Attachment_2_-_QASP-Collaborative_Program.docx

Quality Assurance Surveillance Plan (QASP) Program and Science Support Services for the Middle Rio Grande Endangered Species Collaborative Program

1 Contract Objective The Bureau of Reclamation (Reclamation) seeks services for coordination of the Middle Rio Grande Endangered Species Collaborative Program (Collaborative Program). The Collaborative Program (https://webapps.usgs.gov/MRGESCP/) is a group of 17 Memorandum of Understanding (MOU) signatories representing federal, state, and local governments, the University of New Mexico, non-profit organizations, Pueblos, utilities, and irrigators; stakeholders representing diverse interests that collaborate to make more informed management decisions regarding endangered species and water delivery. The objective of the Program and Science Support Services contract is to facilitate achievement of the Collaborative Program’s Long Term Plan (LTP) by providing program management services, science coordination services, and technical support services. The specific work requirements are described below.

2 QASP Purpose 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:

· What will be monitored

· How monitoring will take place

· Who will be conduct the monitoring

· How monitoring efforts and results will be documented.

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.

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.

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 Authority Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, 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 contracting officer or a duly authorized representative.

4 Roles and Responsibilities The following personnel shall oversee and coordinate surveillance activities.

4.1 Program 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: Sharon Wirth Organization or Agency: Bureau of Reclamation Telephone: 505-462-3560 Email: swirth@usbr.gov

4.2 Contracting Office (CO)

The CO 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 CO 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.

Assigned CO: Kristen Ruiz Jimenez Organization or Agency: Bureau of Reclamation Telephone: 505-462-3669 Email: kruizjimenez@usbr.gov

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 CO. The COR is required to provide an annual performance assessment to the CO which will be used in documenting past performance. The QASP is the primary tool for documenting contractor performance. The COR is not empowered to make any contractual commitments or to authorize any contractual change on the Government's behalf.

Assigned COR: TBD Organization or Agency: Bureau of Reclamation Telephone: 505-462-XXXX Email: XXXXXX@usbr.gov

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.

TITLE: Anyone?

Organization or Agency: Bureau of Reclamation Telephone: 505 462-XXXX Email: XXXX@usbr.gov

4.5 Contractor Representatives

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

Program Manager – <upon award, enter name> Telephone: <enter number> Email: <enter address> Task Manager – <upon award, enter name> Telephone: <enter number> Email: <enter address> Other Key Contract Personnel – <upon award, enter name or delete these lines if not applicable> Title: <enter title> Telephone: <enter number> Email: <enter address> 5 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 COR's contribution is their professional, non-adversarial relationships with the CO, 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. The COR will take into consideration feedback from the Executive Committee and other Collaborative Program committee members when determining the performance of the Contractor. 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

The Surveillance Matrix (Attachment 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.

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 PRS should be used to form the foundation of the COR's inspection checklist.

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

Attachment 1 - Surveillance Matrix

3.1.1 Kick-off Meeting

a. Kick-off meeting agenda & minutes

b. Draft Schedule of Contract and Program Deliverables

c. Final Schedule of Contract and Program Deliverables

a. Documents are submitted within stated timeframes. AQL: 90%

b. Documents address all required topics. AQL: 100% Written deliverables will be reviewed for completeness and timeliness.

b. Meeting minutes are submitted within stated timeframes. AQL: 95% Written deliverables will be reviewed for completeness and timeliness.

b. Budget summaries are submitted with the contractor’s monthly invoice. AQL: 95% Written deliverables will be reviewed for completeness and timeliness.

3.1.4 Semi-annual and Annual Contract Status Reports

a. Draft & Final Semi-annual Contract Status Report

b. Draft & Final Annual Contract Status Report

a. Complete and accurate information. AQL: 100%

b. Relevant information. AQL: 100%

c. Reports are submitted within stated timeframes. AQL: 95% Written deliverables will be reviewed for completeness and timeliness.

3.2.1 Collaborative Program and Executive Committee Support

a. Meeting material posted on Collaborative Program website

b. Calendar appointments sent to EC meeting attendees with link to posted meeting material (agenda and read-aheads)

c. All EC Meeting materials (agenda, minutes, read-aheads, presentations, etc.) posted on website

a. Electronic calendar appointments sent to EC attendees within three days of the date the meeting is set. AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 95%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL: 95%

e. Meeting materials are made available via the website within stated timeframes. AQL: 95% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

3.2.2 Fiscal Planning Committee Support

a. Meeting material drafted and posted on Collaborative Program website

b. Calendar appointments sent to FPC meeting attendees with link to posted meeting material (agenda and read-aheads)

c. All FPC Meeting materials (agenda, minutes, read-aheads, presentations, etc.) posted on website

a. Electronic calendar appointment sent to FPC attendees within three days of the date the meeting is set. AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL: 95%

Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

3.2.3 Administrative Ad Hoc Group Support

a. Meeting material posted on Collaborative Program website

b. Calendar appointments sent to Ad Hoc Group meeting attendees with link to posted meeting material (agenda and read-aheads)

c. All Ad Hoc Meeting materials (agenda, minutes, read-aheads, presentations, etc.) posted on website

a. Electronic calendar appointment sent to attendees within three days of the date the meeting is set. AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL: 95%

Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

3.2.4 Annual Work Plan

a. Draft Work Plan

b. Final Work Plan

a. Plan is complete with accurate and relevant information. AQL: 100%

b. Plan is submitted within stated timeframes. AQL: 95% Written deliverables will be reviewed for completeness and timeliness.

3.2.5 Annual Long-Term Plan Update

a. Draft updated Long-term Plan

b. Final updated Long-term Plan

a. Plan is complete with accurate and relevant information. AQL: 100%

b. Plan is submitted within stated timeframes. AQL: 95% Written deliverables will be reviewed for completeness and timeliness.

3.2.6 Record-keeping and Administrative Record

a. Electronic Administrative Record provided annually

a. Record is complete with accurate and relevant information. AQL: 100%

b. Record is submitted within stated timeframes. AQL: 95% Written deliverables will be reviewed for completeness and timeliness.

3.2.7 Support Signatory Efforts

a. MAT meeting schedule posted on website

b. Calendar appointments sent to MAT meeting attendees with material provided by the MAT

c. Facilitate volunteer efforts through coordination

a. Meeting schedule posted on website within one week of being set. AQL: 100%

b. Electronic calendar appointments sent to attendees within three days of the date the meeting is set. AQL: 100%

c. Record is submitted within stated timeframes. AQL: 95% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

b. Database is effective at contacting the correct people, as evidenced by attendance and responses. AQL: 90% Periodic inspections, Customer input.

b. Newsletters are distributed approximately every other month. AQL: 95% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

b. Staff members that attend outreach events are informed about the Program and engage positively with the public. AQL: 100% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and relevance.

b. Information from meetings is shared with appropriate groups. AQL: 95% Written deliverables will be reviewed for completeness and relevance.

3.2.12 Collaborative Program Annual Report

a. Draft Collaborative Program Annual Report (Word Document)

b. Final Collaborative Program Annual Report (PDF Document)

a. Report contains accurate, relevant, and complete information. AQL: 95%

b. Report is timely according to the administrative schedule. AQL: 90% Written deliverables will be reviewed for completeness and timeliness.

3.3.1 Science Program & Science and Adaptive Management Committee Support

a. Meeting agendas

b. SAMC meeting materials posted on website

c. Calendar appointments for SAMC meetings with website link to meeting material (agenda, read-aheads, etc.)

d. Meeting minutes and presentations posted on the website within 3 days

a. Electronic calendar appointment sent to attendees within three days of the date the meeting is set. AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL: 95%

Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

3.3.2 Science & Technical Ad Hoc Group Meeting Support

a. Meeting agendas

b. S&T Administrative and Technical meeting materials posted on website

c. Calendar appointments for S&T Administrative and Technical meetings with website link to meeting material (agenda, read-aheads, etc.)

d. Meeting minutes and presentations posted on the website within 3 days

a. Electronic calendar appointment sent to attendees within three days of the date the meeting is set. AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL: 95%

Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

3.3.3 Annual Science Symposium

a. Abstracts and symposium agenda

b. 2-day Science Symposium promoted through listserv, newsletter, website, and mentioned at appropriate meetings

c. Recorded presentations

d. Slides, and recorded presentations posted on website

e. Event evaluations with summary of what worked well and what needs improvement

a. Symposium agenda and abstracts posted to website at least 2 weeks prior to the event. AQL: 100%

b. Promotional emails sent to potential attendees at least 8 weeks prior to the event. AQL: 100%

c. Symposium agenda and additional materials are complete and accurate: AQL: 100%

d. Slides and recorded presentations are made available via the website within stated timeframes. AQL: 95%

e. Evaluations from symposium participants are satisfactory or better. AQL: 90% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

b. Information from meetings is shared with appropriate groups. AQL: 95% Written deliverables will be reviewed for completeness and relevance.

3.3.5 Brown Bag Events

a. Brown bag meeting materials posted on website (agenda, read-aheads, etc.)

b. 10-12 calendar appointments for brown bag meetings with website link to meeting materials

c. Meeting presentations posted on the website within 3 days after event

a. Brown bag meetings are relevant to the Collaborative Program. AQL: 95%

b. Presentations are promoted and posted to website within stated timeframes. AQL: 95% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

3.3.6 Annotated Bibliography

a. Annotated bibliography posted on website

b. Email announcement with link distributed to Collaborative Program participants

a. Annotated bibliography is complete, relevant, and accurate. AQL: 95%

b. Annotated bibliography is posted to website within stated timeframes. AQL: 95% Written deliverables will be reviewed for completeness and timeliness.

3.3.7 Adaptive Management (AM) Relational Database Maintenance

a. AM Relational Database and documentation kept up-to-date

b. Up to 2 annual trainings held for stakeholders

a. Database is populated with current and relevant information. AQL: 95%

b. Training evaluations are satisfactory or better. AQL: 95% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.

3.3.8 Subject Matter Expertise & Focused Technical Support

a. Revised and updated CEMs

b. Documentation of implemented panel recommendations

c. Scopes of work for proposed project activities added to the Project Bank within the AM Relational Database

d. Documentation of statistical reviews and technical support provided to proposed project activities

a. Revisions to CEMS are clearly documented. AQL: 100%

b. Documentation is complete and relevant. AQL: 95%

c. Materials are added to the AM Relational Database timely. AQL: 95% Periodic inspections, Customer input. Written deliverables will be reviewed for completeness and timeliness.