Attachment 6 - Quality Assurance Surveillance Plan (QASP).pdf
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- Solicitation number
- 70Z04420R20002900
About this file
This document outlines a Quality Assurance Surveillance Plan (QASP) for logistics support services provided to the U.S. Coast Guard. The contractor shall provide necessary personnel, materials, equipment and facilities to conduct inventory management and equipment specialist tasks, including inducting new assets, creating stock records, preparing replenishment documents, establishing material due-ins and due-outs, and maintaining inventory management and equipment specialist guides. Performance will be monitored by the Contracting Officer's Representative and evaluated against standards for timely and accurate completion of tasks, inventory fill rates, and turnaround times. Acceptable performance will be noted positively while unacceptable performance will result in warnings or negative past performance feedback. The QASP details surveillance methods, incentive structures, and processes for documenting contractor performance reports and discrepancy reports.
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Text version
PR #:
QASP - LSS
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LAST UPDATED 8/21/2019
QUALITY ASSURANCE SURVEILLANCE PLAN
Version 1
FOR LOGISTICS SUPPORT SERVICES (LSS) FOR THE U.S. COAST GUARD
COMMAND, CONTROL AND COMMUNICATIONS ENGINEERING CENTER
(C3CEN) PRODUCT LINES AND CORE TECHNOLOGIES
Contract Number: < upon award, enter contract number>
Contract Description: The contractor shall furnish the necessary personnel, materials, equipment, facilities, travel and other services required for Logistical Support Services. The support services shall include, but are not limited to the following tasks:
• Load/induct new assets to stock/inventory
• Create inventory stock records
• Prepare signature-ready documents to assist the PL or CT making replenishment/ buy/repair decisions based on review/demand requirements, etc.
• Establish/monitor/maintain material due-ins
• Manage material received/held/stored in the Surface Forces Logistics Center (SFLC) Inventory Control Point (ICP)
• Review/control materials due-out
• Review/create Material Release Orders (MROs), resolving inventory discrepancies related to MROs, and conducting supply support reviews to determine if material requires disposition/removal from inventory requiring disposal actions and/or stock record inactivation (for example, when material is at the end of its life-cycle, has become excess, unserviceable, obsolete replaced, etc.)
• Maintain IMS and ES Desk Guides for use by all C3CEN Government or contracted personnel assigned with IMS and ES duties.
Contractor’s name: < upon award, enter contractor name > (hereafter referred to as the contractor).
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, Page 2/8
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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 clauses may apply depending on contract type:
52.246-4 Inspection of Services – Fixed-Price, 52.246-5 Inspection of Services – Cost-Reimbursement
2. GOVERNMENT ROLES AND RESPONSIBILITIES.
The following personnel shall oversee and coordinate surveillance activities.
a. Contracting Officer (CO) - The CO 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 CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.
Assigned CO: Stephen A. Clark Organization or Agency: United States Coast Guard Telephone: (757) 295-2278 Email: Stephen.A.Clark@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 CO, the COR shall provide documentation to the CO. 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 CO for action.
Assigned COR: Larry Autery Telephone: (757) 686-4262 Email: Larry.D.Autery@uscg.mil
3. CONTRACTOR REPRESENTATIVES:
The following employees of the contractor serve as the contractor’s representatives for this contract.
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a. Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>
b. Task Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>
c. Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address>
4. PERFORMANCE STANDARDS.
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, paragraph 9.0 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 incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards. Information about incentives can be found in PWS Section 9.0 of the contract.
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 CO, if needed, shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.
a. DIRECT OBSERVATION. Performed periodically.
b. VALIDATED USER/CUSTOMER COMPLAINTS. Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.
c. Progress or status meetings.
d. Analysis of contractor's progress reports. Evaluate cost, schedule, etc.
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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 CO’s actions.
7. QUALITY ASSURANCE SURVEILLANCE PLAN TABLE
Service Output
Performance Objective Acceptable Quality Level (AQL)
Positive Incentive
Negative incentive
1. Conduct
IMS/ES/QA
services in accordance with all outlined references and government standards
(PWS 2.0)
Meet Requirements listed in PWS Section 2.0
≥ 95% first-time fill rate;
≤ 10 business-day turnaround on at least 80% of all assigned tasks (unless Government causes delay)
If the contractor meets the objective, the government will provide positive past performance in CPARS.
If the contractor fails to meet the objective, they will receive a warning.
After the third warning, the government will provide negative past performance in CPARS.
2. Timely and accurate submission of Progress Reports
(PWS 4.9)
Due NLT 5th business day of the following month.
On time delivery (unless Government causes delay)
If the contractor meets the objective, the government will provide positive past performance in CPARS.
If the contractor fails to meet the objective, they will receive a warning.
After the third warning, the government will provide negative past performance in CPARS.
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Service Output
Performance Objective Acceptable Quality Level (AQL)
Positive Incentive
Negative incentive
3. Timely and accurate submission of Trip Reports
(PWS 4.5)
Due NLT 5th business day after return of trip.
On time delivery (unless Government causes delay)
If the contractor meets the objective, the government will provide positive past performance in CPARS.
If the contractor fails to meet the objective, they will receive a warning.
After the third warning, the government will provide negative past performance in CPARS.
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:
EXCEPTIONAL:
Performance significantly exceeds contract requirements to the Government’s benefit.
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.
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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 CO.
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 meet with the contractor quarterly to assess performance and shall provide a written assessment.
Contracting Officer’s Representative Date
PERFORMANCE REPORT
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1. CONTRACT NUMBER: <insert number>
2. Prepared by: Larry Autery, COR
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: Larry Autery, COR
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CONTRACT DISCREPANCY REPORT (CDR)
1. Contract Number: <insert number>
2. TO: (Contractor Program Manager, Task Manager or on-site representative) <insert name>
3. FROM: Larry Autery, COR
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: Larry Autery, COR
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.>
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