Attachment 0006 - QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

Materiel Fielding and Medical Liaison Support Services

1.0 Mission

The purpose of this requirement is to provide materiel fielding, medical liaison support and analysis, administrative services, procurement and customer service, which are necessary to facilitate full program coordination, execution and oversight across all Capability Program Executive – Ground (Soldier Systems), Program Manager - Soldier Medical Devices (PM SMD) mission areas.

2.0 Purpose

2.1. 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:

2.1.1. What will be monitored

2.1.2. How monitoring will take place

2.1.3. Who will conduct the monitoring

2.1.4. How monitoring efforts and results will be documented

2.2. 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.

2.3. The QASP is not part of the contract, nor is it intended to duplicate the contractor's quality control plan. This QASP is a living document. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on contractor performance.

2.4. 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.

3.0 Authority

Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provide for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the contracting officer or a duly authorized representative.

4.0 Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

4.1 Program / Project Manager

The PM provides primary program oversight, nominates the COR, ensures the COR is trained before performing any COR duties and supports the COR's performance assessment activities. While the PM may serve as a direct conduit to provide Government guidance and feedback to the Contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government's behalf.

Assigned PM: David Wirtz Organization or Agency: Capability Program Executive – Ground (Soldier Systems), Soldier Medical Devices, Deputy Project Manager, Telephone: 301-619-1053 Email: david.e.wirtz.civ@army.mil

4.2 Contracting Officer (KO)

The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. Determine and document the final assessment of the contractor's performance in the governments past performance tracking system.

Contracting Officer: Trisha R. Scott Organization or Agency: ACC APG Telephone: 520-691-1470 Email: trisha.r.scott.civ@army.mil

4.3 Contracting Officer's Representative (COR)

The COR is responsible for providing continuous technical oversight of the contractor's performance. The COR uses the QASP to conduct the oversight/surveillance process. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance. The purpose is to ensure that the contractor meets the performance standards contained in the contract. The COR is responsible for reporting early identification of performance problems to the KO. The COR is required to provide an annual performance assessment to the KO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to many any contractual commitments or to authorize any contractual change on the Government's behalf.

Primary COR: Joseph R. Martin Organization or Agency: PEO-Soldier, Soldier Medical Devices Telephone: (301) 619-2803 Email: joseph.r.martin115.civ@army.mil

4.4 Other Key Government Personnel

This may include performance monitors, inspectors, technical experts, or others who provide information that helps the COR monitor contractor performance.

The designated technical quality assurance personnel are:

N/A

4.5 Contractor Representatives

The following employees of the contractor serve as the contractor's Program Manager and Task Manager for this contract.

4.5.1. Program Manager

4.5.2. Task Manager

5.0 Performance Requirements and Method of Surveillance

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

5.1 Contract Surveillance

The goal of the QASP is to ensure that contractor performance is effectively monitored and documented. The CORs contribution is their professional, non-adversarial relationships with the KO, PM and the contractor, which enables positive, open and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of contractor performance against contract requirements. The COR uses the methods contained in this QASP to ensure the contractor is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the contractor's performance. Additionally, this QASP is based on the premise that the contractor, not the government, is responsible for management and QC/QA actions to successfully meet the terms of the contract.

5.2 Surveillance Matrix

5.2.1. The Surveillance Matrix Table 1 is the list of performance objectives and standards that must be performed by the contractor. 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.

Table 1 Performance Requirement Performance Standard Acceptable Quality Level Method of Surveillance

PWS C.2. The contractor shall execute all Material Fielding missions efficiently and in compliance with all regulatory guidance.

Provide a monthly metrics report.

Provide a monthly metrics report. COR Will review the Monthly Progress Report and the Monthly Fielding Analysis Report.

PWS C.2.1.1. The Contractor shall ensure that the task is performed efficiently, accurately, on time, and in compliance with the requirements.

No more than 2% of the feedback received about the contractor’s service may be negative.

100%; reporting of all feedback received from a customer about contractor.

COR documents a file with all positive and negative feedback from customers.

PWS C.2.1.1. The Contractor shall ensure timely and accurate submission of invoices.

No more than 5% of the reports to the government may be later than the specified time period.

100%; Contractor must provide invoices

COR will review all invoice submissions for approval.

PWS C.2.12.5. The contractor shall identify and report fielding personnel assigned to specific Area of Responsibility (AOR) within 15 days of the forecasted schedule release notification to coordinate for AOR deployability.

100% reporting required NLT 15 days of the forecasted schedule release notification.

Provide report identifying status of fielding personnel identified to support specific AOR.

COR will review identified personnel.

PWS C.2.13.2. The contractor shall execute Pre-Fielding Mission Requirements

Execute 100% of Pre-fielding Requirements prior to Mission Execution

Execute 100% of Pre-Fielding Requirements prior to Mission Execution

COR will provide Bi Monthly Review of Pre- Fielding Analysis Reports with onsite surveillance

PWS C.2.14.2. The contractor shall execute Post-Fielding Mission Requirements

100% of Required Materiel Fielding AARs submitted within 10 days of mission completion.

100% of Required Materiel Fielding AARs submitted within 30 days of mission completion.

COR will review Materiel Fielding After Action Reports with weekly surveillance PWS C.2.15. The contractor shall provide medical Logistics Assistance Support to Units in need.

Continuous engagement with units on fielding schedule at less than 90% Equipment on hand and/or less than 90% Equipment Readiness

Minimum of one logistics assistance contact engagement per month for units on fielding schedule at less than 90% Equipment on hand and/or less than 90% Equipment Readiness rates

COR will review the Monthly Logistics Assistance Workload Report and conduct periodic onsite surveillance

PWS C.2.16. The contractor shall complete all transportation coordination requirements

90% completion of required transportation reports

Reports will include 100% of required transportation data with current information.

COR will review the Daily Transportation Report and the Transportation Discrepancy Report

PWS C.2.17.3. The contractor shall obtain the skill required to function on all Microsoft Office listed programs without instruction from the Government.

Completes actions within specified deadlines, mistakes are not recurrent

Must have functioning knowledge of 100% of listed MS Office programs.

Quality of contractor provided deliverables approved by Government staff.

5.3 Performance objectives

5.3.1. The Performance Objectives define the desired outcomes. Performance Standards define the level of service required under the contract to successfully meet the performance objective. The inspection methodology defines how, when, and what will be assessed in measuring performance. The Government performs surveillance, using this QASP, to determine the quality of the contractor's performance as it relates to the performance element standards.

The matrix should be used to form the foundation of the COR inspection checklist. In evaluating the quality of contractor’s performance, the following performance ratings may be used.

Performance Rating

Criteria

Exceptional Performance meets contractual requirements and exceeds many to the Government’s benefit. The element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. The element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory Performance meets contractual requirements. The element being assessed contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. The element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions.

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

6.0 DOCUMENTING PERFORMANCE.

a. ACCEPTABLE PERFORMANCE.

The Government will document positive performance. A report template is attached. Any report may become a part of the supporting documentation for fixed fee payments, incentive fee payments, or other actions.

b. UNACCEPTABLE PERFORMANCE.

When unacceptable performance occurs, the COR will inform the Contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR will document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR will prepare a Contract Discrepancy Report (CDR) and present it to the Contractor's task manager or on-site representative. A CDR template is attached to this QASP.

The Contractor will acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, incentive fee nonpayment, or other actions deemed necessary by the KO.

7. FREQUENCY OF MEASUREMENT.

a. Frequency of Measurement.

During contract/order performance, the COR will take periodic measurements, as specified in the AQL column of the Performance Standards Summary Matrix and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR will meet with the Contractor monthly to assess performance and will provide a written assessment.

Prepared by: Joseph R. Martin

Signature – Contracting Officer’s Representative

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. PREPARED BY: (Name of COR)

3. DATE (and time observed discrepancy):

4. OBSERVATION:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results.

- Number of observations.>

Prepared by: Joseph R. Martin

Signature – Contracting Officer’s Representative Date

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)

4. DATE (and time 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:

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date