ATT-4 QASP.docx

QUALITY ASSURANCE SURVEILLANCE PLAN

Version –November 19, 2020

For Mess Attendant Services at USCG Training Center Yorktown, VA Culinary Supoort Activity Contract Number: < upon award, enter contract number> Contract Description: Mess Attendant Services 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:

1. What will be monitored.

1. How monitoring will take place.

1. Who will conduct the monitoring.

1. 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 clauses 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 (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: Darryl Person Organization or Agency: DOL Telephone: 757-628-4129 Email: Darryl.Person@uscg.mil

Assigned Contractor Specalist: Danielle E. Tonsel Organization or Agency: DOL Telephone: 757-628-4120 Email: Danielle.E.Tonsel@uscg.mil

Assigned ACO: Maria L. Nestico Telephone: 757-856-2332 Email: Maria.L.Nestico@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: CSC Kathleen Underwood Telephone: 757-856-2286 Email: Kathleen.H.Underwood@uscg.mil

Title: ACOR, CS1 Gregory Runo Telephone: 757-856-2674 Email: Gregory.R.Runo@uscg.mil

c. Other Key Government Personnel – Title: FSO, CSCM Matthew R. Simolon Telephone: 757-856-2728 Email: Matthew.R.Simolon@uscg.mil

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serve as the contractor’s representatives for this contract. <Communication should occur with them during QASP development. It will help if they review the draft QASP and accept the final version.>

a. Program Manager - <upon award, enter name> Telephone: <enter number> Email: <enter address>

b. Supervisor - <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, 1.5 and 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 positive past performance in CPARS as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards. Information about incentives can be found in PWS Section 1.5 and 9.0, Preformance Requirement Summary.

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.

The quality of cleanliness shall produce an acceptable level of performance to the COR/ACOR, Medical and other authorized government inspectors in accordance with the applicable publications referenced in PWS Section 1.4.2, Reference Publications, and PWS Section 4.14, Sanitation (Medical) Inspections of Dining Facilities.

b. PERIODIC INSPECTION.

The COR/ACOR shall perform at a minimum, monthly sanitation inspection in accordance with the Food Safety and Sanitation Program Tactics, Techniques, and Procedures (CGTTP 4.11-12). All deficiencies shall be delivered to the Project Manager, Assistant Project Manager, or the Shift Supervisor for correction

c. VALIDATED USER/CUSTOMER COMPLAINTS.

The Government shall include periodic patron feedback at the TRACEN Yorktown Dining Facilities to the Contractor when issues/complaints arise.

d. 100% INSPECTION Standards of cleanliness and sanitation of special use areas shall be consistent with those established in Safety and Sanitation Program Tactics, Techniques and Procedures. (CGTPP 4-11.12) and PWS Section 4.14, Sanitation (Medical) Inspections of Dining Facilities. Hazardous Materials (HAZMAT) shall be stored in accordance with PWS Section 4.10.1.a, Handling of Hazardous or Toxic Materials, and Hazardous Waste Management (COMDTINST M16478.1B).

e. RANDOM SAMPLING The Contractor shall operate the pot and pan room and scullery in accordance with the Food Safety and Sanitation Program Tactics, Techniques, and Procedures (CGTTP 4.11-12) and as outlined in PWS Section 2.2, Task Two, Dishwashing Functions. Any item found to have food residue, grease or contaminants shall be cleaned again.

f. Progress or status meetings.

The Project Manager shall be available to meet with the KO/COR/ACOR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government's facility and/or via teleconference. Meetings shall take palce weekly during the first six months of the contract moving to monthly thereafter. Additional meetings shall be scheduled as needed and for 5 business days after the issuance of a Contract Discrepancy Report (CDR) as referenced in PWS Section 4.9, Progress Planning Meetings.

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

Quality Level

(AQL)

Method of Inspection

2.3

2.4.7

4.12

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, or negative outcome. The following ratings shall be used for complance with PWS Section 2.0, Specific Requirements/Tasks:

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 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 AKO/COR/ACOR shall meet with the contractor weekly during the first six months of the contract moving to monthly thereafter. Additional meetings shall be scheduled as needed and for 5 business days after the issuance of a Contract Discrepancy Report (CDR) as referenced in PWS Section 4.9, Progress Planning Meetings. Past performance assessments or Contractor Preformance Assessment Reports (CPARs) shall be completed at the end of each option 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

USCG TRACEN YORKTOWN, VA

QUALITY ASSURANCE SURVEILLANCE PLAN

< 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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