Create a Formal Invoice Template for Quality Assurance Without Hassle

Formal invoice template for Quality Assurance

[Music] [Music] h [Music] [Music] Jose do you have any additional questions regarding documents that need to be included in your acquisition requirements package yes I do Michael as you mentioned there needs to be a quality assurance surveillance plan or quas included in the package would you mind taking a moment and providing an explanation of what requirement directs us to create aasp and what is required to be included in the document certainly if you would in mind I'm going to request another member of my team to join us in this conversation in the conference room her name is Beverly and she is a quality assurance specialist but before I do let me summarize the answers to your questions before Beverly goes into the details with you aasp is the government's plan outlining how it will ensure the contractor meets contract requirements and ensure the contractor maintains quality control the federal acquisition regulation documents the requirements of the quas you see at the end of the contract the government must accept or reject the contractor's performance and certify contractor's invoice for payment quality assurance oversight provides the basis for acceptance and payment or rejection the quas outlines the plan for government quality assurance oversight a plan is necessary to ensure that oversight is effective oh I see the quas is a plan to oversee the contractor to ensure we get what we pay for and ensure the contract is meeting our needs exactly and as with any plan aasp should contain the five W's who what where when and why and should also contain the how with regard to aasp those five ws are are translated to what will be inspected when it will be inspected who will inspect where inspections will take place why inspections are needed and how the inspections will be conducted the why is answered by identifying risk level and the how is answered by determining the method of surveillance give me one moment while I'll call Beverly and see if she is available through video teleconference she can answer your questions in more detail Beverly good afternoon this is Michael I'm with one of our customers Jose and going over the acquisition requirements documentation specifically the quas you and I were talking about not long ago do you have a few few minutes to link up via video teleconference and go over it with Jose great I will telec conference you in shortly good news Beverly is available she will join us in a moment via a video teleconference in the conference room just down the hall Beverly good to see you and thank you for joining us on such short notice I'd like to introduce you to Jose from The Garrison office we were discussing acquisition requirements packages and he had some questions regarding quas requirements and what we may expect to observe when reviewing aasp submitted by the requiring activity I am doing my best to head off any questions that may be asked when I return to the office this is going to be my first time submitting an acquisition requirements package and I wanted to make sure that I clearly understood when aasp is required and what it should entail great to meet you Jose Michael let's start Jose off by pulling up the slides you and I went over last week first the federal acquisition regulation part 46102 establishes policy that contracts include inspection and other quality requirements that are determined necessary to protect the government's interest supplies or Services tendered by contractors meet contract requirements government quality assurance is conducted before acceptance non-conformance supplies and services are rejected qus are designed to ensure these policy requirements are met next far part 46103 A requires the Contracting officer to receive technical requirements prescribing contract quality requirements such as inspection and testing requirements or for service contracts a quality assurance surveillance plan from the requiring activity far subpart 46401 suggests the quas be prepared in conjunction with the preparation of the statement of work or in your case the performance work statement or PWS your plan should specify all work requiring surveillance and the method of surveillance additionally DS 24641 States the requirement for a quality assurance surveillance plan shall be addressed and documented in the contract file for each contract except for those awarded using simplified acquisition as an example a paragraph included in a fuel storage PWS May read contractors shall develop a government approved fuel tanker inspection standard operating procedure sop to include a tanker and prime mover inspection checklist and shall conduct pre-inspections of each tanker and Prime movers in ance with dld 4140 25-m FM 10-67-1 chapter 28 section 4 and Mill standard 34 these inspection standards shall be used to inspect all fuel tankers trucks that arrive on site to receive or deliver bulk fuel contractors shall maintain a record of all tankers that fail inspection and keep an active file that identifies all failures for a period of 60 days this should be delivered to the Contracting officer's representative or core 30 days after contract award while the language may seem vague to some the actual requirements are listed in the documents referenced listed within the paragraph to sure a contractor is operating within the guidelines of the example paragraph a surveillance item with characteristics would be part of the quas think of area of surveillance as a requirement in this example fuel tanker inspections would be the surveillance item now let's look at one of the reference documents FM 10-67-1 chapter 28 tank aners would require inspection prior to unloading or receiving product and prior to loading or preparing for shipment of fuel referring to section two of chapter 28 the first paragraph make reference to a checklist located in appendix J the checklist list the characteristics or details what is needed of inspection on fuel tankers that's right bever Jose your plan should specify all work requiring surveillance with characteristics and the method of surveillance or how you will be performing the inspection using the example Beverly gave fuel tanker inspections you may want to perform your own independent inspection after the contractor has performed their inspection this will be known as a direct observation the level of surveillance described in the plan should commensurate with the dollar value risk complexity and criticality of the acquisition also keep in mind far subpart 46102 quality assurance States agencies shall ensure that no contract precludes the government from performing inspection okay so the quas evolves and will formalize a plan for a detailed scheme or method of government oversight and surveillance am I correct Beverly you also mentioned talking about the specifics of what aasp should have in it can you elaborate yes you are correct and I'd be happy to elaborate on that there are a lot more things that need to be in AAS and the designated core along with the Contracting officer's concurrence will develop those elements the quas needs to address risk work effort and the Personnel responsible for oversight and surveillance any unique singular or special requirement of the contract performance or inspection and acceptance criteria that may have been previously referred to in general terms that is by title or referenced in the PWS or performance requirement summary or PRS shall now be specifically identified risk rated and prioritized along with any special requirements specific procedural steps for such things as corrective action contractor non-conformance meeting and reporting procedures lines of communication unique inspection checklists and accompany schedules shall also be completed it oh I see well it looks like I'm going to have some work ahead of me no not really if you consider all the effort you put into the performance work statement the bulk of the work for the quas is nearly complete think about this for every requirement you generate take a moment and think about how someone from outside the contractor will be able to validate contract requirements are being met many contract requirements are contained in contract Clauses not just the PWS and the list of deliverables may not be completely contained in the PWS let's discuss the remaining basics for a plan the who the what the how and the win we have already identified the individuals who will be appointed as the Cs on this contract great keep those cores engaged throughout the process of creating the quas now the what for the the plan is validating or performing inspections to ensure contract obligations are being met by the contractor earlier I mentioned taking a moment when generating your PWS and think about how someone from outside the contractor could validate the requirements the requirement could be considered a surveillance item each surveillance item should have characteristics or what the contractor should be doing to comply with each requirement or better known as inspection items this sounds simple enough is there more yes next is the how or the method of surveillance when creating your plan consider the manner which the inspections will be conducted will the core be looking at 100% doing random sampling direct observations periodic observations Etc last is the when or the frequency of core inspections generally those requirements which would fall into a higher risk and would need to be inspected at a greater frequency than those that pose a lower risk document document document this is what ties all this together that's right Beverly documentation of surveillance activities on contractor performance are an essential part of the co contract file that needs to be kept on record documentation May consist of inspection schedules and checklists government acceptance or rejection non-conformance actions including the relevant corrective action any monthly or periodic status reports test reports relevant telephone conversations and meeting minutes great thanks for the information we need to try our best to ensure my organization is getting what we are paying for once the contracts begin later this year is there anything else I need to know or take into consideration while the majority of the requirements may be in the PWS please don't forget that throughout the contract there may be additional requirements as well as deliverable which need surveillance they may include other assigned duties and responsibilities such as contractor performance assessment reporting or cpars contractor Manpower reporting application or cmra combat trafficking in persons program or ctip property Etc you may want to include where the completed inspection records will be kept and reference far subart 4.83 B15 quality assurance records Jose it is important that you treat the quas as a living document Dynamic and variable based on contractor performance throughout the period of performance quas flexibility is required to allow for an increase or decrease increas in the level of surveillance you may make surveillance adjustments based on contractor data and Trend analysis providing the rationale whether adjusting frequency of inspections to adding deleting surveillance items Etc there is a flowchart within ACC mapping the acquisition and procurement process application or map app which will assist you with completing the quas within the flowchart select the post award section 5.2.1 3.3 for quality assurance surveillance plan within this section you will see what quas generally contains to assist you with preparing a template to complete the quas for your applicable requirement thank you if I have any additional questions I'll be sure to contact one of you perfect thank you you I'm always here to help if you need anything moving forward same here call me anytime or shoot me an email have a great day you too signing off here talk to you soon