# MP5346.103 Contracting Office Responsibilities

#### Mandatory Procedure

MP5346.103
Contracting Office Responsibilities
The Quality Assurance Program

##### August 2005

MP5346.103 Contracting Office Responsibilities.

The following mandatory procedures will be used when awarding services acquisitions subject to the requirements of AFI 63–124, Performance-Based Services Acquisition (PBSA):

1. Roles and Responsibilities

a. Contracting Squadron Commanders/Chiefs of the Contracting Offices/Chiefs of Performance Management Offices/AFMC/AFSPC Center-level PKs duties:

(1) Ensures a Quality Assurance Program Coordinator (QAPC) is appointed to integrate the quality contract requirements into the quality assurance program.

(2) Ensures functional area leadership receives tailored training for PBSA and Quality Assurance (QA).

(3) Ensures QAPC individual training plans are tailored to the local mission and local QAPC responsibilities.

(4) Ensures consistent guidance to customers given by QAPC and other functional areas such as Acquisition Centers of Excellence or similar offices.

(5) Responsible for providing training as identified in paragraph 2.

b. Contracting Officer (CO) duties:

(1) Advises the multi-functional team on performance plan development.

(2) Manages the listing of QA personnel (QAP) assigned to the contract, indicating their areas of responsibilities and limitation of authority, and ensures that the contractor is notified of such.

(3) Multi-functional team advisor for developing incentives/remedies as appropriate tied to performance objectives and performance thresholds.

(4) Maintains in the contract file documentation of training provided by contracting personnel and/or QAPC identified herein.

c. Quality Assurance Program Coordinator (QAPC):

(1) Supports the multi-functional team in the development of contract requirements specifically ensuring that requirements are clearly stated and enforceable.

(2) Trains QAPs on the contracting requirements associated with the quality assurance program.

(3) Trains Functional Commanders/Directors (FC/FD) as outlined in paragraph 2c.

(4) Provides Phase I training and as part of Phase I training, documents QAPs acknowledgement of their requirement to:

(a) Evaluate and document contractors performance in accordance with the performance plan.

(b) Notify the contracting officer of any significant performance deficiencies and provide any recommendations to improve the performance plan or performance work statement (PWS).

(c) Maintain surveillance documentation.

(5) Assists in development of quality assurance related training as requested.

(6) Processes/maintains/updates quality assurance appointments and delegations memos.

(7) Maintains documentation of Phase I/II training provided by contracting personnel identified herein.

(8) Assists the market research efforts of the multi-functional team in determining commercial quality assurance practices.

(9) Assists as required with the evaluation of the contractor’s Quality Control Plans.

(10) Provides refresher training annually if necessary to ensure the QAPs are up to date with all required changes.

2. Training.

a. Functional area evaluator training for Advisory and Assistance Services (A&AS) eliminates the need for Phase I training for A&AS. Award fee training programs meeting the purpose and intent of Phase I/II training may satisfy training requirements.

b. QAPs must receive Phase I and Phase II training prior to contract award and assuming their responsibilities. If nominated to replace an existing QAP after contract award, training will be provided prior to performing performance assessment.

(1) Phase I training is conducted by the QAPC. Training will consist as a minimum of the following:

(a) Seven Steps to PBSA Training.

(b) Review of AFI 63–124, Performance-Based Services Acquisition (PBSA).

(c) Relevant examples of performance objectives and performance thresholds.

(d) Ethics/Government-Contractor Relationships.

(2) Phase II training is conducted by the contract administrator or procuring contracting officer. Training consists as a minimum of the following:

(a) A detailed discussion of the contract, PWS, and performance plan.

(b) An awareness of any areas in the contract susceptible to fraud, waste, and abuse.

(c) How to properly certify acceptance of services.

(d) Maintenance of and submission of all QA documentation and past performance information required by the contract and applicable regulation.

c. FCs/FDs must receive training within 30 days of their commencement of duties. Training is conducted by the QAPC and will be tailored to their needs.

d. QAPC training is conducted by AETC. The QAPC must complete this course prior to conducting training.