1.12 - QASP.pdf

QASP

QUALITY ASSURANCE SURVEILLANCE PLAN AND MATRIX

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document 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 and that the Government only pays for the acceptable level of services received.

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 Management Plan. The Government may provide the Contractor an information 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 Assistant (TA) - The Technical Assistant provides detailed technical oversight of the

Contractor’s performance. While the Technical Assistant may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, he or she is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the Contractor deems may affect contract, price, terms, or conditions shall be referred to the Contracting Offer for action.

5.0 METHODS OF QA SURVEILLANCE

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

Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed and must be forwarded to the Technical Assistant. The Technical Assistant shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

Random/Scheduled Monitoring – Random and/or scheduled monitoring will be conducted if and when deemed necessary to ensure compliance with the terms of the contract. The Contracting Officer’s Representative and/or Technical Assistant will conduct the monitoring.

Random/Scheduled Checks and/or Inspections on Completion of Workload Taskings –

Inspections or checks will be conducted to ensure compliance with the (SOP). The Contracting Officer’s Representative and/or Technical Assistant will conduct the inspections and checks.

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.

8.0 ANALYSIS OF CONTRACTOR PERFORMANCE

The analysis of contractor performance shall be conducted at the end of each month and serves to provide a summary of the Contractor’s performance to the Contracting Officer and the Contractor. Overall performance is important in determining 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 of the specification.

QASP

MATRIX

Performance Element

Performance Requirement

Surveillance Method

Frequency

Acceptable

Quality Level

Procedures to be taken when performance standards are not met

Performance Work Statement

(PWS)

Services to be provided IAW

PWS

Inspection/Monitoring by the COR/TA;

Customer Feedback

Random

>98% of services to be provided

IAW PWS

Contract Deliverables

Contract deliverables furnished as prescribed in the

PWS:

Monthly status reports are submitted by the 10th day of each month. Reports provide any issues and concerns that need to be resolved, travel and ODC information provided as contained in the

PWS.

Report ALL contractor labor hours Enterprise Contractor Manpower Reporting Application (ECMRA) no later than 31 October of each year

Submittal of other reports and records as required

Review by the

COR/TA

100% inspection of all contract deliverables.

>95% of deliverables submitted timely and without rework required.

FAR Clause 52.212-4

Qualified Personnel

All personnel on task are fully qualified in accordance with Sections 2.X.9 of the

PWS

Inspection by

COR/TA

Random

>98% personnel fully qualified IAW with

PWS

Section 2.X.9

Monthly Status Report

Review by

COR/TPOC

Monthly >95% accuracy

Invoicing

Monthly invoices per contract procedures are timely and accurate.

Review & acceptance of the invoice

Monthly

95% accuracy

Overall Contract Performance

Overall contract performance of sufficient quality to earn a Satisfactory (or higher) rating in the COR’s annual report on Contractor Performance

Assessment by the

COR

Annual

All performance elements rated Satisfactory (or higher)

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.

In accordance with the inspection of services provisions of the contract, the contractor will be incentivized to provide quality products in a timely manner since the Government can require the Contractor, at no additional cost, to replace or correct work that fails to meet contract requirements.

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.

-If performance is within acceptable levels, it will be considered to be satisfactory. If not, overall performance may be considered unsatisfactory