Attachment0002-BASE_QASP_PSS-T.pdf

FOR OFFICIAL USE ONLY

Quality Assurance Surveillance Plan

(QASP)

for

Product Director (PD) Aerostats Persistent Surveillance Systems – Tethered

(PSS-T)

Version 1

29 January 2015

PD Aerostats

6006 Combat Drive Aberdeen Proving Ground, MD 21005

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Quality Assurance Surveillance Plan (QASP) 29 January 2015 v

Table of Contents

1. INTRODUCTION

1.1 Performance Requirement Summary (PRS)

1.2 Performance Evaluation

1.3 Contractor Manpower Reporting Application

1.4 Contractor’s Quality

1.5 Quality Control Program

2. ROLES AND RESPONSIBILITIES

2.1 Procuring Contracting Officer (PCO)

2.2 Contract Specialist (KS)

2.3 Contracting Officer’s Representative

2.4 COR Documentation Requirements

2.5 Defense Contract Management Agency (DCMA) & Administrative Contracting Officer (ACO)

2.6 Contractor

3. PERFORMANCE SURVEILLANCE

3.1 Surveillance Methods

3.2 Direct Observation

4. ACCEPTANCE

4.1 Responsibility for Acceptance

4.2 Reviews and Resolution

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1. INTRODUCTION

This QASP is pursuant to the requirements listed in the performance work statement (PWS) titled “Persistent Surveillance System – Tethered (PSS-T) for engineering/technical, logistics, and operations support (dated December 2014).” This plan sets forth the procedures and guidelines that PD Aerostats will use for ensuring performance standards or service levels are achieved by the Contractor. The Contractor shall be responsible for support services in accordance with (IAW) the PSS-T PWS. This QASP provides a systematic method to evaluate performance for the stated contract.

1.1 Performance Requirement Summary (PRS)

The PRS identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to survey all services called for in the contract to determine whether or not the performance objectives and goals were met. The Contractor will be evaluated as to the quality and timeliness of the output of their work and results will be documented in the Contracting Officer’s Representative’s (COR) file. The PRS descriptions can be found within the PSS-T PRS.

1.2 Performance Evaluation

Performance will be evaluated to determine whether or not it meets the performance standards. The Contractor shall provide the Government with a written response explaining why performance standards were not met, how performance will be returned to acceptable levels, and how a reoccurrence will be prevented.

Technical Performance – The Contractor’s quality will be evaluated monthly. The Contractor’s personnel should be technically competent in the tasks identified in the PWS or other ordering document under the contract. Included in the technical performance is the Contractor’s contribution in meetings and reviews, the quality of the Contractor’s technical reports, Contractor’s productivity, and the overall quality of the technical support provided.

Schedule and Timeliness of Deliveries – The Contractor shall be responsive to Government tasking and submit their reports IAW the PWS or as requested.

Contractor Resource Control (Cost) – The Contractor shall use the funding authorized to provide support throughout the period of performance. The Contractor shall not exceed the material, travel or other cost-reimbursable contract line item numbers (CLINs) without the PCO’s approval. The Contractor’s control of resources devoted to the task or order will be evaluated.

Ratings metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine an excellent, satisfactory, or unsatisfactory outcome. The PRS contains the rating scale.

1.3 Contractor Manpower Reporting Application

The Contractor shall report all Contractor labor hours (including Subcontractor labor hours) required for performance of services provided under this contract for PD Aerostats via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs 01 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year, beginning with 2016 Contractors may direct questions to the help desk at http://www.ecmra.mil/. Reference CDRL B001, DI-FNCL-80331A, “Funds and Man-Hours Expenditure Report.”

The COR is responsible for validating the Contractor’s input into the Contractor Manpower Reporting Application (CMRA) (https://cmra.army.mil). The COR shall obtain a user name and password, and validate that the Contractor has completely filled in required information at the CMRA website by 31 October of the first year of the contract, and annually at the end of each fiscal year (FY) for the duration of the contract, or sooner if the contract is closed mid-FY. The COR shall perform the validation during the month of November each year. The COR shall report the CMRA results in the November COR Report to the PCO.

1.4 Contractor’s Quality

The Contractor is responsible for the quality of all work performed. The Contractor measures quality through the Contractor’s own quality control (QC) program. QC applies to work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by Contractor employees or by Subcontractors. The Contractor’s QC program will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The Contractor will develop and implement a performance management system with processes to assess and report its performance to the designated Government representative. The COR will utilize “Appendix A – Quality Assurance” of this QASP to assist in the assessment of Contractor performance on a semi-annual basis.

1.5 Quality Control Program

The Contractor’s personnel shall be technically competent in the tasks identified in the PWS. The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of the contract. The QC program is the driver for quality.

The Contractor is required to develop a comprehensive program of inspections and monitoring actions.

2. ROLES AND RESPONSIBILITIES

2.1 Procuring Contracting Officer (PCO)

The PCO is responsible for safeguarding the interest of the United States within contractual relationships. Only a PCO is authorized to bind the Government, and only to the extent of the authority delegated to them through the issuance of a warrant. The PCO shall assure the Contractor receives impartial, fair, and equitable treatment under this contract. The PCO shall monitor contract compliance, contract administration, cost control, and resolve any difference between the observations documented by the COR and the Contractor. The PCO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance. The PCO delegates authority for inspection and/or acceptance in accordance with the terms of the contract, and informs the Contractor of the name, duties, and limitations of authority for all quality assurance personnel for this contract.

Assigned PCO: Jennifer L. Mattessino Army Contracting Command (ACC) – Aberdeen Proving Ground (APG) Telephone: (443) 861-4772 Email: Jennifer.l.Mattessino.civ@mail.mil

2.2 Contract Specialist (KS)

The KS acts as an acquisition consultant, serving as a liaison between the Contractor and PD Aerostats, as well as a liaison between the Contractor and ACC-APG.

Assigned KS: Brian J. Holman

ACC-APG

Telephone: (443) 861-4799 Email: Brian.J.Holman2.civ@mail.mil

2.3 Contracting Officer’s Representative

The COR is designated in writing by the PCO to act as an authorized representative to assist in administering the contract. The COR shall be responsible for technical administration of the contract and shall assure proper Government surveillance of the Contractor’s performance. COR limitations are contained in the written appointment letter.

The COR is not authorized to obligate the Government.

Assigned COR: Thomas Frank Telephone: (703) 704-9379 Email: thomas.m.frank.civ@mail.mil

2.4 COR Documentation Requirements

At the end of each month, the COR will prepare a written report for the PCO summarizing the overall results of the quality assurance surveillance of the Contractor’s performance.

This written report, which includes the Contractor’s submitted monthly report, will become part of the quality assurance (QA) documentation. It will enable the Government to demonstrate whether the Contractor is meeting the stated objectives and/or performance standards, including technical, schedule, and cost objectives. The following information should be contained in a surveillance folder:

QASP;

Contractor’s Quality Plan;

The contract and PWS, modifications, contract data requirement lists (CDRLs), and task orders/delivery orders;

COR appointment letter and training certificates;

Certification of services documentation;

Corrective action requested;

Monthly surveillance status reports; and Minutes / memorandums / miscellaneous correspondence.

2.5 Defense Contract Management Agency (DCMA) & Administrative Contracting Officer (ACO)

Contract administrative responsibilities shall be assigned IAW the PCO’s delegation letter.

2.6 Contractor

The Contractor shall provide and maintain an inspection system acceptable to the Government. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance. The Contractor is responsible for carrying out its obligations under the contract by:

Controlling the quality of supplies of services;

Tendering to the Government for acceptance only those supplies or services that conform to contract requirements;

Ensuring that vendors or suppliers of raw materials, parts, components, subassemblies, etc., have an acceptable quality control system; and Maintaining substantiating evidence, as required by the contract, that the supplies or services conform to contract quality requirements, and furnishing such information to the Government as required.

3. PERFORMANCE SURVEILLANCE

3.1 Surveillance Methods

This incorporates direct observation and periodic inspections/surveillance as appropriate for ensuring Contractor compliance with the PWS requirements.

3.2 Direct Observation

Material deliverable inspection and acceptance shall be at source. The COR shall provide the Contractor with a written document outlining any complaints, defects, or concerns regarding unsatisfactory conditions. The Contractor shall return any written complaint documents to the COR with actions taken to correct the defect. The Government will retain these documents to ensure the Contractor has taken appropriate action(s) to prevent the recurrence of defects. The validated complaints will be counted to determine if performance is satisfactory or unsatisfactory.

4. ACCEPTANCE

4.1 Responsibility for Acceptance

Acceptance of supplies or services is the responsibility of the PCO, unless assigned or delegated to DCMA, ACO, COR, or to another agency.

4.2 Reviews and Resolution

The COR and Contractor’s project manager shall meet periodically to discuss performance evaluations. The agenda of the reviews may include:

Monthly performance assessment data and trend analysis Issues and concerns of both parties Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis Recommendations for improved efficiency and / or effectiveness

When the COR determines a formal written corrective action report (CAR) is required, the COR shall prepare and present it to the Contractor’s representative. The Contractor shall acknowledge receipt of the CAR in writing. The CAR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CAR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor’s corrective action plan to determine acceptability. CARs may become supporting documentation for contract payment deductions, fixed fee deductions, or other actions deemed necessary by the PCO.

Appendix A – Quality Assurance

Quality Assurance: ISO 9001-2008 / Capability Maturity Model Integration (CMMI), Level 3

Instructions to Government Representative: The Quality section of the QASP is intended to validate the Contractor’s conformance to ISO9001 &/or CMMI. The appropriate standard applies to every facility & every person associated with this effort.

Please attach a copy of their registration certificate to this QASP prior to delivery to the Contracting Officer. This Appendix shall be completed by the COR at least semi-annually.

“ISO 9000 4.2.1 – The quality management system documentation shall include:

a) Documented statements of a quality policy and quality objectives,

b) A quality manual,

c) Documented procedures and records required by this International Standard, and

d) Documents, including records, determined by the organization to be necessary to ensure the effective planning, operation and control of its processes.”

Is a copy of the Contractor’s Quality Policy, Quality Objectives, and Quality Manual readily available to the workforce?

(circle one) Yes/Pass

No/Fail

Is the quality documentation used by the workforce appropriate for the work performed at this facility?

(circle one) Yes/Pass

No/Fail

“ISO 9000 section 5.1 – Top management shall provide evidence of its commitment to the development and implementation of the quality management system and continually improve its effectiveness by

a) Communicating to the organization the importance of meeting customer as well as statutory and regulatory requirements,

b) Establishing a quality policy,

c) Ensuring that quality objectives are established,

d) Conducting management reviews, and

e) Ensuring the availability of resources.”

Does evidence exist that shows management commitment to meeting customer, statutory and regulatory requirements?

Is the Contractor’s quality policy known by the work force? (Ask 3 random people what the quality policy is; if 2 of 3 know it, mark as pass; less than 2 = fail. They are allowed to look at a card in their wallet, banner, sign, or other information in their immediate vicinity.)

Are quality metrics and/or objectives established and posted where the workforce can routinely see them?

What is the date of the last Management Quality Review – conducted specifically at this facility for this program or project? What Quality Metrics were reviewed? If no Quality Metrics exist specifically for this location & project / program or > 4 months have passed since last review = fail.

Date of most recent review: _____________

If No/Fail: Note specific deficiency here:____________________________________________

“ISO 9000 5.5.2 Management representative – Top management shall appoint a member of the organization’s management who, irrespective of other responsibilities shall have responsibility and authority that includes:

a) ensuring that processes needed for the quality management system are established, implemented and maintained,

b) reporting to top management on the performance of the quality management system and any need for improvement,

c) ensuring the promotion of awareness of customer requirements throughout the organization, and

d) the organizational freedom and unrestricted access to top management to resolve quality management issues.“

Who has been designated (in writing) as being responsible for Quality Management at this specific location? (if none = Fail)

Name: __________________________ (circle one) Yes/Pass Email: ___________________________ Phone: __________________________ No/Fail Mailing Address___________________

“ISO 9000 6.2.2 Competence, Training and Awareness – The organization shall:

a) Determine the necessary competence for personnel performing work affecting conformity to product requirements,

b) where applicable, provide training or take other actions to achieve the necessary competence,

c) evaluate the effectiveness of the actions taken,

d) ensure that its personnel are aware of the relevance and importance of their activities and how they contribute to the achievement of the quality objectives, and

a) Maintain appropriate records of education, training, skills, and experience.”

Have the necessary skills, training and certification requirements for EVERY position been identified in writing? (This includes all employee positions: vacant positions, management positions, team lead positions, administrative positions – any and every position at this facility associated with this contract.)

Instructions to Govt. Rep: At random, identify 8% of the workforce at this facility by name – at a minimum, this should be 3 people, at least 1 of which should be in a management or supervisory position. Do not allow the Contractor to select records on your behalf.

Are the records maintained and up to date?

Are certifications / training requirements current? (i.e., not expired)

Do their certifications, education, training, skills and experience match the requirements identified for their position?

“ISO 9000 6.3 Infrastructure – The organization shall determine, provide and maintain the infrastructure needed to achieve conformity to product requirements. Infrastructure includes:

a) Buildings, workspace and associated utilities

b) Process equipment (both hardware and software) and,

c) Supporting services (such as transport, communication or information services).”

Is the local facility’s infrastructure adequate to perform the required tasks?

here:____________________________________________

“ISO 9000 7.5.4 Customer Property – The organization shall exercise care with customer property while it is under the organizations control or being used by the organization. The organization shall identify, verify, protect and safeguard customer property provided for use or incorporation into the product. If any customer property is lost, damaged or otherwise found to be unsuitable for use, the organization shall report this to the customer and maintain records. “

Does the local facility receive, use or store any Government Furnished Property / Equipment / Parts / Components / materials / consumables / Ground Support Equipment / other support equipment or any article of any type belonging to the Government?

(circle one) Yes

No

If Yes – Is the Government property maintained in a clean, protected, functional, corrosion controlled and organized manner?

If Fail: Note specific deficiency here:_______________________________________________

“ISO 9000 7.5.5 Preservation of Product – The organization shall preserve the product during internal processing and delivery to the intended destination in order to maintain conformity to requirements. As applicable, preservation shall include identification, handling, packaging, storage and protection. Preservation shall also apply to the constituent parts of a product.”

Are any and every article / part / component / material or consumable (which might be utilized as part of this contract) maintained in a clean, protected, functional and organized manner?

here:_____________________________________________

“ISO 9000 8.2.2 – Internal Audit – The organization shall conduct internal audits at planned intervals to determine whether the quality management system:

a) conforms to the planned arrangements (see 7.1), to the requirements of this International Standard and to the quality management system requirements established by the organization, and

b) is effectively implemented and maintained.”

Is there a schedule for internal audits at every facility?

Is there evidence to show the schedule is generally followed?

Does the schedule show that ALL sections of ISO 9000 (ISO 9000 has 8 major sections) are looked at?

What is the date of the most recent Internal Audit? (if none or older than 3 months = Fail)

Date: ________________________ (circle one) Yes/Pass

“ISO 9000 8.5.1 Continual Improvement - The organization shall continually improve the effectiveness of the quality management system through the use of the quality policy, quality objectives, audit results, analysis of data, corrective and preventive actions and management review.

The organization shall monitor the implementation of improvement activities and evaluate the effectiveness of the results.”

Is there evidence that shows the Contractor is actively engaged in improving their processes at this facility?

Date of most recent event/activity:____________________________________________

Brief description: