Att. E_QASP.pdf

Bureau of Alcohol, Tobacco, Firearms and Explosives

Quality Assurance Surveillance Plan & Performance Requirements Summary

Emergency Support Section (ESS)

Logistics, Training and Emergency Response Support Services Contractor’s Name: TBD

Requisition #: DJA-24-ASOD-PR-0057 Solicitation #: 15A00024Q00000013

Contract/Task Order #: TBD

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 2

A. INTRODUCTION

Purpose. The purpose of the Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to monitor contractor performance to determine whether the contractor is meeting the mission-essential elements of the Performance Work Statement (PWS). The QASP is designed to provide an effective, surveillance method by monitoring contractor performance for each listed performance objective in the Performance Requirements Summary (See Section E). This QASP is:

a. a living document that provides a systematic method to evaluate the services the contractor is required to perform as specified in the PWS and the contractor’s proposal/quotation.

b. designed to provide direction to personnel performing contractor-surveillance activities. Personnel surveying the contract/task order terms and conditions and PWS requirements will periodically review the QASP throughout the life of the contract/task order to ensure the government only pays for the level of services received.

B. ROLES AND RESPONSIBILITIES.

1. Government. The government ensures the contractor is performing in accordance with (IAW) the contract/task order requirements and standards are achieved. It may use performance monitors, inspectors, technical experts, or others to provide information that helps the contracting officer’s representative (COR) monitor the contractor’s performance.

2. Contracting Officer (CO). The CO is responsible for safeguarding the interests of the United States Government in contractual relationships. Only the CO is authorized to bind the government to the extent of the warrant authority. Said individual shall also ensure the contractor receives impartial, fair, and equitable treatment under the contract/task order and determine the final assessment of the contractor’s performance with input from the COR. The CO shall designate authority for inspection and/or acceptance responsibilities to a COR IAW the Federal Acquisition Regulation (FAR) subpart 1.602-2. This documented authority allows the COR to act on the CO’s behalf. The CO and/or COR informs the contractor of the names, duties, and limitations of authority for all quality assurance personnel assigned to the contract/task order.

3. COR. The COR when designated:

a. serves as the eyes and ears for the CO;

b. provides continuous technical oversight by monitoring the contractor’s performance to ensure it meets the contract/task order requirements for:

https://www.acquisition.gov/far

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 3

performance, cost, and schedule;

c. ensures contract/task order quality requirements, provisions, standards, and thresholds are defined, practical, enforceable, necessary, and verifiable;

d. documents contractor performance IAW this QASP and the PWS and maintains the surveillance documentation;

e. reports early identification of performance problems to the CO and notifies her of any significant performance deficiencies using a Contractor Discrepancy Report (CDR) or similar document with supporting documentation;

f. recommends improvements to the QASP and PWS throughout the life of the contract/task order; and

g. evaluates/assesses contractor performance annually via the Contractor Performance Assessment Reporting System (CPARS).

C. DESCRIPTION OF SERVICES

Scope of Work. The requirement is for the contractors to provide the planning, logistics, training and emergency response support services described in the Performance Work Statement.

The PWS describes work essential to support an important Federal public safety mission of the Emergency Support Section (ESS) and operational needs which ESS must achieve through a cooperative effort between government full-time employees and the contractor. The PWS describes required contract support to ESS in steady-state planning and liaison activities at HQ and FEMA regional level, logistics readiness, pre-activation/deployment planning, management of activations, deployable incident management teams, the HQ Management Support Team, support and logistics for all assigned FLEOs, emergency operations center liaison officers (LNOs) and other staff across all types of missions in support of the Emergency Support Section mission during planned special events/enforcement operations and unplanned emergencies which may include providing service during national emergencies and other difficult conditions.

This is a complex integration of activities that provide work for contract personnel during non-deployed times and also assures adequate support is available for emergency deployments.

D. QUALITY REQUIREMENTS

1. Quality-Control Program (QCP). The contractor is responsible for management and quality-control actions to meet the terms of the contract/task order. The contractor shall provide details of these controls (if required) in its QCP document.

2. Surveillance. The COR will perform monthly surveillance of the quality and effectiveness of the contractor’s tasks and deliverables as well as the services provided. Regardless of the surveillance method, the COR will always contact the contractor's Quality Manager or on-site representative when a defect is identified

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 4

and inform said manager of the specifics of the problem. The designated COR shall monitor the contractor’s performance to ensure such meets a specific performance standard/acceptable-quality level (AQL).

3. Unacceptable Performance. If the number of complaints or quality of work exceeds the performance threshold for any objective, the COR will determine the possible cause of this unacceptable performance. Complains about the contractor’s work will not be counted against the contractor if they are caused by a Government shortfall preventing contractor work. (The same applies to any other requirement of the PWS when Government-caused complaints/defects are the cause of unacceptable contractor performance.) If the COR judges the contractor’s performance unacceptable for any requirement, the COR will document the discrepancy as non-conformance and inform the CO (if needed) for resolution. The COR must submit significant (major non-conformance) performance deficiencies to the CO using a Contractor Discrepancy Report (or similar document) and include supporting documentation.

CRITICAL Nonconformance: Such likely to result in the inability of ESS to carry out its mission which is a vital Department of Justice and ATF function which may cause hazardous or unsafe conditions for individuals using, maintaining, or depending upon the services either by ESS personnel or those supported by ESS activities.

MAJOR Nonconformance: Such, other than critical, likely to result in failure of the services or extremely poor quality provide by the contractor to the government which may materially reduce the ability of to operate or be unable to meet its mission requirements.

MINOR Nonconformance: A reduction in services or the quality of the services that is likely to materially reduce or interfere with the ESS mission, or is a departure from established standards, but has little bearing on the effective use or operation of ESS or can easily be corrected to prevent performance decrement.

The contractor/s shall make all necessary corrections for nonconformance as required by the CO/COR.

E. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1. Overview. The PRS details and identifies the contract requirements by performance objectives that relate directly to mission-essential elements in the PWS (i.e., deliverables). The performance threshold describes the minimum standard/level of service the Government requires for said BPAHs to meet the contract requirements.

The AQLs show the deviation from contract requirement (i.e., room for errors/mistakes/defects, etc.). While there are various methods of surveillance to monitor contract performance, ATF will use direct observation. Lastly, the performance disincentive is a process that serves to motivate the contractor to meet

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 5

the AQLs and encourage the contractor to improve the quality of its performance.

See PRS table below.

2. Performance Evaluation. The COR will evaluate the contractors’ performance to determine whether it meets the performance threshold. (Revising and resubmitting the documentation at no cost to the Government is the preferred method for correcting unacceptable performance.) The contractor shall provide the COR a written response explaining why its performance did not meet the standard threshold, how it will return performance to the AQL(s), and how it will prevent recurrence of the cause in the future.

3. Evaluation Ratings. The below ratings will be used to assess the contractor’s performance:

a. Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the task(s) and sub-task(s) being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

b. Very Good – Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

c. Satisfactory – Performance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

d. Marginal – Performance does not meet some contractual requirements. The contractual performance of the task and sub-task being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

e. Unsatisfactory – Performance does not meet most contractual requirements, and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

4. Surveillance Methods: Various methods of surveillance exist to monitor performance.

The COR must use at least one (1) of the below surveillance methods in the administration of this QASP.

a. PLANNED - DIRECT OBSERVATION. Can be performed periodically or through 100% surveillance.

b. PERIODIC INSPECTION. Uses a comprehensive evaluation of selected outputs.

Inspections may be scheduled Daily, Weekly, Monthly, Quarterly, or Annually or even unscheduled, as required.

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 6

c. PERIODIC SAMPLING. Uses a variation of random sampling, however, sample is only taken when a deficiency is suspected. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.

d. RANDOM SAMPLING. Designed to evaluate the outputs of the award requirement by randomly selecting and inspecting a statistically significant sample. Highly recommended for large quantity repetitive activities with objective and measurable quality attributes. USER SURVEY. Combines elements of validated user complaints and random sampling. Surveys are conducted to solicit user satisfaction/dissatisfaction. Random surveys are appropriate for high-quantity activities that have historically been satisfactory. May also generate periodic and 100% inspections.

e. 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.

f. 100% INSPECTION. Evaluates all outputs. Most applicable to small quantity, but highly-important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.

The below objectives are from the PWS, Section 16, TASKS.

PRS Table

Performance Objective

Minimum Standard

Performance Threshold

Surveillance Method

Incentive (Positive/Negative)

PWS Section 1.16.1: The contractor shall provide the personnel with education, training and experience sufficient to effectively and efficiently necessary to provide the tasks listed in each labor category.

Provision of a sufficient number of competent contractor personnel to meet the requirements of the PWS including 24/7 response and rapid deployment to national emergencies as described in the PWS.

At least 98% of the time, said staff is available during the core business hours to accomplish mission objectives and at least 16 personnel are always available at all times for deployment IAW the PWS.

The COR will consistently monitor and review the staff’s work and availability and responsiveness in deployment situations with regard to the contractor’s timely availability of personnel, accuracy of work products and quality.

The CO will record the contractor’s performance in CPARS (positive and negative). The CO may also terminate this contract vehicle if the contractor fails to meet the requirements of this PWS.

Additionally, if any area of the contractor’s performance is unsatisfactory and clearly its fault, ATF will deduct an amount of money up to the monthly price times the percentage cost of the service per Section E above.

PWS Section 2.4: The contractor shall perform

The contractor work effort meets the requirements

Quality products are consistently provided in a

The COR will consistently monitor and review the staff’s

The CO will record the contractor’s performance in CPARS (positive and negative). The CO may also terminate this contract vehicle if the

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 7

in accordance with the Steady-State Planning function for

ESF #13

described in this section.

of the PWS and the Planning Section is able to efficiently operate and provide regular and complete situational awareness reporting duties, planning tasks and respond to FEMA data calls.

timely and responsive fashion and only rarely are corrections or intervention required to ensure the quality standard is met.

work and consult with other government personnel to ensure a fair evaluation with regard to the contractor’s timely production of accurate work products with appropriate quality included.

contractor fails to meet the requirements of this PWS.

Additionally, if any area of the contractor’s performance is unsatisfactory and clearly its fault, ATF will deduct an amount of money up to the monthly price times the percentage cost of the service per Section E above.

PWS Section 2.5: The contractor shall perform in accordance with the Steady-State Logistics function for

ESF #13

described in this section.

The contractor work effort meets the requirements of the PWS and the Planning Section is able to efficiently operate, plan and prepare to provide full-service logistics support for ESSs during activation periods.

Quality products are consistently provided in a timely and responsive fashion and only rarely are corrections or intervention required to ensure the quality standard is met.

The COR will consistently monitor and review the staff’s work and consult with other government personnel to ensure a fair evaluation with regard to the contractors timely production of accurate work products with appropriate quality included.

The CO will record the contractor’s performance in CPARS (positive and negative). The CO may also terminate this contract vehicle if the contractor fails to meet the requirements of this PWS.

Additionally, if any area of the contractor’s performance is unsatisfactory and clearly its fault, ATF will deduct an amount of money up to the monthly price times the percentage cost of the service per Section E above.

PWS Section 2.6: The contractor shall perform in accordance with the Steady-State Operations function for

ESF #13

described in this section.

The contractor work effort meets the requirements of the PWS to plan, prepare and execute the deployment mission of ESS across all lines of effort.

Quality products are consistently provided in a timely and responsive fashion and only rarely are corrections or intervention required to ensure the quality standard is met.

The COR will consistently monitor and review the staff’s work and consult with other government personnel to ensure a fair evaluation with regard to the contractor’s timely production of accurate work products with appropriate quality included.

The CO will record the contractor’s performance in CPARS (positive and negative). The CO may also terminate this contract vehicle if the contractor fails to meet the requirements of this PWS.

Additionally, if any area of the contractor’s performance is unsatisfactory and clearly its fault, ATF will deduct an amount of money up to the monthly price times the percentage cost of the service per Section E above.

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 8

PWS Section 2.7: The contractor shall perform in accordance with the Incident Support Branch Steady-State as described in this section.

The contractor work effort meets the requirements of the PWS and Incident Support Branch is able to efficiently operate and provide its required planning products, GIS level of effort and be prepared to respond to ISB deployments.

Quality products are consistently provided in a timely and responsive fashion and only rarely are corrections or intervention required to ensure the quality standard is met.

The COR will consistently monitor and review the staff’s work and consult with other government personnel to ensure a fair evaluation with regard to the contractor’s timely production of accurate work products with appropriate quality included.

The CO will record the contractor’s performance in CPARS (positive and negative). The CO may also terminate this contract vehicle if the contractor fails to meet the requirements of this PWS.

Additionally, if any area of the contractor’s performance is unsatisfactory and clearly its fault, ATF will deduct an amount of money up to the monthly price times the percentage cost of the service per Section E above.

PWS Section 2.9: The contractor shall perform in accordance with the ESS Activation requirements described in Section 2.9.

The contractor work effort meets the requirements of the PWS in time acceptable time parameters based on the urgency of the mission at hand, are consistent with FEMA (or other supervising agency) mission assignment requirements, and meet safety, quality and efficiency guidance or norms.

Quality products are consistently provided in a timely and responsive fashion and only rarely are corrections or intervention required to ensure the quality standard is met.

The COR will consistently monitor and review the staff’s work and availability and responsiveness in deployment situations with regard to the contractor’s timely availability of personnel, accuracy of work products and quality.

The CO will record the contractor’s performance in CPARS (positive and negative). The CO may also terminate this contract vehicle if the contractor fails to meet the requirements of this PWS.

Additionally, if any area of the contractor’s performance is unsatisfactory and clearly its fault, ATF will deduct an amount of money up to the monthly price times the percentage cost of the service per Section E above.

Technical Exhibit #2 of the PWS

The contractor work effort meets the

Quality products are consistently

The COR will consistently monitor and

The CO will record the contractor’s performance in CPARS (positive and negative). The CO may also

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 9

describes the most important performance objective that related to mission essential items although other items may also combine to become mission essential.

requirements of the PWS to plan, prepare and execute the deployment mission of ESS across all lines of effort.

provided in a timely and responsive fashion and only rarely are corrections or intervention required to ensure the quality standard is met.

review the staff’s work and availability and responsiveness in deployment situations with regard to the contractor’s timely availability of personnel, accuracy of work products and quality.

terminate this contract vehicle if the contractor fails to meet the requirements of this PWS.

Additionally, if any area of the contractor’s performance is unsatisfactory and clearly its fault, ATF will deduct an amount of money up to the monthly price times the percentage cost of the service per Section E above.

Note 1. Evaluation Ratings

The COR must use the below ratings and definitions in the administration of this QASP when assessing the contractor’s performance.

f. EXCEPTIONAL – Performance meets contractual requirements and exceeds many to the

Government’s benefit. The contractual performance of the task(s) and/or sub-task(s) being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

b. VERY GOOD – Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the task(s) and sub-task(s) being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

c. SATISFACTORY – Performance meets contractual requirements. The contractual performance of the task(s) and sub-task(s) contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

d. MARGINAL – Performance does not meet some contractual requirements. The contractual performance of the task(s) and sub-task(s) being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

e. UNSATISFACTORY – Performance does not meet most contractual requirements, and recovery is not likely in a timely manner. The contractual performance of the task(s) or sub-task(s) contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Note 2. Surveillance Methods

The COR must use at least one (1) of the surveillance methods listed below in the administration of this

QASP.

a. PLANNED - DIRECT OBSERVATION. Performs periodically or through 100%

QASP & PRS DJA-24-ASOD-PR-0057, 15A00024Q00000013, TBD 10

surveillance.

b. PERIODIC INSPECTION. Uses a comprehensive evaluation of selected outputs.

Inspections may be scheduled (daily, weekly, monthly, quarterly, or annually) or unscheduled, as required.

c. PERIODIC SAMPLING. Uses a variation of random sampling, however, sample is only taken when a deficiency is suspected. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.

d. RANDOM SAMPLING. Evaluates the outputs of the award requirement by randomly selecting and inspecting a statistically significant sample – Highly recommended for large quantity, repetitive activities with objective and measurable quality attributes.

e. USER SURVEY. Combines elements of validated user complaints and random sampling

– Conducted to solicit user satisfaction/dissatisfaction. Random surveys are appropriate for high quantity activities that have historically been satisfactory – May also generate periodic and 100% inspections.

f. 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.

g. 100% INSPECTION. Evaluates all outputs – Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.