277-14-0442QASP.doc

RFP. No. 277-14-0442

Attachment No. 3

SEQ CHAPTER \h \r 1 Technical Support for Drug-Free Workplace

QUALITY ASSURANCE SURVEILLANCE PLAN

General Requirements

Sections II.A.4, II.A.5.(7) and II.A.5.(9)

· IT Plan

· IT Information System Security Plan

· Contractor staff security training Plans are submitted on time, are practical and require minimal changes for approval.

Contractor staff are aware of security requirements

90% of initial plans are accepted as proposed by COR and DIRM and contain required components.

Contractor staff are trained annually

COR & CO immediately with any issues or problems, as appropriate.

Contractor remains within or below cost estimates; notifies COR and CO immediately of any budget issues; no cost overruns.

Contract activities are effectively managed.

COR/CS and CO monitoring; deliverables; budget estimates; invoices and reports; verbal and email communications with COR, CS, CO.

COR receives no more than 2 valid complaints per 12 months. No invoice per 12 months requiring suspension or disallowance due to mistakes, incompleteness or unallowable costs

Task 1.1 Transition/Transfer Activity – Startup at Beginning of Contract

a) Implement transition plan

b) Meetings

c) Materials (documentation, files, etc.)

d) Training

a) Contractor contacts COR immediately after contract award. Meets with COR for guidance and instructions.

Obtains copy of transition plan. Plan is implemented in a manner that facilitates smooth transition. Contractor will state what methodology they will use to retain their files to the terms and conditions of the contracts. (i.e., location of file storage, contact person & telephone).

b) Meetings are attended by appropriate senior and other subject matter expert contractor staff and attendees participate to gather necessary information for a smooth transition.

c) Materials are reviewed by appropriate senior and other subject matter expert contractor staff to ensure all necessary information is received for a smooth transition.

d) Trainings are attended by appropriate senior and other subject matter expert contractor staff to ensure all necessary training is received for a smooth transition.

COR/CS/CO monitoring COR/CS/CO monitoring

COR/CS/CO monitoring

COR/CS/CO monitoring Contractor adheres to guidance given by COR/CS/CO.

Follows all guidelines procedures and clearances. Implements plan independently and informs COR of any concerns.

90% of the meetings are attended by 90% of the appropriate senior and other staff

All necessary materials are received.

90% of the trainings are attended by 90% of the appropriate senior and other staff

Task 1.2 Prepare and Submit Work Plan Work Plan delivered within time line specified. High quality written materials with up-to-date information.

Contractor takes lead in developing plan and incorporates high level of quality assurance, responsiveness, A user-friendliness & timely delivery to customers into plan.

Work plan is well organized; discusses challenges and solutions. All typographical, spelling, tense and grammar errors have been corrected COR provides guidelines, deadlines and time frames for Contractor to follow.

Review work plan and provide comments Not more than a five (5) workday delay in task schedule

Revision reflects 100% incorporation of feedback or comments noted by reviewers, COR/CS/CO.

Final accepted plan is 100% complete with components noted in SOW and 100% implemented; is timely and within budget. Able to quickly anticipate changes and adapt plan as required.

Documents are 100% accurate.

Electronic files are flexible and can be edited easily by COR after delivery

Task 1.3 Meet and confer with the DWP COR Reflects understanding of work including challenges that may be encountered and innovative plans to minimize challenges, comprehensive coverage of the tasks, timeliness of meeting.

Work plan is realistic and anticipates challenges.

High level of quality comprehensive report.

Revisions reflect the comments of the COR.

Contractor is responsive to comments.

Minimal editorial corrections are required after second draft.

Final copy is submitted in suitable format

Reports are 100% accurate.

Reports include necessary material about program tasks and projects

Meeting materials are sent to members at least two weeks prior to the meeting.

Meeting materials and transcripts are complete, timely and accurate.

Meeting rooms are comfortable and fit the purpose of the meeting.

AV is adequate for presentations and voice recording of verbal statements.

Handouts are neat and legible.

Travel and lodging arrangements for invited consultants shall meet the needs of the consultants, and not be burdensome.

Participants are paid appropriately within 30 days

Notes and summary reports from meeting are complete

Panel meeting arrangements are conducive to the task.

100% satisfactory response from the invited consultants.

100% sufficient handouts for all attendees.

Minimal delay at start of meeting due to AV or other logistical meeting issue.

100% consultant paid for services within 30 days.

No delay of the delivery of the meeting report within 5 working days after the meeting.

Task 3.1 Operate, Maintain, and Expand Federal Drug Free Workplace Reporting System Database source code is maintained.

Modifications to the database source code are performed in timely manner to better gather data.

Update system and provide documentation.

Data is complete to allow for timely reports to be generated.

Contractor takes initiative to improve the efficiency of the database (programming improvements).

Task 3.2 Database Technical Assistance (TA) Support TA for the Federal drug coordinator.

Prompt response to request for assistance.

Completeness of training to reduce need for repetitive inquires.

Contractor will assist Federal drug program coordinators to complete data entry of their annual survey report

No delay in providing assistance.

Task 3.3.1

Develop Schedule for Annual Report for Information Review and Summarization From All Government Agencies Covered by Executive Order 12564

Revision reflects 100% of comments received or otherwise noted in writing.

Task 3.3.2

Annual Survey Report Contractor makes sure that the correct data are input from the data entry forms into the database, reviewing each report form as it is submitted for clarity and completeness, and resolving any noted discrepancies with agency contacts.

High level of quality comprehensive report.

Revisions reflect the comments of the COR.

Methods implemented are those that were approved; they are accurate.

The draft technical report is written so that it is follows an approved outline, is accurate, understandable, of high quality, and incorporates accurate survey data.

Revision reflects 100% of comments received or otherwise noted in writing.

Draft reports are 85% accurate, follows approved outline 95%; writing is clear; no more than 25% of the report requires substantive revision.

Final reports are 100% accurate. All typographical spelling, tense and grammar have been corrected

Task 3.3.3

Special Reports Contractor makes sure that the correct information are included in the reports, Reviews each report form as it is submitted for clarity and completeness, and resolving any noted discrepancies with agency contacts.

High level of quality comprehensive report.

Revisions reflect the comments of the COR.

Reports are written so that they follow an approved outline, are accurate, understandable, of high quality, and incorporates accurate information.

Revision reflects 100% of comments received or otherwise noted in writing.

Final reports are 100% accurate. All typographical spelling, tense and grammar have been corrected

Task5 Report to Congress High level of quality comprehensive report.

Revisions reflect the comments of the COR.

Contractor is responsive to comments.

Minimal editorial correction is required after second draft.

Final copy is submitted in suitable format

Report is 100% accurate.

All typographical spelling, tense and grammar have been corrected

Task 6 Revision of the Model Plan for A Comprehensive Drug‑Free

Workplace Plan High level of quality comprehensive report.

Revisions reflect the comments of the COR.

Contractor is responsive to comments.

Minimal editorial correction is required after second draft.

Final copy is submitted in suitable format

Report is 100% accurate.

All typographical spelling, tense and grammar have been corrected

Materials are distributed in timely manner.

NLCP lab list is emailed to the all on mailing list.

There is follow-up on Non-deliverable items

100% mailing of the materials to the appropriate mailing list.

100% follow-up on non-deliverable items

Task 8

Federal agency drug free workplace program database and archive

Task 9 Agency DPC/DFWP staff training and TA

Task 10 Subject Matter Expert Activities

Task 11

Transition/Transfer Activity –

Closeout at End of Contract

1) 90-day Transition plan

2b) Close-out Meetings 2c) Documentation, Files and Materials 2d) Work activity closeout

1) Contractor prepares a transition plan for review six months prior the end of the contract and the plan details plans for the last 90 days of the contract.

Transition plan includes components noted in SOW.

2b) Meetings occur in a timely manner and are attended by appropriate senior and other subject matter expert contractor staff and they provide necessary information for a smooth transition.

Technical assistance and trainings at the meetings are provided in a timely manner by appropriate subject matter expert contractor staff to ensure all necessary training is provided for a smooth transition. Training provided is up-to-date, accurate, organized and complete.

2c) Documentation, files and materials are reviewed by appropriate senior and other subject matter expert contractor staff to ensure all information is up-to-date, accurate, organized and complete with necessary information for a smooth transition.

2d) work activity close-out:

a) Contractor provides the COR and CO with a list of outstanding issues and deliverables under the contract within 60 days of contract end date.

b) Remaining contract deliverables are delivered to COR/CS/CO within 30 days of contract end date.

c) Closeout notification - Turnover to new contractor is complete and on time.

Task 11 closeout activity requires minimal monitoring by COR.

1) COR/CS/CO monitoring and review/comments of transition plan 2b) COR/CS/CO monitoring 2c) COR/CS/CO monitoring

2d) COR monitoring

1) Contractor transition plan addresses all comments provided by COR/CS/CO. Plan consists of all necessary components and information for smooth transition.

2b)Meetings occur before contract end on dates requested by COR; 100% of the meetings are attended by 100% of the appropriate senior and other staff. Technical assistance and training provided are up-to-date, accurate, organized and complete.

2c) All (100%) of necessary materials are provided; 100% of materials are up-to-date, accurate, organized and complete.

2d) work activity close-out:

a) Contractor provides the COR and CO with a list of all outstanding issues and deliverables under the contract within 60 days of contract end date.

b) All remaining contract deliverables are delivered to COR/CS/CO within 30 days of contract end date.

All deliverables are on time.

c) All turnover to new contractor is complete and within 10 days before contract end. New contractor and government acknowledge effective completion of turnover.

COR’s monitoring of Task 11 does not require undue involvement and effort in closeout activities.