QASP_Attachment_J-8.pdf

ATTACHMENT J-8

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. Introduction

a. Since this is a Performance Based Contract, the CDC must effectively validate in a timely manner the performance of the Contractor in meeting the services required. This QASP provides a systematic surveillance method for the services, and describes the methodology by which the Contractor’s performance will be monitored.

b. The principal focus of the surveillance system is the Contractor’s performance of the indicators identified in the Performance-Based Matrix in Section C.6 of the Performance Work Statement.

c. The contract will be surveilled with this Quality Assurance Surveillance Plan. Additional surveillance may be added as needed by the program office.

d. The plan references the Contractor Performance Assessment Reporting System (CPARS). The CPARS system allows the Contracting Officer or the Contracting Officer’s Representative to report Contractor and subcontractor performance on a national, easily accessible database. It requires the CDC to review the database prior to approving the use of a Contractor to ensure that the contractor or subcontractor has done a good job in the past. As a result, it is anticipated that the CPARS system should help motivate the contractor, wishing future work in the Federal Sector, on the current contract toward superior performance.

e. This QASP:

i. Identifies the services and products that will be measured.

ii. Establishes the specific standards of performance for each required output.

iii. Establishes the responsibilities for performing the measurement.

iv. Defines the CDC role in overseeing the performance.

v. Provides for feedback to the contractor regarding quality, quantity, and timeliness of the service outputs.

vi. Establishes timeframes for communicating performance improvements.

2. Methods of Surveillance

a. The Performance Based Matrix in Section C.6 lists the services to be monitored and the standards to be applied.

b. This QASP is based on the premise the CDC desires to maintain a quality standard for services to conduct assessments, studies, research and demonstration projects, consultation and technical assistance, health education activities and related support services.

c. The contractor and not the CDC is responsible for management and quality control actions to meet the terms of the contract. The role of the CDC is quality assurance to ensure contract standards are achieved.

d. In this contract the contractor quality control program is the basis for service quality. The contractor is required to only deliver services that conform to the requirements of the contract as defined in the Performance Work Statement.

3. Roles and Responsibilities

a. The contractor’s primary responsibility is to ensure all requirements are met at the required quality level. The CDC shall ensure this responsibility has been met before payment is made to the contractor. The primary CDC team members are the Contracting Officer’s Representative (COR) and the Contracting Officer (CO).

b. The CO has the overall responsibility for overseeing the Contractor’s performance. The CO is responsible for monitoring Contractor performance in the areas of contract compliance, contract management, and the resolution of all issues relative to the language of the contract.

c. The COR and the COR team are responsible for directly monitoring, assessing, recording, and reporting on the technical performance of the Contractor. The COR will have primary responsibility for signing off on all invoices and documenting the inspection and evaluation of the contractor’s performance.

d. The COR will work with staff and the Contractor to ensure good communication and resolve any problems not requiring the CO’s authority.

4. Surveillance

a. The COR will evaluate the performance objectives through periodic inspections during each service month.

b. All performance must be documented, whether acceptable or unacceptable. When unacceptable performance is documented, the COR or Technical Monitor shall take the following actions:

i. If the government actions caused the unacceptable performance, take steps to prevent it in the future.

ii. If the contractor’s performance is unacceptable, inform the contractor’s Program

Director of the unacceptable performance and the reasons why it is unacceptable.

iii. If the contractor wants to dispute the results of the surveillance, refer them to the

CO for resolution.

iv. Performance should not be determined unacceptable until all possible contributing factors have been considered.

v. For required tasks not shown on the Performance Based Matrix, the CDC still retains the right to inspect any item included in the contract. These services will be inspected periodically and the results provided to the CO.

5. Standards

a. All standards in the Performance Based Matrix must be met. All deliverable dates and other contractual completion dates must also be met. If any of the standards are not met, the CDC shall receive consideration from the contractor for breach of contract.

b. Late performance is un-excusable unless the contractor can justify all the following:

i. The delay was not the contractor’s fault

ii. The delay was not foreseeable.

iii. It was beyond the contractor’s control to avoid the delay.

c. All work shall be performed in accordance with the Performance Work Statement. The COR shall not consider the services complete until all deficiencies have been corrected.

d. The COR shall determine whether the failure was a minor non-conformance or a substantive non-conformance.

6. Procedures

a. The CDC will inspect performance requirements to ensure contractor compliance and record results of inspection. Unacceptable performance and complaints shall be referred to the CO for investigation and validation. The CO will investigate and validate the unacceptable performance or customer input. The contractor shall be given a reasonable amount of time after notification to correct the unacceptable performance and report to the CO that the deficiency has been corrected. If deficiencies are not corrected the COR will notify the CO and recommend a course of action.

b. The contractor’s overall Monthly Progress Report will be used to provide assurance that the contractor is working to maintain quality control and to keep on schedule.

7. Contract Performance Evaluation

a. FAR 42.15 – Contractor Performance Information establishes the CDC responsibility for recording and maintaining contractor performance information.

b. FAR 42.1501 – Past Performance information is relevant information for future source selection purposes, regarding a contractor’s actions under previously awarded contracts. It includes, for example, the contractor’s record of conforming to contract requirements and standards of good workmanship; the contractor’s record of forecasting and controlling costs; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor’s business-like concern for the interest of the customers.

c. The general procedures to be used are addressed in FAR 42.1503: Agency procedures for the past performance evaluation system shall generally provide for input to the evaluations from the technical office, contracting office and, where appropriate, end users of the product or service. Agency evaluations of contractor performance prepared under this subpart shall be provided to the contractor as soon as practicable after completion of the evaluation. Contractors shall be given a minimum of 30 days to submit comments, rebutting statements, or additional information. Agencies shall provide for review at a level above the contracting officer to consider disagreements between the parties regarding the evaluation. The ultimate conclusion on the performance evaluation is a decision of the contracting agency. Copies of the evaluation, contractor response, and review comments, if any, shall be retained as part of the evaluation. These evaluations may be used to support future award decisions, and should therefore be marked “Source Selection Information.”

d. The CPARS form will be completed at least annually and more frequently if necessary to motivate or reward the contractor.

8. Performance Based Matrix

Performance Objective and Description

Performance Standard Acceptable Quality Level

Surveillance Method

Incentive and Disincentive

Overall Contract Management Provides and maintains services that are of high quality, reliable, timely, and complete.

Tasks are completed in a professional manner and within acceptable levels and timeframes agreed upon between the Contractor and CO.

CO and COR receives no more than 4 valid complaints per contract year.

Feedback from USAPI TB laboratory and TB control program staff

Incentive: Full payment in accordance with performance based payment schedule and a positive performance evaluation

Disincentive: Withholding of payment in accordance with performance based payment schedule and a negative performance evaluation

Invoice Management Submits timely and accurate invoices.

Invoices are submitted for payment within 90 days of the end of the service period.

Invoices contain correct and accurate information, are properly formatted, and only contain allowable costs.

No invoices are submitted beyond 90 days of the end of the service period.

No invoices require suspension or disallowance due to mistakes, incompleteness, or unallowable costs.

Review and acceptance by CO and COR.

Incentive: Full payment in accordance with performance based payment schedule and a positive performance evaluation

Disincentive: Withholding of payment in accordance with performance based payment schedule and a negative performance evaluation

Performance Objective and Description

Performance Standard Acceptable Quality Level

Surveillance Method

Incentive and Disincentive

Contractor Responsiveness Responds to questions and/or concerns from USAPI TB laboratory, TB control program staff, CO, or COR.

Response time is within 24–48 hours depending on the urgency and complexity.

CO and COR receives no more than 4 valid complaints per contract year.

Feedback from USAPI TB laboratory and TB control program staff.

CO and COR monitoring.

Incentive: Full payment in accordance with performance based payment schedule and a positive performance evaluation

Disincentive: Withholding of payment in accordance with performance based payment schedule and a negative performance evaluation

Laboratory Testing Complete, timely, and accurate products and services in accordance with the Contractor’s quality control plan, professional scientific standards, and industry standards.

95% Evaluated by CO, COR, or designee.

Incentive: Full payment in accordance with performance based payment schedule and a positive performance evaluation

Disincentive: Withholding of payment in accordance with performance based payment schedule and a negative performance evaluation

Completion of Deliverables Deliverables are completed within the timeframes specified.

95% Review and acceptance by CO and COR.

Incentive: Full payment in accordance with performance based payment schedule and a positive performance evaluation

Disincentive: Withholding of payment in accordance with performance based payment schedule and a negative performance evaluation

Submission of Reports Reports of high quality, fully edited, and accurate are submitted within 30 days of the end of the service period or activity (e.g., work load reports, external quality assessment outcomes, site visits, and training records).

95% Review and acceptance by CO and COR.

Incentive: Full payment in accordance with performance based payment schedule and a positive performance evaluation

Disincentive: Withholding of payment in accordance with performance based payment schedule and a negative performance evaluation