Attachment 2 - QASP_Programmatic W91CRB-24-R-0016.pdf

QUALITY ASSURANCE SURVEILLANCE PLAN

28 March 2024

Programmatic Support Services

Solicitation Number: W91CRB-24-R-0016

1. PURPOSE.

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

What will be monitored.

How monitoring will take place.

Who will conduct the monitoring.

How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR clause may apply depending on contract type:

52.246-5 Inspection of Services – Indefinite Delivery / Indefinite Quantity (IDIQ) – Cost Plus Fixed Fee

2. GOVERNMENT ROLES AND RESPONSIBILITIES.

The following personnel shall oversee and coordinate surveillance activities.

a. 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 assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO: Ms. Shelby A. Saum Organization or Agency: U.S. Army Contracting Command (ACC)

Telephone: 520-671-2492 Email: shelby.a.saum.civ@army.mil

b. Contract Specialist (KS) - The KS acts as an acquisition consultant and serves as liaison between the contractor and the and the requesting program office.

Assigned KS: Andrea Seaman Telephone: 520-671-1796 Email: andrea.l.seaman.civ@army.mil

c. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the KO for action.

Assigned COR: Ms. Teri. A. Hassell Telephone: 256-450-5853 Email: teri.a.hassell.civ@army.mil

Assigned COR Specialist: Ms. Belinda Andrews Telephone: 202-615-8984 Email: belinda.a.andrews3.civ@army.mil

3. PERFORMANCE STANDARDS.

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

4. INCENTIVES.

Not Applicable.

5. METHODS OF QA SURVEILLANCE.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. Direct Observation. (Can be performed periodically or through 100% surveillance.)

b. Monthly Reports that include Contract Deliverables (CDRLS); i.e., Budget Reviews, Technical Performance, Administrative Reviews, Training Status, and Significant Activity Reports.

c. Stakeholder Feedback. Can be anytime throughout the course of the contract; and through feedback solicitated for the annual Contractor Performance Assessment Report (CPAR).

d. Progress or status meetings will also be used to assess progress toward goals, assist the government with appropriate resourcing and help remove barriers to ensure the success of all.

These will be held based on need.

e. Programmatic Analysis of contractor's progress reports. (CDRLs) The Contractor PM will provide the COR deliverables by the tenth of each month in the method prescribed therein.

f. Random Surveys from the COR to Government stakeholders.

Regardless of the surveillance method, the COR shall always contact the contract Program Manager when an issue is identified to ensure quick resolution; or when exceptional performance by contract personnel is highlighted by Government Reporting Officials to recommend employee recognition.

6. RATINGS.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

7. DOCUMENTING PERFORMANCE.

DELIVERED

COMPLETE DOC Document provided meets all requirements.

INCOMPLETE

DOCUMENTS Delivered documents but missing key components

DID NOT DELIVER

DOCUMENT Did not provide documentation.

ACCEPTABLE PERFORMANCE.

The Government shall document positive performance. A report template is attached. Any report may become a part of the supporting documentation.

UNACCEPTABLE PERFORMANCE.

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

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's Program Manager. A CDR template is attached to this QASP.

The contractor Program Manager shall 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 must 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, award fee nonpayment, or other actions deemed necessary by the KO.

8. FREQUENCY OF MEASUREMENT.

Frequency of Measurement.

During contract/order performance, the COR shall take periodic measurements, from monthly reports, meeting minutes or observational meetings.

Frequency of Performance Assessment Meetings.

The COR shall meet with the contractor Program Manager monthly or more frequently as needed.

9. PERFORMANCE REQUIREMENTS SUMMARY.

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY LEVELS

METHOD OF

SERVEILLANCE

METHODS

Enter data into civilian personnel automated systems.

Accurate and timely in accordance with the PWS.

No less than 95% Accurate

Validated stakeholder feedback.

/ Feedback provided for annual CPAR. Random Surveys.

Complete all training requirements.

Annually Must successfully complete all training requirements.

Monthly Training Reports

Assist in performing financial analysis and/or systems analysis in support of Security Assistance Program objectives.

IAW PWS /

Compliance with DoD Directive 5000.1

Satisfactory (As defined in the QASP)

Validated stakeholder feedback.

/ Feedback provided for annual CPAR. Random Surveys.

Provide evaluations on achieving Security Assistance Program objectives and highlight any associated risks.

IAW PWS /

Compliance with DoD Directive 5000.1

Satisfactory (As defined in the QASP)

Validated stakeholder feedback.

/ Feedback provided for annual CPAR. Random Surveys.

Provide program management support, conduct research analysis, and provide recommendations for Army FMS Systems.

IAW PWS /

Compliance with DoD Directive 5000.1

Satisfactory (As defined in the QASP)

Validated stakeholder feedback.

/ Feedback provided for annual CPAR. Random Surveys.

Provide International Program Support.

IAW PWS /

Compliance with DoD Directive 5000.1

Satisfactory (As defined in the QASP)

Validated stakeholder feedback.

/ Feedback provided for annual CPAR. Random Surveys.

Provide Security Assistance Program Support.

IAW PWS Satisfactory (As defined in the QASP)

Validated stakeholder feedback.

/ Feedback provided for annual CPAR. Random Surveys.

Perform personnel recovery planning, develop personnel recovery plans, and develop policies and procedures for the Command to report, locate, support, recover and reintegrate personnel in the event the become isolated.

IAW PWS Satisfactory (As defined in the QASP)

Validated stakeholder feedback.

/ Feedback provided for annual CPAR. Random Surveys.

Prepared by: Ms. Teri A. Hassell

Signature – Contracting Officer’s Representative Ms. Teri A. Hassell

PERFORMANCE REPORT

1. CONTRACT NUMBER: <insert number>

2. Prepared by: (Name of COR) <insert name>

3. Date and time of observation:

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: <Enter COR’s name>

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) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. 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: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature - Contractor Task Manager or on-site representative Date

< The COR may initiate a CDR at any time, including whenever the number of monthly recorded defects for a performance standard exceeds the allowable number of defects;

anytime unacceptable performance is determined critical in nature and requires formal corrective action; and whenever an unfavorable trend is detected in contractor performance.>