Attachment 0002 - QASP.docx

Quality Assurance Surveillance Plan

For

Military Intelligence Readiness Command

Exercise Role Players

23 January 2025 xxxxxxx Contracting Officer Army Contracting Command Joint Base McGuire, Dix, Lakehurst, NJ Scotty M. Stock Government Point of Contact Military Intelligence Readiness Command Fort Belvoir, VA 22060-6208

TABLE OF CONTENTS

1. Overview.

1.1. Purpose. The purpose of this Quality Assurance Surveillance Plan (QASP) is to identify the methods and procedures the Government will use to ensure it receives the services under this contract as identified in the Performance Work Statement (PWS).

1.2. Intent. The intent of this QASP is to: 1) ensure Contractor performance meets or exceeds contract terms, conditions and specifications; 2) hold the Contractor accountable for quality control; and 3) encourage the Contractor to take appropriate steps to control and improve quality. Accordingly, the Government will perform surveillance on the contract in accordance with this QASP but reserves the right to monitor the contract in any manner necessary, at any time necessary, and at all places necessary to ensure that the rendered services conform to contract requirements. The Government also reserves the right to perform quality assurance at the Subcontractor level and perform quality assurance at the contractor's place of business, if applicable. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor.

2. Description of Services.

2.1. Scope of Work. The Military Intelligence Readiness Command Exercise Cell (MIRCEC) requires experienced role players in support of one iterations of their Validation Exercises (VALEX). This exercise will provide realistic and challenging scenarios to train and evaluate soldiers for future deployment to the United States, their assigned deployment locations, and Areas of Responsibility (AoR). The contractor will maintain consistent coordination for synchronization meetings, rehearsals, exercise execution, and After-Action Reviews (AAR) to ensure all Government exercise objectives are facilitated successfully.

2.2. Type of Contract. This requirement will be fulfilled under a firm fixed price (FFP) contract.

3. Roles and Responsibilities.

3.1. Government.

3.1.1. Contracting Officer (KO). The KO is the only person with the authority to enter into, modify, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The KO is the only individual who can legally bind the Government.

3.1.2. Government Point of Contact (GPOC). The GPOC serve as the liaison with the training managers. He shall provide any and all feedback to the contracting officer. They will collect feedback forms from the training managers and present them to the KO.

GPOC:

Scotty Stock

CW4, CCB

MIRC, CMDGRP

Office: [1-520-725-4145

(GOV C): 703-459-3741

(Cell): 305-586-2405 scotty.m.stock.mil@army.mil

3.2. Contractor.

3.2.1. Contract Manager and Alternate.

The Contractor must designate a minimum of one individual who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer and GPOC. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m EST, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. These individuals may be classed as a Program Manager if so desired by the Contractor. The Contractor shall furnish the GPOC with a list of telephone numbers where an authorized representative may be contacted during duty hours while in performance of tasks under this scope.

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Program. The Contractor’s quality control program is the means by which the Contractor is assured the work complies with the requirement of the contract. The Contractor shall ensure services are performed in accordance with this PWS. The Contractor shall identify, prevent, and ensure non-recurrence of defective services.

4.2. Government Quality Assurance. The Government shall evaluate the Contractor’s performance under this contract in accordance with this QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance.

5. Government Surveillance.

5.1. Methods of Surveillance. The following Methods of Surveillance will be utilized in monitoring the Contractors’ performance:

5.1.1. Customer Feedback. The DA Form 5477, Customer Complaint Record, Attachment 2, will be used to document/record all complaints. The following procedures will be followed when a complaint is received.

· The GPOC will investigate and determine the validity of the complaint.

· If the complaint is determined to be invalid, the COR will inform the person who submitted the complaint of the reason(s) as soon as practical.

· For validated complaints that are true contractual non-conformances, the procedures in paragraph 6 below will be followed.

5.2. Surveillance Schedule.

The Training Managers at each training event will provide the GPOC with feedback forms on the contractor performance. These forms will be used to complete the contractor’s evaluation for the contracted services.

5.3. Surveillance Instructions/Checklists. Surveillance Checklists, Attachment 4, will be utilized and completed when surveillances are conducted.

5.4. Surveillance Documentation. The applicable Surveillance Checklist(s) will be completed when/as Surveillances are conducted. Completed Surveillance Checklist(s) will be provided to the contract officer and contract specialist.

6. Non-Conforming Performance.

Non-conformance occurs when a Contractor fails to meet Contract or Task Order terms, conditions and/or specifications. All instances of non-conformance will be documented and the Contractor will be notified. Resolution of non-conformance discovered at the Subcontractor level will be addressed with the prime Contractor. Non-conformance is classified as either: Level I (Minor); Level II (Major); or Level III (Critical).

6.1. Level I (Minor). Level I non-conformance is not likely to materially reduce the usability of services for their intended purpose or is a departure from established standards having little bearing on completing the contract requirement. Minor non-conformances can usually be corrected on the spot and can be issued to the Contractor through either a verbal or written Contract Discrepancy Report (CDR). However, the Government is still required to document verbal Level I CDRs. The GPOC may issue verbal Level I CDRs directly to the appropriate level of Contractor management. The GPOC will notify the KO as soon as practical when a verbal Level I CDR is issued and document them in their Monthly Reports. If the non-conformance cannot be corrected on the spot, the Contractor shall be given a suspense date to correct the deficiency. The KO will issue and sign written Level I CDRs, Attachment 5.

6.2. Level II (Major). Level II non-conformance is likely to result in failure of the services to meet contract requirements. Also, repeated discrepancies, a large number of documented Level I CDRs and trends indicating failure of the Contractor’s quality control program can be classified as Level II CDRs. The KO issues all Level II CDRs in writing, Attachment 5. The GPOC will notify the KO as soon as practical when a major non-conformance is identified.

6.3. Level III (Critical). Level III non-conformances result in hazardous or unsafe conditions due to the manner in which the services are performed; prevent or impact a vital agency mission as a result of performance; or are for repeated or uncorrected Level II CDRs. The Contracting Office Director or Deputy Director issues written Level III CDRs. The GPOC is responsible for notifying the KO immediately upon discovery of a critical non-conformance.

6.4. Documenting CDRs. Documentation, as a minimum, will include: the Contract or Task Order number; reference to the specific contract requirement; the specific discrepancy to the requirement; where it was discovered; the date and time it was discovered; Contractor representative who was notified; and the suspense date for Contractor response/corrective action.

6.5. Tracking and Resolving CDRs. All CDRs, verbal and written, regardless of issuer will be included in the GPOC Report. The GPOC and KO shall track CDRs to ensure the Contractor identifies and takes appropriate corrective action to the root cause and the specific non-conformance is corrected within the required timeline. The KO will make a final written determination of the Government’s remedies if the non-conformance is not corrected by the Contractor after receiving notice and a reasonable opportunity to correct the work.

7. Acceptance of Services.

When all services have been deemed acceptable and there is documented objective quality evidence to support acceptable performance the COR will accept the services provided and authorize payment of the Contractor. This is accomplished by approving the Contractor’s Receiving Reports in Wide Area Workflow at https://wawf.eb.mil/.

8. Status Report.

The GPOC will provide a status report based on feedback from the training managers upon the completion of the contracted services.

9. Enterprise Contractor Manpower Reporting Application (ECMRA).

Contractor shall report ALL contractor labor hours (including sub-contractor labor hours) required for performance of services under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: https://sam.gov/content/entity-reportingReporting inputs will be for labor executed during the period of performance during each Government Fiscal Year (FY) which runs October 1 through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors can find User Guides, Frequently Asked Questions and may direct questions to the help desk at https://sam.gov/content/entity-reporting/.

10. Combating Trafficking In Persons (CTIP).

In accordance with PGI 222.17 and FAR 52.222-50, the KO will be notified immediately of any information from any source that alleges a Contractor employee, subcontractor and/or subcontractor employee has engaged in conduct that violates the United States Government “zero” tolerance policy regarding trafficking in persons.

11. GPOC/Quality Assurance Surveillance Files.

The official GPOC/Quality Assurance Surveillance File will be maintained in the on-line COR Management Tool per Army Contracting Command Pamphlet, 70-1.

12. QASP Changes.

This QASP is a living document and, as such, may be changed as needed based on Data Analysis (trends), contract modifications, etc. The GPOC will send any recommended changes to the Contracting Officer for approval and the Contracting Officer must approve all changes.

Scotty M. Stock

CW4, USA

Classified Communications Branch

Angelica M. Merino Contracting Officer Army Contracting Command – New Jersey

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record, DA Form 5477

3. Surveillance Schedule, DA Form 5475

4. Surveillance Checklist(s)

5. Contract Discrepancy Report, DA Form 5479

Attachment 1

Performance Requirements Summary (PRS) Performance Objective (The Service required—usually a shall statement)

PRS # 1

The contractor shall provide a trained role player with Human Intelligence collection experience. Para 2.3.4, Para 2.2.8, Para 2.3.6

PRS # 2

The contractor shall walk up to a distance of 1 mile. Para 2.3.5

PRS # 3

The contractor shall provide 2 role players fluent in Spanish and English. Para 2.3.3

PRS# 5

The contractor shall remain in the role until released by Training manager or end of shift. Para 2.3.6

Attachment 2

Customer Complaint Record, DA Form 5477

Attachment 3 Surveillance Schedule, DA Form 5475

Attachment 4 Surveillance Checklist(s)

Contractor:

Contract Number:

Service Provided:

COR Name:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments:

Comments summary, to include, positive trends, negative trends, concerns, customer comments, and any additional COR comments:

Attachment 5 Contract Discrepancy Report, DA Form 5479 image1.png image2.emf

DA FORM 5477

DATE OF COMPLAINT TIME OF COMPLAINT

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE CONTRACTOR INFORMED COMPLAINT TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR (Responsible officer)

RECEIVED AND VALIDATED BY

ORGANIZATION

INDIVIDUAL

NOTE: ( ) Used for in-house operation.

CUSTOMER COMPLAINT RECORD

For use of this form, see DA PAM 5-20; the proponent agency is ACSIM.

SOURCE OF COMPLAINT

(Responsible officer) (Responsible officer)

DA FORM 5477, MAR 2008 PREVIOUS EDITIONS ARE OBSOLETE. APD PE v1.01ES initiator:ralph.gaines@us.army.mil;wfState:distributed;wfType:email;workflowId:b71742b09d8a4c49a6eb59ab36d6e236

DATE OF COMPLAINT:

TIME OF COMPLAINT:

ORGANIZATION INDIVIDUAL SOURCE OF COMPLAINT:

NATURE OF COMPLAINT:

CONTRACT REFERENCE:

VALIDATION:

DATE CONTRACTOR INFORMED COMPLAINT Responsible officer:

TIME CONTRACTOR INFORMED OF COMPLAINT Responsible officer:

ACTION TAKEN BY CONTRACTOR Responsible officer:

RECEIVED AND VALIDATED BY:

NOTE Used for inhouse operation:

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Text2:

SubmitButton1:

image3.png image4.emf

DA Form 5475 COR-QAE Surveillance Schedule.pdf

DATE

COR/QAE SURVEILLANCE SCHEDULE

When completed stamp "FOR OFFICIAL USE ONLY"

DA FORM 5475, MAR 2008 APD PE v1.00

DATE

SERVICE

PREVIOUS EDITIONS ARE OBSOLETE.

image5.png image6.emf

DA Form 5479 Contract Discrepancy Report.pdf

6.

2. 3.

PREPARED ORAL NOTIFICATION RETURNED BY CONTRACTOR ACTION COMPLETE

4. DISCREPANCY OR PROBLEM (Describe in Detail: Include reference in PWS / Directive: Attach continuation sheet if necessary.)

5. SIGNATURE OF CONTRACTING OFFICER

7.

8. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE. ATTACH

1. CONTRACT NUMBER

9. SIGNATURE OF CONTRACTOR REPRESENTATIVE 10. DATE

11. GOVERNMENT EVALUATION (Acceptance, partial acceptance, rejection: attach continuation sheet if necessary)

12. GOVERNMENT ACTIONS (Payment deduction, cure notice, show cause, other.)

CONTRACT DISCREPANCY REPORT

TO: (Contractor and Manager Name)

DATES

CLOSE OUT

CONTRACTOR

NOTIFIED

NAME AND TITLE SIGNATURE DATE

QAE

CONTRACTING

OFFICER

CONTINUATION SHEET IF NECESSARY. (Cite applicable Q.A. program procedures or new A.W. procedures.)

DA FORM 5479, MAR 2008 APD PE v1.01ES

FROM: (Name of QAE)

TO: (Contracting Officer) FROM: (Contractor)

PREVIOUS EDITIONS ARE OBSOLETE.