21R0004_ATTCH8QASP_042721.docx

HE125421R0004- Attachment 8-Quality Assurance Surveillance Plan

Education Services for Eligible Dependent High School Students at West Point, NY

1. Purpose This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract by explaining (1) what is monitored, (2) how monitoring occurs, (3) who monitors, and (4) how monitoring efforts and results are documented.

2. Background Under 10 U.S.C. 2164 and DoD Instruction 1342.26, special arrangements are defined as an agreement, between the Secretary of Defense, or designee, and a local public agency whereby a school or a school system operated by the local public education agency provides educational services to eligible dependent children of U.S. military personnel and federally employed civilian personnel. Arrangements result in partial or total Federal funding to the local public education agency for the educational services provided.

On the West Point Military Reservation, DoDEA operates an elementary and middle school but not a high school. Contractual arrangements for the high school began with Highland Falls-Fort Montgomery School District in 1985 under the premise that the West Point Military Reservation is held under exclusive jurisdiction of the United States and the local education agency. Therefore, DoDEA contracts for educational services in grades 9-12 to include any required special education services.

3. Objectives DoDEA requires a comprehensive high school education program (grades 9-12) for approximately 200 students all of whom are dependent children of DoD personnel for the West Point Military Reservation. The Contractor shall provide all necessary labor, services, administration, transportation, supplies, equipment and other items necessary for a comprehensive high school educational program to include Advanced Placement®, Honors and Regents courses (or equivalent), differentiated instruction to meet the needs of all students and disabilities, , vocational education, remedial support, counseling services, along with a mix of athletics, arts and academics extracurricular activities to engage a diverse student body, consistent with Federal and state laws and regulations. The Contractor shall provide the required educational program IAW the laws of New York State and applicable U.S. laws and regulations. The Contractor shall be approved by the New York State Commissioner of Education to operate schools, grades 9-12 and shall ensure that safety and security policies and practices comply with all Federal and state policies and practices. DoDEA expects to award one contract for a base year and four option years, each being 12 months in length.

This QASP does not detail how the Contractor accomplishes the work, but is based on the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract. The Government responsibility is to be objective, fair, and consistent in evaluating performance. The QASP takes into account that unforeseen and uncontrollable situations may occur. It is a living document, which the Government may review and revise on a regular basis to ensure it remains valid, useful, and enforceable. The Government will coordinate any changes with the Contractor. DoDEA will provide copies of the original QASP and revisions to the Contractor and Government officials implementing the surveillance activities.

4. Government Personnel Responsible to Oversee and Coordinate Surveillance Contracting Officer (KO) - Ensures performance of all necessary actions for effective contracting, compliance with the contract terms, and safeguarding the interests of the Government in the contractual relationship. Ensures the Contractor receives impartial, fair, and equitable treatment under this contract. Is responsible for the final determination of Contractor performance.

Assigned KO: TBD

Contracting Officer’s Representative (COR) - Is responsible for technical administration of the contract, ensures proper Government surveillance of Contractor performance. Keeps a quality assurance file. Provides all corresponding documentation to the KO when the contract expires. Is not empowered to make any contractual commitments or authorize any contractual changes on the Government’s behalf. The Contractor shall refer any changes that may affect contract price, terms, or conditions to the KO for action.

Assigned COR: TBD

5. Contractor Representatives The following employee(s) of the Contractor serve as the Contractor’s Program Manager and Task Manager for this contract:

Program Manager: TBD Organization: xxx-xxx-xxxx – Email address

6. Performance Standards Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet contract standards. The Performance Requirements Summary Matrix below includes the performance standards. The Government will determine Contractor performance by comparing them to the Acceptable Quality Level (AQL).

Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Objective 1, Education and Related Services

Task 1, Standard Tuition Education Program, PWS 2.1.1

Ongoing after receipt of first delivery order

Task 2, Special Education Services, PWS 2.1.2

Ongoing after receipt of first delivery order

Task 3, Integration of Technology, PWS 2.1.3

Ongoing after receipt of first delivery order

Task 4, Student Transportation Services, PWS 2.1.4

Ongoing after receipt of first delivery order

Task 5, Related Services, PWS 2.1.5

Ongoing after receipt of first delivery order

Task 6, Reports and Notifications, PWS 2.1.6

Ongoing after receipt of first delivery order

Task 7, Meetings, PWS 2.1.7

Zero deviation from the PWS.

Task 8, SCR, PWS 2.1.8

Zero deviation from the SCR guidance

7. Incentives N/A

8. Methods of QA Surveillance Various methods exist to monitor performance. The COR will use the surveillance methods listed below. Regardless of the surveillance method, the COR will always contact the Contractor's task manager or on-site representative when a defect is identified and inform him/her of the specifics. The COR is responsible to monitor Contractor performance in meeting a specific performance standard/AQL usually by one of the following methods:

· Direct Observation: Performed periodically or through 100% surveillance as needed.

· Periodic Inspection: Annual or more frequent if required.

· Validated User/Customer Complaints: Based on complaints from stakeholders.

· 100% Inspection Surveillance results may be used as the basis for actions (including payment deductions) against the Contractor. In such cases, the contract’s Inspection of Services clause becomes the basis for the KO’s actions.

9. Ratings Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. Unless otherwise specified, the following rating scale will be used:

· Exceptional: Performance significantly exceeds requirements to the Government’s benefit.

· Satisfactory: Performance meets contractual requirements.

· Unsatisfactory: Performance does not meet contractual requirements.

10. Documenting Performance

· Acceptable Performance: DoDEA will document acceptable performance. Any report may become a part of the supporting documentation history. A report template is attached.

· Unacceptable Performance: When unacceptable performance occurs, the COR will inform the Contractor. Notification will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR will document the discussion and place it in the COR file. When the COR determines formal written communication is required, s/he will prepare a Contract Discrepancy Report (CDR) and present it to the Contractor's task manager or on-site representative. A CDR template is attached.

The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan, i.e., the Contractor’s plan to correct the unacceptable performance and avoid a recurrence. The CDR will also state how long the Contractor has to present this corrective action plan to the COR. The Government will review the Contractor's corrective action plan to determine acceptability. A CDR may become a part of the supporting documentation for contract payment deductions or other actions deemed necessary by the KO.

11. Measurement

· Frequency of Measurement: During contract/order performance, the COR will take periodic measurements, as specified in the AQL column of the Performance Requirements Summary Matrix (Item 6) and analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

· Frequency of Performance Assessment Meetings: The COR will meet with the Contractor at a minimum of once per year to assess performance and obtain a written assessment.

12. COR’s Quality Surveillance File The COR’s quality surveillance file shall contain the following documentation:

1) COR appointment letter, any changes to that letter, and any termination letters

2) COR training certificates

3) Contract and all contract modifications

4) Applicable quality assurance surveillance plan (QASP)

5) Names, titles, and contact information of all key personnel assigned to this contract, both Government and Contractor

6) All correspondence (1) by authorized Contractor and Government personnel regarding performance of the contract and (2) customer feedback

7) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

8) Documentation pertaining to acceptance of services, reports or data

9) Contractor’s quality control plan (QCP)

Prepared by TBD

Digital Signature / Date: _________________________________________

Performance Report < This template will be used to formally document surveillance. >

1. Contract number:

2. Prepared by:

3. Date and time of observation:

4. Observation:

<Examples of items to include in a report are:

· Method of surveillance.

· How frequently you conducted surveillance.

· Surveillance results.

· Number of observations.

Prepared by: TBD

Contract Discrepancy Report (CDR) < This template will be used to formally document discrepancies. >

1. Contract Number:

2. To: (Contractor Task Manager or on-site representative)

3. From: TBD

4. Date and time observed discrepancy:

5. Discrepancy or problem:

<Describe in detail. Identify any attachments.>

6. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this CDR. >

Prepared by: TBD

Received by:

Contractor Task Manager or On-Site Representative Date

The COR may initiate a CDR at any time, including when (1) the number of monthly recorded defects for a performance standard exceeds the allowable number of defects, (2) unacceptable performance is determined critical in nature and requires formal corrective action, and (3) an unfavorable trend in Contractor performance is detected.