Attachment_0016_-_QASP-PRS_20160727.pdf

Section J W52P1J-15-R-0090 Solicitation Attachment 0016

Quality Assurance Surveillance Plan And

Performance Requirements Summary For

Ammunition Supply Point (ASP) / Theater Storage Area (TSA) 2.0

DATE:

July 27, 2016

Solicitation Attachment 0016

Coordination and Approvals

Contracting Officer Representative

1st Sustainment Command (Theater) Operational Contracts Support

Administrative Contracting Officer

Summary of Changes

Revision History

REV Description of Change Author/ Editor Effective Date

Solicitation Attachment 0016

Table of Contents

1.0 Overview

2.0 Quality Assurance

3.0 Documentation Requirements

4.0 Surveillance Documentation

5.0 Unacceptable Performance

6.0 Revisions

Performance Requirements Summary

Solicitation Attachment 0016

1.0 OVERVIEW

1.1 Purpose: This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing the Performance Work Statement (PWS) for Ammunition operations at any contractor facilitated locations awarded from solicitation W52P1J-15-R-0090. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Performance Requirement Summary (PRS) in the support contract.

1.2 The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

1.3 The Contractor shall operate the Camp Arifjan and Buehring ASP and TSA ammunition complex (ASP, back 40 and TSA) providing support to customers throughout the AOR.

Operations shall be performed IAW standards contained in all DoD, DA and local procedures, policies and regulations.

1.4 The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

1.5 In this contract, except where otherwise identified, the quality control program is the driver for the product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program accepted at the beginning of the contract provides the measures needed to lead the contract to success.

1.6 Once the quality control program is accepted, careful application of the process and standards presented in the remainder of this document shall ensure a robust quality assurance program.

1.7 Quality Assurance oversight is critical to successful contract administration. The Quality Assurance Representative (QAR) conducts independent examinations and reviews of contractor services and products in accordance with requirements outlined in the contract. The QAR interfaces with the contractor's personnel, Contracting Officer Representatives (CORs) and customers on a routine basis.

1.8 Documentation of contractor conformance or non-conformance to both requirements and applicable contractor internal control policy remains a key and essential strategy to sustaining desired contractor behavior and performance. The information documented by the QAR is integral to providing feedback on contractor performance at scheduled evaluation and award fee determination boards.

1.9 Quality Assurance Specialist (Ammunition Surveillance) (QASAS): Each service provided under this contract is subject to Government inspection by QASAS before, during, and after completion of the service. The Government program is not a substitute for quality control by the Contractor. QASAS are the Government’s ammunition/explosives subject matter experts with the finial say as to regulatory

Solicitation Attachment 0016 correctness/authority. QASAS have the sole responsibility for the condition coding of all Class V and related materials.

2.0 Quality Assurance

2.1 Purpose. This section details the method to be used in verifying contractor compliance with the contract requirements. The key elements of this process are the contractor’s quality control program and government identified high risk and critical operational requirements.

2.1.1 Although the PRS contains only those items considered most important for mission accomplishment, the government retains the right to inspect all requirements of the contract. COR personnel may chose to periodically inspect requirements not listed on the PRS. Non-conformance with any contract requirement, whether specifically addressed in the PRS or not, is a “defect”. The preferred course of action upon discovery of unacceptable service is to require the contractor to re-perform at no additional cost to the government. If the contractor’s re-performance does not meet the threshold in the PRS or the quality stipulated in any other part of the contract, COR personnel would notify the contracting officer immediately.

2.2 Surveillance Approach. The intent of the surveillance approach is to gain confidence in the contractor’s way of doing business and then adjusting the level of oversight to a point that maintains that confidence. With this intent, the surveillance approach may not be one that says the same throughout the duration of the contract. All government evaluators should be prepared to periodically update the surveillance approach as required.

2.3 Surveillance Folder. A surveillance folder must be developed and maintained to accomplish contract quality assurance for a performance requirement. The folder is typically contained in a hardcopy, but may be maintained in a computer database provided that there is adequate back up of the data to preclude accidental loss. The surveillance folder must contain the following sections, but may contain any other sections or information that the COR finds useful.

2.3.1 Section 1. Quality Assurance Surveillance Plan.

2.3.2 Section 2. Contractor’s Quality Control Plan.

2.3.3 Section 3. Activity Log. DA Form 5476-R (Surveillance Activity Checklist), conversations or meetings with the contractor, notes and comments.

2.3.4 Section 4. Contract.

2.3.5 Section 5. Records. A section used for filling all documentation associated with contact quality assurance, e.g. discrepancy reports (both active and resolved), DA Form 5477-R-Customer Complaint forms, correspondence, receiving report inputs, letters of interpretation from the contracting officer, etc.

Solicitation Attachment 0016

3.0 DOCUMENTATION REQUIREMENTS.

3.1 General. Documentation is required to record, evaluate, and report contractor’s performance. This documentation provides the Procuring Contracting Officer (PCO) with contractor status as it applies to the performance criteria.

3.2 Performance Meetings. Performance meetings may be held or as requested by the contracting officer, COR personnel, or the contractor. COR personnel are required to attend these meetings. Notes will be taken by the COR and will be sent to all parties present at the meeting within 48 hours.

3.3 DA Form 5476-R (Surveillance Activity Checklist). You will use this checklist for those required services which cannot be feasibly surveyed using random sampling techniques. Such requirements include those, which occur infrequently or are not important enough to monitor on a regular basis. The following items are normally listed on the DA Form 5476-R: the required service, the PWS paragraph number, method of surveillance, and compliance entries such as dates or noteworthy actions.

4.0 Surveillance Documentation.

4.1 DA FORM 5476-R. COR personnel must document surveillance accomplished on a DA Form 5476-R. Documenting surveillance is a major importance. The contracting officer cannot properly administer the contract without documentation of actual surveillance. All documentation resulting from surveillance becomes a permanent part of the contract file.

COR personnel must provide all surveillance documentation to the contracting officer no later than 5 working days following the month in which the actual surveillance took place for inclusion in the official contract file. All surveillance documentation must be reviewed, signed and dated by the COR prior to submission to the contracting officer.

4.2 Monthly Reports. On a monthly basis, the CORs are required to provide a DA Form 5476-R to the CO detailing the results of critical requirement verifications. The CORs may employ a by exception reporting technique in that only those items that are above or below satisfactory must be reported; all else is assumed to be satisfactory.

5.0 Unacceptable Performance.

If the number of complaints/defects exceeds the performance threshold for any item in the PRS, personnel will determine the possible cause of this unacceptable performance.

Government-caused complaints/defects shall not be counted against the contractor. The same applies to any other requirement of the contract when Government-caused complaints/defects are the cause of the unacceptable contractor performance. If the contractor’s performance is judged unacceptable on the PRS items or any other requirement of the contract by the COR personnel, COR personnel will inform the contractor’s on-site representative, and request his or her signature and date of surveillance on documentation acknowledging notification. If the on-site contractor representative refuses to sign, COR personnel shall annotate on the documentation the date and time of notification and name of the representative and his/her refusal to

Solicitation Attachment 0016 acknowledge. If the contractor disputes the results of surveillance, COR personnel must refer the contractor to the contracting officer for resolution. The COR shall notify the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1997) or the appropriate Inspection of Service clause, if any of the below service area exceed the performance threshold.

6.0 Revisions. Revisions to this QASP are the joint responsibility of the functional area, QASAS and the contracting officer. However as a result of partnering with the contractor, surveillance checklists may be revised by COR, QASAS and contractor personnel. The contracting officer must approve the revision in writing before being used by COR personnel.

Types of Surveillance to select from:

RANDOM SAMPLING: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

RANDOM INSPECTION GUIDE: Method of surveillance, lot size, sample size, performance requirement, sampling procedure, inspection procedure.

100 PERCENT INSPECTION: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed.

PERIODIC SURVEILLANCE: Evaluation of samples selected on other than 100% or statistically random basis, i.e. monthly, quarterly, semi-annually etc.

CUSTOMER COMPLAINT: Complaints must be validated.

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Although the PRS contains only those items considered most important for mission accomplishment, the government retains the right to inspect all requirements of the contract.

PERFORMAN

CE

OBJECTIVE

(PWS REF.) STANDARD

ACCEPTA

BLE

QUALITY

LEVEL

METHOD OF

SURVEILLANC

E- 2.4

The Contractor shall ensure all contract personnel entering the ammunition area and working with munitions are well trained meeting all DoD and DA training requirements.

0% deviation from Standard

Random Sampling

Solicitation Attachment 0016

PERFORMAN

CE

OBJECTIVE

(PWS REF.) STANDARD

ACCEPTA

BLE

QUALITY

LEVEL

METHOD OF

SURVEILLANC

2.5

The Contractor shall maintain all Government Furnished Equipment in good condition meeting all DA requirements, i.e. Load testing.

0% deviation from Standard

Periodic Surveillance

2.6

The Contractor shall prepare Internal and external SOPs covering the overall operation. The contractor shall also prepare an SOP for every ammunition maintenance operation IAW DA and AMC requirements. The SOPs will include flow charts and risk assessments. Each SOP must be reviewed and approved by the Government. The contractor shall review and receive government review and approval at a frequency identified by regulatory requirements. The Contractor shall update the SOP more frequently at the request of the Government, or when substantive changes would warrant an earlier revision.

0% deviation from Standard

Radom Sampling

2.9.1 The Contractor shall maintain all ammunition facilities in full compliance with all ammunition/explosives standards with a system in place to ensure all work orders are tracked and followed up on. All work orders will be submitted by the COR and/or FMO. All work order deficiencies submitted by the FMO, depending on format e.g. e-mail, written, etc will be shared or copy furnished to the COR.

0% deviation from Standard

Periodic Sampling

2.10 The Contractor shall apply all DA and DOD security

measures to all munitions stored within the ammunition storage areas. All CIIC I & II munitions will have the two-man rule strictly enforced.

0% deviation from Standard

Direct Surveillance

2.11.3 The Contractor shall report all accidents immediately with reports provided on every accident in a timely manner.

0% deviation from Standard

Direct Surveillance

2.12 The Contractor shall perform all required inventories on munitions stocks within prescribed time frames with system updates and documentation completed within allotted time.

0% deviation from Standard

Direct Surveillance

2.14 The Contractor shall store all munitions IAW prescribed

regulatory requirements.

0% deviation from Standard

Random Sampling

2.23 The Contractor shall provide munitions samples to the

surveillance workshop for QASAS inspection in a timely

0% deviation

Direct Surveillance

Solicitation Attachment 0016

PERFORMAN

CE

OBJECTIVE

(PWS REF.) STANDARD

ACCEPTA

BLE

QUALITY

LEVEL

METHOD OF

SURVEILLANC

manner.