implemented.

10.4 Unsatisfactory. Indicates the Contractor is in danger of not being able to satisfy contractual requirements and recovery is not likely in a timely manner. The area of evaluation contains one or more serious problems for which the corrective actions appear ineffective.

11.0 Documentation. Documentation used and referenced to perform surveillance will consist of monthly reports, Contractor plans and procedures, schedules, customer feedback and contract data requirements.

11.1 Recording Observations. Use Surveillance Logs to record information on scheduled observations and deficiencies noted. Each observation is recorded on the log. The documents then become a formal record for reference. The Contractor is to be told each time that a deficiency is found during scheduled observations. The COR makes a notation on the surveillance Log of the date and time the deficiency was discovered, and subsequently requests that the Contractor initial the notation, documenting notification of the deficiency only.

11.2 Potential Unacceptable Performance. The COR must identify the specific service that is unacceptable and the possible causes, and ask a number of questions which if answered, will probably pinpoint the source of the problem.

11.3 Documenting Unacceptable Performance. The COR must attempt to resolve the problem with the Contractor. The original log and the attempted solution (along with an evaluation of results) are forwarded to the Contracting Officer through the COR. Based on the severity of the discrepancy and the success of the solution, the COR will notify the Contracting Officer. The Contractor shall complete a response to the unacceptable evaluation if requested by the Contracting Officer or by its own choice.

12.0 Taking Action.

12.1 The COR may evaluate the Contractor’s performance and document any non-compliance, but only the KO may take action against the Contractor for an unacceptable rating.

12.2 When the Contractor’s performance is unacceptable and a formal action is indicated, the COR will determine what action is appropriate for the specific circumstances and make a recommendation to the KO.

13.0 Documentation. The COR retains a copy of all inspection schedules and surveillance activity logs during the course of the contract and forwards them for inclusion in the contract file at the end of the surveillance period. However, when specific service becomes unsatisfactory during a surveillance period, the inspection documentation supporting the contract discrepancy report is forwarded to the Contracting Officer.

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective

PWS

para

Performance Standard

AQL Surveillance Method

Incentive

Vehicle Readiness 7.1 Maintain a minimum vehicle readiness rate of 75%.

100% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Reduced Invoice in Consideration for Damages to the Government.(-)

Scheduled/Preventive Maintenance

7.2 Maintenance

performed to achieve a 24 hour turnaround time.

85% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Increase surveillance and contractor Reporting(-)

Unscheduled Maintenance

7.3 Maintenance

performed to achieve a 48 hour turnaround time.

85% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Increase surveillance and contractor Reporting(-)

Beyond Economic Repair

7.5 The contractor

shall notify the COR when vehicle repairs exceed 65% of the vehicles current value.

100% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Reduced Invoice in Consideration for Damages to the Government.(-)

Records/Service Jackets

7.6 The contractor

shall create and maintain a record/service jacket for each utility vehicle.

95% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Increase surveillance & contractor Reporting(-)

Tool Control 7.8 The contractor shall comply with the tool control program and perform regular tool inventories

100% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Increase surveillance & contractor Reporting(-)

Foreign Object Damage Prevention

7.9 The contractor

shall comply with the FOD Prevention Program

100% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Increase surveillance & contractor Reporting(-)

Environmental Compliances

7.12 The contractor

shall ensure environmental compliances in accordance with current programs, regulations, laws, and operating procedures.

100% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Increase surveillance & contractor Reporting(-)

Safety Requirements 7.13 Comply with all safety regulatory guidance.

100% Random Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Increase surveillance & contractor Reporting(-)

Contractor Minimum Staffing Level

8.1 Maintain

Minimum Staffing Level

100% 100% Inspection

- Option Exercised(+)

- Positive CPARS(+)

- Negative CPARS (-)

- Invoice Off-set. (-)