Attachment IX FINAL Quality Assurance Surveillance Plan.pdf

Quality Assurance Surveillance Plan (QASP)

Generator and UPS Systems Preventative Maintenance and Unscheduled/Remedial Repairs

November 4, 2024

ATTACHMENT IX

1 Vision 2 Mission 3 Purpose 4 Authority 5 Roles and Responsibilities

5.1 Contracting Officer (KO)

5.2 Contracting Officer's Representative (COR)

6 Performance Requirements and Method of Surveillance

6.1 Contract Surveillance

6.2 Surveillance Matrix

Appendix 1 - Surveillance Matrix Appendix 2 - Corrective Action Report (CAR) Appendix 3 - Customer Complaint Record Appendix 4 - Performance Assessment Report (PAR)

Quality Assurance Surveillance Plan (QASP)

Generator and UPS Systems Preventative Maintenance and Unscheduled/Remedial Repairs

1 Vision Maintain reliable and fully operational back up power systems throughout Tobyhanna Army Depot.

2 Mission Tobyhanna is a recognized leader in providing world-class logistics support for Command, Control, Communications, Computers, Cyber, Intelligence, Surveillance and Reconnaissance (C5ISR) Systems across the Department of Defense. Tobyhanna's Corporate Philosophy, dedicated workforce and electronics expertise ensure the depot is the Joint C5ISR provider of choice for all branches of the Armed Forces and our industry partners. Tobyhanna's unparalleled capabilities include full-spectrum support for sustainment, overhaul and repair, fabrication and manufacturing, engineering design and development, systems integration, technology insertion, modification, and global field support to our Warfighters. To support these capabilities Tobyhanna requires fully functional Generators and Uninterruptible Power Supply Systems to provide backup power and protect equipment and assets in case of a voltage drop, surge, or complete interruption of power. If the generators and UPS systems are not properly maintained, TYAD could suffer work delays and Army readiness may suffer.

3 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 the 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 documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its 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.

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.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

4 Authority Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, 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.

5 Roles and Responsibilities The following personnel shall oversee and coordinate surveillance activities.

5.1 Contracting Officer (KO)

The Contracting Officer (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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the Government’s past performance tracking system.

Assigned KO: Matt Chase Organization or Agency: Army Contracting Command (ACC) Telephone: 570-615-7870 Email: matthew.a.chase.civ@army.mil

5.2 Contracting Officer's Representative (COR)

The Contracting Officer's Representative (COR) is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract.

The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

Assigned COR: David Hudak Organization or Agency: Tobyhanna Army Depot; Installation Services; DPW Engineering Branch Telephone: 570-615-9954 mailto:matthew.a.chase.civ@army.mil

Email: david.t.hudak.civ@army.mil

6 Performance Requirements and Method of Surveillance This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

6.1 Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR's contribution is their professional, non-adversarial relationships with the KO, PM, and the contractor, which enables positive, open and timely communication. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor's performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

6.2 Surveillance Matrix

The Surveillance Matrix (Appendix 1) is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor's performance as it relates to the performance element standards. The PRS should be used to form the foundation of the COR's inspection checklist. In evaluating the quality of contractor’s performance, the following performance ratings may be used.

mailto:david.t.hudak.civ@army.mil

Performance Rating

Criteria

Excellent / Outstanding

Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements.

The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only 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 of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Appendix 1 - Surveillance Matrix

Statements Standards/AQLs Inspections Ratings

1.1 The Contractor shall perform semi-annual

preventative maintenance on all generators and UPS systems at Tobyhanna Army Depot. (PWS Sections 5.3, 5.4, and 5.5)

Deliverables:

Upon completion of preventative maintenance, the contractor shall provide a detailed report within 30 calendar days.

a) Identifies and corrects deficiencies

AQL: 100%

b) Addresses all errors and inadequacies

AQL: 100%

c) Provides Continuous operation

AQL: 100%

d) Maintains 100% operational readiness status

AQL: 100%

What: Functional Requirements Frequency: Once every six months Who: The Contractor Incentive: COR Monthly Report(s) Standard(s): Inspection applies to all standards

1.2 The Contractor shall perform annual oil testing and

oil changes on all generators. (PWS Section 5.7)

Deliverables:

Upon completion, the Contractor shall provide a detailed report and analysis of the oil testing results within 30 days.

a) Identifies and corrects deficiencies

AQL: 100%

b) Addresses all errors and inadequacies

AQL: 100%

c) Provides Continuous operation

AQL: 100%

d) Maintains 100% operational readiness

Frequency: Once every six months Who: The Contractor Incentive: COR Monthly Report(s)

1.3 The Contractor shall perform annual load bank

testing on all generators once per year. (PWS Section 5.8)

Deliverables:

Upon completion, the Contractor shall provide a detailed report and analysis of the load bank testing results within 30 days.

a) Identifies and corrects deficiencies

AQL: 100%

b) Addresses all errors and inadequacies

AQL: 100%

c) Provides Continuous operation

AQL: 100%

d) Maintains 100% operational readiness

Frequency: Once every six months Who: The Contractor Incentive: COR Monthly Report(s)

1.4 The Contractor shall respond on site to

unscheduled/remedial repair calls within 72 hours.

Deliverables:

Upon completion of repair work, the Contractor shall provide a detailed report of findings and corrective actions.

a) Identifies and corrects deficiencies

AQL: 100%

b) Addresses all errors and inadequacies

AQL: 100%

c) Provides Continuous operation

AQL: 100%

d) Maintains 100% operational readiness

Frequency: Once every six months Who: The Contractor Incentive: COR Monthly Report(s)

Appendix 2 - Corrective Action Report (CAR)

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

Appendix 3 - Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Appendix 4 - Performance Assessment Report (PAR)

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK ORDER NUMBER 2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF DEFICIENCY BOX WAS

CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE CONCUR NON-

CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-

CONCURRENCE OF COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS