Attachment II Quality Assurance Surveillance Plan DRAFT 22-SEPT-26.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

PREVENTATIVE MAINTENANCE, DIAGNOSTIC INSPECTIONS, AND REPAIRS

THIRTY-NINE (39) 400 Hz CYCLE CONVERTERS

TOBYHANNA ARMY DEPOT (TYAD)

Solicitation / Contract Number: W51AA1-26-Q-A057 Date Prepared: September 22, 2026 Contracting Activity: U.S. Army Contracting Command – Aberdeen Proving Ground (ACC- APG), Tobyhanna Division Requiring Activity: Tobyhanna Army Depot (TYAD), Directorate of Public Works / Maintenance Division, Tobyhanna, PA 18466

1. PURPOSE AND AUTHORITY

1.1 Purpose

This Quality Assurance Surveillance Plan (QASP) is developed in accordance with RFO FAR 37.604, RFO FAR 46.401, and DoDI 5000.72. It establishes the systematic procedures and evaluation methods the United States Government will utilize to monitor, inspect, and evaluate the performance of the Contractor under Solicitation/Contract W51AA1-26-Q- A057 for 400 Hz Cycle Converter Preventative Maintenance, Diagnostic Inspections, and Repairs at Tobyhanna Army Depot (TYAD).

This QASP provides a structured surveillance framework to ensure that:

(a) All thirty-nine (39) 400 Hz cycle converters are maintained in a 100% operational condition under load;

(b) Scheduled Tier I, Tier II, and Tier III preventative maintenance services are executed without unexcused schedule deviations;

(c) Stage 1 emergency call-out assessment and diagnostic visits are performed on-site within the mandatory forty-eight (48) hour response window;

(d) Stage 2 approved emergency repairs are initiated within five (5) business days of contract modification and executed to original equipment manufacturer (OEM) specifications;

(e) All physical security, safety (OSHA / EM 385-1-1 / TYAD Safety Reg 385-1), environmental (TYAD Reg 200-5), and administrative deliverable requirements are fully satisfied.

1.2 Authority

Government contract quality assurance is performed in accordance with RFO FAR Part 46, RFO DFARS Part 246, AFARS 5137.590, and the terms of the contract. This QASP is a living document and may be updated or modified by the Contracting O icer (KO) or Contracting O icer’s Representative (COR) at any time during contract performance to ensure e ective surveillance.

2. ROLES AND RESPONSIBILITIES

2.1 Contracting O icer (KO)

The Contracting O icer is the sole individual authorized to legally bind the Government, modify contract terms, issue bilateral contract modifications for Stage 2 repairs, deduct funds for non-conforming service, or terminate performance. The KO shall:

(a) Appoint the Contracting O icer’s Representative (COR) in writing IAW DoDI 5000.72;

(b) Review COR surveillance logs, inspection reports, and Contract Discrepancy Reports (CDRs);

2.2 Contracting O icer’s Representative (COR)

The COR is appointed in writing by the KO to perform daily technical surveillance of contractor performance. The COR does not have the authority to alter contract scope, terms, pricing, or period of performance. The COR shall:

(a) Maintain complete surveillance files and inspection logs for every service visit and repair action;

(b) Issue o icial Contract Discrepancy Reports (CDRs) and enforce fee deductions or withholding under RFO FAR 46.407 when defective service is uncorrected;

(c) Approve written changes to the Contractor’s Quality Control Plan (QCP) and Work Plan.

(d) Conduct 100% inspection of all maintenance reports, diagnostic quotes, and load-test verifications;

(e) Track emergency call-out dispatch logs to verify compliance with the 48-hour response standard;

(f) Verify contractor compliance with Lockout/Tagout (LOTO), TYAD Form 648-C access requests, security clearances, and safety/environmental submittals;

(g) Review and recommend KO approval for Stage 1 diagnostic quotes prior to Stage 2 repair authorization;

(h) Document contractor performance annually in the Contractor Performance Assessment Reporting System (CPARS).

2.3 TYAD Functional Advisors (Sa�ety & Environmental)

• TYAD Safety O ice: Audits contractor compliance with OSHA 29 CFR 1910/1926, EM 385-1-1, Activity Hazard Analyses (AHAs), Confined Space Permits, Crane Lift Plans, Silica Control Plans, and enforces the depot "Red Card" work stoppage program.

• TYAD Environmental Branch (EB): Audits contractor compliance with TYAD Reg 200- 5 (ISO 14001 EMS), Safety Data Sheets (SDSs), hazardous waste disposal manifests, and the mandatory 60% construction and demolition (C&D) recycling diversion requirement.

2.4 Contractor Personnel

• Contract Manager & Alternate: Key personnel designated in writing to manage daily operations, serve as the single point of contact for the COR, and maintain authority to act for the Contractor on all operational matters.

• Quality Control Manager: Responsible for executing the contractor’s internal QCP, conducting pre-delivery inspections, verifying load-test compliance, and ensuring non-reoccurrence of service defects.

3. SURVEILLANCE METHODOLOGY & METHODS

3.1 Primary Surveillance Methods

The Government will utilize three primary methods of surveillance under this QASP:

1. 100% Inspection: Applied to all core technical and emergency deliverables. Every PM report (CDRL A005, A006, A007), emergency diagnostic report (CDRL A008), emergency repair completion report (CDRL A009), and on-site load-test demonstration will be 100% inspected and verified by the COR.

2. Periodic Inspection: Applied to safety compliance, environmental management, badge accountability, key control, and training records. The COR, Safety O ice, and Environmental Branch will conduct periodic unannounced inspections of on-site job sites, LOTO isolation points, and secondary containment areas.

3. 100% Audit of Call-Out Dispatch Logs: Applied to emergency response timelines.

The COR will compare the exact timestamp of Government emergency notification against the physical gate arrival log of the contractor’s technician to verify compliance with the 48-hour response standard.

3.2 Rating & Per�ormance Evaluation Metrics

PRS

Performance Objective

PWS

Ref

Performance Standard

Acceptable Quality Level

(AQL)

Surveillance Method

Record / Artifact

PRS

#1

Scheduled Preventative Maintenance & Minor Repairs

5.2.1.1 5.2.1.2 5.2.1.3

Perform PM, filter changes, unit cleaning, and load testing IAW OEM specs and approved schedule. Minor repairs (fans, fuses, caps, bulbs) executed during

PM.

Zero unexcused schedule deviations;

100% compliance with Tier PM tasks; NLT 15-day report submittal.

100% Inspection of PM reports and equipment physical status.

PM

Inspection Reports

(CDRL

A005, A006, A007); COR

Inspection Log.

PRS

#2

Stage 1:

Emergency On-Site Response

5.2.2.1 Qualified

technician arrives on-site at TYAD for emergency troubleshooting upon COR notification.

Zero deviation from the mandatory 48-hour on-site response window (72-hr max ceiling).

100% Inspection of COR dispatch records and gate arrival logs.

COR

Emergency Call-Out Log; TYAD Gate Access Log.

PRS

#3

Stage 1:

Diagnostics & Quote Submission

5.2.2.1 Perform on-site

troubleshooting underload and submit itemized diagnostic report and repair price quote.

Zero deviation from 15-calendar-day submission window for

CDRL A008;

quote valid for

30 days.

100% Review and technical analysis of diagnostic quote package by

COR.

Diagnostic Report & Repair Quote

(CDRL

A008).

PRS

#4

Stage 2:

Emergency Repair Execution & Reporting

5.2.2.2 5.2.2.3

Initiate repairs within 5 business days of contract modification;

execute to OEM specs; load-test

Pass/Fail;

100% prior

KO/COR

written modification authorization

100% Government physical inspection, load-test observation, Bilateral Contract Mod; Repair Report

(CDRL

A009);

Performance will be evaluated against the standards and Acceptable Quality Levels (AQLs) specified in Technical Exhibit A (PRS). Performance levels are categorized as:

• Met / Satisfactory: Service output meets or exceeds the PWS standard and AQL threshold.

• Unsatisfactory / Defective: Service output fails to meet the PWS standard or exceeds the allowable AQL threshold.

4. PERFORMANCE REQUIREMENTS SUMMARY (PRS) & SURVEILLANCE MATRIX

The following surveillance matrix directly maps all PWS Part 5 task objectives, performance standards, AQLs, surveillance techniques, and record artifacts 1:1:

5. DOCUMENTATION & SURVEILLANCE PROCEDURES

5.1 COR Surveillance Folder

The COR will maintain a master electronic surveillance file containing:

(a) Copy of the contract, all modifications, PWS, and this QASP;

(b) Written COR designation letter from the Contracting O icer;

(c) Accepted Quality Control Plan (CDRL A001) and Work Plan (CDRL A004);

(d) COR Daily/Weekly Surveillance Logs and equipment inspection checklists;

(e) All submitted CDRL deliverables (A.001 through A.034);

(f) Gate entry logs, call-out dispatch records, and load-test verification sheets;

(g) Copies of all Contract Discrepancy Reports (CDRs) and corrective action communications.

5.2 Inspection & Acceptance Process

1. Scheduled Preventative Maintenance: The COR will inspect unit operation under load during or immediately following PM visits. Within fifteen (15) days of service, the contractor submits the PM Report (CDRL A005, A006, or A007). The COR verifies under load; submit repair report within 15 days.

before work start; 100% successful load test.

and report audit.

Load-Test Certificate.

that all task steps (a–f) were completed, signs the inspection log, and approves the invoice in WAWF.

2. Emergency Diagnostic Visits (Stage 1): Upon notification of a breakdown, the COR logs the dispatch time. Upon technician arrival, the COR verifies arrival time against the 48-hour standard. Within fifteen (15) days, the contractor submits the Diagnostic Report and Quote (CDRL A008). The COR performs technical analysis to verify labor hours and part costs.

3. Emergency Repair Execution (Stage 2): Following KO execution of a bilateral modification funding an FFP repair SLIN under CLIN 0003, the contractor initiates work within 5 business days. Upon completion, the contractor demonstrates unit operation under load using a Contractor-Furnished load bank in the presence of the COR. Upon successful load-testing and receipt of the Repair Report (CDRL A009), the COR accepts the repair in WAWF.

6. PROCEDURES FOR UNSATISFACTORY PERFORMANCE & DEFECTIVE SERVICE

6.1 De�ective Service Identification

If Government surveillance indicates that services do not conform to contract requirements, the COR will document the deficiency in the surveillance log and notify the Contract Manager verbally within two (2) hours and in writing within twenty-four (24) hours.

6.2 Contractor Reper�ormance / Correction

For minor discrepancies that can be corrected immediately on-site (e.g., missing PM report detail, uncleaned cabinet debris), the Contractor shall re-perform or correct the service at no additional cost to the Government within forty-eight (48) hours of notification.

6.3 Contract Discrepancy Report (CDR)

For major deficiencies, repeated minor discrepancies, failure to meet the 48-hour emergency response standard, or uncorrected defective service:

1. The COR will draft a formal Contract Discrepancy Report (CDR) detailing the PWS violation, standard missed, and location.

2. The KO will issue the CDR to the Contractor.

3. The Contractor shall respond in writing within five (5) working days of receipt, identifying the root cause, corrective actions taken, and preventive measures implemented to ensure non-recurrence.

4. The KO will evaluate the response to determine if the corrective action is acceptable.

6.4 Deductions and Contract Remedies (RFO FAR 46.407)

If the Contractor fails to correct defective services after written notice, or if re-performance is impossible (e.g., missed 48-hour emergency response window):

(a) The Contracting O icer may reduce the contract price to reflect the reduced value of the services performed IAW RFO FAR 46.407;

(b) For missed emergency response windows (PRS #2), the Government will deduct $500.00 per day of unexcused delay from the CLIN 0002 call-out fee;

(c) The KO may perform the service via Government or third-party resources and charge the full cost of re-performance to the Contractor;

(d) Continued unsatisfactory performance will result in adverse CPARS ratings and potential Termination for Cause / Default.

7. SAFETY, SECURITY & ENVIRONMENTAL SURVEILLANCE

7.1 Sa�ety Surveillance

The COR and TYAD Safety O ice will monitor strict compliance with OSHA, EM 385-1-1, and TYAD Safety Reg 385-1.

• LOTO Audit: The COR will conduct 100% inspection of energy isolation protocols prior to any internal cabinet servicing or panel removal.

• Red Card Enforcement: Any depot employee presenting a Red Card causes an immediate work halt. The COR and Safety O ice will inspect the site before work is authorized to resume.

• Accident Reporting: All near misses and injuries must be reported to the COR immediately. OSHA 301 reports (CDRL A021) must be delivered within 5 days.

7.2 Security Surveillance

The COR will continuously audit base access credentials. Form ELTY 648-C (CDRL A005) must be submitted 10 days prior to visits. All badges and CACs must be accounted for and returned within 3 days of employee exit or contract end (CDRL A008, A009).

7.3 Environmental Surveillance

The Environmental Branch will audit hazardous material SDSs (CDRL A022) 5 days prior to arrival on post. The COR will inspect quarterly C&D landfill weight slips (CDRL A023) to verify that at least 60% of non-hazardous waste is diverted from landfills.

8. SIGNATURES AND APPROVAL

PREPARED BY:

Jay Reviello Contracting O icer’s Representative (COR) Tobyhanna Army Depot (TYAD) Date: September 22, 2026

APPROVED BY:

Jay Reviello Contracting O icer’s Representative (COR) Tobyhanna Army Depot (TYAD) Date: September 22, 2026