A03.23 QASP - IWR Enterprise Management Tool.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

FOR

US ARMY CORPS OF ENGINEERS (USACE) INSTITUTE FOR WATER RESOURCES’ (IWR)

ENTERPRISE MANAGEMENT TOOL (EMT) OPERATIONS & MAINTENANCE

1.0 Introduction

This Quality Assurance Surveillance Plan (QASP) is a Government-developed document used to ensure that the Government receives quality services and only pays for services actually provided. This QASP provides systematic surveillance methods for the contract services and describes the methodology by which the contractor’s performance will be monitored. The principal focus of the surveillance system is the performance of the contractor in the key areas identified in the Performance Work Statement (PWS).

In this contract the quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensure a “self-correcting” contract is to establish a quality control program at the beginning of the contract that provides the measures needed for contractor success.

The role of Government Quality Assurance is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government’s oversight of the contractor’s quality control efforts to assure timely, effective services are provided in accordance with (IAW) the contract.

2.0 Purpose

This QASP has been developed to evaluate contractor actions and performance in executing the requirements of this PWS. It is designed to provide effective surveillance methods to monitor contractor performance for each listed task and deliverable in the PWS.

The contractor, and not the Government, is responsible for management and quality control actions necessary to achieve quality in the delivery of services. The QASP is not part of the contract, and it is not intended to duplicate the contractor’s quality control procedures. The Government reserves the right to make unilateral changes to the QASP anytime during the contract period. The levels of surveillance may be altered based upon the contractor’s performance level.

The Government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the Government recognizes that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor. Bottom line, the goal of the QASP is to ensure early identification and resolution of performance issues to minimize impact on mission performance.

3.0 Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, 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.

4.0 Government Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities:

4.1 Contracting Officer (KO)

A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The KO is the only person who can legally commit the Government, and only the KO, as the Government’s agent, can modify the contract/order. The KO is the final authority for determining the adequacy of the contractor’s performance. KO decisions arising under or relating to the contact are final.

4.2 Contracting Officer’s Representative (COR)

An individual designated in writing by the KO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of contractor’s performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the contract or in any way obligate additional funds by the Government; such authority rests solely with the KO.

4.3 Other Key Government Personnel

The EMT Program Manager (PM) is involved with all aspects of EMT operations and maintenance to include continuous monitoring and engagement with EMT customers. The EMT team also includes two individuals who provide data uploads for the EMT and who work closely with the contractor.

The PM and data integrators work with the COR to contribute and provide insight to the contractor’s overall performance and identify issues that may arise related to technical and managerial work quality and deliverables.

5.0 Performance Standards and Method of Surveillance

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

5.1 Ratings.

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

Performance Rating Criteria

5.2 Methods of Surveillance

Methods of Surveillance include but are not limited to:

· 100% Inspection - Reserved for the highest risk areas where the consequence of failure is high (i.e. life or limb are threatened), there is likelihood of mission failure or high senior leader visibility.

· Periodic Inspection - Inspections will be performed regularly. Periodic inspections may be performed more frequently if the COR/PM discovers the quality of the contractor’s performance is less than acceptable.

· Customer Feedback – Not necessarily a valid method of surveillance but a good indicator for areas surveillance should be conducted or intensified.

5.3 Surveillance Matrix

The following Surveillance Matrix will be employed to monitor and report the contractor’s performance on this contract:

Base Year and Option Years 1-4, Task 1: Routine Maintenance

As described in Task 1 of the PWS, the contractor shall provide regular maintenance to ensure the EMT operates on a continuous basis.

Base Year and Option Years 1-4, Task 2: EMT Modifications

As described in Task 2 of the PWS, the contractor shall perform modifications to the EMT to provide required data functionality and reports for both the Project Management Tool and Dashboard.

Option Year 1, Optional Task 1: EMT Modernization Phase 1: Modernize Dashboard

Option Years 1 & 2, Optional Task 2 and Option Years 3 & 4, Optional Task 1:

Enhance CWBI Data Integration

Option Year 1, Optional Task 3:

Incorporate Qlik Sense or Microsoft Power BI

Option Year 1 & 2, Optional Task 4, Option Year 3, Optional Task 2 and Option Year 4, Optional Task 3:

Refine Functionality for second Engineer Reporting Organization Code (EROC)’s use of the EMT

Option Year 1 & 2, Optional Task 5, Option Year 3, Optional Task 3 and Option Year 4, Optional Task 4:

Mandatory USACE Software Updates

Option Year 2, Optional Task 1:

EMT Modernization Phase 2: Modernize Project Management Tool

Option Year 2, Optional Task 3 and Option Year 5, Optional Task 2:

EMT Branding and Layout

6.0 Non-Conforming Performance

The COR will provide written notification to the contractor each time an unacceptable observation has been recorded and ask the contractor to correct the problem or re-accomplish the service.

The COR will report more serious (systemic in nature) deficiencies or recurring deficiencies that could indicate a trend to the KO as soon as the deficiencies are noted. The Contract Discrepancy Report (CDR) will state the Contract Requirement, the specific contract reference and violation(s). The KO will notify the contractor and request corrective action to address the non-conformance to include identifying the root cause and required corrective action(s) with a required suspense date. The KO may require the contractor to re-perform any services that do not meet contract requirements at no additional cost to the Government. The contractor will provide a Corrective Action Plan (CAP) to the COR/KO for review, approval and inclusion in the contract/order file. The KO and COR will not consider the CDR closed until identified deficiencies have been corrected and agreed upon actions of the CAP have been completed. The contractor’s failure to follow through and complete corrective actions will be reported immediately to the KO for further action. (Note: if the COR has to perform re-inspections repeatedly, there could be a Government re-inspection cost which could be recovered from the contractor). The COR will also follow-up after the contractor has completed the corrective action(s) to ensure that the contractor’s corrective action(s) was sufficient to avoid recurrence.

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