Attachment_2_-_81st_RD_MRALS_QASP.pdf

Attachment 2 – 81st RD MRALS QASP

Quality Assurance Surveillance Plan

For

81st RD Maintenance, Repair, Admin, & Logistical Support (MRALS)

Date:

Kimberly C. Marsh Contracting Officer Contracting Officer’s Representative Mission Installation Contracting Cmd 81st Readiness Division Fort Jackson, SC 29207 Fort Jackson, SC 29207

TABLE OF CONTENTS

Subject Page Number

1. Overview

2. Description of Services

3. Roles and Responsibilities

4. Contract Quality Requirements

5. Government Surveillance

6. Non-Conforming Performance

7. Deduct Plan

8. Data Analysis

9. Acceptance of Services

10. COR Status Report

11. Contractor Manpower Reporting Application (CMRA)

12. Contractor Performance Assessment Reporting System (CPARS)

13. COR/Quality Assurance Surveillance Files

14. QASP Changes

1. Overview.

1.1. Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under this contract as identified in the Performance Work Statement (PWS).

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality.

Accordingly, the Government will perform surveillance on the contract in accordance with this QASP, but reserves the right to monitor the contract in any manner necessary, at any times necessary, and at all places necessary to ensure that the rendered services conform to contract requirements.

2. Description of Services.

2.1. Scope of Work. The Army Reserve is required to maintain and sustain all assigned equipment and materiel to the highest Army maintenance standards. The 81st RD maintenance program involves a wide variety of Ground Support Systems, to include but not limited to, Automotive Systems, Power Generations Systems, Weapons (individual and crew served), Communications Systems, Supply, preservation services and ancillary logistical services at Equipment Concentration Sites (ECS) and Area Maintenance Support Activities (AMSA). The Contractor shall perform maintenance on above systems and equipment in accordance with applicable maintenance manuals provide by the Government. In addition, the Contractor will provide support in the areas of administration and logistics Support as required in accordance with Army Regulations and Government guidance. Critical to this processes is the ability to integrate a balance between new systems; extending the life cycle of older systems; meeting the day-to-day equipment readiness requirements (storage and maintenance); and preparing for deployment.

2.2. Type of Contract. FFP.

3. Roles and Responsibilities. See PWS.

3.1. Government.

3.1.1. Contracting Officer (KO). The KO is the only person with the authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The KO is the only individual who can legally bind the Government.

3.1.2. Contracting Officer’s Representative (COR). The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of Government furnished property; and provide site entry of Contractor personnel. This contract does provide services closely associated with inherently governmental functions (IGFs) and personal services; the COR will provide proactive additional oversight of contract performance to preclude blurring into functions that are IGFs or personal services and to maintain Command control over critical functions. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

3.1.3. Contract Administrator. None.

3.1.4. Property Administrator. None.

3.2. Contractor.

3.2.1. Contract Manager. Unknown.

3.2.2. Project Manager. Unknown.

3.2.3. Quality Manager. Unknown.

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor shall ensure services are performed in accordance with the Performance Work Statement (PWS). The Contractor shall identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

4.2. Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and minimum acceptable defect rate(s).

5. Government Surveillance. Periodic inspection.

5.1. Methods of Surveillance. The following methods of surveillance will be utilized in monitoring the Contractor’s performance:

5.1.1. 100% Inspection

5.1.2. Random Sampling

5.1.3. Periodic Inspection

5.1.4. Customer Feedback. The DA Form 5477, Customer Complaint Record, Attachment 2, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

• The COR will investigate and determine the validity of the complaint.

• If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

• For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.2. Surveillance Schedule. A surveillance schedule will be created each month utilizing the DA 5475, COR Surveillance Schedule, Attachment 3. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. A copy of the Surveillance Schedule will be filed in the Virtual Contracting Enterprise (VCE), COR Management Tool, https://cor.army.mil/, in accordance with the MICC-FJ, VCE, COR’S ONLINE FILE, File Plan (either as an attachment to the Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents section of the COR’s online file).

5.3. Surveillance Instructions/Checklists. Surveillance Checklists, Attachment 4, will be utilized and completed when surveillances are conducted.

5.4. Surveillance Documentation. The applicable Surveillance Checklist(s) will be completed when/as surveillances are conducted. Completed Surveillance Checklist(s) will be filed in the Virtual Contracting Enterprise (VCE), COR Management Tool, https://cor.army.mil/, in accordance with the MICC-FJ, VCE, COR’S ONLINE FILE, File Plan (either as an attachment to Monthly COR Status Reports or uploaded separately in the Miscellaneous Documents section of the COR’s online file).

6. Non-Conforming Performance. Non-conformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions, and/or specifications. All instances of non-conformance will be documented, and the Contractor will be notified. Non-conformance is classified as either Level I (Minor); Level II (Major); or Level III (Critical).

6.1. Level I (Minor). Level I non-conformance is not likely to materially reduce the usability of services for their intended purpose or is a departure from established standards having little bearing on completing the contract requirement. Minor non-conformances can usually be corrected on the spot and can be issued to the Contractor through either a verbal or written Contract Discrepancy Report (CDR). However, the Government is still required to document verbal Level I CDRs. The COR may issue verbal Level I CDRs directly to the appropriate level of Contractor management. The COR will notify the KO as soon as practical when a verbal Level I CDR is issued and document it in the monthly report. If the non-conformance cannot be https://cor.army.mil/ https://cor.army.mil/ corrected on the spot, the Contractor shall be given a suspense date to correct the deficiency.

The KO will issue and sign written Level I CDRs, Attachment 5.

6.2. Level II (Major). Level II non-conformance is likely to result in failure of the services to meet contract requirements. Also, repeated discrepancies, a large number of documented Level I CDRs, and trends indicating failure of the Contractor’s quality control program can be classified as Level II CDRs. The KO issues all Level II CDRs in writing, Attachment 5. The COR will notify the KO as soon as practical when a major non-conformance is identified.

6.3. Level III (Critical). Level III non-conformances result in hazardous or unsafe conditions due to the manner in which the services are performed; prevent or impact a vital agency mission as a result of performance; or are for repeated or uncorrected Level II CDRs. The Contracting Office Director or Deputy Director issues written Level III CDRs. The COR is responsible for notifying the KO immediately upon discovery of a critical non-conformance.

6.4. Documenting CDRs. Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered; Contractor representative who was notified; and the suspense date for Contractor response/corrective action.

6.5. Tracking and Resolving CDRs. All CDRs, verbal and written, regardless of issuer will be included in the COR’s Monthly Report. The COR and KO shall track CDRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause, and the specific non-conformance is corrected within the required timeline. The KO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7. Deduct Plan. This acquisition does not include a Deduct Plan.

8. Data Analysis. Data analysis will be performed to identify trends in cost, schedule, and/or performance risks. The results of data analysis will be documented in COR status reports and may be used to make adjustments to surveillance schedules, increase or decrease surveillance, if deemed appropriate. Negative trends noted using Government data/observations could result in issuing the Contractor a Contract Discrepancy Report. Trends noted using Contractor data will not result in a CDR unless the Contractor is not addressing the negative trend.

9. Acceptance of Services. When all services have been deemed acceptable, and there is documented objective quality evidence to support acceptable performance, the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports in Wide Area Workflow at https://wawf.eb.mil/.

10. COR Status Report. COR status reports will be submitted on a monthly basis to the Contracting Officer via the COR Management Tool. COR status reports will provide a synopsis of the Contractor’s performance for the inclusive dates of the report. The synopsis will contain a summary of: surveillances performed; customer feedback, if any; CDRs, if any; an analysis of the Contractor’s performance; recommended adjustments to surveillance schedules; and any https://wawf.eb.mil/ other pertinent contract information. Completed surveillance checklists and CDRs, if any, will be included as attachments to COR status reports or uploaded separately in the Miscellaneous Documents section of the COR’s online file.

11. Contractor Manpower Reporting Application (CMRA). In accordance with Office of the Secretary of Defense Memorandum, Enterprise-wide Contractor Manpower Reporting Application, dated 28 Nov 2012, the Contractor must report contractor manpower to the Contractor Manpower Reporting website at https://cmra.army.mil. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

The COR shall verify that the Contactor has complied with the required contractor manpower reporting annually and document the results in the VCE, COR Module, COR’s online file, CMRA section.

12. Contractor Performance Assessment Reporting System (CPARS). Documented surveillance data (COR status reports, completed surveillance checklists, customer feedback, and CDRs, if any) will be used to support CPARS ratings. CPARS will be completed in accordance with AFARS, Subpart 5142.15 – Contractor Performance Information.

13. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance File will be maintained in the on-line COR Management Tool per Army Contracting Command Pamphlet, 70-1. Documents will be filed in the COR Management Tool in accordance with the MICC-FJ, VCE, COR’S ONLINE FILE, File Plan.

14. QASP Changes. This QASP is a living document and, as such, may be changed as needed based on data analysis (trends), contract modifications, etc. The COR will send any recommended changes to the Contracting Officer for approval, and the Contracting Officer must approve all changes.

COR NAME

Directorate of Logistics

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record, DA Form 5477

3. Surveillance Schedule, DA Form 5475

4. Surveillance Checklist(s)

5. Contract Discrepancy Report, DA Form 5479 https://cmra.army.mil/

Attachment 1

Performance Requirements Summary (PRS)

Performance Objective

(The Service required—usually a shall statement)

0BStandard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Incentives/ Disincentives

PRS # 1.

Administration and oversight of the Command’s Integrated Management System.

PWS Paragraph 3.0 Task 1

Provide regular feedback and recommendations to 81st RD Chief of Staff and Director, DPT; on the command's use of SMS (Strategic Management System) to align and measure metrics in support of command strategic objectives.

Not less than once quarterly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

PRS # 2

Ensure all organizational systems, structure and culture are aligned to the strategic plan and values.

PWS Paragraph 3.0 Task 1

Plan, coordinate, and host regular workgroups with 81st RD staff.

Not less than once quarterly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

PRS # 3

Linkage with all supported customers in the Operational, Functional, and Training commands.

Plan and coordinate 81st RD customer conference calls and workshops.

Not less than one customer conference call per quarter and not less than one customer workshop per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

PRS # 4

Coordinate with the Customer Service Facilitator and assist in development of effective customer feedback systems and measurement tools.

Plan, coordinate, and host strategic planning seminars.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Seek out Best Practices to apply to various areas through benchmarking with civilian industries.

PWS Paragraph 3.0 Task 1

Organize, consolidate, write and package the command's ACOE application for CG approval.

Ensure one site visit by the ACOE evaluation team when the 81st RD competes in ACOE.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Lead the ACOE writing team and the directorates in development of the Army Community of Excellence framework for excellence in the seven key areas of leadership, strategic planning, customer and market focus, measurement, analysis, and knowledge management, workforce focus, process management, and results.

PWS Paragraph 3.0 Task 1

Plan, coordinate, and host regular workgroups with 81st RD staff.

Not less than once quarterly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Coordinate and oversee the Command quarterly review of key performance measures.

PWS Paragraph 3.0 Task 2

Plan, coordinate, and host strategic planning seminars.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Monitor directorate led monthly Line of Effort Briefings.

Monitor SMS to ensure metrics are updated.

Not less than once monthly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating

As the lead administrator for the Strategic Management System, expand architecture capabilities and leverage measurement capabilities to gage optimal organizational performance.

PWS Paragraph 3.0 Task 2

Benchmark Army SMS best practices.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Provide quality and performance reviews.

PWS Paragraph 3.0 Task 2

Plan, coordinate, and host regular workgroups with 81st RD staff.

Not less than once quarterly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Coordinate with leadership and directorates to develop the Strategic Readiness System/Balanced Scorecard as applicable to directorates.

PWS Paragraph 3.0 Task 2

Plan, coordinate, and host strategic planning seminars.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Enhance quality improvement through the Army Performance Improvement Criteria (APIC).

PWS Paragraph 3.0 Task 2

Plan, coordinate, and host strategic planning seminars.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Deploy and apply Lean Six Sigma methodology to examine and improve selected processes.

PWS Paragraph 3.0 Task 2

Plan, coordinate, and host strategic planning seminars.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Evaluate and recommend Black Belt and Green Belt projects that drive operational improvements and customer satisfaction. PWS Paragraph 3.0 Task 2

Plan, coordinate, and host strategic planning seminars.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating

Mentor and recommend for certification Black Belt or Lean Expert candidates. PWS Paragraph

3.0 Task 2

Plan, coordinate, and host strategic planning seminars.

Not less than once per fiscal year.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Applies Six Sigma expertise in the use of quality tools, statistical techniques, problem-solving methods, principles, and concepts.

PWS Paragraph 3.0 Task 2

Plan, coordinate, and host regular workgroups with 81st RD staff.

Not less than once quarterly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Identifies and leverages best practices across functional lines and between programs. PWS Paragraph

3.0 Task 2

Plan, coordinate, and host regular workgroups with 81st RD staff.

Not less than once quarterly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating will be based on results of monthly metrics.

Assist with coordination and execution of major planning events.

PWS Paragraph 3.0 Task 2

Plan, coordinate, and host regular workgroups with 81st RD staff.

Not less than once quarterly.

The results for this performance objective will be used for reporting of contractor performance in CPARS. Rating

Attachment 2

Customer Complaint Record, DA Form 5477

DA FORM 5477

Attachment 3

Surveillance Schedule, DA Form 5475

DA FORM 5479

Attachment 4

Surveillance Checklist(s)

COR Inspection Checklist & Data Report (Fixed Firm Price Contract)

Meeting Contract Requirements

Contractor:

Contract Number:

Service Provided:

COR Name:

Date: YES No N/A

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Attachment 5

Contract Discrepancy Report, DA Form 5479

DA FORM 5475

Standard