CDRL A006 - QCP (Amendment 0001).pdf

DD FORM 1423-1, FEB 2001

CONTRACT DATA REQUIREMENTS LIST

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

The public reporting burden for this collection of information is estimated to average 110 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the burden, to the Department of Defense, Executive Services and Communications Directorate (0704-0188). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number. Please do not return your form to the above organization. Send completed form to the Government Issuing Contracting Officer for the Contract/PR No. listed in Block E.

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

G. PREPARED BY H. DATE I. APPROVED BY J. DATE

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CDRL A006 QCP Continuation Page

Joint Quality Program Meetings (chaired by the COR or designated individual):

The Contractor’s Quality Control Team and the Government’s Quality Assurance Team shall meet at a minimum of once per month to share information regarding ongoing quality related outcomes and issues. More frequent meetings and discussions are highly encouraged.

Discussion topics shall include, but is not limited to, identified non-conformances for QC and QA, corrective action plan status for QC and QA, upcoming changes or revisions to the quality program, other quality-related issues that can be shared to ensure both Contractor and Government are working towards the same goals to support quality performance. Meeting minutes shall be included with the monthly COR Report as an attachment with a copy of the minutes provided to the Contractor.

Block 7 - Inspection and acceptance requirements: The KO will review and accept the QCP and updated after coordination with the COR, J-3, J- 4 and J7 CQA. The accepted plan and subsequent revisions will be incorporated into the contact by modification. The COR will review and accept the monthly QC Report.

Block 14 – Distribution – Contractor will submit original to Contract Specialist and copy to COR.

DD Form 1423-1, FEB 2001

CDRL A006, Quality Control Plan (QCP) Page 2 of 2

The Contractor’s quality control plan shall outline the tasks performed by the Contractor to sustain or improve quality or work and ensure work meets contract requirements.

The Contractor shall, at a minimum, include comprehensive explanation of the following:

A. Quality Control:

1) Corporate Quality overview and commitment to performance Quality.

2) Quality organization components and structure.

3) Roles and responsibilities of the Quality Organization members; Lines or Authority.

4) Quality Control processes and procedures.

5) Quality Check frequency determination.

6) Quality Check significance level determination.

7) Methods to be used to conduct Quality Checks.

8) Lot and Sample Size determination.

9) Quality Check documentation and reporting requirements.

10) A comprehensive Quality Control Inspection Checklist detailing all inspections to be conducted utilizing the contract terms and conditions (e,g., PWS (Attachments J.1 and J2), SOPs, Staffing Matrix, Training Plan, CDRLs, Technical Exhibits, etc.).

11) Integration of the Compliance Process Adherence Focus Area Checklist with the Contractor develop Quality Control Inspection Checklist.

12) How and when the Quality Control Inspection Checklist will be revised to include updates as required to capture specific requirements that may require more frequent checks or are the result of a completed nonconforming Quality Assurance surveillance task.

13) Process that will be used to incorporate QA findings into the Quality Control Inspection Checklists so as to become part of the Contractor’s overall performance quality responsibility.

14) Where the Quality Control Inspection Checklist will be available for COR and QAE research and review. An option available to the Contractor is to upload the Quality Control Inspection Checklist in the QMT. The Quality Control Inspection Checklist shall be made available for Government review and inspection at any time and shall include the identified results of each Quality Control Inspection Check whether Conforming or Nonconforming.

15) Criteria for determining Conforming versus Nonconforming Quality Checks.

16) How Corrective Actions are to be documented and reported.

17) An explanation of how reviews and revisions to the QCP and Quality Control Inspection Checklist will be addressed

Note: Corrective Actions are to be documented and tracked in the QMT using the “Corrective Action Plan” (CAP) task for all Quality Control Inspection Checklist non-conformances the Contractor determine requires a CAP. Screenshots and instructions for completing these CAPs is included at Attachment 001.

Attachments:

Attachment 1: QMT Screenshots and Instructions for completed CAPs Attachment 2: Audit Compliance Check tasks in the QMT Attachment 3: Process Deviation and Corrective Action” (PDCA) Attachment 4: Process Adherence Monitoring Overview

CDRL A006, Quality Control Plan (QCP) Page 3 of 4

Contractor Letterhead

DATE

MEMORANDUM FOR CONTRACT SPECIALIST

FROM:

SUBJECT: CDRL A006 QC Report (Month Year)

The Contractor is required to prepare and submit a Monthly Quality Control Report. The minimum required information is as follows:

1. Number of QC Inspections Scheduled by functional area

2. Number of QC Inspections Completed by functional area:

3. Explanation for QC Inspections that were not completed:

4. Number of QC Conforming v Inspections by functional area:

5. Number of QC Non-Conforming Inspections by functional area:

6. Number of QC Non-Conforming Chance Discoveries identified

7. Open Corrective Action Plans (CAP) List by Task ID if in Government QMT

8. Analysis of the data that explains any quality related issues that may have impacted performance to include results from the Compliance Process Adherence Focus Area Checklist outcomes, QC inspections and QA surveillance outcomes. Analysis includes any identified trends, why a CAP was not initiated and current status of CAPs in place to correct any quality performance issues previously identified.

9. Anticipated changes being made to the overall QCP or QC Inspection Checklist in response to both internal QC inspections as well as any deficiencies identified by the Government (e.g, Quality Assurance; Independent DLA Distribution Review;

Independent Public Auditor (IPA) and Managers Internal Control Program/Annual Statement of Assurance processes to ensure identified problem areas receive attention and closer monitoring.

10. Additional Comments (as applicable).

Note: An electronic copy of the QC Monthly Report, with required attachments, must be provided the COR.

The QC Monthly Report will be uploaded by the COR into the QMT to ensure visibility to the Government’s entire QA Team.

Signature cc: COR

CDRL A006, Quality Control Plan (QCP) Page 4 of 4

CDRL A006, Compliance Process Adherence Focus Area Checklist

1) DLA Distribution has identified core process adherence focus areas to support Audit Sustainment. The focus areas prioritize aspects of the business deemed to be of critical importance and in areas where deviation may introduce unacceptable risk to sustain inventory accuracy. The Government provided Compliance Process Adherence Focus Area Checks are scheduled and completed on a monthly basis in the QMT and are critical for Audit Readiness and Compliance. These checks are to be scheduled and completed on a weekly basis in the QMT and are critical for Audit Readiness and Compliance. The volume of workload represented by these checks may be adjusted from time to time as DLA continues through Independent Public Audit (IPA) and OMB Circular A-123 compliance process.

2) Include the Compliance Process Adherence Focus Area Checklist into the QCP performing the minimum checks in the following processing areas. Screenshots and instructions for completing the Audit Compliance Check tasks in the QMT are included at Attachment 002.

Audit Compliance Check Required Samples per Month Receiving 2% of average monthly workload Material Release Order (MRO Pick/Pack 2% of average monthly workload Re-Warehousing Pick 2% of average monthly workload Vehicle Load Order (VLO) Truck Load 2% of average monthly workload

Screenshots and instructions for completing the Compliance Process Adherence Focus Area Check tasks in the QMT are included at Attachment 002 (Compliance Check Instructions).

The “Process Deviation and Corrective Action” (PDCA) form is included at Attachment 003 IAW the Process Adherence Monitoring Overview (Attachment 003, the PDCA is completed when an identification of a critical process deviation) This form is used to document an identified deviation and is included with the task as Evidential Matter (EM). An explanation of implementation of this form is provided in Attachment 002.

See the “Process Adherence Monitoring Overview” at Attachment 004 for additional reference information about these checks to include a description of the data elements being collected.

Submit electronically. Submit a final QCP not later than 45 calendar days from execution of modification that details the Contractor's process for a quality system that is a prevention based outlook and approach to the control of quality that is proactive to meeting the terms and conditions of the contract. The Contractor's QCP is considered a living document and shall be maintained throughout the life of the contract. Subsequent submission shall be submitted with the Contractor updates or revisions to the QCP and all attachments within 10 calendar days of the change.

See page two for QCP minimum requirements.

The Monthly Quality Control Report (Contractor provided):

Submit electronically. The Monthly QC Report shall be completed and submitted NLT 5 working days after the end of the month.

Note: See page three for Monthly Quality Control Report requirements.

Compliance Process Adherence Focus Area Checklist (Government provided-Contractor executed):

Submit weekly Compliance Process Adherence Focus Area Checks in the QMT prior to the Due Date. These checks generate on a weekly basis in the QMT and the tasks that are not completed by the Due Date are marked Incomplete and closed out in the application.

Note: See page four for Compliance Process Adherence Focus Area Checklist requirements.

See Continuation Page: