2.2.1 Attachment 3 QASP 8.5.25.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

For FID Multiple Catastrophe Models

Contract Number: TBD upon contract award Contract Description: Acquisition of software licenses for storm surge and inland flood catastrophic data modeling, along with supporting services including installation, training, documentation, and remote technical and troubleshooting support.

Contractor’s name: TBD upon contract award

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored.

• How monitoring will take place.

• Who will conduct the monitoring.

• How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price,

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO 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 CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: Bryan Falcone Organization or Agency: FEMA Telephone: 202-316-0527 Email: bryan.falcone@fema.dhs.gov

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the CO, the COR shall provide documentation to the CO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

TBD

c. Other Key Government Personnel

TBD

d. Contractor Program/Task Manager - TBD upon Contract Award

4. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

5. INCENTIVES.

The Government shall use past performance and exercise additional option years as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QUALITY ASSURANCE SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the CO, if needed, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/acceptable quality level (AQL).

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

The system owner, program manager, and other federal personnel assigned will directly oversee the contractor’s performance and report back to the COR. If the COR identifies any needed remediation efforts, the system owner, program manager, and other federal personnel assigned will directly oversee such remediation efforts by the contractor.

b. PROGRESS AND STATUS MEETINGS.

If the COR identifies any needed remediation efforts, status meetings will be held at a minimum weekly on such remediation efforts with the contractor, system owner, program manager, and/or other federal personnel assigned to represent the Actuarial and Catastrophic Modeling Branch. The contractor shall also submit progress reports at minimum on a weekly basis detailing the status of remediation efforts.

Direct Observation and Progress and Status Meetings

c. Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.

7. QUALITY ASSURANCE SURVEILLANCE PLAN TABLE

Performance Objective Required Service Performance

Standard

Acceptable Quality

Level (AQL)

Method of Inspection

Incentive/ Disincentive

Schedule - Timeliness of Deliverables

All task order deliverables will be delivered to the Government by the due dates established in the task order.

All deliverables will be tracked and monitored for timely delivery.

100% of deliverables are submitted by the due date established in the task order.

95%

No more than 5% of deliverables shall be delivered late.

100% Inspection:

-The COR will track delivery dates

Level of Surveillance:

Monthly

Past Performance Incentive:

Positive

CPARS

assessment for Schedule

Past Performance Disincentive:

Negative

CPARS

assessment for Schedule

Quality of Service – Training

Deliver satisfactory Training Plan and associated documentation and training sessions and/or materials

100% satisfaction with Training Plan and associated documentation and training sessions and/or matierals

90%

No more than 10% of training-related deliverables/pr oducts may be rated unsatisfactory

100% Inspection:

- The COR will assess the quality of the Training Plan and documentation

- The COR will ask training recipients to evaluate the quality of training sessions and/or materials

Past Performance Incentive:

Positive

CPARS

assessment for Quality of Service

Past Performance Disincentive:

Negative

CPARS

assessment for Quality of Service

Quality of Service – Technical and Troubleshooting Support

Respond to requests for technical and troubleshooting support within 48 hours (Monday to Friday)

100% of requests responded to within 48 hours

95%

No more than 5% of requests responded to outside of the 48 hours timeframe.

Periodic surveys

- The COR will survey software users on the timeliness of

Past Performance Incentive:

Positive

CPARS

assessment for contractor responses to technical and troubleshootin g requests

Surveillance:

Monthly

Quality of Service

Past Performance Disincentive:

Negative

CPARS

assessment for Quality of Service

Management Key personnel shall be available to the COR via telephone between the hours of 9:00 AM and 5:00 PM Eastern Time (ET), Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within three (3) hours of notification or next business day.

Key personnel are available and respond within the required timeframe 100% of the time.

98%

Key personnel will be unavailable no more than 2% of the time.

Continuous observation

Level of surveillance:

Monthly

Past Performance Incentive:

Positive

CPARS

assessment for Management of Key Personnel

Past Performance Disincentive:

Negative

CPARS

assessment for Management of Key Personnel

Cost Control Project activities stay within budget 100% of the time and invoices are submitted at least on a monthly basis.

Deliverables and support activities stay within budget 100% of the time.

100% 100% inspection:

-Burn rate tracked and reviewed with the progress reports

-Invoice reviews by

COR

Level of surveillance:

Monthly

Past Performance Incentive:

Positive

CPARS

assessment for Cost Control

Past Performance Disincentive:

Negative

CPARS

assessment for Cost Control