Attach 6 _Quality Assurance Surveillance Plan (QASP).pdf

Quality Assurance Surveillance Plan (QASP) for the

Amphibious Vehicle Test Branch (AVTB)

Operations Maintenance and Technical Services (OMTS)

1 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government-developed document used to determine if the contractor’s performance meets the performance standards contained in the contract. The QASP establishes procedures on how this assessment/inspection process will be conducted. It provides the detailed process for a continuous oversight process:

What will be monitored

How monitoring will take place

Who will be conduct the monitoring

How monitoring efforts and results will be documented

The contractor is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan. The QASP provides the structure for the Government’s surveillance of the contractor’s performance to assure that it meets contract standards. It is the

Government’s responsibility to be objective, fair, and consistent in evaluating contractor performance.

The Government may provide a copy of the QASP to the contractor to facilitate open communication. In addition, the QASP should recognize that unforeseen or uncontrollable circumstances might occur that are outside the control of the contractor.

Bottom line, the QASP should ensure early identification and resolution of performance issues to minimize impact on mission performance.

The following Federal Acquisition Regulation (FAR) clause applies: FAR 52.246-6 Inspection of Services – FFP.

2 GOVERNMENT SURVEILLANCE

Government, in the context of this QASP, refers to the Government Technical Lead and the

Contracting Officer’s Representative (COR). The authority of the COR is limited to administering specific technical aspects of the contract. The Performance Work Statement

(PWS) identifies specific guidelines and clearly details the limits of the COR’s authority. The

COR’s tasks include, but are not limited to:

Evaluating and documenting contractor performance, per the QASP.

Recommending changes to the contract or contract documentation (e.g., PWS, QASP) to provide more effective operations or eliminate unnecessary costs.

Keeping a file that accurately documents Contractor performance (e.g., COR surveillance reports).

Utilizing file data (e.g., performance data, COR surveillance reports) to assist the

Contracting Officer in the preparation of Contractor Performance Assessment Reporting

System (CPARS) reports.

Receiving required training before performing any duties, per the applicable Marine

Corps Systems Command (MCSC) order.

3 SURVEILLANCE METHODS

Surveillance is used by the Government to determine whether the Contractor is effectively and efficiently complying with the terms and conditions of the contract. The COR may use the following surveillance methods in the administration of this QASP:

1. Analysis: A detailed examination to assess the applied techniques to determine whether they are appropriate and effective.

2. Customer Feedback: Solicit customer and user satisfaction of technical services performed by the Contractor.

3. Demonstration: The operation of a process from start to finish or the operation of the system, or part of the system, that relies on observable functional operation.

4. Inspection: Visual examination of a product (e.g., meeting minutes, data from testing, plans, procedures, reports) or process.

4 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The Government performance requirements, standards, and surveillance methods are listed in the

PRS (Attachment 1). The performance requirements correspond to section 3 of the PWS. The performance measures used include technical accuracy, clarity, completeness, timeliness, and effectiveness. The performance standards define acceptable performance and are the benchmarks against which performance will be measured. The Acceptable Quality Level (AQL) is the maximum acceptable variation from the performance standard. Performance is checked using the applicable surveillance method. The Government will use the PRS to evaluate

Contractor performance.

5 PERFORMANCE REVIEWS AND EVALUATIONS

COR Responsibility: The COR and Government Technical Lead may conduct monthly performance reviews and evaluations with the Contractor, based on information obtained through the surveillance methods identified in section 3. The following criteria will be used for performance evaluations:

EXCEPTIONAL

Performance significantly exceeds contractual requirements to the

Government’s benefit; above the minimal acceptable level.

VERY GOOD

Performance meets contractual requirements and exceeds some to the

Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the Contractor were effective.

SATISFACTORY

Performance meets contractual requirements; minimal acceptable level.

MARGINAL

Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the Contractor has not yet identified corrective actions.

UNSATISFACTORY

Performance does not meet contractual requirements; below the minimal acceptable level.

Contractor Responsibility: The Contractor is responsible for the management and the quality control actions necessary to meet the terms of the contract. The role of the Government is

Quality Assurance Surveillance to ensure contract services are achieved. The failure of the

Contractor to meet the AQL, as defined in the PRS (Attachment 1), may result in a reduction of contract payment. Reviews and evaluations determine compliance with performance requirements, measures, and standards.

Performance reviews identify the degree of success or failure by the Contractor. Failure to perform due to Contractor delay or failure to comply with the mutually developed project schedule is considered a performance failure, threatening the execution of the program, and will result in a basis for Government consideration. The Government reserves the right to withhold payment of invoices until deficient action is completed or consideration is provided.

6 GOVERNMENT RESOURCES AND DEFINITIONS

The following definitions of Government resources are applicable to this QASP:

Contracting Officer: The person duly appointed with the authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government.

The Contracting Officer is ultimately responsible for the final determination of the adequacy of

Contractor performance.

Contracting Officer’s Representative (COR): The COR is an individual designated and authorized in writing by the Contracting Officer to perform the specific technical and administrative functions of a contract. The COR engages in Government surveillance of

Contractor performance.

The COR may evaluate Contractor performance and document non-compliance, but only the

Contracting Officer may take action against the Contractor for unacceptable performance. The

COR is not authorized to make any commitments or changes that affect price, quality, quantity, delivery, or any other term or condition of the contract.

7 DOCUMENTING PERFORMANCE

The following definitions for documenting performance are applicable to this QASP:

Acceptable Performance: The COR shall document positive performance. Any report may become supporting documentation for CPARS reporting.

Unacceptable Performance: When unacceptable performance occurs, the COR shall inform the

Contractor. This will normally be in writing, unless circumstances necessitate verbal communication. The COR shall document the discussion and place it in the COR file.

The Quality Assurance Surveillance Monitoring Form (Attachment 2) will be used to document performance.

When the COR determines formal written communication is required, the COR (with input from the Government Technical Lead) shall prepare a Contract Discrepancy Report (CDR)

(Attachment 3) and present it to the Contractor’s task manager or on-site representative with a copy to the Contracting Officer.

The Contractor shall acknowledge receipt of the CDR, in writing, within 3 days of receipt. The

CDR will specify whether the Contractor is required to prepare a corrective action plan to document how the Contractor will correct unacceptable performance and avoid a recurrence.

The CDR will also state how long the Contractor has to present this corrective action plan to the

COR. The Government will review the Contractor’s corrective action plan to determine acceptability. The corrective action plan template will be provided by the Government.

The CDR may become part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other actions deemed necessary by the

Contracting Officer.

Attachment (1)

1-1

Attachment 1 – Performance Requirement Summary

Performance Requirement Summary

Performance

Requirement

PWS

Para

Performance

Measure

Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method

Management and

Technical Plan

3.1.2, 3.1.13.1

Technical

Accuracy, Clarity, and

Completeness

Quality Control Plan (QCP) – The

Contractor shall develop and maintain an effective quality control program to ensure services are performed IAW with the PWS.

The QCP shall be defined and described in the contractor’s management plan.

Management Plan – The Contractor shall develop a management plan to support the requirements of this PWS. The management plan describes the contractor’s organization, assignment of functions, duties, responsibilities, management procedures and policies, and reporting requirements for the conduct of contractually-imposed tasks, projects, or programs.

The plans shall be delivered to the

Government IAW with the DID and CDRL requirements using the current AVTB template format. If AVTB does not have a template, the products shall be delivered to the Government IAW with the DID and

CDRL requirements.

Documents are

98% accurate, clear, and complete.

Periodic

Inspection

Timeliness A draft deliverable is due on the date established by the Government. The final

Documents are delivered 98%

Periodic

Inspection

1-2

Performance Requirement Summary

Performance

Requirement

PWS

Para

Performance

Measure

Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method deliverable is due 5 working days after receipt of government comments, unless a different schedule is agreed to by the

Government and the Contractor.

on time

(excluding

Government delays).

Effectiveness

Performance of activities and products produced directly contribute to the successful development of system capabilities.

Performance occurs with no required rework at least 98% of the time.

Analysis, and

Customer

Feedback

Accident Mishap

Report 3.1.8

Technical

Accuracy, Clarity, and

Completeness

Reportable incidents shall be reported to the Government by the Contractor. The report shall be delivered to the

Government IAW with the DID and CDRL requirements using the current AVTB template format. If AVTB does not have a template, the products shall be delivered to the Government IAW with the DID and

CDRL requirements.

Identifies 98% of the planned activities.

Periodic

Inspection

Timeliness

Damage to government property, or injury to Government or Contractor employees must be reported to the COR and

Contracting Officer within four hours. The

Contractor’s initial reports may be verbal but shall be followed up in writing within

24 hours. Contractor reports of incidents with security implications shall include full details of the incident, any remedial actions taken by the Contractor, and shall comply with all applicable security instructions.

Reports are delivered 98% on time

(excluding

Government delays).

1-3

Performance Requirement Summary

Performance

Requirement

PWS

Para

Performance

Measure

Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method

Accidents and mishaps that involve government property, government personnel, or contractor personnel will be reported to the Government within 24‐ hours (8‐hours or less for a Class A mishap).

Effectiveness

Problems avoided or reduced as a result of implementing the planned or recommended solutions.

Performance occurs with no required rework at least 98% of the time.

Analysis, and

Customer

Feedback

Trip/Travel Report 3.1.11

Technical

Accuracy, Clarity, and

Completeness

The Contractor shall provide a trip/travel report to record the purpose of the trip, observations, and any applicable conclusions or recommendations based on the purpose. The report shall be delivered to the Government IAW with the DID and

CDRL requirements using the current

AVTB template format. If AVTB does not have a template, the products shall be delivered to the Government IAW with the

DID and CDRL requirements.

Identifies 98% of the planned activities.

Periodic

Inspection

Timeliness

The report deliverable is due 5 working days after the end of the trip, unless a different schedule is agreed to by the

Government and the Contractor.

Reports are delivered 98% on time

(excluding

Government delays).

1-4

Performance Requirement Summary

Performance

Requirement

PWS

Para

Performance

Measure

Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method

Effectiveness

Problems avoided or reduced as a result of implementing the planned or recommended solutions.

Performance occurs with no required rework at least 98% of the time.

Analysis, and

Customer

Feedback

Monthly Status

Report (MSR) 3.1.13.2

Technical

Accuracy, Clarity, and

Completeness

The Contractor shall prepare and deliver a monthly status report IAW with the DID and CDRL requirements that accompany an individual order for services issued against this MATOC for the activities supported during the month. The MSR shall include, at a minimum, all information required in the DID, including, but not limited to: a description of the support provided during the reporting period; a list of completed events; the status of ongoing efforts; hours used by each labor category for current and remaining labor, other direct costs (ODC) expenditures; and deliverables submitted.

The MSR shall be delivered to the

Government in the current AVTB template format. If AVTB does not have a template, the products shall be delivered to the Government IAW with the DID and

CDRL requirements.

Identifies 98% of the planned activities.

Periodic

Inspection

Timeliness The MSR shall be provided to the

Government on the 6th day of each month

Reports are delivered 98%

1-5

Performance Requirement Summary

Performance

Requirement

PWS

Para

Performance

Measure

Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method for review. The final MSR shall be delivered by the 10th of each month.

on time

(excluding

Government delays).

Effectiveness

Problems avoided or reduced as a result of implementing the planned or recommended solutions.

Performance occurs with no required rework at least 98% of the time.

Analysis, and

Customer

Feedback

Conference Agenda 3.1.13.5

Technical

Accuracy, Clarity, and

Completeness

The Contractor shall prepare and deliver the conference agenda. The agenda shall be delivered to the Government IAW with the DID and CDRL requirements using the current AVTB template format. If AVTB does not have a template, the products shall be delivered to the Government IAW with the DID and CDRL requirements.

Identifies 98% of the planned activities.

Periodic

Inspection

Timeliness

A draft deliverable is due on the date established by the Government. The final deliverable is due 5 working days after receipt of government comments, unless a different schedule is agreed to by the

Government and the Contractor.

Reports are delivered 98% on time

(excluding

Government delays).

Periodic

Inspection

Effectiveness

Problems avoided or reduced as a result of implementing the planned or recommended solutions.

Performance occurs with no required rework at least 98% of the time.

Analysis, and

Customer

Feedback

1-6

Performance Requirement Summary

Performance

Requirement

PWS

Para

Performance

Measure

Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method

Conference/Meeting

Minutes 3.1.13.5

Technical

Accuracy, Clarity, and

Completeness

The Contractor shall prepare and deliver meeting minutes. The minutes shall be delivered to the Government IAW with the

DID and CDRL requirements using the current AVTB template format. If AVTB does not have a template, the products shall be delivered to the Government IAW with the DID and CDRL requirements.

Identifies 98% of the planned activities.

Periodic

Inspection

Timeliness

A draft deliverable is due on the date established by the Government. The final deliverable is due 5 working days after receipt of government comments, unless a different schedule is agreed to by the

Government and the Contractor.

Minutes are delivered 98% on time

(excluding

Government delays).

Periodic

Inspection

Effectiveness

Problems avoided or reduced as a result of implementing the planned or recommended solutions.

Performance occurs with no required rework at least 98% of the time.

Analysis, and

Customer

1-7

Performance Requirement Summary

Performance

Requirement

PWS

Para

Performance

Measure

Performance

Standard

Acceptable

Quality Level

(AQL)

Surveillance

Method

Technical

Documentation 3.1.13.6

Technical

Accuracy, Clarity, and

Completeness

The Contractor shall prepare and deliver technical documents. The documents shall be delivered to the Government IAW with the DID and CDRL requirements using the current AVTB template format. If AVTB does not have a template, the products shall be delivered to the Government IAW with the DID and CDRL requirements.

Documents are

98% accurate, clear, and complete.

Periodic

Inspection

Timeliness

The deliverable is due per the established due date identified in individual order for services issued against this MATOC.

Documents are delivered 98% on time

(excluding

Government delays).

Periodic

Inspection

Effectiveness

Performance of activities and products produced directly contribute to the successful development of system capabilities.

Performance occurs with no required rework at least 98% of the time.

Analysis, Demonstration, and Customer

Attachment (2)

2-1

Attachment 2 – Quality Assurance Surveillance Monitoring Form

SERVICE OR PERFORMANCE OBJECTIVE:

SURVEY PERIOD:

SURVEILLANCE METHOD (Check):

☐ Random Sampling ☐ Inspection ☐ Periodic Inspection ☐ Customer Feedback

LEVEL OF SURVEILLANCE (Check):

☐ Monthly ☐ Quarterly ☐ As Needed

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: ______ %

ANALYSIS OF RESULTS:

Average Quality Level Observed (Check): ☐ Exceptional

☐ Very Good

☐ Satisfactory

☐ Marginal

☐ Unsatisfactory

Narrative of Performance During Survey Period:

PREPARED BY:___________________________________DATE:_________________

Attachment (3)

3-1

Attachment 3 – Contract Discrepancy Report (CDR)

1. Contract Number: <insert number>

2. To: (Contractor Task Manager or on-site representative) <insert name>

3. From: (Name of COR) <insert name>

4. Date and Time of 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>

Signature – Contracting Officer’s Representative Date

Received by: <Enter name>

Signature – Contractor Task Manager Date or on-site representative