Attachment 2 - QASP - W81XWH22Q0017.pdf

QUALITY ASSURANCE AND SURVEILLANCE PLAN

Title: Conducting Data Quality Assessments (DQAs) at DoD/WRAIR-supported facilities through funding from the

US President's Emergency Plan for AIDS Relief (PEPFAR) in Tanzania

Contract Number: < upon award, enter contract number>

Contract Description: The contractor shall support the DoD/WRAIR-Tanzania team located at the United States

Mission in Dar es Salaam with ensuring the accuracy of reported accomplishments and any other activities related to data quality, reporting and use, by conducting external DQAs specified in the COP guidance and approved in the annual Tanzania COP at facilities supported by funding from PEPFAR. Specifically, the contractor shall provide experienced, technical support for assessing the quality of data for PEPFAR-funded HIV/AIDS programs in the

Southern Highlands regions of Mbeya, Rukwa, Katavi, Songwe, and Ruvuma as well as all the Tanzania Peoples

Defense Forces (TPDF) facilities countrywide. The DQA process will include preparation, methodology review, desk review, field review, documentation, and a mitigation plan to address data limitations as needed. This requirement is based on DoD/WRAIR’s current mission needs in Tanzania, as the mission changes, the needs may increase or decrease.

Contractor’s name: < upon award, enter contractor name > (hereafter referred to as the contractor).

Contents

1. PURPOSE

2. GOVERNMENT ROLES AND RESPONSIBILITIES

3. CONTRACTOR REPRESENTATIVES

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

5. METHODS OF SURVEILLANCE

6. PERFORMANCE REPORT

7. CONTRACT DISCREPENCY REPORT (CDR)

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; and

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 clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed-Price

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

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: <enter name>

Organization or Agency: <enter organization or Agency name>

Telephone: <enter number>

Email: <enter address>

Contract Specialist (CS) - The CS acts as an acquisition consultant and serves as liaison between the contract office and Walter Reed Army Institute of Research (WRAIR).

Assigned CS: <enter name>

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 “QASP and

Performance” 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:

Telephone:

Email:

Other Key Government Personnel - <enter name or delete these lines if not applicable. This may include

Performance Monitors, Inspectors, etc. who act on behalf of the COR to monitor performance.>

Title: Telephone: <enter number>

Email:

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s Program Manager and Task Manager for this contract. <Communication should occur with them during QASP development. It will help if they review the draft

QASP and accept the final version. You may delete the stated roles or change the naming convention if applicable. >

Program Manager - <upon award, enter name>

Task Manager - <upon award, enter name>

Other Contractor Personnel - <upon award, enter name or delete these lines if not applicable>

Title: <enter title>

4. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

PERFORMANCE REQUIREMENTS SUMMARY MATRIX

PWS

Ref.

Performance

Objective

Performance

Standard

Acceptable

Quality

Level

Performance

Measurement Incentive

1 6.2.1 Conduct Data Quality

Assessments (DQA)

Visits

Conduct quarterly DQA visits to

DoD/WRAIR-

Tanzania-supported sites

Meets:

95%

Monitored via

DQA site visit reports

Past

Performance

2 6.2.1.1.1 Conduct follow up visits for sites that score poorly

Conduct follow up visits for all sites

(100%) that score poorly

Meet:

>99.9%

Monitored via follow up visit reports

Past performance

3 6.2.1.1.2 Develop and implement improvement plans for M&E system and

Data Quality at

Program, Regional, District and sites levels.

Develop improvement plans for M&E system and Data Quality at

Program, Regional, District and sites levels for

DoD/WRAIR-

Tanzania- supported civilian and military programs

Meets:

95%

Monitored via submitted improvement plans and

Implementation reports

Past

Performance

5. METHODS OF SURVEILLANCE

The Government will surveil contractor performance by 100% inspection of all deliverables.

PERFORMANCE REPORT

Contract Number: <insert number>

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

Date and time of observation: <insert date>

Observation:

<Examples of items to include in a report are:

- Method of surveillance.

- How frequently you conducted surveillance.

- Surveillance results (Exceeds, Meets, Does Not Meet).

- Number of observations.>

Prepared by: <Enter COR’s name>

COR’s Signature Date

CONTRACT DEFICIENCY REPORT (CDR)

< 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.>

Contract Number: <insert number>

Contractor Project Manager: <insert name>

From: <insert name of COR>

Date and time observed discrepancy:

Contract Discrepancy:

<Describe in detail. Identify any attachments.>

Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The contractor shall provide the COR with the Corrective Action Plan not later than < # days after receipt of this CDR. >

Prepared by: <Enter COR’s name>

COR’s Signature Date

Received by: <Enter contractor project manager’s name>

Contractor Project Manager’s Signature Date