QASP_ATS_Cap_Dev.pdf

QASP

Tactical Air Traffic Services Systems Capability Development

Quality Assurance Surveillance Plan

W9124G-17-T-0001

Prepared by:

Vicki J. Baxter, COR

TABLE OF CONTENTS

Subject Page

1. Overview 1

2. Description of Services 1

3. Roles and Responsibilities 1

4. Contract Quality Requirements 2

5. Government Surveillance 2

6. Non-Conforming Performance 3

7. Deduct Plan 3

8. Data Analysis 4

9. Acceptance of Services 4

10. Monthly COR Activity Report 4

11. Contractor Manpower Reporting (CMR) 4

12. Quality Assurance Surveillance File 4

13. Contractor Performance Assessment Reporting System (CPARS) 5

14. QASP Changes

1. OVERVIEW

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

1.2 Intent. The intent of this plan is to hold the Contractor accountable for quality control and to encourage the contractor to take appropriate steps to control and improve quality. The Contractor is responsible to develop an efficient methodology to ensure they meet and/or exceed the required thresholds of service as outlined in this acquisition. The Government intends to perform surveillance on this contract in accordance with this Quality Assurance Surveillance Plan (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. The Government reserves the right to perform quality assurance at the subcontract level and perform quality assurance at the contractor's place of business, if applicable. Non-conforming services discovered with subcontractors will be addressed with the prime contractor for resolution.

2. DESCRIPTION OF SERVICES

2.1 Scope of Work. This effort covers capabilities development and analytical support to USAACE, Capabilities Development and Integration Directorate (CDID), the TRADOC Capabilities Manager – Aviation Brigades (TCM-AB) (formerly known as Concepts and Requirements Directorate (CRD)) and the Tactical Air Traffic Services (ATS) Division. The contract will provide combat development analysis and recommendations, develop organizational vision for planning and system integration, conduct strategic planning analysis, and data collection and analysis for Army aviation and air traffic services programs.

The contractor’s firm will manage contract costs and provide for mission accomplishment within delineated responsibilities and timeframes.

2.2 Contract. The government will award a Fixed Firm Price contract. The Performance Requirements Summary in Appendix A, of the Performance Work Statement (PWS).

Government furnished office furniture and computers, similar to that provided to government employees, including government provided email and network services will be provided and accounted for by the contracted employee. Official telephone service including access to the Defense Switched Network (DSN) and Unclassified but Sensitive Internet Protocol Router Network will be provided by the government.

3. ROLES AND RESPONSIBILITIES. Identification of Contractor Employee(s). The Contractor shall ensure that, while in Government work areas, all contractor employees display a badge or other appropriate identification media containing his or her name and the name of the company, wear and display a building pass, when applicable, and include the company’s name in his or her email display. The word “Contractor” in the email address will also be sufficient. All contractor personnel shall identify themselves as “contractors” when attending meetings, answering Government telephones, or working in situations where their actions could be construed as official Government acts.

14.2 Invoicing Information. The Contractor will submit invoices, with supporting documentation, in original and two (2) copies to the address below. All invoices will be identified with the contract number.

14.3 Technical Point of Contact: Mr. Eddie Spivey, Tactical Air Traffic Services Systems Division (TATS DIV), TCM-Aviation Brigades (TCM-AB) (formerly CRD), (DAC)

Building 4506, 1st Floor Ft. Rucker, AL 36362-5000; Email: eddie.l.spivey.civ@mail.mil.

14.4 Contracting Officers Representative : Vicki Baxter , CRD, (DAC) 334-255-2914, Building 4506, 1st Floor Ft. Rucker, AL 36362-5000; Email: vicki.j.baxter.civ@mail.mil.

Government Personnel:

Contracting Officer (KO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The KO is the only person who can legally commit the Government and only the KO, as the Government’s agent, can modify the contract/order. The KO is the final authority for determining the adequacy of the Contractor’s performance. KO decisions arising under or relating to the contact are final.

Contracting Officer’s Representative (COR) – An individual designated in writing by the KO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor’s performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the KO.

Contract Administrator – The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

Property Administrator – An authorized representative of the Contracting Officer appointed in accordance with agency procedures responsible for administering the contract requirements and obligations relating to Government property in possession of a Contractor.

Name Title Phone e-mail Pablo Banchon Supply Specialist 334.255.3415 pablo.banchon.civ@mail.mil Vicki Baxter CRD Sr Tech

Adv/Civ Deputy

334.255.2914 vicki.j.baxter.civ@mail.mil mailto:harold.j.brecher.civ@mail.mil mailto:vicki.j.baxter.civ@mail.mil

Contractor Personnel:

Quality Manager- Promotes quality achievement and performance improvement throughout the organization. Develops, implements, communicates and maintains a quality plan to bring the Company's Quality Systems and Policies into compliance with quality system requirements.

Direct the activities of quality personnel to measure key quality characteristics of processes from inception to completion. Establishes the standards of service for customers or clients.

Program Manager- Supervises the project team and manages conflicts within different departments. Plans and sets project goals and milestones and develops risk management strategies. Defines resources and schedules for the implementation of the program. Clearly defines requirements and sets targets accordingly. Recognizes areas for internal improvement and develops plans for implementing the improvements.

4. CONTRACT QUALITY REQUIREMENTS

4.1. Quality Control Program. The Contractor's Quality Control Program requirements are defined in the PWS. The Contractor shall develop, maintain, enforce and document a Quality Control Plan (QCP) which complies with the requirements of this contract and outlines how they will ensure the Government will receive all the services required by the contract at the specified quality level.

4.2. Government Quality Assurance. The Government will perform Quality Assurance oversight of the Contractor and Contractor’s QCP IAW with this QASP to ensure acceptable levels of contract performance are achieved and that the contractor is performing acceptable levels of Quality Control to ensure fully acceptable services are provided.

5. GOVERNMENT SURVIELLANCE

5.1. Methods of Surveillance include but are not limited to:

• 100% Inspection - Reserved for the highest risk areas where consequence of failure is high (i.e. life or limb are threatened) or there is likelihood of mission failure.

• Random Sampling - When a service is performed relatively frequently and a statistically valid sample can be selected for audit. The most appropriate method for frequently recurring tasks.

• Periodic Sampling - Planned sampling of a service at specific predetermined dates and times. May be appropriate for tasks that occur infrequently.

• Customer Feedback – Not necessarily a valid method of surveillance but a good indicator for areas surveillance should be conducted or intensified.

5.2. Monthly Surveillance Schedule. The COR will develop a monthly schedule of surveillance activities based on the Performance Standards as outlined in the Performance Requirements Summary (PRS)(PRS will be an attachment to this QASP) as well as any other critical contractual requirements determined to be higher risk requiring oversight. The surveillance outlined in the monthly schedule will be as detailed and in-depth as necessary to provide the Government with the objective quality evidence required to support acceptance of the services provided by the Contractor. The schedule will provide planned periodic surveillance during all required hours of the Contractor’s operation. The schedule is “FOR OFFICIAL USE ONLY” and is not releasable to anyone other than authorized Government personnel. The schedule will identify the method of surveillance, the date of inspection, place of inspection, activity to be monitored, and who will conduct the surveillance (dates and times can be altered without a formal change to the schedule as long as all inspections are performed). The DA Form 5475-R (COR/QAE Surveillance Schedule) http://armypubs.army.mil/eforms/pdf/A5475.PDF may be tailored to be used for this purpose. The monthly schedule will be completed no later than seven calendar days prior to the beginning of the period it covers and a copy forwarded to the KO for information and review.

5.3. Inspection instructions/checklists. The COR will develop inspection instructions/checklists for all planned inspections which may require special instructions on how to perform the inspection, what observations should be made with specific details of what to look for acceptable performance. The Surveillance Activity Checklists, DA Form 5476 http://armypubs.army.mil/eforms/pdf/A5476.PDF may be tailored to be used for this purpose.

5.4. Documentation of Inspections. All inspections/observations will be documented and will include as a minimum date and time, who performed the inspection, what was inspected, to what standard and the results. Successful or exceptional performance will be documented as well as deficiencies in Contractor performance. Documentation will be maintained for future reference, audit, proof of inspection and past performance documentation. The Tally Checklist DA Form 5481 http://armypubs.army.mil/eforms/pdf/A5481.PDF may be tailored to be used for this purpose.

6. Non-Conforming Performance. The COR will notify the Contractor, in person, each time an unacceptable observation has been recorded and ask the Contractor to correct the problem or re-accomplish the service. All valid non-conformances observed by the Government will be documented! The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given a time line after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within the indentified time line will be reported to the Contracting Officer. Again the Tally Checklist DA Form 5481 http://armypubs.army.mil/eforms/pdf/A5481.PDF may be used for this purpose.

6.1. Customer Feedback. For customer feedback or complaints it is recommended that the Customer Complaint Record DA Form 5477 http://armypubs.army.mil/eforms/pdf/A5477.PDF be used. However customer feedback can be in any form, verbal or written but no matter the format the COR will maintain a record of the feedback positive or negative.

http://armypubs.army.mil/eforms/pdf/A5475.PDF http://armypubs.army.mil/eforms/pdf/A5476.PDF http://armypubs.army.mil/eforms/pdf/A5481.PDF http://armypubs.army.mil/eforms/pdf/A5481.PDF http://armypubs.army.mil/eforms/pdf/A5477.PDF

a. If immediate response to a complaint is required, the COR will provide the response to the requester as soon as practical.

b. The COR will conduct an investigation to determine the validity of any negative comments received.

c. If the negative comment is determined not to be valid, if possible, the COR will inform customer of the reason(s) as soon as practical.

d. For validated negative comments that are true contractual non-conformances see paragraph 6.

If this non-conformance is a more serious (systemic in nature) deficiency or recurring deficiency that could indicate a trend the COR should see paragraph 6.2.

e. The COR will follow up with the customer of the corrective action taken by the contractor, if applicable.

6.2. Contract Deficiency Reports. The COR will report more serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend by using the DA Form 5479-R, Contract Discrepancy Report http://armypubs.army.mil/eforms/pdf/A5479.PDF . The Contract Discrepancy Report will state the Contract Requirement, the specific contract reference and the specific violation (s) to the requirement. The COR will forward copies of Contract Discrepancy Reports to the KO within one working day. The KO will notify the Contractor and request corrective action to the specific non-conformance, identification of the root cause and corrective action for the root cause with a required suspense date. The KO may require the Contractor to re-perform any services that do not meet contract requirements at no additional cost to the Government. The Contractor will return a copy of the completed and signed DA Form 5479-R along with their Corrective Action Plan (CAP) to the KO for review, approval and inclusion in the contract/order file. The KO should include the COR in the review of the CAP and re-inspection of services that were found deficient to ensure the CAP included adequate root cause analysis, corrective action for the root cause and that it was accomplished in the timeframe agreed upon. The KO and COR will not consider the CDR closed until all deficiencies have been corrected and all agreed upon actions of the CAP have been completed. Contractor’s failure to follow through and complete corrective actions will be reported immediately to the KO for further action. (Note: if the COR has to repeatedly perform re-inspection there could be a Government re-inspection cost which could be recovered from the Contractor). The COR will also follow-up after the Contractor has completed the corrective action to ensure that the Contractor’s corrective action was sufficient to preclude recurrence.

7. Deduct Plan. When appropriate for some acquisitions it may be necessary to develop a plan for deducting from the monthly invoice for services that were either not performed or not satisfactorily performed. When such a plan has been developed it will become part of the PWS/PRS and QASP.

http://armypubs.army.mil/eforms/pdf/A5479.PDF

8. Data Analysis. COR shall perform and document analysis of available data monthly and make adjustments to surveillance schedule as required based on results of analysis. Analysis shall be used to look for and document trends in performance which may indicate shifts in performance risk that could result in increased or reduced surveillance. Data can be based on Government observations or Contractor observations. Negative trends noted using Government observations could result in issuing Contractor a Contract Deficiency Report (CDR). Trends noted using Contractor data should never result in a CDR unless the Contractor is not addressing the negative trend. Documentation of data analysis will be in the Monthly COR Activity Report.

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 upon satisfactory completion of the work. This is done by approving the Contractor’s invoice in Wide Area Workflow https://wawf.eb.mil/.

10. Monthly COR Activity Report. The COR will submit a brief monthly activity report via https://wawf.eb.mil to the KO which will include the next months surveillance schedule, summary of inspections performed with results, summary of customer complaints with analysis, summary of contract discrepancies, results of data analysis, recommended adjustments to surveillance, invoices accepted and any other pertinent contract activities.

11. Contractor Manpower Reporting (CMR). The COR shall fill in required information and verify Contactor has complied with the required contractor manpower reporting and document any observations. Reporting is for the 12 month period ending Sept. 30th of each FY and reporting is due by the contractor by 31 Oct of each FY. Registration and manual can be found at https://cmra.army.mil.

12. Quality Assurance Surveillance File: The official COR Quality Assurance Surveillance File will be maintained in the on-line COR Management Tool https://wawf.eb.mil per ACC PAM 70-1. The Quality Assurance, or COR Surveillance file shall contain the following as applicable:

a. Copy of the COR designation letter from the KO, any changes to that letter, and any termination letters.

b. Training Certifications for COR and refresher training.

c. Copy of the contract and all contract modifications.

d. Copy of the applicable Quality Assurance Surveillance Plan (QASP).

e. Copy of the contractor’s Quality Control Plan (QCP) https://wawf.eb.mil/ https://cmra.army.mil/

f. All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract.

g. Names, position titles and contact information of all key personnel assigned to this contract both Government and Contractor.

h. Monthly surveillance schedules.

i. Surveillance Checklists

j. Records of all inspections performed and the results.

k. Customer Feedback.

l. Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance.

m. Documentation pertaining to acceptance of services, reports or data.

13. Contractor Performance Assessment Reporting System (CPARS) Documented surveillance data IAW this QASP will be used as objective data to support CPARS ratings. The inclusion of detailed documented inspection results provides objectivity to CPARS reporting.

CPARS will be accomplished annually or at the end of a Task Order whichever occurs first.

http://www.cpars.csd.disa.mil/cparsmain.htm

14. QASP Changes. The QASP is a living document and, as such, may be changed as needed.

However, the KO must approve changes. The COR will submit recommended changes to the KO for approval.

http://www.cpars.csd.disa.mil/cparsmain.htm

Quality Assurance Surveillance Plan