1.1.5 NEW Quality Assurance Surveillance Plan for 1152020.docx

Quality Assurance Surveillance Plan for Del Rio Sector Border Patrol Auto Parts Supply Concession

1. Purpose

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to ensure that systematic quality assurance methods are used in the administration of this performance based service contract. The intent is to ensure that the contractor performs in accordance with the performance metrics and that the Government receives the quality of services called for in this contract.

The intent of the Del Rio Sector Border Patrol is to establish an onsite parts acquisition service for the fleet maintenance program, to increase the efficiency and performance of the fleet maintenance program. The contract requirement is intended to support the Del Rio Sector Border Patrol with a contract for a full service in-house auto parts supply concession within the Del Rio Sector Headquarters Garage, to include remote-site (internet web-access) services to outstations including but not limited to Carrizo Springs, Eagle Pass, Uvalde and Comstock. The services provided to out-stations will include online part ordering capability, and supply of parts and part-ordering related technical advice as needed. The concession shall supply a full range of auto parts supplies to support automotive and equipment part needs for fleet, ATV and all internal combustion engine equipped property serviced by Del Rio Sector Fleet personnel.

This action will be met by awarding a single BPA for a five (5) year period of performance. Payment under this contract will be made via Fleet Credit Cards. The Contractor’s performance will be monitored by the Contracting Officer’s Representative (COR) and Government Authorized Representative designated by the Contracting Officer. The Contracting Officer’s Representative will be available to answer questions, provide for inspections, certify invoices for payment and assist in administering the contract. A properly executed QASP will assist the Government in achieving the objectives for procurement action.

2. Authority Authority for issuance of this QASP is provided under FAR 52.246-4 Inspection of Services—Fixed Price (AUG 1996) to be executed by the Contracting Officer or a duly authorized representative.

3. Scope To fully understand the roles and responsibilities of the parties, it is important to first define the distinction in terminology between Quality Control Plan and the Quality Assurance Surveillance Plan. The Contractor, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract.

The QASP is put in place to provide Government surveillance oversight of the Contractor’s efforts to assure that they are timely, effective and delivering the results specified in the contract.

4. Government Resources The following definitions for Government resources are applicable to this plan:

Contracting Officer (CO) - A person duly appointed with authority to enter into contracts and make related determination and findings on behalf of the Government. Contracting Officers are designated via a written warrant, which sets forth limitations of authority.

Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and assures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any changes on the Government’s behalf. Any changes the Contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting Officer for action.

5. Responsibilities

The following Government resources shall have responsibility for the implementation of this QASP:

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 terms of 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) – The COR is responsible for technical administration of the contract and assures proper Government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any changes on the Government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions shall be referred to the Contracting Officer for action.

6. Methods of QA Surveillance

a. Contractor Performance Assessment – The market place for these (products and services) is very competitive. As such, the successful bidder has a vested interest in the Government-generated contractor performance assessment ratings under this contract. For this procurement the Government will address the quality of product or service, schedule, cost control, business relations, management, and other important areas. As this information may affect future source selections throughout CBP, and the continuation of the contract, the annual Government assessment will be used appropriately as an additional performance oversight and communication tool with the QASP.

b. Quality Assurance Surveillance Plan - The below listed methods of surveillance will be used by the COR in the technical administration of this QASP. In addition to the below instructions, the form used for documentation of quality assurance surveillance is the Surveillance Activity Checklist, Enclosure (5).

7. Surveillance

Enclosures (1), (2), (3) and (4) set forth the performance standards, incentives, definitions and surveillance methods for the contractor and COR while enclosure (5) provides the checklist and means for the COR to document the results of the surveillance. Enclosure (5) will be provided to the Contracting Officer on a monthly basis for inclusion into contract file.

8. Documentation

In addition to providing monthly reports to the Contracting Officer, the COR will maintain a complete Quality Assurance file. The file will contain copies of all reports, evaluations, recommendations, and any actions related to the Government’s performance of the quality assurance function, including the originals of the Quality Assurance Checklists. All such records will be maintained for the life of the contract. The COR shall forward these records to the Contracting Officer at termination or completion of the contract.

9. Enclosures

Enclosure (1) - Performance Standards - Tasks Enclosure (2) - Performance Standards - Data Enclosure (3) - Incentives Enclosure (4) - Definitions for Evaluation Areas and Ratings Enclosure (5) - Surveillance Activity Checklist

Enclosure (1) Del Rio Sector Border Patrol Auto Parts Supply Concession

Performance Standards – Tasks

* Government Evaluation will be accomplished by the Government COR or PMO.

Enclosure (2)

Enclosure (3)

Incentives

(-) Does not meet the acceptable performance definition as a condition for year one (1).*Performance discontinued at end of 1st year.

(-) Does not meet the acceptable performance definition as a condition for year two (2).*Performance discontinued at end of 2nd year.

(-) Does not meet the acceptable performance definition as a condition for year three (3).*Performance discontinued at end of 3rd year.

(-) Does not meet the acceptable performance definition as a condition for year four (4).* Performance discontinued at end of 4th year.

* The Government reserves the right to not continue beyond the effective period of this agreement if Contractor fails to meet the performance standards.

Enclosure (4)

Definitions for Evaluation Areas and Ratings

All PWS tasks, including PWS sub-tasks, will be assessed focusing on the following:

Quality of Product or Service – Assess the Contractor’s effort to transform operational needs and requirements into an integrated solution. Areas of focus may include the planning and management of program tasks, the quality of support provided throughout all phases of contract execution, integration of program management specialties, management of interfaces, and management of a totally integrated effort of all program management concerns to meet cost, performance, and schedule objectives. Assess how successfully the Contractor meets program quality.

Schedule – Assess the Contractor’s adherence to the required delivery schedule by assessing the Contractor’s efforts during the assessment period which contribute to and or effect the schedule variance. Also address significance of scheduled events (i.e., design reviews), discuss causes, and assess the effectiveness of Contractor corrective actions.

Cost Control – Assess the Contractor’s effectiveness in forecasting, managing, and controlling contract cost. Is the contractor experiencing cost growth or under-run? If so, discuss the causes and contractor-proposed solutions for the cost overruns. For contracts where task or contract sizing is based upon contractor provided person-hour estimates, the relationship of these estimates to ultimate cost should be assessed. In addition, the extent to which the Contractor demonstrates a sense of cost responsibility, through the efficient use of resources in each work effort should be assessed.

Business Relations – Assess the timelines, completeness and quality of problem identification, corrective action plans, proposal submittals, Contractor’s reasonable and cooperative behavior, effective business relations, and customer satisfaction.

Management – Assess the Contractor’s success with timely award and management of subcontracts, to include whether the Contractor has met small/small disadvantage and women-owned business participation goals. Discuss the extent to which the Contractor discharges its responsibility for integration and coordination of all activity needed to execute the contract; identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks/actions required by contract; communicates appropriate information to affected program elements in a timely manner. Assess the Contractor’s risk mitigation plans. If applicable, identify any other management areas that are unique to the contract.

Other areas – Assess additional evaluation areas unique to the contract or cannot be captured elsewhere.

The evaluation ratings are as follows:

Exceptional – Performance meets contractual requirements and exceeds many of the Government’s benefit. The contractual performance of the task and sub-task being assessed were accomplished with few minor problems for which corrective actions taken by the contractor are highly effective.

Very Good - Performance meets contractual requirements and exceeds some of the Government’s benefit. The contractual performance of the task and sub-task being assessed were accomplished with some minor problems for which corrective actions taken by the contractor are effective.

Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal - Performance does not meet some contractual requirements. The contractual performance of the task and sub-task being assessed reflect a serious problem for which the contractor has not yet been identified for corrective actions. The Contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the contractor’s actions appear or were ineffective.

Enclosure (5)

Surveillance Activity Checklist

Monthly Surveillance:

The Contracting Officer’s Representative will perform a monthly assessment of Quality, Schedule, Cost Control, Business Relations, Management, and Other Areas as applicable utilizing the contractor performance evaluation rating definitions listed in enclosure (4).

5.1.7 Program Management Plan

Customer requirements and objectives met, on-time, 95% of the time.

15 Days after award

Document (updated as needed)

5.1.8 Computerized Inventory Control System Report

Customer requirements and objectives met, on-time, 95% of the time.

15 Days after award

Monthly Summary of Ratings:

Annual Surveillance:

The COR will perform an annual assessment of overall contract performance utilizing the contractor performance evaluation rating definitions listed in enclosure (4) and the monthly summary of ratings.

Measure

Quality of Product or Service

Review of Monthly Ratings.

TBD

Schedule

Cost Control

Business

Relations

Management

Other Areas