1.25 N0018921Q0052_Attachment5.docx

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) 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 services listed in the Performance Work Statement. 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 52.246-4, 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.

· Contract Officer 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’s limitations are contained in the written letter of appointment.

· Technical Point of Contact (TPOC) – An individual designated in writing by Naval Service Training Command to provide technical assistance, inspection, monitoring and support to the Contracting Officer Representative (COR) in the administration of the contract. The TPOC does not have authority to take any direct action nor provide any technical direction or clarification to the contractor. The TPOC’s limitations are contained in the written letter of appointment.

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 COR will evaluate the timeliness, quality and accuracy of reports and presentations, contract deliverables and invoices.

· Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys, critiques 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 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). In process reviews and random monitoring will be conducted.

· Deliverable Assessments - The COR will monitor and review deliverables to ensure conformance to contract requirements and timely delivery. The COR will provide a report on the status and quality of deliverables to the Contracting Officer in the COR report. If the contractor does not meet the applicable delivery schedule or the quality of the deliverable is unacceptable, the COR will notify the contractor in writing of the deficiency and provide a timetable for correction using the Contract Discrepancy Reports (CDR) and will submit a copy to the Contracting Officer.

5.1. Contract Discrepancy Reports (CDR) are written to identify documented cases of poor contractor performance. They are issued by the COR and forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within three (3) days of receipt identifying how future occurrences of the problem will be prevented. The Contracting Officer, based on the contractor’s plan to solve the problem and the contractor’s past performance, will determine if any further action will be taken.

5.1.1. The COR is responsible for identifying the problem that caused poor performance. This information must be relayed to the contractor in a timely manner. The contractor shall have a quality control program in place to provide feedback on its performance.

5.1.2. If the contractor’s response is likely to correct the problem, the COR should recommend to the Contracting Officer that further government action will not be required with the exception of an increased level of surveillance. If the contractor’s response is not likely to correct the deficiency then the COR should explain why the solution is not adequate and recommend action by the Government.

5.1.3. It will be the COR’s duty to make quality assurance evaluation (QAE) results known to the Contracting Officer and contractor who is responsible for taking appropriate action. The COR will evaluate the contractor’s performance on a regular basis and will maintain a file for historical data.

5.1.4. The COR may observe unsatisfactory performance by the contractor, which is not part of normal surveillance. The contractor shall be informed of the defect but the observation will not be counted to determine unsatisfactory performance within the QASP. The contractor shall correct the defects as soon as practical. A large number of these defects shall be cause for action against the contractor.

6.0 IDENTIFIED QA SURVEILLANCE ITEMS

The 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

· 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.

· 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 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.

8.1. Incentives/Disincentives. At a minimum, the COR reports annually on contractor performance through the Contractor Performance Assessment Reporting System (CPARS) and through the COR annual report. The contractor’s failure to achieve satisfactory performance under the contract, reflected in the CPARS, COR’s annual report, or through a CDR, may result in termination of the contract and may also result in the loss of future Government contracts. Based upon the contractor’s past performance and plan to solve any problems identified, the Contracting Officer will determine if any further action will be taken.

QASP Matrix

Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information

Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information

Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information.

Failure to comply may result in loss of access to computer or facilities for individuals.

Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information.

Failure to comply may result in loss of access to computer or facilities for individuals.

Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information.

Failure to comply may result in individual loss of access to information systems.

Invoicing

Monthly invoices per contract procedures are timely and accurate

Request corrective action from contractor in accordance with Contractor Quality Assurance Plan.

Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information

Request corrective action from contractor in accordance with Contractor Quality Assurance Plan.

Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information