J.9 Quality Assurance Surveillance Plan.docx

Quality Assurance Surveillance Plan (QASP)

1. Purpose

This Quality Assurance Surveillance Plan is a government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

· What will be monitored?

· How monitoring will take place?

· Who will conduct the monitoring?

· How monitoring efforts and results will be documented?

The contractor is responsible for implementing and delivering performance that meets contract standards using its Monitoring, Evaluation, and Learning plan. The QASP does not detail how the contractor accomplishes the work. Rather, it provides the structure for the government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance.

This QASP is a living document and the government may review and revise it on a regular basis. Changes will be coordinated with the contractor. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

2. Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clause, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative. In addition, a QASP is required for performance-based acquisition under FAR 37.604.

3. Roles and Responsibilities

Government

The following personnel shall oversee and coordinate surveillance activities.

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 ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO shall be responsible for the final determination of the adequacy of the contractor’s performance.

Contracting Officer’s Representative (COR) – The COR is responsible for providing continuous technical oversight of the contractor’s performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor’s actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. Any changes that the contractor deems may affect contract price, terms or conditions shall be referred to the Contracting Officer for action. The COR’s limitations of authority are contained in the designation letter.

The assigned COR and Alternate COR (ACOR) will be named in the COR designation letter, a copy of which will be provided to the contractor.

Contractor Representatives

The following employees of the contractor serve as the contractor’s leadership, Program Management and Task Management for this contract.

Chief of Party Telephone: <enter number> Email: <enter address>

Other Key Personnel – Title: <enter title> Telephone: <enter number> Email: <enter address>

4. Performance Requirements and Method of Surveillance

4.1. Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The COR’s contribution is their professional, non-adversarial relationships with the CO, and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor’s performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

4.2. Surveillance Plan Matrix

The “Surveillance Plan Matrix” lists the method of surveillance and level of quality that shall be used by the COR in the technical administration of this QASP. The matrix provides for key tasks, services and deliverables be provided by the contractor and the acceptable quality level of these deliverables. The matrix is broken down into four sections:

· Objective 1: Support the Ministry of Health and Social Protection of Population in scaling-up and institutionalizing quality health and nutrition services to mothers, newborns and children.

· Objective 2: Support the Scaling up Nutrition Movement and Republic of Tajikistan’s national strategies.

· Objective 3: Implement social and behavior change (SBC) activities to improve nutrition and maternal and child health practices.

The surveillance plan may include key indicators contained in the Activity Monitoring, Evaluation, and Learning Plan (MEL Plan); however, the QASP should be briefer and focus on the most impactful interventions planned. As such, it should not be as detailed, with the focus instead being on defining and ensuring the quality of the key services or deliverables.

5. Performance Reporting

5.1 CPARS

Reporting of the contractor’s performance will be done via the United States’ Government Contractor Performance Assessment Rating System (CPARS). This system allows for The US Government to document performance and allows the contractor to respond and comment on the rating. CPARS will be completed on a yearly basis.

5.2 COMMUNICATION AND NOTIFICATIONS TO CONTRACTOR

Throughout the period of performance, the COR will be providing technical direction and facilitating approvals required by the contract. In addition, the CO or COR may provide notice via email or other written correspondence requesting corrective action per FAR Clause 52.246-5 “Inspection of Services. Cost-Reimbursement.” This clause provides that the government may inspect and accept services performed under the contract and require corrective action if the services do not meet contract requirements. While the deliverables listed the Surveillance Plan Matrix form the bases of this QASP, USAID may inspect and request corrections for any service or deliverable provided under the contract.

Solicitation: 72011520R00002 Healthy Mother, Healthy Baby Activity Annex J.9

Surveillance Plan Matrix1

Objective 1: Support the Ministry of Health and Social Protection of Population in scaling-up and institutionalizing quality health and nutrition services to mothers, newborns and children.

COR verification

COR verification

COR verification

COR verification

Objective 2: Support the Scaling up Nutrition Movement and Republic of Tajikistan’s national strategies.

COR verification

COR verification

COR verification

COR verification

Objective 3: Implement social and behavior change (SBC) activities to improve nutrition and maternal and child health practices.

COR verification

COR verification

COR verification

COR verification

Reports, success stories, and all other deliverables

COR verification

COR verification

COR verification

COR verification

COR verification

COR verification

The offer should complete the first two columns (“Service or Deliverables Provided” and “Performance Standard and Acceptable Quality Level”). Fourth column is completed during contract performance.