Attachment 06 - Quality Assurance Surveillance Plan (QASP).pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

1.0 PURPOSE

This Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract, and that the Government only pays for the acceptable level of services received. The QASP will be used primarily as a tool to verify that the contractor is performing all services required by the PWS in a timely, accurate and complete fashion.

2.0 AUTHORITY

Authority for issuance of this QASP is provided under FAR Subpart 46.4 “Government Contract Quality Assurance,” which establishes the general requirement for the Government to perform inspections and ensure contractor performance meets contract requirements, to be accomplished by the Contracting Officer or their duly authorized representative.

3.0 SCOPE

The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet quality standards set forth by the contract. The QASP is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to ensure that they are timely, effective and deliver the results specified in the contract. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s Management Plan.

The Government may provide the Contractor with an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing its plan for maintaining the levels of quality anticipated to be delivered under the terms of the contract.

4.1 RESPONSIBILITIES

The Government resources shall have responsibilities for the implementation of this QASP as follows:

• Contracting Officer – The Contracting Officer ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

• Contracting Officer’s Representative (COR) – An individual designated in writing by the Contracting Officer to act as his authorized representative to assist in administering a contract. The source and authority for the COR is the Contracting Officer. COR limitations are contained in the written letter of appointment.

5.1 METHODS OF QA SURVEILLANCE

The below-listed methods of surveillance shall be used in the administration of this QASP. The QASP Matrix describes the methods of surveillance that may be used to monitor the services and deliverables to be provided under the contract.

• Customer Feedback – Customer feedback may be obtained either from the results of formal customer satisfaction surveys or from random 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 Contractor. The Contractor shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file.

• Random Checks/Periodic Inspection – The COR will conduct periodic inspections by reviewing information from the Monthly Activity Report, NAVSUP level reports, TYCOM level reports and various individual unit reports. For the potential tasks identified in the PWS, the COR typically performs the periodic inspection on a monthly basis.

6.0 IDENTIFIED QA SURVEILLANCE ITEMS

The PBSC items that have been identified for surveillance are identified in the Performance Work Statement (PWS). Additional surveillance items are as follows:

• The COR will actively monitor contractor performance to ensure compliance with DFARS 252.222-7007, Representation Regarding Combating Trafficking in Persons, and DFARS 252.222-7008, Prohibition of Trafficking in Persons. This will include periodic reviews of contract deliverables, worksite observations when applicable, and verification that contractor personnel are informed of, and adhere to, prohibitions against trafficking in persons, procurement of commercial sex acts, and use of forced labor. The COR will review any relevant training records, interview contractor personnel as needed, and assess compliance through routine performance surveillance in accordance with this QASP. The COR will promptly report any indicators of noncompliance to the Contracting Officer for appropriate action, ensuring all observations and actions are documented in the COR file.

7.1 DOCUMENTATION

The COR will maintain a complete Quality Assurance Surveillance file. The file shall contain such documents as copies of all receiving reports, evaluations, recommendations, and any other actions related to the Government’s performance of the quality assurance function. All such records will be retained for the life of this contract. At a minimum, the Quality Assurance Surveillance file shall contain:

• Copies of letters of appointment for the COR

• A copy of the contract and all modifications

• A copy of the QASP and all subsequent revisions

• The names and titles of individuals on the contract administration team

• A record of all accepted receiving reports, required documentation with the submission of each receiving report, and reviews and verifications of ITJs.

• Memoranda for the record or minutes of any pre-performance meetings or conferences.

• Memoranda for the record or minutes of any meetings or discussions with the contractor, or others, pertaining to the contract or contract performance or changes to the PWS.

8.0 ANALYSIS OF CONTRACTOR PERFORMANCE

The analysis of contractor performance shall be conducted at the end of each month and serves to provide a summary of the Contractor’s performance to the Contracting Officer and the Contractor. Overall performance is important in determining whether to increase, decrease or maintain the current level of surveillance and/or whether to initiate corrective action to bring the Contractor’s work up to the standards of the specification.

8.1 Critical Performance Processes and Requirements: Critical to the performance of professional and administrative support services is the timely, accurate, and thorough completion of all contract/task order requirements.

8.2 Performance Standards:

8.2.1 Schedule: The due dates for deliverables and the actual accomplishment of the schedule will be assessed against original due dates and milestones established for the contract or task order(s).

8.2.2 Deliverables: The deliverables required to be submitted will be assessed against the specifications for the deliverables detailed in the contract/task order(s) and the Quality Control Plan (QCP), if required by the contract, for the required content, quality, timeliness, and accuracy.

8.2.3 Cost: The COR will review monthly cost vouchers to monitor the contractor’s expenditure throughout the contract and/or task order performance period(s). Also, the COR will analyze the impact on cost of any inaccurate management assertions, acceleration of the due dates for the financial reports, or the lack of personnel.

8.2.4 Past Performance: In addition to any schedule, deliverables, and cost aspects of performance discussed above, pursuant to FAR 42.15, the Government will assess the contractor’s record of conforming to contract requirements and to standards of good workmanship, the contractor’s record of forecasting and controlling costs, the contractor’s adherence to contract schedules including the administrative aspects of performance, the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction, and the contractor’s business-like concern for the interest of the customer.

QASP MATRIX

Performance Element

Performance Requirement Surveillance

Method

Frequency Acceptable Quality

Level

Procedures to be taken when performance standards are not met

Contract Deliverables

Contract deliverables furnished as prescribed in the PWS, attachments, Task Orders, etc., as applicable.

Inspection by the

COR

100% inspection of all contract deliverables.

>95% of deliverables submitted timely and without rework required.

FAR Clauses 52.246-5 & 52.249-6

Qualified Personnel

All personnel on task are fully qualified in accordance with Attachment I - PWS and Attachment II – Government Labor Category Descriptions

Inspection by

Random

>98% personnel fully qualified IAW with PWS and Govt Labor Category Descriptions

Monthly Status Report

Monthly status reports are submitted by the 10th day of each month. Reports provide any issues and concerns that need to be resolved, travel and ODC information provided as contained in the PWS.

Review by COR/

Monthly

>95% accuracy

Invoicing Monthly invoices per contract procedures are timely and accurate.

Review & acceptance of the invoice

Monthly

95% accuracy

Overall Contract Performance

Overall contract performance of sufficient quality to earn a Satisfactory (or higher) rating in the COR’s annual report on Contractor Performance

Assessment by the

Annual

All performance elements rated Satisfactory (or higher)

-If performance is within acceptable levels, it will be considered to be satisfactory. If not, overall performance may be considered unsatisfactory.

INCENTIVES/DISINCENTIVES:

The COR makes an annual report on Contractor Performance (CPARS or other annual report). The contractor’s failure to achieve satisfactory performance under the contract/task order, reflected in the COR’s annual report, may result in termination of the contract and may also result in the loss of future Government contracts. Additionally, the contractor’s failure to achieve satisfactory performance under the contract may also result in the non-exercise of available options.

For each item that does not meet acceptable levels, the Government may issue a Contract Discrepancy Report (CDR). CDRs will be forwarded to the Contracting Officer with a copy sent to the contractor. The contractor must reply in writing within 5 business days of receipt identifying how future occurrences of the problem will be prevented. Based upon the contractor’s past performance and plan to solve the problem, the Contracting Officer will determine if any further action will be taken.

In accordance with inspection of services provisions of the contract, the contractor will be incentivized to provide quality products in a timely manner since the Government can require the Contractor, at no additional fee, to replace or correct work that fails to meet contract requirements. To maximize the profit earned on costs incurred, the contractor is incentivized to ensure that quality products are provided in a timely manner.