Enclosure_2_QASP.pdf

70Z02319RPPE05100

ENCLOSURE 2

QUALITY ASSURANCE SURVEILLANCE PLAN

July 2019

For Diversity and Inclusion Campaign

Contract Number: 70Z02319CPPE05100

Contract Description: The purpose of this contract is for comprehensive Diversity and Inclusion implementation program and support services.

Contractor’s name: TBD

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

What will be monitored.

How monitoring will take place.

Who will conduct the monitoring.

How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR Clause may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (KO) - The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Danit Johnson

Organization or Agency: US Coast Guard

Telephone: 202-475-3250

Email: Danit.P.Johnson@uscg.mil

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: CWO Jadell Brown

Telephone: 202-475-5247

Email: Jadell.S.Brown@uscg.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s representatives for this contract.

a. Program Manager - TBD

Telephone:

Email:

b. Task Manager - TBD

Telephone:

Email:

4. PERFORMANCE OBJECTIVES.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary (PRS), Section 13.0, in the Performance Work Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

5. INCENTIVES.

The Government shall use PAST performance as an incentive. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QUALITY ASSURANCE SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

Regardless of the surveillance method, the COR shall always contact the contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the KO, if needed, shall be responsible for monitoring the contractor’s performance in mailto:Danit.P.Johnson@uscg.mil mailto:Jadell.S.Brown@uscg.mil meeting a specific performance standard/AQL.

a. DIRECT OBSERVATION. The COR may observe the contractor performing various technical requirements that are identified in the PWS, Section 2.0.

b. REPORTS. The contractor shall provide monthly progress reports to the COR no later than the 15th day of the month as identified in PWS Section 4.8.

c. MEETINGS. Contractor shall meet with the COR for progress meetings monthly as identified in PWS, Section 4.9.

d. PLANS. The contractor shall provide the following plans as identified in the PWS:

PWS Plan Due By

4.7 Draft Project Plan Included in Response to RFP

4.7 Final Project Plan No Later Than 10 business days after Post Award Conference

2.2 Core Values and Behaviors

Ended Dialogues Execution

Plan

120 days after award of contract

2.6 Total Workforce Inclusion

Awareness Plan

To Be Determined by COR

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the KO’s actions.

7. QUALITY ASSURANCE SURVEILLANCE PLAN TABLE

Service Output Performance Objectives Acceptable

Quality Level

(AQL)

Method of Inspection

Positive Incentive Negative Inspection

1. Contractor Availability

(PWS 3.2.2)

Program Manager shall be available to the COR via telephone between the hours 0800 and 1730 EST, Monday through Friday and respond to a request for discussion or resolution within (2) hours of notification

100% COR ability to contact Key

Personnel to discuss or resolve technical problems

Potential that subsequent contract year will be utilized.

Potential that the subsequent contract year will not be utilized.

2. Progress Meetings (PWS

4.9)

Contractor shall meet with the COR on a monthly basis

100% COR

surveillance through performance reporting

Potential that subsequent contract year will be utilized.

Potential that the subsequent contract year will not be utilized.

3. Progress

Reports (PWS

4.8)

Contractor shall provide bi-monthly.

100% COR

surveillance through performance rating

Potential that subsequent contract year will be utilized.

Potential that the subsequent contract year will not be utilized.

4. Professional Appearance and

Conduct (PWS

3.4)

Contractor shall present a professional appearance at all times and conduct shall not reflect discredit upon the US, USCG and DHS.

100% COR validate user/customer complaints.

Potential that subsequent contract year will be utilized.

Potential that the subsequent contract year will not be utilized.

8. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

9. DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other contractual actions.

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract

Discrepancy Report (CDR), and present it to the contractor's program manager or on-site representative. A

CDR template is attached to this QASP.

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 to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other contractual actions deemed necessary by the KO.

10. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall provide the contractor with a written assessment annually. The assessment will be performed once a year, at the conclusion of each performance year.

Contracting Officer’s Representative Date

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

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: <Enter COR’s name>

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor Program Manager, Task Manager or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

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: <Enter COR’s name>

Received by:

Contractor Program Manager, Task Manager or Date on-site representative

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>