24QE019_ATTCH10_QASP_081624.pdf

Quality Assurance Surveillance Plan

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Behavior Expectations, Strategies, and Crisis Behavior Management

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 Per Administrative Instruction (AI) 2510.01, Student Behavior Interventions, July 6, 2015, DoDEA policy requires all employees to adhere to stated classroom management procedures and positive behavior supports.

Staff are to employ a full range of effective classroom management and behavior interventions designed to create a safe and orderly learning environment, which supports academic achievement for all students. The AI requires DoDEA-endorsed crisis intervention training to be in place.

3. Objectives DoDEA requires (1) on site train-the-trainer crisis management behavior training at three locations per year— usually one per region, (2) related digital materials that DoDEA’s certified educators can use to train their colleagues and provide them with post-training instructional support, and (3) related professional learning for DoDEA administrators and selected school staff.

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 is responsibility 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: Alim Koroma DoDEA HQ - 571-372-1473 - alim.koroma@dodea.edu

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: Aqila Waheed, Special Education Specialist

DoDEA-HQ – 571-372-5840 – aqila.waheed@dodea.edu

5. Contractor Representatives The following Contractor employee serves as the Contractor’s Program Manager/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).

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Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Task 1, Onsite Training PWS 2.1

PWS-

compliant

All required print and digital materials shall be available.

At least 80 percent of participants shall be certified.

COR inspection and stakeholder feedback

Task 2, Recertification Training

PWS 2.2

PWS-

compliant

At least 90 percent of participants shall be recertified. COR inspection

Task 2, Post-Training Support, PWS 2.3

PWS-

compliant

Digital materials shall be available 365/248/7 except for scheduled downtimes.

COR inspection and stakeholder feedback

Task 3, Administrator Professional Learning, PWS 2.4

PWS-

compliant

No more than one webinar will need to be rescheduled per year due to Contractor issues.

Based on a DoDEA-provided evaluation, at least 95 percent of the participants will give the training a satisfactory, good, or excellent rating.

COR inspection and stakeholder feedback

Technical Support

PWS 2.5.1

PWS-

compliant

Acknowledge receipt of request within two hours. Resolve 90% of requests in one business day. Resolve remaining 10% in five business days.

COR inspection and stakeholder feedback

Privacy Training

PWS 3.2.3

PWS-

compliant

No more than one certificate per year sent to the COR more than three business days from the date of the COR’s request for it.

COR inspection

Privacy Verification

PWS 3.2.4

PWS-

compliant

Submitted 120 calendar days prior to the end of each contract year. COR inspection

7. Incentives

Exercise option and positive performance evaluation

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: Done as 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 informs the Contractor.

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Notification is normally in writing unless circumstances necessitate verbal communication. In any case, the COR documents the discussion and places it in the COR file.

Contract Discrepancy Report (CDR) o When the COR determines formal written communication is required, s/he prepares a CDR and presents it to the Contractor's task manager or on-site representative. A CDR template is attached.

o The CDR specifies 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 also states how long the Contractor has to present this corrective action plan to the COR. The Contractor shall acknowledge receipt of the CDR in writing.

o The Government reviews the Contractor's corrective action plan to determine acceptability.

o A CDR may become a part of the supporting documentation for contract payment deductions or other actions deemed to be 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 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 contains 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 key Government and Contractor personnel assigned to this contract

6) Surveillance schedules / checklists, if applicable

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

8) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the

Contractor or others pertaining to the contract or contract performance

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

Digital Signature

Aqila Waheed, Contracting Officer’s Representative

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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:

Contracting Officer’s Representative Date

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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:

Contracting Officer’s Representative Date

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.