QASP 5TP57110010.doc

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

Air Force Research Laboratory Display Services A procurement by the

U.S. General Services Administration on behalf of the

Materials and Manufacturing Directorate Wright Patterson Air Force Base, Ohio

GSA ITSS # 5TP57110010

Introduction. This QASP has been developed to provide an effective and systematic surveillance method for each service identified within the Performance Work Statement (PWS) for 5TP57110010. The QASP provides a systematic method to evaluate and document acceptability of services. The contractor is required to provide and not the details of how the contractor accomplishes the work. The plan uses authorized surveillance methods as documented in the service delivery, to adequately assure the government of an acceptable level of contractor performance while keeping the cost of surveillance commensurate with available resources. The QASP is based on the premise that the contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The performance measures recognize that the contractor is not a perfect manager and that unforeseen and uncontrollable problems do occur. Good management and use of an adequate quality control plan will allow the contractor to operate within the allowable quality levels.

Administration. The COTR will establish and maintain a task order file for the term of the task order, including option periods. All surveillance documentation will be included in the contract file.

The file will contain the following and will be used by the COTR during performance of surveillance duties:

1) Copy of the PWS and addenda.

2) Copy of award document and modifications.

3) Copy of surveillance plan and surveillance documentation. It is the responsibility of the COTR to maintain a performance report. This report will consist of the following:

· A log will be maintained and annotated to evaluate the contractor’s performance.

· Record of any performance deficiencies noted and citation of the applicable PWS provision.

· Notification, to include the date and time, to the contractor’s project manager of deficiencies and requested acknowledgment. When corrective action is not taken, the contracting officer will be notified immediately.

4) Correspondence pertaining to the award, either received or initiated.

The meetings identified below will be held with the contractor and Government representatives when required. All meetings will be documented.

1) Pre-performance conference (a/k/a kick-off meeting) with the client representative and contractor.

2) Site visits as necessary.

The contractor’s performance will be reviewed with the contracting officer when determined necessary. The following provisions below will be applied.

1) The COTR will ensure the client representative accepts services performed.

2) While the COTR evaluates the contractor’s performance and documents non-compliance, only the contracting officer may take formal action against the contractor for unacceptable performance.

3) When the contractor’s performance in unacceptable as defined in the PWS, documented in accordance with the surveillance plan, and formal action is indicated, the COTR will engage in discussion with the contracting officer to determine appropriate actions.

Surveillance methods. This plan provides for monitoring all aspects of task 5TP57100294 through a combination of methods. These methods are identified as follows.

1) Surveillance Activity Checklists for required actions/documentation verification.

2) Customer Input to supplement the period inspections.

This surveillance plan has been organized to facilitate use by the COTR. It is the COTR’s responsibility to develop a schedule for activities based on the PWS and surveillance requirements.

Surveillance Activity Checklists are based on requirements identified in the SOW.

1) The checklists will be completed no later than the fifteenth work day following the month in which service was received.

2) The observations will be recorded on a checklist.

3) Any errors detected during the course of surveillance, even if not of sufficient degree to render the service unsatisfactory in terms of the established thresholds, will require contractor corrective action, if possible.

4) The contracting officer will be provided notification should any monthly surveillance indicate performance not meeting the acceptable performance standard identified in the service delivery summary.

Customer Input surveillance method is a valid method for documenting contractor performance. Although not specifically identified as the method of surveillance for task requirements, customer input will be used as additional support documentation relative to task performance.

1) Should the client representative observe or experience any type of problem, a Customer Input Form will be completed and submitted to the COTR.

2) The Customer Input Form will include the contract requirement, contract reference, method of surveillance, date accomplished, and details of customer concerns and issues with contractor performance. The Customer Input Form will be accurate and factual in every respect and will be submitted promptly. The facts contained in the Customer Input Form will form the basis of action taken by the contracting officer. Generalities, personal opinions and vague or ambiguous statements in the Customer Input Form are not acceptable.

3) The Customer Input Form will include items regarding the unsatisfactory contractor performance such as dates of events, individuals involved (names and titles), places, times and a detailed explanation of how the event or performance was not in compliance with the contract requirements.

4) Upon receipt of the Customer Input Form, the contracting officer and the COTR will evaluate and analyze the information and determine the required action.

Taking Corrective Actions. Once notified by the contracting officer, the contractor is required to immediately correct, if possible, all defectives detected during surveillance by the COTR. If the number of defectives recorded on the customer input forms exceeds the performance measure, the COTR will determine the possible cause of this unacceptable performance. If any government action or lack of action caused unacceptable performance, these defectives will not be counted. Any determination as to the reasons for the defectives will not be shared with the contractor, as the contractor must manage the corrective actions as deemed necessary to deliver the contract requirements. Note: If a contractor re-performs satisfactorily, the original defect write-up by the COTR will be retained, but will not count for deduction purposes under the Customer Input method of surveillance.

Revisions to the QASP. The surveillance method will remain the same for the period of the contract. The only time a change may be required is when the contract is modified.