Att IX_QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN AND MATRIX

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received.

2.0 AUTHORITY

Authority for issuance of this QASP is provided under FAR 52.246.-4, Inspection/Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in the contract to be accomplished by the Contracting Officer or their duly authorized representative.

3.0 SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract. The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s Management Plan. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract. Task Orders may include a task order-unique

QASP.

4.0 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Contracting Officer’s Representative (COR) – An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for the COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

Technical Point of Contact (TPOC) – An individual designated in writing by the COR to act as their authorized representative to assist in administering a contract. The Master of each vessel (a Government employee) will be appointed as a TPOC. TPOC limitations are contained in the written letter of appointment. The TPOC provides oversight of the Contractors’ performance from a technical perspective and reports monthly his or her findings to the COR in a timely, complete and impartial fashion. While the TPOC may provide technical clarification of the Performance Work Statement to the Contractor he/she is not empowered to alter the terms and/or conditions of the contract.

5.0 METHODS OF QA SURVEILLANCE

The below listed methods of surveillance shall be used in the administration of this QASP. The QASP Matrix (Attachment 1) describes the methods of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

COR Assessment – The Contracting Officer’s Representative will evaluate personnel qualifications and endorsements, accuracy of reports, contract deliverables and invoices.

Feedback – Feedback may be obtained either from the results of formal satisfaction surveys, informal or formal discussions with TPOCs, and discussions with the command receiving the contactor services.

Feedback will also be provided in Unit SITREPs, readiness reports, incident reports and other standard US Navy reports. Negative feedback/reports will forwarded to or discussed with the Contractor for comment and corrective action, if needed.

Inspections – Inspections may be physical or electronic and both random and perpetual. Inspections will be conducted for sanitation, for vessel service and repair, and for readiness. Contractor personnel will be observed as they provide services and work products will be reviewed for accuracy and completeness.

6.0 IDENTIFIED QA SURVEILLANCE ITEMS

The PBSC items that have been identified for surveillance are identified in the QASP matrix.

7.0 DOCUMENTATION

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations, and any other actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. At a minimum, the Quality Assurance Surveillance file shall contain:

Copies of letters of appointment for the COR and TPOC A copy of the contract and all modifications A copy of the QASP and all subsequent revisions The names and titles of individuals on the contract administration team A record of all accepted receiving reports, required documentation with the submission of each receiving report and reviews.

Copies of negative feedback received.

Memoranda for the record or minutes of any pre-performance meetings or conferences.

Memoranda for the record or minutes of any meetings or discussions with the contractor, or others, pertaining to the contract or contract performance or changes to the PWS.

8.0 ANALYSIS OF CONTRACTOR PERFORMANCE

The COR will analyze contractor performance monthly to determine whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards stated in the QASP and PWS.

QASP MATRIX

Deliverable or Service Requirement

Measurement/Metric Surveillance Method Frequency of Surveillance

Acceptable Quality Level

(AQL)

Procedures to be taken when AQL not achieved

Provide credentialed and qualified personnel as required by PWS Sections 1.5,

3.0 and Enclosure (1).

Personnel meet or exceed position-dependent personnel requirements to include medical, endorsements and security clearances.

COR assessment, inspection. Personnel qualifications/endorsements may be reviewed at any time to ensure minimum qualifications met.

Additional information may be requested to validate information.

Perpetual 100% compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information

Provide minimum required personnel for safe operation of vessel as described in PWS Sections 1.5, 3.0 and Enclosure (1).

Comparison of personnel provided by contractor to

PWS.

COR/TPOC assessment Perpetual 100% compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information

Safety of: vessel (operation/navigation), crewmembers, and real property.

Number of safety violations or unsafe actions reported

COR/TPOC assessment, Incident reports

Perpetual 100% compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in Contractor Performance Assessment Reporting System (CPARS) and in future requests for Past Performance information

Vessel maintenance and operational readiness

Vessel capable of supporting Fleet Training requirements

COR/TPCO assessment, inspection, readiness reports

As required by ship’s schedule

100% compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Damage Control training and execution

Demonstrated ability of contractor mariners to perform damage control in training exercises and real-life situations.

COR assessment As required 100% compliance

Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Replacement Crew member/RCC provided in 72 Hour time limit in accordance with PWS Sections 3.0 and 4.0.

72 Hour time-frame COR assessment As Required 90% compliance Contract Discrepancy Report may be completed.

Network Reliability (PREVAIL and

NARRAGANSETT)

Up-time vs. Down-time COR/TPOC assessment Perpetual At least 92% up-time Contract Discrepancy Report may be completed.

Compliance with COMSEC procedures and requirements (PREVAIL and

NARRAGANSETT)

Number of violations COR/TPOC assessments, reports of violations

Perpetual 100% Compliance with COMSEC procedures

Contractor shall cooperate with any investigations conducted.

Leaks, breaches, spillage for which contractor is found to be at fault may result in contract termination

Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Properly maintain technical publications and files.

Number of discrepancies noted during reviews

COR/TPOC assessment Perpetual 95% compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Maintain crypto security, transmission security, and emissions securities (PREVAIL and

NARRAGANSETT)

Number of discrepancies noted during reviews and/or number of violations reported

COR/TPOC assessments, reports of violations

Perpetual 100% Compliance with COMSEC procedures

Contractor shall cooperate with any investigations conducted.

Leaks, breaches, spillage for which contractor is found to be at fault may result in contract termination

Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Safe and nutritious meal services

Quality food products made in a clean and sanitary facility

Customer satisfaction surveys, reports of sanitation inspections, reports of foodborne illness

Perpetual 85% positive customer satisfaction surveys each month;

Passing grades on sanitation inspections; No reports of foodborne illness attributable to

Contract Discrepancy Report may be completed.

galley.

Laundry Services Clean linen available when required

Customer satisfaction surveys

As Required 95% Compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Proper Provisioning of vessel (food, consumable supplies)

Readiness of vessel to get underway and remain underway for either 30 days (PREVAIL and NARRAGANSETT) or 15 days (HUGO and HUNTER) without re-supply.

COR/TPOC Assessment In FOS condition of Readiness

98% Compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Urinalysis testing, PWS Section 8.0

Personnel assigned maintain Drug-Free certificates

Contractor/COR assessment

New Hire,180-day increments

100% Compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

In-port Engineering Watch Standing, PWS Section 12.0

Duty Engineer available/reachable when called. Responds to alarms within 1 hour of notification

COR/TPOC assessment When In-port watch is set

100% Compliance Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

MECSP, PWS Section 7.0

Finalized plan. COR assessment Due 30 days after contract award

Complete and actionable.

Contract Discrepancy Report may be completed.

Failure to comply may be documented in CPARS and in future requests for Past Performance information

Monthly Status Report, PWS Section 14.0

Report submitted per PWS Section 13.

COR assessment Monthly >95% compliance.

Report delivered on time with little to no rework required

Contract Discrepancy Report may be completed.

Invoicing, PWS Section 15.0

Invoices are timely and accurate.

COR assessment Monthly 95% accuracy Re-work until acceptable

Contract Discrepancy Report may be completed if acceptable revised invoice not received within 7 business days.

COVID 19 Relief Crew, PWS Section

1.4 and Testing, PWS Section 9.0

COVID Relief Crew members identified, tested, and in post testing ROM IAW the

COR Assessment As Required 100% Compliance Contract Discrepancy Report may be completed.

INCENTIVES/DISINCENTIVES:

The COR makes an annual report on Contractor Performance (CPARS or other annual report). The contractor’s failure to achieve satisfactory performance under the contract, reflected in the COR’s annual report, may result in termination of the contract and may also result in the loss of future Government contracts.

Additionally, the contractor’s failure to achieve satisfactory performance under the contract may also result in the non-exercise of available options.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report (CDR). CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within 5 days of receipt identifying how future occurrences of the problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.