Attachment J.1. QASP 75D301-24-Q-77789_v2 with Table 1.pdf

Government Quality Assurance Surveillance Plan (QASP)

Animal Care Services – Fort Collins Facility Contract 75D301-24-Q-77789

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 shall take place.

• Who will conduct the monitoring.

• How monitoring efforts and results shall 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.

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.

b. Contracting Officer’s Representative (COR) – The COR will be located at the Joint Task Force National Capital

Region – Medical (JTF CAPMED) office. The COR shall be responsible for technical administration of the contract, and shall assure proper Government surveillance of the contractor’s performance with the assistance of two

Contracting Officer’s Technical Representatives (COTRs). 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. A 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.

c. Technical Monitor (TM) – The TM is responsible for assisting the COR in technical administration of the contract, and they shall assist the COR in assuring proper Government surveillance of the contractor’s performance.

The TM shall provide input and documentation for the COR’s quality assurance file. A TM 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.

2. 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 Matrix, shown in Table 1 below includes performance standards.

The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

a. Quality Level

By monitoring the Contractor, the COR shall determine whether the performance levels set forth in the contract and each individual task order have been attained. Performance standards are specified in the Performance

Standards Summary Matrix.

b. Frequency

During performance of the contract, the COR shall take periodic measurements, as specified in the Method of

Surveillance column of the Summary Matrix.

c. Surveillance Process

The COR will perform random checks to assess the contractor’s quality and performance. The assessment shall consist of the COR/TM inspections, feedback from the end users, reviewing customer complaints, records of preventative maintenance reports, and other reports documenting the contractor’s level of service.

3. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The Government may use the surveillance methods listed below in the administration of this QAS. Regardless of the surveillance method, the Government 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 shall be responsible for monitoring the contractor’s performance in meeting specific performance standards.

a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

b. MANAGEMENT INFORMATION SYSTEMS (MIS). (Evaluates outputs through the use of management information reports. Best used for general surveillance and may need to be supplemented by periodic inspections.)

c. PERIODIC INSPECTION. Uses a comprehensive evaluation of selected outputs. Inspections may be scheduled as required.

i. Analysis of contractor's progress reports. (Evaluate cost, schedule, etc.)

ii. Performance reporting.

d. 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.

4. PERFORMANCE EVALUATION PROCESS

The Contractor Performance Assessment Reporting System (CPARS) has been adopted by the agency to electronically capture assessment data and manage the evaluation process. CPARS is used to assess a contractor’s performance and provide a record, both positive and negative, on a given contract during a specific period of time.

The CPARS process is designed with a series of checks and balances to facilitate the objective and consistent evaluation of contractor performance. Both government and contractor program management perspectives are captured on the CPAR form and together make a complete CPAR. Once the Assessing Official completes the proposed assessment for the period of performance, the CPARS is released to the appropriate Government

Contractor Representative for their review and comments. User ID and Password will be provided to the designated Government Contractor Representative upon issuance of a contract or task order. There contractor has

30 days after the Government’s evaluation is completed to comment on the evaluation. The Government

Contractor Representative must either concur or non-concur to each CPAR. If the contractor concurs with the proposed assessment and the Reviewing Official does not wish to see the CPAR, the Assessing Official may close out the CPAR. Otherwise, they must forward the CPAR to the Reviewing Official for them to review, enter comments if appropriate, and close out. The Reviewing Official may at their option direct the Assessing Official to forward every CPAR to them for review.

Table 1. Performance Standards Fort Collins Animal Care Services Contract

Task Requirement

Reference Standard

Acceptable Quality

Level

Surveillance

Method

Incentive

Direct Animal

Care Services

C.4.4.1

C.4.4.2

C.4.4.3

C.4.4.8

C.4.4.9

C.4.4.10

C.4.4.11

C.4.4.12

C.4.4.13

C.4.4.23

C.4.4.24

Services are performed in accordance with all applicable regulations, SOP’s, certification standards, contract clauses, and written/oral directives and guidance from authorized individuals.

100% adherence to

Standards.

Scheduled and nonscheduled inspection by

COR and/or CO/COR authorized technical personnel and Certification personnel.

Feedback from Government and

Government authorized personnel

Payment of

Contract Invoices.

Favorable Past

Performance Rating

Non-Direct

Animal Care

Services

C.4.4.4

C.4.4.6

C.4.4.14

C.4.4.17 regulations, SOP’s, certification standards, contract clauses, and written/oral directives and guidance from authorized individuals

95% adherence to

Standards, with immediate correction of nonconforming services.

Scheduled and nonscheduled inspection by

COR and/or CO/COR authorized technical personnel and Certification personnel.

Feedback from Government and

Government authorized personnel

Payment of

Contract Invoices.

Favorable Past

Performance Rating

Autoclave

Services

C.4.4.5 Services are performed in regulations, SOP’s, certification standards, contract clauses, and immediate correction of nonconforming services

Scheduled and nonscheduled inspection by

COR and/or CO/COR authorized technical personnel and Certification personnel.

Feedback from Government and

Government authorized personnel

Payment of

Contract Invoices.

Favorable Past

Performance Rating

Glassware

Services

C.4.4.18

C.4.4.19

C.4.4.20 regulations, SOP’s, certification standards, contract clauses, and from authorized individuals.

immediate correction of nonconforming services

Scheduled and nonscheduled inspection by

COR and/or CO/COR authorized technical personnel and Certification personnel.

Feedback from Government and

Government authorized personnel

Payment of

Contract Invoices.

Favorable Past

Performance Rating

Laundry

Services

C.4.4.21 Services are performed in accordance with all applicable regulations, SOP’s, certification standards, contract clauses, and

90% adherence to

Standards. Initiation of immediate corrective action. Resolution of nonconforming services within 2 calendar days

Scheduled and nonscheduled inspection by

COR and/or CO/COR authorized technical personnel and Certification personnel.

Feedback from Government and

Government authorized personnel

Payment of

Contract Invoices.

Favorable Past

Performance Rating

Safety and

Health

C.7.1

C.7.2

C.8.2.a) regulations, SOP’s, certification standards, contract clauses, and

100% adherence to

Standards.

Scheduled and nonscheduled inspection by

COR and/or CO/COR authorized technical personnel and Certification personnel.

Feedback from Government and

Government authorized personnel

Payment of

Contract Invoices.

Favorable Past

Performance Rating

Administrative

Services

C.4.4.7

C.4.4.15

C.4.4.16

C.4.5

C.4.5.1

F.1 regulations, SOP’s, certification standards, contract clauses, and written/oral directives and guidance from authorized individuals

90% adherence to

Standards. Initiation of immediate corrective action. Resolution of nonconforming services within 2 calendar days

Scheduled and nonscheduled inspection by

COR and/or CO/COR authorized technical personnel and Certification personnel.

Feedback from Government and

Government authorized personnel

Payment of

Contract Invoices.

Favorable Past

Performance Rating