1.06 QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN AND MATRIX

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied tool used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

2.0 AUTHORITY

Authority for issuance of this QASP is provided under FAR 52-212-4(a), Inspection/Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the Contracting Officer or their duly authorized representative.

3.0 SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract. The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s Quality Control Plan. The Government may provide the Contractor an informational copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

4.0 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Contracting Officer’s Representative (COR) – An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for the COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

Technical Point of Contact (TPOC) – An individual designated in writing by the COR to act as their authorized representative to assist in administering a contract. TPOC limitations are contained in the written letter of appointment. The TPOC provides oversight of the Contractors’ performance from a technical perspective and reports monthly his or her findings to the COR in a timely, complete and impartial fashion. While the TPOC may provide technical clarification of the Performance Work Statement to the Contractor he/she is not empowered to alter the terms and/or conditions of the contract.

5.0 METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP. The QASP Matrix describes the methods of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

COR Assessment – The Contracting Officer’s Representative will evaluate the timeliness, quality and accuracy of reports and presentations, contract deliverables and invoices. The COR will also assess success or failure related to the replacement of an instructor within the allotted timeframe.

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys, informal discussions or from random customer complaints. Customer complaints, to be considered valid, must submitted to the COR in writing detailing the nature and circumstances of the complaint. Complaints must be signed by the complainant and the COR and will forwarded to the Contractor. The Contractor shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

Random Checks/Inspections – Random checks will be conducted to ensure compliance with the Standard Operating Procedures (SOP) and the PWS. The Contracting Officer, COR or TPOC may conduct the random monitoring.

6.0 IDENTIFIED QA SURVEILLANCE ITEMS

The PBSC items that have been identified for surveillance are identified in the Performance Work Statement (PWS).

7.0 DOCUMENTATION

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations, and any other actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. At a minimum, the Quality Assurance Surveillance file shall contain:

Copies of letters of appointment for the COR and TPOC A copy of the contract and all modifications A copy of the QASP and all subsequent revisions The names and titles of individuals on the contract administration team A record of all accepted receiving reports, required documentation with the submission of each receiving report and reviews.

Copies of complaints received.

Memoranda for the record or minutes of any pre-performance meetings or conferences.

Memoranda for the record or minutes of any meetings or discussions with the contractor, or others, pertaining to the contract or contract performance or changes to the PWS.

8.0 ANALYSIS OF CONTRACTOR PERFORMANCE

The COR will analyze contractor performance monthly to determine whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards stated in the QASP and PWS.

QASP MATRIX

Performance Requirement

Performance Standard Surveillance

Method Frequency

Acceptable Quality Level

(AQL)

Procedures to be taken when AQL not achieved

Receive and Stow Material – PWS Section 5.3

- Record all deliveries received in the “Trucks Received Log” and provide copies to DGR every month

COR

assessment, Planned inspection

Monthly 100% compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

Process MTIS 5.7

Receive, inspect, stow as appropriate for AVDLR or consumable & provide annotated receipt to the

DGR

COR

assessment, Planned inspection

Monthly 100 % compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

Receive DTO Material 5.10

Receive, inspect and deliver to customer IAW Issue Priority Group standards and annotate receipts IAW FIAR standards

COR

assessment, Planned inspection

Weekly 98% compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

Process Discrepant Material 5.11

Annotate receipt documentation as to discrepancy IAW FIAR standards and forward to

DGR

COR

assessment, Planned inspection

Weekly 98% compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

Issue Material 5.12

Issue/deliver IAW UMMIPS standards and coordinate delivery with site’s MDU

COR

assessment, Planned inspection

Daily 98% compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

Ship Material 5.18

Ship material IAW Issue Priority Group; pack and ship HAZMAT IAW Federal transportation requirements

COR

assessment, Planned inspection

Daily 100% compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

Postal Operations (Norfolk only) 5.19.1

Pick-up and deliver official US MAIL (non-personal mail) at base post office

COR

assessment, Planned inspection

Monthly 98% compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

SASS (Norfolk only outbound/inbound) 5.19.2

OUTBOUND Prepare outbound PUKs within 2 business days of request from DGR. Ship/deliver within 1 business day of DGR request.

INBOUND Receive inbound PUKs and

COR

assessment, Planned inspection

Daily 100% compliance

FAR Clause 52.212-4(a) – Inspection/Acceptance Positive: Favorable Performance Reviews.

Negative: FAR 52.246-4(e) and (f).

Performance Requirement

Performance Standard Surveillance

Method Frequency

Acceptable Quality Level

(AQL)

Procedures to be taken when AQL not achieved inventory 300 line items per business day. Stow PUK within 4 business days of DGR request.

Stow returning RFI items from FRC within 1 business day of request

CTIP Compliance

Compliance with FAR 52.222-50, Combating Trafficking in Persons

Inspection by COR

Random 100% compliance

Non-Compliance will be immediately reported to the contract officer (see DFARS

PGI 222.1703)

INCENTIVES/DISINCENTIVES:

The COR makes an annual report on Contractor Performance (CPARS or other annual report). The contractor’s failure to achieve satisfactory performance under the contract, reflected in the COR’s annual report, may result in termination of the contract and may also result in the loss of future Government contracts. Additionally, the contractor’s failure to achieve satisfactory performance under the contract may also result in the non-exercise of available options.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report (CDR). CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within 5 days of receipt identifying how future occurrences of the problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.