Attachment_02_2016_07_08_-_Navy_Phase_6_QASP.pdf

DLA-E Fuels Recurring Maintenance and Minor Repair Program

Quality Assurance Surveillance Plan Contract No. _____________

Contract Title:__________ Location: ___________

QASP DLA Fuels RMMR

1. OVERVIEW

1.1. INTRODUCTION. This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the Performance Work Statement (PWS) for recurring maintenance and minor repair on DLA capitalized fuel facilities. This plan sets forth the procedures and guidelines that the Quality Assurance (QA) Team will use in ensuring the required performance standards or services levels are achieved by the contractor.

1.2. PURPOSE OF THE QASP:

1.2.1. The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP).

1.2.2. This QASP defines the responsibilities of the QA Team with regards to quality assurance, identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

2. QUALITY ASSURANCE ACTIVITIES

2.1. APPROACH. To ensure the contractor is meeting cost, schedule, quality control, and performance requirements. The COR utilizes performance assessment outcomes and/or other applicable indicators to continuously implement improvements wherever possible. Some methods used to manage contract performance include:

2.2. QA TEAM MEETING. COR, QAE, DLA, and SCP periodically meet to review on-going issues, requirements, cost, and performance data. COR would record key decisions and distributed via e-mail to applicable QA Team members.

2.3. PERFORMANCE OBJECTIVES AND ASSESSMENT ITEMS. Tables 1 and 2 describe the contractor’s performance objectives and assessment items that will be periodically reviewed by the QA team using the Periodic Surveillance Checklist provided in Appendix E.

2.4. QUALITY ASSURANCE FOR RECURRING MAINTENANCE.

2.4.1. Government Quality Assurance personnel will review each recurring maintenance report provided by the contractor. The Contractor will provide a maintenance report to the Government upon completion of each maintenance visit. The report will follow the format required by the Performance Work Statement. The reviewer will ensure that each required maintenance task was performed satisfactorily and that the results are clearly presented. Any task that cannot be completed will be noted with an explanation by the Contractor. Test results will be presented with complete test procedures, equipment calibration reports, required certifications, and any required corrective actions. System deficiencies discovered during maintenance activities will be clearly

QASP DLA Fuels RMMR presented with the contractor’s recommendation for repair. The QA surveillance goal for recurring maintenance reports is 100%.

2.4.2. Government Quality Assurance personnel will provide onsite inspections during the performance of recurring maintenance activities. During onsite inspections the QA personnel will ensure that all maintenance tasks are performed satisfactorily and documented properly. QA personnel will utilize the Recurring Maintenance QA Inspection Checklist included in Appendix A. The surveillance goal for onsite recurring maintenance activities is 10%.

2.5. QUALITY ASSURANCE FOR MINOR REPAIR.

2.5.1. Review of Service Orders. Government Quality Assurance personnel will review each minor repair service order submitted by the contractor. The service order will follow the format required by the Performance Work Statement. The reviewer will ensure that each required repair task is clearly defined in the scope of the service order. The reviewer will ensure that the repair requirements and methods described in the service order meet applicable standards.

Manufacturer’s product data for equipment and parts will be reviewed. The reviewer will also make a determination of the cost reasonableness of the contractor’s detailed pricing. The QA surveillance goal for service order review is 100%.

2.5.2. Quality Assurance of Service Orders. Government Quality Assurance personnel will provide inspections of the minor repairs primarily on a follow up (“back-check”) basis. The government personnel may elect to perform an onsite inspection based on a risk analysis performed by the PDT which determines that onsite QA support is necessary during the repair. In performing QA for service orders, government personnel will ensure that all minor repair tasks have been performed satisfactorily and documented properly. QA personnel will utilize the Minor Repair Service Order QA Inspection Checklist included in Appendix B. The onsite quality assurance goal for minor repairs is 10%.

2.6. UNSCHEDULED QUALITY ASSURANCE INSPECTIONS.

2.6.1. Government Quality Assurance personnel will provide onsite inspections upon notification by the customer of deficient work by the contractor. The customer will notify the PDT by submitting a Customer Complaint Record, provided in Appendix D. During onsite inspections the QA personnel will ensure that all required tasks were performed satisfactorily and documented properly. QA personnel will utilize the applicable inspection checklist in Appendix A or B. The onsite inspection goal for deficient work reported by the customer is 100%.

2.6.2. Government Quality Assurance personnel will provide onsite inspections to locations specified by the customer as requiring inspection. The customer will provide the PDT a list of locations where a QA inspection is requested annually. This list will be included as an Appendix to the QASP and will be updated annually by the PDT. During onsite inspections the QA personnel will ensure that all required tasks were performed satisfactorily and documented properly. QA personnel will utilize the applicable inspection checklist in Appendix A and B. The onsite inspection goal for locations requested by the customer is 100%.

QASP DLA Fuels RMMR

3. REPORTING PERFORMANCE RESULTS

3.2. CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR). The CPAR is an annual report of contractor performance used to document past performance data and to provide this data source selection teams for their use in other acquisitions. Data reported in the COS is used in the preparation of the CPAR.

3.3. DEFICIENCIES AND COMPLIANCE. The intent of the contractor quality control requirements of the contract is to ensure compliance with the contract requirements for quality of materials and workmanship. The contract provides means by which contractors’ compliance may be enforced. If a deficiency with contractor performance, the appropriate contractor personnel must be notified. The identifying QA representative will submit a Deficiency Report. The Deficiency Report template form is included in Appendix C. The customer (site QAE/DLA/SCP) may also submit a customer complaint record provided in Appendix D to identify a deficiency.

Notation of the deficiency should be on both the Quality Control and Quality Assurance Reports.

All deficiencies, not corrected within 24 hours, will be tracked by the contractors’ deficiencies tracking system and RMS. Follow-up action will be taken until the problem is resolved.

Implementation of enforcement action requires careful consideration and timely historical documentation to preclude claims against the government. It is essential that once a deficiency is noted, the deficiency is documented and followed up by an inspection to insure compliance or to commence further action. The contractors will use a Deficiency Tracking System contained in RMS. QA Representatives are responsible for insuring that the contractors kept a Deficiency Tracking System up to date. The contractor is required to submit an updated copy of the document every 30 days. Discrepancies in plans and specifications noted after award will be brought to the attention of the PM or PM Specialist. In case a deficiency is found during the warranty period, a determination must be made as to whether it is the result of a maintenance, design, or repair deficiency.

Table 1. Performance Objectives Performance Description Standards What is being Measured? What is being

Inspected?

Recurring Maintenance

Perform RM activities in accordance with

PWS

Completion of each RM task, adherence to site RM activity schedule

Ability to perform RM activites completely and on time

Recurring Maintenance Reports

Provide RM Report in accordance with PWS

Completeness of Report, timeliness of report submission

Ability to provide complete RM reports on time

Emergency Repairs Complete Repair, Timeliness

Quality of work, timeliness

Quality of work, timeliness

Routine Repairs Complete Repair, Timeliness

Quality of work, timeliness

Quality of work, timeliness

Quality Control Program

Perform quality control in accordance with accepted Quality Control Plan

Adherence to Quality Control Plan

Quality Control deliverables, responsiveness

QASP DLA Fuels RMMR

Table 2. Assessment Items Requirement Standard Government

Inspection Goal Allowable Deviation

Recurring Maintenance Completion

100% of the recurring maintenance activities will be completed in the month they are scheduled

10% onsite QA of RM activities

No deviation is allowed

Recurring Maintenance Report Completion

100% of the recurring maintenance reports will be submitted within 10 working days of maintenance activity completion

100% QA of RM reports

No deviation is allowed

Recurring Maintenance Quality Assurance

100% of the recurring maintenance activities selected for Quality Assurance inspection will pass as acceptable

10% onsite QA of RM activities

No deviation is allowed

Emergency Repairs Completion

100% of the emergency repairs will be completed within the timeframe specified by the

PWS.

10% review of completed service orders during QA visit. QA performed as a “back-check”.

No deviation is allowed for completeness or workmanship.

Timeframe deviation is allowed for instances where lead time for materials, logistical difficulties, or work complexity extend the time needed to complete the repair.

Routine Repairs Completion

100% of the routine repairs will be completed within the timeframe specified by the

PWS.

10% review of completed service orders during QA visit. QA performed as a “back-check”.

No deviation is allowed for completeness or workmanship.

Timeframe deviation is allowed for instances where lead time for materials, logistical difficulties, or work complexity extend the time needed to complete the repair.

Quality Control Program 100% of the tasks and deliverables required by the approved Quality Control Plan will be completed.

100% inspection No deviation is allowed