Attachment_J.10_-_TL_-_QASP.pdf

Quality Assurance Surveillance Plan

(QASP)

QUALITY ASSURANCE SURVEILLANCE PLAN

(Version – April 2018)

Warehouses and Distribution Support Services at DLA Distribution Norfolk at Crane, Indiana Contract Number: < upon award, enter contract number>

Contract Description: Warehouses and Distribution Support Services Contractor’s name: < upon award, enter contractor name > (hereafter referred to as the contractor).

1. PURPOSE.

The QASP represents the Government's acceptance and inspection program for performance requirements, and agencies must ensure Government Quality Assurance (QA) is conducted before SP products or services are accepted by or under the direction of Government personnel.

The QASP documents this program to provide a measure of the quality and timeliness of products and services provided by the SP. The Government, as the recipient of the SP’s products and services, retains the responsibility for developing and implementing QA. Implementation of the QASP assists in providing validation that the quantity, quality, and timeliness of products and services received comply with the contract performance requirements, to include DLA Distribution policies and procedures.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price, 52.246-6 Inspection of Services – Time-and-Material and Labor-Hour

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following is a listing of responsibilities for the personnel that shall oversee and coordinate surveillance activities. See Attachment 1 for a list of personnel assigned to these roles.

a. Contracting Officer (KO) - The KO 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 contractual relationship. The KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

b. Acquisition Specialist (AS) - The AS acts as an acquisition consultant and serves as liaison between KO and the requesting program office, as well as liaison between DLA Distribution Tobyhanna and the supporting contracting office.

c. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

3. QUALITY ASSURANCE.

Unless otherwise instructed, the COR is responsible for conducting quality assurance oversight surveillances at their scheduled frequencies, document results and findings using Contract Oversight Surveillance Report (see Attachment 2) and provide oversight and feedback regarding the effectiveness of performance improvement efforts and corrective actions taken and implemented.

4. DOCUMENTING PERFORMANCE.

The COR will utilize the Contract Oversight Surveillance Report (COSR) at Attachment 2 to document oversight activities and document contractor performance. The COSR is required to be completed on a monthly basis and attached to the Contracting Officers Representative (COR) Report which is due on the 10th of the month following the reporting month. The COR Report and COSR must be submitted electronically to the KO and AS with the COR retaining a copy for their files and records.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance within the Contract Oversight Surveillance Report and submit this report to the Contracting Office based on Contract Requirements Monthly.

b. UNACCEPTABLE PERFORMANCE.

The Government shall document all unacceptable performance within the Contract Oversight Surveillance Report and submit this report to the Contracting Office based on Contract

Requirements Monthly. In addition, the COR shall inform the contractor in a timely manner of each non-conforming surveillance. This shall be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and retain this document within the COR file.

Reporting of non-conforming surveillances is used to determine the appropriate course of action following the documentation of the contractor’s non-compliance and convey the significance of the surveillance, the individual requirement, a count of the consecutive nature of the non-conformance and identifiable trends. If the nonconformance has occurred previously or is an ongoing issue, a trend statement must be included to document the numbers of occurrences of the same nonconformance over a quarterly, semi-annual, or annual basis. Depending upon the significance level of the individual requirement that was found nonconforming, the COR, KO, or AS may request the contractor to prepare and submit a formal corrective action plan that outlines their analysis of the nonconformance (i.e. root cause analysis), actions that will be taken to prevent future occurrence, and an estimated date at which these actions shall be completely resolved.

Contracting Officer’s Representative

Attachments

1. Point of Contact Listing

2. Contract Oversight Surveillance Report (COSR)

QASP Attachment 1 ‐ POC

Attachment 1: Assigned Officers

Assigned Contracting Officer: Karen Ghani

Organization: DLA Distribution J7

Telephone: 717‐770‐5951

Email: karen.ghani@dla.mil

Assigned Contract Specialist: Dave Gilson

Telephone: 717‐770‐4086

Email: david.gilson@dla.mil

Assigned COR: Joe Whitfield

Telephone: 571‐256‐2403 x692

Email: joseph.whitfield@dla.mil

Contract Oversight Surveillance Report

1. Contract # / Service 2. Contract Location

3. Contract Performance Period 4. Evaluation Period

From - To -

5. Contract Service Provider

6. Method(s) of Surveillance (check all that apply for this surveillance period)

Direct Observation Random Sampling 100% Inspection Customer Complaint Other (explain)

Requirement

1. Does the SP have a Government-accepted Quality Control Plan (QCP) and is it current and being maintained IAW the contract and/or other additional guidance?

Surveillance Comments

Conforming Nonconforming

Surveillance Methods Described -

- Direct Observation is the visual examination of processes and procedures by an evaluator who is physically present and watching individuals actually performing the work to determine whether the processes conform to the requirements.

- Random Sampling is correctly performed by selecting a statistically significant number of samples from a lot where all members of the lot have the same chance of being selected. Random Sampling is used to reduce the time and effort of validating conformance to requirements when a definable lot of significant size exists.

- 100% Inspection method evaluates all outputs of a particular requirement. Every item in a lot is evaluated for all or some of the characteristics in the specification. (Recommend if Lot Size is 25 or less)

- Validated Customer Complaints are customer complaints that prove to be valid upon subsequent investigation. They can be used as a trigger for conducting surveillances, and are included as a part of the surveillance report. When a valid complaint is received and included in a surveillance activity, strongly consider scheduling targeted follow up surveillance to ensure the problem has been corrected. These can prompt corrective actions, preventative action plans, and performance improvement plans.

7. Overall Surveillance Evaluation (If Satisfactory, Marginal, or Unsatisfactory, please explain below.)

Exceptional Very Good Satisfactory Marginal Unsatisfactory

8. Additional Comments / Notes to the Contracting Officer (Either positive or negative)

9. COR/TPOC Certification -

I certify that the supplies or services provided by the Service Provider under the terms and conditions of this contract, have been received and accepted unless otherwise noted on this surveillance report.

COR / TPOC Signature Date

Requirement

2. Are SP nonconformances identified during QC inspections being submitted to the Government within 24 hours of being identified IAW the contract and/or other additional guidance? Note to QAE: Attach QC inspection results.

Requirement

3. Is the SP assessing and monitoring employee operational knowledge of distribution functions and activities IAW the contract and/or other additional guidance? Note to QAE: Select "Trained (T)" employees and test their knowledge utilizing Enclosure 2 of the appropriate SOP(s).

Surveillance Comments

Conforming Nonconforming

Requirement

4. Is the SP preparing and submitting the required monthly documentation required to document employee training requirements and progress IAW the contract and/or other additional guidance? Note to QAE: Attach a copy of the previous months report.

Surveillance Comments

Conforming Nonconforming

Requirement

5. Is the SP maintaining ESD workstations and processing ESDS material at an ESD workstation IAW the contract and/or applicable guidance??

Surveillance Comments

Conforming Nonconforming

Requirement

6. Has the SP provided an ESD Control Program plan and is it being maintained/complied with?

Surveillance Comments

Conforming Nonconforming

Requirement

7. Is the SP staging materiel into the appropriate staging for government employee pickup after completion of PPP&M work?

Surveillance Comments

Conforming Nonconforming

Requirement

8. Is the SP performing the packing of material incident to shipment, necessary for the outbound shipment of material, IAW the contract, SOPs, and/or other additional guidance?

9. Is the SP augmenting Government employees by performing inventory counts (1st, 2nd, and 3rd counts), and all PPP&M IAW Navy P700?

Surveillance Comments

Conforming Nonconforming

Requirement

10. Is the SP notifying the KO or designee within one (1) working day upon discovery of the loss, gain, damage or destruction of mission stock?

Surveillance Comments

Conforming Nonconforming

Requirement

11. Is the SP performing location surveys of each and every designated storage location IAW the contract and/or other additional guidance?

Surveillance Comments

Conforming Nonconforming

Requirement

12. Is the SP preparing and submitting an annual schedule for location surveys to be performed each month IAW the contract and/or additional guidance? Note to QAE:

You may attach a copy of the inventory or provide the date it was submitted.

Surveillance Comments

Conforming Nonconforming

Requirement

13. Is the SP preparing and submitting an annual schedule for location surveys to be performed each month IAW the contract and/or additional guidance? Note to QAE:

You may attach a copy of the inventory or provide the date it was submitted.

Surveillance Comments

Conforming Nonconforming

Requirement

14. Is the SP operating an active container reclamation program to allow maximum availabitlity and reuse of SPIs, LLRCs and packaging materials IAW the contract and/or other applicable guidance and regulation?

15. Has the SP established and are they maintaining/sustaining a WPM program IAW the contract and/or other applicable guidance?

Surveillance Comments

Conforming Nonconforming

Requirement

16. Is the SP submitting the monthly WPM Report IAW the contract and/or other applcable guidance? Note to QAE: Attach copie(s) of the report

Surveillance Comments

Conforming Nonconforming

Requirement

17. Is the SP performing special projects/surge & sustainment as directed by the KO or designee?

Surveillance Comments

Conforming Nonconforming

Requirement

18. Is the SP meeting APLs IAW the PWS?

Surveillance Comments

Conforming Nonconforming

Requirement

Surveillance Comments

Conforming Nonconforming

Requirement

Conforming Nonconforming

Requirement

Surveillance Comments

Conforming Nonconforming

Requirement

Surveillance Comments

Conforming Nonconforming

Requirement

Surveillance Comments

Conforming Nonconforming

Requirement

Surveillance Comments

Conforming Nonconforming

Requirement