Attachment_0002_RMAS_Quality_Assurance_Surveillance_ Plan_21MAY26_Draft.docx

Quality Assurance Surveillance Plan (QASP)

For

HR Solutions Recruiting, Management, and Administrative Support (RMAS) Services

Add/ Contract #

21 May 2026

ACC-NJ

Controlled by: ACC-NJ

POC: QAS

TABLE OF CONTENTS

Subject Page Number

1. Overview 3

2. Description of Services 3

3. Roles and Responsibilities 4

4. Contract Quality Requirements 6

5. Government Surveillance 7

6. Corrective Action Request (CAR) 10

7. Deduct Plan 13

8. Data Analysis 13

9. Acceptance of Services 13

10. COR Status Report 13

11. Service Contract Reporting (SCR) in the System for Award Management (SAM) 14

12. Contractor Performance Assessment Reporting System (CPARS) 14

13. Combating Trafficking In Persons 14

14. COR/Quality Assurance Surveillance Files 14

15. Government Furnished Property (GFP) Surveillance Requirements 14

16. QASP Changes 15

1. Overview.

1.0 Purpose. This Quality Assurance Surveillance Plan (QASP) is a Government developed document used to ensure that the Government receives quality services and pays only for conforming services actually provided. The objective of this multiple award indefinite delivery indefinite quantity (IDIQ) suite of contracts is to acquire Recruiting, Management, and Administrative Support (RMAS) Services for Army, DoD, and other Federal Agency HR programs and activities. Services shall include ancillary support services needed to provide a total support solution for the HR program to include Information Technology (IT) support at a place of performance that shall be determined in each task order (TO) and may include both (1) Contractor-owned or leased facility and (2) Government owned or leased facility, supporting the requirements in both Continental United States (CONUS) and Outside the Continental United States (OCONUS) as defined in the TO Performance Work Statement (PWS), Section 2.2. Government-furnished property and services for those items specified in the PWS are exempt from this QASP. The Contractor shall perform to the standards specified in the Human Resource Solutions (HRS) RMAS Services PWS. This QASP identifies the methods and procedures the Government will use to ensure it receives the services to the desired standard, as identified in the PWS Section 3, Performance Standards for Off-Ramping (PSOR).

1.1. 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

3) Encourage the Contractor to take appropriate steps to control and improve quality

4) Ensure all sections of FAR 46 are applied as required and applicable

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 services rendered conform to contract requirements. The Government also reserves the right to perform quality assurance at the Subcontractor level, and at the Contractor's place of business. Sub-contract service providers shall be accountable to the Contractor who, in turn is responsible to the Government. Resolution of non-conforming services discovered at the Subcontractor level will be addressed with the prime Contractor. The Government will not exercise any supervisory controls over the contract service providers performing the services herein.

2. Description of Services.

2.1. Scope of Work. The Contractor shall provide RMAS Services for Army, DoD, and other Federal Agency HR programs and activities. Services shall include ancillary support services needed to provide a total support solution for the HR program to include IT support. Each specific HR service requirement that requires support for IT operations will be evaluated to ensure that the ancillary IT requirements comply with the certification requirements of 10 United States Code (USC) 2222. All requirements will be submitted to the program office for processing and the Contractor shall support these requirements through the issuance of TOs under this contract. When the HR Solutions program office authorizes decentralized ordering, the Ordering Guide shall be followed.

2.2. Type of Contract. This will be part of a multiple award indefinite delivery indefinite quantity (IDIQ) suite of contracts.

3. Roles and Responsibilities. The following provides a synopsis for the roles and their respective authority during the performance of the contract:

3.1. Government.

3.1.1. Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract. In the event the Contractor effects any such change at the direction of any person other than the KO, the change will be considered to have been made without authority, and solely at the risk of the Contractor. No changes in, or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes.

3.1.2 Contracting Officer’s Representative (COR). The COR will monitor all technical and performance aspects of the contract and assist the KO in contract administration. The COR is authorized to perform the following functions:

· Assure that the Contractor performs the technical requirements of the contract

· Perform inspections necessary in connection with contract performance

· Maintain written and oral communications with the Contractor concerning technical and performance aspects of the contract

· Issue written interpretations of technical requirements, including Government drawings, designs, and specifications

· Monitor Contractor's performance and documents and notifies both the KO and Contractor of all deficiencies

· Coordinate availability of Government furnished property

· Provide site entry of Contractor

ACC doesn’t use other acronyms to refer to and describe a COR. Terms such as the “COTR, “Onsite COR”, “TM”, etc. will not be used. Some personnel may be assigned as Alternate CORs (ACORs), but other than a statement to that effect and what actions the KO expects that ACOR to take in the absence of the primary COR, there is no difference between a COR an ACOR, or other Government surveillance personnel assigned to conduct contract oversight. Throughout the remainder of this QASP, The term “COR” will be used to refer to all Government surveillance personnel assigned to monitor the Contractor’s performance on this contract.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost, price, or delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

The KO shall use the DoD Joint Appointment Module (JAM) to electronically track COR nominations, appointments, terminations, and training certifications for each COR appointed to conduct oversight on this contract. The COR will upload their surveillance documents, such as COR Status Reports (CSR) COR trip reports, correspondence with the Contractor, and other miscellaneous documents into the Surveillance and Performance Monitoring (SPM) module within the online contract file. JAM and SPM are available within the Procurement Integrated Enterprise Environment (PIEE) suite of tools at: https://piee.eb.mil/.

3.1.3. Alternate COR (ACOR). The ACOR is an employee of the U.S. Government provided by the Requiring Activities (RA) and appointed by the KO to provide additional surveillance personnel in monitoring and documenting the Contractor’s performance. These alternate surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR training and experience requirements and are appointed by the KO as ACOR in the JAM. This term will apply to other Government surveillance personnel as defined in Army Regulation 70-13, paragraph 2-2 g.

3.6. Contractor.

3.6.1. Contract Manager. Each RMAS suite holder shall identify a Contract Manager (CM), and Alternate Contract Manager (ACM). The Contractor shall provide a CM who shall be responsible for the performance of the work on this requirement and all TOs associated with this requirement. The name of this person and an alternate who shall act for the Contractor when the CM is absent shall be designated in writing to the KO. The CM or, in his/her absence the alternate, shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract and all associated TOs. The CM or alternate shall be available between the hours of 0800 and 1700 (Eastern Time Zone), Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. The CM or alternate shall respond to any Government request for information related to this contract or any associated TO by the deadline established in the request.

If a CM or ACM must be replaced, the Contractor shall nominate a replacement CM to the COR and KO for approval a minimum of two weeks prior to implementing the proposed change. The Contractor shall also provide justification in writing for COR-HRS and KO approval when any changes to key personnel are required. Replacement personnel shall have the same qualifications or higher. TOs issued under this contract will have detailed requirements for key personnel outlined in the TO PWS.

For quick access, the contact information for the performance of this QASP is provided:

Government Personnel:

Table 1; Key Positions for Contract Administration

Contractor Personnel:

4. Contract Quality Requirements.

4.1. Contractor’s Quality Control Plan/Program (QCP). The Government will evaluate the adequacy of the Contractor’s Quality Control Plan (QCP) performance under this contract in accordance with this QASP.

The Contractor’s quality control program is the means by which he assures himself that all work complies with the requirement of the contract PWS. It is essential that Government Surveillance Personnel understand that Quality Control (QC) is the responsibility of the Contractor, and not the Government.

As such, the Government will focus their efforts on validating if the Contractor is maintaining an adequate quality control inspection system that ensures the Contractor maintains evidence that services provided conform to contract quality requirements. The Contractor shall provide inspection data to the Government on request for validation.

The Contractor’s QCP shall include a process that can identify, prevent, and ensure non-recurrence of defective services.

4.2. Government Quality Assurance. This QASP describes what the Government will do to ensure that the Contractor has performed in accordance with the performance standards within the PWS.

This QASP describes:

· How the performance standards will be applied:

· The Performance Standard for each requirement in the PWS will be applied as prescribed in the PWS. Ensure that each Performance Requirement within the PWS includes a measurable performance standard in terms of quality, timeliness, or quantity.

· Ensure the method of assessing Contractor performance against performance standards is included in this QASP.

· Ensure each Performance Requirement includes an acceptable quality limit (AQL). AQL is the worst tolerable performance that is still considered acceptable.

· Which performance elements will be surveilled (Surveillance Checklist, attachment 4)

· All performance activities will be surveilled throughout the Period of Performance, using a risk-based approach. The selected items will be populated on the Surveillance Checklist and placed on the Surveillance Schedule for each period surveilled.

· When the surveillance will be scheduled (Surveillance Schedule, attachment 3)

· Selected items for each measurement period will be placed on the Surveillance Checklist and scheduled surveillance on the Surveillance Schedule. Surveillance may be scheduled on a daily, weekly, or monthly frequency. However, each Contractor requirement will be audited for compliance.

· The Acceptable Quality Limit (AQL)

· The AQL will be determined by the Requiring Activity, i.e., the COR.

· The nature of Government contract quality assurance actions that include the number of observations made and the number and type of defects (defect rate)

· Personnel conducting Contractor performance surveillance will use attachment 4, Surveillance Checklist, or equivalent to answer the Performance question asked, and provide comments in the area provided on the checklist. These comments and metrics from the Checklist will be included on each CSR submitted during the Period of Performance.

5. Government Surveillance.

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

NOTE: The performance items selected for surveillance in this QASP as a minimum should contain those listed in the Performance Requirements Summary (PRS). The PRS is a stand-alone document that illustrates to the Contractor the few, most salient items the Government wishes the Contractor to be aware of. The PRS is contained in the contract Performance Work Statement (PWS). See Attachment 1 for PRS items.

A. 100% Inspection will be reserved for the highest risk areas where consequence of failure may affect life or limb, or there is likelihood of mission failure.

B. Random Sampling Will be used when a service is performed on a frequent basis and a statistically valid sample can be selected for audit. This is most appropriate method for frequently recurring tasks.

C. Periodic Inspection Will be used when planned sampling of a service is at a specific predetermined date and time. This is most appropriate for tasks that occur infrequently, yet on a scheduled basis.

D. Customer Feedback/Complaint. Not a valid method of surveillance, but a good indicator of areas where surveillance should be conducted or intensified.

The Customer Complaint Record, Attachment 2, will be placed at convenient locations for the end user of these services, and made available to document/record all complaints. The COR will collect the Customer Complaints each surveillance cycle and investigate for validity ASAP.

The following procedures will be followed when a complaint is received.

1. The COR/ACOR will investigate to determine the validity of the complaint.

2. 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.

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

4. A Customer Complaint Log will be used to document each validated customer complaint and attached to the COR Surveillance Report in the SPM module.

5.1.1 Surveillance Procedure:

A. The COR will evaluate the Contractor’s performance against Performance Standards established in the contract. Evaluations will be to the extent practical to assure the Contractor provides quality services IAW the requirements of the contract.

1. The COR will utilize the attached checklist(s) to track and document surveillance:

2. The COR will utilize the random sample site to identify the locations/units/areas to be sampled on a monthly basis, these locations will be documented and maintained on an excel spreadsheet.

B. The COR will perform an analysis of Customer feedback and the Contractor’s actions to identify performance trends and to ensure valid customer concerns are resolved timely.

1. The COR will review the Contractor developed customer feedback website once a month, if any negative trends are identified the COR will follow up with the Contractor.

C. USE OF ACORS – THEIR ROLE IN SURVEILLANCE ACTIVITIES

ACOR DOCUMENTATION REQUIREMENTS

1. Reports: Functional Area Reports supporting the Quality Assurance Surveillance Plan consist of immediate impact and status reporting as outlined below.

2. Impact Reporting: Government ACORs observing any situation or occurrence which poses a significant program impact will be reported to the COR using the most expeditious manner available. Unacceptable performance or quality of service for requirements specified in the PRS should be documented using the Surveillance Checklist and Corrective Action Request (CAR) immediately provided to the COR for validation and disposition.

3. Status Reports: In the event of the COR’s absence, the ACOR will provide a report to the COR NLT 1 week following each measurement period. The period of the report is from the first to the last day of that measurement period and should address the Contractor’s performance.

5.2. Surveillance Schedule. (Required) A Surveillance Schedule (Attachment 3) will be created for each measurement period. The schedule is Controlled Unclassified Information “CUI” and is not releasable to anyone other than authorized Government personnel. Each measurement period’s Surveillance Schedule will be completed at the beginning of the measurement period during the Period of Performance (PoP) to schedule the upcoming surveillance activity. Completed Surveillance Schedules will be filed in the online SPM module located within (https://piee.eb.mil) file for this contract, either as an attachment to CSR or uploaded separately in the Miscellaneous Documents Section.

5.2.1 Measurement Period 1. In accordance with the PWS, the first measurement period that will be assessed will encompass the first 24 months of performance under the IDIQ and then annually thereafter. However, due to reporting requirements within the PIEE SPM module, the COR will be required to submit an annual status report (after the first 12 months of performance) and a Memorandum for Record, indicating that performance will not be measured at the 12 month mark, but rather, after 24 months and subsequent reports will be filed annually per the measurement periods defined in the PWS.

5.3. Surveillance Checklists. (Required) A Surveillance Checklist (Attachment 4) will be created for each measurement period. The Checklist is Controlled Unclassified Information “CUI” and is not releasable to anyone other than authorized Government personnel. Each measurement period’s Surveillance Checklist will be completed with the Surveillance Schedule. Completed Surveillance Checklist will be filed in the online SPM module located within (https://piee.eb.mil) file for this contract, either as an attachment to CSR or uploaded separately in the Miscellaneous Documents Section.

Note: Surveillance Schedules and Checklists are considered COR documentation and must be uploaded in the SPM module. SmartForm are available for use at the individual record level under “Add Smart Form”

5.4. Surveillance Documentation. Each measurement period’s Completed Surveillance Documentation, to include the CSR must be filed in the online SPM module located within (https://piee.eb.mil) for this contract. If the PWS/SOW/CDRL require "progress reports" from the Contractor. The COR file will contain copies of all required progress reports.

The CSR (Smart Form) must be utilized, supporting documentation can be uploaded as an attachment.

6. Corrective Action Request (CAR). A CAR is not a contract remedy itself. It is used as a letter to the Contractor to document a nonconformance, notify the Contractor of Government rejection of supplies or services (including construction) not conforming to contract requirements, and to require Contractor corrective action. The purpose is to provide the Contractor an opportunity to correct or replace nonconforming supplies and services when this can be accomplished within the required delivery schedule IAW FAR 46.407 and contract terms and conditions. Nonconformances identified in CARs must be traced to contractual requirements. CARs may be precursors to contract remedies but are not a required precursor to contract remedies. CARs should be included as part of performance information in Contractor Performance Assessment Reporting System (CPARS), Program Management Reviews, Performance Feedback Sessions, Award Fee Boards, and Incentive Fees. There are four CAR levels. The level of the CAR documents and communicates the seriousness of the nonconformance. To determine the appropriate CAR level, analyze the impact and/or effect of the nonconformance and associate that impact to one of the four levels as defined below.

6.1. Level I. CAR describes a deficiency on a product or service and is not a systemic breakdown of a process or system. It includes those nonconformances that are minor in nature and can be promptly corrected by the Contractor, present no need for root cause analysis, no determination if other contract requirements are affected, present no need for further preventive action, and do not materially reduce the usability of the supplies, services, construction, or deliverables. While the Government must document the nonconformance and the Contractor must correct the nonconformance, further actions and Government follow-up are not required, and no written response from the Contractor is needed.

6.2. Level II. CAR describes deficiencies in a Contractor’s processes or systems but are not a significant deficiency. Some examples of systems affected may be quality inspection / management systems, and “Contractor Business Systems” (CBS) identified in DFARS 242.70, or are: Multiple deficiencies on products or services indicating a systemic issue throughout the process, or an escalation of repetitive Level I CARs for the same or similar nonconformance demonstrating the Contractor is failing to institute effective corrective action and/or failing to implement effective quality and/or internal control(s). Level II CARs shall require the Contractor to correct the nonconformance, perform root cause, and develop and provide a corrective action plan (CAP) acceptable by the Government.

6.3. Level III. CAR describes deficiencies in a Contractor’s system that is affecting a contract or program ability to meet cost, schedule or performance requirements, or are: A significant deficiency pursuant to DFARS 252.242-7005, “Contractor Business Systems” (CBS) or a failure to respond to Level II CARs, or to remedy a recurring nonconformance If not resolved satisfactorily, a Level III CAR may result in the initiation of available contractual remedies, such as reductions of payments, cost disallowances, revocation of Government assumption of risk of loss, or business management system disapprovals, etc. Contractor shall be required to provide a CAP that is acceptable by the Government.

6.4. Level IV: CAR documents a critical nonconformance of such serious nature that is issued to the Contractor’s business segment or corporate management for their attention to both the nonconforming condition and the company’s corrective action, or when a Level III CAR has been ineffective. A Level IV CAR will result in a mandatory review of available contractual remedies, such as cost disallowance, reduction or suspension of payments, revocation of Government assumption of risk of loss, CBS disapproval, or suspension of all product and service acceptance activities. Contractual remedies will be implemented IAW applicable FAR/DFARS clauses and/or Army Contracting Command (ACC) Acquisition Instructions if applicable. Action to suspend product or service acceptance will be accomplished via a Level IV CAR. Contractor shall be required to provide a CAP that is acceptable to the Government.

6.5. CAR Process Flow: The following outlines the normal process flow for the corrective action process. Follow the steps provided within the Product Data Reporting and Evaluation Program (PDREP) CAR Module User Guide. Subparagraphs (f)-(j) below do not apply to Level I CARs). Level I CARs are considered closed immediately upon issuance.

k. Close the CAR

6.6. CAR System of Record (SOR). The PDREP CAR Module is the SOR for CAR’s processed and issued on ACC administered contracts. The CAR Module is one of the applications housed in the PDREP Automated Information System (AIS) located on-line at: https://www.pdrep.csd.disa.mil/default.htm. For access to this system, go to the PDREP website and click on the “REQUEST ACCESS” button and follow the directions for “US Government Access”. The website also includes user guides and manuals under the “REFERENCES” button. Review the “DoD Corrective Action Request” Manual for guidance on access and how to use this PDREP-AIS. The CAR Module can be accessed through PIEE. To access through PIEE, add the appropriate role following the PIEE process. After the PIEE single sign on is enabled, the SOR may be accessed either through PIEE or PDREP. User Roles, refer to DoD CAR Manual for a description of the functions available to each role.

Proprietary Information. Do not include any proprietary information as part of the CAR in the SOR. It should normally be included only by reference (cite specific document and identifying paragraph number). Consult with your supporting legal office when determining if information is suspected to be proprietary.

6.7. Issuing a CAR to the Contractor. Address CARs to the appropriate level of Contractor management based on the seriousness of the nonconformance. This requires subjective judgement by the reviewer(s) and issuing official. Consideration should also be given to established lines of communication with the Contractor and/or Contractor requested addressees. The following are guidelines for addressing CARs:

a. Level I CARs: Lower-level management responsible to correct the nonconformance (e.g. shop foreman /supervisor/ quality manager).

b. Level II CARs: Functional level manager responsible for corrective action (e.g. the quality manager or site manager).

c. Level III CARs: Top-level management on-site or locally.

d. Level IV CARs: Corporate-level management.

e. Subcontractors. If a Subcontractor’s performance is nonconforming, address CARs to the prime Contractor who is responsible for Subcontractor performance and has privity of contract.

f. Verbal. It is appropriate to verbally notify the Contractor when the Government identifies a nonconformance or potential nonconformance. Refrain from telling the Contractor that ‘a CAR shall be forthcoming’ or the anticipated level of a CAR. Official notification of the nonconformance shall be through the PDREP CAR Module and issuance of the CAR.

g. Do not issue a CAR if the Contractor self-identifies contractual nonconformances and takes timely and effective corrective action. If the corrective actions prove ineffective, then issuing a CAR is appropriate. Contractor identification and self-initiated corrective actions are not only desired behaviors but are a requirement of quality and quality systems required by clauses. Joint inspections (i.e. an inspection with both a Government inspector and Contractor inspector) should be considered a Government inspection. Therefore, any nonconformance identified in a joint inspection would be considered a Government identified, not Contractor self-identified nonconformance.

6.8. Timelines. Transmitting CARs to the Contractor. CARs are time sensitive and delayed issuance may have impacts on the requiring activity/supported unit’s mission; delay Contractor corrective action; reduce the relevancy of lower-level CARs; or reduce the capability for the Contractor to perform effective root cause analysis.

a. Level I CARs: The standard is to issue the CAR no later than (NLT) three business days after identification of the nonconformance.

b. Level II CARs: The standard is to issue the CAR NLT five business days after identification of the nonconformance.

c. Level III / IV CARs: The standard is to issue the CAR NLT 10 business days after identification of the nonconformance.

6.9. CAP Due Date. When a Level II CAR and above is issued, a Contractor CAP is requested with a designated number of days to respond. The CAR Module will default to 45 days but allows a contracting officer to insert any number less than to respond. The recommended due dates are:

a. Level II CARs. Level II CARs in ACC should require no more than 10 business days to respond with a CAP.

b. Level III / IV CARs. Level III / IV CARs should require no more than 15 business days to respond, except for CARs related to CBS significant deficiencies. CBS related Level III / IV CARs will have up to 45 calendar days as allowed by DFARS 252.242-7005.

c. Extensions. Contractors may request an extension of the designated due date. This is acceptable for the Government to allow when reasonably justified. All results of that correspondence will be entered into the PDREP CAR Module.

6.10. CAP Reviews. For Government review of Contractor submitted CAPs, accept, or reject the CAP within 5 business days for Level II, and 10 business days for Level III / IV CARs. Use the PDREP CAR Module to input the decision and provide the Contractor a formal response for acceptance or rejection. Government CAP Verification & Validation of Corrective Action/CAR closure. Timelines for verification and validation of corrective actions can vary depending on the severity of the CAR, and completion of milestones identified in the CAP. Once the Government has verified the Contractor has implemented the CAP and validated the issues have been corrected and are acceptable to prevent further occurrence, close the CAR in the Module. Notify the Contractor the CAR is closed via the CAR Module.

7. Deduct Plan. This acquisition does not include a Deduct Plan at the base IDIQ level. All performance that would be subject to a deduction will be at the TO level. The Deduct Plan will be included in any TO PWS/QASP.

8. Data Analysis. Data Analysis will be performed to identify trends in cost, schedule and/or performance risks. The results of Data Analysis will be documented in CSR and may be used to adjust surveillance schedules and/or checklist items to increase or decrease surveillance, based on performance trends. Negative trends noted using Government data / observations could result in issuing the Contractor a CAR using the PDREP application accessible within PIEE. Trends noted using Contractor data will not result in a CAR unless the Contractor has not addressed the negative trend. QASP changes based on Data Analysis will be coordinated with the KO for approval.

9. 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 to the Contractor. Acceptance and payment will be made by approving the Contractor’s Receiving Reports in Wide Area Workflow at https://piee.eb.mil/ as a WAWF Inspector, and/or Acceptor.

10. COR Status Report. The CSR will be submitted according to the measurement period to the KO via the SPM module. CSRs must be uploaded into the SPM module using the “Smart Form”. CSRs will be due NLT the 10th day of the month following the period of surveillance. CSRs will provide a synopsis of the Contractor’s performance for the inclusive dates of the report. The synopsis must contain a summary of surveillances performed, Customer Feedback if any, CAR if any, an analysis of the Contractors performance, recommended adjustments to surveillance schedules, and any other pertinent contract information IAW FAR 46.104, and the COR Appointment Letter. Completed Surveillance Checklists and CARs, if any, will be included as attachments to CSRs. See para 5.4.

11. Service Contract Reporting (SCR) in the System for Award Management (SAM). https://www.sam.gov. Reporting Labor Hours. Service Contractor reporting of information is required in the SAM when a contract or order: 1) Has a total estimated value, including options, that exceeds $3 million; and 2) Is for services in the following service acquisition portfolio groups (see PGI 204.1703 for a list of applicable product and service codes):

(1) Logistics management services.

(2) Equipment-related services.

(3) Knowledge-based services.

(4) Electronics and communications

The system allows industry to report all manpower data into a single Federal-wide portal. For Contractors who meet the SCR reporting thresholds (in excess of $3 million), your entity must be registered in SAM.

SCR requires Contractors to enter the following information for their contract or order:

(1) The total dollar amount invoiced for services performed during the preceding Government fiscal year under the contract or order.

(2) The number of Contractor direct labor hours, to include first-tier Subcontractor direct labor hours, as applicable, expended on the services performed under the contract or order during the previous Government fiscal year.

Contractor reporting is required annually, by October 31, on the services performed under the contract or order, including any first-tier subcontracts, during the preceding Government fiscal year (October 1-September 30). For indefinite delivery contracts, basic ordering agreements, and blanket purchase agreements, 1) Reporting is required for each order issued under the contract or agreement that meets the requirements of PGI 204.1703 and, 2) Service contract reporting is not required for the basic contract or agreement. KOs shall ensure that the requirement to report Contractor manpower is included in all contracts, task/delivery orders and modifications.

12. Contractor Performance Assessment Reporting System (CPARS). Documented surveillance data (CSRs, Completed Surveillance Checklists, Customer Feedback and CAR if any will be used to support CPARS ratings. CPARS will be completed in accordance with AFARS, Subpart 5142.15 – Contractor Performance Information.

13. 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.

14. COR/Quality Assurance Surveillance Files. The official COR/Quality Assurance Surveillance Files will be maintained in the on-line JAM and SPM module IAW DoDI 5000.72, and DFARS PGI 201.602-2.

15. Government Furnished Property (GFP): This acquisition does not include GFP.

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

Table 2: DOCUMENT REVISION HISTORY

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

1.0

(COR NAME, KO, etc.)

Tables:

1. Key Positions for Contract Administration

2. Document Revision History

3. Government Furnished Property Surveillance Requirements

Attachments:

1. Performance Requirements Summary (PRS)

2. Customer Complaint Record

3. Surveillance Schedule

4. Surveillance Checklist

Attachment 1

Contract Performance Requirements Summary (PRS)

Required Services

Incentive (Positive and/or Negative)

1. Frequency of TO Proposals Submitted in Response to Requests for Proposals (RFPs)

PWS 3.1

Note: Assessment will only occur if a minimum of two RFPs are issued during the measurement period.

(Frequency) Provides a timely proposal for 50% of TO RFPs issued. A timely proposal is submitted on or before the proposal due date. Late proposals are considered no-bids unless otherwise determined by the KO at the time of proposal receipt.

(Frequency) The Contractor submits a timely proposal for 30% of TO RFPs issued.

2. Proposal Quality

PWS 3.2

Note: This measure will only occur if the offeror has two or more proposal results during the measurement period. The date of the Government’s notification of the TO award will be used to determine which measurement period the proposal would fall under.

Provides technical proposals rated Acceptable or higher at least 50% of the time.

3. Key Personnel Quality and Timeliness

PWS 2.11.5.1 and 3.3 (Quality) Key Personnel effectively perform the functions described in PWS 2.11.5.1.

(Timeliness) Key Personnel provide a response to the Government for any given request for information on this contract on or before the deadline established in the request.

(Quality) No deviation from standard.

(Timeliness) No deviation from standard.

4. Service Quality

PWS 3.4

5. Business Relations/ Management

PWS 3.5

Attachment 2 Customer Complaint Record

Attachment 3 Surveillance Schedule

The COR will develop a Surveillance Schedule for conducting surveillance. The COR may use the SPM Smart Form or any KO approved schedule.

Attachment 4 Surveillance Checklist(s)

The COR will develop a Surveillance Checklist for conducting surveillance. The COR may use the SPM Smart Form or any KO approved checklist.

image1.emf

ACC_NJ_Customer_Compliant Record.pdf

Army Contracting Command New Jersey (ACC-NJ)

CUSTOMER COMPLAINT RECORD

DATE OF COMPLAINT TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION (Include name of person and contact information of person reporting the complaint for the organization

INDIVIDUAL (Include name and contact information)

NATURE OF COMPLAINT

CONTRACT NUMBER & REQUIREMENT REFERENCE

VALIDATION (document findings of validation of complaint), Complaint IS Valid (notify contractor) Complaint IS NOT Valid

DATE / TIME CONTRACTOR INFORMED OF COMPLAINT CONTRACTOR NAME RECEIVING COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED AND VALIDATED BY

Copy provided for filing (COR) DATE: Customer Follow-up DATE:

TIME OF COMPLAINT:

NATURE OF COMPLAINT:

CONTRACT NUMBER REQUIREMENT REFERENCE:

VALIDATION document findings of validation of complaint Complaint IS Valid notify contractor Complaint IS NOT Valid:

Complaint IS Valid notify contractor: Off

Complaint IS NOT Valid: Off

DATE TIME CONTRACTOR INFORMED OF COMPLAINT:

CONTRACTOR NAME RECEIVING COMPLAINT:

ACTION TAKEN BY CONTRACTOR:

RECEIVED AND VALIDATED BY:

Copy provided for filing COR DATE Customer Followup DATE:

undefined: Off undefined_2: Off

Date1_af_date:

Organization:

Individual:

Date4_af_date:

Date5_af_date:

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RMAS IDIQ_Surveillance_Schedule.xlsx Sheet1

Surveillance Schedule Note: Place an "X" in the paragraph column forecasting what PWS/SOW paragraphs are going to be inspected. This can be filled out once and uploaded in SPM. As detailed below, the COR would be required to upload the report and Surveillance Checklist.

“FOR OFFICIAL USE ONLY”

Contract # TBD Contractor: TBD

Functional Area: RMAS Surveillance Period: See Below

COR: TBD Date Submitted: TBD

Paragraph PWS 3.1 PWS 3.2 PWS 3.3 PWS 3.4 PWS 3.5

Date

1st 12 Months** N/A N/A N/A N/A N/A

1st 24 months X X X X X

Then Annually X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

TBD X X X X X

**Note for COR: In accordance with the PWS, the first measurement period that will be assessed will encompass the first 24 months of performance under the IDIQ and then annually thereafter. However, due to reporting requirements within the PIEE SPM module, the COR will be required to submit an annual status report (after the first 12 months of performance) and a Memorandum for Record, indicating that performance will not be measured at the 12 month mark, but rather, after 24 months and subsequent reports will be filed annually per the measurement periods defined in the PWS.

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RMAS IDIQ COR Surveillance Checklist.xlsx Sheet1

COR Surveillance Checklist Meeting Contract Requirements

Contractor:

Contract Number:

Service Provided:

COR Name:

Date: [Date of Inspection] Annual Requirement - Per QASP

Contract Reference Requirement PASS FAIL N/A Method of Surveillance Comments

PWS 3.1 (Minimum 2 Requests for Proposals (RFPs) issued)

Note: Assessment will only occur if a minimum of two RFPs is issued during the measurement period. Frequency of Task Order (TO) Proposals Submitted in Response to RFPs: Did the Contractor provide a timely proposal for 50% of TO RFPs issued? A timely proposal is submitted on or before the proposal due date. Late proposals are considered no-bids unless otherwise determined by the KO at the time of proposal receiptThe Contractor shall submit proposals in response to TO request for proposals (RFPs) issued under this IDIQ.

AQL: Frequency: Submits a timely proposal for 30% of TO RFPs issued. Periodic Inspection

PWS 3.2 (Minimum 2 proposal results received)

Note: This measure will only occur if the Offeror has two or more proposal results during the measurement period. The date of the Government’s notification of the TO award will be used to determine which measurement period the proposal would fall under. Proposal Quality: Did the Contractor provide technical proposals rated Acceptable or higher at least 50% of the time?

AQL: Submits technical proposals rated Acceptable or higher at least 40% of the time. Periodic Inspection

PWS 2.11.5.1 and 3.3 Key Personnel Quality and Timeliness:

(Quality) Did the Contractor Key Personnel effectively perform the functions described in PWS 2.11.5.1?

AQL: (Quality) No deviation from standard.

(Timeliness) Did the Contractor Key Personnel provide a response to the Government for any given request for information on this contract on or before the deadline established in the request?

AQL: (Timeliness) No deviation from standard.

Periodic Inspection

PWS 3.4 Service Quality: Did all TOs issued to this Contractor under the contract receive a satisfactory or higher rating for quality of services/products in Contractor Performance Assessment Reporting System (CPARS)?

AQL: A maximum of one TO with a marginal CPARS rating in any two consecutive measurement periods. No unsatisfactory ratings. Periodic Inspection

PWS 3.5 Business Relations/ Management: Did the Contractor provide the Government with timely identification and resolution of issues IAW PWS 3.5, 100% of the time?

AQL: A maximum of one TO with a marginal CPARS rating in any two consecutive measurement periods. No unsatisfactory ratings.

A maximum of one Level IV Corrective Action Request (CAR) at the base contract level and one Level IV CAR per individual TO per measurement period; or a maximum of three total Level IV CARs per measurement period. Periodic Inspection