Military_Honors_Bugler_QASP.pdf

Quality Assurance Surveillance Plan (QASP)

Military Honors Bugler

1 Vision

To provide bugling service to military retirees and veterans interred at Willamette

National Cemetery and around the state.

2 Mission

To provide bugling service to our retirees and veterans at Willamette National Cemetery and when requested across the state for Active Duty Deaths.

3 Purpose

This quality assurance surveillance plan (QASP) is a Federal government document used to ensure the contractor's performance meets the performance standards contained in the contract. The QASP establishes procedures on how the assessment and/or inspection process will be conducted. It also provides a detailed process for a continuous oversight:

- What will be monitored

- How monitoring will take place

- Who will be conduct the monitoring

- How monitoring efforts and results will be documented

The QASP provides the structure for the government's surveillance of the contractor's performance to assure that it meets contract standards. It is the government's responsibility to be objective, fair and consistent in evaluating contractor performance.

The QASP is not intended to duplicate the contractor's Quality Control Plan. The contractor is responsible for implementing and delivering performance that meets contract standards using a contractor developed Quality Control Plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

The government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

4 Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition

Regulation, Inspection of Services clauses, which provide for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

5 Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities:

The State Coordinator and the State Noncommissioned Officer in Charge (NCOIC).

5.1 Program / Project Manager (PM)

The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

Assigned PM: Joshua Vanvalkenburg

Organization or Agency: Oregon Army National Guard Honors Program

Telephone: 503-460-6933

Email: joshua.r.vanvalkenburg@mail.mil

5.2 Contracting Officer (KO)

The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United

States in the contractual relationship. The KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Assigned KO: <enter name>

Organization or Agency: <enter organization or Agency name>

Telephone: <enter number>

Email: <enter address>

5.3 Contracting Officer's Representative (COR)

The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The

COR shall keep a quality assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance.

The COR is not empowered to many any contractual commitments or to authorize any contractual change on the Government's behalf.

5.4 Other Key Government Personnel

5.5 Contractor Representatives

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract. (Complete this section after the contract award)

Program Manager -<upon award, enter name>

Telephone:<enter number>

Email:<enter address>

Task Manager -<upon award, enter name>

Other Key Contract Personnel -<upon award, enter name or delete these lines if not applicable>

Title:<enter title>

6 Performance Requirements and Method of Surveillance

6.1 Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR's contribution is their professional, non-adversarial relationships with the KO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements.

The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor's performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and quality control and/or quality assurance actions to successfully meet the terms of the contract.

6.2 Surveillance Matrix

The Surveillance Matrix is the list of performance objectives and standards that must be performed by the contractor. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

Performance objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor's performance as it relates to the performance element standards.

Surveillance Matrix

PWS Para Tasks

3.1 The contractor shall coordinate with the Willamette National Cemetery staff for a weekly schedule of services.

Standards (STD) / Acceptable Quality Level (AQL) Inspection

Calculation / Ratings What How/ Method Who

Standard (STD): Method of coordination to be determined.

Schedule and record of coordination.

Documentation of coordination schedule and communication of schedule.

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

Acceptable Quality Level (AQL): Timing of coordination to be determined.

3.2 Provide bugler service for veterans at Willamette National Cemetery.

Standards (STD) / Acceptable Quality Level (AQL) Inspection

Calculation / Ratings What How/ Method Who

STD: Be present at the service at location.

Timeliness of service Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

AQL: Coordinate with appropriate personnel (ORARNG

Funeral Honors or Willamette Cemetery) and be present

15 minutes prior at the service location.

STD: Wear appropriate attire (uniform or civilian attire).

Appropriate Attire Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

AQL: Contractor is authorized to wear a Military

Uniform; however it must conform to their service wear and appearance regulation(s). Contractor is authorized to wear business attire. Attire (uniform or business attire) shall be clean, pressed (if applicable) and fit properly.

STD: Provide functioning bugle or trumpet.

Bugle or Trumpet Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

AQL: Bugle or trumpet shall be in working condition and have a clean and polished appearance.

STD: Service is conducted in accordance with coordinated placement and cues.

Appropriate Service Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this

AQL: Coordinate and execute placement and cues.

PWS

Para Tasks

3.3 Provide bugler service around the State of Oregon when requested.

Standards (STD) / Acceptable Quality Level

(AQL)

Inspection Calculation / Ratings

What How/ Method Who

STD: Be present at the service at location.

Timeliness of service Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

AQL: For funerals not located at Willamette National

Cemetery the contractor shall bugle for the veteran and be at the appointed location 45 minutes prior to the service for bugling.

STD: Wear appropriate attire (uniform or civilian attire).

Appropriate Attire Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this

AQL: Contractor is authorized to wear a Military

Uniform; however it must conform to their service wear and appearance regulation(s). Contractor is authorized to wear business attire. Attire (uniform or business attire) shall be clean, pressed (if applicable) and fit properly.

STD: Provide functioning bugle or trumpet.

Bugle or Trumpet Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

AQL: Bugle or trumpet shall be in working condition and have a clean and polished appearance.

STD: Service is conducted in accordance with coordinated placement and cues.

Appropriate Service Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

AQL: Coordinate and execute placement and cues.

3.4 Provide bugler service around the State of Oregon when requested.

Standards (STD) / Acceptable Quality Level

(AQL)

Inspection Calculation / Ratings

What How/ Method Who

STD: Will effectively and accurately play “Taps” on the bugle or trumpet in the Key of B Flat.

Appropriate Service Observation

The NCOIC of

Willamette National

Cemetery will be the main inspector for this activity.

AQL: Accurately plays “Taps” at a level that everyone can hear.

In evaluating the quality of contractor’s performance, the following performance ratings will be used.

Performance

Rating

Criteria

Excellent /

Outstanding

Performance meets contractual requirements and exceeds many to the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and contractor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the contractor were effective.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear 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 contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

CORRECTIVE ACTION REPORT (CAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACTOR

2. CONTRACT NUMBER

3. TYPE OF SERVICES

4. FUNCTIONAL AREA

5. SUSPENSE DATE

6. CONTROL NUMBER

7. DEFICIENCY MAJOR MINOR

FINDING:

FINDING IMPACT:

Please respond with a written corrective action plan that details the corrective action of the cited deficiency, the cause of the deficiency, and actions taken to prevent recurrence by Suspense Date in Block 5. If date was not entered in Block 5, the contractor is not required to provide a response.

8. QUALITY ASSURANCE PERSONNEL (COR)

TYPED NAME AND GRADE

SIGNATURE AND DATE

9. ISSUING AUTHORITY

TYPED NAME AND GRADE

SIGNATURE AND DATE

10. COR RESPONSE TO CONTRACTOR CORRECTIVE ACTION AND ACTION TAKEN TO PREVENT RECURRENCE

11. COR DETERMINATION

ACCEPTED REJECTED

12. CLOSE DATE

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION

BUILDING NUMBER

INDIVIDUAL

PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

PERFORMANCE ASSESSMENT REPORT (PAR)

(If more space is needed, use reverse and identify by number)

1. CONTRACT/TASK ORDER NUMBER 2. CONTRACTOR 3. TYPE OF SERVICES

4. QUALITY ASSURANCE PERSONNEL (COR) SIGNATURE AND DATE

5. COR PHONE 6. SUSPENSE DATE

I. PERFORMANCE

7. DEFICIENCY (CHECK ALL BOXES THAT APPLY)

NEW

REPEAT

NO DEFICIENCY NOTED

8. SERVICES SUMMARY or PWS PARAGRAPH ITEM REVIEWED

9. BRIEF DESCRIPTION OF DEFICIENCY (IF DEFICIENCY BOX WAS

CHECKED)

10. DETAILED PERFORMANCE ASSESSMENT

II. CONTRACTOR VALIDATION

11. CONTRACTOR REPRESENTATIVE CONCUR NON-CONCUR

12. CORRECTIVE ACTION ESTIMATED COMPLETION DATE

13. CONTRACTOR REPRESENTATIVE CORRECTIVE ACTION AND PREVENTION OF RECURRENCE OR REASON FOR NON-CONCURRENCE OF

COR CITED DEFICIENCY

III. ACTION CORRECTED

14. CONCUR NON-CONCUR COR SIGNATURE AND DATE

15. COR REMARKS (REQUIRED)

6. CONTRACTOR REPRESENTATIVE REMARKS