2.02d Quality Assurance Surveillance Plan (QASP).pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. INTRODUCTON

This QASP has been developed pursuant to the requirements listed in the Performance Work Statement (PWS). This QASP serves as the plan for surveillance of performance and identifies the performance indicators, standards, inspections, methods, and procedures to be used in monitoring performance. The plan sets forth the agreed upon procedures and guidelines NAVSUP and FM&C will utilize to ensure the required performance standards and acceptable quality levels (AQL) are achieved by the contractor.

2. PURPOSE

This QASP describes the systematic quality assurance methods that will be used to evaluate whether the contractor is meeting the performance standards identified in the PWS. Included are procedures for evaluating contractor performance as well as procedures to be taken against the contractor for unacceptable or noncompliant performance. 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.

3. RESPONSIBILITIES

Contracting Officer’s Representative (COR) Responsibility:

The COR is designated in writing by the Procuring Contracting Officer (PCO) to act as his or her authorized representative to assist in administering a contract, however, specific limitations are identified in their written appointment letter. The COR 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 PCO for action.

The COR is responsible for the technical administration of the contract and ensures proper Government surveillance of the contractor’s performance. The COR will have the responsibility to document the inspection and evaluation of the contractor’s work performance and adherence to performance standards/AQLs. The COR is also responsible for assessing contractor performance for the Contractor Performance Assessment Reporting System (CPARS) with input from FM&C leadership. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

Contractor Responsibility:

The contractor is responsible for the management and quality control actions necessary to meet the terms of the contract. The quality expectation is that the contractor will provide sufficient oversight of the work products (i.e., an internal independent validation and verification) that is validated by a senior partner (or designee's) signature.

FM&C’s expectation is for the contractor to collaborate as a partner with DON in audit. As such, the contractor shall provide guidance, strategies, and quality work products for the Consolidated Feeder System that transform the DON’s business environment to achieve an unmodified (i.e., clean) audit opinion.

4. IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS

The required performance standards and AQLs are identified in the incorporated PWS, CDRL and herein with the method of surveillance. This QASP will enforce surveillance of the deliverable (e.g., CDRL, work products, tasks) against the contract performance standards and AQLs. All deliverables of the performance standards are equal in weight.

NOTE: Contractors must utilize Government templates for deliverables when provided.

5. METHODOLOGIES TO MONITOR PERFORMANCE

The COR will utilize a combination of surveillance methods to adequately monitor the contractor’s performance. The two principal methods of surveillance are listed below, however, any surveillance technique (i.e., random work product samples, performance interviews, site visits, meeting drop-ins, other or ad hoc customer feedback, and surveys) can be used at the Government’s discretion. The principal methods of surveillance are as follows:

• CDRL Inspection –The COR, shall track all contractor hours executed as well as the quality of the CDRLs delivered and supporting documentation provided. Particular attention will be paid on how the contractor is managing CDRLs and the intent and objectives of the monthly planning and status reporting process.

• Senior Leadership, Government Technical Lead, or Technical Assistant Feedback – The contractor is expected to establish reasonable and cooperative behavior, and maintain professional communication with its customers. Feedback received by the COR on the performance of the contractor will be documented and should be discussed at the monthly planning meetings. Customer compliments sent to the COR may be an indicator of success, but may not necessarily indicate overall program success.

6. CONTRACTOR AWARDS

The regulations that authorize awards to Government employees do not apply to contractor personnel. DOD Manual 1400.25-V451 (2013) states that “awards, awards programs, ceremonies or receptions to acknowledge contributions by organizations or companies having a commercial or profit-making relationship with DOD must not be established.”

7. MONITORING FORMS

The Government’s surveillance will be documented in the Program Management Reviews, correspondence, and/or periodic reports. The periodic reports will document the Government’s assessment of the contractor in meeting the required performance standards and AQLs. The COR’s surveillance will support the Government’s annual CPARS assessment; however, they are not the only input to the contractor’s performance assessment. The COR will retain a copy of all performance related documentation.

8. QUALITY ASSURANCE ASSESSMENT AND REMEDIES

Determining Performance:

The Government shall use the monitoring methods cited in this QASP to determine whether the performance standards/AQLs have been met. The performance standards, AQLs, and level of effort are the expected and required levels of performance. Meeting these contract requirements will result in a CPARS rating of satisfactory. To achieve above a “Satisfactory” CPARs rating, the contractor must provide support and timely (as agreed during the monthly planning meetings) work products that further DON financial statement auditability based upon COR surveillance.

FM&C senior executive leadership maintains final authority for contractor performance assessments.

Corrective Action:

If either the level of support or work products are deemed insufficient or out of scope, the COR will request a written corrective action plan that contains both a proposed adjustment and/or solution, and commensurate updated milestones.

Reporting:

Performance issues, if any, will be discussed in the Monthly Program Management Reviews, correspondence, and/or periodic reports. CPARs will be conducted, at a minimum, on an annual basis.

Reviews and Resolution:

The COR may require the contractor’s project manager to meet with the PCO, program manager, and other Government personnel as deemed necessary to discuss performance evaluation.