Attachment 2 - QASP.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) FOR

USTRANSCOM/SDDC

VESSEL ARCHITECTURE

08 MAY 2025

APPROVED:

KEVIN GIBSON MATTHEW J. HELLMANN

Contracting Officer Representative Contracting Officer

SDDC-G6 USTRANSCOM/TCAQ-D

1. INTRODUCTION

This QASP was developed in accordance with (IAW) Defense Federal Acquisition Regulation Supplement (DFARS) 246.401 and USTRANSCOM Instruction 7500.02A, Policy for Contracting Officer’s Representative Program, for services performed in support of Surface Deployment and Distribution Command (SDDC). The QASP sets forth the procedures and guidelines to be used by the Government to ensure the Contractor achieves the required performance standards as specified in the Vessel Architecture Performance Work Statement (PWS). This QASP is based on the premise the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. Changes to the QASP are the unilateral right of the Government. If/when made, changes will be communicated to the Contractor.

2. PURPOSE

This QASP is designed to accomplish the following:

a. Ensure the Government pays only for the level of services received.

b. Provide a systematic method to survey and assess Contractor performance to determine conformity with the technical requirements of the contract.

c. Define the roles and responsibilities of participating Government officials.

d. Describe the reporting documentation that will be employed by the Government in assessing the

Contractor’s performance.

e. Describe how the Contracting Officer’s Representative (COR) will monitor the Contractor’s performance regarding trafficking in persons IAW DFARS 222.1703 and Procedures, Guidance, and Information (PGI) 222.1703(4).

3. ROLES AND RESPONSIBILITIES

Contractor performance is monitored on a continuing basis by the contract surveillance team, which consists of the Contracting Officer (CO), Contract Specialist (CS), and COR.

3.1. Contracting Officer (CO)

The CO has overall responsibility for contract administration. The CO is responsible for monitoring contract compliance and cost control and resolving any differences between the observations documented by the Government (i.e., COR) and the Contractor. To this end, the CO shall review all surveillance reports submitted by the COR. Payment is authorized based on documented objective evidence provided by the COR that Contractor performance meets the performance standards specified. The CO is the only Government official authorized to revise the contract.

3.2. Contract Specialist (CS)

The CS acts as an acquisition consultant and serves as liaison between the Contracting Office and COR or the Contractor. However, there may be instances where a qualified Government engineer or system analyst may be needed to verify the data provided by the Contractor is accurate and appropriately collected/reported. In these instances, the assessment will be provided to the COR or CO for consideration.

3.3. Contracting Officer’s Representative (COR)

The COR:

a. Is designated in writing by the CO via the Joint Appointment Module (JAM) within the Procurement Integrated Enterprise Environment (PIEE) to act as his or her authorized representative to assist in administering a contract. The COR’s limitations are contained in the written appointment letter.

b. Serves as a functional expert and is responsible for monitoring, assessing, and reporting the technical performance of the Contractor on a continuous basis.

c. Performs contract surveillance activities and documents results in the Monthly Performance Report; initiates requests for, and assesses adequacy of, corrective actions; and uploads all surveillance reports to the Surveillance and Performance Monitoring (SPM) module within the

PIEE.

d. Is sufficiently trained to perform required duties according to the terms and conditions of the contract.

e. Is to be objective, fair, and consistent in assessing Contractor performance against standards.

f. Notifies the CO immediately when an assessment reveals the Contractor is not meeting required performance standards.

g. Ensures changes in work are not initiated before a written authorization or modification is issued by the CO.

h. Is the certifying official, authorized to accept delivery of services and verifies services have been performed in the invoice/payment system before certifying the quantity received and digitally signing the receiving report/invoice.

i. Has a maximum of seven days after the Contractor’s submission of a properly documented receiving report/invoice to certify the quantity and digitally sign the document in WAWF.

Prompt processing of receiving reports/invoices in WAWF increases the Government’s ability to take discounts offered and decreases the likelihood of the Government incurring interest expense for late payment. After digital signature, the signed receiving report/invoice will be routed to Defense Finance and Accounting Service for scheduling of payment.

j. Provides an annual assessment of Contractor performance to the CO for input into the Contractor Performance Assessment Reporting System (CPARS).

4. CONTRACT SURVEILLANCE

4.1. Service Delivery Summary (SDS) Items

The SDS summarizes desired outcomes and identifies the performance thresholds/metrics that will be tracked to determine whether the desired outcomes are being achieved. The SDS does not identify every Contractor requirement, but only those requirements considered most important for mission accomplishment. Although not all PWS requirements are listed in the SDS, the Contractor is fully expected to comply with all requirements in the PWS and elsewhere in the contract (e.g., contract clauses). The SDS recognizes unexpected and uncontrollable events can occur which may affect contract performance. Effective management and use of an adequate quality control plan will allow the Contractor to meet or exceed the required performance thresholds/metrics. USTRANSCOM, through the COR, will monitor Contractor performance using the surveillance methods described below.

Desired Outcome

PWS

Para

Performance Threshold (Metric)

Source of Data

How Often Collected

Scheduled Delivery Calculation Surveillance

Method CPARS

Timely tracking of vessel updates/creation

3.1.5

95% of submittals delivered within 5 business days

Conveyance Tracker Monthly

NLT 5 business days prior to the monthly

PMR

(Number of Conveyance Trackers delivered within 5 business days) / (Total number of Conveyance Tracker requests) x100

100% Inspection of Conveyance Tracker

Schedule

Timely and complete drawings with vessel delivery

3.2.2.4

95% of submittals are timely and complete

ICODES

AutoCAD Drawing

Quarterly With delivery of new/updated vessel.

(Number of ICODES Drawings delivered with new/updated vessel) / (Total number of new/updated vessel deliveries) x100

100% Inspection of

ICODES

AutoCAD Drawing

Schedule / Quality

Timely and complete reporting

3.2.2.7

95% of submittals are timely and complete

MEO

Vessel Report

Quarterly

NLT 10

business days after PMO vessel approval.

(Number of MEO Vessel Reports delivered within 10 business days) / (Total number of MEO Vessel Report requests) x100

100% Inspection of MEO Vessel Report

Schedule / Quality

Accurate and complete data with vessel delivery

3.2.2.5 95% are, accurate, and complete

T&S Data Quarterly With delivery of new/updated vessel.

(Number of T&S Data deliveries with new/updated vessel) / (Total number of new/updated vessel deliveries) x100

100% Inspection of T&S Data

Quality

Timely Cyber- Incident Reporting

6.3.3

No more than one late cyber-incident report in a twelve (12) month period.

Submitted (or Discovered) Cyber- Incident Reports

Annually

NLT 72 hours after discovering a reportable cyber-incident

Number of late cyber-incident report per 12-month period

100% Inspection of Cyber- Incident Reports

Quality

4.1.1. Contract surveillance shall be conducted for all SDS items at least monthly. Results shall be captured on the Monthly Performance Report (Appendix A) and uploaded to SPM in PIEE. SDS items measured monthly shall be calculated according to the table above using the specified data sources. For SDS items with less frequent performance thresholds/metrics (e.g., measured yearly), the Monthly Performance Report shall capture all relevant inputs for the month using the specified data sources.

4.1.2. If no deficiency exists in Contractor performance for the month, no further action is required once the Monthly Performance Report has been uploaded to SPM in PIEE. However, if Contractor performance is deficient in one or more areas, the course of action is dependent on the severity, impact, and frequency of the non-performance.

a. Re-performance, if possible, is the first action to resolve deficiencies.

b. When the COR determines a deficiency is not caused by the Government, a Contract Discrepancy Report (CDR) (DD Form 2772) shall be initiated.

i. COR completes blocks 1-6 of the form and sends to the CO.

ii. CO evaluates the CDR and, if in agreement, signs block 7 and sends to the Contractor.

iii. Contractor completes blocks 8-10 according to the requirements of the contract and returns to the CO within 5 calendar days of receipt.

iv. Upon receipt of the Contractor’s response, the CO, in consultation with the COR, evaluates the response and takes appropriate action.

v. CO documents the evaluation in block 11 and action taken in block 12 on the CDR.

vi. A copy of all completed CDRs shall be uploaded to SPM in PIEE in accompaniment to the Monthly Performance Report.

c. When corrective action is accomplished by the Contractor, the COR will perform additional surveillance to verify resolution.

4.2. Non-SDS Items/Other Contract Sections

For PWS requirements not cited in the SDS, and for requirements specified in other contract sections (e.g., contract clauses), the Government may inspect Contractor performance IAW FAR 52.212-4(a) to determine conformity with the technical requirements of the contract. The results of these inspections shall be documented on the Monthly Performance Report (Appendix A). In addition, deficient Contractor performance identified by any means of surveillance during contract performance shall be documented on the Monthly Performance Report (Appendix A) and may form the basis for a CDR.

5. CPARS REPORTING

5.1. SDS Items

Assessment of the SDS items, as captured in the Monthly Performance Reports (Appendix A), shall be an input into the assignment of the Contractor’s annual CPARS ratings. CPARS ratings (i.e., Exceptional, Very Good, Satisfactory, Marginal or Unsatisfactory) are assigned to the following six areas: Quality, Schedule, Cost Control, Management, Utilization of Small Business, and Regulatory Compliance. The applicable CPARS Rating Area for each SDS item is cited in the table in paragraph 4.1.

5.2. Non-SDS Items/Other Contract Sections

The Contractor’s annual CPARS ratings are not limited only to the items assessed in the SDS. Rather, Contractor performance (positive or negative) against any PWS requirement, or other contract section (e.g., contract clauses), may be assessed under the appropriate CPARS rating area. Furthermore, certain CPARS rating areas (e.g., Management, Utilization of Small Business, and Regulatory Compliance) necessarily will require surveillance outside the SDS (e.g., review of small business reports, contract clause compliance), to assess Contractor performance in these areas.

6. COMBATING TRAFFICKING IN PERSONS

IAW DFARS PGI 222.17, the COR shall monitor the Contractor’s compliance with FAR clause 52.222- 50 and immediately notify the CO of any non-compliance. Any non-compliance shall be documented in the Contractor’s annual CPARS report under the Regulatory Compliance rating area. At the post-award conference, the CO shall remind the Contractor of the contractual responsibility to notify the CO and the agency if the Contractor receives notifications of any alleged violations to this policy or if actions have been taken against the Contractor employees, subcontractors, or subcontractor employees pursuant to the clause.

7. ACRONYMS

Acronym Definition CDR Contract Discrepancy Report CO Contracting Officer COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System CS Contract Specialist FAR Federal Acquisition Regulation IAW In accordance with PIEE Procurement Integrated Enterprise Environment PWS Performance Work Statement QASP Quality Assurance Surveillance Plan SDS Service Delivery Summary SPM Surveillance and Performance Monitoring USTRANSCOM United States Transportation Command WAWF Wide Area Workflow

APPENDIX A – MONTHLY PERFORMANCE REPORT

MEMORANDUM FOR: USTRANSCOM/TCAQ-D

Attn: Contracting Officer

FROM: SDDC G6

SUBJECT: Monthly Performance Report, Vessel Architecture - Month and Year

1. Period Covered: First to last day of the reporting period (i.e., 1-31 October 2025).

2. Assessment of SDS Items: Break out the rows from the SDS table in the QASP (example below) and calculate the monthly performance thresholds/metrics using the specified data sources. For SDS items with less frequent performance thresholds/metrics (e.g., measured yearly), capture all relevant inputs for the month using the specified data sources. For each entry, also capture any trends (positive or negative), areas of concern, and over-and-above actions of the Contractor to inform the annual Contractor Performance Assessment Reporting System (CPARS) reports. As necessary, attach supporting documentation (e.g., reports, meeting minutes, memorandum for record).

Desired Outcome

PWS

Para

Performance Threshold (Metric)

Source of Data

How Often Collected

Scheduled Delivery Calculation Surveillance

Method CPARS

Timely tracking of vessel updates/creation

3.1.5

95% of submittals delivered within 5 business days

Conveyance Tracker Monthly

NLT 5

business days prior to the monthly

PMR

(Number of Conveyance Trackers delivered within 5 business days) / (Total number of Conveyance Tracker requests) x100

100% Inspection of Conveyance Tracker

Schedule

Assessment:

Timely and complete drawings with vessel delivery

3.2.2.4

95% of submittals are timely and complete

ICODES

AutoCAD Drawing

Quarterly

With delivery of new/updated vessel.

(Number of

ICODES

Drawings delivered with new/updated vessel) / (Total number of new/updated vessel deliveries) x100

100% Inspection of

ICODES

AutoCAD Drawing

Schedule /

Timely and complete reporting

3.2.2.7

95% of submittals are timely and complete

MEO

Vessel Report

Quarterly

NLT 10

business days after PMO vessel approval.

(Number of MEO Vessel Reports delivered within 10 business days) / (Total number of MEO Vessel Report requests) x100

100% Inspection of MEO Vessel Report

Schedule /

Accurate and complete data with vessel delivery

3.2.2.5 95% are, accurate, and complete

T&S Data Quarterly

With delivery of new/updated vessel.

(Number of T&S Data deliveries with new/updated vessel) / (Total number of new/updated vessel deliveries) x100

100% Inspection of T&S Data

Timely Cyber- Incident Reporting

6.3.3

No more than one late cyber-incident report in a twelve (12) month period.

Submitted (or Discovered) Cyber- Incident Reports

Annually

NLT 72

hours after discovering a reportable cyber-incident

Number of late cyber-incident report per 12-month period

100% Inspection of Cyber- Incident Reports

3. Assessment of Non-SDS Items/Other Contract Sections: Capture all relevant inputs and assessments (positive or negative) for PWS requirements not cited in the SDS, and for requirements specified in other contract sections (e.g., contract clauses) to determine conformity with the technical requirements of the contract and inform the annual CPARS report (e.g., review of small business reports, contract clause compliance). As necessary, attach supporting documentation (e.g., reports, meeting minutes, memorandum for record).

4. Contract Discrepancy Reports (CDRs): List all CDRs (by CDR number) documented during the reporting period. Provide status of all open CDRs (by CDR number) from prior months, including any corrective action progress. Attach copies of CDRs (associated with this reporting period) to the monthly report.

5. Overall Comments:

NAME

Contracting Officer’s Representative

Attachments:

1. CDR-000X

2. Supporting Documentation