Attach J.1 - QASP - Construction IDIQ.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

N0017826R0003

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government-developed and applied document used to make sure the systematic quality assurance methods are used in the administration of this contract. The intent is to ensure that the contractor performs in accordance with the performance objectives and the Government receives the quality of services called for in the contract. In addition, this QASP provides the specific criteria and process to be followed in consideration of the exercise of any options.

The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the Contractor is meeting the performance standards/quality levels identified in the PWS and the Contractor’s quality control plan (QCP), and to ensure that the Government pays only for the level of services required/received.

This QASP defines the roles and responsibilities of Government personnel involved in the evaluation of the quality of contractor performance, identifies the performance objectives, and defines the methodologies used to monitor and evaluate the Contractor’s performance. The QASP also describes quality assurance documentation requirements and describes the analysis of quality assurance monitoring results.

2. AUTHORITY

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses and Section E – Inspection and Acceptance 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 Procuring Contracting Officer (PCO) or a duly authorized representative.

3. SCOPE

The Performance Work Statement (PWS) structures the acquisition around "what" services or quality level is required, as opposed to "how" the Contractor should perform the work (i.e., results, non-compliance). This QASP will define the performance management approach taken to monitor and manage the Contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management, this analysis yields information that indicates whether expected outcomes for the project are being achieved by the Contractor.

The Contractor is responsible for the quality of all work performed. The Contractor measures that quality through the Contractor’s own QCP. Quality control is work output, not workers, and therefore includes all work performed under this task order regardless of whether the work is performed by Contractor employees or by Subcontractors.

The Contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The Contractor will develop and implement a performance management system with processes to assess and report its performance to the designated Government representative. This QASP enables the Government to take advantage of the Contractor’s

QCP.

A preliminary QASP evaluation/rating will be performed according to the schedule as noted below. The purpose of this review is to determine whether the Contractor is performing at least at a "Satisfactory" level for each major element assessed using Table 1. This methodology will be utilized as an important factor in determining whether to exercise any of the Options under the Contract or Task Order.

The Government will assess performance of the overall contract using the Contractor Performance Assessment Reporting System (CPARS) at the end of each Period of Performance (PoP). The Contractor Performance Assessment Report (CPAR) assesses a Contractor’s performance, both positive and negative, and provides a record on a given task order during a specified period of time. More information pertaining to CPARS can be found at:

https://www.cpars.gov.

4. ROLES AND RESPONSIBILITIES

Procuring Contracting Officer (PCO) – An individual duly appointed with the authority to enter into contracts and make related determination and findings on behalf of the Government. PCOs are designated via a written warrant, which sets forth limitations of their respective authority. The PCO ensures performance of all necessary actions for effective contract administration ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the PCO that ensures the Contractor receives impartial, fair and equitable treatment under the contract. The PCO is ultimately responsible for the final determination of the acceptability of the Contractor’s performance. The PCO for this task order is identified in Section G.

Contracting Officer’s Representative (COR) – An individual appointed in writing by the PCO to act as their authorized representative to assist in technical administration. The limitations of authority are contained in a written letter of appointment which is a formal attachment to the contract. The COR is responsible for technical administration of the task order and assures proper Government surveillance of the Contractor’s technical performance. The COR provides QASP reports to the PCO. The COR is not empowered to make any contractual commitments or to authorize any changes on the Government’s behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions shall be referred to the PCO for action.

Contract Specialist – An individual assigned by the PCO to provide daily administration of the contract.

The contract specialist provides input to the PCO and the COR as to the quality of performance for areas addressed in this QASP.

Subject Matter Expert (SME) – Individuals who may be assigned by the COR to perform limited technical oversight of specific projects, work areas, or Technical Instructions issued under the contract. A SME provides input to the COR as to the quality of technical performance for their respective area(s) of expertise. A SME cannot, in any manner, alter the scope of the contract, make commitments or authorize any changes on the Government’s behalf.

5. SCHEDULE

The initial QASP evaluation will be finalized no later than the end of month ten (10) of the base period. Subsequent evaluations will be finalized no later than the end of month ten (10) of option periods (unless otherwise identified in the schedule). The evaluation will encompass all work performed by the Contractor during the assessment period, but will not include cumulative information from prior assessments unless the information applies to corrective actions required as a result of the prior assessment. In order to accomplish this, the following schedule applies:

COR Written Assessment is due to the PCO no later than the end of week two (2) of month ten (10) of the period of performance.

QASP Evaluation - The PCO will review the COR Written Assessment, determine an overall performance rating for the period, and provide a copy to the Contractor no later than week four (4) of month ten (10) of the period of performance.

Interim Evaluations – The COR can provide feedback to the PCO at any time during the period of performance.

If the feedback indicates that the Contractor is not meeting the acceptable performance standards as defined herein, the PCO will provide this feedback to the Contractor immediately.

6. IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The overall performance ratings and standards are included in Table 1, “Task Performance Evaluation Criteria and Standards”. If the Contractor fails to meet the required performance level based on the preliminary review conducted in accordance with the QASP, the Government may not exercise the next Option period under the contract or task order. To meet the required performance level, the Contractor must receive at least a "Satisfactory" rating for each of the performance requirements identified in Table 2, “Performance Requirements Surveillance Matrix”, for the performance period being evaluated.

https://www.cpars.gov/

7. METHODOLOGIES TO MONITOR PERFORMANCE

Surveillance Techniques - In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the Government to evaluate Contractor performance when appropriate. The COR will use the following methods of surveillance:

• Periodic Inspection, Judgmental Inspection, or Planned Sampling: This method, sometimes called "planned sampling,” consists of the evaluation of tasks selected on other than a 100% or random basis.

• Customer Feedback: Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

The Contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints, investigate and work with the PCO and Contractor to resolve the issue.

8. QUALITY ASSURANCE DOCUMENTATION

The Performance Management Feedback Loop - The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in Table 1. Table 2 provides the “Performance Requirements Surveillance Matrix”. This matrix details the method of surveillance the COR will use to validate and inspect these performance elements. Inspection of each element will be documented in the COR file.

9. MONITORING SYSTEM

The Government’s QA surveillance, accomplished by the COR, in conjunction with the PCO, will be reported using the methodology described herein. QASP evaluations will be done as input to Option Exercise determinations.

Table 1 – Task Performance Evaluation Criteria and Standards

In evaluating the quality of Contractor’s performance, the following performance ratings may be used.

Performance Rating

Criteria

Excellent /

Outstanding

Performance meets contractual requirements and exceeds many to the Government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and Contractor actions were highly effective.

Very Good

Performance meets contractual requirements and exceeds some to the Government benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the Contractor were effective.

Satisfactory

Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the Contractor were satisfactory.

Marginal

Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the Contractor has not yet identified corrective actions. The Contractor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the Contractor’s corrective actions appear or were ineffective.

Table 2 – QASP Matrix

Element Unsatisfactory Marginal Satisfactory Very Good Exceptional

1. Task Performance

PWS Tasking

Work product fails to meet the Acceptable Quality Levels (AQL) defined in Performance Requirements Summary Table, Table 3.

Work product does not meet some of the Acceptable Quality Levels (AQL) defined in Performance Requirements Summary Table, Table 3.

Work product routinely meets the Acceptable Quality Levels (AQL) defined in Performance Requirements Summary Table, Table 3.

Work product exceeds some of the Acceptable Quality Levels (AQL) defined in Performance Requirements Summary Table, Table 3.

Work product frequently exceeds the Acceptable Quality Levels (AQL) defined in Performance Requirements Summary Table, Table 3.

Timeliness

Contractor frequently misses deadlines, or is slow to respond or non-responsive to Government requests.

Contractor occasionally misses deadlines, schedules or is slow to respond or occasionally nonresponsive to Government requests.

Contractor routinely meets deadlines, schedules, and quickly responds to Government requests.

Contractor routinely meets deadlines and schedules and occasionally delivers early and responds immediately to Government requests.

Contractor routinely delivers ahead of deadlines, schedules, and responds immediately to Government requests.

Quality

Deliverables are typically not well researched and contain many technical inaccuracies.

Deliverables are occasionally not well researched and contain some inaccuracies.

Deliverables received are well researched, complete and technically accurate. No more than two (2) revisions are

Deliverables received are well researched, complete and technically accurate.

Deliverables received are always well researched, complete and technically accurate. They frequently exceed expectations.

Rework is frequently required.

Rework is occasionally required.

typically needed to accept the item.

Other deliverables meet all Contract requirements.

Other deliverables meet all Contract requirements.

Rework is not required. Other deliverables typically exceed all Contract requirements.

2. Staffing

Staffing

Contractor provides marginally qualified or unqualified personnel.

Contractor provides marginally qualified personnel.

Contractor provides qualified personnel.

Contractor provides a mix of qualified and highly qualified personnel.

Contractor provides highly qualified personnel.

3. Customer Satisfaction

Customer Satisfaction

Contractor routinely fails to meet customer expectations.

Contractor occasionally fails to meet customer expectations.

Contractor routinely meets customer expectations.

Routinely meets or occasionally exceeds customer expectations.

Contractor routinely exceeds customer expectations.

4. Management Performance

Problem Resolution

Problems are unresolved, repetitive, or take excessive Government effort to resolve.

Problems are generally resolved but take unusual Government effort to resolve or take an excessive amount of time to resolve.

Problems are resolved quickly with minimal Government involvement.

Problems occur infrequently and are generally resolved quickly with minimal Government involvement.

Problems are non-existent or the Contractor takes corrective action without Government involvement.

Timeliness

Frequently misses deadlines, or is slow or non-responsive to respond to Government requests.

Occasionally misses deadlines, schedules or is slow or occasionally non-responsive to respond to Government requests.

Routinely meets deadlines and schedules, quickly responds to Government requests.

Routinely meets deadlines and schedules and occasionally delivers early and responds immediately to Government requests.

Routinely delivers ahead of deadlines, schedules, and responds immediately to Government requests.

Responsiveness

Contractor’s management is unresponsive to Government requests and concerns.

Contractor’s Management is occasionally unresponsive to Government requests and concerns.

Contractor’s Management is responsive to Government requests and concerns.

Contractor’s Management is responsive to requests and concerns and occasionally proactive in anticipating concerns.

Contractor’s Management takes proactive approach in dealing with Government representatives and anticipates concerns.

Communication

Contractor fails to communicate with Government in an effective and timely manner.

Contractor occasionally fails to communicate with Government in an effective and timely manner.

Contractor routinely communicates with Government in an effective and timely manner.

Contractor routinely communicates with Government in an effective and timely manner and is frequently proactive in managing communications.

Contractor takes proactive approach such that communications are almost always clear, effective and timely.

5. Regulatory Compliance

Regulatory Compliance

Does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem for which the Contractor’s corrective actions appear or were ineffective.

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.

The Contractor’s proposed actions appear only marginally effective, or were not fully implemented.

Meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the Contractor appear, or were, satisfactory.

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.

Meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the Contractor were highly effective.

FAR 52.222-50

Combatting Trafficking in Persons

The Contractor has not informed the Contracting Officer and the agency Inspector General of any credible information it has received that alleges a Contractor employee, Sub- Contractor, Sub- Contractor employee, or their agent has engaged in conduct that violates the policy.

The Contractor has informed the Contracting Officer and the agency Inspector General 100% of the time of any credible information it has received that alleges a Contractor employee, Sub- Contractor, Sub- Contractor employee, or their agent has engaged in conduct that violates the policy.

Table 3 – Performance Requirements Surveillance Matrix

Performance Element: Quality of Product or Service

PWS

Paragraph

Desired Outcomes

Required Service

Standard

Acceptable Quality Level

(AQL)

Monitoring Method

C.3 The Contractor shall provide / construction according to the customers Task Order (TO).

The Contractor shall complete Task Order (TO) in accordance with industrial construction standards.

All construction is completed within the timeline bid on acceptance of the TO, customer and TPOC sign of on quality of work after

QA/QC.

Performance at an 90% proficiency level.

Periodic Inspections, Judgmental Inspections, and various levels of testing and evaluations.

C..3 The Contractor shall ensure that all structural work is to code and compliant to industrial and USN standards.

The Contractor shall ensure all structural work is up to industry standards and regulations.

All construction is completed within the timeline bid on acceptance of the Task Order, customer and TPOC sign of on quality of work after QA/QC.

Performance at an 100% proficiency level.

Periodic Inspections, Judgmental Inspections, and various levels of testing and evaluations.

Performance Element: Schedule

PWS

Paragraph

(AQL)

Monitoring Method

SOW C.4.7

(CDRL

A001)

Submission is in accordance with Data Item Description (DID) cited in

CDRL

Submission is in accordance with the CDRL

Complete report reflecting cited CDRL for the preceding month

90% Compliant

Review of submitted report

SOW C.4.8

(CDRL

A002)

Submission is in accordance with DID cited in

CDRL

Submission is in accordance with the CDRL

Complete report reflecting all Government Furnished Property (GFP) in contractors possession for the preceding month

90% Compliant

Review of submitted report

SOW C.4.9

(CDRL

A003)

Submission is in accordance with DID cited in

CDRL

Submission is in accordance with the CDRL

Complete report reflecting all GFP in contractors possession for the preceding month

90% Compliant

Review of submitted report

SOW

C.4.10

(CDRL

A004)

Submission is in accordance with DID cited in

CDRL

Submission is in accordance with the CDRL

Complete report reflecting all GFP in contractors possession for the preceding month

90% Compliant

Review of submitted report

Performance Element: Cost Control

SOW

Paragraph

(AQL)

Monitoring Method

Cost Management

Contractor routinely completes the effort within the

Contractor provides timely and accurate Limitations of

Contractor provides accurate and timely financial

Contractor maintains a track of actual cost to

100% Inspection of submitted documents and originally agreed to estimated cost.

Funds and resources are generally used in a cost-effective manner. No major resource management problems are apparent

Funds (LOF) notices, financial estimates estimates, quotes, and expenditure reporting predicted cost by 10% tolerance agreed to by customer invoices; customer feedback

Invoice Invoices are submitted timely and in accordance with contract

Invoices are submitted in accordance with contract and include backup documentation

Invoices are accurate and submitted in accordance with contract to include backup documentation

Any discrepancies when invoicing are corrected immediately

100% Inspection

Performance Element: Management

SOW

Paragraph

(AQL)

Monitoring Method

Provide qualified staff to perform tasking in Section C.3 & C.4

Contractor ensures that a rapid response is given in providing construction support with qualified staff and that no key position is vacant longer than 60 days

Contractor provides Key labor categories with qualified staff and no position is vacant for longer than 75 days.

Contractor provides staff qualified to perform tasking, no key position is vacant longer than 90 days and tasking deadlines is not impacted due to lack of qualified staff.

90% of the contractor staff provided are qualified to perform tasking in accordance with the SOW and tasking is not impacted by vacant positions.

Key position is not unfilled for longer than 90 days.

Customer

Responsiveness Government requests and concerns are addressed immediately with quality and completeness

Contractor’s management responds timely to Government requests and concerns

Contractor’s management is responsive to Government requests and concerns

90% of the requests and concerns are addressed within 3 business days

Customer feedback

Problem Resolution

Contractor’s management addresses problems timely and follows their corrective action plan to resolve

Problems are resolved quickly with minimal Government involvement

Problems are resolved quickly with minimal Government involvement

90% of the problems do not require Government involvement

Customer